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Microsoft Access Microsoft Access OverviewOverview

Lydia Scheer, ITEP

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The Database The Database EnvironmentEnvironment

• Access is a relational database– Data stored with Access are related to one

another in multiple ways– Access maintains the data relationships when

database is structured correctly

• MS Excel (or other spreadsheets) are considered “flat” file databases– Rows and Columns of data that may be related– Excel has no way of maintaining relationships

automatically

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How do Relationships How do Relationships Work?Work?

A relationship works by matching data between tables based on values in key fields. In most

cases, these matching fields are the primary key from one table,

which provides a unique identifier for each record, and a foreign key

from another table.

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Relationships WindowRelationships Window

• View, define, and modify relationships• Tools (Menu)Relationships… or right-

click on database window (white area) to view

• Join lines indicate type of relationship (1=one-side; = many side)

• Double-click on a join line to modify relationship

• Tables/field lists are moveable/sizeable• A table can be related to multiple

tables, but only by ONE field at a time

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Types of RelationshipsTypes of Relationships

• One-to-One– Item (record) in Table A related to only one item in Table B– Not common because usually the information is stored all in one

table– Example: Data archive table; Subset of information that would

result in too many blank fields in main table (confidential info, instructors, etc.)

• One-to-Many or Many-to-One– One item in Table A can be related to multiple items in Table B– Example: One site has multiple (many) monitors; One person has

multiple visits to the clinic• Many-to-Many

– Combination of two One-to-Many relationships– Example: One person has multiple visits to the clinic; One clinic has

multiple people visit.– Some Many-to-Many relationships are not immediately obvious

(Example: One site has multiple monitors, but does a monitor have multiple sites?)

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Join Lines (Identify

Relationships

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The Structure of AccessThe Structure of Access

• Database File: This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk. Example: DMExample.mdb

• Table:A table is a collection of data about a specific topic. There can be multiple tables in a database. Example #1: tblFIPSCodesExample #2: tblAQS_Ozone

• Field:Fields are the different categories within a Table. Tables usually contain multiple fields. Example #1: FilterID Example #2: Date

• Datatypes:Datatypes are the properties of each field. A field only has 1 datatype. FieldName: FilterIDDatatype: Number

• Value: The Data.Example (FilterID): 7544231

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The Database WindowThe Database Window

•Default view when database is opened•Lists all available database objects

–Tables, Queries, Forms, Reports, Pages, Macros, Modules

•Lists all available database object groups–A way of organizing shortcuts to objects that are related–Create groups specific to your project/needs (e.g. “Favorites”)

•Toolbar across top has commands for database objects

–Open, Design, New, Delete –View style (4 buttons on the left)

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The Database Window

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Object ViewsObject Views

•Datasheet View–Tables, Queries, Forms–Standard table view – “spreadsheet style”

•Form/Page View–Standard form view or page view

•Print Preview–Standard view for Reports–Can also be used with Forms, Tables, Queries & Pages

•Design View–Applicable to all database objects–Layout/view is specific to the database object–Make changes to the structure/format/layout of object

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Database Objects-TablesDatabase Objects-Tables

• Used for storing data in rows and columns• Rows = Records; Columns = Fields• Records are UNIQUE collections of data about

“something” (e.g. a person, a PM filter, etc.)• Fields are categories of data for a set of records• Tables contain information about one subject only• Primary Key field in a table is a unique identifier

for each record—no null values or duplicates• Tables can have up to 255 fields, and can store up

to 1 gigabyte (GB) of data per table

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Design View

Datasheet View

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Database Objects-QueriesDatabase Objects-Queries

• Retrieve sets of data based on user-defined criteria (text strings, expressions, functions)

• Often used to combine data from multiple (usually related) tables

• Subsets of data stored in tables; data are not actually stored in queries

• Perform calculations on or with data• Can be constructed to perform an “action”

– create a new table from query results– append records to an existing table– update records in an existing table (similar to

find and replace, but can use calculations, too)

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QBE Pane or Query Design View

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Delete Query Grid:

Append Query Grid:

Make Table or Append Query Pop-up:

Update Query Grid:

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Database Objects-FormsDatabase Objects-Forms

• User-friendly way of displaying data for entry or manipulation

• Programmed actions (macros, modules) can be attached to forms

• Display data from tables and/or query results

• Can also be used as a menu (or switchboard), created as custom dialog boxes, or displayed as a datasheet

• Subforms-form within a form that displays data from a different dataset than that of the main form

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Data Entry Form (with Tabs)

“Switchboard” Form

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Database Objects-ReportsDatabase Objects-Reports

• Output of information from database (tables or queries) in the form of a printed report

• Allows you to group and summarize information

• Can be previewed on the screen prior to printing

• Can include graphs, data tables, images, and calculations/totals

• Reports are for publishing data only, not for data manipulation

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Database Objects-Database Objects-Macros & ModulesMacros & Modules• Macros

– Access-specific “mini-programs” – Pre-programmed for ease of use

• Modules– Visual Basic for Applications (VBA) programming language– More complicated to use properly, but more options and

flexibility than macros• Both are based on event-driven programming

– An event (click a button, open/close a form, etc.) triggers an action (macro/module) that carries out a programmed set of commands

– Most actions have required arguments (user-specified data that tells the event how/when to carry out the action)

– Must act on a certain object or control on the form or report

• Can only be attached to forms or reports

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Adding a Macro or Module (Event Procedure) to a Form

Event

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WizardsWizards

• Access has a number of wizards built in to make it easier to work with each tool

• Wizards walk you through creating db objects– Tables & queries– Forms & reports– Other items inside above (expressions,

events, etc.)

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Simple Query Wizard asks for a table or query to use for base data

Then you have the option of displaying all records/fields or creating a summary query

Final query results (grouped by Month

as an option) displays Avg, Min,

and Max of monthly PM mass

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Things to make your life Things to make your life easier…easier…

• Naming Conventions– Consistency in naming different types of objects, controls, etc.– Use identifiers in names (e.g. tbl, qry, frm) that make sense to

you– NO SPACES or Punctuation in names-harder to deal with in

expressions and code procedures– Examples: tblSites, qryAQS_OzoneArizona, cmdClose,

dap2003SummaryDataPMFineHighestConc

• Document what you are doing…will you remember what you did (or why) in three months time?

• Changes made to data are PERMANENT• Backup….BACKUP…BACKUP!

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The Database Window The Database Window ToolbarToolbar

View Objects with

Details

View Objects as Small Icons

View Objects as a

List

View Objects as Large Icons

Create a New

Object

Open Current Object

Delete Current Object

View Object in Design

View

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The Database Toolbar The Database Toolbar (Default)(Default)

Help Files

View Relationshi

ps

VBA (Code) Window

Publish or Merge with another Office

Application

Format Painter

Copy

Spell Checker

Print

Open another

database file

View, Edit, or Create Indexes

Show Object Properties

Analyzer Tool

Undo Action

Paste or Clipboard

Tool

Cut

Print Previe

w

Save

Create a new Database

File

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Table (Datasheet View) Table (Datasheet View) ToolbarToolbar

New Object (incl.

AutoForm & AutoReport

)

Delete Record(

s)

Database

Window

Add/Go To New

Record

Apply/ Remo

ve Filter

Find a Value

Filter by

Form

Filter by Selectio

n

Sort Field

Data by Ascendi

ng Values

Sort Field Data by

Descending Values

Insert Hyperlink ( to Internet or other network

location)

Print Tabl

e

Table Print

Preview

Switch to Table

Design View

Save Table Desig

n

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Table Design View ToolbarTable Design View Toolbar(also for Query and Form Views)(also for Query and Form Views)

Field Builder Wizard

Table Propertie

s

Delete a Row (Field)

Insert a Row

(Field)

View/Set Indexes

Set Field(s) as Primary

Key

Print Table Design View

Switch to Table

Datasheet View

Save Table/ Query/Form

Design

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Query Design View Query Design View ToolbarToolbar

New Object (incl.

AutoForm & AutoReport)

Expression Builder or Calculated

Field Wizard

Query Properti

es

Show Top Values (all,

25, 5%, etc.)

Create a Totals Query

Undo Last Action (only

allowed once)

Add a table to the QBE

Pane

Save Query

Print Query Design View

Switch to Query Datasheet View or SQL View

Run Query (select queries

display in datasheet view; action queries

attempt to run)

Choose or Change Query Type (delete,

append, select, etc.)

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Form Design View ToolbarForm Design View Toolbar

Expression Builder Wizard

AutoFormat Form Design

Open VBA

WindowProperties

for selected control(s)

Field List-shows available fields for use on the

form

Font Size Indicator

Font Selection Box for controls with dynamic

fonts (text boxes, labels, buttons, etc.)

Format Font (Bold, Italicize,

Underline)

Toolbox for Form

ControlsIdentifies the control on the form which has

the focus

Switch to Form

Design or Datasheet

View

Fill Color, Font Color, Line

Color

Text Alignment: Left, Center,

Right

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Form/Report Design Form/Report Design ToolboxToolbox

Label (control) Tool

Option (radio) button; Check

box

Textbox Tool

Select Control Tool-Use to

select a control on a form or

report to modify, delete,

move, etc.

Command button

Insert Page Break

Rectangle Tool

Create an Option Group

Create Combo Box

Toggle Button Tool

Control Wizard—Selected means wizards will be activated when a tool is chosen to help the user establish the control properly. Deselected means wizards will not be activated when a tool is chosen, and enables the user to design a control with his/her own methods.

Create a List Box

Create an Unbound Object

Frame

Line Tool

Insert Image or Graphic

Click to view more controls

for use on forms/reports

Tab Control

Create a Bound Object Frame

Insert a Subform/ Subreport

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Report Design View Report Design View ToolbarToolbar

Expression Builder Wizard

Print Report

Show Toolbo

x

Properties for

selected control(s)

Format

Painter

Save Report Design

Insert Hyperlin

k

Switch between Print Preview,

Design View and Layout Preview

Print Previe

w

Show Field LIst

Sorting/ Groupin

g Options

VBA Windo

w

AutoFormat Report

Layout

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Macro Design View Macro Design View ToolbarToolbar

Expression Builder Wizard

Delete a Row

Show/Hide Macro Names

ColumnSave Macro

Show/Hide Macro Conditions Column

Print Preview Macro Definitions

(summary of macro actions and arguments

Undo last action (can

only use once)

Insert a Row

Run Macro

Step Through Macro

Actions