Section 1 skills maintaining data in access tables
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SECTION 1 SKILLS Maintaining Data in Access Tables. 1.1 Understand Database Concepts 1.1 Open a Database and Table Datasheet 1.1 Understand Database Terminology 1.1 Plan and Design a Database 1.2 Explore Access Objects 1.2 Explore the User Interface 1.3 Adjust Column Widths

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SECTION 1 SKILLS Maintaining Data in Access Tables

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Section 1 skills maintaining data in access tables

  • SECTION 1 SKILLSMaintaining Data in Access Tables

1.1Understand Database Concepts

1.1Open a Database and Table Datasheet

1.1Understand Database Terminology

1.1Plan and Design a Database

1.2Explore Access Objects

1.2Explore the User Interface

1.3Adjust Column Widths

1.3Navigate in Datasheet View

CHECKPOINT 1

1.4Find and Edit Records

1.5Add Records to a Datasheet

1.6Add Records Using a Form

1.7Delete Records

1.8Sort Records

1.8Move Columns

CHECKPOINT 2

1.9Apply and Remove Filters

1.10Preview and Print

1.10Change Page Orientation

1.10Change Margins

1.11Use Help

1.11Hide Columns in a Datasheet

CHECKPOINT 3


Understand database concepts

Understand Database Concepts

  • Organizations use a database to keep track of customers, suppliers, employees, inventory, sales, orders, purchases, and more.

  • A database can be defined as a collection of data that has been organized so that the data can be easily stored, sorted, extracted, and reported.

  • A key concept for understanding databases is that the data has to be organized.

  • Data is organized first into a series of tables within the database where one table contains all of the data that describe a person, place, object, event, or other subject.


Open a database and table datasheet

Open a Database and Table Datasheet

To start Microsoft Access 2010:

  • Click the Start button on the Taskbar.

  • Point to All Programs at the pop-up menu.

  • Click Microsoft Office.

  • Click Microsoft Access 2010.

Start button


Open a database and table datasheet continued

Open a Database and Table Datasheet…continued

tabs

Title bar

Minimize the ribbon button

Quick Access toolbar

group

Navigation pane

work area

Status bar


Open a database and table datasheet continued1

Open a Database and Table Datasheet…continued

To open a database:

  • Click the Open button at the New tab Backstage view.

  • At the Open dialog box, navigate to the desired folder.

  • Double-click the desired file.

Open button

Open dialog box


Open a database and table datasheet continued2

Open a Database and Table Datasheet…continued

To open a table datasheet:

  • Open the database file.

  • Double-click the desired table name in the Tables category in the Navigation pane.

Navigation pane


Understand database terminology

Understand Database Terminology

  • Within each table, the data is further broken down into small units of information about the subject called fields.

  • All of the data about one subject in the table—for example, one customer—is called a record.

  • Within the database a series of objects exist which can be used to enter, manage, and view data.

  • The first objects created are the tables. Once a table exists, other objects can be created that use the table structure to provide other means to enter and view the data.


Understand database terminology continued

Understand Database Terminology…continued

Each object opens in a tab in the work area.

field names

Each row is one record in the table.

Each column represents a field in the table.

Record Navigation bar


Understand database terminology continued1

Understand Database Terminology…continued


Plan and design a database

Plan and Design a Database

database diagram


Plan and design a database continued

Plan and Design a Database…continued


Plan and design a database continued1

Plan and Design a Database…continued


Explore access objects

Explore Access Objects


Explore access objects continued

Explore Access Objects…continued

To open a query:

  • Open the database file.

  • Double-click the query name in the Queries category in the Navigation pane.

Navigation pane


Explore access objects continued1

Explore Access Objects…continued

To open a form:

  • Open the database file.

  • Double-click the form name in the Forms category in the Navigation pane.

Record Navigation bar


Explore access objects continued2

Explore Access Objects…continued

To open a report:

  • Open the database file.

  • Double-click the report name in the Reports category in the Navigation pane.

Reports category


Explore the user interface

Explore the User Interface

To change the database object view:

  • Click the down-pointing arrow on the View button in the Views group of the Home tab.

  • Click the desired view.

View button arrow


Explore the user interface continued

Explore the User Interface…continued

To change the Navigation pane view:

  • Click the down-pointing arrow to the right of All Access Objects at the top of the Navigation pane.

  • Click the desired view at the drop-down list.

All Access Objects arrow


Adjust column widths

Adjust Column Widths

To adjust the column width using the More button:

  • Position the insertion point in the desired column.

  • Click the More button in the Records group in the Home tab.

  • Click Field Width in the drop-down list.

  • Type the Column Width value or click Best Fit in the Column Width dialog box.

  • Click OK.

More button

Column Width dialog box


Adjust column widths continued

Adjust Column Widths…continued

To adjust the column width using the mouse:

  • Drag or double-click the right column boundary line in the header row.

pointer on column boundary


Navigate in datasheet view

Navigate in Datasheet View

Record Navigation bar


Navigate in datasheet view continued

Navigate in Datasheet View…continued


Checkpoint 1

CHECKPOINT 1

  • A key concept for understanding databases is that the data has to be what?

    • in order

    • duplicated

    • organized

    • extensive

  • This is the name for all of the fields related to one logical unit.

    • field

    • record

    • table

    • database

Answer

Answer

Next Question

Next Question

  • This is the name for asingle component of information about a person, place, item, or object.

    • field

    • record

    • table

    • database

  • Pressing this keyboard shortcut navigates to the first field in the first record.

    • Tab

    • Shift + Tab

    • Ctrl + Home

    • Shift + Home

Answer

Answer

Next Question

Next Slide


Find and edit records

Find and Edit Records

To find a record:

  • Click in any row in the field by which you want to search.

  • Click the Find button in the Find group in the Home tab.

  • Type the search text in the Find What text box.

  • Click Find Next.

Find What text box

The search text is automatically selected in the field.


Find and edit records continued

Find and Edit Records…continued

To find text using Match options:

  • Click in any row in the field by which you want to search.

  • Click the Find button in the Find group in the Home tab.

  • Type the search text in the Find What text box.

  • Click the Match option arrow.

  • Click the desired option in the drop-down list.

  • Click Find Next.

Match option arrow


Find and edit records continued1

Find and Edit Records…continued

To edit records:

  • Click the insertion point in the field.

  • Edit as desired.

  • Click in any other record to save the changes to the record.

pencil icon


Add records to a datasheet

Add Records to a Datasheet

To add records to a datasheet:

  • Open the table.

  • Click the New (blank) record button in the Navigation bar.

  • Type the data in the fields.

    OR

  • Open the table.

  • Click the New button in the Records group in the Home tab.

  • Type the data in the fields.

New (blank) record button


Add records to a datasheet continued

Add Records to a Datasheet…continued

  • In each table one field is designated as the primary key.

  • A primary key is the field by which the table is sorted whenever the table is opened.

  • The primary key field must contain unique data for each record.

  • When a new record is being added to the table, Access checks to ensure there is no existing record with the same data in the primary key. If there is, Access displays an error message indicating duplicate values exist and will not allow the record to be saved.

  • The primary key field cannot be left blank when a new record is being added, since it is the field that is used to sort and check for duplicates.


Add records using a form

Add Records Using a Form

To add a record in Form view:

  • Open the form.

  • Click the New (blank) record button in the Navigation bar.

  • Type the data in the fields.

    OR

  • Open the form.

  • Click the New button in the Records group in the Home tab.

  • Type the data in the fields.

Form view


Add records using a form continued

Add Records Using a Form…continued


Delete records

Delete Records

To delete a record:

  • Open the table datasheet or form.

  • Select the record to be deleted.

  • Click the Delete button in the Records groups of the Home tab.

  • Click Yes.

record selector bar

Delete button

confirmation message


Sort records

Sort Records

To sort the datasheet by a single field:

  • Open the table.

  • Click in the column by which to sort.

  • Click the Ascending or Descending button in the Sort & Filter group in the Home tab.

Ascending button

Descending button


Sort records continued

Sort Records…continued

To sort the datasheet by multiple fields:

  • Open the table.

  • If necessary, move the columns to accommodate the desired order.

  • Select the columns from left to right in order of the sort.

  • Click the Ascending or Descending button in the Sort & Filter group in the Home tab.

selected columns


Move columns

Move Columns

To move a column:

  • Position the mouse pointer in the desired column heading until the pointer changes to a downward-pointing black arrow.

  • Click the left mouse button.

  • Move the pointer to the column heading until the white arrow pointer appears.

  • Hold down the left mouse button.

  • Drag the column to the desired location.

  • Release the mouse.

downward-pointing black arrow

move pointer


Checkpoint 2

CHECKPOINT 2

  • This command can be used to quickly move the insertion point to a specific record in a table.

    • Locate

    • Find

    • Replace

    • Search

  • Insert a new record using the New button in this tab.

    • Home

    • Create

    • File

    • External Data

Answer

Answer

Next Question

Next Question

  • Press this function key to turn on Edit mode.

    • F1

    • F2

    • F3

    • F4

  • Clicking this button sorts the records in order starting with Z through A.

    • First

    • Last

    • Ascending

    • Descending

Answer

Answer

Next Question

Next Slide


Apply and remove filters

Apply and Remove Filters

To filter records:

  • Open the table.

  • Click in the field by which to filter.

  • Click the Filter button in the Sort & Filter group in the Home tab or click the down-pointing arrow next to the field name.

  • Clear check boxes for items you do not want to view.

  • Click OK.

check box

Filter and Sort icons


Apply and remove filters continued

Apply and Remove Filters…continued

To remove a filter:

  • Click the Toggle Filter button in the Sort & Filter group in the Home tab.

Toggle Filter button


Apply and remove filters continued1

Apply and Remove Filters…continued

To filter by form:

  • Click the Advanced button in the Sort & Filter group in the Home tab.

  • Click the Filter By Form option at the drop-down list.

  • Specify the field value by using the drop-down lists in the fields in the blank row.

Advanced button


Apply and remove filters continued2

Apply and Remove Filters…continued

To clear filter settings:

  • Click the Advanced button in the Sort & Filter group in the Home tab.

  • Click the Clear Grid option at the drop-down list.

Clear Grid option


Apply and remove filters continued3

Apply and Remove Filters…continued

To use the Or tab:

  • Click the down-pointing arrow in the first column and click the first filter criteria.

  • Click the Or tab.

  • Click the down-pointing arrow in the next column and click the second filter criteria.

  • Click the Toggle Filter button in the Sort & Filter group in the Home tab.

first filter criteria

Or tab


Preview and print

Preview and Print

To preview a datasheet:

  • Open the database and table.

  • Click the File tab.

  • Click the Print tab.

  • Click Print Preview.

Print Preview tab


Preview and print continued

Preview and Print…continued

To print a datasheet:

  • Open the database and table.

  • Click the File tab.

  • Click the Print tab.

  • Click the Print button.

  • Click OK.

Print button


Change page orientation

Change Page Orientation

To change to landscape orientation:

  • Display the datasheet in the Print Preview window.

  • Click the Landscape button in the Page Layout group.

  • Click the Close Print Preview button.

Landscape button


Change margins

Change Margins

To set custom margins:

  • Display the datasheet in the Print Preview window.

  • Click the Page Setup button in the Page Layout group.

  • Change the margins in the Page Setup dialog box to the desired settings.

  • Click OK.

Page Setup dialog box


Use help

Use Help

To use Help resources:

  • Click the Microsoft Access Help button.

  • Type the term, phrase, or question in the Search text box.

  • Click the Search button.

  • Click a topic from the Results list.

  • If necessary, continue selecting topics or hyperlinks.

  • Close the Access Help window.

Search text box


Hide columns in a datasheet

Hide Columns in a Datasheet

To hide a column:

  • Right-click the field name in the header row of the datasheet.

  • Click the Hide Fields option at the shortcut menu.

Hide Fields option


Checkpoint 3

CHECKPOINT 3

  • This is used to view only those records that meet specified criteria.

    • Sort

    • Filter

    • Print Preview

    • View Selected

  • By default, Access prints a datasheet in this orientation.

    • Gallery

    • Scene

    • Landscape

    • Portrait

Answer

Answer

Next Question

Next Question

  • Use this tab to filter by more than one criteria within a field.

    • Plus

    • And

    • Or

    • Include

  • You can change margins in this tab.

    • Print Preview

    • Home

    • Create

    • External Data

Answer

Answer

Next Question

Next Slide


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