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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