Microsoft Access 2007 Module 1

Microsoft Access 2007
Introduction
A database is a collection of information that's related. Access allows you to
manage your information in one database file. Within Access there are four
major areas: Tables, Queries, Forms and Reports
• Tables store your data in your database

• Queries ask questions about information stored in your tables
• Forms allow you to view data stored in your tables
• Reports allow you to print data based on queries/tables that you have
created
Starting Microsoft Access
1. Open the Windows start menu and choose All Programs
2. Select Microsoft Office then Microsoft Office Access 2007

Creating a Database
1. Once Microsoft Access Starts. The Access Screen prompts.
2. Select Blank Database. Fill the name field by entering the name of your
Database. Then click Create.
Microsoft Access creates a new table in the database called Table1.
Understanding the Views
There are 2 basic views when you work in a table: Design View and Datasheet
View. Design View is used to set the data types, insert or delete fields, and set
the Primary key. Datasheet View is used to enter the data for the records. By
default, Access places you in Datasheet View.
To Switch to Design view:

1) Click the View button on the Home Ribbon
2) Type a name for the table
3) Click OK
There are several Data Types in Microsoft Access 2007.

Entering Fields in a Table
For example we are about to create a database for Student’s Personal
Information.
1. Must be in Design View.

2. Using the Enter, Tab and Arrow Keys to Navigate. Using the also mouse will
do the work.
3. In the Field Name Column, enter the necessary category or field.
4. By default the data type is text. If needed you can change it by clicking
the drop down arrow button.
Setting a Primary Key
The Primary Key is the unique identifier for each record in a table. Access will not
allow duplicate entries in a Primary Key field. By default, Access sets the first field
in the table as the Primary Key field. An example of a Primary Key would be your
Student ID Number. This is something unique about you and should not be
duplicated.
To Set a Primary Key:

1) Switch to Design View
2) Position your cursor in the field you wish to set as the Primary Key
3) Click the Primary Key button on the Ribbon
Entering Data in a Table
Once you have entered the fields and set the data types it is now time to enter
the records in a table.
To Enter Data in a Table:
1) Make sure you are in Datasheet View.

2) Enter the data into the table by pressing the tab key to move from one cell to
another.
3) When you have completed the record (row), press Enter
Navigating Records
Use the arrows at the bottom of the table to navigate among records.
You are able to navigate from the first record, previous record, next record, last
record, and create a new record (as shown in the picture below).
Notice that the total number of records in the table is shown at the right end of
the navigation arrows.
Sorting Records in a Table
By sorting your records in a table, you are easily able to view/locate records in
your table.
To Sort Records in a Table:
1) Position your cursor in the field that you wish to sort by, by clicking on any
record in that field.
2) Click either the Sort Ascending or Sort Descending icon
Queries
You use Queries to view, change, and analyze data in different ways. You can
also use them as a source of records for forms and reports.
To Create a Query:
1) Click the Create tab on the Ribbon
2) Click Query Design icon
3) Double-click Create Query in Design View
4) Select the table that you would like to base your Query on
5) Click Add
6) Close the Show Table window
7) Double click on the field names in the field list window which you would like to
include in the Query
To Define Criteria for your Query:
1) Position your cursor in the criteria row in the field for which you wish to define
the criteria for
2) Enter the criteria
Example: to find all people it the table who live in Biñan
• Position your cursor in the criteria row of the City field

• Type Biñan
• Click the Run Query button
The result of a query is called a recordset. A recordset can be sorted, printed or

filtered in the same manner as a table.
To Save the Query:
1) Click the Save Icon

2) Enter a name for the Query
3) Click OK
Creating a Form Using the Forms Wizard
A form is a database object that is used to enter or display data in a database.
To Create a Form Using the Wizard:
1) Navigate to the table you want to base the form on

2) Click Create on the Ribbon
3) Click Forms
You are able to navigate using the navigation arrows at the bottom of the form.
Note: The form feeds the table. If you edit a record on the form, or create a new
record, that data will be passed to the table it is associated with.
To Enter a Record on the Form:
1) Click the View button on the Ribbon to switch from Layout View to Form View.
2) Enter the data for each field in the record, pressing the Enter key to move to
the next field.
3) Press Enter after you have entered data for the last field
Note: By default it starts in the first record. If you enter another text into field while
there’s still an input then the entry will be edited.
This will send the record to the table.

Activity:
Create a database that will accept data from student’s daily attendance. Use
the Forms Wizard or create your own form.
Guidelines:
 The name of Students must be Alphabetically Arranged.
 Must present the attendance of students for the Month of May.
 Must have at least 5 or more students enrolled.
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Microsoft Access 2007

• Tables store your data in your database

1. Open the Windows start menu and choose All Programs

2. Select Microsoft Office then Microsoft Office Access 2007

1. Once Microsoft Access Starts. The Access Screen prompts.

To Switch to Design view:

There are several Data Types in Microsoft Access 2007.

1. Must be in Design View.

To Set a Primary Key:

To Enter Data in a Table:

1) Make sure you are in Datasheet View.

To Sort Records in a Table:

Example: to find all people it the table who live in Biñan

• Position your cursor in the criteria row of the City field

The result of a query is called a recordset. A recordset can be sorted, printed or

To Save the Query:

1) Click the Save Icon

To Create a Form Using the Wizard:

1) Navigate to the table you want to base the form on

This will send the record to the table.

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