ITEC 1001

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ITEC 1001

• Test 4 Review

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Define some key Access terminology

• Field A single characteristic or attribute of a
  person, place, object, event, or idea.
• Field Value The specific content of a field
• Record A set of related field values.
• Primary Key A field or a collection of fields
  whose values uniquely identify each record in a
  table
• Table A collection of records that identify a
  category of data, such as Customers, Orders, or
  Inventory.

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Define some key Access terminology

• Common Field Connects the records in separate
  tables
• Foreign Key A primary key from one table that
  is used to form a relationship with a second
  table
• Query A question you ask about data stored in a
  database
• Report A formatted printout of the contents of
  one or more tables
• Compact T rearrange the data and objects in a
  database file, to decrease its file size

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Define some key Access terminology

• DBMS Organizes data as a collection of tables
• Relational Database A collection of related
  table
• Convert To enable a database created in Access
  2003 to work with Access 2000, for example

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Use the task pane to open a database
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Create a database without using the Database
Wizard

• To create a new, blank database without using the
  Database Wizard
• Start Access
• Click Blank Database in the task pane
• In the dialog box, navigate to the location where
  you will save your database
• Enter the name of the database in the File name
  text box
• Click the Create button

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Create a new table
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Choosing a primary key
Click a row selector for the field you want to
use as the primary key, and then click the
Primary Key button on the toolbar.
After clicking the Primary Key button, a key
symbol appears in the row selector to indicate
the key field.
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Modify the structure of a table by deleting,
moving, and adding fields

• The structure of a table can be modified after it
  has been created.
• To delete a field, enter Design View, right-click
  on the field, and then click Delete Rows on the
  drop down menu.
• To move a field, (you also do this in Design
  View) click on the field you want to move, and
  while holding your mouse button down, move the
  field to the desired location.
• To add a field in Design View, right-click the
  field where you want to insert the new field and
  then click Insert Rows on the dropdown menu.

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Datasheet View
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Design View
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Switching Views
ToggleSwitch
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Add records to a table using Datasheet View

• Once the table has been created, you can then add
  records to the table using Datasheet View.
• As you enter records, they will be placed in the
  order in which you enter them. However, when you
  close the table and open it again, the records
  will be ordered according to the primary key
  order.
• The navigation bar at the bottom of the Datasheet
  view will indicate how many records are in the
  table and what the current record is (i.e., the
  record on which your cursor currently rests).
• You can move through the fields in the table by
  pressing the Tab key.
• Once your cursor is moved off a record, that
  record is automatically saved on your disk.

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Delete and change records

• Once records have been added to a table, they can
  be deleted or modified
• In Datasheet view, click the row selector for the
  record(s) you want to delete and then click the
  Delete Record button on the toolbar
• To change or modify a record
• Place your cursor on the record and then on the
  field you want to change
• You can then edit the field's value as you wish
  by typing in new data
• You can switch from navigation mode to editing
  mode depending on what you want to do at the
  time.
• When you are editing a record, you are in editing
  mode, Otherwise you are in navigation mode
• Editing mode is indicated by a pencil symbol in
  the left margin of the datasheet view

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Open an existing query and create new queries

• You can open an existing query by clicking
  Queries on the Objects bar and then selecting the
  query you want to open.
• You can also create your own queries by clicking
  New on the Database window.
• To create a new query, you can use the Simple
  Query Wizard, which will bring you through the
  selections you want for your query.

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Import a table from another Access database

• You can also import an entire table, including
  its structure, into another database.
• To import a database table
• Click the File menu
• Point to Get External Data, and then Import
• Locate and select the database and the table you
  want to import
• This differs from the cut and paste method
  because you actually import the entire table, its
  structure, and its data.

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Copy and import considerations

• If you choose to copy records from one table to
  another, it is very important that you first
  determine that the two tables have the exact same
  data structure.
• If the two data structures differ in any way, the
  copy will cause an error
• When you import, you are importing an entire
  table, including its data and its structure.
• This is a good way to include a table in your
  database that was previously designed in a
  different database

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Collect text from Office documents on the
Clipboard Task Pane

• The Clipboard Task Pane (also called the
  Clipboard) is a feature that is common to all of
  the Office applications.
• It is a simple way to cut/copy and paste
  information from one application into another.
• The items you cut or copy stay on the Clipboard
  until you exit Office.

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Use the clipboard

• To use the Clipboard, open the application you
  want to use, click Edit on the menu bar and then
  click Office Clipboard.
• The Clipboard Task Pane opens.
• As you work in your document, anything you copy
  or cut will appear in the Clipboard.
• When you want to paste that item somewhere else
  (either in the same document or a different one),
  place your cursor in the appropriate spot in your
  document and then click the item on the Clipboard
  to be inserted.

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Find Office documents with the Search Task Pane

• The Search Task Pane is a tool that enables you
  to find files that contain the text you specify.
• This is referred to as a basic search.
• You can also use the Search Task Pane to search
  for a file based on it's properties.
• To conduct a search, you enter your search
  criteria and then click the Search button.

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Paste selections from Office documents to Word

• Once you have copied an item to the Office
  Clipboard, click where you want to insert the
  item, then click the item in the Clipboard.
• The text or object will appear in the document.
• When you paste text, the Paste Options button
  appears.
• You use this button to determine how the
  information you pasted should be formatted in the
  Word document.

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Learn about importing and exporting data

• Importing data from one Office application to
  another converts the data from its original
  source program format to a format that is
  supported by the destination program.
• When you import, you start in the destination
  program and import from the source program
• Exporting is like importing in that it converts
  data from one program format to another.
• When you export, you start in the source program
  and export to the destination program
• The advantage of importing and exporting is that
  you can use the destination program's tools and
  features to view and manipulate the data.

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Use the Import Spreadsheet Wizard

• Depending upon which applications you are trying
  to import or export to or from, you will see
  different dialog boxes.
• When you import Excel data into Access, the
  Import Spreadsheet Wizard will appear.
• The Import Spreadsheet Wizard will step you
  through the process and allow you to determine
  exactly how the data will be imported.

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Import an Excel list into an Access database

• To Import an Excel list into an Access database
• Open the Access database into which you want to
  import the Excel list
• Click Get External Data from the File menu and
  select Import
• When the Import dialog box opens, click the File
  of type list arrow and then click Microsoft Excel
  
• Locate the Excel workbook that you want to import
  the list from and then double-click on the
  filename
• This will open the Access Import Spreadsheet
  Wizard dialog box.
• Follow the directions in the wizard to complete
  the import process.

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Query an Access database

• The easiest way to create a query in Access is to
  use the Simple Query Wizard, which takes you
  step-by-step through setting up a query.
• To create a query, select Queries on the Object
  bar and then double-click Create query by using
  wizard.
• This will open the Simple Query Wizard.

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Simple Query Wizard options

• As you move through the Simple Query Wizard, you
  can make a variety of selections
• The table or query from which the query will be
  created
• The fields that will be used
• Whether you want to view detail or summary
  information
• The title of the query

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Export an Access query to a Word document

• A query created in Access can be exported.
• To export a query, convert it to rich text
  formata format that preserves the layout of the
  data.
• This conversion makes the data into a text file
  with the .rtf extension.
• This file can then be inserted into a Word
  document.

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How to export a query

• To export an Access query to a Word document
• Open the query in datasheet view, and click the
  File menu
• Click the Export option to open the Export dialog
  box
• Specify a file name or keep the default name
• Change the Save as type option to Rich Text
  Format
• Change the Save in location to the same folder
  containing the Word document, if necessary
• Click the Export All button to save the file in
  the specified location in rich text format

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Insert an exported query into a Word document

• To insert the exported query into Word
• Open or select from the taskbar the Word document
  to receive the query
• Place the insertion point at the location in the
  Word document where you want the query to go
• Click the Insert menu, then click File to open
  the Insert dialog box
• Change the Files of type option to Rich Text
  Format, and locate the drive and folder
  containing the file
• Select the file name and click the Insert button
  to insert the query into the Word document

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ITEC 1001

• End
• Test 4 Review