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SECTION 1 SKILLS Maintaining Data in Access Tables

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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  1. SECTION 1 SKILLSMaintaining Data in Access Tables 1.1 Understand Database Concepts 1.1Open 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 1.3 Navigate in Datasheet View CHECKPOINT 1 1.4 Find and Edit Records 1.5 Add Records to a Datasheet 1.6 Add Records Using a Form 1.7 Delete Records 1.8 Sort Records 1.8 Move Columns CHECKPOINT 2 1.9 Apply and Remove Filters 1.10 Preview and Print 1.10 Change Page Orientation 1.10 Change Margins 1.11 Use Help 1.11 Hide Columns in a Datasheet CHECKPOINT 3

  2. 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.

  3. 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

  4. Open a Database and Table Datasheet…continued tabs Title bar Minimize the ribbon button Quick Access toolbar group Navigation pane work area Status bar

  5. 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

  6. 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

  7. 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.

  8. 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

  9. Understand Database Terminology…continued

  10. Plan and Design a Database database diagram

  11. Plan and Design a Database…continued

  12. Plan and Design a Database…continued

  13. Explore Access Objects

  14. 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

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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

  20. 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

  21. Navigate in Datasheet View Record Navigation bar

  22. Navigate in Datasheet View…continued

  23. 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

  24. 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.

  25. 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

  26. 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

  27. 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

  28. 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.

  29. 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

  30. Add Records Using a Form…continued

  31. 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

  32. 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

  33. 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

  34. 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

  35. 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

  36. 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

  37. 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

  38. 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

  39. 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

  40. 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

  41. 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

  42. 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

  43. 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

  44. 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

  45. 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

  46. 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

  47. 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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