Lesson 28: Exploring Access 2010

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Learning Objectives After studying this lesson, you will be able to:

Define database and key terms associated with databases

Identify objects contained in modern databases and explain how they

are used

Launch Access 2010 and identify elements of the application window

Create a new blank database and database table

Use the Navigation Pane and enter data into a table

Save and close database objects

Preview and print datasheets

Use Help

Close a database and exit Access 2010

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Database Defined

What is a database?

A collection of related data stored together in one

electronic file

Database Structures

Flat database files

Relational database files

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Repetitive data

Organizing Data into Tables

A typical clinic statement might include:

Distributed among these tables:

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Launching Access 2010 Same basic procedures used to launch other

computer programs

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Exploring the Access Environment

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Backstage viewTemplates

Create a blank database

Creating a Blank Database

Name and save the database first

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Filename for new database

Browse to a folder

Features of the Database Window

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Navigation

Pane

Ribbon tabs

Shutter Bar

Open/Close

button Table1

Identifying Object Types Four basic types of objects

Tables: Hold data Queries: Search table data Forms: Input table data Reports: Report table data as meaningful information

Each object type is represented by a different icon Tables: Queries: Forms: Reports:

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Using the Navigation Pane

Shutter button opens and closes the Navigation Pane

Organization appears in the Navigation Pane banner

Navigation Pane banner menu button ▼ displays the

Navigation Pane menu

Choose a different organization from the Navigation

Pane menu

Expand and collapse buttons to show/hide each

object list

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The Navigation Pane Menu

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Menu button

Ways to organize the

Navigation Pane

Active display features

Creating Tables in Datasheet View Access creates the first table when you create a new

blank database.

Table is generically named Table1

Additional tabs appear on Ribbon:

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Table Tools:

Fields & Table

Three Basic Terms Used in Databases

Field The basic unit of database tables Holds one piece of data—first name, last name, street

Record A collection of all fields related to one item All fields for a person or company

File A collection of all related records stored together All customers or all suppliers

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Navigating Datasheets Tables and queries display in a row and column layout

called a datasheet Datasheet resembles an Excel spreadsheet To move from column to column, press [Tab] or [Enter]

or click the cell

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Navigation buttons

Table Guidelines

Each table has a primary key field

Primary key fields must contain data

Tables share at least one field with other tables in the

database

Fields shared with other tables are foreign keys

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Data Types

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Some are self-explanatory

Most common types:

Text

Number

Currency

Date & Time

Each data type has unique

characteristics and limitations

Entering Data into a Table Datasheet

Click the New Record button

Press [Tab] or [Enter] to

move to the next column

The new row is

identified with

an asterisk

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Previewing and Printing Data

Printing procedures unique to Access

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Closing Databases & Exiting Access

Closing Databases

File > Close Database

[Ctrl]+[F4] closes open objects such as tables

Exiting Access

File > Exit

[Alt]+[F4]

Access 2010 application window Close button

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Lesson 28: Exploring Access 2010