Download free Microsoft Access Tutorial course material and training, PDF file on 49 pages. In this tutorial, we will work on two tables, i.e., Department and Employee, All Programs -> Microsoft Office -> Microsoft Office Access ESSENTIAL MICROSOFT OFFICE Tutorial for Teachers The database component of Microsoft Office is designed to act as an "intelligent"1.
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Sidebar: Exporting Information to PDF and XPS Files. .. Microsoft Office Access is a powerful relational database application that includes .. Blue numbered steps guide you through step-by-step exercises and. 11/27/ 1. Introduction to. Microsoft Access Introduction. A database is a collection of information that's related. Access allows you to manage your. This is an introductory tutorial that covers the basics of MS Access. Early versions of Access cannot read accdb extensions but MS Access and.
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Activate the Create tab. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become available.
To set field properties: Click the field for which you want to set the field properties. Activate the General tab in the Field Properties area. Set the properties you want to set. Repeat steps 1 through 3 until you have set all the properties for all fields. 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: 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. 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 table to which you want to add a lookup column.
Click the field label for the field before which you want to add a lookup column. You must be in Datasheet view. The Lookup Wizard appears. Click Next. The Lookup Wizard moves to the next page. Open the Lookup Wizard Select your table or query A lookup column can be based on a table, a query, or a list of values you type. If you base your lookup column on a table or query, you must create the table or query before creating the lookup column. A query is a list of rows and columns based on one or more tables.
A query only displays the rows and columns you specify. Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries, or Both. Click to select the table or query you want. Select fields You choose the fields you want to appear in your lookup column. Be sure to include the primary key. Click the field you want.
Click the single right-arrow button. Access places the field in the Selected Fields column. Repeat this process to select additional fields. If you want all the fields in the table, click the double right-arrow button. Use the single left-arrow and the double left-arrows to deselect fields. Sort fields The Lookup Wizard allows you to sort the records in a lookup column. You can display records in order, either ascending alphabetical from A to Z, lowest number to highest number, earliest date to latest date or descending alphabetical from Z to A, highest number to lowest number, latest date to earliest date.
You can also sort within a sort. For example, you can sort by state and then within each state by city, and then within each city by street address. If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line two, and so on.
In the state, city, and street address example, you create the state on line one, the city on line two, and the street address on line three. Click the down-arrow and then select the field you want to sort by. Click to select a sort direction the button toggles between ascending and descending. You can sort within a sort for up to four levels. 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. Deselect Hide Key Column, if you wish.
Adjust the column widths by dragging or double-clicking the right vertical border for the column. If you deselected Hide Key column, you must tell Access which field is the key field. Click the key field.
Name the column Field names appear at the top of each column. On this page of the Wizard you tell Access what you want to name your lookup column. In Access , multiple values can appear in a field; click the Allow Multiple Values checkbox if you want to allow multiple values. Type the name you want to give the column. Click if you want to allow multiple values in the field.
Click Finish. Access creates the lookup column. How do I create a lookup column by typing a list? These instructions assume you are in the Datasheet view. Type the number of Columns you want in the Number Of Columns field.
Type the values you want under the column heading. Type the column label you want. Access creates a lookup column based on your list. Lesson 3: Working with Microsoft Access Tables After you create an Access table, you can modify it, enter data into it manually or import data 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: 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: Click the down-arrow that appears when you click in the field.
Click to select the entry you want. Press the Tab key. Modify a Table After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns. Delete Columns The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column delete. To delete columns: Click and drag to select the columns you want to delete. A prompt appears. Click Yes. Access deletes the columns you selected. Insert Columns The Insert option inserts a column before the selected column.
To insert a column: Lesson 4: Sorting, Filtering, and Creating Relationships You can sort Access data so you can view records in the order you want to view them, and you can filter data so you only see the records you want to see. This lesson teaches you how to sort and filter an Access table. Access data is stored in multiple tables. Relationships join tables together so you can work with the data from multiple tables.
This lesson also teaches you how to create relationships. Sort a Table By sorting, you can put a column of information in alphabetical, numerical, or date order.
You can sort in ascending order alphabetical from A to Z, lowest number to highest number, earliest date to latest date or descending order alphabetical from Z to A, highest number to lowest number, latest date to earliest date. For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform the innermost sort first.
For example, if you are sorting by state and then city, sort the city first and then sort by state. To add a sort: Click the column label for the column you want to sort. Activate the Home tab. Access sorts the column in ascending or descending order.
To remove a sort: 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. 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: Click the column label for the column you want to filter. Click the Filter button. A menu appears. Uncheck the items you do not want to appear, making sure only the items you want are checked.
Access filters your data and displays the word Filtered at the bottom of the window. To remove a filter: Click Clear All Filters. Access clears all the filters you have applied. After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on and off. Hide Columns There may be times when you may not want to display a certain column or set of columns.
In such cases, you can temporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide them. To hide columns: To create relationships: Close all tables and forms.
Right-click on the tab of any Object. Click Close All. Activate the Database Tools tab. The Relationships window appears.
If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are prompted, click Yes. Click the Show Table button in the Relationships group. The Show Table dialog box appears. 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.
Double-click each table or query you want to use to build a relationship. The tables appear in the Relationships window. Click the Close button to close the Show Table dialog box. Make sure the arrow points to the foreign key. The Edit Relationships Dialog box appears. Click the Enforce Referential Integrity checkbox.
Click Create. Access creates a one-to-many relationship between the tables. Click the Save button on the Quick Access toolbar to save the relationship. When you create a relationship, you can view the related table as a subdatasheet of the primary table. 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. 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. Lesson 5: Creating Microsoft Access Queries 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: Click the Query Design button in the Other group. 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.
Click to choose the table or query on which you want to base your query. Click Add. The table appears in the window. Click to choose the next table or query on which you want to base your query.
Continue clicking tables or queries until you have all the tables and queries you plan to use. 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: Open a table or query in Query Design view.
Click the down-arrow in the first field on the Field row and then select the tablename. The table name appears on the table line. Click the Run button. Access retrieves all of the fields and records for the table and displays them in Datasheet view. After you run a query, you can easily change back to Query Design view and make modifications to your query or create a new query.
To change to Query Design view: Click the down-arrow below View in the Views group. Click Design View. You can modify your query. 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. To retrieve a single column: Choose the field name you want to display in the field line.
Access retrieves the column you chose. Retrieve Multiple Columns You can use an Access query to retrieve multiple columns of data. On the Field line in Query Design view, choose the field name of each field you want to retrieve in the order you want to retrieve them. To retrieve multiple columns: Choose the field names you want to retrieve in the order you want to retrieve them. Access retrieves the columns you chose. Sort a Query When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option you want on the Sort row in Query Design view.
To perform a sort: Under the field you want to sort, click the down-arrow and then choose Ascending or Descending. Access retrieves the columns you chose and displays the rows in the order you specified. Sort Multiple Columns in a Query As you learned in the previous section, you can sort the rows your query returns. You can also create sorts within a sort.
For example, you can sort by state and then within a state, you can sort by last name and then by first name. You specify the sort in the order you want the sort to occur. If you want to sort by state and then by last name within a state and then by first name within last name, you enter the sort in the following order: Your sort order may not agree with the order in which you want to display fields.
In such a case, you can use fields that do not display to enter your sort order. To prevent a field from displaying, deselect the Show box on the Show row. To sort multiple columns: 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. Deselect the Show button for the columns you do not want to display. Create a Query That Uses Two or More Tables If you want to view data from two or more tables or queries, you can create a query that pulls the data from multiple tables or queries. The tables and queries from which you pull your data should have a relationship.
To create a query that uses two or more tables: Enter your selection criteria, if necessary Not applicable in this example. Deselect the Show button for columns you do not want to display Not applicable in this example. 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: 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 your query. This adds a new field called ID to the table. Download from the course website the following 2 files: bookstore.
The goal withthis project is to learn how to create and use an MS Access database, not to rush through the exercise. Each workbook contains contents pages to help you find the help you require. Essential Access: Exercises. Practice what you learned with helpful exercise files; Become the MS Access expert everyone appreciates; Microsoft Access for Beginners: Master the Essentials is the ultimate video instruction course for those who have no previous experience with this powerful software.
Exercise Exercise File: AmericanHistory Exercise Files. Create a 2-D Clustered Column chart. Orders and Customers.
You will haveat least five customers with their information included in your customer table. Click on [OK] to Import tables, queries, forms, reports, macros, and modules into the current database 4. Click the File tab, and then click Exit to exit Access , q. Select the Relationship Button in the.
Files can be downloaded from the list below as compressed zip files. Figure 4 To save the table click on the save icon in the upper left corner of Access figure 5. Go to the Practice Exam Files Download web page: p.
In the given worksheet, indicate in each cell what will be inserted, that is — a value or a formula. Each workbook should be used in conjunction with the practice practical exam papers section of this website. Continue with previous Practice Exercise. You can also open the toolbox window from the View menu. Exercise files are interactive learning documents that accompany your New Horizons training, and enhance class information with real examples and practice drills that hone your skills.
Insert the date do not just type it in c. Ms access practical exercises with solution ePub. On the screen where Access is asking you about a Primary Key you should ensure that you select the option Let Access add primary key [.
Immediately resave Save As WPexer2 yourname 3. Starting Microsoft Access Microsoft Access: Create a Database — Forms, Reports, and Queries In this exercise, you will create a database that includes a table, form, report, and queries The College for Advanced Studies seeks to provide a quality education to each of its students.
Click the. The best way to learn anything is by doing exercises and creating samples of existed materials of experts. Such as manual person guide Ms access practical exercises with solution ePub comparability advertising and comments of Microsoft Access Exercises for BTT We will now be looking at the database portion of Microsoft Office In many regards, it is similar to your for-grade project. Practical Exercises Module 3. For this lab, we will build a new database using a blank database.
Practice Exercise 3. First divides detail by product and then multiplies by 1. Click Create. On the left, select the command you want to add and click the Add button. Create a query when you find you need to occasionally view only part of the data. If you close the table at this point, Access discards the table.
Go to exercise You can search our full list of Access exercises here , or why not have a look at our other Access training resources? The employee data are stored in an Access database, An exercise to design a video library database, given some basic information on what it should do. Make sure that you copy the exact WP Exercise 2 Instructions: 1. Submit based on your instructor's directions. Click on. You can use Access to store and manage large collections of information.
Iii Question 2 consists of. Type the letter below following these instructions a. A PowerPoint presentation is a collection of slides that can be used to create oral presentations. Open Microsoft Office Access Open the Windows Start button and choose All Programs 2. Explanation are given for understanding. Save a picture from the web in the folder you created for use later.
Go to exercise Access should automatically update the table with the new form data. Place your diskette in the A drive. Select the cell where the function will be placed and click the Function Wizard button on the standard toolbar. Save the query as qryRoomsAndModules. Begin by opening up a new worksheet in Microsoft Excel.
One-To-Many Relationship. Access allows you to manage your information in one database file. Using this package, following tasks can be performed. This is the standard first slide of a PowerPoint presentation. There are Tables, Forms, Reports and Queries.
Start Access. Once the database file has been created, the whole of this database work will be stored in this file: table s , data, forms, queries and reports. Give your database a name eg. Click on File tab and select New.
Join Line. Practice Exercises are a. High School during a 5 year time period. Figure 2: creating new database After you create a file, the Database Window will pop up.
Such as manual person guide Ms access practical exercises with solution ePub comparability advertising and comments of Microsoft access exercises. Click on the Browse icon to change the location to save your file. For exercise files not available on our site, skill sets for each of the four apps, Microsoft Office Step by Step is best used as an introduction.
In the Import to Table: box enter tblKites [. When you run a query, only the data that satisfies the criteria for the query appears onscreen.
When you enter data in a new table, Access assigns placeholder field names and cre- ates a basic table structure to hold the data. For this example, the income is calculated by the sum the salary and the commission of each employee. One of the big advantages of queries is the possibility to create calculated fields.