Ms Access Notes
Ms Access Notes
NOTES
Audience
This tutorial is designed for those people who want to learn how to start working with
Microsoft Access. After completing this tutorial, you will have a better understating of MS
Access and how you can use it to store and retrieve data.
Prerequisites
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MS Access
MS ACCESS —
Table of Contents
About the
Tutorial .................................................................................................................................. i
Audience ...............................................................................................................................................
.i
Prerequisites ..........................................................................................................................................
i
Copyright and
Disclaimer ........................................................................................................................ i
1. MS ACCESS –
OVERVIEW ..................................................................................................
.. 1
2. MS ACCESS –
RDBMS ........................................................................................................
.3
3. MS ACCESS —
OBJECTS ......................................................................................................
5
Table .....................................................................................................................................................
5
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MS Access
Query ....................................................................................................................................................
5
Form ......................................................................................................................................................
6
Report ...................................................................................................................................................
6
4. MS ACCESS — CREATE
DATABASE ...................................................................................... 8
5. MS ACCESS — DATA
TYPES .............................................................................................. 14
6. MS ACCESS — CREATE
TABLES ......................................................................................... 16
7. MS ACCESS – ADDING
DATA ............................................................................................ 28
9. MS ACCESS — QUERY
CRITERIA ....................................................................................... 35
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MS Access
MS ACCESS —
Normalization ......................................................................................................................................
66
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MS Access
MS ACCESS —
21. MS ACCESS —
INDEXING ................................................................................................
103
24. MS ACCESS —
JOINS ......................................................................................................
122
Self-Joins ...........................................................................................................................................
129
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MS Access
MS ACCESS —
Themes ..............................................................................................................................................
168
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MS Access
MS ACCESS —
32. MS ACCESS —
FORMATTING ..........................................................................................
195
Functions ...........................................................................................................................................
250
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MS Access
MS ACCESS —
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MS Access
1. MS Access – Overview
• Microsoft Access is just one part of Microsoft’s overall data management product
strategy.
• It stores data in its own format based on the Access Jet Database Engine.
• Like relational databases, Microsoft Access also allows you to link related
information easily. For example, customer and order data. However, Access 2013
also complements other database products because it has several powerful
connectivity features.
• It can also import or link directly to data stored in other applications and
databases.
• As its name implies, Access can work directly with data from other sources,
including many popular PC database programs, with many SQL (Structured Query
Language) databases on the desktop, on servers, on minicomputers, or on
mainframes, and with data stored on Internet or intranet web servers.
• Access can also understand and use a wide variety of other data formats,
including many other database file structures.
• You can export data to and import data from word processing files, spreadsheets,
or database files directly.
• Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
• Software developers can use Microsoft Access to develop application software.
Microsoft Access stores information which is called a database. To use MS Access, you
will need to follow these four steps:
• Database Creation - Create your Microsoft Access database and specify what
kind of data you will be storing.
• Data Input - After your database is created, the data of every business day can
be entered into the Access database.
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MS Access
Architecture
• Access calls anything that can have a name an object. Within an Access desktop
database, the main objects are tables, queries, forms, reports, macros, data
macros, and modules.
• If you have worked with other database systems on desktop computers, you
might have seen the term database used to refer to only those files in which you
store data.
• But, in Access, a desktop database (.accdb) also includes all the major objects
related to the stored data, including objects you define to automate the use of
your data.
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MS Access
2. MS Access – RDBMS
Microsoft Access has the look and feel of other Microsoft Office products as far as its
layout and navigational aspects are concerned, but MS Access is a database and, more
specifically, a relational database.
• Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the
extension has been changed to *.accdb extension.
• Early versions of Access cannot read accdb extensions but MS Access 2007 and
later versions can read and change earlier versions of Access.
• An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.
• It provides all the data definition, data manipulation, and data control features
that you need to manage large volumes of data.
• You can use an Access desktop database (.accdb or .mdb) either as a standalone
RDBMS on a single workstation or in a shared client/server mode across a
network.
• A desktop database can also act as the data source for data displayed on
webpages on your company intranet.
• When you build an application with an Access desktop database, Access is the
RDBMS.
Data Definition
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MS Access
• In spreadsheet, you can have text data at the top to define a column header for
printing or display, and you might have various numeric formats within the same
column, depending on the function of the row.
• An RDBMS allows you to define the kind of data you have and how the data
should be stored.
• You can also usually define rules that the RDBMS can use to ensure the integrity
of your data.
• For example, a validation rule might ensure that the user can’t accidentally store
alphabetic characters in a field that should contain a number.
Data Manipulation
Working with data in RDBMS is very different from working with data in a word
processing or spreadsheet program.
• In a word processing document, you can include tabular data and perform a
limited set of functions on the data in the document.
• You can also search for text strings in the original document and, with ActiveX
controls, include tables, charts, or pictures from other applications.
• In a spreadsheet, some cells contain functions that determine the result you
want, and in other cells, you enter the data that provides the source information
for the functions.
An RDBMS provides you many ways to work with your data. For example,
• You can search a single table for information or request a complex search across
several related tables.
• You can update a single field or many records with a single command.
• You can write programs that use RDBMS commands to fetch data that you want
to display and allow the user to update the data.
Access uses the powerful SQL database language to process data in your tables. Using
SQL, you can define the set of information that you need to solve a particular problem,
including data from perhaps many tables.
Data Control
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MS Access
Spreadsheets and word processing documents are great for solving single-user
problems, but they are difficult to use when more than one person needs to share the
data.
• When you need to share your information with others, RDBMS gives you the
flexibility to allow multiple users to read or update your data.
• An RDBMS that is designed to allow data sharing also provides features to ensure
that no two people can change the same data at the same time.
• The best systems also allow you to group changes (which is also known as
transaction) so that either all the changes or none of the changes appear in your
data.
• You might also want to be sure that no one else can view any part of the order
until you have entered all of it.
• Because you can share your Access data with other users, you might need to set
some restrictions on what various users are allowed to see or update.
3. MS Access — Objects
MS Access uses “objects" to help the user list and organize information, as well as
prepare specially designed reports. When you create a database, Access offers you
Tables, Queries, Forms, Reports, Macros, and Modules. Databases in Access are
composed of many objects but the following are the major objects:
• Tables
• Queries
• Forms
• Reports
Together, these objects allow you to enter, store, analyze, and compile your data. Here is
a summary of the major objects in an Access database;
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MS Access
Table
Table is an object that is used to define and store data. When you create a new table,
Access asks you to define fields which is also known as column headings
Query
An object that provides a custom view of data from one or more tables. Queries are a
way of searching for and compiling data from one or more tables.
Form
Form is an object in a desktop database designed primarily for data input or display or
for control of application execution. You use forms to customize the presentation of data
that your application extracts from queries or tables.
Report
• You can view a report on your screen before you print it.
• If forms are for input purposes, then reports are for output.
• Anything you plan to print deserves a report, whether it is a list of names and
addresses, a financial summary for a period, or a set of mailing labels.
• Reports are useful because they allow you to present components of your
database in an easy-to-read format.
• You can even customize a report's appearance to make it visually appealing.
• Access offers you the ability to create a report from any table or query.
Macro
This object is a structured definition of one or more actions that you want Access to
perform in response to a defined event. An Access Macro is a script for doing some job.
For example, to create a button which opens a report, you could use a macro which will
fire OpenReport action.
• You can include simple conditions in macros to specify when one or more actions
in the macro should be performed or skipped.
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MS Access
4. MS Access— Create Database
• You can use macros to open and execute queries, to open tables, or to print or
view reports.
• You can also run other macros or Visual Basic procedures from within a macro.
• Data macros can be attached directly to table events such as inserting new
records, editing existing records, or deleting records.
• Data macros in web apps can also be stand-alone objects that can be called from
other data macros or macro objects.
Module
Module is an object in desktop databases containing custom procedures that you code
using Visual Basic. Modules provide a more discrete flow of actions and allow you to trap
errors.
• Everything that can be done in a macro can also be done in a module, but you
don't get the macro interface that prompts you what is needed for each action.
• Modules are far more powerful, and are essential if you plan to write code for a
multi-user environment, because macros cannot include error handling.
• Modules can be standalone objects containing functions that can be called from
anywhere in your application, or they can be directly associated with a form or a
report to respond to events on the associated form or report.
In this chapter, we will be covering the basic process of starting Access and creating a
database. This chapter will also explain how to create a desktop database by using a
template and how to build a database from scratch.
To create a database from a template, we first need to open MS Access and you will see
the following screen in which different Access database templates are displayed.
8
To view the all the possible databases, you can scroll down or you can also use the search
box.
Let us enter project in the search box and press Enter. You will see the database
templates related to project management.
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MS Access
Select the first template. You will see more information related to this template.
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MS Access
After selecting a template related to your requirements, enter a name in the File name
field and you can also specify another location for your file if you want.
Now, press the Create option. Access will download that database template and open a
new blank database as shown in the following screenshot.
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MS Access
Now, click the Navigation pane on the left side and you will see all the other objects that
come with this database.
Click the Projects Navigation and select the Object Type in the menu.
You will now see all the objects types — tables, queries, etc.
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MS Access
Sometimes database requirements can be so specific that using and modifying the
existing templates requires more work than just creating a database from scratch. In
such case, we make use of blank database.
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MS Access
Step 2: Select Blank desktop database. Enter the name and click the Create button.
Step 3: Access will create a new blank database and will open up the table which is also
completely blank.
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MS Access
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5. MS Access— Data Types
MS Access
Every field in a table has properties and these properties define the field's characteristics
and behavior. The most important property for a field is its data type. A field's data type
determines what kind of data it can store. MS Access supports different types of data,
each with a specific purpose.
• The data type determines the kind of the values that users can store in any given
field.
• Each field can store data consisting of only a single data type.
Here are some of the most common data types you will find used in a typical Microsoft
Access database.
1, 2, 4, or 8 bytes
Numeric data used in mathematical
Number (16 bytes if set to
calculations.
Replication ID).
• If you use previous versions of Access, you will notice a difference for two of those
data types.
• In Access 2013, we now have two data types — short text and long text. In
previous versions of Access these data types were called text and memo.
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MS Access
• The text field is referred to as short text and your memo field is now called long
text.
Here are some of the other more specialized data types, you can choose from in Access.
These are all the different data types that you can choose from when creating fields in a
Microsoft Access table.
When you create a database, you store your data in tables. Because other database
objects depend so heavily on tables, you should always start your design of a database
by creating all of its tables and then creating any other object. Before you create tables,
carefully consider your requirements and determine all the tables that you need.
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6. MS Access— Create Tables
MS Access
Let us try and create the first table that will store the basic contact information
concerning the employees as shown in the following table:
Field Name Data Type
EmployeelD AutoNumber
FirstName Short Text
LastName Short Text
Address1 Short Text
Address2 Short Text
City Short Text
State Short Text
Zip Short Text
Phone Short Text
PhoneType Short Text
Let us now have short text as the data type for all these fields and open a blank database
in Access.
This is where we left things off. We created the database and then Access automatically
opened up this table-one-datasheet view for a table.
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MS Access
Let us now go to the Field tab and you will see that it is also automatically created. The
ID which is an AutoNumber field acts as our unique identifier and is the primary key for
this table.
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MS Access
The ID field has already been created and we now want to rename it to suit our
conditions. This is an Employee table and this will be the unique identifier for our
employees.
Click on the Name & Caption option in the Ribbon and you will see the following dialog
box.
Change the name of this field to EmployeeID to make it more specific to this table. Enter
the other optional information if you want and click Ok.
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MS Access
We now have our employee ID field with the caption Employee ID. This is automatically
set to auto number so we don't really need to change the data type.
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MS Access
Choose Short Text as the field. When you choose short text, Access will then highlight
that field name automatically and all you have to do is type the field name.
Type FirstName as the field name. Similarly, add all the required fields as shown in the
following screenshot.
Once all the fields are added, click the Save icon.
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MS Access
You will now see the Save As dialog box, where you can enter a table name for the table.
Enter the name of your table in the Table Name field. Here the tbl prefix stands for table.
Let us click Ok and you will see your table in the navigation pane.
As we have already created one table using Datasheet View. We will now create
another table using the Table Design View. We will be creating the following fields in
this table. These tables will store some of the information for various book projects.
Project ID AutoNumber
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MS Access
In the tables group, click on Table and you can see this looks completely different from
the Datasheet View. In this view, you can see the field name and data type side by
side.
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MS Access
We now need to make ProjectID a primary key for this table, so let us select ProjectID
and click on Primary Key option in the ribbon.
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MS Access
You can now see a little key icon that will show up next to that field. This shows that the
field is part of the table’s primary key.
Click Ok and you can now see what this table looks like in the Datasheet View.
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MS Access
Let us click the datasheet view button on the top left corner of the ribbon.
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MS Access
If you ever want to make changes to this table or any specific field, you don't always
have to go back to the Design View to change it. You can also change it from the
Datasheet View. Let us update the PStatus field as shown in the following screenshot.
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7. MS Access– AddingData
MS Access
An Access database is not a file in the same sense as a Microsoft Office Word document
or a Microsoft Office PowerPoint are. Instead, an Access database is a collection of objects
like tables, forms, reports, queries etc. that must work together for a database to
function properly. We have now created two tables with all of the fields and field
properties necessary in our database. To view, change, insert, or delete data in a table
within Access, you can use the table’s Datasheet View.
• A datasheet is a simple way to look at your data in rows and columns without any
special formatting.
• Whenever you create a new web table, Access automatically creates two views
that you can start using immediately for data entry.
• A table open in Datasheet View resembles an Excel worksheet, and you can type
or paste data into one or more fields.
• You do not need to explicitly save your data. Access commits your changes to the
table when you move the cursor to a new field in the same row, or when you move
the cursor to another row.
• By default, the fields in an Access database are set to accept a specific type of
data, such as text or numbers. You must enter the type of data that the field is set
to accept. If you don't, Access displays an error message:
Let us add some data into your tables by opening the Access database we have created.
Select the Views > Datasheet View option in the ribbon and add some data as shown in
the following screenshot.
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MS Access
Similarly, add some data in the second table as well as shown in the following screenshot.
You can now see that inserting a new data and updating the existing data is very simple
in Datasheet View as working in spreadsheet. But if you want to delete any data you
need to select the entire row first as shown in the following screenshot.
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MS Access
Now press the delete button. This will display the confirmation message.
Click Yes and you will see that the selected record is deleted now.
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MS Access
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