Microsoft Access 2013 Training Tutorial

Learn Introductory through Advanced material with this complete Access course. Video lessons & manuals included.

Created byTeachUcomp, Inc.

Last updated 6/2013

English

What you'll learn

Video Lessons
Includes Three Classroom Instruction Manuals
Creating Relational Database Tables
Advanced Queries
Form and Report Controls
Reports
Charting Data
Macros
Much More!

Course content

22 sections • 115 lectures • 5h 29m total length

Creating a New Database- 20132:25
When Access opens, it displays a window which allows you to create a new database file that will contain either a desktop database or web-based app. A new Access database file is a container that will hold all of the tables, view definitions, forms, reports, queries, macros, and modules required by the desktop database or web-based app. Within Access, a desktop database is simply a database that is intended to be used on a single computer or within a local network. Learn this and more during this lecture.
Creating a New Database- 2010:20071:45
A new database is a container that will hold all of the tables, form, reports, queries, macros, and modules that you create. In Access 2010, you can create a new, blank database by clicking the “File” tab in the Ribbon. Then click the “New” command. Learn this and more during this lecture.
Overview of a Database8:28
In Access, you are manipulating a contained collection of smaller objects within the database file. Although the terms “database” and “table” are often used interchangeably, in Access you should refer to the entire collection of tables, queries, forms, reports, macros, and modules as the “database” and only refer to tables as “tables” for clarity’s sake. Learn this and more during this lecture.
The Access Interface2:21
Within the Access interface, unlike many other Microsoft applications, you have three different areas in which you will perform tasks: the “Application Window,” which is the outer frame of the program that contains the Ribbon, which is used to execute commands; the “Navigation Pane,” which displays all of the various objects in the database; and the “Tabbed Documents” area where you create, display, and edit database objects in their own separate, tabbed windows. Learn this and more during this lecture.
Touch Mode- 20131:37
Because of the increased use of tablets, Access 2013 has been redesigned with a new mode to allow for easier access to the buttons and other commands within the Ribbon and Quick Access toolbar. This mode is called touch mode. Learn this and more during this lecture.
Viewing Database Objects in the Navigation Pane1:57
As mentioned earlier, a database is really the entire collection of tables, queries, forms, reports, macros, and modules. In Access, you can only work with one database file at a time. Every time you open a database file in Access, its contents will appear in its own Navigation Pane. Learn this and more during this lecture.
Opening and Closing Databases- 20131:35
To re-open a database you have already created and saved, first launch Access 2013. In the listing at the side of the initial window you can simply click on the name of the recently opened database that you wish to reopen shown under the “Recent” section. Learn this and more during this lecture.
Opening and Closing Databases- 2010:20071:46
To re-open a database you have already created and saved, first launch Access. Then click the “Recent” category at the left side of the application. In the listing at the side of the initial window you can simply click on the name of the recently opened database that you wish to reopen. Learn this and more during this lecture.

The ‘Flat-File’ Method of Data Storage7:16
Access is a relational database application. So what does the term relational mean, and how is this important? The term relational describes the method used for storing data within the database tables. However, it may be easier to understand the relational model of data storage by contrasting it with another method of storage that you may be more familiar with: the ‘flat-file’ method. Learn this and more during this lecture.
The Relational Model of Data Storage16:12
The relational model of data storage allows you to more easily and effectively model a complex entity or subject, like sales. The relational model of data storage eliminates redundant data entry and also creates less data to store, making the relational database model smaller and faster than the ‘flat-file.’ Learn this and more during this lecture.
Tips for Creating a Relational Database4:59
While there are no “hard and fast” rules about creating relational database tables, there are a few tips that you should try to follow when beginning database design. First, examine all current documentation used to collect and store the information that you now want to store in the new database. This step ensures that when you are creating your data tables and performing your data modeling, you won’t leave out a critical part of your database. Doing that often leads to frustrating periods of re-design. Also, consider what the database will need to contain in terms of the forms and reports that you need to design. Also consider the need of the users who will want to run these reports and perform data entry in the forms. You should gather information from those users who need to use the database that you create. Learn this and more during this lecture.
Creating Relational Database Tables7:56
Tables are so commonly thought of when one speaks of a database that the terms are practically interchangeable. A table is an organized structure that holds information. It consists of “fields” of information into which you enter your “records.” A field is a single column within a table, consisting of one category of information. A record is a collection of related data fields that describe a single item contained in a row within a table. Learn this and more during this lecture.
Assigning a Primary Key to a Table2:29
In Access, you should assign a primary key to each table that you create. A primary key is simply a field or group of fields that acts as a unique identifier for each record in the table. So you should use a field or group of fields that will always contain a unique value as your primary key. Learn this and more during this lecture.

Using Datasheet View1:45
While you can create a table in “datasheet view,” it is not recommended. It is a poor place to design tables due to its lack of control over the data types assigned to the fields, and its complete inability to change the properties of fields. If you do decide to create a table in datasheet view, you should certainly view the table in “design view” at some point to ensure that it is correctly constructed. Learn this and more during this lecture.
Navigating in Datasheet View3:00
When you are in datasheet view, you can move from left to right through the rows by pressing either the “Tab” or “Enter” keys on your keyboard. You can move from right to left by pressing “Shift”+“Tab” on your keyboard. You can also use the arrow keys on your keyboard to traverse the records, if you like. Learn this and more during this lecture.
Adding Records in Datasheet View1:34
In datasheet view, you will see a blank row that shows an asterisk (*) in the row selector box at its left end. That is the “New Record” row. When you enter a new record into the table, it is added to the bottom of the table in the “New Record” row. Learn this and more during this lecture.
Editing and Deleting Records in Datasheet View1:42
To edit a record in datasheet view, simply click into the desired field of the record that you want to edit to place the insertion point into the field. Once the insertion point is within the field, you can edit the field information just as you would in a text document. To save the changes, just exit the cell. Changes to the data in a table are automatically saved after you make them. Learn this and more during this lecture.
Inserting New Fields1:40
Once you have created your tables, you may need to modify their structures at a later point in time. You should make the changes in the table’s design view. Another way to open a table in design view is to simply select the name of the table into which you want to insert a new field within the Navigation Pane. Learn this and more during this lecture.
Renaming Fields1:20
With Access, you do have the flexibility to rename fields that you have already created. You should be extremely careful when you do this, as any changes that you make to field names are not necessarily updated in all of the related reports, forms, or queries that were previously created and therefore referred to the “old” field names. Learn this and more during this lecture.
Deleting Fields1:08
You can also delete table fields that you do not use. Once again, just as when changing a field name, make sure that there aren’t any queries, forms, reports or macros that make reference to the field or use data contained within the field before you delete it. Learn this and more during this lecture.

Setting Field Properties1:31
You can set the properties of the table fields that you create in the design view of the table. When you open tables in design view, you name the fields and assign them a data type using the top half of the screen which is called the table design grid. Below that, in the “Field Properties” section, you set the properties of the field that is currently selected in the table design grid on the two tabs labeled “General” and “Lookup.” Learn this and more during this lecture.
The Field Size Property1:24
You can use the “Field Size” property of a text field to set the number that you type as the maximum allowable number of characters in the selected field. This can be useful in restricting the amount of data that can be entered into the field. Access allows up to 255 characters in a text field, and also assigns that as the default field size. Learn this and more during this lecture.
The Format Property for Date/Time Fields0:37
You can set the “Format” property for date/time fields to change the way that they will display dates and times in the table in datasheet view. The following settings are available for the “Format” property when you have a date/time field selected in Access. Learn this and more during this lecture.
The Format Property for Logical Fields0:36
You can set the “Format” property for logical fields to change the way that they will display in forms and reports. The following formats are available for logical fields in Access. To set this property, simply select the logical field in the table design grid. Then click into the “Format” property in the field properties section and select a choice from the drop-down menu available. Learn this and more during this lecture.
Setting Default Values for Fields1:21
You can set the “Default Value” property to specify a value that the field should contain when it is created with new records. For example, you may have a “Yes/No” field for which you want to set a default value of “No.” The value that you set can be a number, a text value, a date, or even some sort of calculated expression. Learn this and more during this lecture.
Setting Input Masks1:45
You can set up input masks to dictate a pattern used for data entry in selected fields. Access provides an easy step-by-step routine called the “Input Mask Wizard” that helps you to apply input masks to selected “text” and “date/time” fields. Learn this and more during this lecture.
Setting Up Validation Rules and Responses2:31
You use the “Validation Rule” and “Validation Text” properties in tandem. Setting the “Validation Rule” property allows to use the “Expression Builder” dialog box to create a specific condition that will only allow data entry that meets the specified condition into the field. Learn this and more during this lecture.
Requiring Field Input0:22
You can also set the “Required” property for a selected field to either “Yes” or “No” to either require entry into the field, or not. Learn this and more during this lecture.
Allowing Zero Length Entries0:36
You can set the “Allow Zero Length” property for a selected field to either “Yes” or “No” to either require the data entry in the field to be of a length greater than zero (basically, no “Spacebar” values), or not. Learn this and more during this lecture.

The Relationships Window3:22
As you create tables in Access, you will want to be able to relate the tables so that you will be able to access information from them through their “shared” or “common” fields by which they are joined. In Access, you create relationships between tables in the “Relationships” window. You can access this window by clicking the “Relationships” button in the “Relationships” group (“Show/Hide” group in 2007) on the “Database Tools” tab in the Ribbon. Learn this and more during this lecture.
Enforcing Referential Integrity4:50
As you create the appropriate relationships between the tables in your database, you will need to set the properties of the table joins to ensure that they are set up as you would like. The main join property that you will need to set is the “Referential Integrity” of the join. Learn this and more during this lecture.
Creating Lookup Fields2:28
Access can also create “lookup” fields within a table that can lookup the values in another table, query, or hand-typed list from which it will draw its values. If the field is looking up data from another table (versus a query or list), it will automatically create an additional join between the two tables which you will see in the Relationships window. Don’t panic if you see these appearing in the relationships window. These types of joins are simply needed for the purpose of the lookup field. Learn this and more during this lecture.

Indexes3:08
When you create an index for a table, you define a way that the data in the table may be sorted, using the fields that are available. Indexing a table is simply a way of organizing the data in the table to allow Access to complete query searches and sorting more rapidly. Indexing can help speed up the time that it takes to complete queries in Access, given a few criteria are met first. Learn this and more during this lecture.
Creating Indexes2:40
When you are creating indexes, you want to try and use field values that will identify each record in your table as uniquely as possible. If you are a good database designer, there will already be a single field in your table that already does this: your primary key field. However, you can create additional indexes on other fields to use in queries for faster query processing. Learn this and more during this lecture.
Deleting Indexes1:01
If you have indexes in a table that you wish to delete, you can easily do so. Open up the table that contains the indexes that you would like to delete in table design view. Next, click the “Indexes” button in the “Show/Hide” group on the “Design” tab of the “Table Tools” contextual tab to view the “Indexes” dialog box. Learn this and more during this lecture.

Using the Simple Query Wizard4:24
You use a query to answer a question that you have about the information stored in the database tables. You can then further analyze the results that the queries pull to produce even more information than the query itself displays. Reports are often based on query results, upon which they then can perform additional mathematical and statistical calculations. Queries are also an excellent way to show information from related tables in a single result set, as the results that you pull from queries aren’t limited to a single table. Learn this and more during this lecture.
Designing Queries9:01
To make a query in design view, click the “Query Design” button in the “Queries” group (“Other” group in 2007) on the “Create” tab in the Ribbon to create a new query in the query design view. The first thing you will see is the “Show Table” dialog box appear over the query design view. Just as with the “Relationships” window which you used earlier, here you will have to add the table or tables that you need for the query into the query design view. Learn this and more during this lecture.
Joining Tables in a Query1:56
When you add multiple tables to a query in the query design view, the joins that you have established between tables within the “Relationships” window appear in the query, allowing you to access information from any related tables. Learn this and more during this lecture.
Adding Criteria to the QBE Grid1:11
In Access, when you want to display records from a table based on the values within a selected query field, you need to enter a “criteria” for record selection. For example, say that you wanted to create a query that would show the names of all of your customers located in specific city, like “East Lansing.” Learn this and more during this lecture.
Running a Query1:04
When you are in query design view, you can run the query to view the result set by simply clicking the “Run” button in the “Results” group on the “Design” tab of the “Query Tools” contextual tab within the Ribbon. If the results aren’t what you expected, you may need to re-design the query structure. Learn this and more during this lecture.
How is Using the QBE Grid Writing SQL Code?1:02
In Access, when you are visually creating the query in the query design view, what you are really doing is visually constructing SQL code. SQL stands for “Structured Query Language,” and it is a multi-platform language used to access and retrieve data within many different database programs. Learn this and more during this lecture.
Sorting Query Results2:29
You can sort the results of a query by any field displayed within the QBE grid when the query is viewed in design view. To set the sorting in design view, just select the field in the QBE Grid by which you would like to sort the result set, and click into that field’s “Sort:” row. You can use the drop-down to select either “Ascending” or “Descending” order. Learn this and more during this lecture.
Hiding Fields in a Result Set0:57
Sometimes when you are creating queries, you need to add a field to the QBE grid for criteria purposes only, and don’t particularly want the field itself to be displayed in the result set. Having additional fields to display in the result set can slow down query performance. Learn this and more during this lecture.
Using Comparison Operators2:47
You can use comparison criteria in the QBE section of the query design view in order to search for criteria values that are not necessarily “equal to” a value. By using comparison operators, Access can expand its repertoire of query criteria to pull records that are “greater than” or “less than” a specified criteria value, for example. Learn this and more during this lecture.
Using ‘AND’ and ‘OR’ Conditions3:37
Next you will look at filtering the result set of a query by using multiple field criteria. Most often when you have multiple criteria in a query, you will either want the query to show records that match both “value X” AND “value Y” in different fields, or show records that contain “value X” OR “value Y” within the same or different fields. It’s unusual to use an AND condition within a single field, but it isn’t unheard of either. Learn this and more during this lecture.

Using the ‘Between… And’ Condition1:21
You can use the “BETWEEN…AND” condition to look for values within a field that are between and inclusive of “Value X” and “Value Y,” as specified. Learn this and more during this lecture.
Using Wildcard Characters in Queries1:39
You can also use “wildcard characters” to add an additional level of flexibility to your queries. Wildcard characters represent unknown values. There are two main wildcard characters that you need to know: the asterisk “*” and the question mark “?.” The asterisk represents multiple unknown characters. For example, the criteria “N*” would find all “N” words like “Nebraska,” “Ned,” “Not,” “Never Ever,” etc. Learn this and more during this lecture.
Creating a Calculated Field2:23
You can create calculated fields in queries. A calculated field is a field that is derived by performing some type of function upon values gathered from other table fields, or entered by hand. The data is displayed only for the duration of the query, and is not actually stored in the tables. They can perform almost any function and can use any available query field or data entered by hand as the basis for their calculations. Learn this and more during this lecture.
Creating ‘Top Value’ Queries2:12
You can also create “Top Value” queries that will return the top or bottom results of a query, instead of all results. Learn this and more during this lecture.
Function Queries2:20
You can create summary queries that can perform a mathematical function on another grouped field in a query. These are usually shorter queries often used for reporting. Learn this and more during this lecture.
Parameter Queries4:01
You can also create parameters in your query criteria that will prompt you to enter in the value which will then be used as the query criteria value for the query before returning the result set. This is tremendously helpful, as it prevents many hours of editing and changing query criteria. Learn this and more during this lecture.

Make Table Queries3:32
Have you ever run a query and wished that you could save the result set of the query as a permanent table? In Access, that is exactly what the “Make Table” queries do. A “Make Table” query creates a new table as the output of a query, instead of simply displaying a query result set. Learn this and more during this lecture.
Update Queries3:08
If you want to make large-scale updates to the data in your Access tables based on a specified criteria, you can create “Update” queries to update selected field values based on whether or not the record matches a specified criteria. Learn this and more during this lecture.
Append Queries4:04
You can use append queries as a way of “copying and pasting” records from one table to another table, based on whether or not the records match a specified criteria. You can only append data from table fields to other table fields that share the same (or a compatible) “data type.” So, for example, you may append a “number” field into another “number” field. However, you cannot append a “number” field into a “text” field. The more similar the two fields are, the easier it will be for you to append the data. Learn this and more during this lecture.
Delete Queries1:54
You can use a delete query to delete records in a table based on specified criteria. Deleting unnecessary records will speed up the performance of queries, reduce redundancies, and make for more smoothly operating databases. Learn this and more during this lecture.
Crosstab Queries3:39
You can create crosstab queries to answer questions about how field data within a single table relates to each other. Crosstab queries display one table field down the left side of the result table, and another table field across the top of the table. In the intersecting cells, you will see data about how the two fields are related via a third field. Learn this and more during this lecture.
The Find Duplicates Query5:55
You can use the “Find Duplicates” query to find duplicate records within a table. To create a find duplicates query, click the “Query Wizard” button in the “Queries” group (“Other” group in 2007) on the “Create” tab in the Ribbon. In the “New Query” dialog box, select the “Find Duplicates Query Wizard” and then click “OK.” Learn this and more during this lecture.
The Find Unmatched Query3:05
In a relational database, you aren’t supposed to have records in a “child,” or related, table which have no reference to a related record in a “parent” table. For example, in a “Sales” table that contains a “CustomerID” field, any reference placed into the “CustomerID” field should correspond to a valid “CustomerID” in the “Customers” table. Learn this and more during this lecture.

Forms Overview1:05
Forms can have different functions within an Access database. You can use forms to create Navigation Forms in Access, where users can click buttons that perform different actions- such as opening other forms and reports. Learn this and more during this lecture.
The Form Wizard1:38
A simple way to create basic data entry forms is to use the “Form Wizard” provided by Access. If using Access 2013 or 2010, you can start the “Form Wizard” by clicking the “Form Wizard” button located on the “Create” tab in the “Forms” group within the Ribbon. If using Access 2007, you can start the “Form Wizard” by clicking the “More Forms” button in the “Forms” group on the “Create” tab in the Ribbon and then selecting the “Form Wizard” command from the button’s drop-down menu to launch the “Form Wizard” dialog box. Learn this and more during this lecture.
Creating Forms2:54
There are several ways to create a basic data entry form using the buttons in the “Forms” button group on the “Create” tab in the Ribbon. Starting in Access 2010, some form choices have been moved to the “More Forms” drop-down button. Learn this and more during this lecture.
Using Forms1:00
Once you have created a data entry form, you can use it to edit, create, and navigate table records. Navigating within a data entry form is exactly like navigating through records in the datasheet of a table. You can use the “Tab” key on your keyboard to move through the data fields. Learn this and more during this lecture.
Form and Report Layout View2:30
Once you have created a form, you can edit it. You can change the placement of the fields within the form, add or remove fields from the form, or add color to the form objects or background. In order to perform many of these tasks, you will need to switch to either the “Layout View” or the “Design View” of the form. Learn this and more during this lecture.
Form and Report Design View1:05
While Access may seem very complex with its multiple object types and the various views of each, it does actually use the same type of “Design View” and “Layout View” for both its forms and its reports. This helps to simplify the design process for these types of objects. Learn this and more during this lecture.
Viewing the Ruler and Grid1:40
When you edit forms and reports, you are often editing the objects inside of the forms and reports known as controls. Notice that in form or report design view there is a gridline displayed that you can use to place and align the form and report controls. There is also a ruler which you can use for measurements. Learn this and more during this lecture.
The “Snap to Grid” Feature1:19
When you place controls onto a form or report in design view, you can either enable or disable the “snap to grid” feature. When enabled, this feature forces the controls to align themselves with the underlying grid on the form or report. If disabled, you have a greater flexibility in placing controls on the form or report, but may find it more difficult to align the controls. Learn this and more during this lecture.
Creating a Form in Design View2:56
Most forms are connected to an underlying table or query from which they display and/or update the table data. In form design view, you can access the list of fields available to the form and simply drag and drop them onto your form to quickly add data controls to the form for data entry or display. Learn this and more during this lecture.

Requirements

Access software recommended for practice.

Description

Learn Microsoft Access 2013 with this comprehensive course from TeachUcomp, Inc. Mastering Access Made Easy features 112 video lessons with over 6 hours of introductory through advanced instruction. Watch, listen and learn as your expert instructor guides you through each lesson step-by-step. During this media-rich learning experience, you will see each function performed just as if your instructor were there with you. Reinforce your learning with the text of our three printable classroom instruction manuals (Introductory, Intermediate and Advanced), additional images and practice exercises. You will learn all about relational databases, advanced queries, creating forms, reporting, macros and much more.

Our courses were developed from our original classroom trainings. This helped to develop the curriculum of course topics we present that address the student’s real-world concerns and usage.

Our course design helps maximize the learning retention of our self-study courses. Each course contains different learning modalities that help reinforce the topics. We initially present each topic’s information in a course manual in a written, conversational style to provide a conceptual overview. These overviews are followed by instructions, showing the specific actions required to perform the tasks related to the topic. These topic actions are then combined with each other into exercises at the end of each chapter to show their interconnected relationships.

Each course topic is also enhanced with an audio-visual lesson in the form of a video. The video lesson shows how to perform the topic’s actions as the instructor simultaneously narrates the topic’s overview.

Whether you are completely new to Access or upgrading from an older version, this course will empower you with the knowledge and skills necessary to be a proficient user. We have incorporated years of classroom training experience and teaching techniques to develop an easy-to-use course that you can customize to meet your personal learning needs. Simply launch a video lesson or open one of the manuals and you’re on your way to mastering Access. This course includes bonus lessons for versions prior to 2013, making an upgrade from earlier versions a breeze!

Who this course is for:

Anyone wanting to learn Microsoft Access.

Microsoft Access 2013 Training Tutorial

What you'll learn

Explore related topics

Course content

Getting Acquainted with Access8 lectures • 22min

Creating Relational Database Tables5 lectures • 39min

Using Tables7 lectures • 12min

Field Properties9 lectures • 11min

Joining Tables3 lectures • 11min

Indexing Tables3 lectures • 7min

Queries10 lectures • 28min

Advanced Queries6 lectures • 14min

Advanced Query Types7 lectures • 25min

Creating Forms9 lectures • 16min

Requirements

Description

Who this course is for: