This document provides an overview of creating and managing database tables in Microsoft Access 2007. The key points covered are: 1. Organizing data into tables with fields and assigning data types is an important first step when creating an Access database. 2. Tables can be created, modified and saved using tools on the ribbon interface. Data is entered into tables in Datasheet View. 3. Common tasks like adding records, deleting records, printing and changing views between Design and Datasheet modes are described.

1. Microsoft Access 2007 – Level 1 CREATING DATABASE TABLES Chapter 1

2. Performance Objectives Open and close database objects Organize data into tables Determine fields and assign data types in a table Create and save a table Enter data into a database table Open and print a database table Add and delete records in a database table

3. Features of Databases Manage business information such as Customer names, addresses, phone numbers Products information Services performed for clients Organize, store, maintain, retrieve, sort, and print all or selected data Databases contain objects related to data Data stored in table objects Other objects: forms, queries, reports

4. Opening Access Click Only one database can be open at a time

5. Creating / Opening a Database Click to create a new database Click to open a database used recently Click to create a new database from a template

6. Creating a Database …/2 A new database … Click Give it a name Click Database will open with an open, blank table

7. Microsoft Access Screen Title Bar Message Bar Navigation pane Tables, Queries, Forms, Reports Work Area can hold more than one object Quick Access Toolbar Status Bar Ribbon

8. Opening and Closing DB Objects Double-click to open any object in the Navigation area into the Work area Click X to Close the object

9. Organizing Data 10040 field field 100 West field records database table Organize data in related tables since Access is a relational database 60611 60611 10040 New York Chicago database table S. Smith field S. Smith 100 Main field

10. Determining Fields Determine how you plan to use the data, based on current / future needs Determine field names and types unique name for each field name should describe field contents each may contain up to 64 characters may contain letters, numbers, spaces, and most symbols cannot begin with a space Decide on the tables to hold each set of fields, while eliminating or minimizing duplication

11. Assigning Data Types Text Memo Number Currency Date/Time AutoNumber Yes/No OLE Object Hyperlink Lookup Wizard Assign a data type and size to each field to control data entry and display

12. Creating a Table A new database … An existing database … Click Fields, types, and sizes must be defined Blank table provided

13. Creating a Table …/2 Datasheet View shows fields in the table; used for entering data Design View shows the table structure; used to show field names, types, sizes, etc. Click and type name to add a field Click to switch views quickly (toggle)

14. Changing the Field Size Click to change field size for desired field

15. Saving a Table Save button OR Office button, Save Type a name Click Ctrl + S OR

16. Entering Data in a Table Type data for each record Press Tab to move from field to field, Shift + Tab to move to the previous field Notice description in Status bar is same as Description in the table structure Record number and record count in Navigation bar Table in Datasheet view

17. Entering Data in a Table…/2 Example of how database table appears after records are entered

18. Printing a Table …/1 Quick Print button Office, Print Quick Print sends directly to the default printer OR

19. Printing a Table …/2 Office, Print Print opens Print dialog box to change printer, number of copies, etc.

20. Print Dialog Box OR Office, Print, Print Ctrl + P Choose printer, Number of copies, Page range

21. Previewing a Table Print Preview button Office, Print Print Preview shows how printed page(s) will look before printing OR

22. Changing Page Layout Change margins Orientation Paper size Changes not saved with table Open Page Setup dialog box

23. Changing Page Layout …/2 Change margins Orientation Paper size Changes not saved with table Page Setup dialog box

24. Changing Field Width Double-click column boundary to adjust width to longest entry

25. Adding a Record to a Table New Record button in the Navigation bar Type data into the appropriate fields OR Ctrl + + Home tab, New OR OR Tab past last record

26. Deleting a Record in a Table Click the Delete Record button OR Press Delete key Select the record and Read carefully and click Yes Click on the record and

27. Features Summary How do you create a new Access database? Click Give it a name Click

28. Features Summary How do you save a table structure? Quick Access Save button OR Office , Save Ctrl + S OR

29. Features Summary How do you close a table? Click X to Close the table

30. Features Summary What must you determine before creating a table? How you plan to use the data, based on current / future needs Fields necessary: Field names, types, and sizes Which tables will hold each set of fields, while eliminating or minimizing duplication

31. Features Summary How do you display the Print dialog box? OR Office, Print, Print Ctrl + P

32. Features Summary How do you change the margins before printing a table? Change margins

33. Features Summary How do you display the Page Setup dialog box? Open Page Setup dialog box

34. Features Summary How do you add a record to a table? New Record button in Navigation bar OR Ctrl + + OR Home tab, New OR Tab past last record

35. Features Summary How do you delete a record from a table? Delete Record button OR Select the record and press the Delete key Select the record and click

36. Features Summary How do you switch to Design view? Home tab, View (toggle)

37. Features Summary How do you switch to Datasheet view? Home tab, View (toggle)

38. Coming Next CREATING RELATIONSHIPS BETWEEN DATABASE TABLES Chapter 2