Microsoft Access 2016

Module 1: Creating a Database

Module Objectives

Session 1.1

  • Learn basic database concepts and terms
  • Start and exit Access
  • Explore the Microsoft Access window and Backstage view
  • Create a blank database
  • Create and save a table in Datasheet view
  • Enter field names and records in a table datasheet
  • Open a table using the Navigation Pane

Session 1.2

  • Open an Access database
  • Copy and paste records from another Access database
  • Navigate a table datasheet
  • Create and navigate a simple query
  • Create and navigate a simple form
  • Create, preview, navigate, and print a simple report
  • Use Help in Access
  • Compact, back up, and restore a database

Introduction to Database Concepts–read pages AC1 to AC7–WATCH THIS VIDEO

  1. Be sure to understand that a relational database is a collection of tables that are related to one another based on a common field. The tables within the database contain a collection of records. The records within the table contain a collection of fields. Each field in the table represents a particular characteristic of the data.
  2. A field, or a collection of fields, is designated as the primary key. The primary key uniquely identifies a record in the table. When the primary key of one table is represented in a second table to form a relationship, it is called a foreign key. This may not be clear when you first say it; however, it may be easier to understand the concept when you look at an example such as the one shown in the text.
  3. Group Activity: Think about creating a database that will store information about students. Good database design is very important. Get into groups of two or three. Each group needs to design a table that will contain information about students. You should decide on all the fields (characteristics) you would need to maintain student records. Once the fields are defined, select a field that would uniquely identify a student (usually a student ID). Why would a student’s name not be a good choice for the primary key? Next, “fill in” the data for a particular student–this collection of values is considered a record (information about one particular student).
  4. Group Activity: Create another table that will store information about the student organizations students participate in (or extracurricular activities, sports, etc.).When you have decided what the second table will be, determine the required fields. Most importantly, decide on the common field that will link these tables in a relational database.
  5. Quick Quiz:
    1. In database terms, a __________ is a single characteristic or attribute of a person, place, object, event, or idea.
      1. table
      2. record
      3. field
      4. field value
    2. A(n) __________ is a collection of fields that describe a person, place, object, event, or idea.
    3. True or False: In a relational database, you connect records in separate tables through a common field that appears in both tables.

Starting Access and Creating a Database–Read and do AC7 to AC10–WATCH THIS VIDEO

  1. REVIEW:
    1. In database terms, a __________ is a single characteristic or attribute of a person, place, object, event, or idea.
      1. table
      2. record
      3. field
      4. field value
    2. A(n) __________ is a collection of fields that describe a person, place, object, event, or idea.
    3. True or False: In a relational database, you connect records in separate tables through a common field that appears in both tables.
  2. Backstage view contains options for creating a new database, opening an existing database, and more. You can create a new database that does not contain any data or objects by using the Blank Database option. If the database you need to create contains objects that match the ones found in common databases, such as ones that store data about contacts or events, you can use a template that Access installs (listed in the Available Templates section) or download a template from Microsoft Office Online (listed in the Office.com Templates section).
  3. Quick Quiz:
    1. When you are viewing the Backstage view, which of the following is not one of the options?
      1. opening database templates
      2. creating a new database
      3. opening an existing database
      4. modifying content from Microsoft Office Online
    2. A(n) ________ is a predesigned database that includes professionally designed tables, reports, and other database objects that can make it quick and easy for you to create a database.
    3. The new blank table that Access creates is displayed in ___________ view.

BEGIN: Creating a Table in Datasheet View–Read and do pages AC11 to AC22–WATCH THIS VIDEO

  1. REVIEW
    1. When you are viewing the Backstage view, which of the following is not one of the options?
      1. opening database templates
      2. creating a new database
      3. opening an existing database
      4. modifying content from Microsoft Office Online
    2. A(n) ________ is a predesigned database that includes professionally designed tables, reports, and other database objects that can make it quick and easy for you to create a database.
    3. The new blank table that Access creates is displayed in ___________ view.
  2. You enter data into the table in Datasheet view. In a later module, they will learn how to add records in other ways. As you enter records, they will be placed in the table in the order in which they were entered. However, when you close the table and open it again, the records will be ordered according to the primary key order. The navigation bar at the bottom of Datasheet view will indicate how many records are in the table and what the current record is (i.e., the record on which the insertion point currently rests).
  3. Access 2016 allows you to save using the Sky Drive to store the database. To use it you must have an account and log in to save and retrieve files.
  4. Quick Quiz
    1. The _____ data type allows values that contain digits, a decimal point, commas, a plus sign, and a minus sign.
      1. Currency
      2. AutoNumber
      3. Number
      4. Yes/No
    2. The field name can consist of up to ____________ characters.
    3. True or False: After you add fields and records to a table, Access automatically saves the table’s design.
  5. Look at the projects you created today. Notice how important the database name is.