Microsoft Access. Data may include facts about people, events, things, or ideas, and is an important asset to any organization.

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1 Access is a database creation and management program. A database is a collection of records. The purpose of a database is to store, manage, and provide access to these records. Data may include facts about people, events, things, or ideas, and is an important asset to any organization. Information is data that has been manipulated and processed to make it meaningful and useful. One way of doing this is to create a Report. A report might be printed out and distributed to employees during a meeting.

2 Access is a relational database management system (DBMS). Access stores data in tables. Tables store data in fields. When desired, each field can be programmed to accept only certain types of data (like only phone numbers and social security numbers, for example). The power of a relational database system comes with the ability to link tables together. It is best to spread data out into several tables. Tables can later be connected together and be used in reports and queries.

3 What are the four main objects in a database? Tables - A table is the database object that stores data organized in an arrangement of columns and rows. Form - You can use a form object to enter new records into a table, edit or delete existing records in a table, or display existing records. Query - Queries retrieve specific data from other database objects and then displays only the data that you specify. Report - The report object summarizes the fields and records from a table or query in an easy-to-read format suitable for printing or distribution.

4 Navigation Pane Shutter Button Tables, Forms, Queries, and Reports show up here once you create them. Main Window

5 We will begin by creating a new basic database from scratch.

6 Save the database.

7 Create a new table. The table will store data. You can have many tables in a database.

8 Add headings to the new table. Turn on Design View.

9 When saving, it is best to follow standard database naming conventions. Use a prefix for database objects, and the current standards are listed below: Object: Table Object: Form Object: Report Object: Query Prefix: tbl Example: tbleventparticipants Prefix: frm Example: frmeventparticipants Prefix: rpt Example: rpteventparticipants Prefix: qry Example: qryeventparticipants

10 Design View: Design View permits you to edit a variety of field settings, like adding an input mask for the phone number. Most of the time we use Data Type Short Text.

11 The Phone Number field needs to be a short text field so it can accept a phone number input mask. To add the input mask, put your cursor in the input mask options area, and click the button at the far right.

12 Follow the Input Mask Wizard instructions. Set it up how you want.

13 This is what it looks like after you add the input mask. The code may vary depending upon the input mask settings you choose.

14 Close the table. It doesn t have any data added to it yet, we ll add data with a form.

15 Create a form to conveniently add data to the table. Select the table you would like to create the form for first, then click Form. Switch to Design View to modify the appearance of the form. Forms are created to easily add raw data to your tables. For example, you could quickly teach someone unfamiliar with Access how to use a form, as you ll see in a moment.

16 In Design view you can make appearance adjustments.

17 Close the form and save it with the correct prefix.

18 Reopen the form by double-clicking the form in the navigation pane. Go to form view, if it isn t already.

19 In Form View you can add data to the form. Let s add four fictitious entries. When you add data to the form, it will automatically add the data to the table. Add data to the table using the form. Let s all use the following bib numbers for this example: Add a new blank record.

20 After adding the four entries using the bib numbers indicated, close the form. The table was automatically populated with the data that you added with the form. Check the table by opening it to confirm: After confirming the data was added by the form, close the table.

21 Let s create a report. Remember, a report object summarizes the fields and records from a table or query in an easy-to-read format suitable for printing or distribution. We would like an easy-to-read document that displays the first and last name of the participants, and their phone numbers. We ll give that to our event volunteers so they can confirm that each person is still planning to participate in the event. We will begin today by using the Report Wizard.

22 Send First Name, Last Name, and Phone Number to the right from the tbleventparticipants.

23 Set it to list last name in alphabetical (ascending) order:

24 After you press finish it will show you the report in Print Preview mode. Reports are usually printed, or saved as PDF files. We need to edit it a little before printing. Close print preview and adjust the appearance of the report in design view.

25 Close the report and save it with the correct prefix.

26 Reopen the report to print it or to make a PDF for ing. You can make a PDF here.