ESSENTIAL MICROSOFT OFFICE 2013: Tutorial for Teachers

Copyright © Bernard John Poole, 2013. All rights reserved

INTRODUCTION TO THE ACCESS DATABASE

6 Keeping student records

LEARNING OUTCOMES
In this tutorial you will learn about databases in general and about the Office 2013 Access database
in particular. The concept of a database is not quite as easy to grasp as that of a word processor
or a spreadsheet. So if this is the first time you are learning about databases you might like to read
over the lesson first, away from the computer, and perhaps highlight the text to ease
understanding.
Specifically this tutorial will introduce you to the following:
• the general idea behind a database
• planning a new database
• creating a database template
• adding records to a new or existing database
• viewing the data in a database
• clearing entries and records from a database
• making a backup copy of a database

A caveat before you begin: You'll find it easiest to use the tutorial if you follow the directions
carefully. On computers there are always other ways of doing things, but if you wander off on
your own be sure you know your way back!

6.1 AN OVERVIEW OF THE DATABASE CONCEPT

The database component of Microsoft Office 2013 is designed to act as an "intelligent"1 filing
cabinet. Like a manual filing cabinet, it enables you to:
• collect together sets of related data and, if you are careful and conscientious, keep the data
organized;

1 The word "intelligent" is enclosed in quotes so as not to create a false impression. With regard to computers, the
word is overused, and strictly speaking inappropriate. It also can be misleading. The only "intelligence" exhibited
by these otherwise "dumb" machines has been programmed into them by intelligent human beings.

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• update the data once you've collected them, adding or deleting records, or changing the
contents of existing records;
A database, however, is an electronic filing cabinet which makes it easy for you to quickly work
with the data—sort them, create reports, merge the data with other documents, and so forth.
How is a database organized?
Access is an object-oriented relational database management system. Access is designed to help
an organization such as a company or an institution such as a school or school district, or even an
individual teacher, collect, organize, manage, and access data in such a way that it can be easily
accessed and made available to users in a variety of useful ways.
The various types of database objects that you can create using Access are listed in the All
Access Objects menu in the left hand frame of the database, as illustrated in Fig. 6.1.

Fig. 6.1 The Access database objects

Let’s take a look at each of these objects now to see how they can be used to help you organize
and access the information collected into a database (in this case a database of information
about different birds).
 A Table is the fundamental object in a relational database and tables use rows and columns
to present the data—rather like a spreadsheet. For this reason, when you view the data as a
table in an Access database, you are in what Access calls a Datasheet View. You will learn

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about Tables and Datasheets in this lesson, as well as how to use the Design View to create
a table, add fields to a table, and define the type of data that is in a specific field.
 A Query makes a request to the database, asking it to find some specific data that are stored
in the database. You will learn more about queries in Lesson 7.
 A Form gives the user another way of looking at the data in the database. Whereas a Table
allows the user to view many records at once, a Form displays the contents of just one record
at a time. Forms are very useful for entering data into new records or updating the data in
existing records. You will learn about Forms in this lesson.
 A Report is used to present a selected set of information from a database in a format that is
neatly laid out and thus easier for the user to mentally digest. You will learn about reports
in Lesson 7.
The general terminology used to describe data storage
Words are our stepping stones to knowledge. For the most part, personal computers today still
use electronic disks and drives of one sort or another to store data. The Windows computer
operating system, like other operating systems, organizes data hierarchically on the disk using
documents or files which are usually stored in directories or subdirectories that are part of the
overall directory file management system.
Within documents, different terminology is used to describe the organization of data
depending on the type of document in question.
• Word processed documents organize the data (mostly text) in paragraphs and sentences;
• Spreadsheet documents organize the data (mostly numbers) in rows and columns;
• Databases organize the data (of all kinds) into records and fields.
Access database terminology
An Access database is able to contain thousands, hundreds of thousands, even millions of records,
depending on the purpose for which the database has been designed. A teacher may have dozens
of records in his or her class databases; a school district may well have hundreds or thousands of
records to collect and maintain; a company like GM will have hundreds of thousands, maybe even
millions of records in multiple databases containing information about employees, products and
other kinds of data going back decades; a US government office, such as the IRS, will surely have
databases with millions of records.
Maintaining masses of data such as this is hard. Actually, maintaining even small amounts of
data is hard, so it’s not surprising that the computer has been brought to the rescue of those of us
who want to manage data.
To avoid a hodge-podge of data organized at random, people have come up with the idea of
organizing data into records. Records contain fields. Each field contains entries made up of text
and numbers, which are the basic building blocks of data.
For example, let us say you have given a student an assignment to study birds and to build a
database to store the data collected. The student decides to set up a record for each bird sighted.
Each record will include several field names, such as Common Name of the bird, Type
(Family) of the bird, Size of the bird, Habitat, etc. A field name such as Common Name, for
example, might contain the entry "Seagull" or “Red Ibis.”
A database thus contains records; records have fields; the fields contain entries. These entries
are made accessible by the Data View (Table), Form, and Report functions of the Access database.
At the end of a school year, for example, a student would be able to use the word processor (Word)

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to write a relatively sophisticated paper, and merge into the paper some of the data collected in
the database of Birds information. The student might well also add illustrations of the birds.

6.2 LET’S GET PRACTICAL

It will be useful for you at this stage to see an actual Access database on the computer.
Make sure you have your Work Files for Office 2013 available on your
computer, then open Access 2013 (Start > All Programs > Microsoft Office
> Access 2013)
In the File menu select Open
Access will display the Backstage View (Fig. 6.2).

Fig. 6.2 Access Backstage View

Since you haven’t opened any Access files recently, you are told to click on Open Other Files.
In the Backstage View dialog box click on Open Other Files
This brings up the Open window, still in the Backstage View.

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In the Open window, click on Computer > Browse to bring up the Open
dialog box
By now you should know how to navigate to your USB/flash drive where you have the Work
Files for Office 2013.
On your USB flash drive navigate to the Work Files for Office 2013 >
Access Files folder

Fig. 6.3 File menu

The database document named Birds is listed in the dialog box (Fig. 6.3, so
double click on it to Open it
Access displays a Security warning there (Fig. 6.4), indicating that “Some active content has been
disabled.”

Fig. 6.4 Security warning

It’s a standard security warning from Microsoft to alert you to the fact that the database does not
contain a digital signature validating its authenticity. You needn’t worry about this with regard to
the Birds database we’ll be working with, but it is good for you to know that Microsoft is watching
out for you to protect your computer from infiltration by viruses and so forth. You can remove
that warning for now.
Next to the Security warning click on Enable Content

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Now you see the Access Objects listed in the menu on the left side of the database window (Fig.
6.5) represents one of the possible ways to view the data in the Birds database.

These are the two objects currently in the

Birds database (one Table and one Form)

Fig. 6.5 How do you want to view the data in the database?
You can view the data as a form, record by record, as illustrated in Fig. 6.6.

Fig. 6.6 The Form View of the database

This Forms view lets you review the records one by one. You use the tools in the lower left of the
Forms window to toggle from one record to another in the database.

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On the other hand, you can view the data as a Table, where the data for all the records in the
database are displayed in columns or as a list (Fig. 6.7).

Fig. 6.7 Records listed in Table View

Let’s use the Table view now to look at different sets of data in the Birds database.
If you didn’t already do so, in the left frame of the Birds database window
double click on the BirdSightings table (see Fig. 6.7 above)
In the upper left corner of the Table or Form’s window, in the window’s Title bar, you see the
Table or Form name—BirdSightings (Fig. 6.7 above). In the lower left of the Table window are
tools to toggle through and access specific records in the database.
Fig. 6.8 illustrates what each of these navigation tools does.

Fig. 6.8 Navigation tools in the Access database

There are 50 records in the Birds database. The field names (Common Name, Family, Size, etc.)
are at the top of each column of data (Fig. 6.7). As you can see, the screen is not big enough to
allow you simultaneously to see all the records in the database. If you want to scroll through the
records or look at any specific record, you have several options.

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You can use the scroll bar on the right of the screen to scroll through the records.
Try this now
To move one by one through the records, you can click left or right on the arrows in the navigation
tools in the lower left of the window (Fig. 6.8).
Try this now
To go directly to a specific record, you can select the number of the record you want to view by
typing the number of that record in the small data entry box between the arrows (Fig. 6.8).
Try this now to select record 12 (type the number 12 in the box then hit Enter)
In the Home Ribbon > Find Group, you can use the Go To tool and go to either the First, Previous,
Next, or Last record, or you can opt to create a New record.
Try this now

6.3 PLANNING A NEW DATABASE

So much for the nuts and bolts of databases. You are now ready to get your feet wet planning
your own database of student records.
Click on the File menu and select Close to close the Birds database
It will be good for you to start from scratch for the next database exercise. Before you develop a
new Access database, you need to have made up your mind where you are going to save the new
database (which disk drive are you going to use?—your hard disk drive or an external drive such
as a USB Flash drive or Thumb drive, for example. Make sure you know where you are going to
save the new database before you proceed. If you are completing this exercise in a computer lab
at your school, your instructor will advise you what to do.
There are three rules of database design:
Rule 1—Plan;
Rule 2—Plan;
Rule 3—Plan!
The more complex the data, the more you need to plan. But even the simplest database should be
thought through on paper before being created in Access. Poor planning often results in a database
that fails to meet longer term needs.
So think about your database ahead of time—and PLAN!!
Points to ponder when planning a database
When planning a database, the rule of thumb that should guide you is this: it becomes increasingly
difficult to make changes to anything the further along you go. If you think about it, this is true
of anything you create.
Here, then, are some words of wisdom that you should bear in mind when designing a
database.
If you take your time up front it will save time later on
The database you create will have a long, useful life if you take time to plan it carefully. After
you have decided on the fields to include with each record, and before you create the database,

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you should still invest time designing layouts for reports. Thinking about reports will cause you
to think about what data you plan to put in the database.
Teamwork helps
During the planning stage, run your ideas by others who are familiar with the kind of database
you have in mind. Network among your colleagues and friends. Tell them what you have in mind.
Ask them to review your design. You'll be surprised how many valuable ideas they'll come up
with that may have escaped you if you had relied on your own resources. Another good idea is to
involve your students in the design. This will help them learn skills that will benefit them
throughout their lives.
Keep fields simple
The more "atomic" your fields the more flexible will be your database. Atomic here means
"reduced to its simplest form." For example, in a database of names and addresses, you would
keep each part of the person's names (first, middle, and last) as a separate field. Lumping the
whole name under one field limits your options. The first name should be stored by itself; the
same for the middle name and last name. You can print a listing last name first or first name last,
with or without the middle name, and so on. By keeping the data Atomic you will have a wider
range of choices when working with the data in the database.
Design guidelines for a Student Roster database
You have to build a database for a Student Roster. Let us say that your planning has helped you
decide the following about the database and its use:
• You have decided that the database will be accessible to, and managed by, your students.
Each of them will enter their own data at the beginning of the year. You will advise them
that they are not obliged to fill out every field—that it is OK to leave entries blank. Privacy
is an important issue to which our students need to be sensitized. We need to take every
opportunity to teach them that they should exercise control over data about themselves.
They must make decisions about what is, and is not, privileged information. In a world
where, inevitably and increasingly, personal data will be available to whoever wants to use
it, our students must learn early on in their lives that they have a responsibility to keep tabs
on their own personal data so as to ensure, as far as is humanly possible, that the data are
correct at all times. Managing their own records on the class database will give them
valuable experience in dealing with issues of privacy such as this.
• You have decided on a list of fields for each record in the database (illustrated later in Table
6.1).
• You have decided that all the fields will be treated as simple text, except the Date of Birth
field, which will be of Date type, and the Brothers and Sisters fields, which will be of
Number type. When you declare a field as Date type you can later sort the records in the
database chronologically, which has its uses. Likewise, if you declare fields as a Number
type you can later sort them numerically. You can also manipulate numeric data
mathematically, creating totals, averages, and so forth.
• You have decided that in your class you will designate one student per week as the database
manager. A schedule will be drawn up for this purpose at the beginning of the year. As far
as possible, any interaction with the database, including the teacher's interaction, will be
monitored by that student unless this is inappropriate for reasons of privacy. Other students
may use the database only when the student manager is present.

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• You have decided that the database manager (one of the students in your class) will check
the database for items of interest (birthdays, etc.) for the week he or she is in charge, and
will interact with the rest of the class to decide how to recognize such items of interest.
• You have decided that the last activity on the database at the end of each week will be the
process of making a backup of the database. This will be necessary because changes to data
can occur at any time (a student has a new brother or sister, for example). This would be
done by the student database manager under the teacher's supervision.
You could add other features in an actual working environment. With all this in mind, you are
ready to create the database which will hold your student records.

6.4 SOME HINTS BEFORE CREATING THE DATABASE TEMPLATE

You are going to start a new database of Student Records.
Open Access (Start > All Programs > Microsoft Office > Access 2013),
then click on the File menu and, from the menu, select New
Access now presents you with the Backstage View, inviting you to select from among several
different types of databases. The one you want is Blank Desktop Database (Fig. 6.9).

Fig. 6.9 Getting Started with Microsoft Access

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Let’s take a moment to check out Fig. 6.9 on the previous page. In the left-hand frame is a list of
File menu options, with the New option highlighted. To the left is a set of icons for different
templates (recent templates, sample templates, or templates you may have created yourself).
Click once on the icon for Blank Desktop Database
You are immediately presented with a dialog box asking you to name the new database (Fig.
6.10).

This is the Browse button

Fig. 6.10 Naming the new database and deciding where to save it
In the File Name data entry box type Student Records Template (Fig. 6.10
above)
After you type the name for the new database, you need to locate where you want to save it on
your disk.
Click on the Browse button next to the File Name box (Fig. 6.10)
In the File New Database dialog box that pops up, navigate to your
Removable Disk (USB flash drive), then locate the Work Files for Office 2013
folder and double click to open it
Now double click to open the Data Files folder
Inside the Data Files folder you need to create a new folder for the databases you are going to
build. You’ll recall doing this in earlier lessons when you created a folder for word processed
documents and then another for spreadsheets. Here are the steps to remind you how to create a
new folder for your databases.

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Click on the New Folder icon in the File New Database dialog box (Fig. 6.11)
and type the folder name Database Documents

First click on the New Folder

icon and call the new folder
Database Documents

Notice that you already named

the new Database Student
Records Template

Fig. 6.11 Creating a new folder for your databases

Double click on the new Database Documents folder to Open it, then click
on OK to complete the creation of the new (as yet empty) Student Records
Template database
For the last step, you need to click on the Create button in the Blank desktop
database window (Fig. 6.12)

Fig. 6.12 Final step in creating a new database

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Access now displays the newly created Student Records Template database (Fig. 6.13).

Fig. 6.13 The newly created Student Records Template database

Notice that the Tables object is selected in the frame on the left side of the Access window. A
Table is the default object in a new Access database.
Now right click on the Table1 tab (Fig. 6.13) and, in the context menu that
pops up, select Design View
Immediately you are asked to provide a meaningful name for the new table (Fig. 6.14).

Fig. 6.14 Naming the new database table

Type the name Student Records Table and hit OK
You’ll notice that Access now lists the Student Records Table as one of the Table objects in the
left hand frame of the database window. You also will see the Table Design View for the new
Table named Student Records Table (Fig. 6.15).

Select the Data Type for

each field in this column
You'll select Field format
information down here Here you'll find
You’ll type the
helpful hints as you
Field Names in
this column go along

Fig. 6.15 Design View on Student Records Table

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On the screen, Access is waiting for you to begin typing in the field names. The cursor is located
in the first data entry box in the Field Name column, prompting you to type in a name for your
first field. Access field names can be up to 64 characters in length, by the way, more than enough
for any purposes. Before you enter the field names, however, read what follows.
Editing field names Table 6.1 on the next page provides you the complete list of all the field
names for this Student Records database (which will initially be a template that you will out
with actual student data at a later time. Remember, you’re building a template so that you can
use it for other student record databases at a future date. You can easily change, add or delete
fields at any time, though the purpose of planning is to try your best to avoid having to make
significant changes after the database has been created.
Selecting the data type of a field As illustrated in Fig. 6.15 above, after typing in the field
name in the first column, you’ll need to enter the field's data type in the second column. Table
6.1 below has all this information, too.
Setting up predefined entries for a field To reduce the likelihood of bad data getting into
the database, you can limit the user's choices when they enter the data for a particular field.
For example, when they enter the Gender, you can limit the choices to M(ale) or F(emale). In
the database you’re going to build for this tutorial, you'll be pre-defining the City and State
fields as well. The tutorial will explain how to do this as you go along.

6.5 CREATING THE DATABASE TEMPLATE

Entering field names for the database
Table 6.1 below contains the complete list of field names for the Student Records Template
database.
Field Name Data Type Required Length Comments
First Name Text Yes 10
Middle Name Text Yes 10
Last Name Text Yes 15
Home Contact Text Yes 20
Nick Name Text No 10
Gender Text Yes 1 Use Lookup Wizard to predefine data
Address Line 1 Text Yes 50
City Text Yes 25 Use Lookup Wizard to predefine data
State Text Yes 2 Use Lookup Wizard to predefine data
Zip Text Yes - Use input mask to specify the format
Phone Number Text No - Use input mask to specify the format
Date of Birth Text Yes - Use input mask (Short Date) format
Brothers Number No - Long Integer
Sisters Number No - Long Integer
Place in Family Number No - Long Integer
Clubs Memo No 200
Hobbies Memo No 200
Favorite Sports Memo No 200
Favorite Subjects Memo No 200

Table 6.1 Template Field Name listing

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You'll be referring to this Table frequently as you work your way through the next several pages,
so you might like to bookmark Table 6.1 on the next page so that you can find the Table easily
when you need to.
Type only the Field Names that appear in the first column of Table 6.1 (there are 19 field
names in all).
The second column tells you what Data Type to choose (from a drop down list that pops up
when you click on the down arrow at the right side of the entry box.
The other columns in the table (Required, Length and Comments columns) are there to help
you as you enter each field name and data type and explain whether data is to be "Required" for
that field and what size (in text characters) the field is allowed to be, along with tips on what to
do. The idea here is to help the eventual users of the database when they come to enter student
data into the fields.

Click in the first entry box in the Field Name column, backspace twice to
remove the generic field name ID, then type First Name for the field name
(Fig. 6.16)

Area to define the Look here

Properties for each Field for help

Fig. 6.16 Field Properties and Help

Notice that, in the lower right section of the Student Records Table window, Access provides help
to guide you as you enter the data for each part of each field. Read this help as you go along. In
the lower left you can see the Field Properties dialog box (Fig. 6.16).
If you take a look at Table 6.1 on page 219, the Length column specifies the number of
characters (Field Size) required for several of the fields in the database.

Check Table 6.1 on the previous page to find out the correct Field Size for
the First Name field (10 characters)

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Now, look down at the lower left corner of the Access Design window (Fig.
6.16), where you can see a list of Field Properties, along with data entry
boxes to specify Field Size, Format, and so forth
In the Field Size box type 10 (so as to allow up to 10 characters for the First
Name)
Hit the Tab key to move the cursor over to the Data Type column, click on the
down arrow to the right of the box, and select Short Text as the data type

For the First Name field, and for several other fields (again check out Table 6.1) you want the
user to definitely fill in an entry—in other words, an entry is required. You don’t want the field
left blank. Here’s how you can ensure that this happens in your database.

In the Field Properties area (Fig. 6.16 on the previous page), double click in
the data entry box next to Required in order to toggle (switch) the entry from
No to Yes

Since you must have a First Name, you don't want it to be zero length so,
again in the Field Properties area, make sure the Allow Zero Length entry
is set to No
Now go back up and click in the next Field Name box (below the First Name
box) so you can enter the next field name
In the next successive field name boxes enter the field name Middle Name
(with a Field Size of 10 characters and a Data Type of Short Text); Last Name
(15 characters, Short Text); and Home Contact (20 characters, Short Text),
in each case making sure you have Yes in the Required Field Property and
No in the Allow Zero Length Field Property for each of these fields
Now enter the field name Nick Name (10 characters, Short Text), but leave
No in the Required Field Property box and Yes in the Allow Zero Length
Field Property box, since a Nick Name is optional
Using the Lookup Wizard to specify selected values for a field
For the database fields Gender, City, and State (see Table 6.1 on page 219), the values that should
be entered are predictable. For the Gender, it will be M or F, for example. For the City, it will be
a couple of the towns or cities where your students live. For the State, it will be the abbreviation
for the state in which your students live.
The next series of steps show you how to specify pre-selected values such as this for a field.

In the next Field Name box, enter the field name Gender and hit Tab
Now click on the down arrow in the Data Type box and select Lookup
Wizard… in the drop down list

In the Lookup Wizard dialog box (Fig. 6.17 on next page) click on the radio
button next to “I will type in the values that I want.”, then click on Next >

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Fig. 6.17 Opting to enter the values yourself

In the next Lookup Wizard dialog box (Fig. 6.18), leave the default 1 for the
Number of columns, hit Tab (or click in the data entry box under Col 1) and
type M (for Male)

Fig. 6.18 Entering the values for the Gender field

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Hit Tab or click in the next data entry box in the Col 1 column, and type F (for
Female), then click on Next > to go to the next step in the Wizard
There’s no need to change the label for the Lookup column (Gender), so click
on Finish in the dialog box
Hit Tab twice to go to the next Field Name data entry box under Gender, type
the field name Address Line 1, hit Tab, leave the Data Type as Short Text,
then in the Field Properties area type 50 for the Field Size and make it a
Required field with No for the Allow Zero Length option
Now you are going to use the Lookup Wizard to define a set of common data if your students
all come from the same one or two towns, a likely scenario in any school district. If you
teach in a public school in the United States, your students also will all live in the same
State.
So, for the City and State fields you’ll use the same steps as you did to create the Gender
field.
Click under Address Line 1, type the field name City, hit Tab, select Lookup
Wizard… for the Data Type and follow the same steps as you did for the
Gender field to enter the names of a couple of local cities or towns—you
decide which cities or towns and how many
Create the State field with the Lookup Wizard Data Type, too, and enter the
initials for your state as the value for the list
Make both the City and State a Required field with No for the Allow Zero
Length option
You will see later that the city or cities you name, along with the State, automatically will appear
as selections when entering data into those fields in the database.
Using an input mask to control the format for a field
It is important to make sure that certain fields have a consistent format. This is true of fields such
as zip codes or phone numbers, for example. You can have Access help you control the way the
user enters data for such fields by using an input mask, which forces the user to enter the data in
a specific way. If the user makes an error, the system will make an audible beep to draw attention
to the error. This reduces the likelihood of incorrect data getting into the database.
A zip code, like a telephone number, is a good example of a field which has a very specific
format. For this reason it’s a good idea to use a Field Property Input Mask to help the user enter
the zip code in the correct format. So, let’s see how this works with the Zip Code field, which is
next in the list of Field Names (see again Table 6.1 on page 219).
In the list of field names, click in the entry area under State, type the field
name Zip Code, then hit Tab to move the cursor to the Data Type field box
and make sure Short Text is selected for the Data Type
If the Zip Code is entered as Number type it will be treated as a mathematical (numeric) data type
and the hyphen between the two halves of the zip code will act as a math operator, resulting in
the subtraction of the second half of the zip code from the first and returning the result of the math
operation! The rule, therefore, for Input Masks is this: You can only use an input mask with Text
or Date/Time data types.

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In the lower left section of the Design window, in the Field Properties area,
click in the Input Mask data entry line—noticed that this brings up ellipses
(…) at the end of the data entry line (Fig. 6.19)

Fig. 6.19 When you click in the Input Mask box Ellipses appear at the end of the data entry line
Now click on the ellipses (...) that pop up at the right end of the data entry
line
Access will prompt you to Save the table at this point so that you do not lose
the work that you have completed, so click Yes to Save the Table, then click
on OK
Now click on the Zip Code input mask in the Input Mask Wizard dialog box
(Fig. 6.20)

Fig. 6.20 Zip Code input mask

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To see how the mask works, click in the Try it box—try entering a zip code
with more than 9 digits (the system will beep if you try to do so, thus showing
you the purpose of the input mask, which is to help users enter data correctly
when they fill out a student record)
The Wizard asks you if you want to change the input mask for the Zip Code (Postal Code). If you
live in the United States, you can skip the next step.
If you live in a country other than the United States, you may well use a
different format for your postal code, so go ahead and click on the Edit List
button and enter the format of your choice, then click on Next >
The Wizard now asks you, in a new dialog box (Fig. 6.21), if you want to change the input mask
for the Zip Code. It also asks you to decide if you want to select a placeholder character to help
the user when they enter zip codes into the database.

Fig. 6.21 Option to change Zip Code input mask

The underline character is the default, as you can see, so accept it as the
placeholder character for the Zip Code field, then click on Next > to proceed
to the next step in the Wizard
In this last step in the Input Mask Wizard, click in the radio button to select
“With the symbols in the mask, like this:“ (Fig. 6.22), then click on Finish

Fig. 6.22 You want to keep the symbol in the mask when you save the data

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Make the Zip Code a Required field with No for the Allow Zero Length option

Practice makes perfect

You next need to follow the same steps to use an input mask for the Phone Number field.
Remember to select Short Text as the data type for the Phone Number.

Click in the data entry box below Zip Code and type the field name Phone
Number

Make sure Short Text is selected for the Data Type, and Make the Phone
Number a Required field with No for the Allow Zero Length option, then click
in the Input mask Field Properties data entry box

Now click on the ellipses (...) that pop up at the end of the data entry box and
click on Yes to Save the Table when Access prompts you to do so

Next click on the Phone Number input mask in the Input Mask Wizard
dialog box and click on Try it to see how the mask will look

The Wizard asks you if you want to change the input mask for the Phone Number. If you live in
the United States, you can skip the next step.

If you live in a country other than the United States, you may well use a
different format for phone numbers, so go ahead and click on the Edit List
button and enter the format of your choice, then click on Next >

You also need a placeholder character, which will guide the user when they eventually enter
phone numbers into the database.

Click on the underline character, as you did for the Zip Code, to select it as
the placeholder character for the Phone Number field

Click on Next > to proceed to the next step in the Wizard, then click in the
radio button to select “With the symbols in the mask, like this:”

Click on Next > to proceed to the next step in the Wizard, and click on Finish

For the Date of Birth field, which is next in the listing in Table 6.1 on page 219, you want to apply
an input mask for it, too, but this time you will select Short Date as the data look for the field.

Follow the same steps as you just did for the Zip Code and Phone Number
fields, except select Short Date as the Data Look for the field

Entering the remaining fields in the database

The remaining fields in the database (Clubs, Hobbies, Favorite Sports, and Favorite Subjects) will
all be Long Text data type, which will allow the user to type a longer entry if desired. Some
students are involved in several sports, for example; others may have several hobbies. Long Text
allows more than 255 characters for an entry.

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When you have completed the entries for all 19 field names, right click on
the Student Records Table tab (Fig. 6.23) and click on Save in the pop up
context menu

Student
Records Table
tab

Fig. 6.23 The Student Records Table tab

6.6 COMPLETING PREPARATION OF THE DATABASE TEMPLATE

Creating a Form for the new database
The following exercises will help you learn how to prepare a database Form.
A Form is a database object which allows you to view the data one record at a time, unlike a
Table where you can view the data as a continuous list of records—you may recall how the Table
looked in the Birds database you checked out at the beginning of this tutorial.
A Form is a convenient tool for data entry purposes because it allows the user to see all the
Fields in a single record at one time, unlike the Table view (the Datasheet View), which will often
be unable to show all the data fields of a single record across the screen. Let’s create a Form now.
Click on the Create Ribbon > Forms group, and, in the Forms Group, click
on the Form Wizard tool to bring up the Form Wizard dialog box (Fig. 6.24)

Click this button

to transfer all the
fields at one time

Fig. 6.24 The Form Wizard tool in the Forms group of the Create Ribbon

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The Wizard will help you design the Form based on the fields and data types (including input
masks) you have selected. You'll begin by telling Access to include all the Available Fields for
the Form.
Click on the double arrow icon (Fig. 6.24 on previous page) in order to
transfer all 19 Fields across to the Selected Fields: scroll box, then click on
Next >

Fig. 6.25 All the Available Fields have been transferred to the Selected Fields box
The Form Wizard now asks what layout you want for the new Form (Fig. 6.26).

Fig. 6.26 The Form Wizard layout options dialog box

Columnar layout will work well for our purposes, and that is the default. But check out the sample
layouts by clicking on each of the radio buttons in the Form Wizard.
End up with the Columnar radio button selected, then click on Next > again

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In the next dialog box, the Wizard asks you to name the new Form and also whether you want to
modify the design in any way (Fig. 6.27).
Type the name Student Records Form (not Table) and make sure the radio
button next to “Open the form to view or enter information.“ is selected,
then click on Finish

Fig. 6.27 Option to name and modify the form

Access now displays the Wizard’s default layout for the Form (Fig. 6.28).

Right click on the

tab to Save the form

Fig. 6.28 The new form in Form View

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If you wanted to, you could make changes to the layout of the Form you see on the screen. But
the default layout is fine in this case, so we’ll leave well alone for now. Later, in Lesson 7, you
will learn how to make layout changes to forms such as this when you learn how to create new
reports.
Right click on the Student Records Form tab (see Fig. 6.28 above) and
click on Save in the pop up context menu
This is where all your hard work pays off. You should see the new form on your screen, and it
should look something like Fig. 6.28. You can now go ahead and start adding records to the new
database.

6.7 ADDING RECORDS TO A NEW OR EXISTING DATABASE

Creating a new database based on the Student Records Template database
The Access database called Student Records Template is so named because you want to use this
same template document (with its table Student Records Table) and data entry form (Student
Records Form) over and over for class records in the years ahead.
Before you start adding data about this semester’s or this year's students, you need to create a
new database using this template as the model. You will use a copy of the original template to
store actual student data for a hypothetical class (or a real class, if you are a practicing teacher).
The original template will remain unchanged so that you can use it in the future as the basis for
other class databases.
How you name documents is important. For the sake of this exercise, you're going to call the
new database Roster 2013 (or some other appropriate name if you prefer). The name indicates
that the document will contain the database of student records for a 2013 class. If you are currently
teaching, feel free to use a different name if you want to use this tutorial to build an actual database
for your own class. Wherever we refer to Roster 2013, substitute the name you choose as you go
along.
The Student Records Template database should still be displayed on your screen (you already
saved it). You can have only one (1) Access database open at a time, so Access will automatically
close the Template database when you start to create a new one.
In the File menu select New and click on Blank Desktop Database (Fig.
6.29)

Fig. 6.29 Opening a New database

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In the New database dialog box that pops up (Fig. 6.30), type the new
database name Roster 2013

Browse
button

Fig. 6.30 Browse button

Click on the Browse button and, on your USB drive (Removable Disk),
navigate to the Work Files for Office 2013 > Data Files folder, then open the
Database Documents folder (which is where you are going to save the new
Roster 2013 database)
Click OK then, back in the New database dialog box, click on the Create button
Importing a Table
You are going to start by importing the table called Student Records Table from the Student
Records Template database. This will save you having to recreate the table all over again for the
data for a new class of students that you are going to enter into the Roster 2013 database. Notice,
however, that there is already a default Table called Table1 listed as an object in the left hand
column of the new database window. Before importing the table from the Student Records
Template database, you need to delete this Table1, which you can do by simply closing it.
Right click on the Table1 Tab (Fig. 6.31) and, in the pop up menu, select
Close

Right click on this Table1 Tab and,

in the pop up menu, select Close

Right click on Table1 and, in

the pop up menu, select Delete

Fig. 6.31 Closing the default Table1

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In the External Data Ribbon > Import & Link group click on the Access
icon (Fig. 6.32) in order to import an existing Access database table, form, or
report

Fig. 6.32 Importing an Access database from an External Data Source

In the next dialog box (Get External Data – Access Database), click on the
Browse button, then locate on your disk the Work Files for Office 2013 >
Data Files > Database Documents folder
Double click on the Student Records Template database to Select it and, in
the Get External Data – Access Database dialog box, click on OK
Now you should see the Import Objects dialog box (Fig. 6.33)

Fig. 6.33 Import Objects dialog box

In the Import Objects dialog box, make sure the Tables tab is selected, then
click on the Student Records Table and click OK
There’s no need to save the import steps you just carried out, so click on Close
to close the Get External Data – Access Database dialog box

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The Table has now been imported from the Student Records Template into the Roster 2013
database (Fig. 6.34).

Fig. 6.34 Student Records Table imported into the Roster 2013 database
Now you need to import the form you created for the template database.
Importing a Form
Here are the steps to import the Student Record Form from the Student Records Template
database.
Once again, in the External Data Ribbon > Import & Link group click on the
Access icon to import an existing Access database table, form, or report
Since you just imported the Student Records Table, in the Get External Data
– Access Database dialog box, Browse directly to the Work Files for Office
2013 > Data Files > Database Documents folder
Double click on the Student Records Template to Select it and, in the Get
External Data – Access Database dialog box, click on OK
Now you should again see the Import Objects dialog box.
In the Import Objects dialog box, first click on the Forms tab, then click on
the Student Records Form to select it, and click OK
No need to save the steps you just carried out, so in the next dialog box click
on Close
The Form is now imported from the Student Records Template into the Roster 2013 database
(Fig. 6.35).

Imported Table and Form

Fig. 6.35 Student Records Form imported from the Student Records Template
The Roster 2013 database now has a Table and a Form identical to the table and form that you
created for the Student Records Template database. You can add student records to the database

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any time you like. So if you are not yet ready to insert new records at this stage, you can close the
database. If you want to start entering data now, you can proceed with the tutorial. There’s not
much more to do.
Entering the data for the records in the database document
You should still have the Roster 2013 database open, so double click in the
left hand frame on Student Records Form to open it
Remember that each record in the Roster 2013 database is made up of the data for a full set of 19
entries for each student. If you are an in-service teacher, and you want to add the data for the
students in your class, you should practice entering at least one or two records on your own. But
you might then want to see how your students can handle this job. There is a lot of data for each
record after all. If you have a Windows computer in your home room, and you have a copy of
Access to use with it, get your students involved in the data entry process. They will enjoy it, and
you will be able to delegate an otherwise tedious task.
If you are a student teacher, you may or may not have the opportunity to complete this exercise
with a real class. Whatever the case, you will need to enter a few records at this stage (five will
do nicely for now) so that you can complete the rest of this tutorial.
Begin by selecting the First Name field of record #1 by clicking in the data
entry box (the cursor is probably waiting there, unless you have already clicked
elsewhere)
Type in the First Name of one of the students in your roster
The names don't have to be in any particular order since you can quickly sort them later on. Check
the name you just typed. Is it correct?
If so, hit the Tab key to proceed to the next field (you'd press Shift-Tab if you
wanted to move to a previous field)
Notice that the data are now stored in the data entry box for the First Name field in Record 1. If
you wanted to correct the data, you would do so by clicking in the data entry box and then make
any changes as if you were in the word processor.
Continue entering data for Record 1 (the data for the first student in the roster);
make up the data as you go along if you don't have actual students in mind
Adding a New Record to the database
After you type the last field entry for each record, press Tab, and Access will
automatically present a new record Form
Access will also automatically save each completed record into the database on your disk, so you
don’t have to worry about losing your work as you go along, and you also won’t need to save the
database at the end.
Type the entries into each field one by one; be sure to press the Tab key after
each entry to get to the next field (eventually you should have at least 5
records in the Roster 2013 database)

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Adding a record to an existing database is just the same. New records are always added at the end
of the database. If you want the new record to appear in a specific place in the Datasheet view
you would use the Sort function. You'll learn how to do this in Lesson 7.
The new record will always have the same layout and format characteristics as the others in
the database. Also, remember that Access automatically saves a new record in the database after
you have filled in the data for every entry.

6.8 VIEWING THE DATA IN THE DATABASE

Here are some of the ways to move about in a database. Access makes it easy for you to get
around. Take a few moments to move from field to field and from record to record. Try these
exercises.
Click anywhere in the data box next to a field name
This allows you to edit or add data if needed.
Hit the Tab key to move to the next field in the same record
To move to the same field in the next or previous record, click on the left or
right arrows in the Navigation tools at the bottom of the Form window (Fig.
6.36)

Fig. 6.36 The Access database navigation tools

In Lesson 7 you will learn other ways of searching through the database, along with other ways
of selecting sets of records from the database, and so forth. For now, as a final exercise in Lesson
7, let's just learn how to update (change) the data in an Access database record.

6.9 UPDATING ENTRIES AND RECORDS IN THE DATABASE

The following exercises will give you the opportunity to practice working with the data in a
database.
Updating the contents of a field (one item of data in a student record)
You should still be looking at the Student Records Form
To clear (delete), or otherwise change the contents of a field in a record, click on the field data
entry box, then erase characters or words in the same way as you would if you were in the word
processor.

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Deleting (clearing) a record

In order to delete a single record from a database, you would select the record that you want to
remove, then, in the Home Ribbon, select Delete Record from the Delete menu in the Records
Group menu.
Try this for practice.
Click on the second record in the Roster 2013 database to select it
In the Home Ribbon > Records Group, from the Delete menu select Delete
Record
Access will warn you that you are about to delete a record and will tell you that you will not be
able to undo the deletion. This gives you the opportunity to change your mind, which you can do
in this case. Access will otherwise immediately permanently remove the record if you click on
Yes.
Click on No in the dialog box
Deleting several records at once
You can use the Datasheet View to clear several records that are listed next to each other. To
delete several records at one time here’s what you do.
You need to be in the Datasheet View of the database, so, in the left hand
frame, double click on Student Records Table
Now drag in the left hand margin of the Table to highlight any two adjacent
records that you want to delete
In the Home Ribbon > Records Group, from the Delete menu select Delete
Record
The database will warn you that you are about to delete however many records you have selected,
and will ask you if you are sure you want to do this.
You don’t, so click on No in the dialog box
Bear in mind that the Delete Record command completely removes a record, such that it is
irretrievable.

6.10 SAVING A BACKUP COPY OF YOUR WORK

Your last task before completing this session at the computer is to make a backup of your Student
Records Template and Roster 2013 databases. The Roster 2013 database is still open. Both
databases are also saved in the Work Files for Office 2013 on your disk, which should still be in
the disk drive. It’s usually best to make a backup on another disk (or even in Microsoft’s Cloud,
if you have access to that). But for this exercise we’ll just rename each of the databases and save
them in the same folder as the original.
Let’s make a backup of the Roster 2013 database first.
Go to File > Save As > Save Database As then click on the Save As button
to Browse to your USB drive > Work Files for Office 2013 > Data Files >
Database Documents folder
Name the file Roster 2013 Backup and click on Save

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Now you need to make a backup copy of the Student Records Template.
First close the Roster 2013 Backup database, then go to File > Open > and
Browse to your USB drive > Work Files for Office 2013 > Data Files >
Database Documents folder and open the Student Records Template
Go to File > Save As > Save Database As then click on the Save As button
to Browse to once again to your USB drive > Work Files for Office 2013 >
Data Files > Database Documents folder
Name the file Student Records Template Backup and click on Save
Finally Close the Access database

LOOKING BACK
You have learned how to build an Access database. The concepts that have been covered in this
tutorial apply in general to all computer-based databases. You have to plan first. Then you have
to define, or set up, the database, telling the system what fields you need in each record. This
done, you enter the data for each record and save everything on the disk.
You practiced scanning the database in multiple (Datasheet or columnar) or single (Form)
record layout. You also learned how to clear records and change entries.

LOOKING FORWARD
There is a great deal more to learn about the Access database, especially with regard to searching
for specific sets of data, sorting (arranging) data, and producing various types of reports. Lesson
7 will provide you with the opportunity to practice these skills. In the meantime, in Lesson 7 you
will learn how to do Mail Merge. This is an especially useful skill for teachers, since you will
often want to “mass mail” correspondence to the parents of your students. Mail merge is also
useful for other types of projects, such as forms of various kinds which need to be tailored for
individual needs. Mail merge involves the use of the Access database, too; so now that you are
familiar with Access 2013, you are ready to tackle Mail merge.

SKILL CONSOLIDATION
Complete these exercises to reinforce what you have learned in Lesson 6.
1. Design and create a database for the names, addresses, and telephone numbers you have in
your address book. Enter as many names and addresses as you like (as long as you have at
least 6). Don't forget to save the database records as you go along.
2. Add a couple of records to the database you created in exercise 1. Clear a record.
3. Add a field to the address book database—say Association (how are the people associated to
you—friend, colleague, etc.). Then enter the data for each record for the new field.
4. Imagine you are teaching a class and you want your students to do research on a topic. Design
and create a database around that topic. You could discuss the fields with your students. The
students would then go off, do the research, and enter the data into the database as a basis for
a paper they must prepare. This would be a nice group (team) exercise.

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5. Design and create a database for a Birthday List of your family and friends. Include fields
such as Name, Birthday, Greek sign, Favorite color, Clothes sizes, Hobby, etc. Have at least
6 records in the database, with each record containing at least 5 fields. Create a Form for the
database as well as a Table.
6. Open the Access database Roster 2013 and enter a complete new record for a student named
Jane Doe.
7. Open the Access database named Template. Change the name to Grade X.2013 so you won't
lose the template, and add three (3) records. Then save the updated database.

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