Access labs 2017

Lesson

1

Lesson 1 - Access Basics

Lesson Topics:

1.1 Understanding Databases

1.2 Using Database Templates

1.3 Opening an Existing Database

1.4 The Access Environment

1.5 A Look at Tables

1.6 A Look at Forms

1.7 A Look at Queries

1.8 A Look at Reports

1.9 Creating a Blank Database

1.10 Setting Access Options

1.11 Using Help

1.12 Using Tell Me

1.1 Understanding Databases

In this lesson, you will learn about databases.

D

atabases are the core of many business and organization operations. They permit centralized access to information in an efficient and consistent manner and reduce inaccuracies of manual record keeping. A database can be thought of as an information repository pertaining to a specific topic that allows you to manage, store, retrieve and analyze information. An example of a database might be a list of names and addresses of customers or a database of order records. XE "Databases:defined" XE "Tables:defined" XE "Relational Database:defined"

Information in a database is stored in tables, which are the building blocks of a database. A table consists of rows (all of the information pertaining to one item) for each record and columns for each field.

Microsoft Access is a relational database management system (RDBMS), the most commonly used type of database system in the world today. A relational database:

· Stores data in tables, which consist of columns and rows

· Enables you to retrieve subsets of data from tables

· Allows you to connect tables together for the purpose of retrieving related data stored in different tables

Database Design

The core of good database design is planning. Before actually creating a database, you should have a good idea of the kind of data your database will contain and how that data should be broken down. It is recommended to plan out your database on paper before beginning the creation process. XE "Database:design" XE "Database:planning" XE "Database:normalization" XE "Normalization:defined"

When creating databases, there are rules that most designers follow which help them create consistent, efficient, well thought-out databases. This set of rules is called normalization, which dictates that your database tables will eliminate inconsistencies and maximize efficiency. The goal of normalization is to reduce data to its simplest structure with minimum redundancy and maximum data integrity. Some of the important goals of normalization are:

· All fields should be broken down so that data cannot be divided further. For example, the Name field should be broken down to three separate fields: last name, middle name, and first name.

· Each table must have one unique key field called a primary key. That is to say, there must be one field that identifies a record and does not allow duplicates. An example of this would be a social security number or customer number. You will learn more about primary keys in a later lesson. XE "Primary Key:defined"

· All fields must directly refer to the primary key. For instance, in a customer table, you would only include information related to that customer, such as name, address, etc. You would not include a field called “Product name” in a customer table.

· A field cannot contain more than one value.

Thus, a normalized database stores each piece of information in its own table, all fields are broken down to their lowest possible level and each piece of information can be referred to by its primary key.

1.2 Using Database Templates

This lesson will guide you through the process of creating a database using database templates.

A

ccess 2016 displays the Backstage View window upon launching, which contains a wide range of templates – or fully-featured databases that you can use to get started. These will either be included with Access or can be downloaded from Microsoft’s Web site. Some of the available templates that you can use include: XE "Database Wizard" XE "Wizards:database" XE "Templates:using"

· Asset Tracking

· Contacts

· Education

· Event Management

· Finance

· Inventory

· Task Management

· Non-profit

· Nutrition Tracking

· Personal

· Project Management

· Sales & Marketing

· Students

· Time & Billing

To use a template, click the desired template category on top of the window in the right pane. A selection of template styles for the template category will appear in the center pane with additional related categories displaying in the right pane Category. When you click on any of the templates in the center pane, it will display in its own window, prompting you for a File name and the location where you wish to save your file. Many of the database templates are used for creating databases on the Web. As some students may not have Web access, we will be only working with local database files.

To Create a Database based upon a Template

1. Open the Microsoft Access application. The Welcome screen, which contains a list of sample templates, will display automatically.

2. Click the template you want. A preview of the template is displayed in a new window.

3. To change the database name, type in the new name in the File Name box in the right pane.

4. To specify a location where the database is to be saved, click the file folder icon and then navigate to the folder where you wish to store the database file.

5. Click the Create button.

6. To view additional templates from Microsoft Office Online, click in the Search box and type in a keyword for the template you wish to find. Press Enter to execute the search.

7. To return back to the main templates screen, click the Left Pointing Arrow icon on top of your screen.

Let’s Try It!

What	Why
1. If using Windows 8, click the Access 2013 icon on the Start Screen.	Launches the Microsoft Access Program and displays the Welcome screen.
2. If using Windows 10, Windows 7 or earlier, click the Start button on the lower left side of your screen. Then, select All Programs (or All Apps is using Windows 10) > Access 2016 from the Start Menu.	Displays the Start Menu and then launches the Microsoft Access Program and displays the Welcome screen.
3. In the center pane, click Product Inventory as shown below.	Selects the template we wish to use and displays template details in its own window.
4. In the File Name box in the right pane type: My Contact Manager as shown below.	Specifies a name for the database.
5. Click the Folder icon to the right of the File Name box as shown below.	Displays the File New Database dialog box which allows us to browse to the location where we wish to save our database.
6. Click the Desktop button on the left side of your screen.	Displays the contents of the Desktop folder.
7. Double-click the Lesson Files folder in the right pane.	Opens the Lesson Files folder and displays the files in that folder. This is the folder where we wish to store our database. If you want to change the name of your database from here, enter the desired name in the File Name box.
8. Click OK.	Closes the File New Database dialog box.
9. Click the Create icon.	Creates a new database based on the template we selected and displays the table in Datasheet view.
10. Click Explore the Template with Sample Data. Click the Close button on the window.	Populates the database with sample data.

1.3 Open an Existing Database

In this lesson, we will open an existing Access Database.

I

n older versions of Access (pre-Access 2010, the command to open database files was located under the Microsoft Office button. In Access 2016, file commands are located under the File tab on the Ribbon. This view is referred to as Backstage View. From Backstage View, you can perform many file commands such as opening, closing, saving and printing database files. To open an existing database, click the File tab and then click Open to display the Open dialog box. From there, navigate to the folder that contains that database you wish to open. If you have recently opened a database, it may be listed under the Recent pane. Click Recent in the center pane and then click the database name in the Recent Documents list to quickly open it.

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If you already have a database file open when you exectue the Open command, the database file you have open is automatically closed when the new database file is opened. Thus, you are allowed to have only one database file open per Access session. XE "Databases:open existing" XE "Opening a database"

You can also display the Open dialog box by pressing the Ctrl + O keystroke combination. This command will bypass Backstage View and directly display the Open dialog box.

If there are macros in your database, you may receive a security message warning you of potential dangerous code. You can modify Macro warning messages from the Trust Center (click the File tab on the Ribbon, click Options, click Trust Center, click Trust Center settings and then click Macro Settings). The Macro Settings area allows you to decide which macros to disable. You can also turn off all Message Bar warnings by choosing Message Bar rather than Macro Settings in the left pane.

To Open an Existing Access Database from within an Open Access Database

1. Click the File tab on the top left of your screen (or press Ctrl + O to bypass Backstage view).

2. Click the Open icon in the left pane.

3. Navigate to the folder that contains the database that you wish to open.

4. Select the desired file.

5. Click Open. XE "Macro Security:changing" XE "Security:macro"

To Open an Existing Access Database when Starting Microsoft Access

1. Open the Access application.

2. From the Welcome Screen, click Open Other Files in the left pane.

3. In the center pane, click the location where your database is stored (SkyDrive, Computer, etc.).

4. Click the Browse button in the right pane.

5. Navigate to the location where the database file is stored.

6. Select the desired file.

7. Click Open.

Let’s Try It!

What	Why
1. Click the File tab on the top left of your screen.	Displays Backstage View.
2. Click Open in the left pane.	Displays the Open dialog box.
3. Click the Browse icon in the center pane.	Displays the Open dialog box.
4. Click Desktop on the left side of your screen.	Opens the Desktop folder.
5. Double-click the Lesson Files folder.	Opens the Lesson Files folder and displays the files in that folder.
6. Click the Lesson1 file as shown below.	Selects the database file we wish to open.
7. Click the Open button.	Closes the database that we have open and opens the Lesson1 database.

1.4 The Access Environment

In this lesson, we will look at the various components of the Database Window.

I

f you have worked with older versions of Access prior to 2007, you will immediately notice that the user interface has been completely redesigned. The menu and toolbar system of pre-2007 Access versions are replaced by the Ribbon. The Ribbon is designed to help you quickly find the commands you need in order to complete a task. On the Ribbon, the menu bar has been replaced by Command Tabs that relate to the tasks you wish to accomplish. The default Command Tabs in Access are: File, Home, Create, External Data, and Database Tools. Additional contextual tabs will appear and will vary depending on the Access object that is active. XE "Command Tabs" XE "Command Sets" XE "Contextual Commands" XE "Excel Environment"

Different command icons, called Command Sets appear under each Command Tab. The commands that appear depend on the Command Tab that is selected. Each command set is grouped by its function. For example, the Templates, Tables, Queries, Forms, Reports and Macro & Code are all Command Sets for the Create tab in Access. Contextual Commands only appear when a specific object is selected. This helps in keeping the screen uncluttered. XE "Access Environment"

Under the File tab on the Ribbon is what Microsoft refers to as Backstage view. This view allows for quick access to permissions, meta-data, and common document management tasks such as opening, closing, printing and saving files. If you have worked at all with Windows 8, you may notice that Backstage view is similar to many screens in Window 8. XE "Backstage view"

To the right of the Access button (from where you access basic window options), is the Quick Access Toolbar. This toolbar contains by default the Save, Undo, Redo and Touch/Mouse commands. In addition, clicking the drop-down arrow to the right allows you to customize the Quick Access Toolbar and to add other tools that you use regularly. You can choose from the list which tools to display on the Quick Access Toolbar or select More Commands to add commands that are not in the list.

If you are using Access on a touch device such as a tablet or smartphone, the handy Touch display mode makes it easier to view your data. This view displays extra space between commands making it easier to select via touch. Click the rightmost drop-down arrow on the Quick Access toolbar and choose Touch/Mouse Mode from the menu to add the icon to the toolbar. To display your Access databases in Touch mode, click the Touch/Mouse mode icon on the Quick Access toolbar and choose Touch from the menu. To switch back to standard mode, click the Touch/Mouse mode icon again and choose Mouse from the menu. XE "Touch Display Mode"

On the left side of your screen is the Navigation Pane. This replaces the Database Window in older versions of Access. Like the Database Window, you can use the Navigation Pane to work with the various objects in your database (tables, forms, reports, etc.). Whenever you open a database, all of the objects in your database appear in the Navigation Pane. You can work on the design of your objects, enter data or run a report or query directly from the Navigation Pane.

We will be working in detail with the various Access screens and database objects in subsequent lessons.

Let’s Try It!

What	Why
1. Click the Create tab on top of your screen and observe the screen.	Displays the command sets for the Create command tab.
2. Click the Database Tools tab on top of your screen.	Displays the command sets for the Database Tools command tab.
3. Click the Home tab on top of your screen.	Returns us back to the Home tab.
4. Click the Navigation Pane Menu arrow and select All Access Objects as shown below.	Displays all Access Objects in the Navigation Pane.
5. Click the Navigation Pane Menu arrow again and choose Tables.	Only displays Table objects in the Navigation Pane.

1.5 A Look at Tables

In this lesson, we will take a brief tour of the table object.

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ables are the building blocks of your database as this is where all of your data is stored. Tables are made up of columns and rows. Each column consists of a single field, such as First Name, Last Name, or Order Date. Each row consists of a single record which is comprised of all the fields in the row. XE "Tables:defined" XE "Tables:opening" XE "Open:tables"

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A database can contain more than one table and in fact, most do. Each table should store different types of related information, such as a customer table that contains customer information and an orders table that contains order information. XE "Tables:navigating"

To Open a Table

1. Click the Navigation Pane drop-down arrow and select Tables.

2. Double-click the table you wish to open

Or

Right-click on the table you wish to open and select Open from the contextual menu.

3. To navigate records, click on the desired record navigation button on the navigation bar.

Record Navigation Bar

4. Click and drag the vertical scroll bar to move up and down in a table.

5. Click and drag the horizontal scroll bar to move left and right in a table.

Let’s Try It!

What	Why
1. Double-click tblCustomers in the Navigation Pane as shown below.	Opens tblCustomers in datasheet view in the Navigation Pane. Datasheet view is the mode where you can view, enter, update or delete data.
2. Click the Next Record button on the record navigation bar.	Moves to the next record. The active record and the active field are color coded.
3. Click on the Access window’s Maximize button as shown below.	Maximizes the window to fill the screen.
4. Click the Access window’s Restore down button as shown below.	Reduces the size of the window so that it does not fill the entire screen.
5. Click the Last Record button on the record navigation bar.	Moves to the last record in the table.
6. Click the Previous Record button on the record navigation bar.	Moves to the previous record in the table.
7. Click the New Record button on the record navigation bar.	Inserts a new record and moves to the first field of the new record.
8. Click and drag the vertical scroll bar downwards.	Scrolls through the records in the table.
9. Click the table window’s close button (the lower “x”).	Closes the table object.

1.6 A Look at Forms

In this lesson, we will take a brief tour of the Form object.

A

lthough you can enter, edit and review information in tables, many find using Forms to be much more user-friendly because its format is more familiar. The form you use can be an on-screen representation of a paper form which makes data entry for the end user more intuitive. XE "Forms:defined"

Forms contain labels and text boxes. Labels are informational — they tell you what to type in the text boxes. Data entered into text boxes is added directly to the table upon which the form is based. Forms can also include other objects such checkboxes, list boxes, combo boxes, and radio buttons to make data entry even easier.

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To Open a Form XE "Forms:opening" XE "Open:forms"

1. Click the Navigation Pane drop-down arrow and select Forms.

2. Double-click the form you wish to open.

Or

Right-click on the form you wish to open and select Open from the contextual menu.

3. To navigate records, click on the desired record navigation button on the navigation bar.

Let’s Try It!

What	Why
1. Click the drop-down arrow on the Navigation Bar and select Forms from the menu.	Displays all form objects.
2. Right-click the frmCustomerEntry form and then click the Open from the contextual menu.	Opens frmCustomerEntry in form view, which is the mode where you can view, enter, update or delete data.
3. Click the Next Record button on the record navigation bar.	Moves to the next record. The current record number and the total number of records in the table are displayed in the record navigation bar.
4. Using the Next Record button, move to record 5.	Moves to record 5.
5. Click the Last Record button on the record navigation bar.	Moves to the last record in the table.
6. Click the Previous Record button on the record navigation bar.	Moves to the previous record in the table.
7. Click the New Record button on the record navigation bar.	Inserts a new record and moves to the first field of the new record.
8. Click in the First Name text box and type: Daniel as shown.	Moves to the First Name field and then enters “Daniel” for the first name.
9. Press the Tab key and then type: Siegler in the Last Name field.	Enters the last name for the customer.
10. Type in the rest of the information as shown on the below. Remember to press Tab to move from one field to the next. Address: 423 W. Longview City: Indianapolis State: IN Zip: 42626 Home Phone: 555-222-3555	Enters the rest of the information for the record.
11. Click the form’s close button.	Closes the form.

Note: When entering data into a table or form, you do not need to save your data manually – Access automatically saves your data when you move to a different record or when you close the table or form.

1.7 A Look at Queries

In this lesson, we will take a brief tour of the query object.

Q

ueries are questions that you ask about your data. For example, you might want to ask: How many customers in Colorado spent more than $200 last year? To receive an answer to this question, you would use a query. Queries allow you to find all records that meet specific criteria. Criteria are simply restrictions on the information to be retrieved. XE "Queries:defined" XE "Queries:opening" XE "Open:queries"

When the query is run, the results look exactly like the data in a table; that is to say, it is in datasheet format, laid out in rows and columns. In addition to retrieving data, you can also enter data directly into the datasheet. Any data that is changed or added in the query datasheet is also changed or added in the underlying table.

Query Results

To Open a Query

1. Click the Navigation Pane drop-down arrow and select Queries.

2. Double-click the query you wish to open

Or

Right-click on the query you wish to open and select Open from the contextual menu.

3. To navigate records, click on the desired record navigation button on the navigation bar.

Let’s Try It!

What	Why
1. Click the drop-down arrow on the Navigation Bar and select Queries from the menu.	Displays all Query objects.
2. Double-click the qryByState query in the Navigation pane.	Opens the qryByState query in datasheet view. Notice the results only include customers from the state of Wisconsin.
3. Click the Next Record button on the record navigation bar.	Moves to the next record. The active record is represented by a black right arrow to the left of the row.
4. Click the query’s Close button.	Closes the query object.

1.8 A Look at Reports

In this lesson, we will take a brief tour of the Report object.

A

lthough you can print data from your tables, forms or queries, you have greater control of the presentation of your information by using reports. Reports allow you to display summary information such as subtotals, totals, and percentages for groups of records and to organize your data in a polished, professional presentation. You can even add calculations to your reports for more complex data analysis. XE "Reports:defined" XE "Reports:opening" XE "Open:reports"

Unlike the other objects we have seen so far, you cannot modify the data in a report. Reports are for displaying and printing data only.

To Open a Report

1. Click the Navigation Pane drop-down arrow and select Reports.

2. Double-click the report you wish to open

Or

Right-click on the report you wish to open and select Open from the contextual menu.

3. To navigate records, click on the desired record navigation button on the navigation bar.

Let’s Try It!

What	Why
1. Click the drop-down arrow on the Navigation Bar and select Reports from the menu.	Displays all Report objects.
2. Double-click the rptCustomerList report in the Navigation pane.	Displays the rptCustomerList report in Print Preview mode.
3. Click the Next Page button on the record navigation bar.	Moves to the next page of the report.
4. Move your SHAPE \* MERGEFORMAT pointer over the report and then click with your left mouse button.	Enlarges the selected area allowing you to view a specific portion of the report.
5. Move your SHAPE \* MERGEFORMAT pointer over the report and click with your left mouse button.	Returns to full page view.
6. Click the report’s close button.	Closes the report object.

1.9 Creating a Blank Database

In this lesson, we will create a blank database.

I

f you decide not to use any of the database templates, you can create a blank database by clicking Blank Database in Backstage View. Once your database is created, you will then need to create all of your tables, queries, forms and reports. XE "Create:database - blank" XE "Database:creating blank"

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To Create a Blank Database

1. Click the File tab and then click New from the menu.

2. Click Blank Desktop Database in the center pane.

3. To specify a name for your database, type the new name in the File Name box in the right pane.

4. To specify a location where the database is to be saved, click the file folder icon in the right pane and then navigate to the folder where you wish to store your database file.

5. Click Create.

Let’s Try It!

What	Why
1. Click the File tab and then click New from the menu.	Displays the New pane of Backstage View.
2. In the Center Pane, click on Blank desktop database as shown below.	Specifies that we will create a new blank database.
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3. In the File name text box, type: Video Sales as shown below.	Enters a name for the database.
4. Click the Folder icon to the right of the File Name box.	Displays the File New Database dialog box which allows us to browse to the location where we wish to save our database.
5. Click the Desktop button on the left side of your screen.	Opens the Desktop folder.
6. Double-click the Lesson Files folder.	Opens the Lesson Files folder and displays the files in that folder. This is the folder where we wish to store our blank database. If you want to specify the name of your database from here, enter the desired name in the File Name box.
7. Click OK.	Closes the File New Database dialog box.
8. Click Create.	Creates a blank database. A blank new table displays in Datasheet view.

1.10 Setting Access Options

In this lesson, we will work with Access Options.

I

n older versions of Access, you could set preferences for specific program settings from the Options dialog box. The Options command has been moved to the Options icon located under the File tab. From the Access Options dialog box, you can specify such options as the default database format and database folder, choose to open Navigation Pane items with a single-click instead of a double-click, have multiple opened objects appear in tabbed windows rather than overalpping windows, and much, much more. You may wish to spend some time browsing through the Access Options dialog box and set any preferences that may help you work with less effort. XE "Access Options:setting" XE "Preferences:setting"

Access Options dialog box

To Set Access Options

1. Click the File tab and then click Options in the left pane to display the Access Options dialog box.

2. Click the desired option category in the left pane.

3. Set any options in the right pane.

4. Click OK.

Let’s Try It!

What	Why
1. Click the File tab.	Displays the File Options menu.
2. Click the Options button as shown below.	Displays the Access Options dialog box.
3. Click the Current Database category in the left pane.	Displays available Access options for the Current Database category.
4. Scroll down until you see Document Window Options and then click the Tabbed Documents radio button as shown below.	This option displays multiple opened objects (tables, queries, forms, and reports) in a tabbed window instead of overlapping windows.
5. Click OK.	Closes the Access Options dialog box and applies our changes.
6. Click OK.	Closes the message box that tells us that we must close and reopen the database for our changes to take effect.

1.11 Using Help

In this lesson, you will learn how to use the Help system.

T

he Help system is designed to provide assistance to users whether you are online or offline and bring all available resources to you as quickly as possible. To access the Help system, press F1 or click the Help icon on the upper right-hand corner of the Access window. XE "Help:using"

The Help system toolbar includes the familiar Back and Forward commands. The Application Home tool brings you to the Access starting point, where you can browse through information related to the Microsoft Access application. If you wish to increase or decrease the text size in the Help window, click the Use Large Text Size button. Another nice feature on the Help toolbar is the Keep on Top tool (the pushpin icon on the lower-right corner of the window), which allows you to keep the current Help page open while you work.

To Use the Help System

1. Click the Microsoft Access Help button on the upper right-hand corner of the Access Window

Or

Press F1

2. Enter the keyword(s) for which you want to search in the Search box.

3. Click the Search button

Or

Press the Enter key.

4. Click the link for the help topic you wish to view in the Search Results pane.

Let’s Try It!

What	Why
1. Click the Microsoft Access Help icon on the upper right-hand corner of the screen as shown below.	Displays the Access Help System window.
2. In the Search box, type: Create a new database as shown below.	Enter the keywords for which we want to search.
3. Press Enter.	Executes the search. The results are displayed in the Search Results pane.
4. Click the Use a template to create an Access desktop database link in the Search Results pane as shown below.	Displays the help topic for that link.
5. Click the Access Help Close button on the upper right-hand corner of the screen.	Closes the Help System window.

1.12 Using Tell Me to Obtain Help

In this lesson, you will learn how to use the Tell Me help system.

T

ell Me is a new feature in Access 2016 designed to provide assistance and get you up and running as quickly as possible. On the Ribbon is a text box that contains the text Tell me what you want to do. You can enter in keywords and phrases related to what tasks you want to accomplish to display the actions you’re looking for. As you type each letter, Excel immediately begins suggesting relevant commands. This comes in especially handy if you know that there’s a command for what you want to do but aren’t quite sure where it’s located. XE "Help:using" XE "Tell Me:getting help using"

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Don’t worry if you don’t know the exact wording for a command or action – Excel uses natural language for the search, similar to what you might use for a Bing or Google search for example. If you need additional help, there’s a help link on the bottom of the Tell Me window or you can type the word: Help in the search box to bring up the familiar Help Screen window.

To Use the Tell Me Box to Obtain Help

1. Click in the Tell Me box on the Access Ribbon.

Or

Press the Alt + Q keystroke combination.

2. Type your search term.

3. Click the item in the results list to execute the command.

4. To obtain additional help for your search term, click the Get Help on [search term] in the list.

Let’s Try It!

What	Why
1. Click the drop-down arrow on the Navigation Bar and select Tables from the menu.	Shows only table objects.
2. Double-click the tblCustomers table in the Navigation pane.	Opens tblCustomers in datasheet view.
3. Click in the Tell Me box as shown below.	Sets the insertion point in the Tell Me search box.
4. In the Search box, type: Export to Excel as shown below.	As you type, commands and actions relevant to your search term appear below the Tell Me box.
5. Click: Export to Excel spreadsheet from the list as shown below.	Executes the command and displays the Export window.
6. Click the Browse button.	Displays the file manager. We will work more with exporting Access objects in a later lesson.
7. Click Desktop in the left pane.	Selects the location where we want to export our spreadsheet.
8. Click Save and then click OK.	Exports our data.
9. Click Close.	Closes the Export window.
10. Click the File tab on the Ribbon and then click Close.	Closes the database and displays a blank Access screen.
11. Click the Close button on the upper-right corner of your screen.	Exits the Access application.

Lesson Summary – Access Basics

· In this lesson, you learned about databases, database design and relational database management systems. You also learned that Tables are the building blocks of a database – the object where our data is stored.

· Next, you learned how to create a database from a database template – a predesigned Access database. You learned that templates are available from the New pane or Welcome pane of the Backstage View window which displays when Access launches.

· Then, you learned how to open an existing database by clicking on the File tab, clicking the Open icon and then navigating to the folder where the database is located.

· Then, you examined the different components of the Access screen, including the Command Tabs and Command Sets.

· Then, you learned the components of Tables. You learned about records (rows) and fields (columns). You also learned how to navigate records in a table.

· Then, you worked with Forms. You learned that forms provide a user interface for entering data into a table and are made up of labels and text boxes, as well as other objects such as checkboxes, graphics, list boxes, combo boxes, etc. You also learned how to navigate records in a form.

· Then, you worked with Queries. You learned that queries are questions that you ask about your data and that when run, the results look like the datasheet view of a table.

· Then, you worked with Reports. You learned that reports are used for printing and displaying data in your tables.

· Then, you learned how to create a new blank database from the New pane in Backstage View.

· Then, you worked with Access Options, which allow you to modify various application settings. To set Access Options, click the File tab and then click the Options button.

· Then, you worked with the Microsoft Access Help System to provide you assistance while working.

· Lastly, you worked with the new Tell Me feature to obtain assistance while working. You learned that you can access the Tell Me feature by clicking the Tell Me box on top of your screen or by pressing Alt + Q.

Lesson 1 Quiz

1. Access is:

A. A spreadsheet application

B. A Word Processor

C. A graphics design application

D. A database application

2. Where is information stored in an Access database?

A. In queries

B. In tables

C. In forms

D. In reports

3. What is the name for the set of database rules designed to eliminate inconsistencies and maximize efficiency?

A. Relational database standards

B. Normalization

C. Primary Key Rules

D. Access Database Design Standards (ADDS)

4. After launching Access, which screen is displayed first?

A. The Database Wizard

B. The Navigation Pane

C. The Welcome pane of Backstage View

D. The Microsoft Office File Menu

5. From what screen can you create a database based on a template?

6. To open an existing database, you (select all that apply):

A. Select File and then click Open from the menu.

B. Select “Open Database” from the Navigation Pane menu.

C. Click the File tab and then click Open from the menu.

D. Press the Ctrl + O keystroke combination.

7. The Menu bar in older versions of Access has been replaced by the:

A. Command Tabs

B. Backstage View

C. Dialog Launcher Menu

D. The File tab

8. Tables consist of:

A. Records and Fields

B. Cells and Fields

C. Columns and Command Sets

D. Rows and Views

9. Forms are used to ask a question about your data.

A. True

B. False

10. What is the difference between a label and a text box?

A. Data entered into labels is added to the table whereas text boxes are informational.

B. Labels are colors added to text boxes whereas text boxes are for information purposes only.

C. Data entered into text boxes is added to the table whereas labels are informational.

D. There is no difference between the two.

11. Which database object allows you to find records that meet specific criteria?

A. Tables

B. Forms

C. Queries

D. Reports

12. Which database object does NOT allow you to add or modify data?

13. To display Access Options, you:

A. Select Tools and then click Access Options from the Quick Start Menu.

B. Select Tools and then click Options from the menu.

C. Click the File tab, click Tools and then click Options from Backstage View.

D. Click the File tab and then click Options from the File Options menu.

14. What are two ways that you can access the Microsoft Access Help System?

LAB 1 – ON YOUR OWN

1. Open Microsoft Access.

2. Open the Lab1 database in the Lesson Files Folder (Hint: Click the “Open Other Files” link).

3. Open the tblComics table. How many records are in the table?

4. Click the Next Record button until you are on the 6th record.

5. Go to the last record in the table.

6. Close tblComics.

7. Open qryDracula. How many records are in the query? Close the query.

8. Open frmComics. Enter in the following new record:

9. Close the form.

10. Create a new blank desktop database with the file name My Database. Save the database in the Lesson Files folder.

11. Click the File tab and then click Close.