Gl13 m7-c1-presentation
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The document provides guidance on working with relational databases in Microsoft Access. It explains that a database stores organized data in tables, with each table containing records made up of related fields. Access is a relational database that links tables through shared fields. The document outlines how to work with tables and forms in Access, including entering, editing, sorting, and filtering data, as well as using queries to search the data and reports to output it. Formatting options are also demonstrated to enhance the appearance of datasheets.
Gl13 m7-c1-presentation
- 1. MODULE 7 SKILLS Microsoft Access 2013 Working with Databases Creating Forms and Tables Working with Queries and Reports © Paradigm Publishing, Inc. 1
- 2. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access © Paradigm Publishing, Inc. 2 A database is an organized collection of related data A business’s employee data, a store’s inventory, and an airline’s flight listing are all examples of data that is typically stored in a database Database applications such as Access use an object called a table to enter and organize data When you open a table in Access, the table displays in a datasheet
- 3. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 3 A field is an area of a table where a particular type of information is recorded Each field has a field name A collection of related fields is called a record
- 4. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 4 Access is a relational database application, meaning that Access creates files that use a series of related tables to organize data in the database Each table is usually related to at least one other table by sharing a column of data
- 5. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 5 To enter records into a database, you can either – enter the data directly into the table OR – fill in user-friendly forms (like the one below) that are designed for data entry
- 6. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 6 Once you have entered records into a database, you can use Access to answer queries or questions about the data – for example, you could query a computer store’s database to find out which customers have ordered ACC headphones
- 7. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 7 You can also generate printed reports about the stored data
- 8. SKILLS Guidelines for Understanding Relational Databases and the Best Uses of Access…continued © Paradigm Publishing, Inc. 8 Use Access when you need to organize and store large amounts of data, such as employee or inventory records By organizing that information in a database, you are able to quickly find the data and answers you need
- 9. SKILLS© Paradigm Publishing, Inc. 9 Working with Databases
- 10. SKILLS Skills You Learn 1. Open and navigate a database 2. Enter data 3. Edit data 4. Sort data 5. Filter data 6. Format a datasheet 7. Use existing queries and reports © Paradigm Publishing, Inc. 10
- 11. SKILLS Skill 1 Steps: Open and Navigate a Database 1. Review the objects listed in the Navigation pane and then double-click Member Data in the Tables group to open that table 2. Click the Next record button in the Record Navigation bar to select the second record in the table 3. Click the Last record button in the Record Navigation bar to select the last record in the table 4. Click the Close button to close the table © Paradigm Publishing, Inc. 11
- 12. SKILLS Skill 1 Steps…continued 5. In the Navigation pane, double-click Member Data in the Forms group to open that form 6. Click the Next record button in the Record Navigation bar to display the next record in the form 7. Click the New (blank) record button in the Record Navigation bar to display a new blank record in the form © Paradigm Publishing, Inc. 12
- 13. SKILLS Skill 1 Visual: Open and Navigate a Database © Paradigm Publishing, Inc. 13 Double-click Member Data in the Tables group to open the Member Data table. Shutter Bar Open/Close button
- 14. SKILLS© Paradigm Publishing, Inc. 14 Opening More Objects You can have more than one object open at a time in Access For example, you can open a table and then open a second table or a form Switch between open objects by clicking the tab at the top of the object
- 15. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 15 The Navigation pane lists all _____ in the database. a. records b. worksheets c. objects d. macros 1
- 16. SKILLS Skill 2 Steps: Enter Data 1. Double-click Member Data in the Tables group in the Navigation pane 2. Click the New (blank) record button in the Record Navigation bar 3. Press Tab 4. Add the following information to create a new record, pressing Tab to move to the next field: © Paradigm Publishing, Inc. 16 LastName FirstName Address Address2 City State Zip Marks Carol 3015 Mossdale Ave (blank; press Tab) Durham NC 27707
- 17. SKILLS Skill 2 Steps…continued 5. Close the Member Data table 6. In the Navigation pane, double-click Member Data in the Forms group 7. Click the New (blank) record button in the Record Navigation bar 8. Press the Tab key and then add the following information to create a new record, pressing Tab to move to the next field: © Paradigm Publishing, Inc. 17 LastName FirstName Address Address2 City State Zip Conway Philip 12 Church Street Apt A Boston MA 02135
- 18. SKILLS Skill 2 Visual: Enter Data © Paradigm Publishing, Inc. 18 Add information to create a new record, pressing Tab to move to the next field.
- 19. SKILLS© Paradigm Publishing, Inc. 19 Checking Spelling In addition to proofreading, use the spelling checker to check the correctness of your data To launch the spelling checker, click the Spelling button on the HOME tab If Access finds possible spelling errors, it displays a dialog box you can use to correct the errors
- 20. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 20 A group of related fields, such as all the information about one employee, is stored in a a. field. b. column. c. record. d. row. 2
- 21. SKILLS Skill 3 Steps: Edit Data 1. Double-click Member Data in the Tables group in the Navigation pane 2. In record 2, double-click Dasha in the FirstName column 3. Type Darla and press the Tab key 4. Close the Member Data table 5. In the Navigation pane, double-click Member Data in the Forms group 6. Double-click Allen in the FirstName field 7. Type Ellen and press the Tab key © Paradigm Publishing, Inc. 21
- 22. SKILLS Skill 3 Visual: Edit Data © Paradigm Publishing, Inc. 22 To correct the first name for record 2 in the Members Table, double-click the incorrect name, type the correct name, and then press the Tab key.
- 23. SKILLS© Paradigm Publishing, Inc. 23 Deleting a Record Use the following steps to delete a record from a database: 1. locate the specific record in the table and click the record selection area, which is the gray box to the left of the record’s first field 2. click the HOME tab and then click the Delete button arrow in the Records group 3. in the drop-down menu, click Delete Record and then click Yes to confirm the deletion
- 24. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 24 Which of the following is not a valid method for moving between cells in a table? a. Press Tab. b. Press the right arrow key. c. Click a cell. d. Press the Backspace key. 3
- 25. SKILLS Skill 4 Steps: Sort Data 1. Double-click Member Data in the Tables group in the Navigation pane 2. Click Mills in the LastName column of the first record 3. Click the Ascending button in the Sort & Filter group on the HOME tab 4. Click the Remove Sort button © Paradigm Publishing, Inc. 25
- 26. SKILLS Skill 4 Visual: Sort Data © Paradigm Publishing, Inc. 26 Click the Ascending button in the Sort & Filter group on the HOME tab.
- 27. SKILLS© Paradigm Publishing, Inc. 27 Sorting a Form When you sort records in a table, the sort affects only that table It does not affect the order of records displayed in the related form For example, if you sort the Member Data table by the LastName column and then open the Member Data form, the records in the Member Data form will not be sorted by last name
- 28. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 28 Which sort order organizes data alphabetically from A to Z? a. ascending b. descending c. reverse d. arrange 4
- 29. SKILLS Skill 5 Steps: Filter Data 1. Double-click Member Data in the Tables group in the Navigation pane 2. Click Charlotte in the City column in the first record 3. Click the Filter button in the Sort & Filter group on the HOME tab 4. Click the (Select All) check box 5. Scroll down the list and click the Charlotte check box to insert a check mark 6. Click OK 7. Click the Toggle Filter button © Paradigm Publishing, Inc. 29
- 30. SKILLS Skill 5 Visual: Filter Data © Paradigm Publishing, Inc. 30 Click the (Select All) check box to select or clear all the records in this field.
- 31. SKILLS© Paradigm Publishing, Inc. 31 Learning More about Filtering Data You can filter records based on more than one piece of information in a particular field – for example, to filter records based on more than one city, select both city names in the City drop-down filter list You can also filter by more than one column – for example, to filter members who live in the same city and have the same last name, select the name of the city in the City drop-down list and then select the last name in the LastName drop-down list
- 32. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 32 Which action temporarily displays records matching the criteria you specify for one or more fields? a. sort b. hide c. filter d. parse 5
- 33. SKILLS Skill 6 Steps: Format a Datasheet 1. Double-click Member Data in the Tables group in the Navigation pane 2. Click the first record in the State column 3. Click the Align Left button in the Text Formatting group on the HOME tab 4. Click the Font Size button arrow and click 14 5. Move the mouse pointer over the right border of the Zip column heading and when the pointer changes to a left-and-right-pointing arrow with a vertical line in the middle, double-click © Paradigm Publishing, Inc. 33
- 34. SKILLS Skill 6 Visual: Format a Datasheet © Paradigm Publishing, Inc. 34 Click the Align Left button in the Text Formatting group on the HOME tab to align the content of an entire column to the left.
- 35. SKILLS© Paradigm Publishing, Inc. 35 Learning More about Formatting a Datasheet To change the background color of every second row: – click the arrow on the Alternate Row Color button in the Text Formatting group on the HOME tab and select a different color To change the gridlines that are displayed: – click the Gridlines button in the Text Formatting group on the HOME tab
- 36. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 36 The _____ group on the HOME tab has choices for formatting the datasheet. a. Sort & Filter b. Records c. Find d. Text Formatting 6
- 37. SKILLS Skill 7 Steps: Use Existing Queries and Reports 1. Double-click Charlotte Members in the Queries group in the Navigation pane 2. Close the Charlotte Members query 3. In the Navigation pane, double-click Member Data in the Reports group © Paradigm Publishing, Inc. 37
- 38. SKILLS Skill 7 Visual: Use Existing Queries and Reports © Paradigm Publishing, Inc. 38 Double-click Charlotte Members in the Queries group in the Navigation pane to open that query.
- 39. SKILLS© Paradigm Publishing, Inc. 39 Printing an Object Use the following steps to print an active object: 1. click the FILE tab 2. click the Print option to open the Print backstage area and display the three print options 3. always click Print Preview, the third option, to view the object before you print it 4. click the Print button in the Print group to print the object
- 40. CHECKPOINT QUESTION SKILLS© Paradigm Publishing, Inc. 40 Which action closes an open object? a. Double-click it in the Navigation pane. b. Click its Close button. c. Click the Last record button. d. Click its tab and then press Enter. 7
- 41. SKILLS Tasks Summary: 1 of 2 © Paradigm Publishing, Inc. 41
- 42. SKILLS Tasks Summary: 2 of 2 © Paradigm Publishing, Inc. 42
Editor's Notes
- #2: In Module 7, you learn about Microsoft Access 2013. Chapter 1 covers working with Access databases. Chapter 2 deals with creating forms and tables. In Chapter 3, you will work with queries and reports.
- #3: You may have heard our present time referred to as the Information Age. Businesses, schools, and individuals rely on instant access to information and expect to have that information at their fingertips. Computers today enable you to store large amounts of data and to quickly retrieve and organize that data. Much of the information you retrieve from a computer or from a website is stored in a database. To understand how databases work, you need to learn some database terminology.
- #4: To understand how databases work, you need to learn some database terminology. The Products table illustrated in this slide is part of a computer store database for tracking the store’s inventory and sales. All of the information supplied for one product (ID, model, description, and unit price) makes up a single record.
- #5: To demonstrate this relationship among tables, assume the Products table and the Inventory table illustrated in this slide are part of the same Access database. The Products table contains a ProductID field but no ProductName field. The ProductName field is stored in another table, the Inventory table. But the tables are related because both contain the ProductID column of data. This relationship allows you to access all the information for each product, regardless of where it is stored.
- #6: When you enter data in a form, that information is also entered into the corresponding table.
- #7: The results of the query to find out which customers have ordered ACC headphone are shown in the illustration in this slide.
- #8: You may want to put query results information in a professional-looking report, like the one shown in the illustration in this slide, that you can pass along to the supervisor who makes reordering decisions.
- #9: If you have a Microsoft account, you can create an Access app that can be viewed, edited, and shared on the Web. An Access app stores data in the cloud. You can use the Custom web app template that is displayed in the list of available templates when Access is started to create an Access app. Predefined tables can then be added to the app to store data.
- #10: The Chocolate Museum has a membership program that people can join to receive admission discounts, receive the monthly newsletter, and be among the first invited to preview new exhibits. All of the information about the Museum’s membership program is stored in a database. In this chapter, you explore the objects in this database. You also add records, sort and filter data, run a query, and display a report.
- #11: In this chapter, you learn to work with the objects in an Access database, including tables, forms, queries, and reports. You use Access tables to enter and organize data. You can also use Access forms to enter data. Some users prefer to enter records into forms instead of tables, because forms allow them to enter and view one record at a time. Once you have entered data in a database, you can then organize the data by sorting or filtering it. Filtering temporarily displays only those records meeting a certain condition or conditions. You can also run a query (ask a question) to locate specific information in a database. If you need to print information from a database, you can create a report to present the information in a professional-looking format. In Access, you can create a desktop database, which is saved on a storage media, or you can create a custom web app, which can be accessed and shared through a web browser. In this chapter, you work with a desktop database, entering data in a table and in a form. You edit, sort, and filter data and format a datasheet. You also run a query and display a report. Navigation Tip: In Slide Show view, click an underlined skill on this slide to navigate directly to the related slide. At any time in Slide Show view, you may navigate to the beginning of this presentation by clicking the left-most button at the bottom center of the slide. To navigate to the previous slide in this presentation, click the second button from the left. Click the SKILLS button to return to this slide. Click the button to the right of the SKILLS button to navigate to the next slide in this presentation, and click the right-most button to navigate to the end of this presentation.
- #12: When a database opens, you do not see a document as you do in Word or a workbook as you do in Excel. Instead, you see a Navigation pane on the left side of the window that lists the names of the objects that make up the database. This list of objects includes all tables, forms, queries, and reports that are part of the database. When you double-click a table in the Tables group in the Navigation pane, the table displays in a datasheet and the first record is selected.
- #13: You can use a form to enter records in the a table. The form contains the same fields found in the table. When you double-click a form in the Forms group, the form displays only one record.
- #14: To open an object, you double-click the object in the Navigation pane as illustrated in this slide. If the Navigation pane is not open, click the Shutter Bar Open/Close button at the top of the Navigation pane.
- #15: Each tab contains the name of the object and an icon that indicates the object type.
- #16: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #17: Entering data in a table is useful for comparing records because you can see multiple records at once. However, this method can be confusing if you are entering a record with a lot of fields and you have to scroll through the fields. A form displays one record at a time. Entering data in a form is less confusing because you usually do not have to scroll a record to see all the fields, and this can help you avoid errors. Press Tab to move to the right of the ID field. The ID field is an AutoNumber field. For such fields, the new record will automatically be assigned the next number. The data value for a field is called an entry.
- #18: Access automatically saves records that you enter in a table or a form, so you do not have to save before closing the table. You can enter data in a table or in a form.
- #19: This slide illustrates a new record with information added to all fields. After you type information in each field, you press the Tab key to move the insertion point to the next field.
- #20: The information that you enter into a database must be correct so that you can run queries and reports successfully and avoid problems in the future.
- #21: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #22: A database stores a lot of information, but the information is only useful if the records in the database are kept up-to-date. For example, if a member of The Chocolate Museum changes his or her address and that information is not updated in the database, the member won’t receive mailings about museum events and special offers. In this skill, you learn to edit data in a table.
- #23: The illustration in this slide shows how to edit data in a table. Data can also be edited in a form.
- #24: If a member, such as Mr. Saake, does not renew his membership, you need to delete the record.
- #25: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #26: It is good practice to enter database records in the order in which you receive them. For example, you might enter the data for a new member of The Chocolate Museum on the day you receive it. However, when you are looking for specific information, you may find it helpful to sort a table by a particular column, such as LastName, rather than by date entered, so that you can easily find the member you are looking for. In this skill, you learn to sort the data in a table. When you click the Ascending button in the Sort & Filter group on the HOME tab, the records are sorted by last name, in alphabetical order. Another Way: Click the drop-down arrow in the LastName column heading and then click Sort A to Z. When you click the Remove Sort button, the records are no longer sorted by the LastName column.
- #27: Ascending means to sort alphabetically, from A to Z, as illustrated in this slide.
- #28: You can sort the data in a single field in a form by clicking a field entry box and then clicking either the Ascending button or the Descending button in the Sort & Filter group on the HOME tab.
- #29: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #30: If you are looking for specific records, such as the records of all members who live in the city of Charlotte, North Carolina, you can filter the records based on data in a specific field. When you apply a filter, records that do not meet the condition you specify are temporarily hidden from view. When you remove the filter, those records that have been “hidden” in the table redisplay. Another Way: Click the drop-down arrow in the City column heading. When you click the (Select All) check box, all of the check marks are cleared from the check boxes in the drop-down filter list. Only three records display, and all of the displayed records have the entry Charlotte in the City column. Clicking the Toggle Filter button redisplays all the records in the table.
- #31: The illustration in this slide displays the options available when you click the Filter button in the Sort & Filter group on the HOME tab.
- #32: For example, you can filter records to find members who live in Charlotte and Boston. For example, you can filter records to find members who live in Charlotte and share the last name Mills.
- #33: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #34: When you open a table, it displays in a datasheet. A datasheet organizes the data in rows and columns. You may want to apply formatting, such as bold and italic, or change the font size to make the datasheet easier to read. You can also align the data in a column and adjust the width of a column so that all of the data in the fields display. The formatting is applied to all of the records in the State column. The font size changes for the entire table. Notice that the Address column and Zip column are not wide enough to display all of their data. The column widens to display all the data in the column. Repeat Step 5 to widen the Address column.
- #35: When you click an alignment button in the Formatting group, the formatting is applied to all of the records in the column in which you have placed your cursor, as shown in the illustration in this slide.
- #36: By default, every other row in a datasheet has a different background color. Also by default, the horizontal and vertical gridlines display. Visible gridlines help you to clearly see the borders of each cell in the datasheet.
- #37: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #38: In previous skills in this chapter, you learned to use existing tables and forms to enter and edit data. In this skill, you work with two other objects: queries and reports. You create a query to find records that meet a certain condition. The records are pulled from one or more tables, in a process called extracting. You also run two queries that have been created for you. Lastly, you display a report that has been saved in the database. A report presents data from a combination of one or more tables and queries. This query displays records for all members living in Charlotte, North Carolina. This report displays records of The Chocolate Museum members.
- #39: The illustration in this slide displays the objects available in the Navigation pane. In Chapter 3, you will learn how to create a query. Creating a query differs from simply filtering records. Because a query is an Access object, it is saved with the database. As a result, once you create a query, you can run it over and over again.
- #40: You can print any open objects, including tables, forms, queries, and reports. You can use options on the PRINT PREVIEW tab to adjust settings, such as the page size or page orientation (portrait or landscape).
- #41: Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
- #42: The table in this slide, which continues on the next slide, lists the tasks covered in this chapter.
- #43: The table in this slide, which continues from the previous slide, lists the tasks covered in this chapter.