access 2013 part 1.pdf

STUDENT EDITION

Microsoft Office

Access 2013:

Part 1

Microsoft OfficeAccess 2013:

Part 1

Microsoft Office Access 2013: Part 1Part Number: 091004Course Edition: 2.2

AcknowledgementsPROJECT TEAMAuthor Media Designer Content EditorPeter LammersBrian S. Wilson

Alex Tong Tricia MurphyJoe McElveney

NoticesDISCLAIMERWhile Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee theiraccuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties ofmerchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Anyresemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating thiscourse, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is anindependent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.Use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for editorialpurposes only. No such use should be construed to imply sponsorship or endorsement of the book by, nor any affiliation of suchentity with Logical Operations. This courseware may contain links to sites on the internet that are owned and operated by thirdparties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, anyExternal Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.

TRADEMARK NOTICESLogical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.Microsoft Access is a registered trademark of Microsoft Corporation in the U.S. and other countries. Microsoft Windows is also aregistered trademark of Microsoft Corporation in the U.S. and other countries. The other Microsoft products and services discussedor described may be trademarks or registered trademarks of Microsoft Corporation. All other product and service names used maybe common law or registered trademarks of their respective proprietors.Copyright 2013 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of thesoftware proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, withoutexpress written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, 1-800-456-4677 in the United Statesand Canada, 1-585-350-7000 in all other countries. Logical Operations World Wide Web site is located atwww.logicaloperations.com.This book conveys no rights in the software or other products about which it was written; all use or licensing of such software orother products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of booksor software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced ortransmitted without permission, please call 1-800-456-4677 in the United States and Canada, 1-585-350-7000 in all other countries.

Microsoft OfficeAccess 2013: Part 1

Getting Started with Access........................................................... 1Orientation to Microsoft Access......................................................2Create a Simple Access Database..................................................29Get Help in Microsoft Access ....................................................... 42

Working with Table Data..............................................................49Modify Table Data ....................................................................... 50Sort and Filter Records................................................................. 59Create Lookups............................................................................ 64

Querying a Database................................................................... 75Join Data from Different Tables in a Query................................... 76Sort and Filter Data in a Query......................................................85Perform Calculations in a Query................................................... 95

Creating Advanced Queries........................................................103Create Parameter Queries ..........................................................104Create Action Queries ............................................................... 110Create Unmatched and Duplicate Queries...................................114Summarize Data.........................................................................121

Generating Reports....................................................................125Create a Report.......................................................................... 126Add Controls to a Report............................................................133

Enhance the Appearance of a Report.................................................... 138Prepare a Report for Print..................................................................... 141

Customizing the Access Environment................................................. 145The Access Options Dialog Box............................................................ 146

Appendix A: Microsoft Office Access 2013 Exam 77-424................... 153Appendix B: Microsoft Access 2013 Common Keyboard Shortcuts...... 159Lesson Labs........................................................................................161Solutions............................................................................................ 171Glossary............................................................................................. 175Index..................................................................................................179

| Microsoft Office Access 2013: Part 1 |

About This CourseData is everywhere. Whether you are at the grocery store, office, laboratory, classroom, orballpark, you are awash in data: prices, schedules, performance measures, lab results, recipes,contact information, quality metrics, market indices, grades, and statistics.Most job roles today involve some form of data management. In the case of data workers, itmay be their primary job task. For some, like research scientists and accountants, datamanagement may be a strong component of the job. And for others, such as sales clerks orthose in the skilled trades, data management may consist of an incidental job responsibilitysuch as time reporting or recording a sale. But virtually everyone is affected in some way bythe need to manage data.A relational database application such as Microsoft Office Access 2013 can help you andyour organization collect and manage large amounts of data. Access is a versatile tool. Youcan use it as a personal data management tool (for your use alone), or you can use it as aconstruction set to develop applications for an entire department or organization. In thiscourse, you will learn how to use Access 2013 to manage your data, including creating a newdatabase; constructing tables; designing forms and reports; and creating queries to join,filter, and sort data.You can also use this course to prepare for the Microsoft Office Specialist (MOS)Certification exam for Microsoft Access 2013.

Course DescriptionTarget StudentThis course is designed for students who wish to establish a foundational understanding ofMicrosoft Office Access 2013, including the skills necessary to create a new database,construct data tables, design forms and reports, and create queries.

Course PrerequisitesTo ensure success, students should be familiar with using personal computers, and shouldhave experience using a keyboard and mouse. Students should be comfortable in theWindows 8 environment, and be able to use Windows 8 to manage information on theircomputers. Specific tasks the students should be able to perform include: launching andclosing applications, navigating basic file structures, and managing files and folders. To meetthis prerequisite, you can take any one or more of the following Logical Operations courses: Using Microsoft Windows 8 Microsoft Windows 8: Transition from Windows 7

Course ObjectivesIn this course, you will learn to create and manage a fundamental Access 2013 database.

You will: Navigate within the Microsoft Access application environment and create a simple database. Organize and manage data stored within Access tables. Use queries to join, sort, and filter data from different tables. Create advanced queries, including action queries and parameter queries. Create and format custom reports. Customize Access configuration options.

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| About This Course |

Getting Started withAccessLesson Time: 1 hour, 50 minutes

Lesson ObjectivesIn this lesson, you will navigate within the Microsoft Access application environment andcreate a simple database. You will: Navigate within the Microsoft Access application environment. Create an Access database. Use Access Help to find documentation on a specific Access feature.

Lesson IntroductionIn this lesson, you will become familiar with the Microsoft Office Access 2013 userinterface and create a simple database. Simply by moving your data into Access data tables,you gain powerful capabilities for working with structured data, such as searching, sorting,filtering, and providing cross-table lookups.

1

TOPIC AOrientation to Microsoft AccessMicrosoft Office Access 2013 provides tools to structure and organize your data. The first step inmastering Access is to get comfortable working with the Access user interface.

Microsoft Access 2013Access is an application that enables you to create and manage a database. A database is a collectionof data that is organized so you can efficiently store, retrieve, analyze, and present information. Data ina database typically models or records real-world information. You might use a database to storerecords of assets or inventory, customer information, sales transactions, maintenance schedules,statistical data, quality measures, and so forth. In fact, virtually any sort of information that can beentered into a computer can be stored in a database.

Why Use a Database Application?You might think of data as a precursor to knowledge. Without any organization to it, raw data is notespecially useful. But once data has been meaningfully structured and organized, as in a databaseapplication, it emerges as information; that is, something that informs. Likewise, when informationis further analyzed and processed into a model that can be applied in a useful way, it becomesknowledge.Consider how beneficial it might be for an organization to reveal the findings in the following table. Data Information KnowledgeDept1=7.5, Dept2=3.2,Dept3=4.5, ...

Which department producesthe most defects

Where and how we can reducedefects

Site1=0, Site2=1, Site3=7,Site4=0, ...

Which street intersections arethe sites of the largest numberof accidents

Steps we can take to reduceaccidents

Prod1=$34,500, Prod2=$15,210, Prod3=$7,102,Prod4=$3,511, Prod5=$34,500, ...

Which product lines bring inthe most revenue, and whichbring in the least

How to restructure our productlines to increase profits

Knowledge supports good decision-making within an organization.

2 | Microsoft Office Access 2013: Part 1

Lesson 1: Getting Started with Access | Topic A

Ask for examples ofother databaseapplications learnershave used or are awareof. Use web chat or asimilar tool to enableremote and locallearners to participate.

Figure 1-1: Transform data into knowledge.

Why Use Access as Your Database Application?If you have Access on your computer, you likely also have Microsoft Excel. Although Excel isgenerally geared more toward working with numbers than mixed data (numbers and text, forexample), many people use Excel for data management tasks. Excel can handle some database tasks,such as filtering , sorting, searching, and reporting. Conversely, you can use Access for tasks that aretraditionally in the realm of spreadsheet programs, such as accounting tasks, analytics, and charting.It's not surprising that Excel and Access share capabilities, as they have been part of the samesoftware suite for many years and have been designed to work well together. Since Access is part ofthe Microsoft Office suite, deciding whether to use Access or Excel does not have to be aneither/or decision. You can use the tools in combination, and many users do just that.You might choose Access over Excel for specific database management tasks because Access: Is optimized for database management. It generally performs faster and can support larger sets

of data than Excel. Is designed to manage complex relationships between separate lists (or tables) of data. Provides better support than Excel for data input validation (enforcing the correct form or

values of data). Is generally better suited than Excel to work with mixed data (data that is not primarily numeric). Provides extensive support for report generation. Can support multiple user databases. Provides good integration for use as a front-end development tool for enterprise databases such

as Microsoft SQL Server and Oracle.

Access and Enterprise Database Management SystemsLikewise, it may not always be clear whether you should use Access, which is primarily a desktopapplication, or an enterprise database management system, such as Microsoft SQL Server or Oracle.You may choose to use Access instead of another database development tool because Access is: Widely used. There are many resources and developer communities to help you. Relatively inexpensive. In fact, you may already have it on your computer.

Microsoft Office Access 2013: Part 1 | 3


Transform Data intoKnowledge

Using Access Instead ofExcel

Using Access Instead ofOther DatabasesAsk for examples ofother enterprisedatabase systemslearners have used orare aware of.

A much smaller startup investment. Access is relatively easy to install and configure, and it mayprovide an easier path into database development than other tools geared primarily towardprogrammers.

Scalable. You can use Access alone until your needs outgrow it. Then you can use it inconjunction with an enterprise database. Microsoft provides tools to facilitate moving from astandalone Access database to SQL Server.

Again, whether to use Access or an enterprise database is not an either/or decision. You can useMicrosoft Access with an enterprise database server to create a solution that will scale to hundredsor more users. In fact, Access is often used to quickly create an application front-end (what the userinteracts directly with) for a powerful database back-end such as Oracle or SQL Server. You cancreate a database in Access for a small user audience and, as the number of users grows, upsize fromAccess to a larger database application such as Microsoft SQL Server.

Access as a Web Development ToolAccess also works as a web development tool. There are many ways to publish Access database datato the web, such as simply exporting a PDF report or static Hypertext Markup Language (HTML)web page. A more complex solution would be to develop a web services application that pulls user-requested data from an Access database, and then provide that data in formats that include HTML,Extensible Markup Language (XML), or some other web format. With Office 2010, Access gainedthe ability to publish dynamic web applications directly to a Microsoft SharePoint server.Databases published this way contain live data from the current version of data in the database, sousers aren't viewing data that started becoming stale the moment it was published to a static HTMLor PDF page.Now with Access 2013, you can create an Access web app. An Access web app is a new type ofdatabase that you build in Access, then use and share with others as a SharePoint app in a webbrowser. To build an app, you just select the type of data you want to track (contacts, tasks, projects,and so on). Access creates the database structure, complete with views that let you add and edit data.Navigation and basic commands are built in, so you can start using your app right away.With Access web apps, the data is stored in a SQL Server database. If you host the app on aSharePoint server, then SQL Server 2012 hosts the database. If you have an Office 365 plan thatincludes SharePoint, then the data is stored in SQL Azure.

Objects in Access DatabasesAccess uses six different objects in the creation and modification of databases: Tables store data in rows and columns. Forms provide a graphical interface for modifying data in tables. Queries transform data in tables, such as sorting a table by certain parameters. Reports provide a streamlined way of viewing data. Macros allow you to automate tasks within a database. Modules are similar to macros, but are written in the Visual Basic for Applications (VBA)

programming language.Note: Macros and modules are not covered until Part 3 of this Access 2013 series of courses.



Students may inquireabout licensing for Office365, SharePoint, SQLServer, and/or SQLAzure. These are alllicensed independentlyof Access 2013, sostudents should refer toMicrosoft.com to findadditional licensinginformation. If you havethis informationavailable, then you canshare it with the studentsas well.

ACTIVITY 1-1Considering Potential Uses for Access

ScenarioYou have decided to use Access for your database solution. Now you must consider why you choseAccess and how you want to use Access.

1. Why did you decide to use Access?A: Answers will vary.

2. Considering the work you do, what sorts of tools or databases would you like to create in Access?A: Answers will vary depending on individual needs.

3. Regarding your response to the previous question, what data might you need to keep within such adatabase?A: Answers will vary. To know what information needs to go into the database, it is helpful to know

what information you want to get out of the database. Will it drive a monthly report? Will it help youtrack the status of certain tasks or products? Will it help you know where things are stored? Will ithold information you intend to publish? What you want the database to do for you will helpdetermine what information you need within the database.

Access FilesAccess 2013 databases are stored in files, similar to the way that Microsoft Word and MicrosoftExcel documents are stored in files. Access 2013 database files have the .accdb file extension. Whenyou save a database file, if you do not provide the .accdb file extension, Access adds it for you. Asingle Access database file may hold up to 2 gigabytes (GB) of data, with up to 32,768 uniqueobjects. Up to 255 users can access data from a single Access database file at the same time.Access 2013 web apps store data in SQL Server or SQL Azure and not in the standard Accessdatabase file type. Even though Access 2013 is web-focused, it still fully supports existing desktopdatabases (ACCDB/MDB) and Visual Basic for Applications (VBA).

SavingAs you enter data, Access automatically saves your changes when you move to another record.However, when you change the design of tables, queries, forms, and other objects, you need to savethose changes by selecting FILESave. Of course, if you aren't sure that your data has been saved,you can use the Save command to be sure.

Enable ContentBecause Access databases may contain active content (scripts and other executable code), youshould make sure that the Access content you are viewing came from a trusted source. By default,Access is configured to prompt you to confirm that the database you opened is from a source thatyou trust. If you are opening a file from a trusted source, select Enable Content when you areprompted.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Open a Database



If you have learnersconnecting to theclassroom from a remotelocation, be sure to posequestions in a way thatenables them toparticipate. For example,you might pose thequestion to them first,through your chat/messaging system, thenhave in-class learnersadd their thoughts to thediscussion. You mightwrite notes in a sharedapplication window or ona whiteboard asstudents share theirresponses.

ACTIVITY 1-2Launching Access and Opening a Database

Data FilesC:\091004Data\Getting Started with Access\Inventory Database.accdb

Note: Depending on your computer's system configuration, you may not see the .accdb fileextension.

ScenarioWoodworker's Wheelhouse was founded in 1955 as W.B. Spall Lumber Company, operating as asmall family-run home improvement (lumber and hardware) store in suburban Greene City until1998, when the last of the Spall family retired. That year, the company was sold, and the new ownerbegan transforming it into a web-based business, focusing on selling hardwood lumber, tools, andother supplies for woodworkers and other hobbyists. While the web business grows, a bricks-and-mortar storefront is still maintained, and a small selection of home improvement supplies are stillsold, both locally and over the web. Eventually, the home improvement items will be phased out.You are the web and database developer for Woodworker's Wheelhouse. To replace the currentinventory system (the same pencil-and-paper system the company used in the 1950s), you havebegun creating an inventory database in Microsoft Access 2013. Some of the database structure hasalready been created, and some entries have already been entered into inventory. You need to makesome changes to information within the database. To do so, you will launch Access and open thedatabase.

1. Launch Microsoft Access. With no database open, the Welcome screen is shown, and you can selectan existing database or create a new one.



As you work through thisand other activities in thecourse, be sure to letlearners know whichactivity you are followingin the course. If somelearners are using anebook, they will not havethe same page numbersas the printed manual.

2. Select Open Other Files.3. Select Computer.4. Select Browse.5. Navigate to the C:\091004Data\Getting Started with Access directory and select the Inventory

Database.accdb database file.6. Select Open.7. Observe the Access application window. The title bar shows that the store's inventory database is

loaded, but the document area is blank.



8. If you see the security warning, select Enable Content.

Access Web AppsAn Access web app is a new type of database that you build in Access, then use and share withothers as a SharePoint app in a web browser. You can host an Access web app on SharePointOnline with Office 365, on SharePoint Server, or on SkyDrive. Data is stored in a SQL Serverdatabase. On SharePoint Online, data is stored in SQL Azure. When hosted on a network, data isstored in SQL Server 2012. Because Access web apps are hosted on SharePoint, they can beaccessed from a browser. To create and use an Access web app, you'll need Access 2013 and anOffice 365 site or SharePoint Server 2013.

Access Web App FeaturesThere are a number of features that support Access web apps. The first feature is the web apptemplates. These templates are fully functional web databases that include tables, relationships, andviews that make them ready to use from the start. After creation, the app can be customized just likeany other Access application.



This course does nothave an Office 365 siteor SharePoint site, soAccess web apps andany related features arenot included in any ofthe activities.

Figure 1-2: Access web app template.Another feature is pre-designed table templates. Table templates come with fields, views,relationships, and data-integrity rules related to the theme of the template.

Note: In Access web apps, forms are referred to as views.

Finally, when using an Access web app, Access will provide your database with a user interfaceautomatically. Access will generate views for the data, including a searchable list view and an Excel-like datasheet. Buttons to navigate the views and tables are generated as well.

The Access 2013 Application WindowThe Access 2013 application window displays application features that enable you to create,enhance, and manage Access databases. The application provides features to input, store, and outputdata, and enables you to import and export data from and to external applications. The applicationwindow also provides you with access to the integrated Help feature, which provides instructivesupport on using Access.



Access 2013 WindowComponents

Figure 1-3: Access 2013 window components.The following table describes the main elements of the Access 2013 window.Component DescriptionNavigation pane A list on the left side of the application window that displays

objects in the database, including tables, queries, forms, andreports.

Quick Access Toolbar A small button panel in the top-left corner of the applicationwindow that contains commonly used commands. You cancustomize this toolbar to include other commands.

The ribbon A graphical menu panel, common to all Microsoft Officeapplications, that contains commands organized into tabs andgroups.

Status bar The bottom panel of the application window that displaysinformation about the application and currently selecteddatabase object, and provides options for viewing the currentlyselected database object.

Title bar A caption at the top of the application window that displays thename of the open database.

Tabbed Document WindowsWhen you open database objects such as tables, queries, and forms, Access displays them as tabbedsub-documents within the document pane. You can have multiple objects open at the same time,and can move among them by selecting each object's tab. When you right-click the tab, Access



provides a convenient shortcut menu with commonly used commands that pertain to the type ofobject contained within that tab.

TablesA table is a storage container that stores related data in rows and columns. Rows display informationabout each item in the table. Columns display categories in the table. A table has a header row with adescriptor for each column.Tables contain various components that can be individually accessed and manipulated.Table Element DescriptionRecord A row of a table data, which contains a complete set of data for a single

entity. For example, a record might contain all related information for abusiness contact, including their name, address, phone number, and soforth.

Field A column of table data, which contains a single data element within arecord. For example, a record meant to hold data about a rectangle mighthold three fields: height, width, and the rectangle's unique ID.

Value A single data value held within a field.

If you are using an Access web app, then you can also use table templates. Table templates includeall the tables, fields, views and relationships you'll need to create a working app. Some templatescome with other, related tables. For example, the Orders template also gives you a place to trackrelated Customers, Employees, Products, Suppliers, and Categories. Access 2013 includes a largesearchable library of these templates.

Flat vs. Relational DatabasesThere are two types of databases with respect to tables: flat databases and relational databases. Flatdatabases contain a single table of data, while relational databases contain multiple tables of data thatrelate to each other through certain key fields. Relational databases are more flexible andstreamlined. If, for example, your database contains only a single table of orders placed for yourbusiness, then finding or changing specific information about a customer might be difficult,especially if that customer is listed more than once in the orders table. With a relational database,there would be separate tables for both orders and customers. This would help increase your abilityto use and change information in your database. The main advantage of flat databases are that theyare easier to implement and to maintain. Not all situations would benefit from the added complexityof multiple tables.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Navigate and Edit in a Table



ACTIVITY 1-3Navigating and Editing Data in Tables

Before You BeginThe database C:\091004Data\Getting Started with Access\Inventory Database.accdb is open. Nodatabase objects are yet open in the document pane.

ScenarioYou are the database developer for a small lumber and hardware store that is reinventing itself as aweb store for do-it-yourselfers and woodworking hobbyists. You are moving the company's record-keeping from paper records to a database. You have started developing a product database to trackinventory and to hold information regarding your suppliers. You need to delete one product fromthe database and change the supplier information for another. You have already opened thedatabase, but you do not yet have a view into the data.

1. View the contents of a data table.a) In the navigation pane, observe the various types of database objectstables, queries, forms, and

reportslisted. They have been named to help you know what type of object they are. For example,tblInventory (pronounced "table inventory") begins with "tbl" so you know it is a table.

b) In the navigation pane, double-click tblInventory. A datasheet appears, in which you can view and

edit the contents of the table.



c) Observe the datasheet for tblInventory. Note the following:

A record of data for a specific product is contained within a single row. A field is contained within a single column. For example, the first column contains the

ProductCode field. Each column contains one type of information. A value is the actual data stored for a particular field and record. For example, the SupplierID

field for the deck-32 record contains the value "KER."2. Save a copy of the database.

Note: This course uses a streamlined notation for ribbon commands. They'llappear as "[Ribbon Tab][Group][Button or Control]" as in "selectHOMEClipboardPaste." If the group name isn't needed for navigation or thereisn't a group, it's omitted, as in "select FILEOpen."

a) Select FILESave As. The Save As screen is shown.b) Verify that Save Database As is selected. Select Save As.c) If you are prompted to close open objects prior to continuing, select Yes.d) Browse to the C:\091004Data\Getting Started with Access folder.e) Change the file name to My Updated Database and select Save. The .accdb file extension will be

added automatically. Since this is a new file that you have not opened before, you may be shown asecurity prompt.

f) If you are prompted with a security warning, select Enable Content.3. Delete a record.

a) In the navigation pane, double-click tblInventory. A datasheet appears, in which you can view andedit the contents of the table.

b) Use the scroll bar to scroll down until you see the record with the product code win-dbl-3000. Youwill no longer carry this product in your store, so you will delete it from the database.

c) On the left side of the win-dbl-3000 row, select the box to select the entire row (record).



d) If necessary, select HOME, then select RecordsDelete.

You are prompted to confirm the deletion.

e) Select Yes.f) Observe that the win-dbl-3000 record has been deleted.

4. Change the item description for the bathhw-2 product.a) Scroll to view the top row of the datasheet.b) Click in the box where the bathhw-2 row and ItemDescription column intersect. The current value for

this record is "Windsor Model 24" Double Towel Bar Brushed Nickel."c) Drag to highlight all the text in the ItemDescription field.



d) Type Gotham Model 24" Double Towel Bar Stainless

5. Add a new record to the tblInventory table.a) Scroll to the bottom of the tblInventory table and observe the record with an * in the left column.

Think of this row as being the last record plus one. It is a new, blank record that provides a readymeans to add a new record.

b) Click in the first field of the * row to select the field for data entry.

c) Type hw-1 and press Enter to move to the next field.d) Enter the following values to fill in the rest of your new record.

Field ValueDept MaterialsSupplierID WOODSTOCKItemDescription Bolt, Hex Head Stainless 1/4-20 x 3"UnitsInStock 50TargetInventory 50ReorderLevel 25LastOrdered 2012-06-01Location ShowroomRack 4Origin CanadaOurUnitCost .18RetailPrice .25

e) Select FILESave to save the database.6. Right-click the tblInventory tab and select Close to close the table.

Forms and ViewsFormsForms provide a graphical user interface (GUI) for entering and modifying table data. Forms do notactually contain data. They simply provide a view into table data. Forms are typically designed tofacilitate repetitive data entry tasks. If you have many fields (columns), a form can be configured tominimize or avoid the need for horizontal and vertical scrolling as you work within a single record,which might be less tedious than working in a table's Datasheet view.



Since data entry slowsdown some learnersconsiderably, be sure tomonitor learnerprogress, including yourremote learners. Pointout that there are notmany more data entrytasks in the course.

Record Navigation Bar

Figure 1-4: The Record navigation bar.The Record navigation bar provides controls that you can use to navigate among records.

ViewsViews (known as "forms" in Access desktop databases) provide the means by which users willinteract with the Access web app. Views in Access 2013 apps contain a common set of userinterface elements that enable rapid creation of new apps. Access 2013 is designed to enable you tocreate functional views with little intervention.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Navigate and Edit in a Form



ACTIVITY 1-4Navigating and Editing Data in a Form

Before You BeginMy Updated Database.accdb is open, and no database objects are opened in the document pane.

ScenarioAs the database developer for the Woodworker's Wheelhouse store, you have used table datasheetsto enter data, but you plan to hire some temporary workers to enter your thousands of records intothe database. You want to provide them something a bit more streamlined for data entry thandatasheets. Forms provide the solution.

1. Open a form.a) In the navigation pane, under Forms, double-click frmInventory. An entry form appears.

b) Observe the form. In this form, you can view, enter, and modify data in the database. Various data

entry controls are shown, along with labels identifying what information is contained within them.2. Navigate within the form view.

a) Observe the Record navigation bar. You can see that you are viewing record 1.

b) On the Record navigation bar, select the controls to try them out.



Note: Note that when you point to each navigation button, a tooltip will appearwith the name of the button.

Navigation Bar Control FunctionNext record button Moves to the next record in the table.Previous record button Moves to the previous record in the table.Last record button Moves to the last record in the table. If you select

Next record after the last record, a new record willbe shown.

First record button Moves to the first record in the table.New record button Moves to the new record row. If you enter data, it

will be saved in the new record.c) Navigate to record 18. The product code for this record is hinge-14.d) Select the value in the UnitsInStock field.e) Type 75 to change the selected value.f) Press Tab to advance to the next text box. The value of 100 is already selected, so you could type

to replace it if you wanted to.g) Observe the fields in this form. Most are free text entry, but the SupplierID field is a drop-down list.

Note: As an Access database developer, you can determine which valuesentered in the database should be free-form text and which should be pickedfrom a list.

h) In the SupplierID field, select the drop-down arrow and observe the list.

i) Select WOODSTOCK.j) In the navigation pane, double-click tblSuppliers.k) Observe the records in the tblSuppliers table. This table is the source of supplier IDs that were

shown in the SupplierID drop-down list.



l) In the upper-left corner of the Access application window, on the Quick Access Toolbar. select theSave button.

Note: This is a shortcut for selecting FILESave.

m) Close the tblSuppliers tab.n) Close the frmInventory tab.

QueriesWhile tables give a database its substance, that substance is lifeless until you breathe life into thedatabase through the addition of queries. Queries transform table data. For example, a query can: Join data from multiple tables to produce a new, combined data set. Sort results by one or more fields. Filter results based on criteria. Prompt the user for additional criteria before producing output. Perform calculations, and reorganize and summarize data. Make mass updates to table data, such as copying or deleting records.Because they can perform complex transformations and present table data from a completelydifferent perspective, queries provide a powerful tool for data analysis and reporting.

Figure 1-5: A query join.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Run a Query



The Capable Query

A Query Join

ACTIVITY 1-5Using Queries


ScenarioYou understand that there are design benefits to using multiple tables in your database. Forexample, it is not a good idea to duplicate supplier contact information in the record for eachproduct that the supplier provides. If a supplier changes their address or phone number, you wouldhave to update that information in every record where it appears.On the other hand, it would be very convenient to show contact information right next to theproductfor example, when you are preparing to place an order. Fortunately, you can use a queryto join data from multiple tables in a temporary view.

1. Use a query to show joined data from multiple tables.a) In the navigation pane, double-click qryProductSupplierDetail.

When you open the query, it automatically runs and displays the results.

b) Observe the results of the query.c) Close the qryProductSupplierDetail tab.

2. Use a query to filter data.



Have the learnersinterpret the outcome ofthe query. The queryresults are presentedlike a single table, but infact, this query joins datafrom two tables into atemporary view. Productinformation fromtblInventory(ProductCode,UnitsInStock, andReorderLevel) is shownalong with relatedsupplier contactinformation fromtblSuppliers (FirstName,LastName, and so on).The SupplierID fieldexists in both tables andprovides the link thatenables the two tables tobe joined in a query.Results are sorted bySupplierID.

a) In the navigation pane, double-click qryProjectPacks. This query filters data. It is showing recordsfrom tblInventory, but has filtered the results to show only product codes that begin with pak-.

3. Use an action query that accepts an input parameter to increase the price for all project packs.

a) Scroll to the right to view the RetailPrice values for the project packs.

b) Close qryProjectPacks.c) In the navigation pane, double-click qryProjectPackPricer, and in the warning box, select Yes.

d) In the Enter Parameter Value dialog box, type 1.25 and press Enter to raise the price of all project

packs to 1.25 times the current price, or an increase of 25 percent.



e) In the warning box, select Yes.

f) In the navigation pane, double-click qryProjectPacks. Scroll to the right to view the new prices, and

compare them to the previous prices. The query has updated all project pack prices by the amountyou specified.

g) Close qryProjectPacks.

ReportsReports provide a publish-ready view of data that you can output to various print or digital formats.You can design a report to include graphic and formatting elements such as images, fonts, and colorthemes. You can control the layout and use of white space to suit your needs. Reports can presenttable data directly, but they are often used to present data that has been sorted, filtered, andtransformed through a query.



The Capable QueryUse the previouslyviewed slide to reviewthe query capabilitiesthat learners sawdemonstrated in thisactivity.

You can always print directly from a table, form, or the results of a query. If you do a print previewfirst, you can then see if the margins need to be adjusted before printing to a printer. You are notable to modify or apply any design to the output when printing this way, but it does allow you toquickly print the data. Other than being printed as a hard copy, reports can be exported to aPortable Document Format (PDF) for an easy-to-read electronic copy that preserves the originalformatting

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Run and Print Reports



ACTIVITY 1-6Using Reports


ScenarioAlthough computer databases can help reduce paper use, in some cases, a printout is necessary. Oryou might need to publish a copy of the database to a web-friendly format that readers can view butnot modify. Access' reporting features enable you to accomplish such tasks.Now that you have updated the product database, you will prepare some reports from the currentdata.

1. Open rptListOfOrders.Note: If you have a printer defined and the page width of this report is greaterthan the page width for that printer, you may receive a message to that effect.You should be able to close the message and continue on with the Print Preview.

2. Right-click the rptListOfOrders tab and select Print Preview. In Print Preview, the report is shown as itwill appear when printed, and the navigation bar is added to the view so you can navigate betweenpages.

3. Observe the report. Reports are optimized for printing and presentation. Like forms, reports can have a

free-form layout, or they can be organized in columns and rows like a table.



4. Use the navigation bar at the bottom of the view to browse other report pages.5. Close rptListOfOrders.

The RibbonThe ribbon is a graphical menu panel that appears at the top of the application window. Tabs areorganized in groups related to the type of task being performed, and each tab is further divided intogroups of related commands. You can customize the ribbon by adding, removing, or rearrangingtabs, groups, and buttons. You can hide the ribbon to gain more working space in the documentarea by double-clicking any active tab.

Ribbon TabsTabs divide the ribbon into groups of commands that relate to similar types of tasks. The ribbon isorganized to keep navigation to a minimum. Access 2013 provides the following ribbon tabs.Tab CommandsFILE Open, save, publish, print, and close a database. Also displays the

Backstage view.HOME Basic formatting and search options, as well as functional groups such

as Views, Sort & Filter, and Records, that are oriented towardspecific types of work you will perform in Access objects.

CREATE Commands on this tab create new database objects, such as tables,queries, forms, and reports.



Tab CommandsEXTERNAL DATA Commands on this tab enable you to move large amounts of data into

and out of Access. A wide variety of data formats are supported,including Excel spreadsheets, text files, XML, and PDF.

DATABASE TOOLS Commands on this tab enable you to perform certain types ofdatabase-wide tasks.

Note: If you want to know more about the Microsoft Office ribbon,view the LearnTONavigate the Office 2013 Ribbon presentation from the LearnTO tile on theLogicalCHOICE Course screen.

Contextual TabsContextual tabs are additional tabs displayed on the ribbon when you work with objects such astables, forms, queries, or reports. The commands and options available on these tabs are restrictedto only those that can be used to manipulate the objects the tab appears for. These tabs aredisplayed along with the core tabs of the ribbon and can be used to modify and format the objectsthat are displayed. You can switch between the contextual tabs and the core tabs as needed.

File Options and the Backstage ViewFile- and print-related options are shown in Access 2013's Backstage view. The following is a summaryof functions performed in the Backstage view.Command Description of FunctionSave Save changes made within the current database.Save As Save the current database with a new file name and/or location, and to a

variety of different output formats and options. Also save the selecteddatabase object as a different database object, with a different name.

Open Open a database.Close Close the current database.Info Access a number of options, including:

Encrypt database with a password. Correct and fix database issues. View and edit database properties.

Recent View and open recently accessed databases.New Create a new blank database or one pre-populated with various elements

based on a template.Print Preview and print an object, and select printer settings.Account Sign in to or sign up for an Office account. Also access product information

for Access.Options Change Access configuration settings and preferences.



You may want to showLearnTO Navigate theOffice 2013 Ribbon fromthe LogicalCHOICECourse screen or havestudents navigate out tothe Course screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.

ACTIVITY 1-7Exploring Access Ribbon Commands


ScenarioTo acquaint yourself with the location of Access' ribbon commands, and to get an overview of thevariety of tasks you can perform in a database, you will take a quick tour of commands provided onthe ribbon.

1. Explore commands available on the ribbon.a) Open tblInventory.b) Select each ribbon tab as you examine the groups of commands.

Tab DescriptionHOME Use commands on this tab for general

editing and formatting tasks, as well assorting, filtering, and searching.

CREATE Use commands on this tab to create newdatabase objects, such as tables,queries, forms, and reports.

EXTERNAL DATA Use commands on this tab to movelarge amounts of data into and out ofAccess. A wide variety of other dataformats are supported, including Excelspreadsheets, text files, XML, PDF, andothers.

DATABASE TOOLS Use commands on this tab to performcertain types of database-wide tasks.

FIELDS and TABLE (TABLE TOOLS) The tabs in this group are available onlywhen a table is open and selected.Commands on these tabs apply only totables.

2. Close the database and Access.

Tools and Applications Developed in AccessYou can think of Access as a software construction set. You might use Access to create tools foryourself or for an entire team of data workers. Access includes tools that enable you to construct auser interface for a software application. In fact, some software developers use Access as aprototyping tool, since it provides quick results with relatively little or no software programming



This activity is intendedas a quick overview. Itshould not be acomprehensiveexamination of everyribbon command, whichmight bog down theclass and overwhelmlearners. As you movequickly through thisactivity, refer learners tothe reference tables intheir student materials.Focus on the ribbon tabsand groups. Specificcommands will beexamined in more detaillater in the course.

It's good practice toclose databases afterfinishing with them tofree up memory, but youmay choose to keepthem open throughoutthe activities in thiscourse.

code needed. By simply dragging and dropping objects onto a form, you can create elements that arecommonly used in Windows applications, such as buttons, drop-down lists, list boxes, text boxes,check boxes, calendar date-pickers, and so forth.

Note: To explore uses of Microsoft Access, refer to the LearnTO Find Good Uses for Accesspresentation from the LearnTO tile on the LogicalCHOICE Course screen.



You may want to showLearnTO Find GoodUses for Access fromthe LogicalCHOICECourse screen or havestudents navigate out tothe Course screen andwatch it themselves as asupplement to yourinstruction. If not, pleaseremind students to visitthe LearnTOs for thiscourse on theirLogicalCHOICE Coursescreen after class forsupplementalinformation andadditional resources.

TOPIC BCreate a Simple Access DatabaseYou have opened and edited an existing database and have used objects that were created bysomeone else, including tables, forms, queries, and reports. When you want to create a databaseyourself, you can start totally from scratch with a blank database. But you can also stand on theshoulders of others who have created elaborate templates that do a lot of the heavy lifting for you,providing a nice "starter kit" for a wide variety of different types of databases.

Database TemplatesYou can use one of the database templates Access provides as the model for a new database.Templates may include pre-defined tables, queries, forms, reports, layouts, fonts, themes, and othercharacteristics, which can save you considerable time over creating a blank database and addingthose elements yourself. Microsoft provides many templates. Additionally, Microsoft hosts a usercommunity through which users can share templates they have created. You can access thiscommunity using your Windows Live ID. Submissions to this site are checked for viruses andvalidated before they are posted for users to download.


Lesson 1: Getting Started with Access | Topic B

Database Templates

Figure 1-6: A database template.

Note: Note that the database template icons use a blank document image, as opposed to theweb app templates.

Web App TemplatesYou can use any of the web app templates Access provides to create a fully-functional web database.Templates include tables, relationships, and views, which give you a functional web app that you canbuild on. There are many templates available, and you can even search online for more from Access.



Web App Templates

Figure 1-7: A web app template.

Note: Note that the web app template icons use a document with a globe image, as opposed tothe database templates.

When you select a web app template, you have to select a location to store it. The web app templatelocation needs to be available on the web. This location can be on SharePoint Online with Office365, on SharePoint Server, or on SkyDrive.Once the web app is created in the location you specified, you can start adding data immediately bylaunching the web app, or you can customize it to fit your needs.

Save OptionsThe FILE tab includes two options for saving a database. The Save As command enables you tosave an Access database to a different file name and location. The Save command updates thecurrent database file with any changes you have made.



Field DefinitionWhen you create a new database/tab, Access automatically creates an ID field that providesautonumbering to give each record a unique ID.

Design ViewYou can easily insert a new field in Datasheet or Design view. In Datasheet view, you can add afield by selecting the data type for the field in a new column, and then you can name the field.Design view displays a grid in which you can define the structure of a table. Fields are shown alongwith their data types and descriptions.

Field Data TypesWhen you define a new field, you must specify the type of data the field will hold. The followingtable describes field types supported in Access.Type DescriptionText Includes text, digits, symbols, and other keyboard characters. This

data type has a limit of 255 characters.Memo Holds similar content to text, but this type supports rich-text

formatting, and can hold up to 2 GB of data.Number Holds numeric values only.Date/Time Contains formatted date and time values.Currency Holds monetary values, such as dollars, which are not rounded

during calculations.AutoNumber Provides unique, sequential numbers created automatically by

Access. Typically used to enable a field to contain a uniqueidentifier.

Yes/No Holds Boolean values. The field can contain values such as True/False, Yes/No, or On/Off.

OLE Object Includes binary data such as documents, images, and spreadsheets.Hyperlink Holds email addresses, website URLs, and network paths.Attachment Holds file data. This field supports more file types than an Object

Linking and Embedding (OLE) object, and enables multiple files tobe attached to a record.

Calculated Produces a result through calculation.Lookup Wizard Provides a list of selectable values.

Primary KeyA primary key is a field that is configured to require a unique value in each record. No two records inthe table may have the same field value, and each record must contain a value in the primary keyfield. Because the field contains a unique value, it can be used as a unique identifier for a record.Fields that are designated as a primary key are shown in Design view with a Key icon.

Object Naming ConventionsA naming convention is a set of rules for identifying and denoting certain variables and functions inMicrosoft Access. Implementing a naming convention will likely increase readability and theaesthetic quality of your database. There are several naming conventions that different databaseadministrators use, and not all agree on what is the best. The important thing is that you use one.



For example, one commonly-used naming convention is the Leszynski naming convention. Thisconvention recommends that you do not include spaces in field and table names. Although Accesspermits spaces, it will complicate matters for you later on if you start writing code or if you intend touse Access with other database systems. Names can be up to 64 characters long. If you do includespaces in object names, you can refer to the object in code by surrounding it in braces to show thatit is all part of the same object name. For example, a field name such as myFieldName does notrequire brackets, but a field name with spaces, such as [My Field Name], does.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create a New Database



ACTIVITY 1-8Creating a New Database

ScenarioIt's time to roll up your sleeves and create your own database. You will create an inventory trackingand ordering system for the Woodworker's Wheelhouse store. To gain a good understanding ofdatabase construction, rather than use a template, you will start from scratch, creating a blankdatabase and building out its structure, functionality, and formatting.

1. Create a new database.a) Open Access.b) Observe the Microsoft Access application window. Without a database open, Access begins in the

Access 2013 view, from which you can open an existing database or create a new one.

c) Select Blank desktop database.d) In the File Name text box, type My Inventorye) Select the Browse folder icon. Navigate to the C:\091004Data\Getting Started with Access folder

and select OK.



f) Select Create. The database is created with one empty table, Table1.

2. Define table fields.

a) Observe Table1. The first field, ID, has been automatically created. However, ID is an ambiguousfield name, so you will rename it.

b) Right-click the ID field header and select Rename Field.c) Type ProductCoded) Select the Click to Add column header and select Short Text to create a new field of the type Short

Text.e) Rename Field1 as Deptf) Add another short text field, naming it SupplierIDg) Add another short text field, naming it ItemDescriptionh) Select the ItemDescription column heading to choose the column.



Before learners selectCreate, have them verifythat their file name andpath match your screenor the image shownhere.

i) Point between the ItemDescription and Click to Add column headings. The mouse pointer becomesa two-headed arrow to show that you can resize the column. Drag the ItemDescription column widthwider, as shown.

Caution: It can be tricky finding the right place to drag the column width. It's alittle easier if you select the column first.

j) Select FILESave to save the database. Because the table has not been saved yet, you areprompted to name it.

k) Select the table name, if necessary, and type tblInventoryl) Select OK.m) Right-click the tblInventory tab and select Design View. The fields you created appear in a table.

You can add fields within this view as well.n) Select the table cell below ItemDescription.

o) Type UnitsInStock and press Enter. The Data Type drop-down list displays, with the Short Text data

type selected by default.p) Select the drop-down arrow and select Number.q) Add the following fields to the table.

Field Name Data TypeTargetInventory NumberReorderLevel NumberLastOrdered Date/TimeLocation Short TextRack Short Text



Point out that, becauseof the layout, definingfields in Design viewmight involve lessscrolling than in thedatasheet.

Field Name Data TypeOrigin Short TextOurUnitCost CurrencyRetailPrice Currency

r) Observe the Data Type for ProductCode. The first field was automatically set to AutoNumber.s) Change the Data Type for ProductCode to Short Text.t) Observe the Key icon next to ProductCode. The icon shows that this field is a primary key, meaning

that no two values entered within this field can be the same. The product code is a unique identifierin this table.

u) Save the database.v) Right-click the tblInventory tab and select Datasheet View. The fields you created appear in the

table.w) Right-click the tblInventory tab and select Close to close the table while leaving the database open.

Methods to Create a FormAccess provides several methods for creating a form.Form Creation Method DescriptionForm Create a form that automatically includes all the fields in the

selected table or query.Form Design Start with a blank form in Design view and add components

manually.Blank Form Start with a blank form in Layout view and add components

manually.Form Wizard Create a form by selecting the tables or queries to use as the data

source, and selecting each field to be included in the form.

Form Object ViewsThe following table describes the various views Access provides for creating and using forms.View Use This View ToForm Use a form to add, edit, and move among records.Design Create or modify elements of a form. In this view, you can add and delete form

elements and set form properties.Layout Create or modify a form layout. This view presents data similar to the Form

view, but enables you to change the form design, similar to the Design view.This view is optimized for making changes to the form's layout, such asresizing and rearranging form elements.

Form SectionsThe form Design view divides the form into three sections: the Header, Detail, and Footer. Thesesections are customizable. The Header includes information you want to appear at the top of theform. Typically, this includes the form title. The Detail section includes the record data itself. The



Ensure that studentshave finished this stepbefore you continue theactivity. In this and othertasks with a lot of typing,you might ask remotelearners to indicatewhen they have finishedby "raising their hand" inyour web conferencingsystem.

Footer section includes information you want to appear at the bottom of the form. Typically, thisincludes the date and page number.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Create a Form



ACTIVITY 1-9Creating and Testing a Form

Before You BeginMy Inventory.accdb is open, and no database objects are opened in the document pane.

ScenarioMuch data will have to be entered in your database. To facilitate data entry, you will create a formfor the tblInventory table.

1. Create a form.a) In the navigation pane, select tblInventory once to select it without opening it.b) Select CREATEFormsForm. A new form is created based on the selected table.c) Save the database. You are prompted to name the new form. The table's name is provided, but you

will add the frm (for "form") prefix.d) Name the form frmInventory and select OK.

2. Test the new form by entering a record.a) Note: The layout of the form can differ depending on the resolution of the

computer running Access. In the following screenshot it is shown with twocolumns, but if you have a smaller resolution it might have a single column.

Right-click the frmInventory tab and select Form View to prepare the form for data entry.

b) Enter the following values into the form.



Field ValueProductCode bathhw-2Dept BathroomSupplierID WOODSTOCKItemDescription Windsor Model 24" Double Towel Bar Brushed

NickelUnitsInStock 22TargetInventory 25ReorderLevel 10LastOrdered 6/4/2012Location ShowroomRack 2-3aOrigin ChinaOurUnitCost 35RetailPrice 41

c) Observe what happened when you entered the RetailPrice value. A new record was automaticallycreated. This behavior eliminates the step of having to request a new record, so you can quicklyenter large numbers of records.

Note: When you enter the date in the LastOrdered field, it will be displayed inthe date/time format currently configured on your computer. Monetary valueswill be shown in the currency format.

d) Save the database.e) Open the tblInventory table. Your data is displayed in the table layout.f) Close the tblInventory and frmInventory tabs and close the My Inventory.accdb database.

Access Web App ViewsThere are four kinds of views that you can create: List Details, Datasheet, Summary, and Blank.When you create a new table, the List Details and Datasheet views are created automatically for thattable.View DescriptionList Details One of the views Access automatically generates when you create a table.

The main feature that distinguishes a list view is the list pane that appears onthe left side of the view. The list pane is used to filter and navigate therecords contained in the view.

Datasheet One of the views Access automatically generates when you create a table.Datasheet views are useful for those who find it easier to enter, sort, andfilter data in a spreadsheet-like manner.

Summary A view that you can use to group records based on a field and optionallycalculate a sum or average. The field to group by displays its values in a listview. When a group is selected, the record contained in the group isdisplayed in a related items control. The related items control can be



Make sure your localand remote learnershave finished enteringthe values before youproceed in the activity.

View Descriptionconfigured to display up to four fields that have information about therecord. You can specify a pop-up view if you want to drill down on the item.

Blank These views are blank when you create them. Blank views are useful forcreating a pop-up view that will contain a single record when you open it.Alternatively, you could use a Blank view to create a custom switchboard forthe user to navigate your app.

The built-in views each have an Action Bar with buttons for adding, editing, saving, and deletingitems. You can add more buttons to this bar to run any custom macros you build, or you canremove buttons you don't want people to use.Views have a couple of features that make editing easier than forms. You can drag and dropcontrols on a form and the other controls move automatically to make room. In addition, there arecallouts next to each section and object that allow you to access property settings without having tosearch through the property sheet.



TOPIC CGet Help in Microsoft AccessAs you work with Access, you may have questions about a particular feature or how to perform aspecific task. The Access Help feature provides you with instructive information on Access. Itsinformation sources include local files that are installed with Access, as well as resources located onthe web.

Access HelpAccess Help provides instructive information about Microsoft Access 2013 features andfunctionality. Some Help information is installed with Access on the local hard drive. Other Helpinformation is located on the web. When you search, you can specify which sources you want to use.

Figure 1-8: The Access Help window.Access Help include various features to help you find answers to questions you have about usingAccess


Lesson 1: Getting Started with Access | Topic C

Access Help Window

Help Feature DescriptionToolbar Provides options to navigate, print, and format help

content.The Search help text box Enables you to type the text you want to search for.Popular searches section Displays topic links that users commonly search for.Basics and beyond section Displays links to articles that provide help on some basic

tasks.

You can press F1 to access context-sensitive Help from within Access. Alternatively, you can usethe Search Access Help drop-down list to narrow the search results to a specific area. Thefollowing table describes the search categories.Area What Is SearchedAccess Help Built-in Help and Help on the Microsoft Office website.Access Templates Sample templates on the Microsoft Office website.Access Training Training resources on the Microsoft Office website.All Access All resources in Access Help, Access Templates, and Access

Training.Developer Reference Programmers' guides, samples, and other resources related to

programming in Access.



ACTIVITY 1-10Getting Help in Access

Before You BeginAccess is running.

ScenarioAccess is a widely used and well-supported application. Many support resources are available on theweb and through developer communities. As you look for continued support, don't overlook theresources available to you through Access' integrated Help feature.

1. Search for a Help topic.a) Near the top-right corner of the Access application window, select the Microsoft Access Help button.



Note: You can also press F1 to launch the Access Help window. If theselected item in Access provides contextual help, the Help window will displayhelp regarding that item.

b) Observe the Access Help window. From this point, there are several ways to find the help topic youare looking for. You can use the Access Help Search help text box, follow the Popular searcheslinks, or follow the Basics and beyond links.

c) Select the drop-down arrow next to Access Help. Observe that you can select Access Help fromOffice.com or Access Help from your computer.

Note: If you do not have an Internet connection, then you will not be able touse Access Help from Office.com.

d) If necessary, select Access Help from Office.com.e) In the Search help text box, type create formf) Select the Search online help icon.g) Select Create a form by using the Form tool. An article explaining how to navigate records in Access

is shown.Note: Because the content on Office.com is not static, it is possible that thissearch will return different results. If so, then select a different article thatsounds appropriate.

h) Select the Home icon.



i) Close the Access Help window.2. Use the Help system to find a general summary of a database design process. Discuss the following.

What are the first three steps of a database design process?A: Answers may vary, depending on which article you find. For example, one Help article ("The

Design Process") provides the following steps to designing a database: 1) Determine the purposeof your database, 2) Find and organize the information required, 3) Divide the information intotables, 4) Turn information items into columns, 5) Specify primary keys, 6) Set up the tablerelationships, 7) Refine your design, and 8) Apply the normalization rules.

3. Close the Access Help window.



If you have remotelearners accessingthrough a webconference, be sure tokeep them involved inthis activity. Forexample, if your webconferencing systemenables learners toeasily share theirdesktops, you can havelearners show what theyhave found in theirsearch so that the entireclass can view theirfindings.

SummaryIn this lesson, you systematically analyzed and used an existing Access database to learn how anAccess database is constructed. You used existing tables, queries, forms, and reports. Youconsidered potential uses for Access and developed a simple database from scratch, including aform. And, you used the Help system to look up help on navigation within Access and guidelines ondatabase design.Describe the general tasks involved in constructing a database.A: Answers will vary. A general approach was represented in the tasks conducted in this lesson,

including: consider the data and functionality (general design) needed; construct tables and addfields; populate with data; and develop queries, forms, and reports.

What are some of the benefits of moving data into a database application like Access?A: Answers will vary, but may include such statements as: transforming data into knowledge, driving

analysis and decisions, bringing order to chaos, and so forth.Note: Check your LogicalCHOICE Course screen for opportunities to interact with yourclassmates, peers, and the larger LogicalCHOICE online community about the topics covered inthis course or other topics you are interested in. From the Course screen you can also accessavailable resources for a more continuous learning experience.


Lesson 1: Getting Started with Access |

Encourage students touse the socialnetworking toolsprovided on theLogicalCHOICE Homescreen to follow up withtheir peers after thecourse is completed forfurther discussion andresources to supportcontinued learning.

Working with Table DataLesson Time: 1 hour, 10 minutes

Lesson ObjectivesIn this lesson, you will organize and manage data stored within Access tables. You will: Efficiently locate and change data. Sort and filter records in a table. Create a lookup field.

Lesson IntroductionYou are familiar with the Microsoft Office Access 2013 user interface and have created asimple database. Simply by moving your data into Access data tables, you gain powerfulcapabilities for working with structured data, such as searching, sorting, filtering, andproviding cross-table lookups. In this lesson, you will use those capabilities as you managethe content within a product database.

2

TOPIC AModify Table DataYou created the basic table structure within a database. To keep data in these tables current, youneed to know how to add, delete, and update data in a table.

AutoCorrectLike other Microsoft Office applications, Access provides an AutoCorrect feature. Access providescorrections to common formatting or spelling problems. On occasion, you may wish to override thisfeature, and can do so by selecting the Lightning Bolt icon that Access shows next to a word it haschanged through AutoCorrect. A menu is shown with an option to change the item back to youroriginal spelling.

Commit, Save, and UndoWhen you enter data in a record, the new data is not committed to storage until you leave the recordby moving to another record, for example. Access displays a Pencil icon when you haveuncommitted data. To commit data without moving to another record, you can save the database orselect the Pencil icon. You can "back out" of the new data by pressing Esc or selecting Undo.

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Lesson 2: Working with Table Data | Topic A

ACTIVITY 2-1Undoing Record Modifications

Data FilesC:\091004Data\Working with Table Data\Inventory Modify.accdb

ScenarioAs you type, Access monitors your spelling and automatically makes changes. Often, those changesare helpful, but sometimes you want to keep the text the way you originally entered it. Fortunately,it's easy to back out of an AutoCorrect change. If you make changes that you need to undo, theUndo command works in Access much as it does in other Office applications.

1. From the C:\091004Data\Working with Table Data folder, open the Inventory Modify.accdb database. Ifa security prompt is shown, select Enable Content.

2. Save the database in C:\091004Data\Working with Table Data as My Inventory Modify and, if prompted,select Enable Content.

3. Open the tblInventory table.

4. Add a new record to the tblInventory table.a) Select HOMERecordsNew.b) Observe that the input focus has moved to the first column of the new record row (the last record

plus one row).

c) Type dec-25 and press Enter.d) The next field, Dept, is selected. Type Decor and press Enter.e) Observe that Access automatically corrects the spelling, adding an acute accent over the letter e.

f) Select the AutoCorrect Options (Lightning Bolt) icon and select Change Back to "Decor".

g) Press Enter to enter "Decor" and advance to the next field.



Point out that numerousrecords have beenadded to the database.

5. Exit the record without committing.a) Observe the Pencil icon at the left end of the record. The record has not yet been written.b) On the Quick Access Toolbar, select Undo to cancel the new record.

Note: As long as the Pencil icon is showing, the record has not been committed.To commit a record, you can select the Pencil icon, move to another record, orsave the database. In most cases, Undo works even if you have committed andsaved changes. When you perform actions that Access will not be able to undo,Access typically displays a warning before the action is completed.

Quick SearchIn addition to providing buttons to navigate from record to record, the Record navigation barprovides a Search text box that moves you to the first record that contains the text you type, assoon as you enter it.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Use Quick Search to Find and Modify Records



ACTIVITY 2-2Using Quick Search to Find and Modify Records

Before You BeginThe My Inventory Modify database is open, and tblInventory is displayed in Datasheet view.

ScenarioYour product line and inventory are continually changing. On a regular basis, you and youremployees must update your database to keep information current. You will use the quick searchfeature in Access to help you quickly jump to the record you need to change.

1. Update a record in the tblInventory table.a) On the Record navigation bar, in the Search text box, type hinge-16

Note: As you type, the first record that matches information you have typed isselected. Searching on a value that is likely to be unique (such as a productID) ensures you will find the record quickly.

b) In the SupplierID field for the selected record, type WOODSTOCK and press Enter.c) Press Home to move the input focus back to the first field (ProductCode) of the current record.

2. Delete a record from the Inventory table.a) On the Record navigation bar, in the Search text box, type hinge-47 to find the record for hinge-47.b) Move the mouse pointer to the left of hinge-47, and when it changes to an arrow, right-click and

select Delete Record.

c) In the Microsoft Access message box, select Yes. The record is deleted.

The Find and Replace Dialog BoxThe Find and Replace dialog box enables you to quickly locate and change database information.The dialog box contains two tabs with options that enable you to search for and replace data.



Tab DescriptionFind Identify text to be found in the Find What text box. You can also specify the

search target, as well as the search direction.Replace Identify what to change the text to in the Replace With text box. Provide the

replacement text, the search target, as well as the search direction.

Access the Checklist tile on your LogicalCHOICE course screen for referenceinformation and job aids on How to Use Find and Replace



ACTIVITY 2-3Using Find and Replace to Modify Records

Before You BeginThe My Inventory Modify database is open, and tblInventory is displayed in Datasheet view.

ScenarioSometimes you need to make the same change to multiple records. If the change is consistent andpervasive, you might be able to use Find and Replace to make the change.

Replace all instances of the text "dec-" with "hmdecor-".a) Scroll to view records in the Dcor department.b) Observe that product codes for the Dcor department begin with "dec-", while product codes for the

Deck and Patio department begin with "deck-". These two product code prefixes are similar and maylead to data entry errors. To avoid confusion, you will change the prefix for Home Dcor items to"hmdecor-".

c) Select the ProductCode table heading to select the whole column. You will limit your search to thiscolumn.

d) Select HOMEFindReplace.

e) Verify that, within the Find and Replace dialog box, the Replace tab is selected.

Caution: The same dialog box is used for both find and replace operations, soit is good practice to verify that

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