PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2007 Volume 1 Chapter 1

1. PowerPoint Presentation to Accompany GO! with Microsoft® Access 2007 Volume 1 Chapter 1 Getting Started with Access Databases and Tables

2. Objectives • Start Access and Create a New Blank Database • Add Records to a Table • Rename Table Fields in Datasheet View • Modify the Design of a Table • Add a Second Table to a Database

3. Objectives • Print a Table • Create and Use a Query • Create and Use a Form • Create and Print a Report • Close and Save a Database

4. Objectives • Create a Database Using a Template • Organize Database Objects in the Navigation Pane • Create a New Table in a Database Created With a Template • View a Report and Print a Table in a Database Created With a Template • Use the Access Help System

5. Start Access and Create a New Blank Database • There are two methods to create a new Access database: a template or new blank database. • Open Microsoft Access 2007. • Opens Access program only • Does not open a database • Select Blank Database under New Blank Database.

6. Start Access and Create a New Blank Database

7. Start Access and Create a New Blank Database • Type a name for file. • Browse for location • Type name in File Name and click OK • Click Create button. • Creates new database and opens a table named Table 1

8. Add Records to a Table • Tables are the foundation of the database. • To add a field • Click in cell of next column • Under Add New Field, type new entry • Press Tab or Enter to continue • Pencil icon in the record selector box indicates a new record being entered.

9. Add Records to a Table

10. Add Records to a Table • Insertion point should be in the field in which data is to be entered. • Enter data and press either Tab or Enter to proceed to next field. • Continue until data is entered in all fields. • Pressing Enter twice moves to a new record.

11. Rename Table Fields in Datasheet View • Ways to rename a field: • Use Rename button on the Datasheet tab in the Fields and Columns group • Double-click the field name and type new name • Right-click the field and select Rename Column

12. Rename Table Fields in Datasheet View • Changing data type of a field • Data type defines kind of data that can be entered so a field can only have one data type • In any record, click field to be changed, in Datasheet tab, in Data Type and Formatting group, select Data Type box, click Data Type arrow • Each record must be unique so AutoNumber data type assigns unique number.

13. Rename Table Fields in Datasheet View

14. Modify the Design of a Table • Design can be modified in Datasheet view, represented by a small table of rows and columns, or in Design view, represented by a picture of a pencil. • Design view displays underlying structure of table. • To delete a field in Design view • Point to row selector, click it to select row • On Design tab, in Tools group, click Delete Rows button, click Yes to confirm

15. Modify the Design of a Table

16. Modify the Design of a Table • To help ensure accuracy, a description and field size can be added to the design. • Setting primary key • First field is set as primary key when table is created. Primary key eliminates duplication. • In Design view • In Field Name column, select field to be primary key and click Primary Key on Ribbon

17. Modify the Design of a Table

18. Add a Second Table to a Database • Add a second table using a template. • In Datasheet view, click Create tab on Ribbon. • In Tables group, click Table Templates. • From displayed lists, select template you wish to use. • Create a new blank table, on Create tab, in Tables group, click Table.

19. Add a Second Table to a Database

20. Print a Table • When table is created all columns are the same width. • Ways to adjust column widths • Position pointer and double-click on field’s boundary of field • Position pointer on field’s boundary and click and drag to desired width • Select multiple columns, double-click right boundary of any selected column

21. Print a Table

22. Print a Table

23. Print a Table • Margins and orientation can be changed. • On Ribbon, in the Page Layout group, click Margins button. • In Margins gallery, select desired margin. • In Page Layout group, select either portrait (default), which is taller than wide, or landscape, which is wider than tall.

24. Print a Table • Headers and Footers • In Access tables and queries, headers and footers cannot be edited. • The object name displays in center of the header area, with the date on the right. • Page numbers display in the center of the footer. • In Access reports and forms, headers and footers are more flexible and can be edited.

25. Create and Use a Query • A query retrieves specific data from one or more tables. • Query means to ask a question. • Data sources are the table or tables from which queries get their data. • Access provides a wizard to walk step by step through the query process. • The wizard involves choosing the data source and fields.

26. Create and Use a Query

27. Create and Use a Query • On Ribbon, click Create tab. • In Other group, click Query Wizard. • In New Query dialog box, click Simple Query Wizard, then OK. • In dialog box, select table. Select fields. • Follow wizard. Name query with a meaningful name.

28. Create and Use a Form • A form is an Access object in which fields are laid out in a visually attractive format. • Forms display only one record at a time. New forms can be used immediately or can be modified. • Records edited or created in a form automatically update underlying table or tables.

29. Create and Use a Form

30. Create and Use a Form • Open table (data source). • On Ribbon, click Create tab. • In Forms group, click Form button to create a simple top-to-bottom format for form. • To enter data, view must be changed to Form view.

31. Create and Print a Report • A report summarizes information in a database in a professional-looking manner. • A report format is suitable for printing. • On Ribbon click Create tab. • In Reports group, click Report. • Report is presented in Layout view, which allows for changes to the design.

32. Create and Print a Report

33. Close and Save a Database • Changes made to records are saved automatically when the database is closed. • You are prompted to save changes to the design, layout, or columns when you close the database. • At end of session, close the database, then close Access.

34. Create a Database Using a Template • Using a template is another way to create an Access database. • The advantage is that objects do not need to be created. • A simple form provides display or record entry in one table at a time; multiple item forms enables display or entry of multiple records in a table.

35. Create a Database Using a Template

36. Organize Database Objects in the Navigation Pane • Open Navigation Pane by clicking Open button. From there you can: • Organize database objects • Open them for use • Perform common tasks • Navigation Pane groups and displays objects.

37. Organize Database Objects in the Navigation Pane • Click Navigation arrow, then from displayed list in Navigate to Category section, click Tables and Related Views. • Click Navigation arrow to display list, then in Filter by Groups section, point to All Tables.

38. Organize Database Objects in the Navigation Pane

39. Create a New Table in a Database Created With a Template • Although a database was started from a template, additional objects can be added. • A new table should be created when information is repeated. • On Ribbon, click Create tab. • In Tables group, click Table button. • Rename columns and fields.

40. Create a New Table in a Database Created With a Template

41. View a Report and Print a Table in a Database Created With a Template • Many reports are already created for you when you use a template to create a database. • To view report, in Navigation Pane, select desired report. • To print report, on Print Preview tab, in Print group, click Print button.

42. View a Report and Print a Table in a Database Created With a Template

43. Use the Access Help System • The Help feature assists when performing a task or trying to learn more about a particular topic. • You can access Help feature by clicking Help button or pressing F1. • The Help button is in upper-right corner of the Access window.

44. Covered Objectives • Start Access and Create a New Blank Database • Add Records to a Table • Rename Table Fields in Datasheet View • Modify the Design of a Table • Add a Second Table to a Database

45. Covered Objectives • Print a Table • Create and Use a Query • Create and Use a Form • Create and Print a Report • Close and Save a Database

46. Covered Objectives • Create a Database Using a Template • Organize Database Objects in the Navigation Pane • Create a New Table in a Database Created With a Template • View a Report and Print a Table in a Database Created With a Template • Use the Access Help System