Access Chapter 1
Databases and Database Objects
ACCESS DATABASE
Objects
Table
Query
Form
Report
Records
Fields
Two tables in Camashaly database!
Database: Camashaly Design
Table: xxx Business Analyst Table
Table: xxx Client Table
Structure of xxx Business Analyst Table
Field Name
Business Analyst Number
Data Type
Text
Last Name
First Name
Street
City
State
Postal Code
Salary YTD
Incentive YTD
Text
Text
Text
Text
Text
Text
Currency
Currency
Field Size
2
Description
Primary Key
Description: Business Analyst Number
Caption: BA #
15
15
15
15
2
5
Structure of xxx Client Table
Field Name
Client Number
Data Type
Text
Client Name
Street
City
State
Postal Code
Amount Paid
Current Due
Contract Hours YTD
Text
Text
Text
Text
Text
Currency
Currency
Number
Business Analyst Number
Text
Field Size
4
Description
Primary Key
Description: Client Number (two
uppercase letters followed by 2-digit
number)
Caption: CL #
30
15
15
2
5
Single
2
Caption: Hrs YTD
Format: Fixed
Decimal Places: 2
Caption: BA #
Description: Business Analyst Number
(number of business analyst for client)
Design View
Datasheet View
Access Chapter 1
Databases and Database Objects
Camashaly Design Database
Importing Data from Other Applications to Access
Import from
Excel
workbook
Use the Simple Query Wizard to Create a Query
Query Wizard
Use a Criterion in a Query
1. Open the query in Design View
2. Add criterion (condition that the field must satisfy) to an appropriate field(s)
a. BA # = 14
b. Hrs YTD > 15
c. Current Due <= 3200
d. BA # 27 OR Amount Paid > 2500
e. Amount Paid >= 2500 AND Hrs YTD <15
3. Click the View button to see the results (or click the Run button)
Table chosen to query
Fields added to query
Add criterion to the desired fields
Create a Form
Form button
Create a Report
Report button
Modify Column Headings and Resize Columns in a Report
1. Open the report in Layout View
2. Edit fields and columns as necessary
a. To delete columns from the report, select the column (Arrange tab > Rows and
Columns group) and then press Delete
b. To resize a column, drag the right boundary of a column
Add Totals to a Report
1. Click in the field heading (or any record in the field you want to total)
2. In the Design tab | Grouping & Totals group, click the Totals button
3. Click Sum