Office Access 2003 Lab 1

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Office Access 2003Lab 1

• Creating a Database

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Objectives

• Plan and create a database.
• Create and save a table structure.
• Define field names, data types, field properties,
  and primary key.
• Change views.

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Objectives continued

• Enter and edit data in Datasheet view and Data
  Entry.
• Insert a picture.
• Adjust column widths.
• Use the Best fit feature.

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Objectives continued

• Add records.
• Delete records.
• Preview and print a table.
• Close and open a table and database.

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Concept Preview

• Database
• Object
• Field Name
• Data Type

• Field Property
• Primary Key
• Graphic
• Column Width

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Outline

• Introducing Access 2003
• Starting Access
• Exploring the Access Window
• Creating a New Database
• Planning and Designing a Database
• Creating and Naming the Database

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Outline continued

• Creating a Table
• Defining Field Names
• Defining Data Types
• Defining Field Properties
• Entering a Field Description

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Outline continued

• Creating a Table continued
• Defining a Primary Key Field
• Defining Date formats
• Defining Additional Fields
• Editing Field Definitions
• Saving the Table Structure

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Outline continued

• Entering and Editing Table Data
• Using Table Datasheet View
• Entering Data in a Datasheet View
• Editing Data
• Inserting a Picture
• Navigating a Datasheet

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Outline continued

• Changing a Column Width
• Resizing a Column
• Using Best Fit
• Adding Records in Data Entry
• Deleting Records

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Outline continued

• Previewing and Printing a Table
• Previewing the Table
• Changing the Page Orientation
• Printing a Selected Page
• Closing and Opening a Table and Database

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Outline continued

• Exiting Access
• Key Terms
• FAQs
• Discussion Questions

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Introducing Access 2003

• Starting Access
• New file task pane is displayed
• Start by first creating a new database or opening
  an existing one
• The Access Window features
• Database toolbar
• Taskpane
• Workspace
• Status bar

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The Access Window
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Creating a New Database

• Plan
• Design
• Develop
• Implement
• Review

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Concept 1
Database

• Database Organized collection of related
  information
• Table Vertical columns horizontal rows where
  information is stored
• Record
• A row
• Information about one person, place, or thing
• Field
• A column
• Smallest unit of information

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Planning and Designing a Database

• Analyze current record-keeping system
• What forms are currently used for data entry?
• What reports are needed?
• What data will be in the tables?
• How will the tables be related?

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Creating and Naming the Database File

• File New Database dialog box
• Database file name
• Default is db1
• Extension is .mdb
• Replace with new name
• Location of file
• Default is My Documents folder
• Database window
• Opens in workspace
• Name of database displayed in title bar

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Creating and Naming the Database
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Concept 2
Object
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Creating a Table

• The table object is the basic unit of a database
• Must be created first before other objects
• Cannot open more than one database file at a time

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Three Ways to Create a Table
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Design View
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Concept 3
Field Name

• Used to identify data stored in the field
• Up to 64 characters long
• Cannot start name with a space
• Examples
• Last name
• First name
• Address

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Defining Field Names
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Defining Data Types
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Concept 4
Data Type

• Data type defines the type of data field will
  contain
• Used to ensure right kind of data is entered
• Important to choose appropriate data type

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Data Types

• Text
• Memo
• Number
• Date/Time
• Currency

• AutoNumber
• Yes/No
• OLE Object
• Hyperlink
• Lookup Wizard

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Concept 5
Field Property

• Characteristic that defines a field
• Each data type has a set of properties
• Enhances the way table works

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Field Properties

• Field Size
• Format
• Input Mask
• Caption
• Default Value

• Validation Rule
• Validation Text
• Required
• Allow Zero Length
• Indexed

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Entering a Field Description
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Concept 6
Primary Key

• A field that uniquely identifies each record
• Most tables have a primary key
• Key data MUST be unique
• Prevents duplicate records
• Used to control sorting order
• Used to create a link between tables

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Defining a Primary Key
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Defining Date Format
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Defining Additional Fields
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More on Creating Tables

• Editing field definitions
• Saving the table structure

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ENTERING AND EDITING TABLE DATAViews
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Using Table Datasheet View

• Datasheet
• Field selector
• Record selector
• Current record
• Record number indicator
• Navigation button

Table datasheet toolbar
Record number indicator
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Entering Data in a Datasheet View
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Datasheet View

• Entering data
• Should be accurate and consistent
• Typed exactly as you want it to appear
• Editing data
• Position insertion point in field
• Use ESC to cancel changes

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Concept 7
Graphic
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Graphics

• Graphic
• Drawing object
• Picture
• Bound object
• Unbound object

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Inserting a Picture
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Preview
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Opening Inserted Object
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Navigating a Datasheet
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Changing a Column Width
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Concept 8
Column Width

• Size of a field column
• Affects amount of data you can see
• Default can display 15.6667 characters
• Can adjust width for appearance
• Use Best Fit
• What is the difference between column width and
  field size?

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Resizing a Column
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Using Best Fit
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Adding Records in Data Entry
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Adding Records in Data Entry
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Deleting Records
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Previewing And Printing A Table

• Preview table to save time
• Adjust magnification to best fit
• Can view multiple pages
• Page orientation
• Portrait
• Landscape
• Print table
• Use default settings
• Use Print command to change settings

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Previewing the Table
Print Preview toolbar
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More on Preview
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Changing the Page Orientation
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Print Options
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Printing a Selected page
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Closing And Opening A Table Database

• Close table and save any layout changes
• Close database
• Click OPEN to open existing database file
• Select name of table to open

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Closing a Table
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Closing the Database
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Opening a Database
Student names document
Access file names
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Opening a Table
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Exiting Access

• Click X in the upper right corner of the Access
  window
• Menu equivalent is File/Exit

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Key Terms

• active window
• Best Fit
• bound object
• cell
• clip art
• column width
• current field
• current record

• database
• Database toolbar
• drawing object
• datasheet
• data type
• field
• field name
• field property

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Key Terms continued

• field selector
• field size
• graphic
• landscape
• navigation buttons
• object
• orientation
• picture

• portrait
• primary key
• record
• record number indicator
• record selector
• relational database
• table

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Key Terms continued

• Unbound object
• view

• Wizard
• workspace

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FAQs

• What is a relational database?
• What is the difference between a table and a
  file?
• Does a database contain one table or several
  tables?

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FAQs

• The My Document folder has several files called
  db1, db2, db3, etc. What are these?
• What other Access objects are in a database
  besides tables?
• What is a primary key?
• I am ready to enter my data into Access. What do
  I need to do first?

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FAQs

• How can I get the state code of my state to be
  entered automatically in a field?
• I want to enter dates using the MM-DD-YY format.
  Is there an easy way to do this?
• I forgot a field in my table and now I want it
  positioned in the middle of the table. How can I
  do this?

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Discussion Questions

• Discuss several uses you may have for a
  relational database. Explain the steps you would
  follow to create your first table.
• Discuss why it is important to plan a database
  before creating it. How can proper planning save
  you time later?
• Discuss the difference between Edit mode and
  Navigation mode.

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Discussion Questions

• Design view and Datasheet view are two views in
  Access. Discuss when it would be appropriate to
  use each of these views.
• Discuss why it is important to choose the correct
  data type for a field. What may happen to the
  data if you change the data type?