Office Productivity Tools Part 2: Starting Access Program and Creating a Database from the Scratch

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Starting Access Program

Starting Access Program

You can start your Access program in different ways. One way is using Start button:

  • Click on the Start button.
  • In the menu that appears select All Programs-Microsoft Office – Microsoft Office Access 2007.

Creating a Database from the Scratch

Creating a Database from the Scratch
  • Choose the option Open a Blank Database for creating a Database from the scratch.
  • Type the file name of the database e. g. NIOS_dbase
  • (It is recommended to create a general database before creating tables and forms.)
  • Browse and select folder
  • Click Create.

Creating a Database Using Template

Creating a Database Using Template

You can create a database by using Template in following ways:

  • Select suitable Featured Online Templates from the relevant Template Category as shown earlier in
  • In the Ribbon click Create tab as shown in

In the Tables group bring cursor at Table Templates and click it. Then select and click the desired Template from the drop-down list of templates and the template opens as shown in table.

Creating a Database Using Template

Creating a Database Using Template
  • Select suitable Featured Online Templates from the relevant Template Category
  • In the Ribbon click Create tab as shown in and in the Tables, group bring cursor at Table Templates

How Access Stores Data in Tables

How Access Stores Data in Tables

Access 2007 stores data in tables which look more like the cells of a spreadsheet with columns and rows. Each row represents a record, and each column represents a field.

Enter Data into a Table

Enter Data into a Table

Once a table has been created, data can be entered.

  • If your new table is not open, double click on its title, in the Navigation Pane.
  • In the Home Tab-Views group, select Datasheet View. (The default view for a new table is Datasheet view.)
  • The first field (column) is automatically named ID, the data type is AutoNumber and it is the assigned Primary Key.
  • The Data Type is set to Text. While entering numbers or date, the data type would be set to Number or Date and Time and so on.

Modifying a Table in Design View

Modifying a Table in Design View

If you print the table which is shown in as it is, it is not clear what F_name or M_name stands for. Is it first name and middle name or father՚s name and mother՚s name? Similarly, we see that Gender is having only two values. Either it is male or female. Therefore, in order to give suitable table headings or changing the data type, you can edit the table which is done in Design view.

Creating a Simple Query Using the Query Wizard

Creating a Simple Query Using the Query Wizard

When you use this method for creating query, the query wizard guides you through a series of dialogue boxes and you can proceed by selecting various options.

The steps are given as follows:

  • Click create tab
  • In the other group, click on the query wizard
  • When new query dialogue box appears, select simple query wizard, and click OK

Creating Query Using Design View

Creating Query Using Design View

A query can also be created using Design View in which you can define the structure of query. To create a query, you open the tables on which you are going to base your query in Query Design view, and then use the options to create your query. Click the Run button to display the results.

To Show a single column:

  • Click on the field name you want to display. (In this case it is student name field of student_pers table) .
  • Drag it in the field line or you can double click on the field to bring it to the field line.
  • Click the Run button. Access shows the column you chose.

Sort a Query

Sort a Query

When creating a query, you can sort the columns in ascending or descending order by choosing the option you want on the Sort row in Query Design view.

The steps are as follows:

  • Open the student_pers table in the design view
  • Select and drag the fields in the field grid area in the order you want them to be displayed.
  • Click in the sort row in the column which you want to sort (in this case it is the State column) and Click the down pointing arrow that appears and then choose ascending.
  • Click Run button.
  • The sorted column is shown along

Extracting Records Using Criteria Statements

Extracting Records Using Criteria Statements

Save a Query

Save a Query
  • Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
  • Type the name you want to give to your query.
  • Click OK. Access saves the query.
  • Alternately you can also save by right-clicking a query՚s tab and then selecting save from the menu that appears.
  • Once you have saved a query, you can run it by opening the Navigation pane and then clicking the name of the query.

Creating a Form Using the Form Tool

Creating a Form Using the Form Tool

Form tool in access 2007 can be used to create a form with a single mouse- click. To create a form with this tool, steps are as follows:

  • In the Navigation Pane, select the table or query to create a form.
  • Click on the create tab
  • In the forms group, click form
  • Form is created displaying it in layout view along with the form layout tools i.e.. Format tab in the ribbon.

Creating a Report Using Report Tool

Creating a Report Using Report Tool
  • In the Navigation Pane, click the table or query for which you want to make a report.
  • Click the create tab, in the Reports group, click Report.
  • Report is generated and displayed in layout view along with the Report Layout Tools i.e.. Format Tab in the ribbon.

Creating a Report Using Report Wizard

Creating a Report Using Report Wizard

Various steps are as follows:

  • Click the Create Tab, in the forms group, click Report wizard button. A Report Wizard dialog box appears
  • Click in the Tables/Queries list box and choose the table or query name that contains the data to be included in a report.
  • From Available Fields: area, select the fields which you want in your report and click > button. To select all the fields, present in the Available Fields: area, click ≫ button. To remove a field from the Selected Fields: area click the < button.
  • Additional dialog box appears, asking for grouping your data by a specific field.
  • Click a field name displayed in the box, click > button and then click Next button.

Creating a Report Using Blank Report Tool

Creating a Report Using Blank Report Tool
  • Click create tab, in the report group, click Blank Report button.
  • In the Field List pane, click the plus sign (+) against the table that contains the fields to be include in the report to add a field to the report, double-click it. If you want to add tools in the report like title, page numbers, etc. , click under Format tab and in the controls group, click the tool which you want.

Sections of a Report

Sections of a Report

The design of a report in Access 2007 has following sections:

  • Report Header: It is at the beginning of the report and contains information that might normally appear on a cover page, such as a title.
  • Page Header: Presented at the top of every page. For example, fields of the table.
  • Group Header: Presented at the beginning of each new group of records.
  • Detail: Presented once for every row in the record source.
  • Group footer: Printed at the end of each group of records.
  • Page Footer: Printed at the end of every page. Use a page footer to print page numbers.
  • Report Footer: Printed just once at the end of the report. Use the report footer to print report totals or other summary information for the complete report.

Print Preview a Report

Print Preview a Report
  • Click on the MS office button, menu appears.
  • Now, point the cursor in Print option click on Print Preview.
  • Access switches to Print Preview mode.

Printing a Report

Printing a Report

Click on the MS office button, click on the Print option. A print dialog box appears. Provide the desired information before printing and click on OK button to print the report.

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