ExecuTrain Houston

Microsoft Access 2010:
Part One

Getting Started with Access 2010

BECOME FAMILIAR WITH THE ARRANGEMENT OF THE ACCESS SCREEN, THE COMPONENTS OF A DATABASE, AND HOW TO GET
HELP WHEN NECESSARY. LEARN THE RECOGNIZED APPROACH FOR PLANNING A DATABASE, THEN CREATE THE BASIC
STRUCTURE.

Details:

• Become familiar with the various aspects of the Access Ribbon tabs and the elements of the Access database window. Explore Access Options to customize the application and database file environment. Use the Navigation Pane to customize navigation to objects within the Database window. Consult the Access application Help for assistance when necessary, and learn the nature of naming database objects so that they are recognizable at a glance and provide stability to your database.
• Use the seven recognized steps of database planning to lay the groundwork for your database,
  making database creation almost a formality. Learn how to create a database file either from scratch or by using any of Access’ built-in templates, and explore the two basic ways to view database structure and data.

Table Basics in Access 2010

HAVING PLANNED AND CREATED YOUR DATABASE FILE, BEGIN BY ADDING OR EDITING TABLES, WHICH WILL STORE DATA. NEXT, TELL ACCESS HOW THE NEW TABLES RELATE TO EACH OTHER AND BEGIN ENTERING DATA.

Details:

• Create tables in design or datasheet view by adding custom fields or by using built-in field and/or data type templates. Understand both simple and complex data types and how they are used to manage table data.
• Save customize table structure as templates to be used to be build similar tables in the current or other databases quickly.

Customizing & Controlling Tables in Access 2010

CONTROL THE WAY ACCESS STORES, HANDLES, AND DISPLAYS TABLE INFORMATION, USING SPECIAL FORMATTING TO
FACILITATE DATA ENTRY AND MINIMIZE ERROR.

Details:

• Set the format for dates and times (such as January 1, 2006, 01-05-2006, etc.), create captions that make the screen more visually appealing (First Name vs. fname), tell Access whether or not users will need to search on the field and thereby speed the process of locating data, and more.
• which control what data can be entered in to a table field), Input Masks (which format data automatically, such a phone number or zip code) and Lookup Columns (which turn a field into a drop-down menu of choices). Keep related information one click away, eliminating the need to open the related table directly.

Relationships in Access 2010

• After creating tables, define which fields are unique, primary keys, in order that table relationships can be established.
• With the tables created and primary keys defined, tell Access how these tables relate to each other. Having done so, you can create queries, forms, and reports to display information from n several tables at once. Finally, use Datasheet View to begin entering data.

Other Microsoft Office Applications and Access 2010

SHARE DATA BETWEEN ACCESS AND OTHER MICROSOFT OFFICE APPLICATIONS.

• Create tables using existing data by either Importing or Linking to other database tables or Microsoft Office Excel Workbook or Text File.
• Extract data from Access by Exporting to other Microsoft Office Applications.
• Easily capture changes to Access data and update table information by using Outlook to collect data.

Query Basics in Access 2010

QUERIES ALLOW YOU TO ASK QUESTIONS OF THE INFORMATION IN YOUR DATABASE. EXPLORE THE FOUR APPROACHES TO
ASKING SUCH QUESTIONS.

Details:

• Create a basic query from scratch and save it for future use, and use two of Access’ built-in wizards to make creating basic queries quickly, easily, and accurately.
• Become familiar with the Expression Builder to easily add criteria to restrict query results.
• Use various techniques to enter criteria into particular query fields, allowing you to hone in precisely on records you need to see in a given moment.

Advanced Queries in Access 2010

ADD POWER TO YOUR BASIC QUERIES BY INCLUDING CALCULATIONS, SETTING CRITERIA, AND FORMATTING INFORMATION
FOR MAXIMUM VISUAL IMPACT.

• Use Total Queries to see sums, averages, and other calculations of field values. Use Crosstab
  Queries to summarize data in a compact spreadsheet format (for example, to total the monthly sales of each of your company’s products).
• Set single or multiple criteria to see only the records that match those criteria. Set the way in which fields coincide to determine which records you see.
• Create highly specialized results using the Expression Builder, which allows you to enter the correct format, objects, functions, constraints, and expressions by clicking options. Group fields for a more elegant appearance and increased clarity (for example, group FName and LName such that Dana and Smith appear visually as Dana Smith.)
• Use Action Queries to change data, add or delete records, or even create a new object. Action queries help experienced users with routine database management tasks.