Access 2016 Introduction – Tables, Forms, Filters and Queries Video Tutorial

Access 2016 Introduction - Tables, Forms, Filters and Queries Video Tutorial

 
This video is an introduction to Microsoft Access 2016. It assumes very little knowledge or prior use. I gives an introduction to the interface, how to use it for a company's data and then how to create and use Tables, Forms, Filters and Queries on the data.
 
Transcript (machine generated so it contains errors)
 
1. 00:00:00:00 / 00:00:07:55 - video is a short video about how to
2. 00:00:03:24 / 00:00:09:59 - basically get into access if you haven't
3. 00:00:07:55 / 00:00:12:83 - used it before or you just use a little
4. 00:00:09:59 / 00:00:16:44 - bit of it as we know it's a database and
5. 00:00:12:83 / 00:00:17:55 - when you click on it it opens up and it
6. 00:00:16:44 / 00:00:20:13 - opens up like this
7. 00:00:17:55 / 00:00:21:92 - now you might need to create a blank
8. 00:00:20:12 / 00:00:25:22 - database you might have one already
9. 00:00:21:92 / 00:00:27:59 - ready or you might use a template okay
10. 00:00:25:23 / 00:00:30:08 - we're gonna use one that we have just
11. 00:00:27:59 / 00:00:37:37 - created but it's based off the blank
12. 00:00:30:08 / 00:00:39:78 - database before we get into any depth of
13. 00:00:37:36 / 00:00:44:21 - access we'll just quickly say this is
14. 00:00:39:78 / 00:00:47:25 - the ribbon over here and basically these
15. 00:00:44:21 / 00:00:50:42 - are the resources that you will have
16. 00:00:47:25 / 00:00:52:85 - over here if we need to go to the
17. 00:00:50:42 / 00:00:58:98 - backend of it over here for example
18. 00:00:52:85 / 00:01:01:14 - you'd go now when you start access with
19. 00:00:58:97 / 00:01:05:67 - a blank database you will not have any
20. 00:01:01:14 / 00:01:09:73 - tables created we have created one okay
21. 00:01:05:67 / 00:01:12:96 - and we'll show you just quite simply
22. 00:01:09:73 / 00:01:15:50 - what we're trying to do okay
23. 00:01:12:95 / 00:01:20:75 - how does access actually work it looks a
24. 00:01:15:50 / 00:01:25:57 - little bit like Excel and you're
25. 00:01:20:75 / 00:01:27:71 - creating different tables for different
26. 00:01:25:57 / 00:01:31:10 - objects think of it like that
27. 00:01:27:71 / 00:01:35:60 - for example customers okay so all our
28. 00:01:31:10 / 00:01:39:29 - customers can be in one table then our
29. 00:01:35:60 / 00:01:42:93 - orders will be in another table and for
30. 00:01:39:29 / 00:01:46:61 - example employees purchases all those
31. 00:01:42:93 / 00:01:48:86 - will be in separate separate tables the
32. 00:01:46:61 / 00:01:53:93 - idea behind access and to make it
33. 00:01:48:86 / 00:01:56:25 - efficient is you don't retype all the
34. 00:01:53:93 / 00:01:58:82 - data that you have in one table in
35. 00:01:56:25 / 00:02:02:48 - another for example in an orders table
36. 00:01:58:82 / 00:02:05:06 - you would not be typing Bob
37. 00:02:02:48 / 00:02:08:09 - okay the customer named Bob Smith his
38. 00:02:05:06 / 00:02:11:45 - address etc and then the items he
39. 00:02:08:09 / 00:02:13:53 - purchased instead all you'll be using is
40. 00:02:11:45 / 00:02:16:53 - a customer ID or an
41. 00:02:13:53 / 00:02:21:78 - which is a primary key over here okay
42. 00:02:16:53 / 00:02:24:21 - and in that table we will insert this ID
43. 00:02:21:78 / 00:02:26:53 - number and it'll be called a foreign key
44. 00:02:24:21 / 00:02:29:76 - in the other table that's all it's just
45. 00:02:26:53 / 00:02:32:79 - a naming thing we'll now go ahead and
46. 00:02:29:76 / 00:02:35:92 - show you how to create a simple table
47. 00:02:32:79 / 00:02:42:39 - like this okay we've got our customers
48. 00:02:35:91 / 00:02:50:91 - going let's create now a table okay and
49. 00:02:42:38 / 00:02:58:14 - we will save it as orders so we'll click
50. 00:02:50:91 / 00:03:00:92 - Save change that to orders okay and we
51. 00:02:58:15 / 00:03:05:40 - have here this is an auto-generated
52. 00:03:00:93 / 00:03:08:17 - number you can change them but we are
53. 00:03:05:40 / 00:03:14:82 - going to keep it as auto-generate number
54. 00:03:08:16 / 00:03:19:58 - we'll change the name to order ID okay
55. 00:03:14:82 / 00:03:25:29 - and then for our first few short texts
56. 00:03:19:59 / 00:03:28:53 - what shall we say okay so for example we
57. 00:03:25:29 / 00:03:36:15 - might want to have our order ID now
58. 00:03:28:53 / 00:03:40:32 - we're bringing in our customer ID this
59. 00:03:36:15 / 00:03:42:48 - is going to be linked to our customers
60. 00:03:40:32 / 00:03:46:68 - okay and we're gonna automatically
61. 00:03:42:48 / 00:03:52:73 - populate that in a bit now over here we
62. 00:03:46:68 / 00:03:57:12 - are gonna show you basically let's say
63. 00:03:52:73 / 00:04:01:59 - order date okay so give that a name at
64. 00:03:57:12 / 00:04:04:95 - the top order date and then shipping day
65. 00:04:01:59 / 00:04:07:78 - we're keeping it simple okay so just
66. 00:04:04:95 / 00:04:13:68 - like Excel now you would fill in the
67. 00:04:07:78 / 00:04:17:88 - details okay as I did mention we would
68. 00:04:13:68 / 00:04:21:16 - want to have our customer ID basically
69. 00:04:17:88 / 00:04:23:11 - linked okay so we have our primary ID
70. 00:04:21:16 / 00:04:27:24 - over here and you want to bring in the
71. 00:04:23:11 / 00:04:35:55 - foreign key okay so basically this
72. 00:04:27:24 / 00:04:39:99 - is going to be find yes next the table
73. 00:04:35:55 / 00:04:48:06 - will be customers next and it's gonna be
74. 00:04:39:99 / 00:04:51:82 - the customer ID next next and this is
75. 00:04:48:06 / 00:04:56:25 - just the name of the field the top so
76. 00:04:51:82 / 00:04:59:57 - that's quite simple I'm gonna drag him
77. 00:04:56:25 / 00:05:04:07 - over here so he's right over there now
78. 00:04:59:57 / 00:05:05:93 - when we want to enter information okay
79. 00:05:04:07 / 00:05:09:08 - just like Excel we enter information
80. 00:05:05:93 / 00:05:11:34 - this order ID will automatically
81. 00:05:09:08 / 00:05:14:36 - generate it over here for this case in
82. 00:05:11:33 / 00:05:16:97 - over here we're gonna find our customer
83. 00:05:14:37 / 00:05:20:12 - ID from our table
84. 00:05:16:97 / 00:05:22:68 - it'll be we have our customers we know
85. 00:05:20:12 / 00:05:25:25 - which ones they were okay for example if
86. 00:05:22:68 / 00:05:29:61 - I won Bob to be the one who's ordering
87. 00:05:25:25 / 00:05:33:47 - it customer ID is Bob order date it
88. 00:05:29:61 / 00:05:37:04 - gives me a nice little date
89. 00:05:33:47 / 00:05:41:18 - shipping date and over here when we're
90. 00:05:37:04 / 00:05:43:37 - entering the data again we get that so
91. 00:05:41:18 / 00:05:47:90 - we have created one record now you'd
92. 00:05:43:37 / 00:05:50:20 - have more fields if you needed okay so
93. 00:05:47:89 / 00:05:55:84 - now I've created one record over here
94. 00:05:50:20 / 00:05:59:14 - and I have my customers table my orders
95. 00:05:55:85 / 00:06:01:22 - table I'm currently in my orders table
96. 00:05:59:14 / 00:06:03:76 - okay if you want to close a table you
97. 00:06:01:22 / 00:06:07:67 - just close it over there you have two
98. 00:06:03:76 / 00:06:10:38 - views for tables one is the datasheet
99. 00:06:07:67 / 00:06:13:25 - view which is like Excel one is
100. 00:06:10:38 / 00:06:15:31 - basically where you just create the kind
101. 00:06:13:25 / 00:06:19:54 - of fields that you want and what type
102. 00:06:15:31 / 00:06:22:81 - they will be and then you enter the data
103. 00:06:19:54 / 00:06:25:58 - over here or you import the data into
104. 00:06:22:81 / 00:06:30:70 - okay to create a form all you really
105. 00:06:25:57 / 00:06:35:41 - need to do is go to create create form
106. 00:06:30:70 / 00:06:37:56 - you could use form design an old what
107. 00:06:35:42 / 00:06:45:19 - this is basically doing it's creating
108. 00:06:37:56 / 00:06:48:43 - column based scenarios okay now what
109. 00:06:45:19 / 00:06:52:15 - happens is everything in this column
110. 00:06:48:43 / 00:06:55:12 - will be the same width same height this
111. 00:06:52:16 / 00:06:58:10 - one same width same height etc change
112. 00:06:55:12 / 00:07:01:48 - that what we're gonna try and do over
113. 00:06:58:10 / 00:07:01:48 - here is basically
114. 00:07:01:95 / 00:07:07:65 - reduce this we could do it in the
115. 00:07:05:25 / 00:07:10:84 - properties field entering it over there
116. 00:07:07:66 / 00:07:13:44 - we're just gonna try and bring it as
117. 00:07:10:83 / 00:07:16:59 - small as possible okay what we want to
118. 00:07:13:44 / 00:07:19:38 - do is create three buttons
119. 00:07:16:60 / 00:07:21:66 - okay our form automatically is generated
120. 00:07:19:38 / 00:07:24:06 - we could literally go through and it
121. 00:07:21:66 / 00:07:26:22 - will literally show the different order
122. 00:07:24:06 / 00:07:29:34 - which customer ID when was a shipping
123. 00:07:26:22 / 00:07:32:43 - date order date and all other data that
124. 00:07:29:35 / 00:07:37:06 - we would create for a normal real-world
125. 00:07:32:43 / 00:07:38:88 - company this is just a sample okay so to
126. 00:07:37:06 / 00:07:41:11 - create a button all you do is go to
127. 00:07:38:88 / 00:07:46:74 - design and it's this one over here
128. 00:07:41:11 / 00:07:50:56 - button and you've clicked on button
129. 00:07:46:74 / 00:07:52:21 - bring him over here okay he will come up
130. 00:07:50:56 / 00:07:54:45 - there don't worry that's fine we'll
131. 00:07:52:20 / 00:07:56:73 - bring him back okay so we're gonna
132. 00:07:54:45 / 00:08:01:07 - create a go to the next record go to the
133. 00:07:56:74 / 00:08:06:15 - last the previous record and save data
134. 00:08:01:07 / 00:08:11:70 - okay so in record navigation go to third
135. 00:08:06:15 / 00:08:13:24 - go next record next let's give him text
136. 00:08:11:70 / 00:08:15:31 - next record
137. 00:08:13:24 / 00:08:20:82 - we could add pictures the button if you
138. 00:08:15:31 / 00:08:24:12 - wanted to next and okay there we go
139. 00:08:20:82 / 00:08:28:05 - ease over there now having another
140. 00:08:24:12 / 00:08:34:14 - button let's bring them in over here
141. 00:08:28:05 / 00:08:40:12 - he'll be previous record okay you could
142. 00:08:34:14 / 00:08:44:73 - change the text there we go now if you
143. 00:08:40:12 / 00:08:47:82 - need to add more on this side okay
144. 00:08:44:73 / 00:08:54:78 - you'd have to literally click over here
145. 00:08:47:82 / 00:08:57:93 - and insert insert to our right because
146. 00:08:54:78 / 00:09:05:73 - we are going to the right of this
147. 00:08:57:93 / 00:09:08:70 - it adds another set column okay now what
148. 00:09:05:73 / 00:09:13:08 - I want to do is basically add one more
149. 00:09:08:70 / 00:09:15:60 - button and click over there this is
150. 00:09:13:08 / 00:09:23:19 - going to be a record operation where it
151. 00:09:15:60 / 00:09:28:47 - saves a record next okay there we go
152. 00:09:23:19 / 00:09:32:84 - so now I can go to the next record
153. 00:09:28:47 / 00:09:38:04 - oops sorry my mistake this is basically
154. 00:09:32:84 / 00:09:41:19 - the simple create view which is called
155. 00:09:38:04 / 00:09:45:39 - layout view the form view is where you
156. 00:09:41:19 / 00:09:46:98 - actually do use it okay so next record
157. 00:09:45:39 / 00:09:48:75 - next record next record next we're good
158. 00:09:46:98 / 00:09:52:35 - that brings us to the new you can go any
159. 00:09:48:75 / 00:09:55:85 - further I go to previous record okay
160. 00:09:52:35 / 00:09:59:55 - there we go the next record order date
161. 00:09:55:85 / 00:10:02:19 - it literally uses the system that was in
162. 00:09:59:55 / 00:10:06:06 - orders okay so it's basically giving us
163. 00:10:02:19 / 00:10:09:53 - a calendar customer ID once again which
164. 00:10:06:06 / 00:10:14:76 - customers we were using shipping date
165. 00:10:09:53 / 00:10:15:33 - okay that 29th that's fine in this
166. 00:10:14:76 / 00:10:19:68 - system
167. 00:10:15:33 / 00:10:23:01 - how can you resize this column okay or
168. 00:10:19:68 / 00:10:28:83 - any column for example okay click on
169. 00:10:23:01 / 00:10:32:76 - that click shift okay and then basically
170. 00:10:28:83 / 00:10:37:38 - you can resize an individual column okay
171. 00:10:32:76 / 00:10:40:05 - so if I click Save record okay I should
172. 00:10:37:38 / 00:10:45:39 - have a fourth record over here let's go
173. 00:10:40:05 / 00:10:49:95 - to orders okay and refresh all its cred
174. 00:10:45:39 / 00:10:53:43 - my fourth order now let's look at some
175. 00:10:49:95 / 00:10:58:23 - basic filtering and create a little bit
176. 00:10:53:43 / 00:11:02:58 - more advanced filter and save as a query
177. 00:10:58:23 / 00:11:05:41 - I want to filter based on shall we say
178. 00:11:02:58 / 00:11:13:00 - names
179. 00:11:05:40 / 00:11:20:55 - in ascending okay okay now what I want
180. 00:11:13:00 / 00:11:25:36 - to do is basically create a advanced
181. 00:11:20:55 / 00:11:28:95 - filter which basically allows me to
182. 00:11:25:36 / 00:11:33:06 - filter based on whatever my requirements
183. 00:11:28:95 / 00:11:39:14 - for example I want to list all of them
184. 00:11:33:06 / 00:11:46:75 - that have a last name that starts with
185. 00:11:39:14 / 00:11:50:47 - okay s and this asterisk is a special
186. 00:11:46:75 / 00:11:53:58 - key this little star which allows
187. 00:11:50:47 / 00:11:57:77 - basically anything after it it searches
188. 00:11:53:58 / 00:12:02:74 - for that so now if I was to run this
189. 00:11:57:77 / 00:12:09:51 - apply filter and you'll see it's found
190. 00:12:02:74 / 00:12:12:51 - all of my asses for now I think we've
191. 00:12:09:51 / 00:12:15:62 - done enough we've created tables we've
192. 00:12:12:51 / 00:12:18:22 - created filters we've created forms and
193. 00:12:15:62 / 00:12:25:92 - the last thing I'm just gonna show you
194. 00:12:18:22 / 00:12:29:50 - is basically this one I'm going to save
195. 00:12:25:92 / 00:12:31:89 - it as a query give it any name in this
196. 00:12:29:50 / 00:12:34:80 - case I'll just keep this query 1 so
197. 00:12:31:89 / 00:12:38:55 - that's how we can create a basic query
198. 00:12:34:80 / 00:12:41:58 - our future video should go into in-depth
199. 00:12:38:55 / 00:12:44:13 - the individual different parts and in
200. 00:12:41:58 / 00:12:47:88 - more detail hopefully this video has
201. 00:12:44:13 / 00:12:47:87 - helped thank you for watching