Microsoft Access

Project 3Project 3

Objectives

• Add records to a tableAdd records to a table• Locate recordsLocate records• Filter recordsFilter records• Change the contents of records in a tableChange the contents of records in a table• Delete records from a tableDelete records from a table• Restructure a tableRestructure a table• Change the field characteristicsChange the field characteristics

Objectives cont…

• Add a fieldAdd a field• Save changes to the structureSave changes to the structure• Update the contents of a single fieldUpdate the contents of a single field• Make changes to groups of recordsMake changes to groups of records• Delete groups of recordsDelete groups of records• Create validation rulesCreate validation rules

Objectives cont…

• Update a table with validation rulesUpdate a table with validation rules• Specify referential integritySpecify referential integrity• Use subdatasheetsUse subdatasheets• Order recordsOrder records• Create sing-field and multiple-field Create sing-field and multiple-field

indexesindexes

Introduction

• UpdatingUpdating• Mass updatesMass updates• Mass deletionsMass deletions

• RestructureRestructure• Indexes Indexes

Project Three – Maintaining the Alisa Vending Services Database

• Make changes as requested by the Make changes as requested by the companycompany

• IncludesIncludes• RestructuringRestructuring• Adding fieldsAdding fields• Validation rulesValidation rules• Indexes Indexes

Opening the Database

• Open AccessOpen Access• Click Open on the Database Click Open on the Database

ToolbarToolbar• Select DatabaseSelect Database• Click the Open buttonClick the Open button

Adding, Changing and Deleting

• Adding RecordsAdding Records

Adding, Changing and Deleting

• Searching for a RecordSearching for a Record• Use Find, and enter Search CriteriaUse Find, and enter Search Criteria

Adding, Changing and Deleting

• Changing the Contents of a RecordChanging the Contents of a Record

Adding, Changing and Deleting

• Switching Between ViewsSwitching Between Views• Toolbar methodToolbar method• Menu methodMenu method

Adding, Changing and Deleting

• Filtering RecordsFiltering Records• Filter by SelectionFilter by Selection

Adding, Changing and Deleting

• Deleting RecordsDeleting Records• Select RecordsSelect Records• Edit Delete RecordsEdit Delete Records

Changing the Structure

• Changing the Size of a FieldChanging the Size of a Field• Switch to Design ViewSwitch to Design View• Select Field to ResizeSelect Field to Resize• Enter SizeEnter Size

Changing the Structure

• Adding a New FieldAdding a New Field• Select Insertion PointSelect Insertion Point• Press Insert KeyPress Insert Key

Changing the Structure

• Deleting a FieldDeleting a Field• Click row to deleteClick row to delete• Press DELETE buttonPress DELETE button

Changing the Structure

• Updating the Restructured DatabaseUpdating the Restructured Database• Switch to datasheet view Switch to datasheet view • Enter data into the new fieldEnter data into the new field

Changing the Structure

• Resizing ColumnsResizing Columns• Field SelectorField Selector

Using an Update Query

• Create the QueryCreate the Query• Enter Update ValueEnter Update Value• Run the QueryRun the Query

Using a Delete Query

• Create The QueryCreate The Query• Enter CriteriaEnter Criteria• Run the QueryRun the Query

Creating Validation Rules

• Specifying a Required FieldSpecifying a Required Field• Select FieldSelect Field• Change Required to YesChange Required to Yes

Creating Validation Rules

• Specifying a RangeSpecifying a Range• Select FieldSelect Field• Go to Validation RuleGo to Validation Rule

• Enter RangeEnter Range

• Enter Validation Text Enter Validation Text

Creating Validation Rules

• Specifying a Default ValueSpecifying a Default Value• Select FieldSelect Field• Enter Default ValueEnter Default Value

Creating Validation Rules

• Specifying a Collection of Legal Specifying a Collection of Legal ValuesValues• Select FieldSelect Field• Use OR in Validation RuleUse OR in Validation Rule

Creating Validation Rules

• Using a FormatUsing a Format• Select FieldSelect Field• Enter FormatEnter Format

Creating Validation Rules

• Saving Rules, Values, and FormatsSaving Rules, Values, and Formats• Click Close Window buttonClick Close Window button• Save ChangesSave Changes

Creating Validation Rules

• Updating a Table that Contains Updating a Table that Contains Validation RulesValidation Rules• Access makes sure that data entered Access makes sure that data entered

follows the rules or else it is not follows the rules or else it is not acceptedaccepted

Creating Validation Rules

• Making Individual Changes to a Making Individual Changes to a FieldField• In Datasheet View, Select Individual In Datasheet View, Select Individual

RecordRecord• Select FieldSelect Field• Make ChangesMake Changes

Specifying Referential Integrity

• Referential IntegrityReferential Integrity• Close Open DatasheetsClose Open Datasheets• Click Relationships ButtonClick Relationships Button• Set RelationshipsSet Relationships• SaveSave

Using Subdatasheets

• Subdatasheets Allow you to view Subdatasheets Allow you to view related records from a table which has related records from a table which has a relationship with the current tablea relationship with the current table

Ordering Records

• Ordering Records on Multiple Ordering Records on Multiple FieldsFields• Click field selectorClick field selector• Select fieldsSelect fields• Click Sort button of choiceClick Sort button of choice

Creating and Using Indexes

• How Does Access Use an Index?How Does Access Use an Index?• When Should You Create an Index?When Should You Create an Index?

Creating and Using Indexes

• Creating Single-Field IndexesCreating Single-Field Indexes• In Design View, Select FieldIn Design View, Select Field• Change Indexed to yesChange Indexed to yes

Creating and Using Indexes

• Creating Multiple-Field IndexesCreating Multiple-Field Indexes• Click on Indexes buttonClick on Indexes button• In blank row below Index name, add In blank row below Index name, add

field names without new Index namefield names without new Index name

Closing the Database

• Click the Close button for the Alisa Click the Close button for the Alisa Vending Services : Database Vending Services : Database windowwindow