Access 2010 Basics PRESENTED BY THE TECHNOLOGY TRAINERS OF THE MONROE COUNTY LIBRARY SYSTEM EMAIL: TRAININGLAB@MONROE.LIB.MI.US MONROE COUNTY LIBRARY SYSTEM 734-241-5770 840 SOUTH ROESSLER STREET MONROE, MI 48161 THE MONROE COUNTY LIBRARY SYSTEM SERVES ALL RESIDENTS OF THE COUNTY BY PROVIDING FREE ACCESS TO INFORMATION, EDUCATION AND RECREATION.
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Table of Contents Purpose of Databases... 4 Access lets you:... 4 Database Objects:... 4 Open Microsoft Office Access... 5 Access Screen Description... 6 Ribbon Description... 7 Help... 8 Database Objects... 9 Save and Edit Data... 10 Saving a Table for the first time... 10 Saving an Edited Object... 11 Saving Data... 11 Update Data... 11 Add New Record... 11 Delete a Record... 11 Exercise 1:... 12 Table Description... 13 Exercise 2:... 14 Entering Data... 14 Exercise 3:... 15 Working with Forms... 15 Exercise 4:... 16 Queries... 16 Design a Query... 16 Perform a Query... 17 To Change Views:... 18 Exercise 5:... 19 Viewing a Report... 19 View a Report... 19 Rename an Object... 20 3
Purpose of Databases Databases are used to organize lists of information for specific purposes, depending on the type of informationin the list. Access helps you to create your list and then use the information according to the needs of the information. Access lets you: Store Information This is where lists are created for anything you want to track. This could include anything from recipes, mailing lists, employee and business information, student information, and more. Find Information This is where you find specific data within your lists or tables for editing or informational purposes. Analyze and Print Information Here you can perform calculations, for example, percentage of sales in specific locations of a business. Manage Information Here you can edit information all at one time if you have listings with common data, for example, change the geographic area for a group of sales personnel. Share Information This is a multiuser database which allows more than one user to work with the same database. Database Objects: Tables store data in rows (records) and columns (fields). All database projects must contain one table. All other database objects are optional. Queries Asks questions of data stored in a table, example, how many people purchased a specific product. Forms Custom screen for viewing, adding and editing information in a table. Reports Creates a document that contains all the information in a table for printing. Macros Creates custom commands to perform a task by using a single command. Example would be, adding Name, Employee number to an expense report. Modules Enables creation of automatic tasks using a programming language Visual Basics. 4
Open Microsoft Office Access 1. Click on Start menu button at bottom left corner of screen 2. Click on All Programs (in Vista and Windows 7) a. For Windows XP, you only need to point to All Programs and the menu will open at right 3. Scroll down menu to Microsoft Office and click on it to open the folder. 4. Click on Microsoft Access 2010. 5
Access Screen Description File Menu Quick Access Tools Command Tabs Title Bar Minimize Maximize -- Close Ribbon Current Database Tabs Navigation Document Pane Pane Status Bar Page Navigation Document Search View Buttons File Menu: Options to Open, Save, Save As, Close, Info, Recent, Print, New, Share, Help and program Options. Quick Access Toolbar: Contains common commands such as Save, Undo, and Print or add more commands by clicking on the menu and choose the tools. Command Tabs: Opens the ribbon tools to create and edit a document. Title bar: Displays the name of the program and document you are currently working on. Minimize button: Removes window from view, but not closing the program. Maximize/Restore button: Enlarge or reduce size of window. Close button: Close the current presentation. If only one presentation is open, clicking this button will close the Access program as well. Ribbon: The tabs on the Ribbon replace the menus and toolbars found in previous versions of Access. Displays tools to create and format documents. Document pane: Displays the table, form, chart, etc. you are currently working on. Record Navigation bar pane: Scroll, filter and search for records. Navigation Pane: Outline for easy access to all tables, charts, forms, and other objects associated with current database. Double click and object to open it. View buttons: These buttons enable switching between Normal, Slide Sorter, and Slide Show views. Also on the View Tab ribbon. Status bar: Displays information about your presentation, such as your current location in the presentation. Right-click the status bar to specify what information is shown. Current database tabs: Each time an object (table, form, etc.) is opened in a database, a tab will be created for navigation. 6
Ribbon Description Command tab Button Group Dialog Box Launcher Contextual tab Command Tab Group Buttons Dialog Box Launcher Contextual Tab Home, Insert, Design, Animation, Slide Show, Review and View are command tabs that hold the tools for each type of task. Each command tab is divided into groups. The group name is at the bottom of the ribbon. Ex. Clipboard, Font, Paragraph, Styles and Editing. The tools on the command tabs used to perform a task by clicking on the tool. Opens dialog boxes with more options to format or change settings. These tabs become visible when you click on an object. Design, Layout or Format. 7
Help Help gives you step by step instructions on performing tasks. Enter search keywords here. Browse help topic categories. Choose a help source. 1. Click on button in upper right corner, under the close button, OR, press the F1 key in the top row on the keyboard. 2. Type in search topic and press the Enter key on your keyboard. 3. Click the option that most closely describes what you are looking for. a. You may need to try more than one if you are not sure what terms to use. 4. Instructions are printable, or you can keep the Help window open or minimize to access it from the task bar at the bottom of screen. 8
Database Objects Tables Tables store a database s data in rows (records) and columns (fields). For example, one table could store a list of customers and their addresses while another table could store the customers orders. A database must always contain at least one table where it can store information all the other database objects are optional. Queries Queries ask a question of data stored in a table. For example, a query might only display customers who are from Texas. Forms Forms are custom screens that provide an easy way to enter and view data in a table or query. Reports Reports present data from a table or query in a printed format. Macros Macros help you perform routine tasks by automating them into a single command. For example, you could create a macro that automatically opens and prints a report. Modules Like macros, modules automate tasks but by using a built-in programming language called Visual Basic or VB. Modules are much more powerful and complex than macros. 9
Save and Edit Data Saving a Table for the First Time 1. Click the Save button on the Quick Access toolbar or go the File menu and click on Save As. 2. A small window will open 3. Type the name of Table in the text box 4. Click OK 5. It will be listed in the Navigation pane at the left and also on the Tab for that Table. 10
Saving an Edited Object Saving Data 1. After you have entered data into a Table or other Object: 2. Click on the Home tab for the Object (Table, Report, etc.) you are working with, Click on the Record button. 3. Click on Save and enter a Name for your Object. 4. It will enter the new name on the Object tab, and an Icon representing the type of Object you are working with. Refresh/Update Data 1. When adding new records in a Table, you will need to Update any other Objects you have created in your database. 2. Click on the Home tab for the Table and In the Records group click on Save. 3. Click on the Refresh button. a. If you click on another Object, you may have to Update the new data there also. Add New Record 1. Click on the Home tab. 2. Click on the Record button. 3. Click on New. The Table or Form will automatically move to the last record (row) or form. 4. Enter new data. 5. Click on Update, if needed for other objects. Delete a Record 1. Click on the Home tab. 2. Select the Record to be deleted. 3. Click on the Record button. 4. Click on the Delete button. a. Right clicking a record from the first blank column in the specific record, will open a menu with the option to delete. b. Once you delete a record, you cannot undo to get it back. It is permanent! c. Deleting does not change record number. 11
Exercise 1: 1. Click on File Menu 2. Click on New 3. Click on Office.com Templates 4. Click on the Education Folder 5. Click Student Template (blue border) 6. Type Students in the File Name box (bottom of Blank Database preview pane at right) 7. Click on the Create button (Under the File Name box) 8. A new database will open ready to create a new table. a. Because a template is being used, there will be objects in the NavigationPane at the left of the screen. The Navigation pane can be closed or open. If you have a large amount of data, closing it may give you more viewing of the database information. i. To close it, click the << in the upper right corner of the Navigation Pane. ii. To open it, click the >> at the left of the Navigation pane title. iii. Open or close the various objects by clicking the up or down arrows. This helps when there are a lot of objects for a database.
Table Description Object Tab ID/Primary Key Field Record/Row Moving in a Table Status Bar Example shows Student List-Each time a new object is created, a new tab will be visible. These can be used for navigational purposes just at the Navigation Pane is used. Just click on the tab needed and continue working. Right click a tab to close or choose another view with current table data. Example shows numbers 1, 2, 3, and (New)-For this database each record number is automatically added when putting in new data records. This field can also be employee numbers or other such data that is unique to each record. There can be no duplicate ID or Primary Keys. Example shows First Name, Last Name, E-mail Address, Business Phone, etc. When using a blank database field names are added and named as needed. When using a template, blank fields do not affect the management of data. Example shows data for Jim Davis, Betty Smith, and George Jones. Notice that only one part of a name is entered in a cell. It is necessary to enter all data individually for sorting/query purposes. Records can have duplicate information in the fields. Click or use Tab key to move to the right for the next field. Enter to add a (New) record. Enables scrolling and searching for records. < First record; > Last Record; <Back One Record; >Next Record; Use Filters; Search box-type in searchthis can be any type of information entered into the database-text or numbers. 13
Exercise 2: Entering Data 1. Type the following data into the appropriate records. Click in the first record in the First Name cell to begin. Remember, record numbers are automatically entered when you start a new record. ID First Name Last Name E-mail Address Business Phone 1 Jim Davis somewhere@fun.com 324-345-7865 2 Betty Smith circustown@work.net 937-243-3457 3 George Jones musicisfun@sing.com 876-234-6345 2. In the Students Navigation, under the Supporting Objects, click on Students Extended for viewing purposes only. Many more fields are added in this table Data can be added as needed at any time and saved 3. For viewing purposes only click on another table ( table icon). Each time you open a new object, notice that a new tab for that object is now above the table. Now, click on the tabs to see each object opened. 14
Exercise 3: Working with Forms Forms are custom screens that provide an easy way to enter and view data in a table or query. 1. Click on Student Details in the Navigation pane to open the Form object. Notice that the fields shown in the Students Extended table are all listed here with space to type new data. Data can be edited, deleted or changed here for any individual record, just as in the table. Remember, if you delete a whole record, it is not retrievable and it does not change record numbers on existing records. Notice the tabs for other forms that are also listed in the Navigation pane 2. Fill in the Address data for each record. 3. Click on the list arrow at the right of the Level box and choose a class level for each student. 4. Advance to the next record and fill in the same sections. Click the Forward/Next arrow in the status bar to advance to the next record 5. Click on the Save option above the record. A new blank record will open. You may add another student using the same fields or try a few more fields. Be sure to Save when finished and close the form. 6. Click on the Students Extended table Tab to view added details in the table. 15
Exercise 4: Queries Queries ask questions of data stored in a Table. For example, a query might only display the students last name and email address. Design a Query 1. Click on the Create Tab 2. Click on the Query Wizard 3. Click on Simple Query Wizard, click OK 4. In the Table Query list box, choose Table: Students 5. In the Available Fields list click on: ID, click on the > arrow First Name, click on the > arrow Last Name, click on the > arrow E-mail, click on the >arrow Click Next 16
6. In the What do you want to name the Query, type Email Query 7. Select the Open the Query to view information option 8. Click Finish Perform a Query 1. The Show Table Window will be in front of the Query Design page. If you do not see the Show Table window, click on the Design tab and click on the Show Table button. 2. On the Table tab, click on the Students Table and click the Add button 3. To add data information to the Query, click one time each in the Table list window on: ID First Name Last Name Email Each item will create a field (column) on the table below. 4. Remove the check mark in the First Name Show row. This will keep this data from showing on the Query. 17
Use Design Tab for Run button 5. Click on the Design Tab on the ribbon, and then click on the Run Query button (!). 6. New Email Query table will open for viewing. To Change Views: 1. On the Design tab, click on the View button and choose Design View. The view button is visible on the Home tab and can be used for all Objects. 2. In the Design View you can go back to the Datasheet view (Table) without running the Query. It will not show the changes you made to the Query unless you click on the Run button (!) Changing views is available for all objects. 18
Exercise 5: Viewing a Report Reports present data from a table or query that will display information in a format for printing that can be used in any type of presentation. They can be created using the Report button, from a Blank report or using the Wizard. Report Button takes existing data in a table or datasheet and creates a report for you. The design can be changed for individual purposes. Blank report allows you to choose the table or query and then drag and drop the appropriate field of information. Wizard works like the wizard used when you create a Query to create a report with only the data needed. Report Design allows you to add and change various options to your report such as drop-down lists, buttons, check boxes, font styles and sizes, headers and footers, etc. For this exercise, the Report button highlighted below is what will be used. For practice using the View button to see data view and design view click on the button choose from the menu. View a Report 1. Open the Email Query by double clicking it in the Navigation pane. 2. Click on the Create Tab 3. Click on the Report button 4. Click on the Save button in the Quick access toolbar or Save As in the File menu and Name the report Email Report. 19 If the As box does not show Report, click on the arrow and choose it from the list.
Rename an Object 1. To rename an object (table, report, form, query) it must be closed. a. To close an object, right click the tab and click close on the menu. 2. In the navigation pane, right click the object to be renamed. 3. On the menu, click on Rename 4. In the navigation pane, click in the name box and type in the new name. 20