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IT TOOLS AND BUSINESS SYSTEM

Chapter : 7.5 Operation

Topic : 7.5.1 Creation of Database and Table

Creation
Creation of Database
 A blank database is a database nothing in it. User must create all the tables,
forms, reports, queries and so on.
 If user cannot find a template that suits their needs, they can create a blank
database.
 Creating tables is the first step in building a database. Follow these steps to
create a blank database
 Start MS-Access, click Blank Database.
 Type the database name in the File Name field. MS-Access will automatically
append .accdb to the name.

FIG 7.8: Steps to create a blank database

 Click the Browse button. The File New Database window appears.
 Locate the folder in where user wants to store the database.
 Click OK, then click Create button.

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 MS-Access creates the database and opens a datasheet with the Table Tools
available is shown in the FIG 7.12

FIG 7.9: Table Tools

Creation of Tables
 Tables are the foundation of an MS-Access database.
 MS-Access stores data in tables. A table is a set of columns and rows. Each
column is called field and each row is called record.
 Each field must be given a name and no two fields can have the same name.
 Each value in a field represents a single category of data.
 Each row is called record.

FIG 7.10: Table Name, Fields and Records

 Follow the steps to add fields to a table

 Click in the 'Click to Add' text box, it shows drop down list, select any data
type from the list.

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 Type the nextfield name, MS-Access creates the field. User can continue this
process until fields in the table is to be created.
 Press Enter without entering a field name to end their entries.

FIG 7.11: Fields in a table

 Follow the steps to name and save a table
 Click the Save button on the Quick Access toolbar. The SaveAs dialog box
appears.
 Type the name of the table.
 Then click OK.

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FIG 7.12: Saving a table
 Follow the steps to use Design view to create a new table
 Activate the Create tab.
 Click Table Design in the Tables group. MS-Access changes to Design view
and the Table Tools become available.

FIG 7.13: Create a new table using Design view

 Type the first field name in the Field Name field.

 Press the Tab key.
 Click the down-arrow that appears when user click in the Data Type field and
then select a data type.
 Click Primary Key option if the created column is primary key. A small key
appears next to the field name.

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FIG 7.14: Fix primary key

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Chapter : 7.5 Operations

Topic : 7.5.2 Manipulating Table Structure

Manipulating Table Structure

 After creation of MS-Access table user can modify it, enter data into it manually
or import data from different application such as Excel.
 To manipulate table structure user can
 Enter records into the table
 Modify a table
 Select columns and rows
 Delete a record
 Resize a column or row
 Import a table into MS-Access from Excel
Enter Records
 To enter data into an AutoNumber field
 Press the Tab key when the user makes an entry into another field in the
record, MS-Access will automatically make an entry into the AutoNumber
field.
 To enter data into fields that have a lookup list
 Click the down-arrow that appears when user click in the field.
 Click to select the entry that user want.
 Press the Tab key.

FIG 7.15: Enter data into fields

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 To enter data into Yes/No field

 Click the checkbox for Yes, then leave the checkbox for No.

FIG 7.16: Enter data into Yes/ No field

 To enter data into a date field
 Type the date. Or
 Select the date from the calendar that appears to the left of the field.
 Use the left-arrow at the top of the calendar to move to the previous month.
 Use the right-arrow at the top of the calendar to move to the next month.
 When user reaches the proper month, click the proper date.

FIG 7.17: Enter data into a date field

FIG 7.18: Calendar

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Modify a Table
 To insert column
 The insert option inserts a column before the selected column.

FIG 7.19: Insert a column

 Click the column head of the column before which user wants to insert a
column.
 Right-click the column head that user wants to insert a column. A menu
appears.
 Click Insert field.
 To move a column
 User can use Move option to move a column from one place to another.
 Move mouse pointer over the horizontal line under the column label. Users
mouse pointer turns into a four sided arrow.

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 Press left mouse button.
 Click and drag the field to the new location. A dark line appears at the new
location.
 Release left mouse button. MS-Access moves the column.
 To delete columns
 The Delete option permanently deletes columns and all the data contained in
them. User cannot undo a column after deleting.

FIG 7.20: Delete a column

 Right-click the column head that user wants to delete a column. A menu
appears.
 Click Delete feild.
 A warning dialog box will appear because delete option permanently deletes
the records. Click yes to delete

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Select Columns and Rows
 To perform any operation on a column or row user must select it.
 To select a column, click the column head.
 To select several columns, click a column head and then drag.
 To select a row, click the blank area to the left of the row.
 To select several rows, click the blank area to the left of a row and then drag.
 To select the entire table, click the Select All button in the upper-left corner of the
table.
Delete a Record
 To delete a record
 Select the record that user wants to delete.
 Activate the Home tab.
 Click Delete in the Records group. Or
 Click Delete option from right-click. A prompt appears.
 Click the Yes button.
Resize a column or row
 User can make the column or row as larger or smaller, if the information in a
column or row does not display or want to fit more information on the screen.
 User can click and drag to increase or decrease column width or row height.
 To resize a column or row
 Place the cursor over the line that separates two columns or two rows.
 The cursor turns into a double-sided arrow.
 Hold down the left mouse button and drag to increase or decrease width of a
column or the height of all of the rows.
Import a table into MS-Access from MS-Excel
 User can import data from Excel into MS-Access by using the Excel Spreadsheet
Wizard.
 To import data from Excel
 Open the Excel Spreadsheet Wizard

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FIG 7.21: Import data from Excel

 Activate the External Data tab.
 Click the Excel button in the Import group. The Get External Data - Excel
Spreadsheet Wizard appears.
 Click the Browse button, the File Open window appears.
 Locate the spreadsheet that user want to import.
 Click the Open button. The path to the selected file appears in the File Name
field.
 Click OK. MS-Access moves to the next page.

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FIG 7.22: Import Spreadsheet Wizard

 Select Show Worksheets to import a worksheet or Select Show Named
Ranges to import a named range.
 Click the worksheet or named range that user wants to import.
 Click Next. MS-Access moves to the next page.

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FIG 7.23: Select first column heading in Import SpreadSheet Wizard

 Select First Row Contains Column Headings if the first row of user's Excel
spreadsheet contains column headings.
 Click Next. MS-Access moves to the next page.

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FIG 7.24: Import SpreadSheet Wizard

 Click a column heading to select a column.
 Type the MS-Access table's column heading in the Field Name field.
 Choose a Data type.
 Indicate if the field should be indexed and if so, select the type of index.
 Check the Do Not Import Field box for any column that user do not want to
import.

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 Click Next. MS-Access moves to the next page.

FIG 7.25: Choosing radio button in Import SpreadSheet Wizard

 Click to choose the proper radio button

 If user wants MS-Access to add the primary key, click Let MS-Access add
Primary key option.
 If user want to add the primary key, click Choose My Own Primary Key
and then click the down-arrow and select the field that user want to use as
the key.
 If user do not want to add a primary key, click No Primary Key option.
 Click Next. MS-Access moves to the next page.

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FIG 7.26: Naming the imported table

 Type the name of the imported table.
 Click Finish. MS-Access moves to the next page.
 Finally click Close to imports the table.
 Now MS-Access imports the excel worksheet into the access table.

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Chapter : 7.5 Operations

Topic : 7.5.3 Dropping

Dropping
Delete a field in Datasheet view
 In the Navigation Pane, double-click the table from which you want to delete
the field. The table is opened in Datasheet view.
 Select the field (the column) that user want to delete.
 Press Delete Field option from right click. Or
 Or on the Fields tab, in the Add & Delete group, click Delete button. Then
click yes to delete the column permanently.
Delete a record in Datasheet view
 Same method need to be followed to delete a record in datasheet view.
 Select the record (the row) that user want to delete.
 Press Delete Record option from right click.
 Or Press DELETE key. Then click yes to delete the record permanently.
Delete a table relationship
 If the tables that participate in the table relationship are open, close them.
User cannot delete a table relationship between open tables.
 Then right click over the table name in the navigation pane and click delete
option.
 Click yes in the warning dialog box to delete a table.
 Thus MS-Access deletes that table permanently.

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