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Microsoft Access
Prepared by the Academic Faculty Members of IT
Forms
 Forms are used to improve
the appearance of your data
from your tables.
 You can display or print
forms. Their main use is to
improve the interface for data
entry i.e. Onscreen.
 Graphics, colors, Shadings,
and type styles can be added
to access forms. Thus Access
Forms remind you of paper
form
Creating Forms Using Wizard
 Open Your Database
(Contains Tables).
 Click Forms Tab >>
Double click on Create
Form by Using Wizard.
 The Form Wizard Dialog
Box will appear.
 Choose the Table you
want from Table/Query
box.
Creating Forms Using Wizard
 To add a field to your Query
>> Select the field you want
from Available Fields list.
 Then Click the single arrow
button (>).
 If you want to add all the
fields >> Click the double
arrow button (>>).
 The lower two arrow buttons
give you the ability to move
one or all the fields back
(remove them from your
query).
After selecting the
fields you want >>
Click Next button.
Creating Forms Using Wizard
 A new window will appear
to give you the ability to
choose the Layout you
want (Check the different
options).
 Select the Layout you want
>> Click Next.
 A dialog box will appear to
ask you to create a title to
your form. Enter title >>
Click Finish.
Changing Form Layout

1)
2)
3)
Forms consist of 3 Sections:
Form Header and Footer.
Details.
Page Header and Footer.
Form Header and Footer
 This section contains Information that appear at the
top and the bottom of a form, in Form View, or printed
paper such as, date, Logo and title.
Details
 This section contains the main body of the form (The
data to be displayed). Also, it contains Controls which
cause the detailed data to be displayed.
Page Header and Footer
 This section contains information that will appear at
the top and bottom of each page when printed. They
do not appear in Form View
Changing Form Layout
 Go to Design View
 Control Tool Box appears where you can apply
different changes.
 Also you can change the Layout by drag and drop.
AutoForms
 AutoForms are best when you don't need to make
many choices. If your new form will contain all the
fields from a table or query, and you don't need
much control over the form's appearance, an
AutoForm is simply perfect.
 Unlike the Form Wizard, an AutoForm doesn't ask
you questions or offer you choices. Creating an
AutoForm is a two-step process. Pick a type of
AutoForm, pick a table or query, and Access does
the rest.
AutoForms
 There are several types of AutoForm, but the two
shown here are all you need to know about now.
AutoForm: Columnar shows records one at a time,
with each field on a separate labeled line. AutoForm:
Tabular shows all records at once, with each field
shown for each record, and field labels at the top of the
form.
AutoForms
 To start working with an AutoForm,
 Click Create Tab >> Forms Group >> Click Form
Button
Forms
 Also Form be created through the following steps:
 Click Create Tab >> Forms Group >> Click Form
Design Button
 Click Create Tab >> Forms Group >> Click Blank Form
Button choose the files you wan from the pane on the
right hand side of the window.
Queries
 Queries are used to specify which fields of a table will
be displayed. Hence, you can control the information
that will be presented.
Creating a New Query
 Open Database Window
>> Select Queries Tab >>
go to other group >> click
on Create Query by Using
Wizard.
 The query Wizard
dialogbox appears >>
Select the table you want
to create the query for
 Select the fields from the
table that will be used in
the query.
Creating a New Query
 Click Next Button >> you will
be asked to give your query a
name >> Click Finish Button.
 Also you can create query
through the following steps:
 Open Database Window >>
Select Queries Tab >> go to
other group >> click on Query
Design Button >> Select the
fields and tables you want
Query Design View
 If you need to modify a query
you must go to the Design
View.
 The rows that will appear in
the design View will give you
the ability to refine your query.
Query Design View
 You have the following
options:
 1) Fields: Shows the fields
you want to add or include
in your query.
 Table: When dealing with
multiple table this option is
used to show to which table
a field/fields belong to.
 Sort: To sort the table that
results from the query in
ascending or descending
order
Query Design View
 Show: To specify whether you want to display the field
in the resulting table.
 Criteria: To set a criteria in order to decide on which
tables to be displayed in the resulting table.
 Or: To specify another Criteria.
Reports
 Reports are used to summarize, display and print data
contained in a table.
Creating A Report
 Open Database window >>
Click Report Tab >> go to
Reports Group >> click on
Create Report by Using
Wizard.
 In the Report Wizard Dialog
Box
 1) Select the table you want
to be included.
 You can select the field >>
click Next
Creating a Report
 A new dialog box appears where you can specify
the grouping options you want >> Click next.
 In the next dialog box you can choose report layout
>> Click next.
 Select report style >> Click Next.
 Choose a name for your report >> press Finish.
 The report will appear in Print Preview window
Auto Reports
 Open Database window >> Click Create Tab >> Go to
Reports Group >> Press Report Button.
Reports
 A Blank report can be created through the
following steps:
 Open Database window >> Click Create Tab >>
Go to Reports Group >> Press Blank Report
Button.
 A report Design can be created by following the
steps below:
 Open Database window >> Click Create Tab >>
Go to Reports Group >> Press Report Design
Button.