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Chapter.10
Chapter.10
Chapter.10
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Chapter.10

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