Access 2010 Essentials

Power Point Slides

Corporate Training Materials
 Module One: Did you know
that Access was

Getting Started first released in

1993? The
largest database
size allowed by
Welcome to the Microsoft Access Access 1.0 was
128 MB.
2010 Essentials workshop. Access
is the world’s premier database
software. You can use Access to
create and edit databases -- just
download a ready-made database
template and start typing. It’s that
easy.
 Workshop Objectives
• Understand common database terms • Create a form with the Wizard and in Layout View
• Open and close Access • Modify a form in Design View
• Create a blank database or a database from a • Perform common formatting tasks on forms
template
• Understand the interface and the Ribbon tools • Use Themes
• Understand the Backstage View • Add or move controls on a form
• Use the Navigation Pane • Create reports using the Report Wizard
• Work with database objects • Understand the Report Design View
• Sort and filter the view • Add a Logo to a report
• Create a blank table from a template, in • Create Queries using the Wizard
Datasheet view, and Design View
• Use Lookup columns in a table • Execute a Query
• Add information to a table • Understand the Query Design View
• Edit, delete and search records • Understand Access file formats and save a
database as another file format
• Save a table • Print an Object
• Create a Navigation Form • Back up the database
• Email the database
Module Two: Getting Quick Tip: You
can open

Started With Access databases

created in
previous
versions of
Access in Access
In this module, you will learn how 2010.
to open Access. You will also
explore the Access interface, and
become familiar with the different
panes. Finally, you will create a
new, blank database.
 Common Database Terms
• File – A file is a collection of associated records.
• Record – All information (all fields/columns) for every item in
a file is called a record (or each individual line).
• Field – A record is divided into separate headings/sections
and each is known as a field – this could refer to each
column/heading. There are different types of fields,
including:
– NUMBER fields, which can be sorted in ascending or descending
numeric order
– Currency and Date/Time fields
– TEXT fields, which can contain numbers and text that do not need to
be sorted, such as telephone numbers
• Data – Data is a collection of pieces of information.
 Common Database Terms
• Database – A database is the organized collection of your data. The Access
database can be sorted, queried, or amended at any time.
• Database object – An object is a container for the work you want Access
to perform. It includes tables, macros, queries, forms, reports, and/or
pages.
• Table – A table is a collection of data organized by categories called fields,
into unique sets of data called records.
• Datasheet – A datasheet is a different way of looking at a table, form
query, or stored procedure. It is displayed in rows and columns.
• Query – A query is a request you make of your data to extract only the
information you want.
• Form – A form is a user-friendly interface used for entering or displaying
data.
• Report – A report is similar to a form, but it only shows the information
you want. It is also the end result of a query. You can print a report.
 Opening Access
1. Select START (or press the Windows key on the keyboard) to
open the Start menu.
2. Select ALL PROGRAMS.
3. Next, highlight the Microsoft Office program group. Select
MICROSOFT OFFICE ACCESS 2010.
Understanding the Access New File Screen
 Creating a Blank
Access Database

From the File tab of

the Backstage view,
select Blank
Database. If the
icon is not showing,
select Home first.

Select Create.
Creating a Blank Database
from a Template
Module Three: Using Quick Tip: Some
content in Access

the Access Interface

2010 databases
are disabled until
you enable the
content or open
the content from a
In this module, you will learn to trusted location.

understand security warnings.

Databases can contain codes that could
cause serious harm to your computer.
This module also presents an overview
of the Access Interface, including the
Ribbon Interface, the Backstage View,
and the Navigation pane.
 Understanding
Security Warnings

If you trust the source of the database, click ENABLE

THIS CONTENT. Otherwise, select the X to close the
warning, but keep the content disabled.
 Creating a Trusted Location
Use the following procedure to view information about the
database, and how to create a Trusted Location.
1. Select the File menu.
Office displays the Backstage View, with the Info tab selected.
2. Select TRUST CENTER SETTINGS UNDER the Enable Content/Security Warning area.
Access opens the Trust Center screen with the Message Bar tab showing.
3. Select TRUSTED LOCATIONS from the list on the left. The Trusted Locations page is
displayed.
The Trusted Locations page will show at least one default secure location for databases
created by Access wizards.
4. To add a secure location on your computer, click ADD NEW LOCATION.
Access displays the Microsoft Office Trusted Location window illustrated below.
5. Select BROWSE to locate the location you want to add as a trusted location.
6. Select OK.
7. Check the SUBFOLDERS OF THIS LOCATION ARE ALSO TRUSTED box if you want to
include them.
Interface Overview

Quick Access
Ribbon
Toolbar

Object Pane

Navigation Pane
 Overview of the
Ribbon Interface
Home tab Ribbon.

Create tab Ribbon.

 Overview of the
Ribbon Interface
External Data tab Ribbon.

Database Tools Tab Ribbon.

 Working With the
Backstage View

Select the FILE tab on

the Ribbon.

Access displays the

backstage View, open
to the Info tab by
default.
 Using the Navigation Pane
1. On the New tab of the
Backstage View,
select Sample
Templates from the list
of Available Templates.

2. Select the Northwind

2007 thumbnail from
the center pane.

3. Check the location to

save the database and
select CREATE.

4. Select Enable This

Content.
These employee names are fictional.
Select any employee name and select
Login to view the sample database.

The sample database opens to a page

titled “Home.”
1. To open the Navigation pane, select the bar on the left of the screen, titled
“Navigation Pane.”
The Navigation Pane displays all of the objects included with your database,
including tables, forms, reports, and queries. To open an object from the
Navigation pane, use the following procedure.
2. Select a Category to expand it.
3. Double-click on an object to open it.
Module Four: Working Quick Tip: Once
you have saved

with Database Objects

your file, you can
quickly update it
by pressing Ctrl + S
– making sure
you’ll never lose
your hard work!
In this module you will learn about
Database Objects in Access 2010
consist of Tables, Forms, Reports,
Queries, and Pages.
Viewing Database Objects
Exporting an Object
Access displays the Export
wizard. A sample is
illustrated below.
To retrieve the saved export, select SAVED EXPORTS tool from the External Data
tab on the Ribbon.
Renaming an Object
Select the arrow on the title of the Navigation pane.
Select OBJECT TYPE.
Expand the TABLES category to see a list of table objects
in the database.
Renaming an Object
Right click the object you want to rename to
display the context menu.

Access highlights the object name and allows you

to enter a new name.

Enter the new name and press ENTER.

Sorting and Filtering Your View

1. Select the arrow next to the column by

which you want to sort. Employee is used
in this example.

Access displays a menu of sorting and

filtering options. You can sort ascending or
descending.

2. To clear the sort, select the Remove Sort

tool from the Sort & Filter group on the
Home tab of the Ribbon.
Sorting and Filtering Your View
 Understanding
Application Parts
Access is a relational database. That means
that pieces of data Access stores are related
to other pieces of data.

1. Tables store the data.

2. Forms provide a visually appealing way to
enter data
3. Reports provide a visually appealing way to
review the data

To the left is the Application Parts on the

Create tab of the Ribbon.
 Module Five: Quick Tip: In
Access 2010 you

Creating Tables
can press either
Tab or Enter to
move from one
field to the next.

Although Access is comprised of many Objects,

the basic database framework revolves around
Tables. Each table usually holds information
about a single topic, and is connected or
related to other Tables through similar pieces
of information (or fields). You can create a new
Table in datasheet view or design view. You can
also create a new Table from a template. This
module also covers some of the tools to help
develop your new tables.
 Understanding Data Types
• Text – Numbers or letters, with a limit of 255 characters
• Number – Digits only
• Currency – Same as number, but with decimal places and a currency symbol added
• Date / Time – A valid date or time
• Yes / No – Accepts yes / no; true/false; on/off
• Lookup& Relationship – Creates a drop-down list from existing data or data you
enter
• Rich Text – Numbers or letters, with a limit of 255 characters, includes formatting
• Memo – Text that is too long to be stored in text fields
• Attachment - Any supported type of file, including pictures, charts, text files, and
so on
• Hyperlink– A path to an object, file or Web site
• Calculated Fields – Allow you to store the results of a calculation
 Creating a Blank Table in
Datasheet View

1. Select TABLE from the

CREATE tab on the
Ribbon.

2. To select a data type

other than text, click the
arrow next to Click to
Add and select the data
type.
 3. The column heading is highlighted when you add a
field. To rename it, simply enter the new name. You
can rename the field later by double-clicking to
highlight the column heading.

4. You can also right click on the column heading to

display the context menu.

5. Select Rename Field. After Access

highlights the field name, you can enter
the new field name.
Here is how to change the
column width for fields with
longer data:

1. Point the cursor at a

column divider until it
changes into a cross with
horizontal arrows.

2. Drag the column to the

new width.
 Understanding
Lookup Columns
Select LOOKUP & RELATIONSHIP as the data type
for a new field to open the Lookup Wizard.

For this first example, select I WILL

TYPE IN THE VALUES THAT I WANT.
Select NEXT.

Begin entering the values. You can

include multiple columns, such as
to include first and last name.
When you have finished entering
values, select NEXT.
 Enter a LABEL (field name or
column heading) for your lookup
column.

A lookup field can allow the user to

enter text. If you want to limit the
selections to only those you have
entered, check the LIMIT TO LIST
box.
To create a list of checkboxes, and
store multiple values for the field,
check the ALLOW MULTIPLE
VALUES box.
Select FINISH.
 Select LOOKUP &
RELATIONSHIP as the data
type for a new field to open
the Lookup Wizard.

From the Lookup Wizard,

select I WANT THE LOOKUP
COLUMN TO LOOK UP THE
VALUES IN A TABLE OR QUERY.
Select NEXT.

Access displays a list of tables in the current database.

You can view the list of possibilities by Tables,
Queries, or Both. Select the table you want to use
for the lookup column. Select NEXT.
You can include one or more fields from the
selected table in your lookup column.
 The next screen in the wizard
allows you to determine the order
the values appear in the drop
down list.

Select the field for each of up to

four choices. Select ASCENDING
or DESCENDING by clicking the
button. Select NEXT.
 The next screen in the Lookup
Wizard allows you to control
the width of the column(s) in
your drop down list. You can
drag the column(s) wider or
narrower to suit the values.
When you have finished,
select NEXT.

The next screen in the

Lookup Wizard allows you
to name the field or
column heading. Enter the
name and select FINISH.
Creating a Blank Table using
Design View

1. Select Table Design

from the Create tab on
the Ribbon.
2. For each field you
want to include in the
table, enter the
following information:
• Field Name
• Data Type
• Description
(optional)
 Saving Your Table
Below is the Save As dialog box, which
opens whether you use the keyboard
shortcut to save, or the tool on the Quick
Access Toolbar, or if you try to close the
table.

1. Enter the name of the table and select

OK.

For a database that uses categories, such

as the Northwind 2007 sample database,
the table appears in a category on the
Navigation Titled “Unassigned Objects.”
Key Table Tools

1. Select the View tool from the Ribbon.

2. Select Design View.
This window allows you to control properties of the table.
Select the Indexes tool to open it the Indexes window.

This window allows you to view and control the primary key for the
table. You can change which field is the primary key, and you can
change the sort order.
Module Six: Working The number one
benefit of

with Tables
information
technology is that
it empowers
people to do what
they want to do. It
Each row of a Table is called a record. It lets people be
creative. It lets
contains information about a specific people be
productive. It lets
item. This module covers the work you people learn
things they didn't
may do most in Access – working with think they could
your tables. It covers adding learn before, and
so in a sense it is
information, as well as editing or all about potential.
Steve Ballmer
deleting records. This module also
explains how to search for a record.
Adding Information to a Table
1. Check one or more boxes to
enter the data for this field.
Select OK.

2. Press ENTER or TAB to

move to the next field.
Primary Key fields are
automatically numbered.
Access completes these
fields for you.

3. The following fields are TEXT

fields. Enter text to complete
the information.
1. Product Code
2. Product Name
3. Description
4. Quantity per Unit
5. Minimum Reorder
Quantity
4. The following fields are
CURRENCY fields. Enter a
number, with a decimal for
cents, if applicable.
a. Standard Cost
b. List Price
5. The following fields are
NUMBER fields. Enter a
number.
a. Reorder Level
b. Target Level
6. The Discontinue field is a
YES/NO field. Check the
box, if applicable.
7. The Category field is a
Lookup column (drop down
list). Select an item from the
list.

The final field allows attachments.

Editing Records

1. Highlight the
information you
want to change.

2. Enter the new

information. After
you have entered
the new
information, close
the table.
Deleting Records
1. Point your mouse to
the blue column at the
left of the record you
want to delete.
2. Right click the
mouse to display the
context menu.
3. Select DELETE
RECORD.
Access displays a
warning message.
4. Select YES.
5. Select OK to close
the warning.
 Searching for Records
1. Begin entering the
text for which you
want to search in the
Search box.

Access immediately
highlights the first
occurrence of the
text or numbers that
appear in the table.

2. Press ENTER from

the Search box to
move to the next
instance of the
Search text.
 Module Seven: Quick Tip:
Remember that

Creating Forms
you can use Ctrl +
Z to undo your last
action.

In this module, we also introduce

the new ability to create a
Navigation form. Finally, we’ll go
over the key features of the form
tools tabs, both for layout view and
design view.
 Types of Controls
• TEXT BOX • LINE
• LABEL • TOGGLE BUTTON
• BUTTON • RECTANGLE
• TAB CONTROL • CHECK BOX
• HYPERLINK • UNBOUND OBJECT
• WEB BROWSER CONTROL • ATTACHMENT
• NAVIGATION CONTROL • LIST BOX
• OPTION GROUP • OPTION BUTTON
• PAGE BREAK • SUB FORM/SUB REPORT
• COMBO BOX • BOUND OBJECT FRAME
• CHART • IMAGE
 Creating a Form
with the Wizard

In the Navigation pane,

highlight the table (or query)
that you want to use on your
form.
Select the CREATE tab on the
Ribbon. Select FORM WIZARD.
You can select more than one table or query for the data you want on your form. The table you
highlighted in the Navigation pane is selected, but you can change it by selecting a new item from
the TABLES/QUERIES drop down list.

The fields available on the selected table appear in the AVAILABLE FIELDS column. Double-click
the fields you want on your form, or highlight the field(s) and select the right arrow. The items in
the SELECTED FIELDS column will appear on your form. To remove an item from the
SELECTED FIELDS column, highlight it and select the left arrow. To add fields from an additional
table, return to step 3.
Creating a Form In Layout View

1. In the Navigation pane, highlight the table (or query)

that you want to use on your form.

2. Select the CREATE tab on the Ribbon. Select

FORM.
Access opens a new form in layout view. The form includes
the fields from the selected table.
 Modifying Your
Form in Design View

With the form you want to

modify open, select the design
icon on the bottom right hand
corner of the screen.

You can also open the form

from the Navigation pane in
design view. Right click on the
form to display the context
menu. Select DESIGN VIEW.
Design view includes the Form Header, the Form Footer, and the Detail
sections. By default, the grid is displayed to assist with aligning controls.
1. Select TAB ORDER from the FORM DESIGN TOOLS/DESIGN tab on the Ribbon.

2. To change the order, highlight

the row you want to move. To
highlight click on the area to the
left of the field name.
 Key Features on
the Form Tools Tab
Form Layout Tools Design tab.

Form Layout Tools Arrange tab.

Form Layout Tools Format tab.

Form Design Tools Design tab.

Form Design Tools Arrange tab.

Form Design Tools Format tab.

 Creating a Navigation Form

Select the Create tab. Select Navigation. Select the type of navigation layout you
would like to use.

Highlight the form or other object you want to include on the navigation form from
the Navigation Pane and drag it to the tab labeled “(Add New).”
Repeat step 2 for each item you want to include in the Navigation Form.
 Module Eight: Quick Tip: A
visually attractive

Working with Forms

form helps prevent
the form user from
entering incorrect
data.

This module covers ways to work

with your forms to customize them
to your needs. It covers some of
the most common formatting
tasks, as well as adding or moving
controls on a form. Just
 Common Formatting Tasks

1. Select the DATE AND TIME tool from the Ribbon.

Access displays the Date and Time window.

2. Indicate the date and time option you want and select OK.

Access adds the date and time to the upper right corner of the header by default.
Using Themes

1. Select the THEMES tool on the

Ribbon to see the themes gallery.
Hover over the different options to
see a preview.

2. Select the theme to apply it.

 Adding Controls
1. Open the Field List by
selecting the Add
Existing Fields from
the Ribbon.

2. From the Field List,

drag the selected field
to the form.

3. Select the field you

want to remove from
the form.

4. Press DELETE.
 Moving Controls

1. Select the control you

want to move. Use the
shift key to select more
than one control at a
time (such as to move
a field AND its label).

2. Drag it to the new

location. A highlighted
line will appear to help
you position it correctly.
1. Highlight the control(s) you want to move.
2. Select the Move Up or Move Down tool on the Ribbon.

Use the following procedure to resize a control:

1. Move your mouse to the border of the control you want to

resize. The cursor turns into a double arrow.
Drag the control to
the new size. The
other controls in
the layout are also
resized.
Deleting Records
1. Make sure you are in Form
view. If not, select the Form
view icon in the lower right
corner of the screen.
2. Highlight the arrow to the left
of the record you want to
delete.
3. Press DELETE.

If you are able to delete the

message, Access displays a
warning message.

4. If you are sure you want to

delete the record, select
YES.
 Module Nine: Information is the
oxygen of the

Creating Reports
modern age. It
seeps through the
walls topped by
barbed wire, it
wafts across the
electrified borders.
Reports allow you to make sense of Ronald Reagan
your data. You can create a report
using a wizard or in design view.
This module also explains how to
add a logo and work with controls,
and it explains the key report tab
tools.
 Using The Report Wizard

1. In the Navigation pane, highlight

the table (or query) data that you
want to use in your report.
2. Select REPORT WIZARD from
the CREATE tab on the Ribbon.

Access opens the Report Wizard.

1. The GROUPING OPTIONS button opens a new
window, which differs, depending upon the
type of control for the selected grouping
option. A sample is illustrated below.

2. Select an appropriate Grouping interval from

the drop down list and select OK.

1. The SUMMARY OPTIONS button opens a new

window, which differs, depending upon the
type of controls on the report. A sample is
illustrated below.
2. You can choose Summary, Average,
Minimum, or Maximum values to be
calculated. You can choose whether to show
detail and summary or just summary. You
can also calculate a percent of total for all
sums. When you have finished setting the
summary options, select OK.
The next screen on the wizard
allows you to select from a list of
layout and orientation options.

Select a Layout option and an

Orientation option. Check the
ADJUST THE FIELD WIDTH SO
ALL FIELDS FIT ON A PAGE box
if desired. Select NEXT.
Verify the default name, or enter a
new name for the report.

Select whether you want to open

the report, or if you want to modify
the report’s design.
Select FINISH.

Access opens the report in Print Preview. A sample report is illustrated below.
Using Design View
The report from the last topic in this
module may be open in Print Preview.
Select Close Print Preview from the
Ribbon.

From the Report Design tab, select

DESIGN VIEW from the View tool on the
Ribbon.

Access displays the Design View window.

Point out the Report Header, the Page
Header, the Grouping Header, the Detail,
the Grouping Footer, the Page Footer and
the Report Footer sections.
 Page Header

Grouping Header

Detail

Page Footer

Report Footer
Adding a Logo
The Report Header is in a layout. You may want to remove the layout so that you
can move the logo. Select the Arrange tab. Select the Remove Layout tool

Move the logo to the desired location by clicking and dragging it. You can also
resize it using the orange border and handles around the picture.
Working with Controls
 Module Ten: It is a capital
mistake to theorize

Creating Queries
before one has
data.
Arthur Conan
Doyle

This module introduces different

types of queries. It also explains
creating a query with the wizard,
then executing the query and
viewing the query results. It also
introduces the key features of the
Query Tools tab.
Creating a Query
with the Wizard

Select QUERY WIZARD from the

CREATE tab on the Ribbon.

Access displays the New Query

window, illustrated below.

Select SIMPLE QUERY WIZARD

and select OK.
The first screen in the Wizard allows you to select the table or other query
where you want to obtain the data for your query.

You can select more than one table or query for the data you want on your
query. If you highlighted a table in the Navigation pane before starting the
query wizard, that table is selected.
When you have finished selecting
the fields to appear on your query,
select NEXT.

The next screen on the wizard

allows you to name your query.

Modify the default query name, if

desired. Select whether to open
the query to view the information,
or to modify the query’s design.
Select FINISH.
Executing a Query
Select the Make Table tool from the Ribbon.

Access displays a dialog box to name the new

table you will be creating with the query.

Enter the Table Name. You could choose one of

the options from the drop down list to overwrite
that table, or enter a new table name.

Select whether to save the new table in the

Current Database or Another Database. If you
choose Another Database, use Browse to
navigate to the database.

Select OK.

Select the Run tool from the Ribbon.

Access displays a warning message to confirm
that you want to create a new table.

Select Yes to continue.

The table is now available from the Navigation
Pane.
Viewing the Query
In the field Order Date, enter
3/24/2006 in the criteria row.

In this example, we will ask for an

order date.
In the field Order Date, enter [What
order date?] in the criteria row. The
square brackets indicate that you will
require the query user to enter a
parameter.

When you execute the query, Access

displays the Enter Parameter Value
window. A sample is illustrated below.

Enter the value you want to use for the

criterion and select OK.
Module Eleven: Managing Quick Tip: Access
2007 introduced a

Your Database new file format.

Versions of Access
earlier than 2007
will not be able to
open Access 2010
databases, unless
This module covers some of the you save them in a
compatible
basics of managing your database, format.

such as saving it as another format,

printing an object, emailing the
database, and backing up your
database.
Using Alternate File Formats
Access prompts you to close any open objects before creating the copy.

5. Select YES to have Access close the objects (Access prompts you to save any
changes, if needed), or select NO to cancel the entire process.
Access opens a Save As dialog box.
6. Enter the file name for the copy of the database.
7. Select SAVE.

Access saves the database in the new format and then opens it.
If you try to save a database with features that will not convert, such as the
Northwind 2007 sample database, Access displays a message.
Printing an Object
Backing Up Your Database
Emailing Database Objects
 Module Twelve: Success is not
measured by what

Wrapping Up
you accomplish,
but by the
opposition you
have encountered,
and the courage
with which you
Words from the Wise have maintained
• We’d like to leave you with a few thoughts to accompany the struggle
you on your Access learning journey. against
overwhelming
• Store your data using Access tables. odds.
• Use forms to easily manage data collection tasks of Orison Swett
Marden
adding, changing or deleting data one record at a time.
• Create queries to see subsets of your data or to perform
actions to your data.
• Use reports to view table or query data in a polished
format.