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Chapter 2 Introduction=Under the
assumption that Chapter One of Microsoft Access has been completed or
observed, explain how:
are the first step towards a multifunctional database
-Forms act as visual
aids for those tables
-Information from Chapter
One should be incorporated into your studies in order to achieve fulfillment
from this lesson.
Chapter 2 of Grauer and Barber Textbook
Expectations from Chapter:
basic tables and forms
-Learn basic steps towards
maximizing the variety of uses offered by MS Access
-Microsoft Access is becoming utilized
more and more each day by businesses, students, and home users
-Access has unlimited ability to adjust to new information
-Utilized in a business atmosphere over a network:
*One can set options on
each computer in an office to run off a server
*You can also limit access to certain
types of information that should be withheld from mainstream
ASK STUDENTS: How do you think a business can use a computer to manage
information and important data?
-Access can store an unlimited amount of
data that can be updated and changed by simply inputting and outputting
(deleting) the information in a table or query.
When presenting a student with his/her grades, what might you also present on
the sheet other than the grades already received?
Access is gradually becoming one of the
most frequently used software programs internationally.
-Eventually going to become a requirement for students to use
As a teacher, what would be the best way to organize student information
and/or create worksheets for students?
After learning the basic uses and
abilities of Access, students and teachers will be able to use Access in the
What types of projects in the classroom require inserting information and
recording data? (i.e. laboratory experiment)
How would you
most likely use MS
Access, whether it be for an organizational or other functional manner?
-Reinforce the uses and abilities of a
-Tables are similar to Microsoft Excel
They can be imported and
exported between the two programs
-Tables allow for an array of different
types of information to be inputted: numbers, text, characters, etc.
-Can be combined and mixed with other tables through queries.
*Note to professor: Make sure to
emphasize the fact that the information is inserted and viewed through
-Table Wizard can guide beginners in a step by step process of setting up a
-Offers an array of sample field names and tables to choose from
-You can select a common field that will help relate two or more tables so
that data from those tables can be displayed for viewing, modifying, and/or for printing.
How would the wizard function best to suit your needs?
-Experiment with choosing different
fields and records until you find one that matches what you want
-Allows for you to get an idea of
how tables are created, and then you can manually design your tables
When naming the table, make sure to keep a consistent pattern:
For instance, keep the
title in all caps or in all lowercase….also, either always use spaces or use
Relationships between tables are
important when trying to create unique tables through queries
Note to Professor: Relationships will be defined and explained in the chapter
dealing with queries
The wizard allows you to return to
certain editing options of your table after completing it.
-If it is your first time
creating a table, it is recommended to check the box in order to display HELP
you begin working with
-Tables present data into columns and rows:
-For MS Access usage, they are
referred to as fields and records, respectively
-When manually designing a table, you get to input specific fields and
The choice of a data type for a field defines the kind of value that can be
inserted into a field.
-Access will not allow
you to input numbers if the data type of TEXT is chosen (if you come across a
problem when working with
your table, check the data type. There
is a good chance its wrong)
-These errors may occur
when you try to compute calculations or when attempting to sort and filter
Explains how to use fields to organize
Basic definition of data types.
Definitions of different kinds of data
types that can be chosen for a field.
More types of fields and their
definitions, and descriptions when to use them.
This is more field types and
This is more field types and
This is a full explanation of primary
key- definition as well as usage.
This slide describes what the datasheet
view is and shows a picture to further enforce the term.
This slide describes what the design
view is and shows a picture to further enforce the term.
This slide begins the lesson of
properties by defining it, explaining that there are ten, and beginning to
define them with field size property.
Continuing with properties…
This is the Input Mask property
definition and description, as well as an example.
This continues on to Caption and Default
Value properties and their definitions.
This is the validation rule and
validation text properties and their definitions.
These are the final properties,
required, allow zero length, and indexed, accompanied by their definitions.
-A table may have only one primary key,
but that key can consist of a single field or multiple fields.
types of primary keys include: AutoNumber primary keys, Single-field primary
keys, and Multiple-field primary keys.
When selecting a field(s) as a primary key, do you think that field should be
the category that is the most general or the most specific.
-Forms can be designed and customized any way you wish
-Forms can be set up to allow for the easiest method of inputting information
into a table or query.
-Forms can be created to open other forms and
reports (via a command button)
-Information in a form comes from a record
source; the rest is stored in the design view
What types of worksheets could you create to hand out to students on specific
-When creating a form, it is necessary
to envision the design you wish to create before proceeding.
Once you have a rough sketch of what you
want, then MS Access has multiple tools to help you align and adjust text,
label, command, and other boxes.
-Why would it be important to input information into a table through a form,
rather than inputting into the table directly? (HINT: Prevention of Error)
-The form wizard allows you to pinpoint
the various fields that are included in any previously made tables or
-The fields you choose must be from the same query or table,
unless the fields have be linked via a
query or primary key.
The wizard offers four default layouts to choose from.
-However, if none of the layouts suits what you wish, you can modify the
design in design view manually after completing the steps of the wizard.
The style also contributes to the layout and design of the form.
-Choose accordingly (avoid
using an erratic style if to be used in a professional manner: the clearer,
clearer the better.
-The control toolbar allows you to
access various features, which can be included in the design of a form.
is recommended that you explore what each of these options can do by choosing
each and experimenting.
When designing a form, what types of features or ideas would you incorporate
into the form?
Bound Controls require the use of an underlying record souce
-This can be established by choosing the source through the properties
of a bound control
bound controls allow forms to retrieve data from tables/queries.
-The drop down list box allows you avoid
typing errors, easier to search for an item in a long list if alphabetized,
and is simple to use with the click of the mouse.
-The check box option
allows you to insert a box that can be checked to indicate a response from the
reader of a form
On what type of forms do you usually encounter some sort of check box?
Command buttons are at the heart of the
entire program of Microsoft Access
-The ability to use a command button offers numerous advantages: Maximizes the ability of Access to store and
mix data and information
-One can identify the fulfillment of the command
button after learning the other main functions of Access, such as Macros,
Reports, Advanced Queries, etc.
When designing a command button, you can
identify the actual command by
naming it with text or identifying it with a picture (I.e. a printer to PRINT;
a disk to SAVE)
EMPHASIS ON COMMAND BUTTONS
-When changing between views, you
can either switch by:
(A)Clicking the button
in the top left corner of design view to switch to datasheet view, or
(B)Right on empty space
in datasheet view, and left click on DESIGN VIEW.
Data Sheet View allows you to
manipulate, modify, observe, and work with the data in a table.
-Subdatasheets allow you to
exhibit records from other tables as you work on a specific table
-Virtually all utilizations of the
Subdatasheets are the same as with the datasheet, with few exceptions.
Be creative and imaginative with
designs: VIRTUALLY ANYTHING IS POSSIBLE WITH ACCESS
The ruler and grids allow for alignment
and placement of objects, boxes, etc.
-Also allows for one to get an idea of how and where objects
will be placed in a printed version of their
-As discussed earlier, properties reveal
the underlying record source and options which allow you to modify the format
and procedure of objects/commands.
Any physical changes that wish to be
made can be toggled with under the Format tab of Properties
-Set conditions for
If you do
not know how to do something, wish to expand your knowledge of Access, or need to fix a problem, refer to the Help
Menu at the top of the screen.
-To access the HELP Menu,
go to the main toolbar, left click Help and click Microsoft PowerPoint Help,
hit Alt + H to bring up the HELP