1. Getting Started with Access 2013

2. Objectives Understand relational databasesUnderstand relational databases Explore a databaseExplore a database Create a databaseCreate a database Create a tableCreate a table(continued) Microsoft Office 2013-Illustrated2

3. Objectives (continued) Create primary keysCreate primary keys Relate two tablesRelate two tables Enter dataEnter data Edit dataEdit data Microsoft Office 2013-Illustrated3

4. Understand 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 2013-Illustrated4

5. 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 2013-Illustrated5

6. Access vs. Excel Microsoft Office 2013-Illustrated6

7. Explore a Database Access can be opened in multiple waysAccess can be opened in multiple ways Objects include:Objects include: TablesTables QueriesQueries FormsForms ReportsReports Microsoft Office 2013-Illustrated7

8. Access Objects Microsoft Office 2013-Illustrated8

9. Create 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 2013-Illustrated9

10. Data Types Microsoft Office 2013-Illustrated10

11. Create a Table Essential tasks in creating a table:Essential tasks in creating a table: Defining the fieldsDefining the fields Selecting data type for each field (e.g., numbers, text, dates)Selecting data type for each field (e.g., numbers, text, dates) Naming the tableNaming the table Determining how the table will participate in the relational databaseDetermining how the table will participate in the relational database Microsoft Office 2013-Illustrated11

12. Important Database Terminology Microsoft Office 2013-Illustrated12

13. Create 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 2013-Illustrated13

14. Designating the Primary Key Field Microsoft Office 2013-Illustrated14

15. Learning about 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 2013-Illustrated15

16. Relate 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 2013-Illustrated16

17. Linking Tables Microsoft Office 2013-Illustrated17

18. Enter Data Focus:Focus: 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 2013-Illustrated18

19. 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 2013-Illustrated19

20. Navigation mode keyboard shortcuts Microsoft Office 2013-Illustrated20

21. Edit 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 2013-Illustrated21

22. Edit mode keyboard shortcuts Microsoft Office 2013-Illustrated22

23. 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 2013-Illustrated23

24. 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 2013-Illustrated24