T8 [MS Access 2010]

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Describe basic computer hardware, software, input,

output, communication and network devices.

To apply the suitable office application to

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1

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Objectives & Learning Outcomes

2

Objective

To ensure that each student can develop a basic database

with manipulation of data in MS Office Access 2010.

Learning Outcomes

At the end of the lessons, students will be able to:

• Develop basic database.

• Demonstrate the manipulation of data using tables and forms.

• Manipulate the data with query.

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Access 2010• database creation and management program.

• to understand Access, you must first understanddatabases.

In this lesson, you will learn about:

• databases and how they are used.

• familiarize yourself with the differences between

data management in Access and Microsoft Excel.• get a look ahead at the rest of the Access course.

4

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What is a Database?

5

A collection of

data that is stored

in a computersystem.

Allow users to enter, access, andanalyze their data quickly and

easy.

Stores its

lists of datain tables,

which allow

you to store

even moredetailed

information.

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Why Use a Database?

To handle non-

numerical data like

names anddescriptions

To understand

how lists and

the objects

within them

relate to one

another

Allows user to enter,

search, and analyzedata in more than one

table at a time

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Databases in Access 2010

• are composed of fourobjects: tables, queries,forms, and reports

• allow you to enter, store,analyze, and compile yourdata as you wish.

• tables are organized intovertical columns andhorizontal rows.

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Database ObjectAccess Object Object Description

TableA collection of data organized

into many connected lists.

FormsUsed for entering, modifying,

and viewing records.

Queries

A way of searching for and

compiling data from one ormore tables.

ReportsOffer you the ability to present

your data in print.

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Records and FieldsNormal Table Access Table

Rows Records

Columns Fields

Field

A way of

organizing

information by

the type of

data.

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Records

• record is more than just a row-- it’s a unit of information.

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Ribbon

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Minimize and Maximize the Ribbon

When the Ribbon is

minimized, you can make itreappear by clicking on a tab.

However, the Ribbon will

disappear again when you are

not using it.

1

• Click the arrow inthe upper-right

corner of the

Ribbon to

minimize it.

2

• To maximize the

Ribbon, click the

arrow again.

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Quick Access Toolbar

• you can customize it by adding additional commands.

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Navigation Pane

List

containing

every objectin database.

User can open,

rename, and deleteobjects using the

Navigation Pane.

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Minimize and Maximize the Navigation Pane

If you would like to make the Navigation

Pane smaller without fully minimizing it, you

can resize it. Simply click and drag the right

border of the Navigation Pane. When it is

the desired size, release your mouse.

1

• Click the double arrow in the upper-right corner of the Navigation Paneto minimize it.

2

•To make the Navigation Pane visibleagain, click the double arrow tomaximize it.

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Sort the Objects in the Navigation PaneSelect Custom to create a custom group for sorting the

objects. After applying the sort, simply drag the desiredobjects to the new group.

Select Object Type to group the objects by type. This is thedefault setting.

Select Tables and Related Views to group forms, queries, andreports together with the tables they refer to.

Select Created Date or Modified Date to sort the objectsfrom most to least recently created or modified.

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Open an Existing Database

1

• Click the File tab. Thistakes you toBackstage view.

2

• Select Open. A dialog

box will appear.

3

• Locate and select thedesired database,then click Open.

4

• One or more warningmessages mayappear when youopen your database.

• If the database contains customized

functions, a yellow bar with a security

warning may appear below the Ribbon. If

you trust the source of your database,click Enable Content for your database to

display correctly.

• After enabling all content in the

database, you may see a message asking

if you want to make the database a

Trusted Document. Click yes if you would

like all content to be automaticallyenabled each time you open the

database.

• You may be prompted to Log In to the

database. Select your name from the log

in list. If your name does not appear, click

Add User to enter your information.

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Open anExisting

Database

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Close a Database

1• Click the File tab to go to Backstage

View.

2• Select Close Database.

3

• If you have any unsaved objects, adialog box will pop up for each one

asking if you would like to save it.Select Yes to save the object, No toclose it without saving, or Cancel toleave your database open.

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Open an Object

By default, the most recently opened object will display in the

main window as the current object. To view another open

object, simply click its tab in the Document Tabs bar.

1

• In the Navigation Pane,locate the object you wouldlike to open.

2

• Double-click the desiredobject. It will open andappear as a tab in theDocument Tabs bar.

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Save a New Object

To save an existing object, select save in

Backstage View, or simply click the Save

command in the Quick Access Toolbar.

1

•Select the object you wish to save by clickingits tab in the Document Tabs bar.

2

•Select the File tab to navigate to BackstageView.

3•Click Save.

4

•The first time you save an object, you will beprompted to name it. Enter the desired object

name, and click OK.

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Close an Object

1

• Select the object you wish to close on theDocument Tabs bar.

2

• Click the on the far right of the DocumentTabs bar.

3• Closing the current object.

4

• If there are any unsaved changes to theobject, you will be prompted to save it.Select Yes to save, No to close it withoutsaving your changes, or Cancel to leave theobject open.

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Open an Object

• By default, the most recently opened object

will display in the main window as the current

object. To view another open object, simply

click its tab in the Document Tabs bar.

1

• In the Navigation Pane, locate

the object you would like to

open.

2

• Double-click the desired object.

It will open and appear as a tab

in the Document Tabs bar.

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Save a New Object

To save an existing object, select

save in Backstage View, or simply

click the Save command in the

Quick Access Toolbar.

1• Select the object you wish to save by clicking

its tab in the Document Tabs bar.

2•Select the File tab to navigate to Backstage

View.

3• Click Save.

4

• The first time you save an object, you will beprompted to name it. Enter the desiredobject name, and click OK.

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Close an Object

You can also close an object by right-clicking its tab on the Document Tabs bar. Adrop-down menu will appear. Select Closeto close that object, or Close All to close allopen objects.

1• Select the object you wish to close on the

Document Tabs bar.

2• Click the on the far right of the Document

Tabs bar.

3

• If there are any unsaved changes to theobject, you will be prompted to save it.Select Yes to save, No to close it withoutsaving your changes, or Cancel to leave theobject open.

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Rename an Object

1

• If the object you wish to rename is

open, close it.

2

• In the Navigation Pane, right-click the

object you would like to rename.

3• Select Rename.

4

• Type the new name, then press the

Enter key.

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Open an Existing Table

1

• Open your database and locate

the Navigation Pane.

2

• In the Navigation Pane, locatethe table you would like to

open. Tables are marked withthe icon.

3

• Double-click the name of the

table. It will open and appearas a tab in the Document Tabs

bar.

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Understanding Tables

In Access, rows and

columns are referred to as

records and fields.

A record is one unit of

information.

A field is a way of organizing information by

type.

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Navigating Within Tables

use the up and down arrow keys, scroll upand down, or use the arrows in the record

navigation bar located at the bottom of thetable.

Can find any record in the currently opentable by searching for it using the record

search box.

Simply place your cursor in the search box,type any word that appears in the record

you would like to find, and press the enterkey. To view additional records that match

your search, press enter again.

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Add a New Record 1

• In the Records group on the Home tab, click the New

command.

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Add a New Record 2

• On the Record Navigation bar at the bottom of the

window, click the New Record button.

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Add a New Record 2

• Simply begin typing in the row below your last addedrecord.

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Save a Record

1. Select the Home tab, and locate the Records group.

2. Click the Save command.

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Delete a Record

1

• Select the entire record by

clicking the grey border atthe left side of the record.

2

• Select the Home tab andlocate the Records group.

3

• Click the Delete command.

The record will be

permanently deleted.

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Resize a Field

1

• Place your cursor over the right

gridline in the field title. Your

mouse will become a double

arrow.

2

• Click and drag the gridline to theright to increase the field width or

to the left to decrease the field

width.

3

• Release the mouse. The fieldwidth will be changed.

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Resize a Row

1. Place your cursor over the bottom gridline in the grey area to the

left of the row. Your mouse will become a double arrow.

2. Click and drag the gridline downward to increase the row height or

upward to decrease the row height.

3. Release the mouse. The row height will be changed.

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Hide a Field

1

• Right-click thefield title.

2

• From the drop-down menu,select Hide Fields.

3• The field will be

hidden.

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Move a Field

1

• Locate the field you wish to move,then hover your mouse over thebottom border of the field header.Your cursor will become a four-sided arrow .

2• Click and drag the field to its new

location.

3• Release your cursor. The field will

appear in the new location.

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Change the Alternate Row Color

1

• Select the Home tab and locate theText Formatting group.

2

• Click the Alternate Row Colour

drop-down arrow.

3

• Select a colour from the drop-downmenu, or select No Colour toremove the alternate row colour.

4

• Your alternate row colour will beupdated.

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Customize Which Gridlines Appear

1. Select the

Home taband locate

the Text

Formatting

group.

2. Click the

Gridlinesdrop-

down

arrow.

3. Select the gridlines you

would like to appear. Youcan choose to have

horizontal gridlines

between the rows, vertical

gridlines between the

columns, both types of

gridlines, or none at all.

4. The

gridlineson your

table will

be

updated.

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Create a Form

1

• In the Navigation Pane, select the table youwould like to use to create a form. You do notneed to open the table.

2

•Select the Create tab on the Ribbon andlocate the Forms group. Click the Form

command.

3

•Your form will be created and opened inLayout View.

4

•To save the form, click the Save command onthe Quick Access Toolbar. When prompted,type a name for the form and then click OK.

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Add a Field to a Form

1. Select the Form Layout Tools Design tab,

then locate the Tools group on the right sideof the Ribbon.

2. Click the Add Existing Fields command.

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Combo Boxes

1• In Form Layout view, select the Form Layout Tools

Design tab and locate the Controls group.

2• Select the Combo Box command, which looks like a

drop-down list.

3

•Your cursor will turn into a tiny crosshairs and drop-down listicon . Move the cursor to the place where you would like toinsert the combo box, and click. A yellow l ine will appear toindicate the location where your combo box will be created.

4

• The Combo Box Wizard dialog box will appear. Select

the second option, I will type in the values I want,then click Next.

5

• Type in the choices you would like to appear in yourdrop-down list. Each choice should be on its ownrow.

6

• If necessary, resize the column so that all your text isvisible. Once you are satisfied with your list, clickNext.

7

• Select Store that value in this field, then click thedrop-down arrow and select the field where youwould like selections from your combo box to be

recorded. After making your selection, click Next.

8

• Enter the label, or name that will appear next to yourcombo box. Generally, it's a good idea to use thename of the field that you chose in the previous step.

9

• Click Finish. Your combo box will appear on the form.If you created your combo box to replace an existingfield, you should delete the first field.

10

• Switch to Form view to test your combo box. Simplyclick the drop-down arrow and verify that the listcontains the correct choices. The combo box can nowbe used to enter data.

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Open an Existing Form

1

• Open your database and locatethe Navigation Pane.

2

• In the Navigation Pane, locate theform you would like to open.Forms are marked with the icon.

3

• Double-click the name of theform. It will open and appear as atab in the Document Tabs bar.

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Resize Form Components

1• Switch to Layout view.

2

• Select the field or button you would like

to resize, and hover your mouse overthe edge. Your cursor will become adouble-sided arrow .

3

• Click and drag the edge to resize, andrelease when the field or button is thedesired size.

4• The field or button, as well as every

other item in line with it, will be resized.

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Move Form Components

1

• If necessary, add columns or rows tomake room for the field or buttonyou wish to move, by using theInsert commands in the Rows &Columns group.

2

• Click and drag the field or button toits new location. If you're moving afield, make sure to move the fieldlabel, as well.

3• Repeat steps 1-2 with any other

fields or buttons you wish to move.

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Add a New Record 1

• In the Records group on the Home tab of theRibbon, click the New command.

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Add a New Record 2

• On the Record Navigation bar at the bottom of the

window, click the New Record button.

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Find an Existing Record to View or Edit

1

• To look through records one at a time, click the

navigation arrows. The right arrow will take you to the

next record, and the left arrow will take you to the

previous one.

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Find an Existing Record to View or Edit

2

• To search for a record, type a word that you know iscontained in that record in the navigation search box.

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Delete the Current Record

1. Select the Home tab and locate the Records group.

2. Click the Delete command. The record will be permanently

deleted.

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Sorting Records• putting them into a logical

order, with like data

grouped together.

• By default, Access sorts

records by their ID

numbers.

• Orders could be sorted by

order date or by the lastname of the customers

who placed the orders.

• Customers could be sorted

by name or by the city or

zip code where they live.

• Products could be sorted

by name, category (e.g.,

pies, cakes, cupcakes, etc.),

or price.

•

You can sort both text andnumbers in two ways: in

ascending order or

descending order.

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Ascending and Descending

• "Ascending" means "going up," so an ascending sortwill arrange numbers from smallest to largest andtext from A to Z.

• "Descending" means "going down," or largest tosmallest for numbers and Z to A for text.

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Sort Records

1

• Select a field in the cell youwish to sort by. In this example,

we will sort by customers' last

names.

2

• Click the Home tab on theRibbon and locate the Sort &

Filter group.

3

• Sort the field by selecting theAscending or Descending

command.

4

• The table will now be

sorted by the selected

field.

5

• To save the new sort, click

the Save command on the

Quick Access toolbar.

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Remove Sort

1. simply click the Remove Sort command.

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Create a Simple Filter

1

• Click the drop-down arrow next to thefield you would like to filter by. We willfilter by city, as we want to see a list of customers who live in a certain city.

2

• A drop-down menu with a checklist willappear. Only checked items will beincluded in the filtered results. Use thefollowing options to determine whichitems will be included in your filter.

3

• Click OK. The filter will be applied. Ourcustomers table now displays onlycustomers who live in Cary.

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Create a Filter from a Selection

• Selecting Equals will include only recordswith data that is identical to the selecteddata.

• Selecting Does Not Equal will include allrecords except the data that is identical tothe selection..

• Selecting Contains will include only recordswith cells that contain the selected data.We'll select this, since we want to seerecords that contain the word "chocolate"anywhere in the title.

• Selecting Does Not Contain will include allrecords except those with cells that containthe selected data.

1

• Select the cell or data you would

like to create a filter with.

2

• Select the Home tab on the Ribbonand locate the Sort & Filter group.

3

• Click the Selection drop-down

arrow.

4

• Select the type of filter you wouldlike to set up:

5

•The filter will be applied.Our table now displaysonly products with theword "chocolate" intheir names.

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Describe basic computer hardware software input To apply the suitable office application to

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Filtering Text by a Search Term

• which includes only records whose data for the

selected field begins with the search term.Begins With

• which includes all records except those whose datafor the selected field begins with the search term.

Does Not BeginWith

• which includes only records whose data for the

selected field ends with the search term.Ends With

• which includes all records except those whose data

for the selected field ends with the search termDoes Not End With

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Filter Text by a Search Term

1• Click the drop-down arrow next to the

field you would like to filter by.

2

• In the drop-down menu, hover yourmouse over the words Text Filters. From

the list that appears, select the way youwould like the filter to match the termyou enter.

3

• The Custom Filter dialog box will appear.Type in the word you would like to use inyour filter.

4• Click OK. The filter will be applied.

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Query Criteria Quick Reference Guide

63

Simple Criteria for Text

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Filtering Numbers with a Search Term

• to include only records with numbers inthat field greater than or equal to thenumber you enter.

GreaterThan

• to include only records with numbers inthat field less than or equal to thenumber you enter.

Less Than

• to include records with numbers that fallwithin a certain range.Between

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Filter Numbers by a Search Term1. Click the drop-down arrow next to the

field you would like to filter by.

2. In the drop-down menu, hover yourmouse over the words Number

Filters. From the list that appears,select the way you would like thefilter to match your search term.

3. The Custom Filter dialog box willappear. Type in the number or

numbers you would like to use in yourfilter.

4. Click OK. The filter will be applied.

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66

Simple Criteria for Numbers

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Apply a Simple One-Table Query

1• Select the Create tab on the Ribbon

and locate the Queries group.

2• Select the Query Design command.

3

• Access will switch to Query Designview. In the Show Table dialog boxthat appears, select the table youwould like to run a query on. ClickAdd, then click Close.

4

• The selected table will appear as asmall window in the Object

Relationship Pane. In the tablewindow, double-click the fieldnames you would like to include inyour query. They will be added tothe Design Grid in the bottom partof the screen.

5

•Set the search criteria by clicking on the cell inthe Criteria: row of each field you would like tofilter. Typing criteria into more than one field inthe Criteria: row will set your query to includeonly results that meet all the criteria. If youwant to set multiple criteria, but don't need therecords shown in your results to meet them all,type the first criteria in the Criteria: row and

additional criteria in the Or: row and the rowsbeneath it.

6•After you have set your criteria, run the query

by clicking the Run command on the QueryTools Design tab.

7• The query results will be displayed in the query's

Datasheet View, which looks like a table. If desired, saveyour query by clicking the Save command in the QuickAccess Toolbar. When prompted to name it, type in thedesired name and click OK.

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Describe basic computer hardware, software, input, To apply the suitable office application to

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fulfill given task.

A Member Of

COM1012

A Member Of

COM1012




fulfill given task.


68

Simple Criteria for All Data Types

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fulfill given task.

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COM1012

A Member Of

COM1012




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69

Simple Criteria for Dates

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escribe basic computer hardware, software, input,



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COM1012

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Modify your Query

1

• On the Home tab of the Ribbon, clickthe View command. Select Design Viewfrom the drop-down menu thatappears.

2

• In the bottom-right corner of yourAccess window, locate the small viewicons. Click the Design View icon, whichis the icon farthest to the right.

3

• Once in Design View, make the desiredchanges, then select the Run commandto view your updated results.

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A Member Of

COM1012

Create a Totals Query

1•Create or open a query you would like to use as a totalsquery.

2

•In the Query Design tab, locate the Show/Hide group andselect the Totals command.

3

•A row will be added to the table in the Design Grid, with allvalues in that row set to Group By. Select the cell in theTotal: row of the field you would like to perform acalculation on, and click the drop-down arrow that appears.

4

•Select the calculation that you would like to be performedin that field. In our example, we want to add the quantitiesof products we've sold, so we'l l select the Sum option.

5

•When you are satisfied with your query design,select the Run command on the Query Tools Designtab to run the query.

6

•The query results will be displayed in the query'sDatasheet View, which looks like a table. If desired,save your query by clicking the Save command inthe Quick Access Toolbar. When prompted to nameit, type in the desired name and cl ick OK.

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COM1012

Create a Report

1• Open the table or query you would like to use in your report.

2• Select the Create tab on the Ribbon and locate the Reports

group. Click the Report command.

3• Access will create a new report based on your object.

4

• It's likely that some of your data will be located on the other sideof the page break. To fix this, resize your fields. Simply select afield, then click and drag its edge until the field is the desired

size. Repeat with additional fields until all of your fields fit.

5

• To save your report, click the Save command on the Quick AccessToolbar. When prompted, type a name for your report and thenclick OK.

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output, communication and network devices. fulfill given task.

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COM1012

Delete a Field in a Report

1

• Click any cell in the

field you would like

to delete.

2

• Press the delete key.

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Print a Report

1

• On the Home tab of the Ribbon, click theView command and select Print Previewfrom the drop-down list. Your report will beshown as it will appear on the printed page.

2

• If necessary, modify the page size, marginwidth, and page orientation using the

related commands on the Ribbon.

3• Click the Print command.

4

• The Print dialog box will appear. Set anydesired print options, then click OK.

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Create a Report using the Report Wizard

1.

Select theCreate taband locate

theReportsgroup.

Click theReportWizard

command.

2.

The ReportWizard

dialog boxwill

appear.

3.

Click thedrop-down

arrow to

select thetable or

query thatcontains

thedesiredfield orfields.

4.

Select afield from

the list onthe left

and clickthe rightarrow toadd it to

the report.

5.

You canadd fieldsfrom morethan onetable or

query byrepeatingthe above

steps.Once

you'veadded the

desired

fields, clickNext.

6.

Click Next

when you aresatisfied with

the basicorganizationof your data.

7.

Click Finish

Documents

T8 [MS Access 2010]