1 Lesson 22 Getting Started with Access Essentials Computer Literacy BASICS: A Comprehensive Guide to IC 3, 3 rd Edition Morrison / Wells

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 222 Objectives Identify the parts of the Access screen. Identify and navigate objects in a database. Create a database, then create a new table and enter records in Datasheet view. Change the column width in a table in Datasheet view. Add and delete fields in Design view. Change field data types and field properties.

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 333 Objectives (continued) Add and edit records in a table in Datasheet view. Delete and copy records and fields in Datasheet view.

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 444 Vocabulary data type database datasheet entry field field name field properties primary key record relational database table

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 555 Introduction A database is a collection of related information. Access is the Microsoft Office database program that enables you to organize, retrieve, and analyze data in many ways. In a relational database, information is organized into separate subject-based tables, and the relationship of the data in one or more tables is used to bring the data together.

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 66 Identifying the Parts of the Access Screen The Access screen is similar to other Office 2007 applications. 6

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 77 Identifying the Parts of the Access Screen (continued) An Access database is composed of several objects, and each object contains several elements. 7

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 88 Identifying the Parts of the Access Screen (continued) When you first launch Access, the Getting Started with Microsoft Office Access screen appears. 8

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 99 Identifying the Parts of the Access Screen (continued) Tables store data in columns and rows. 9

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 10 Creating a New Database You can create a new database file using a blank database template or by using templates that are predefined with tables, reports, forms, and queries already created. 10

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 11 Creating a New Database (continued) Saving a Database File: When you create a new database, the first step is to name the database file. In Access, you can only use the Save As command to name and save objects in the database, or to save the database or object in a different format. You cannot use the Save As command to save the entire database under a new name. 11

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 12 Creating a New Database (continued) Creating a Table in Datasheet View: A table, often referred to as a datasheet, is the primary object in the database. At least one table must be created before any additional objects can be created. A field is a single piece of database information, such as a first name. Fields appear as columns, and each column has a field name. 12

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 13 Creating a New Database (continued) Creating a Table in Datasheet View (cont): A record is a group of related fields in a database, such as all the contact information for an individual, including first and last name, address, postal code, telephone number, and so forth. When you create a table, the default setting creates a primary key for each record, which uniquely identifies each record in the table. 13

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 14 Creating a New Database (continued) Entering Records in Datasheet View: When you enter data into a cell, it is called an entry. You can use the mouse or keyboard to navigate in a table. 14

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 15 Modifying a Database Table in Design View You can adjust the column widths just as you adjust the column widths in an Excel spreadsheet. Adding and Deleting Fields: You can add fields in either Datasheet view or Design view. Design view shows details about the structure of the object, including the data type and the field properties. 15

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 16 Modifying a Database Table in Design View (continued) Adding and Deleting Fields (cont): Data type determines what type of data the field can store. Field properties define the characteristics and behavior of a field. 16

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 17 Modifying a Database Table in Design View (continued) Adding and Deleting Fields (cont): You can change views using the View button. 17

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 18 Modifying a Database Table in Design View (continued) Changing Field Data Type and Field Properties: When you choose a data type, you can also change the field properties. 18

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 19 Adding and Editing Database Records Access provides several navigation features that make it easy for you to move around in a table to make necessary edits. 19

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 20 Adding and Editing Database Records (continued) If you make a mistake adding or editing data in a record, you can choose the Undo command. In Datasheet view, changes are saved as they are made. When you make changes in Design view and then switch to Datasheet view, you are prompted to save changes. 20

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 21 Deleting and Copying Records and Fields in Datasheet View To delete a record, you must first select the record then you can press the Delete key to remove the data. Once you have deleted a record, you cannot use Undo to restore it. You can delete multiple records at a time by selecting more than one row. 21

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 22 Deleting and Copying Records and Fields in Datasheet View (continued) Selected data can be copied or moved from one location in an Access table to a new location within the same table or to a different table. To remove a table field and all the data in the field, you delete the column, similar to how you delete a column in Excel. To change the sequence of the fields in the table, you can rearrange the sequence of the columns. 22

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 23 Summary In this lesson, you learned: Many parts of the Access screen are similar to other Office 2007 applications. However, Access also has different views to perform tasks unique to Access. The first step in creating a new database is to assign a filename to the database. The second step is to create a table. Tables are the primary objects in a database. A database can have multiple tables. All other objects are based on data stored in tables. 23

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 24 Summary (continued) You can automatically adjust table column widths in Datasheet view similar to how you adjust column widths in Excel. A table can be modified after it is created, and you can add or delete fields even after records have been entered. You can modify a table in Datasheet view or in Design view. 24

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 25 Summary (continued) You can change views using the View button. Clicking the upper portion of the View button toggles you to an alternative view, such as switching from Design view to Datasheet view. In Design view, you can specify the data type and properties for each field. Text is the default field data type. The field properties control the characteristics and behavior of a database field, such as the maximum number of characters. 25

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 26 Summary (continued) If you make a mistake adding or editing data in a record, you can choose the Undo command to reverse your last action, but once you begin entering another record, the Undo command is no longer available. Deleting records is similar to deleting rows in Excel. Once you have deleted a record, you cannot use the Undo command to restore it. 26

Lesson 22 Morrison / WellsCLB: A Comp Guide to IC 3 3E 27 Summary (continued) Selected data can be copied or moved from one location to another in an Access table, or to another table, using the Cut, Copy, and Paste commands. To change the sequence of fields in a table, you rearrange the sequence of columns. 27