Key Applications Module Lesson 21 Access Essentials

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Key Applications ModuleLesson 21 Access
Essentials

• Computer Literacy BASICS

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Objectives

• Identify the parts of the Access screen.
• Understand the purpose of the database objects.
• Create a table using a Wizard.
• Enter records in a database.
• Change the column width.

3
Objectives (cont.)

• Add and delete fields.
• Change field properties.
• Edit, add, and delete records.

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Vocabulary

• Datasheet
• Datasheet view
• Design view
• Entry
• Field

• Field name
• Field properties
• Primary key
• Record
• Record selector

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Access Databases

• A database is a collection of related information
  organized for rapid search and retrieval.
• Databases can contain all types of data from an
  address or membership list to schedules to
  inventory information or a library catalog.
• Access is the Microsoft Office database program
  that enables you to organize and manipulate data
  in many ways.

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Using a Database

• Databases and spreadsheets are very similar in
  appearance.
• Like spreadsheets, databases are composed of rows
  and columns and both enable you to organize,
  sort, and calculate the data.
• Yet a database offers much more comprehensive
  functions for entering, organizing, and reporting
  data.

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The Access Screen

• The user interface for Access is similar to other
  Office 2003 applications.
• There is a title bar, a menu bar, and a status
  bar.
• But unlike Word and Excel, Access does not have a
  standard document view.
• The Access screen changes based on which feature
  or object you are working on.
• Many of the Access menu options and toolbar
  buttons also are unique to Access.

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Parts of the Access Screen
Title bar
Menu bar
Database toolbar
Getting Started task pane
Status bar
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Access Features

• Tables All database data is stored in tables in
  rows and columns.
• Queries Questions you ask about the data.
• Forms Display data in a form format.
• Pages Enable you to design database objects to
  be published on the Web.
• Macros Used to automate tasks.
• Modules Perform more complex operations than can
  be handled by macros.

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An Access Database Window
Objects bar
Toolbar
Database Objects window
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Creating a Database Table

• When you create a new database, the first thing
  you need to create is a table.
• Tables contain fields and records.
• A field is a single piece of information, such as
  a name or customer number.
• A record is a collection of related fields.
• You can designate one or more fields as a primary
  key to uniquely identify each record.
• You can create as many tables as you need to hold
  your data.

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Datasheet View and Design View

• Access Database tables can be displayed in
  Datasheet view or Design view.
• Datasheet view displays the table data in rows
  and columns.
• Design view displays the field definitions.

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A Table in Database View
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Saving a Database File

• You can only use the Save As command for naming
  and saving parts of an Access database.
• You cannot use the File Save As command to save
  the entire database under a new name.
• To rename an Access file
• Open My Computer or Windows Explorer.
• Then locate and select the file, open the File
  menu, and choose Rename.
• You can copy or save the file in a new location
  before you rename it.

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Creating a Table Using a Wizard

• When you create a table using a Wizard, you
  respond to a series of questions about how you
  want to set up the table.
• First you will be asked to identify the fields
  you want in the database table.

Adds the selected field to the list of fields for
the new table.
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Creating a Table Using a Wizard (cont.)

• After you have selected your fields and clicked
  the Next button in the Table Wizard dialog box,
  the Wizard asks you to name your table.
• The dialog box displays a proposed name. If it is
  appropriate, accept the proposed name, or enter a
  new name.

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Creating a Table Using a Wizard (cont.)

• The Yes option for setting a primary key is
  selected as the default.
• The Wizard then asks what you want to do after
  the Wizard creates your table.
• In most cases, you would select Enter data
  directly into the table and then click Enter to
  create the table.

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Entering Records in Datasheet View

• When your table is in Datasheet view, it appears
  similar to a spreadsheet, with rows and columns.
• The intersection of a row and column is called a
  cell.
• Fields appear as columns, and each column has a
  field name a label that helps identify the
  field.
• When you enter data into a cell, it is called an
  entry.
• Click in a cell and key the data for that field.
• You can use the mouse to move from cell to cell
  or use keyboard commands.

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Navigating in Datasheet View
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Modifying a Database Table

• Tables can be modified even after data has been
  entered.
• You can modify tables in Datasheet view or Design
  view.
• One modification commonly needed in a database
  table is changing the default column width.

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Changing Column Width

• To adjust the column width in a database table
• Drag the column border.
• Or enter a specific width in the Column Width
  dialog box accessed from the Format menu.
• You can also use the Best Fit command to let
  Access select the appropriate column width.

The Column Width dialog box
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Adding and Deleting Fields

• Fields can be added to or removed from a table in
  Datasheet or Design view, but it is easier to do
  in Design view.
• You can insert a new field at the end of the
  table.
• You can also insert a new field between existing
  fields in the table using the Insert menu and the
  Rows command.
• You can delete a field by clicking its row header
  button and then clicking the Delete Rows button
  on the toolbar.

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Changing Field Properties

• In Design view, you can set or change the data
  type for each field.
• The default data type for a field is regular
  text.
• When you select a data type, a dialog box
  displays several options for field properties.
• The properties shown vary by data type.
• You can set any of the properties to customize
  the data in that field.

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Data Type Options
Click in the Data Type cell next to a field in
Design view to display a list of data type
options.
Date/Time format options
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Navigation Buttons

• The navigation bar in Datasheet view lets you
• Go to the first record in the table.
• Go to the previous record.
• Go to a specific record number.
• Go to the next record in the table.
• Go to the last record in the table.
• Create a new record.

Next Record
Previous Record
New Record
First Record
Record Number box
Last Record
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Editing Database Records

• When you find the record you want, click in any
  field to select it and modify the data as
  desired.
• If you make a mistake in editing a field, click
  the Undo button to reverse the change, but you
  must click Undo before you edit another field in
  the table.

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Deleting Records

• To delete a record from a table
• Select the record by clicking the record selector
  at the left edge of the row.
• Press the Delete key and then click Yes in the
  delete confirmation box.

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Adding Records

• To add a record to the table
• Click the New Record button on the navigation
  bar.
• Click in the fields and enter the data for the
  new record.

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Cut, Copy, and Paste Data

• Selected data also can be copied or moved from
  one location in a database table to a new
  location within the same table or to a different
  table.
• You can use the Cut, Copy, and Paste commands
  that you learned in other Office applications.
  Access stores cut or copied data in the
  Clipboard.
• Use the Cut, Copy, and Paste buttons on the
  toolbar, choose the commands from the Edit menu,
  or right-click the selected data and then choose
  a command from the shortcut menu.

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Summary

• Many parts of the Access screen are similar to
  other Office XP applications. However, Access
  also has several different toolbar buttons and
  menus to perform tasks unique to Access.
• Database objects work together to help you
  organize and report the information stored in the
  database.

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Summary (cont.)

• Tables are the primary objects in a database. All
  other objects are based on data stored in tables.
• You use Datasheet view to enter records in a
  table.
• A table can be modified after it is created, even
  after data records have been entered into it. You
  can edit a table in Datasheet view or in Design
  view.

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Summary (cont.)

• In Design view, you can specify the data type for
  each field. The field properties are
  specifications that allow you to customize the
  data type settings. Text is the default field
  property for a cell.
• Access provides several navigation buttons to
  make it easy for you to move around in a table.
  If you make a mistake adding or editing data, you
  can choose the Undo command to reverse your last
  action.

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Summary (cont.)

• You can add and delete records in a table while
  working in Datasheet view. New records are added
  at the end of the table. To delete a record, you
  must first select the entire row containing the
  record.
• Selected data can be copied or moved from
  location to another in an Access table, or to
  another table, using the Cut, Copy, and Paste
  commands. The cut or copied data is stored in the
  Clipboard.