Download Access Project 1 - Maryville University

Microsoft
Office 2003
Introductory Concepts
and Techniques
Access Project 1
Creating and Using a Database
Objectives
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Start/Quit Access
Create a database
Create a table, add records, print contents
Create and use a simple query
Create and use a simple form
Create and print a report
Access Project 1: Creating and Using a Database
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Starting Access
• Click the Start button on the Windows taskbar
• Point to All Programs on the Start menu
• Point to Microsoft Office (Suite) on the All Programs
submenu
• Click Microsoft Office Access 2003
• If the Access window is not maximized, double-click its
title bar to maximize it
Access Project 1: Creating and Using a Database
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Starting Access
Access Project 1: Creating and Using a Database
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Closing the Language Bar
• Right-click Language bar (if open) to
display a list of commands
• Click Close on the Language bar
• Click the OK button
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Creating a New Database
• Insert a formatted floppy disk, a CD, a flash drive, or
save to the hard drive (C:\ your personal directory)
• Click the New button on the Database toolbar to display
the task pane
• Click the Blank Database option in the task pane
• Click Save in box arrow
• Click 3½ Floppy (A:), or select the corresponding drive
for the media you are using
• Click the File name text box
• Use BACKSPACE key or the DELETE key to delete db1
• Type Ashton James College as the file name
• Click the Create button to create the database
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Creating a New Database
Your screen should look like this
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Creating a Table
We will now create a new table:
• Click the New button on the Database window toolbar
• Click Design View
• Click OK
• Double-click the title bar of the Table1 : Table window to
maximize the window
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Creating a Table
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Type Client Number in Field Name
column
Press TAB
Press TAB again (because Text is the
correct data type)
Type Client Number (Primary Key) for
description
Click the Primary Key button on the
Table Design toolbar
Press F6 key (to move to the bottom
Field Properties)
Type 4 for size of Client Number field
Press F6 key to return to Description
Press TAB to move to 2nd Field Name
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Defining the Fields in a Table
• Use the techniques just illustrated to make the following entries
• For Amount Paid & Current Due, Click the Data Type box arrow
• Click Currency and then press the TAB key
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Closing and Saving a Table
• Click Close Window
button for the Table
(DO NOT Close Access)
• Click Yes in the Access
dialog box
• Type Client as the table
name
• Click OK in the Save As
dialog box
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What Did We Just Do?
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You created a new table structure
You saved the table structure
You closed out of the table
Now we will add records to this table
Access Project 1: Creating and Using a Database
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Adding Records to a Table
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Right-click the Client table
Click Open on the shortcut menu
We will now add a record to the Client table
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Adding Records to a Table
• Type BS27 as the first customer number. (Use
uppercase)
• Press TAB
• Type the following entries, pressing TAB after each one:
Blant and Sons -------- Name
4806 Park --------------- Address
Lake Hammond -------- City
TX ------------------------- State
76653 -------------------- Zip Code
21876 -------------------- Amount Paid
892.50 ------------------- Current Due
42 ------------------------- Trainer Number
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Adding Records to a Table
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Closing the Table, Database, and Access
• Close Client Table window
• Close Database window
• Close Microsoft Access
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Opening a Database
• Start Access as before
• If the Language task pane appears, click its Close button
• Click the Open button on the Database toolbar
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Opening a Database
• Locate the directory in which
you saved the Ashton James
College database
• Click Ashton James College
• Click the Open button in the
Open dialog box
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Preview and Print the Contents of a Table
• Right-click the Client table
• Click Print Preview on the
shortcut menu
• Point to the approximate
position shown here
• Click the magnifying glass
mouse pointer
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Click the Setup button on the Print Preview toolbar
Click the Page tab
Click Landscape, and then click the OK button
DO NOT DO THIS – (Click the Print button to print the report)
Click Close button on the Print Preview toolbar
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Lab Time
Lab work:
Textbook - Project 1: Page AC 16
– Enter the remaining records from the Client table into your
Ashton James College database
– Close the Client table
Textbook - Project 1: Page AC 32 – AC 34
Create the Trainer table
– Enter the records for the Trainer table
– Save the Trainer table
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Use Simple Query Wizard to Create a Query
Now that the Client and the Trainer Tables have been created, we
can run queries against these tables:
• With the Tables object selected and the Client table selected, click
the New Object button arrow on the Database toolbar
• Click Query on the New Object list
• Click Simple Query Wizard, and then click the OK button
• Click the Add Field button to add the Client Number field
• Click the Add Field button a second time to add the Name field
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Use Simple Query Wizard to Create a Query
• Click the Trainer Number field, and then click the Add Field button to
add the Trainer Number field
• Click the Next button, and then type Client-Trainer Query as the
name for the query
• Click the Finish button to complete the creation of the query
• Click the Close Window button for the Client-Trainer Query : Select
Query window
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Use Simple Query Wizard to Create a Query
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Using a Query
• If necessary, click the Queries object. Right-click the
Client-Trainer Query
• Click Design View on the shortcut menu
• Click the Criteria row in the Trainer Number column of
the grid, and then type 42 as the criterion
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Using a Query
• Click the Run button on the
Query Design toolbar
• Close the window containing
the query results by clicking its
Close Window button
• When asked if you want to
save your changes, click the
No button
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Use New Object Button to Create a Form
• Make sure the Ashton James College database is open,
the Database window appears, and the Client table is
selected
• If necessary, click the Tables object on the Objects bar
• Click the New Object button arrow on the Database
toolbar
• Click AutoForm on the New Object list
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Use New Object Button to Create a Form
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Close and Save a Form
• Click the Close Window button
for the Client window
• Click the Yes button
• Click the OK button
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Open a Form
• With the Ashton James College database open and the
Database window on the screen, click Forms on the
Objects bar, and then right-click the Client form
• Click Open on the shortcut menu
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Open a Form
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Using a Form
• Click the Next Record button four times
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Switch from Form View to Datasheet View
• Click the View button arrow on
the Form View toolbar
• Click Datasheet View
• Click the Close Window button
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Creating a Report
• Click Tables on the Objects bar, and then make sure the
Client table is selected
• Click the New Object button arrow on the Database
toolbar
• Click Report
• Click Report Wizard and then click the OK button
• Click the Add Field button to add the Client Number field
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Creating a Report
• Click the Add Field button to add the Name field
• Add the Amount Paid and Current Due fields just as you added the
Client Number and Name fields
• Click the Next button
• Because you will not specify any grouping, click the Next button in
the Report Wizard dialog box
• Click the Next button a second time because you will not need to
change the sort order for the records
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Creating a Report
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Make sure that Tabular is selected as the Layout and Portrait is selected as
the Orientation, and then click the Next button
Be sure the Corporate style is selected, click the Next button, and then type
Client Amount Report as the new title
Click the Finish button
Click the magnifying glass mouse pointer anywhere within the report to see
the entire project
Click the Close Window button in the Client Amount Report window
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Creating a Report
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Printing a Report
• If necessary, click Reports on
the Objects bar in the
Database window
• Right-click the Client Amount
Report
• Click Print on the shortcut
menu
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Closing a Database
• Click the Close Window button for the Ashton James
College : Database window
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Quitting Access
• Click the Close button in the Microsoft Access window
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Summary
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Start/Quit Access
Create a database
Create a table, add records, print contents
Create and use a simple query
Create and use a simple form
Create and print a report
Access Project 1: Creating and Using a Database
40
Microsoft
Office 2003
Introductory Concepts
and Techniques
Access Project 1
Complete
Any questions?