Introduction to Access

1. Introduction to Access

2. What is Access? • Database tool • Creates a database • Good data query (lookup and analysis) ability • Good entry forms • Good reports • Multi-user access

3. Why use Access? • Track multiple related lists • Need a repeating report • Many people using same data at once • complex query • track sub-information • (such as items on an order; hours worked by employees) • simple entry forms

4. Main Access Elements • Tables • Lists of plain data • One sheet on a spreadsheet with no formulas • Queries • None of its own input data • Can have formulas • Can join together related files • Forms • To input into tables • Editing rules • Reports • Summary or Detail reports

5. Tables • Fields in a table like columns in a spreadsheet • Records in a table like rows in a spreadsheet • Key fields • Relationships between fields in different tables

6. Employee ID First Name Last Name Pay Rate Employee ID Date Worked Hours Worked Period Employee ID Date Worked Hours Worked Period Sample Table • Employee table & related Timesheet table

7. Queries • A view of a table or of many tables • Can join two tables based on a related field • Can calculate a field • Can sort and select

8. Employee ID First Name Last Name Pay Rate Employee ID Date Worked Hours Worked Period Employee ID Date Worked Hours Worked Period Employee ID Date Worked Hours Worked Period First Name Last Name Pay Rate Day's Pay Employee ID Date Worked Hours Worked Period First Name Last Name Pay Rate Day's Pay Query Sample • Employee hours worked query

9. Forms • Easy to enter data into tables • Built in lookups • Enter all Employees in one form • Enter hours in another form with a lookup on Employee ID

10. Reports • Can summarize • Can display nicely • Can select based on a form

11. Using Excel and Word • Link to an existing spreadsheet • First line column headings being field names • Export a query to excel • Use a query for mail / merge

12. Getting Started • Open Access and create a database (.mdb) • Database window - controller • Create tables or link to tables