Download Lesson 22 Getting Started with Access Essentials

Lesson 22
Getting Started with Access
Essentials
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
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Objectives
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Lesson 22
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Identify the parts of the Access screen.
Identify and navigate objects in a database.
Create a database, then create a new table and
enter records in Datasheet view.
Change the column width in a table in Datasheet
view.
Add and delete fields in Design view.
Change field data types and field properties.
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Objectives (continued)
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Lesson 22
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Add and edit records in a table in Datasheet
view.
Delete and copy records and fields in
Datasheet view.
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Vocabulary
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data type
database
datasheet
entry
field
field name
field properties
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primary key
record
relational database
table
CLB: A Comp Guide to IC3 3E
Introduction
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A database is a collection of related information.
Access is the Microsoft Office database
program that enables you to organize, retrieve,
and analyze data in many ways.
In a relational database, information is
organized into separate subject-based tables,
and the relationship of the data in one or more
tables is used to bring the data together.
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Identifying the Parts of the Access
Screen
The Access screen is similar to other Office 2007
applications.
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Identifying the Parts of the Access
Screen (continued)
An Access database is composed of several
objects, and each object contains several elements.
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Identifying the Parts of the Access
Screen (continued)
When you first launch Access, the Getting Started
with Microsoft Office Access screen appears.
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Identifying the Parts of the Access
Screen (continued)
Tables store data in columns and rows.
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CLB: A Comp Guide to IC3 3E
Creating a New Database
You can create a new database file using a
blank database template or by using
templates that are predefined with tables,
reports, forms, and queries already created.
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CLB: A Comp Guide to IC3 3E
Creating a New Database
(continued)
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Saving a Database File:
When you create a new database, the first step is to
name the database file.
In Access, you can only use the Save As command
to name and save objects in the database, or to
save the database or object in a different format.
You cannot use the Save As command to save the
entire database under a new name.
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CLB: A Comp Guide to IC3 3E
Creating a New Database
(continued)
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Creating a Table in Datasheet View:
A table, often referred to as a datasheet, is the
primary object in the database.
At least one table must be created before any
additional objects can be created.
A field is a single piece of database information,
such as a first name.
Fields appear as columns, and each column has a
field name.
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CLB: A Comp Guide to IC3 3E
Creating a New Database
(continued)
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Lesson 22
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Creating a Table in Datasheet View (cont):
A record is a group of related fields in a database,
such as all the contact information for an individual,
including first and last name, address, postal code,
telephone number, and so forth.
When you create a table, the default setting creates
a primary key for each record, which uniquely
identifies each record in the table.
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CLB: A Comp Guide to IC3 3E
Creating a New Database
(continued)
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You can use the mouse or keyboard to navigate in a
table.
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Entering Records in Datasheet View:
When you enter data into a cell, it is called an entry.
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CLB: A Comp Guide to IC3 3E
Modifying a Database Table in
Design View
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You can adjust the column widths just as you
adjust the column widths in an Excel
spreadsheet.
Adding and Deleting Fields:
You can add fields in either Datasheet view or
Design view.
Design view shows details about the structure of
the object, including the data type and the field
properties.
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CLB: A Comp Guide to IC3 3E
Modifying a Database Table in
Design View (continued)
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Adding and
Deleting Fields
(cont):
Data type
determines what
type of data the field
can store.
Field properties
define the
characteristics and
behavior of a field.
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CLB: A Comp Guide to IC3 3E
Modifying a Database Table in
Design View (continued)
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Adding and Deleting Fields (cont):
You can change views using the View button.
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CLB: A Comp Guide to IC3 3E
Modifying a Database Table in
Design View (continued)
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Changing Field Data Type and Field Properties:
When you choose a data type, you can also change the
field properties.
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Adding and Editing Database
Records
Access provides several navigation features that
make it easy for you to move around in a table to
make necessary edits.
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Adding and Editing Database
Records (continued)
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If you make a mistake adding or editing data
in a record, you can choose the Undo
command.
In Datasheet view, changes are saved as
they are made.
When you make changes in Design view
and then switch to Datasheet view, you are
prompted to save changes.
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CLB: A Comp Guide to IC3 3E
Deleting and Copying Records and
Fields in Datasheet View
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To delete a record, you must first select the
record then you can press the Delete key to
remove the data.
Once you have deleted a record, you cannot
use Undo to restore it.
You can delete multiple records at a time by
selecting more than one row.
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CLB: A Comp Guide to IC3 3E
Deleting and Copying Records and
Fields in Datasheet View (continued)
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Selected data can be copied or moved from one
location in an Access table to a new location
within the same table or to a different table.
To remove a table field and all the data in the
field, you delete the column, similar to how you
delete a column in Excel.
To change the sequence of the fields in the
table, you can rearrange the sequence of the
columns.
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CLB: A Comp Guide to IC3 3E
Lesson 22
Summary
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In this lesson, you learned:
 Many parts of the Access screen are similar to other
Office 2007 applications. However, Access also has
different views to perform tasks unique to Access.
 The first step in creating a new database is to
assign a filename to the database. The second step
is to create a table. Tables are the primary objects in
a database. A database can have multiple tables. All
other objects are based on data stored in tables.
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CLB: A Comp Guide to IC3 3E
Summary (continued)
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You can automatically adjust table column
widths in Datasheet view similar to how you
adjust column widths in Excel.
A table can be modified after it is created,
and you can add or delete fields even after
records have been entered. You can modify
a table in Datasheet view or in Design view.
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CLB: A Comp Guide to IC3 3E
Summary (continued)
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You can change views using the View button.
Clicking the upper portion of the View button
toggles you to an alternative view, such as
switching from Design view to Datasheet view.
In Design view, you can specify the data type
and properties for each field. Text is the default
field data type. The field properties control the
characteristics and behavior of a database field,
such as the maximum number of characters.
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CLB: A Comp Guide to IC3 3E
Summary (continued)
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If you make a mistake adding or editing data in
a record, you can choose the Undo command
to reverse your last action, but once you begin
entering another record, the Undo command is
no longer available.
Deleting records is similar to deleting rows in
Excel. Once you have deleted a record, you
cannot use the Undo command to restore it.
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CLB: A Comp Guide to IC3 3E
Summary (continued)
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Selected data can be copied or moved from
one location to another in an Access table,
or to another table, using the Cut, Copy, and
Paste commands.
To change the sequence of fields in a table,
you rearrange the sequence of columns.
Morrison / Wells
CLB: A Comp Guide to IC3 3E