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Tutorial 1

     Creating a Database

Microsoft Access 2010
           ®
Objectives                                    XP


      • Learn basic database concepts and terms
      • Explore the Microsoft Access window and
        Backstage view
      • Create a blank database
      • Create and save a table in Datasheet view
      • Enter field names and records in a table
        datasheet
      • Open a table using the Navigation Pane

New Perspectives on Microsoft Access 2010                2
Objectives                                    XP

      • Open an Access database
      • Copy and paste records from another Access
        database
      • Navigate a table datasheet
      • Create and navigate a simple query
      • Create and navigate a simple form
      • Create, preview, navigate, and print a simple
        report
      • Learn how to compact, back up, and restore a
        database
New Perspectives on Microsoft Access 2010                3
The Access Window                     XP




New Perspectives on Microsoft Access 2010        4
Organizing Data                                   XP


      • Your first step in organizing data is to identify
        the individual fields
         – The specific value, or content, of a field is
           called the field value
         – A set of field values is called a record
      • Next, you group related fields together into
        tables



New Perspectives on Microsoft Access 2010                    5
Databases and Relationships                            XP

      • A collection of related tables is called a database, or
        a relational database
      • You connect the records in the separate tables
        through a common field
      • A primary key is a field, or a collection of fields,
        whose values uniquely identify each record in a table
      • When you include the primary key from one table as
        a field in a second table to form a relationship
        between the two tables, it is called a foreign key in
        the second table

New Perspectives on Microsoft Access 2010                         6
Databases and Relationships           XP




New Perspectives on Microsoft Access 2010        7
Relational Database Management             XP
      Systems
      • A database management system (DBMS) is a
        software program that lets you create
        databases and then manipulate data in them
      • In a relational database management system,
        data is organized as a collection of tables




New Perspectives on Microsoft Access 2010             8
Creating a Table in Datasheet View                    XP

      • Click the Create tab on the Ribbon
      • In the Tables group, click the Table button.
      • Accept the default ID primary key field with the
        AutoNumber data type, or rename the field and
        change its data type, if necessary.
      • In the Add & Delete group on the Fields tab, click the
        button for the type of field you want to add to the
        table (for example, click the Text button), and then
        type the field name. Repeat this step to add all the
        necessary fields to the table

New Perspectives on Microsoft Access 2010                        9
Creating a Table in Datasheet View                       XP

      • In the first row below the field names, enter the
        value for each field in the first record, pressing the
        tab or Enter key to move to the next field
      • After entering the value for the last field in the first
        record, press the Tab or Enter key to move to the
        next row, and then enter the values for the next
        record. Continue this process until you have entered
        all the records for the table
      • Click the Save button on the Quick Access Toolbar,
        enter a name for the table, and then click the OK
        button
New Perspectives on Microsoft Access 2010                           10
Creating a Table in Datasheet View    XP




New Perspectives on Microsoft Access 2010        11
Entering Records                      XP




New Perspectives on Microsoft Access 2010        12
Saving a Table                               XP


      • Click the Save button on the Quick Access
        Toolbar. The Save As dialog box opens
      • In the Table Name text box, type the name for
        the table
      • Click the OK button




New Perspectives on Microsoft Access 2010               13
The Create Tab Options                XP




New Perspectives on Microsoft Access 2010        14
Opening a Database                               XP


      • Start Access. If necessary, click the File tab to
        display Backstage view
      • Click the Open command in the navigation bar
        to display the Open dialog box
      • Navigate to the database file you want to
        open, and then click the file
      • Click the Open button



New Perspectives on Microsoft Access 2010                   15
Opening a Database                    XP




New Perspectives on Microsoft Access 2010        16
Navigating a Datasheet                         XP


      • The navigation buttons provide another way
        to move vertically through the records




New Perspectives on Microsoft Access 2010                 17
Creating a Simple Query                      XP


      • A query is a question you ask about the data
        stored in a database
      • The Simple Query Wizard allows you to select
        records and fields quickly




New Perspectives on Microsoft Access 2010               18
Creating a Simple Form                          XP


      • A form is an object you use to enter, edit, and
        view records in a database
      • You can design your own forms, use the Form
        Wizard, or use the Form tool to create a
        simple form quickly and easily




New Perspectives on Microsoft Access 2010                  19
Creating a Simple Form                XP




New Perspectives on Microsoft Access 2010        20
Creating a Simple Report                       XP


      • A report is a formatted printout (or screen
        display) of the contents of one or more tables
        in a database
      • The Report tool places all the fields from a
        selected table or query




New Perspectives on Microsoft Access 2010                 21
Creating a Simple Report              XP




New Perspectives on Microsoft Access 2010        22
Creating a Simple Report              XP




New Perspectives on Microsoft Access 2010        23
Printing a Report                                       XP

      • Open the report in any view, or select the report in
         the Navigation Pane
      • To print the report with the default print settings,
         click the File tab to display Backstage view, click the
         Print tab, and then click Quick Print
      or
      • To display the Print dialog box and select the options
         you want for printing the report, click the File tab,
         click the Print tab, and then click Print (or, if the
         report is displayed in Print Preview, click the Print
         button in the Print group on the Print Preview tab)
New Perspectives on Microsoft Access 2010                          24
Viewing Objects in the Navigation     XP
      Pane




New Perspectives on Microsoft Access 2010        25
Compacting and Repairing a Database
                                        XP


      • Compacting a database rearranges the data
        and objects in a database to decrease its file
        size




New Perspectives on Microsoft Access 2010                26
Compacting and Repairing a Database
                                        XP


      • Make sure the database file you want to
        compact and repair is open
      • Click the File tab to display Backstage view
      • Make sure the Info tab is selected in the
        navigation bar
      • Click the Compact & Repair Database button




New Perspectives on Microsoft Access 2010              27
Backing Up and Restoring a DatabaseXP
      • Backing up a database is the process of
        making a copy of the database file to protect
        your database against loss or damage
      • The Back Up Database command enables you
        to back up your database file from within the
        Access program, while you are working on
        your database




New Perspectives on Microsoft Access 2010               28

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New Perspectives: Access.01

  • 1. Tutorial 1 Creating a Database Microsoft Access 2010 ®
  • 2. Objectives XP • Learn basic database concepts and terms • Explore the Microsoft Access window and Backstage view • Create a blank database • Create and save a table in Datasheet view • Enter field names and records in a table datasheet • Open a table using the Navigation Pane New Perspectives on Microsoft Access 2010 2
  • 3. Objectives XP • Open an Access database • Copy and paste records from another Access database • Navigate a table datasheet • Create and navigate a simple query • Create and navigate a simple form • Create, preview, navigate, and print a simple report • Learn how to compact, back up, and restore a database New Perspectives on Microsoft Access 2010 3
  • 4. The Access Window XP New Perspectives on Microsoft Access 2010 4
  • 5. Organizing Data XP • Your first step in organizing data is to identify the individual fields – The specific value, or content, of a field is called the field value – A set of field values is called a record • Next, you group related fields together into tables New Perspectives on Microsoft Access 2010 5
  • 6. Databases and Relationships XP • A collection of related tables is called a database, or a relational database • You connect the records in the separate tables through a common field • A primary key is a field, or a collection of fields, whose values uniquely identify each record in a table • When you include the primary key from one table as a field in a second table to form a relationship between the two tables, it is called a foreign key in the second table New Perspectives on Microsoft Access 2010 6
  • 7. Databases and Relationships XP New Perspectives on Microsoft Access 2010 7
  • 8. Relational Database Management XP Systems • A database management system (DBMS) is a software program that lets you create databases and then manipulate data in them • In a relational database management system, data is organized as a collection of tables New Perspectives on Microsoft Access 2010 8
  • 9. Creating a Table in Datasheet View XP • Click the Create tab on the Ribbon • In the Tables group, click the Table button. • Accept the default ID primary key field with the AutoNumber data type, or rename the field and change its data type, if necessary. • In the Add & Delete group on the Fields tab, click the button for the type of field you want to add to the table (for example, click the Text button), and then type the field name. Repeat this step to add all the necessary fields to the table New Perspectives on Microsoft Access 2010 9
  • 10. Creating a Table in Datasheet View XP • In the first row below the field names, enter the value for each field in the first record, pressing the tab or Enter key to move to the next field • After entering the value for the last field in the first record, press the Tab or Enter key to move to the next row, and then enter the values for the next record. Continue this process until you have entered all the records for the table • Click the Save button on the Quick Access Toolbar, enter a name for the table, and then click the OK button New Perspectives on Microsoft Access 2010 10
  • 11. Creating a Table in Datasheet View XP New Perspectives on Microsoft Access 2010 11
  • 12. Entering Records XP New Perspectives on Microsoft Access 2010 12
  • 13. Saving a Table XP • Click the Save button on the Quick Access Toolbar. The Save As dialog box opens • In the Table Name text box, type the name for the table • Click the OK button New Perspectives on Microsoft Access 2010 13
  • 14. The Create Tab Options XP New Perspectives on Microsoft Access 2010 14
  • 15. Opening a Database XP • Start Access. If necessary, click the File tab to display Backstage view • Click the Open command in the navigation bar to display the Open dialog box • Navigate to the database file you want to open, and then click the file • Click the Open button New Perspectives on Microsoft Access 2010 15
  • 16. Opening a Database XP New Perspectives on Microsoft Access 2010 16
  • 17. Navigating a Datasheet XP • The navigation buttons provide another way to move vertically through the records New Perspectives on Microsoft Access 2010 17
  • 18. Creating a Simple Query XP • A query is a question you ask about the data stored in a database • The Simple Query Wizard allows you to select records and fields quickly New Perspectives on Microsoft Access 2010 18
  • 19. Creating a Simple Form XP • A form is an object you use to enter, edit, and view records in a database • You can design your own forms, use the Form Wizard, or use the Form tool to create a simple form quickly and easily New Perspectives on Microsoft Access 2010 19
  • 20. Creating a Simple Form XP New Perspectives on Microsoft Access 2010 20
  • 21. Creating a Simple Report XP • A report is a formatted printout (or screen display) of the contents of one or more tables in a database • The Report tool places all the fields from a selected table or query New Perspectives on Microsoft Access 2010 21
  • 22. Creating a Simple Report XP New Perspectives on Microsoft Access 2010 22
  • 23. Creating a Simple Report XP New Perspectives on Microsoft Access 2010 23
  • 24. Printing a Report XP • Open the report in any view, or select the report in the Navigation Pane • To print the report with the default print settings, click the File tab to display Backstage view, click the Print tab, and then click Quick Print or • To display the Print dialog box and select the options you want for printing the report, click the File tab, click the Print tab, and then click Print (or, if the report is displayed in Print Preview, click the Print button in the Print group on the Print Preview tab) New Perspectives on Microsoft Access 2010 24
  • 25. Viewing Objects in the Navigation XP Pane New Perspectives on Microsoft Access 2010 25
  • 26. Compacting and Repairing a Database XP • Compacting a database rearranges the data and objects in a database to decrease its file size New Perspectives on Microsoft Access 2010 26
  • 27. Compacting and Repairing a Database XP • Make sure the database file you want to compact and repair is open • Click the File tab to display Backstage view • Make sure the Info tab is selected in the navigation bar • Click the Compact & Repair Database button New Perspectives on Microsoft Access 2010 27
  • 28. Backing Up and Restoring a DatabaseXP • Backing up a database is the process of making a copy of the database file to protect your database against loss or damage • The Back Up Database command enables you to back up your database file from within the Access program, while you are working on your database New Perspectives on Microsoft Access 2010 28