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Office Access 2003
Lab 1
Creating a Database
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Objectives
1. Plan and create a database.
2. Create and save a table structure.
3. Define field names, data types, field
properties, and primary key.
4. Change views.
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Objectives continued
6. Enter and edit data in Datasheet view
and Data Entry.
7. Insert a picture.
8. Adjust column widths.
9. Use the Best fit feature.
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Objectives continued
10. Add records.
11. Delete records.
12. Preview and print a table.
13. Close and open a table and database.
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Concept Preview
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Database
Object
Field Name
Data Type
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Field Property
Primary Key
Graphic
Column Width
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Outline
• Introducing Access 2003
– Starting Access
– Exploring the Access Window
• Creating a New Database
– Planning and Designing a Database
– Creating and Naming the Database
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Outline continued
• Creating a Table
– Defining Field Names
– Defining Data Types
– Defining Field Properties
– Entering a Field Description
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Outline continued
• Creating a Table continued
– Defining a Primary Key Field
– Defining Date formats
– Defining Additional Fields
– Editing Field Definitions
– Saving the Table Structure
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Outline continued
• Entering and Editing Table Data
– Using Table Datasheet View
– Entering Data in a Datasheet View
– Editing Data
– Inserting a Picture
– Navigating a Datasheet
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Outline continued
• Changing a Column Width
– Resizing a Column
– Using Best Fit
• Adding Records in Data Entry
• Deleting Records
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Outline continued
• Previewing and Printing a Table
– Previewing the Table
– Changing the Page Orientation
– Printing a Selected Page
• Closing and Opening a Table and
Database
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Outline continued
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Exiting Access
Key Terms
FAQs
Discussion Questions
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Introducing Access 2003
• Starting Access
– New file task pane is displayed
– Start by first creating a new database or
opening an existing one
• The Access Window features
– Database toolbar
– Taskpane
– Workspace
– Status bar
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DBMS
• Three most widely used database
programs
– Microsoft Access
– Corel Paradox
– Lotus Approach
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Lotus Approach
Corel Paradox
Try to read about these applications
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The Access Window
Title bar
Menu bar
Getting started
task pane
Database toolbar
Mouse Pointer
Workspace
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Creating a New Database
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Plan
Design
Develop
Implement
Review
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Concept 1
Database
Database Management Systems
DBMS (Database Manager, relational Tables)
• Database – Organized collection of related information
• Table – Vertical columns & horizontal rows where information is
stored
• Record
– A row
DATABASE
– Information about one person, place, or thing
• Field
– A column
– Smallest unit of information
- Access database can contain multiple tables that can be linked
to produce combined output from all tables.
- This type of database is called relational database.
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Planning and Designing a
Database
• Analyze current record-keeping system
• What forms are currently used for data
entry?
• What reports are needed?
• What data will be in the tables?
• How will the tables be related?
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Creating and Naming the
Database File
• File New Database dialog box
– Database file name
• Default is db1
• Extension is .mdb
• Replace with new name
– Location of file
• Default is My Documents folder
• Database window
– Opens in workspace
– Name of database displayed in title bar
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Creating and Naming the
Database
Places bar
Default location
Default name is selected
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Restricts to database files
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Concept 2
Object
Object
Use
Table
Stores data
Query
Finds and displays selected data
Form
View, add, and update data in
tables
Report
Analyzes and prints data in a
specific layout
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Database Objects
• There are seven main components of a database in MS Access:
• Tables. Use tables to store database information. Table is the heart of
the Database, since it contains the actual data and all other objects
are base on the Table. We use Tables to store all the data in the
database. Each row of the table contains one Record. Records are
made up of Fields that contain a particular piece of data in the table
• Forms. Use forms to enter or edit the information in your tables.
Forms let you view one record at a time. Easier to access and use
when entering or modifying Data than a Table
• Reports. Use reports to deliver a professional presentation or written
report to your class.
• Queries. Filter data so that you retrieve selected records or fields from
the database.
• Pages. Create HTML pages from a database quickly and efficiently.
• Macros. Automate tasks that you perform on a regular basis in a
database.Changes Modules. Automate a group of related procedures
in Access 2000.
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Creating a Table
• The table object is the basic unit of a
database
• Must be created first before other
objects
• Cannot open more than one database
file at a time
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Three Ways to Create a Table
1.
2.
3.
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Datasheet View
Design View
Table Wizard
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Design View
Table Design Toolbar
Two open windows
Field definition grid used to define fields
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Table Design View
Primary
Key
Field Names
Data Type
Field
Properties
Description
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Concept 3
Field Name
• Used to identify data stored in the field
• Up to 64 characters long
• Cannot start name
with a space
• Examples:
– Last name
– First name
– Address
Check page 12 (design view buttons)
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Defining Field Names
Click to open drop-down list
Field
name
Default data type
Help information on data types
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Defining Data Types
Default data type
Data types
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Concept 4
Data Type
• Data type defines the type of data field
will contain.
• Used to ensure right kind of data is
entered
• Important to choose appropriate data
type
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Data Types
Text
(words, combination of words and
numbers, numbers that are not used in
calculation, names and phone
numbers) up to 255
Memo
Text that is too long to be stored in a text
field, up to 65536
Number
Used when you want to perform
calculations on the values in the field.
Date/Time
Currency
AutoNumber
Sequential number that is automatically
incremented by one when ever a new
record is added to a table.
Use patient file
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Yes/No
Accepts only yes or no, T or F,
• OLE Object
An object (such as a Microsoft
Excel spreadsheet, a Microsoft
Word document, graphics,
sounds, or other binary data)
inked to or embedded in a
Microsoft Access table.
- insert object options
• Hyperlink
Accepts hyperlink entries that are
paths to an object.
The easiest way to insert a
hyperlink address in a field or
control is to click Hyperlink on
the Insert menu.
• Lookup Wizard
•
Creates a field that allows you
to choose a value from another
table or from a list of values by
using a list box .
• HW
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Concept 5
Field Property
• Characteristic that
defines a field
• Each data type has
a set of properties
• Enhances the way
table works
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Field Properties
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Field Size
Format
Input Mask
Caption
Default Value
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Validation Rule
Validation Text
Required
Allow Zero Length
Indexed
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Properties (1 of 2)
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• Default Value
• Field size
Specifies a String value that is automatically entered in
Number of character
a field when a new record is created
• Format
‘<‘ , ‘>’ lower and upper case in text
• Validation Rule
• Input Mask
(student file) M or F in gender
You can use the InputMask property to
make data entry easier and to control the
values
(000) 000-0000
• Caption
• Validation Text
•
You must specify M or F
Specifies a field label other than the field name
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Properties (2 of 2)
• Required
Rejects any record that does not have a value entered for this field. (put required
field= yes)
• Allow Zero Length
Allows text or memo strings of zero length (“ ”),null
• Indexed
Increase the efficiency of a search on the designated field
• Unicode Compression
To store the data more efficiency , set to “yes”
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Entering a Field Description
Field description
Help information on current task
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Concept 6
Primary Key
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A field that uniquely identifies each record
Most tables have a primary key
Key data MUST be unique
Prevents duplicate records
Used to control sorting order
Used to create a link between tables
One example of a field that should not used as the
primary key is the name Field.
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Defining a Primary Key
Defines field as primary key
Indicates field as primary key
Duplicate values in field not allowed
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Defining Date Format
Date/time data type
formats
Format sample
Format name
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Defining Additional Fields
11 fields defined
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More on Creating Tables
• Editing field
definitions
• Saving the table
structure
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ENTERING AND EDITING
TABLE DATA
Views
View
Design view
Datasheet view
Form view
Preview
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Purpose
Used to create a table, form,
query, or report
Provides a row-and-column view
of data
Displays records in a form
Displays data as it will appear
when printed
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Using Table Datasheet View
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Datasheet
Field selector
Record selector
Current record
Record number
indicator
• Navigation button
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Table datasheet
toolbar
Datasheet containing one blank record
Record number indicator
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Entering Data in a Datasheet
View
Identifies end of table or where
new record can be entered or edited
Informs you that entry is not valid
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Datasheet View
• Entering data
– Should be accurate and consistent
– Typed exactly as you want it to appear
• Editing data
– Position insertion point in field
– Use ESC to cancel changes
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Concept 7
Graphic
We are pleased
to announce
the grand
opening of
Tom’s Deli
Photograph
Drawing Object
Clipart
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Graphics
• Graphic: is anon text element or
object such as a drawing.
• Drawing object: consisting of shapes
such as lines and boxes
• Picture: is an illustration such as a
scanned photograph
• Bound object: is stored in a table and
connected to specific record and field.
• Unbound object: is associated with
the table as a whole , not with the specific
record.
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Inserting a Picture
Create a new object
Insert existing object
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Preview
Changes dialog box view
Preview of
selected file
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Opening Inserted Object
Picture opened in
graphics program
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Navigating a Datasheet
Key
Voice
Movement
Right arrow key
or Tab
Left arrow key or
Shift +Tab
Tab or Right
Next field
Downward arrow
key
Upward arrow
key
Down
Home
Home
First field in record
End
End
Last field in record
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Shift tab or left Previous field
Up
Current field in
next record
Current field in
previous field
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Changing a Column Width
Column width too small
to display entire entry
Column width larger
than needs to be
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Concept 8
Column Width
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Size of a field column
Affects amount of data you can see
Default can display 15.6667 characters
Can adjust width for appearance
Use Best Fit: automatically adjusts the column widths of
all selected columns to accommodate the longest entry.
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Resizing a Column
Column width increased
and field entries are
fully displayed
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Drag to size column width
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Using Best Fit
All fields selected
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Adding Records in Data Entry
All existing records are hidden
Number of records
entered in data
entry
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Adding Records in Data Entry
Records are displayed in
primary key order
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Deleting Records
Deletes selected
record
Message box asks you
to confirm deletion
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Previewing And Printing A
Table
• Preview table to save time
– Adjust magnification to best fit
– Can view multiple pages
• Page orientation
– Portrait
– Landscape
• Print table
– Use default settings
– Use Print command to change settings
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Previewing the Table
Print Preview toolbar
Table name and date
1-inch margin
Mouse pointer
Page number in footer
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More on Preview
Displays two pages
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Changing the Page
Orientation
Page orientation
changed to landscape
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Print Options
Option
Action
All
Prints the entire
document
Pages
Prints pages you
specify by typing page
numbers in the textbox
Selected Records
Prints selected records
only
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Printing a
Selected page
Selected printer
Enter page numbers to print
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Closing And Opening A Table
& Database
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Close table and save any layout changes
Close database
Click OPEN to open existing database file
Select name of table to open
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Closing a Table
Table name appears in the table object list
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Closing the Database
Main menu
and toolbar
buttons are
available
Empty Access window
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Opening a Database
Student names document
Access file names
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Opening a Table
Open selected table object
Table name selected
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Exiting Access
• Click X in the upper right corner of the Access
window
• Menu equivalent is File/Exit
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• Quiz 3: Access Chapter
1
• Next Saturday
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Key Terms
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active window
Best Fit
bound object
cell
clip art
column width
current field
current record
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database
Database toolbar
drawing object
datasheet
data type
field
field name
field property
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Key Terms continued
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field selector
field size
graphic
landscape
navigation buttons
object
orientation
picture
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•
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portrait
primary key
record
record number
indicator
• record selector
• relational database
• table
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Key Terms continued
• Unbound object
• view
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• Wizard
• workspace
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FAQs
1. What is a relational database?
2. What is the difference between a table
and a file?
3. Does a database contain one table or
several tables?
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FAQs
4. The My Document folder has several
files called db1, db2, db3, etc. What
are these?
5. What other Access objects are in a
database besides tables?
6. What is a primary key?
7. I am ready to enter my data into
Access. What do I need to do first?
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FAQs
8. How can I get the state code of my
state to be entered automatically in a
field?
9. I want to enter dates using the MMDD-YY format. Is there an easy way
to do this?
10. I forgot a field in my table and now I
want it positioned in the middle of the
table. How can I do this?
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Discussion Questions
1. Discuss several uses you may have
for a relational database. Explain the
steps you would follow to create your
first table.
2. Discuss why it is important to plan a
database before creating it. How can
proper planning save you time later?
3. Discuss the difference between Edit
mode and Navigation mode.
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Discussion Questions
4. Design view and Datasheet view are
two views in Access. Discuss when it
would be appropriate to use each of
these views.
5. Discuss why it is important to choose
the correct data type for a field. What
may happen to the data if you change
the data type?
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