Slide 1

Getting Started with Access 2013ObjectivesUnderstand relational databasesExplore a databaseCreate a databaseCreate a table(continued)Microsoft Office 2013-Illustrated2Objectives (continued)Create primary keysRelate two tablesEnter dataEdit dataMicrosoft Office 2013-Illustrated3Understand Relational DatabasesLists of information are related to one anotherAccess provides tools that allow sorting, grouping, analyzing and reporting data in many different waysMicrosoft Office 2013-Illustrated4Advantages of AccessMinimizes duplicate data, increasing accuracy and consistencyData entry is faster and easierData can be viewed and sorted in many waysInformation is more secureData can be shared and edited by several users simultaneously

Microsoft Office 2013-Illustrated5Access vs. ExcelMicrosoft Office 2013-Illustrated6

Explore a DatabaseAccess can be opened in multiple waysObjects include:TablesQueriesFormsReportsMicrosoft Office 2013-Illustrated7Access ObjectsMicrosoft Office 2013-Illustrated8

Create a DatabaseStart by using an Access template or by opening a blank databaseTable Design View provides the most options for defining fieldsDatasheet View is a spreadsheet-like view of the data in a tableMicrosoft Office 2013-Illustrated9Data TypesMicrosoft Office 2013-Illustrated10

Create a TableEssential tasks in creating a table:Defining the fieldsSelecting data type for each field (e.g., numbers, text, dates)Naming the tableDetermining how the table will participate in the relational database

Microsoft Office 2013-Illustrated11Important Database TerminologyMicrosoft Office 2013-Illustrated12

Create Primary KeysPrimary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this fieldPrimary key field relates one table to another in a one-to-many relationship; one record in the 1st table is related to many records in the 2nd tableMicrosoft Office 2013-Illustrated13Designating the Primary Key FieldMicrosoft Office 2013-Illustrated14

Learning about field propertiesProperties = characteristics of a field2 properties required for every field: Field Name and Data TypeYou can add other properties, such as Field Size, Format and CaptionMore properties = more restrictions = more data entry accuracyMicrosoft Office 2013-Illustrated15Relate Two TablesTables must be linked before queries, forms, or reports can be created that utilize fields from more than one tableTables are linked in a one-to-many relationshipMicrosoft Office 2013-Illustrated16Linking TablesMicrosoft Office 2013-Illustrated17

Enter DataFocus: Refers to which data would be entered or edited if you started typingMicrosoft Office 2013-Illustrated18Moving the Focus to Navigate DataOptions[Tab][Enter]Navigation buttons: Previous record Next recordMicrosoft Office 2013-Illustrated19

Navigation mode keyboard shortcuts

Microsoft Office 2013-Illustrated20Edit DataAccess automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheetTo change the contents of an existing record, navigate to the field you want to change and type the new informationMicrosoft Office 2013-Illustrated21Edit mode keyboard shortcuts

Microsoft Office 2013-Illustrated22Resizing & Moving Datasheet ColumnsClick and drag column separators to manually widen or narrow columnsDouble-click the column separator to automatically adjust width to the widest entry in the fieldClick the field name and drag it left or right to move a column

Microsoft Office 2013-Illustrated23SummaryUnderstanding relational databasesExploring databasesCreating databasesCreating tablesCreating primary keysRelating two tablesEntering and editing dataMicrosoft Office 2013-Illustrated24