Welcome slides for Access

1. Wednesday, January 28, 2015Instructor: Miss Lee
Please login (See handout)

2. • Durham resident
• Teaching Microsoft Office for 20 years
• Favorite applications – Excel and Access

3. • What’s your name?
• What do you do?
• Have you used Access before?
• What are your expectations for the class?
• What is your favorite Microsoft application?

4. 1. Created a relational database from scratch before
2. Need to create a database from scratch
3. Have used Access or another database before
4. Need to maintain an existing database
5. Need to import data from Excel or another format
6. Have specific questions about Access
7. None of the above
Quick Survey

5. • Comfortable using other Microsoft Applications
• Familiar with Office 2010 Interface
• Check cell phones
• Does everyone have a book?
• No Lewis and Clarking, please
• Guided exploration
• Ask lots of questions
• Learn a lot
• Have fun 

6. 1: Exploring Access 2010
2: Building a database
3: Maintaining a database
4: Querying a database
Today’s Lessons

7. Lesson 1: Exploring Access 2010
p. 2

8. 10
Lesson 1: Learning Objectives
 After studying this lesson, you will be able to:
 Define database and key terms associated with databases
 Identify objects contained in modern databases and explain how they are
used
 Launch Access 2010 and identify elements of the application window
 Create a new blank database and database table
 Use the Navigation Pane and enter data into a table
 Save and close database objects
 Preview and print datasheets
 Use Help
 Close a database and exit Access 2010
p. 2

9. Database Defined
 What is a database?
 A collection of related data stored together in one
electronic file
11 p. 4

10. Database Structures
 Flat database files
 Relational database files
12
Repetitive data
p. 4

11. Organizing Data into Tables
 A typical clinic statement might include:
 Distributed among these tables:
13 p. 5

12. Exploring the Access Environment
14
Backstage view
Templates
Create a blank
database p. 7

13. Launching Access 2010
 Same basic procedures used to launch other computer
programs
15 p. 7

14. DEVELOP YOUR SKILLS
16 p. 7
Launch Access 2010

15. Creating a Blank Database
 Name and save the database first
17
Filename for new
database
Browse to a folder
p. 9

16. DEVELOP YOUR SKILLS
18 p. 10
Create a Blank
Database

17. Features of the Database Window
19
Navigation
Pane
Ribbon tabs
Shutter Bar
Open/Close
button Table1
p. 12

18. Identifying Object Types
 Four basic types of objects
 Tables: Hold data
 Queries: Search table data
 Forms: Input table data
 Reports: Report table data as meaningful information
 Each object type is represented by a different icon
 Tables:
 Queries:
 Forms:
 Reports:
20 p. 13

19. Using the Navigation Pane
 Shutter button opens and closes the Navigation Pane
 Organization appears in the Navigation Pane banner
 Navigation Pane banner menu button ▼ displays the
Navigation Pane menu
 Choose a different organization from the Navigation
Pane menu
 Expand and collapse buttons to show/hide each object
list
21 p. 12

20. The Navigation Pane Menu
22
Menu button
Ways to organize the
Navigation Pane
Active display features p. 12

21. DEVELOP YOUR SKILLS
23 p. 14
Using the
Navigation Pane

22. Creating Tables in Datasheet View
 Access creates the first table when you create a new
blank database.
 Table is generically named Table1
 Additional tabs appear on Ribbon:
24
Table Tools:
Fields & Table
p. 15

23. Three Basic Terms Used in Databases
 Field
 The basic unit of database tables
 Holds one piece of data—first name, last name, street
 Record
 A collection of all fields related to one item
 All fields for a person or company
 File
 A collection of all related records stored together
 All customers or all suppliers
25 p. 15

24. Navigating Datasheets
 Tables and queries display in a row and column layout
called a datasheet
 Datasheet resembles an Excel spreadsheet
 To move from column to column, press [Tab] or [Enter]
or click the cell
26
Navigation buttons
p. 16

25. Table Guidelines
 Each table has a primary key field
 Primary key fields must contain data
 Tables share at least one field with other tables in the
database
 Fields shared with other tables are foreign keys
28 p. 16

26. What’s Wrong With This Table?
Employee
Name
First
Name
Address Telephone
Number
Car Age
John Smith John 393 Arundel Square
Durham, NC 27703
919-688-
3748
Toyota 42
Susan Baker Susan 7 Dapping Drive
Raleigh, NC 27614
919-847-
3284
Mazda 29
Todd Wilson Todd 103 Willow Way
Cary, NC 27511
919-468-
1208
Chrysler 38
Redundant Data
Not Smallest Logical Parts
Unrelated Data
Calculated Data
T - Employees

27. Pick A Primary Key
First
Name
Last
Name
Address City State Zip Code DOB
John Smith 393 Arundel Square Durham NC 27703 03/24/62
Susan Baker 7 Dapping Drive Raleigh NC 27614 12/10/75
Todd Wilson 103 Willow Way Cary NC 27511 6/13/66
Employee
ID
001
002
003
Characteristics Of A Primary Key
• Unique data
• Cannot be blank
• Typically an ID field
• Can be more than one field
AutoNumber???
T - Employees

28. Data Types
31
 Some are self-explanatory
 Most common types:
 Text
 Number
 Currency
 Date & Time
 Each data type has unique
characteristics and limitations
p. 17

29. DEVELOP YOUR SKILLS
32 p. 18
Create and Save
a Table Using a
Datasheet

30. Entering Data into a Table Datasheet
Click the New Record button
Press [Tab] or [Enter] to
move to the next column
The new row is
identified with
an asterisk
33 p. 21

31. Previewing and Printing Data
 Printing procedures unique to Access
34 p. 22

32. Closing Databases & Exiting Access
 Closing Databases
 File > Close Database
 [Ctrl]+[F4] closes open objects such as tables
 Exiting Access
 File > Exit
 [Alt]+[F4]
 Access 2010 application window Close button
35 p. 27

33. Determine the Purpose of Your Database
 Talk to people who will use the database.
 Determine the information you would like the database
to provide.
 Identify the data inputs for your database.
 Collect and analyze forms you currently use to record
your data.
 Examine a well-designed database similar to the one
you are creating.
 Determine the data outputs for your database.
 Sketch out the reports you would like to produce
with it.
36

34. IN THIS LESSON WE COVERED
37
 Define database and key terms associated with databases
 Identify objects contained in modern databases and explain how they are
used
 Launch Access 2010 and identify elements of the application window
 Create a new blank database and database table
 Use the Navigation Pane and enter data into a table
 Save and close database objects
 Preview and print datasheets
 Use Help
 Close a database and exit Access 2010

35. Lesson 2: Building a Database

36. Lesson 2: Learning Objectives
 After studying this lesson, you will be able to:
 Identify key database design techniques
 Open an existing database
 Create a database table using Design view
 Create a form
 Create a report
 Create a table from an Excel worksheet
 Create a new database using a template
40
p. 32

37. Planning a Database Design
Asking questions helps
identify objects
 What info do you want to
obtain from the database?
 What pieces of data do you
need for the info?
 What groups do the fields fit
into?
 How do the groups
interconnect?
 What is the most efficient
way to input data?
 What questions will the data
answer?
 Reports
 Fields
 Tables
 Foreign keys
 Forms
 Queries
41
p. 34

38. Opening a Database
 Same basic procedures used to open files in other
computer programs
 Enabling content to control security
42 p. 35

39. DEVELOP YOUR SKILLS
43 p. 36
Open a Database,
Enable Content, and
Set Trusted Site

40. Saving a Database as a New File
 File > Save As command in Access is different from
other applications
44
Save an existing
object as a new object Save an existing database
as a new database
p. 38

41. Opening Database Objects
 Database objects are grouped by type on the
Navigation Pane
 Procedures for opening database objects similar to
those used to open programs from the Desktop:
 Double-click the object in the Navigation Pane
 Right-click object in the Navigation Pane and choose
Open
 Drag the object name from the Navigation Pane to the
work area of the Access window
45 p. 39

42. DEVELOP YOUR SKILLS
46 p. 42
Navigate Records in
a Table Datasheet

43. Working with Tabbed Objects
 Each open object in the database window is identified
by a tab
 To switch among open objects, click a tab
47

44. Creating Database Objects
 The Create tab of the Ribbon contains tools for creating
all database objects
 Tools on the Ribbon are grouped by object type
 Each object type has several different formats to
choose from
48 p. 43

45. Creating a Simple Form – Input
 Forms are used to input data into database tables
 Forms obtain their field names and data from tables or
queries
 Simple forms contain all fields for the table or query on
which they are based
49
p. 44

46. Creating Simple Reports – Output
 Processes data into meaningful information
 Formats data for printing
 Contains all fields from the associated table
50 p. 47

47. DEVELOP YOUR SKILLS
51 p. 44
Create a Simple
Form

48. Creating a Table Using Design View
52
p. 53

49. DEVELOP YOUR SKILLS
53 p. 53
Create a Database
Table Using Design
View

50. Importing Data from Excel
 Creates new tables from data stored in other programs
 External Data tab on the Ribbon contains Import tools
 Most import procedures use Wizards
54
p. 55

51. DEVELOP YOUR SKILLS
55 p. 55
Import Excel Data

52. Create a Database Using a Template
 In Access, database templates are ready-to-use
databases
 Each template contains a set of objects designed for a
specific purpose
 Storing contacts, tracking projects, etc.
 Each object in the database created with a template
can be customized to meet specific needs
56 p. 57

53. Finding and Selecting Templates
57
Sample
templates
Search for more templatesBusiness templates group
downloaded from Microsoft
p. 57

54. DEVELOP YOUR SKILLS
58 p. 58
Create a Task
Database

55. Are There Any Questions?
59

56. IN THIS LESSON WE COVERED
60
 Identify key database design techniques
 Open an existing database
 Create a database table using Design view
 Create a form
 Create a report
 Create a table from an Excel worksheet
 Create a new database using a template

57. Lesson 3: Maintaining a Database
p. 70

58. DEVELOP YOUR SKILLS
63 p. 58
Save a Database
Object as New
Object

59. DEVELOP YOUR SKILLS
64 p. 62
Backup a Database

60. Learning Objectives
 After studying this lesson, you will be able to:
 Change the layout of a table by adjusting column width,
hiding columns, and rearranging column layout
 Locate and update records by sorting, filtering, and using
Find and Replace
 Enhance a datasheet
 Set table field properties
 Rename, copy, and delete database objects
65 p. 70

61. Formatting Datasheet Layout
 Changing column width
 Moving and hiding columns
 Saving a datasheet layout
66 p. 72

62. Changing Column Width
 The mouse shape is important when selecting
columns and borders
 Drag a column border to make the column on
the left of the border wider or narrower
 Double-click a column heading border to
change the width of the column on the left to fit
the longest data entry in the column
67
Mouse shape on column
border for sizing column
Mouse shape on
field name for
selecting a column
p. 72

63. Moving and Hiding Columns
 Hiding and moving fields in a datasheet has no impact
on the actual structure of the table
 Data remains available but is hidden from view when
columns are hidden
 Moving columns enables you to print datasheets in
different arrangements
68
Black bar identifies
location when dragging a
field to move it
Hide Fields
command on
context menu
p. 72

64. Saving Datasheet Layout
 Each time you make a change to the layout of a table,
you must save the table
 The Save button appears on the Quick Access toolbar
69 p. 73

65. DEVELOP YOUR SKILLS
70 p. 73
Format a Table
Datasheet Layout

66. Enhancing a Datasheet
 Tools on the Home tab of the Ribbon
 Gridline formatting tools
 Font, font size, and font color
 Table background color
71
p. 75

67. DEVELOP YOUR SKILLS
72 p. 76
Enhance a
Datasheet

68. Modifying Table Structures
 Adding fields to existing tables
 Deleting fields from a table
 Editing field data types
73 p. 78

69. DEVELOP YOUR SKILLS
74 p. 79
Modify the Table
Structure

70. Setting Up Lookup Fields
 Enables you to locate data contained in a table while
entering data into another table.
 Lookup Wizard is a Data Type
 Advantages:
 Reduces the time required to enter the data repeatedly
 Reduces errors associated with data entry
 Restricts data to valid entries
75 p. 81

71. DEVELOP YOUR SKILLS
76 p. 83
Set a Lookup Field
Using a Wizard

72. Setting Field Properties
 Control the characteristics of data entered into fields
 Properties available differ depending on data type of a
field
 Provides automatic formatting for raw data
 Example: Data entered: 3185554356
Property format applied: (318) 555-4356
 Example: Data entered: la
Property format applied: LA
77 p. 85

73. Common Field Properties Used
Field Property Description
Field Size Sets a field length that controls the number of data
characters each field can hold.
Caption Sets a column heading title that describes the data
content better than the actual field name.
Input Mask Identifies the format of values entered—alphabetic or
numeric, uppercase or lowercase, with hyphens or
without, etc.
Validation Rule Controls actual values entered into fields—less than
100, greater than 1000, like RCE
Validation Text Provides a tip that identifies valid data entries.
Default Value Adds a default value for a specific field in each
record.
78
p. 85

74. Setting Field Properties
 Control the way data displays
 Accounts for different format (all caps, lowercase, etc.)
used by data entry clerks
 Ensures consistent look in reports and other objects
 Control values that can be entered
 Provide tips for data entry
 Set the number of characters that can be entered for a
field
 Set a default field value
p. 86

75. Setting Field Size
 Limits the number of characters allowed for field values
 Triggers a warning message that data may be lost
 Example:
 Setting the State field size to 2 to accommodate state
abbreviations deletes all values containing more than 2
characters in the State field
80 p. 86

76. Setting Captions
 Changes the text that appears in datasheet column
heading
 Presents more descriptive field titles
Fname  First Name
81 p. 86

77. Setting Input Masks
 Sets data format
 Provides a consistent display of data for all records
 Uses many symbols to control format
 Access adds characters that control how data displays:
1234567890(123) 456-7890
howard SMITHHoward Smith
82 p. 86

78. Using the Input Mask Build Button
83 p. 86

79. DEVELOP YOUR SKILLS
84 p. 89
Set Primary Key,
Field Size, Captions,
and Input Mask
Properties

80. DEVELOP YOUR SKILLS
85 p. 93
Set Validation Rules

81. DEVELOP YOUR SKILLS
86 p. 94
Set Default Values

82. Retrieving Data
 Three basic tools:
 Sorting features
 Filtering tools
 Find and Replace feature
87 p. 95

83. Sorting Records
 Sort ascending
 Alphabetical order from A to Z
 Numeric order from lowest to highest
 Chronological order from first to last
 Sort descending
 Reverse alphabetical order from Z to A
 Numeric order from highest to lowest
 Reverse chronological order from last to first
88
p. 96

84. Sorting Records Using Multiple Fields
 Access considers second fields when values in the first
field are equal
 Example: Personal names
 When the last name is the same, you can tell Access to
consider the first name
 Last name is the primary sort field
 First name is the secondary sort field
89 p. 97

85. How Multiple Column Sorts Work
 Access sorts data on multiple fields from left to right
 Columns in a table must appear side by side in the
datasheet
 The column on the left must be the one you want
sorted first (primary sort field)
90 p. 97

86. DEVELOP YOUR SKILLS
91 p. 98
Sort Records Using
Multiple Fields

87. Creating Validation Rules
 Limits values entered into a field
 Reduces errors associated with data entry
 Restricts data entry to valid values
 Data type should be set for the type values entered
 Text provides instructions for data entry
 Appears in status bar when field is active
 Appears in message box when invalid values are entered
 Wide variety of comparison operators
 Wildcards can be used
92
p. 92

88. Setting Default Field Values
 Adds a value to a field automatically
 Can be edited to contain a different value
93
p. 94

89. Using Find and Replace
 Techniques similar to those in other applications
 Use Find and Replace to locate records to remove or
edit records
94 p. 99

90. DEVELOP YOUR SKILLS
95 p. 101
Locate and Delete
Records in a Table

91. DEVELOP YOUR SKILLS
96 p. 102
Locate and Delete
Records in a Form

92. DEVELOP YOUR SKILLS
97 p. 103
Update Multiple
Records Using Find
and Replace

93. Filtering Records
 Filter by Selection
 Selects records on the basis of the value contained in the
active field for the active record
 Filter by Form
 Selects records on the basis of values or conditions
(criteria) that you type in one or more form fields
98
Tip! Again, Access searches only the fields
you specify to find the match.
p. 103

94. Using the Toggle Filter Tool
 After you apply a filter, clicking the Toggle Filter button
removes the filter and displays all records
 After removing a filter, clicking the Toggle Filter button
reapplies the last filter applied
99
Tip! A ToolTip displays to let you know what action
you are performing: Remove Filter or Apply Filter.
p. 104

95. DEVELOP YOUR SKILLS
100 p. 105
Filtering Records by
Selection

96. Identifying Comparison Operators
 Identifies the comparison Access should perform
 Operators include:
 =
 >
 <
 <>
 >=
 <=
101 p. 105

97. Using Wildcards
 Used in place of specific characters
 Primary wildcards used:
 * Represents any number of characters
 ? Represents an individual character
 Examples:
 *Graham* locates all records with graham within the text
 Gra?am locates all records with gra at the beginning of
the field value and am at the end of the field value with
only one letter between
102
p. 106

98. DEVELOP YOUR SKILLS
103 p. 107
Filter Records by
Form

99. Are There Any Questions?
104

100. IN THIS LESSON WE COVERED
105
 Change the layout of a table by adjusting column width,
hiding columns, and rearranging column layout
 Locate and update records by sorting, filtering, and
using Find and Replace
 Enhance a datasheet
 Set table field properties
 Rename, copy, and delete database objects

101. Lesson 4: Querying a Database

102. 108
Learning Objectives
 After studying this lesson, you will be able to:
 Create, save, and run select queries
 Design a query using multiple tables
 Set query criteria
 Define a query sort order
 Create and format a calculated field
 Use functions in query expressions
 Create a crosstab query
 Create unmatched and duplicates queries
p. 122

103. Queries Defined
 Queries are database objects that enable you to ask
questions of a database in order to retrieve data and
extract records that meet specific criteria
109 p. 124

104. Reviewing Query Features
 Query results datasheet data remains stored in its
original table rather than in the query
 Data edited in a query results datasheet changes data
stored in a table
 Queries are dynamic objects that display up-to-date
data stored in database tables
 Queries can be used to create forms and reports
containing fields from multiple tables
 Query results datasheets enable you to filter or
organize data using the same techniques you use to
filter and organize table datasheets
110
p. 124

105. DEVELOP YOUR SKILLS
111 p. 125
Create a Select
Query Using the
Query Wizard

106. Creating Select Queries
 Access contains two distinct tools for creating select
queries:
 Query Wizard
 Design View
112 p. 127

107. Using the Simple Query Wizard
 Steps you through the creation of a select query
 Enables you to identify table(s) and fields from each
table that you want to include in the query
 Prompts you to save the query
113 p. 125

108. Using Query Design View
 Presents a split window with table field lists at the top
and columns and rows at the bottom
114
p. 127

109. Adding Fields to the Query Grid
 Double-click a field name to add the field to the next
available column of the query design grid
 Drag a field to the next column in the grid
 Click the Field row of a column in the query grid and
selecting the field from the drop-down list
 Double-click the asterisk (*) that appears at the top of
the field list to add all fields to the grid
 Double-click the field list title bar to place each field in
the table in a separate column of the query grid.
115
Note! When you use the asterisk to add all fields,
Access places the table name in field row, but
when you run the query, each field appears in a
separate column of the query results datasheet.
p. 128

110. DEVELOP YOUR SKILLS
116 p. 129
Create a Query
Using Query Design

111. DEVELOP YOUR SKILLS
117 p. 133
Create a Multi-Table
Query

112. Setting Query Criteria
118
Comparison
Operator
Wildcard Value Dates Wildcard
p. 135

113. DEVELOP YOUR SKILLS
119 p. 135
Add Criteria and
Run a Query

114. Setting AND and OR Criteria
 AND Criteria  OR Criteria
120 p. 137

115. DEVELOP YOUR SKILLS
121 p. 138
Use Wildcards and
Multiple Criteria in
Queries

116. DEVELOP YOUR SKILLS
122 p. 140
Use Date Criteria in
Queries

117. Sorting a Query and Limiting Results
 Sorting Query Results
 Using sort tools after running the query
 Setting a sort order in the query grid Sort row
123 p. 141

118. Limiting Results
 Effective way of limiting results combines sorting with
restricting the number of results to display
 The Return feature on Query Design tab enables you to
set the number of records you want to retrieve
124 p. 141

119. Please Excuse My Dear Aunt Sally
 Parentheses
 Exponentials
 Multiplication/Division
 Addition/Subtraction
(2+2)*32=6/2=33
125 p. 144

120. Calculated Fields
 Have no value of their own
 Perform calculations using other field values
Calculated
field name
Field names from
existing tables
Arithmetic or
comparison
operator
126 p. 144

121. DEVELOP YOUR SKILLS
127 p. 146
Create and Format a
Calculated Field

122. Using Functions in Queries
 Groups query results by field on which a sum or
average or other order is required
 Multiple fields and calculated fields can be used for
grouping
 Example shows minimum, maximum, and average
128 p. 146

123. DEVELOP YOUR SKILLS
129 p. 148
Use Functions in
Queries

124. Crosstab Queries
 Rearranges data for summarizing
 Groups data and totals values
130 p. 151

125. Crosstab Query Palette
 Groupings appear as
row and column
headings
 Summarized values
appear in the TOTAL
area
131 p. 151

126. DEVELOP YOUR SKILLS
132 p. 152
Create a Crosstab
Query

127. Unmatched and Duplicates Queries
 Checks database tables to ensure there is no
duplication of records
 Also checks database to ensure that records
referenced in one table have a matching record in the
other table
 Hoped-for result of running these two queries is that
Access finds nothing to report
133 p. 154

128. DEVELOP YOUR SKILLS
134 p. 155
Create Unmatched
and Duplicate
Queries

129. Structured Query Language
 The underlying structure created for queries in Access
135 p. 156

130. Are There Any Questions?
136

131. IN THIS LESSON WE COVERED
137
 Create, save, and run select queries
 Design a query using multiple tables
 Set query criteria
 Define a query sort order
 Create and format a calculated field
 Use functions in query expressions
 Create a crosstab query
 Create unmatched and duplicates queries

132. ? ?
Relationship Types
One-To-One
One-To-Many
Many-To-Many
1 1
∞1
Employees Training
Employees Parking
Employees Salaries
∞∞
How Are These Table Related?
Employees Training Parking Salaries
? ?
? ?
Up to 3 hangtagsCourses are graded

133. One-to-one Relationships
1. Simplest kind of relationship
2. Least common relationship
3. Link each record in one table to a single record in another table
4. Tables linked by primary keys
5. Tables with large number of fields
6. For security purposes
Employees
Employee ID
First Name
Last Name
Address
Telephone
Salaries
Employee ID
Salary
1 1
Primary
Key
Primary
Key
Salary
Tax Rate
Exemptions
…

134. Parking
ParkingID
EmployeeID
LicenseNumber
Make
Model
Employees
EmployeeID
FirstName
LastName
Address
Telephone
One-To-Many Relationships
1. Most common relationship
2. Link each record in one table to several records in
another table
3. Only one of the fields being linked can be primary key
4. Primary key must be in the table that contains one
record for many records in other table
1
∞
Not part of the
One-To-Many
relationship
Foreign
Key
Primary
Key
(3 hangtags)

135. Grade?
Many-To-Many Relationships
1. Requires a Junction Table
2. Two One-To-Many Relationships
∞
∞1
1
∞ ∞
T – Employees T – Training
∞ ∞
T - Employees
EmployeeID
FirstName
LastName
Address
Telephone
T - Training
ClassID
ClassName
ClassDescription
Instructor
Grade
…Primary
Key Primary
Key
TJ – Employees and Training
EmployeeID
ClassID
Junction
Table
Training says, “I was wondering… where are we going to put the GRADE field?”
Grade?
Hmmmm…
TJ – Employees and Training
Students would
get 1 grade for all
their classes Everybody in
class would get
the same grade
Where are we putting the GRADE field?
Bob
Bob
Bob
Sue
Sue
Sue
Joe
Joe
Joe
Excel
Word
Visio
Excel
Word
Visio
Excel
Word
Visio

136. Are There Any Questions?
142