Lesson 1: Exploring Access 2007
Lesson Objectives
 After studying this lesson, you will be
able to:






Define what a database is
Identify the types of objects modern databases contain
Launch Access 2007 and identify elements of the
application window
Open a database and use the Navigation Pane
Open database objects, navigate within database objects,
and close the objects
Close a database properly and exit Access 2007
Defining Access Databases
 What Is a Database?

A collection of related data stored together in one electronic
file
Database Structures

Flat Files

Object-Oriented
Files
Repetitive data
Launching Access 2007
 Same basic procedures used to launch other
computer programs
Exploring the Access
Environment
Lists of templates
Create a new blank database
Recently used database list
Opening a Database
 Same basic procedures used to open files in
other computer programs
 Enabling Content to control security
Identifying Elements of the
Access Window
Ribbon tabs
Shutter bar
Open/Close button
Navigation Pane
Status bar
Object Types
 Access 2007 databases contain four basic
types of objects:




Tables – hold the data
Queries – search the table data
Forms – input the table data
Reports – report the table data as meaningful information
 Each object type is represented by a
different icon:




Tables –
Queries –
Forms –
Reports –
Using the Navigation Pane
 Shutter button opens and closes the Pane
 Organization appears in the Pane banner
 Pane banner menu button ▼ displays the
Navigation Pane menu
 Choose a different organization from the
Pane menu
 Expand and collapse buttons to show/hide
each object list
Opening, Navigating, and
Closing Database Objects
 Each database object is listed on the
Navigation Pane
 To open any object, double-click the object
name
 Default setting for Access 2007 displays
each object as a separate tabbed page in the
Access window work area
Working with Tabbed Objects
 To switch from one object to another, click
the tabs
Navigating Datasheets
 Tables and queries display in a row and
column layout called a datasheet
 Datasheet resembles an Excel spreadsheet
 To move from column to column, press Tab
or Enter or click the cell
Using Navigation Tools
Lesson 2: Using an Access Database
Lesson Objectives
 After studying this lesson, you will be
able to:





Add records to a database using both tables and forms
Change the layout of a table by adjusting column width,
hiding columns, and rearranging column layout
Locate and update records by sorting, filtering, and using
Find and Replace
Preview and print database data
Save a database as a new file
Adding Records Using a Table
 The primacy of tables

Tables hold raw data
 All reports, queries, and forms use table data
 Two basic input tools for adding data to
database tables:


Typing data into the Datasheet view of the appropriate
table
Typing data into a form associated with the appropriate
table
Fields, Records, and Files
 Fields

Basic unit of data represented by a column in a table
datasheet
 Record


Group of related fields or all fields related to a specific item:
person, place, or thing
Each row of a datasheet represent a record
 File

Group of related records represented by a table in a
database
Saving Records
 Access automatically saves each record as
you complete it
 Edits made to records are also automatically
saved
AutoNumber Fields
 Fields that automatically number records as
you add them to a table
 It is unnecessary to type a number in these
fields
 Numbers are un-editable

The number is assigned to the specific record
 If you delete a record from a table, Access
never assigns the number to any new record
Entering Data into a Table Datasheet
The new row is
identified with
an asterisk
Press (Tab) or (Enter) to
move to the next column
Click the New Record button
Changing the Width of Columns
 Drag a column border to make the column
on the left of the border wider or narrower
 Double-click a column heading border to
change the width of the column on the left to
fit the longest data entry in the column
Before
After
Moving and Hiding Data Columns
 Hiding and moving fields in a datasheet has
no impact on the actual structure of the table
 Data remains available but is just hidden
from view when columns are hidden
 Moving columns enables you to print
datasheets in different arrangements
The E-mail Address column is empty
The column is hidden
Saving a Table Layout
 Each time you make a change to the layout
of a table you must save it
 The Save button appears on the Quick
Access toolbar
Adding Records Using a Form
 Same basic procedures are used to add
records using a form
 Data entered into a form is added to the
associated table
 Press (Tab) or (Enter) in a form to move from
field to field
Retrieving Data
 Sorting features
 Filtering tools
 Find and Replace
Sorting Records
 Sort Ascending



Alphabetical order from A to Z
Numeric order from lowest to highest
Chronological order from first to last
 Sort Descending



Reverse alphabetical order from Z to A
Numeric order from highest to lowest
Reverse chronological order from last to first
Sorting Records Using Multiple Fields
 Access considers second fields when values
in the first field are equal

Example: Personal Names
 When the last name is the same, you can tell
Access to consider the first name


Last name is the primary sort field
First name is the secondary sort field
How Multiple Column Sorts Work
 Access sorts data on multiple fields from left
to right
 Columns in a table must appear side by side
in the datasheet
 The column on the left must be the one you
want sorted first (primary sort field)
Using Find and Replace
 Techniques similar to those in other
applications
 Use Find and Replace to locate records to
remove or edit records
Filtering Records
 Filter by Selection

Selects records on the basis of the value contained in the
active field for the active record
 Filter by Form

Selects records on the basis of values or conditions
(criteria) that you type in one or more form fields
Again, Access searches only the fields you
specify to find the match.
Using the Toggle Filter Tool
 After you apply a filter, clicking the Toggle
Filter button removes the filter and displays
all records
 After removing a filter, clicking the Toggle
Filter button re-applies the last filter applied
A ToolTip displays to let you know what action you are
performing: Remove Filter or Apply Filter.
Identifying Logical Operators
 Identifies the comparison Access should
perform
 Operators include:
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=
>
<
<>
>=
<=
Using Wildcards
 Used in place of specific characters
 Primary wildcards used:


* Represents any number of characters
? Represents an individual character
 Examples:


*Graham* locates all records with graham within the text
Gra?am locates all records with gra at the beginning of the
field value and am at the end of the field value with only
one letter between
Using the Save As Command
 The Office  Save As command is used to
save the active object rather than the file
 Display the Save As menu to save the entire
database as a new file
Lesson 3: Building a Database
Lesson Objectives
 After studying this lesson, you will be
able to:








Create a new blank database
Create a database table using Datasheet View
Create a form
Add records to a table
Create a report
Create a simple query
Create a table from an Excel worksheet
Create a new database using a template
Planning a Database
 What information do you want to be able to obtain?
 What data elements (fields) must you include to be

able to obtain the information?
What types of data will you enter into each field?

Dates, numeric values, amounts of money, text, etc.
 What fields of data relate to the same basic items



and could be grouped together?
How do the groups of data relate to each other?
What is the most efficient way to get data into the
database tables?
What questions will you need the database to be
able to answer?
Creating a New Database
 Database – Shell that holds all data items
 Formats:



Blank
Template
Sample
 Must save a new database before adding items to it
 Access creates a blank, unnamed table after you

save the new database
Generic Field# names appear as column headings in
the default table Access creates
Guidelines for Creating Tables
 Each table should contain fields that focus
on data specific to one type of item

Such as customers, employees, inventory, etc.
 Each table should have a primary key that
cannot be empty
 Each generic field# heading is replaced with
the official field name
Creating Additional Database Objects
 Create tab of the Ribbon contains tools for
creating all database objects
 Tools on the Ribbon are grouped by object
type
 Multiple tools are available for each object
Creating Simple Forms—Input
 Simple forms contain all table fields
 Access arranges fields appropriately on the
form and uses a default form design
Creating Simple Reports—Output
 Processes data into meaningful information
 Formats data for printing
 Creates a report containing all fields from
the associated table
Creating Queries Using a Wizard
 Steps you through the process of creating a
query
 Enables you to select specific fields to
display in a datasheet
 Enables you to add criteria for selecting
specific records
Importing Data
 Creates new tables from data stored in other
programs
 External Data tab on the Ribbon contains
Import tools
 Most import procedures use Wizards
Using Templates to Create Databases
 In Access, database templates are ready-touse databases
 Each template contains a set of objects
designed for a specific purpose

Storing contacts, tracking projects, etc.
 Each object in the database created with a
template can be customized to meet specific
needs
Lesson 4: Managing a Database
Lesson Objectives
 After studying this lesson, you will be able
to:







Create tables using Table Design View
Append records to a database table
Create and run queries using Query Design View
Create forms and reports using wizards
Copy and save database objects as new objects
Back up a database
Compact and repair a database
Using Table Design View
 Presents a blank palette on which to
enter fields
 Provides tools for setting data types,
descriptions, and properties
 Enables you to change the structure
and organization of fields in the table
Switching Views
 Button on the Home tab, Views group of the
Ribbon
 Button displays an icon that identifies the
view you will display if you click the button
 The button menu enables you to switch to
different views
Entering Field Names
 Field names:





Short but descriptive
Can contain alpha-numeric characters
Can contain many symbols
Can contain spaces
Must start with a character or symbol
Identifying Data Types
 Data types identify the type of data to be
added to a field, such as




Text
Numbers
Dates/Times
Currency
 Setting a data type controls values that the
field contains
Adding Field Descriptions
 Help identify the format of data
 Provide valuable documentation for
maintaining a database
 Describe the field contents
Creating Queries Using Query Design
 Enables you to place fields from multiple
tables to display in a single datasheet
 Provides controls for setting criteria based
upon values in multiple fields
 Enables you to show or hide fields
containing criteria
The Query Design Grid
Table
Field name
Table name
Sort options
Criteria
Or criteria line
Show box
Select Queries Pull Specified Data
Table
Query
Recordset
Add fields to the Design Grid
 Several techniques



Double-click a field name in the table list
Drag a field to the grid
Select the field from the Field list in the grid
Run Queries to View Results
 Edit data in recordsets to edit data in table
 Sort query results in ascending or
descending order
 Sort with multiple fields from left to right
Using Criteria to Select Records
 Equality criteria matches records exactly
Using Criteria to Select Records
 Comparison criteria matches records in a
range
Using the Show Box
Show box
Using Wildcards in Criteria
Setting Compound Criteria
Using Wizards to Create Objects
 Enables you to include fields from multiple
tables
 Steps present options for you to choose
 Similar to using wizards in other
applications
Tools for Managing Databases
 Tools on the Office menu
 Help ensure the smooth operation of a
database
 Back up a database
 Compact and repair a database
Lesson 5: Maintaining and Documenting a
Database
Modifying Table Structure
 Includes:





Changing field names
Changing data types
Adding descriptions
Assigning Primary Key fields
Setting field properties
 Can impact data—causing data loss
Setting Lookup Fields
 Creates a list of valid values to use during




data entry
Reduces time required for data entry
Reduces errors associated with data entry
Restricts data to valid entries
Create lookups using:


Lookup wizard
Lookup settings on the Lookup tab in Table Design View
Setting Field Properties
 Control the way data displays


Accounts for different format (all caps, lowercase, etc.)
used by data entry clerks
Ensures consistent look in reports and other objects
 Control values that can be entered
 Provide tips for data entry
 Set the number of characters that can be
entered for a field
 Set a default field value
Setting Field Size
 Limits the number of characters allowed for
field values
 Triggers a warning message that data may
be lost
 Example:

Setting the State field size to 2 to accommodate state
abbreviations deletes all values containing more than 2
characters in the State field
Setting Captions
 Changes the text that appears in datasheet
column heading
 Presents more descriptive field titles
Fname  First Name
Setting Input Masks
 Sets data format
 Provides a consistent display of data for all
records
 Uses many symbols to control format
 Access adds characters that control how
data displays:
1234567890(123) 456-7890
howard SMITHHoward Smith
Using the Input Mask Build Button
Creating Validation Rules
 Limits values entered into a field


Reduces errors associated with data entry
Restricts data entry to valid values
 Data type should be set for the type values entered
 Text provides instructions for data entry


Appears in status bar when field is active
Appears in message box when invalid values are entered
 Wide variety of comparison operators
 Wildcards can be used
Setting Default Field Values
 Adds a value to a field automatically
 Can be edited to contain a different value
Analyzing and Documenting Databases
 Performance Analyzer




Reviews structures of database objects
Identifies potential trouble spots/objects
Reports the results of the analysis
Ensures smooth functioning of the database
 Database Documenter



Reviews all database objects
Documents all objects and their associations
Includes field names and other significant information
Lesson 6: Designing a Relational Database
Objectives
 After studying this lesson, you will be able
to:





Modify table field settings
Create lookup fields that return multiple values
Create a split form
Create and print relationships among tables
Identify object dependencies
Principles of Good Database Design
 Reduce redundancy

Divide data into subject-based tables
 Show Access how data in all tables related to scope

(purpose) of the database
Ensure that data is complete and accurate
Incomplete/inaccurate data results in inaccurate processing
and reporting, and invalidates the integrity of the database.
 Include report formats, forms, and queries to
process data and report information that meets the
intended needs of the database
Applying Design Steps
Design Step/Task
Result
Identify the purpose of the database.
To generate a utility bill
Locate and organize detailed information about what the
database should contain.
Customer name, address, amount of power used, associated
costs, company info
Separate the details into related groups.
Customer details, billing history, cost of power, utility company
details
Identify additional breakdowns in information details.
Customer first name, last name, street, city, state, ZIP Code,
telephone, etc.
Specify a primary key for each group of data.
Customer number
Relate tables to each other by identifying how data in one
table can be connected to data in other tables.
Customer number added to other tables to connect the tables
Create the database in Access and test the design.
Create tables to determine whether or not you can generate
the billing statement
Apply normalization rules and make any necessary
adjustments.
Review the design using normalization levels (described
elsewhere) and determine normalization level attained
Normalizing Data
 Process of refining tables, keys, fields, and
relationships to create an efficient database
 Includes:




Discarding repeating groups
Minimizing redundancy
Eliminating composite keys for partial dependency
Separating non-key attributes
 Follows steps and guidelines for designing a
database
Working with Relationships
 Three types of relationships:



One-to-One Relationship
One-to-Many Relationship
Many-to-Many Relationship
One-to-One Relationship
 Each record in Table A can have only one
matching record in Table B

Example: Each employee’s address is stored in one table
and has a matching record in the payroll table
One-to-Many Relationships
 Each record in Table A can have
many matching records in Table B

Example: Each supplier in the Suppliers table
could have multiple items in the Inventory table
Many-to-Many Relationships
 Records in Table A


can have many
matching records in
Table B, and viceversa
Normally requires a
Junction Table
Example: Items could be ordered by many customers and
each customer might order many items
Relationship Join Line
 Connects fields common to both tables
Referential Integrity
 A system of rules


used to ensure that
relationships are
valid
Must be set in Edit
Relationships dialog
box
Access identifies the
many and one side
of the relationship
Cascade Options
 Set in the Edit Relationships dialog box
 Cascade Update updates key field of a related

table when edits are made to field in primary
table
Cascade Delete removes records from a related
table when record is deleted from primary table
Object Dependencies
 Shows the object for


which dependencies
are shown at the top
You can choose to
identify object
dependent on the
active object or
those on which the
object depends
Objects are listed by
type
Lesson 7: Querying a Database
Objectives
 After studying this lesson, you will be able
to:







Design a query using multiple tables
Set query criteria
Define a query sort order
Create and format a calculated field
Use functions in query expressions
Create a crosstab query
Create unmatched and duplicates queries
Setting Query Criteria
Comparison
Operator
Wildcard
Value
Dates
Wildcard
Setting AND and OR Criteria
 AND Criteria
 OR Criteria
PEMDAS
Please Excuse My Dear Aunt Sally
2
(2+2)*3 -6/2=33




Parentheses
Exponentials
Multiplication/Division
Addition/Subtraction
Calculated Fields
 Have no value of their own
 Perform calculations using other field values
Field names from
existing tables
Calculated
field name
Arithmetic or
comparison operator
Crosstab Queries
 Rearranges data for summarizing
 Groups data and totals values
Crosstab Query Palette
 Groupings appear

as row and
column headings
Summarized
values appear in
the TOTAL area
Lesson 7: Querying a Database
Lesson 8: Customizing Input Forms
Objectives
 After studying this lesson, you will be able
to:






Use Form Design View and Layout View
Add, delete, format, and modify form controls
Apply AutoFormats to forms
Set form tab order
Create a multiple item form
Print forms
Customizing Forms in Design View
Image
Control tools for
adding new controls
Form
header
Detail
section
Bound
control
Control label
Colored background
Control text box
Title
Using Control Handles
Large handles are used to move the individual
parts of the control—label or text box—separately
Sizing handles
The mouse appears as a white arrow
with a four-headed black arrow to move
Working with Controls
 Select controls with:

(Shift) + click

Selection box

Ruler
Customizing Forms in Design View
 Restrict data entry in forms to ensure data
integrity



Use Properties dialog box
Enabled controls receive focus (you can click in them) and
data (you can type in them)
Locked controls cannot receive focus and cannot receive
data
Applying Conditional Formatting
Format for values
less than $500
Format for values
between $500 and $1,000
Format for values
more than $1,000
Sizing Form Sections
Drag the section bar below the
section (Detail bar, in this
case) down to make the Form
Header section larger
The mouse pointer appears
as a two-headed arrow
Setting a Form Tab Order
 Enables you to arrange controls on a form in
an appropriate order, and then change the
default order Access moves from one to the
next when you press Tab
Field names
in order you
want to
access them
using Tab
Lesson 9: Creating Custom Reports
Objectives
 After studying this lesson, you will be able
to:






Create a report using Report Design View
Modify reports
Add report sorting and grouping levels
Add graphics to reports and apply AutoFormats
Add a calculated control to a report
Create controls to calculate totals
Report Design View Features
Control labels normally appear
as column headings in reports
Control text boxes normally appear in
the Detail section of reports
Adding Controls to Reports
 Drag field names from the Field List panel
 Add controls using Control tools on the
Ribbon
 Arranging controls



Select the control label and cut it from the Detail section
and paste the label in the Page Header section
Arrange controls by dragging
Arrange controls with alignment tools
Setting Grouping Levels
 A group is a collection of records that has at
least one data element in common
 Set grouping levels using the Group, Sort,
and Total Panel
Working with Group
 Grouping records places a Group Header
and Group Footer section on the report
 Field controls are added to the Group
Header or Group Footer
 Access enables multilevel grouping
 Sort order can be set for groups
Performing Calculations
 Use many of the same techniques used to
add calculations to forms
 The Expression Builder is available for
creating report calculations
 Groups can be totaled using the Total
feature on the Group, Sort, and Total panel
 Aggregate Fields can be set to sum,
average; perform other standard
calculations
Creating Labels
 Arrange fields on a report palette using a
Wizard
 Techniques and label layout similar to
adding field codes to Word documents for
mail merges
Available fields
Fields positioned
appropriately with
spacing and lines
set up
Lesson 10: Working with Advanced Queries
Objectives
 After studying this lesson, you will be able
to:





Create a query
Identify relationship join properties
Create and run parameter queries
Create a calculated field in a query
Create and run action queries
Access Query Types







Select Query
Crosstab Query
Unmatched Query
Duplicates Query
Parameter Query
Action Query
SQL Query




Working with Relationships
 When relationships are missing, querying a
database using fields from multiple tables
creates unexpected, meaningless results
 These results are called Cartesian products
 Each record is listed multiple times
Relationship Join Properties
 Join Properties

Control circumstances under which a record from a related table
appears when you run a query
 Inner Joins

Check for records with matching values in the join field and
displays only those that match
 Left Outer Joins

Display all records from the one side of a one-to-many
relationship
 Right Outer Joins

Display all records from the many side of a one-to-many
relationship
Join Properties Dialog Box
Left table
name: One
side of
one-to-many
relationship
Join types and
descriptions
Right table name: Many side
of one-to-many relationship
One vs. Many Sides of Relationships
One (left) side
of relationship
Many (right) side
of relationship
Join Type button
Parameter Queries
 Prompt users for input to narrow the query
output
 Criteria expression contains prompt text
Criteria expression
prompts user for a value
when the query is run
Criteria expression
appears in the query grid
Criteria row
Brackets always surround the criteria expression.
Action Queries
 Delete Query

Deletes a group of records from one or more tables
 Update Query

Makes global changes to a group of records in one or more
tables
 Append Query

Adds a group of records from one or more tables to the end
of one or more tables
 Make-Table Query

Creates a new table from all or selected data in one or
more tables
Setting Up an Action Query
 Each action query has a source and
destination table
 Action types are set using Query Type
controls on the Ribbon
Action query types
Source table is
the active table;
destination table
identified in the
dialog box
Lesson 11: Setting Up Complex Forms
Objectives
 After studying this lesson, you will be able
to:









Create a main form containing a subform
Edit a data source
Format a form and add a logo
Add a calculated field to a form
Add the current date to the form
Disable and lock form fields
Add tips to controls
Create a pop-up form
Hide form screen elements
Main Forms and Subforms
 Add a subform to a form to display related
data from another table
Related data from another table
appears in Table view
Related data from another table
appears as a subform in the form
Adding Subforms to Forms
 Use the Form Wizard
 Use the Subform control on the Ribbon
Editing a Record Source
 A record source is the database object from
which a form or report obtains its data
 The record source is identified in the
Properties box and can be edited
Record source from
which the form
obtains its data
Creating AutoFormats
 AutoFormats

Predesigned layout and color design you can save and
apply to other forms and reports
 Access comes with a built-in set of
AutoFormats
 Modify or create additional AutoFormats
using forms you design
Controlling Data Entry
 Properties: Set to limit or prevent data entry
and edit

Disable property: Displays fields grayed out and
unavailable

Locked property: Displays fields as available but prevents
data editing
Disabled field
Locked field
Adding Tips to Controls
 Tips provide valuable information to data
entry personnel
All About Pop-Up Forms
 Display as pop-up windows that stay on top
of other open database objects so they can
be used as references to provide information
Pop-up forms
appear as
separate
windows rather
than tabbed
forms
Modeless pop-up forms sit on top of other
objects so that you can continue to work
Lesson 12: Creating Complex Reports
Objectives
 After studying this this lesson, you will be
able to:







Import a report into a database
Add a subreport to a main report
Create a report from a subreport
Number items in a report
Create calculated controls on a subreport
Set page breaks and customize controls
Analyze report performance
Smart Use of Tags – Record Source
 SmartTags provide a shortcut to editing a
record source
SmartTag
Command on
shortcut menu to
edit record source
Adding Subreport to a Report
 Techniques used are similar to adding
subforms to main forms


Use the Report Wizard
Use the Subreport control on the ribbon
 Use an existing report or form as a subreport
 Use a table or query as a subreport
Saving a Subreport as a Report
 Forms added to reports as subreports can
be saved as reports
 Then add additional controls, such as
numbering, to the report
Numbering Items in a Report
 Numbering can be set using a Text Box
control
Items are
numbered
Control Source sets
numbering
Running Sum
identifies which
records Access
numbers and when
numbering starts
Setting Special Properties & Controls
 Can Grow Property

Sizes the subreport control to fit the data it contains—
varies the size from record to record
 Can Shrink Property

Reduces the size of the control to fit the data
 Page Break Control

Enables you to force report pages