Who is this course for?

This course is designed for new Access users, or those who have previously received no formal training. They will need a basic knowledge of windows as well as be able to use a mouse and a keyboard.  A previous knowledge of Excel is a distinct advantage, but by no means essential. By the end of the course users will have a basic understanding of database design theory, be able to create their own simple database and add data to it. They will be able to create simple queries to retrieve data as well as being able to display that data onto professional-looking reports.

What will they learn?

• Introduction to Databases
  In this section we look at how data is stored in a database, and how a database like Access differs from storing your data in a spreadsheet like Excel, for example.

• Creating a New Database
  We look at creating a database in Access using the templates and wizards provided, as well as creating a blank database from scratch.

• Tables
  In this module we look at setting up tables within your database to store different kinds of data.  For example, you might want a table that stores a list of all your customer names and addresses and a seperate table to store information about your staff.  Learning how to set out your tables and choosing which elements of data to store in each is one of the fundamentals of good database design.

• Data Types
  In Access you should specify the type of data to expect for each field, for example the Date of Birth field would need to be set to a data/time field, whereas the First Name field would be set as a text field.  Understanding when to use each data type is important and ideally should be set before any data is added.

• Entering and Editing Data
  This section looks at entering data into the table directly as well as editing existing records.  We look at quick tips for entering repetetive information and duplicating and deleting records.

• Queries
  One of the main advantages of using a database package like Access is the ability to write queries on the dataset.  This means I can extract just the data that I need, based on the criteria that I set for the Query.

• Using Basic Criteria
  When setting criteria for a query, you are asking the database to search for only the records that meets your needs.  For example, I could set the criteria "Glasgow" on the city field, so that only customers that live in Glasow appear in my dataset.

• Joins and Relationships
  One of the fundamental differences between using a database like Access rather than a spreadsheet program like Excel, is the way that the data can be joined together.  In Access two table of data can be joined together by creating relationships.  For example, I could create a connection between the Customer table and the Orders table so that I can see information about multiple orders placed by the same customer.

• Calculations in a Query
  As well as using queries to find existing data, you can perform calcualtions in a query, rather like the formulae you might use in an Excel spreadsheet.  For example I could create a new field that increases my existing prices by 10% and the field would calculate automatically.

• Introduction to Reports
  Whilst you are able to print tables and queries in Access, to get professional looking print outs you likely want to learn how to set up reports.  In a report you can add features like headers and footers, so that you can do things like add page numbers and a company logo at the top or bottom of each page.  You can create useful documents like quotes or invoices.  

Who is this course for?

This course is designed for users who have previously attended an Access introduction course or possess an appropriate level of knowledge. By the end of this course delegates will be able to create queries that modify the data in a database. They will be able to design forms to speed up data entry as well as produce professional-looking reports and mailing labels. They will be able to publish data that can be changed via a web-page. 

What will they learn?

• Action Queries
  An action query is a query that makes a physical change to the data in your database, such as deleting or changing the values of your data.  Because of the potential to accidentally change data, it is good practice to create a select query first to check you are affecting the right records and then to change that into an action query to make the desired changes.

• The Crosstab Query
  The crosstab query allows you to summarise data by combining column and row headings, rather like a Pivot table in Excel.

• The Make Table Query
  A make table query, exactly as it name suggests, allows you to make new tables from existing data.  For example you could create a table of all customers in a particular region, perhaps to export to an Excel spreadsheet or to use as a data source for a mail shot in Word.

• The Append Query
  An append query allows you to transfer data from one table to another.  For example, you might import data from another computer system and want Access to automatically add these records to an existing table.

• The Delete Query
  The delete query phisically removes data from the database, and because this has the potential to cause damage if the parameters are set incorrectly it is good practice to make a backup of the data beforehand.  You can always create a copy of the data in an archive so that you can retreive it later if you make a mistake.

• The Update Query
  An update query allows you to make changes to values in your data, for example you could decide to increase all your prices by 10% and the query could make the necessary changes for you. 

• Creating A New Form
  Whilst it is possible to enter and edit data directly into a table or query, this is not always the most visually pleasing method.  You can create a form that allows the user to enter the data easily and the data will be automatically updated in the associate table or query.  You can add grahic to a form, add drop-down lists and check-boxes to speed up data entry.  You can also add restrictions to particular users so that they can add data, but not delete records for example.

• Creating A Form With A Sub form
  When you are adding data via a form, you may wish to add or edit data to multiple tables at the same time.  Access allows you to create a form that connects data together so that the data entry process is much easier to navigate.

• Creating Reports
  Whilst tables, queries and forms can all be printed out if required, to create the most professional looking documents, you can set up a report.  This allows you to add graphics like a company logo to each page, produce calculations such as group totals and headers and footers such as page numbers etc.

• Creating Labels
  If you want to create labels for parcels or for a mail shot you can get Access to automatically set up the layout for you, using standard label brands such as Avery.

Who is this course for?

This course is designed for users who have previously attended an Access Intermediate course or possess an appropriate level of knowledge. By the end of this course delegates will have an understanding of the principles of good database design. They will be able to restrict the type of data that is added to the database by adding validation and make data entry easier with well-designed forms. They will be able to add calculations and page numbers to forms and reports, as well as adding graphic objects.

What will they learn?

• Database Design Concepts
  In this section we look at streamlining the design of your database, by following best practice in database design concepts. 

• Data Validation
  Setting data validation rules allows you to restrict the type of data that can be added to certain fields, so that you reduce the risk of incorrect data being added in error.

• Creating Relationships Between Tables
  We look at the basics of relationships between tables in earlier courses, at this level we look at setting up relationships that span across multiple tables, allowing the user to query on many types of data at once.

• Customising Forms
  In the earlier courses we look at creating forms and reports using the wizards.  At this level we look at creating reports and forms from scratch, allowing for greater control over the final layout.

• List and Combo Boxes
  List boxes and combo boxes are a way of setting a drop down box on a form, that is already populated with all the allowable options.  It makes data entry much easier and quicker as well as producing a more accurate data set.

• Check Boxes, Option & Toggle Buttons.
  Check Boxes, Option Button and Toggle Buttons are all ways of making data entry easier.  You can lay out options in a visually pleasing way, and can mimic the style of a paper form if desired.

• Command Buttons
  Command Buttons can be added to forms allowing other objects such as queries and reports to be easily accesible from a single form.

• Calculated Fields
  Calculated fields can be added to forms and reports in a similar way and allow for totals and subtotals to be added to a section or a page footer for example.

• Adding Page Numbers
  You are able to add automatic page numbering to forms and reports, rather like you would do on a Word document.

• Adding the Date And Time
  It is possible to add a date stamp to a report so that it will update automatically when the report is printed, so that you always know which is the latest version of your data.

• Create A Form With Multiple Pages Or Tabs
  Navigating between multiple tables in order to add records can be a little but challenging so you streamline the process by creating forms with multiple tabs, so that you are signposting your users to add the data in the correct order and not to miss out any steps.  It is rather like creating your own wizard.

• Tab Order
  When you enter data into a form you can use the TAB key to move from field to field so that you dont need to stop and select a field with your mouse.  You can set a tab order so that the cursor moves through the form in the desired order.

• Inserting Graphics in Forms or Reports
  You can add graphics to forms or reports, either just to add visual intest, or to make a corporate look, like adding branding colors and logos.  You can also use it to display graphics that are stored in your tables.  For example you could store a photo of each employee in a table so that the photo of that person would display whne their data is accessed.

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