Key Applications Module Lesson 21 — Access Essentials Computer Literacy BASICS

Computer Literacy BASICS Objectives Identify the parts of the Access screen. Understand the purpose of the database objects. Create a table using a Wizard. Enter records in a database. Change the column width. Computer Literacy BASICS

Computer Literacy BASICS Objectives (cont.) Add and delete fields. Change field properties. Edit, add, and delete records. Computer Literacy BASICS

Computer Literacy BASICS Vocabulary Datasheet Datasheet view Design view Entry Field Field name Field properties Primary key Record Record selector Computer Literacy BASICS

Computer Literacy BASICS Access Databases A database is a collection of related information organized for rapid search and retrieval. Databases can contain all types of data from an address or membership list to schedules to inventory information or a library catalog. Access is the Microsoft Office database program that enables you to organize and manipulate data in many ways. Computer Literacy BASICS

Computer Literacy BASICS Using a Database Databases and spreadsheets are very similar in appearance. Like spreadsheets, databases are composed of rows and columns and both enable you to organize, sort, and calculate the data. Yet a database offers much more comprehensive functions for entering, organizing, and reporting data. Computer Literacy BASICS

Computer Literacy BASICS The Access Screen The user interface for Access is similar to other Office 2003 applications. There is a title bar, a menu bar, and a status bar. But unlike Word and Excel, Access does not have a standard document view. The Access screen changes based on which feature or object you are working on. Many of the Access menu options and toolbar buttons also are unique to Access. Computer Literacy BASICS

Parts of the Access Screen Title bar Menu bar Database toolbar Getting Started task pane Status bar Computer Literacy BASICS

Computer Literacy BASICS Access Features Tables: All database data is stored in tables in rows and columns. Queries: Questions you ask about the data. Forms: Display data in a form format. Pages: Enable you to design database objects to be published on the Web. Macros: Used to automate tasks. Modules: Perform more complex operations than can be handled by macros. Computer Literacy BASICS

An Access Database Window Objects bar Toolbar Database Objects window Computer Literacy BASICS

Creating a Database Table When you create a new database, the first thing you need to create is a table. Tables contain fields and records. A field is a single piece of information, such as a name or customer number. A record is a collection of related fields. You can designate one or more fields as a primary key to uniquely identify each record. You can create as many tables as you need to hold your data. Computer Literacy BASICS

Datasheet View and Design View Access Database tables can be displayed in Datasheet view or Design view. Datasheet view displays the table data in rows and columns. Design view displays the field definitions. Computer Literacy BASICS

A Table in Database View Computer Literacy BASICS

Computer Literacy BASICS Saving a Database File You can only use the Save As command for naming and saving parts of an Access database. You cannot use the File Save As command to save the entire database under a new name. To rename an Access file: Open My Computer or Windows Explorer. Then locate and select the file, open the File menu, and choose Rename. You can copy or save the file in a new location before you rename it. Computer Literacy BASICS

Creating a Table Using a Wizard When you create a table using a Wizard, you respond to a series of questions about how you want to set up the table. First you will be asked to identify the fields you want in the database table. Adds the selected field to the list of fields for the new table. Computer Literacy BASICS

Creating a Table Using a Wizard (cont.) After you have selected your fields and clicked the Next button in the Table Wizard dialog box, the Wizard asks you to name your table. The dialog box displays a proposed name. If it is appropriate, accept the proposed name, or enter a new name. Computer Literacy BASICS

Creating a Table Using a Wizard (cont.) The Yes option for setting a primary key is selected as the default. The Wizard then asks what you want to do after the Wizard creates your table. In most cases, you would select Enter data directly into the table and then click Enter to create the table. Computer Literacy BASICS

Entering Records in Datasheet View When your table is in Datasheet view, it appears similar to a spreadsheet, with rows and columns. The intersection of a row and column is called a cell. Fields appear as columns, and each column has a field name – a label that helps identify the field. When you enter data into a cell, it is called an entry. Click in a cell and key the data for that field. You can use the mouse to move from cell to cell or use keyboard commands. Computer Literacy BASICS

Navigating in Datasheet View Computer Literacy BASICS

Modifying a Database Table Tables can be modified even after data has been entered. You can modify tables in Datasheet view or Design view. One modification commonly needed in a database table is changing the default column width. Computer Literacy BASICS

Computer Literacy BASICS Changing Column Width To adjust the column width in a database table: Drag the column border. Or enter a specific width in the Column Width dialog box accessed from the Format menu. You can also use the Best Fit command to let Access select the appropriate column width. The Column Width dialog box Computer Literacy BASICS

Adding and Deleting Fields Fields can be added to or removed from a table in Datasheet or Design view, but it is easier to do in Design view. You can insert a new field at the end of the table. You can also insert a new field between existing fields in the table using the Insert menu and the Rows command. You can delete a field by clicking its row header button and then clicking the Delete Rows button on the toolbar. Computer Literacy BASICS

Changing Field Properties In Design view, you can set or change the data type for each field. The default data type for a field is regular text. When you select a data type, a dialog box displays several options for field properties. The properties shown vary by data type. You can set any of the properties to customize the data in that field. Computer Literacy BASICS

Computer Literacy BASICS Data Type Options Click in the Data Type cell next to a field in Design view to display a list of data type options. Date/Time format options Computer Literacy BASICS

Computer Literacy BASICS Navigation Buttons The navigation bar in Datasheet view lets you Go to the first record in the table. Go to the previous record. Go to a specific record number. Go to the next record in the table. Go to the last record in the table. Create a new record. Next Record Previous Record New Record First Record Record Number box Last Record Computer Literacy BASICS

Editing Database Records When you find the record you want, click in any field to select it and modify the data as desired. If you make a mistake in editing a field, click the Undo button to reverse the change, but you must click Undo before you edit another field in the table. Computer Literacy BASICS

Computer Literacy BASICS Deleting Records To delete a record from a table: Select the record by clicking the record selector at the left edge of the row. Press the Delete key and then click Yes in the delete confirmation box. Computer Literacy BASICS

Computer Literacy BASICS Adding Records To add a record to the table: Click the New Record button on the navigation bar. Click in the fields and enter the data for the new record. Computer Literacy BASICS

Computer Literacy BASICS Cut, Copy, and Paste Data Selected data also can be copied or moved from one location in a database table to a new location within the same table or to a different table. You can use the Cut, Copy, and Paste commands that you learned in other Office applications. Access stores cut or copied data in the Clipboard. Use the Cut, Copy, and Paste buttons on the toolbar, choose the commands from the Edit menu, or right-click the selected data and then choose a command from the shortcut menu. Computer Literacy BASICS

Computer Literacy BASICS Summary Many parts of the Access screen are similar to other Office XP applications. However, Access also has several different toolbar buttons and menus to perform tasks unique to Access. Database objects work together to help you organize and report the information stored in the database. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) Tables are the primary objects in a database. All other objects are based on data stored in tables. You use Datasheet view to enter records in a table. A table can be modified after it is created, even after data records have been entered into it. You can edit a table in Datasheet view or in Design view. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) In Design view, you can specify the data type for each field. The field properties are specifications that allow you to customize the data type settings. Text is the default field property for a cell. Access provides several navigation buttons to make it easy for you to move around in a table. If you make a mistake adding or editing data, you can choose the Undo command to reverse your last action. Computer Literacy BASICS

Computer Literacy BASICS Summary (cont.) You can add and delete records in a table while working in Datasheet view. New records are added at the end of the table. To delete a record, you must first select the entire row containing the record. Selected data can be copied or moved from location to another in an Access table, or to another table, using the Cut, Copy, and Paste commands. The cut or copied data is stored in the Clipboard. Computer Literacy BASICS