001.general

Overview of Ms. Access 2010
 Microsoft Access is a computer application used
to create and manage databases.
 Access Databases can store any type of
information: numbers, text, and pictures.
 Access makes it easy to build a full user
interface for the database.
 In Microsoft Access 2010, you can build web
databases and publish them to a SharePoint
site.

Overview of Ms. Access 2010
 Backstage view grants you access to all the
commands that apply to an entire database,
such as:
− Compact and repair.
− Commands from the File menu.
 The Quick Access Toolbar
 The ribbon replaces the menus and toolbars
from previous versions.
 The Navigation Pane replaces and extends the
functionality of the Database window.

Backstage View
 Access’s backstage view lets you concentrate
on other tasks that don’t involve entering or
editing data. These tasks include
− Creating a new database.
− Converting the database to a different format.
− Printing part of its contents, and changing
Access settings.
− Compact, repair, and encrypt database file.

Backstage View
 Recent: Shows a list of the databases you have
opened recently.
 New: Shows ways to create a new database.
 Print: Print the selected object, only command
in Backstage View.
 Save & Publish: save the database in another
format, publish the database to the Web, or
package your database to be installed on other
computers.

Backstage View
 Help: Displays online help, activation
information, and the version of Access you are
running.
 Options: Displays the Access Options dialog
box, which enables you to configure the Access
program, including customizing the Ribbon and
Quick Access toolbar.
 Exit: Closes the database and exits from Access.

The Ribbon
 The ribbon is a super-toolbar that replaces the
various toolbars.
 It’s organized into four tabs: Home, Create,
External Data, and Database tools.

The Ribbon
 Using the Ribbon with the Keyboard: The trick
is to use keyboard accelerators, a series of
keystrokes that starts with the Alt key.
 Before trigger a specific command, you must
select the right tab. Every accelerator requires
at least two key presses after you press the Alt
key.

The Quick Access Toolbar
 A small toolbar immediately above the left end
of the Ribbon called the Quick Access toolbar, it
includes three of the most commonly used
buttons in Access:
− Save: Saves changes to the current object.
− Undo: Undoes the last undo able action.
− Redo: Redoes the last redo able action.
 You can customize Quick Access toolbar by
remove commands you don’t use and can add
your own favorites.

The Navigation Pane
 The Navigation pane is the table of
contents for the database. From it, you
can open any table, query, form, report,
macro in the database
 By right-clicking objects in the
Navigation pane, you can open the
object in an alternate view, change the
name, copy, delete, import or export an
object, hide or display an object, and
view the object’s properties.

Access Database
 Access is a relational database management
system (RDBMS), stores data in related tables.
 Access database is a collection of information
that is organized into a list and stored in the
tables.
 Data in Access include text, number, picture, …
 Access Database contains database objects:
Tables, Queries, Forms, Reports, Macros,
Modules.
 In Access 2010, the database is stored in a file
(.accdb).

Access Database objects
− Tables store information. Tables are the heart of
any database.
− Queries let you quickly perform an action on a
table.
− Forms provide an easy way to view or change the
information in a table.
− Reports help you print some or all of the
information in a table.
− Macros are mini-programs that automate custom
tasks.
− Modules are files that contain Visual Basic code.

Tables
 Tables are the primary data in an Access database,
They store information of an object.
 The data in the table is organized into rows and
columns.
− Rows are called records, each record defines a
single object.
− Columns are called fields, each field represents
one type of information associated with object.
− Each field includes many properties that specify
the type of data contained within the field.

The Primary Key
 Table’s primary key is a field (or a combination
of fields) that’s unique for each record. Every
table should have a primary key.
 The purpose of a primary key is to prevent
duplicate records.
 The selection of a primary key is one of the
most critical decisions you’ll make in the design
of a new database. The most important
constraint is that you must ensure that the
selected key is unique.

The Foreign key
 Foreign key is the fields that its value in a
related table that corresponds to the primary
key value of the related record.
 Example: Table of Customers and a table of
Orders.
− The CustomerID is the primary key for the
Customer table.
− The CustomerID field in the Orders table is the
foreign key. There its a Foreign Key
referencing the Customer record.

Relationships
 Relational databases support three of different
types of relationships between tables, all
designed to enforce the concept of referential
integrity.
− One-to-one relationships occur when there is
exactly one record in TableA that corresponds
to exactly one record in TableB.
Example: EmployeeID in Employees Table and
EmployeeID in Employees CV Table.

Relationships
− One-to-many relationships occur when each
record in TableA may have many linked
records in TableB but each record in TableB
may have only one corresponding record in
TableA.
Example: CustomerID in the Customers table
and the CustomerID in the Orders table.
− Many-to-many relationships occur when
each record in TableA may have many linked
records in TableB and vice-versa.

Create a blank new database
 In backstage view, the New command and
Blank Database option already selected.
 In the File Name box, type File Name for
the database you’re about to create.
 Choose a folder to store Database file by click
Browse button.
 Click Create button.
 Access window changes:
− The ribbon appears at the top of your screen
− Navigation pane shows up on the left.

Create a blank new database
 Access creates the database with an empty
table named Table1, and then opens Table1 in
Datasheet view. The cursor is placed in the first
empty cell in the Add New Field column.

Create a database by using a
template
 In the Getting Started Screen, Select the
Template Source.
− If use a template on your local system, scroll
through the top section of the window.
− Otherwise, you can select one of the
Office.com template categories to browse
templates available on the web.
 In File Name box: type Database name and
select the folder to store Database file
 Click Create button.

Opening Databases
 The standard approach is to choose File➝Open,
and then to browse for your database file, select
it, and click Open.
 Opening Recent Databases:
− You can find the most recently opened
databases in Access’s Recent Databases list.
− To see this list, just choose File Recent.

Opening Databases
 Opening a Database Created in an Older Version
of Access:
 File➝Open command to open an Access
database that somebody created with a
previous version of Access.
 If an Access 2002-2003 file, you don’t get any
notification or warning. Access keeps the
current format.
 With an Access 2000 file, if change the design of
the database, the new parts you add may not be
accessible in Access 2000.

Overlapping Windows
 In Access 2010, the object window displayed in
a tabbed window. You can get back to the
overlapping windows by:
− Choose File ➝ Options. The Access Options
window appears.
− Choose Current Database.
 In the Document Windows Options setting,
choose Overlapping Windows or Tabbed
Windows Click OK.
 Close and open your database so the new
setting takes effect.

Securing the Database
 Password-Protecting Your Database
− ChooseFile➝Open.
− To apply a password, you need to open your
database in Exclusive mode.
 Select the file you want to open, click the
drop down arrow on the Open button
 Choose Open Exclusive. Access opens the
database in Exclusive mode.
− ChooseFile  Info and click Encrypt with
Password.

Securing the Database
 Access asks you to supply a password.
 Enter your password and then click OK.

 If you decide later that you don’t need
password protection, choose FileInfo and
click Decrypt Database.

Diagnosing Corrupt Databases
 Once you identify that a database is corrupted,
the compact and repair feature, which cleans up
a host of problems and shrinks large, bloated
databases back to more reasonable sizes.
 To use this feature, open your database in
Exclusive mode, and then choose File  Info
and click Compact & Repair Database.

Importing
 Importable File Types:
− Excel: Pulls the data from an Excel
spreadsheet.
− Access: Instead, you’re taking a database
object from another Access database file, and
copying it into the current database.
− Text File: Pulls the data out of a plain text file.
− XML File: Pulls the data out of a structured
XML file.

Importing
 Importing Data:
− In the ribbon’s External Data  Import & Link
section.
− Click the button that corresponds to the type
of file you want to import.
− When you choose a format, Access launches
the Import wizard.
− Enter the name of the file you want to import.
− Choose where to place the imported content
in your database.

Importing
 Create a new table. This option creates a
new table for the data you’re importing.
 Append to an existing table. This option
takes the rows you’re importing and adds
them to an existing table.
 Create a linked table. This approach,
Access doesn’t actually transfer the
information into your database.
− Click OK.

Importing
 Importing from an Excel File
− Choose External Data  Import & Link.
− Click Excel, choose Excel file, and then specify
how you want to add the imported data to
database  Click OK.
− Choose the worksheet that contains data
Click Next.
− If Excel data has a row with column headings,
then choose First Row Contains Column
Headings  Next.

Importing
− For each field, choose a field name, the data
type, and whether the field should be indexed,
click Next.
− Choose the field to create the primary key.
− In the “Import to Table” text box, type the
name of the table you want to create or add
your records to.
− Click Finish to finalize your choices.

Exporting
 Exportable File Types
− Excel. Puts the data into the cells of an Excel
worksheet.
− Text File. Dumps the data into a plain text file.
− XML File. Saves the data in a text .xml file,
without any formatting.
− PDF or XPS. Creates a print-ready PDF file
with the exact formatting.
− Access. Transfers the Access table (or a
different type of object) to another Access
database file.

Exporting
 Exporting Data
− In the navigation pane, select the table you
want to export.
− Click the button that corresponds to the type
of file you want to export. When choose a
format, Access launches the Export wizard.
− Enter the name of the file you want to create.
− If want to keep the formatting that’s in your
database, then choose “Export data with
formatting and layout”.

Exporting
− If you want to double-check your exported
document, then choose “Open the destination
file after the export operation is complete.
− If you’ve selected only a few records in a table,
then choose “Export only the selected
records”.
− Click OK to perform the export.
− If want to perform this export again later on,
select “Save export steps” click Close.

001.general

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001.general