1. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Office 2007 Introductory Chapter 12 Getting Started with Access Databases and Tables

2. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall2 Objectives Start Access and Create a New Blank Database Add Records to a Table Rename Table Fields in Datasheet View Modify the Design of a Table Add a Second Table to a Database

3. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall3 Objectives Print a Table Create and Use a Query Create and Use a Form Create and Print a Report Close and Save a Database

4. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall4 Objectives Create a Database Using a Template Organize Database Objects in the Navigation Pane Create a New Table in a Database Created With a Template View a Report and Print a Table in a Database Created With a Template Use the Access Help System

5. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall5 Start Access and Create a New Blank Database There are two methods to create a new Access database: a template or new blank database. Open Microsoft Access 2007. –Opens Access program only –Does not open a database Select Blank Database under New Blank Database.

6. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall6 Start Access and Create a New Blank Database

7. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall7 Start Access and Create a New Blank Database Type a name for file. –Browse for location –Type name in File Name and click OK Click Create button. –Creates new database and opens a table named Table 1

8. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall8 Add Records to a Table Tables are the foundation of the database. To add a field –Click in cell of next column –Under Add New Field, type new entry –Press Tab or Enter to continue Pencil icon in the record selector box indicates a new record being entered.

9. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall9 Add Records to a Table

10. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall10 Add Records to a Table Insertion point should be in the field in which data is to be entered. Enter data and press either Tab or Enter to proceed to next field. Continue until data is entered in all fields. Pressing Enter twice moves to a new record.

11. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall11 Rename Table Fields in Datasheet View Ways to rename a field: –Use Rename button on the Datasheet tab in the Fields and Columns group –Double-click the field name and type new name –Right-click the field and select Rename Column

12. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall12 Rename Table Fields in Datasheet View Changing data type of a field –Data type defines kind of data that can be entered so a field can only have one data type –In any record, click field to be changed, in Datasheet tab, in Data Type and Formatting group, select Data Type box, click Data Type arrow Each record must be unique so AutoNumber data type assigns unique number.

13. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall13 Rename Table Fields in Datasheet View

14. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall14 Modify the Design of a Table Design can be modified in Datasheet view, represented by a small table of rows and columns, or in Design view, represented by a picture of a pencil. Design view displays underlying structure of table. To delete a field in Design view –Point to row selector, click it to select row –On Design tab, in Tools group, click Delete Rows button, click Yes to confirm

15. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall15 Modify the Design of a Table

16. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall16 Modify the Design of a Table To help ensure accuracy, a description and field size can be added to the design. Setting primary key –First field is set as primary key when table is created. Primary key eliminates duplication. –In Design view In Field Name column, select field to be primary key and click Primary Key on Ribbon

17. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall17 Modify the Design of a Table

18. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall18 Add a Second Table to a Database Add a second table using a template. –In Datasheet view, click Create tab on Ribbon. –In Tables group, click Table Templates. –From displayed lists, select template you wish to use. Create a new blank table, on Create tab, in Tables group, click Table.

19. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall19 Add a Second Table to a Database

20. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall20 Print a Table When table is created all columns are the same width. Ways to adjust column widths –Position pointer and double-click on field’s boundary of field –Position pointer on field’s boundary and click and drag to desired width –Select multiple columns, double-click right boundary of any selected column

21. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall21 Print a Table

22. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall22 Print a Table

23. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall23 Print a Table Margins and orientation can be changed. –On Ribbon, in the Page Layout group, click Margins button. –In Margins gallery, select desired margin. –In Page Layout group, select either portrait (default), which is taller than wide, or landscape, which is wider than tall.

24. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall24 Print a Table Headers and Footers –In Access tables and queries, headers and footers cannot be edited. –The object name displays in center of the header area, with the date on the right. –Page numbers display in the center of the footer. –In Access reports and forms, headers and footers are more flexible and can be edited.

25. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall25 Create and Use a Query A query retrieves specific data from one or more tables. Query means to ask a question. Data sources are the table or tables from which queries get their data. Access provides a wizard to walk step by step through the query process. The wizard involves choosing the data source and fields.

26. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall26 Create and Use a Query

27. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall27 Create and Use a Query On Ribbon, click Create tab. In Other group, click Query Wizard. In New Query dialog box, click Simple Query Wizard, then OK. In dialog box, select table. Select fields. Follow wizard. Name query with a meaningful name.

28. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall28 Create and Use a Form A form is an Access object in which fields are laid out in a visually attractive format. Forms display only one record at a time. New forms can be used immediately or can be modified. Records edited or created in a form automatically update underlying table or tables.

29. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall29 Create and Use a Form

30. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall30 Create and Use a Form Open table (data source). On Ribbon, click Create tab. In Forms group, click Form button to create a simple top-to-bottom format for form. To enter data, view must be changed to Form view.

31. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall31 Create and Print a Report A report summarizes information in a database in a professional-looking manner. A report format is suitable for printing. On Ribbon click Create tab. –In Reports group, click Report. Report is presented in Layout view, which allows for changes to the design.

32. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall32 Create and Print a Report

33. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall33 Close and Save a Database Changes made to records are saved automatically when the database is closed. You are prompted to save changes to the design, layout, or columns when you close the database. At end of session, close the database, then close Access.

34. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall34 Create a Database Using a Template Using a template is another way to create an Access database. –The advantage is that objects do not need to be created. A simple form provides display or record entry in one table at a time; multiple item forms enables display or entry of multiple records in a table.

35. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall35 Create a Database Using a Template

36. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall36 Organize Database Objects in the Navigation Pane Open Navigation Pane by clicking Open button. From there you can: –Organize database objects –Open them for use –Perform common tasks Navigation Pane groups and displays objects.

37. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall37 Organize Database Objects in the Navigation Pane Click Navigation arrow, then from displayed list in Navigate to Category section, click Tables and Related Views. Click Navigation arrow to display list, then in Filter by Groups section, point to All Tables.

38. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall38 Organize Database Objects in the Navigation Pane

39. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall39 Create a New Table in a Database Created With a Template Although a database was started from a template, additional objects can be added. A new table should be created when information is repeated. On Ribbon, click Create tab. –In Tables group, click Table button. Rename columns and fields.

40. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall40 Create a New Table in a Database Created With a Template

41. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall41 View a Report and Print a Table in a Database Created With a Template Many reports are already created for you when you use a template to create a database. To view report, in Navigation Pane, select desired report. To print report, on Print Preview tab, in Print group, click Print button.

42. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall42 View a Report and Print a Table in a Database Created With a Template

43. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall43 Use the Access Help System The Help feature assists when performing a task or trying to learn more about a particular topic. You can access Help feature by clicking Help button or pressing F1. The Help button is in upper-right corner of the Access window.

44. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall44 Covered Objectives Start Access and Create a New Blank Database Add Records to a Table Rename Table Fields in Datasheet View Modify the Design of a Table Add a Second Table to a Database

45. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall45 Covered Objectives Print a Table Create and Use a Query Create and Use a Form Create and Print a Report Close and Save a Database

46. with Microsoft Office 2007 Introductory© 2008 Pearson Prentice Hall46 Covered Objectives Create a Database Using a Template Organize Database Objects in the Navigation Pane Create a New Table in a Database Created With a Template View a Report and Print a Table in a Database Created With a Template Use the Access Help System