Ac01 lectures

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© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

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Lab


Creating a Database

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Microsoft Access 2013 Lab 1

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Access Lab 1 Objectives

1.  Plan, create, and modify a database 2.  Create and save a table structure 3.  Define field names, data types, field properties,

and primary key fields 4.  Enter and edit data 5.  Add attachments

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Objectives continued…

6.  Change views 7. Adjust column widths 8.  Use the Best Fit feature 9.  Create a second table 10. Navigate among records

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Objectives continued…

11. Add, copy and move fields 12. Add and delete records 13. Document a database 14. Preview and print a table 15. Change page orientation 16. Close and open a table and database

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Concept Preview

• Database • Object • Data Type • Field Property

• Primary Key • Relationship • Subdatasheet

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Outline of Lab 1

• Designing a New Database • Planning the Database

• Creating and Naming the Database File • Creating the database file • Exploring the Access window • Using the Navigation Pane

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Outline continues on next slide

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Outline of Lab 1 continued…

• Creating a Table • Defining Table Fields • Entering Field Data • Changing Field Names • Defining Field Data Type • Using the Click to Add Feature • Using Field Models • Deleting a Field in Datasheet View

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•  Field Property •  Switching Views •  Setting Field Size •  Changing Data Type •  Editing Field Names •  Defining a Field as a

Primary Key field

•  Entering Field Descriptions

•  Deleting a Field in Design View

•  Creating a Field in Design View

•  Creating an Attachment Field

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•  Modifying Field Properties

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• Entering and Editing Records • Entering and Editing Records • Verifying Data Accuracy and Validity • Using AutoCorrect • Attaching Files to Records • Moving Between Fields • Zooming a Field

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• Changing Column Width • Resizing a Column • Using Best Fit

• Navigating Among Records • Moving Using the Keyboard • Moving Using the Record Navigation Buttons • Moving to a Specific Record

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• Deleting Records • Creating a Table in Design View • Creating a Table •  Inserting a Field • Moving a Field • Copying Field Content

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• Creating Relationships • Closing Tables • Viewing Relationships • Defining Relationships • Opening Tables

• Closing and Opening a Database • Closing a Database • Opening a Database

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• Setting Database and Object Properties • Documenting a Database • Document a Table Object

• Previewing and Printing a Table • Previewing the Table • Printing a Table • Changing the Page Orientation and Margins

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• Exiting Access • Review • Key Terms • FAQs • Discussion Questions

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Designing a New Database

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Concept 1

•  Database •  Organized collection of related information

•  Table •  Vertical columns & horizontal rows

where information is stored •  Record

•  A row •  Information about one person, place, or thing

•  Field •  A column •  Smallest unit of information

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Database

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Creating and Naming the Database File

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Access Application Window

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Concept 2

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Object

Object Use Table Store data. Query Find and display selected data. Form View, add, and update data in tables. Report Analyze and print data in a specific layout.

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Using the Navigation Pane

• Navigation pane is located on the left edge of the work area • Use the Shutter Bar

button to show or hide display

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Using the Navigation Pane

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View Purpose

Datasheet view Provides a row-and-column view of the data in tables or query results.

Form view Displays the records in a form.

Report view Displays the table data in a report layout.

Design view Used to create a table, form, query, or report. Displays the underlying design structure, not the data.

Layout view Displays the object’s data while in the process of designing the object.

Print Preview Displays a form, report, table or query as it will appear when printed.

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Creating a Table

• Datasheet view • A visual presentation of the data • Consists of a grid of rows and columns •  Intersection of row and column is a cell • Header row contains field names •  Select Record button is used to select an entire

record • Current Record box shows the number of the

current record as well as the total number of records in the table

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Defining Table Fields

Field Name Data

Employee # 04731

Hire Date August 19, 2005

Last Name Marchant

First Name Roberta

Address 564 Palm Avenue

City Landis

State CA

Zip Code 92120-3741

Home Phone (507) 555-4990

Birth Date May 18, 1987

Photo/Resume Roberta.jpg 8/8/14

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Entering Field Data

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Changing Field Names

• A field name is used to identify data stored in the field • Should describe the contents of the data entered in the field • Name can be up to 64 characters long • Cannot begin with a space • Best to use short field names

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Concept 3

• Data type defines the type of data the field will contain • Used to ensure right kind of data is entered •  Important to choose appropriate data type

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Data Type

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Defining Field Data Type

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Access 2013 Data Types

•  Short Text •  Long Text • Number • Date/Time • Currency • AutoNumber

• Yes/No • OLE Object • Hyperlink • Attachment • Calculated

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Adding Fields with Click to Add

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Using Field Models

• A list of predefined fields • Each field model definition includes: • Field name • Data type •  Settings that control appearance and behavior of

the field

• Some field models consist of a set of several fields that are commonly used together

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Deleting a Field in Datasheet View

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Concept 4

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Field Property

• Characteristic that defines a field • Each field has a set of properties • Enhances the way table works

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Modifying Field Properties

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Field Property Description Field Size Sets the maximum number of characters that can be entered in the field.

Format Specifies the way data displays in a table and prints.

Input Mask Simplifies data entry by controlling the data that is required in a field and the way the data is to be displayed.

Caption Specifies a field label other than the field name that is used in queries, forms, and reports.

Default Value Automatically fills in a certain value for this field in new records as you add to the table. You can override a default value by typing a new value into the field.

Validation Rule Limits data entered in a field to values that meet certain requirements.

Validation Text Specifies the message to be displayed when the associated Validation Rule is not satisfied.

Required Specifies whether a value must be entered in a field.

Allow Zero Length Specifies whether an entry containing no characters is valid. This property to used to indicate that you know no value exists for a field. A zero-length string is entered as “” with no space between the quotation marks.

Indexed Sets a field as an index field (a field that controls the order of records). This speeds up searches on fields that are searched frequently.

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Switching Views

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Design View

• Displays the structure of the table • Does not show table

data • Used to make

changes

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Setting Field Size

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Changing Data Type

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Editing Field Names

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Concept 5

•  A field that uniquely identifies each record •  used to associate data from multiple tables

• Most tables have at least one primary key Key data MUST be unique for each record Field cannot be empty or null Data in the field rarely changes

•  Prevents duplicate records from being entered in the table •  Used to control the order in which records display in the

table •  Composite key is created when table has more than one

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Primary Key

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Defining a Field as a Primary Key

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Entering Field Descriptions

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Deleting a Field in Design View

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Creating a Field in Design View

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Creating an Attachment Field

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Entering and Editing Records

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Verifying Data Accuracy and Validity

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Using AutoCorrect

• Typing errors that can be corrected automatically include … • Capitalizing names of days, the first letter of

sentences, and other common typing errors • Misspellings

• AutoCorrect Option button appears next to any text corrected

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Attaching Files to Records

• Field must be an attachment data type •  Identified by a paperclip

icon in the field header • Used to attach a graphic

or a text file

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Attaching a File

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Attaching a File

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Moving Between Fields

Key Movement

or Next field

or + Previous field

Current field in previous record

Current field in next record

First field in record

Last field in record

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Zooming a Field

• View a field’s content by expanding it •  Select the field • Press Shift + F2

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Changing Column Width

• Resize a column – drag column border to increase or decrease • Use Best Fit - select all columns and change their

widths at the same time

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Using Best Fit

•  Select all columns and adjust with Best Fit • Double click the column

border to activate the Best Fit feature • Automatically resized to

fit the longest entry or column head

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Navigating Among Records

• Moving using the Keyboard

• Moving using the Record Navigation Buttons

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Moving to a Specific Record

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Deleting Records

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Creating a Table in Design View

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Inserting a Field

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Moving a Field in Datasheet View

• In Datasheet view •  Select the column and drag

the selected column to the new location • A heavy black bar shows

where the column will be placed when you stop dragging

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Moving a Field in Design View

• In Design View • Click the gray row

selector button • Drag until the black

move indicator line is where you want the field to be.

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Copying Field Content

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Concept 6

• Establishes the association between common fields in two tables • Related fields • Must be the same data type • Must contain the same kind of information • Can have different field names

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Relationship

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Types of Relationships

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Viewing Relationships

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Defining Relationships

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Opening a Table

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Concept 7

• A data table nested in a main data table • Contains information related or joined to the main

table • Allows easy viewing and editing • Created automatically when relationships are

established

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Subdatasheet

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Subdatasheet

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Closing and Opening a Database

• Closing a database •  Do not need to save first

•  Changes made to the data are automatically saved.

•  Changes to an object’s design must be saved for the changes to be permanent.

•  Methods to Open a Database •  Click File, Open •  Click File, Recent and select from list •  Select from list of recent database files

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Setting Database and Object Properties

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Documenting a Table Object

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Previewing and Printing a Table

• Preview table to save time •  Displays each page in a

reduced size •  Can make changes to the

layout before printing

• Printing a table •  Use the Print button in the

Print Group •  Define printer settings

• Page orientation categories •  Portrait

•  Landscape

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Previewing the Table

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Printing a Table

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Print Range Options

Option Action

All Prints the entire document.

Pages Prints pages you specify by typing page numbers in the text box.

Selected Records Prints selected records only.

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Changing Page Orientation and Margins

• Orientation refers to the direction that text prints on a page

• Portrait –prints across the width of the page • Landscape – prints across the length of the page

• The margin is the blank space around the edge of the page.

•  The margin is the blank space around the edge of a page.

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Exiting Access

• Click X - Close in the Access window bar • You can also select File and choose Exit Access

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Access 2013 Key Terms

•  Allow Zero Length property •  Attachment data type •  AutoNumber data type •  Best Fit feature •  Calculated data type •  Caption property •  cell

•  column width •  composite key •  Currency data type •  current field •  current record •  Current record box •  data type •  database

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Key Terms continued…

•  Datasheet view •  Date/Time data type •  Default Value property •  Design view •  drawing object •  field •  field name •  field property

•  Field Size property •  field model •  foreign key •  form •  Form view •  Format property •  graphic •  header row

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•  Indexed property •  Input Mask property •  Layout view • Many-to-many • margin • Memo data type

•  Navigation pane • normal form • normalization • Number data type • object • OLE Object data type • One-to-many

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• Orphaned records • picture • primary key • Print Preview • query •  record •  Record navigation buttons

•  Referential integrity •  relational database •  report • Report view • Required property •  Select Record button •  serial value

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•  subdatasheet •  table • Text data type • Validation Rule property

•  Validation Text property •  view • Yes/No data type

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FAQs

1.  What is a relational database? 2.  Does a database contain one table or

several tables? 3.  What is the file extension of an Access 2013

database? 4.  What is the difference between a field

name and the data stored in the field? 5.  I’m not sure I understand the Attachment

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FAQs

6.  What are field properties? 7.  What is a primary key? What is a composite

key? 8.  How can I verify that the data entered in a

field is accurate? 9.  Help! I can’t see the data in a field. How

can I make the field bigger? 10. What is a relationship and how are they

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Discussion Questions

1.  Discuss three methods to create a database.

2.  Discuss why it is important to plan a database before creating it. How can proper planning save you time later?

3.  What are subdatasheets? Give examples of how they are used.

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Discussion Questions

4.  Design view and Datasheet view are two views in Access. Discuss when it would be appropriate to use each of these views.

5.  Discuss why it is important to choose the correct data type for a field. What may happen to the data if you change the data type later?

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© 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. © 2014 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

Access Lab 1

Creating a Database

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Ac01 lectures

Education

Transcript of Ac01 lectures