Access 2010 Level 1 Unit 1 Creating Tables and Queries Chapter 1 Managing and Creating Tables

2. Access 2010 Level 1 Unit 1 Creating Tables and Queries Chapter 1 Managing and Creating Tables

3. Managing and Creating Tables Quick Links to Presentation Contents • Explore a Database • Manage Tables • CHECKPOINT 1 • Print a Table • Design a Table • Create a Table • CHECKPOINT 2

4. Explore a Database • A databaseis comprised of a series of objects such as tables, queries, forms, and reports that you use to enter, manage, view, and print data.

5. Explore a Database…continued To start Microsoft Access 2010: • Click the Start button on the Taskbar. • Point to All Programs. • Click Microsoft Office. • Click Microsoft Access 2010. Start button

6. Explore a Database…continued • The Backstage view organizes database management tasks into tabs. Create button

7. Explore a Database…continued • When you open a database, the Access screen displays. Quick Access toolbar Title bar File tab ribbon Minimize the ribbon button Click to enable contents of database. Navigation pane work area Status bar

8. Explore a Database…continued continues on next slide… continues on next slide…

9. Explore a Database…continued

10. Explore a Database…continued

11. Explore a Database…continued To display the objects grouped by type: • Click the All Access Objects button. • Click the Object Type option at the drop-down list. Object Type option

12. Explore a Database…continued To close the Navigation pane: • Click the Shutter Bar Open/Close button. Shutter Bar Open/Close button

13. Manage Tables • In a new database, tables are the first objects created since all other database objects rely on a table for the source of the data. • Managing tables in a database may include inserting or deleting records, inserting or deleting fields, renaming fields, and creating a hard copy of the table by printing the table.

14. Manage Tables…continued • A Record Navigation bar displays at the bottom of the screen just above the Status bar and contains buttons to navigate in the table. First record Current record New (blank) record Last record Previous record Next record

15. Manage Tables…continued To add a new record: • Open the desired table. • Click the New button in the Home tab. • Type the desired data. New button

16. Manage Tables…continued • The pencil icon indicates that the record is being edited and that the changes to the data have not been saved. pencil icon

17. Manage Tables…continued To delete a record: • Open the desired table. • Click the Delete button arrow in the Home tab. • Click the Delete Record option at the drop-down list. • Click the Yes button. Delete Record option

18. Manage Tables…continued To insert a new field: • Open the desired table. • Click in the first field below the Click to Add heading. • Type the desired data. Click to Add heading

19. Manage Tables…continued To move a field column: • Select the desired column. • Position the mouse pointer on the heading. • Hold down the left mouse button. • Drag to the desired location. • Release the mouse button. Drag to the desired location.

20. Manage Tables…continued To change the table column width: • Double-click the column boundary. column boundary

21. CHECKPOINT 1 • Data in a database is organized into these, which contain information for related items. • groups • tables • structures • objects • When working in a table, this icon indicates that the record is being edited. • forward slash • asterisk • arrow • pencil Answer Answer Next Question Next Question • This displays the database name followed by the program name. • Navigation bar • Ribbon • Title bar • Status bar • To change the table column width, double-click this. • column boundary • row boundary • column heading • row heading Answer Answer Next Question Next Slide

22. Print a Table To print a table: • Click the File tab. • Click the Print tab. • Click the Quick Print option. Quick Print option

23. Print a Table…continued To preview a table: • Click the File tab. • Click the Print tab. • Click the Print Preview option. Print Preview option

24. Print a Table…continued • Print Preview Print Preview Ribbon tab Status bar Navigation bar Zoom group

25. Print a Table…continued • By default, Access prints a table in standard page size that is 8.5 inches wide and 11 inches tall. • By default, Access prints a table in portrait orientation which prints the text on the page with the height taller than the width (like a page in this textbook).

26. Print a Table…continued • Click the Page Setup button in the Page Layout group and the Page Setup dialog box displays. Page Setup dialog box

27. Print a Table…continued • Click the Page tab at the Page Setup dialog box and the dialog box displays as shown. Page tab

28. Design a Table • Tables are the first objects created in a new database and all other objects in a database rely on a table for data. • Designing a database involves planning the number of tables needed and the fields that will be included in each table. • When designing a database, you need to consider certain design principles.

29. Design a Table…continued • Database designers often create a visual representation of the database’s structure in a diagram as shown below.

30. Create a Table • The first step in creating a table is to determine the fields. A field, commonly called a column, is one piece of information about a person, a place, or an item. Each field contains data about one aspect of the table subject such as a company name or product number. • All fields for one unit, such as a customer or product, are considered a record. • A collection of records becomes a table.

31. Create a Table…continued • When designing a table, determine fields for information to be included on the basis of how you plan to use the data. • When organizing fields, be sure to consider not only current needs for the data but also any future needs. • When organizing fields, consider all potential needs for the data but also try to keep the fields logical and manageable.

32. Create a Table…continued To create a table in Datasheet view: • Open the desired database. • Click the Create tab. • Click the Table button in the Tables group. blank table

33. Create a Table…continued

34. Create a Table…continued • When you click a data type button, Access inserts a field to the right of the ID field and selects the field heading Field1. Type a name for the field, press the Enter key, and Access selects the next field column name Click to Add and inserts a drop-down list of data types. data types

35. Create a Table…continued • When naming a field, consider the following naming guidelines: • Each field must contain a unique name. • The name should describe the contents of the field. • A field name can contain up to 64 characters. • A field name can contain letters and numbers. • Do not use a space in a field name. • Abbreviate field names so that the names are as short as possible but easily understood.

36. Create a Table…continued To rename a field heading: • Right-click the desired heading. • Click the Rename Field option at the shortcut menu. • Type the new name. Rename Field option

37. Create a Table…continued To display the Enter Field Properties dialog box: • Click the Table Tools Fields tab. • Click the Name & Caption button in the Properties group. Name & Caption button

38. Create a Table…continued • At the Enter Field Properties dialog box, type the desired name for the field heading in the Name text box. • The Description text box is another source for providing information about the field to someone using the database. Enter Field Properties dialog box

39. Create a Table…continued To specify a data type using the More Fields button: • Click the Table Tools Fields tab. • Click the More Fields button in the Add & Delete group. • Select the desired option at the drop-down list. More Fields button

40. Create a Table…continued To assign a default value: • Click the Table Tools Fields tab. • Click the Default Value button in the Properties group. • At the Expression Builder dialog box, type the default value. • Click OK. Expression Builder dialog box

41. Create a Table…continued To assign a field size: • Click the Table Tools Fields tab. • Click the Field Size text box in the Properties group. • Type the desired number. Field Size text box

42. Create a Table…continued • Access automatically applies the AutoNumber data type to the first field in a table and assigns a unique number to each record in the table. • In many cases, letting Access automatically assign a number to a record is a good idea. • Some situations may arise, however, where you want the first field to contain a unique value for each record other than a number.

43. CHECKPOINT 2 • By default, Access prints a table in in this orientation. • Scenic • Panoramic • Landscape • Portrait • If you assign a text data type to a field, the maximum length you can enter in the field is this. • 155 • 255 • 355 • 455 Answer Answer Next Question Next Question • This is one piece of information about a person, a place, or an item. • field • record • table • database • Access automatically applies this data type to the first field in a table. • Text • Number • AutoNumber • Date Answer Answer Next Question Next Slide

44. Managing and Creating Tables Summary of Presentation Concepts • Open and close objects in a database • Insert, delete, and move rows and columns in a table • Adjust table column width • Preview and print a table • Design and create a table • Rename column headings • Insert a column name, caption, and description • Insert Quick Start fields • Assign a default value and field size