Microsoft Office

Microsoft
Access 2013 Office

Access 2013 Lesson 1: Exploring the

Courseware # 3255 Access Environment
Microsoft Office
Access 2013

Lesson 1 Objectives
• Identify the main components of • Define the function of a database
the Access user interface • Compare databases in
• Identify elements on the screen spreadsheets to those created in a
• Create new blank databases relational database management
• Create databases in older formats system (RDBMS)
• Create databases from templates • Identify Access file types and file
name extensions
• Open and close databases
• Identify database objects
• Work with the Navigation Pane
• Differentiate between desktop
• Save and exporting databases databases and Access Web apps
• Set Access options

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Access 2013

An Introduction to Databases
• A database is an organized collection of information
– The primary function is to store data
– If the data is well-organized, retrieving the data is easy
• The key to designing a database successfully lies in
understanding the nature of the data

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Access 2013

Databases in Spreadsheets
• Many databases begin as
data entered into a
spreadsheet
– the rows and columns are
easy to understand
– all the data is stored in one
location
• Spreadsheet databases often
contain a considerable
amount of repeated data
– This leads to large file size
– Complex data relationships
cannot be represented

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Access 2013

Relational Database Management Systems

(RDBMS)
• A RDBMS allows you to define, create and maintain
databases while providing controlled access to the data
• All database applications use SQL to access stored data
in a standard manner
• Structured Query Language (SQL) is the standard
language used to create and interact with databases

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Access 2013

Multiple, Related Tables

• The data in a relational
database is stored in multiple
tables
• Each table stores data about
a specific aspect of the
information
• A complete set of
information can be retrieved
for a desired entity because
the data stored
in each table is “related” to
the data stored in other
tables of the database

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Access 2013

What is Access?
• Access 2013 is a RDBMS and a complete application
development environment
– Includes the tools you need to develop user-friendly
interfaces and reports
– Provides a user-friendly environment for accomplishing
database tasks even without prior knowledge
– Uses SQL code behind the scenes

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Access 2013

Access Database File

• An Access database file is a container for a variety of
database objects
• All database objects are stored within a single database
file with the .accdb file name extension
– Access 2007 also uses the .accdb extension
– Earlier versions of Access use the .mdb extension

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Access 2013

Database Objects
• Tables – store data in rows and columns. In a table, each row is
a record, and each record consists of one or more fields
• Forms – function as user-friendly interfaces for working with
data
• Reports – print and summarize data
• Queries – extract subsets of data from one or more tables,
allowing you to view exactly the data you want
• Macros – add functionality to database objects and are often
used to automate certain database tasks
• Modules – also add functionality to a database, and are stored
collections of Visual Basic for Applications (VBA) programming
language statements and procedures

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Microsoft Office
Access 2013

Desktop Databases and Access Apps

• An Access app is a new type of

database that you create, design and
modify in Access 2013 and then use
in a standard web browser
• You share Access apps with other
users as SharePoint apps
• To build an app, select the type of
data you want to track and Access
creates the database structure for
you

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Access 2013

Components of the Access 2013 User Interface

• Ribbon
• Navigation Pane
• Backstage view

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Access 2013

The Ribbon
The Ribbon contains the commands and options you use to
perform database tasks. Each tab contains a group of
related commands.

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Access 2013

The Ribbon
To reduce screen clutter, contextual tabs appear only when
they are applicable. For example, the Table Tools tab
appears only when a table is open.

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Access 2013

The Ribbon includes:

Ribbon tabs Relate to a specific type of activity. You will see
contextual tabs when they are applicable.
Command buttons Appear on the ribbon tabs in groups. When you click a
command button, an action takes place.
Collapse the Ribbon Collapse the Ribbon to just the tab names in order to
button (CTRL+F1) conserve space on the screen. You can still use the
Ribbon while it is collapsed. To toggle between a
collapsed and expanded state, press Ctrl+F1.
Microsoft Access Provides access to the Help system.
Help (F1) button

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Access 2013

The Ribbon

Each tab on the Ribbon contains

groups with similar commands. If a
group shows a feature with a drop-
down arrow, click the arrow to display a
list or a gallery of options for that
feature.

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Access 2013

The Ribbon

Click the dialog box launcher at the lower right of a

group to display a dialog box, window or task pane

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Access 2013

The Navigation Pane

• The Navigation Pane

is a central location
from which you can
use any type of
database object
• The Navigation Pane
replaces the
Database window
found in versions of
Access previous to
2007.

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Access 2013

The Navigation Pane includes:

Navigation Pane Click the drop-down arrow to open a menu that allows
menu you to specify which objects to show. The default
selection is All Access Objects.

Open/Close buttons Collapses the Navigation Pane so only its Open/Close

button and shutter bar display.

Object groups Organize the objects in a database so you can find what
you are looking for.
Database objects The tables, queries, forms and other objects that exist in
the database. Each object appears in its appropriate
group.

Search box You can type the name of an object you want to find

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Access 2013

Backstage View
• Used to create, open, save,
print and manage
databases
• Includes commands and
options related to things
you can do with a
database itself
• Shows the commands and
options available on the
File tab of the Ribbon

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Access 2013

Looking at the Screen

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Access 2013

The screen includes the following

components:
Title bar Lists the name of the open file and its path
Quick Access Provides access to frequently used commands. By default,
Toolbar includes the Save, Undo and Redo commands.
Minimize, Enable you to minimize the program to a button on the taskbar,
Restore/Maximize maximize the window to full screen, restore the window to its
and Close buttons former size, and close the application

Close object button Closes the object viewed on the right of the Navigation Pane
Dialog box launcher Opens a dialog box, window or task pane when you click it
Access work area When objects in the Navigation Pane are opened, the appear in
the Access work area so you can work with them
View buttons Enable you to switch between views of the currently selected
object

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Access 2013

The screen includes the following

components:
Status bar Indicates the currently displayed view and whether
specific modes are applied.
Split bar Drag this bar to increase or decrease the size of the
Navigation Pane, or to increase or decrease the size of
the object you are viewing in the work area.
Navigation buttons Enable you to move between records in a table or form.
Filter Enables you to remove or re-apply a filter
Search Enables you to search and find characters in the table
records.
Office Account Sign in to Office (optional) to save your files online to a
SkyDrive account.

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Access 2013

Viewing Screen Tips

• ScreenTips help identify
buttons or elements on
the tabs of the Ribbon
and the screen
• To view a ScreenTip,
position the mouse
pointer over the item; a
tip then displays the
name of the button along
with a description of its
purpose.

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Access 2013

Using the Quick Access Toolbar

• Includes buttons for
frequently used commands
• By default, includes the
Save, Undo, Redo and
Customize Quick Access
Toolbar buttons
• By default, located at the
left of the title bar above
the Ribbon
• You can move the Quick
Access toolbar and you can
customize it by adding
buttons

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Access 2013

Starting Access

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Access 2013

Wizards and Templates

• Database templates have
replaced the Database Wizard
found in older versions
• Some templates include
objects and sample data.
• The Blank database template
does not include any pre-
defined database objects

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Access 2013

Creating a New Blank Database

• The Blank database
template creates an empty
database file
• Click the Browse for a
location button to specify a
name and location for the
new database
• Specify a file name and
location and click OK to
save your specifications
• Click the Create button to
create the blank database
file

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Access 2013

Creating Databases in Older Formats

• To save a database in an older file type, display the Save
as type drop-down list in the File New Database dialog
box

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Access 2013

Creating a Database from a Template

• Click a template in the gallery
• Specify a name and location
• Click Create

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Access 2013

Closing a Database
• Use the Close command in Backstage view, OR
• Close the application window to close the file and exit
Access

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Access 2013

Opening an Existing Database

• Recently used databases appear in the Quick Access list
in the Startup screen – simply click the database name to
open the file
• You can click the Recent tab to see a list of up to 50
database files you have recently accessed – click a
database name to open the file
• You can configure Access to provide quick access links to
up to 25 databases at the bottom of the left panel in
Backstage view – click a quick access link to open the
database
• You can use the Open dialog box to locate and open a
database file as well

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Access 2013

Using the Navigation Pane

Viewing Objects
• Select options in the Navigation
Pane menu to control which objects
display in the Navigation Pane
• By default, objects display by type
and all objects appear in the
Navigation Pane
• You can filter which objects display
• You can control how objects are
grouped or organized

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Access 2013

Using the Navigation Pane

Sorting and Filtering Objects

• You can sort and filter objects in
the Navigation Pane
• To sort, right-click the object group
heading, point to Sort By, then
select an option
• To filter objects, select an item in
the Filter By Group list

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Access 2013

Using the Navigation Pane

Copying Objects
• You can copy and paste
objects in the Navigation Pane
• Different objects have
different options
• You can also use the Save
Object As command to create
a copy of the current object
with a new name

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Access 2013

Using the Navigation Pane

Renaming Objects
• Right-click an object in the Navigation Pane and select
Rename in the shortcut menu to open an object name
for editing

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Access 2013

Using the Navigation Pane

Deleting Objects
• Select an object in the Navigation Pane, then press the
Delete key or click the Delete button in the Home tab on
the Ribbon
• You can also right-click the object in the Navigation Pane
and select Delete in the shortcut menu
• You will be prompted to confirm object deletions
• Take care when deleting objects – make sure that they
are not referenced by other objects

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Using the Navigation Pane

Setting Options
• You can create custom categories and groups and set
options that control how objects displays in the
Navigation Pane
• To create a custom category, right-click the Navigation
Pane menu bar, then select Navigation Options to open
the Navigation Options dialog box
– Click the Add Item button to create a new category
– Specify a name for the new category, then click OK
– Display the Navigation Pane menu and select the new
category, then drag items from the Unassigned Objects list
into the Items list so that they will appear in the new
category
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Access 2013

Saving and Exporting Databases

• Use options in the Save

As tab in Backstage view
to save a database with
a different file name or
save a database in a
different location

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Access 2013

Saving Databases to a Different Location

• Use the Save As dialog

box to save a database
file to a different location
• Locations can include the
local network, an
attached storage device,
a cloud location or your
organization’s SharePoint
site

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Access 2013

Saving a Database as a Template

• On the Save As tab select
Template in the Database File
Types section, then click Save
As to open the Create New
Template from This Database
dialog box

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Access 2013

Access 2013 and Backward Compatibility

• Access 2013 can open .accdb and .mdb database files
• You can convert older files to a newer format using the
Save As command
• You can also save an Access 2013 database to an older
format

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Access 2013

Exporting Data to Alternate Formats

• Excel
• Text file
• XML
• PDF or XPS
• Email
• Access
• SharePoint List (listed under More)
• Word Merge • ODBC Database (listed under More)
• Word (listed under More) • HTML Document (listed under More)

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Access 2013

Access Options dialog box contains 11 tabs

General Contains options for working with Access
Current Contains options that allow you to control how a user an
Database interact with the current database
Datasheet Contains options that affect the appearance of datasheets
Object Designers Contains options that control how object designers (the
tools that help you create tables, queries, forms, etc.)
function
Proofing Contains settings for AutoCorrect and the spelling checker
Language Contains settings for specifying default editing, display and
Help languages

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Access 2013

Access Options dialog box contains 11 tabs

Client Contains settings that control the behavior of the cursor,
Settings default printing margins and default open mode
Customize Contains tools you use to customize the Ribbon
Ribbon
Quick Access Contains tools you an use to customize the Quick Access
Toolbar toolbar
Add-ins Contains options that allow you to view and control
Microsoft Office add-ins
Trust Center Contains links to privacy statements and a command button
that opens the Trust Center, which controls security settings
for Access

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Access 2013

Lesson Summary
• Identify the main components of • Define the function of a database
the Access user interface • Compare databases in
• Identify elements on the screen spreadsheets to those created in a
• Create databases in older formats relational database management
• Create databases from templates system (RDBMS)
• Open and close databases • Identify Access file types and file
name extensions
• Work with the Navigation Pane
• Identify database objects
• Save and export databases
• Differentiate between desktop
• Set database options databases and Access Web apps

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Microsoft Office
Access 2013

Review Questions
1. Which of the following is a benefit of storing data in multiple,
related tables?
a. It makes the tables easier to understand when you view them in
Datasheet view.
b. It minimizes the repetition of data.
c. It makes the database larger.
d. It makes the data accessible by all versions of Microsoft Access
2. Which of the following types of database objects is often used as a
data entry screen?
a. A query.
b. A report.
c. A menu.
d. A form.

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Review Questions
3. The commands and options in Backstage view are related to:
a. file management tasks.
b. entering data into tables.
c. relating tables to one another.
d. automating tasks within a database.
4. What does the globe icon in the template gallery indicate?
a. The template is available in over 70 languages.
b. The template will work in all versions of Microsoft Access.
c. The template is for a web app.
d. The template was developed by Microsoft and Google.

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Access 2013

Review Questions
5. Which of the following is the native file format for Access 2013
databases?
a. .mdb
b. .accdb
c. .db
d. .sql

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