Learn Microsoft Access – Part I

Learn Microsoft Access – Part I

Microsoft Access is very important for the offices, universities and other institutions. So, I am going to help you in learning of this in simple and effective way. There will be at least four parts for this so keep in touch and learn these as indicated:

1.  Start MS Access

2.  Create the database with name Google

Ø  For this click on Blank Database and then add the File name e.g. Google then click on create

F

Figure 1

3.  Create a table with the name employee using following structure

Field name	Data type	Filed Size	Description
ECODE	AutoNumber		Employee Code
NAME	TEXT	20	Employee Name
DESIGNATION	TEXT	20	Employee Designation
DEPT	TEXT	5	Department Code
MALE	Yes/No		Male or not
DOB	DATE/ TIME		Date of Birth
PAY	NEMBER	INTEGER	Salary

Ø  For this click on view as indicate in Figure 2. Enter the table as given above as like indicated in Figure 3.

 Figure 2

Figure 3

·         Make ECODE as the primary key

·         For pay use validation rule as > 1000

·         For DOB use format as Short date

Ø  To make ECODE primary key : right click on ECODE and choose as primary key

Ø  For validation rule see Figure 4.

Ø  For Short date see Figure 5. And save the Table

Figure 4

Figure 5

4. Enter the following record in data sheet view

ECODE	NAME	DESIGNATION	DEPT	MALE	DOB	PAY
1	Singh	Proff.	CIC	Y	2/22/1960	5000
2	Sharma	Asstt. Proff.	FBG	N	12/2/1961	3000
3	Gupta	Assoc. Proff.	MPP	Y	3/2/1961	4500
4	Tomar	Assoc. Proff.	MPP	Y	3/6/1962	4400
5	Parmar	Assoc. Proff.	FBG	N	6/3/1963	4500
6	Abrol	Proff.	FST	Y	3/29/1985	5200
7	Verma	Asstt. Proff.	FBG	Y	4/12/1984	4200

Ø  To make such Table, click on view again and then click on Datasheet view and add the data as you can see in Figure 6. Right click on table and save it.

Figure 6

5.  Create an auto form for the employee table using Insert – Auto form option

Use this auto form and enter the following record

ECODE	NAME	DESIGNATION	DEPT	MALE	DOB	PAY
8	Bhardwaj	Asstt. Proff.	CIC	Y	2/2/1970	3000
9	Latwal	SO	FBG	y	1/4/1984	5000
10	Rawat	Clerk	MPP	N	3/2/1972	3500
11	Kapoor	Lab Assistant	MPP	N	3/8/1982	3400
12	Lal	Head	FBG	Y	4/8/1984	5000

Ø  For this click on Create, and then form and then View and to add new data each time click on as you can see in Figure 7. Right click on Table 1 and save it.

6.  Find only CIC record.

Ø  For this click on Filter as seen in Figure 8. And click on CIC only and you can see the records belonging to CIC.

7.  Edit the database for the following using datasheet view

a.  Change the designation of Bhardwaj to Proff.

b.  Change the pay of Lal to 5500

c. Change the Department of Parmar to FLS

 Figure 7, 8 and 9...

With this Part I ends still having trouble let me know I will help you.