1. Microsoft Office 2010 for Medical Professionals - Illustrated Getting Started with Access 2010

2. Objectives Understand relational databasesUnderstand relational databases Explore a databaseExplore a database Create a databaseCreate a database Create a tableCreate a table Microsoft Office 2010 for Medical Professionals - Illustrated2

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

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

5. Understanding Relational Databases (continued) Advantages of using Access:Advantages of using Access: Minimizes duplicate data, increasing accuracy and consistency.Minimizes duplicate data, increasing accuracy and consistency. Data entry is faster and easier.Data entry is faster and easier. Data can be viewed and sorted in many ways.Data can be viewed and sorted in many ways. Information is more secure.Information is more secure. Data can be shared and edited by several users simultaneously.Data can be shared and edited by several users simultaneously. 5Microsoft Office 2010 for Medical Professionals - Illustrated

6. Understanding Relational Databases (continued) Access vs. Excel:Access vs. Excel: 6Microsoft Office 2010 for Medical Professionals - Illustrated

7. Exploring a Database Access can be opened in the following ways:Access can be opened in the following ways: From the Start menu.From the Start menu. From an Access shortcut icon.From an Access shortcut icon. From a pinned program on the taskbar.From a pinned program on the taskbar. By double-clicking an Access database file on your computer.By double-clicking an Access database file on your computer. 7Microsoft Office 2010 for Medical Professionals - Illustrated

8. Exploring a Database (continued) 8Microsoft Office 2010 for Medical Professionals - Illustrated Access objects:Access objects:

9. Creating a Database Start by using an Access template or by opening a blank database.Start by using an Access template or by opening a blank database. Table Design View provides the most options for defining fields.Table Design View provides the most options for defining fields. Datasheet View is a spreadsheet-like view of the data in a table.Datasheet View is a spreadsheet-like view of the data in a table. Microsoft Office 2010 for Medical Professionals - Illustrated9

10. Creating a Database (continued) Microsoft Office 2010 for Medical Professionals - Illustrated10 Data types:Data types:

11. Creating a Table Three essential tasks in creating a table:Three essential tasks in creating a table: 1.Naming the table. 2.Naming the fields. 3.Selecting data type for each field (e.g., numbers, text, dates). Microsoft Office 2010 for Medical Professionals - Illustrated11

12. Creating a Table (continued) Microsoft Office 2010 for Medical Professionals - Illustrated12 Important database terminology:Important database terminology:

13. Creating Primary Keys Primary key field: Contains data that uniquely identifies each record; no two records can have the same entry in this field.Primary key field: Contains data that uniquely identifies each record; no two 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 table.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 table. Microsoft Office 2010 for Medical Professionals - Illustrated13

14. Creating Primary Keys (continued) Microsoft Office 2010 for Medical Professionals - Illustrated14 Designating the Primary Key field:Designating the Primary Key field:

15. Creating Primary Keys (continued) Understanding field properties:Understanding field properties: Properties = characteristics of a field.Properties = characteristics of a field. 2 properties required for every field: Field Name and Data Type.2 properties required for every field: Field Name and Data Type. You can add other properties, such as Field Size, Format and Caption.You can add other properties, such as Field Size, Format and Caption. More properties = more restrictions = more data entry accuracy.More properties = more restrictions = more data entry accuracy. Microsoft Office 2010 for Medical Professionals - Illustrated15

16. Relating Two Tables Tables must be linked before queries, forms or reports can be created that utilize fields from more than one table.Tables 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 relationship.Tables are linked in a one-to-many relationship. Microsoft Office 2010 for Medical Professionals - Illustrated16

17. Relating Two Tables (continued) Microsoft Office 2010 for Medical Professionals - Illustrated17 Linking tables:Linking tables:

18. Entering Data Focus:Focus: Always highlighted in a different color to make it easier to find on the page.Always 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 typing.Refers to which data would be entered or edited if you started typing. Microsoft Office 2010 for Medical Professionals - Illustrated18

19. Entering Data (continued) Options for moving the focus to navigate data:Options for moving the focus to navigate data: [Tab][Tab] [Enter][Enter] Navigation buttons:Navigation buttons: Previous record Previous record Next record Next record Microsoft Office 2010 for Medical Professionals - Illustrated19

20. Editing Data Access automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheet.Access 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 information.To change the contents of an existing record, navigate to the field you want to change and type the new information. Microsoft Office 2010 for Medical Professionals - Illustrated20

21. Editing Data (continued) Resizing & moving datasheet columns:Resizing & moving datasheet columns: Click and drag column separators to manually widen or narrow columns.Click 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 field.Double-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 column.Click the field name and drag it left or right to move a column. 21Microsoft Office 2010 for Medical Professionals - Illustrated

22. Editing Data (continued) Microsoft Office 2010 for Medical Professionals - Illustrated22 Keyboard shortcuts for editing:Keyboard shortcuts for editing:

23. Summary In this unit you learned how to: Interact with a relational databasesInteract with a relational databases Explore a databaseExplore a database Create a databaseCreate a database Create tablesCreate tables Create primary keysCreate primary keys Relate two tablesRelate two tables Enter and edit data in a tableEnter and edit data in a table Microsoft Office 2010 for Medical Professionals - Illustrated23