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77-424: Access 2013 Topics : Create and manage a database (20–25%) :
Create a new database •Create new databases, create databases using templates, create databases in older formats, create databases using wizards
Access 2013 is a revolutionary step forward, and the challenge in this book has been to offer you a fresh look at the desktop database (because that part of Access has not changed in this version), while also introducing you to the new Web App.
On the Windows desktop, scrolling to the right reveals the Office 2013 products that you have installed on the machine. When you start an application, the application opens on the desktop.
- The Ribbon The ribbon is a super-toolbar that replaces the various toolbars of access 2007, The Ribbon occupies the top portion of the main Access screen. , the Ribbon replaced the menus and toolbars seen in previous versions of Access. The Ribbon is divided into five tabs, each tab containing any number of controls and commands. The Ribbon is divided into five tabs, each tab containing any number of controls and commands
- File: File looks like a tab, but it's actually the gateway into backstage view. which explains how backstage view works. Confusingly, Microsoft refers to the File tab as the "File button." Regardless of what you call it, when you click it, the Office Backstage view opens. Backstage view contains a number of options for creating databases, opening databases, saving databases, and configuring databases. We delve deeper into the Office Backstage view in the nearby sidebar.
- Home: gathers together a variety of common commands including the familiar copy-and-paste tools and formatting commands The theme of the Home tab is "frequently used." Here, you find generally unrelated commands that are repeatedly called upon during the course of working with Access. For example, there are commands for formatting, copying and pasting, sorting, and filtering.
- Create: Create has commands for inserting all the different database objects ,The Create tab contains commands that create the various objects in Access. This tab is where you’ll spend most of your time. Here, you can initiate the creation of tables, queries, forms, reports, and macros. As you read this book, you’ll be using the Create tab all the time.
- External Data: The External Data tab is dedicated to integrating Access with other sources of data. On this tab, you find commands that allow you to import and export data, establish connections to outside databases, and work with SharePoint or other platforms.
- Database Tools: Database Tools features the pro tools you'll use to analyze a database, link tables, and scale up to SQL Server. The Database Tools tab contains the commands that deal with the inner workings of your database. Here, you find tools to create relationships between tables, analyze the performance of your database, document your database, and compact and repair your database.
- contextual tabs: In addition to the standard five tabs on the Access Ribbon, you’ll also see contextual tabs. Contextual tabs are special types of tabs that appear only when a particular object is selected.
- The Quick Access toolbar: above the ribbon , this bit of screen holds a series of tiny icons, and it's called the Quick Access toolbar (or QAT to Access nurves). The Quick Access toolbar is a customizable toolbar that allows you to add commands that are most important to your daily operations. By default, the Quick Access toolbar contains three commands: Save, Undo, and Redo. the ribbon that have short menus attached to them. Depending on the button, this menu appears as soon as you click the button, or it appears only if you click the button's drop-down arrow. In dropdown of quick access tool bar you will get Mode refresh API Sync All .....You’re not limited to the commands shown in this drop-down list. You can add all kinds of commands. To add a command to the Quick Access toolbar, follow these steps:
- Click the drop-down arrow next to the Quick Access toolbar, and select the More Commands option. The Quick Access tab of the Access Options dialog box appears.
- In the Choose Commands From drop-down list on the left, select All Commands.
- From the alphabetical list of commands, select the one you’re interested in and click the Add button.
- When you’re done, press OK.
- Backstage View Your data is the star of the show. That's why Access's creators refer to databases as being on stage . Sure, it's a strange metaphor, but the rationale for Access's backstage view makes sense: To switch to backstage view, click the File button that appears just to the left of the Home tab in the ribbon. To get out of backstage view, click the back arrow
Design and build tables for a database
Object Type The Object Type option is most similar to previous versions of Access. When you select Object Type, you have the following options under Filter by Group:
- Tables : store information. Tables are the heart of any database, and you can create as many tables as you need to store different types of information. A fitness database could track your daily running log, your inventory of exercise equipment, and the number of high-protein whey milkshakes you down each day, as three separate tables.
- Queries Queries let you quickly perform an action on a table. Usually, this action involves retrieving a choice bit of information (like the 10 top-selling food items at Ed's Roadside Diner or all the purchases you made in a single day). However, you can also use queries to apply changes.
- Forms Forms are attractive windows that you create, arrange, and colorize. Forms provide an easy way to view or change the information in a table.
- Reports Reports help you print some or all of the information in a table. You can choose where the information appears on the printed page, how it's grouped and sorted, and how it's formatted.
- All Access Objects
If you're new to Access, start here. This course explains key concepts and terms, the first steps in database design, and how to build tables.
Create your first Access 2013 database
Learn how to create an Access 2013 database in just minutes by using a template. Access gives you templates that run on your computer or in the cloud.
When you start Access, you begin at the welcome page. From there, you're just a few clicks away from generating a database of your very own. Access starts you out with what is, for Microsoft, a remarkably streamlined window .you can use one of the available template databases, or you can create a blank database as described in this section. Access offers you the flexibility to use templates of commonly encountered database structures or to start with an empty database into which you can either import existing data or create a solution tailored to your specific needs. Here you can create a new database or open an existing one.
- Click Blank Desktop Database.
When you choose to create a blank database, that's exactly what you get—a new, empty database file with no tables or other database objects. Starting from scratch is the best way to learn about Access. It's also the favorite choice of database experts, who prefer to create everything themselves so it's exactly the way they like it.
- Type a name for your database. Access stores all the information for a database in a single file with the extension .accdb (which stands for "Access database"). Don't stick with the name Access picks automatically (like "Database1.accdb"). rename it as you like
- Select a file location in which to save the database. Like all Office programs, Access assumes you want to store every file you create in your personal Documents folder. If this isn't what you want, click the folder icon to show the File New Database window, browse to the folder you want , and then click OK.
- Click Create.
- When the new blank database opens in layout view (described later in this section), you will see that Access has created a table called Table1. At this point, we can close this table without saving any changes to the new table. Click the Close button to close the table.
You can customize a table in two ways:
- Design view lets you precisely define all aspects of a table before you start using it. Almost all database pros prefer Design view,
- Datasheet view is where you enter data into a table. Datasheet view also lets you build a table on the fly as you insert new information.
To create a tale overall tutorial overall
Create a database from template
Access provides templates (prepared files that work sort of like database cookie cutters) for your new database needs. You’ll find a set of template icons in the same New panel where we just chose a Blank Desktop Database. you can choose a template category by clicking any of the words under the Search for Online Templates search box, and search online for templates in that category. Access comes with a bunch of templates — databases that already include tables and relationships but no data. You also get queries, forms, and reports — very handy! If you’re creating a database for a purpose for which Microsoft has designed a template, you can use the template to provide the initial design and then make changes to adapt the objects in the database for your own use. Looking at Microsoft’s templates is a good way to get design ideas, too. To create a database from a template, follow these steps:
- Click the File tab on the Ribbon, click New, and look through the templates displayed. You see buttons for several templates.
- If you don’t see what you want, type a template category (Assets, Business, Contacts, and so on) in the Search Online Templates search box, and click the magnifying-glass icon. Access displays a more-targeted set of templates in your chosen category.
- Click a template, choose a folder location and a name, and click Create. Choosing the folder and name works the same way as it does for creating a new, blank database as described in the previous section.
- If Access protects you from possible malicious code (which it will do if the template contains any active content at all), click the Enable Content button to unleash the full functionality of the database. For some templates, a helpful training video may pop up, compliments of Microsoft. You can decide whether to watch it or go directly to the database.
- Prowl around the database, looking at the tables to see whether the design will work for you. Use the Navigation pane,
- Change the design as needed.
Create table relationships
Learn how to create table relationships, a key part of any database. This course covers the types of relationships and how to build each one.
Webinar: Intro to Access 2013
Watch this 15-minute webinar first. It's a gentle introduction to Access. We’ll go over the two kinds of databases you can create: browser-based Access apps and desktop databases.
Dealing with read-only queries
Can't change the data returned by a query? This course explains the most common causes and solutions, and provides links to information about other ways to deal with the problem.
Make the switch to Access 2013
Get started switching from Access 2003 to Access 2013. This course shows you how to create and manage new files, use files from previous version, use the Navigation pane and the ribbon, and create Access Apps, databases that run on the web.
Stop a query from asking for input
To make a parameter query stop asking for input, you remove all parameters, or fix problems (usually typos in field names) in expressions.
Use criteria in your Access 2013 queries
Learn how to use criteria to filter your Access data. This course covers adding criteria to queries, using AND and OR logic, logical operators such as IN and BETWEEN, and how to use wildcards. You need a basic understanding of queries to complete this course.
Use parameter queries to filter query results
Learn how to add parameters to your queries so they ask for your input, such as a date or a name, before they run. Parameters are a powerful way to filter your query results.
Use Update queries to change data in Access 2013
Learn how to build update queries that change data safely. Update queries can be a fast way to change a lot of existing data in one or more tables.
Using date criteria in queries
Learn how to use date criteria in your queries. This course shows the basics, plus how to use calculated fields and filter for part of a date value, as well as how to use the DateDiff and DateAdd functions to subtract and add date values. You need to be familiar with Access queries to complete this course.
Check out training courses for the rest of the Office 2013 programs.
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