It is important that you understand the following definitions before you begin working with databases.
|This window gives you three options:
Open a blank database and take a look at all the features. Notice that you will be prompted to enter a name. You can either leave it as the default "db1" or choose your own descriptive name.
Back to Top
|The database window displayed here on the right containts a list of many options.
Right now in the Objects bar on the left hand side Tables
is selected. The the other sections on the left are the tasks you can perform on Tables.
The only tasks we will be concerned with are Queries, Forms and Reports
Under the Tables option, Double click on Create table in Design view to start inserting the fields for our database.
This window allows you to insert the field names and type of data fields will contain.
This example shows a Name field to contain the names of students for
The names of students are text so the Name field will contain Text for Data Type.
To view other data types click on the down arrow to the drop down menu options.
The lower left part of this window allows you to set up additional options associated with the fields.
*Note: Field names are entered in vertically not horizontally like Works Database.
Create a table with the following fields:
Now click on Datasheet View.
Access will prompt you to save the table. Save it as student.
At this point, Access will prompt you to define a primary key. A primary key is used to make a record distinct from another. In our example a good primary key would be the Student # because each studentís Student # is unique. Click No for now.
Now enter in data for about 20 records. Just type in the cells like you would in Excel or the Works Spreadsheet. You can select multiple fields but there is a little trick. It is not like Works Database where you click and drag over a range of cells. You must move your mouse over the lines between two cells. A large "plus" sign will appear, now just click, hold, and drag. There is no fill function like in Excel but this will allow you to make font and color changes to multiple entries. The data entered can be made up, but make sure you fill in every field for every record.
You now have the beginning to a functional database!
Back to Top
The formatting toolbar allows you easily modify the style of text.
Notice that when you make any changes they are applied to the entire table.
Back to Top
You can specify more than one sort "key". For example you could sort first by "Class Name" and then by "Name".
To specify such a sort, go to the Records menu, select Filter and Advanced Filter/Sort.
Click on the first column and select
Class Name, and choose sort by
ascending order. Then, on the second column,, select
Name and choose sort by
ascending order as in the following example:
Click on the Filter iconto apply the sort. Now the records are sorted by "Class Name" and then by "Name."
In your database:
|Type in the element you are looking for in the Find What: menu.
Make sure that the Look In: scroll down menu is selected to the whole table.
Click on Find Next to search for the element. If it is not found, an appropriate message will be displayed. The cursor will automatically skip to the found element.
Click Cancel to close the window.
Go to the Edit menu and select Find. Enter a name that should be found within your database.