Access 2016 Module 1

Getting Started with Access 2016

1
 Module Objectives

• Understand relational databases

• Explore a database
• Create a database
• Create a table
• Create primary keys
• Relate two tables
• Enter data
• Edit data

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 Understand Relational Databases (Slide 1 of 3)

• MS Access 2016 :is Relational database software that runs on Windows operating system .
• Why we use Relational database software?
• To manage Data that organized into lists such as information about : – customers, products,
vendors, employees
• Access provides tools that allow
• Sorting, grouping, analyzing and reporting data in many different way
• You can use Excel to manage list but Access provide many more tools and
advantages for managing data

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password-protected website for classroom use.
 Understand Relational Databases (Slide 2 of 3)

Advantage of Using Access for Database management include the following:

• Duplicate data minimized

-Suppose you organized sale data in single Excel ,and in Three related Access
tables ,with Access you do not have to reenter information because lists can be
linked or related in relational database software.

• Information is more accurate, reliable and consistent

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password-protected website for classroom use.
• with Access you do not have to
reenter information because lists
can be linked or related in
relational database software.

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password-protected website for classroom use.
 Understand Relational Databases (Slide 2 of 3)

Advantage of Using Access for Database management include the following:

• Data entry is faster and easier using Access forms

• Data can be viewed and sorted in many ways using Access queries ,forms and
reports

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password-protected website for classroom use.
 Understand Relational Databases (Slide 2 of 3)

Advantage of Using Access for Database management include the following:

• Information is more secure

• Data can be shared and edited by several users simultaneously

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password-protected website for classroom use.
 Explore a Database (Slide 1 of 3)

• Can start Access in different ways

-for example you can double-click an existing Access database icon
• Database contains different objects
• Tables: is the fundamental building block of relational database because it stores all of the data
• Queries: selects a subset of data from one or more tables.
• Forms: is data entry screen
• Reports: is professional printout that can be distributed electronically or on paper
• Navigation Pane displays objects

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password-protected website for classroom use.
Explore a Database (Slide 3 of 3)
Access objects and their purpose

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password-protected website for classroom use.
 Create a Database (Slide 1 of 2)

• You can create database Using :

- an Access template (sample database provided by MS Access)
- or create a blank database
• Table Design View
• provides the most options for defining fields
• Datasheet View
• spreadsheet-like view of the data in a table
• Data type
• Characteristic of a field
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password-protected website for classroom use.
 Create a Database (Slide 2 of 2)
Data types

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 Create a Table (Slide 1 of 2)

• After creating your database and first table you need to create new, related
tables to build a relational DB.
• To create a table follow these steps:
• Define the fields
• Select data type for each field (e.g., numbers, text, dates)
• Name the table
• Determine how the table will participate in the relational database
• Identify primary key
• Field that contains unique data for each record

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 Create a Table (Slide 2 of 2)

Important database terminology

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 Create Primary Keys (Slide 1 of 2)

• Primary key field

• Contains data that uniquely identifies each record
- No two records can have the exact same entry in primary key field
• Helps relate one table to another
- One-to-many relationship (one record in one table relates to many records in another table)

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password-protected website for classroom use.
 Create Primary Keys (Slide 2 of 2)

Creating a primary key field

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password-protected website for classroom use.
 Relate Two Tables (Slide 1 of 2)

• Create a one-to-many relationship

• Use a common field to relate tables
• Primary key is the “one” side of the relationship
• Foreign key is the “many” side of the relationship
• One-to-many line shows the link with a “1” on the one side and an infinity symbol on
the many side
• In Datasheet view, subdatasheet shows related records (records in the many
table)

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password-protected website for classroom use.
Relate Two Tables (Slide 2 of 2)

Creating a one-to-many relationship

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 Enter Data (Slide 1 of 2)

• Focus
• Which data you would enter or edit if you started typing
• Options for changing focus
• [Tab]
• [Enter]
• Navigation buttons:
Previous record
Next record

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password-protected website for classroom use.
 Enter Data (Slide 2 of 2)

Navigation mode keyboard shortcuts

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password-protected website for classroom use.
 Edit Data (Slide 1 of 2)

• Access automatically saves new data and changes to existing data as soon as
you move to another record OR close the datasheet
• To change the contents of an existing record, navigate to the field you want to
change and type the new information
• Press [Esc]
• Once to remove the current field’s editing changes
• Twice to remove all changes to current record

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password-protected website for classroom use.