ExecuTrain Houston

Microsoft Access 2003
Part One

Getting Started

BECOME FAMILIAR WITH THE ARRANGEMENT OF THE ACCESS SCREEN, THE COMPONENTS OF A DATABASE, AND HOW TO GET HELP WHEN NECESSARY.  LEARN THE RECOGNIZED APPROACH FOR PLANNING A DATABASE, THEN CREATE THE BASIC STRUCTURE.

Details:

• Become familiar with the various aspects of the Access screen, specifically the Database window which contains the various components of an Access database.  Consult the Help Task Pane and the Question Help Box for assistance when necessary, and learn the nature of naming database components so that they are recognizable at a glance and provide stability to your database.

• Use the seven recognized steps of database planning to lay the groundwork for your database, making database creation almost a formality.  Create the actual database either from scratch or by using any of Access’ built-in templates, and explore the two basic ways to view database structure and data.

Working with Basic Table Structure, Part One

HAVING PLANNED AND CREATED YOUR DATABASE, BEGIN BY ADDING OR EDITING TABLES, WHICH WILL STORE DATA.  NEXT, TELL ACCESS HOW THE NEW TABLES RELATE TO EACH OTHER AND BEGIN ENTERING DATA.

Details:

• Create tables either by using a wizard or from scratch, and tell Access which fields are unique in order that table relationships can be established.

• Having created the tables that contain will your data, tell Access how these tables relate to each other.  Having done so, you can create queries, forms, and reports to display information from several tables at once.  Finally, use Datasheet view to begin entering data.

Customizing & Controlling Table Data, Part Two

CONTROL THE WAY ACCESS STORES, HANDLES, AND DISPLAYS TABLE INFORMATION, USING SPECIAL FORMATTING TO FACILITATE DATA ENTRY AND MINIMIZE ERROR.

Details:

• Set the format for dates and times (such as January 1, 2006, 01-05-2006, etc.), create captions that make the screen more visually appealing (First Name vs. fname), tell Access whether or not users will need to search on the field and thereby speed the process of locating data, and more.

• Facilitate data consistency and ease of entry by customizing fields with Input Masks (which format data automatically, such a phone number or zip code) and Lookup Columns (which turn a field into a drop-down menu of choices).  Keep related information one click away, eliminating the need to open the related table directly.

Query Basics, Part One

QUERIES ALLOW YOU TO ASK QUESTIONS OF THE INFORMATION IN YOUR DATABASE.  EXPLORE THE FOUR APPROACHES TO ASKING SUCH QUESTIONS.

Details:

• Create a basic query from scratch and save it for future use, and use two of Access’ built-in wizards to make creating basic queries quickly, easily, and accurately.

• Use various techniques to enter criteria into particular query fields, allowing you to hone in precisely on records you need to see in a given moment.

Advanced Queries, Part Two

ADD POWER TO YOUR BASIC QUERIES BY INCLUDING CALCULATIONS, SETTING CRITERIA, AND FORMATTING INFORMATION FOR MAXIMUM VISUAL IMPACT.

Details:

• Use Total Queries to see sums, averages, and other calculations of field values.  Use Crosstab Queries to summarize data in a compact spreadsheet format (for example, to total the monthly sales of each of your company’s products).

• Set single or multiple criteria to see only the records that match those criteria.  Set the way in which fields coincide to determine which records you see.

• Create highly specialized results using the Expression Builder, which allows you to enter the correct format, objects, functions, constraints, and expressions by clicking options.  Group fields for a more elegant appearance and increased clarity (for example, group FName and LName such that Dana and Smith appear visually as Dana Smith.)

• Use Action Queries to change data, add or delete records, or even create a new object.  Action queries help experienced users with routine database management tasks.