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Microsoft Access 2010. Chapter 1 Databases and Database Objects: An Introduction. Objectives. Design a database to satisfy requirements Describe the features of the Access window Create a database Create tables in Datasheet and Design views Add records to a table. Close a database

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microsoft access 2010
MicrosoftAccess 2010

Chapter 1

Databases and Database Objects: An Introduction

objectives
Objectives
  • Design a database to satisfy requirements
  • Describe the features of the Access window
  • Create a database
  • Create tables in Datasheet and Design views
  • Add records to a table
  • 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

CY Lin

general project guidelines
General Project Guidelines

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 the database objects

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creating a database
Creating a Database

With a USB flash drive connected, 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 to display the File New Database dialog box

Type the desired file namein the File New Database dialog box. Do not press the ENTER key after typing the file name

Navigate to the desired save location

Click the OK button

Click the Create button in the right pane of the New gallery

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modifying the primary key
Modifying the Primary Key

Right-click the column heading for the desired primary key field (the existing ID field)

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)

Click the desired data type

CY Lin

modifying the primary key1
Modifying the Primary Key

Click the Field Size text box (Table Tools Fields tab | Properties group) to select the current field size, and type the new field size

Click the Name & Caption button (Table Tools Fields tab | Properties group)

Click the Caption text box, and then type the desired caption

Click the Description text box, and then type the desired description

CY Lin

defining the remaining fields
Defining the Remaining Fields

Click the Click to Add column heading

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

CY Lin

saving a table
Saving a Table

Click the Save button on the Quick Access Toolbar

Type the desired file name

Click the OK button

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viewing the table in design view
Viewing the Table in Design View

Click the View button arrow (Table Tools Fields tab | Views group)

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closing the table
Closing the Table

Click the Close button for the open table to close the table

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adding records to a table
Adding Records to a Table

Right-click the table in the Navigation Pane

Click the Shutter Bar Open/Close Button to close the Navigation Pane

Type the desired values in each field, pressing the TAB key to move to the next field

CY Lin

resizing columns in a datasheet
Resizing Columns in a Datasheet

Point to the right boundary of the field selector so that the mouse pointer becomes a two-headed arrow

Double-click the right boundary of the field selector to resize the field so that it best fits the data

Save the changes to the layout by clicking the Save button

Click the table’s Close button to close the table

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previewing and printing the contents of a table
Previewing and Printing the Contents of a Table

Open the Navigation Pane and select the table you wish to preview and print

Click File to open the Backstage view

Click the Print tab in the Backstage view

Click the Print Preview button

Click the Print button to display the Print dialog box

Click the OK button to print the table

Click the Close Print Preview button to close the Print Preview window

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creating a table in design view
Creating a Table in Design View
  • Open the Navigation Pane
  • Click Create on the Ribbon
  • Click the Table Design button (Create tab | Tables group)
  • Type the desired field name in the Field Name column
  • Click the Primary Key button if the field is the primary key
  • Type the desired description in the Description column
  • Type the desired field size in the Field Size text box
  • Type the desired caption in the Caption text box

CY Lin

importing an excel worksheet
Importing an Excel Worksheet
  • Click External Data onthe Ribbon
  • Click the Excel button (External Data tab | Import & Link group)
  • Click the Browse button to display the File Open dialog 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
  • Follow the remaining steps in the wizard to import the Excel worksheet
    • Choose where to import the data
    • Preview the data you are importing
    • Name the table (if importing to a new table)

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using the simple query wizard to create a query
Using the Simple Query Wizard to Create a Query

Open the Navigation Pane

Select the table you wish to query

Click Create on the Ribbon

Click the Query Wizard button (Create tab | Queries group) to display the New Query dialog box

Click the OK button (New Query dialog box) to display the Simple Query Wizard dialog box

Follow the remaining steps in the wizard to finish creating the query

CY Lin

using a criterion in a query
Using a Criterion in a Query

Right-click the query to open in the Navigation Pane

Click Design View on the shortcut menu to open the query

Click the Criteria row in the column for the field for which you want to specify the criteria, and then type the criteria

CY Lin

creating a form
Creating a Form

Select the table in the Navigation Pane for which you want to create a form

Click Create on the Ribbon

If the form appears in Layout view, click the Form View button on the Access Status bar

Click the Save button on the Quick Access Toolbar

Type the desired form name, and then click the OK button

Click the Close button for the form to close the form

CY Lin

creating a report
Creating a Report

Select the table in the Navigation Pane for which you want to create the report

Click Create on the Ribbon

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

Click the Save button and then type the name of the report

Click the OK button

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modifying column headings and resizing columns
Modifying Column Headings and Resizing Columns

Right-click the report in the Navigation Pane you wish to modify and then click Layout View on the shortcut menu

If a Field list appears, click the Add Existing Fields button to remove the Field list from the screen

Close the Navigation Pane

Click the column heading you wish to modify two times

Type the new column heading

Point to the right/lower boundary of the field you wish to resize until the mouse pointer changes to a two-headed arrow and then drag the boundary to the desired position

CY Lin

adding totals to a report
Adding Totals to a Report

Select the field you want to total

Click Design on the Ribbon

Click the Totals button (Report Layout Tools Design tab | Grouping & Totals group) to display the list of available calculations

Click Sum to calculate the sum

Click the Save button to save your changes to the report layout

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changing database properties
Changing Database Properties

Click File on the Ribbon to open the Backstage view

Clickthe Info tab in the Backstage view

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

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backing up a database
Backing Up a Database

Open the database to be backed up

Click File on the Ribbon, and then click the Save & Publish tab

With Save Database As selected in the File Types area, click Back Up Database in the Save Database As area, 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

CY Lin

compacting and repairing a database
Compacting and Repairing a Database

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 in the Information gallery to compact and repair the database

CY Lin

additional operations
Additional Operations

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

CY Lin