Access2010-L1-Ch01

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Level 1

1

Unit 1 ■ Creating Tables and Queries

Chapter 1 ■ Managing and Creating Tables

Chapter 2 ■ Creating Relationships between Tables

Chapter 3 ■ Performing Queries

Chapter 4 ■

Creating and Modifying Tablesin Design View

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3

PERFORMANCE OBJECTIVES

Upon successful completion of Chapter 1, you will be able to:

• Open and close objects in a database

• Insert, delete, and move rows and columns in a table

• Adjust table column width

• Preview and print a table

• Design and create a table

• Rename column headings

• Insert a column name, caption, and description

• Insert Quick Start fields

• Assign a default value and field size

Managing and Creating Tables

Managing information in a company is an integral part of operating a business.Information can come in a variety of forms, such as data about customers,

including names, addresses, and telephone numbers; product data; purchasing andbuying data; and much more. Most companies today manage data using a databasemanagement system software program. Microsoft Office Professional includes adatabase management system software program named Access. With Access, you canorganize, store, maintain, retrieve, sort, and print all types of business data.

For example, the manager of a bookstore could use Access to maintain dataon customers, such as names, addresses, types of books purchased, and types ofbooks ordered. With this data in Access, the manager could use the informationto determine what types of books have been ordered by customers in the past fewmonths and determine what inventory to purchase. This chapter contains justa few ideas on how to manage data with Access. With a properly designed andmaintained database management system, a company can operate smoothly with

logical, organized, and useful information.Model answers for this chapter’s projects appear on the following pages.

Note: Before beginning the projects, copy to your storage medium the Access2010L1C1 subfolder from the Access2010L1 folder on the CDthat accompanies this textbook. Make sure you have copied the files

from the CD to your storage medium. Open all database files from your removable storage device and not directly from the CD since Access database files on the CD are read-only. Steps on how to copy a folder are presented on the inside of the back cover of this textbook. Dothis every time you start a chapter’s projects.

C H A P T E R

Access

Access2010L1C1

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5Chapter 1 ■ Managing and Creating Tables

7 / 6 / 2 0 1 2

C u s t o m e r s

P a g e 1

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Customers Table

Exploring a Database ■■■ ■■ ■ ■ ■■ ■ ■ ■ ■ ■■ ■ ■■■ ■■ ■■

A database is comprised of a series of objects such as tables, queries, forms, andreports that you use to enter, manage, view, and print data. Data in a databaseis organized into tables, which contain information for related items such ascustomers, employees, orders, and products. To view the various objects in adatabase, you will open a previously created database and then navigate in thedatabase and open objects.

To create a new database or open a previously created database, click the

Start button on the Taskbar, point to All Programs, click Microsoft Office, and thenclick Microsoft Access 2010. (These steps may vary depending on your systemconfiguration.) This displays the Access New tab Backstage view as shown inFigure 1.1. The Backstage view organizes database management tasks into tabs.Quick Command buttons such as Save, Save Object As, Save Database As, Open,and Close Database are located at the top left pane in the view. Below the QuickCommand buttons the view is organized into tabs such as Info, Recent, New,Print, Save & Publish, and Help.

Start

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6 Access Level 1 ■ Unit 1

To create a new database, click the folder icon that displays to the right of thefile name at the right side of the screen, navigate to the location where you wantto save your database, and then click the Create button.

Opening and Closing a DatabaseTo open an existing Access database, click the Open button located at the left sideof the New tab Backstage view. At the Open dialog box, navigate to the location where the database is located and then double-click the database name. You canalso open a database that you previously opened by clicking the Recent tab at theNew tab Backstage view. This displays the Recent tab Backstage view and a listof the most recently opened databases displays in the Recent Databases list box. Toopen a database, click the desired database in the list box.

When you open a database, the Access screen displays as shown inFigure 1.2. Refer to Table 1.1 for a description of the Access screen elements.To close a database, click the File tab and then click the Close Database

button. To exit Access, click the Close button that displays in the upper rightcorner of the screen, or click the File tab and then click the Exit button thatdisplays below the Help tab.

Only one Access database can be open at a time. If you open a new databasein the current Access window, the existing database is closed. In other applicationsin the Microsoft Office suite, you have to save a revised file after you edit data inthe file. In an Access database, changes you make to data are saved automatically when you move to the next record.

Figure 1.1 New Tab Backstage View

Click Open todisplay the Open

dialog box whereyou can navigateto the desired

folder and thendouble-click thedatabase file.

Click this button tocreate a database.

Create

Close

Open a Database

1. Open Access.2. Click Open button.3. Navigate to desired

location.4. Double-click database.

Quick Steps

Only one database canbe open at a time.

The active database issaved automatically ona periodic basis andalso when you makeanother record active,close the table, or closethe database.

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A security warning message bar may appear below the ribbon if Accessdetermines the file you are opening did not originate from a trusted location on your computer and may have viruses or other security hazards. This often occurs when you copy a file from another medium (such as a CD or the Web). Activecontent in the file is disabled until you click the Enable Content button. Themessage bar closes when you identify the database as a trusted source. Beforemaking any changes to the database, you must click the Enable Content button.

Figure 1.2 Access Screen

File tab

Status bar

ribbon

Title barQuick Access toolbar

Click to enable contentsof database.

work areaNavigation pane

Minimize the

ribbon button

Feature Description

Quick Access toolbar Contains buttons for commonly used commands.

File tab Click this tab and the Backstage view displays containing buttons and tabsfor working with and managing databases.

Title bar Displays database name followed by program name.

Tabs Contain commands and features organized into groups.

Ribbon Area containing the tabs and commands divided into groups.

Message bar Displays security alerts if the database you open contains potentially unsafecontent.

Navigation pane Displays names of objects within database grouped by categories.

Work area Area in screen where opened objects display.

Status bar Displays number of pages and words, View buttons, and the Zoom slider bar.

Table 1.1 Access Screen Elements

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The Navigation pane at the left side of the Access screen displays the objects

that are contained in the database. Some common objects found in a databaseinclude tables, queries, forms, and reports. Refer to Table 1.2 for a description ofthese four types of objects.

Opening and Closing ObjectsDatabase objects display in the Navigation pane. Control what displays in thepane by clicking the Menu bar at the top of the Navigation pane and thenclicking the desired option at the drop-down list. For example, to display a listof all saved objects in the database, click the Object Type option at the drop-downlist. This view displays the objects grouped by type—Tables, Queries, Forms, andReports. To open an object, double-click the object in the Navigation pane. The

object opens in the work area and a tab displays with the object name at the leftside of the object.

To view more of an object, consider closing the Navigation pane by clickingthe Shutter Bar Open/Close Button located in the upper right corner of the pane.Click the button again to open the Navigation pane. You can open more than oneobject in the work area. Each object opens with a visible tab. You can navigate toobjects by clicking the object tab. To close an object, click the Close button thatdisplays in the upper right corner of the work area.

Object Description

Table Organizes data in fields (columns) and records (rows). A database mustcontain at least one table. The table is the base upon which other objectsare created.

Query Used to display data from a table or related tables that meets a conditionalstatement and/or to perform calculations. For example, display all recordsfrom a specific month or display only those records containing a specificcity.

Form Allows fields and records to be presented in a different layout than thedatasheet. Used to facilitate data entry and maintenance.

Report Prints data from tables or queries.

Table 1.2 Database Objects

Shutter

Hide the Navigationpane by clicking thebutton in the upperright corner of the pane(called the Shutter Bar

Open/Close Button) orby pressing F11.

Project 1 Opening and Closing a Database and Objects in a Database Part 1 of 1

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Step7

Step15

Step5

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Managing Tables ■■■ ■■ ■ ■ ■■ ■ ■ ■ ■ ■■ ■ ■■■ ■■ ■■■■ ■

In a new database, tables are the first objects created since all other databaseobjects rely on a table for the source of the data. Maintenance of the database andtables in the database is important to keep the database up to date. Managingtables in a database may include inserting or deleting records, inserting or deletingfields, renaming fields, and creating a hard copy of the table by printing the table.

Inserting and Deleting RecordsWhen you open a table, it displays in Datasheet view in the work area. TheDatasheet view displays the contents of a table in a column and row formatsimilar to an Excel worksheet. Columns contain the field data, with the fieldnames in the header row at the top of the table, and records are represented asrows. A Record Navigation bar displays at the bottom of the screen just above theStatus bar and contains buttons to navigate in the table. Figure 1.4 identifies thebuttons on the Record Navigation bar.

Figure 1.3 Open Suppliers Table

Object tab

Record selector bar

Each row is

one record

in the table.

Each column represents a field in the table.

Record Navigation bar horizontal scroll bar

field names

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To add a new record to the open table, make sure the Home tab is selectedand then click the New button in the Records group. This moves the insertionpoint to the first field in the blank row at the bottom of the table and the Current Record box on the Record Navigation bar indicates what record you are creating(or editing). In addition to clicking the New button in the Records group in theHome tab, you can create a new record by clicking the New (blank) record buttonon the Record Navigation bar.

When working in a table, press the Tab key to make the next field activeor press Shift + Tab to make the previous field active. You can also click in thedesired field using the mouse. When you begin typing data for the first fieldin the record, another row of cells is automatically inserted below the currentrow and a pencil icon displays in the record selector bar at the beginning of thecurrent record. The pencil icon indicates that the record is being edited and thatthe changes to the data have not been saved. When you enter the data in the lastfield in the record and then move the insertion point out of the field, the pencilicon is removed, indicating that the data is saved.

When maintaining a table, you may need to delete a record when you nolonger want the data in the record. One method for deleting a record is to clickin one of the fields in the record, make sure the Home tab is selected, click theDelete button arrow, and then click Delete Record at the drop-down list. At themessage that displays asking if you want to delete the record, click the Yes button.When you click in a field in a record, the Delete button displays in a dimmedmanner unless specific data is selected.

When you are finished entering data in a record in a table, the datais automatically saved. Changes to the layout of a table, however, are notautomatically saved. For example, if you delete a record in a table, when you closethe table you will be asked if you are sure you want to delete the record.

Figure 1.4 Record Navigation Bar

First record Current record New (blank) record

Previous record Next record Last record

Add New Record1. Open table.2. Click New button in

Home tab.3. Type data.OR

1. Open table.2. Click New (blank)

record button onRecord Navigationbar.

3. Type data.

Delete Record1. Open table.2. Click Delete button

arrow in Home tab.3. Click Delete Record .4. Click Yes button.

Quick Steps

Delete

Project 2a Inserting and Deleting Records in a Table Part 1 of 7

New

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Step6

Step7a

Steps

7b-7i

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Inserting, Moving, and Deleting FieldsWhen managing a database, you may determine that you need to add additionalinformation to a table. For example, you might decide that you want to inserta field for contact information, a field for cell phone numbers, or a field forthe number of items in stock. To insert a new field in a table, open the table inDatasheet view and then click in the first field below the Click to Add heading.Type the desired data in the field for the first record, press the Down Arrow key

Step

12

Step11a

Step11b

Figure 1.5 Project 2a, Step 10

Insert New Field1. Open table.2. Click in first field

below Click to Add heading.

3. Type desired data.

Quick Steps

Step 10

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to make the field below active, and then type the desired data for the secondrecord. Continue in this manner until you have entered data in the new field forall records in the table. In addition to pressing the Down Arrow key to move theinsertion point down to the next field, you can click in the desired field using themouse. Or, you can press the Tab key until the desired field is active.

You add a new field to the right of the existing fields. In some situations you

may want to change this location. Move a field by positioning the mouse pointeron the field heading until the pointer displays as a downward-pointing black arrowand then clicking the left mouse button. This selects the entire column. Withthe field column selected, position the mouse pointer on the heading (the mousepointer should display as a white arrow pointing up and to the left), hold downthe left mouse button, drag to the left until a thick, black vertical line displays inthe desired location, and then release the mouse button. The thick, black verticalline indicates the position where the field column will be positioned when yourelease the mouse button. In addition, the pointer displays with the outline of agray box attached to it, indicating that you are performing a move operation.

Delete a field column in a manner similar to deleting a row. Click in one ofthe fields in the column, make sure the Home tab is selected, click the Delete

button arrow, and then click Delete Column at the drop-down list. At the messagethat displays asking if you want to delete the column, click the Yes button.

Move Field Column1. Select column.2. Position mouse

pointer on heading.3. Hold down left mouse

button.4. Drag to desiredlocation.

5. Release mouse button.

Delete Field1. Click in field.2. Click Delete button

arrow in Home tab.3. Click Delete Column .4. Click Yes button.

Quick Steps

Project 2b Inserting, Moving, and Deleting Fields Part 2 of 7

Step1c

Step1d

Step2b

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Changing Column WidthWhen entering data in the Suppliers and Products table, did you notice that notall of the data was visible? To remedy this, you can adjust the widths of columnsso that all data is visible. You can adjust the width of one column in a table toaccommodate the longest entry in the column by positioning the arrow pointer onthe column boundary at the right side of the column until it turns into a double-headed arrow pointing left and right with a line between and then double-clickingthe left mouse button.

You can adjust the width of adjacent columns by selecting the columns firstand then double-clicking on one of the selected column boundaries. To selectadjacent columns, position the arrow pointer on the first column heading until thepointer turns into a down-pointing black arrow, hold down the left mouse button,drag to the last column you want to adjust, and then release the mouse button.With the columns selected, double-click one of the column boundaries

You can also adjust the width of a column by dragging the boundary to thedesired position. To do this, position the arrow pointer on the column boundaryuntil it turns into a double-headed arrow pointing left and right with a linebetween, hold down the left mouse button, drag until the column is the desired width, and then release the mouse button.

Change TableColumn WidthDouble-click column

boundary.ORSelect columns, thendouble-click columnboundary.ORDrag column boundaryto desired position.

Quick Steps

Automatically adjustcolumn widths in

an Access table inthe same manneras adjusting columnwidths in an Excelworksheet.

Project 2c Changing Table Column Widths Part 3 of 7

Step2

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Printing a Table ■■■ ■■ ■ ■ ■■ ■ ■ ■ ■ ■■ ■ ■■■ ■■ ■■■■ ■

In some situations, you may want to print the data in a table. To do this, openthe table, click the File tab, and then click the Print tab. This displays the Printtab Backstage view as shown in Figure 1.6. Click the Quick Print option to sendthe table directly to the printer without any changes to the printer setup or thetable formatting. Click the Print option to display the Print dialog box where youcan specify the printer, the page range, and specific records. Click OK to close thedialog box and send the table to the printer. By default, Access prints a table on

letter-size paper in portrait orientation.

Print a Table1. Click File tab.2. Click Print tab.3. Click Quick Print

option.OR1. Click File tab.2. Click Print tab.3. Click Print option.4. Click OK.

Quick Steps

Figure 1.6 Print Tab Backstage View

Click this option to send thetable directly to the printer.

Click this option to display

the Print dialog box.

Click this option to displaythe table in Print Preview.

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Previewing a TableBefore printing a table, you may want to display the table in Print Preview todetermine how the table will print on the page. To display a table in Print Preview,as shown in Figure 1.7, click the Print Preview option at the Print tab Backstage view.

Use options in the Zoom group in the Print Preview tab to increase ordecrease the size of the table display. You can also change the size of the tabledisplay using the Zoom slider bar located at the right side of the Status bar. If your table spans more than one page, you can use buttons on the Navigation barto display the next or previous page in the table.

In Print Preview you can print the table by clicking the Print button located atthe left side of the Print Preview tab. Click the Close Print Preview button if you want to close Print Preview and return to the table without printing the table.

Changing Page Size and MarginsBy default, Access prints a table in standard page size that is 8.5 inches wide and11 inches tall. Click the Size button in the Page Size group in the Print Previewtab and a drop-down list displays with options for changing the page size to legalsize, executive size, envelope size, and so on. Access uses default top, bottom, left,and right margins of 1 inch. Change these default margins by clicking the Marginsbutton in the Page Size group and then clicking one of the predesigned marginoptions.

Print Preview

Size

Margins

Preview a Table1. Click File tab.2. Click Print tab.

3. Click Print Preview option.

Quick Steps

Figure 1.7 Print Preview

Navigation barYour zoom levelpercentage may vary.

Print Preview

ribbon tab

status bar

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Changing Page LayoutThe Print Preview tab contains the Page Layout group with buttons for controllinghow data is printed on the page. By default, Access prints a table in portraitorientation which prints the text on the page with the height taller than the width(like a page in this textbook). If a table contains a number of columns, changing

to landscape orientation allows more columns to fit on a page. Landscapeorientation rotates the printout to print wider than it is tall. To change from thedefault portrait orientation to landscape, click the Landscape button in the PageLayout group in the Print Preview tab.

Click the Page Setup button in the Page Layout group and the Page Setupdialog box displays as shown in Figure 1.8. At the Page Setup dialog box with thePrint Options tab selected, notice that the default margins are 1 inch. Changethese defaults by typing a different number in the desired margin text box. Bydefault, the table name prints at the top center of the page along with the currentdate printed in the upper right side of the page. In addition, the word Pagefollowed by the page number prints at the bottom of the page. If you do not wantthe name of the table and the date as well as the page number printed, remove the

check mark from the Print Headings option at the Page Setup dialog box with thePrint Options tab selected.

Click the Page tab at the Page Setup dialog box and the dialog box displaysas shown in Figure 1.9. Change the orientation with options in the Orientation section, and change the paper size with options in the Paper section. Click theSize option button and a drop-down list displays with paper sizes similar to theoptions available at the Size button drop-down list in the Page Size group in thePrint Preview tab. Specify the printer with options in the Printer for (table name)section of the dialog box.

Figure 1.8 Page Setup Dialog Box with Print Options Tab Selected

Enter measurements inthese boxes to change

page margins.

Display Page SetupDialog Box1. Click File tab.2. Click Print tab.3. Click Print Preview

option.4. Click Page Setup

button.

Quick Steps

Landscape

Page Setup

Remove the checkmark from this checkbox if you do not wantthe table name, date,

and page number

printed.

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Project 2d Previewing, Changing Page Layout, and Printing Tables Part 4 of 7

Figure 1.9 Page Setup Dialog Box with Page Tab Selected

Click this optionto change the

page orientationto landscape.

Step2a

Step2b

Step2d

Step2c

Change the

paper size withthis option.

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Step2e

Step2g

Step4d

Step4e

Step4g

Step4f

Step4h

Step4i Step

4j

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Designing a Table ■■■ ■■ ■ ■ ■■ ■ ■ ■ ■ ■■ ■ ■■■ ■■ ■■■■

Tables are the first objects created in a new database and all other objects in adatabase rely on a table for data. Designing a database involves planning thenumber of tables needed and the fields that will be included in each table. Eachtable in a database should contain information about one subject only. For

example, the Suppliers table in the AL1-C1-PacTrek.accdb database contains dataonly about suppliers and the Products table contains data only about products.

Database designers often create a visual representation of the database’sstructure in a diagram similar to the one shown in Figure 1.10. Each table isrepresented by a box with the table name at the top of the box. Within eachbox, the fields that will be stored in the table are listed with the field names that will be used when the table is created. Notice that one field in each table has anasterisk next to the field name. The field with the asterisk is called a primary

key. A primary key holds data that uniquely identifies each record in a tableand is usually an identification number. The lines drawn between each table inFigure 1.10 are called join lines and represent links established between tables(called relationships) so that data can be extracted from one or more tables.

Notice the join lines point to a common field name included in each table that isto be linked. (You will learn how to join [relate] tables in Chapter 2.) A database with related tables is called a relational database.

Notice the join line in the database diagram that connects the Supplier# fieldin the Suppliers table with the Supplier# field in the Products table and anotherjoin line that connects the Supplier# field in the Suppliers table with the Supplier# field in the Orders table. In the database diagram, a join line connects the Product# field in the Products table with the Product# field in the Orders table.

When designing a database, you need to consider certain design principles.The first principle is to reduce redundant (duplicate) data because redundantdata increases the amount of data entry required, increases the chances for errorsand inconsistencies, and takes up additional storage space. The Products tablecontains a Supplier# field and that field reduces the redundant data needed in thetable. For example, rather than typing the supplier information in the Suppliers

Figure 1.10 Database Diagram

Organize data intables to minimize or

eliminate duplication.

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table AND the Products table, you type the information once in the Supplierstable and then “join” the tables with the connecting field Supplier#. If you needinformation on suppliers as well as specific information about products, you candraw the information into one object such as a query or report using data fromboth tables. When you create the Orders table, you will use the Supplier# fieldand the Product# field rather than typing all of the information for the suppliers

and the product description. Typing a two-letter unique identifier number for asupplier greatly reduces the amount of typing required to create the Orders table.Inserting the Product# field in the Orders table eliminates the need to type theproduct description for each order; instead, you type a unique five-, six-, or seven-digit identifier number.

Creating a Table ■■■ ■■ ■ ■ ■■ ■ ■ ■ ■ ■■ ■ ■■■ ■■ ■■■■ ■

Creating a new table generally involves determining fields, assigning a data typeto each field, modifying properties, designating the primary key, and naming thetable. This process is referred to as defining the table structure.

The first step in creating a table is to determine the fields. A field , commonlycalled a column, is one piece of information about a person, a place, or an item.Each field contains data about one aspect of the table subject such as a companyname or product number. All fields for one unit, such as a customer or product, areconsidered a record . For example, in the Suppliers table in the AL1-C1-PacTrek.accdbdatabase, a record is all of the information pertaining to one supplier. A collection ofrecords becomes a table.

When designing a table, determine fields for information to be includedon the basis of how you plan to use the data. When organizing fields, be sureto consider not only current needs for the data but also any future needs. Forexample, a company may need to keep track of customer names, addresses, andtelephone numbers for current mailing lists. In the future, the company may want

to promote a new product to customers who purchase a specific type of product.For this situation, a field that identifies product type must be included in thedatabase. When organizing fields, consider all potential needs for the data but alsotry to keep the fields logical and manageable.

You can create a table in Access in Datasheet view or in Design view. Tocreate a table in Datasheet view, open the desired database (or create a newdatabase), click the Create tab, and then click the Table button in the Tablesgroup. This inserts a blank table in the work area with the tab labeled Table1 asshown in Figure 1.11. Notice the column with the field name ID has been createdautomatically. Access creates ID as an AutoNumber field in which the field valueis assigned automatically by Access as you enter each record. In many tables, youcan use this AutoNumber field to create the unique identifier for the table. For

example, in Project 2e you will create an Orders table and you will use the ID AutoNumber field to assign automatically a number to each order since each ordermust contain a unique number.

When creating a new field (column), determine the type of data you willinsert in the field. For example, one field might contain text such as a nameor product description, another field might contain an amount of money, andanother might contain a date. The data type defines the type of information Access will allow to be entered into the field. For example, Access will not allowalphabetic characters to be entered into a field with a data type set to Date &

A database tablecontains fields thatdescribe a person,customer, client, object,

place, idea, or event.

Assign a data typefor each field thatdetermines the valuesthat can be entered forthe field.

Table

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Time. The Add & Delete group in the Table Tools Fields tab contains five buttonsfor assigning data types plus a More Fields button. A description of the five datatypes assigned by the buttons is shown in Table 1.3.

Figure 1.11 Blank Table

This blank table displays when youclick the Create tab and then clickthe Table button in the Tables group.

Table 1.3 Data Types

Data Type Button Description

Text Alphanumeric data up to 255 characters in length, such asa name, address, or value such as a telephone number orsocial security number that is used as an identifier and notfor calculating.

Number Positive or negative values that can be used in calculations;do not use for values that will calculate monetary amounts(see Currency).

Currency Values that involve money; Access will not round off

during calculations.Date & Time Use this data type to ensure dates and times are entered

and sorted properly.

Yes/No Data in the field will be either Yes or No; True or False,On or Off .

More Fields

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In Project 2e, you will create the Orders table as shown in Figure 1.10.Looking at the diagram in Figure 1.10, you will assign the following data types tothe columns:

Order# = AutoNumber (Access automatically assigns this datatype to the first column)

Supplier# = Text (the supplier numbers are identifiers, notnumbers for calculating)

Product# = Text (the product numbers are identifiers, notnumbers for calculating)

UnitsOrdered = Number (the unit numbers are values for calculating)

Amount = Currency

OrderDate = Date & Time

When you click a data type button, Access inserts a field to the right of the ID field and selects the field heading Field1. Type a name for the field, press theEnter key, and Access selects the next field column name Click to Add and insertsa drop-down list of data types. This drop-down list contains the same five datatypes as the buttons in the Add & Delete group as well as additional data types.Click the desired data type at the drop-down list, type the desired field name, andthen press Enter. Continue in this manner until you have entered all field namesfor the table. When naming a field, consider the following naming guidelines:

• Each field must contain a unique name. • The name should describe the contents of the field. • A field name can contain up to 64 characters. • A field name can contain letters and numbers. Some symbols are permitted

but others are excluded, so you should avoid using symbols other thanthe underscore character that is used as a word separator and the numbersymbol to indicate an identifier number.

• Do not use a space in a field name. Although a space is an acceptedcharacter, most database designers avoid using spaces in field names andobject names. Use field compound words for field names or the underscorecharacter as a word separator. For example, a field name for a person’s lastname could be named LastName, Last_Name, or LName.

• Abbreviate field names so that the names are as short as possible but easilyunderstood. For example, a field such as CompanyName could be shortenedto CoName and a field such as EmailAddress could be shortened to Email.

Project 2e Creating a Table and Entering Data Part 5 of 7

Step1c

Avoid using spaces in

field names.

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Step1d

Step1e

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Figure 1.12 Project 2e

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Renaming a Field HeadingWhen you click a data type button or click a data type at the data type drop-down list, the default heading such as Field1 is automatically selected. You cantype a name for the field heading that takes the place of the selected text. If youcreate a field heading and then decide to change the name, right-click the heading,

click Rename Field at the shortcut menu (this selects the current column heading),and then type the new name.

Inserting a Name, Caption, and DescriptionWhen you create a table that others will use, consider providing additionalinformation so the user understands the fields in the table and what should beentered in each field in the table. Along with the field heading name, you canprovide a caption and description for each field with options at the Enter FieldProperties dialog box shown in Figure 1.13. Display this dialog by clicking theName & Caption button in the Properties group in the Table Tools Fields tab.

At the Enter Field Properties dialog box, type the desired name for the field

heading in the Name text box. If you want a more descriptive name for thefield heading, type the heading in the Caption text box. The text you type willdisplay as the field heading but the actual field name will still be part of thetable structure. Creating a caption is useful if you abbreviate a field name or want to show spaces between words in a field name and a caption provides moreinformation for others using the database. The name is what Access uses for thetable and the caption is what displays to users.

The Description text box is another source for providing information aboutthe field to someone using the database. Type information in the text box thatspecifies what should be entered in the field. The text you type in the Description text box displays at the left side of the Status bar when a field in the column isactive. For example, if you type Enter the total amount of the order in the Description

text box for the Amount field column, that text will display at the left side of theStatus bar when a field in the column is active.

Name & Caption

Figure 1.13 Enter Field Properties Dialog Box

Type in the Caption textbox a more descriptivename for the field heading.

Type information in the

Description text box that

specifies what should beentered in the field.

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Project 2f Inserting a Name, Caption, and Description Part 6 of 7

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4a

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Inserting Quick Start FieldsThe Add & Delete group in the Table Tools Fields tab contains buttons forspecifying a data type. You used the Text button to specify the data type for theSupplier# field when you created the Orders table. You also used the field headingdrop-down list to choose a data type. In addition to these two methods, you

can specify a data type by clicking the More Fields button in the Add & Deletegroup in the Table Tools Fields tab. When you click this button, a drop-down listdisplays with data types grouped into categories such as Basic Types, Number , Date and Time, Yes/No, and Quick Start.

The options in the Quick Start category not only define a data type but alsoassign a field name. Additionally, with options in the Quick Start category, youcan add a group of related fields in one step. For example, if you click the Name option in the Quick Start category, Access inserts the LastName field in one columnand the FirstName field in the next column. Both fields are automatically assigneda text data type. If you click the Address option in the Quick Start category, Access inserts five fields including Address, City, StateProvince, ZIPPostal, andCountryRegion, all with the text data type assigned.

Assigning a Default ValueThe Properties group in the Table Tools Fields tab contains additional buttons fordefining field properties in a table. If most records in a table are likely to containthe same field value in a column, consider inserting that value by default. Youcan do this by clicking the Default Value button in the Properties group. At theExpression Builder dialog box that displays, type the default value you want toappear in the fields, and then click OK. For example, in Project 2g, you will createa new table in the AL1-C1-PacTrek.accdb database containing information oncustomers and most of the customers live in Vancouver, British Columbia. You willcreate a default value of Vancouver that is automatically inserted in the City field

and BC that is automatically inserted in the Prov/State field. You can type differenttext over the value so if a customer lives in Abbotsford instead of Vancouver, youcan type Abbotsford in the field.

Assigning a Field SizeThe default field size property varies depending on the data type. For example,if you assign a text data type to a field, the maximum length of the data you canenter in the field is 255 characters. You can decrease this number depending on what data will be entered in the field. You can also change the field size number tocontrol how much data is entered and help reduce errors. For example, if you havea field for states and you want the two-letter state abbreviation inserted in each

field in the column, you can assign a field size of 2. If someone entering data intothe table tries to type more than two letters, Access will not accept the additionaltext. To change field size, click in the Field Size text box in the Properties group inthe Table Tools Fields tab and then type the desired number.

Changing the AutoNumber Field Access automatically applies the AutoNumber data type to the first field in a tableand assigns a unique number to each record in the table. In many cases, letting

Text

Default Value

Field Size

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Access automatically assign a number to a record is a good idea. Some situationsmay arise, however, where you want the first field to contain a unique value foreach record other than a number.

If you try to change the AutoNumber data type in the first column by clickingone of the data type buttons in the Add & Delete group in the Table Tools Fieldstab, Access creates another field. To change the AutoNumber data type for the

first field, you need to click the down-pointing arrow at the right side of the DataType option box in the Formatting group in the Table Tools Fields tab and thenclick the desired data type at the drop-down list.

Project 2g Creating a Customers Table Part 7 of 7

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■ Microsoft Access is a database management system software program that will

organize, store, maintain, retrieve, sort, and print all types of business data.■ In Access, open an existing database by clicking the Open button at the New

tab Backstage view. At the open dialog box, navigate to the location where thedatabase is located, and then double-click the desired database.

■ Only one database can be open at a time.

■ Some common objects found in a database include tables, queries, forms, andreports.

■ The Navigation pane displays at the left side of the Access screen and displaysthe objects that are contained in the database.

■ Open a database object by double-clicking the object in the Navigation pane.Close an object by clicking the Close button that displays in the upper right

corner of the work area.■ When a table is open, the Record Navigation bar displays at the bottom of the

screen and contains a button for displaying records in the table.

■ Insert a new record in a table by clicking the New button in the Records groupin the Home tab or by clicking the New (blank) record button in the RecordNavigation bar. Delete a record by clicking in a field in the record you wantto delete, clicking the Delete button arrow in the Home tab, and then clicking Delete Record at the drop-down list.

■ To add a column to a table, click the first field below the Click to Add columnheading and then type the desired data. To move a column, select the columnand then use the mouse to drag a thick, back vertical line (representing thecolumn) to the desired location. To delete a column, click the column heading,

click the Delete button arrow, and then click Delete Column at the drop-down list.■ Data you enter in a table is automatically saved while changes to the layout of

a table are not automatically saved.

■ Adjust the width of a column (or selected columns) to accommodate thelongest entry by double-clicking the column boundary. You can also adjust the width of a column by dragging the column boundary.

■ Print a table by clicking the File tab, clicking the Print tab, and then clickingthe Quick Print option. You can also preview a table before printing by clickingthe Print Preview option at the Print tab Backstage view.

Figure 1.14 Project 2g

Chapter Summary

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■ With buttons and option on the Print Preview tab, you can change the pagesize, orientation, and margins.

■ The first principle in database design is to reduce redundant data becauseredundant data increases the amount of data entry required, increases thechances for errors, and takes up additional storage space.

■ A data type defines the type of data Access will allow in the field. Assign a datatype to a field with buttons in the Add & Delete group in the Table Tools Fieldstab, by clicking an option from the column heading drop-down list, or withoptions at the More button drop-down list.

■ Rename a column heading by right-clicking the heading, clicking Rename Field atthe shortcut menu, and then typing the new name.

■ Type a name, a caption, and a description for a column with options at theEnter Field Properties dialog box.

■ Use options in the Quick Start category in the More Fields button drop-downlist to define a data type and assign a field name to a group of related fields.

■ Insert a default value in a column with the Default Value button and assign afield size with the Field Size text box in the Properties group in the Table Tools

Fields tab.

■ Use the Data Type option box in the Formatting group to change the AutoNumber data type for the first column in a table.

Commands ReviewFEATURE RIBBON TAB, GROUP BUTTON, OPTION

KEYBOARD

SHORTCUTOpen dialog box File Open Ctrl + O

Close database File Close Database

New record Home, Records Ctrl + +

Next field Tab

Previous field Shift + Tab

Delete record Home, Records, Delete Record

Delete column Home, Records, Delete Column

Print tab Backstage view File Print

Print Preview File Print, Print Preview

Print dialog box File Print, Print Ctrl + P

Page size FilePrint, Print Preview,

Page margins FilePrint, Print Preview,

Page Setup dialog box FilePrint, Print Preview,

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FEATURE RIBBON TAB, GROUP BUTTON, OPTIONKEYBOARDSHORTCUT

Landscape orientation FilePrint, Print Preview,

Portrait orientation FilePrint, Print Preview,

Create table Create, Tables

Text data type Table Tools Fields, Add & Delete

Number data type Table Tools Fields, Add & Delete

Currency data type Table Tools Fields, Add & Delete

Date & Time data type Table Tools Fields, Add & Delete

Yes/No data type Table Tools Fields, Add & Delete

Enter Field Properties dialog box Table Tools Fields, Properties

Expression Builder dialog box Table Tools Fields, Properties

Completion: In the space provided at the right, indicate the correct term, symbol, or command.

1. This view displays when you open Access. _____________________

2. This toolbar contains buttons for commonly used commands. _____________________

3. This displays the names of objects within a database groupedby categories. _____________________

4. When you open a table, it displays in this view. _____________________

5. Use buttons on this bar to navigate in the table. _____________________

6. To add a new record, click the New button in this group in theHome tab. _____________________

7. At the Print tab Backstage view, click this option to send thetable directly to the printer. _____________________

8. The Landscape button is located in this group in thePrint Preview tab. _____________________

Concepts Check Test Your Knowledge

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9. All fields for one unit, such as an employee or customer,are considered to be this. _____________________

10. Assign this data type to values that involve money. _____________________

11. Click this button in the Properties group in the Table Tools Fields

tab to display the Enter Field Properties dialog box. _____________________

12. With options in this category in the More Fields buttondrop-down list, you can define a data type and also assigna field name. _____________________

13. If you want to assign the same field value to a column,click this button to display the Expression Builder dialog boxand then type the desired value. _____________________

The database designer for Griffin Technologies has created the database diagram,shown in Figure 1.15, to manage data about company employees. You will openthe Griffin database and maintain and create tables that follow the diagram.

InsertIng and deletIng rows and Columns

1. In Access, open the database named AL1-C1-Griffin.accdb located in the Access2010L1C1 folder on your storage medium and enable the contents.

2. Double-click the Employees table in the Navigation pane. 3. Delete the record for Scott Jorgensen (employee number 1025). 4. Delete the record for Leanne Taylor (employee number 1060).

Assessment

1

Figure 1.15 Griffin Technologies Database Diagram

Skills Check Assess Your Performance

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5. Insert the following records:

Emp#: 1010 Birthdate: 9/7/1976 LastName: Harrington AnnualSalary: $53,350 FirstName: Tyler HireDate: 10/1/2005

Emp#: 1052 Birthdate: 12/4/1978

LastName: Reeves AnnualSalary: $38,550 FirstName: Carrie HireDate: 10/1/2008

6. Close the Employees table. 7. Looking at the database diagram in Figure 1.15, you realize that the

Employees table includes a DeptID field. Open the Employees table, insert thenew field in the Employees table and name it DeptID. Change the field sizeto 2 (since department abbreviations are only one or two letters in length). Atthe message telling you that some data may be lost, click the Yes button. Typethe department identification for each record as shown below (the records arelisted from left to right):

1001: HR 1002: RD 1003: IT 1005: DP 1010: DP

1013: RD 1015: HR 1020: A 1023: IT 1030: PR

1033: A 1040: DP 1043: HR 1045: RD 1050: IT

1052: PR 1053: HR 1063: DP 1065: DP 1080: IT

1083: HR 1085: PR 1090: RD 1093: A 1095: RD

8. Move the DeptID column so it is positioned between the BirthDate columnand the AnnualSalary column.

9. Automatically adjust the widths of the columns. 10. Save the table. 11. Display the table in Print Preview, change the top margin to 1.5 inches, the

left margin to 1.25 inches, and then print the table.

12. Close the Employees table.

CREATE A DEPARTMENTS TABLE 1. You entered a one- or two-letter abbreviation representing a department within

the company. Creating the abbreviations saved you from having to type theentire department name for each record. You need to create the Departmentstable that will provide the department names for each abbreviation. Create anew table in the AL1-C1-Griffin.accdb database with the column headingsand data as shown in Figure 1.16 by completing the following steps:

a. Click the Create tab and then click the Table button. b. Click the ID column heading, click the down-pointing arrow at the rightside of the Data Type option box in the Formatting group, and then clickText at the drop-down list.

c. Limit the field size to 2 and rename the heading to DeptID. d. Click the Click to Add column heading, click Text at the drop-down list, and

then type Department . e. Type the data in the fields as shown in Figure 1.16. f. Automatically adjust the widths of the columns. 2. Save the table and name it Departments. 3. Print and then close the table.

Assessment

2

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CREATE A BENEFITS TABLE 1. Create a new table in the AL1-C1-Griffin.accdb database with the data

shown in Figure 1.17 with the following specifications: a. Name the fields as shown in the Benefits table in the diagram in Figure

1.15 and create the caption names for the fields as shown in Figure 1.17.

(For example, name the life insurance field LifeIns and create the caption Life Insurance.) b. For the first column (Employee number), click the ID column heading, click

the down-pointing arrow at the right side of the Data Type option box in theFormatting group, and then click Text at the drop-down list. Limit the fieldsize to 4 and rename the field to Emp#.

c. Apply the Yes/No data type to the second column, make the default value acheck mark (type a 1 at the Expression Builder dialog box), and provide thedescription A check mark indicates the employee is signed up for the health plan.

Assessment

3

Figure 1.16 Departments Table

Figure 1.17 Benefits Table

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d. Apply the Yes/No data type to the third column, make the default value acheck mark (type a 1 at the Expression Builder dialog box), and provide thedescription A check mark indicates the employee is signed up for the dental plan.

e. Apply the Currency data type to the fourth column. f. Apply the Text data type to the fifth column and limit the field size to 8. g. Type the data in each record as shown in Figure 1.17.

h. Automatically adjust the column widths. i. Save the table and name it Benefits. 2. Display the table in Print Preview, change the top and left margins to 1.5

inches, and then print the table. 3. Close the Benefits table.

SORT DATA 1. With AL1-C1-Griffin.accdb open, open the Employees table. 2. Experiment with the buttons in the Sort & Filter group in the Home tab and

figure out how to sort columns of data in ascending and descending order. 3. Sort the records in the Employees table in ascending order by last name. 4. Save, print, and then close the Employees table. 5. Open the Benefits table and then sort the records in descending order by life

insurance amounts. 6. Save, print, and then close the Benefits table.

Assessment

4

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CREATE AN ABSENCES TABLE 1. With the AL1-C1-Griffin.accdb database open, create the Absences table

shown in Figure 1.18 (using the field names as shown in Figure 1.15 onpage 35) with the following specifications:

a. Use the default AutoNumber data type for column 1. Apply the appropriatedata type to the other columns.

b. Create an appropriate caption and description for the Emp#, AbsenceDate,and AbsenceReason columns.

c. Apply the default value of Sick Day to the AbsenceReason column. (You willneed to type "Sick Day" in the Expression Builder dialog box.)

2. Save the table and name it Absences. 3. Print the table in landscape orientation with 1.5 inch top and left margins. 4. Close the Absences table and then close the AL1-C1-Griffin.accdb database.

Visual Benchmark Demonstrate Your Proficiency

Figure 1.18 Visual Benchmark

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You are the office manager for Elite Limousines and your company is switching

over to Access for managing company data. The database designer has provided you with the database diagram in Figure 1.19. She wants you to follow thediagram when creating the database.

Create a new database named AL1-C1-Elite.accdb and then create theLimousines table shown in the database diagram in Figure 1.19. The databasedesigner has asked you to include an appropriate caption and description for bothfields and change the field size for the Limo# field. Type the following records inthe table:

Limo#: 01 Limo#: 02 Description: 2008 White stretch Description: 2008 Black stretch Limo#: 04 Limo#: 06

Description: 2009 Black minibus Description: 2009 Black standard Limo#: 08 Limo#: 10 Description: 2011 Black SUV stretch Description: 2011 Black stretch

Part

1

Case Study Apply Your Skills

Figure 1.19 Elite Limousines Database Diagram

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With AL1-C1-Elite.accdb open, create the Drivers table shown in the databasediagram shown in Figure 1.19 and include an appropriate caption and descriptionfor the fields and change the field size where appropriate. Type the followingrecords in the table:

Driver#: 101 Driver#: 114 LastName: Brennan LastName: Gould FirstName: Andrea FirstName: Randall Address: 4438 Gowan Rd. Address: 330 Aura Ave. City: Las Vegas City: Las Vegas State: NV State: NV ZIP: 89115 ZIP: 89052 Telephone: (702) 555-3481 Telephone: (702) 555-1239 Cellphone: (702) 555-1322 Cellphone: (702) 555-7474

Driver#: 120 Driver#: 125 LastName: Martinelli LastName: Nunez FirstName: Albert FirstName: Frank

Address: 107 Cameo Dr. Address: 4832 Helena St. City: Las Vegas City: Las Vegas State: NV State: NV ZIP: 89138 ZIP: 89129 Telephone: (702) 555-0349 Telephone: (702) 555-3748 Cellphone: (702) 555-6649 Cellphone: (702) 555-2210

With AL1-C1-Elite.accdb open, create the Customers table shown in thedatabase diagram shown in Figure 1.19 and include an appropriate caption anddescription for the fields and change the field size where appropriate. Type thefollowing records in the table:

Cust#: 1001 Cust#: 1002 LastName: Spencer LastName: Tsang FirstName: Maureen FirstName: Lee Telephone: (513) 555-3943 Telephone: (702) 555-4775 Cellphone: (513) 555-4884 Cellphone: (702) 555-42116

Cust#: 1028 Cust#: 1031 LastName: Gabriel LastName: Marshall FirstName: Nicholas FirstName: Patricia Telephone: (612) 555-7885 Telephone: (702) 555-6410 Cellphone: (612) 555-7230 Cellphone: (702) 555-0137

Cust#: 1010 Cust#: 1044 LastName: Chavez LastName: Vanderhage FirstName: Blake FirstName: Vernon Telephone: (206) 555-3774 Telephone: (213) 555-8846 Cellphone: (206) 555-3006 Cellphone: (213) 555-4635

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With AL1-C1-Elite.accdb open, create the Bookings table shown in the databasediagram and include an appropriate caption and description for the fields andchange the field size where appropriate. Type the following records in the table:

Booking#: (AutoNumber) Booking#: (AutoNumber) Cust#: 1044 Cust#: 1001 Limo#: 02 Limo#: 10 Driver#: 114 Driver#: 120 BookingDate: 07/01/2012 BookingDate: 07/01/2012 Hours: 6 Hours: 8

Booking#: (AutoNumber) Booking#: (AutoNumber) Cust#: 1002 Cust#: 1028 Limo#: 04 Limo#: 02 Driver#: 101 Driver#: 125 BookingDate: 07/06/2012 BookingDate: 07/06/2012 Hours: 8 Hours: 4

Booking#: (AutoNumber) Booking#: (AutoNumber)

Cust#: 1010 Cust#: 1031 Limo#: 06 Limo#: 08 Driver#: 125 Driver#: 120 BookingDate: 07/03/2012 BookingDate: 07/07/2012 Hours: 3 Hours: 5

Automatically adjust the column widths of each table to accommodate the longestentry in each column. Print each of the tables so all records fit on one page.

Part

4

Documents

Access2010-L1-Ch01