Gl13 m7-c2-presentation

MODULE 7

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Microsoft Access 2013

Working with Databases

Creating Forms and Tables

Working with Queries and Reports

© Paradigm Publishing, Inc.

2SKILLS© Paradigm Publishing, Inc.


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There are a number of field types you can use, including these:– AutoNumber field— automatically stores a number

that is one greater than the last number used– Short Text field—stores characters and numbers that

do not require calculations, such as names and zip codes

– Number field—stores numbers only– Date/Time field—stores dates and times– Currency field—stores dollar amounts

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Creating Forms and Tables…continued


When you enter records in a table, you do so in Datasheet view

When you create a table in this chapter, you create it in Design view

To switch views, you use the View button arrow on the HOME tab

You can enter data in a table or form

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Skills You Learn

1. Create a table

2. Enter data in a table

3. Create a form

4. Enter data in a form


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Skill 1 Steps: Create a Table

1. Click the CREATE tab

2. Click the Table Design button in the Tables group so that you can create the table in Design view

3. In the first field in the Field Name column, type ID and then press the Tab key

4. In the first field in the Data Type column, click the drop-down arrow and then click Number in the drop-down list


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Skill 1 Steps…continued

5. Click in the second field in the Field Name column, type AnnualFee, and then press the Tab key

6. In the second field in the Data Type column, click the drop-down arrow and then click Currency in the drop-down list

7. Click in the third field in the Field Name column, type Donations, and then press the Tab key

8. In the third field in the Data Type column, click the drop-down arrow and then click Currency in the drop-down list


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9. Click the Save button on the Quick Access toolbar

10. Type Membership Fee and Donations in the Table Name text box in the Save As dialog box

11. Click OK

12. Click No at the warning box


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Skill 1 Visual: Create a Table


Click the drop-down arrow in the first field in the Data Type column and then click the data type in the drop-down list.


Using Templates To create a new database, select one of the

templates that are available when you start Access

You will see templates for both desktop and web applications; for example:– if you want to start with a blank database for use on

your desktop, select the Blank desktop database template

OR– if you want to create a database that you can share

online, select the Custom web app template


Changing Field Size Some field data types have a specified or a

maximum field size Short Text fields can store up to 255 characters

– limit a Short Text field to fewer characters by replacing the Field Size value of 255 with another value

– change this setting in the Field Properties section of the Design view window

A field size cannot be set for Long Text, Date/Time, Currency, or Hyperlink fields

CHECKPOINT QUESTION


Which field data type would you use to store dollar amounts?

a. Textb. Numberc. AutoNumberd. Currency

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Skill 2 Steps: Enter Data in a Table

1. Double-click Membership Fee and Donations in the Tables group in the Navigation pane

2. Add the following information to create a new record, using the Tab key to move between fields:

ID AnnualFee Donations

8 120 2000

3. Click the record selection area to the left of record 1 to select all of the fields in record 1


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4. Click the Copy button in the Clipboard group on the HOME tab

5. Click the record selection area to the left of record 2

6. Click the Paste button

7. Double-click in the ID field for record 2 and type 10


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Skill 2 Visual: Enter Data in a Table


Click the record selection area to the left of record 2 and then click the Paste button.


Copying and Pasting Data Another way to populate an Access table is to copy

data from a Word or Excel file into the table To copy data from a Word source, first separate

the data by tabs or else copy it from an existing table

Whether you copy the data from Word or Excel, the field names, data types, and data have to match the fields in the Access table

Click the record selection area for the next blank record in the Access table before pasting the data

You may copy and paste multiple records

CHECKPOINT QUESTION


Which action selects an entire record?

a. Press the Tab key.b. Click the Record button.c. Click the first field in the record.d. Click the record selection area.

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Skill 3 Steps: Create a Form

1. Click Membership Fee and Donations in the Tables group in the Navigation pane

2. Click the CREATE tab

3. Click the Form button in the Forms group

4. Hover the mouse over the right border of a field, press the left mouse button, drag the right border, and then release the mouse button to adjust the width of all of the fields


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5. Click the Date and Time button in the Header/Footer group on the FORM LAYOUT TOOLS DESIGN tab

6. In the Date and Time dialog box, click OK to add the date and time

7. Click the Save button on the Quick Access toolbar

8. Click OK to accept the form name Membership Fee and Donations


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Skill 3 Visual: Create a Form


Click the Date and Time button in the Header/Footer group on the FORM LAYOUT TOOLS DESIGN tab to open the Date and Time dialog box.


Changing Form Formatting and Views You can use options on the FORM LAYOUT

TOOLS FORMAT tab to change the font, font size, and font style

You can use options on the FORM LAYOUT TOOLS ARRANGE tab to insert fields or alter the order of the fields

You can use options on the FORM LAYOUT TOOLS DESIGN tab to add an image to the form or to change the form’s theme

CHECKPOINT QUESTION


Adding records is referred to as _____ the database.

a. sortingb. populatingc. filteringd. parsing

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Skill 4 Steps: Enter Data in a Form

1. Double-click Membership Fee and Donations in the Forms group in the Navigation pane

2. In the Record Navigation bar, click the New (blank) record button

3. Type 12 and press the Tab key



6. Add additional records


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Skill 4 Visual: Enter Data in a Form


New (blank) record button


Record Navigation Bar Counter The Record Navigation bar indicates which

record is currently displayed and how many records are available for viewing– for example, 1 of 381

If you have not filtered the table or form:– the second number indicates the total number of

records in the object

If you have filtered the object:– the second number indicates the number of records

that match your request and the Filtered icon is highlighted in the Record Navigation bar

CHECKPOINT QUESTION


When you open a form from the Navigation pane, it opens in which view?

a. Formb. Designc. Datasheetd. Report

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Tasks Summary


Education

Gl13 m7-c2-presentation