Microsoft Access Introduction Training
This Course Covers Version(s): Microsoft Access 2013, 2016 or 2019.
Available Delivery Methods
Upon successful completion of this course, you’ll be able to:
- Start Access, open Access databases and identify components of the Access window.
- Plan and create a database; use Datasheet view and Design view; create, modify, and work in tables; and set the primary key for a table.
- Modify a table’s design; use the Attachment data type; find and replace values; and sort, filter, and delete records.
- Set field properties; create input masks; and set validation rules.
- Create forms, and use subforms to display data from other tables or queries.
- Create queries, and sort and filter the results; modify queries; use subqueries and perform operations in queries.
- Create, modify, and print reports; and add summary fields to a report.
- Normalize tables, analyze tables, and view object dependencies; set table relationships; implement referential integrity between related tables; and set cascading deletes and updates.
- Create lookup fields and multi-valued fields; modify lookup field properties; and use a subdatasheet to add data to related tables.
- Create join queries; create calculated fields in a query; and use queries to view summarized and grouped data.
- Add headers and footers in a report; use functions to add calculated values in a report; print database objects and database documents; and create labels.
Lesson 1: Getting to Know Microsoft Access
You’ll get a quick overview of all of the main objects in a Microsoft Access database in this lesson, including Tables, Queries, Forms and Reports. You’ll also see how to start Microsoft Access, how to open a database, how to get help with the application when you need it and how to configure common options in Microsoft Access to make using the application easier and more efficient.
Lesson 2: Creating Tables in Microsoft Access
Before you can begin creating your first database, it’s time to do some planning. This lesson will show you how to plan the design of your database before you ever open Access. Proper planning can make the difference between a database that is fast and efficient and, well, one that’s not! After proper planning, you’ll see how to create a database from scratch and add Tables to hold your data. You’ll learn about the different data types that can be used for fields to hold your data and which is best used when. Finally, you’ll see how to create relationships between your Tables so that you can pull information together in queries and reports.
Lesson 3: Creating Queries in Microsoft Access
A Query is a question you ask of the database, like “How many customers have past due accounts?” After Tables, Queries are one of the most important objects you’ll work with in Microsoft Access. And they can be one of the most difficult to understand. This lesson will guide you through creating Queries in the Query Design window, selecting fields to include in your Query and specifying criteria in your Query. You’ll also learn how to create calculated fields to display custom results in your Query and how to sort and filter Query results as well.
Lesson 4: Creating Forms in Microsoft Access
Microsoft Access Forms provide a simple way for users of your database to enter and edit data. In this lesson, you’ll learn how to quickly and easily create professional-looking Microsoft Access Forms that will impress your users. You’ll also see how to sort and filter data in a form, how to set Form properties to customize the look and behavior of a Form and how to create Lookup Fields that provide users an easy way to select data from multiple choices. Finally, you’ll learn how to control the size, position and alignment of Fields and other objects on your Form to create a customized layout to meet your needs.
Lesson 5: Creating Reports in Microsoft Access
Once you have all of the data “in” your Database, you’ll want to get some data “out.” Reports are the way to achieve that. In this lesson, you’ll learn how to use different methods to quickly create great looking reports based on your Tables and Queries. You’ll see how to customize the look of your Reports by modifying Report sections like the Header, Footer, Details and Page Header/Footer. In addition, you’ll learn to group, sort and total data on your report.
Lesson 6: Restricting User Input in Microsoft Access
In order for the data in your database to be meaningful, it has to be correct. In this lesson, you’ll learn about several methods of preventing users from entering incorrect data in your database. You’ll first see how to use Field properties in Microsoft Access to make fields required (the user must enter a value in them,) set a valid range of values for a field (users can only enter 1-100 in a field, for instance,) and how to create more advanced validations by using Field Validation Rules and Input Masks – which allow you to control data entry on fields like phone numbers, zip codes or any other value that has a predefined format.
Lesson 7: Understanding Proper Database Structure
Designing your database incorrectly can mean a slow, confusing or even broken result in the end. That’s why its important to understand how to correctly design your database before you ever begin building it. This lesson will introduce you to concepts that will help you in understanding the correct way to structure your database Tables and Fields so that your database is fast, efficient and can easily be modified in the future. You’ll be introduced to concepts like Data Normalization – which helps to prevent redundant data in your database and ensure that your data is organized in the most logical and efficient manner. You’ll also learn more about Table Relationships and using Junction Tables to join two, unrelated tables to produce a result. And, finally, you’ll learn about Referential Integrity – a tool that will ensure your data does not become corrupted by a user unwittingly deleting records. While the concepts and terminology in this lesson can sound challenging, this course presents it in an easy-to-understand manner.
Lesson 8: Extending Table Functionality
Although Access Forms provide a great way to enter and manage data in your database, sometimes you will choose to do some of your data management by working directly in your Microsoft Access Tables. Tables in Access support advanced features to make this an easy and efficient thing to do. In this lesson, you’ll learn more about creating Lookup Fields in Microsoft Access. Lookup Fields are useful when retrieving information in one table from another table. Imagine entering an address for a customer and needing to select the value for the state they reside in. A Lookup Field can retrieve a list of states for you to select from – rather than manually typing it in. Next, you’ll learn about Subdatasheets, which allow you to visually see data from two different tables displayed together. Imagine a list of customers which, when you select a customer, displays the orders that customer has placed. Subdatasheets create this type of experience for you and your users.
Lesson 9: Extending Query Functionality
While you learned about basic Access Queries earlier in the course, you’ll now see how to create even more complex Queries by joining multiple Tables together, using Subqueries and performing Summary operations in your query. You’ll explore the different supported join types in Microsoft Access: Inner Join, Left Outer Join and Right Outer Join and how they affect the results your Query produces. You’ll see how to use a Subquery (a query within a query) to solve specific challenges when retrieving data in Microsoft Access. And you’ll learn how to summarize data by grouping, counting and totaling values within your queries.
Lesson 10: Extending Form Functionality
In this lesson, you’ll learn how to make your Forms even more user-friendly by using Conditional Formatting to make values that match certain criteria stand out to the user. You’ll also see how to create a Form with a Tabbed interface to separate large sections of data – making the form less crowded. And you’ll learn how to use Subforms in Microsoft Access to visually display data from two different sources (Tables or Queries) to the user in one form.
Lesson 11: Extending Report Functionality
Visual representation of data is a must in today’s world. Your users need to be able to quickly identify trends and spot anomalies. In this lesson, you’ll learn about tools in Access Reports that help you to create Reports that visualize your data for your users. You’ll see how to use Data Bars to visually represent data values, how to create Calculated Fields on your report and how to display data visually through the use of Charts and Graphs. Finally, you’ll see how to control the print quality and layout of your report when sent to the printer.
There are no prerequisites for this course. The course assumes that you have no prior experience with Access. Even if you have some formal or informal experience with Access, though, this course will be highly beneficial as it explains in detail many of the nuances of creating and maintaining Access databases.