Microsoft Office 2013 Try It! Chapter 4 Storing Data in Access

4 How is data organized in a database?  Microsoft Access  Useful for organizing many types of data  Designed for creating and accessing relational databases, which store data for several different but related categories  Each category of data is stored in a database table Practical Microsoft® Office

4 How is data organized in a database?  Tables are composed of records and fields 3Practical Microsoft® Office

4 How is data organized in a database?  Data can be displayed in different ways, but is most often arranged in rows and columns 4Practical Microsoft® Office

4 How is data organized in a database? 5Practical Microsoft® Office

4 What’s in the Access window?  Open Word from Windows 8 Start screen  Click Access 2013 tile or type Access, then select from list of apps  Use elements of Access program window to:  Search for online templates  Search for an existing database  Create a new database 6Practical Microsoft® Office

4 What’s in the Access window?  It is typical to open an existing database to add to or edit its data (rather than create new database)  Data can be displayed and manipulated in different ways, but databases do not display as they will be printed  Use tools in Navigation pane to create, modify, and display data 7Practical Microsoft® Office

4 What’s in the Access window? 8Practical Microsoft® Office

4 How do I create a new database?  First, save an empty database  Then create elements that make up database:  Tables  Reports  Forms  Queries 9Practical Microsoft® Office

4 How do I create a new database? 10 Practical Microsoft® Office 2013

4 How do I create tables?  Specify structure of tables, records, and fields before entering data:  Tables contains records  Records contain fields  Fields contain a type of data Practical Microsoft® Office

4 How do I create tables?  When creating a new database, Access creates an empty table named Table1  To create additional tables:  Click CREATE tab and select Table button  To define a field for a table:  Select data type  Enter field name 12Practical Microsoft® Office

4 How do I create tables? Practical Microsoft® Office

4 How do I create tables? Data typeFor fields that contain… Short TextWords and symbols of up to 255 characters in length Long TextVariable length data (e.g., comments, notes, reviews) NumberNumeric data that will be used in calculations Date & TimeDates and times AutoNumberA unique number (automatically entered as each new record is entered) Yes/NoSimple Yes/No or True/False data 14Practical Microsoft® Office

4 How do I create tables?  Field names  Use consistent spacing and capitalization for all fields  Maximum length: 64 characters (but aim for 20 characters or less)  Can be changed at any time 15Practical Microsoft® Office

4 How do I create tables? 16Practical Microsoft® Office

4 How do I create tables?  Empty table contains an ID field designed to be used as the primary key  Field that uniquely identifies each record  Must contain unique data for each record; no two records can be assigned the same value for this field  Default data type is AutoNumber  Can be modified by changing field name and data type 17Practical Microsoft® Office

4 How do I create tables? 18Practical Microsoft® Office

4 How do I save tables?  To save a table:  Click Save icon on Quick Access toolbar  Give table a name so it will appear in Tables list  Use a unique, descriptive name  All tables in database are stored in same database file 19Practical Microsoft® Office

4 How do I save tables? 20Practical Microsoft® Office

4 How do I save tables?  Save frequently as a precaution  To open a table the next time:  Open database, then double-click table name in Navigation pane Practical Microsoft® Office

4 How do I enter and edit data in a table?  Once fields are defined, enter data in empty record displayed by Access  Use Tab key or Enter key to move from one field to the next  Enter data in a consistent manner (e.g., don't use PG-13 and PG 13 in same database) 22Practical Microsoft® Office

4 How do I enter and edit data in a table?  To edit data:  Click cell containing data  Use left-arrow and right-arrow keys to move insertion point  Use Backspace and Delete keys to delete text to left or right of insertion point 23Practical Microsoft® Office

4 How do I enter and edit data in a table? Practical Microsoft® Office

4 How do I enter and edit data in a table?  To delete entire record:  Right-click row header  Click Delete Record on shortcut menu  Click Yes button  Access automatically saves each record as it is entered 25Practical Microsoft® Office

4 Can I import data into a database?  Data can be imported from files created with other software  Worksheets (Excel)  Databases (older versions of Access)  address books (Outlook)  Comma-delimited files (or CSV file) 26Practical Microsoft® Office

4 Can I import data into a database?  Many software applications offer an export option that creates a comma-delimited file that can be imported into Access  Import options are listed on EXTERNAL DATA tab 27Practical Microsoft® Office

4 Can I import data into a database? 28Practical Microsoft® Office

4 How do I work with tables?  Data can be added, deleted, moved, sorted, and searched for  Ways to access these operations:  Use the ribbon  Right-click the desired column/row 29Practical Microsoft® Office

4 How do I work with tables?  Operations for working with tables:  Modify data  Insert a record  Delete a record  Move a field  Hide a field  Sort records  Search 30Practical Microsoft® Office

4 How do I work with tables? 31Practical Microsoft® Office

4 How do I create a query using a wizard?  A query contains criteria that specify what you want to find  Use a query to:  Search for records containing particular data  Display data for only selected fields 32Practical Microsoft® Office

4 How do I create a query using a wizard?  Use Query Wizard to create simple queries and use them to locate data:  Select fields to include in query  Choose detail or summary query  Choose a title for the query 33Practical Microsoft® Office

4 How do I create a query using a wizard?  Simple Query Wizard – What fields do you want in your query?  Click a field  Click button to add an individual field  Click button to add all fields  Click button to remove a field  Click button to remove all fields 34Practical Microsoft® Office

4 How do I create a query using a wizard?  Simple Query Wizard – Would you like a detail or summary query?  Detail option shows all specified fields for records  Summary option only displays the number of records that match the criteria 35Practical Microsoft® Office

4 How do I create a query using a wizard? Practical Microsoft® Office

4 How do I create a query using a wizard?  Simple Query Wizard – What title do you want for your query?  Enter a title  Click Finish button to see query results 37Practical Microsoft® Office

4 How do I create a query using a wizard? Practical Microsoft® Office

4 How do I create a query using a wizard?  To refine a search:  Specify query criteria  To change a query:  Click FILE tab, then click Save As  After a query is saved, it can be run repeatedly on all data (including new and updated data ) that matches specified criteria Practical Microsoft® Office

4 How do I create a form using a Wizard?  Database form  Allows viewing of data one record at a time  Fields are arranged as on a printed form  Form Wizard helps you design a form that can be edited on-screen 40Practical Microsoft® Office

4 How do I create a form using a Wizard?  Form Wizard – Which fields do you want on your form?  Click button to add all fields (typical)  Click button to select a specific field  Click button to remove individual fields 41Practical Microsoft® Office

4 How do I create a form using a Wizard? 42Practical Microsoft® Office

4 How do I create a form using a Wizard?  Form Wizard – What layout would you like for your form? 43Practical Microsoft® Office LayoutDescription ColumnarPlaces labels next to fields; lists fields in columns TabularPlaces field labels at top of column DatasheetResembles a spreadsheet, with cells for entering data JustifiedDisplays fields across screen in rows, with label above each field

4 How do I create a form using a Wizard? 44Practical Microsoft® Office

4 How do I create a form using a Wizard? Practical Microsoft® Office

4 How do I create a form using a Wizard? 46Practical Microsoft® Office

4 How do I create a form using a Wizard?  Forms are automatically saved as they are created  When a form is used to add or change data in a record, use Refresh All button on HOME tab to update corresponding table  To modify design of a form:  Right-click tab at top of form and select Design View 47Practical Microsoft® Office

4 How do I create a form using a Wizard?  To move a label and associated data field:  Move pointer over selected object until pointer changes to shape  Drag label and data field to new location  To delete a label or data field:  Click label or data field, then press Delete 48Practical Microsoft® Office

4 How do I create a form using a Wizard?  To modify additional attributes for an object:  Double-click object to open Property Sheet  To change form layout:  Right-click form’s tab  Select Layout View  Use buttons in Table group on ARRANGE tab Practical Microsoft® Office

4 How do I create a form using a Wizard?  Instead of Wizard, can use Design View to create forms  Provides maximum flexibility for design  Requires more time Practical Microsoft® Office

4 How do I create a report using a Wizard?  Database report  Printed document containing data selected from a database  Based on criteria that determine which data to include  To create a report:  Specify which fields to include (e.g., totals, subtotals, detailed information)  Report Wizard simplifies the process 51Practical Microsoft® Office

4 How do I create a report using a Wizard?  Report Wizard – Which fields do you want on your report?  Click button to add individual fields  Click button to add all available fields 52Practical Microsoft® Office

4 How do I create a report using a Wizard? Practical Microsoft® Office

4 How do I create a report using a Wizard?  Report Wizard – Do you want to add grouping levels?  Grouping levels  Sort records according to entries in group field  Help arrange data when a report containing subtotals is desired 54Practical Microsoft® Office

4 How do I create a report using a Wizard?  Report Wizard – What sort order and summary information do you want for detail records?  To sort records within a group:  Click down-arrow button, then select field to sort  Click button to sort from A to Z (low to high)  Click button to sort from Z to A (high to low)  Use Summary Options button to display totals, averages, minimums, or maximums for fields containing numeric data 55Practical Microsoft® Office

4 How do I create a report using a Wizard?  Report Wizard – How would you like to lay out your report?  Select an option button in Layout section  Preview area helps visualize layout of completed report 56Practical Microsoft® Office

4 How do I create a report using a Wizard? 57Practical Microsoft® Office

4 How do I create a report using a Wizard?  Type name of report  Report layout is automatically saved along with tables, queries, and forms  Click Finish button to display report  Use vertical and horizontal scroll bars to view any parts of report that do not show 58Practical Microsoft® Office

4 How do I create a report using a Wizard? 59Practical Microsoft® Office

4 How do I create a report using a Wizard?  To modify report layout:  Right-click report name in Navigation pane  Click Design View from shortcut menu  Use options on REPORT DESIGN TOOLS tabs  Use sizing handles to resize objects on report  To move object:  Position pointer over selected object until pointer changes to a shape  Drag to new location 60Practical Microsoft® Office

4 How do I print a report?  Each time a report is displayed or printed, its contents are automatically updated to reflect current data 61Practical Microsoft® Office

4 How do I print a report? Practical Microsoft® Office

4 How do I print a report?  A printed report shows status of database at a particular point in time (a “snapshot”)  Include date and time the report was printed on all pages to help reader determine if data is current Practical Microsoft® Office

4 How do I print a report?  To add date or time as a header:  Right-click report name in Navigation Pane  Click Design View on shortcut menu  Click Date & Time button on DESIGN tab  Select date and time formats, then click OK button Practical Microsoft® Office

4 How do I print a report?  To move date and time fields:  Select both fields by holding down Shift key while clicking each field  Move pointer over edge of fields until pointer changes to shape  Drag to desired location 65Practical Microsoft® Office

4 How do I save a report as a Web page?  Report must be in HTML format to be accessible to Web browsers  Use a Web browser to preview the report as a Web page and be sure that layout and data are correct 66Practical Microsoft® Office

4 How do I save a report as a Web page? Practical Microsoft® Office

4 How do I save a report as a Web page? Practical Microsoft® Office

4 How do I save a report as a Web page?  As changes are made to database, posted Web page will reflect old data  Open report periodically and export it again as a Web page to ensure that all new data is included in Web-based version Practical Microsoft® Office

4 Do I need to specify relationships?  In a relational database, tables can be related to each other  Makes data management more efficient  For example: Links can be created between data in more than one table to view data as a single order form showing all details about the customer and ordered items 70Practical Microsoft® Office

4 Do I need to specify relationships? 71Practical Microsoft® Office

4 Do I need to specify relationships?  Several types of relationships (links between two tables) Practical Microsoft® Office RelationshipDescription One-to-manyOne record in a table is related to many records in another table Many-to-manyA record in one table can be related to many records in another table and vice versa One-to-oneA record in one table is related to only one record in another table

4 Do I need to specify relationships?  Use Relationships group on DATABASE TOOLS tab to create, view, and modify relationships among tables in a database Practical Microsoft® Office