section 1 skills maintaining data in access tables

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SECTION 1 SKILLSMaintaining Data in Access Tables

1.1 Understand Database Concepts

1.1 Open a Database and Table Datasheet

1.1Understand Database Terminology

1.1 Plan and Design a Database

1.2 Explore Access Objects

1.2 Explore the User Interface

1.3 Adjust Column Widths

1.3 Navigate in Datasheet View

CHECKPOINT 1

1.4 Find and Edit Records

1.5 Add Records to a Datasheet

1.6 Add Records Using a Form

1.7 Delete Records

1.8 Sort Records

1.8 Move Columns

CHECKPOINT 2

1.9 Apply and Remove Filters

1.10 Preview and Print

1.10 Change Page Orientation

1.10 Change Margins

1.11 Use Help

1.11 Hide Columns in a Datasheet

CHECKPOINT 3

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Understand Database Concepts Organizations use a database to keep track of customers,

suppliers, employees, inventory, sales, orders, purchases, and more.

A database can be defined as a collection of data that has been organized so that the data can be easily stored, sorted, extracted, and reported.

A key concept for understanding databases is that the data has to be organized.

Data is organized first into a series of tables within the database where one table contains all of the data that describe a person, place, object, event, or other subject.


Open a Database and Table Datasheet

To start Microsoft Access 2010:1. Click the Start button on the

Taskbar.2. Point to All Programs at the

pop-up menu.3. Click Microsoft Office.4. Click Microsoft Access 2010.

Start button


Open a Database and Table Datasheet…continued

work area

Minimize the ribbon button

Title bartabs

groupQuick Access toolbar

Navigation pane

Status bar



To open a database:1. Click the Open button at

the New tab Backstage view.

2. At the Open dialog box, navigate to the desired folder.

3. Double-click the desired file.

Open dialog box

Open button



To open a table datasheet:1. Open the database file.2. Double-click the desired

table name in the Tables category in the Navigation pane.

Navigation pane


Understand Database Terminology Within each table, the data is further broken down into small

units of information about the subject called fields. All of the data about one subject in the table—for example,

one customer—is called a record. Within the database a series of objects exist which can be

used to enter, manage, and view data. The first objects created are the tables. Once a table exists,

other objects can be created that use the table structure to provide other means to enter and view the data.


Understand Database Terminology…continuedEach object opens in a tab in the work area.

field names

Each row is one record in the table.

Record Navigation bar Each column represents a field in the table.


Understand Database Terminology…continued

Element DescriptionField A single component of information about a

person, place, item, or object.Record All of the fields related to one logical unit in the

table such as a customer, supplier, contact, or inventory item.

Table All of the related records for one logical group.Database A file containing related tables and objects.


Plan and Design a Database

database diagram


Plan and Design a Database…continued

Step Description1. Determine the purpose

of the database.Describe who will use the database and for what purpose. This helps focus the efforts for the remaining steps on the mission the database is to fulfill.

2. Determine all of the data that will need to be tracked in the database.

Gather all of the data elements that you will need to store in the database. You can find this information by looking at records of invoices, inventory lists, purchase orders, and so on. You can also ask individuals what information they want to get out of the database to help you determine the required data.

3. Group the data elements into tables.

Divide the information into subjects (also referred to as entities) so that one table will be about one subject only.


Plan and Design a Database…continuedStep Description4. Decide the fields and

field names for each table.

Break down each data element into its smallest unit. For example, a person’s name could be broken down into first name, middle name, and last name.

5. Make sure each table includes a field that will be used to uniquely identify each record in the table.

Access can create an ID field if you do not have an existing unique identification number such as a product number, student number, social security number, or similar field.

6. Decide which tables need to be linked by a relationship and include in the table the common field upon which to join the tables if necessary.

Identifying relationships at this stage helps you determine if you need to add a field to a related table to allow you to join the table. You will learn more about relationships in Section 2.


Explore Access ObjectsObject DescriptionTable Organizes data in fields (columns) and records (rows); a database

must contain at least one table. The table is the base upon which other objects are created.

Query Used to display data from one or more tables that meets a conditional statement and/or to perform calculations; for example, display only those records in which the city is Toronto

Form Allows fields and records to be presented in a different layout than the datasheet; used to facilitate data entry and maintenance

Report Prints data from tables or queriesMacro Automates repetitive tasksModule Advanced automation through programming using Visual Basic for

Applications


Explore Access Objects…continued

To open a query: 1. Open the database file.2. Double-click the query

name in the Queries category in the Navigation pane.

Navigation pane



To open a form: 1. Open the database file.2. Double-click the form

name in the Forms category in the Navigation pane.

Record Navigation bar



To open a report: 1. Open the database file.2. Double-click the report

name in the Reports category in the Navigation pane.

Reports category


Explore the User Interface

To change the database object view: 1. Click the down-pointing

arrow on the View button in the Views group of the Home tab.

2. Click the desired view.

View button arrow


Explore the User Interface…continued

To change the Navigation pane view: 1. Click the down-pointing

arrow to the right of All Access Objects at the top of the Navigation pane.

2. Click the desired view at the drop-down list.

All Access Objects arrow


Adjust Column Widths

To adjust the column width using the More button: 1. Position the insertion point

in the desired column.2. Click the More button in

the Records group in the Home tab.

3. Click Field Width in the drop-down list.

4. Type the Column Width value or click Best Fit in the Column Width dialog box.

5. Click OK.

More button

Column Width dialog box


Adjust Column Widths…continued

To adjust the column width using the mouse: 1. Drag or double-click the

right column boundary line in the header row.

pointer on column boundary


Navigate in Datasheet View

Record Navigation bar


Navigate in Datasheet View…continued

Press To move toHome first field in the current recordEnd last field in the current recordTab next field in the current recordShift + Tab previous field in the current recordCtrl + Home first field in the first recordCtrl + End last field in the last record


CHECKPOINT 11) A key concept for understanding

databases is that the data has to be what?a. in orderb. duplicatedc. organizedd. extensive

3) This is the name for all of the fields related to one logical unit.a. fieldb. recordc. tabled. database

2) This is the name for a single component of information about a person, place, item, or object.a. fieldb. recordc. tabled. database

4) Pressing this keyboard shortcut navigates to the first field in the first record.a. Tabb. Shift + Tabc. Ctrl + Homed. Shift + Home

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Find and Edit Records

To find a record: 1. Click in any row in the

field by which you want to search.

2. Click the Find button in the Find group in the Home tab.

3. Type the search text in the Find What text box.

4. Click Find Next.

Find What text box

The search text is automatically selected in the field.


Find and Edit Records…continued

To find text using Match options: 1. Click in any row in the field

by which you want to search.2. Click the Find button in the

Find group in the Home tab.3. Type the search text in the

Find What text box.4. Click the Match option

arrow.5. Click the desired option in

the drop-down list.6. Click Find Next.

Match option arrow


Find and Edit Records…continued

To edit records: 1. Click the insertion point

in the field.2. Edit as desired.3. Click in any other record

to save the changes to the record.

pencil icon


Add Records to a Datasheet

To add records to a datasheet: 1. Open the table.2. Click the New (blank)

record button in the Navigation bar.

3. Type the data in the fields.OR4. Open the table.5. Click the New button in the

Records group in the Home tab.

6. Type the data in the fields.

New (blank) record button


Add Records to a Datasheet…continued In each table one field is designated as the primary key. A primary key is the field by which the table is sorted

whenever the table is opened. The primary key field must contain unique data for each

record. When a new record is being added to the table, Access checks

to ensure there is no existing record with the same data in the primary key. If there is, Access displays an error message indicating duplicate values exist and will not allow the record to be saved.

The primary key field cannot be left blank when a new record is being added, since it is the field that is used to sort and check for duplicates.


Add Records Using a Form

To add a record in Form view: 1. Open the form.2. Click the New (blank)

record button in the Navigation bar.

3. Type the data in the fields.OR4. Open the form.5. Click the New button in the

Records group in the Home tab.

6. Type the data in the fields.

Form view


Add Records Using a Form…continued

Press To move toPage Down next recordPage Up previous recordCtrl + End last field in the last recordCtrl + Home first field in the first record


Delete Records

To delete a record: 1. Open the table datasheet

or form.2. Select the record to be

deleted.3. Click the Delete button in

the Records groups of the Home tab.

4. Click Yes.

record selector bar

Delete button

confirmation message


Sort Records

To sort the datasheet by a single field: 1. Open the table.2. Click in the column by

which to sort.3. Click the Ascending or

Descending button in the Sort & Filter group in the Home tab.

Descending button

Ascending button


Sort Records…continued

To sort the datasheet by multiple fields: 1. Open the table.2. If necessary, move the

columns to accommodate the desired order.

3. Select the columns from left to right in order of the sort.

4. Click the Ascending or Descending button in the Sort & Filter group in the Home tab.

selected columns


Move Columns

To move a column: 1. Position the mouse pointer in the

desired column heading until the pointer changes to a downward-pointing black arrow.

2. Click the left mouse button. 3. Move the pointer to the column

heading until the white arrow pointer appears.

4. Hold down the left mouse button.5. Drag the column to the desired

location.6. Release the mouse.

downward-pointing black arrow

move pointer


CHECKPOINT 21) This command can be used to

quickly move the insertion point to a specific record in a table.a. Locateb. Findc. Replaced. Search

3) Insert a new record using the New button in this tab.a. Homeb. Createc. Filed. External Data

2) Press this function key to turn on Edit mode.a. F1b. F2c. F3d. F4

4) Clicking this button sorts the records in order starting with Z through A.a. Firstb. Lastc. Ascendingd. Descending

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Apply and Remove Filters

To filter records: 1. Open the table.2. Click in the field by which to

filter.3. Click the Filter button in the

Sort & Filter group in the Home tab or click the down-pointing arrow next to the field name.

4. Clear check boxes for items you do not want to view.

5. Click OK.

check box

Filter and Sort icons


Apply and Remove Filters…continued

To remove a filter: 1. Click the Toggle Filter

button in the Sort & Filter group in the Home tab.

Toggle Filter button



To filter by form: 1. Click the Advanced button

in the Sort & Filter group in the Home tab.

2. Click the Filter By Form option at the drop-down list.

3. Specify the field value by using the drop-down lists in the fields in the blank row.

Advanced button



To clear filter settings: 1. Click the Advanced

button in the Sort & Filter group in the Home tab.

2. Click the Clear Grid option at the drop-down list.

Clear Grid option



To use the Or tab:1. Click the down-pointing

arrow in the first column and click the first filter criteria.

2. Click the Or tab.3. Click the down-pointing

arrow in the next column and click the second filter criteria.

4. Click the Toggle Filter button in the Sort & Filter group in the Home tab.

first filter criteria

Or tab


Preview and Print

To preview a datasheet: 1. Open the database

and table.2. Click the File tab.3. Click the Print tab.4. Click Print Preview.

Print Preview tab


Preview and Print…continued

To print a datasheet: 1. Open the database

and table.2. Click the File tab.3. Click the Print tab.4. Click the Print button.5. Click OK.

Print button


Change Page Orientation

To change to landscape orientation: 1. Display the datasheet in the

Print Preview window.2. Click the Landscape button

in the Page Layout group.3. Click the Close Print

Preview button. Landscape button


Change Margins

To set custom margins: 1. Display the datasheet in

the Print Preview window.

2. Click the Page Setup button in the Page Layout group.

3. Change the margins in the Page Setup dialog box to the desired settings.

4. Click OK.Page Setup dialog box


Use Help

To use Help resources: 1. Click the Microsoft Access

Help button.2. Type the term, phrase, or

question in the Search text box.

3. Click the Search button.4. Click a topic from the Results

list.5. If necessary, continue

selecting topics or hyperlinks.6. Close the Access Help

window.

Search text box


Hide Columns in a Datasheet

To hide a column: 1. Right-click the field name in

the header row of the datasheet.

2. Click the Hide Fields option at the shortcut menu.

Hide Fields option


CHECKPOINT 31) This is used to view only those

records that meet specified criteria.a. Sortb. Filterc. Print Previewd. View Selected

3) By default, Access prints a datasheet in this orientation.a. Galleryb. Scenec. Landscaped. Portrait

2) Use this tab to filter by more than one criteria within a field.a. Plusb. Andc. Ord. Include

4) You can change margins in this tab.a. Print Previewb. Homec. Created. External Data

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section 1 skills maintaining data in access tables

Documents

access tables

database objects

table structure

table datasheetto

view data

open microsoft access

maintenancereportprints

data entry