1. Creating a Database

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Creating a Database


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Objectivesy Define the terms field, record, table, relational

database, primary key, and foreign key

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Create a blank databasey Identify the components of the Microsoft Access

window

y Create and save a table in Datasheet view

y

Enter field names and records in a table datasheety Open a table using the Navigation Pane

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Objectivesy Open an Access database

y Copy and paste records from another Access

databasey Navigate a table datasheet

y Create and navigate a simple query

y Create and navigate a simple form

y Create, preview, navigate, and print a simple reporty Learn how to manage a database by compacting,

backing up, and restoring a database

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Organizing Datay Your first step in organizing data is to identify the

individual fields

yThe specific value, or content, of a field is called thefield value

y A set of field values is called a record

y Next, you group related fields together into tables

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Databases and Relationshipsy A collection of related tables is called a database, or arelational database

y You connect the records in the separate tables througha common field

y Aprimarykeyis a field, or a collection of fields,whose values uniquely identify each record in a table

yWhen you include the primary key from one table as afield in a second table to form a relationship betweenthe two tables, it is called a foreign keyin the secondtable

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Databases and Relationships

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Exploring the Microsoft Access Window

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Creating a Table in Datasheet Viewy Click the Create tab on the Ribbon

y In the Tables group, click the Table button

y Accept the default ID primary key field with theAutoNumber data type, or rename the field andchange its data type, if necessary

y Double-click the Add New Field column heading, and

then type the name for the field you are adding to thetable

y Press the Tab key or the Enter key

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Creating a Table in Datasheet Viewy Add all the fields to your table by typing the field

names in the column headings and pressing the Tabkey or the Enter key to move to the next column

yIn the first row below the field names, enter thevalue for each field in the first record, pressing theTab key or the Enter key to move from field to field

y After entering the value for the last field in the firstrecord, press the Tab key or the Enter key to move tothe next row, and then enter the values for the nextrecord. Continue this process until you have enteredall the records for the table

y Click the Save button on the Quick Access Toolbar,enter a name for the table, and then click the OKbutton

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Creating a Table in Datasheet View

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Entering Records

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Saving a Tabley Click the Save button on the Quick AccessToolbar.The Save As dialog box opens

yIn the Table Name text box, type the name for thetable

y Click the OK button

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Opening a Databasey Start Access and display the Getting Started with

Microsoft Office Access page

yClick the More option to display the Open dialog box

y Navigate to the database file you want to open, andthen click the file

y Click the Open button

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Navigating a Datasheety The navigation buttons provide another way to move

vertically through the records

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Creating a Simple Queryy Aqueryis a question you ask about the data stored in

a database

yThe Simple QueryWizard allows you to selectrecords and fields quickly

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Creating a Simple Query

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Creating a Simple Formy Aform is an object you use to enter, edit, and view

records in a database

yYou can design your own forms, use the FormWizard,or use the Form tool to create a simple form with onemouse click

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Creating a Simple Form

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Creating a Simple Reporty Areportis a formatted printout (or screen display) of

the contents of one or more tables in a database

yTheReporttool places all the fields from a selectedtable (or query) on a report, making it the quickestway to create a report

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Creating a Simple Report

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Printing a Reporty Open the report in any view, or select the report in the

Navigation Pane

y To print the report with the default print settings, clickthe Office Button, point to Print, and then click QuickPrint

or

y To display the Print dialog box and select the options

you want for printing the report, click the OfficeButton, point to Print, and then click Print (or, if thereport is displayed in Print Preview, click the Printbutton in the Print group on the Print Preview tab)

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Viewing Objects in the Navigation Pane

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Compacting and Repairing a Databasey Compacting a database rearranges the data and

objects in a database to decrease its file size

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Compacting and Repairing a Databasey Make sure the database file you want to compact and

repair is open

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Click the Office Button, point to Manage, and thenclick Compact and Repair Database

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Backing Up and Restoring a Databasey Backing upa database is the process of making a copy

of the database file to protect your database againstloss or damage

y The Back Up Database command enables you to backup your database file from within the Access program,while you are working on your database

y To restore a backup database file, you simply copy the

backup from the drive on which it is stored to yourhard drive

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1. Creating a Database

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