What is Microsoft Access?
Microsoft Access is a database software program that runs on Windows. Database software is used to manage data that can be orgnaised into lists of related information, such as cutsomers, products, employees or patients. Using Access, you can create onscreen data entry forms, print out address labels, search for specific information, sort information alphabetically, by area or postcode and print out lists.
Terminology
| Table | This contains all of the raw data in the database in a spreadsheet like view |
| Query | These are created when the user has a question to ask one or more of the tables in a database. For example: How many customers live in a certain area, or have more than 3 children? The results are then displayed in table form |
| Form | This is an alternative way of entering data to a table. Each form generally shows only 1 record at a time, and when you enter the data into it, it will put it automatically into the table it is was designed for |
| Report | Provides a printout of the information within a table, in a more presentable and flexible format than just printing out a table |
| Record | This is all the related information for one customer/record in a database, and will include information such as name, address, age, occupation |
| Field | This is one cell in a database and contains one piece of information, such as a persons age, name or DOB |
Starting up Access
Click on Start, Programs/All Programs, go to Microsoft Office and select Microsoft Access
The window below will appear on the right hand side of the screen. Click on Blank Database
At this stage you will have to save the database to a location on your Computer or Disk. There is a folder called My Data Sources, it may be a good idea to save all databases to this folder for ease of access. When you have done this the following window will appear
You can either create a new table using a wizard, by designing it or entering data directly into a table. The best ways are either in design or by wizard.
By Wizard
Double click on Create table by using Wizard to name the fields in your table, and you are faced with a few choices of tables. Do you want to create a personal or business? Click on whichever you want to use, and then select one of the tables in the sample list below. For this exercise, select addresses. You can now choose to move all the fields in the list of sample fields to your table, or move them individually. To move them one at a time, click on the name in the sample field list and then click on the single arrow. If you want to move them all, click on the double arrow.
You can also rename the fields at this point by clicking on the rename field button. For example, if you want to rename the StateorProvince field to County, then firstly click on it in the sample field box, click on the single arrow and then click on the rename field box. You will be asked to type in the new name, and click Ok when this is finished.
When you are finished with this section, click on Next to move on to the next stage. Give your table a name, such as address book, and let the wizard give you a primary key. The primary key will give each record a unique number, and if you delete the record that number will also be deleted and will not be used again.
Click Next and this is the final stage. If you want to make some changes to the design of the table you can, but otherwise click on Finish to begin entering text into the table.
By Design View
In the startup window, double click on Create table in design view and the following window will appear
