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Access 2016 Module 1: Getting Started With Access 2016

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0% found this document useful (0 votes)
99 views20 pages

Access 2016 Module 1: Getting Started With Access 2016

Uploaded by

Andresile
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Access 2016 Module 1

Getting Started with Access 2016

1
Module Objectives

• Understand relational databases


• Explore a database
• Create a database
• Create a table
• Create primary keys
• Relate two tables
• Enter data
• Edit data

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 2
password-protected website for classroom use.
Understand Relational Databases (Slide 1 of 3)

• Relational database software


• Data organized into lists
• Examples – customers, products, vendors, employees
• Access provides tools that allow
• Sorting, grouping, analyzing and reporting data in many different ways

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 3
password-protected website for classroom use.
Understand Relational Databases (Slide 2 of 3)

• Duplicate data minimized


• Information is more accurate, reliable and consistent
• Data entry is faster and easier
• Data can be viewed and sorted in many ways
• Information is more secure
• Data can be shared and edited by several users simultaneously

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 4
password-protected website for classroom use.
Understand Relational Databases (Slide 3 of 3)

Excel vs. Access Comparison

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 5
password-protected website for classroom use.
Explore a Database (Slide 1 of 3)

• Can start Access in different ways


• Database contains different objects
• Tables
• Queries
• Forms
• Reports
• Navigation Pane displays objects

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 6
password-protected website for classroom use.
Explore a Database (Slide 2 of 3)
Objects in a database

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 7
password-protected website for classroom use.
Explore a Database (Slide 3 of 3)
Access objects and their purpose

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 8
password-protected website for classroom use.
Create a Database (Slide 1 of 2)

• Use an Access template (sample database) or create a blank database


• Table Design View
• provides the most options for defining fields
• Datasheet View
• spreadsheet-like view of the data in a table
• Data type
• Characteristic of a field

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 9
password-protected website for classroom use.
Create a Database (Slide 2 of 2)
Data types

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 10
password-protected website for classroom use.
Create a Table (Slide 1 of 2)

• Essential tasks
• Define the fields
• Select data type for each field (e.g., numbers, text, dates)
• Name the table
• Determine how the table will participate in the relational database
• Identify primary key
• Field that contains unique data for each record

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 11
password-protected website for classroom use.
Create a Table (Slide 2 of 2)

Important database terminology

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 12
password-protected website for classroom use.
Create Primary Keys (Slide 1 of 2)

• Primary key field


• Contains data that uniquely identifies each record
- No two records can have the exact same entry in primary key field
• Helps relate one table to another
- One-to-many relationship (one record in one table relates to many records in another table)

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 13
password-protected website for classroom use.
Create Primary Keys (Slide 2 of 2)

Creating a primary key field

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 14
password-protected website for classroom use.
Relate Two Tables (Slide 1 of 2)

• Create a one-to-many relationship


• Use a common field to relate tables
• Primary key is the “one” side of the relationship
• Foreign key is the “many” side of the relationship
• One-to-many line shows the link with a “1” on the one side and an infinity symbol on
the many side
• In Datasheet view, subdatasheet shows related records (records in the many
table)

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 15
password-protected website for classroom use.
Relate Two Tables (Slide 2 of 2)

Creating a one-to-many relationship

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 16
password-protected website for classroom use.
Enter Data (Slide 1 of 2)

• Focus
• Which data you would enter or edit if you started typing
• Options for changing focus
• [Tab]
• [Enter]
• Navigation buttons:
Previous record
Next record

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 17
password-protected website for classroom use.
Enter Data (Slide 2 of 2)

Navigation mode keyboard shortcuts

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 18
password-protected website for classroom use.
Edit Data (Slide 1 of 2)

• Access automatically saves new data and changes to existing data as soon as
you move to another record OR close the datasheet
• To change the contents of an existing record, navigate to the field you want to
change and type the new information
• Press [Esc]
• Once to remove the current field’s editing changes
• Twice to remove all changes to current record

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 19
password-protected website for classroom use.
Edit Data (Slide 2 of 2)

Edit mode keyboard shortcuts

© 2017 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part, except for use as permitted in a license distributed with a certain product or service or otherwise on a 20
password-protected website for classroom use.

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