GO! with Microsoft Access 2016 Comprehensive First Edition Chapter 1 Getting Started with Microsoft Access 2016
Learning Objectives Identify Good Database Design Create a Table and Define Fields in a Blank Desktop Database Change the Structure of Tables Create a Query, Form, and Report Close a Database and Close Access Use a Template to Create a Database Organize Objects in the Navigation Pane Create a New Table in a Database Created with a Template Print a Report and a Table 2
Identify Good Database Design A database is an organized collection of data related to a specific topic or purpose. There are two basic types of databases systems, a flat or simple database and a relational database. In a flat database, there are no related pieces of data. In a relational database, there are multiple pieces of data that are related in some way to each other. Access 2016 is a relational database management system, referred to as a DBMS which is software that controls how related pieces of data are stored, organized, retrieved, and secured. 3
Identify Good Database Design When creating a database, the first step is to decide what information needs to be included and what questions should the database answer. Tables are the foundation of an Access database. Tables are similar to an Excel spreadsheet because they are created in columns and rows. Each table row is a record. Each table column is a field or a single piece of information for every record. When organizing the fields of information in a table, break each piece of information into its smallest, most useful part. 4
Identify Good Database Design The first principle of good database design is to organize data in the tables so that redundant or duplicate data does not occur. The second principle of good database design is to use techniques that ensure the accuracy and consistency of data as it is entered into the table. The tables in a relational database are linked or joined to one another by a common field (a field in two or more tables that stores the same data). 5
Create a Table and Define Fields in a Blank Desktop Database There are three methods to create a new Access database: One method is to create a new database using a database template. A template is a preformatted database designed for a specific purpose. A second method is to create a new database from a blank desktop database. A blank desktop database has no data and has no database tools; you create the data and the tools as you need them. A third method is to create a custom web app database from scratch or by using a template that you can publish and share with others over the Internet. 6
Create a Table and Define Fields in a Blank Desktop Database 7
Create a Table and Define Fields in a Blank Desktop Database To create a blank database: Click Browse to choose the location for the database Name the file in the File Name box Click Create 8
Create a Table and Define Fields in a Blank Desktop Database The table displays in Datasheet view, which displays the data in columns and rows similar to the format of an Excel worksheet. Another way to view a table is in Design view, which displays the underlying design or the structure of the table s fields. The most common database objects are tables, queries, forms, and reports. Objects are created to store data, to work with data, and to display data. Navigation pane displays objects that can be opened. Object tab identifies open objects. Object window displays active or open object(s). 9
Create a Table and Define Fields in a Blank Desktop Database 10
Create a Table and Define Fields in a Blank Desktop Database A data type is the kind of data that can be stored in a field. A field can have only one data type. Examples of Data types Short text up to 255 characters Date & Time date or time Auto Number unique sequential numbers Currency amounts Field names should be specifically related to the data included in the table. Examples of field names are Last Name, First Name, and Middle Initial. 11
Create a Table and Define Fields in a Blank Desktop Database 12
Create a Table and Define Fields in a Blank Desktop Database You can type records directly into a table. You can also import data from a variety of sources. There are three options for importing data from an Excel spreadsheet: import the data into a new table in the current database, append a copy of the records to an existing table, or link the data from the spreadsheet to a linked table in the database. To append records from an Excel workbook to an existing database table, the column headings in the Excel worksheet must be identical to the field names in the table. 13
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Change the Structure of Tables In Design view, you can view the information about each field s characteristics, and decide how each field should look and behave in the Field Properties area. For example, you can set a specific field size. 15
Change the Structure of Tables Primary key unique identifier Cannot be duplicated in table 16
Change the Structure of Tables 17
Create a Query, Form, and Report A query is the answer to a question. When a database query is created, the result of the query appears as one datasheet. A select query retrieves data from one or more tables or queries. 18
Create a Query, Form, and Report The results of a query the answer to your question only display the fields you asked for with the criteria specified in the question. 19
Create a Query, Form, and Report A form is an object that can be used for data entry, to edit data, or display the data in form view. The fields are in the same order that they were created in the table. In Form view, you can view the records, create a new record, edit a record, and delete a record; but you cannot change the layout or design of the form. Layout view is the Access view in which you can make changes to an object while the object is open and displaying the data from the data source. Design view is an Access view that displays the detailed structure of an object, and not the data. Changes can be made in this view. 20
Create a Query, Form, and Report 21
Create a Query, Form, and Report 22
Create a Query, Form, and Report A report is an object that displays all the information from a table in an easy-to-read format which is suitable for printing. Reports can be created to summarize information. The report layout view is very similar to the layout view of a form. Layout view is where changes to the report or form format can be made. 23
Create a Query, Form, and Report Print Preview of the Report 24
Close a Database and Close Access When you close a table, any changes made to the records are saved automatically. If you make changes to the structure or adjusted column widths, you are prompted to save the table when you close the table or when you switch views. Likewise, you are prompted to save queries, forms, and reports if you make changes to the layout or design. When finished using the database, close the database objects, and exit Access. 25
Close a Database and Close Access If the navigation pane is open, all the objects created will be listed. 26
Use a Template to Create a Database A database template has prebuilt tables, queries, forms, and reports that perform a specific task. The advantage of using a template to start a new database is that you do not have to create the objects; all you need to do is enter the data and modify the prebuilt objects to suit your needs. 27
Use a Template to Create a Database A single-record form enables you to display and enter records into the table. 28
Organize Objects in the Navigation Pane The Navigation Pane groups and displays your objects in a predefined arrangement. The Tables and Related Views category groups objects by the table they are related to. 29
Create a New Table in a Database Created with a Template When there is redundant information, it is a sign that a new table should be created. To create a new table, click Table in the Tables group on the Create tab. 30
Print a Report and a Table 31
Glossary
Append: To add on to the end of an object; for example, to add records to the end of an existing table. AutoNumber data type: A data type that describes a unique sequential or random number assigned by Access as each record is entered and that is useful for data that has no distinct field that can be considered unique. Best Fit: An Access command that adjusts the width of a column to accommodate the column s longest entry. Blank desktop database: A database that has no data and has no database tools you must create the data and tools as you need them; the database is stored on your computer or other storage device. Caption: A property setting that displays a name for a field in a table, query, form, or report different from the one listed as the field name. Common field: A field included in two or more tables that stores the same data. Currency data type: An Access data type that describes monetary values and numeric data that can be used in mathematical calculations involving values with one to four decimal places. Custom web app: A database that you can publish and share with others over the Internet. Data: Facts about people, events, things, or ideas. 33
Data source: The table or tables from which a query, form, or report gathers its data. Data type: Classification identifying the kind of data that can be stored in a field, such as numbers, text, or dates. Database: An organized collection of facts about people, events, things, or ideas related to a specific topic or purpose. Database management system (DBMS): Database software that controls how related collections of data are stored, organized, retrieved, and secured; also known as a DBMS. Database template: A preformatted database that contains prebuilt tables, queries, forms, and reports that perform a specific task, such as tracking events. Datasheet view: The Access view that displays data organized in columns and rows similar to an Excel worksheet. DBMS: An acronym for database management system. Design view: An Access view that displays the detailed structure of a table, query, form, or report. For forms and reports, may be the view in which some tasks must be performed, and only the controls, and not the data, display in this view. Destination table: The table to which you import or append data. 34
Export: The process of copying data from one file into another file, such as an Access table into an Excel spreadsheet. Field: A single piece of information that is stored in every record; represented by a column in a database table. Field properties: Characteristics of a field that control how the field displays and how data can be entered in the field; vary for different data types. First principle of good database design: A principle of good database design stating that data is organized in tables so that there is no redundant data. Flat database: A simple database file that is not related or linked to any other collection of data. Form: An Access object you can use to enter new records into a table, edit or delete existing records in a table, or display existing records. Form view: The Access view in which you can view records, but you cannot change the layout or design of the form. Import: The process of copying data from another file, such as a Word table or an Excel workbook, into a separate file, such as an Access database. Information: Data that is accurate, timely, and organized in a useful manner. 35
Layout view: The Access view in which you can make changes to a form or report while the data from the underlying data source displays. Link: A connection to data in another file. Multiple-items form: A form that enables you to display or enter multiple records in a table. Navigation area: An area at the bottom of the Access window that indicates the number of records in the table and contains controls in the form of arrows that you click to move among the records. Navigation Pane: An area of the Access window that displays and organizes the names of the objects in a database; from here, you open objects for use. Normalization: The process of applying design rules and principles to ensure that your database performs as expected. Number data type: An Access data type that represents a quantity, how much or how many, and may be used in calculations. Object tab: In the object window, a tab that identifies the object and which enables you to make an open object active. Object window: An area of the Access window that displays open objects, such as tables, queries, forms, or reports; by default, each object displays on its own tab. 36
Objects: The basic parts of a database that you create to store your data and to work with your data; for example, tables, queries, forms, and reports. Populate: The action of filling a database table with records. Primary key: A required field that uniquely identifies a record in a table; for example, a Student ID number at a college. Property Sheet: A list of characteristics properties for fields or controls on a form or report in which you can make precise changes to each property associated with the field or control. Query: A database object that retrieves specific data from one or more database objects either tables or other queries and then, in a single datasheet, displays only the data you specify. Record: All of the categories of data pertaining to one person, place, event, thing, or idea; represented by a row in a database table Record selector bar: The bar at the left edge of a record when it is displayed in a form, and which is used to select an entire record. Record selector box: The small box at the left of a record in Datasheet view that, when clicked, selects the entire record. Redundant: In a database, information that is duplicated in a manner that indicates poor database design. 37
Relational database: A sophisticated type of database that has multiple collections of data within the file that are related to one another. Report: A database object that summarizes the fields and records from a table or query in an easy-to-read format suitable for printing. Run: The process in which Access searches the records in the table(s) included in the query design, finds the records that match the specified criteria, and then displays the records in a datasheet; only the fields that have been included in the query design display. Second principle of good database design: A principle stating that appropriate database techniques are used to ensure the accuracy and consistency of data as it is entered into the table. Select query: A type of Access query that retrieves (selects) data from one or more tables or queries, displaying the selected data in a datasheet; also known as a simple select query. SharePoint: A Microsoft application used for setting up websites to share and manage documents. Short Text data type: An Access data type that describes text, a combination of text and numbers, or numbers that are not used in calculations, such as the Postal Code. Simple select query: Another name for a select query. 38
Single-record form: A form that enables you to display or enter one record at a time from a table. Source file: When importing a file, refers to the file being imported. Structure: In Access, the underlying design of a table, including field names, data types, descriptions, and field properties. Table: A format for information that organizes and presents text and data in columns and rows; the foundation of a database. Tables and Related Views: An arrangement in the Navigation Pane that groups objects by the table to which they are related. Truncated: Data that is cut off or shortened because the field or column is not wide enough to display all of the data or the field size is too small to contain all of the data. Wizard: A feature in Microsoft Office that walks you step by step through a process. 39