Lesson 28: Exploring Access 2010

2 Learning Objectives After studying this lesson, you will be able to:  Define database and key terms associated with databases  Identify objects contained in modern databases and explain how they are used  Launch Access 2010 and identify elements of the application window  Create a new blank database and database table  Use the Navigation Pane and enter data into a table  Save and close database objects  Preview and print datasheets  Use Help  Close a database and exit Access 2010

Database Defined What is a database?  A collection of related data stored together in one electronic file 3

Database Structures Flat database files Relational database files 4 Repetitive data

Organizing Data into Tables A typical clinic statement might include: Distributed among these tables: 5

Launching Access 2010 Same basic procedures used to launch other computer programs 6

Exploring the Access Environment 7 Backstage view Templates Create a blank database

Creating a Blank Database Name and save the database first 8 Filename for new database Browse to a folder

Features of the Database Window 9 Navigation Pane Ribbon tabs Shutter Bar Open/Close button Table1

Identifying Object Types Four basic types of objects  Tables: Hold data  Queries: Search table data  Forms: Input table data  Reports: Report table data as meaningful information Each object type is represented by a different icon  Tables:  Queries:  Forms:  Reports: 10

Using the Navigation Pane Shutter button opens and closes the Navigation Pane Organization appears in the Navigation Pane banner Navigation Pane banner menu button ▼ displays the Navigation Pane menu Choose a different organization from the Navigation Pane menu Expand and collapse buttons to show/hide each object list 11

The Navigation Pane Menu 12 Menu button Ways to organize the Navigation Pane Active display features

Creating Tables in Datasheet View Access creates the first table when you create a new blank database. Table is generically named Table1 Additional tabs appear on Ribbon: 13 Table Tools: Fields & Table

Three Basic Terms Used in Databases Field  The basic unit of database tables  Holds one piece of data—first name, last name, street Record  A collection of all fields related to one item  All fields for a person or company File  A collection of all related records stored together  All customers or all suppliers 14

Navigating Datasheets Tables and queries display in a row and column layout called a datasheet Datasheet resembles an Excel spreadsheet To move from column to column, press [Tab] or [Enter] or click the cell 15 Navigation buttons

Table Guidelines Each table has a primary key field Primary key fields must contain data Tables share at least one field with other tables in the database Fields shared with other tables are foreign keys 16

Data Types 17 Some are self-explanatory Most common types:  Text  Number  Currency  Date & Time Each data type has unique characteristics and limitations

Entering Data into a Table Datasheet Click the New Record button Press [Tab] or [Enter] to move to the next column The new row is identified with an asterisk 18

Previewing and Printing Data Printing procedures unique to Access 19

Closing Databases & Exiting Access Closing Databases  File > Close Database  [Ctrl]+[F4] closes open objects such as tables Exiting Access  File > Exit  [Alt]+[F4]  Access 2010 application window Close button 20

Lesson 28: Exploring Access 2010