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MicrosoftAccess 2 1Chapter 1
Databases and DatabaseObjects: An Introduction
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Close a database
Open a database
Print the contents of a table
Create and use a query
Create and use a form
Create and print custom reports
Modify a report in Layout view
Databases and Database Objects: An Introduction 3
Objectives
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Databases and Database Objects: An Introduction 4
Project Database Creation
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Identify the tables
Determine the primary keys
Determine the additional fields
Determine relationships between the tables
Determine data types for the fields
Identify and remove any unwanted redundancy
Determine a storage location for the database
Determine additional properties for fields
Determine the best method for distributing thedatabase objects
Databases and Database Objects: An Introduction 5
General Project Guidelines
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With a USB flash drive connected to one of the computers USB ports,ensure the New tab is selected in the Backstage view and that Blank
database is selected in the New gallery
Click the Browse button in the right pane of the New gallery to display
the File New Database dialog box
Type the desired file namein the File New Database dialog box tochange the file name. Do not press the ENTER key after typing the file
name
Navigate to the desired save location
Click the OK button, which returns you to the New gallery
Click the Create button in the right pane of the New gallery to create
the database on the selected drive with the entered file name
Databases and Database Objects: An Introduction 6
Creating a Database
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Right-click the column heading for the desiredprimary key field to display a shortcut menu
Right-click the column heading for the field to displaya shortcut menu
Type the new desired name for the field Click the white space immediately below the field
name to complete the addition of the field
Click the Data Type box arrow (Table Tools Fields tab |
Formatting group) to display a menu of available datatypes
Click the desired data type
Databases and Database Objects: An Introduction 8
Modifying the Primary Key
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Click the Field Size text box (Table Tools Fields tab |Properties group) to select the current field size, use eitherthe delete or backspace keys to erase the current field size,and then type the new field size
Click the Name & Caption button (Table Tools Fields tab |
Properties group) to display the Enter Field Propertiesdialog box
Click the Caption text box (Enter Field Properties dialogbox), and then type the desired caption
Click the Description text box, and then type the desireddescription
Click the Description text box, and then type the desireddescription
Databases and Database Objects: An Introduction 9
Modifying the Primary Key
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Databases and Database Objects: An Introduction 10
Modifying the Primary Key
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Click the Click to Add column heading to display amenu of available data types
Click the desired data type
Enter the desired field name
Click the white space below the field name to
complete the change of the name. Click the white
space a second time to select the field
Change the field size, if necessary
Databases and Database Objects: An Introduction 11
Defining the Remaining Fields in a Table
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Click the Save button on the Quick Access Toolbarto display the Save As dialog box
Type the desired file name
Click the OK button (Save As dialog box) to savethe table
Databases and Database Objects: An Introduction 12
Saving a Table
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Click the Close button for the open table to closethe table
Databases and Database Objects: An Introduction 14
Closing the Table
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Databases and Database Objects: An Introduction 16
Adding Records to a Table
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Databases and Database Objects: An Introduction 18
Resizing Columns in a Datasheet
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If necessary, open the Navigation Pane and selectthe table you wish to preview and print
Click File on the Ribbon to open the Backstage
view Click the Print tab in the Backstage view to display
the Print gallery
Click the Print Preview button in the Print galleryto display a preview of what the table will look
like when printed
Databases and Database Objects: An Introduction 19
Previewing and Printing the Contents
of a Table
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Click the Print button (Print Preview tab | Printgroup) to display the Print dialog box
Click the OK button (Print dialogbox) to print thetable
When the printer stops, retrieve the hard copy
Click the Close Print Preview button (Print Preview
tab | Close Preview group) to close the PrintPreview window
Databases and Database Objects: An Introduction 20
Previewing and Printing the Contents
of a Table
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Databases and Database Objects: An Introduction 21
Previewing and Printing the Contents
of a Table
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Open the Navigation Pane
Click Create on the Ribbon to display the Create tab
Click the Table Design button (Create tab | Tablesgroup) to create a new table in Design view
Type the desired field name in the Field Namecolumn
Click the Primary Key button (Table Tools Design tab |Tools group) if the field you are adding is the primary
key Type the desired description in the Description
column
Databases and Database Objects: An Introduction 22
Creating a Table in Design View
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Click External Data onthe Ribbon to display theExternal Data tab
Click the Excel button (External Data tab | Import &Link group) to display the Get External Data Excel
Spreadsheet dialog box Click the Browse button (Get External Data Excel
Spreadsheet dialog box) to display the File Opendialog box
Navigate to and select the desired file Click the Open button (File Open dialog box), which
will return you to the Get External Data dialog box
Databases and Database Objects: An Introduction 24
Importing an Excel Worksheet
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Follow the remaining steps in the wizard toimport the Excel worksheet
Choose where to import the data
Preview the data you are importing
Name the table (if importing to a new table)
Databases and Database Objects: An Introduction 25
Importing an Excel Worksheet
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If necessary, open the Navigation Pane Select the table you wish to query
Click Create on the Ribbon to display the Create tab
Click the Query Wizard button (Create tab | Queriesgroup) to display the New Query dialog box
Be sure Simple Query Wizard is selected, and then
click the OK button (New Query dialog box) to displaythe Simple Query Wizard dialog box
Databases and Database Objects: An Introduction 26
Using the Simple Query Wizard
to Create a Query
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Follow the remaining steps in the wizard to finishcreating the query
Databases and Database Objects: An Introduction 27
Using the Simple Query Wizard
to Create a Query
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Right-click the query to open in the NavigationPane to produce a shortcut menu
Click Design View on the shortcut menu to open
the query in Design view Click the Criteria row in the column for the field
for which you want to specify the criteria, and
then type the criteria Click Design View on the shortcut menu to open
the query in Design view
Databases and Database Objects: An Introduction 28
Using a Criterion in a Query
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Databases and Database Objects: An Introduction 29
Using a Criterion in a Query
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Select the table in the Navigation Pane for whichyou want to create a form
If necessary, click Create on the Ribbon to display
the Create tab If the form appears in Layout view, click the Form
View button on the Access Status bar to display
the form in Form view
Databases and Database Objects: An Introduction 30
Creating a Form
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Click the Save button on the Quick Access Toolbarto display the Save As dialog box
Type the desired form name, and then click the
OK button to save the form Click the Close button for the form to close the
form
Databases and Database Objects: An Introduction 31
Creating a Form
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Databases and Database Objects: An Introduction 32
Creating a Form
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Select the table in the Navigation Pane for which youwant to create the report
Click Create on the Ribbon to display the Create tab
Click the Report button (Create tab | Reports group)to create the report
Click the Save button on the Quick Access Toolbar todisplay the Save As dialog box and then type the
name of the report Click the OK button (Save As dialog box) to save the
report
Databases and Database Objects: An Introduction 33
Creating a Report
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Databases and Database Objects: An Introduction 34
Creating a Report
M dif i C l H di
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Right-click the report in the Navigation Pane you wishto modify and then click Layout View on the shortcutmenu
If a Field list appears, click the Add Existing Fields
button (Report Layout Tools Design tab | Tools group)to remove the Field list from the screen
Close the Navigation Pane
Click the column heading you wish to modify twotimes
Type the new column heading
Databases and Database Objects: An Introduction 35
Modifying Column Headings
and Resizing Columns
M dif i C l H di
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Point to the right boundary of the field you wishto resize until the mouse pointer changes to a
two-headed arrow and then drag the right
boundary to the desired position
Databases and Database Objects: An Introduction 36
Modifying Column Headings
and Resizing Columns
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Select the field you want to total Click Design on the Ribbon to display the Design tab
Click the Totals button (Report Layout Tools Design
tab | Grouping & Totals group) to display the list ofavailable calculations
Click Sum to calculate the sum of the amount of paid
values
Click the Save button on the Quick Access Toolbar to
save your changes to the report layout
Databases and Database Objects: An Introduction 37
Adding Totals to a Report
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Databases and Database Objects: An Introduction 38
Adding Totals to a Report
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Click File on the Ribbon to open the Backstageview
If necessary, clickthe Info tab in the Backstageview to display the Information gallery
Click the View and edit database properties link
in the right pane of the Info gallery
Enter the desired database properties Click the OK button to save your changes
Databases and Database Objects: An Introduction 39
Changing Database Properties
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Databases and Database Objects: An Introduction 40
Changing Database Properties
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Open the database to be backed up
Click File on the Ribbon to open the Backstage view,and then click the Save & Publish tab
With Save Database As selected in the File Typesarea, click Back Up Database in the Save Database Asarea, and then click the Save As button
Selected the desired location in the Save As box. If
you do not want the name Access has suggested,enter the desired name in the File name text box
Click the Save button to back up the database
Databases and Database Objects: An Introduction 41
Backing Up a Database
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Open the database to be compacted Click File on the Ribbon to open the Backstage
view, and then, if necessary, select the Info tab
Click the Compact & Repair Database button inthe Information gallery to compact and repair the
database
Databases and Database Objects: An Introduction 42
Compacting and Repairing a Database
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Opening another database Closing a database without exiting Access
Saving a database with another name
Deleting a table or other object in the database
Renaming an object in the database
Databases and Database Objects: An Introduction 43
Additional Operations
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Design a database to satisfy a collection ofrequirements
Describe the features of the Access window
Create a database
Create tables in Datasheet and Design views
Add records to a table
Chapter Summary
Databases and Database Objects: An Introduction 44
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Close a database Open a database
Print the contents of a table
Create and use a query
Create and use a form
Create and print custom reports
Modify a report in Layout view
Databases and Database Objects: An Introduction 45
Chapter Summary
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