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© Paradigm Publishing, Inc. 1. 2 Access 2010 Level 1 Unit 1Creating Tables and Queries Chapter 4Creating and Modifying Tables in Design View.

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Presentation on theme: "© Paradigm Publishing, Inc. 1. 2 Access 2010 Level 1 Unit 1Creating Tables and Queries Chapter 4Creating and Modifying Tables in Design View."— Presentation transcript:

1 © Paradigm Publishing, Inc. 1

2 2 Access 2010 Level 1 Unit 1Creating Tables and Queries Chapter 4Creating and Modifying Tables in Design View

3 © Paradigm Publishing, Inc. 3 Creating and Modifying Tables in Design View  Create a Table in Design View Create a Table in Design View  CHECKPOINT 1 CHECKPOINT 1  Insert a Total Row Insert a Total Row  Sort Records Sort Records  Print Specific Records Print Specific Records  Format Text Format Text  Complete a Spell Check Complete a Spell Check  Find and Replace Data Find and Replace Data  Use Help Use Help  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

4 © Paradigm Publishing, Inc. 4 Create a Table in Design View To create a table in Design view: 1.Open the desired database. 2.Click the Create tab. 3.Click the Table button in the Tables group. 4.Click the View button in the Views group. 5.Type a name for the table. 6.Click OK. continues on next slide… View button

5 © Paradigm Publishing, Inc. 5 Create a Table in Design View…continued 7.Type the field names, specify the data types, and include descriptions. 8.Click the Save button in the Quick Access toolbar. Design view

6 © Paradigm Publishing, Inc. 6 Create a Table in Design View…continued continues on next slide…

7 © Paradigm Publishing, Inc. 7 Create a Table in Design View…continued

8 © Paradigm Publishing, Inc. 8 Create a Table in Design View…continued To create a default value for a field in Design view: 1.Click in the Default Value property box. 2.Type the desired field value. Default Value property box

9 © Paradigm Publishing, Inc. 9 Create a Table in Design View…continued  For some fields, you may want to control the data entered in the field.  For example, in a ZIP code field, you may want the nine-digit ZIP code entered (rather than the five-digit ZIP code); or you may want the three-digit area code included in a telephone number.  Use the Input Mask field property to set a pattern for how data is entered in a field.  An input mask ensures that data in records conforms to a standard format.

10 © Paradigm Publishing, Inc. 10 Create a Table in Design View…continued To use the Input Mask Wizard: 1.Open the table in Design view. 2.Type the desired text in the Field Name column. 3.Press the Tab key. 4.Click the Save button. 5.Click in the Input Mask property box. 6.Click the Build button. continues on next slide… Build button

11 © Paradigm Publishing, Inc. 11 Create a Table in Design View…continued 7.In the Input Mask list box, choose which input mask you want your data to look like. 8.Click the Next button. continues on next slide… Input Mask list box

12 © Paradigm Publishing, Inc. 12 Create a Table in Design View…continued 9.Specify the appearance of the input mask and the desired placeholder character. 10.Click the Next button. continues on next slide… placeholder character

13 © Paradigm Publishing, Inc. 13 Create a Table in Design View…continued 11.Specify whether you want the data stored with or without the symbol in the mask. 12.Click the Next button. 13.Click the Finish button. Specify whether you want the data stored with or without the symbol in the mask.

14 © Paradigm Publishing, Inc. 14 Create a Table in Design View…continued Validation Rule property box  Use the Validation Rule property box in the Field Properties section in Design view to enter a statement containing a conditional test that is checked each time data is entered into a field.  Enter in the Validation Text property box the content of the error message that you want to display. Validation Text property box

15 © Paradigm Publishing, Inc. 15 Create a Table in Design View…continued  Like the Input Mask Wizard, you can use the Lookup Wizard to control the data entered in a field.  Use the Lookup Wizard to confine the data entered into a field to a specific list of items.

16 © Paradigm Publishing, Inc. 16 Create a Table in Design View…continued To use the Lookup Wizard: 1.Open the desired table in Design view. 2.Type the desired text in the Field Name column. 3.Press the Tab key. 4.Click the down-pointing arrow. 5.Click the Lookup Wizard option. continues on the next slide… Lookup Wizard option

17 © Paradigm Publishing, Inc. 17 Create a Table in Design View…continued 6.Click the I will type in the values that I want option. 7.Click the Next button. I will type in the values that I want option continues on the next slide …

18 © Paradigm Publishing, Inc. 18 Create a Table in Design View…continued 8.Click in the blank text box below Col1 and then type the first choice. 9.Press the Tab key and then type the second choice. 10.Continue in this manner until all desired choices are entered. 11.Click the Next button. 12.Click the Finish button. Col1

19 © Paradigm Publishing, Inc. 19 Create a Table in Design View…continued To insert a field in Design view: 1.Open the desired table in Design view. 2.Click in the row that will follow the new field. 3.Click the Insert Rows button in the Tools group in the Table Tools Design tab. Insert Rows button

20 © Paradigm Publishing, Inc. 20 Create a Table in Design View…continued To move a field in Design view: 1.Open the desired table in Design view. 2.Click in the field selector bar at the left side of the row that you want to move. 3.Point to the field selector bar of the selected row. 4.Hold down the left mouse button and drag the arrow pointer to the desired position. 5.Release the mouse button. field selector bar

21 © Paradigm Publishing, Inc. 21 Create a Table in Design View…continued To delete a field in Design view: 1.Open the desired table in Design view. 2.Click in the row to be deleted. 3.Click the Delete Rows button in the Tools group in the Table Tools Design tab. 4.Click Yes. Delete Rows button

22 © Paradigm Publishing, Inc. 22 1)In Design view, each one of these in the top section represents one field in the table. a.column b.row c.section d.group 1)In Design view, each one of these in the top section represents one field in the table. a.column b.row c.section d.group 3)Enter the content of the error message that you want to display in this property box. a.Validation Text b.Validation Rule c.Input Mask d.Default Value 3)Enter the content of the error message that you want to display in this property box. a.Validation Text b.Validation Rule c.Input Mask d.Default Value 2)Use this field property to set a pattern for how data is entered in a field. a.Validation Text b.Validation Rule c.Input Mask d.Default Value 2)Use this field property to set a pattern for how data is entered in a field. a.Validation Text b.Validation Rule c.Input Mask d.Default Value 4)Use this feature to confine the data entered into a field to a specific list of items. a.Lookup Wizard b.Input Mask Wizard c.Field Wizard d.Confine Wizard 4)Use this feature to confine the data entered into a field to a specific list of items. a.Lookup Wizard b.Input Mask Wizard c.Field Wizard d.Confine Wizard Next Question Next Slide Answer

23 © Paradigm Publishing, Inc. 23 Insert a Total Row To insert a total row: 1.Open the desired table in Datasheet view. 2.Click the Totals button in the Records group in the Home tab. 3.Click in the Total row. 4.Click the down-pointing arrow. 5.Click the desired function. Total row

24 © Paradigm Publishing, Inc. 24 Sort Records To sort records: 1.Open the desired table in Datasheet view. 2.Click in the field in the desired column. 3.Click the Ascending button or Descending button in the Sort & Filter group in the Home tab. Ascending button

25 © Paradigm Publishing, Inc. 25 Print Specific Records To print specific records in a table: 1.Open the desired table in Datasheet view. 2.Select the records. 3.Click the File tab. 4.Click the Print tab. 5.Click the Print option. 6.At the Print dialog box, click the Selected Record(s) option in the Print Range section. 7.Click OK. Selected Record(s) option

26 © Paradigm Publishing, Inc. 26 Format Text Text Formatting group  Formatting options are available in the Text Formatting group in the Home tab.

27 © Paradigm Publishing, Inc. 27 Format Text…continued continues on next slide…

28 © Paradigm Publishing, Inc. 28 Format Text…continued

29 © Paradigm Publishing, Inc. 29 Format Text…continued To change to rich text formatting: 1.Click in the Text Format property box in the Field Properties section. 2.Click the down-pointing arrow that displays at the right side of the property box. 3.Click the Rich Text option at the drop-down list. Rich Text option

30 © Paradigm Publishing, Inc. 30 Complete a Spell Check  The spell checking feature in Access finds misspelled words and offers replacement words.  It also finds duplicate words and irregular capitalizations.

31 © Paradigm Publishing, Inc. 31 Complete a Spell Check…continued To complete a spelling check: 1.Open the desired table in Datasheet view. 2.Click the Spelling button in the Records group in the Home tab. 3.At the Spelling dialog box, change or ignore the spelling as needed. 4.Click OK. Spelling dialog box

32 © Paradigm Publishing, Inc. 32 Find and Replace Data To find data: 1.Open the desired table in Datasheet view. 2.Click the Find button in the Find group in the Home tab. continues on next slide… Find button

33 © Paradigm Publishing, Inc. 33 Find and Replace Data…continued 3.Type the desired data in the Find What text box. 4.Click the Find Next button. Find What text box

34 © Paradigm Publishing, Inc. 34 Find and Replace Data…continued To find and replace data: 1.Open the desired table in Datasheet view. 2.Click the Replace button in the Find group in the Home tab. 3.Type the desired data in the Find What text box. 4.Type the desired data in the Replace With text box. 5.Click the Find Next button. 6.Click the Replace button or the Find Next button. Replace With text box

35 © Paradigm Publishing, Inc. 35 Use Help To use the Help feature: 1.Click the Microsoft Access Help button. continues on next slide… Microsoft Access Help button

36 © Paradigm Publishing, Inc. 36 Use Help…continued 2.At the Access Help window, type a topic or feature. 3.Press Enter. 4.Click the desired topic. Access Help window

37 © Paradigm Publishing, Inc. 37 Use Help…continued To display the Help tab Backstage view: 1.Click the File tab. 2.Click the Help button. Help tab Backstage view

38 © Paradigm Publishing, Inc. 38 Use Help…continued  When you position the mouse pointer on a button, a ScreenTip displays with information about the button.  Some button ScreenTips display with the message “Press F1 for more help” that is preceded by an image of the Help button.

39 © Paradigm Publishing, Inc. 39 Use Help…continued Help button  Some dialog boxes, as well as the Backstage view, contain a Help button you can click to display a help window with specific information about the dialog box or Backstage view.

40 © Paradigm Publishing, Inc. 40 1)To insert a Totals row, click the Totals button in this tab. a.Create b.External Data c.Database Tools d.Home 1)To insert a Totals row, click the Totals button in this tab. a.Create b.External Data c.Database Tools d.Home 3)Formatting options are available in the Text Formatting group in this tab. a.Create b.External Data c.Database Tools d.Home 3)Formatting options are available in the Text Formatting group in this tab. a.Create b.External Data c.Database Tools d.Home 2)Click this button to sort data in the active field in alphabetic order from A to Z or numbers from lowest to highest. a.Ascending b.Descending c.Chronological d.Historical 2)Click this button to sort data in the active field in alphabetic order from A to Z or numbers from lowest to highest. a.Ascending b.Descending c.Chronological d.Historical 4)Press this keyboard shortcut to display the Access Help window. a.F1 b.F2 c.F3 d.F4 4)Press this keyboard shortcut to display the Access Help window. a.F1 b.F2 c.F3 d.F4 Next Question Next Slide Answer

41 © Paradigm Publishing, Inc. 41 Creating and Modifying Tables in Design View Create a table in Design view Assign a default value Use the Input Mask Wizard and the Lookup Wizard Validate field entries Insert a total row Sort records and print specific records in a table Complete a spelling check Find specific records in a table and find data and replace with other data Apply text formatting Use the Help feature Summary of Presentation Concepts


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