Microsoft Access 2007 – Level 1 Chapter 1 CREATING DATABASE TABLES
Performance 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
Features 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
Only one database can be open at a time Opening Access Click Only one database can be open at a time
Creating / 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
Creating a Database …/2 A new database … Click Give it a name Click Database will open with an open, blank table
Microsoft Access Screen Quick Access Toolbar Title Bar Ribbon Message Bar Work Area can hold more than one object Navigation pane Tables, Queries, Forms, Reports Status Bar
Opening and Closing DB Objects Double-click to open any object in the Navigation area into the Work area Click X to Close the object
Organize data in related tables since Access is a relational database Organizing Data S. Smith field 100 Main field field field field 60611 10040 New York records 100 West 10040 60611 Chicago database table database table Organize data in related tables since Access is a relational database
Determining 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
Assigning Data Types Text AutoNumber Memo Yes/No Number OLE Object Assign a data type and size to each field to control data entry and display Text AutoNumber Memo Yes/No Number OLE Object Currency Hyperlink Date/Time Lookup Wizard
Fields, types, and sizes must be defined Creating a Table A new database … An existing database … Blank table provided Click Fields, types, and sizes must be defined
Click to switch views quickly (toggle) Creating a Table …/2 Datasheet View shows fields in the table; used for entering data Click and type name to add a field Design View shows the table structure; used to show field names, types, sizes, etc. Click to switch views quickly (toggle)
Changing the Field Size Click to change field size for desired field
Saving a Table Save button OR Ctrl + S OR Office button, Save Type a name Click
Entering Data in a Table Table in Datasheet view Type data for each record Press 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 in Navigation bar
Entering Data in a Table…/2 Example of how database table appears after records are entered
Quick Print sends directly to the default printer Printing a Table …/1 Quick Print button OR Office, Print Quick Print sends directly to the default printer
Print opens Print dialog box to change printer, number of copies, etc. Printing a Table …/2 Office, Print Print opens Print dialog box to change printer, number of copies, etc.
Print Dialog Box Office, Print, Print OR Ctrl + P Choose printer, Number of copies, Page range
Print Preview shows how printed page(s) will look before printing Previewing a Table Print Preview button OR Office, Print Print Preview shows how printed page(s) will look before printing
Open Page Setup dialog box Changes not saved with table Changing Page Layout Orientation Open Page Setup dialog box Paper size Change margins Changes not saved with table
Changing Page Layout …/2 Page Setup dialog box Orientation Change margins Paper size Changes not saved with table
Double-click column boundary to adjust width to longest entry Changing Field Width Double-click column boundary to adjust width to longest entry
Adding a Record to a Table New Record button in the Navigation bar OR Home tab, New Tab past last record OR OR Ctrl + + Type data into the appropriate fields
Deleting a Record in a Table Click on the record and Click the Delete Record button OR Select the record and Press Delete key Read carefully and click Yes
Features Summary How do you create a new Access database? Click Give it a name Click
Features Summary How do you save a table structure? Quick Access Save button OR Office , Save OR Ctrl + S
Click X to Close the table Features Summary How do you close a table? Click X to Close the table
Features Summary 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
Features Summary How do you display the Print dialog box? Office, Print, Print OR Ctrl + P
Features Summary How do you change the margins before printing a table? Change margins
Open Page Setup dialog box Features Summary How do you display the Page Setup dialog box? Open Page Setup dialog box
Features Summary How do you add a record to a table? New Record button in Navigation bar OR Ctrl + + OR Home tab, New Tab past last record OR
Features Summary How do you delete a record from a table? Select the record and click Delete Record button OR Select the record and press the Delete key
Features Summary How do you switch to Design view? Home tab, View (toggle)
Features Summary How do you switch to Datasheet view? Home tab, View (toggle)
CREATING RELATIONSHIPS BETWEEN DATABASE TABLES Coming Next Chapter 2 CREATING RELATIONSHIPS BETWEEN DATABASE TABLES