19-06-2014, 04:29 PM
Access Introduction Academic Computing Services
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Abstract
This document introduces users to the Access relational database
management system, which allows for the creation, organization
and manipulation of large quantities of data. This class will
concentrate on creating a blank database, creating and importing
tables into the database, establishing primary and foreign key
fields, entering records into tables, sorting fields in tables, and
filtering for specific records in tables. It is used in conjunction
with the ACS Access: Introduction workshop
Introduction
The Access database program allows for the creation, organization and manipulation of
large quantities of data. The basic building block of any database is the table, built of
distinct and unique rows of information (called records), each of which are broken down
into one or more columns (or fields) of predetermined and consistent size and type of
data. As a relational database, an Access database can contain many tables, where the
records in one table may be related to records in other tables
Related Training Available from ACS
CCESS: INTERMEDIATE
This three-hour, hands-on workshop introduces relationships, sub datasheets, and queries.
Participants learn about creating and establishing rules on relationships, inserting sub
datasheets into tables, and creating select queries between multiple tables and adding
criteria.
All ACS workshops are free to KU students, staff, faculty, and approved affiliates. The
general public is also welcome to most workshops, but some ACS workshops require a
Choosing Access Data Types
In Access, you must assign a data type for each field. The data type determines what
values you can enter for a field and what other properties the field will have. You want to
choose a data type that most closely matches the kind of data you plan on storing in that
field, especially in larger databases. This will help keep your file sizes manageable and
will optimize Accessí performance. The data types are as follows:
• Text: Use for field values that contain letters, digits, spaces, and special
characters. Text fields can contain up to 255 characters. The default field
size for a text data type is 50.
• Memo: Use for long text comments. Memo fields can contain up to 64,000
characters. Unlike text fields, however, you cannot search or sort records
based on the contents of a memo field.
• Number: Use for numeric values. Because number fields are more restrictive than
text fields, only chose this data type for numerical entries that will be
used in calculations (e.g., percentages, quantities). Do not use this field
type for currency values (see Currency, below). The default field size
for a number data type is Long Integer. For more information about
field sizes for number data types, press the F1 key on your keyboard
when you are clicked in the Field Size property box
Filtering Records
One of the basic features of any database is that it should allow you to look at a subset of
your data, based upon some criteria. For example, in an address list, you might want to
only look at address from a particular city or state.
One of the ways of doing this in Access is with filters. When you filter a table in the
Datasheet View, you hide all records that donít conform to your set of criteria. To
ìunhideî the hidden records, you remove the filter.
There are two basic types of filters: the Filter by Selection and the Filter by Form. They
differ in the way you run the filter, and the complex