Tutorial 1
Creating a Database

 Objectives:

a. Learn basic database concepts and terms
b. Explore the Microsoft Access window and Backstage view
c. Create a blank database
d. Create and save a table in Datasheet view
e. Enter field names and records in a table datasheet
f. Open a table using the navigation Pane
g. Open an Access database
h. Copy and Paste records from another Access dtabase
i. Navigate a table datasheet
j. Crate and navigate a simple query
k. Create and navigate a simple form
l. Create, preview, navigate, and print a simple report
m. Learn how to compact, back up, and restore a database

Important Points:
1. A field is a single characteristic or attribute of a person, place, object, event, or idea.
2. A table is a collection of fields that describe a person, place, object, event, or idea.
3. The specific value of a field is called the field value.
4. A collection of related tables is called a relational database.
5. A relationship can be established between tables that have a common field that is of the same data type.
6. A primary key is a field, or a collection of fields, whose values are unique for every record in a table, cannot be null and is the first index of the table. These are the entity integrity restraints of a primary key.
7. When you join the primary key from one table to a common field in another table, the common field in the related table is called a foreign key.
8. A Database Management System (DBMS) is a software program that lets you create databases and then manipulate data in them.
9. A Relational database management system data is organized as a collection of tables.
10. A template is a pre designed database that include tables, reports and other database objects.
11. Datasheet view shows a tables contents in rows and columns.
12. Navigation Pane is the area on the left side of the window that list all of the objects in the database.
13. Create Belmont database.
a. start access, You will see:
open menu for access2010.

Here you can select different templates to use.  a. click blank database, type in belmont in file name, click browse and select where you want to create Belmont.  You will see:

Browse button for creating database

b. click ok, click create:  you will see:
opening screen of access


13. Tables can be createted in datasheet view. Click create tab on the ribbon, in tables group click the table button, accept the default Id primary key, add your field by double clicking the add new field column heading.
14.  Field names: 64 characters letters, numbers, spaces and special characters except for a period, exclamation mark, accent grave, and square brackets, cannot begin with space. Give fields descriptive names. Recommend that you do not use any spaces in field names because it cause conflicts with programming
15. Data type determines what field values you can enter into a field.
16. Autonumber data type automatically inserts a unique number in the field for every record which can be sequential or random. . Long Integer is the data type. .
17. Text data type allows field values contain letters, digits, and other characters up to 255. 
18. Clicking a field selector (column selector) or a record selector (row selector) selects the entire column or row.
19. When creating a table in datasheet view and entering data access automatically assign each field a data type based on the field values you enter.
20. Saving a table - click the save button on the quick access toolbar.,type the table name in the box, click OK.
21. Opening a table -double click the table name in the navigation pane.
22. Copy records from another Access database: With the current database open, Open the other database, open the table that records are to be copied from, select all of the records to be copied by clicking the datasheet selector. , in the clipboard group on the home tab, click copy, close the table, say yes you want to keep data in the clipboard, close the database, go to the table records are to copied to, select the new record row, in the clipboard group on the home tab, click paste, click yes. Remember that the table structures must be the same.
23. A query is a question you ask about the data stored in a database. There are two types of queries. Select queries in which data is selected based on the contents of the fields and do not change the contents of the table. Action queries which change the the contents of the table in some way.
24. When a query is saved the Sequential Query Language (SQL) is saved not the dynamic data set created by the query.
25. Simple Query Wizard: - click create tab on the ribbon, in the other group on the create tab click the query wizard button, You will see:
Simple Query Wizard dialog box

a. make sure simple query wizard is selected, click ok. You will see:
simple query wizard table
b. Click the tables\queries down arrow to select the table or query you want to use, then send the fields across to the selected fields box, click next, select detailed or summary, click next, type in the name you want for the query, click finish.
26. A form is a graphic user interface into the table. A form tool creates a form containing all the fields in the table or other database object.
27. creating a form open the table in datasheet view, in the forms group on the create tab, click the form button and the form is created.
28. A report is a formatted printout (or screen display) of one or more tables in a database.
29. Create a simple Report. - select table and open in datasheet view, click the create tab on the ribbon, in the reports group on the create tab, click report button.
30. Print Preview report: in the views group on the report layout tools format tab, click view button arrow, click print preview.
31. Print a report - click the office button , point to print, click quick Print.

32. Compacting a database rearranges the data and objects in a database to decrease its file size.  Click file, info, you will see:
file info dialog box

a. Click compact and repair.
33. Backing up a database is the process of making a copy of the database.