microsoft access tutorial for beginners
Within an Access desktop database, the principal objects are forms, tables, reports, queries, macros, data macros, and modules. Below mentioned are the major components of the MS Access database:. Know more about the Generations of Computers here. A user interface for a database application can be performed using forms. This implies forms assist the user to display live data from the table, which is mainly used to ease the process of data entry, editing, modifying, and viewing records.
Know more about Microsoft Windows , here. Discussed following are the advantages and limitations of MS Access. Learn about the Types of Computers here. We hope the above article on Microsoft Access is helpful for aspirants looking for such insights. For more, download and install the Testbook App or visit the testbook website for more updates on such similar topics from Computer Awareness, and numerous such subjects can even check the test series available to examine your knowledge regarding various exams.
The fundamental definition of MS Access is that it is a database management system that is a combination of a graphical user interface, software development devices, and a jet database engine. The main variation between Excel and Access is that Excel is a spreadsheet used for calculations and to serve data visually while Access is a Database Management System that is utilized to store and handle data easily.
The primary functions of MS Access can be easily learned while working on it. Though people who want to specialize can go for professional training. Sign Up for Free Already have an account? Sign In. Open in App Create free Account. In a database it is used to speed up searching, sorting and grouping data – one should be set on any field used frequently in these ways.
Access records the sort order in a hidden object so that it doesn’t need to repeat the sort each time. Indexes also perform a second useful function in that they can be used to guard against duplicate data entry. They are always used when a field is set up as a Primary Key. Try setting up an index on another field: 1. Click on the [View] button to switch back to Design View 2.
This field is frequently used for sorting and duplicate values are allowed – as you have already seen with Smith. Next click on the Userid field and note the index here is set to Yes No Duplicates. The values in this field should be unique and the index will ensure this 5.
Unlike most other applications, a database does not make a working copy of the file first. For this reason, it is essential to keep a back-up copy of your file to which you can always return , just in case you make mistakes when carrying out amendments.
New records are always added at the end of the existing data. As soon as you start to type, Access creates a new empty record marked with an asterisk , while the current record indicator changes from an arrow to a pencil: 1. Repeat step 3 until you have filled out most of the record at least the columns up to userid Note that some fields already have a default value.
To change a value in a field you simply type in a new one. Note also that some fields e. Hall and Option can only accept certain values, others e. StudNo, Surname and FirstName cannot be left blank. Calculated fields, such as email, cannot be edited. The Photograph field can hold a picture. The best way to add one is via the Clipboard i.
Copy and Paste. If you right click on the field and choose Insert Object As pictures cannot be displayed in tables anyway, don’t try filling out this field here. Note: The best method for entering data is via a form, which you will be meeting later. To delete the current record in this case your own : 5. If you have several records to delete: 7.
Using the mouse, point to the left-hand edge of the first record to delete – you will find that the mouse cursor changes to an arrow 8. Hold down the mouse button – the record is marked – then drag through the records required 9.
You will see next how to select a subset of non-contiguous records, which you could then delete. Selecting Records Databases offer you the facility of extracting sub-sets of records according to some pre-set conditions.
In the Library, for example, you can search for the books written by a particular author or those dealing with a given subject. Access offers you two methods for selection, Quick Select using a Filter and Selection using a Query. Quick Select Selection: Toggle Filter: Filter: Simple selections can be made directly on the table itself, using a filter. Access provides two mechanisms for this, as you will see: 1. Move across to the Hall field – to find all the students living in a particular hall 3.
To turn off the filter: 5. Click on the highlighted [Toggle Filter] button below [Selection] You can also filter on part of a field – for example, you might want all students with a May birthday: 6.
Double click on any occurrence of May in the DOB field or drag through the word to select it 7. Click on the small arrow at the top of the Year of Entry field or click on the [Filter] button 9. If you wanted the July birthday students instead, you use the Date Filters option followed by All Dates in Period in the Filter button window. Note that you can also open the filter selection by clicking on the filter icon shown on the right at the top of each column. For example, you might want to delete these records – even though they are not next to each other in the full dataset, you could drag through them here and delete them as before but don’t do so here.
Another thing you might want to do is to print off the data. However, you probably wouldn’t want all of the fields, so you’ll see next how to hide unwanted columns. Changing the Fields Displayed Tables often contain a lot of data, only some of which may be required. You can control which fields are shown and which hidden.
Here, you may want just the student name and hall: 1. Right click on the StudNo column heading and choose Hide Fields To hide several adjacent columns in one go: 2. Click on the Userid column heading 3. Right click on the selected column headings and again choose Hide Fields If you want to change the order of the fields on the screen, you can either use cut and paste or, more simply, drag and drop.
Both these techniques should be familiar to the Microsoft Office user. To list the students starting with their full name including title in the correct order: 5. Click on the Surname column heading to select the column 6. Move the mouse cursor back into the column heading, hold down the mouse button then with the button still depressed drag the column to the right to a position immediately before the Year field 7.
Release the mouse button to drop the field in its new position Note: you are only changing the screen display – the data is still stored in its original order. Finally, you might want to print your list. First, it’s a good idea to preview it: 8. Normally you would now print your list, but here: 9. Click on [Close Print Preview] on the far right of the new Print Preview tab to turn off the preview To redisplay any of the hidden fields: Right click on any column heading and choose UnHide Fields You can in fact save a filter as a query by turning on the advanced filter option.
This can be a useful aid in designing a query. As an introduction to queries, save the current filter students born in May who came in a particular year : 1. A Filter Design pane appears. It looks complicated but Access has done the hard work for you. This is very similar to the Query Design pane, which you will be using next.
Examine how the criteria have been set up. Click on the [Save] button — the Save As Query dialog box appears 3. Close the students table – don’t save the changes to the design click on [No] Tip: The simplest way to redisplay all the fields if some are hidden is to close the table without saving the changes to its design. When you reopen it, it will appear in its original format. End by closing the query – click on its [Close] button Once a filter has been saved as a query, it’s easy to modify its design if necessary.
Using a filter in this way is straightforward but a little limited. To do more complicated selections you have to use a Query. Queries also offer various other facilities, including sorts within sorts. In fact you may always want to view your data through a query — here, for example, you might want to see the students listed alphabetically by Surname then by FirstName.
The Select Query pane may look a little confusing, but in fact it’s very simple to use. The cursor should be flashing in the Field: row in the lower part of the screen waiting for you to define the fields to be displayed. Here in a query, you can: 4. Click on the list arrow on the right of the Field: cell and choose students. If you were to run the query as it stands, you would see the data in its original unsorted format i.
Click on the list arrow in the Field: cell in the second column and choose Surname 6. Repeat step 5 in the third column but choose FirstName 7. Move down to the Sort: third row and type a for Ascending in both columns 2 and 3 8.
In the Show: fourth row, untick the check boxes in both columns 2 and 3 you can click anywhere in the cell – if you don’t, the names will appear twice as they are already included in students. To carry out the query, click on the [Run] button or you can use [View] to move from Design View to Datasheet View You should find that the students are now listed in their correct order look at the Smiths and that this query should be used whenever you want to look at the complete set of data.
This time your new query will be making use of the fact that you already have the students sorted by name a query can be based either on a table or another query : 1. Set the Field: in the first column to Surname and that in the second column to FirstName You now need the Hall field in a separate column to set up the selection criteria.
Another way to fill up a field is to double click on it in the field list in the top half of the Select Query window. You can try this next: 5. Double click on the Hall — it should be added to the next empty column in the query 6. Move down to Criteria: in column 3 and type the name of the required hall – e. Wessex 7. To carry out the query, click on the [Run] button on the far left of the Ribbon or use [View] to move from Design View to Datasheet View or right click on the Query design and choose Datasheet View One difference between a query and a filter is that you can save it directly for future use.
Click on the query’s [Close] button 9. Now try re-running the query: With a query, however, you can change the criteria each time you run it by making it a parameter query. The design is very similar to what you have already seen except that instead of setting a fixed criteria, Access asks for the information at run time.
Modify the Hall query to do this: 1. With the Hall query still open, click on the [View] button to change to the Design View 2. Type in a new criteria saying: [Which Hall? Click on the [Run] button or on [View] to switch to Datasheet View 5. When asked the question Which Hall? Wantage 6. Here, however, to run the query again: 7. Click on the [View] button to change to the Design View 8.
Click on the [Run] or [View] button again 9. Type in the name of a different hall – e. This mechanism is used when you look up a book in the Library, for example. More Complex Queries Next, try some more complicated queries.
What if you want to have an alternative criteria in a parameter query? For example, you might want a list of students living in either one hall or another. To do this, you have to set up criteria on two different lines. Click on the [View] button to change to Query Design 2. In the second line of the Criteria: in column 3, type: [or? Click on the [Run] button or on [View] to switch to Datasheet View 4.
When asked Which Hall? When asked or? You now have the students from both halls – [Close] the query, saving the new design You have seen how to match values in a query but you can also use criteria such as greater than, less than, not equal to, between one value and another, or matching part of a field. For example, how do you set up a query to pick out just the female students?
The answer is that you can use a special notation called Like. For the female students: 1. Set the Field: in the first column to SortedStudents. Click on the [Run] button to run the query – or switch to Datasheet View To set up a second condition on this subset of data e.
Whereas alternative conditions are set up on different lines, simultaneous conditions must be set up on the same criteria line: 8. Click on the [View] button to move back to Design View 9. Set the Field: in the third column to Tutor Turn off Show: by unticking the box In Criteria: in the third column, top line, type: [Which Tutor?
Click on the [Run] button to run the query – or switch to Datasheet View When asked Which Tutor? One fault with the original example was that the students’ names first name and surname were printed in separate columns.
In a query you can calculate a new field, joining these together: 1. Though both appear to work, plus signs can occasionally cause problems. Set the Field: in the second column to Hall and in the third column to StudNo 5. In the fifth column, repeat step 5 but set the Field: to FirstName 7. Click on the [Run] button or on [View] for Datasheet View to run the query 8. Double click on the dividing lines between the column headings to widen the FullName column 9.
To see how it was calculated Open the Students table and click on the [View] button to move to Design View This means it has not created an active hyperlink i. This appears if you right click in the Field: row or, indeed in Criteria: and choose Build You then have access not just to the field names but also to built-in functions.
Even more importantly, a Criteria: can be set to pick up values held on forms. Forms offer a friendly way of viewing the data in that they show a single record at a time. Forms can also be used to display results from queries.
They are also used to facilitate data input. A form has already been set up for the students table: 1. The buttons work as they did before, allowing you to move around, add new records, delete records, filter, sort and search etc. Use this form to type in your own information again: 5.
Fill in the fields with your own information, as you did before 7. In the Title field, select the required title using the list arrow 8. In the Hall field, start typing the name of the hall and watch Access select from the list of values 9.
The Tutor field also has a list arrow attached Tip: As was mentioned earlier, when you insert a picture file in Access it often appears as an icon. Fortunately, Access has wizards to do most of the work for you.
To modify a form, you view the form design: 1. Click on the [View] button or right click and choose Design View Note that Access provides you with three new tabs on the Ribbon to help you with the design. You are not going to modify the design of this form – you will see how to later, in Part 2 of these notes. For the moment: 2. Click on the [View] button to move back to Form View Filter by Form If you want to select a subset of the records using a filter, you can still use the [Selection] button as before.
This isn’t very convenient, however, if you want to base the filter on information not displayed on the current form. Here, you might want to search for students living in Wessex Hall which isn’t on the current record. You can do this using the [Filter] button as before, but Access also provides a special filter for use with forms.
Click on the [Advanced] button and choose Filter by Form 2. Click on the list arrow attached to the Hall field and select Wessex 3. Again, click on [Advanced] and choose Filter by Form — your previous filter is shown 6. Click on the list arrow attached to the Title field and select Mr 7. Now click on the Or tab at the bottom of the filter pane for a second filter 8. Select a Title of Miss and a Hall of Windsor 9. Close the form by clicking on its [Close] button Note that you can also use [Filter by Form] on a table a blank record appears for you to type in the criteria.
This allows you to create and store reports which can then be printed. The mouse button acts as a zoom facility – position the magnifying glass over a particular piece of text and click on the mouse button to magnify it or use Zoom in the bottom right corner of the screen Note: if you use Zoom, this will alter the magnification level setting for the mouse button.
Right click on the blank area of the report and choose Design View Note how similar Report Design and Form Design are – you have matching Design tabs on the Ribbon to draw the various components. Again, you will see how this is done later. Reports can also be viewed in Report View: 5.
Click on the [View] button to see the report, right click on the report and choose Report View 6. You will be typing in a couple of records and then retrieving some more from a file. Designing the Table As much as possible of a table design should be done in advance on paper. Here, however, you will be creating the table on the screen so that you can see the stages as they are implemented.
The table you are going to create contains information about the Halls of Residence at the University. In Part 3 of these notes, you will see how to link this information to the data in the students table: 1. As you enter data into this column, another Add New Field appears and the first column is relabelled Field1. Access recognises the type of data entered and automatically allocates a Data Type to it e. Click on the [Table Design] button 3.
Other reserved words include Date and Year. Note: it’s important that you name the fields exactly as specified in these notes for this exercise to work. The Description is optional – type in Name of Hall of Residence if you want 7. However, if you ever choose to decrease it then you could lose some data.
This is called truncation. Move to the second row – use the mouse this time Set the Field Name to Warden and the Data Type to Short text You could now fill in the Description and set some Properties but, to speed things up, just leave the settings for this and subsequent fields as they are. Move to the eighth field Primary Keys help Access uniquely identify each individual record in a table and hence work more efficiently. If a table doesn’t contain a unique identifier then Access will ask to set up an ID field for you.
Here, the Halls of Residence table already has a unique field – the name of the hall: 1. Click on the Name field row 1 2. Click on the [Primary Key] button – a key symbol appears in the field indicator column 3.
Click on the [View] button to move to Datasheet View 4. Using a datasheet isn’t very friendly, however, so try setting up a special data-entry form. A form gives you more control over what data is entered and can be designed to cut down on typing mistakes, as you saw with the students form. AutoForm is a very quick and easy way to produce a form – it does so at the click of a button: 1. Click on its [Close] button to Close the form – don’t save it this time click on [No] as you will be creating a better form using a Wizard next The Form Wizard is equally easy to use and offers you various additional options.
If you start up the Wizard without a table or query open or if you wish to base the form on a different set of data then you would select it here.
[PDF] Introduction to Microsoft Access free tutorial for Beginners
For more information, see “Download the practice files” in this book’s Introduction. Creating forms by using the Form tool. Before you begin creating a form for. Microsoft Access is a Database Management System (DBMS) from Microsoft that This is an introductory tutorial that covers the basics of MS Access. Course material on Download an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in.
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Introduction to MS Access October KTH/ICT/SCS is entitled to one free licence for MS Access If you want to download Microsoft Access. Download an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access.
Microsoft Access Forms download free tutorial in pdf – Recommended
Understand how to create a table. Understand how to create a table. Previous Prev. You will find your happiness without trouble! Here, are some important difference points between both of them.