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Microsoft Access
BTT101 - Mr. Freedman

Table of Contents
How to save your database
3
How to create a table
3

Primary Key
How to create a form

5
How to create a query
5

How to create a report using Wizard

7
Include a footer
Grouping & Sorting

How to save your

database
When you first open Microsoft
Access,
database

there

should

image

on

be

the

blank

right

side.

Underneath, there will be an option

where you can rename your file before
actually creating it.
Another way to save is by clicking the File tab and selecting the option Save
As. This will enable you to choose the destination of your file and also rename it.

How to create a Table

A table is a database where you store data about a
particular subject.
Steps to creating a Table:
1. Open Access and create a new, blank
database
2. Click on the Create tab and select Table
3. A new table will be inserted into your database where you can enter
your records into the sheet. You enter your records by selecting the individual
cell in the table and then typing in your record.

Primary Key
A Primary Key is a field or a set of fields with a unique value for each record in
the table. For instance, each student in the school has their own student number.

This would be a good field to set as a primary key because each individual would
have their own number which distinguishes them from the other students.
If the field you selected has a duplicate value for any of the your fields, an
error message will appear on your screen and inform you that it cannot be a
primary key.
Steps to creating a Primary Key:
1. Open the table that you want to add a Primary
Key to. Under the File tab, select the View dropdown
menu and click Design View.
2. Under Field Name, there should be a list of all
the fields you have created. Select the field you would
like to add a primary key to by clicking it using your
mouse.
3. On the Design tab select Primary Key in the
Tools group.
4. Save your table and return to Chart View by
selecting the View drop down again and clicking

Datasheet view.

How to create a Form

Steps to creating a Form:
1. Open the database that you would like to create a form for
2. Click on the Create tab and select Form
A form including all your records will be created and you can go through them by
clicking through the page arrows at the bottom. It can also be sorted and grouped in
different categories, which you can find more information about on page 8.

How to create a Query

A query creates a database of certain records that fit into criterias you create. For
instance, if you had a database of your peers favourite colours and you wanted to
get table of those who like the colour red, you would create a query with that
specification.
Steps to creating a Query:
1. Open the database which you want to create a query for

2. Click on the Create tab and select Query Design

3. A Show Table box will appear and display the tables that are available
for you to use in your query. Select the table(s) you want to use and click
Add.
4. At the bottom you will see a Table list displaying the Fields. The Table
List includes:

Fields: Select the field which you want to add a specific requirement

Table: Which table the selected field and records are taken from
Sort: Enables you to sort your records by ascending or descending

to

order
- Show: Enables you to choose if field should be displayed
- Criteria: allows you to choose a specific standard the field has to
meet. For instance, numbers can be specified by using inequality signs. (>
greater than, < less than) Specific text can also be specified by simply typing
it into the criteria box. Only the records which match these criterias will
appear in the new table

5. Once youre done, click the Run button which looks like an
exclamation mark.

How to create a Report

Reports are a simple way to summarize and present your data visually.
Steps to creating a Report:
1. Select the query or table that you want to create a report for
2. On the Create tab, there will
be a group of Reports. Select Report
Wizard.
Report
Wizard:
Opens
wizard
window which allows you to easily
create reports using
fields from
multiple tables and queries. It also
allows you to choose groups, sorting
levels and layout options.
3. Click the Tables and categories drop down menu and select the
one which contains the field(s) you desire

4. In the Available fields box, select the fields you would like to add to
the report. Do this by simply clicking on the field and when it is highlighted,
select the right arrow.
5. Once you have selected all your desired fields, click the Next button

6. Now you will be able to choose which order you would like your fields
to be organized. Click the right arrow in order to group any fields. You can
change their priority by clicking the up or down arrows.
7. Next, you can choose to organize up to 4 fields in either ascending or
descending order. Click the dropdown and select the field you want to
organize, then click the button on the right to sort in ascending or
descending order.

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8. Next, select a layout option, which will be previewed on the left, to be

used for your report. Then select either a portrait (tall) or landscape (wide)
orientation.
9. Next, title your report and click finish.

Footnote

11

Steps to creating a Footnote:

1. Once a Report is created, click Design View
2. At the top, under Report Design View, click
Design.
3. Click the Label or Textbox button.

4. Make a box and type your required Footer.

5. Return to Report View to see the final product.

Grouping and Sorting

Grouping enables you to organize your data by fields of your choice. On the other
hand, sorting goes through the groups you have created and enables you to arrange
your data from ascending or descending order.
Steps to Grouping:
1. Select Design View for your Report
2. Then, on the Design tab, select the
Group and Sort option

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3. At the bottom of your view, there should be two options; Add a group
and Add a sort. Add a group or a sort and select the category/categories you
want to group or sort by.

4. Return to Report view to see the changes.