1. Guidelines for Microsoft® Office 2013
Microsoft Access 2013
Working with Databases Creating Forms and Tables Working with Queries and Reports
In Module 7, you learn about Microsoft Access Chapter 1 covers working with Access databases. Chapter 2 deals with creating forms and tables. In Chapter 3, you will work with queries and reports.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

2. Creating Forms and Tables
Guidelines for Microsoft® Office 2013
Creating Forms and Tables
The Chocolate Museum charges an annual fee for its membership program. The standard fee is $120. Many members choose to donate additional funds to support the Museum. In this chapter, you create a table that stores data on the annual fee payments and additional donation amounts that members make to The Chocolate Museum. You also create a form so that you can easily enter records in this table.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

3. Creating Forms and Tables
Guidelines for Microsoft® Office 2013
Creating Forms and Tables
There are a number of field types you can use, including these:
AutoNumber field— automatically stores a number that is one greater than the last number used
Short Text field—stores characters and numbers that do not require calculations, such as names and zip codes
Number field—stores numbers only
Date/Time field—stores dates and times
Currency field—stores dollar amounts
The data type tells Access which type of data you will be storing in that field.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

4. Creating Forms and Tables…continued
Guidelines for Microsoft® Office 2013
Creating Forms and Tables…continued
When you enter records in a table, you do so in Datasheet view
When you create a table in this chapter, you create it in Design view
To switch views, you use the View button arrow on the HOME tab
You can enter data in a table or form
Access has several views that you use to perform different tasks.
A form provides a user-friendly interface to enter data to be stored in a table. When you enter a record using a form, that record is added to the corresponding table just as if you added the record directly into the table in Datasheet view. When you use the Form button to create a form, the form initially displays in Layout view. You can edit the form in either Design or Layout view. You then must switch to Form view to add records to the underlying table.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

5. Guidelines for Microsoft® Office 2013
Skills You Learn
Create a table
Enter data in a table
Create a form
Enter data in a form
In this chapter, you learn how to create a table and a form and you also enter data in a table and a form. When you create a table, you need to give each field a name and also assign it a data type.
Navigation Tip: In Slide Show view, click an underlined skill on this slide to navigate directly to the related slide. At any time in Slide Show view, you may navigate to the beginning of this presentation by clicking the left-most button at the bottom center of the slide. To navigate to the previous slide in this presentation, click the second button from the left. Click the SKILLS button to return to this slide. Click the button to the right of the SKILLS button to navigate to the next slide in this presentation, and click the right-most button to navigate to the end of this presentation.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

6. Skill 1 Steps: Create a Table
Guidelines for Microsoft® Office 2013
Skill 1 Steps: Create a Table
Click the CREATE tab
Click the Table Design button in the Tables group so that you can create the table in Design view
In the first field in the Field Name column, type ID and then press the Tab key
In the first field in the Data Type column, click the drop-down arrow and then click Number in the drop-down list
In Chapter 1, you opened a table, added a record to the table, and edited data in the table. In this skill, you add a new table to the database. This new table will store membership fee and donations data for each member of The Chocolate Museum. You create the table in Design view. You need to name each field and select a data type for each field in the table. When you save the table, Access asks you if you want to make one of the fields a primary key. You won’t assign a primary key to the table you create in this skill, but you should know that a primary key can be assigned to one of the fields in a table, such as the member ID number, to simplify retrieval of a specific record and to make sure no two records in a table are the same. The primary key column cannot contain duplicate entries.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

7. Skill 1 Steps…continued
Guidelines for Microsoft® Office 2013
Skill 1 Steps…continued
Click in the second field in the Field Name column, type AnnualFee, and then press the Tab key
In the second field in the Data Type column, click the drop-down arrow and then click Currency in the drop-down list
Click in the third field in the Field Name column, type Donations, and then press the Tab key
In the third field in the Data Type column, click the drop-down arrow and then click Currency in the drop-down list
You can include an entry in the Description column, to the right of the Data Type column. You can use this entry to describe the contents of the field.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

8. Skill 1 Steps…continued
Guidelines for Microsoft® Office 2013
Skill 1 Steps…continued
Click the Save button on the Quick Access toolbar
Type Membership Fee and Donations in the Table Name text box in the Save As dialog box
Click OK
Click No at the warning box
The warning box indicates that a primary key is not selected.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

9. Skill 1 Visual: Create a Table
Guidelines for Microsoft® Office 2013
Skill 1 Visual: Create a Table
Click the drop-down arrow in the first field in the Data Type column and then click the data type in the drop-down list.
The illustration in this slide displays the first field name, ID, and the Data Type drop-down list with the Number option selected.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

10. Guidelines for Microsoft® Office 2013
Using Templates
To create a new database, select one of the templates that are available when you start Access
You will see templates for both desktop and web applications; for example:
if you want to start with a blank database for use on your desktop, select the Blank desktop database template OR
if you want to create a database that you can share online, select the Custom web app template
In this module, you open existing desktop databases and then start working in Access.
When you select the Custom web app template, you will also be able to add table templates to the online database.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

11. Guidelines for Microsoft® Office 2013
Changing Field Size
Some field data types have a specified or a maximum field size
Short Text fields can store up to 255 characters
limit a Short Text field to fewer characters by replacing the Field Size value of 255 with another value
change this setting in the Field Properties section of the Design view window
A field size cannot be set for Long Text, Date/Time, Currency, or Hyperlink fields
You might want to limit a Short Text field to fewer characters to help reduce data entry errors—for instance, in phone numbers or zip codes.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

12. Guidelines for Microsoft® Office 2013
Which field data type would you use to store dollar amounts?
Text
Number
AutoNumber
Currency 
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

13. Skill 2 Steps: Enter Data in a Table
Guidelines for Microsoft® Office 2013
Skill 2 Steps: Enter Data in a Table
Double-click Membership Fee and Donations in the Tables group in the Navigation pane
Add the following information to create a new record, using the Tab key to move between fields:
ID AnnualFee Donations
Click the record selection area to the left of record 1 to select all of the fields in record 1
In the previous skill, you created a new table. The new table is an object in the database. In this skill, you add records to the table. Typing records is one way to enter data in a table. You can also copy and paste data from other programs or databases, which saves time and also helps to prevent data entry errors. Adding records is sometimes referred to as populating the database.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

14. Skill 2 Steps…continued
Guidelines for Microsoft® Office 2013
Skill 2 Steps…continued
Click the Copy button in the Clipboard group on the HOME tab
Click the record selection area to the left of record 2
Click the Paste button
Double-click in the ID field for record 2 and type 10
You can use copy and paste to save time when a new record is almost identical to an existing record. After pasting, you change only the part of the record that differs. Another Way: Use Ctrl + ' to repeat data in the same field from a previous record.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

15. Skill 2 Visual: Enter Data in a Table
Guidelines for Microsoft® Office 2013
Skill 2 Visual: Enter Data in a Table
Click the record selection area to the left of record 2 and then click the Paste button.
Use copy and paste to save time when a new record is almost identical to an existing record as illustrated in this slide.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

16. Guidelines for Microsoft® Office 2013
Copying and Pasting Data
Another way to populate an Access table is to copy data from a Word or Excel file into the table
To copy data from a Word source, first separate the data by tabs or else copy it from an existing table
Whether you copy the data from Word or Excel, the field names, data types, and data have to match the fields in the Access table
Click the record selection area for the next blank record in the Access table before pasting the data
You may copy and paste multiple records
Module 9 provides more information about data sharing between Office applications.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

17. Guidelines for Microsoft® Office 2013
Which action selects an entire record?
Press the Tab key.
Click the Record button.
Click the first field in the record.
Click the record selection area. 
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

18. Skill 3 Steps: Create a Form
Guidelines for Microsoft® Office 2013
Skill 3 Steps: Create a Form
Click Membership Fee and Donations in the Tables group in the Navigation pane
Click the CREATE tab
Click the Form button in the Forms group
Hover the mouse over the right border of a field, press the left mouse button, drag the right border, and then release the mouse button to adjust the width of all of the fields
A form is a database object used for entering records in a table. You can also use a form to view existing records. Most forms show only one record at a time, which provides a simple interface for entering data and helps you to avoid data entry mistakes. A new form can be based on one or more database objects. The form you create in this skill is based on a table. When you first create a new form, it displays in Layout view, where you can format it.
Another Way: You can also use the Form Design button to create a form. In that case, the form displays in Design view instead of in Layout view.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

19. Skill 3 Steps…continued
Guidelines for Microsoft® Office 2013
Skill 3 Steps…continued
Click the Date and Time button in the Header/Footer group on the FORM LAYOUT TOOLS DESIGN tab
In the Date and Time dialog box, click OK to add the date and time
Click the Save button on the Quick Access toolbar
Click OK to accept the form name Membership Fee and Donations
The form object is added to the Navigation pane.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

20. Skill 3 Visual: Create a Form
Guidelines for Microsoft® Office 2013
Skill 3 Visual: Create a Form
Click the Date and Time button in the Header/Footer group on the FORM LAYOUT TOOLS DESIGN tab to open the Date and Time dialog box.
The illustration in this slide displays a form. In the Date and Time dialog box, you can click OK to add the date and time.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

21. Guidelines for Microsoft® Office 2013
Changing Form Formatting and Views
You can use options on the FORM LAYOUT TOOLS FORMAT tab to change the font, font size, and font style
You can use options on the FORM LAYOUT TOOLS ARRANGE tab to insert fields or alter the order of the fields
You can use options on the FORM LAYOUT TOOLS DESIGN tab to add an image to the form or to change the form’s theme
When you create a form, the FORM LAYOUT TOOLS tabs are displayed on the ribbon. You cannot enter records in the form until you switch to Form view. To do so, click the View button arrow in the Views group on the FORM LAYOUT TOOLS DESIGN tab or the HOME tab, and select Form View.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

22. Guidelines for Microsoft® Office 2013
Adding records is referred to as _____ the database.
sorting
populating
filtering
parsing 
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

23. Skill 4 Steps: Enter Data in a Form
Guidelines for Microsoft® Office 2013
Skill 4 Steps: Enter Data in a Form
Double-click Membership Fee and Donations in the Forms group in the Navigation pane
In the Record Navigation bar, click the New (blank) record button
Type 12 and press the Tab key
Type 120 and press the Tab key
Type 600 and press the Tab key
Add additional records
When you open a form from the Navigation pane, it opens in Form view. You use this view to enter data in a form. The Record Navigation bar displays at the bottom of the form. You can add a new record by clicking the New (blank) record button in the Record Navigation bar. Use the Tab key to move between fields as you enter data in a record. If you press the Tab key after you enter data in the last field, a new blank form displays.
If the form does not display in the Navigation pane, click the down-pointing arrow in the Navigation pane header and click All Access Objects.
When you press the Tab key after filling in the Donations field, which is the last field in the form, a new blank form displays.
Press the Tab key after typing data into each field to move to the next field in the record and to open a new, blank record after typing data into the last field in a record
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

24. Skill 4 Visual: Enter Data in a Form
Guidelines for Microsoft® Office 2013
Skill 4 Visual: Enter Data in a Form
The illustration in this slide displays a form. Click the New (blank) record button on the Record Navigation bar to open a new record. You can also open a new record by pressing the Tab key after you type data into the last field in the record. When you enter data in a form, Access saves the data automatically.
New (blank) record button
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

25. Guidelines for Microsoft® Office 2013
Record Navigation Bar Counter
The Record Navigation bar indicates which record is currently displayed and how many records are available for viewing
for example, 1 of 381
If you have not filtered the table or form:
the second number indicates the total number of records in the object
If you have filtered the object:
the second number indicates the number of records that match your request and the Filtered icon is highlighted in the Record Navigation bar
The Filter icon looks like a funnel and is located in the Sort & Filter group on the HOME tab.
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Module 7: Access 2013
Chapter 2: Creating Forms and Tables

26. Guidelines for Microsoft® Office 20134
When you open a form from the Navigation pane, it opens in which view?
Form
Design
Datasheet
Report 
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables

27. Guidelines for Microsoft® Office 2013
Tasks Summary
The table in this slide lists the tasks covered in this chapter.
© Paradigm Publishing, Inc.
Module 7: Access 2013
Chapter 2: Creating Forms and Tables