Microsoft Access Description

Microsoft Access Description

Microsoft Access Description

• Microsoft Access is a powerful program to create and manage your databases. It has many built in features to assist you in constructing and viewing your information. Access is much more involved and is a more genuine database application than other programs such as Microsoft Works.
  
  This tutorial will help you get started with Microsoft Access and may solve some of your problems, but it is a very good idea to use the Help Files that come with Microsoft Access, or go to Microsoft's web site located at http://microsoft.com/office/access/default.htm
  
  First of all you need to understand how Microsoft Access breaks down a database. Some keywords involved in this process are: Database File, Table, Record, Field, Data-type. Here is the Hierarchy that Microsoft Access uses in breaking down a database. for further assistance.

Database File: This is your main file that encompasses the entire database and that is saved to your hard-drive or floppy disk.
Example) StudentDatabase.mdb Table:A table is a collection of data about a specific topic. There can be multiple tables in a database.
Example #1) Students
Example #2) Teachers Field:Fields are the different categories within a Table. Tables usually contain multiple fields.
Example #1) Student LastName
Example #2) Student FirstName Datatypes:Datatypes ar

e the properties of each field. A field only has 1 datatype.
FieldName) Student LastName
Datatype) Text

This tutorial will help you get started with Microsoft Access and may solve some of your problems, but it is a very good idea to use the Help Files that come with Microsoft Access (or any program you use for that matter), or go to Microsoft's web site located at http://microsoft.com/office/access/default.htm for further assistance.

Starting Microsoft Access

• Two Ways


1. Double click on the Microsoft Access icon on the desktop.

1. Click on Start --> Programs --> Microsoft Access

Creating New, and Opening Existing Databases
he above picture gives you the option to:

• Create a New Database from s
cratch
• Use the wizard to create a New Database
• Open an existing databas
  e

• The white box gives you the most recent databases you have used. If you do not see the one you had created, choose the More Files option and hit OK. Otherwise choose the database you had previously used and click OK.

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Create a database using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed,

   click Access Database Wizards, pages, and projects and then click OK.
   
   If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar.

2. On the Databases tab, double-click the icon for the kind of database you want to create.

3. Specify a name and location for the database.

4. Click Create to start defining your new database

Create a database without using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to create a new database or open an existing one. If this dialog box is displayed, click Blank Access Database, and then click OK.
   
   If you have already opened a database or closed the dialog box that displays when Microsoft Access starts up, click New Database on the toolbar, and then double-click the Blank Database icon on the General tab.

4. Specify a name and location for the database and click Create. (Below is the screen that shows up following this step)

Tables

A table is a collection of data about a specific topic, such as students or contacts. Using a separate table for each topic means that you store that data only once, which makes your database more efficient, and reduces data-entry errors.

Microsoft Access Description

4. Select Field Size
5. Enter the number of characters you want this field to have

Formatting a field to look a specific way (HINT: You do not need to assign a field a specific set of characters if you do this)

• Example) Formatting Phone Number w/ Area Code (xxx) xxx-xxxx
1. Switch to Design View
2. Select the field you want to format
3. At the bottom select the General Tab
4. Select Input Mask Box and click on the ... button at the right.
5. Select Phone Number option
   
6. Click on Next
7. Leave !(999) 000-0000 the way it is. This is a default.
8. Click Next
9. Select which option you want it to look like
10. Click Next
11. Click Finish

Selecting a value from a dropdown box with a set of values that you assign to it. This saves you from typing it in each time

• Example)Choosing a city that is either Auburn, Bay City, Flint, Midland, or Saginaw
1. Switch to Design View
2. Select the field you want to alter (City)
3. At the bottom select the Lookup Tab
4. In the Display Control box, select Combo Box
5. Under Row Source Type, select Value List
6. Under Row Source, enter the values how you want them displayed, separated by a comma. (Auburn, Bay City, Flint, Midland, Saginaw)
   • NOTE:This will not alphabetize them for you, so you will have to do that yourself. It should look something like this:
     
7. Select in the datasheet view and you should see the change when you go to the city field.
   

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Relationships

After you've set up multiple tables in your Microsoft Access database, you need a way of telling Access how to bring that information back together again. The first step in this process is to define relationships between your tables. After you've done that, you can create queries, forms, and reports to display information from several tables at once.

A relationship works by matching data in key fields - usually a field with the same name in both tables. In most cases, these matching fields are the primary key from one table, which provides a unique identifier for each record, and a foreign key in the other table. For example, teachers can be associated with the students they're responsible for by creating a relationship between the teacher's table and the student's table using the TeacherID fields.

Having met the criteria above, follow these steps for creating relationships between tables.

1. In the database window view, at the top, click on Tools ---> Relationships
2. Select the Tables you want to link together, by clicking on them and selecting the Add Button
3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field in the Child table (Student in this case.)
   
4. Select Enforce Referential Integrity
   
   • When the Cascade Update Related Fields check box is set, changing a primary key value in the primary table automatically updates the matching value in all related records.
   • When the Cascade Delete Related Records check box is set, deleting a record in the primary table deletes any related records in the related table
5. Click Create and Save the Relationship

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Forms

A form is nothing more than a graphical representation of a table. You can add, update, delete records in your table by using a form. NOTE: Although a form can be named different from a table, they both still manipulate the same information and the same exact data. Hence, if you change a record in a form, it will be changed in the table also.

A form is very good to use when you have numerous fields in a table. This way you can see all the fields in one screen, whereas if you were in the table view (datasheet) you would have to keep scrolling to get the field you desire.

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Create a Form using the Wizard

It is a very good idea to create a form using the wizard, unless you are an advanced user and know what you are doing. Microsoft Access does a very good job of creating a form using the wizard. The following steps are needed to create a basic form:

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Forms button under Objects on the left side of screen
3. Double click on Create Form Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
5. Click Next
6. Select the layout you wish
7. Click Next
8. Select the style you desire...HINT: if you plan on printing your form, I suggest you use a light background to save on printer toner and ink
9. Click Next
10. Give you form a name, and select Open the Form and enter information
11. Select Finish
12. You should see your form. To adjust the design of your form, simply hit the design button (same as with the tables), and adjust your form accordingly

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Reports

A report is an effective way to present your data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it.

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Create a Report using the Wizard

As with the Form, it is a very good idea to create a report using the wizard, unless you are an advanced user. Microsoft Access does a very good job using the wizard to create reports.

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Reports button under Objects on the left side of screen
3. Double click on Create Report Using Wizard
4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
5. Click Next
6. Select if you would like to group your files. Keep repeating this step for as many groupings as you would like.
7. Click Next
8. Select the layout and the paper orientation you desire
9. Click Next
10. Select the style you desire...HINT: if you plan on printing your report, I suggest you use a light background to save on printer toner and ink
11. Click Next
12. Give you report a name, and select Preview the Report
13. Select Finish
14. You should see your report. To adjust the design of your report, simply hit the design button (same as with the tables), and adjust your report accordingly

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Creating Mail Merge Labels using a Wizard

Microsoft Access lets you create Mailing Labels for your database that you have. To do this do the following:

1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
2. Click on the Reports button under Objects on the left side of screen
3. Click on New
   
4. Select Label Wizard and the table you would like to get your information from.
   
5. Click OK
6. Select the layout of your labels
7. Click Next
8. Select the font size and color you want on each label
9. Click Next
10. Select how you want your label to look
11. Click Next
12. Select how you want your labels sorted
13. Give your label report a name and preview it

Entering Data Manipulating Data

• Adding a new row
  • Simply drop down to a new line and enter the information
• Updating a record
• Simply select the record and field you want to update, and change its data with what you want
• Deleting a record
  • Simply select the entire row and hit the Delete Key on the keyboard

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Advanced Table Features w/Microsoft Access

Assigning a field a specific set of characters

• Example) Making a Social Security Number only allows 9 characters.
1. Switch to Design View
2. Select the field you want to alter
3. At the bottom select the General Tab

CPU

CPU

What type of CPU to use? Will it be a Pentium, Pentium Pro, Intel, AMD, Cyrix, etc.?

I recommend using a Pentium 166 MHz or greater processor as a minimum starting point (the 200 MHz) has proven very solid. It is easily available and cost effective. Is the motherboard upgradeable?

	Intel is very solid in must cases, but being the "market leader" it generally has the highest price tag. Compatible with everything, and 99% of the software in the world is written either with, for, or on an Intel Chip.
	AMD is a very solid processor, and is usually faster than the same rated Intel chip… in everything but CAD programs, which Intel is still the leader. For Graphics without major number crunching, AMD is the current market leader.
	Cyrix, you roll the dice… I don't sell or support them. In DOS mode I had one that was twice as fast as the comparable Intel and AMD, but could not get it to stably function under Windows 95.

The 386 and 486 class processors are divided into two classes, the SX and DX. The SX class CPU lacks a built-in numeric co-processor (for large mathematical calculations), and usually operates at lower speeds. The DX class CPU has a numeric co-processor and at least 8 KB of internal cache memory built into the chip (the amount of cache is dependent upon the CPU manufacturer & is type specific, not upgradeable). The DX class 486 CPU is available in the type DX, DX2, and DX4. The DX chip can perform at speeds of 33, 40, 50, or 66 MHz. The DX2 chip uses a clock speed equal to half the speed of the processor, and performs at 50, 66, and 80 MHz. The DX4 triples the clock speeds and works at 120, 133, and even 166 MHz has been seen by a few people.

Intel's Pentium and AMD's K-5 Processors are currently considered "the biggest bang for the buck" processors on the market. They have been out for a few months, the price has dropped enough to make it more affordable for the average person, and the performance potential is incredible. I would give the Pentium Pro's, Pentium II's, and K-6 processors until early to mid-98 to come down in price, and get any quirks worked out. If you choose to move forward sooner, make sure that the company you purchase the motherboard and CPU from have used that specific combination before, and are able to solve any problems you might have. This is especially true with the K-6, which draws more current than any of the "normal" chips... but absolutely screams.

There are many different types of processors available today, 386's, 486's, Pentiums (otherwise thought of as the 586), Pentium Pro (the 686), and Pentium II's.
386's and 486's have all but disappeared from distribution so we will not give it any more mention. Pentium Pro II's are the newest technological advancements available to the public (a little over a year old). The standard Pentium and K-5 class processor is the most common CPU on the market still today, because of price, performance, and proven stability.

MMX - the latest buzz word in the CPU world. What is it? To the best of my knowledge, it interfaces with the video card, and video output. If you have a high-end video card then the processor doesn't seem to add much to the performance. If you have a low-end card, then the MMX technology brings certain video features home to the CPU for processing. Things like MPEG, and full screen AVI. There aren't many software programs out today that can take advantage of this technology. It will either be refined and turn into the best thing since sliced bread or just another marketing ploy with little performance increase to justify more money and to keep the upgrade cycle moving. Also, as of today, MMX technology is NOT available for the Pentium Pro or the Pentium II CPUs, although I have heard some retailers try to say that it is, and play off the new buzz words.

How is the CPU installed on the Mother-Board?
There are only four ways:

	soldered in - very bad, making the combination nearly impossible to repair or upgrade
	pushed in - common on the older mother boards, requires care for the insertion and removal process
	ZIF socket - most common today, and generally thought of as the best. Allows quick and easy insertion & removal without tools and CPU can't be put in backwards by accident.
	back plain architecture - not real common, but still happens. The CPU is fit onto a card that is then plugged into the motherboard. There is nothing technically wrong with this, except that the farther the components are from each other the slower some processes take. It also means that the board and components on it are likely to be proprietary and expensive.

In the event of upgrades - I have found that it is usually smarter, faster (time and actual processing speed), and less expensive in the long run, to just pull out the old motherboard/CPU combination, and put in a whole new motherboard/CPU combination rather than spend time messing with jumper settings (which require a manual) and wonder if everything will work (even if the manual says it will). Besides, I have almost always been able to find someone that wants to buy the old motherboard/CPU combo (as along as I see that they work).

What are the minimum and maximum amounts of RAM supported? How? What are the minimum and maximum amounts of RAM supported? How? Make sure that the max

What are the minimum and maximum amounts of RAM supported? How?

Make sure that the maximum is equal to or greater than 32 Megabytes. Some boards only allow 4 RAM sockets... which means that you may have to throw away you existing chips if you upgrade. Keep in mind that 4 - 32 MB RAM chips is 128 MB of RAM... it is more important to know the possible (intelligent) upgrade levels... not replacement levels. Number and type of sockets, and number of sockets to a bank are imperative! Most motherboards require SIMMs RAM to be installed in even numbers - 2 "chips" at a time, DIMMs only require 1 chip and have larger chips (i.e., above 32MB on one chip). Some manufacturers are able to get liquidation prices on smaller chips, therefore filling most or all of the available RAM sockets with smaller chips making the "upgrade" of RAM more expensive.

RAM has a few differences. The most obvious is the pin count and parity (yes or no). The most common modules have either 30 pins, 72 pins, or 168pins. The sockets on your mother board MUST match the pin count on the RAM. The other differences is type of RAM (standard DRAM, EDO, SDRAM, and PCI 100).

You must also beware of speed ratings. Memory speed is rated in nanoseconds (billionths of a second) the smaller the number the faster. It is generally acceptable to use memory that is rated at a higher speed (fewer nanoseconds) than your Mother-Board, but not vice-versa. It is also NOT recommended to mix different speeds of RAM that are farther than 10 ns apart. It is further not wise to mix manufacturers, as some manufacturers test, rate, and stamp the RAM at a certain speed based on BEST case scenario, others give the same claims but on WORST case scenario. You, obviously, want worse case scenario 60ns or 70ns RAM ("worst case" means that they will be faster "best case"). Consult the technical manual associated with the Mother-Board to verify the speed requirement, 60 nanosecond is usually sufficient.

EDO or not… most of the Pentium class machines take advantage of EDO RAM. Enhanced Dynamic Overlay Ram is faster than standard Ram of the same speed by 20 to 100%, depending on the motherboard, lay-out of the Ram sockets, bios, and busing patterns. PCI 100 RAM is 1000% (10 times) faster than the fastest EDO RAM!

Ram

support?

Make sure it uses STANDARD types of RAM modules. 72 pin 60ns EDO non-parity RAM is the current standard and will have some longevity in this industry. Don't purchase a motherboard that requires something proprietary. SIPPs are old, and hard to find, DRAM is slow, and anything weird should be completely avoided (if not ran away from). DIMMs are the newest type of RAM, they are faster - with a true 32bit bus path. The newest and fastest RAM on the market is SDRAM. It is supposedly a great deal faster than EDO. Make sure your motherboard CAN handle this new RAM before you spend the money.

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kau jauh dimataku,jauh dari pandangan ku
tapi selalu ada dihatiku

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semua cobaan silih berganti
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