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PowerPoint Presentation to AccompanyGO! with Microsoft® Access 2007 Volume 1

Chapter 1Getting Started with Access Databases and Tables

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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

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Objectives• Print a Table• Create and Use a Query• Create and Use a Form• Create and Print a Report• Close and Save a Database

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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

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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.

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Start Access and Create a New Blank Database

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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

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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.

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Add Records to a Table

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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.

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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

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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.

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Rename Table Fields in Datasheet View

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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

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Modify the Design of a Table

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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

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Modify the Design of a Table

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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.

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Add a Second Table to a Database

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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

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Print a Table

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Print a Table

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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.

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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.

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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.

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Create and Use a Query

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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.

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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.

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Create and Use a Form

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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.

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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.

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Create and Print a Report

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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.

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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.

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Create a Database Using a Template

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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.

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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.

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Organize Database Objects in the Navigation Pane

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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.

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Create a New Table in a Database Created

With a Template

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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.

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View a Report and Print a Table in a Database Created

With a Template

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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.

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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

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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

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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