Thursday, 25 September 2014

17:58

LAB REPORT # 06
COMPUTER FUNDAMENTALS

Creating a Database using Access 2007

 Objectives:
To learn about database and Microsoft Access 2007

Detail:

 Access 2007 is a program that allows you to create and manage databases. A database is a place where you can store information related to a specific topic. How you intend to use the information will determine whether you need an Access database or a different program to create and manage your data. Starting Access 2007






Double click on the Access 2007 icon on the Windows desktop (see right), or click-on the Start button in the lower left corner of the screen, then click-on Programs, and then click-on Microsoft Access 2007.
The Getting Started with Microsoft Office Access screen will appear (image below).
Left Mouse
Click the Blank Database button.
As soon as you click the Blank Database button, the right side of your Access screen will change and look like the image on the left.






Saving your work
One of the unique things about Access database is that it requires you to save your database as soon as you enter the program.
You can save your work on a floppy diskette in the A: Drive, on a USB key/Flash Drive or on your C: Hard Disk, or in some other drive. Please save to one of these areas.
To choose the Drive, on which you will save your Access database, click the small folder to the right of File Name: Next click-in the area to the right of File Name:. Delete any text that is entered in the area and then type-in the word PERSON as shown at the bottom of the above image (see lower left arrow). Now click-on the OK button or tap the Enter key (see lower right arrow on last page).
You will now return to the Getting Started with Microsoft Office Access screen. On the right side of the screen you will see your database File Name and below it, the Drive on which you will create your database.

Creating a Table
 When you click the Create button your Access 2007 screen will change to the image below. This is the “new look” in 2007 Office. You will now see Tabs and Ribbons that automatically appear for the area in Access on which you’re working. Instead of a Menu Bar and drop down selections, you’ll now see these new features.
Tabs
Ribbon
When we clicked the Create button Access assumed we desired to create – within our Person database – another database – which is called a Table. You’ll notice that at the top of the above image that the Table Tools and Datasheet Tabs appeared to assist you. The Ribbon below these Tabs is composed of Groups of selections you’ll use to assist you as you create your Table. We’ll be working with these Tabs/Ribbons throughout this tutorial.
Groups
In the lower portion of the above image you’ll see selections that indicate we are creating a new Table.
On the left of the Table Tools-Datasheet Tab/Ribbon you’ll see a View button. Click the View button.
Groups
In the lower portion of the above image you’ll see selections that indicate we are creating a new Table.
On the left of the Table Tools-Datasheet Tab/Ribbon you’ll see a View button. Click the View button.

Your Access 2007 screen will now change again – to the image below.
Field Properties:
Significant Note:
When creating a database it is always best to “break down” a field into its “smallest parts.” For example – Name would break down into First Name, and Last Name (you could also have Middle Initial, Title, etc.) Address would break down into Street Address, City, State, and Zip (you could also have Apartment Number, etc). Because we are working in Access 2007 it will be very simple to “put the fields back together” with a few mouse clicks when we need to do this. Trust me. This will save you a lot of time later on.
Data Type:
Text
You may type in any alphabetical/numerical data that you desire - up to a maximum of 255 characters. As indicated, this is a text field, so you can't do mathematical calculations. Examples of Text data are: names, addresses, stock numbers, room numbers, zip codes, etc.
Memo                This field is for lots of text. You can have up to 32,000 characters.
Number
                             This field is for numbers where you want to add, subtract, multiply, divide, average, and do numerical calculations. This field can be a very large size, so when we get to Field Properties, we'll talk about "sizing" this field so it doesn't take up to much "space" in storage
Date/Time            Dates and Times. You may format these later, as you may desire.
Currency           Dollars ($) you may format these later, as you may desire.
AutoNumber                   This field is an "automatic" counter that assigns a number each time you put data into a new field.
Yes/No                                        This is a "True/False" or "Yes/No" type of field.
OTHER FUNCTIONS:
Input Mask                    We'll come back to this feature later.
Caption                             Look at the Light Blue Help area to the right. It explains about Caption.
Default Value              We'll come back to this feature later.
Validation Rule        We'll come back to this feature later.
Validation Text          We'll come back to this feature later.
Required                         Look at the Light Blue Help area to the right.
Allows Zero Length Look at the Light Blue Help area to the right.
Indexed                         Look at the Light Blue Help area to the right.
Unicode Compression     Look at the Light Blue Help area to the right.
IME Mode                                      Look at the Light Blue Help area to the right.
IME Sentence Mode          Look at the Light Blue Help area to the right.
Smart Tags                       Look at the Light Blue Help area to the right.

Now enter the data in all fields and then complete the section by checking YES
Box
Now save your document and then print it
Exiting:




Form View and Datasheet View:
Your Personnel Form should look something like the image below

To view the number of forms in access use the below diagram/toolbar


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