Microsoft Access Illustrated Unit A: Getting Started with Access 2010

Objectives Understand relational databasesUnderstand relational databases Explore a databaseExplore a database Create a databaseCreate a database Create a tableCreate a table(continued) Microsoft Office 2010-Illustrated2

Objectives (continued) Create primary keysCreate primary keys Relate two tablesRelate two tables Enter dataEnter data Edit dataEdit data Microsoft Office 2010-Illustrated3

Understanding Relational Databases Lists of information are related to one anotherLists of information are related to one another Access provides tools that allow sorting, grouping, analyzing and reporting data in many different waysAccess provides tools that allow sorting, grouping, analyzing and reporting data in many different ways Microsoft Office 2010-Illustrated4

Understanding Relational Databases There are many different types of databasesThere are many different types of databases HierarchicalHierarchical NetworkedNetworked RelationalRelational Object-OrientedObject-Oriented Access is a Relational DBMS by MicrosoftAccess is a Relational DBMS by Microsoft Microsoft Office 2010-Illustrated5

Advantages of Access Minimizes duplicate data, increasing accuracy and consistencyMinimizes duplicate data, increasing accuracy and consistency Data entry is faster and easierData entry is faster and easier Data can be viewed and sorted in many waysData can be viewed and sorted in many ways Information is more secureInformation is more secure Data can be shared and edited by several users simultaneouslyData can be shared and edited by several users simultaneously Microsoft Office 2010-Illustrated6

Access vs. Excel Microsoft Office 2010-Illustrated7 Page 3 Table A-1

Exploring a Database Access can be opened in the following ways:Access can be opened in the following ways: From the Start menuFrom the Start menu From an Access shortcut iconFrom an Access shortcut icon From a pinned program on the taskbarFrom a pinned program on the taskbar By double-clicking an Access database file on your computerBy double-clicking an Access database file on your computer Microsoft Office 2010-Illustrated8

Access Objects Microsoft Office 2010-Illustrated9 Page 5 Table A-2

Creating a Database Start by using an Access template or by opening a blank databaseStart by using an Access template or by opening a blank database Table Design View provides the most options for defining fieldsTable Design View provides the most options for defining fields Datasheet View is a spreadsheet-like view of the data in a tableDatasheet View is a spreadsheet-like view of the data in a table Microsoft Office 2010-Illustrated10

Data Types Page 7 Table A-3 Microsoft Office 2010-Illustrated11

Creating a Table 3 essential tasks in creating a table:3 essential tasks in creating a table: * Naming the table * Naming the fields * Selecting data type for each field (e.g., numbers, text, dates) Microsoft Office 2010-Illustrated12

Important Database Terminology Page 9 Table A-4 Microsoft Office 2010-Illustrated13

Creating Primary Keys Primary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this fieldPrimary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this field Primary key field relates one table to another in a one-to-many relationship; one record in the 1 st table is related to many records in the 2 nd tablePrimary key field relates one table to another in a one-to-many relationship; one record in the 1 st table is related to many records in the 2 nd table Microsoft Office 2010-Illustrated14

Designating the Primary Key Field Page 11 Figure A-11 Microsoft Office 2010-Illustrated15

Understanding Field Properties Properties = characteristics of a fieldProperties = characteristics of a field 2 properties required for every field: Field Name and Data Type2 properties required for every field: Field Name and Data Type You can add other properties, such as Field Size, Format and CaptionYou can add other properties, such as Field Size, Format and Caption More properties = more restrictions = more data entry accuracyMore properties = more restrictions = more data entry accuracy Microsoft Office 2010-Illustrated16

Relating Two Tables Tables must be linked before queries, forms or reports can be created that utilize fields from more than one tableTables must be linked before queries, forms or reports can be created that utilize fields from more than one table Tables are linked in a one-to-many relationshipTables are linked in a one-to-many relationship Microsoft Office 2010-Illustrated17

Linking Tables Page 13 Figure A-13 Microsoft Office 2010-Illustrated18

Entering Data Focus:Focus: Always highlighted in a different color to make it easier to find on the pageAlways highlighted in a different color to make it easier to find on the page Refers to which data would be entered or edited if you started typingRefers to which data would be entered or edited if you started typing Microsoft Office 2010-Illustrated19

Moving the Focus to Navigate Data Options [Tab][Tab] [Enter][Enter] Navigation buttons:Navigation buttons: Previous record Previous record Next record Next record Microsoft Office 2010-Illustrated20

Editing Data Access automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheetAccess automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheet To change the contents of an existing record, navigate to the field you want to change and type the new informationTo change the contents of an existing record, navigate to the field you want to change and type the new information Microsoft Office 2010-Illustrated21

Resizing & Moving Datasheet Columns Click and drag column separators to manually widen or narrow columnsClick and drag column separators to manually widen or narrow columns Double-click the column separator to automatically adjust width to the widest entry in the fieldDouble-click the column separator to automatically adjust width to the widest entry in the field Click the field name and drag it left or right to move a columnClick the field name and drag it left or right to move a column Microsoft Office 2010-Illustrated22

Keyboard Shortcuts for Editing Page 17 Table A-6 Microsoft Office 2010-Illustrated23

Summary Understanding relational databasesUnderstanding relational databases Exploring databasesExploring databases Creating databasesCreating databases Creating tablesCreating tables Creating primary keysCreating primary keys Relating two tablesRelating two tables Entering and editing dataEntering and editing data Microsoft Office 2010-Illustrated24