1. Microsoft Office Access 2010 Lab 1
2016
Creating a Database
In this lab, you will learn how to create a database and table objects with proper field definitions; how to enter and edit data in a table; and how to preview and print information.

2. Access Lab 1 Objectives Plan, create, and modify a database
Create and save a table structure
Define field names, data types, field properties, and primary key fields
Enter and edit data
Add attachments

3. Objectives continued…
Change views
7. Adjust column widths
Use the Best Fit feature
Create a second table
Navigate among records

4. Objectives continued…
Add, copy and move fields
Add and delete records
Document a database
Preview and print a table
Change page orientation
Close and open a table and database

5. Concept Preview Database Object Data Type Field Property Primary Key
Relationship
Subdatasheet
Database - An organized collection of related information
Typically, the information in a database is stored in a table consisting of vertical columns and horizontal rows
Object - An object is an item, such as a table or report, that can be created, selected, and manipulated as a unit.
Field Name - Used to identify the data stored in the field
Data Type - Defines the type of data the field will contain
Field Property - A characteristic that helps define a field
A set of field properties is associated with each field
Primary Key - A field that uniquely identifies each record
Relationship – establishes the association between common fields in two tables.
Subdatasheet – a data table nested with a main data table that contains information that is related or joined to the main table.

6. Concept 1 Database Table Record Field
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Concept 1
Database
Database
Organized collection of related information
Table
Vertical columns & horizontal rows where information is stored
Record
A row
Information about one person, place, or thing
Field
A column
Smallest unit of information
Access databases can contain multiple tables that can be linked to produce combined output from all tables
Table – Contains data like a file contains data
Record – A row containing information about a thing, person or place
Field – Each column is a field which is the smallest piece of information about a record

7. Examples Registration - UDSIS
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Examples
Registration - UDSIS
Course Descriptions – UD Course Inventory -
Shopping –
Gemplers.com (and others)
Contacts in a Phone -
Access databases can contain multiple tables that can be linked to produce combined output from all tables
Table – Contains data like a file contains data
Record – A row containing information about a thing, person or place
Field – Each column is a field which is the smallest piece of information about a record

8. Designing a New Database
Explain that planning is a must for creating a database
Plan - The first step in the development of a database is to understand the purpose of the database
Design – Using the information gathered during the planning step, you can create an implementation plan and document functional requirements, which can then be used to build a conceptual data model, data dictionary, logical data models, screens, report formats, programs, and so on
Develop –Using the design you created, you are ready to create tables to hold the necessary data
Implement –After setting up the table, you enter the data to complete each record
You should continue to test the data and design during this step
Review –The database should be reviewed periodically to ensure that the initial objectives have been met and to identify required enhancements

9. Concept 2
Object
The table object is the basic unit of a database and must be created first, before any other types of objects are created
Please stress that all major Access objects are based on tables
Access displays each different type of object in its own tab.
You can open multiple objects from the same database file in the work area; however, you cannot open more than one database
file at a time in a single instance of Access
To open a second database file, you need to start another instance of Access and open the database file in it

10. Concept 3 Data type defines the type of data the field will contain
Used to ensure right kind of data is entered
Important to choose appropriate data type
Access needs to know the data type of a field in order to manage it correctly
Data type helps assure that the correct data is entered in the field
Before you create your table, carefully look over the data that will be entered and decide on the correct data types
Note: Fields such as social security number, telephone number and zip codes are entered with a data type as TEXT, since these fields are not used in calculations
Numeric fields are used for calculations

11. Concept 4 Characteristic that defines a field
Field Property
Characteristic that defines a field
Each field has a set of properties
Enhances the way table works
A field property is a characteristic that helps define a field
A set of field properties is associated with each field
Each data type has a different set of field properties
Setting field properties enhances the way your table works

12. Concept 5 A field that uniquely identifies each record
Primary Key
A field that uniquely identifies each record
Used to associate data from multiple tables
Most tables have at least one primary key
Requirements
Key data MUST be unique
Field cannot be empty or null
Data in the field rarely changes
A primary key is a field that uniquely identifies each record
Most tables have at least one field that is selected as the primary key
The data in the primary key field must be unique for each record. For example, a Social Security number field could be selected as the primary key because the data in that field is unique for each employee
Other examples of a primary key field are parts numbers or catalog numbers
(One example of a field that should not be used as the primary key is a name field, because more than one person can have the same last or first name.)
A primary key prevents duplicate records from being entered in the table and is used to control the order in which records display in the table
This makes it faster for databases to locate records in the table and to process other operations
The primary key is also used to create a link between tables in a database

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Concept 6
Relationship
Establishes the association between common fields in two tables
Related fields
Must be the same data type
Must contain the same kind of information
Can have different field names
Special exceptions for the AutoNumber data type
Once a relationship is established, referential integrity rules can be enforced
The rules ensure that a record in a primary table cannot be deleted if matching records exist in a related table and a primary key value cannot be changed in the primary table if that record has related records

14. Concept 7 A data table nested in a main data table
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Concept 7
Subdatasheet
A data table nested in a main data table
Contains information related or joined to the main table
Allows easy viewing and editing
Created automatically when relationships are established
Employee Records
Maldin Jobs
Subdatasheets are created automatically whenever relationships are established between tables
Database

15. Creating and Naming the Database File
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Creating and Naming the Database File
Several methods can be used to create a database:
Use a template
Start with a blank database
Import data from another source

16. Access Application Window
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Access Application Window
The Access 2007 Ribbon, located below the title bar, currently consists of five tabs
These tabs contain the commands and features used to create and modify a database
Most tabs appear automatically as you perform different tasks and open different windows
The Table Tools Datasheet tab is open and contains buttons that are used to access basic database features
The large area below the Ribbon is the work area where different Access components are displayed as you are using the program
When the new database file is created, it includes one empty table named Table1
A table is one of several different database components or objects that can be included in the database file

17. Using the Navigation Pane
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Using the Navigation Pane
The Navigation pane along the left edge of the work area displays all the objects in the database and is used to open and manage the objects
When there are many different objects, the pane organizes the objects into categories and groups within each category
Used to quickly access the different objects.
The Navigation pane is always displayed, but can be collapsed to a bar to provide more space in the work area. The Shutter Bar close button, located in the upper-right corner of the pane, is used to show or hide the pane.

18. Stop Here!