Gl13 m7-c1-presentation

MODULE 7

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Microsoft Access 2013

Working with Databases

Creating Forms and Tables

Working with Queries and Reports

© Paradigm Publishing, Inc.

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Guidelines for Understanding Relational Databases and the Best Uses of Access


A database is an organized collection of related data

A business’s employee data, a store’s inventory, and an airline’s flight listing are all examples of data that is typically stored in a database

Database applications such as Access use an object called a table to enter and organize data

When you open a table in Access, the table displays in a datasheet

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Guidelines for Understanding Relational Databases and the Best Uses of Access…continued


A field is an area of a table where a particular type of information is recorded

Each field has a field name A collection of related fields is called a record

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Access is a relational database application, meaning that Access creates files that use a series of related tables to organize data in the database

Each table is usually related to at least one other table by sharing a column of data

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To enter records into a database, you can either– enter the data directly into the table

OR– fill in user-friendly forms (like the one below) that are

designed for data entry

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Once you have entered records into a database, you can use Access to answer queries or questions about the data– for example, you could query a computer store’s

database to find out which customers have ordered ACC headphones

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You can also generate printed reports about the stored data

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Use Access when you need to organize and store large amounts of data, such as employee or inventory records

By organizing that information in a database, you are able to quickly find the data and answers you need

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Working with Databases

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Skills You Learn

1. Open and navigate a database

2. Enter data

3. Edit data

4. Sort data

5. Filter data

6. Format a datasheet

7. Use existing queries and reports


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Skill 1 Steps: Open and Navigate a Database

1. Review the objects listed in the Navigation pane and then double-click Member Data in the Tables group to open that table

2. Click the Next record button in the Record Navigation bar to select the second record in the table

3. Click the Last record button in the Record Navigation bar to select the last record in the table

4. Click the Close button to close the table


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Skill 1 Steps…continued

5. In the Navigation pane, double-click Member Data in the Forms group to open that form

6. Click the Next record button in the Record Navigation bar to display the next record in the form

7. Click the New (blank) record button in the Record Navigation bar to display a new blank record in the form


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Skill 1 Visual: Open and Navigate a Database


Double-click Member Data in the Tables group to open the Member Data table.

Shutter Bar Open/Close button


Opening More Objects You can have more than one object open at a

time in Access For example, you can open a table and then

open a second table or a form Switch between open objects by clicking the tab

at the top of the object

CHECKPOINT QUESTION


The Navigation pane lists all _____ in the database.

a. recordsb. worksheetsc. objectsd. macros

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Skill 2 Steps: Enter Data

1. Double-click Member Data in the Tables group in the Navigation pane

2. Click the New (blank) record button in the Record Navigation bar

3. Press Tab

4. Add the following information to create a new record, pressing Tab to move to the next field:


LastName FirstName Address Address2 City State Zip

Marks Carol 3015 Mossdale Ave (blank; press Tab) Durham NC 27707

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Skill 2 Steps…continued

5. Close the Member Data table

6. In the Navigation pane, double-click Member Data in the Forms group

7. Click the New (blank) record button in the Record Navigation bar

8. Press the Tab key and then add the following information to create a new record, pressing Tab to move to the next field:


LastName FirstName Address Address2 City State Zip

Conway Philip 12 Church Street Apt A Boston MA 02135

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Skill 2 Visual: Enter Data


Add information to create a new record, pressing Tab to move to the next field.


Checking Spelling In addition to proofreading, use the spelling

checker to check the correctness of your data To launch the spelling checker, click the

Spelling button on the HOME tab If Access finds possible spelling errors, it

displays a dialog box you can use to correct the errors

CHECKPOINT QUESTION


A group of related fields, such as all the information about one employee, is stored in a

a. field.b. column.c. record.d. row.

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Skill 3 Steps: Edit Data


2. In record 2, double-click Dasha in the FirstName column

3. Type Darla and press the Tab key

4. Close the Member Data table

5. In the Navigation pane, double-click Member Data in the Forms group

6. Double-click Allen in the FirstName field

7. Type Ellen and press the Tab key


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Skill 3 Visual: Edit Data


To correct the first name for record 2 in the Members Table, double-click the incorrect name, type the correct name, and then press the Tab key.


Deleting a Record Use the following steps to delete a record from

a database:1. locate the specific record in the table and click the

record selection area, which is the gray box to the left of the record’s first field

2. click the HOME tab and then click the Delete button arrow in the Records group

3. in the drop-down menu, click Delete Record and then click Yes to confirm the deletion

CHECKPOINT QUESTION


Which of the following is not a valid method for moving between cells in a table?

a. Press Tab.b. Press the right arrow key.c. Click a cell.d. Press the Backspace key.

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Skill 4 Steps: Sort Data


2. Click Mills in the LastName column of the first record

3. Click the Ascending button in the Sort & Filter group on the HOME tab

4. Click the Remove Sort button


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Skill 4 Visual: Sort Data


Click the Ascending button in the Sort & Filter group on the HOME tab.


Sorting a Form When you sort records in a table, the sort

affects only that table It does not affect the order of records displayed

in the related form For example, if you sort the Member Data table

by the LastName column and then open the Member Data form, the records in the Member Data form will not be sorted by last name

CHECKPOINT QUESTION


Which sort order organizes data alphabetically from A to Z?

a. ascendingb. descendingc. reversed. arrange

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Skill 5 Steps: Filter Data


2. Click Charlotte in the City column in the first record

3. Click the Filter button in the Sort & Filter group on the HOME tab

4. Click the (Select All) check box

5. Scroll down the list and click the Charlotte check box to insert a check mark

6. Click OK

7. Click the Toggle Filter button


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Skill 5 Visual: Filter Data


Click the (Select All) check box to select or clear all the records in this field.


Learning More about Filtering Data You can filter records based on more than one

piece of information in a particular field– for example, to filter records based on more than one

city, select both city names in the City drop-down filter list

You can also filter by more than one column– for example, to filter members who live in the same

city and have the same last name, select the name of the city in the City drop-down list and then select the last name in the LastName drop-down list

CHECKPOINT QUESTION


Which action temporarily displays records matching the criteria you specify for one or more fields?

a. sortb. hidec. filterd. parse

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Skill 6 Steps: Format a Datasheet


2. Click the first record in the State column

3. Click the Align Left button in the Text Formatting group on the HOME tab

4. Click the Font Size button arrow and click 14

5. Move the mouse pointer over the right border of the Zip column heading and when the pointer changes to a left-and-right-pointing arrow with a vertical line in the middle, double-click


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Skill 6 Visual: Format a Datasheet


Click the Align Left button in the Text Formatting group on the HOME tab to align the content of an entire column to the left.


Learning More about Formatting a Datasheet To change the background color of every

second row:– click the arrow on the Alternate Row Color button in

the Text Formatting group on the HOME tab and select a different color

To change the gridlines that are displayed:– click the Gridlines button in the Text Formatting group

on the HOME tab

CHECKPOINT QUESTION


The _____ group on the HOME tab has choices for formatting the datasheet.

a. Sort & Filterb. Recordsc. Findd. Text Formatting

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Skill 7 Steps: Use Existing Queries and Reports

1. Double-click Charlotte Members in the Queries group in the Navigation pane

2. Close the Charlotte Members query

3. In the Navigation pane, double-click Member Data in the Reports group


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Skill 7 Visual: Use Existing Queries and Reports


Double-click Charlotte Members in the Queries group in the Navigation pane to open that query.


Printing an Object Use the following steps to print an active object:

1. click the FILE tab

2. click the Print option to open the Print backstage area and display the three print options

3. always click Print Preview, the third option, to view the object before you print it

4. click the Print button in the Print group to print the object

CHECKPOINT QUESTION


Which action closes an open object?

a. Double-click it in the Navigation pane.b. Click its Close button.c. Click the Last record button.d. Click its tab and then press Enter.

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Tasks Summary: 1 of 2


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Tasks Summary: 2 of 2


Education

Gl13 m7-c1-presentation