About Me
MOS Access Associate (Office 365 and Office 2019)
1 Introduction to Microsoft Access
1-1 Overview of Microsoft Access
1-2 Understanding the Access interface
1-3 Navigating the Ribbon and Backstage view
1-4 Customizing the Quick Access Toolbar
1-5 Using the Tell Me feature
2 Creating and Managing Databases
2-1 Creating a new database
2-2 Opening and closing databases
2-3 Saving and backing up databases
2-4 Converting databases between file formats
2-5 Managing database properties
3 Designing Tables
3-1 Understanding table structure
3-2 Creating tables using table design view
3-3 Defining field properties
3-4 Setting primary keys
3-5 Creating relationships between tables
3-6 Enforcing referential integrity
3-7 Using lookup fields
4 Entering and Managing Data
4-1 Entering data into tables
4-2 Editing and deleting records
4-3 Using data entry forms
4-4 Sorting and filtering data
4-5 Using validation rules and messages
4-6 Importing and exporting data
5 Creating and Customizing Forms
5-1 Understanding forms
5-2 Creating forms using the Form Wizard
5-3 Customizing form layout
5-4 Adding controls to forms
5-5 Setting control properties
5-6 Using form views (Form View, Layout View, Design View)
5-7 Creating subforms
6 Creating and Customizing Reports
6-1 Understanding reports
6-2 Creating reports using the Report Wizard
6-3 Customizing report layout
6-4 Adding controls to reports
6-5 Setting control properties
6-6 Using report views (Report View, Layout View, Design View)
6-7 Grouping and summarizing data in reports
6-8 Printing and exporting reports
7 Querying Data
7-1 Understanding queries
7-2 Creating queries using the Query Wizard
7-3 Using query design view
7-4 Adding fields to queries
7-5 Using criteria and operators
7-6 Sorting and grouping query results
7-7 Creating calculated fields
7-8 Using aggregate functions
7-9 Creating and using parameter queries
7-10 Creating and using crosstab queries
8 Macros and Automation
8-1 Understanding macros
8-2 Creating and editing macros
8-3 Using macro actions
8-4 Assigning macros to events
8-5 Debugging macros
8-6 Understanding VBA (Visual Basic for Applications)
8-7 Writing simple VBA procedures
9 Securing and Sharing Databases
9-1 Setting database passwords
9-2 Encrypting databases
9-3 Managing user-level security
9-4 Sharing databases with others
9-5 Using SharePoint and OneDrive for data storage
9-6 Collaborating with others in real-time
10 Maintaining and Optimizing Databases
10-1 Compact and repair databases
10-2 Analyzing and optimizing database performance
10-3 Using the Database Documenter
10-4 Managing database objects
10-5 Backing up and restoring databases
10-6 Migrating databases to newer versions of Access
Managing Database Objects in Microsoft Access

Managing Database Objects in Microsoft Access

Key Concepts

Database Objects

Database objects are the building blocks of a Microsoft Access database. These objects include tables, queries, forms, reports, macros, and modules. Each object serves a specific purpose in organizing, managing, and presenting data.

Tables

Tables are the foundation of a database, storing raw data in rows and columns. Each table represents a specific entity, such as customers, products, or orders. Tables are designed with fields (columns) that define the type of data stored, such as text, numbers, or dates.

Example: A "Customers" table might have fields like "CustomerID," "FirstName," "LastName," and "Email."

Queries

Queries are used to retrieve, filter, and manipulate data from one or more tables. They allow users to ask specific questions about the data and generate results that can be used for analysis or further processing. Queries can perform actions like selecting records, updating data, or creating new tables.

Example: A query might retrieve all customers who have placed an order in the last month.

Forms

Forms provide a user-friendly interface for entering, viewing, and editing data in a database. They are designed to make data entry easier and more intuitive. Forms can include text boxes, combo boxes, checkboxes, and buttons to interact with the data.

Example: A form for entering new customer information might include fields for "FirstName," "LastName," and "Email."

Reports

Reports are used to present data in a formatted and organized way. They can include summaries, charts, and graphs to help users understand and analyze the data. Reports are often used for printing or sharing information with others.

Example: A report might summarize sales data by month, including total sales, average order value, and top-selling products.

Macros

Macros are automated actions that can be triggered by events, such as opening a form or clicking a button. They allow users to perform repetitive tasks quickly and efficiently. Macros can include actions like opening forms, running queries, or displaying messages.

Example: A macro might automatically open a customer form when a specific button is clicked.

Modules

Modules are containers for VBA (Visual Basic for Applications) code. They allow users to write custom procedures and functions to extend the functionality of the database. Modules are used for more complex tasks that cannot be handled by macros alone.

Example: A module might include a custom function to calculate the total cost of an order based on product prices and quantities.

Relationships

Relationships define how tables are connected in a database. They ensure data integrity by enforcing rules about how data can be related. Relationships can be one-to-one, one-to-many, or many-to-many, depending on the nature of the data.

Example: A one-to-many relationship between a "Customers" table and an "Orders" table ensures that each customer can have multiple orders, but each order belongs to only one customer.

Design View

Design View is a mode in Microsoft Access that allows users to create and modify database objects. It provides a visual interface for designing tables, queries, forms, and reports. Design View is essential for customizing the appearance and functionality of database objects.

Example: In Design View, you can add fields to a table, set properties for a form, or create criteria for a query.

Navigation Pane

The Navigation Pane is a window in Microsoft Access that displays all the database objects in a structured manner. It allows users to easily navigate between different objects and manage them. The Navigation Pane can be customized to group objects by type or category.

Example: The Navigation Pane might group objects into categories like "Tables," "Queries," "Forms," and "Reports" for easy access.

Examples and Analogies

Imagine a database as a library. Tables are like the bookshelves, storing different types of books (data). Queries are like the catalog system, helping you find specific books. Forms are like the checkout desk, where you interact with the books. Reports are like the library's monthly newsletter, summarizing what's happening. Macros are like the librarian's assistant, performing tasks automatically. Modules are like the library's custom scripts, handling special requests. Relationships are like the library's classification system, ensuring books are organized correctly. Design View is like the blueprint, showing how everything is built. The Navigation Pane is like the library map, helping you find your way around.

By understanding and managing these database objects, you can create powerful and efficient databases in Microsoft Access.

© 2024 Ahmed Baheeg Khorshid. All rights reserved.