Access intro

Microsoft Access 2003
(iTech Professional Enhancement Training)

Wesley Lance Blackwell
iTech Training Coordinator

Wesley.Blackwell@usm.edu

March 14, 2005

Documentation Outline

Introduction …………………………………………………………………... 3
Learning Objectives ………………………………………………………….. 3
What is Access? ……………………………………………………………… 3
Access Definitions …………………………………………………………… 3
Planning To Use Access ……………………………………………………… 3
Examples of Table design …………………………………………………….. 4
Access Walk Through
- Open Microsoft Access …………………………………………………. 5
- Database Objects ……………………………………………………. 5
- Design Wizards ………………………………………………………….. 5
- Tables …………………………………………………………………… 5
- Table Diagram …………………………………………………………… 6
- Navigational Aids ……………………………………………………….. 6
- Table – DESIGN VIEW …………………………………………………. 7
- Data Types & Example data …………………………………………….. 7
- Forms ……………………………………………………………………. 8
- Form Diagram …………………………………………………………… 8
- Form – DESIGN VIEW …………………………………………………. 8
- Queries ………………………………………………………………….. 9
- Query Diagram ………………………………………………………….. 9
- Query – DESIGN VIEW ……………………………………………….. 9
- Reports …………………………………………………………………… 10
- Report Diagram ………………………………………………………….. 10
- Report – DESIGN VIEW ………………………………………….. 10
Exercises
1. Creating Simple Tables
a. Creating Tables using the Wizard ………………………… 11
b. Creating Tables Manually ………………………………… 15
c. Enter Data Into Tables Manually …………………………. 17
2. Creating Simple Forms
a. Creating Forms using the Wizard ………………………… 19
b. Creating Forms Automatically …………………………… 23
c. Enter Data Into Tables Using Forms ……………………… 26
3. Creating Queries
a. Creating Queries using the Wizard & One Table …………. 29
b. Creating Queries using multiple tables ……………………. 31
4. Creating Reports
a. Creating Reports using Wizard …………………………… 35
b. Creating Reports using an Automatic Process ……………. 39
5. Importing Excel Spreadsheets
a. Import Spreadsheet using Wizard ………………………… 41
b. Created Query & Report from Imported Table …………… 46
Access Components Review ………………………………………………….. 50

iTech Professional Enhancement Training 2

Introduction: This workshop consists of lecture as well as hands-on training for the
Microsoft Access database application. Participants will gained basic skills in starting
Access, creating database tables, building forms for data entry, running queries within the
database environment, as well as creating reports for the data obtained from the queries.
Participants are required to have basic computing skills prior to attending this training
session.

Learning Objectives
• Database terminology and principles
• Planning and designing a database
• Create simple database and objects
• Table
• Form
• Queries
• Reports

What is Access anyway?
• A program produced by Microsoft that enables users to organize information into
lists
• Allows user to store, find, extract (or filter) portions, analyze, print, manage, and
share large amounts of data
• Powerful relational database (“RDB”) management system

Access Definitions
• Database - collection of information organized into a list
• Relational Database - divides information into discrete groups (tables) which can
then be related to each other using a common “key” or identifier
• Object - method of input or output to enter, view, or manipulate the data in a
database

Planning To Use Access
• Identify the purpose
• How will I use this?
• What reports and lists do I need to produce?
• What data do I need to collect?
• Break the information into discreet pieces
• Determine fields (columns) and what type of data will be inserted
• Use multiple tables (each with fields related to a specific subject) to avoid
redundancy
• Determine the relationship between tables
• Sketch a diagram or outline first
• Anticipate future (International? Zip code extensions, etc.)


Examples of Table design: These are examples of different table designs, and it is
important that you design your tables correctly so to utilize the full functions of Access.

Name Address
John Smith 408 W. Park, Lincoln, NE 68522
Angie Johnson 100 E. Central, Minneapolis, MN 55413
George Ecks 501 3rd Street, Houston, TX 77338
Bad Table Design

First Last Address City State Zip
John Smith 408 W. Park Lincoln NE 68522
Angie Johnson 100 E. Central Minneapolis MN 55413
George Ecks 501 3rd Street Houston TX 77338
Good Table Design

Customers and Invoices
Company Phone Invoice Date Cost
ACME Widgets (800) 555-1818 1006 4/5/98 14,000
ACME Widgets (800) 555-1818 1201 3/1/99 5,000
ACME Widgets (800) 555-1818 1375 5/15/00 12,500
Green Tea Inc. (612) 555-7688 1131 8/1/99 5,500
Green Tea Inc. (612) 555-7688 1256 10/15/00 14,000
Bad Database Design

Customers Invoices

ID Company Phone IDInvoiceDate Cost

5 ACME Widgets (800) 555-1818 5 1006 4/5/98 14,000

20 Green Tea Inc. (612) 555-7688 5 1201 3/1/99 5,000

5 1375 5/15/00 12,500

20 1131 8/1/99 5,500

20 1256 10/15/00 14,000


Access Walk Through

- Open Microsoft Access

Title bar Menu bar Toolbar

Database
window

Objects bar

Status bar Database objects and Wizards

- Database Objects
• Input – Tables &Forms
• Output – Queries & Reports
• Others – Pages, Macros (automatic command strings), & Modules (using Visual
Basic – very advanced)
- Design Wizards
• Helpful and easy for new users
• Automate and ease the creation process, particularly for forms and reports
• Create using wizard, then modify to meet needs
• Do not confuse with “Design view”
• Available for major tools
- Tables
• Tables store all information in a database; they are the key component of any
database
• The other objects are just tools to view, manipulate or analyze the info in the
tables
• Most databases have more than one table with each table containing related
information
• Tables are made up of fields (a specific piece of data, such as first name, last
name, etc.)
• All related fields for a person/thing make a record


- Table Diagram

Current Record Selector

Field Names Field Record
A name that identifies the A specific type of information, A collection of information about
information in a field such as the last names of one person or thing, such as the
your employees name and address of one
employee

- Navigational Aids

First Current Record Last
Record Number Record

Total Number of Records in
the Table

Previous Record
Next New
Record Record

Scroll Up
Click here to
scroll up
Scroll Box
Indicates your current
position in the list (you can
Scroll Down also click and drag the scroll
Click here to box to scroll up or down)
scroll down

Note: These aids are here to help maneuver through Access databases. Though they are
useful when working with smaller databases, they are critical when working with larger
data pools.


- Table – DESIGN VIEW

This area
displays the
table’s field
names

This area displays the data type for each field. Click the Data Use this scroll bar to
Type area for the field you want to change and select the data browse through a
type you want to use from the list. table’s fields.

- Data Types & Example data:
Data Type Example Description
Text Legal Name: Stores text, numbers, or a combination of both, up to 255 characters
John Doe long. Text fields are the most common of all data types.
Memo Notes: Stores long text entries—up to 64,000 characters long (equivalent to
Sally displays a high amount 18 pages of text!). Use memo fields to store notes or anything else that
of… requires lots of space.
Number Age: Stores numbers that can be used in calculations.
31
Date/Time Birthday: Stores dates, times, or both.
April 7, 1969
Currency Price: Stores numbers and symbols that represent money.
$84.95
AutoNumber Invoice Number: Automatically fills in a unique number for each record. Many tables
187001 often contain an AutoNumber field that is also used as their primary
key.
Yes/No Smoker?: Stores only one of two values, such as Yes or No, True or False, etc.
Yes
OLE Object Photo: Stores objects created in other programs such as a graphic, Excel
spreadsheet, or Word document.

Hyperlink Web Site: Stores clickable links to files on your computer, on the network, or to
www.amazon.com web pages on the Internet.
Lookup Wizard Purpose of Trip A wizard that helps you create a field whose values are selected from a
• Business table, query or a preset list of values.
• Pleasure
• Both
• Other


- Forms
• An optional tool to help entering data
• Can include fill-in-the-blanks, checkboxes, lists, etc.
• May prompt for appropriate responses or validate data entry
- Form Diagram

Add new
record

Record
Selector
Click to select
the entire
record

Delete current
record

Record navigation buttons

- Form – DESIGN VIEW

Field List Toolbox button Properties button
button Click to Click to display
Click to display/hide the properties for the
display/hide the Toolbox selected object
Form Selector
Click to select the
entire form. Double-
click to display the
form’s properties

Field List
Form Header Drag and drop to
Appears at the place fields on the
top of the form form
Details Divider
Drag down to Toolbox
create a form Click to create controls
header on the form.

Form Footer divider Form Footer
Drag to create or Appears at the
resize a form footer bottom of the form


- Queries
• A tool to view specified pieces of a database
• An inquiry; asks question(s) of the information in a table
• Retrieves and displays result of question

- Query Diagram

Table(s) that are queried Specifies which fields you want to Criteria And Or Rows
be included in the query Defines one or set of limiting
conditions, such as =”USA”

- Query – DESIGN VIEW

Table name

Field list

Design grid

Double-click the field you want to
appear in the design grid or drag the
field onto the design grid yourself
Field names go here

Table in which field is located

Sort order goes here

Criterion goes here
A checkmark means the field will be displayed in the query results


- Reports
• Output
• A tool to to print or display database information from table or query
• Enable more sophisticated formatting and presentation options, including charts
and calculations

- Report diagram

- Report – DESIGN VIEW

Report Selector Field List button Toolbox button Properties button
Click to select the Click to display/hide Click to display/hide the Click to display properties for
entire report. the Field List Toolbox the selected object
Double-click to
display the report’s
properties

Field List
Drag and drop
Report Header to place fields
Appears at the on the report
top (first page) of
the report
Toolbox
Page Header Click to create
Drag down to create controls on the
a page header report. for more
about each of
these controls
Report Footer divider
Drag down to create a
footer that will appear
at the very end (last Details Page Footer
page) of the report Appears for each record Appears at the
bottom of each page


Exercise 1A: Create a simple table call Customer Contacts using the Create Table
Wizard. The table should contain the following fields:

Customer ID First Name Last Name Phone Number Email Address
(Key)
Address 1 City State Postal Code

Note: It is very important that the “Customer ID” Field is set as the key because we are going to use it to
complete later exercises.

Step 1: Open Microsoft Access

Step 2: Click the New Database button located at the top right of the page
Note: This can also be access through the path “File>new”

Step 3: Click the “Blank Database” Option
Note: This option will appear in different place depending on how you have your
machine configured.

Step 4: Name and save your database. Prior to creating any tables you must first name
and save your database. To complete this step, you must first determine where
you want to store your database, then name your database, and finally click the
“Create Button” Located at the bottom right of the file menu.
Note: Make sure that you name your database something indicative of the data
that it contains. For this lesson, name your database “Train_Cust_Info” and
save them to the desktop of your lab machine.


Step 5: Create your table. You should now see a number of options for creating tables.
For this exercise we are going to create a table using the wizard. To create a table
using the wizard, first double-click the “Create table by using wizard” link located
in the database window.

Step 6: Determine field requirements. You now have to decide which sample table to
base your design. To determine the best table for your business needs, see what
fields are available in each of the sample tables by clicking on each one located
on the left side of the Table Wizard window.

Table Type
Select the table Field Selector
type that you Click to add
wish to use selected field to
your table.

Table Sample Field List
Select the sample Standard fields
table you want to with in each
use sample table.

Step 7: Select table and fields. For this exercise select the Table Type as “Business”, the
Sample Table as “Customers” and then select the fields that were described in the
first part of this exercise.


Step 8: Name Your Table. Enter the name for your table as “Customers Contacts”. Once
you have named your table, select the radio option “No, I’ll set the primary key”,
and then click “Next”.
Note: It is VERY important that the primary key is set correctly, because the key
is used to link this table to other table that will be created in this class.

Step 9: Set the Primary Key. From the drop down menu, set the primary key as
“CustomerID”, and then select the radio option “Numbers I enter when I add new
records". This option is set to allow you to create your own customer ID’s and if
you want Access to assign your customer number automatically, select the first
radio option.


Step 10: Finish Table Creation. Now you are ready to finish your table. There are a few
options regarding data entry and for the purposes of this exercise, we are going
to select the radio option “Enter data directly into the table”.
Note: In later exercises we will explore different options for data entry.

Congratulations !!! You have successfully created a table. You should see the following
screen, which is your table ready for data entry. Save your work and close Microsoft
Access and return to your desktop.

Now we will complete a similar process of creating another table, but instead of using a
wizard to create the table, we are going to create a table manually.


Exercise 1B: Create a simple table call Customer Billing using one of the manual
processes.


Step 2: Click on the Open File button located at the top left of the Access application

Step 3: Browse to your desktop and select the “Train_Cust_Info.mdb” file, then click
“Open”

Security Warning: If you receive the following security warning message, just click no
and continue.

Step 4: Manual Table Creation. Form the Database window, ensure that the Table object
is selected, then click the “New” button.


Step 5: Picking a Manual Method. There are a number of manual methods for creating
tables, but for the purposes of this exercise let’s use the Design View method.
To select this method, simply select it and click OK.

Step 6: Fields Definitions. The next step is to define what fields you want to add to this
table. In order to define a field, you must name it, select a data type, and give a
brief description of the field. Create the following field using the Design View.

Step 7: Define Primary Key. Since we are going to be linking these tables in a later
exercise, we must define the same primary key in all tables. To set the field
CustomerID as the primary key, right click directly to the left of the field name
and then left click the option for Primary Key. This can also be accomplished by
selecting the field and clicking the button located on the Access menu.

Step 8: Save Your Table. Now that you have created another table, you will need to save
it. In order to save your table, you must first name it. Click on the located on
the Access menu bar. This can also be accomplished by saving through the file
menu. After you click the Save button, you are prompted to enter a name for your
table. For the purposes of this exercise, name this table “Train_Cust_Bill” and
click OK.

Remember: Name your tables indicative of the data that it contains.

Congratulations !!! You have successfully created another table. Now we will input data
into the two table that you have created. Close all open windows and get back to your
desktop.

Exercise 1C: Entering Data. In this exercise we will enter data into the two tables that
you have created. The method for data entry will be to enter data directly into the tables
without using a form. The next set of exercises will demonstrate the benefits of using
forms for data entry.



“Open”

Security Warning: If you receive the following security warning message, just click no
and continue.

Step 4: Selecting Tables. To select the table you wish to enter data into, simply double-
click the table name located in the Access database window.


Step 5: Entering Data. Enter the following information into the Customers Contacts table.

Step 6: Enter the following information into the Train_Cust_Bill table.

Congratulations !!! You have successfully entered data into the two table that were
created in the earlier exercises. Now we will create forms to enter data into your tables.
Close all open windows and get back to your desktop.


Exercise 2A: Create a Form for data entry using the Form Wizard. In this exercise we are
going to explore a different way to enter data into your table. Instead of entering the data
directly into a table, the form function of Access will allow you to create a more
graphical interface to enter your data.



“Open”

Step 4: Click on the “Forms” object option that is located on the left side of the Access
database window.


Step 5: Double-click the option “Create form by using wizard”.

Step 6: Select the table and fields that you wish to add to you from. To select you table,
simply select it from the drop down menu located at the top of the Form Wizard
window. To add fields to your from, just highlight it and then click the greater-
than button located in the middle of the Form Wizard window.
Note: To add all field from your table to your form at once, click the double
greater-than sign located under the circled one.

Step 7: Add all fields contained within the Customers Contact table, then click next.


Step 8: Choosing a form layout. The Form Wizard allows you to create different form
layouts, depending on what would suit your business needs. For the purpose of
this exercise, select the “Columnar” design and click “Next”.

Step 8: Choosing a form style. The Form Wizard allows you to create different style
for your forms. This is strictly a cosmetic setting and will not affect the
performance of you database. For the purposes of this exercise, select the
“Standard Style” and click “Next”.


Step 9: Naming and Finishing. The Form Wizard will allow you to create different
for your form, but for clarity purposes, except the default name and click
“Finish”

You should now see the form that is displayed below, if you do not see this form, please
review your step to see if any were configured incorrectly.

Congratulations !!! You have successfully created a form for data entry. Now we will
create another form for our other table, but instead of using a wizard to create it, we will
create it using a manual process. Close all open Access windows and return to your
desktop.


Exercise 2B: Create a Form for data entry using an automatic process. In this exercise we
are going to explore a different way to enter data into your table. Instead of entering the
data directly into a table, the form function of Access will allow you to create a more
graphical interface to enter your data.



“Open”

database window.


Step 5: Click the option “New”.

Step 6: Select Which AutoForm. From the New Form window, select the AutoForm
layout that you wish to use. These are the same layouts that were demonstrated
in the previous steps. Click the “AutoForm: Columnar”, then select the Train_
Cust_Bill table from the drop down and click OK.

You should now see the form that is displayed below, if you do not see this form, please
review your step to see if any were configured incorrectly.


Step 7: Naming and Saving. The last thing you need to do is save this form. To save the
form, simply click the save button located on the Access toolbar. Access will
prompt you to name the form, and by default the name of the table that it is linked
to will display. For the purposes of this exercise, except the default name and
click OK.

Congratulations !!! You have successfully created a form for data entry. Now we will
enter more data into our tables, but instead of entering the data directly into the tables, we
are going to enter the data using the newly created forms. Close all open Access windows
and return to your desktop.


Exercise 2C: Entering Data Into A Form. In this exercise you will append the data that is
in your tables by using your forms that were created in the earlier exercise.



“Open”

database window. Then double-click the form “Customers Contact”.


Step 5: Enter the following data into your form, but remember to add a new record to the
form you must click on the new record button at the bottom of the form window.
When you are finished entering data, close the Customers Contacts form.

Step 6: Open the other form by double clicking on the form from the Access Database
window.


Step 7: Enter the following data into your form, but remember to add a new record to the
form you must click on the new record button at the bottom of the form window.

Step 8: Return to the Table objects (Click on “Tables” from the left side of the Access
Window) and look at the appended tables to see your additions. To open the table,
simply double-click the table name located on the Tables tab of the Access
window. Your tables should resemble the one shown below.

Note: You can create shortcuts to you forms so when you enter data, you simply open the
form and not the entire Access program.

Congratulations !!! You have successfully entered data using a form. Now we will create
queries to pull data out of our tables. Close all open Access windows and return to your
desktop.

Exercise 3A: Creating Queries using Query Wizard & One Table. In this exercise we
will create a query using the wizard that is provided by the Access application.



“Open”

Step 4: Click on the “Queries” object option that is located on the left side of the Access
database window, then double click the “Create query by using wizard” option.


Step 5: Selecting Tables and Fields. The next thing that has to be done is to determine
which table you want your query to pull data from. Once you have decide on a
table to use, now select the fields you wish do display by selecting them in the
left column and then clicking the greater than button located in the middle of the
wizard window. For this exercise, add all the fields in the Customer Contacts
Table, then click “Next”.
Note: If you are going to add all fields in the table to your query, simply click the
Double greater than sigh located directly under the single greater than sign.

Step 6: Name Your Query. The name that you select for your query should be indicative
of the data that it pulls. Enter you name in the field provided, then click the Finish
button located at the bottom right side of the wizard window.

You should now see your query display on your screen, if you do not see your query,
review the steps to see if any were missed.


Congratulations !!! You have successfully created a query. Now we will create a query
using more than one table, as well as setting criteria to filter data from the tables. Close
all open Access windows and return to your desktop.

Exercise 3B: Creating Queries using Multiple tables. In this exercise we will create a
query using the two table that were created earlier in this document.



“Open”

Step 4: Click on the “Queries” object option that is located on the left side of the Access
database window, then double click the “Create query in Design veiw” option.


Step 5: Determine which tables to use. This step allows you to select which table(s) to
use in building your query. To select a table, highlight the table name and then
click the “Add” button. For this exercise, add both the tables that were created
in the earlier exercises.
Note: Access will allow you to create queries using table or other existing queries.

Step 6: Selecting fields from each table. To select a field, simply double-click on the
field name displayed in the two table windows that appear in the Query Design
view window. For the exercise, add the following fields to the query:
CustomerID, FirstName, LastName, PhoneNumber, Email, Billing Date,
Billing Amount, Billing Status, & State.


Step 7: Setting Criteria. This step will allow you to filter your data based of criteria that
you define. For this query, we are trying to see who still owes money to our
company and out of those people, which are from Mississippi. Set your criteria to
only pull records that the Billing Status = “No” and the State = “MS”.

Step 8: Naming & Saving. To name and save your new query, simply click the save
button located on the Access menu, enter the query name, and click OK. For
this exercise, name the query “OutStanding Balances in MS”.

Step 9: Running Your Query. To run your new query first close the Query Designer
by clicking the “X” in the top right of the Query Designer Window, then
double-click the query name from the Queries tab on the Access Database
window.


You should now see your query, which contains only one record of an out standing
account balance in MS. If you receive an error when you try to run your query, double
check your criteria statements to make sure that they are correct.

Congratulations !!! You have successfully created a query using multiple table. Now we
will create a report to display our query results in a more cosmetic fashion. Close all open
Access windows and return to your desktop.


Exercise 4A: Creating Reports to display Query results. In this exercise we will create a
report using the queries that were created earlier in this document.



“Open”

Step 4: Click on the “Reports” object option that is located on the left side of the Access
database window, then double click the “Create report by using wizard” option.


Step 5: Determining Queries and Fields. You must decide which queries to use to make
your report, then decide which fields from that query to show on the report. Select
the Customers Contacts Query from the drop down menu, add all fields from
the query to the report, and then click “Next”.

Step 6: Grouping Levels. Access allows you to assign grouping levels to your report, but
for this exercise we will not be adding any grouping levels. Click “Next” to move
to the next screen.

Step 7: Ordering your report. Access allows you to order your reports on any included
field. For this exercise we want to display results in Ascending order of the
CustomerID field. Select CustomerID from the first drop down menu and then
click “Next”
Note: Access will allow for four different levels of sorting, however this can slow
down the processing speed of your database.


Step 8: Report Layout. Access allows you to layout your reports in three different
formats, depending on your reporting needs. For this exercise, choose the option
for Tabular and Landscape and then click “Next”.

Step 9: Choose your style. Access offers several different report appearances that you
can choose from. For this exercise, accept the default (Corporate) and click
“Next”.

Step 10: Naming Your Report. Enter a report name of “Customer Contacts” and click the
Finish button at the bottom right side of the page.


You should now see your report display on the screen. If you do not see your report or if
you receive an error, review your steps to make sure none were left out.

Congratulations !!! You have successfully created a report using a query. The next
exercise will walk you through the process of creating a report automatically. Close all
open Access windows and return to your desktop.


Exercise 4B: Creating Reports automatically to display Query results. In this exercise we
will create a report using the queries that were created earlier in this document.



“Open”

Step 4: Click on the “Reports” object option that is located on the left side of the Access
database window, then click the “New” option.


Step 5: Choose your style and Query. Access uses the same styles that were offered
using the Wizard for the Automatic process. For the exercise, select the
“AutoReport: Tabular” option and the query “Customers Contacts Query” and
click “Next”.

You should now see the same report that was created using the Report Wizard. Notice
that you did not have to select any fields; this is because the Automatic Process uses all
available fields from the selected query or table.

Step 6: Naming & Saving. The only thing left to do on this report is to name it and then
save it. To name and save your report, click the save button located on the Access
menu bar, name the query, and then click “OK”. For this exercise, name your
report “Customers Contacts II”.

Congratulations !!! You have successfully created a report using an Automatic Process.
Close all open Access windows and return to your desktop.


Exercise 5A: Importing an Excel Spreadsheet using the Import Table Wizard.



“Open”

Step 4: Click on the “Table” object option that is located on the left side of the Access


Step 5: Select the option Import Table from the New Table popup window and click OK.

Step 6: Browse to the location of your Spreadsheet, select the Spreadsheet you wish to
import, and then click Import.

Step 7: Determine which sheet within the Spreadsheet that you would like to import, and
click “Next”.


Step 7: Check the “First Row Contains Column Headings” option to set the name of the
Access field to the names given on the Spreadsheet, and click Next.

Step 8: Determine whether you want to make a new table from the Spreadsheet data or
you also have the option to append the data to another table. Choose the New
option and click Next.


Step 9: Changing field names and information. Access gives you the option of changing
the names of the Access fields from what they were in your Spreadsheet. To
change the name of any field, select it and type the new name. Access also gives
you the option to skip fields if you do not desire all Spreadsheet fields in your
database. Click Next.

Step 10: Setting the Primary Key. Access will let you choose one of the existing
Spreadsheet fields for the key or it will auto generate a new field. Set the
Primary Key to the ID that we imported from the Spreadsheet and click Next.


Step 11: Naming the new table. By default, Access will retain the name of the imported
sheet as the name of the new table. To change the name of the new table, enter
the new name in the field provided. Enter the name “Student_GPA_Table” and
click finish.

Step 12: Access will notify you of the status of the Spreadsheet Import. Click OK to
continue.

Congratulations !!! You have successfully imported a table from an Excel Spreadsheet.
Close all open Access windows and return to your desktop.


Exercise 5B: Create a Query and Report for the Imported Spreadsheet. The query should
only display students who have a Cumulative GPA between 2.5 and 3.2 and who have a
last name stating with an “S”.



“Open”

Step 4: Click on the “Query” object option that is located on the left side of the Access


Step 5: Select the “Design View” option from the New Query window and click OK.

Step 6: Select the Student_GPA_Table and click the Add & Close buttons from the
Show Table window.

Step 7: Selecting fields to add to your query. To select fields from the
Student_GPA_Table, simply double-click each field name listed in the table
window.


Step 8: Setting criteria on specific fields to filter data. To set criteria on a field, enter the
correct filter value in the “Criteria” row located under the field. To accomplish the
the Cumulative GPA filter enter “between 2.5 and 3.2” without “” and to
accomplish the Last Name filter enter “S*” with “”.

Step 9: Naming and Saving your query. To save the new query, click the Save button
located on the Access menu bar, enter the name, and click OK. Enter the name
“Student GPA Query”, then click OK.

Step 10: Run the query and view the results. To run this, first close or minimize the
Design View and then double-click the query from the Access Window. You
should see the following results from your query.

Step 11: Create a report to display the new queries results. To create a report, first close
the open results and click the Reports option from the Access Window, then
click New.


Step 12: Report options and query selection. Select the report option of “AutoReport:
Tabular” and select the “Student GPA Query” from the drop down menu.

Step 13: Viewing your results. You should now see the results of your query displayed
in a tabular report. Your results should appear as follows:

Step 14: Saving your report. To save your new report click File>Save and enter the name
of the report. Enter the name “Student GPA Report” and click OK.

Congratulations !!! You have successfully created a query and report from the imported
spreadsheet. All you have left to do know is practice, practice, practice. Close all open
Access windows and return to your desktop.


Access Components Review

Microsoft Access consists of four major components:
1. Tables – Where the data is stored.
2. Queries – Tool used to extract and filter data from the tables.
3. Forms – Tool used to created forms for data entry.
4. Reports – Tool used to display data contained in a table or query.

Remember: When building databases, tables come first, then useally forms, next is
queries, and finally reports. Understanding these basic components will allow you to
support larger more complex database design with much greater ease. In order to become
efficient in Access there is only one thing to do, PRACTICE!!!


Access intro

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