Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams Series Created by Dr. Robert T. Grauer

Exploring Access 2016 Chapter 1 In Chapter 1, you will demonstrate an understanding of relational databases. In particular, you will learn how to use Microsoft® Access, a database management system included in the Office 2016 suite, so that you can open and enable content in a database, and then modify data in a table by adding or deleting records. You will learn how to use database utilities and work with filters and sorts. You will also create a database of your own. Introduction to Access Finding Your Way Through an Access Database Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Open, Save, and Enable Content in a Database Recognize Database Object Types Modify Data in Table Datasheet View Add Records to a Table Delete Records from a Table Use Database Utilities The objectives for this chapter are: Open, Save, and Enable Content in a Database Recognize Database Object Types Modify Data in Table Datasheet View Add Records to a Table Delete Records from a Table Use Database Utilities The objective list continues on the next slide. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Work with Filters Perform Sorts Create a Database Additional objectives for this chapter are: Work with Filters Perform Sorts Create a Database Copyright © 2017 Pearson Education, Inc.

Objective 1: Open, Save, and Enable Content in a Database In this section, the skills include: Open a Database Save a Database with a New Name Enable Content in a Database Skills:  Open a Database  Save a Database with a New Name  Enable Content in a Database Copyright © 2017 Pearson Education, Inc.

Open, Save, and Enable Content in a Database Security Warning A database is a collection of data organized as meaningful information that can be accessed, managed, stored, queried, sorted, and reported. You open a database just like any other file. The first time you open a file in Access, you will see a security warning that the file may contain harmful code. If you click Enable Content, Access will close and then reopen the database. The security warning will no longer be displayed and will not appear again for this database. This means the computer that you are working on trusts the database file. Copyright © 2017 Pearson Education, Inc.

Open, Save, and Enable Content in a Database Backstage view To save a database, click the File tab to go to Backstage view. The first time that you save the database, click Save As. There you will see an option called Save the Database As. Click the option, and then click Save As. Type a new name for the database, and click Save. Save Database As Save As Copyright © 2017 Pearson Education, Inc.

Objective 2: Recognize Database Object Types In this section, the skills include: Examine the Access Interface Explore Table Datasheet View Navigate Through Records Explore Table Design View Rename and Describe Tables Understand Relationships Between Tables Skills:  Examine the Access Interface  Explore Table Datasheet View  Navigate Through Records  Explore Table Design View  Rename and Describe Tables  Understand Relationships Between Tables Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Database Tools tab External Data tab Invoices query tab Navigation Pane Access includes some of the standard Microsoft® Office applications interface components. These include the Ribbon, the Home tab, Backstage view, and scroll bars. But there are also some components that are unique to Access. The External Data tab is used to facilitate data import and export. The Database Tools tab enables users to create relationships between tables as well as some of the more advanced features of Access. Each database object has its own tab displayed on the Navigation Pane and open objects have a tab displayed beneath the Ribbon. Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Field Record There are two ways to view a table in Access. First, we’ll explore Datasheet view. Double-clicking a table on the Navigation Pane displays Datasheet view. This view contains fields, which are the categories of information shown as columns, and records, which are the complete set of all fields about one person, place, event, or concept shown as rows. Both fields and records can be added, edited, or deleted. Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Find and Replace dialog box The navigation bar displays at the bottom of Datasheet view. It is shows the total number of records and the current record. A pencil symbol indicates the record is being edited. Navigation arrows enable you to move to the first, previous, next, or last record. The yellow asterisk adds a new blank record. The Find command is used to locate a single field or specific records. Navigation bar Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Data types Field properties Design view gives a detailed look at the table’s structure. It is used to specify the fields contained in a table as well as the data types and their associated properties. To open Design view, click the Home tab, and then click View in the Views group to toggle between Datasheet view and Design view. Design view gives greater access to the variety of properties that are available for each data type. Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Table name Table description You can give meaningful names to tables or you can choose to change the name of an existing table. To do so, make sure the table is closed. Right-click the table name in the Navigation Pane, and select Rename. Type the new name, and press Enter. Although a table description does not show unless you right-click the table and select Table Properties, descriptions can be extremely useful for providing documentation about the table. To add a table description, right-click the table name in the Navigation Pane. Select Table Properties, type the description, and then click OK. Copyright © 2017 Pearson Education, Inc.

Recognize Database Object Types Relationship between Suppliers and Products tables Join line A relationship, or a connection between two tables, provides the ability to efficiently combine data from related tables to create queries, forms, and reports. In Design view, relationships can be created between two tables using join lines. Copyright © 2017 Pearson Education, Inc.

Objective 3: Modify Data in Table Datasheet View In this section, the skills include: Understand the Difference Between Working in Storage and Memory Change Data in Table Datasheet View Skills:  Understand the Difference Between Working in Storage and Memory  Change Data in Table Datasheet View Copyright © 2017 Pearson Education, Inc.

Modify Data in Table Datasheet View Save Undo In Access, your work is automatically saved each time you move the insertion point to a new record. This is because Access works from storage such as your hard drive. You will only be prompted to save your work if you make changes to the design of the table such as changing the font or background color. You can only undo the most recent change to a single record if you do so immediately after making that change. Copyright © 2017 Pearson Education, Inc.

Modify Data in Table Datasheet View Changed record To edit a record, tab to the desired field and type the new data. Once you start typing, all existing data in that field is erased. In this example, two fields in record 4 have been changed to Cameron Eric from Peacock Margaret. Copyright © 2017 Pearson Education, Inc.

Objective 4: Add Records to a Table In this section, the skill is: Add Records to a Table Skills:  Add Records to a Table Copyright © 2017 Pearson Education, Inc.

Add Records to a Table Home tab New Records group Databases frequently need to be updated. To add a new record to a table, open it in Datasheet view. Click New in the Records group of the Home tab, and begin typing. The pencil icon indicates a new record. Press Tab to move to the following field, enter data, and repeat as needed to input all of the new information. Click elsewhere, or press Tab to move to another record, and automatically save your changes. Pencil indicating a new record Copyright © 2017 Pearson Education, Inc.

Objective 5: Delete Records from a Table In this section, the skill is: Delete Records From a Table Skills:  Delete Records from a Table Copyright © 2017 Pearson Education, Inc.

Delete Records from a Table Record selector Selected record To delete a record, click the record selector. Click Delete in the Records group on the Home tab. You will need to click Yes in the warning box to delete the record. Although it is possible to delete records, it is not always a good idea. Deleting a record means the data no longer exists and therefore access to that data is no longer possible. In addition, another table may be using that same record. As an alternative to deletion, a new Yes/No field may be added to indicate whether the record is still relevant. Copyright © 2017 Pearson Education, Inc.

Objective 6: Use Database Utilities In this section, the skills include: Back Up a Database Compact and Repair a Database Encrypt a Database Print Information Skills:  Back Up a Database  Compact and Repair a Database  Encrypt a Database  Print Information Copyright © 2017 Pearson Education, Inc.

Use Database Utilities Save Database As Advanced Save As Back Up Database Back Up Database is a utility that creates a duplicate copy of the entire database to protect from loss or damage. It is a good idea to store the backup copy in a different location than the original database in case of hardware failure. Access names the backup copy with the same filename but adds an underscore and the current date. You will find the Back Up Database utility by clicking File and then Save As. Next click Save Database As and Back up Database in the Advanced group. Click Save As, select a location, and then click Save. Save As button Copyright © 2017 Pearson Education, Inc.

Use Database Utilities Benefits Reduce size of database Fix existing errors Manual steps File Info Compact and Repair Database Automated steps File, then Options Current Database Compact on Close check box OK There are a number of other tools that can be used to protect, maintain, and improve performance of a database. Databases expand with everyday use and may become corrupt. To help guard against this, the Compact and Repair Database utility should be used. This utility reduces the size of the database and fixes errors that may exist. You can run this utility manually, or configure Access to perform this automatically each time the database is closed. Copyright © 2017 Pearson Education, Inc.

Use Database Utilities Open Exclusive mode Close the database Leave Access open File, then Open Browse for database Select database Open arrow, Open Exclusive mode Add password File Encrypt with Password Type, then re-enter password OK Encrypting a database enables you to password-protect it. To add a password, you must be in Open Exclusive mode meaning that you are the only one currently using the database. With the database closed, but with Access open, click File. Click Open, and Browse to locate the database needed. Select the database, and click the Open arrow (not the Open button). Select Open Exclusive from the list. You are now ready to add a password. Click File again. Click Encrypt with Password. When the Set Database Password opens, type the password. You will need to re-enter the password in the Verify box and click OK. Copyright © 2017 Pearson Education, Inc.

Use Database Utilities Close Print Preview Print Although Access is intended to store data electronically, you also can print out information from any database object (table, query, form, or report). It is a good idea to preview your work before printing. To do so, click File, and click Print. Click Print Preview to see how the information will look. Change any settings that you may need to adjust such as layout or margins. Click Print, and click OK to actually print the information. Copyright © 2017 Pearson Education, Inc.

Objective 7: Work with Filters In this section, the skills include: Use a Selection Filter to Find Exact Matches Use a Selection Filter to Find Records Containing a Value Use Filter by Form Skills:  Use a Selection Filter to Find Exact Matches  Use a Selection Filter to Find Records Containing a Value  Use Filter by Form Copyright © 2017 Pearson Education, Inc.

Work with Filters Toggle Filter Number of records meeting the criterion A selection filter displays only the records that match a criterion you select. You can find records that equal a criterion regardless of case. For example, if you filter the name field and select “equals Eric”—the search results may include Eric, ERIC, or eric. The search results are filtered so that only the number of search results meeting the criterion are displayed even if the table contains many more records. You use the Toggle Filter to remove any criteria and display all records within the table. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Work with Filters Record contains Eric Record matches Eric The Selection Filter enables you to find records contain a criterion. Filtering the name field for records containing Eric, you might see Eric in all cases, as well as Erica or Broderick or others that contain the letters e-r-i-c in that order somewhere within the field. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Work with Filters Filter By Form Sample criteria Filter by Form is another method to search for records. It enables you to use multiple criteria for your search. When using this method, Access hides all of the records and then creates a blank form in a design grid. An advantage of this type of filter is that it enables you to use logical operators such as AND and OR, or you can use comparison operators such as equal, not equal, greater than, or less than. Copyright © 2017 Pearson Education, Inc.

Objective 8: Perform Sorts In this section, the skill is: Sort Table Data Skills:  Sort Table Data Copyright © 2017 Pearson Education, Inc.

Perform Sorts Records sorted by City value A sort lists records in a specific sequence. For example, records could be listed alphabetically or by ascending numerical order. Access can sort records by multiple criteria using the left-most column as the first criterion. For this reason, it is important to arrange your columns in the order you want to sort. Copyright © 2017 Pearson Education, Inc.

Objective 9: Create a Database In this section, the skills include: Create a Blank Desktop Database Create a Desktop Database Using a Template Add Records to a Downloaded Desktop Database Explore the Database Objects in a Downloaded Desktop Database Template Create a Table Using an Application Part Create a Web App Using a Template Skills:  Create a Blank Desktop Database  Create a Desktop Database Using a Template  Add Records to a Downloaded Desktop Database  Explore the Database Objects in a Downloaded Desktop Database Template  Create a Table Using an Application Part  Create a Web App Using a Template Copyright © 2017 Pearson Education, Inc.

Create a Database Blank desktop database file Create There are several instances when you want to be able to create a blank database. For example, you may have information that is an Excel spreadsheet. Using a blank database, you can import that structure and information to the database. Or you may be starting a new project, and you need to design your own tables for the project. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Create a Database Getting Started page Templates have several benefits. They save time during the creation process and are easier for new Access users to use. After selecting your template, a Getting Start page displays. This page helps you learn more about the database and its features. After reviewing it, you are ready to develop your database. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Create a Database Navigation Pane Enter data A desktop database template contains objects in the Navigation Pane just as you would expect to find in an Access database. Once you are familiar with the design, you are ready to enter data. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Create a Database Predefined objects Templates come with a varying amount of predefined, professionally designed tables, queries, forms, and reports. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Create a Database Application parts An application part enables you to add a set of common Access components to an existing database, such as a table, form, and report for a related task. Using an application part helps you avoid having to create an entirely new database. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Create a Database Create Web app using SharePoint Click File, New, Custom web app Type the App Name Input the web location Click Create Tables can be created manually, from a template, or an existing data source Migrate to a SharePoint server Click File, Save As Click SharePoint, Save As Input the location on server, Save An Access Web app is a type of database that lets you build a browser-based database app. You can share and use a database in the cloud. It requires access to a host server such as SharePoint or Office 365. In a business environment, you may need to migrate the database you have created to a SharePoint server. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Summary Access database objects include: Tables Forms Queries Reports You can add, modify, and delete records Database utilities protect data Filters and sorts display data in different ways You can create a blank desktop database using a template A table stores the information in fields and records. A form enables simplified data input and modification. A query is a question you ask about the data within the database. A report provides professionally formatted information from tables and queries. Records can be modified or new ones added. Records that are no longer needed can be deleted. Available database utilities include the Back Up Database utility and the Compact and Repair utility. You can also encrypt the database with a password, or print information from the database. Filters and sorts are used to display the information in different ways. Creating a database with a blank desktop database enables you to create a database with specific requirements. A template can be used to speed up the process. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Questions ? Whether you realize it, you interact with databases nearly every day. It is important to understand the fundamentals of how databases work. Are there any questions? Copyright © 2017 Pearson Education, Inc.

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