Access what does it mean. Creating and filling databases in Microsoft Access

Microsoft Office is an editor that allows you to create and edit office documents. It also has an embedded application that allows users to work with databases. Databases are, first of all, a convenient tool for storing, organizing and extracting the necessary information. In this material, the Microsoft Access editor will be analyzed in detail and step-by-step instructions for working with the application will be published.

What is Microsoft Access

Microsoft Office Access is a powerful editor, which is a database management system based on the relational model. It should also be noted that it uses a dynamic exchange model between network resources and applications. Wherein editor uses advanced tools for processing any type of information and presenting them in a clear coherent structure.

Access also introduces support for dynamic ActiveX libraries. This technology, which helps not only to present information in the form of text, but also in the form of multimedia objects. The relational model allows you to establish links between databases and control any change, making timely adjustments.

Some users think that one of the Microsoft Office Excel editors is similar to the Access program, but this is a misconception. Excel is a tool for working with spreadsheets, and the latter, in turn, is used to create a database in the form of tables.

The principle of operation of Excel is based on the organization of data within a separate table, Access allows you to perform more complex tasks, working with a large array of information. And in conclusion, it is necessary to note an important feature, Excel is designed for a single user, since the change of information is local in nature, and Access implies multi-user work with databases.

Why is it used

The editor is used for full automation of work with the database in various fields of activity, business, personnel management, etc. It is worth noting that due to the fact that the software has a universal structure, it helps to get rid of an overabundance of data when you need to change the desired parameter, not by entering a new one, but by adjusting the old one. Moreover, the changes will be reflected not only in the main database, but also in those associated with it.

Application Structure

The convenience of working with the program is achieved due to the presence of elements that allow automate the process creating a base. The following is a list of the main components of the software.

Components:

• table. The application component is designed to write and store data;
• request. The element is designed to receive information from one or more tables. It is a means for accessing related databases and third-party software;
• form. The object is used to present the entered information in a more user-friendly way;
• report. Allows you to get the final result in the form of a finished document;
• macro. It is an element that contains a sequential description for performing an action. With it, you can set a command that will perform a specific task, for example, checking for data changes in one of the tables;
• module. A component that contains software written in the Visual Basic programming language. With its help, the editor significantly expands the functionality. This is achieved through the use of functions and procedures designed to respond to certain changes;
• access page. With its help, you can access remote databases stored on other personal computers.

Relationship with other DBMS

Access allows you not only to use your own entered information, but also to establish a relationship with another DBMS. There is also the ability to import from other applications, such as dBase, MySQL, Paradox, FoxPro, Excel. For the convenience of the user, the possibility is implemented not only to use import, but also bind data with other programs and network resources.

User interface overview

Important! The interface will be reviewed using Microsoft Access 2013 as an example. However, Microsoft Access 2007 and 2010 are almost identical

The interface in this version of the software is designed to improve the convenience of working with numerous elements, it is based on the ribbon, which provides quick access to the main functions and commands.

User interface:

• « Backstage" (create). The interface element appears after the program starts and allows the user to select a template for creating a database. In the process of work, to go to this tab, you must follow the path "File" and "Create".
• « File". Allows you to save, open, print the finished document, as well as set the Access options and set the appropriate design theme.
  
  
• « Ribbon". It is the main element when working with the editor. It contains modules with tools for creating and editing a database. It also includes a Quick Access Toolbar that contains the most commonly used components.
• « Navigation area". Allows you to see the result of the actions performed and reflects the structure of the database.
• « Dialog window". An interface element with which the user can specify the parameters of an object.
  
• ". To display the component, you will need to right-click on the object element. It includes commands that depend on the task being performed.
  
• ". Used to switch the document view mode, and to display the status of the current operation.

The interface was reviewed using Microsoft Access 2013 as an example. It may differ in lower editions.

Working with databases in Access

Base creation

There are several ways to create a database: from scratch or using a ready-made template. In the first case, the user needs to create database elements and objects on his own; in the second case, everything is much simpler. We launch a ready-made template and enter your information. Next, we consider in detail both options for working with databases.

net base

Let's start creating a new database and then filling it with information:

Create from template

Working with a template looks like this:

Filling the base

Filling the database involves creating a table and entering the necessary information into it.

To begin with, it should be noted that using MS Access, you can to import. To do this, select the "External" tab, click on the "Import" icon. Next, a new window will open where you need to specify the path to the file and click "OK". Then the import window will appear again, click " Further» and set information about each object. We set the key that will help to quickly process the information, and click " Further". After that, the object will appear in the main window and you can start creating it.

Process of creation:

It should be noted that the "Price" field has a numeric parameter. This is due to the fact that information in monetary terms has a dimension expressed in rubles (if the official localized version of the office suite is used). If we are talking about the price of computer peripherals, then, as a rule, conventional units are used to express its comparative cost. For such a case, a numerical parameter is used, this will avoid reconfiguring the entire database.

Project No. 1 "Products":

Project No. 2 "Supply":

Data schemas

The relationship between tables is established using the structure used in the project. In this case, the structure is displayed graphically, which makes it possible to significantly facilitate data processing.

Establishing a relationship between projects:

Now we need establish a connection between two objects, we do it like this:

Creating requests

Classic selection

The selection request allows you to select data in the database according to pre-created conditions. In our project, a selection will be created that allows you to find a product by its name. The work will be done in the database "Products".

Creating an Entity

A Create Entity query in Microsoft Access selects from related tables and other previously created queries. Unlike the first option, the result will be saved in a new permanent table.

The process looks like this:

To add, delete, edit

This type of query implies the creation and execution of some action, as a result of which the parameters in the table will change.

We create a request like this:

Request to add:

For editing:

Creation and design of forms

Forms are one of the elements that are designed to properly organize data storage.

What forms are for:

• The purpose of forms is data output on the screen in a user-friendly way;
• launch control. In this case, the main purpose of forms is to run macros;
• show dialog boxes. With the help of forms, you can display a warning about possible errors.

We use "" to create an object:

After that, a new tab will appear in front of the user, where the table will be presented in the form of a form. As you can see, the perception of information has become much more convenient.

Consider the option of creating forms through the Constructor:

Create a form from scratch with "". With this option, you can customize the appearance, change the fill of the field, add media files, and more.

You can also set the required parameters for the picture: "Background Color", "Background Type", "Borders", etc.

We generate reports

To work with reports, we will use "":

Report using the Designer:

Access 2010, despite its popularity and ease of use, remains a mystery for most users. This program, published for the first time in 1992 for Windows 3.0, was included in the Microsoft Office package and became widespread due to its convenient usability and the ability to write applications based on Access itself to work with complex databases.

Although at the first encounter with Microsoft Access 2010 it seems that only advanced users, computer scientists and programmers use such a program, in practice it can greatly simplify the life of any working person.

Access 2010 in Russian free download:

To understand the meaning of using Access, it is enough to imagine a simple notebook in which a table is kept with a list of work performed, their dates, costs, and results. Such a notebook can also be kept manually, even if there are several types of work at different rates. In this case, the results are knocked down using a simple calculator.

How to install Access 2010

Run the installer click "Setting"

Mark in the list do not install everything except Access and funds office

Click install, wait for the installation to complete.

If the problem is with the download:

Organize and organize

But what if the calculations need to be made immediately for a dozen workers performing 2-3 types of work? For a whole month, about a hundred different tables can accumulate, the results of which will have to be recalculated regularly. One single table with linked data of workers, types of work, their cost and any other necessary information in Access can replace thousands of single plates. The convenience also lies in the fact that editing data in any linked database will be done automatically in the main table and wherever the changed information is mentioned.

Everyone needs it

Even if you don't own a business, don't count money or organize someone else's work, this program will help you manage your family budget, pay utility bills, register addresses and phone numbers, and more.

Features of working with the program

Access is a relational database management system, that is, a set of tools for managing a set of two-dimensional tables. To get started, you can use the standard template: faculty, marketing projects, tasks, contacts, and others.

The most convenient thing is the ability to quickly obtain the necessary information by creating queries, and reports generated from tables optimize the data in a form convenient for printing. In practice, it is very useful to be able to create web pages with data available on the Internet. This helps to coordinate the work of people working from home in different places in the city or even in different cities.

Microsoft Access 2010 is perfectly suited not only for homework, but also for programming databases with subsequent demonstration of the result to the customer. Applications derived from it, written in Visual Basic for Applications, help coordinate even fairly large-scale accounting calculations, and the ability to create macros makes this job even easier.

Today, any user of Windows-based computer systems knows that the standard office suite from Microsoft includes a unique editor called Access. What is this program and how to work with it, we will now consider. In this article, of course, only the main issues of the program will be given. A complete description of all the features of this application will take more than one page.

Access: what is it?

What is Microsoft Access? Access is a full-featured program that is designed to work with databases of any type. This program is based on a model of dynamic data exchange with Internet publications and other applications. This program provides for the use of tools for automating the processing of any type of information presented in a structured form. Among other things, Access is also a software package that provides support for ActiveX controls. This significantly expands the capabilities of the program in the sense that it can use not only text and table components, but also objects from the Internet and multimedia. The links established in the application between the databases (DB) make it possible to accurately track changes in any of them and automatically adjust the parameters in others.

Access: the main directions for using the application

It is not at all surprising that in most cases Microsoft Access is used to fully automate the processes of data analysis in business, accounting and so on. The program, thanks to its universal structure, can eliminate the appearance of the so-called data redundancy, when it is necessary to change some parameter not by entering a new one, but by correcting the old one, and in such a way that this change is displayed in all related databases. An enterprise can use Access to keep records of suppliers, customers, and the activities in which they are involved. Let's say a supplier's bank details change. Then it will be enough to change them in the database, and the automatic adjustment will affect the rest of the databases. This will replace the data, rather than entering new information along with the existing one. This change will only affect related events. In a sense, the user gets full automation. The same applies to warehouse accounting. Suppose some group of goods is sold through the corresponding division of the enterprise. Then the commodity items will be automatically written off in the database of goods available in the warehouse. It should be noted that these are only the simplest examples. The application actually has more features.

Microsoft Access: Structure

If we talk about the convenience of work, then it can be achieved due to the presence of basic elements that play an important role in the analysis and processing of data. The main elements include the following:

1. A table is an element that stores basic information in a specific format (text, numeric, graphic);
2. A query is a means of accessing related items, other databases, or third-party programs;
3. Form is the provision of data or information in a user-friendly manner;
4. The report is the output of the processed results;
5. A macro is an executable element that allows, when an event occurs, to perform certain actions, generate a report, create a query;
6. Module - is a tool of the Visual Basic language, which allows you to significantly expand the capabilities of the program based on the use of numerous functions and the creation of procedures;

Microsoft Access: Communication with external databases and other programs

As it should be clear by now, Microsoft Access allows you not only to use your own data entered by the user, but also to link them together. The capabilities of the program are such that information can be imported from various applications, such as Paradox, FoxPro, Excel, Word, and so on. To simplify procedures, data can not be imported, but linked, not only with these programs, but also with sources on the Internet or a network environment. The binding process itself is query based, much like how SQL databases work. By the way, Access also supports them.

How to create databases based on templates?

In Microsoft Access, the main element is the table. This component is very similar in appearance to Excel spreadsheets, but it has more features. And the principle of working with these elements has its own distinctive features. However, it is quite easy to create your own database at startup. After the welcome window appears, the user is given a choice of templates, on the basis of which the future database structure will be created in the form of a table. In another way, this view is called Backstage. Here you can also find built-in blanks that you will need when performing specific tasks. If none of the presented blanks meets the user's requirements, which is unlikely, you can refer to the search on the official Microsoft resource. When the desired template is selected, it will need to be saved as a file, specifying a name and location. The application will then automatically generate the desired table structure.

How to create a database from scratch?

There are a number of limitations to consider in this regard. For example, databases for desktop personal computers do not support Internet publishing. Webbases are not consistent with some features of the previous ones. After the initial table has been created, it will be possible to proceed to entering information. It is worth paying special attention to the fact that data can only be entered in adjacent rows and columns. You should also not add empty cells between them, as is done in the Excel application. The most important condition is that each column should contain only one type of data. Thus, if the format is originally date and time, then the information entered in the column with calculations based on the exponent will not be recognized. If possible, you need to plan the table in this perspective. To simplify the work, you can use a special design mode.

Features of importing and linking data with other sources

If we talk about data import, here the Microsoft Access program has almost unlimited possibilities. The main condition is that the imported data must be divided into tabular types, as is done in Word or Excel. If the import is carried out, for example, in the text version of the Notepad program, then the Tab key (tab) can be used to create such a structure. You can also use Share Point lists and data linking to make your work easier. For this purpose, a special command is used on the external data tab, which is located in the Binding and Import group. It also offers ready-made solutions (Word, Excel, and so on). In case of selection, it remains only to specify the location of the required file, the storage location in the current database, and then confirm the choice made.

Afterword

This is what an Access application looks like. At the moment, this program is very popular among a wide range of users, as its developers tried to combine the capabilities of other programs of this type in it. This made it possible to make this application very flexible in automating most of the necessary functions and settings. One can only add that Microsoft Access is a powerful data processing software product. Access makes it easy to create and manage databases. This software product is suitable for both small projects and large businesses. Access is a great helper for storing various kinds of information.

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COURSE WORK

according to dissAndpline:

"INFORMATION SYSTEMS IN THE ECONOMY"

On the topic of: “ MicrosoftAccess”

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Checked work:

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Introduction 3

1. Description of the Microsoft Access 4 base

2. Working with tables 10

3. Analyze table content to create links 13

4. Creating and printing reports 14

5. Selecting and sorting records using queries 17

6. Macros 20

Conclusion 22

List of sources used 23

Introduction

The ACCESS program is included in the package of the most common Microsoft office software package. This program is universal in its own way. At the same time, the program is easy to use and accessible to the average user. And the interface is responsible for all this. In the process of improving this program, unique features were introduced. The data can be presented in the form of tables or charts. And if we take into account that this program can be used by any user (from a beginner to a professional developer), then without a doubt it can be argued that Microsoft's ACCESS is the best tool for solving problems of any complexity.

The Microsoft Access database management system is one of the most popular applications in the desktop DBMS family. All versions of Access have in their arsenal tools that greatly simplify the input and processing of data, data search and providing information in the form of tables, graphs and reports. Starting with Access 2000, there are also data access Web pages that a user can view using Internet Explorer. In addition, Access allows you to use spreadsheets and tables from other desktop and server databases to store the information your application needs. By attaching external tables, an Access user will work with the databases in those tables as if they were Access tables. At the same time, other users can continue to work with this data in the environment in which it was created.

1. Description of the Microsoft Access database

An Access database is a file that has the mdb extension. This file can contain not only all tables, but also other objects of Access applications - queries, forms, reports, data access pages, macros and modules.

One of the main tasks of creating and using databases is to provide users with the necessary information based on existing data. In Access, forms and reports are designed for this purpose.

When you start Access, the main Microsoft Access window appears.

To open an existing database, you can use one of three methods. Select the required file from the File menu from the list of previously opened files.

If there is no such list in the File menu, you need to use the Tools, Options command to open the Options dialog box, open the General tab and check the box Remember file list (Recently used file list). Select a file from the list in the task area, which is located on the right side of the application window. Select the command Open (Open) in the menu File (File), and then select the desired file in the dialog box Open database file (Open).

In the latter case, the dialog box usually displays the contents of the My Documents or Personal folder by default (depending on the operating system installed on the computer). Having found the required database in the list, you need to select the file and click the Open button or double-click on the list item. The selected database window appears in the main Microsoft Access window.

In the new version of Access, you can open database files created in Access 2000 and work with them in the same way as before.

Files can be selected not only from the list that appears in the Open dialog box for a database file (Open) when it is opened. You can select the desired folder either from the Look in drop-down list, or use the shortcuts located on the so-called address bar on the left. When you select the shortcut History (History), a list of shortcuts to the last opened files and folders appears. When you select the Desktop shortcut, a dialog box displays a list containing folder shortcuts and files currently on the Windows desktop. The file type is selected from the File of type drop-down list at the bottom of the window. In the Favorites folder, you can view shortcuts to those folders and files that are used most often. Many programs allow you to add shortcuts to the Favorites folder, including this can be done directly in the Open database file window. To do this, select the desired file in the list, click the Tools button on the toolbar at the top of the window, and select the Add to Favorites command from the list.

You can open a database file located on a network drive. To map a network drive, you need to execute the Map Network Drive command from the list of commands on the Tools button.

If you cannot find the required database file, you can search for it by specifying search criteria in a special dialog box that appears when you click the Tools button and select the Search command from the list.

A special window in Access is the database window, which allows you to access all database objects and select the mode of working with the object. In the left part of the window there is an object panel that contains shortcuts for each of the Access objects: Tables (Tables), Queries (Queries), Forms (Forms), Reports (Reports), Pages (Pages), Macros (Macros), Modules (Modules ).

By clicking on the shortcut with the mouse, you will open a list of corresponding objects in the right part of the window. The list of objects can be represented in four different ways (common for folders in the Windows operating system): - as small icons;

In the form of large icons;

in the form of a list;

In the form of a table.

Switching between these display modes is done using the four right buttons on the toolbar along the top edge of the window.

When objects are represented as icons, these icons can be dragged with the mouse and positioned within the database window in any convenient way. If you want to arrange the icons so that they are next to each other, you need to right-click on any free area of ​​the database window. Select Line Up Icons from the context menu.

The list view of the objects does not allow icons to be placed arbitrarily in the database window, but they can be "dragged" outside the database window (this is one way to activate an object, such as opening a table). The table view allows you to see for each object not only its name, but also its description (Description column), date and time of last modification (Modified date column), creation date and time (Created column). ), as well as the type of the object. When using any kind of representation of objects in the database window, they can be sorted by name, type, creation date, and modification date. To do this, right-click on any free area of ​​the database window. From the context menu, select the Arrange Icons command. From the drop-down menu, select the ordering method: by name (By Name), by type (By Type), by creation date (By Created), by modification date (By Modified).

In order for the objects in the database window to be ordered automatically, you must

right-click on any free area of ​​the database window. From the context menu, select the Arrange Icons command. In the drop-down menu, select the command automatically (Auto Arrange). A check mark will appear in front of the command to indicate that auto-arranging is enabled.

To cancel automatic ordering, select the Auto Arrange command again from the Arrange Icons menu. The command label will be removed and the auto-order mode will be turned off.

You can work with each database object in two modes. Let's call the first mode the execution mode (conditionally, since it differs somewhat for different types of objects):

for tables, queries, forms and data access pages, this mode means opening the corresponding object and is called, respectively, the Tables mode (for tables and queries), the Forms mode, the Pages mode;

for a report, this is the preview mode;

for a macro, this is really the execution mode;

this mode is disabled for the module.

The second mode is the Design mode. This mode applies to all types of objects and is intended for creating and modifying objects.

You can select the desired mode using the buttons on the left side of the database window toolbar, using the View menu commands, or using the buttons on the Access toolbar.

There are three main buttons on the toolbar of the Database window on the left: the first button has a changing name, depending on which object is selected. If a table, query, form, page, or Favorites group is selected, the button changes to Open. If a report is selected - Preview, if a macro or module - Run. The icon next to the name changes accordingly. The name of this button in each option clearly reflects the purpose. The second button Design (Design) is constant for all objects and is intended for editing a previously created object. The third button Create (New) has a constant name, but the icons on it change, in accordance with the type of object.

To create new objects, you can also use special shortcuts included in the list of objects of each type.

You can use standard copy/paste programs to copy or move an object. For example, to copy a table to the Clipboard, you need to do one of two things: select the required table in the list and click the Copy button on the standard Database toolbar. This panel is displayed on the screen when the database window is active.

To view the properties of an object, you must do one of the following: right-click on the object name and select the Properties command from the context menu; select an object from the list in the database window and select the View, Properties command from the main Access menu.

It reflects the following information:

Type (Type) - object type (in this case, Table (Table));

Description - description of the table, defined by the user;

Created - the date the table was created;

Modified - the date the table was last modified;

Owner - the owner (creator) of the table;

Attributes: Hidden - allows you to hide the table from the database window, Replicated - allows you to control the object's replication (see section "Database replication" chap. 15).

The user can only change the description of the table and the values ​​of its attributes in the properties window.

On the object panel, you can also place folders that contain shortcuts to various database objects. Thus, it is possible to combine different types of objects into groups. By default, this part of the object panel contains one folder - Favorites. By clicking on a folder, you can see a list of objects included in this group.

To add a new folder to the object panel, you need to: right-click on the object panel and select the New Group command from the context menu. In the New Group dialog box, enter a name for the folder to be created and click OK.

The easiest way to add an object label to a group is as follows. It is necessary to expand the list of objects of this type, find the required object in it and drag it with the mouse to the appropriate folder on the object panel. Another way to add an object to a group is to open the list of objects of the desired type in the database window. Right-click on the desired object and select the Add to Group command from the context menu. Select the desired folder from the drop-down menu or create a new folder using the New Group command.

Just like individual database objects, groups can be deleted and renamed. Labels in the group can also be deleted, renamed, copied. This is done using the appropriate commands of the context menu, which appears when you right-click on the object that you want to delete, rename or copy.

When working with any data processing application, the question is always relevant, how to use the data that has already been accumulated before by other software and, therefore, has a different format. Access 2002 solves this problem in a standard way by importing an existing database table, spreadsheet worksheet, or text file created by MS-DOS or Windows applications into the Access Internal Database Format (MDB). Naturally, Access 2002 can also export data from database tables in the MDB format to any format from which data can be imported. However, Access is unique in this sense because it has another way of using data that is stored in other formats. The system allows you to attach tables from databases of other formats to an Access database and work with them in their original format. After creating a database connection with an external table, you can view the attached table, change its contents, that is, work with it as with an internal table in the Access database. However, other users can use the table file in their applications.

In addition to database files, Access can work directly with spreadsheet files, text files, HTML documents, address books, or import data from these files and XML documents.

File types from which data can be imported into an Access database or that can be linked to an Access database. You can see them if on the File menu, choose the command External data, Import (Get External Data, Import), and then click on the extension of the Files of type field in the Import dialog box. Formats to which data can be exported from an Access database. You can see them if you select the Export command from the File menu and then click on the extension of the Files of type field.

2. Working with tables

Tables are the main object of Access. The list of tables that make up the application's database appears in the database window when you first open the application. In addition, Access creates system tables that store information about all objects in the application, and these tables can also be displayed in the database window if necessary.

There are four modes of working with tables in the new version of Microsoft Access: Datasheet View, Design View, PivotTable View and PivotChart View.

In the Table mode, you work with the data in the table: viewing, editing, adding, sorting, etc. In the Design mode, the structure of the table is created or modified, i.e., the names of the table fields and their types are set, the fields are described, their properties. The PivotTable and PivotChart modes are useful for analyzing data by dynamically changing how it is presented. There is also an additional mode - the Preview mode, which allows you to see the location of the data on the sheet before printing the table. To quickly switch from one mode to another, use the View button on the toolbars Table in table mode (Table Datasheet), Table Design (Table Design), PivotTable (PivotTable) and PivotChart (PivotChart). To switch from mode to mode, just press this button.

There are several ways to open a table in Datasheet view:

· double-click on the table name in the list of tables in the database window;

· select a table in the list of tables in the database window and click the Open button in the upper part of the database window;

· Right-click on the table name and select the Open command from the context menu.

At the top of the table are the names of the fields (cells located in one column of the table), below are the records (rows of the table) in which data is entered. One record is always the current one, and next to it there is a pointer to the current record (the arrow in the selection field in the left part of the window). In the lower part of the window there are navigation buttons that allow you to move the pointer of the current record in the table (to the first record, to the previous record, to the next record, to the last record). There is also a field for the number of the current record, a button for creating a new record, and an indicator of the total number of records in the table. The last row of the table, marked with an asterisk in the selection field, also serves to create a new record.

The horizontal scroll bar of the table fields allows you to see those table fields that do not fit in the table window. Similarly, the vertical scroll bar of the table entries allows you to see the entries that are outside the window.

Rice. 1.1. Create a table in design view

Fig.1.2. Table Phones

3. Analysis of the contents of tables to create relationships

The analyzer identifies duplicate data and helps you copy it into a new linked table. Not every table will need to be modified, but it never hurts to analyze once again. In addition, users who are not yet confident in their knowledge and abilities can trust the analyzer to create ordered tables. To parse a table, follow these steps:

1. Select the command Tools>Analysis>Table.

2. The first window of the wizard contains options for describing problems associated with possible data duplication. Review the examples provided there and click the Next button.

3. In the next window, examples of splitting by the table analyzer are given. Review an example and click the Next button.

4. Select the table to analyze and click the Next button.

5. Of course, I would like the master to do the lion's share of the work on his own. Therefore, let's let him choose the fields that will be transferred to the new table by activating the Yes check box, field separation is done by the wizard. Click the Next button.

6. In the next window, the table partition scheme proposed by the wizard is displayed. At the moment the tables are not linked.

7. It would be possible to complete the task, but it makes sense to continue to get acquainted with the analyzer. The database has a normal structure - only the relationship between two tables is missing.

8. Open the Tables window and click the Rename Table button in it. Enter a name and click the OK button.

9. Rename the Table window, then click the Next button.

10. Now it is possible to set the primary key again. The wizard prompts you to add an automatically assigned unique record ID field to the table and use it as the primary key. However, you don't specify a primary key for the table, so you'll have to do it yourself. Select the Name field from the list and click the Key field button. A key icon will appear next to the field. Click the Next button.

11. In the last window, the wizard will offer to create a request. You must select the No, you do not need to create a query check box. You can also uncheck Show help for working with a new table or query, otherwise you will have to close another window. Click on the Done button.

Rice. 1.3. Forms (master and slave)

4. Create and print reports

One of the main tasks of creating and using databases is to provide users with the necessary information based on existing data. In Access 2002, forms and reports are designed for this purpose. Reports allow you to select the information required by the user from the database and arrange it in the form of documents that can be viewed and printed. The data source for a report can be a table or a query. In addition to data obtained from tables, the report can display values ​​calculated from the source data, such as totals.

Access reports and forms have a lot in common. However, unlike forms, reports are not intended for entering and editing data in tables. They only allow you to view and print data. In a report, it is not possible to change the source data using controls, as it can be done using forms. Although reports can use the same controls to indicate the state of radio buttons, check boxes, and list boxes.

A report, like a form, can be created using a wizard. Report sections are similar to form sections and include a report header and note, a data area, and a header and footer. In a report note, fields with totals are often placed. Controls can be added to a report using the Toolbox toolbar, which is identical to the one used in Form Design mode. Formatting and grouping controls on a report is similar to formatting and grouping controls on a form. Forms can contain subforms and reports can contain subreports.

Access offers several ways to create reports. The simplest of these is the use of automatic report generation tools. A report that is automatically generated from a table or query is called an auto report. Access allows you to automatically generate reports in two formats: columnar and ribbon.

To create an auto report:

· In the object panel of the Database window, click the Reports tab and click the New button. The New Report dialog box will appear.

· In the list of the New Report dialog box, select one of the items: AutoReport: To Column (AutoReport: Columnar) or AutoReport: Tape (AutoReport: Tabular).

· The combo box at the bottom of the New Report dialog box contains the names of all tables and database queries that can be used as a data source for a report. Click the left mouse button on the arrow button to open the list, and then highlight the required item in the list.

· Click OK.

As a result, Access automatically generates a report based on the selected data source using the tape or column format. The tape format lays out the fields of the output records in a row. The to-column format arranges the fields of the output records into a column. An auto report created using either of these two formats will include all the fields and records available in the selected data source.

In order for the created report to be used in the future, it must be saved. To do this, select the command File, Save (File, Save) or click the button Save (Save) on the toolbar. Then, in the text field of the Save As dialog box that appears, enter a name for the new report (for example: My Report) and click OK.

There is another option for saving the report: using the menu command File, Save As (File, Save As). This command displays the Save As dialog box. Enter a name for the report, and before you click OK, make sure Report is selected from the As drop-down list in this window. The item you select determines how the new report will be saved, more specifically, as which Access database object. The fact is that in the new version of Access 2002, it became possible to save a report as another database object - a data access page. Another element of the As drop-down list allows you to do this - the Data Access Page element.

Rice. 1.4. An example of building a report

5. Selecting and sorting records using queries

One of the seven standard Microsoft Access objects is a query. Queries are used to view, analyze, and modify data in one or more tables. For example, you can use a query to display data from one or more tables and sort them in a certain order, perform calculations on a group of records, select from a table according to certain conditions. Queries can serve as a data source for Microsoft Access forms and reports. The query itself does not contain data, but allows you to select data from tables and perform a series of operations on them. There are several types of queries in Microsoft Access: queries to the server, which are used to retrieve data from the server; auto-populate queries that automatically populate fields for a new record; select queries that retrieve data from tables; change requests, which make it possible to modify data in tables (including deleting, updating, and adding records); create table queries that create a new table based on data from one or more existing tables, and other types of queries.

The query for a selection contains data selection conditions and returns a selection that meets the specified conditions without changing the returned data. In Microsoft Access, there is also the concept of a filter, which in turn is a set of conditions that allow you to select a subset of records or sort them. The similarity between select queries and filters is that both retrieve a subset of records from the underlying table or query. However, there are differences between them that you need to understand in order to make the right choice of when to use a query and when to use a filter.

The easiest way to create a query is with the help of the Query Wizard. To create a simple query using the Query Wizard, you need to:

· In the database window on the object panel, select the Queries shortcut.

In the list of queries, double-click the Create query by using wizard shortcut or click the New button in the database window and select Simple Query in the New Query dialog box that appears ( Simple Query Wizard) and click OK.

· In the Create Simple Query Wizard window that appears, in the Tables/Queries combo box, select the table or query that will serve as the data source for the query being created.

· Use the left and right arrows to move from the Available Fields list to the Selected Fields list those fields that are required in the query being constructed. In this case, the order of the fields in the query will correspond to the order of the fields in the Selected Fields list. If you want to include all fields in the query, you can use the button with two right arrows.

· The next dialog box will be the last one. In it you need to enter the name of the query you are creating in the field Specify the name of the query (What title do you want to your query?) and select further actions: Open the query to view information or Modify the query design ).

· Optionally, you can select the Show help for working with the query? (Display Help on working with the query) to display help information on working with queries.

· Click the Finish button.

Upon completion of the Simple Query Wizard, depending on the choice of how to further work with the query, either the query window in view mode or the Query Builder window will open, in which you can modify the query.

Fig.1.5. Building a query

6 . Macros

Using macros, you can significantly expand the functionality of the application you create and customize it to the needs of specific users.

With the help of macros, you can perform almost all the actions on Access objects that were described in previous chapters.

A macro in Access is a structure consisting of one or more macro commands that are executed either sequentially or in an order specified by certain conditions. The set of macro commands in Access is very wide; with the help of macros, you can implement much of what VBA procedures allow you to do. Each macro has a specific name and optionally one or more user-specified arguments. For example, when using the OpenForm macro, you must specify at least the name of the form to open and its display mode as arguments.

The use of macros is justified by the fact that they are easy to create, and for this you do not need to learn the syntax of a programming language. To create a macro, you only need to know the basic techniques of working in Microsoft Access and Windows, such as dragging objects from the Database window into a special window - Macro Design, selecting an action from the list, and entering expressions as macro command arguments. Therefore, if you really don’t want to learn the syntax of the VBA language or it seems too difficult, feel free to use macros and you will get a fairly functional application.

The main purpose of macros is to create a convenient application interface: so that forms and reports open when you click buttons in a form or on a toolbar, or by the usual choice of a menu command; so that when opening the application, the user sees on the screen not the Database window (Database), filled with many tables, queries, forms and reports, but some understandable form with which one could immediately perform the desired actions, etc.

Rice. 1.6. Configuring Launch Options

Conclusion

Essentially, Access is just a tool. Its use, of course, makes our work, and therefore our life a little easier. Therefore, we must remember that the database should serve to perform clearly defined tasks - only under this condition will it help to increase the efficiency of work, regardless of what type of activity is involved.

However, the capabilities of the database are not limited to storing information. A professionally designed database allows you to maintain the reliability of the data and provide efficient, fast and convenient access to them. In such a database there will be no room for disorder and confusion.

The basic principle on which relational database systems are based is the creation of relationships between tables. Relationships help you find data from one table using another, and data integrity helps prevent accidental changes or deletions of data.

Designing a database structure can be a major ordeal that many users try to avoid and eventually regret. Only a few, the most talented and gifted people, skip this step and manage to create efficient database applications. Even if the information presented in this chapter does not seem interesting to you, do not forget that the design of the database structure is a very important task.

List of sources used

Alexander Starshinin Microsoft Office at a glance., St. Petersburg, 2007

Ed Bott Microsoft XP., BINOM, Moscow, 2006

Microsoft Access, issued in 2013 year is a program that is part of the Microsoft Office package and allows you to manage, modify, and also create individual databases. Due to its versatility and simple, intuitive interface, even an inexperienced user will be able to master the program in a short time.

Also, in case of questions or technical problems, it comes with a complete guide and a built-in animated character that acts as a quick assistant. Microsoft Access 2013 includes free templates for creating a simple repository of information. Due to the maximum automation, the user does not need to know the VBA language to work with this program.

Access 2013 in Russian free download:

Version Microsoft Access sample 2013 year differs from its previous versions in an improved appearance, as well as the ability to edit the ribbon menu. Also, written add-ons can be added to the Office Store, and the distribution of the product can be both free and for money. In addition, the speed of importing from earlier versions of MS Access has been accelerated.

How to install Access 2013

Click start installation



Click Setting.



Select component Access And facilities, click install.



If the problem is with the download:

Features and Specifications of Microsoft Access 2013

The program is designed to store, modify and maintain the integrity of data stored in the database, as well as to perform various operations on individual groups of records. The main components are:

• builders of tables, screen forms, as well as reports that are printed;
• query builder

This environment is capable of generating scripts in the VBA language, which allows you to literally re-write your own database, as well as additional software, if necessary.


When creating a new, empty database, you must choose one of four interaction options and the structure according to which the information will be stored:

1. Tables are the main way to store data. They are almost identical to Excel, which makes importing from such programs an easier task.
2. Forms allow you to enter the necessary data directly into the database, unlike tables, forms provide a more visual input of the necessary information.
3. Reports are mainly used for subsequent printing, they are able to calculate all the data in the database and show a generalized result, how much profit was received, for example.
4. With the help of queries, you can enter, sort and change the information stored in tables. They are also used to search for specific records.

Terms of work with the program

Access rights in this database are divided into three levels: guest (can only view tables), author (can make changes to form data), developer (it is possible to change tables). The updated SQL server allows you to significantly increase productivity. And the use of programs such as SharePoint makes it possible to create a stable database on the selected web site.