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MS Access 2010
TUTORIAL
PREPARED BY: ARLENE N. BARATANG, PH.D.
Course Outline
Getting Started with Access Databases
Building the Structure of a Database
Managing Data in a Table
Querying a Database
Designing Forms
Generating Reports
Getting Started with Access
Databases
Identify the Elements of the Access 2010 Interface
Identify the Components of a Database
Examine the Relational Database Design Process
The Access 2010 Application Window
Quick Access
toolbar
Title bar
Ribbon
Navigation
Pane
Status bar
The Ribbon
Tabs on the
Ribbon
Minimize the
Ribbon button
Dialog box
launcher
Ribbon groups
The Backstage View
v
Contextual Tabs
Contextual tabs
Access Help
Access Help toolbar
Type words to
search for text box
Browse Access
Help pane
Search
drop-down list
Databases
Data can be searched,
retrieved, and manipulated
Database
Logically related
data
Textual data
Numeric data
Tables
Category of
information in a column
Header row
Information about
an item in a row
Queries
Field name
Table name
Calculation
Query requesting data
from tables
Condition
Database
Data retrieved
by the query
Forms
Graphical interface to
display data
Data displayed
in a form
Reports
Data retrieved
from a table
Output in a
specified format
Relational Databases
Relational Database
Information about
a single entity
Information stored in
multiple tables
Information retrieved
from multiple tables
The Relational Database Design Process
Identify Database Purpose
Review Existing Data
Designate Primary
and Foreign Keys
Determine Table Relationships
Database
design plan
Make a Preliminary
List of Fields
Organize Fields
into Tables
Review for Maintenance
Problems and Revise
The Statement of Purpose
The database will contain information on:
Employees and benefit plan enrollment.
It will be used by HR staff only.
It will not duplicate information already
contained in the payroll database.
Implies data
included
Likely users of the database
What it will not do
The Statement of Purpose
(Cont.)
The database will have tables named
Employees and Benefit Plans, and will
States specific field names
have an AutoNumberID field for each
Employee record. It will have a query that
will include all employees and their
Describes a specific query
benefit plan histories and provide a
report of all employees currently
enrolled in each benefit plan.
Describes a specific report
Existing Data
Data in forms
Data in an invoice
Fields
Column of data containing
distinct information
Identified
by a unique column name
Normalization
Reduces complex data to simple table structures
Normalization
Denormalization
Order Table
Product Table
Denormalization
Denormalized Table
Data combined into a single table
Primary Keys
Values that are
never blank
Unique, constant
values
Primary Keys (Cont.)
Allows duplicate values
Allows blank values
Foreign Keys
Primary key field
Foreign key field is related to a
primary key field of another table
Foreign key field
Table Relationships
Association between
data in tables
Records retrieved from related
tables based on matching fields
One-to-One Relationships
One-to-one relationship
Child entity
Parent entity
Foreign key
Primary key
Unique set of values
One-to-Many Relationships
One-to-many relationship
Primary key
values are unique
Foreign key
allows duplicate values
Reflective Questions
1. Which components in the Access user interface do you find the most
useful? Why?
2. Which stage in the relational database design process do you think is
the most important? Why?
Building the Structure of a
Database
Create a New Database
Create a Table
Manage Tables
Establish Table Relationships
Field Insertion
Data types for
a new field
The Calendar
Calendar
icon
Calendar
The Lookup Wizard
The Table Properties Dialog
Box
Join Lines
A line drawn between a field of one
table and the related field of another
The Relationships Window
Relationship
between tables
Referential Integrity
Foreign Key Table
Primary Key Table
All values in the foreign key field
have an entry in the primary key table
The Edit Relationships Dialog
Box
Reflective Questions
1. Give examples of fields that you will define when creating tables.
2. Which Access feature would you use most often when creating a
database?
Managing Data in a Table
Modify Table Data
Sort and Filter Records
Work with Subdatasheets
The Record Navigation Bar
Next
record
Previous
record
Search text box
Last record
First
record
Current
record
New record
The Totals Command
Options to display
a calculated value
The Total row
Sorting
Records sorted
in ascending
order
Subdatasheets
Plus sign indicating
that a subdatasheet
is present
Minus sign indicating an
opened subdatasheet
A subdatasheet
Reflective Questions
1. Which Access feature for managing tables is the most useful to you?
2. What are the instances when you will need to sort or filter records?
Querying a Database
Create a Query
Add Criteria to a Query
Add a Calculated Field to a Query
Perform Calculations on a Record Grouping
The Simple Query Wizard
The Query Design Feature
Tables on which the
query is created
Query design
grid
Query Criteria
Condition used to
retrieve or manipulate data
Data
Data retrieved from records
that meet the specified condition
Comparison Operators
Comparison
operator
Data
Compares
two values
Returns False if the
condition is not
satisfied
Returns True if
the condition
is satisfied
Conditional Operators
Returns False if
the condition is
not satisfied
Conditions that
are evaluated
Conditional
operator
Data
Returns True if
the condition
is satisfied
Arithmetic Operators
Arithmetic operator
Values on which
operation is performed
Result of
the calculation
Expressions
Function
Evaluates to a
single value
Field names
Operators
Parentheses
The Expression Builder
The Zoom Dialog Box
The Property Sheet Pane
Property Sheet
pane
Properties that can
be specified for fields
Reflective Questions
1. Which query object view will you use the most often while working
with queries? Why?
2. Which type of operator do you think will be the most useful when
working with queries? Why?
Designing Forms
Create a Form
Modify the Design of a Form
View and Edit Data Using an Access Form
Form Sections
Header section
Detail section
Footer section
Controls
Labeled with
context-significant names
Allows a user to interact
with the application
Accepts user
input
Performs an action
Reflective Questions
1. Under what circumstances will you modify the design of a form?
2. Which form-related features in Access do you expect to use often
when designing a form?
Generating Reports
Create a Report
Add a Control to a Report
Format the Controls in a Report
Enhance the Appearance of a Report
Prepare a Report for Print
The Report Wizard
Summary Options
Aggregate functions
Report summary
options
Report Sections
Report Header
section
Page Header
section
Group Header
section
Detail section
Page Footer
section
Galleries
Themes
Page Setup Options
Commands to specify
page settings
The Print Preview Tab
Reflective Questions
1. Which report view do you think you will use often during the course
of your work? Why?
2. Which report-based feature in Access do you think is the most useful?
Why?