Chapter 1
Databases and Database
Objects: An
Introduction

OBJECTIVES
 Design a database to satisfy requirements
 Describe the features of the Access window
 Create a database
 Create tables in
Datasheet and Design views
 Add records to a table
 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
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PROJECT – DATABASE CREATION
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GENERAL PROJECT GUIDELINES
 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 the database objects
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CREATING A DATABASE
 With a USB flash drive connected, 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 to display the
File New Database dialog box
 Type the desired file name in the File New Database dialog box. Do not press the ENTER key after typing the file name
 Navigate to the desired save location
 Click the OK button
 Click the Create button in the right pane of the New gallery
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CREATING A DATABASE
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MODIFYING THE PRIMARY KEY
 Right-click the column heading for the desired primary key field (the existing ID field)
 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)
 Click the desired data type
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MODIFYING THE PRIMARY KEY
 Click the Field Size text box (Table Tools Fields tab |
Properties group) to select the current field size, and type the new field size
 Click the Name & Caption button (Table Tools Fields tab | Properties group)
 Click the Caption text box, and then type the desired caption
 Click the Description text box, and then type the desired description
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MODIFYING THE PRIMARY KEY
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DEFINING THE REMAINING FIELDS
 Click the Click to Add column heading
 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
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SAVING A TABLE
 Click the Save button on the Quick Access Toolbar
 Type the desired file name
 Click the OK button
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VIEWING THE TABLE IN DESIGN VIEW
 Click the View button arrow (Table Tools Fields tab | Views group)
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CLOSING THE TABLE
 Click the Close button for the open table to close the table
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ADDING RECORDS TO A TABLE
 Right-click the table in the Navigation Pane
 Click the Shutter Bar Open/Close Button to close the
Navigation Pane
 Type the desired values in each field, pressing the TAB key to move to the next field
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RESIZING COLUMNS IN A DATASHEET
 Point to the right boundary of the field selector so that the mouse pointer becomes a two-headed arrow
 Double-click the right boundary of the field selector to resize the field so that it best fits the data
 Save the changes to the layout by clicking the Save button
 Click the table’s Close button to close the table
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PREVIEWING AND PRINTING THE
CONTENTS OF A TABLE
 Open the Navigation Pane and select the table you wish to preview and print
 Click File to open the Backstage view
 Click the Print tab in the Backstage view
 Click the Print Preview button
 Click the Print button to display the Print dialog box
 Click the OK button to print the table
 Click the Close Print Preview button to close the
Print Preview window
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CREATING A TABLE IN DESIGN VIEW
 Open the Navigation Pane
 Click Create on the
Ribbon
 Click the Table Design button (Create tab |
Tables group)
 Type the desired field name in the Field Name column
 Click the Primary Key button if the field is the primary key
 Type the desired description in the
Description column
 Type the desired field size in the Field Size text box
 Type the desired caption in the Caption text box
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CREATING A TABLE IN DESIGN VIEW
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IMPORTING AN EXCEL WORKSHEET
 Click External Data on the Ribbon
 Click the Excel button (External Data tab | Import & Link group)
 Click the Browse button to display the File Open dialog 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
 Follow the remaining steps in the wizard to import the Excel worksheet
 Choose where to import the data
 Preview the data you are importing
 Name the table (if importing to a new table)
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USING THE SIMPLE QUERY WIZARD
TO CREATE A QUERY
 Open the Navigation Pane
 Select the table you wish to query
 Click Create on the Ribbon
 Click the Query Wizard button (Create tab | Queries group) to display the New Query dialog box
 Click the OK button (New Query dialog box) to display the Simple Query Wizard dialog box
 Follow the remaining steps in the wizard to finish creating the query
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USING A CRITERION IN A QUERY
 Right-click the query to open in the Navigation Pane
 Click Design View on the shortcut menu to open the query
 Click the Criteria row in the column for the field for which you want to specify the criteria, and then type the criteria
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USING A CRITERION IN A QUERY
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CREATING A FORM
 Select the table in the Navigation Pane for which you want to create a form
 Click Create on the Ribbon
 If the form appears in Layout view, click the Form
View button on the Access Status bar
 Click the Save button on the Quick Access Toolbar
 Type the desired form name, and then click the OK button
 Click the Close button for the form to close the form
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CREATING A FORM
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CREATING A REPORT
 Select the table in the Navigation Pane for which you want to create the report
 Click Create on the Ribbon
 Click the Report button (Create tab | Reports group) to create the report
 Click the Save button and then type the name of the report
 Click the OK button
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CREATING A REPORT
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MODIFYING COLUMN HEADINGS
AND RESIZING COLUMNS
 Right-click the report in the Navigation Pane you wish to modify and then click Layout View on the shortcut menu
 If a Field list appears, click the Add Existing Fields button to remove the Field list from the screen
 Close the Navigation Pane
 Click the column heading you wish to modify two times
 Type the new column heading
 Point to the right/lower boundary of the field you wish to resize until the mouse pointer changes to a two -headed arrow and then drag the boundary to the desired position
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MODIFYING COLUMN HEADINGS
AND RESIZING COLUMNS
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ADDING TOTALS TO A REPORT
 Select the field you want to total
 Click Design on the Ribbon
 Click the Totals button (Report Layout Tools Design tab | Grouping & Totals group) to display the list of available calculations
 Click Sum to calculate the sum
 Click the Save button to save your changes to the report layout
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ADDING TOTALS TO A REPORT
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CHANGING DATABASE PROPERTIES
 Click File on the Ribbon to open the Backstage view
 Click the Info tab in the Backstage view
 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
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BACKING UP A DATABASE
 Open the database to be backed up
 Click File on the Ribbon, and then click the Save &
Publish tab
 With Save Database As selected in the File Types area, click Back Up Database in the Save Database
As area, 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
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COMPACTING AND REPAIRING A
DATABASE
 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 in the
Information gallery to compact and repair the database
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ADDITIONAL OPERATIONS
 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
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