Download Access

Introduction to Access
What is Access?
Database tool
Creates a database
Good data query (lookup and analysis)
ability
Good entry forms
Good reports
Multi-user access
Why use Access?
Track multiple related lists
Need a repeating report
Many people using same data at once
complex query
track sub-information
– (such as items on an order; hours worked by
employees)
simple entry forms
Main Access Elements
Tables
• Lists of plain data
– One sheet on a spreadsheet with no formulas
Queries
• None of its own input data
• Can have formulas
• Can join together related files
Forms
• To input into tables
• Editing rules
Reports
• Summary or Detail reports
Tables
Fields in a table like columns in a
spreadsheet
Records in a table like rows in a spreadsheet
Key fields
Relationships between fields in different
tables
Sample Table
Employee table & related Timesheet table
Employee ID
First Name
Last Name
Pay Rate
Employee ID
Date Worked
Hours Worked
Period
Employee ID
Date Worked
Hours Worked
Period
Queries
A view of a table or of many tables
Can join two tables based on a related field
Can calculate a field
Can sort and select
Query Sample
Employee hours worked query
Employee
ID
First
Name
Last
Name
Pay
Rate
Employee
ID
Date
Worked
Hours
Worked
Period
Employee
ID
Date
Worked
Hours
Worked
Period
Employee
ID
Date
Worked
Hours
Worked
Period
First
Name
Last
Name
Pay
Rate
Day's
Pay
Employee
ID
Date
Worked
Hours
Worked
Period
First
Name
Last
Name
Pay
Rate
Day's
Pay
Forms
Easy to enter data into tables
Built in lookups
Enter all Employees in one form
Enter hours in another form with a lookup
on Employee ID
Reports
Can summarize
Can display nicely
Can select based on a form
Using Excel and Word
Link to an existing spreadsheet
• First line column headings being field names
• Export a query to excel
Use a query for mail / merge
Getting Started
Open Access and create a database (.mdb)
Database window - controller
Create tables or link to tables