Access Chapter 01 from textbook Microsoft Office 2010 by Shelly and Vermaat.

1. Microsoft
Access 2010
Chapter 1
Databases and Database
Objects: An Introduction

2. Objectives
• Design a database to satisfy a collection of
requirements
• Describe the features of the Access window
• Create a database
• Create tables in Datasheet and Design views
• Add records to a table
Databases and Database Objects: An Introduction 2

3. Objectives
• Close a database
• Open a database
• Print the contents of a table
• Create and use a query
• Create and use a form
• Create and print custom reports
• Modify a report in Layout view
Databases and Database Objects: An Introduction 3

4. Project – Database Creation
Databases and Database Objects: An Introduction 4

5. General Project Guidelines
• Identify the tables
• Determine the primary keys
• Determine the additional fields
• Determine relationships between the tables
• Determine data types for the fields
• Identify and remove any unwanted redundancy
• Determine a storage location for the database
• Determine additional properties for fields
• Determine the best method for distributing the
database objects
Databases and Database Objects: An Introduction 5

6. Creating a Database
• With a USB flash drive connected to one of the computer’s USB
ports, ensure the New tab is selected in the Backstage view and that
Blank database is selected in the New gallery
• Click the Browse button in the right pane of the New gallery to display
the File New Database dialog box
• Type the desired file name in the File New Database dialog box to
change the file name. Do not press the ENTER key after typing the file
name
• Navigate to the desired save location
• Click the OK button, which returns you to the New gallery
• Click the Create button in the right pane of the New gallery to create
the database on the selected drive with the entered file name
Databases and Database Objects: An Introduction 6

7. Creating a Database
Databases and Database Objects: An Introduction 7

8. Modifying the Primary Key
• Right-click the column heading for the desired
primary key field to display a shortcut menu
• Right-click the column heading for the field to display
a shortcut menu
• Type the new desired name for the field
• Click the white space immediately below the field
name to complete the addition of the field
• Click the Data Type box arrow (Table Tools Fields tab |
Formatting group) to display a menu of available data
types
• Click the desired data type
Databases and Database Objects: An Introduction 8

9. Modifying the Primary Key
• Click the Field Size text box (Table Tools Fields tab |
Properties group) to select the current field size, use either
the delete or backspace keys to erase the current field
size, and then type the new field size
• Click the Name & Caption button (Table Tools Fields tab |
Properties group) to display the Enter Field Properties
dialog box
• Click the Caption text box (Enter Field Properties dialog
box), and then type the desired caption
• Click the Description text box, and then type the desired
description
• Click the Description text box, and then type the desired
description
Databases and Database Objects: An Introduction 9

10. Modifying the Primary Key
Databases and Database Objects: An Introduction 10

11. Defining the Remaining Fields in a Table
• Click the Click to Add column heading to display a
menu of available data types
• Click the desired data type
• Enter the desired field name
• Click the white space below the field name to
complete the change of the name. Click the white
space a second time to select the field
• Change the field size, if necessary
Databases and Database Objects: An Introduction 11

12. Saving a Table
• Click the Save button on the Quick Access Toolbar
to display the Save As dialog box
• Type the desired file name
• Click the OK button (Save As dialog box) to save
the table
Databases and Database Objects: An Introduction 12

13. Viewing the Table in Design View
• Click the View button arrow (Table Tools Fields tab
| Views group) to display the View button menu
• Click the View button arrow (Table Tools Fields tab
| Views group) to display the View button menu
Databases and Database Objects: An Introduction 13

14. Closing the Table
• Click the Close button for the open table to close
the table
Databases and Database Objects: An Introduction 14

15. Adding Records to a Table
• Right-click the table in the Navigation Pane to
display the shortcut menu
• Click Design View on the View button menu to
view the table in Design view
• Click the Shutter Bar Open/Close Button to close
the Navigation Pane
• Type the desired values in each field, pressing the
TAB key to move to the next field
Databases and Database Objects: An Introduction 15

16. Adding Records to a Table
Databases and Database Objects: An Introduction 16

17. Resizing Columns in a Datasheet
• Point to the right boundary of the field selector so
that the mouse pointer becomes a two-headed
arrow
• Double-click the right boundary of the field
selector to resize the field so that it best fits the
data
• Save the changes to the layout by clicking the
Save button on the Quick Access Toolbar
• Click the table’s Close button to close the table
Databases and Database Objects: An Introduction 17

18. Resizing Columns in a Datasheet
Databases and Database Objects: An Introduction 18

19. Previewing and Printing the Contents
of a Table
• If necessary, open the Navigation Pane and select
the table you wish to preview and print
• Click File on the Ribbon to open the Backstage
view
• Click the Print tab in the Backstage view to display
the Print gallery
• Click the Print Preview button in the Print gallery
to display a preview of what the table will look
like when printed
Databases and Database Objects: An Introduction 19

20. Previewing and Printing the Contents
of a Table
• Click the Print button (Print Preview tab | Print
group) to display the Print dialog box
• Click the OK button (Print dialog box) to print the
table
• When the printer stops, retrieve the hard copy
• Click the Close Print Preview button (Print Preview
tab | Close Preview group) to close the Print
Preview window
Databases and Database Objects: An Introduction 20

21. Previewing and Printing the Contents
of a Table
Databases and Database Objects: An Introduction 21

22. Creating a Table in Design View
• Open the Navigation Pane
• Click Create on the Ribbon to display the Create tab
• Click the Table Design button (Create tab | Tables
group) to create a new table in Design view
• Type the desired field name in the Field Name
column
• Click the Primary Key button (Table Tools Design tab |
Tools group) if the field you are adding is the primary
key
• Type the desired description in the Description
column
Databases and Database Objects: An Introduction 22

23. Creating a Table in Design View
• Type the desired field size in the Field Size text
box in the Field Properties pane
• Type the desired caption in the Caption text box
Databases and Database Objects: An Introduction 23

24. Importing an Excel Worksheet
• Click External Data on the Ribbon to display the
External Data tab
• Click the Excel button (External Data tab | Import &
Link group) to display the Get External Data – Excel
Spreadsheet dialog box
• Click the Browse button (Get External Data – Excel
Spreadsheet dialog box) to display the File Open
dialog box
• Navigate to and select the desired file
• Click the Open button (File Open dialog box), which
will return you to the Get External Data dialog box
Databases and Database Objects: An Introduction 24

25. Importing an Excel Worksheet
• Follow the remaining steps in the wizard to
import the Excel worksheet
– Choose where to import the data
– Preview the data you are importing
– Name the table (if importing to a new table)
Databases and Database Objects: An Introduction 25

26. Using the Simple Query Wizard
to Create a Query
• If necessary, open the Navigation Pane
• Select the table you wish to query
• Click Create on the Ribbon to display the Create tab
• Click the Query Wizard button (Create tab | Queries
group) to display the New Query dialog box
• Be sure Simple Query Wizard is selected, and then
click the OK button (New Query dialog box) to display
the Simple Query Wizard dialog box
Databases and Database Objects: An Introduction 26

27. Using the Simple Query Wizard
to Create a Query
• Follow the remaining steps in the wizard to finish
creating the query
Databases and Database Objects: An Introduction 27

28. Using a Criterion in a Query
• Right-click the query to open in the Navigation
Pane to produce a shortcut menu
• Click Design View on the shortcut menu to open
the query in Design view
• Click the Criteria row in the column for the field
for which you want to specify the criteria, and
then type the criteria
• Click Design View on the shortcut menu to open
the query in Design view
Databases and Database Objects: An Introduction 28

29. Using a Criterion in a Query
Databases and Database Objects: An Introduction 29

30. Creating a Form
• Select the table in the Navigation Pane for which
you want to create a form
• If necessary, click Create on the Ribbon to display
the Create tab
• If the form appears in Layout view, click the Form
View button on the Access Status bar to display
the form in Form view
Databases and Database Objects: An Introduction 30

31. Creating a Form
• Click the Save button on the Quick Access Toolbar
to display the Save As dialog box
• Type the desired form name, and then click the
OK button to save the form
• Click the Close button for the form to close the
form
Databases and Database Objects: An Introduction 31

32. Creating a Form
Databases and Database Objects: An Introduction 32

33. Creating a Report
• Select the table in the Navigation Pane for which you
want to create the report
• Click Create on the Ribbon to display the Create tab
• Click the Report button (Create tab | Reports group)
to create the report
• Click the Save button on the Quick Access Toolbar to
display the Save As dialog box and then type the
name of the report
• Click the OK button (Save As dialog box) to save the
report
Databases and Database Objects: An Introduction 33

34. Creating a Report
Databases and Database Objects: An Introduction 34

35. Modifying Column Headings
and Resizing Columns
• Right-click the report in the Navigation Pane you wish
to modify and then click Layout View on the shortcut
menu
• If a Field list appears, click the Add Existing Fields
button (Report Layout Tools Design tab | Tools group)
to remove the Field list from the screen
• Close the Navigation Pane
• Click the column heading you wish to modify two
times
• Type the new column heading
Databases and Database Objects: An Introduction 35

36. Modifying Column Headings
and Resizing Columns
• Point to the right boundary of the field you wish
to resize until the mouse pointer changes to a
two-headed arrow and then drag the right
boundary to the desired position
Databases and Database Objects: An Introduction 36

37. Adding Totals to a Report
• Select the field you want to total
• Click Design on the Ribbon to display the Design tab
• Click the Totals button (Report Layout Tools Design
tab | Grouping & Totals group) to display the list of
available calculations
• Click Sum to calculate the sum of the amount of paid
values
• Click the Save button on the Quick Access Toolbar to
save your changes to the report layout
Databases and Database Objects: An Introduction 37

38. Adding Totals to a Report
Databases and Database Objects: An Introduction 38

39. Changing Database Properties
• Click File on the Ribbon to open the Backstage
view
• If necessary, click the Info tab in the Backstage
view to display the Information gallery
• Click the ‘View and edit database properties’ link
in the right pane of the Info gallery
• Enter the desired database properties
• Click the OK button to save your changes
Databases and Database Objects: An Introduction 39

40. Changing Database Properties
Databases and Database Objects: An Introduction 40

41. Backing Up a Database
• Open the database to be backed up
• Click File on the Ribbon to open the Backstage
view, and then click the Save & Publish tab
• With Save Database As selected in the File Types
area, click Back Up Database in the Save Database As
area, and then click the Save As button
• Selected the desired location in the Save As box. If
you do not want the name Access has
suggested, enter the desired name in the File name
text box
• Click the Save button to back up the database
Databases and Database Objects: An Introduction 41

42. Compacting and Repairing a Database
• Open the database to be compacted
• Click File on the Ribbon to open the Backstage
view, and then, if necessary, select the Info tab
• Click the Compact & Repair Database button in
the Information gallery to compact and repair the
database
Databases and Database Objects: An Introduction 42

43. Additional Operations
• Opening another database
• Closing a database without exiting Access
• Saving a database with another name
• Deleting a table or other object in the database
• Renaming an object in the database
Databases and Database Objects: An Introduction 43

44. Chapter Summary
• Design a database to satisfy a collection of
requirements
• Describe the features of the Access window
• Create a database
• Create tables in Datasheet and Design views
• Add records to a table
Databases and Database Objects: An Introduction 44

45. Chapter Summary
• Close a database
• Open a database
• Print the contents of a table
• Create and use a query
• Create and use a form
• Create and print custom reports
• Modify a report in Layout view
Databases and Database Objects: An Introduction 45

46. Microsoft
Access 2010
Chapter 1 Complete