Chapter 10<br />Creating a Database<br />
What’s Inside and on the CD?<br />In this chapter, you will be introduced to Microsoft Access and its powerful tools for:<...
How is data organized in a database?<br />Database software like Microsoft Access can be complex but is useful for organiz...
How is data organized in a database?<br />Each card in the stack contains similar information, which relates to a single e...
How is data organized in a database?<br />5<br />Practical Microsoft Office 2010<br />
How is data organized in a database?<br />Data can be displayed in different ways<br />The table view is a grid of rows an...
How is data organized in a database?<br />7<br />Practical Microsoft Office 2010<br />
What’s in the Access window?<br />To start Access:<br />Click Start<br />Click All Programs<br />Click Microsoft Office<br...
What’s in the Access window?<br />With Access, you typically don’t create a new database but open an existing one to add t...
What’s in the Access window?<br />Tools, used to create tables and simple queries, are contained in the Navigation Pane on...
What’s in the Access window?<br />11<br />Practical Microsoft Office 2010<br />
How do I create a new database or open an existing database?<br />Creating a database is different from a document, worksh...
How do I create a new database or open an existing database?<br />To open an existing database:<br />Use the recent databa...
How do I create a new database or open an existing database?<br />14<br />Practical Microsoft Office 2010<br />
How do I create tables?<br />You must specify the structure of tables, records, and fields before you can enter data<br />...
How do I create tables?<br />When you create a new database, Access creates an empty table named Table1<br />You can creat...
How do I create tables?<br />To define a field for a table, begin by selecting the data type<br />Text<br />Memo<br />Numb...
How do I create tables?<br />Table contains an ID field designed to be used as the primary key<br />A field that uniquely ...
How do I create tables?<br />19<br />Practical Microsoft Office 2010<br />
How do I create tables?<br />20<br />Practical Microsoft Office 2010<br />
How do I create tables?<br />21<br />Practical Microsoft Office 2010<br />
How do I save tables?<br />Save frequently as a precaution against power outages or hardware glitches<br />Quick way is to...
How do I save tables?<br />23<br />Practical Microsoft Office 2010<br />
How do I enter and edit data in a table?<br />Once fields are defined for table, data for each entity becomes one record, ...
How do I enter and edit data in a table?<br />You can use the Tab key to move from one field to the next<br />Make sure da...
How do I enter and edit data in a table?<br />Use left and right arrow keys to move insertion point within field<br />Use ...
How do I enter and edit data in a table?<br />27<br />Practical Microsoft Office 2010<br />
Can I import data into a database?<br />You can import data from files created with other software<br />Worksheets created...
Can I import data into a database?<br />Many software applications offer an export option that creates a comma-delimited f...
Can I import data into a database?<br />30<br />Practical Microsoft Office 2010<br />
How do I work with tables?<br />Working with data in Access can be similar to working with data in an Excel worksheet<br /...
How do I work with tables?<br />Operations for working with tables include:<br />Modify data<br />Insert a record<br />Del...
How do I work with tables?<br />33<br />Practical Microsoft Office 2010<br />
How do I create a query using a wizard?<br />Data in a table can be manipulated in many ways, e.g.:<br />search a company ...
How do I create a query using a wizard?<br />Use query to display some, but not all, fields in table<br />The Query Wizard...
How do I create a query using a Wizard?<br />Simple Query Wizard – What fields do you want in your query?<br />click a fie...
How do I create a query using a Wizard?<br />Simple Query Wizard – Would you like a detail or summary query?<br />Detail o...
How do I create a query using a Wizard?<br />To refine search, specify query criteria <br />Example, to see only records o...
How do I create a query using a Wizard?<br />When window closed after viewing results of query specified by query criteria...
How do I create a query using a Wizard?<br />40<br />Practical Microsoft Office 2010<br />
How do I create a query using a Wizard?<br />41<br />Practical Microsoft Office 2010<br />
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Chapter.10

  1. 1. Chapter 10<br />Creating a Database<br />
  2. 2. What’s Inside and on the CD?<br />In this chapter, you will be introduced to Microsoft Access and its powerful tools for:<br />Entering and updating information<br />Deleting information<br />Sorting data<br />Searching for specific data<br />Creating reports<br />2<br />Practical Microsoft Office 2010<br />
  3. 3. How is data organized in a database?<br />Database software like Microsoft Access can be complex but is useful for organizing many types of data<br />Access is designed for creating and accessing relational databases<br />An Access database consists of tables<br />Each table contains a category of data<br />Each table is similar to a stack of index cards<br />3<br />Practical Microsoft Office 2010<br />
  4. 4. How is data organized in a database?<br />Each card in the stack contains similar information, which relates to a single entity.<br />A database record is equivalent to one index card.<br />4<br />Practical Microsoft Office 2010<br />
  5. 5. How is data organized in a database?<br />5<br />Practical Microsoft Office 2010<br />
  6. 6. How is data organized in a database?<br />Data can be displayed in different ways<br />The table view is a grid of rows and columns <br />Each row contains one record, equivalent to one index card<br />Each cell in a row contains the data for one field<br />The table is composed of all fields in all rows, equivalent to the entire stack of index cards<br />6<br />Practical Microsoft Office 2010<br />
  7. 7. How is data organized in a database?<br />7<br />Practical Microsoft Office 2010<br />
  8. 8. What’s in the Access window?<br />To start Access:<br />Click Start<br />Click All Programs<br />Click Microsoft Office<br />Click Microsoft Office Access 2010<br />When you start Access, the File tab appears. Use it to:<br />Connect to Microsoft Office Online<br />Search for an existing file<br />Create a new database<br />Open an existing database<br />8<br />Practical Microsoft Office 2010<br />
  9. 9. What’s in the Access window?<br />With Access, you typically don’t create a new database but open an existing one to add to or edit data it contains<br />Unlike other Microsoft programs, Access databases are not displayed as they will be printed<br />Access provides several tools used to create, modify, and display data<br />9<br />Practical Microsoft Office 2010<br />
  10. 10. What’s in the Access window?<br />Tools, used to create tables and simple queries, are contained in the Navigation Pane on left side of the database window<br />Access offers many different ways to use each tool<br />Access is a complex software<br />In order to simplify introduction, some basic ways to use most common tools will be introduced<br />10<br />Practical Microsoft Office 2010<br />
  11. 11. What’s in the Access window?<br />11<br />Practical Microsoft Office 2010<br />
  12. 12. How do I create a new database or open an existing database?<br />Creating a database is different from a document, worksheet, or presentation<br />In Access you first save an empty database, then create elements of database<br />Elements include:<br />Tables<br />Reports<br />Forms<br />Queries<br />12<br />Practical Microsoft Office 2010<br />
  13. 13. How do I create a new database or open an existing database?<br />To open an existing database:<br />Use the recent databases list<br />Use the Recent button<br />Use the Open button on the Access File tab.<br />13<br />Practical Microsoft Office 2010<br />
  14. 14. How do I create a new database or open an existing database?<br />14<br />Practical Microsoft Office 2010<br />
  15. 15. How do I create tables?<br />You must specify the structure of tables, records, and fields before you can enter data<br />A table contains records<br />Each record contains one or more fields<br />Each field contains a type of data such as name or data<br />15<br />Practical Microsoft Office 2010<br />
  16. 16. How do I create tables?<br />When you create a new database, Access creates an empty table named Table1<br />You can create additional tables by clicking the Create tab and selecting the table tool<br />16<br />Practical Microsoft Office 2010<br />
  17. 17. How do I create tables?<br />To define a field for a table, begin by selecting the data type<br />Text<br />Memo<br />Number<br />Date & Time<br />AutoNumber<br />Yes/No<br />Enter a field name, following the Access rules for field names<br />17<br />Practical Microsoft Office 2010<br />
  18. 18. How do I create tables?<br />Table contains an ID field designed to be used as the primary key<br />A field that uniquely identifies each record<br />Important that no two records are ever assigned the same value for this unique field<br />Default data type is AutoNumber<br />Can be modified to accept other primary key data<br />SKU’s<br />SSN’s<br />Telephone numbers<br />18<br />Practical Microsoft Office 2010<br />
  19. 19. How do I create tables?<br />19<br />Practical Microsoft Office 2010<br />
  20. 20. How do I create tables?<br />20<br />Practical Microsoft Office 2010<br />
  21. 21. How do I create tables?<br />21<br />Practical Microsoft Office 2010<br />
  22. 22. How do I save tables?<br />Save frequently as a precaution against power outages or hardware glitches<br />Quick way is to click the Save icon on the Quick Access toolbar<br />Supply name, and then table name will appear in the tables list<br />If saving on a CD, DVD, or USB flash drive, do not remove if from the computer until the Access window closes.<br />To open a table the next time, open the database and then double-click the table in the Navigation pane.<br />22<br />Practical Microsoft Office 2010<br />
  23. 23. How do I save tables?<br />23<br />Practical Microsoft Office 2010<br />
  24. 24. How do I enter and edit data in a table?<br />Once fields are defined for table, data for each entity becomes one record, or row, in table<br />If table is not open, double-click the name of the table in the Navigation Pane<br />An empty record is always displayed at bottom of table<br />24<br />Practical Microsoft Office 2010<br />
  25. 25. How do I enter and edit data in a table?<br />You can use the Tab key to move from one field to the next<br />Make sure data is consistent - for example, don't use PG-13 and PG 13 in same database<br />To edit data, click cell containing data<br />25<br />Practical Microsoft Office 2010<br />
  26. 26. How do I enter and edit data in a table?<br />Use left and right arrow keys to move insertion point within field<br />Use Backspace and Delete to delete text to left or right of insertion point<br />To delete entire record:<br />Right-click row header<br />Click Delete Record on shortcut menu<br />Click Yes button<br />26<br />Practical Microsoft Office 2010<br />
  27. 27. How do I enter and edit data in a table?<br />27<br />Practical Microsoft Office 2010<br />
  28. 28. Can I import data into a database?<br />You can import data from files created with other software<br />Worksheets created with Excel<br />Databases created with older versions of Access<br />E-mail address books created with Outlook<br />Comma-delimited files<br />A comma-delimited file, sometimes referred to as a CSV file, is data separated by commas<br />28<br />Practical Microsoft Office 2010<br />
  29. 29. Can I import data into a database?<br />Many software applications offer an export option that creates a comma-delimited file<br />Import a CSV file by selecting the Import text filefrom the External Data tab and then select the file<br />29<br />Practical Microsoft Office 2010<br />
  30. 30. Can I import data into a database?<br />30<br />Practical Microsoft Office 2010<br />
  31. 31. How do I work with tables?<br />Working with data in Access can be similar to working with data in an Excel worksheet<br />You can add, delete, move, sort, and search for data<br />Controls for these operations are on the ribbon<br />31<br />Practical Microsoft Office 2010<br />
  32. 32. How do I work with tables?<br />Operations for working with tables include:<br />Modify data<br />Insert a record<br />Delete a record<br />Move a field<br />Hide a field<br />Sort records<br />Search<br />32<br />Practical Microsoft Office 2010<br />
  33. 33. How do I work with tables?<br />33<br />Practical Microsoft Office 2010<br />
  34. 34. How do I create a query using a wizard?<br />Data in a table can be manipulated in many ways, e.g.:<br />search a company database for all customers in a specific state<br />Create a query to search for records containing particular data<br />A query contains criteria that specifies what you want to find<br />34<br />Practical Microsoft Office 2010<br />
  35. 35. How do I create a query using a wizard?<br />Use query to display some, but not all, fields in table<br />The Query Wizard is a quick way to learn about simple queries and use them to locate data<br />35<br />Practical Microsoft Office 2010<br />
  36. 36. How do I create a query using a Wizard?<br />Simple Query Wizard – What fields do you want in your query?<br />click a field<br />click button to add an individual field to query<br />click button to add all fields to the query<br />click button to remove an individual field from query<br />click button to remove all fields from query<br />36<br />Practical Microsoft Office 2010<br />
  37. 37. How do I create a query using a Wizard?<br />Simple Query Wizard – Would you like a detail or summary query?<br />Detail option shows all specified fields for records<br />The Summary option displays how many records match your criteria<br />Simple Query Wizard – What title do you want for your query?<br />Enter a title and click the Finish button to see the results of your query<br />37<br />Practical Microsoft Office 2010<br />
  38. 38. How do I create a query using a Wizard?<br />To refine search, specify query criteria <br />Example, to see only records of films after 1995:<br />Right-click query tab<br />Click Design View on shortcut menu<br />Type >1995 in criteria row under Award Year field<br />Click Run button on Query Tools Design contextual tab<br />38<br />Practical Microsoft Office 2010<br />
  39. 39. How do I create a query using a Wizard?<br />When window closed after viewing results of query specified by query criteria:<br />Message asking - Do you want to save changes to design of query ‘Query Name’?<br />Click Yes if you want to use same criteria every time you use query<br />After query is saved, you can use it repeatedly on all data that matches criteria specified<br />39<br />Practical Microsoft Office 2010<br />
  40. 40. How do I create a query using a Wizard?<br />40<br />Practical Microsoft Office 2010<br />
  41. 41. How do I create a query using a Wizard?<br />41<br />Practical Microsoft Office 2010<br />

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