Access Basics:

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Databases: Access 2007, 2010, 2013, 2016

The simplest database is a single table. A relational database normally contains several tables that are related by sharing fields. You can view the records in a table as a datasheet in rows and columns or as a form, report or data access page. A report can include calculated values like totals and averages.

Each field in a table has a number of properties, depending on the data type. You create new fields and select data types and properties in the Table Design View.

The Lookup tab for a field in Table Design View lets you create a Lookup list.  In a datasheet or form you choose a value from the list. The Lookup Wizard is in the list of data types. It walks you through the choices for the type of list and the source for the choices.

Sorting arranges records in a new order based on a particular field or fields. Filtering hides records that do not match the criteria that you chose. Filters add to each other so that you can filter the already filtered results. Sorting with the toolbar buttons applies a new sort each time.

A query can sort, filter, and rearrange fields in more complex ways that the toolbar buttons can handle. A query can be the source for a form or report or data access page. The Query Design View shows the tables that the query uses at the top and below are columns for the fields that are used by the query. There are rows for sorting and criteria.

A form is used to ease the entering and editing of records. The fields can be arranged to fit tightly together, to avoid horizontal scrolling.

A report is used primarily for printing records and calculations, like totals and averages.

A data access page is a web page that allows you to view and edit database records over the Internet or an intranet.

When printing database objects you need to check carefully to see what will print. You can select several adjacent records and print just the selection. For non-adjacent records you need to use a report based on a query that selects just the records that you want.

Access provides several wizards to help you create database objects, including a table, query, form, report, or data access page. The wizards create a simple column of controls for the fields in the source table or query. A control displays data from a field. Each control has an attached label. The default size for a control may not be large enough. You can resize controls by dragging the handles in Design View. You can rearrange the positions of controls by dragging. You can add titles, text, lines, and images in Design View.

Changing the table's design after records have been entered may cause data to be cut short or lost entirely.

Relationships connect tables through a shared field. The Relationships Window displays the tables of your choice and displays a join line connecting the matching fields. If you tell Access to enforce referential integrity, you will not be able to change or delete items that are referred to by other tables. This will help you keep your records consistent.

Where you are:
JegsWorks > Lessons > Databases

Before you start...

Project 1: Intro Arrow: subtopic open

Project 2: Access Basics Arrow: subtopic open
    InterfaceTo subtopics
    Getting StartedTo subtopics  
    Access ObjectsTo subtopics
    RelationshipsTo subtopics
    ExercisesTo subtopics

Project 3: Tables & Queries

Project 4: Forms & Reports


What You Printed for Project 2: Access Basics



What is it?

# of pages

1. Print Objects Trips table, landscape orientation, 8 records 1
2. Print Objects Trips table, selected records, 4 records 1
3. Print Objects Trips AutoForm 4
4. Print Objects Trips AutoReport 5
5. Print Objects Trips Data Access Page, record 1 and record 5 2
6. Table Relationships Relationships Window 1

Skills Covered

Skill Lesson
Getting Started
  • Open Access from Start menu
  • Open a database from a disk
  • Close a database
  • Download and open a database from the Internet
  • Create a backup copy of a database
  • Create a new blank database and save it
Open Access
  • Configure Access with Customize dialog
  • Configure Access with AutoCorrect
  • Open a recently used file
  • Configure Access with Options dialog
  • Configure Access with Page Setup dialog
Access Settings
  • Use the Type a question for help box
  • Use Help's table of contents
  • Open a Help topic
  • Manage the Office Assistant
  • Use the Office Assistant
Using Help
Access Objects
  • Create a blank database
  • Create a table in Design View
  • Add fields and choose data types
  • Set a primary key
  • Save a new table
Table Design
  • Open an existing database from the File menu
In Datasheet view:
  • Add records
  • Save a changed record
  • Navigate from record to record and field to field
Table Datasheet
  • Open an existing database from the task pane
  • Resize columns with Best Fit
  • Resize column to specific width
  • Rearrange columns
  • Resize rows
  • Edit an existing record
  • Save a changed record
  • Delete a record
  • Add a new field in Design view
  • Change field properties in Design view
  • Enter data in a new field
Manage a Table
  • Sort a table datasheet on one column
  • Apply Filter By Selection
  • Apply Filter By Form
  • Use Filter By Form with multiple criteria
  • Use Advanced Filter/Sort
Sort & Filter a Table
  • Create a simple query with the Query Wizard
  • Navigate query results
  • Edit a query in Query Design View
  • Change the order of fields in the query datasheet
  • Filter query results in Datasheet View
  • Close a query
  • Run an existing query
Query Wizard
  • Create a form with AutoForm
  • Navigate records & fields in a form
  • Use a form to add records
  • Create a hyperlink with display text
  • Use a form to edit records
  • Select a record in Form View
  • Copy a record and paste in Excel
  • Select and move a control in Design View
  • Resize a control in Design View
  • Create a report with AutoReport
  • Navigate pages in a report
  • Zoom the report preview size
  • Change a control's properties with Property Dialog
  • Resize a control
  • Create a data access page using the wizard
  • Create and format a page title
  • Select multiple objects
  • Change properties in Property dialog
Data Access Page
  • Change page margins
  • Change orientation of paper
  • Print all records in a datasheet
  • Select multiple records in a datasheet and print
  • Change properties for a form
  • Add a page header and footer
  • Hide the page header
  • Print a form
  • Print a report
  • Print a data access page
Print Objects
  • Create a table using the wizard
  • Add records
  • Save the table
Table Wizard
  • Change the data type for a field
  • Create a Lookup field with Lookup wizard
  • View the Row Source query
  • Add data using a Lookup column
Lookup Wizard
  • View a relationship between two tables
  • Delete a relationship
  • Create a relationship between two tables
  • View a subdatasheet
  • See referential integrity in action
Table Relationships

Important Terms

Best Fit
bound column
continuous forms
Database Window
data type
Filter By Form
Filter By Selection
foreign key
hyperlink field
Lookup list
Lookup Wizard
memo field
navigation bar
number field
primary key
Print Preview
record selector
referential integrity
row source
standard height
standard width
Table Wizard
text field
View: Datasheet
View: Design
View: Form
View: Page
View: Report