Getting Started in Access 1 Using an existing Database Database Window Table Design View Parts of a Table Views in Access Navigating in Access Entering and Editing Records Deleting Records Re-naming Objects Open/Re-open (Alpha based on first column/field) Create a Blank Database Browse for save location and Create Field Names, Data types, Field Properties Primary Key Formatting a Table Create database using Template Suggested Searches/Categories Assets Business Contacts Employee Inventory Project Sales Can be edited to your needs

The Database Window 2 How to Remove Security Warning: Click File, Click Options, Click Trust Center Settings, Select “Never Show Information about Blocked Content” Navigation Pane

Table –Design View Field Names, Data Types and Descriptions Navigation Pane Field Properties 3

Parts of a table – Datasheet View 4 Record - A group of related fields that belong together, such as a customer's name and address, or details about a product. Field - The smallest unit of data organization. Consists of specific categories of data and is displayed as a column in datasheet view. Fields Datasheet View Records

View Buttons in Access 5 View buttons are also located in the bottom right corner of the object window TABLES FORMS REPORTS QUERIES

Views in Access 6 ViewTablesQueriesFormsReports DatasheetXXX DesignXXXX FormX LayoutXX Report ViewX Print PreviewX

Views in Access 7 Datasheet View Used to see the records in a row-and- column format Table Design View Used to see the structure of the object and access properties Form View Used to see one record at a time for ease of data entry and editing

8 Layout View Used to format the form or report while seeing the data Print Preview Used to verify what the report will look like when printed. Report View Used to see the up-to-date records included in a report Cannot edit in this view Report Form

Navigational Toolbar 9 Located at the bottom of a datasheet or form Used to help you navigate quickly among records in a table, query, or form Previous Record First Record Current Record Next record New Record Number of records Last Record Find a record Displays whether or not there is a filter applied

Moving from Field to Field in ACCESS 10 Tab – Moves to the next field (or if in last field, to first field of next record) Shift Tab – Moves to the previous field Other keys to navigate in Access Enter key Arrow keys

Record Selector SymbolMeaning Indicates the record is selected Indicates the record is being edited and the changes have not been saved. Indicates that this is a new record into which you can enter information. 11 Visible in datasheet or form view Gray box at the left of each record Used to select the record

Entering/Editing Records 12 Enter and edit records in datasheet or form view. Records are automatically saved as soon as you move to another record Clicking the save button is not necessary to save records The Save icon is used to save DESIGN changes The Save as option is used to save a copy of your table as another table or other object Use the Esc key if you make a data entry mistake or if Access won’t accept entries to escape the current action

Deleting Records Select the record 2. Press the delete key or click delete on the Records Group of the Home tab. 3. Warning message is displayed 4. Once a record is deleted you cannot undo the deletion.

Renaming Objects Right click on Object to be re-named 2. Click on Rename 3. Type new name Open/Re-open Table Automatically re-alphabetizes based on first column/field Working With Databases

15 Create a Blank Database Used to create a database from scratch Prompted to browse to your personal drive, then Create Use a Template Used to create a database from a ready-made templates Categories to choose from on the right after initial “Search”

Creating a Database from scratch (Blank Database) 16 Advantages: Create only the objects you need Based on the data you want to store Requires less memory because you set field sizes (default is Short Text data type with field size of 255 characters) Disadvantages: Not as fast Need to know more about relationship structure if you are building your own May miss out on some very useful features if you do not know what you are doing

Table Design View Field names Descriptive of data to be stored Should be short and meaningful Data Types Must assign a data type to each field Identifies the type of data to be stored Field Properties A specific attribute of an Access data field Used to control data entry 17

Table –Design View - Revisited Field Names, Data Types and Descriptions Navigation Pane Field Properties 18

Data Types SettingType of DataSize Short Text Default – text or combinations of text and numbers Up to 255 Characters. Long Text Lengthy text or combinations of text and numbers Up to 63,999 characters Number Numeric data used in mathematical calculations 1,2,4, or 8 bytes Date/Time Data and time values for the years 100 through bytes Currency Currency values and numeric data used in mathematical calculations involving data with one to four decimals. 8 bytes 19

Data Types (cont.) SettingType of DataSize AutoNumber Use for unique sequential or random numbers that are automatically inserted when a record is added. 4 bytes Yes/No Use for data that can be only one of two possible values, such as Yes/No, True/False, On/Off 1 bit OLE Object An object (such as a Microsoft Excel spreadsheet, a Microsoft Word document, graphics, sounds, or other binary data) linked to or embedded in a Microsoft Access table 1 gigabyte Hyperlink Use for hyperlinks. A hyperlink can be a UNC path or a URL characters Attachment Similar to OLE Object. Attach any supported file; provide greater flexibility than OLE Object fields, and they use storage space more efficiently. Calculated Used to perform calculations with values from fields in the same table as well as built-in Access functions. Launches Expression Builder. Lookup Wizard (Text Data Type) Use to create a field that allows you to choose a value from another table or from a list of values using a combo box 4 bytes 20

Field Properties PropertyPurpose Format Display layout for the field; use pre-defined formats or custom formats Field Size Maximum number of characters that can be entered in a text field; the size and type of numbers in a number field Input Mask Creates a pattern for data entry Caption An alternative label for a field name – will appear on forms and reports Default Value A value automatically entered in the field for new records Validation Rule An expression that limits the value that can be entered in the field Validation Text The error message that appears when the validation rule is not met. Required Data is required in this field for all records 21

The Primary Key 22 Assign to a field in design view Select field – click primary key icon on ribbon Serves two important purposes. Contains data that uniquely identifies each record (Student ID, Social Security Number) Helps relate one table to another in a one-to-many relationship where one record from one table is related to many records in the second table.

Formatting a Table 23 Datasheet view – Home Tab Font, font size, font color, styles, gridlines, etc will impact all data in the table. Column widths should be adjusted to ensure all data is visible before printing Drag column header to left or right to manually adjust width Double click between column headers to automatically adjust