AC Chapter 01.pdf

8/14/2019 AC Chapter 01.pdf

1/46

MicrosoftAccess 2 1Chapter 1

Databases and DatabaseObjects: An Introduction


2/46


3/46

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

Objectives


4/46


Project Database Creation


5/46

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 thedatabase objects


General Project Guidelines


6/46

With a USB flash drive connected to one of the computers 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 namein the File New Database dialog box tochange 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


Creating a Database


7/46


8/46

Right-click the column heading for the desiredprimary key field to display a shortcut menu

Right-click the column heading for the field to displaya 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 datatypes

Click the desired data type


Modifying the Primary Key


9/46

Click the Field Size text box (Table Tools Fields tab |Properties group) to select the current field size, use eitherthe 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 Propertiesdialog box

Click the Caption text box (Enter Field Properties dialogbox), and then type the desired caption

Click the Description text box, and then type the desireddescription

Click the Description text box, and then type the desireddescription




10/46




11/46

Click the Click to Add column heading to display amenu 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


Defining the Remaining Fields in a Table


12/46

Click the Save button on the Quick Access Toolbarto display the Save As dialog box

Type the desired file name

Click the OK button (Save As dialog box) to savethe table


Saving a Table


13/46


14/46

Click the Close button for the open table to closethe table


Closing the Table


15/46


16/46


Adding Records to a Table


17/46


18/46


Resizing Columns in a Datasheet


19/46

If necessary, open the Navigation Pane and selectthe 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 galleryto display a preview of what the table will look

like when printed


Previewing and Printing the Contents

of a Table


20/46

Click the Print button (Print Preview tab | Printgroup) to display the Print dialog box

Click the OK button (Print dialogbox) to print thetable

When the printer stops, retrieve the hard copy

Click the Close Print Preview button (Print Preview

tab | Close Preview group) to close the PrintPreview window



of a Table


21/46



of a Table


22/46

Open the Navigation Pane

Click Create on the Ribbon to display the Create tab

Click the Table Design button (Create tab | Tablesgroup) to create a new table in Design view

Type the desired field name in the Field Namecolumn

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


Creating a Table in Design View


23/46


24/46

Click External Data onthe Ribbon to display theExternal 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 Opendialog 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


Importing an Excel Worksheet


25/46

Follow the remaining steps in the wizard toimport the Excel worksheet

Choose where to import the data

Preview the data you are importing

Name the table (if importing to a new table)


Importing an Excel Worksheet


26/46

If necessary, open the Navigation Pane Select the table you wish to query


Click the Query Wizard button (Create tab | Queriesgroup) 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 displaythe Simple Query Wizard dialog box


Using the Simple Query Wizard

to Create a Query


27/46

Follow the remaining steps in the wizard to finishcreating the query


Using the Simple Query Wizard

to Create a Query


28/46

Right-click the query to open in the NavigationPane 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


Using a Criterion in a Query


29/46


Using a Criterion in a Query


30/46

Select the table in the Navigation Pane for whichyou 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


Creating a Form


31/46

Click the Save button on the Quick Access Toolbarto 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


Creating a Form


32/46


Creating a Form


33/46

Select the table in the Navigation Pane for which youwant to create the report


Click the Report button (Create tab | Reports group)to create the report

Click the Save button on the Quick Access Toolbar todisplay 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


Creating a Report


34/46


Creating a Report

M dif i C l H di


35/46

Right-click the report in the Navigation Pane you wishto modify and then click Layout View on the shortcutmenu

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 twotimes

Type the new column heading


Modifying Column Headings

and Resizing Columns

M dif i C l H di


36/46

Point to the right boundary of the field you wishto resize until the mouse pointer changes to a

two-headed arrow and then drag the right

boundary to the desired position


Modifying Column Headings

and Resizing Columns


37/46

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 ofavailable 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


Adding Totals to a Report


38/46


Adding Totals to a Report


39/46

Click File on the Ribbon to open the Backstageview

If necessary, clickthe Info tab in the Backstageview 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


Changing Database Properties


40/46


Changing Database Properties


41/46

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 Typesarea, click Back Up Database in the Save Database Asarea, 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


Backing Up a Database


42/46

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 inthe Information gallery to compact and repair the

database


Compacting and Repairing a Database


43/46

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


Additional Operations


44/46

Design a database to satisfy a collection ofrequirements

Describe the features of the Access window

Create a database

Create tables in Datasheet and Design views

Add records to a table

Chapter Summary



45/46

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


Chapter Summary


46/46

Documents

AC Chapter 01.pdf