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Microsoft Access Training

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The Glenholm Centre
By Biggar
Scottish Borders
ML12 6JF
01899 830408

1: Database Design and Tables
2: Data Analysis Using Queries
3: Forms and Reports
4: Menu Driven Systems
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Database training tailored to the needs of your business.

Microsoft Access is probably the most commonly used small business database application. Its popularity probably results from its integration with other Office applications, but it is a powerful application in its own right and ideal for small and medium size applications working on standalone PCs or over small local networks.

We have broken the Access training requirement down into four modules: basic database design and the creation of tables; queries used to analyse and manipulate data; forms and reports used to present information; menu driven systems and tools used to automate Access. The first three cover all of the basic tools required to develop a database system of your own. The fourth introduces ideas that would allow you to give access to your database to other members of staff who have little or no knowledge of the Access application.

In our experience it is at the fourth stage that standard modular courses are less useful and many clients prefer to have one to one tuition dealing with the specific needs of their application. Indeed we are happy to go beyond training and work with clients in the development of their applications.  More... .


1: Database Design and Tables

This course introduces some basic techniques used in producing a workable data structure for a database, and then explores  how the required tables can be created and used. No prior knowledge of Access is required.

The content is as follows:

  1. Designing a Database

  2. Creating a New Database

  3. Creating Tables: names, data types and descriptions

  4. Data from External Sources: linking and importing tables

  5. Field Properties: setting field sizes, formats, default values and simple validation

  6. Creating Lookup Fields: using the lookup wizard

  7. Key and Indexed Fields: setting primary keys and the relevance of indexing

  8. Entering Data: exploring data, sorting, deleting and inserting records

Course Length: 4 Hours - Note that this course can be expanded to include an introduction to other components of Access: queries, forms and reports.


2. Data Analysis Using Queries

This module follows on naturally from stage 1 and introduces the tools required to extract certain data from single and multiple related tables, to summarise that data using Sums and Counts etc..., and to manipulate the data to create other tables, delete records from tables etc... . Participants should already know how to create and use tables in Access.

The content is as follows:

  1. The Basics: creating new queries, adding tables, selecting fields and switching views to test your query

  2. Filtering Data: matching specific values, using comparison operators (>, <, etc...), combining multiple criteria and using wildcards, e.g. to match all values beginning with a specific group of letters

  3. Calculated Columns: using simple formulas and functions to generate extra columns

  4. Sorting

  5. Using Queries to Summarise Data: producing aggregated data showing for example sums of numeric fields or counts of records grouped by a certain field or combination of fields

  6. Combining Data from Multiple Tables: linking tables and setting the join properties for links

  7. More Complex Tasks: crosstab queries, finding duplicates, creating and adding to tables, updating records, deleting from tables, using union queries and SQL

Course Length: 4 Hours - Item 7 in the list above is quite open ended. The types of queries mentioned within it would not be required by everyone but if they were all to be covered in detail then the course could easily be extended by another two hours.


3. Forms and Reports

This module covers the two types of object which are used to hide some of the complexities of Access from the user: Forms to make data entry more friendly, and Reports to present data and information in a more attractive way. Participants should already know about tables (stage 1) and how to create simple queries (stage 2).

The content is as follows:

  1. Creating Forms: using AutoForms to start your form design

  2. Adding Objects: adding fields, text (labels), lines and borders, changing multiple items, adding text boxes containing calculations using formulas, modifying objects using properties

  3. Headers and Footers: the function of headers and footers, adding simple buttons, adding text boxes containing summary calculations, using combo and list boxes to find records.

  4. Producing Reports: creating reports from scratch or with AutoReports, using report wizards, adding items to reports, switching views between design and preview, sorting and grouping data.

Course Length: 4 Hours


4. Menu-Driven Databases

This module ventures into some of the more advanced features of database design used to hide the complexities of Access from users who are unfamiliar with (and wish to remain unfamiliar with) the technology. Because we are primarily concerned with forms there is some overlap with content covered in stage 3, but it is definitely useful if participants have some knowledge of Access form creation or modification.

The content is as follows:

  1. Creating Forms: a quick recap on basic form design

  2. Working in Design View: a refresher on fields, labels, lines, boxes and properties

  3. Menu Driven Systems: creating a menu form, adding buttons to open forms or reports, adding data selection boxes as text boxes, combo boxes or list boxes, setting up tab controls.

  4. Event Procedures: a look behind the features of a form to see what code is generated and how it might easily be modified.

  5. Using Macros: a more friendly alternative to programming using event procedures - creating macros, running macros, adding buttons for macros.

  6. Starting the Database: a look at a couple of features which make the database easier to use from the moment it is opened.

Course Length: 4 Hours