1. Microsoft Access 2007 – Level 1
Chapter 1
CREATING DATABASE TABLES

2. Performance Objectives
Open and close database objects
Organize data into tables
Determine fields and assign data types in a table
Create and save a table
Enter data into a database table
Open and print a database table
Add and delete records in a database table

3. Features of Databases Manage business information such as
Customer names, addresses, phone numbers
Products information
Services performed for clients
Organize, store, maintain, retrieve, sort, and print all or selected data
Databases contain objects related to data
Data stored in table objects
Other objects: forms, queries, reports

4. Only one database can be open at a time
Opening Access
Click
Only one database can be open at a time

5. Creating / Opening a Database
Click to create a new database
Click to open a database used recently
Click to create a new database from a template

6. Creating a Database …/2 A new database … Click Give it a name Click
Database will open with an open, blank table

7. Microsoft Access Screen
Quick Access Toolbar
Title Bar
Ribbon
Message Bar
Work Area can hold more than one object
Navigation pane Tables, Queries, Forms, Reports
Status Bar

8. Opening and Closing DB Objects
Double-click to open any object in the Navigation area into the Work area
Click X to Close the object

9. Organize data in related tables since Access is a relational database
Organizing Data
S. Smith
field
100 Main
field
field
field
field
60611
10040
New York
records
100 West
10040
60611
Chicago
database table
database table
Organize data in related tables
since Access is a relational database

10. Determining Fields
Determine how you plan to use the data, based on current / future needs
Determine field names and types
unique name for each field
name should describe field contents
each may contain up to 64 characters
may contain letters, numbers, spaces, and most symbols
cannot begin with a space
Decide on the tables to hold each set of fields, while eliminating or minimizing duplication

11. Assigning Data Types Text AutoNumber Memo Yes/No Number OLE Object
Assign a data type and size to each field to control data entry and display
Text
AutoNumber
Memo
Yes/No
Number
OLE Object
Currency
Hyperlink
Date/Time
Lookup Wizard

12. Fields, types, and sizes must be defined
Creating a Table
A new database …
An existing database …
Blank table provided
Click
Fields, types, and sizes must be defined

13. Click to switch views quickly (toggle)
Creating a Table …/2
Datasheet View shows fields in the table; used for entering data
Click and type name to add a field
Design View shows the table structure; used to show field names, types, sizes, etc.
Click to switch views quickly (toggle)

14. Changing the Field Size
Click to change field size
for desired field

15. Saving a Table Save button OR Ctrl + S OR Office button, Save
Type a name
Click

16. Entering Data in a Table
Table in Datasheet view
Type data for each record
Press Tab to move from field to field, Shift + Tab to move to the previous field
Notice description in Status bar is same as Description in the table structure
Record number and record count in Navigation bar

17. Entering Data in a Table…/2
Example of how database table appears after records are entered

18. Quick Print sends directly to the default printer
Printing a Table …/1
Quick Print button OR
Office, Print
Quick Print sends directly to the default printer

19. Print opens Print dialog box to change printer, number of copies, etc.
Printing a Table …/2
Office, Print
Print opens Print dialog box to change printer, number of copies, etc.

20. Print Dialog Box Office, Print, Print OR Ctrl + P Choose printer,
Number of copies, Page range

21. Print Preview shows how printed page(s) will look before printing
Previewing a Table
Print Preview button OR
Office, Print
Print Preview shows how printed page(s) will look before printing

22. Open Page Setup dialog box Changes not saved with table
Changing Page Layout
Orientation
Open Page Setup dialog box
Paper size
Change margins
Changes not saved with table

23. Changing Page Layout …/2
Page Setup dialog box
Orientation
Change margins
Paper size
Changes not saved with table

24. Double-click column boundary to adjust width to longest entry
Changing Field Width
Double-click column boundary
to adjust width to longest entry

25. Adding a Record to a Table
New Record button in the Navigation bar OR
Home tab, New
Tab past last record OR OR
Ctrl + +
Type data into the appropriate fields

26. Deleting a Record in a Table
Click on the record and
Click the Delete Record button OR
Select the record and
Press Delete key
Read carefully and click Yes

27. Features Summary How do you create a new Access database? Click
Give it a name
Click

28. Features Summary How do you save a table structure?
Quick Access Save button OR
Office , Save OR
Ctrl + S

29. Click X to Close the table
Features Summary
How do you close a table?
Click X to Close the table

30. Features Summary What must you determine before creating a table?
How you plan to use the data, based on current / future needs
Fields necessary: Field names, types, and sizes
Which tables will hold each set of fields, while eliminating or minimizing duplication

31. Features Summary How do you display the Print dialog box?
Office, Print, Print OR
Ctrl + P

32. Features Summary
How do you change the margins before printing a table?
Change margins

33. Open Page Setup dialog box
Features Summary
How do you display the Page Setup dialog box?
Open Page Setup dialog box

34. Features Summary How do you add a record to a table?
New Record button in Navigation bar OR
Ctrl + + OR
Home tab, New
Tab past last record OR

35. Features Summary How do you delete a record from a table?
Select the record and click
Delete Record button OR
Select the record and press the Delete key

36. Features Summary How do you switch to Design view?
Home tab, View (toggle)

37. Features Summary How do you switch to Datasheet view?
Home tab, View (toggle)

38. CREATING RELATIONSHIPS BETWEEN DATABASE TABLES
Coming Next
Chapter 2
CREATING RELATIONSHIPS BETWEEN DATABASE TABLES