Lesson 22 Getting Started with Access Essentials

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Lesson 22Getting Started with Access Essentials

Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition

Morrison / Wells

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Morrison / Wells CLB: A Comp Guide to IC3 3E222

Objectives

Identify the parts of the Access screen. Identify and navigate objects in a database. Create a database, then create a new table and

enter records in Datasheet view. Change the column width in a table in Datasheet

view. Add and delete fields in Design view. Change field data types and field properties.

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Objectives (continued)

Add and edit records in a table in Datasheet view.

Delete and copy records and fields in Datasheet view.

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Vocabulary

data type database datasheet entry field field name field properties

primary key record relational database table

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Introduction

A database is a collection of related information. Access is the Microsoft Office database

program that enables you to organize, retrieve, and analyze data in many ways.

In a relational database, information is organized into separate subject-based tables, and the relationship of the data in one or more tables is used to bring the data together.

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Identifying the Parts of the Access Screen

The Access screen is similar to other Office 2007 applications.

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Identifying the Parts of the Access Screen (continued)

An Access database is composed of several objects, and each object contains several elements.

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When you first launch Access, the Getting Started with Microsoft Office Access screen appears.

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Tables store data in columns and rows.

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Creating a New Database

You can create a new database file using a blank database template or by using templates that are predefined with tables, reports, forms, and queries already created.

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Creating a New Database (continued)

Saving a Database File: When you create a new database, the first step is to

name the database file. In Access, you can only use the Save As command

to name and save objects in the database, or to save the database or object in a different format.

You cannot use the Save As command to save the entire database under a new name.

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Creating a Table in Datasheet View: A table, often referred to as a datasheet, is the

primary object in the database. At least one table must be created before any

additional objects can be created. A field is a single piece of database information,

such as a first name. Fields appear as columns, and each column has a

field name.

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Creating a Table in Datasheet View (cont): A record is a group of related fields in a database,

such as all the contact information for an individual, including first and last name, address, postal code, telephone number, and so forth.

When you create a table, the default setting creates a primary key for each record, which uniquely identifies each record in the table.

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Entering Records in Datasheet View: When you enter data into a cell, it is called an entry. You can use the mouse or keyboard to navigate in a

table.

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Modifying a Database Table in Design View

You can adjust the column widths just as you adjust the column widths in an Excel spreadsheet.

Adding and Deleting Fields: You can add fields in either Datasheet view or

Design view. Design view shows details about the structure of

the object, including the data type and the field properties.

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Modifying a Database Table in Design View (continued)

Adding and Deleting Fields (cont):

Data type determines what type of data the field can store.

Field properties define the characteristics and behavior of a field.

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Adding and Deleting Fields (cont): You can change views using the View button.

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Changing Field Data Type and Field Properties: When you choose a data type, you can also change the

field properties.

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Adding and Editing Database Records

Access provides several navigation features that make it easy for you to move around in a table to make necessary edits.

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Adding and Editing Database Records (continued)

If you make a mistake adding or editing data in a record, you can choose the Undo command.

In Datasheet view, changes are saved as they are made.

When you make changes in Design view and then switch to Datasheet view, you are prompted to save changes.

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Deleting and Copying Records and Fields in Datasheet View

To delete a record, you must first select the record then you can press the Delete key to remove the data.

Once you have deleted a record, you cannot use Undo to restore it.

You can delete multiple records at a time by selecting more than one row.

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Deleting and Copying Records and Fields in Datasheet View (continued)

Selected data can be copied or moved from one location in an Access table to a new location within the same table or to a different table.

To remove a table field and all the data in the field, you delete the column, similar to how you delete a column in Excel.

To change the sequence of the fields in the table, you can rearrange the sequence of the columns.

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Summary

In this lesson, you learned: Many parts of the Access screen are similar to other

Office 2007 applications. However, Access also has different views to perform tasks unique to Access.

The first step in creating a new database is to assign a filename to the database. The second step is to create a table. Tables are the primary objects in a database. A database can have multiple tables. All other objects are based on data stored in tables.

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Summary (continued)

You can automatically adjust table column widths in Datasheet view similar to how you adjust column widths in Excel.

A table can be modified after it is created, and you can add or delete fields even after records have been entered. You can modify a table in Datasheet view or in Design view.

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Summary (continued)

You can change views using the View button. Clicking the upper portion of the View button toggles you to an alternative view, such as switching from Design view to Datasheet view.

In Design view, you can specify the data type and properties for each field. Text is the default field data type. The field properties control the characteristics and behavior of a database field, such as the maximum number of characters.

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Summary (continued)

If you make a mistake adding or editing data in a record, you can choose the Undo command to reverse your last action, but once you begin entering another record, the Undo command is no longer available.

Deleting records is similar to deleting rows in Excel. Once you have deleted a record, you cannot use the Undo command to restore it.

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Summary (continued)

Selected data can be copied or moved from one location to another in an Access table, or to another table, using the Cut, Copy, and Paste commands.

To change the sequence of fields in a table, you rearrange the sequence of columns.

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Documents

Lesson 22 Getting Started with Access Essentials