One of the most readily available databases for the PC is MS Access, first introduced by Microsoft in 1992 and recently described in their literature as "programming without pain". True enough, especially considering the alternatives of its predecessors ...
... which depended on learning a programming language; however you should realise that no promises can be made by Microsoft regarding the discomfort, frustration, anguish, puzzlement and self-doubt which many first-time users experience.
It is feature-rich, yet well over 95% of those features will, in my opinion,only be used by or be comprehensible to professionals. The real power and joy of MS Access lies in its ability
• to produce posh-looking reports from bare facts
• to produce wonderful labels with pinpoint placement of typefaces and images
• to snoop elsewhere (Excel, Word, Outlook and many more) as well as for stand-alone applications.
The main thing is to work with the bare essentials, not to be too clever, to treat it as a super-spreadsheet.
These notes can also be used as a hand-out for one-to-one teaching sessions; important or significant words are italicised when they are first used.
1.CONTAINER SHIPS
• Where it's stored
Up to 2007 in an .mdb file (Access 2007 in an .accdb file - avoid if possible!); a single file contains both data and code
• What the container usually looks like
A rectangular box (rather like Windows Explorer), less than half the screen size
• Which modules to use Only
Tables , Queries and Reports until you have gained more experience
2. CARDS ON THE TABLE
• A table is flat & rectangular!
Like a spreadsheet
• What it contains
Records ( Rows ) containing Fields ( Columns )
• Unlike a spreadsheet ...
... you do need to specify what Data Type is used for each Field Name
• Default data type is Text
The other most useful ones are Number and Date/Time
• A simple table
You can toggle between the Design and Datasheet views of a table
• What can you do with a table?
At the click of the appropriate button you can
• Sort by any field
• Filter by any field value
• Copy any selection of fields and rows to paste in another document
• Print any selection
• Edit any data values
• Alter the structure of the table
• Just working with a table may be enough ...
... however, for more adventurous work you must use a Query
3. A QUERY SELECTS THE DATA YOU NEED
• Cornerstone
This (a query) is how you ask for a particular extract from your data, everything should be based on these
• Results can be printed at once
Adequate for most purposes, it can later form the basis for a posh report
• A simple query
At first, use the Wizards which guide you through each step
© 2006, Roy Law.
