Houston Public Library

Microsoft Access - Exercise

Follow the directions below to create an Address Database. Remember that there is usually more than one way to do something. If you think of a different way to do a task, try it! If it doesn't work, you can always use the Undo button. lease read through each direction before !erforming the action. Starting Access ". #aunch the Access !rogram by double clicking on the Access icon on the deskto!. A $icrosoft Access window will a!!ear. %. &lick 'New ( on the file menu or click the new file icon on the toolbar. ). In the !ane on the right side, click Blank database. *. +he File ,ew Database -indow will a!!ear. .. +y!e the file name Address Book. /. &lick the little triangle to the right of the '0a1e in2 te3t bo3(. 4. &lick 3 Floppy (A:) on the dro!5down menu 6or Desktop if you do not ha1e a flo!!y disk7. 8. &lick &reate. Creating a Table ". %. ). *. .. &lick the Tables tab in the database window. &lick New. +he ,ew +able -i9ard a!!ears. 0elect Table Wizard and click OK. 0elect the ersonal toggle located abo1e the 0am!le +ables column. 0elect Addresses from the 0am!le +ables column 6left click once to highlight.7 /. 0elect FirstNa e from the 0am!le Fields column 6click once to highlight the selection.7 &lick the right !ointing arrow button or double click the selection to add it to the Fields in $y ,ew +able column. 4. Re!eat ste! :/ with !astNa e, Address, "ity, #tate, $ostal "ode, and %o e $&one N' ber from the 0am!le Fields column. 8. &lick Ne(t. ;. +he +able -i9ard offers the name 'Addresses( for your table< we=ll kee! that name. 6>n this same screen, there is a ?@A0? default for setting a rimary Bey7. &lick Ne(t. "C. &lick Finis& and 1iew your new table. "". &lose the ' Addresses( table 6&lick the D in the to! right corner of the table window.7 Entering Table ata ". &lick the Tables tab in the database window. %. Double click Addresses to o!en the table we ha1e created. In the table fields, ignore the one labeled Addresses ID for now.

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ress the right arrow key or tab key and enter these field 1alues, !ressing enter after each 1alue2

!irst "a#e Eetty Daffy $ickey

Last "a#e Eo! Duck $ouse

Address "%) A!!le -ay .*;% Fill 0t ;C% Aast #ucky A1e

City Fouston Fouston Fumble

State +D +D +D

$%PCode 44))) 44CC; 44);8

P&one ' 64")7...5.... 64")7...5;;;; 6%8"7...5....

*. &lick 0a1e and close the table. Creating a !or# ". %. ). *. .. &lick the For s tab in the database window. &lick New. +he ,ew Form -indow a!!ears. 0elect For Wizard and click OK. &lick the two right !ointing arrows button to mo1e all the fields o1er to the right side of the window. /. 0elect Address )D and click the left !ointing arrow button to mo1e it back o1er to the A1ailable Field side of the window. 4. &lick Ne(t. 8. 0elect "ol' nar< &lick Ne(t. 0elect #tandard style< &lick Ne(t. ;. +he wi9ard offers 'Addresses( for the form title, which is fine. "C. &lick Finis& and 1iew the form. "". &lick the right !ointing arrow button at the bottom of the form window 6ne3t to the Record2 bo37. &lick this arrow two more times and notice the entries. +he form should be em!ty on the fourth record. "%. &lick #a*e and close the form. Entering ata into a !or# In Access, you can enter data into +ables or Forms. 0ome find it easier to enter and 1iew data in forms rather than tables. #et=s use the form we Gust created to enter more data. ". &lick the For s tab in the database window %. Double click 'Addresses( to o!en the form. ). &lick the right !ointing arrow with a star button at the bottom of the form. +he form should be on the fourth record, which is blank. Anter the following field 1alues. ress the enter key or tab key after each entry to mo1e to the ne3t cell. !irst "a#e 0!onge Last "a#e Eob Address 4.8 Awesome -ay City Fouston State +D $%PCode 44;;; P&one ' 64")7...5CCCC

*. Eetty Eo! is s!elled incorrectly. &lick the left arrow with a line button at the bottom of the form. +his will automatically take you to the first record.

.. &lick the #ast ,ame te3t bo3 with the word 'Eo!.( &lick before the '!( and enter 'o.( It should now read 'Eoo!.( /. &lick #a*e and close the form. 4. Access should automatically u!date the table with the new form data. &lick the Tables tab and double click Addresses to o!en the table 8. @ou should see the 0!onge Eob record and the s!elling correction of 'Eoo!( in the table. ;. &lick #a*e. "C. &lose the table 6click the D in the to! right hand corner of the window.7 (ueries #et=s find the !eo!le in our Address Eook database that li1e in Fouston. -e are !lanning a last minute birthday !arty and need to call them immediately. -e ha1e four records in our database. If there were more records, it would be time consuming to go through all the addresses. Hueries allow you to !luck only certain !ieces of data out of your database. #et=s make a Iuery to find the !eo!le in our database that are located in Fouston. ". %. ). *. .. /. &lick the +'eries tab in the database window. &lick New. +he ,ew Huery -indow a!!ears. 0elect #i ple +'ery Wizard and click OK &lick the downward !ointing arrow on the right of the +ablesJHueries2 te3t bo3. 0elect +able2 Addresses. 0elect First Na e, !ast Na e, "ity, and %o e $&one field 1alues 6click once to highlight the selection and then click the right !ointing arrow or double click the selection7 and mo1e to the 0elected Fields side of the window. 4. &lick Ne(t, 8. Under '-hat title do you want for your IueryK( ty!e2 Houston in the te3t bo3 and click Finis&. ;. +he results are dis!layed. +he records are dis!layed with four fields that were included in the search. -e only want the records that include the city Fouston. -e ha1e a little more work to do. "C. 0elect Iuery Houston already created. &lick on Desi-n icon on the toolbar to look at the Iuery in Design Liew. "". At the bottom half of the screen there is a grid. Under the &ity column and along the &riteria row, we want to ty!e2 Houston in that cell. -e are making a Iuery, which looks for only those records that include Fouston M not the friends that li1e in Fumble, for e3am!le. "%. &lick the .'n tool 6red e3clamation !oint7 on the tool bar to get the results of the Iuery. "). +he records that include Fouston are dis!layed. ,ow we know who to call and their !hone number. "*. &lick #a*e and close the database window. ".. &lose Access.

Congratulations) @ou ha1e created a $icrosoft Access database.

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