Microsoft Access ’97 and 2000 Tutorial

Introduction to the MS Access Tutorial

Welcome to the MS Access tutorial covering Access ’97 and Access 2000 versions. This tutorial is designed to get the user up and running with MS Access (henceforth simply “Access”) in a rapid fashion. The four basic modules of Access are demonstrated: Tables, Forms, Reports and Queries. A business example is discussed first which provides a background for developing a simple database.

It is assumed that users of this tutorial are proficient in working with Microsoft Windows ’95, Windows ’98, Windows NT, Windows 2000 or Windows XP and with MS Excel. This includes the use of the keyboard and mouse. The tutorial is based on Microsoft Access which is part of the Microsoft Office Professional suite that also includes MS Excel, MS Word and MS Powerpoint.

The original tutorial was developed specifically for MS Access ’97 (part of the MS Office ’97 release). When MS Access 2000 was released this tutorial was been ammended to include explanations of where Access ’97 and Access 2000 differ. Most of the basic features and functions are the same between the two versions.

If you have a later version of MS Access such as Access 2007 or Access 2010, you may wish to visit the Microsoft Access 2007/2010 Tutorial web page.

The tutorial begins with a brief overview of Relational Databases. The majority of database management systems in use today are based on what is called the relational database model. Access is a relational database management system. We then describe a business example and give an outline for the database and applications we wish to develop. In the sections that follow, we give step-by-step instructions for creating the tables, data entry forms, reports and queries for the application.

1.1 Microsoft Access Tutorial Intended Audience

This tutorial is intended for students just getting started with the MS Access database management system.

1.2 Pre-Requisite Knowledge you should before starting Microsoft Access ’97 and 2000 Tutorial

This tutorial assumes the student is familiar with the basic operation of a personal computer and Microsoft Windows ’95, Windows ’98, Windows NT, Windows 2000 or Windows XP. Specific skills required for this tutorial are:

• Use of the mouse and keyboard
• Formatting and working with USB drives (thumb drives, memory stick, etc.)
• Opening and saving files on the hard disk and on USB Drives (thumb drives, memory stick, etc.)
• Managing files in general including the difference between floppy disks, drive letters, hard disk, thumb drives, memory stick, etc.
• Running programs from the Windows Start menu
• Minimizing, maximizing and resizing windows

The student should have a USB drive (thumb drive, memory stick, etc.) available to save the files created during this tutorial.

Table of contents:

• 2 Brief overview of Relational Databases and Database Applications
• 3 A Business Example
• 4 Starting Microsoft Access
  • 4.1 Review of Starting Microsoft Access
• 5 Creating and Viewing Tables
  • 5.1 Creating a Table Using the Design View
  • 5.2 Exercise: Creating a Table
  • 5.3 Viewing and Adding Data to a Table
  • 5.4 Exercise: Adding Data to a Table
  • 5.5 Creating Relationships Between tables
  • 5.6 Review of Creating and Viewing Tables
• 6 Creating and Running Queries
  • 6.1 Single Table Queries
  • 6.2 Exercise: Single Table Queries
  • 6.3 Multiple Table Queries
  • 6.4 Exercise: Multiple Table Queries
  • 6.5 Review of Creating and Running Queries
• 7 Creating and Running a Data Entry Form
  • 7.1 Creating a Single Table Form using the Wizard
  • 7.2 Exercise: Creating a Single Table Form
  • 7.3 Review of Creating and Running a Data Entry Form
• 8 Creating and Running a Report
  • 8.1 Creating a Single Table Report using the wizard
  • 8.2 Exercise: Creating a Single Table Report
  • 8.3 Review of Creating and Running a Report
• 9 Summary