Office Access 2003

Lab 1
Creating a Database

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
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Concept Preview
• Database • Field Property
• Object • Primary Key
• Field Name • Graphic
• Data Type • Column Width

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
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Concept 1
Database
• Database – Organized collection of related
information
• Table – Vertical columns & horizontal rows
where information is stored
DATABASE
• Record (a row in a table)
– A group of related pieces of information about
one person, place, or thing
• Field
– (a column in a table, or an entry in a record)
– Smallest unit of information
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Example
• Suppose we are a parts distributor.
• We have a list of suppliers that we work with,
a list of parts that we sell.
• For each supplier, we know their contact
address, what parts they supply, and at what
price.
• We also know the specification of each part.
• We want to create a database for this.

© 2007 P. Uthaisombut
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Database
Supplier Table record
Supplier ID Supplier Name Supplier Address
100 Parts Universe Twintown, CA
105 Discount parts Pittsburgh, PA
Supply Table
112 Power Parts Kentmont, OK Supplier ID Part ID Price

… … … 100 33333 $0.95

100 44444 $1.45
field 100 55555 $5.00
Part Table 105 33333 $0.50
Part ID Part Name Part dimension 105 44444 $0.95
33333 Bolt 1 in 112 55555 $15.95
44444 Screw 2 in … … …
55555 Pipe 2 feet
… … …

© 2007 P. Uthaisombut
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Queries
• List all the suppliers.
• List all the suppliers in CA.
• List all the suppliers who supply bolts.
• List all the suppliers who supply bolts for less
than $1.00.
• Count the number of parts supplied by Parts
Universe.
• Give the average price of screw from the
suppliers in PA.
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Introducing Access 2003

• Starting Access
– New file task pane is displayed
– Start by first creating a new database or
opening an existing one
• The Access Window features
– Database toolbar
– Taskpane
– Workspace
– Status bar
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The Access Window

Title bar
Menu bar
Getting started
task pane
Database toolbar

Mouse Pointer

Workspace

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Creating a New Database

• Plan
• Design
• Develop
• Implement
• Review

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Planning and Designing a

Database
• Analyze current record-keeping system
• What forms are currently used for data
entry?
• What reports are needed?
• What data will be in the tables?
• How will the tables be related?

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Creating and Naming the

Database File
• File New Database dialog box
– Database file name
• Default is db1
• Extension is .mdb
• Replace with new name
– Location of file
• Default is My Documents folder
• Database window
– Opens in workspace
– Name of database displayed in title bar
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Creating and Naming the

Database
Places bar Default location

Default name is selected Restricts to database files

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-26

Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-27

Concept 2
Object

Object Use
Table Stores data

Query Finds and displays selected data

Form View, add, and update data in

tables
Report Analyzes and prints data in a
specific layout
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Database
Supplier Table record
Supplier ID Supplier Name Supplier Address
100 Parts Universe Twintown, CA
105 Discount parts Pittsburgh, PA
Supply Table
112 Power Parts Kentmont, OK Supplier ID Part ID Price

… … … 100 33333 $0.95

100 44444 $1.45
field 100 55555 $5.00
Part Table 105 33333 $0.50
Part ID Part Name Part dimension 105 44444 $0.95
33333 Bolt 1 in 112 55555 $15.95
44444 Screw 2 in … … …
55555 Pipe 2 feet
… … …

© 2007 P. Uthaisombut
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Creating a Table
• The table object is the basic unit of a
database
• Must be created first before other
objects
• Cannot open more than one database
file at a time

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Three Ways to Create a Table

1. Datasheet View
2. Design View
3. Table Wizard

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Design View

Table Design Toolbar

Two open windows

Field definition grid used to define fields

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Concept 3
Field Name

• Used to identify data stored in the field

• Up to 64 characters long
• Cannot start name
with a space
• Examples:
– Last name
– First name
– Address

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Database
Supplier Table record
Supplier ID Supplier Name Supplier Address
100 Parts Universe Twintown, CA
105 Discount parts Pittsburgh, PA
Supply Table
112 Power Parts Kentmont, OK Supplier ID Part ID Price

… … … 100 33333 $0.95

100 44444 $1.45
field 100 55555 $5.00
Part Table 105 33333 $0.50
Part ID Part Name Part dimension 105 44444 $0.95
33333 Bolt 1 in 112 55555 $15.95
44444 Screw 2 in … … …
55555 Pipe 2 feet
… … …

© 2007 P. Uthaisombut
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Defining Field Names

Click to open drop-down list

Field Default data type

name

Help information on data types

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Defining Data Types

Default data type

Data types

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Concept 4
Data Type

• Data type defines the type of data field

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

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Data Types

Text AutoNumber
Memo Yes/No
Number OLE Object
Date/Time Hyperlink
Currency Lookup Wizard

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Concept 5
Field Property

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

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Field Properties

• Field Size • Validation Rule

• Format • Validation Text
• Input Mask • Required
• Caption • Allow Zero Length
• Default Value • Indexed

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Entering a Field Description

Field description

Help information on current task

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Concept 6
Primary Key

• A field that uniquely identifies each record

• Most tables have a primary key
• Key data MUST be unique
• Prevents duplicate records
• Used to control sorting order
• Used to create a link between tables

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Defining a Primary Key

Defines field as primary key

Indicates field as primary key

Duplicate values in field not allowed

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Defining Date Format

Date/time data type

formats

Format sample

Format name

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Defining a Field

• Field Name
– Supplier Name
• Data type
– Text
• Field property
– 30 Characters
–…
• (Primary key)
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Defining Additional Fields

11 fields defined

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More on Creating Tables

• Editing field
definitions
• Saving the table
structure

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-48

Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-49

ENTERING AND EDITING

TABLE DATA
Views
View Purpose
Design view Used to create a table, form,
query, or report
Datasheet view Provides a row-and-column view
of data
Form view Displays records in a form

Preview Displays data as it will appear

when printed
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Using Table Datasheet View

• Datasheet
• Field selector
• Record selector Table datasheet
toolbar
• Current record
• Record number Datasheet containing one blank record
indicator
• Navigation button Record number indicator

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Entering Data in a Datasheet

View

Identifies end of table or where

new record can be entered or edited

Informs you that entry is not valid

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Datasheet View

• Entering data
– Should be accurate and consistent
– Typed exactly as you want it to appear
• Editing data
– Position insertion point in field
– Use ESC to cancel changes

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Concept 7
Graphic

We are pleased
to announce
the grand
opening of
Tom’s Deli

Photograph
Drawing Object

Clipart

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Graphics
• Graphic
• Drawing object
• Picture
• Bound object
• Unbound object

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Inserting a Picture
Create a new object

Insert existing object

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Preview
Changes dialog box view

Preview of
selected file

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Opening Inserted Object

Picture opened in
graphics program

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Navigating a Datasheet
Key Voice Movement
Right arrow key Tab or Right Next field
or Tab
Left arrow key or Shift tab or left Previous field
Shift +Tab
Downward arrow Down Current field in
key next record
Upward arrow Up Current field in
key previous field
Home Home First field in record
End End Last field in record
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Changing a Column Width

Column width too small

to display entire entry

Column width larger

than needs to be

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Concept 8
Column Width

• Size of a field column

• Affects amount of data you can see
• Default can display 15.6667 characters
• Can adjust width for appearance
• Use Best Fit
What is the difference between column
width and field size?

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Resizing a Column

Column width increased

and field entries are
fully displayed Drag to size column width

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Using Best Fit

All fields selected

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Adding Records in Data Entry

All existing records are hidden

Number of records
entered in data
entry

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Adding Records in Data Entry

Records are displayed in

primary key order

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Deleting Records

Deletes selected
record

Message box asks you

to confirm deletion

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-67

Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-68

Previewing And Printing A

Table
• Preview table to save time
– Adjust magnification to best fit
– Can view multiple pages
• Page orientation
– Portrait
– Landscape
• Print table
– Use default settings
– Use Print command to change settings

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Previewing the Table

Print Preview toolbar

Table name and date

1-inch margin

Mouse pointer

Page number in footer

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More on Preview

Displays two pages

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Changing the Page

Orientation

Page orientation
changed to landscape

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Print Options
Option Action
All Prints the entire
document
Pages Prints pages you
specify by typing page
numbers in the textbox
Selected Records Prints selected records
only

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Printing a
Selected page
Selected printer

Enter page numbers to print

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Closing And Opening A Table

& Database
• Close table and save any layout changes
• Close database
• Click OPEN to open existing database file
• Select name of table to open

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Closing a Table

Table name appears in the table object list

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Closing the Database

Main menu
and toolbar
buttons are
available

Empty Access window

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Opening a Database

Student names document

Access file names

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Opening a Table

Open selected table object

Table name selected

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Exiting Access
• Click X in the upper right corner of the Access
window
• Menu equivalent is File/Exit

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Outline
 Database  Entering and editing table
 Database data
 Table  Datasheet view
 Queries  Entering data
 MS access  Editing data
 Creating a table  Inserting a picture
 Record, Field
 Navigation
 Field name  Printing a table
 Data types
 Field properties
 Primary key field
 1-81

Key Terms
• active window • database
• Best Fit • Database toolbar
• bound object • drawing object
• cell • datasheet
• clip art • data type
• column width • field
• current field • field name
• current record • field property

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Key Terms continued

• field selector • portrait
• field size • primary key
• graphic • record
• landscape • record number
• navigation buttons indicator
• object • record selector
• orientation • relational database
• picture • table

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Key Terms continued

• Unbound object • Wizard
• view • workspace

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FAQs
1. What is a relational database?
2. What is the difference between a table
and a file?
3. Does a database contain one table or
several tables?

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FAQs
4. The My Document folder has several
files called db1, db2, db3, etc. What
are these?
5. What other Access objects are in a
database besides tables?
6. What is a primary key?
7. I am ready to enter my data into
Access. What do I need to do first?

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FAQs
8. How can I get the state code of my
state to be entered automatically in a
field?
9. I want to enter dates using the MM-
DD-YY format. Is there an easy way to
do this?
10. I forgot a field in my table and now I
want it positioned in the middle of the
table. How can I do this?

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Discussion Questions
1. Discuss several uses you may have for
a relational database. Explain the
steps you would follow to create your
first table.
2. Discuss why it is important to plan a
database before creating it. How can
proper planning save you time later?
3. Discuss the difference between Edit
mode and Navigation mode.
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Discussion Questions
4. Design view and Datasheet view are
two views in Access. Discuss when it
would be appropriate to use each of
these views.
5. Discuss why it is important to choose
the correct data type for a field. What
may happen to the data if you change
the data type?

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