Access Groups. Collect and Store. Text Currency Date/Time. Tables Fields Data Type. You Your Friend Your Parent. Unique information

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1 Tutorial

2 A database is a computerized record keeping system used to collect, store, analyze and report electronic information for a variety of purposes. Microsoft Access is a database. There are three main components you will use : Tables, Forms and Reports Access Groups Collect and Store Analysis Examples Tables Fields Data Type Text Currency Date/Time Forms Records Unique information You Your Friend Your Parent Reports Design Subset and Sort Guest List Address Book Customer Survey

3 Open a new Database Create Tables Enter Data in Forms Create Reports Center Data on the Page Add My Name in a Label on the Report Sort and Report Data Exiting and Saving

4 As with all applications there are several ways to open the file. Click on the start button in the bottom left corner of screen and select All Apps> Access If the icon is not available, type Access into the search field on the task bar.

5 Click the Blank Database button. Always save your work to your network storage space or H: Drive. Click the folder icon and open the browser window, navigate to H:\, this is identified by your student ID number on Quest. Select the CT7 folder. Enter the File Name of the Database and select the Create button. Back to "How Do I..." Detail on Creating a Database

6 When you click the Create button your Access 2016 screen will change. This is the new look in 2016 Office. You will now see Tabs, Ribbons and Groups that automatically appear for the area in Access on which you re working. Tables allow you to enter Field Names and Data Types of information that you will be collecting. Fields are categories of information like: Name Address Phone Number Tabs Groups Ribbon

7 After you click the View Button select Design View and Save your Table. Turn the Primary Key Off. This is a unique identifier for each row.

8 The assignment requires you to enter the Field Names and select the correct Data Type for each. You must determine the best Data Type for each Field Name. Close your table before beginning to enter records. Back to "How Do I... Detail on Creating Tables

9 Now that you have created Tables that define the Field Names and Data Type you will be collecting, you can begin to enter the Unique Information for each Record. This information can be entered in two different views: Datasheet and Forms. You should experiment with both options. First, follow the instructions to Create Forms for the assignment. Tabs Ribbon Groups

10 You ll see your screen change significantly in many ways. The first thing you ll notice is that Access 2016 knowing you were entering data from the Employee Table created a Form with all of the Fields in your Table! Change from the Layout View to Form View and you re all ready to enter data in this form. Make up the data for the records

11 The arrow at the bottom of the screen with an asterisk will take you to a new blank record. Enter 10 records to see how the Form View works. Back to "How Do I... Detail for Entering Data

12 So that Database users can analyze data for decision making purposes, the Unique Information you have entered can be displayed in multiple Report formats. You can determine the style of the report as well as the order in which the date is presented. You will be learning how to format reports with specific titles, your name and placement on the page. You should use the Report Wizard to complete your assignments. Tabs Ribbon Groups

13 The Report Wizard is a tool that prompts the user through a series of questions that require a decision about how the final product should look. Include only the Fields requested in each assignment. Use the single arrow to move one field at a time into the Selected Fields window so only the requested fields will appear on the report. Back to "How Do I " Detail on Creating Reports Click the Next button and answer the remaining questions to create a report that best presents the requested data.

14 After selecting the required fields you will have the opportunity to change the design of your report and its appearance on the page. From the View Ribbon select Design View.

15 When you select the Format Tab, you can organize the position of each component of the report by selecting the Field and Record object, and formatting it just like you would in any other Microsoft Office application. You can select and move text boxes. You can change the font size, color, alignment and style. Center align field names, numbers should be right aligned, all other text should be left aligned. Create equal spacing between the field containers and between the record containers. Toggle between the Print Preview and Design View to see your results.

16 Center the data elements on the page and insert your name in a Label with the Label tool in the Controls Group. Do NOT use a text box, because that is reserved for a more advanced feature.

17 Using the Report Wizard, you can sort data in alphabetic or numeric order from A-Z or from the smallest to the largest. First select the Primary Field Name that you want sorted, then select the order you would like to present your data in by clicking on the Ascending or Descending button. Next select the Secondary Field Name and the order in which you wish to present the data. Back to "How Do I... Detail on Creating Reports

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