Access training. Creating and filling databases in Microsoft Access. Setting up and using forms

Welcome to the world of databases

In this chapter... | Perhaps, looking at the Microsoft Access icon in the Start menu, you have already tried to understand why it is needed. And someone probably came up with the idea of ​​​​creating a database, but it is not clear where to start. Either way, Access is exactly what you need!

Overview of key Access features

In this chapter... | Often, it is getting started with Access that causes difficulties for beginners. Even for readers who have used spreadsheets and word processors but have never encountered Access before, it is not always clear what a database does or how it functions.

Exploring the main Access work window

In this chapter... | Chapter 2, "Overview of Basic Access Features," already covered the Access user interface. In particular, elements such as the taskbar, toolbars, and menus were described. Now let's get acquainted with its main element - the Database window.

Database planning

In this chapter... | A database is a collection of permanent or interrelated objects. For example, information about household appliances and other property can be stored in a regular notebook with a square. And personal information about friends and relatives, such as their addresses, driving dates and telephone numbers, can be kept in notebooks or organizers. In fact, both a notebook and a notebook are simplified databases.

Creating the first tables

In this chapter... | It's time to move from getting to know Access to actively working with it. We have reviewed the main functions and capabilities of the program, developed a logical concept for the database, and now we can start creating tables. As you know, tables contain Access data.

Using Relationships

In this chapter... | The term relationship is often interpreted ambiguously. In the world of relational databases, it means a relationship between two records. On the one hand, the use of relationships in databases provides completely new opportunities, but on the other hand, it often causes difficulties even for experienced users. Access's tangled connections can frustrate anyone.

Retrieving Data Using Queries

In this chapter... | At this stage, entering information into the table will not be difficult for you. In addition, from previous chapters you already know how to create tables and work with them, how to connect data in different tables using relationships.

Creating and using data forms

In this chapter... | The database is capable of performing various tasks, and storing information is just one of them. Having mastered the principles of creating tables, you need to learn how to enter and change data. Most effective means working with them are forms that allow you to define the type of data displayed and provide various methods their changes.

Print information using reports

In this chapter... | On at the moment You have already created a database, as well as several tables containing basic data, and learned how to create queries to obtain the necessary information. Now you know how you can use the Access forms user interface to enter, display, and search data.

Publishing data to the Internet using pages

In this chapter... | For some people, the Internet is a place of entertainment or a favorite hobby. Others connect to the World Wide Web to solve critical problems. Readers learning Access from this book will likely not be able to create an Internet-enabled application, but that is no reason not to even look into the possibility.

Setting up tables

In this chapter... | By now, the Access user interface is no longer a mystery to us. We learned how to create objects that form the basis of the database, and gained some experience in setting them up.

Expanding the scope of queries

In this chapter... | Previous chapters described methods for creating and using almost all Access objects. And although a considerable path has already been traveled, it is very far from the end. | In this chapter, we'll talk about queries that do more than just retrieve data.

The main purpose of this program is to create and work with databases that can be linked to both small projects and big business. With its help, you will be able to conveniently manage data, edit and store information.

The Microsoft Office suite application – Access – is used to work with databases

Naturally, before you begin, you will need to create or open an existing database.

Open the program and go to the main menu by clicking on the “File” command, and then select “Create”. When creating a new database, you will be presented with a choice of a blank page that will have one table or a web database that allows you to use the program’s built-in tools for, for example, your publications on the Internet.

In addition, to make creating a new database as easy as possible, the user is provided with templates to choose from that allow him to create a database focused on a specific task. This, by the way, can help you quickly create the necessary table form without setting everything up manually.

Filling the database with information

Having created the database, you need to fill it with relevant information, the structure of which should be thought out in advance, because the functionality of the program allows you to format data in several forms:

1. Nowadays the most convenient and common type of information structuring is a table. In terms of their capabilities and appearance, tables in Access are not very different from those in Excel, which, in turn, greatly simplifies the transfer of data from one program to another.
2. The second way to enter information is through forms; they are somewhat similar to tables, however, they provide a more visual display of data.
3. To calculate and display information from your database, reports are provided that will allow you to analyze and calculate, for example, your income or the number of contractors with whom you work. They are very flexible and allow you to make any calculations, depending on the entered data.
4. Receiving and sorting new data in the program is carried out through queries. With their help, you can find specific data among several tables, as well as create or update data.

All of the above functions are located in the toolbar, in the “Creation” tab. There you can select which element you want to create, and then, in the “Designer” that opens, customize it for yourself.

Creating a database and importing information

When you create a new database, the only thing you will see is an empty table. You can fill it out manually or fill it out by copying the necessary information from the Internet. Please note that each piece of information you enter must be placed in a separate column, and each entry must have a personal line. By the way, columns can be renamed to better navigate their contents.

If all the information you need is in another program or source, the program allows you to configure the import of data.

All import settings are located in a separate tab in the control panel called “External Data”. Here, in the “Import and Links” area, the available formats are listed, including Excel, Access documents, text and XML files, Internet pages, Outlook folders, etc. Having selected the required format from which information will be transferred, you will need specify the path to the file location. If it is hosted on a server, the program will require you to enter the server address. As you import, you will encounter various settings, which are designed to correctly transfer data to Access. Follow the program's instructions.

Basic keys and table relationships

When creating a table, the program automatically assigns each record a unique key. By default, it has a column of names, which expands as new data is entered. This column is the primary key. In addition to these primary keys, the database may also contain fields related to information contained in another table.

For example, you have two tables containing related information. For example, they are called “Day” and “Plan”. By selecting the “Monday” field in the first table, you can link it to any field in the “Plan” table and when you hover over one of these fields, you will see information and related cells.

Such relationships will make your database easier to read and will certainly increase its usability and efficiency.

To create a relationship, go to the “Database Tools” tab and in the “Relationships” area, select the “Data Schema” button. In the window that appears, you will see all the databases being processed. Please note that databases must have special fields designated for foreign keys. In our example, if in the second table you want to display the day of the week or a number, leave an empty field, calling it “Day”. Also configure the field format as it should be the same for both tables.

Then, with the two tables open, drag the field you want to link into the specially prepared foreign key field. The “Edit Links” window will appear, in which you will see separately selected fields. To ensure data changes in both related fields and tables, check the box next to “Ensure data integrity.”

Creation and types of requests

A query is an action in a program that allows a user to edit or enter information into a database. In fact, requests are divided into 2 types:

1. Selective queries, thanks to which the program retrieves certain information and makes calculations on it.
2. Action requests that add information to the database or remove it.

By selecting “Query Wizard” in the “Creation” tab, the program will guide you through the process of creating a specific type of request. Follow the instructions.

Queries can greatly help you organize your data and always access specific information.

For example, you can create a custom query based on certain parameters. If you want to see information on a specific date or day of the “Day” table for the entire period of time, you can set up a similar query. Select the “Query Builder” item, and in it the table you need. By default, the query will be selective; this becomes clear if you look at the toolbar with the “Selection” button highlighted there. In order for the program to search for exactly the date or day that you need, find the line “Selection condition” and enter the phrase [what day?] there. Remember, the request must be placed in square arms and end with a question mark or colon.

This is just one use case for queries. In fact, they can also be used to create new tables, select data based on criteria, etc.

Setting up and using forms

Thanks to the use of forms, the user can easily view information for each field and switch between existing records. When entering information for a long time, using forms simplifies working with data.

Open the “Creation” tab and find the “Form” item, clicking on which will display a standard form based on the data in your table. The information fields that appear are subject to all sorts of changes, including height, width, etc. Please note that if there are relationships in the table above, you will see them and can reconfigure them in the same window. At the bottom of the program you will see arrows that will allow you to sequentially open each column of your table or immediately move to the first and last. Now each of them is a separate record, the fields of which you can customize by clicking on the “Add fields” button. The information changed and entered in this way will be displayed in the table and in all tables attached to it. After setting up the form, you need to save it by pressing the key combination “Ctrl+S”.

Creating a report

The main purpose of reports is to provide the user with an overall summary of the table. You can create absolutely any report, depending on the data.

The program allows you to choose the type of report, providing several to choose from:

1. Report - an auto-report will be created using all the information provided in the table, however, the data will not be grouped.
2. A blank report is an unfilled form for which you can select data yourself from the required fields.
3. Report Wizard - will guide you through the process of creating a report and will group and format the data.

In an empty report, you can add, delete or edit fields by filling them in necessary information, create special groups that will help separate certain data from the rest, and much more.

Above are all the basics that will help you cope and customize the Access program for yourself, however, its functionality is quite broad and provides for more fine-tuning of the functions discussed here.

Microsoft Access 2016 training in Moscow

Educational Microsoft Access 2016 courses are intended for students who want to master the skills of building databases, learn how to create, edit, and update databases.

Course participants study the program from the very beginning: from building simple databases to complex ones, studying the intricacies and nuances of creating databases, mastering the capabilities of building queries and reports. Program training course Microsoft Access is built on a close fusion of theory and practice. During classes, students constantly perform exercises to develop their skills in working in MS Access 2016, and receive homework to review the material covered in class.

During the MS Access 2016 course, students are given a set of exercises necessary to work in class. Students attend computer courses for PC users at a time convenient for them; training takes place in computer classes using modern computer technology.

Course curriculum

Module 1. Tables inMSAccess 2016

• Table structure. Their creation.
• What types of fields are there?
• Working in tables with data.
• Hyperlinks.
• Input masks
• Condition on the value.

Practical work

Module 2: Formatting Access Tables 2016

• Search, replace, use filters.
• Removing and cutting data.
• Data formats.
• Import and attach tables, MS Excel workbook sheets, text files (Word).
• Working with a large table.
• Keys.

Practical work

Module 3: How Queries WorkMSAccess 2016?

• Query builder.
• Basic and constituent conditions for selecting records.
• Create a calculated field in the Expression Builder.
• Types of requests and their processing

Practical work

Module 4. SQL - QueriesMS AccEss 2016

• SQL - expressions.
• Select statement syntax.
• Statistical functions: Count, Avg, Last, Min, Max, First.
• Statistical function Sum.
• Query to create, add, update and delete tables.

Practical work

Module 5: Multi-Table Databases

• How to split data into separate tables and create connecting fields?
• Eliminate redundancy, data inconsistency and dependencies.
• Subtables as an element of relationships
• Organizing connections and maintaining data integrity.

Practical work

Module 6. Form as an editable object inAccess 2016

• Creating a form using the Form Wizard. Using Autoforms.
• Creating forms of any complexity using the Form Builder.
• Creating a main and subform.
• Types of form linking.

Practical work

Module 7. Reports and printing inMSAccess 2016

• Print tables and forms. Saving the form as a report.
• Sorting and grouping reports.
• Pagination. Expanded inscriptions.
• Printing options.
• Export reports.

Practical work

Final certification.

Introduction

Database management systems (DBMS) are perhaps the most common type software. DBMSs have more than thirty years of development history while maintaining continuity and sustainable traditions. The ideological value of a DBMS is explained by the fact that programs of this kind are based on the concept of a data model, that is, some abstraction of data representation. In most cases, data is assumed to be in the form of files consisting of records. The structure of all records in the files is the same, and the number of records in the file is variable. The data elements that make up each record are called fields. Since all records have the same fields (with different meanings), it is convenient to give fields unique names. Many practically important cases fit well into this representation of data. For example, in the personnel department, information about employees is of this nature. Employees are hired and fired, but the form of the personal personnel record sheet remains the same for each employee. Inventory items come and go, but the form of the inventory card remains the same. The number of examples can be easily multiplied. It is clear that a DBMS is an adequate tool in all cases where the source information can be presented in the form of a table of constant structure, but of indefinite length, or in the form of a card index containing an indefinite number of cards of constant structure.

All DBMSs support in one form or another four basic operations:

add one or more records to the database;

delete one or more records from the database;

find one or more records in the database that satisfy a given condition;

update the value of some fields in the database.

Most DBMSs also support a mechanism for connections between various files included in the database. For example, a connection can be established explicitly when the value of some fields is a link to another file; such DBMSs are called network DBMSs, or a connection can be established implicitly, for example, by the coincidence of field values ​​in different files. Such DBMSs are called relational.

MS Access is a relational type DBMS, which reasonably balances all the tools and capabilities typical of modern DBMSs. A relational database makes it easier to find, analyze, maintain, and protect data because it is stored in one place. Access translated from English means “access”. MS Access is a functionally complete relational DBMS. In addition, MS Access is one of the most powerful, flexible and easy to use DBMS. You can create most applications in it without writing a single line of program, but if you need to create something very complex, then MS Access provides a powerful programming language - Visual Basic Application.

The popularity of the Microsoft Access DBMS is due to the following reasons:

accessibility and clarity allow Access to be one of best systems quickly create database management applications;

The DBMS is completely Russified;

the ability to use OLE technology;

integration with Microsoft Office packages;

support for WWW ideology (Access 97 only);

visual technology allows you to constantly see the results of your actions and correct them; in addition, working with the form designer can significantly facilitate further study of programming systems such as Visual Basic or Delphi;

the help system is widely and clearly presented;

the presence of a large set of “masters” in the development of objects.

There are several ways to start Access:

launch from the main menu in WINDOWS 95/98;

launch using a shortcut on the desktop or MS Office panel;

opening a database automatically launches Access.

If you have questions about Microsoft Access, the first place to try to find answers is in the documentation or help system.

In this work, we offer a set of tasks that will allow you to master the basic techniques of working with the Access DBMS. Help cards can help you when working with the Access DBMS. They are intended for training directly in the process of working with Microsoft Access and, after opening the database, will constantly accompany any user actions.

Lesson 1

Creating a database. Entering and formatting data

Boot the WINDOWS system. Download the ACCESS DBMS. Hint cards will appear. Roll them up. If you need a hint, you can call up the cards at any time in the Help menu or the corresponding button on the toolbar.

First you need to create a new database.

Let's perform the following sequence of actions: in the File menu, select the New command. File name: skaz.mdb. OK. The “Database” dialog box appears in front of you.

Carefully read the purpose of the buttons on the toolbar by slowly moving the mouse cursor over the buttons.

After this, create a table using the following sequence of actions: Table/Create/New Table.

Creating a table, that is, determining the fields included in the table, is done by filling out a special table:

Fill out this table with the following information:

The No. field is optional; we enter it in order to determine the key field, since any table must have a key.

Enter information into the Table/Character/Open table and enter data in the usual way, for example:

Use your mouse to highlight:

a) entry 5,

b) entry 3,

c) from the third to the seventh entry. Deselect it.

d) Select all entries. Deselect it.

e) Select the “Character” field.

f) Select the fields at the same time: “Profession”, “ Special features" and "Hero", deselect them.

g) Select all fields. This can be done using the mouse or from the Edit menu, select the Select all records command.

Deselect it.

Highlight:

a) In the “Special Features” field, mark the sixth entry.

b) In the “Character” field, select the fourth to sixth entries.

c) Without releasing the mouse button, mark the same entries in the “Special Features” and “Hero” fields.

Deselect it.

Select the entire table.

Deselect it.

Change the width of each column so that the width of the columns is minimal but all the text is visible.

This can be done using the mouse, expanding the columns, or as follows.

Select the desired column and right-click, in the context menu select the “Column Width” command; In the window that opens, click the Fit to data width button.

Do the same with all fields.

The line height can be changed in the same way using the mouse or in the Format menu with the Line Height command. Moreover, it is enough to edit one line, the height of the remaining lines changes automatically.

Change the line height in any way and make it equal to 30.

Change the table font to Arial Cyr, font size 14, bold.

You can change the font like this: move the mouse pointer outside the table and click the left mouse button, select Font in the context menu, or select the Font command in the Edit menu on the toolbar.

Change the text font to Times New Roman Cyr, font size 10.

Change the width of the margins.

a) Make the “Character” column 20 wide.

b) Column “Special features” with a width of 25.

You can see that the text in these fields is printed on two lines.

Adjust the width of the columns so that the text fits completely.

Sort the table by the Character field in reverse alphabetical order.

It can be done like this. Highlight the Character field and click the Sort Descending button on the toolbar.

Return the table to its original state.

Save the "Character" table.

Close the Character table.

Lesson 2

Editing the Database

Open the Character table and add the following entries to the end of the table:

This can be done in three ways:

a) Move the cursor to the end of the table and enter new entries.

b) On the toolbar, click the New Record button.

c) In the Records menu, select the Data Entry command.

Copy the first entry in place of the sixth entry.

Delete the fifth entry.

Copy the first entry to the end of the table.

Change Duremar's profession to leech seller.

This can be done like this: mark the pharmacist entry with the mouse cursor, delete it to the buffer and enter the seller of leeches from the keyboard. Or in the following way: open the Edit menu on the toolbar, select the Replace command... A replacement dialog box will appear on the screen. Enter the replacement format.