EXPLORING MICROSOFT OFFICE 2016

by Mary Anne Poatsy, Keith Mulbery, Lynn

Hogan, Amy Rutledge, Cyndi Krebs, Eric
Cameron, Rebecca Lawson

Chapter 1
Introduction to Access

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 OBJECTIVES

• Understand database fundamentals

• Create a database

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 ACCESS
• Microsoft Access is a database management
system.
• Databases are used to manage, store, query,
sort and report assortments of data.
• Organizations rely on databases for day to day
operations.

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 WHEN DO WE USE MS ACCESS?
• You should consider building your database
with Microsoft Access if your data structures
can be represented by the relational model.
This is true of most business applications,
Microsoft Access can be used for quite large,
complex database applications. If you
frequently need to send out mail shots then
Microsoft Access is particularly suitable for
use with the mail merge tool in Word.

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 DATABASE OBJECTS
• Objects are needed for the database to function
• Four commonly used objects
– Table organize data into columns and rows. Columns
display information in fields, while each row contains a
record.
– Form allows the user to enter, modify, or delete table
data.
– Query is a question that you ask about the data.
– Report consists of information from tables and queries

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 OBJECTS

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 GETTING STARTED
1. Start Access 2016. Your screen will look similar to the one
below:

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 TO CREATE A BLANK DATABASE:
1.Click on Blank Desktop
Database.

2. Type the database name as

Software Made Simple.
Access will automatically
append .accdb extension to the
file name.

3. Click the Browse button.

4. Locate the folder

5. Click the Create button. in which you want to
store your database
and then click OK.

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ACCESS INTERFACE

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 PARTS OF INTERFACE
• Title Bar- displays the path and file name
• The Access Ribbon
– File Tab- Save, Save As, Print
– Home Tab- basic editing functions and formatting functions
– Create Tab- create objects in the database
– External Data Tab- operations used to import and export
data
– Database Tools Tab- create relationships between tables
• Navigation Pane- expansion of the area available for
an open object

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 TABLE VIEWS
• Datasheet View looks like a grid that contain
fields and records. While in the Datasheet
view, you can view, add, edit and delete
records.

• Design View is a detailed view of the table’s

structure. The Design View is used to create
and modify a table’s design

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 TO CHANGE THE VIEW:

1. Click on View at Home tab.

2. Choose the view you want.

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 NAME AND SAVE A TABLE

1.Click on Save at the

Quick Access toolbar.

2. Type the name you

want to give your table
and click OK.

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 TO USE DESIGN VIEW TO CREATE A NEW
TABLE:

1. Click on Table Design at the Create tab and

the Table Tools will become available.

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 DATA TYPES
Data Type Use
Short Text Alphanumeric data. The Text data type is used for short text fields
of limited length, and can contain up to 255 characters.

Number Numeric data. Use for numbers you want to use in mathematical
calculations.
Date/Time Use for dates and times. Example: 01/02/99, 06:28:21 PM

AutoNumber Unique sequential numbers or random numbers automatically

inserted when you create a record. Use to create a primary key.

Long Text Long text. Use for long pieces of text, such as notes and long
descriptions. Can store up to 64,000 characters.

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 DATA TYPES
Field Property Use
Input Mask Special characters used to control the values the user can input.

Validation Rule Sets the requirements for user input.

Validation Text Text for error messages that are sent when validation rules are
broken.

Default Value Sets the value that appears in the field by default when a record is
created.

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 PRIMARY KEY
• A Primary Key is a field or combination of
fields that uniquely identify each record in a
table. No two records in a table should have
the same values in every field.

• Click Primary Key if the column you created

is a primary key. A small key appears next to
the field name.

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 INPUT MASK
Character Description
0 Digit (0 through 9, entry required; plus
[+] and minus [-] signs not allowed).

9 Digit or space (entry not required; plus

and minus signs not allowed).

# Digit or space (entry not required; blank

positions converted to spaces, plus and
minus signs allowed).

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 CREATE tblInstitution TABLE
(DESIGN VIEW)
Field Name Data Type Special Requirements
Institution Code Autonumber Primary Key
Institution Name Short Text 100 characters
Address Short Text 200 characters
Phone Short Text Exp: (606)252-3723
Fax Short Text Exp: (606)252-3729
Sector Short Text 30 characters
Email Short Text 40 characters
Enrolment Size Number Validation Rule: Maximum of 100,000
students
Validation Text: Maximum enrolment
size is 100,000 students only!

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 CREATE tblContact TABLE
(DESIGN VIEW)
Field Name Data Type Special Requirements
Contact ID Short Text Primary Key
Name Short Text 100 characters
Position Short Text 100 characters
Department Short Text Default: IT Department
Address Short Text 200 characters
Phone Short Text Exp: (606)252-3723
Fax Short Text Exp: (606)252-3729
Email Short Text 40 characters
Institution Code Number  
Remark Long Text  

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 CREATE tblOrder TABLE
(DESIGN VIEW)
Field Name Data Type Special Requirements

Order Number Autonumber Primary Key

Institution Code Number
Book Qty Number Validation Rule: Maximum of 100,000
books
Validation Text: Only a maximum 0f
100,000 books per order
Value Number
Order Type Short Text
CD Renewal Date/Time Medium Date (Exp: 25-Dec-15)

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CREATE tblInstitution TABLE
(DATASHEET VIEW)

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CREATE tblContact TABLE
(DATASHEET VIEW)

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 CREATE tblOrder TABLE
(DATASHEET VIEW)
Order Number Institution Code Book Qty Value Order type CD renewal
1 2 25 30000 Book
2 2 0 500000 CD-ROM 12-Dec-09
3 2 35 500000 Book
4 2 0 1500000 CD-ROM 12-Dec-10
5 3 34 54333
6 4 33 10000
7 5 10 2000
8 5 0 5000 CD-ROM 31-Dec-10
9 6 0 20000 CD-ROM 31-Jul-11
10 7 30 30000
11 7 0 2000 CD-ROM 31-Jul-11
12 8 50 1000000
13 8 0 50000 CD-ROM 31-Jul-12

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 COPYRIGHT

All rights reserved. No part of this publication may be reproduced, stored in a retrieval
system, or transmitted, in any form or by any means, electronic, mechanical,
photocopying, recording, or otherwise, without the prior written permission of the
publisher. Printed in the United States of America.

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