Professional Documents
Culture Documents
Tutorial
Lesson 1: Getting Familiar with Microsoft Access 2007 for
Windows
Microsoft Access is a database software package. A database is an organized collection of
records. Telephone and address books are examples of paper databases. With Access, you can
create a computerized database. For example, you can use Access to organize the students who
attend a school, the courses they take, and the instructors who teach them. After you create an
Access database, you can search it, manipulate it, and extract information from it. This lesson
introduces you to Access windows and teaches you how to create a database.
Getting Started
You use windows to interact with Access. To begin, start Access 2007. You screen will look
similar to the one shown here.
Northwind is a sample database you can download from the Microsoft website. I will use the
Northwind database to introduce you to Access windows. If the Northwind database is already
on your system, open it, otherwise download it and then open it.
To open Northwind:
1. Click the Microsoft Office button. A menu appears.
2. Click Open. The Open dialog box appears.
3. Locate the Northwind database.
4. Click the Open button. Access opens the Northwind database.
To download Northwind, connect to the Internet and then follow these steps:
1. Click Sample. The Northwind 2007 icon appears in the center of the window.
2. Click the Northwind icon.
3. Click the Browse button. The File New Database window appears.
4. Locate the folder in which you want to save the Northwind database.
5. Click OK. The File New Database window closes.
6. Click Create. Access creates the Northwind database and opens it.
Understanding Security
It is possible for an Access database to contain malicious code, such as a computer virus. Access
has security settings that disable code and display a security warning when you open a database.
If you know a database is trustworthy, you can perform the following steps to enable it. You may
need to enable the Northwind database.
To enable a database:
1. Click the Options button. The Microsoft Office Security Options dialog box appears.
2. Click Enable This Content.
3. Click OK. Access enables the content. If you are enabling the Northwind database, the
Login dialog box appears.
• Click the double right-arrows to open it. The arrows change to double left-arrows .
• Click the double left-arrows to close it. The arrows change to double right-arrows
.
In this example, the objects are organized by type, which is not the default setting. You may
want to organize the objects in your database by type also. You can use the down-arrow on the
top of the Navigation pane to change the manner in which objects are organized.
To organize objects by type:
1. Click the All Access Objects button on the Navigation pane. A menu appears.
2. Click Object Type. Access displays the objects in the database by type.
The Access window with the Northwind database open is shown here.
Note: Your window probably does not look exactly like the one shown. In Access
2007, the window display depends on the size of the window, the size of your monitor, and the
resolution to which your monitor is set. Resolution determines how much information your
computer monitor can display. If you use a low resolution, you can fit less information on your
screen, but the size of your text and images are larger. If you use a high resolution, you can fit
more information on your screen, but the size of the text and images are smaller. Also, you can
use settings in Access 2007, Windows Vista, and Windows XP to change the color and style of
your windows.
The Microsoft Office Button
In the upper-left corner of the Access window is the Microsoft Office button. When you click the
button, a menu appears. You can use the menu to create a new file, open an existing file, save a
file, and perform many other tasks.
The Quick Access Toolbar
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar
provides you with access to commands you frequently use. By default, Save, Undo, and Redo
appear on the Quick Access toolbar. You use Save to save an object, Undo to roll back an action
you have taken, and Redo to reapply an action you have rolled back.
The Title Bar
The Title bar is located at the top in the center of the Access window. The Title bar displays the
name of the database on which you are currently working.
The Ribbon
You use commands to tell Access what to do. In Access 2007, you use the Ribbon to issue
commands. The Ribbon is located near the top of the Access window, below the Quick Access
toolbar. At the top of the Ribbon are several tabs; clicking a tab displays related command
groups. Within each group are related command buttons. You click buttons to issue commands
or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-
right corner of a group. When you click the dialog box launcher , a dialog box makes
additional commands available.
Access Objects
To view or hide the objects on the Navigation pane:
• You click the double down-arrows to view objects. The double down-arrows change
to double up-arrows .
• You click the double up-arrows to hide objects. The double up-arrows change to
double down-arrows .
As stated earlier, the Navigation pane stores the objects in your database: tables, queries, forms,
reports, macros, and modules. Objects always display with an icon to the right. The icon tells you
the object type: table, query, form, report, macro, and module.
Objects
Tables In Access, data is stored in tables. A table is a set of columns and
rows, with each column referred to as a field. Each value in a field
represents a single type of data. Each row of a table is referred to
as a record.
Queries You use queries to retrieve specific data from your database and to
answer questions about your data. For example, you can use a
query to find the names of the employees in your database who live
in a particular state.
Forms Forms give you the ability to choose the format and arrangement of
fields. You can use a form to enter, edit, and display data.
Reports Reports organize or summarize your data so you can print it or
view it onscreen. You often use reports when you want to analyze
your data or present your data to others.
Macros Macros give you the ability to automate tasks. You can use a
macro to add functionality to a form, report, or control.
Modules Like macros, modules give you the ability to automate tasks and
add functionality to a form, report, or control. Macros are created
by choosing from a list of macro actions, whereas modules are
written in Visual Basic for Applications.
You double-click an object to open the object. You right-click an object to view a menu of
options. You can use the menu to do such things as open objects, rename objects, and delete
objects.
Objects that are open appear on tabs. Right-click a tab to view a menu of options you can
perform, such as save the object, close the object, or change the view.
Change Views
A view is a way of looking at an object. For example, in Access, data is stored in tables. Two of
the possible ways you can view a table are Datasheet view and Design view. You can see the
data contained in a table in Datasheet view. You can see the design of a table in Design view.
When you open an object, buttons appear in the lower-right corner of the Access window. You
can use the View button on the Home tab to change views, or you can click the proper button in
the lower-right corner of the window.
Close a Database and Exit Access
This completes the introduction to Access using the Northwind database. The following
describes how you close a database and exit Access.
To close a database:
1. Click the Microsoft Office button. A menu appears.
2. Click Close Database. Access closes the database.
To exit Access:
1. Click the Microsoft Office button. A menu appears.
2. Click Exit Access. You exit Access.
Create a Database
When you start Access, the Getting Started With Microsoft Office Access screen appears. You
can use this screen to create a database. Within a database, you can do such things as enter data,
create reports, and retrieve data. You can create a blank database or you can use one of the
templates provided by Microsoft. When you use a template, Access creates forms you can use to
enter data, reports you can use to retrieve data, and more. You can modify the forms, reports, and
other objects to suit your needs. This tutorial will teach you how.
The following templates are included with Access: Assets, Contacts, Events, Faculty, Issues,
Marketing Projects, Projects, Sales Pipeline, Students, and Tasks. Other templates are available
online. Each template creates a database related to the title. For example, the Faculty template
creates a faculty database that includes tables, queries, forms, and reports related to faculty. In
Access, you use tables to store data, queries to retrieve data, forms to enter data, and reports to
display data.
To use a template to create a database:
1. Start Access. The Getting Started With Microsoft Office Access screen appears.
2. Click Local Templates. Icons representing local templates appear in the center of the
window.
3. Click the icon for the template you want to use.
4. Click the Browse button. The File New Database window appears.
5. Locate the folder in which you want to store your database.
6. Click OK.
7. Click Create. Access creates and opens your database.
8. Open the Navigation pane. Access displays the tables, queries, forms, reports and other
objects related to the database you selected. You may wish to display the objects by type.
How do I create a database based on the templates that are found online?
Online templates fall into the following categories: Business, Education, Personal, and Non-
profit. To create a database based on one of these templates:
1. Start Access. The Getting Started With Microsoft Office Access screen appears.
2. Make sure you are connected to the Internet.
3. Click the category for the template you want to create. Icons representing Internet
templates appear in the center of the window.
4. Click the icon for the template you want to use to create your database.
Tip: You can also open an existing database by pressing Ctrl-O and then following
steps 3 through 5.
Create a Blank Database
A blank database is a database with nothing in it. You must create all the tables, forms, reports,
queries, and so on. If you cannot find a template that suits your needs, create a blank database.
After you create the database, Access opens to a datasheet and makes available the tools you
need to create objects. Creating tables is the first step in building a database. You will learn more
about creating tables in the next lesson.
To create a blank database:
1. Start Access.
2. Click Blank Database.
3. Type the name you want to give your database in the File Name field. Access will
automatically append .accdb to the name.
4. Click the Browse button. The File New Database window appears.
5. Locate the folder in which you want to store your database. Note that the name of the file
appears in the File Name field.
6. Click OK.
7. Click the Create button. Access creates the database and opens a datasheet with the Table
Tools available to you.
Note the Table Tools in the upper-right portion of the Ribbon.
What is a Datasheet?
In Access, data is stored in tables. A datasheet displays the information stored in a table in
columns and rows. The columns are called fields and the rows are called records. You can use a
datasheet to create a table, enter data, retrieve data, and perform other tasks.
Lesson 2: Creating Microsoft Access Tables
Tables are the foundation of an Access database
. Access stores data in tables. This lesson teaches you how to create a table, add fields to a table,
assign data types
All of the data in a table should refer to the same subject. For example, all of the data in the
Employees table should refer to employees, all of the data in the Students table should refer to
students, and all of the data in the Courses table should refer to courses.
You can view an Access database as a collection of related tables. For example, in a database
that contains tables for Employees, Students, and Courses, the Employees table lists the
employees, the Students table lists students, and the Courses table lists the courses students can
take.
After Access creates a blank database, it opens in Datasheet view and makes available the tools
you need to create a table. Datasheet view displays a table as a set of columns and rows. When
you view a blank database for the first time in Datasheet view, you see a column named ID. This
column is by default the primary key field.
A primary key is a field or combination of fields that uniquely identify each record in a table. No
two records in a table should have the same values in every field. For example, the following
should not occur in a table.
Last Name First Name City
Smith John Jonestown
Smith John Jonestown
In the real world, it is possible to have two people from the same city with the same first and last
name. In cases like this, you can use the ID field as the primary key field and use it to make each
record unique. The ID field has a data type of AutoNumber; as a result, Access automatically
creates a unique number for each record in the database. The resulting table will look like the one
shown here.
ID Last Name First Name City
1 Smith John Jonestown
2 Smith John Jonestown
Access provides several methods for creating a table. One method is to use the Rename option
with the Add New Field column label to give each column the field name you want it to have
and then to type or paste your data into the table. Field names can include letters, numbers, and
spaces and can be up to 64 characters long. When choosing a field name, try to keep it short.
When you save your table for the first time, Access gives you the opportunity to name your
table. Each table name must be unique; hence, two tables in the same database cannot have the
same name. The table name should describe the data in the table; can consist of letters, numbers,
and spaces; and can be up to 64 characters long. When choosing a table name, try to keep it
short.
You can save a table by clicking the Save button on the Quick Access toolbar or by right-
clicking the Tables tab and then choosing Save from the menu that appears.
To add fields to a table:
1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK. Access names your table.
Tip: You can use the Rename option at any time to rename any column. For example,
you can rename the ID column Employee ID.
Understanding Data Types
In Access, you use data types to specify the type of data each field can capture. A field with a
data type of text can store alphabetic characters and numbers. Generally speaking, you cannot
perform mathematical calculations by using a text field. For example, you can use a text field to
store a street address. Unless you do some manipulation, you cannot use the numbers in the street
address in mathematical calculations. You will not be able to sum or average the numbers in an
address field, which is fine, because you probably do not want to. Alternatively, you can assign a
Test Score field a data type of Number. You can enter numbers into the field and then average,
sum, or perform other calculations with the numbers. However, you cannot enter an alphabetic
character in a number field.
Data Types
Data Type Use Notes
Text Alphanumeric data. Use for .
text and for numbers that are
not used in mathematical
calculations. Use for names,
addresses, and other relatively
short pieces of text. Can store
up to 255 characters.
Memo Long text. Use for long pieces
of text, such as notes and long
descriptions. Can store up to
64,000 characters.
Number Numeric data. Use for If you are working
numbers you want to use in with currency, use
mathematical calculations. the currency type.
Date/Time Use for dates and times.
Currency Use for currency. Prevents rounding
during calculation.
AutoNumber Unique sequential numbers or
random numbers automatically
inserted when you create a
record. Use to create a primary
key.
Yes/No Logical data. Use when only
one of two values is valid.
Yes/No, True/False, etc.
Hyperlink Use to store hyperlinks.
Attachment Use to store attachments.
OLE Object Use to attach an OLE object
such as a Word document,
Excel spreadsheet, or
PowerPoint presentation.
After you create the fields for a table, you can enter data by typing in each field. As you type,
Access assigns a data type to each field based on your entry.
Data Types
Data Type Format How Numbers Display
Number General As typed.
Number
Currency Uses thousands separator. Follows
regional settings.
Euro Uses currency format with Euro
symbol.
Fixed Displays at least one digit. Follows
regional settings.
Standard Uses thousands separator. Follows
regional setting.
Percent Converts entry to percent.
Scientific Uses scientific notation.
Currency General As typed.
Number
Currency Uses thousands separator. Follows
regional settings.
Euro Uses currency format with Euro
symbol.
Fixed Displays at least one digit. Follows
regional settings.
Standard Uses thousands separator. Follows
regional setting.
Percent Converts entry to percent.
Scientific Uses scientific notation.
Date/Time General Date Date values display as numbers and
time values as hours, minutes, and
seconds followed by AM or PM.
Follows regional settings.
Long Date Uses the Long Date format specified in
your Windows regional settings.
Medium Date Uses dd/mmm/yy, using the date
separator specified in your Windows
regional settings.
Short Date Uses the Short Date format specified in
your Windows regional settings.
Long Time Uses hours, minutes, and seconds
followed by AM or PM. Uses the
separator specified in the Time setting
in your Windows regional settings.
Medium Time Displays hours and minutes followed
by AM or PM. Uses the separator
specified in the Time setting in your
Windows regional settings.
Short Time Uses hours and minutes. Uses the
separator specified in the Time setting
in your Windows regional settings.
Yes/No Yes/No
True/False
On/Off
To explicitly assign a data type or format to a field:
1. Click the field label for the field to which you want to assign a data type.
2. Activate the Datasheet tab.
3. Click the down-arrow next to the Data Type field and then choose a data type.
4. Click the down-arrow next to the Format field and then choose a format. Access assigns a
data type and format to the field you selected.
Tip: If you want every record in a field to be unique, check the Unique box on the
Datasheet tab in the Data Type & Formatting group. If you do not want the user to leave a field
blank, check the Is Required box.
Tip: In the Data Type & Formatting group, there are several formatting options you can
apply to numbers. If you want to use the Currency format, click the Currency button ; if you
want to use the Percent format, click the Percent button ; if you want to use a Comma number
format, click the Comma button ; or if you want to increase or decrease the number of
Tip: You can create a new table at any time by activating the Create tab and then
clicking Table.
Understanding Design View
Access provides several ways to view the objects in your database. You can use Design view to
create or modify an Access table. You can use the View button on the Home tab or the Table
Design button on the Create tab to change to Design view. Using Design view is the preferred
method for creating a table because it provides you with the most options and enables you to
precisely define your table. In addition to selecting a data type, you can set all of the following
options in Design view.
1. Click the field for which you want to set the field properties.
2. Activate the General tab in the Field Properties area.
3. Set the properties you want to set.
4. Repeat steps 1 through 3 until you have set all the properties for all fields.
You can use Design view to create or modify a table. After you finish the task, you must save the
table by clicking the Save button on the Quick Access toolbar.
1. Click the Save button on the Quick Access toolbar. Access saves the table unless you are
saving for the first time. If you are saving for the first time, the Save As dialog box
appears.
2. Type the name you want to give your table.
3. Click OK. Access saves the table. You can now access the table by using the Navigation
pane.
Tip: You can also use a template to create a table. Access has several templates from
which you can choose. When using a template, you create the table and then modify it to suit
your needs.
1. Activate the Create tab.
2. Click the Table Templates button in the Tables group. A menu appears.
3. Click the template you want to use. Access creates a table based on the template.
Create a Lookup Column
If a field can contain a finite list of values, you can create a Lookup Column and users can select
the value they want from a list. For example, if the employees at a school can only work in one
of the following departments: Administration, Computer Science, English, History, or Math. You
can create a table Departments table that lists the departments and then use the list in the
Employee table to assign each employee to a department.
Departments
Department ID Department
Primary Key
1 Administration
2 Computer Science
3 English
4 History
5 Math
Access has a wizard to help you create lookup columns. Creating a Lookup column creates a
relationship between two tables. See the section Create Relationships in Lesson 3 to learn more
about relationships.
To use the Lookup Wizard to create a lookup column:
Open the Lookup Wizard
1. Click the down-arrow and then select the field you want to sort by.
2. Click to select a sort direction (the button toggles between ascending and descending).
You can sort within a sort for up to four levels.
3. Click Next. The Lookup Wizard moves to the next page.
Adjust column widths
A key column is the column that connects one table or query to another table or query. For
example, you can use the Department ID field in the Employees table and the Department ID
field in the Departments table to connect the two tables. You may, however, want to display the
name of the department when you view the table but not the department ID; if so, leave the Hide
Key Column box checked.
1. Deselect Hide Key Column, if you wish.
2. Adjust the column widths by dragging or double-clicking the right vertical border for the
column.
3. Click Next. The Lookup Wizard moves to the next page.
Specify the Key Field (if you deselected Hide Key Column)
A key field is a field that uniquely identifies a record. If you deselected Hide Key column, you
must tell Access which field is the key field.
from somewhere else, such as Excel. This lesson teaches you how to modify a table
and enter data.
Enter Records
After you have created a table, you can enter data into it.
To enter data into an AutoNumber field:
• Press the Tab key. When you make an entry into another field in the record,
Access will automatically make an entry into the AutoNumber field.
To enter data into fields that have a lookup list:
1. Click the down-arrow that appears when you click in the field.
2. Click to select the entry you want.
3. Press the Tab key.
To enter data into a Yes/No field:
• Click the checkbox for Yes; leave the checkbox unchecked for No.
To add an attachment to an attachment field:
3. Click the Create From File radio button if you want to use an existing file.
a. Type the path to the file or click the Browse button and locate the file.
b. Click OK. Access links to the object.
To add data to other field types:
For all other fields, type your entry and then press the Tab key.
Import a Table into Access from Excel
Excel organizes data into columns and rows. If you have data in Excel that you want to use in
Access, you can import those columns and rows into Access by using the Excel Spreadsheet
Wizard.
To import data from Excel:
Open the Excel Spreadsheet Wizard
You can let Access assign the primary key, choose the primary key yourself, or have no primary
key by selecting the correct option on this page.
1. Click to choose the proper radio button. If you want Access to add the
primary key, click Let Access Add Primary key. If you want to add the primary
key, click Choose My Own Primary Key and then click the down-arrow and
select the field you want to use as the key field. If you do not want to add a
primary key, click No Primary Key.
2. Click Next. Access moves to the next page.
Name your table
1. Click the column head of the column before which you want to insert a
column.
2. Activate the Datasheet tab.
3. Click Insert in the Fields & Columns group. Access inserts a new column.
Tip: If you right-click a column label, you can use the menu that appears to insert or
delete columns.
To delete a column:
1. Right-click the column head you want to delete. A menu appears.
2. Click Delete Column.
To insert a column:
1. Right-click the column head before which you want to insert a column. A
menu appears.
2. Click Insert Column.
Move a Column
You can use the Move option to move a column from one location to another.
To move a column:
1. Move your mouse pointer over the horizontal line under the column label.
Your mouse pointer turns into a four sided arrow.
2. Press your left mouse button
3. Click and drag the field to the new location. A dark line appears at the new
location.
4. Release you left mouse button. Access moves the column.
Move around a Table
Access provides several methods for moving around a table. On the Home tab, there is a Go To
button. When you click it, a menu of options appears. You can use the menu to go to the first,
last, previous, or next record in your table. You can click the New option to add a new record.
You can also use special keys and the navigation bar in Access to move around a table. The
navigation bar appears at the bottom of the table.
To use the Go To button to move around a table:
1. Activate the Home tab.
2. Click the Go To button in the Find group. A menu appears.
3. Click First to go to the first record, Previous to go to the previous record, Next
to go to the next record, Last to go to the last record, or New to create a new
record.
Tip: You can also create a new record by choosing the Home tab and then clicking
New in the Records group.
To use keys to move around a table:
Key to Press Action
Tab Moves to the next field to the right. If you are in the
last field in a record, moves you to the next record. If
you are in the last record in a table, creates a new
record.
Left-Arrow Moves to the next field to the left. If you are in the
first field in a record, moves you to the previous
record.
Shift+Tab Moves to the previous field. If you are in the first field
in a record, moves you to the previous record.
Right-Arrow Moves to the next field. If you are in the last field in a
record, moves you to the next record. If you are in
the last record in a table, creates a new record.
2 Go to Previous Record
4 Go to Next Record
5 Go to Last Record
1. Click the column label for the column you want to sort.
2. Activate the Home tab.
3. Click the Ascending or Descending button in the Sort & Filter group. Access
sorts the column in ascending or descending order.
To remove a sort:
1. Activate the Home tab.
2. Click the Clear All Sorts button in the Sort & Filter group. Access clears all of the
sorts you have applied.
Filter a Table
You can apply a filter to see only the records you want to see. For example, perhaps your
database contains students from the states of DE, NJ, and PA and you only want to see the
students from DE. You can filter your data so only DE students display.
Each time you apply a filter to a column, it replaces any previous filter you applied to that
column. For example, if you apply a filter so you only see students in DE, and later you apply a
filter so you only see students in NJ, Access clears the DE filter and then applies the NJ filter.
You can apply filters to multiple columns in the same table. For example, by applying a filter
first to the State field and then to the Last Name field, you can see all of the students in the state
of DE whose last names are Adams.
To apply a filter:
1. Click the column label for the column you want to filter.
2. Activate the Home tab.
3. Click the Filter button. A menu appears.
4. Uncheck the items you do not want to appear, making sure only the items you want are
checked.
5. Click OK. Access filters your data and displays the word Filtered at the bottom of the
window.
To remove a filter:
1. Activate the Home tab.
2. Click Advanced in the Sort & Filter group. A menu appears.
3. Click Clear All Filters. Access clears all the filters you have applied.
Tip: After you apply a filter, you can use the Toggle Filter button to toggle the
application of the filter on and off.
Apply a Specialized Filter
In addition to simply searching for a specific value, you can apply several specialized filters. For
example, you can find all of the records that do not equal the value you specify or you can find
all of the records that fall between two dates. The following are lists of specialized filters.
Text Filters
Equals Finds every record in the table where the
field’s value equals the value you enter.
Does Not Equal Finds every record in the table where the
field’s value does not equal the value you
enter.
Begins With Finds every record in the table where the
field’s value begins with the value you
enter.
Does Not Begin With Finds every record in the table where the
field’s value does not begin with the value
you enter.
Contains Finds every record in the table where the
field’s value contains the value you enter.
Does Not Contain Finds every record in the table where the
field’s value does not contain the value
you enter.
Ends With Finds every record in the table where the
field’s value ends with the value you
enter.
Does Not End With Finds every record in the table where the
field’s value does not end with the value
you enter.
Number Filters
Format a Table
Button Function
Apply a font to all of the data
in a table.
Apply a font size to all of the
data in a table.
Bold all of the data in a table.
Center a column.
1. Open the table or query for which you want to compute totals.
2. Activate the Home tab.
3. Click the Totals button in the Records group. A Total line appears at the bottom of the
table or query.
4. Click on the Total line under the column you want to total. A down-arrow appears on the
left side of the field.
5. Click the down-arrow and then choose the function you want to perform. Access
performs the calculation and displays the results in the proper column on the Totals row.
Note: If you want to find and replace, open the Find and Replace dialog box (follow
steps 1 through 3) and then activate the Replace tab. In the Replace With field, enter the
sequence of characters you want to use to replace what you find. Complete the other fields on the
tab the same as you would if you were doing a Find. Click Find Next to find the first instance for
which you are searching. Click Replace to replace that instance. Click Replace All to replace
every instance.
Create Relationships
In Access, you store data in multiple tables and then use relationships to join the tables. After
you have created relationships, you can use data from all of the related tables in a query, form, or
report.
A primary key is a field or combination of fields that uniquely identify each record in a table. A
foreign key is a value in one table that must match the primary key in another table. You use
primary keys and foreign keys to join tables together—in other words, you use primary keys and
foreign keys to create relationships.
There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one
relationship, for every occurrence of a value in table A, there can only be one matching
occurrence of that value in table B, and for every occurrence of a value in table B, there can only
be one matching occurrence of that value in table A. One-to-one relationships are rare because if
there is a one-to-one relationship, the data is usually stored in a single table. However, a one-to-
one relationship can occur when you want to store the information in a separate table for security
reasons, when tables have a large number of fields, or for other reasons. In a one-to-many
relationship, for every occurrence of a value in table A, there can be zero or more matching
occurrences in table B, and for every one occurrence in table B, there can only be one matching
occurrence in table A.
When tables have a one-to-many relationship, the table with the one value is called the primary
table and the table with the many values is called the related table. Referential integrity ensures
that the validity of the relationship between two tables remains intact. It prohibits changes to the
primary table that would invalidate an entry in the related table. For example, a school has
students. Each student can make several payments, but each payment can only be from one
student. The Students table is the primary table and the Payments table is the related table.
Students
Student ID Last Name First Name
Primary Key
1 John Smith
2 Mark Adams
3 Valerie Kilm
Payments
Payment ID Student ID Amount Due Amount Paid
Primary key Foreign key
1 1 500 500
2 2 700 300
3 3 500 250
4 2 400 300
5 3 250 250
If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the
Payments table. Referential integrity prevents you from deleting Student ID 1 from the Students
table. Also, if the only valid Student IDs are 1, 2, and 3, referential integrity prevents you from
entering a value of 4 in the Student ID field in the Payments table. A foreign key without a
primary key reference is called an orphan. Referential integrity prevents you from creating
orphans.
To create relationships:
1. Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click
Close All.)
4. If anything appears in the relationships window, click the Clear Layout button in the
Tools group. If you are prompted, click Yes.
5. Click the Show Table button in the Relationships group. The Show Table dialog box
appears.
6. Activate the Tables tab if your relationships will be based on tables, activate the Queries
tab if your relationships will be based on queries, or activate the Both tab if your
relationships will be based on both.
7. Double-click each table or query you want to use to build a relationship. The tables
appear in the Relationships window.
8. Click the Close button to close the Show Table dialog box.
9. Drag the Primary table’s primary key over the related table’s foreign key. After you drag
the primary key to the related table’s box, the cursor changes to an arrow. Make sure the
arrow points to the foreign key. The Edit Relationships Dialog box appears.
Tip: When you create a relationship, you can view the related table as a subdatasheet of
the primary table. Open the primary table and click the plus (+) in the far left column. The plus
sign turns into a minus (-) sign. If the Insert Subdatasheet dialog box opens, click the table you
want to view as a subdatasheet and then click OK. Access displays the subdatasheet each time
you click the plus sign in the far left column. Click the minus sign to hide the subdatasheet.
Tip: After a relationship has been created between two tables, you must delete the
relationship before you can make modifications to the fields on which the relationship is based.
To delete a relationship:
1. Click the line that connects the tables.
2. Press the Delete key.
Tip: When you create a lookup column, Access creates a relationship between the
tables.
Lesson 5: Creating Microsoft Access Queries
You can use a query to view a subset of your data or to answer questions about your data. For
example, if you want to view a list of student names and email addresses, but you do not want to
see addresses and other data, you can create a query that displays the student’s first name, last
name, and email address only. Alternatively, if you want to know which students live in DE, you
can restrict your list to those students. This lesson teaches you how to create a query.
Open Tables or Queries in Query Design View
A query can be based on tables or on other queries. To create a query, you open the tables or
queries on which you are going to base your query in Query Design view, and then use the
options in Design view to create your query. You then click the Run button to display the results.
You can save queries for later use.
To open tables or queries in Query Design view:
1. Activate the Create tab.
2. Click the Query Design button in the Other group. The Show Table dialog box
appears.
3. Activate the Tables tab if you want to base your query on tables, activate the Queries tab
if you want base your query on queries or activate the Both tab if you want to base your
query on both tables and queries.
4. Click to choose the table or query on which you want to base your query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base your query.
b. Continue clicking tables or queries until you have all the tables and queries you
plan to use.
6. Click Close. Access changes to Query Design view.
Display All Records and All Fields
In Query Design view, each table has an option that allows you to display all of the fields and all
of the records in a table. This option appears on the field line on the drop-down menu as the table
name followed by a period and an asterisk (tablename.*).
To display all records and all fields:
1. Open a table or query in Query Design view.
2. Click the down-arrow in the first field on the Field row and then select the tablename.*
option. The table name appears on the table line.
3. Click the Run button. Access retrieves all of the fields and records for the table and
displays them in Datasheet view.
Tip: You can also click the Design button in the lower-right corner of the Access
window to change to Design view.
Retrieve a Single Column
You can use an Access query to retrieve a single column of data. Instead of choosing the
tablename.* option on the Field line in Query Design view, choose the name of the field you
want to retrieve.
To retrieve a single column:
1. Open a table or query in Query Design view.
2. Choose the field name you want to display in the field line.
3. Click the Run button. Access retrieves the column you chose.
1. Open the tables and/or queries you want to use in Query Design view.
2. Choose the field names you want to retrieve in the order you want to retrieve them.
3. Choose the field names you want to sort by in the order you want to sort. Under the fields
you want to sort by, choose Ascending or Descending.
4. Enter your selection criteria, if necessary (Not applicable in this example).
5. Deselect the Show button for columns you do not want to display (Not applicable in this
example).
6. Click the Run button. Access retrieves the columns you chose and displays the rows in
the order you specified.
Save a Query
After you create a query, you can save it. You can rerun a saved query at any time. If you change
the data on which the saved query is based, you will see the changes when you rerun the query.
To save a query:
1. Click the Save button on the Quick Access toolbar. Access saves the query unless you are
saving for the first time. If you are saving for the first time, the Save As dialog box
appears.
2. Type the name you want to give your query.
3. Click OK. Access saves the query. You can now access the query by using the
Navigation pane.
Tip: You can also save by right-clicking a query’s tab and then selecting Save from the
menu that appears. Access saves the query unless you are saving for the first time. If you are
saving for the first time, the Save As dialog box appears. Type the name you want to give the
query and then click OK. Access saves the query. You can now access the query by using the
Navigation pane.
Tip: After you have saved a query, you can run it by opening the Navigation pane and
then clicking the name of the query.
Modify a Query
Once created, a query can be modified. Simply open the query in Query Design view and make
the changes. You can add columns, change the sort order, change the criteria, and make other
changes.
In Query Design view, the Query Setup group offers several options that can assist you. Use the
Insert Rows button to insert a row in the criteria area. Click anywhere in the row before which
you want to insert a new row and then click the Insert Rows button.
Use the Insert Columns button to insert a column. Click anywhere in the column before
which you want to insert a column and then click the Insert Column button .
Use the Delete Rows button to delete a row in the criteria area. Click anywhere in the row
you want to delete and then click the Delete Row button.
Use the Delete Columns button to delete a column. Click anywhere in the column you want
1. Open the table or query on which you want to base your new table on in Query Design
view.
2. Enter the criteria on which you want to base your new table.
3. Click the Make Table button. The Make Table dialog box appears.
4. Type the name you want to give your new table.
5. Click OK.
6. Click Run. You see the following prompt.
7. Click Yes.
8. Close the query. (Right-click the query’s tab and then click Close.)
9. Double-click the new table’s name in the Navigation pane to view the new table.
Create a Parameter Query
If instead of entering predetermined criteria, you want to prompt users when a query runs, you
can create a parameter query. You create a parameter query by enclosing a question in square
brackets ([]). For example, if you want to create a parameter query that asks users which State
they want to use from the Student’s table, you would type [Which State?] on the Criteria line
under the State column. When the query runs, Access will prompt the user for the answer to your
question.
To create a parameter query:
Note: If you want to make your user prompt more flexible, use one of the following
formats.
Returns all records that contain the value
Like "*" & [Prompt] & "*" you enter.
Example: If you enter ad, Access returns
all records that include the sequence ad
anywhere in the field.
Like "*" & [Prompt] Returns all records that end with the value
you enter.
Example: If you enter S, Access returns all
records that end with S.
Like [Prompt] & "*" Returns all records that begin with the
value you enter.
Example: If you enter S, Access returns all
records that begin with S.
> [Prompt] Find all records with a value greater than
the value you enter.
Example: If you enter 5, Access returns all
records that are greater than 5
Note: You can also use < (less than) ,<=
(less than or equal to) >=, >= (greater than
or equal to), or <> (not equal)
Lesson 6: Creating Forms
Access forms are much like paper forms: you can use them to enter, edit, or display data. They
are based on tables. When using a form, you can choose the format, the arrangement, and which
fields you want to display. This lesson teaches you how to create forms.
Using the Form Button
Access can automatically create several types of forms. For example, when you click the Form
button on the Create tab, Access places all fields in the selected table on a form. If the table has a
one-to-many relationship with one other table or query, Access creates a stacked form (the
records are displayed in a column) for the primary table and a datasheet for the related table. If
there are several tables with a one-to-many relationship, Access does not create the datasheet.
To create a form:
1 Go to First Record
2 Go to Previous Record
3 The Current Record
4 Go to Next Record
5 Go to Last Record
6 Create a New (Blank) Record
Tip: After you create a form, you can save it. You can open a saved form at any time.
To save a form:
1. Click the Save button on the Quick Access toolbar. Access saves the form unless you are
saving for the first time. If you are saving for the first time, the Save As dialog box
appears.
2. Type the name you want to give the form.
3. Click OK. Access saves the form. You can now access the form by using the Navigation
pane.
You can also save by right-clicking a form’s tab and then selecting Save from the menu that
appears. Access saves the form unless you are saving for the first time. If you are saving for the
first time, the Save As dialog box appears. Type the name you want to give the form and then
click OK. Access saves the form. You can now access the form by using the Navigation pane.
Create a Split Form
A split form is a form in which the same data is displayed in two views simultaneously. One part
of the form displays in Form view (stacked fields), while the other part displays in Datasheet
view. The two views are synchronized, so as you select a field in one view, it is automatically
selected in the other view. You can add, change, or delete the data in either view. Using a split
form gives you the benefits of two types of forms in a single form. For example, you can use the
datasheet portion to locate records and the form portion to edit records.
To create a split form:
Tip: A view is a way of looking at an Access object. Forms have three views: Form
view, Layout view, and Design view. You can enter, edit, and view data in Form view. You can
modify a form in Layout view or Design view. In Layout view, you can see your data, and the
form you see closely resembles what your form will look like when you view it in Form view.
You can make most, but not all, changes to your form in Layout view. Design view displays the
structure of your form. In this view you cannot see the underlying data, but you can perform
some tasks in Design view that you cannot perform in Layout view. This tutorial focuses on
Layout view.
To change the view:
1. Open the form.
2. Activate the Format tab.
3. Click the down-arrow under the View button. A menu appears.
4. Click the view you want.
Modify a Form
After you create a form, it opens in Layout view, where you can modify it.
To change the size of a field:
1. Click a side of the field and drag to change the width of the field.
2. Click the top or bottom of a field and drag to change the height of a field.
To move a datasheet:
1. Click the datasheet to select it.
2. Click and drag the four-sided arrow in the upper-right corner to move the datasheet.
To resize a datasheet:
1. Click the datasheet to select it.
2. Click a side of the datasheet and drag to change the width.
3. Click the top or bottom of the datasheet and drag to change the height.
To apply an AutoFormat:
The AutoFormat option on the Format tab enables you to apply formats quickly, such as
background colors, field colors, field label colors, and fonts.
1. Activate the Format tab.
2. Click AutoFormat. The AutoFormat menu appears.
3. Click the format you want to apply.
To change a form title:
When you create a form, by default, Access uses the form name as the title. You can change the
title.
1. Activate the Format tab.
2. Click the Title button.
3. Type the new title.
To add the date and time:
You can easily add the date and time to your form.
1. Activate the Format tab.
2. Click the Date and Time button. The Date and Time dialog box appears. Select the date
and time format you want. The date and time appear on your form.
Change Fonts and Formats
You can use options on the Format tab to manually apply individual formats to your report.
However, before you can apply a format to a field or field label, you must select it. To select a
field or field label, click it. To select multiple items, hold down the Shift key and then click each
item you want to select. A box surrounds selected items.
Change Fonts and Formats
Button Shortcut Function
Key
Layout View—Format Tab, Font Group
Apply a font to the current selection.
Set the size of the font for the current
selection.
Ctrl-b Bold the current selection.
Change to percent.
Tip: Reports created by using the Report button are plain and simple. The Modify a
Report section of this lesson teaches you how to customize a report to meet your needs.
Tip: Access reports created simply by using the Report button have several sections.
They are detailed in the following table.
Sections of a Report
Group
When using the Report Wizard, you can group data. Grouping puts all of the values in a field
into a group based on the field’s value. For example, if your data is grouped by the Department
field and the records in the Department field have values such as Administration, Computer
Science, and English. Access will group all of the data for the Administration department
together, all of the data for the Computer Science department together, and all of the data for the
English department together.
1. Click to select the field by which you want to group your data. You may not
see this page of the wizard if you are selecting data from a single table.
2. Click Next. The Report Wizard moves to the next page.
3. Click a field you want to group by.
4. Click the right-arrow to select a field; click a field and then click the left arrow
to deselect a field. Use the up- and down-arrows to change the order of the
groupings. If you are only using one table, this may be your first opportunity
to select a field to group by.
5. Repeat steps 3 and 4 for each field you want to group by.
6. Click Next. The Report Wizard moves to the next page.
1. Click the down-arrow and then select the field you want to sort by.
2. Click the button to choose ascending or descending order. Clicking the button
toggles between Ascending and Descending. You can sort up to four levels.
3. Click the Summary Options button. The Summary Options window appears.
4. Click to select the summary data you want.
5. Click to select whether you want detail and summary data or if you want
summary data only.
6. Click if you want to calculate the percent to the total for sums.
7. Click OK. The Summary Options window closes.
8. Click Next. The Report Wizard moves to the next page.
Style
A style is a set of formats consisting of such things as background colors, fonts, font colors, and
font sizes. Access supplies predesigned styles that format titles, labels, and more. When you
choose a style, the left side of the window displays a preview.
1. Click to select a style.
2. Click Next. The Report Wizard moves to the next page.
Create a title
On the final page of the Report Wizard, you can title your report. The title appears at the top of
the report and on the Navigation pane.
1. Type the title you want to give the report.
2. Click Finish. Access creates, saves, and opens your report in Layout view.
Tip: Reports created with the Report Wizard may have the following two sections in
addition to the sections found in reports created by using the Report button.
Sections of a Report
Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change
labels, and perform many other tasks.
You can view a report in Report view, Layout view, Design view, and Print Preview. You can
modify a report in Layout view or Design view. In Layout view, you can see your data, and the
report you see closely resembles how your report will look when you print it. You can make
most, but not all, changes to your report in Layout view. Design view displays the structure of
your report. In this view you cannot see the underlying data, but you can perform some tasks in
Design view that you cannot perform in Layout view. This tutorial focuses on Layout view.
To change to Layout view:
1. Open your report.
2. Activate the Home tab.
3. Click the View button. A menu appears.
4. Click Layout View. Access changes to Layout view.
Change the Size of a Field or Label
If the data in a field or label seems crowded, if some of the data in the field or label does not
appear, or if the data appears as pound signs (####), the field or label is too small.
Tip: Incidentally, if you want to change the height of records, click the top or bottom of
a field border and drag upward or downward.
Add a Group or Sort
When you create a report by clicking the Report button, you are not given options that enable
you to group or sort. You can use the Group & Sort button on the Format tab to create a group or
sort. When you create a report by using the Report Wizard, you can use the Group & Sort button
to add or modify a group or sort.
To Group or Sort:
Open the Group, Sort, and Total pane
5. Click Add A Sort and then select the field on which you want to sort. Access
sorts the field.
Groups and sorts display in the Group, Sort, and Total pane in levels. Access performs the
highest-level group or sort first, the second level next, and so on.
After you have added a group or sort, you can set several options by clicking the More button
and then clicking the down-arrow next to each option and making your choices.
Group, Sort, and Total Pane Options
Option Description
There are three buttons on the right side of the Group, Sort, and Total pane. If you want to delete
a group or sort, click the group or sort you want to delete and then click the Delete button.
Groups and sorts execute in the order they are listed in the Group, Sort, and Total pane. If you
want to change the order of execution, click the group or sort you want to move up or down and
then click the Move Up or Move Down button to move a group or sort up or down a level.
To add a field:
1. Open your report in Layout view.
2. Activate the Format tab.
3. Click the Add Existing Fields button in the Controls group. The Field List pane
appears.
4. Click Show All Tables if the field you want to add does not appear.
5. Click the field you want to add and drag it onto your report. A thick line
appears on the report. Access places the field before the line. If you want the
field to appear in the detail area, be sure to drag it to the detail area.
To delete a field:
1. Open your report in Layout view.
2. Click the field you want to delete.
3. Press the Delete key. Access deletes the field.
To move a column:
1. Open your report in Layout view.
2. Click the column label.
3. Drag the column to the new location. Access moves the column to the new
location.
To change a title:
1. Open your report in Layout view.
2. Double-click in the Title field.
3. Click and drag to select the current title.
4. Type a new title.
5. Click anywhere outside the Title field. Access changes the title.
To change a field label:
1. Open your report in Layout view.
2. Double-click the field label.
3. Click and drag to select the label name.
4. Type the new label name.
5. Click anywhere outside the label. Access changes the field label.
To change the paper size:
1. Open your report in Layout view.
2. Activate the Page Setup tab.
3. Click the Size button in the Page Layout group. A menu appears.
4. Click the size of the paper you are going to print on.
To change paper orientation:
1. Open your report in Layout view.
2. Activate the Page Setup tab.
3. Click Portrait or Landscape to choose the orientation you want to use. Access
changes the page orientation.
To change margins:
1. Open your report in Layout view.
2. Activate the Page Setup tab.
3. Click the Margins button in the Page Layout group. A menu appears.
4. Click the margin size you want. Access changes the page margin.
To add page numbers:
1. Open your report in Layout view.
2. Activate the Format tab.
3. Click the Insert Page Number button in the Controls group. The Page
Numbers dialog box appears.
4. Click a radio button to choose a format.
5. Click a radio button to choose a position.
6. Click the down-arrow in the Alignment field and then choose an alignment.
7. Deselect Show Number On First Page if you do not want the page number to
appear on the first page.
8. Click OK. Access places the page number in your report.
To add current date or time:
1. Open your report in Layout view.
2. Activate the Format tab.
3. Click the Date and Time button in the Controls group. The Date and Time
dialog box appears.
4. Deselect the Include Date box if you do not wish to include the date.
5. Click to select a format if you are including the date.
6. Deselect the Include Time box if you do not wish to include the time.
7. Click to select a format if you are including the time.
8. Click OK. Access places the date and/or time in your report.
Apply an AutoFormat
You can use the AutoFormat option on the Format tab to apply formats such as background
colors, fonts, and font sizes quickly.
To apply an AutoFormat:
1. Activate the Format tab.
2. Click AutoFormat. The AutoFormat menu appears.
3. Click the format you want to apply.
Change Fonts and Formats
You can use options on the Format tab to manually apply formats to your report. However,
before you can apply a format to a field or field label, you must select the field or field label by
clicking it. To select multiple items, hold down the Shift key and then click each item you want
to select. A box surrounds selected items.
Change Fonts and Formats
Change to percent.
Add gridlines.
Add a logo.
Add a title.
Tip: After you modify your report, you must save it if you want to keep the changes.
To save, click the Save button on the Quick Access toolbar or right-click the report’s tab and
then click Save.
Create Mailing Labels
In Access, the easiest way to create a mailing label is to use the Label Wizard. The Label Wizard
extracts name and address data from your database and formats it so you can print it on
commercially available labels.
Each time you view or print labels, the data are extracted from the database, so as you update
your database, Access updates your labels.
To create labels:
Open the Labels Wizard
1. Click the down-arrow next to the Font Name field and then select the font. A
preview appears in the Sample box.
2. Click the down-arrow next to the Font Size field and then select the font size.
A preview appears in the Sample box.
3. Click the down-arrow next to the Font Weight field and then select the font
weight. A preview appears in the Sample box.
4. Click the button next to the Text Color field and then select a color you want
your text to have. A preview appears in the Sample box.
5. Click the Italic box if you want to italicize. A preview appears in the Sample
box.
6. Click the Underline box if you want to underline. A preview appears in the
Sample box.
7. Click Next. The Label Wizard moves to the next page.
Create a layout
You create the layout of your labels by selecting fields and placing them in the Prototype Label
box. You type any text or spaces that you want to appear on your label.
1. Click a field name and then click the right-arrow to place the field on the
prototype label.
2. Press the spacebar to leave spaces.
3. Press the Enter key to move to a new line.
4. Type any text you want to appear on the label.
5. Click Next. The Label Wizard moves to the next page.
Sort
When creating labels, you can sort on any field and you can have multiple levels of sort. For
example, you can sort by last name and then by first name.
1. Click to choose the fields you want to sort by. Click the single right-arrow to
select a single field, click the double right-arrow to select all fields, click the
single left-arrow to deselect a single field, click the double left-arrow to
deselect all fields.
2. Click Next. The Label Wizard moves to the next page.
1. Type a title for your report. The title will appear in the Navigation pane.
2. Click Finish. Access displays the labels in Print Preview.
Tip: When you complete your labels you may get the following message.
When printing mailing labels, you can usually ignore this message. Click the Show Help button
to read the following:
This message may be the result of using a report created with the
Label Wizard. This error message is commonly encountered when
printing to label pages that have three or more labels per row.
Usually this message can be ignored.
If you do need to change the layout, try one or both of the
following:
• Reduce the width of the controls on the report.
• Reduce the width of the report to make sure the
report is not wider than the printable area of the
page.
Note that page size is dependent on the printer and the physical
size of the paper you are printing to. In some cases it is necessary
to rotate the page orientation from portrait to landscape to
accommodate the selected print width.
Tip: When you view labels in Report view, they may appear in a single column. To see
how your labels will appear when printed, use Print Preview.
Print a Report
Often, the people who use Access data only see a printed report. In Print Preview, you can see
exactly how your report will look when printed, you can make changes to it, and you can print it.
To print, click the Print button in the Print group. The Print dialog box opens and you can select
your print options.
To change to Print Preview:
1. Open your report.
2. Activate the Home tab.
3. Click the down-arrow under the View button. A menu appears.
4. Click Print Preview. Access changes to Print Preview.
Several options are available to you in Print Preview.
Print Preview Options
Tip: To view a report online, use Report view. Open your report. Activate the Home
tab. Click the down-arrow under the View button. Click Report view. Your report displays in
Report view.