Access 2013 Unit A

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Access 2013 Unit A

  1. 1. Getting Started with Access 2013
  2. 2. Objectives • Understand relational databases • Explore a database • Create a database • Create a table (continued) Microsoft Office 2013-Illustrated 2
  3. 3. Objectives (continued) • Create primary keys • Relate two tables • Enter data • Edit data Microsoft Office 2013-Illustrated 3
  4. 4. Understand Relational Databases • Lists of information are related to one another • Access provides tools that allow sorting, grouping, analyzing and reporting data in many different ways Microsoft Office 2013-Illustrated 4
  5. 5. Advantages of Access • Minimizes duplicate data, increasing accuracy and consistency • Data entry is faster and easier • Data can be viewed and sorted in many ways • Information is more secure • Data can be shared and edited by several users simultaneously Microsoft Office 2013-Illustrated 5
  6. 6. Access vs. Excel Microsoft Office 2013-Illustrated 6
  7. 7. Explore a Database • Access can be opened in multiple ways • Objects include: • Tables • Queries • Forms • Reports Microsoft Office 2013-Illustrated 7
  8. 8. Access Objects Microsoft Office 2013-Illustrated 8
  9. 9. Create a Database • Start by using an Access template or by opening a blank database • Table Design View provides the most options for defining fields • Datasheet View is a spreadsheet- like view of the data in a table Microsoft Office 2013-Illustrated 9
  10. 10. Data Types Microsoft Office 2013-Illustrated 10
  11. 11. Create a Table • Essential tasks in creating a table: • Defining the fields • Selecting data type for each field (e.g., numbers, text, dates) • Naming the table • Determining how the table will participate in the relational database Microsoft Office 2013-Illustrated 11
  12. 12. Important Database Terminology Microsoft Office 2013-Illustrated 12
  13. 13. Create Primary Keys • Primary 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 1st table is related to many records in the 2nd table Microsoft Office 2013-Illustrated 13
  14. 14. Designating the Primary Key Field Microsoft Office 2013-Illustrated 14
  15. 15. Learning about field properties • Properties = characteristics of a field • 2 properties required for every field: Field Name and Data Type • You can add other properties, such as Field Size, Format and Caption • More properties = more restrictions = more data entry accuracy Microsoft Office 2013-Illustrated 15
  16. 16. Relate Two Tables • 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 Microsoft Office 2013-Illustrated 16
  17. 17. Linking Tables Microsoft Office 2013-Illustrated 17
  18. 18. Enter Data • Focus: • Refers to which data would be entered or edited if you started typing Microsoft Office 2013-Illustrated 18
  19. 19. Moving the Focus to Navigate Data Options • [Tab] • [Enter] • Navigation buttons: Previous record Next record Microsoft Office 2013-Illustrated 19
  20. 20. Navigation mode keyboard shortcuts Microsoft Office 2013-Illustrated 20
  21. 21. Edit Data • 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 Microsoft Office 2013-Illustrated 21
  22. 22. Edit mode keyboard shortcuts Microsoft Office 2013-Illustrated 22
  23. 23. Resizing & Moving Datasheet 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 • Click the field name and drag it left or right to move a column Microsoft Office 2013-Illustrated 23
  24. 24. Summary • Understanding relational databases • Exploring databases • Creating databases • Creating tables • Creating primary keys • Relating two tables • Entering and editing data Microsoft Office 2013-Illustrated 24

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