1. Lesson 2 Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

2. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

3. * Determine what information to store in the database * Determine a logical arrangement of tables * Gather all information that will be a part of the database * Decide which information to store in each table * Discuss the database with all users Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

4. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Sketching a database out on paper will aid in determining various pieces of information that are needed for the database.

5. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 A database template(s) allows the user to accomplish various tasks! The Microsoft Access File Tab allows the user to create a New Database, blank database or a database from online templates.

6. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

7. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 An empty table appears! Doesn’t contain any defined fields. Can use groups under the “Table Tools” tab to create a table manually.

8. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Data Types Define Field Names – may be 64 characters in length

9. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

10. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

11. * Table structure information must be accurate in order to ensure the table works properly! Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Is this phone number correct? The computer doesn’t know it should be 778-645-1234

12. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 It is important to provide a description for each field to assist future users.

13. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 When you create a new table in Datasheet view, Access automatically creates a primary key for you and assigns it a field name of "ID" and the AutoNumber data type. The field is hidden by default in Datasheet View, but you can see the field if you switch to Design View.

14. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

15. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

16. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

17. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

18. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

19. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Data Type hyperlink

20. * After table creation, records CAN be added to the table. * The table must be viewed in Datasheet view in order to add data. * The user can click in any individual area of a record to enter data. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Record Selector New Record Button

21. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Edit Mode Record Navigation Buttons

22. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 To change data in a record – click inside the cell. To delete data from a record …select the content and press delete. To delete a record…right- click the record selector and select “delete record”.

23. * Fields in a table can be moved to better organize the table for data entry. * Deleting a field in a table will delete all data that appears in that field as well. * You can also delete or move rows of data. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

24. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Select the “gray” box to the left of the “field name” you want to move. Next, “drag n’ drop” to new location. See the results??

25. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 To delete the “Field Name” select the field name and press delete. To delete the entire “field” you can select the row, right click and select “delete rows”

26. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Delete a record using cut Now, the record for “Smith, Michele” is now deleted.

27. * Deleting a row will permanently remove an entire record of data from the table. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

28. * Individual tables can be printed without printing the entire database. * Using Print Preview will allow the user to see how the table will appear printed. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

29. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787

30. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Use the zoom controls to help zoom in or out of the table.

31. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Zoom in or out using the Print Preview Tab and the Zoom Group

32. Access Lesson 2 Lesson Plans Michele Smith – North Buncombe High School, Weaverville, NC 28787 Under the Print Preview tab there are several options you can use to change document settings before printing.