Survey
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
* Your assessment is very important for improving the workof artificial intelligence, which forms the content of this project
WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful Islam WFM 5201: Data Management and Statistical Analysis Lab-3: Introduction to MS Access XP Akm Saiful Islam Institute of Water and Flood Management (IWFM) Bangladesh University of Engineering and Technology (BUET) June, 2008 WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Introduction to MS Access XP Concepts of Database Access XP Basic Features Tables Forms Reports Queries Update Information on Tables, Forms, Reports, and Queries WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful Islam WFM 6103: hydrologic Information System © Dr. Akm Saiful Islam Microsoft Access Window Open Access Start-Programs-Microsoft Access Double-click on an Access file (Address) Objects Operations Places Bar Viewing Objects Properties WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Concepts of Database Database is a collection of records and files that are organized for a particular purpose. A table in MS Access is a set of records with related information displayed in rows and columns. A database in MS Access consists of one or more tables. The tables may be related. A field is a basic fact of a record (or data element). Name, address,… A primary key is a field that identify a single record. A student record book with addresses and grades An inventory with software, books, and hardware In the primary key field, every record has a unique number. (ID field) A record is a set of fields: A person, a student, a book WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Microsoft Access Objects Tables Queries Source information with Columns (fields), rows (records) Subset of information with certain criteria extracted from table (s). Forms Display one record in the window Convenient for entering and updating data. Reports Display records with selected fields in a formatted layout. Display multiple records in a page divided by a certain group. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Microsoft Access Objects Pages Macros Display records in form of web pages. A set of commands that are executed automatically one after another. Macros are used to automate the performance of any repetitive task. Modules Provides a greater degree of automation through programming in Visual Basics for Applications (VBA) WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam An Access Database File Form1A… Form1N Report1A… Report1N Table1 Query1A… Query1N Form2A… Form2N Table2 Report2A… Report2N Query2A… Query2N TableN Form3A… Form3N Report3A… Report3N Query3A… QueryAN WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam An Access Database File Form1… FormN Table1 Report1… ReportN Table2 TableN Query1… QueryN WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Table-Datasheet View Double-click a table, you are in datasheet view. Add, edit, or delete records Field Caption WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Table-Design View Define the table initially and to specify the fields it will contain. Define Field Name Define Field Type Design View: Form, Query, and Report WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Print or Change Properties of Tables, Forms, Reports, Queries In the database window Right-mouse click an object (report, form, query, page) Print Cut Copy Email Delete Rename WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Plan and Create a Database The purpose of the database. Tables to create (address) Fields in each table (Name, phone,…) Smallest meaningful value possible. An ID field may serve as the primary key field. The primary key for a table is a unique identifier for each record in the table. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Database Start-Programs-Microsoft Access Select Blank Database on the Task Pane WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Save the Database Type the name of the database file. If you need to save the file into a new folder, you click on and type in the folder name. Click on Type the file name. Click WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Table in Design View Double-click For each field Type the field name. Select a data type . Type the Caption. Select “student ID” field Click on to set a primary key Click on to save the table Type in the table name Click on Click to input data. Use “Tab” or arrow keys to navigate. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Field Name and Caption Field Name Used in reference of other objects, calculations, or visual basics programming. Should be short and concise. Caption The column header in a table. Can be descriptive and meaningful. When it is blank, the Field Name is used as the column header. Advantage of using the Caption After the database is built with tables, forms, reports, and queries, if you would like to change a column header, you may change the Caption not the field name. WFM 5201: Data Management and Statistical Analysis © Dr. Akm Saiful Islam Data Input in the Table Click on to go to the datasheet view when you use Design View to create a new table. Type in information in the cells “tab” key, or to navigate to a different field. keys to a different record. Adjust the column width Move the mouse to the boarder between the two columns until a sign shows, and drag the boarder to adjust the column width. Double-click the boarder between the two columns and the column width will be adjusted automatically. Delete a record, select any cell of the record and click WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Add a Field in a Table Created In Design View Add a “parent’s name” field before “address” field Select the “address” field, go to Insert and select “rows” Type the “parents’ name” for the field name. Click to update the table set up. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Reorder a Field In the Design View of a table Drag the field and move it to a different row. In the Data View of a table Drag the field header and move it to a different column. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Table by Using Wizard Double-click on Select the category of the wizard, “business” Select “Student” in the “sample table” window. Select “StudentID” in the Sample Fields window, click on Click on , type in the new name “ID”. Click on Select “Firstname”, “Lastname”, and other fields individually and use to move the field to the selected field window. Click on WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select a Wizard and Fields WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Name the Table Type in the name of the table Select , click on WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select a Primary Key Field Select “ID” as the primary key, Next WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Set Up Data Input WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Modify the Table You may want to change StudentID from Number to Text data type if you use BannerID. To add @ for the Banner ID, type “@00000000” in the Input Mask box. @00000000 WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Table by Entering Data In database window Double-click In the Datasheet view You need to set up a primary key by going to Design View Double-click “field1”, type a field name “ID”. Double-click “field2”, type a field name “First Name” … repeat the above steps until you type all the fields. Click Click Click , select “ID” field cell and click to save the table. to Datasheet View to input data. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Navigating and Updating Data in the Table Save Data-Access automatically save a table as soon as you move to the next record. Previous Record Next Record Add a New Record WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Updating Records in a Table Adding a record Deleting a record Type in the fields right next to Select a record by clicking , hit “delete” key or . Change a record Highlight or click the cell you want to change and type new information WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Form with AutoForm Form, easy to enter and update data. With the form, you can enter or update data on more than one table. AutoForm allows you to create a form including all fields of a table. Open the file “Address”. In the database window, select the table “tbl_office_info”, click AutoForm . WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Modify the Form Click on to switch to Design View Drag the right border of the form box to the right to enlarge the size of the form window. Select the “Mailing Address” box, drag the right border to the right. Click on to switch back to Form View. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Save the Form Click on click , type in the form name and WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Update Records in a Form In the Design View of the form Use to select a record Change the information by highlighting a field and typing in new information To delete a record, select a record and click Use to add a new record. The record will be added to the table simultaneously. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Search for a Record in a Form In the Design View of the form Edit-Find, type the last name “Carpenter”, select the table and “whole field”. Click WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Form with Form Wizard Create a form with selected fields from a table. In the database window, select Double-click Select the table you want to create a form from “tbl_home_info”. Select a field and click . Click to select all fields. Click WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Form from Wizard Select a form layout such as Click Select a style such as “Expedition” Click Type a form title. Select “Modify the form’s design”. Click Then you are in form design view and you may modify the form. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Report Report: Display records in selected fields Create a college phone directory by campus with following fields: First Name, Last Name, Title, Extension, Dept., Campus In the Database Objects Window, select Double-click on “Create report by using wizard” WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select Fields Select the table “tbl_office_info”. Select fields Double-click a field one at a time. Click Next. •To show the report by campus •Select “campus” and click “>” •Click Next button. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select Report Layout Skip the “sort field” step by clicking Next. Select a layout and click Next WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select a Report Style Select a style and click WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Title the Report Type the title of the report, select “modify the report’s design, click . WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Modify the Report Go to the Design View of the report by clicking Resize Click First Name box, drag the right border to the left to make it smaller. Move Click the Last Name title box, hold Shift and click the Last Name field box. Click the left arrow to move it closer to the First Name field WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Sort the Report by Last Name Select Score title box, press shift key and select Score field box. Click sorting and grouping icon Select “Last Name” field in the Sorting and Grouping window. Close the window. Click to preview the report. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Make Address Labels You can create address labels with a Report Table Wizard. In the Table view, select the table “tbl_home_info”. Select “Report” wizard icon. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Label Wizard Select Label Wizard. Click OK button. Select a Product Number for the label (5160, English, Avery). “Avery” and “English” are default. You may need to change if your label is not Avery/English. Click Next WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select Fonts and Size Select text font and size (Arial, 10), click “Next”. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Select Fields Select “First Name” field, click “>” button. Hit the space bar once. Select “Last Name” field, click “>” button. Hit “Enter” key. Select “Address” field, click “>” button. Hit “Enter” key. Select “Town” field, click “>” button. Hit the space bar once. Select “State” field, click “>” button. Hit the space bar once. Select “Zip” field, click “>” button. Hit the “Enter” key. Click “Next” button. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Sort By If you would like the labels sorted by last name field, select Last Name and click “>”. Click Next button. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Name, Column Width Give a name for the label report. Click “Finish” button. In the next screen, you go to File, select “Print” to print the label. •In the preview window, click Page Setup, select Column tab. Change the column width to 2.5. •You may need to adjust column width WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Query Using Wizard Running a query is to display selected fields with certain criteria. In the Database Window, click Double-click Select “tbl_office_info” table. Select fields People from the LSD division with First Name, Last Name, Title, Office, Extension, and campus. Double-clicking a field one by one. Click Next. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Name the Query Give a name for the query “qry_LSD”. Check Modify the Query design. Click Finish. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Set Up the Criteria and Run the Query Type “LSD” in the Dept. criteria cell. Hit Enter key. Click to run the query. Click to save. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Create a Query in Design View Display a phone directory for Business with First Name, Last Name, Title, Dept, Office, Extension. In the Objects window, click on Click Click Add to add the “tbl_office_info” table. Click Close. Double-click on a field to select the fields you need in the query. Type “Business” in the Dept. Criteria row. Click “!” to run the query. Click the save icon to save the query with a name. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Show/Hide a Field in a Query You may hide a field in a query. In the Query Design view “qry_LSD” Uncheck the Show box of the Dept field. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Reorder a Query Field Drag the field and place it in front of another field. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Sorting in a Table or a Query. Open a table or a query. Click any cell of the field that you would like to sort. Click the Descending / Ascending icon. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Freeze a Column in Table or Query You may freeze selected columns in a table if there are many columns. Select the columns. Go to Format, select Freeze Columns. To turn the Freeze off, go to Format, Select Unfreeze Columns. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Maintain a Database Compact a database Helps run a database efficiently and takes up less storage space. In the database window Go to Tools, select Database Utilities and Compact and Repair. WFM WFM 5201:6103: Data Management and Statistical Analysis Dr.Saiful Akm Saiful hydrologic Information System © Dr. © Akm Islam Islam Connections between Tables, Forms, Reports and Queries New information entered in a table will be reflected from a form, a report, or a query generated from the table. New information entered in a form or a query will be reflected from the table that generates the form and the query and a report generated from the table. Use “Address” file for this practice: Change office number and the phone extension for a record. View the “tbl_office_info” table to see the update. View a query or report to see the update.