Microsoft Access is an application that is used for creating a database. It is simply the best for database programming in Microsoft office application. Microsoft Access is used for carrying out the database and not a database. It has the ability to store data, process data, upgrade data, and personalize data.
MICROSOFT ACCESS ENVIRONMENT
LOADING MICROSOFT ACCESS.
- Click the start button
- Click programs
- Click Microsoft Access.
STARTUP
when you load Microsoft Access, the first window that will be displayed is called startup dialogue box. The startup dialogue box allows you to choose the kind of database you want to create. On the startup dialogue box, we have the following database machine.
BLANK DATABASE
This kind of machine allows you to create a database form beginning. You will be allowed to create a database of your own.
This operation goes like this :
- Click file menu
- click New Database
- Click Blank Database
- Click ok
- · Type a name for your Database
- · Click create and the table below be displayed
DATABASE TOOLS
Table
The table is used for storing data. In the Tutorial, we shall be using design view method in all the database tools. The design view methods allow you to create a table based on your design. It allows you to create fields and enter their data types. Before you create a table you have to consider the following:
A Field:- Field can be a table column or row that contains data. A is field determined by the data going into it. E.g workers.
Record:- multiple fields make up a record. The combination of this field will give you a record of the subject matter. After the database is concluded you will get it as information.
In the table above, the worker is a field, Rank is a field etc. the combination of all this gives a record. Everything gives information. You will notice that the entire field has its own data type, for workers, the data type is text, for Rank, the data type is text and for salary, the data type is currency.
All database has a data type. Wrong entry of data can cause wrong database information. In this tutorial, we’ll be focusing on Microsoft Access data type application to the database.
- Auto-number: this is a primary numbering of data known as the primary ID number. This comes up automatically when the primary key is created in a table.
- Text: the data types accept the only alphabet into cells.
- Number: the data type accepts numbers into cells.
- Currency: the data type, currency displays currency figure and number in cell e.g dollar sign, note that currency figure and number are different from each other so you can’t use them for the same purpose.
- Date and Time: the data type date/time accepts data and time in a cell.
- Memo: the data type accept figures and alphabet
SCOPE FOR DATABASE
A database is always represented in a tabular format. You store database into a table; you use only connecting data to process information.
In the table above, you will discover that each student is connected properly read. In the database, tuned Y. Ademola is DTP department; He registered on 5/5/01.
STEPS FOR CREATING A TABLE
- Click on table tab
- Click new button
- Click design view
- Click ok
- Enter the field names and their types
- Save your table
- Click “yes” to create a primary key for the table when the question comes up.
- Close the design view window
- Select the table name, click open
- You can now enter your data
Note: always enter data into your table before you query the table.
QUERY
When you retrieve data from multiple tables, you have created a query looks like a table but its work is different from a table.
CREATING A QUERY
- Click on the query tab
- Click on new
- Click design view
- Click ok. This task will display the show table window
- Click on the table (s) you want to query
- Click Adds. NOTE THAT as you click on each table you want to query, you must click Add to the table to show.
- Click close
- ·On the query environment, a data sheet table is displayed below, click on the first cell to select the table field you want. Repeat this operation until all field needed is displayed on the sheet.
- Type in your query i.e TOTAL BALANCE: [ FEE ]-[INITIAL DEPOSIT ]
- Save your query
- Close the query window
- Click on the table name and click open
USING QUERY WIZARD
- · Click on the query tab
- · Click New button
- · Click simple query wizard
- · Click ok
- · In the query wizard, select the table you want
- · Select and add the field you want
- · Click Next twice
- · Enter a title for your query
- · Click finishes viewing the information.
CREATING FORMS
A form displays information about one subject matter a data that owns all information is the subject matter, you create a form to display the category of data.
- Click on the Form Tab
- Click on New but
- Click design view
- Choose the destination data source. ‘’ A destination is the table or query where the object’s data comes from’’
- Click ok. This will display the form environment
- Click on view menu
- Click field list
- on each field, click hold and drag to the form, repeat this operation until all the field needed are displayed.
USING AUTOFORMAT
The auto format is a background template used as a design for forms.
- Click on format menu
- Click auto format
- Choose the kind of autoformat you want
- Click ok
USING THE FORM DESIGN VIEW
- Select the field or record you want to change its formats
- Click B to bold the field
- Click I to apply italic effect
- Click U to apply underline
- Click fill/back color button to apply fill color to your field or records
- Click front/fore color button to apply font color to your field or records
- Click Line/border to color button to apply line color
- Click Line/border width button to apply the line thickness
- Click special effect button to apply effects to your field or records
- Click front size button to adjust your font size
- Click front style button to adjust your front style
THE FORM WIZARD
- Click the form tab
- Click new button
- Form wizard
- Choose a destination, click ok
- Insert all the need fields, click next
- Choose any layout style of your choice, click next
- Choose an auto format, click next
- Enter the name you want your form
CREATING A REPORT
A report is used for printing all database. The report presents your database in a printing form.
- Click on report tab
- Click new button
- Click Report wizard
- Enter your destination, click ok
- Insert all the needed field, click next
- Click next, sort your field if you want
- Click next, choose any layout of your choice and orientation
- Click next, choose an auto layout
- Click next, type the title you want to give your report
- Click finish.
PRINTING YOUR REPORT
- Click on file menu
- Click print
- Click on properties
- Choose your paper size e. g A4
- Click ok, click print.
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