Introduction to Microsoft Access

Microsoft Access is a type of database management system (dbms).

Access stores data in its own format based on the Access Jet Database Engine. It can also import
or link directly to data stored in other Access databases, Excel, SharePoint lists, text, XML,
Outlook, HTML, dBase, Paradox, Lotus 1-2-3, or any ODBC-compliant data container including
Microsoft SQL Server, Oracle, MySQL and PostgreSQL. Software developers and data
architects can use it to develop application software and non-programmer "power users" can use
it to build simple applications. Like other Office applications Access is supported by Visual
Basic for Applications, an object-oriented programming language that can reference a wide
variety of objects, including DAO (Data Access Objects) and ActiveX Data Objects, and many
other ActiveX components provided by Microsoft or by third parties. Visual objects used in
forms and reports expose their methods and properties gracefully in the VBA programming
environment, and a huge selection of Windows operating system functions can be declared and
called from VBA code modules, making Access a rich programming environment.

A relational database management system (RDBMS) is a database management system

(DBMS) that is based on the relational model as introduced by E. F. Codd. Most popular
commercial and open source databases currently in use are based on the relational model.

A short definition of an RDBMS may be a DBMS in which data is stored in the form of tables
and the relationship among the data is also stored in the form of tables.
Starting the Access application

The Microsoft Access 2019 application link is located in the Microsoft Office group,

A database is a collection of objects. These objects work together to manipulate data into useful
information. The object types included:

 Tables – store all the data in the database in a datasheet format. It appears similar to a
worksheet. A database usually contains many tables
 Queries – are used to search for and return data from tables or other queries.
 Forms – display data form one or more tables or queries in a meaningful format
 Reports – display data from one or more tables or queries in a customized format. It
usually summarizes data and calculates totals
 Macros – automate database operations by allowing you to issue combine tasks into a
single command.
 Modules – are similar to macros, but they allow you to perform more complex
operations.

Opening an existing database from the featured online templates by clicking on the desired
template and then clicking the Download button

The Assets database will download and open. It should look similar to the following
Security Warning

Tabs for open objects

Navigation Pane

Many databases contain Macros that could cause harm to your computer. By default all Macros
are disabled. If you are sure the database is safe then click the Options button on the Security
Warning message and then click the Enable this content button, click the OK button.

You will also be provided the opportunity to review information about the template that linked
back to Microsoft Support

The Access 2019 application contains a new look. The menu options are displayed on Ribbons.
Default Ribbons
The Default Ribbons are

Home Ribbon

Create Ribbon

External Data Ribbon

Database Tools Ribbon

Specialty Ribbons

Table Fields Ribbon

Table Table Ribbon

Query Design Ribbon

Form Design Ribbon

Form Arrange Ribbon

Form Format Ribbon

Report Design Ribbon

Report Arrange Ribbon

Report Format Ribbon

Report Page Setup Ribbon

Macro Design Ribbon

Database Objects
When you create a database, you are given several types of objects. Each object performs a
different function. The available objects are:

 Table - used to store all the data in the database. Datasheets are used to display the
information, they are similar in appearance to Excel Worksheets. There are usually many
tables in a database
 Query – used to search and retrieve data from tables
 Form – used to display data from table and queries in a customized format
 Report – used to display the data from tables and queries. The report usually
summarizes information.
 Macro – used to automate tasks in the database
 Module – used to perform more complex programming functions, requires the use of a
programming language

You can view the

objects you create
using the
Navigation Pane.
Open Objects (tabs)

Records

A record is a complete set of data. A record is displayed as a row in a table.

Each record is made up of one or more fields. The fields appear as columns in the table. The
field name is located at the top of each column.

You can enter information directly into the table using the Datasheet view.

After entering the data into the record the information is automatically saved, there is no need to
save your entries as is required with other programs.
You can navigate within the records using the following keys:

Key Description

TAB or RIGHT ARROW Move to the next field

END Move to the last field in the current record, in

Navigation mode

SHIFT+TAB, or LEFT ARROW Move to the previous field

HOME Move to the first field in the current record, in

Navigation mode

DOWN ARROW Move to the current field in the next record

CTRL+DOWN ARROW Move to the current field in the last record, in

Navigation mode

CTRL+END Move to the last field in the last record, in Navigation

mode

UP ARROW Move to the current field in the previous record

CTRL+UP ARROW Move to the current field in the first record, in

Navigation mode

CTRL+HOME Move to the first field in the first record, in Navigation

mode

Navigating records

1st Record Prev Record Current Record Next Record Last Record New(blank) Record

Undoing changes to a field – Use the Undo button on the Quick Access Toolbar

Quick Access Toolbar

Undo Redo
Selecting Records:
Use the field selector located on the top of each column to select the entire field.

Use the record selector located on the left of each row to select the entire record.

You can select multiple contiguous records or fields by holding down the shift key, or dragging
the mouse while selecting additional records or fields.

Use the datasheet selector to select all the records in the table

Deleting Records
Select the record(s) you want to delete using the method above and press the Del key on your
keyboard or clicking the delete option on the Home Ribbon,
Record Group. You will receive a warning message asking you
to confirm the delete.

Cut, Copy and Paste data

The cut, copy and paste functions work the same as in all other Microsoft Office applications.
 You need to be aware that if you copy or cut an entire record with the
intent of pasting it into a new table, you need to use the Paste Append
option.

Changing Layout Display

You have the ability within Access to rearrange and change the appearance of the data displayed.

Change Row Height

Changing the row height of one record changes all rows of the table. To change the row height:

Position your mouse over the bottom of any record selector. The mouse icon will change to a
double arrow shape. Click and drag the row border up or down to change the height.

As an alternative you can change the row height using the ribbon.

Select the Row Height option from the More drop down list located in the Records Group on the
Home Tab.

Change the Row Height in the box provided, and then click the OK button.

Change the Column Width

Changing the column width of one field only changes that field. To change the column width:
Position your mouse over the right edge of the field selector. The mouse icon will change to a
double arrow shape. Click and drag the row border to the right or left to change the width.

As an alternative you can change the column width using the ribbon.

Select the Column Width option from the More drop down list located in the Records Group on
the Home Tab.

Change the Column Width in the box provided, and then click the OK button.

The Best Fit option will make the column wide enough to display the longest entry in the field.

Rearranging Columns in the Datasheet

You have the ability within Access to rearrange the order of the fields/columns by dragging them
to the desired locations. Click on the field selector that you want to move, hold down the mouse
button and drag the field to the new location.
Freezing Columns
You also have the ability to Freeze columns on the screen so that they will remain in view as you
scroll through the data sheet.

Select the field selectors that you want to freeze

Select the Freeze option from the More drop

down list located in the Records Group on the
Home Tab.

To Unfreeze the fields:

Select the Unfreeze option from the More drop

down list located in the Records Group on the
Home Tab

Changing the Row Color

The default display of the datasheet shows alternating light and dark shading to enhance the
readability of the sheet.

You can change the colors

using Alternate Fill/Back Color
option located on the Home
tab, in the Text Formatting
Group.

Click on the desired color to

view the change.

Select the No Color option to

remove the alternating color
feature.
Previewing and Printing the Table
You should always preview the table prior to printing it. This will allow you to change your
print settings should it not display the way you expected.
Select the Print Preview option from the available Print options located on the File menu.

The datasheet will be displayed as it will appear in print.

You will also see the Print Preview tab and associated options. You can change the page layout
options and print your document.

Saving and Closing Objects

You must save the changes you make to all objects.

Data changes, additions and deletions are saves automatically.

You will be prompted to save changes to objects if you close without saving first.
You can also use the Save As option to save your changes to a new object

Compacting and Repairing Databases

As you add and delete data from you database, it can become fragmented. The compact and
Repair option can be accessed using the Microsoft Office Button

This option will optimize the performance of the database