How to work with microsoft access. Access - what is it? Create a database in Microsoft Access

The main purpose of this program is to create and work with databases that can be tied to both small projects and large businesses. With its help, it will be convenient for you to manage data, edit and store information.

Application Microsoft package Office - Access - is used to work with databases

Naturally, before starting work, you will need to create or open an existing database.

Open the program and go to the main menu by clicking on the "File" command, and then select the "Create" item. When creating a new database, you will be presented with a choice of empty page, which will contain one table or a web database that allows you to use the built-in tools of the program for, for example, your publications on the Internet.

In addition, in order to simplify the creation of a new database as much as possible, templates are provided for the user to choose from, allowing you to create a database focused on a specific task. This, by the way, can help you quickly create the required table shape without manually setting everything up.

Filling the database with information

Having created the database, it is necessary to fill it with relevant information, the structure of which should be thought out in advance, because the functionality of the program allows you to format data in several forms:

1. Now the most convenient and common type of information structuring is a table. In terms of their capabilities and appearance, tables in Access do not differ much from those in Excel, which, in turn, greatly simplifies the transfer of data from one program to another.
2. The second way to enter information are forms, they are somewhat similar to tables, however, they provide a more visual display of data.
3. To calculate and display information from your database, reports are provided that will allow you to analyze and calculate, for example, your income or the number of counterparties with whom you work. They are very flexible and allow you to make any calculations, depending on the entered data.
4. Receiving and sorting new data in the program is carried out by means of queries. With their help, you can find specific data among several tables, as well as create or update data.

All of the above functions are located in the toolbar, in the "Create" tab. There you can choose which element you want to create, and then, in the "Designer" that opens, customize it for yourself.

Creating a database and importing information

After creating a new database, the only thing you will see is an empty table. You can fill it out manually or fill it out by copying the necessary information from the Internet. Please note that each piece of information you enter should be placed in a separate column, and each entry should have a personal line. By the way, columns can be renamed to better navigate their content.

If all the information you need is in another program or source, the program allows you to customize the import of data.

All import settings are located in a separate tab in the control panel called "External Data". Here, in the "Import and links" area, the available formats are listed, among which excel documents, Access, text and XML files, web pages, Outlook folders, etc. After selecting the required format from which information will be transferred, you will need to specify the path to the file location. If it is hosted on a server, the program will require you to enter the server address. As you import, you will encounter various settings, which are designed to correctly transfer data to Access. Follow the instructions of the program.

Basic keys and table relationships

When creating a table, the program automatically gives each entry a unique key. By default, it has a name column that expands as new data is entered. This column is the primary key. In addition to these primary keys, the database may also contain fields that are related to information contained in another table.

For example, you have two tables containing related information. For example, they are called "Day" and "Plan". By selecting the "Monday" field in the first table, you can link it to any field in the "Plan" table, and when you hover over one of these fields, you will see the information and the associated cells.

Relationships like this will make your database easier to read and will likely increase its usability and efficiency.

To create a relationship, go to the "Database Tools" tab and in the "Relationships" area, select the "Data Schema" button. In the window that appears, you will see all the processed databases. You should pay your attention to the fact that databases must have special fields intended for foreign keys. In our example, if in the second table you want to display the day of the week or a number, leave an empty field, naming it "Day". Also set the format of the fields, as it should be the same for both tables.

Then, with the two tables open, drag the field you want to link into the specially prepared foreign key field. The "Edit Relationships" window will appear, in which you will see separately selected fields. To ensure data changes in both related fields and tables, check the Enforce Data Integrity box.

Creation and types of requests

A query is an action in a program that allows the user to edit or enter information into the database. In fact, requests are divided into 2 types:

1. Elective requests, thanks to which the program gets certain information and makes calculations on it.
2. Action requests that add or remove information to the database.

By selecting "Query Wizard" in the "Create" tab, the program will carry out the process of creating a specific type of query. Follow the instructions.

Queries can go a long way in helping you organize your data and always refer to specific information.

For example, you can create a select query based on certain parameters. If you would like to see information on specific date or day of the table "Day" for the entire period of time, you can configure similar request. Select the "Query Builder" item, and in it the table you need. By default, the query will be selective, it becomes clear if you look at the toolbar with the "Select" button highlighted there. In order for the program to search for exactly the date or day that you need, find the line "Selection condition" and enter the phrase [what day?] there. Remember, the query must be placed in square arms and end with a question mark or a colon.

This is just one of the options for using queries. In fact, they can also be used to create new tables, filter data by criteria, etc.

Setting up and using forms

Through the use of forms, the user can easily view information for each field and switch between existing records. When entering information for a long time, the use of forms makes it easier to work with data.

Open the "Create" tab and find the item "Form", clicking on which will appear standard form, based on your table data. The information fields that appear are subject to all sorts of changes, including height, width, etc. Please note that if there are relationships in the above table, you will see them and can reconfigure them in the same window. At the bottom of the program, you will see arrows that will allow you to sequentially open each column of your table, or immediately move to the first and last. Now each of them is a separate record, the fields of which you can customize by clicking on the "Add fields" button. Information changed and entered in this way will be displayed in the table and in all tables attached to it. After setting up the form, you need to save it by pressing the key combination "Ctrl + S".

Create a report

The main purpose of reports is to provide the user with a general summary of the table. You can create absolutely any report, depending on the data.

The program allows you to choose the type of report, providing several to choose from:

1. Report - an auto-report will be created using all the information provided in the table, however, the data will not be grouped.
2. An empty report is an empty form, the data for which you can choose yourself from the required fields.
3. Report Wizard - guides you through the process of creating a report and grouping and formatting data.

In an empty report, you can add, delete or edit fields, filling them with the necessary information, create special groups that will help separate certain data from the rest, and much more.

Ministry of Education and Science of the Russian Federation

Federal State Budgetary Educational Institution of Higher

vocational education

"Khabarovsk State Academy of Economics and Law"

Khabarovsk 2011

Basics of working with DBMS Microsoft Access 2007: guidelines for performing laboratory work for 1st year bachelors of all areas of full-time education / comp. L. V. Samoilova. - Khabarovsk: RIC KhGAEP, 2011. - 32 p.

Reviewer D. V. Timoshenko, Ph.D. tech. Sci., Associate Professor, Department of ICE, PNU

Approved by the publishing and library council of the academy as guidelines for 1st year bachelors of all specialties of full-time education

Lyudmila Viktorovna Samoilova

Basics of working with DBMS Microsoft Access 2007

Guidelines for performing laboratory work for 1st year bachelors of all areas of full-time education

Editor G.S. Odintsova

_____________________________________________________________

Signed for printing Format 60x84/16.

Writing paper. Digital printing. R.l. 1.9. Uch.-ed.l. 1.3.

Circulation 100 copies. Order No. ___________________

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© Khabarovsk State Academy of Economics and Law, 2011

Basic concepts

In the modern world, a person has to deal with huge arrays of homogeneous information. This information must be ordered in some way, processed by the same type of methods, and as a result, summarized data or searched for specific information in the mass. Databases serve this purpose.

Under database It is customary to understand a set of logically organized and interconnected data shared by various tasks within a single automated information system.

The software that performs operations on databases is called a DBMS - database management system. DBMS allows you to structure, systematize and organize data for their computer storage and processing.

DBMS- a set of language and software tools designed to create, maintain and share a database with many users.

Program Microsoft Access 2007 is a database management system. She is part of Microsoft office Professional 2007, which ensures its connection with other office applications (test word editor, program for working with Excel spreadsheets). Using the Microsoft Access DBMS, you can easily store and process large amounts of information, control the correctness of data at the stage of their entry, extract the necessary information from the database, prepare reports, and create forms for more convenient work with data. Several users can work with the database at the same time. Microsoft Access is powerful, yet it takes just a few simple steps to get started and create your own database.

The Microsoft Access program is a relational DBMS (from the English relation - relation). This means that a database in Access is made up of interrelated tables.

A database table is a regular table made up of rows and columns.

The columns of the table are called fields (attributes). They store the attributes of an object. Each table field has a unique name and contains a strictly defined data type.

The table rows are called records (tuples). The record contains several table cells that store certain information about the objects. Each entry contains information about one object. The lines are in random order and do not have numbers. The search for strings is performed not by numbers, but by identifiers ( keys).

Key is the field by which the tables are linked.

The key can be simple or compound. A key defined by one field of a table is called simple. If a key consists of two or more attributes, it is called composite.

The key can be primary or foreign. primary key uniquely identifies each entry in the table; Duplicate key values ​​are not allowed. This means, the primary key must define a single record (row) in the table, i.e. be unique.

External key is an attribute of one relation that is the primary key of another relation. Foreign keys are used to organize relationships between database tables (master and slave) and to maintain data referential integrity constraints.

To fill tables with information, you can enter data manually in the table editing mode, create form to enter data or import data from external sources. To search, select, sort data, you can create requests, and for visual presentation of data and printing - reports.

Microsoft Access 2007 user interface

To start Microsoft Access 2007, you can use any of the standard Windows methods:

Push button Start, in the menu that opens, select the items in sequence Programs → Microsoft Office → Microsoft Office Access 2007.

Double-click the program icon on the desktop or in the quick launch bar.

Double-click on an existing database file. Immediately after the launch, this database will be open for work.

When the program starts, a window appears Getting Started with Microsoft Office Access(Figure 1), which allows you to quickly switch to working with a specific database.

Figure 1 - The initial window of Microsoft Access 2007

If the database has already been created, it can be opened by clicking on its name in the area Open latest database.

If the required database is not in the list, click on the link Other. A standard Windows window for opening the file will appear on the screen. In this window, select the database file and click the button Open.

In addition, you can use the button on the left upper corner window, in the menu that appears, select the item Open, and then select the file in the standard Windows window.

If Access detects potentially dangerous content in the database being opened, a warning message bar will appear under the ribbon (button menu): Part of the database content is disabled. To open the contents of the database in full, including the blocked part, click the button Options message bar. In the window that appears Microsoft Office security settings set the switch to position Enable this content and press the button OK.

You can use a template to create a database, or you can design your own database.

Microsoft Access 2007 has a number of the most common database templates. In the new terminology, these templates are called preset databases. These templates are placed in a new window that appears when you start Access 2007 and is called Getting Started. Templates can be used to solve typical tasks or for educational purposes, as they include tables, ready-made reports, queries and forms for entering information.

If you need to independently develop the database structure, create tables and enter data, then you must first create an empty database.

Each database is stored in a file with the extension . accdb. This file also stores all reports, queries, data entry forms, and other objects created for this database.

Unlike earlier versions of office applications, Microsoft has changed the interface in version 2007. The new design makes it easier to find the right controls and makes working with the program easier and more comfortable.

The main elements of the main window are shown in Figure 2.

Office Button

Title bar

Quick Access Toolbar

Quick Access Toolbar

Navigation area

Document Tabs

Status bar

Figure 2 - The main window of Microsoft Access 2007

Working with tables

It is in the tables that all the information contained in the database is stored.

We will not use templates, but will create our own database. The user-friendly interface of Access 2007 allows you to do this without having a special education in programming.

There are two modes for creating and editing tables.

The table mode (Figure 3) is intended for entering, viewing and editing records.

Figure 3 - Table mode

The table design mode (Figure 4) is used to set field properties such as data type, default value, list of possible values, value mask, and many others.

Figure 4 - Table constructor

Switching the operating mode is carried out using the button View, which is located on the ribbon, on the tabs Home, Table view, or Design view(on all tabs, this button is on the far left). The button changes its appearance. In table view it looks like this:
, and in design mode like this:
.

Working with a table begins with its creation:

immediately enter the data in the table view. At the same time, Access automatically adds the required number of fields to the table and determines the data types for these fields. So, if letters are entered, the field will be assigned the data type Text if the numbers are Numerical. You can then optionally set the field properties in Design view. Direct data entry with automatic detection data types are usually used for simple tables that require little or no special manipulations with field properties;

First, create the table fields in the constructor and specify their properties, and then enter the information. Working in the constructor provides an opportunity to more fine tuning, but also requires a lot of time. The advantage of creating fields in the constructor is the ability to set field properties that speed up data entry (for example, a list field values, default value) and reducing the number of random input errors (input mask, value conditions, etc.);

you can create a sample table using the built-in template. To do this, open the tab on the ribbon Creation and press the button Table templates. Select the appropriate table template from the menu that appears. Access will create new table with the fields specified in the template and open it in table view. A table created from a template can be edited in the same way as a regular table: add and delete columns, create new records, etc.;

if necessary, alternate work in the table view and in the design view. For example, create some fields in the constructor, enter some data and return to the design mode again, etc.

Exercise 1

Let's say that we decide to automate the processing of information about passing the exam session in a group. To do this, we will create a "Group" database.

The created database should contain the following information:

Information about students, which will be stored in the "Students" table.

Data on their performance, which we will enter in the "Session" table.

Follow these steps to create your own database.

Figure 5 - Creating your own database

Click the button Create. Will open new base data with a single empty table, and the program will enter the table editing mode (Figure 6).

Figure 6 - Creating a table in table mode

When creating an empty table, a field already exists in it Code with data type Counter. This is the primary key and will contain the unique ID of the record. By double-clicking a word Code, enter a new field name: record book number. Move the cursor to the adjacent field with the inscription Add a field double-click in the field name area and enter its name: Surname. Add fields in the same way: Name, Patronymic, Date of Birth, Gender, Group, Budget.

Switch to design mode. In this case, the DBMS will ask you to save the table. In field Table name enter students. In Design view, set the following field properties:

№ account book - key field, text, field size - 4 (characters), required field - yes, empty lines- No.

Surname - text, field size - 15.

Name - text, field size - 15.

Surname - text, field size - 15.

Date of Birth - date/time, field format – short date format.

Floor - text, field size - 1.

Group - text, field size - 8.

Budget - l logical, field format – yes/no.

Account book number - text, field size - 4, substitution master .

Discipline - text, field size - 20, substitution master.

Grade - numeric, field size - bytes.

Using the Lookup Wizard

A lookup is a list of possible values ​​for a field. If a lookup has been created for a field, the field value can be selected from this list instead of being entered manually.

The source of substitution values ​​can be a table, a query, or a fixed (static) list that you have created. Yes, for the field Record book number tables Session convenient to create a lookup based on a field № record book tables students. In this case, when entering information about students, you do not have to remember the numbers of the student record book, and when a new entry is added to the Students table, the substitution will be automatically replenished. To create a substitution, it is convenient to use Substitution Wizard.

In Design view, select the field in the list of fields Record book number. Click in the cell with the name of the data type of this field. In the right part of the cell, click the button and in the list that appears, select the value Substitution Wizard. A window will appear on the screen. Create a substitutionThe lookup column object will use the values ​​from the table or query and press the button Further. Select table students and press Further. button
select field № record book and press the button Further three times and then Ready. Before creating a connection with a table - the source of data for substitution - the program will display a panel suggesting that you save the current table. Click the button Yes, giving the table a name Session. Question Key fields not set answer No.

To create a lookup list in a field Discipline click in the cell with the name of the data type of this field. In the right part of the cell, click the button and in the list that appears, select the value Substitution Wizard. Set the switch to A fixed set of values ​​will be entered and press the button Further. Click the mouse button in the first cell of the first column and enter the name of the discipline that you took in the exam session. Press key Tab to move to the next cell. Enter the entire list of disciplines for substitution in this way (3-4 entries). Adjust the width of the columns in the lookup so that all values ​​are displayed in full. Click the button Further and then the button Ready.

Close the table saving changes .

Setting relationships between tables

The relationship between two tables is organized through the common fields of these tables, which are called key. In our task, the common fields are the field record book number tables students and field Record book number tables Session. So each table entry Session refers to any record in the table students.

On this principle of organization of communication between tables and built relational bases data. This allows you to extract information from several tables at the same time, as well as avoid duplication of information.

Also, if one table references another, then the first table is called main(as table students), and the second subordinate(as table Session).

There are two kinds of key fields in a relational database: primary key and foreign key. To identify records in a table, use primary key– a field or set of fields in a table whose values ​​uniquely identify a record. Accordingly, the primary key values ​​must be unique, that is, there should not be two rows in the table with the same primary key values. In our task, the primary key is the field record book number tables Student.

foreign key is a field of a child table containing the values ​​of the primary key of the parent table. Yes, the field Record book number tables Session is a foreign key. Thus, relationships between tables are organized using key fields. In this case, the names of these fields may not match, but the data types, field size, and most importantly, the values ​​must match.

Communication is established in the window data schema, which is opened by the command Data Schema located on the tab Working with databases. To add tables, run the command Display table tabs Constructor, add tables and close the window.

To establish a link between tables, drag the key field of the main table to the corresponding field of the child table. Access automatically determines the type of relationship between tables based on the selected fields (in our task, the type of relationship is set one-to-many). Enable data integrity support using the checkbox Ensuring Data Integrity. If the data integrity mode is enabled, the following options become available: And Cascading Deletion of Related Records(Figure 7). It is desirable that the option Cascading Update Related Fields was enabled, then the correctness of the data entered into the table Session will be saved, that is, if the record being created refers to a non-existent record in the main table (in the foreign key of the record being created, a value is entered that is not in primary key), then Access will notify you that the record cannot be saved.

Figure 7 - Creating links

Button Create completes the connection establishment (Figure 8).

Figure 8 - Connection established one-to-many between tables students And Session

Task 2

Establish a relationship between tables students And Session.

Create Forms

For the convenience of entering information into tables, forms are used. In the version of Access 2007, you can use form presets, the corresponding buttons of which are located on the tab Creation.

Button Form is used to create a form in which it will be possible to enter information on only one line of the corresponding table (Figure 9).

Figure 9 - Creating a form for entering data one record at a time

With a large number of fields in the table, this form is very convenient for entering data; it does not allow you to accidentally skip entering any field. The disadvantage is that you have to look at the original table so that you do not mistakenly enter data that is already in the table. However, when moving to the next record, the program will check the uniqueness of the additions made and will not allow repetition.

The preferred form is created with the command split form, which allows you to see on the screen the data already entered in the table and the input fields (Figure 10).

Figure 10 - Creation command Divided form

Team Multiple elements allows you to see several records on the screen at once in the form, but this is not acceptable for tables with a very large number of fields, because reduces the convenience of entering information into small fields.

In the modern world, tools are needed that would allow storing, organizing and processing large amounts of information that are difficult to work with in Excel or Word.

Such repositories are used to develop information sites, online stores and accounting add-ons. The main tools that implement this approach are MS SQL and MySQL.

The product from Microsoft Office is a simplified version in functional plan and more understandable for inexperienced users. Let's walk through creating a database in Access 2007 step by step.

Description of MS Access

Microsoft Access 2007 is a database management system (DBMS) that implements a full-fledged graphical user interface, the principle of creating entities and relationships between them, as well as the structural SQL query language. The only disadvantage of this DBMS is the inability to work on an industrial scale. It is not designed to store huge amounts of data. Therefore, MS Access 2007 is used for small projects and personal non-commercial purposes.

But before showing the creation of a database step by step, you need to familiarize yourself with the basic concepts from database theory.

Definitions of basic concepts

Without basic knowledge about the controls and objects used to create and configure the database, it is impossible to successfully understand the principle and features of customizing the subject area. So now I will try plain language explain the essence of all important elements. So, let's begin:

1. A subject area is a set of created tables in a database that are linked to each other using primary and secondary keys.
2. Essence - separate table Database.
3. Attribute - the heading of a separate column in the table.
4. A tuple is a string that takes the value of all attributes.
5. The primary key is unique value(id) that is assigned to each tuple.
6. The secondary key of table "B" is the unique value of table "A" used in table "B".
7. SQL query is a special expression that performs a specific action with the database: adding, editing, deleting fields, creating selections.

Now that we have a general idea of ​​what we will be working with, we can start creating a database.

Database creation

For clarity of the whole theory, let's create a training database "Students-Exams", which will contain 2 tables: "Students" and "Exams". The main key will be the "Record number" field, because. this parameter is unique for each student. The rest of the fields are for more complete information about students.

So, do the following:

Everything, now it remains only to create, fill in and link tables. Move on to the next item.

Creating and populating tables

After successfully creating the database, an empty table will appear on the screen. To form its structure and fill it, do the following:

Advice! To fine-tune the data format, go to the "Table Mode" tab on the ribbon and pay attention to the "Formatting and Data Type" block. There you can customize the format of the displayed data.

Creating and editing data schemas

Before you start linking two entities, by analogy with the previous paragraph, you need to create and fill out the "Exams" table. It has the following attributes: "Record number", "Exam1", "Exam2", "Exam3".

To execute queries, we need to link our tables. In other words, this is a kind of dependency that is implemented using key fields. For this you need:

The constructor should automatically create the relationship, depending on the context. If this did not happen, then:

Executing queries

What to do if we need students who study only in Moscow? Yes, there are only 6 people in our database, but what if there are 6000 of them? Without additional tools, it will be difficult to find out.

It is in this situation that SQL queries come to our aid, which help to remove only the necessary information.

Request types

The SQL syntax implements the CRUD principle (abbreviated from the English create, read, update, delete - “create, read, update, delete”). Those. With requests, you can implement all of these features.

per sample

In this case, the “read” principle comes into play. For example, we need to find all students who study in Kharkiv. For this you need:

But what if we are interested in students from Kharkiv who have more than 1000 scholarships? Then our request will look like this:

SELECT * FROM Students WHERE Address = Kharkiv AND Scholarship > 1000;

and the resulting table will look like this:

To create an entity

In addition to adding a table using the built-in constructor, sometimes you may need to perform this operation using SQL query. In most cases, this is necessary during the performance of laboratory or term papers as part of a university course, because in real life there is no need for this. Unless, of course, you are a professional app developer. So, to create a request, you need:

1. Go to the "Create" tab.
2. Click the "Query Builder" button in the "Others" block.
3. In the new window, click on the SQL button, then enter the command in the text field:

CREATE TABLE Teachers
(TeacherCode INT PRIMARY KEY,
Surname CHAR(20),
Name CHAR (15),
Middle name CHAR (15),
Gender CHAR (1),
date of birth DATE,
main_subject CHAR(200));

where "CREATE TABLE" means to create the "Teachers" table, and "CHAR", "DATE" and "INT" are the data types for the corresponding values.

Attention! At the end of each request, there must be a ";" character. Without it, script execution will result in an error.

To add, delete, edit

Everything is much simpler here. Again go to the field to create a request and enter the following commands:

Form creation

With a huge number of fields in the table, it becomes difficult to fill the database. You can accidentally omit a value, enter the wrong value, or enter a different type. In this situation, forms come to the rescue, with the help of which you can quickly fill in entities, and the likelihood of making a mistake is minimized. This will require the following steps:

We have already considered all the basic functions of MS Access 2007. The last important component remains - report generation.

Report generation

A report is a special function of MS Access that allows you to format and prepare data from a database for printing. This is mainly used to create invoices, accounting reports and other office documentation.

If you have never encountered such a function, it is recommended to use the built-in "Report Wizard". To do this, do the following:

1. Go to the "Create" tab.
2. Click the "Report Wizard" button in the "Reports" block.
   
   
3. Select the table of interest and the fields you want to print.
   
   
4. Add the required level of grouping.
   
   
5. Select the sort type for each field.

Any user computer systems on Windows based knows what's in the standard package office programs from Microsoft any version includes a unique editor Access. What kind of program is this, how to work with it, now it will be considered. Naturally, only the initial basics will be given here, since a description of absolutely all the features of the application will take more than one page.

What is Access?

What is this program? Access is a full-featured system for working with any type based on a relational model with the ability to dynamically exchange data with other applications or Internet publications. It provides for the use of tools for automating the processing of information of any type, which is presented in a structured form.

In addition, Access is also a package that provides support for ActiveX controls, which significantly expands the program's capabilities in terms of the fact that it can use not only tabular or text components, but also multimedia and objects on the Internet. Relationships established in the application between allow accurate tracking of changes in any of them with automatic adjustment of parameters in others.

The main directions in using the application

It is not surprising that in most cases it is used to fully automate the processes of analyzing some processes in accounting, business, etc. Thanks to its universal structure, the program can eliminate the appearance of so-called data redundancy when you need to change one parameter not by entering a new one. , but through correcting the old one, and so that its change is reflected in all related databases.

For example, an enterprise uses Access to keep records of suppliers, customers, and the activities in which they are involved. One supplier's bank details change. It is enough to change them, as automatic adjustment will affect all other databases. This will replace the data, not enter new ones along with the existing ones. And this change will affect the same related activities. That is, in a sense, the user receives full automation.

The same applies, for example, When a certain group of goods is sold through the corresponding division of the enterprise, the headings are automatically written off in the database of the goods that are available in the warehouse. But these are the most simple examples. In fact, the application has much more features.

Structure of Microsoft Access

As for the convenience of work, it is achieved due to the presence of the main elements that play a crucial role in the analysis and processing of database data. Among the main elements are the following:

• table - an element that stores basic information in a specific format (numeric, text, graphic, etc.);
• query - a means of accessing related elements, other databases or third-party programs;
• form - presentation of information or data in a user-friendly form;
• report - output of processed results;
• macro - an executable element that allows you to perform certain actions when an event occurs, a request is created, a report is generated;
• module - language facilities Visual Basic, allowing you to significantly expand the capabilities of the program based on the creation of procedures and the use of numerous functions.

Communication with other programs and external databases

As already clear, Access is a program that allows you not only to use your own data entered by the user, but also to link them together. The capabilities of the application are such that information can be imported from other applications (FoxPro, Paradox, Excel, Word, etc.). To simplify the procedures, the data can not be imported, but linked, and not only with the indicated programs, but also with sources in a network environment or on the Internet.

The linking process itself is carried out on the basis of requests according to the type of how databases work. SQL data(Access also supports them).

Create from templates

In Access, the table is the main element. By appearance this component is very similar to Excel spreadsheets, however Access features much wider, and the principles of working with such elements have their own distinctive features.

However, it is quite easy to create your own database when you start the program. After the welcome window appears, the user is given a choice of templates, on the basis of which the future database structure will be created in the form of a table. This is the so-called Backstage view. Here you can find built-in blanks that are useful for performing specific tasks, or refer to the search on the official Microsoft resource if none of them in the list matches the user's needs (although this is unlikely).

Database from scratch

If nothing suits the user and he wants to make a database on his own, when creating a new file in the corresponding menu, you need to select an empty database. Here it is worth considering some limitations. For example, desktop databases do not support web publishing, and web databases are not consistent with some of the features of the previous ones.

Having created the initial table, you can proceed to enter data. Note that data can only be entered in adjacent columns and rows. Also, do not add empty cells between them, the way it is done in Excel. In addition, the most important condition is that each column must contain only one type of data, that is, if the format initially uses date and time, information with exponent-based calculations entered in the column will not be recognized. So, if possible, you need to plan the table in this perspective. To simplify the work, you can use special mode constructor.

Nuances of importing and linking data with other sources

As for data import, the program's possibilities are practically unlimited. The main condition is only that the imported data must be divided into tabular types (like tables in Excel or Word). If the import is performed, for example, in a text version from Notepad, you can create a similar structure using the tabulator (Tab key).

You can use SharePoint lists, and you can also link data to make things easier. To do this, use a special command on the external data tab, located in the import and link group. Already offered here turnkey solutions(Excel, Word, etc.). When choosing, you only need to specify the location desired file, the save location in the current database and confirm the selection.

Conclusion

Takovo Access application. The program is very popular among a wide range of users, since its developers have tried to combine the possibilities of other software products of this type. And that's what did this application very flexible in customization and automated application of most functions. It remains to be added that Access is a very powerful data processing tool, although only the most basic information about the application has been considered here.

Access is a database management system (DBMS). A control system is a set of programs that allows not only storing large amounts of data in a certain format, but also processing them, presenting them in a user-friendly form. Access also gives you the ability to automate frequently performed operations. With Access, you can not only develop convenient forms for entering and viewing data, but also create complex reports.

Access is a Windows application, so they interact very well with each other. All the benefits of Windows are available in Access, for example, you can cut, copy and paste data from any Windows applications to an Access application and vice versa.

Access is a relational DBMS. This means that it can work with several database tables at the same time. The use of a relational DBMS helps to simplify the structure of the data and thus make it easier to get the job done. You can link an Access table to data stored on another computer or server, or you can use a table created in Paradox or Database. Access data very easy to combine with excel data.

Microsoft Access adds many new tools designed to make it easier to surf the Internet and create applications for the Web. Funds are required to access the Internet and take advantage of new tools Web browsing, such as Microsoft Internet Explorer as well as a modem. The user can connect directly to Microsoft Web sites from Office programs(including from Access) using the Microsoft command on the Web from the menu item?. You can, for example, access technical resources and download publicly available programs without interrupting your work with Access.

The Access system contains a set of tools for managing databases, including designers for tables, forms, queries, and reports. In addition, Access can also be considered as an application development environment. By using macros to automate tasks, you can create applications that are as powerful and user-friendly as those created with "full" programming languages, complete with buttons, menus, and dialog boxes. By programming in VBA, you can create programs that are as powerful as Access itself. Moreover, many Access features, such as wizards and designers, are written in VBA. The power and flexibility of the Access system make it one of the most the best programs for database management.

Master (Wizard) - special program, which helps in solving some problem or creating an object of a certain type. The wizard asks questions about the content, style, and format of the object, and then creates that object without any intervention from you. Access has about a hundred wizards for designing databases, applications, tables, forms, reports, graphs, mailing labels, controls, and properties.

Microsoft's help system is probably the best among similar programs. Access gives you the ability to use context-sensitive help, for which you just need to click the right mouse button. Besides reference system Access has convenient and easy to use content, index, search engine, history history and bookmarks. In the localized version of Access (as in all Microsoft Office), Microsoft has added a new tool - the Assistant. The assistant answers questions, gives advice and information about the features of the program used.