access07 l1 ch1

Copyright 2007, Paradigm Publishing Inc.

ACCESS 2007Chapter 1

BACK NEXT END

1-1

LINKS TO OBJECTIVES

• Create and Open a Database

• Open and Close Database Objects

• Organize Data into Tables

• Determine Fields• Assign Data Types• Create and Saving

a Table• Enter Data in a

Table• Print a Table• Add and Delete

Records• Features Summary

CREATING DATABASE TABLES

Microsoft Access 2007 – Level 1Microsoft Access 2007 – Level 1

Chapter 1Chapter 1



BACK NEXT END

1-2

LINKS TO OBJECTIVES








Performance ObjectivesPerformance Objectives

• Open and close database objects• Organize data into tables• Determine fields and assign data types in

a table• Create and save a table• Enter data into a database table• Open and print a database table• Add and delete records in a database

table



BACK NEXT END

1-3

LINKS TO OBJECTIVES








Features of DatabasesFeatures of Databases

• Manage business information such as– Customer names, addresses, phone numbers

– Products information

– Services performed for clients

• Organize, store, maintain, retrieve, sort, and print all or selected data

• Databases contain objects related to data – Data stored in table objects

– Other objects: forms, queries, reports



BACK NEXT END

1-4

LINKS TO OBJECTIVES








Opening AccessOpening Access

Click

Only one database can be open at a time



BACK NEXT END

1-5

LINKS TO OBJECTIVES








Creating / Opening a DatabaseCreating / Opening a Database

Click to create a new database

Click to open a database used recently

Click to create a new database from a template



BACK NEXT END

1-6

LINKS TO OBJECTIVES








Creating a Database …/2Creating a Database …/2

A new database …

Click

Give it a nameClick

Database will open with an open, blank table



BACK NEXT END

1-7

LINKS TO OBJECTIVES








Microsoft Access ScreenMicrosoft Access Screen

Title Bar

Message Bar

Navigation paneTables, Queries,Forms, Reports

Work Areacan hold more than one object

Quick Access Toolbar

StatusBar

Ribbon



BACK NEXT END

1-8

LINKS TO OBJECTIVES








Opening and Closing DB ObjectsOpening and Closing DB Objects

Double-click to open any object in the Navigation area into the Work area

Click X to Close the object



BACK NEXT END

1-9

LINKS TO OBJECTIVES








Organizing DataOrganizing Data

S. Smith

field

S. Smith 100 Main

field

10040

field field

100 West

field

records

database table

Organize data in related tablessince Access is a relational databasesince Access is a relational database

60611

60611

10040

New York

Chicago

database table



BACK NEXT END

1-10

LINKS TO OBJECTIVES








Determining FieldsDetermining Fields

• Determine how you plan to use the data, based on current / future needs

• Determine field names and types– unique name for each field

– name should describe field contents

– each may contain up to 64 characters

– may contain letters, numbers, spaces, and most symbols

– cannot begin with a space

• Decide on the tables to hold each set of fields, while eliminating or minimizing duplication



BACK NEXT END

1-11

LINKS TO OBJECTIVES








Assigning Data TypesAssigning Data Types

Text

Memo

Number

Currency

Date/Time

AutoNumber

Yes/No

OLE Object

Hyperlink

Lookup Wizard

Assign a data type and size to each field

to control data entry and display



BACK NEXT END

1-12

LINKS TO OBJECTIVES








Creating a TableCreating a Table

A new database …

An existing database …Click

Fields, types, and sizes must be defined

Blank table provided



BACK NEXT END

1-13

LINKS TO OBJECTIVES








Creating a Table …/2Creating a Table …/2

Datasheet View shows fields in the table; used for entering data

Design View shows the table structure; used to show field names, types, sizes, etc.

Click and type name to add a field

Click to switch views

quickly(toggle)



BACK NEXT END

1-14

LINKS TO OBJECTIVES








Changing the Field SizeChanging the Field Size

Click to change field

sizefor desired

field



BACK NEXT END

1-15

LINKS TO OBJECTIVES








Saving a TableSaving a Table

Save button OROR

Office button, Save

Type a name Click

Ctrl + SOROR



BACK NEXT END

1-16

LINKS TO OBJECTIVES








Entering Data in a TableEntering Data in a Table

Type data for each recordPress Tab to move from field to field,

Shift + Tab to move to the previous field

Notice description in Status bar is same as Description in the table structure

Record number and record count inNavigation bar

Table in Datasheet view



BACK NEXT END

1-17

LINKS TO OBJECTIVES








Entering Data in a Table…/2Entering Data in a Table…/2

Example of how database table appears after records are entered



BACK NEXT END

1-18

LINKS TO OBJECTIVES








Printing a Table …/1Printing a Table …/1

Quick Print button

Office,Print

Quick Print sends directly to the default printer

OR



BACK NEXT END

1-19

LINKS TO OBJECTIVES








Printing a Table …/2Printing a Table …/2

Office,Print

Print opens Print dialog box to change printer, number of copies, etc.



BACK NEXT END

1-20

LINKS TO OBJECTIVES








Print Dialog BoxPrint Dialog Box

OROROffice, Print, Print Ctrl + P

Choose printer,Number of copies,Page range



BACK NEXT END

1-21

LINKS TO OBJECTIVES








Previewing a TablePreviewing a Table

Print Preview button

Office,Print

Print Preview shows how printedpage(s) will look before printing

OR



BACK NEXT END

1-22

LINKS TO OBJECTIVES








Changing Page LayoutChanging Page Layout

Change margins

Orientation

Paper size

Changes not saved with table

Open Page Setup dialog box



BACK NEXT END

1-23

LINKS TO OBJECTIVES








Changing Page Layout …/2Changing Page Layout …/2

Change margins OrientationPaper size

Changes not saved with table

Page Setup dialog box



BACK NEXT END

1-24

LINKS TO OBJECTIVES








Changing Field WidthChanging Field Width

Double-click column boundaryto adjust width to longest entry



BACK NEXT END

1-25

LINKS TO OBJECTIVES








Adding a Record to a TableAdding a Record to a Table

New Record button New Record button in the Navigation barin the Navigation bar

Type data into the appropriate fields

OROR

Ctrl + +Ctrl + +

Home tab, Home tab, NewNew

OROR

OROR

Tab past Tab past last recordlast record



BACK NEXT END

1-26

LINKS TO OBJECTIVES








Deleting a Record in a TableDeleting a Record in a Table

Click the Delete Record button Click the Delete Record button OROR

Press Delete keyPress Delete keySelect the record andSelect the record and

Read carefully and click YesRead carefully and click Yes

Click on the record and



BACK NEXT END

1-27

LINKS TO OBJECTIVES








How do you create a new Access database?

Click

Give it a nameClick

Features SummaryFeatures Summary



BACK NEXT END

1-28

LINKS TO OBJECTIVES








How do you save a table structure?

Quick AccessQuick AccessSave buttonSave button

OROROffice , SaveOffice , Save Ctrl + SCtrl + S

OROR




BACK NEXT END

1-29

LINKS TO OBJECTIVES








How do you close a table?

Click X to Close the

table




BACK NEXT END

1-30

LINKS TO OBJECTIVES








What must you determine before creating a table?

How you plan to use the data, based on current / future needs

Fields necessary: Field names, types, and sizes

Which tables will hold each set of fields, while eliminating or minimizing duplication




BACK NEXT END

1-31

LINKS TO OBJECTIVES








How do you display the Print dialog box?

OROROffice, Print, Print Ctrl + P




BACK NEXT END

1-32

LINKS TO OBJECTIVES








How do you change the margins before printing a table?

Change margins




BACK NEXT END

1-33

LINKS TO OBJECTIVES








How do you display the Page Setup dialog box?

Open Page Setup dialog box




BACK NEXT END

1-34

LINKS TO OBJECTIVES








How do you add a record to a table?

New Record buttonin Navigation bar

OROR Ctrl + +

OROR

Home tab, Home tab, NewNew

OROR

Tab past Tab past last recordlast record




BACK NEXT END

1-35

LINKS TO OBJECTIVES








How do you delete a record from a table?

Delete Record button

OROR

Select the record and press the Delete key

Select the record and click




BACK NEXT END

1-36

LINKS TO OBJECTIVES








How do you switch to Design view?

Home tab, Home tab, View View

(toggle)(toggle)




BACK NEXT END

1-37

LINKS TO OBJECTIVES








How do you switch to Datasheet view?

Home tab, Home tab, View View

(toggle)(toggle)




BACK NEXT END

1-38

LINKS TO OBJECTIVES








Coming NextComing Next

CREATING RELATIONSHIPS BETWEEN DATABASE

TABLES

Chapter 2Chapter 2

access07 l1 ch1

Technology