This lesson teaches how to use Microsoft Access. It covers how to identify the different parts of the Access screen, create and modify databases and tables, enter and edit records, and change field properties. Students will learn how to navigate databases, create and modify tables in Datasheet and Design views, set data types and field properties, and add, delete, copy and paste records and fields.

1. Lesson 23
Getting Started with
Access Essentials
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 4th Edition
1
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2. Objectives
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Lesson 23
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2
Identify the parts of the Access screen.
Identify and navigate objects in a database.
Create a database, then create a new table
and enter records in Datasheet view.
Change the column width in a table in
Datasheet view.
Add and delete fields in Design view.
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CLB: A Comp Guide to IC3 4E

3. Objectives (continued)
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Lesson 23
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3
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Change field data types and field properties.
Add and edit records in a table in Datasheet
view.
Delete and copy records and fields in
Datasheet view.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

4. Vocabulary
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Lesson 23
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4
data type
database
datasheet
entry
field
field name
field properties
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primary key
record
relational database
CLB: A Comp Guide to IC3 4E

5. Identifying the Parts of the Access
Screen
An Access database is composed of objects
of several different types.
Lesson 23
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5
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CLB: A Comp Guide to IC3 4E

6. Lesson 23
Identifying the Parts of the Access
Screen (continued)
6
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CLB: A Comp Guide to IC3 4E

7. Creating a New Database
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Lesson 23
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Saving a Database File and Creating a
Table in Datasheet View
A table, often referred to as a datasheet, is
the primary object in the database.
A field is a single piece of database
information.
Fields are displayed as columns, and each
column has a field name.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

8. Creating a New Database
(continued)
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Lesson 23
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8
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A data type determines the type of data the
field can store, such as text or numbers.
A record is a group of related fields in a
database.
When you create a table in Access, the
default setting creates a primary key for each
record, which uniquely identifies each record
in the table.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

9. Creating a New Database
(continued)
Lesson 23
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9
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Entering
Records in
Datasheet View
When you enter
data into a cell,
you are making
an entry.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

10. Modifying a Database Table in
Design View
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Lesson 23
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Adding and Deleting Fields
Field properties define the characteristics
and behavior of a field.
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CLB: A Comp Guide to IC3 4E

11. Modifying a Database Table in
Design View (continued)
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Lesson 23
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Changing Field Data Type and Field Properties
In Design view, you can specify the data type for
each field.
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CLB: A Comp Guide to IC3 4E

12. Adding and Editing Database
Records
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Lesson 23
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It is common for data to change after you
have entered it into your database.
Use the Navigation bar to access records.
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CLB: A Comp Guide to IC3 4E

13. Deleting and Copying Records and
Fields in Datasheet View
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Lesson 23
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After a record is selected, press the Delete
key to remove the data.
Once you have deleted a record, you cannot
use the Undo command to restore it.
The Cut, Copy, and Paste commands you
have used in other Office applications are
also available in Access.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

14. Lesson 23
Summary
14
In this lesson, you learned:
 Many parts of the Access screen are similar to other Office
2010 applications. However, Access also has different
views to perform tasks unique to Access.
 The first step in creating a new database is to create a
table. Tables are the primary objects in a database. A
database can have multiple tables. All other objects are
based on data stored in tables.
 You can automatically adjust table column widths in
Datasheet view similar to how you adjust column widths in
Excel.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

15. Summary
Lesson 23
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15
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A table can be modified after it is created, and
you can add or delete fields in the table even
after records have been entered. You can
modify a table in Datasheet view or in Design
view.
You can easily switch between Design view
and Datasheet view, but you must save
changes and close a table before switching
views.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

16. Summary
Lesson 23
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In Design view, you can specify the data type and
properties for each field. The field properties control
the characteristics and behavior of a database field,
such as the maximum number of characters.
If you make a mistake adding or editing data in a
record, you can choose the Undo command to
reverse your last action, but only if the changes have
not yet been updated. Once you navigate to another
record, the Undo command is no longer available.
Morrison / Wells
CLB: A Comp Guide to IC3 4E

17. Summary
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Lesson 23
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17
Deleting records is similar to deleting rows in
Excel. Once you have deleted a record, you
cannot use the Undo command to restore it.
Selected data can be copied or moved from one
location to another in an Access table, or to
another table, using the Cut, Copy, and Paste
commands.
To change the sequence of fields in a table, you
rearrange the sequence of columns.
Morrison / Wells
CLB: A Comp Guide to IC3 4E