Full-Day Microsoft Access Basic



Access Basic – Creating A Database

Access Basic Course Summary

Students will learn the basics of database design by creating and modifying tables, defining table properties, understanding database relationships, managing databases, as well as creating and running queries, forms and generating reports. Understanding table structure and how to restrict fields to maintain data entry integrity will be covered. This includes restricting fields through field length, preventing data to be entered, defining the data types of each record, and forcing specific fields to be entered. Tables will be tied together providing relationships through key fields. Furthermore, managing databases can show you how to search for records, change common records globally, fix corruption in the table, and remove records manually. Queries, Forms and Reports will demonstrate how to extract information and provide input through an interface form. By the end of the class, students will be able to design a complete database from beginning to end. A prerequisite would include a working knowledge of Excel and computers. Beginning Excel is also recommended prior to taking this course.

Course Outline:

Chapter 1 – Exploring Access

A database is any collection of information organized into a group. This information should be organized in a way that allows for easy retrieval. An Access table is similar to an Excel sheet and both contain multiple sheets. In addition to tables, Access contains more objects to organize data and generate reports. This chapter will explore the interface and database objects.

Chapter 2 – Creating Database Tables

Each field data type must be defined. The data types used in this course are Short Text,
Long Text, Number, Date/Time, Currency, Autonumber, Yes/No, OLE Object,
Hyperlink and Lookup Wizard.

Chapter 3 – Modifying Field Properties

The field properties will restrict or control the data entered in fields. In this chapter, we will cover the property type of Field Size, Format, Decimal Places, Input Mask, Caption, Default Value, Validation Rule, Required Field, Allow Zero Length, and Indexed.

Chapter 4 – Simple Database Relationships

The relationship between tables is the magic that makes access function effectively. In the next course, we will go into greater detail, but here we need to relate several databases in order to pull data from multiple tables. A Database Relationship will connect two tables together in order to access are data across both tables. The system will provide only the related information and a linked record must contain the same data and data type in both tables. In the example below, the common field is the Client ID. The Client Table is the Primary Key and the Project Table contains the Foreign Key.  For example, if I know the ClientName I can determine all the projects associated with them.

Chapter 5 – Managing Tables

Using a database includes ongoing editing and searching for information. Corruption or wrong data entered will need to be cleaned up by physically changing the records. Also, for visual purposes the look and layout of the datasheet view can be formatted which will not affect the data. Finally, when replacing common data records, caution must be used because many records are being effected. Some of the features covered are navigating, adding new records, editing, deleting, adding a total row, changing field height/width, font changes, moving, hiding, freezing columns, sorting, finding, replace, searching and filtering record.

Chapter 6 – Queries, Forms and Reports

Now that you have created and managed data in a database, we will now learn how to build Queries, Forms and Reports. Queries will organize data and selectively choose specific records. Forms will provide an interface to the tables for data entry purposes.  Reports will format the data for printing purposes and queries can then be used as input to the reports.

Chapter 7 – Final Student Project

The final project consists of developing a complete database solution. Basic instruction will be provided and reference to pertinent chapters will give necessary details.