DBA 112 Chapter 1

To enter dataa in a new record in a form

* open the form in form view *click on the new button located on the home tab in the records group.

Print Preview

A specific report view that shows how the database report will appear when printed. From this tab, you cna adjust print settings and export the report to another file format.

undo

Command that allows you to reverse the last action you performed. The quick access toolbar gives you immediate access to this commands.

Compact and Repair Database

Database utility that removes unused space from a database to help improve performance; can be used to repair a database in which some objects have become corrupted. If you need to interrupt the compact and repair process for any reason, press and hold Esc. To help your database run as efficiently as possible, it is a good practice to run compact and repair on a regular basis.

Form View

Forms open this way. provides a user -friendly interface for entering data in database. In this view you can NOT change the layout or formatting. If the form wa formatted similar to a table, it will open in a specail form datasheet view.

outermost sort

In a multilevel sort, the first field the data are sorted on. This will sort last.

Navigation Pane

Pane that organizes all the objects for a database. It is docked at the left side of the screen. If the pane is in the way just click on the shutter bar open/close button.

macro

Programming instruction that can be run from within the file. It is used to automate data entry and formatting processes and to execute commands from buttons in database forms and reports.

message bar

Security warning that displays at the top of the window, below the Ribbon. If you trust the source of the database click on Enable content button in the message bar. Access will remember the setting and you will not see the security warning message the next time you open the database.

SQL view

Shows the code used to build the query. Advanced users can write code directly to build the query.

input mask

This is called when some fields required a specific input format. Access will display placeholder characters such as underscores to guide you as you enter data. Access will not allow you enter characters that violate the input mask rules (like entering letters when you have to enter numbers or like entering 4 digits where the area code is only digits).

Design View

View option that allows you to build or modify the basic structure or functionality of a database object. When working with an object in this view you see only the structural elements of the object, NOT the data. For queries this view provides a visual grid to create the underlying programming code that defines the parameters and criteria used to generate the resulting dataset.

layout view

View where you can modify some (but not all) structural elements in a form or report. Benefit of this view is that you can see live data in the object while you work on the object layout.

relationship window

Window that provides a visual representation of the relationships in your database. In relationship window, each table is represented by a box listing all the fields in the table.

relational database

a database that allows you to relate tables and database to one another through through common fields. Access allows you to do this so it is consider a relational database.

Primary Key

a field that contains data unique to each record in a table, in a one to may relationships, the field in the main table that is also included in the secondary table.

template

a file with predefined settings that you can use as a base to create a new database of your own. once you open one the new database opens with a full set of tables, queries, forms and reports ready for you to enter data. Some temples can be complicated so take time to look at them and see relationships. delete unnecessary fields but don't remove a filed that is part of a relationship. You can always search for online templates available on the new page section.

forms

allows database users to input data through a friendly interface. All the data entered into a form are stored in the underlying database table(s).

redo

command that allows you to reverse the Undo command and restore the file to its previous state. The quick access toolbar gives you immediate access to this commands. This command is super useful when you are working with formatting design elements in forms and reports. It is NOT available for data entry tasks.

columns

each column in the table represents a specific data value called field. In other words each column is a field.

Rows

each row in the table contains all data for a single record.

How to change column size

home tab, in the record group, click more button and select field width to open the column width. Type the column width you want in the box or click the best fit button. then click OK.

Data

is entered in records though tables or forms. when doing it a table you must use datasheet view.

field width

or column width refers to the number of characters that are visible on-screen

Each row in a table contains all the data for a single ____

record

lookup fields

some fields have this list from which you choose values. Click the arrow in the field to display the list of available values and click the value you want.

All data entered into a form are stored in the underlying _________.

table

______ are the basic building blocks of a database

tables

Backing Up a Database (part 2 info)

to create a backup for file-->save as-->backup database --> save as < access automatically adds a current date to the end of the file name. If you want to create a copy to experiment but you don't want this to be the backup do the same step but in save as page select Access database in the save database as section

When you are entering data in a new record in a form, the Undo command will ___

undo the entire record at once

Datasheet View

view to use when entering data in a table or sort and filter data. By default, tables open this way. You can also add new fields and modify fields properties.

Facts about deleting records

*on datasheet view you can click on the record, click on delete button and click yes to continue. You can NOT undo a record deletion. *on form view, if you delete a record here you will delete the record in the underlying table. select the record you want to delete, on home tab(on records groups) click on delete button arrow , select Delete Record and click YES to continue.

Database

A collection of data. An effective database allows you to enter, store, organize and retrieve large amounts of related data.

find command

A command to help you search for certain content. If you need to find multiple record that match your search this command is super useful.

one-to-many relationship

A relationship between two tables where the primary table contains a primary key field that is included as a field (the foreign key) in the secondary table. Thus, one record in the first table can relate to many records in the second table.

Quick Start application parts

A table template that you can use to start building a database. There are five Quick Start application parts to choose from: Comments, Contacts, Issues, Tasks, and Users. Most also include forms for data entry.

Creating a New Blank Database

click on file tab to open backstage view, click new, click the blank database icon. Enter the file name for the new database, you can choose a different location by clicking the folder icon and selecting what you want. after that click on create button. I would always starts with a temporary table that you can see it on datasheet view where you can add data. If you close the table and choose not to save it, access will remove it from the navigation pane.

what parts are available in quick start application?

comments- contains a single table. Good for maintaining a running list of changes to the database contacts-contains one table, one query, 3 forms and 4 reports. good for storing names, addresses and phone numbers for customers, vendors, students, employees or anything similar to this. issues-contains one table and 2 forms for data entry. good for a tracking technical support issues or project-related problems. tasks- contains one table and 2 forms for data entry. good for a to-do lost or parts of a larger project. users- contains one table and 2 forms for data entry. good for tracking e-mail addresses and login info for web site or networks users..

reports

display database information on screen or on paper. Reports do not allow data entry; they are read-only. The open in report view, which shows static view of the report. You can NOT change the layout

queries

extract data from a table or multiple related tables. queries can also perform actions on tables such as updating data values and deleting data. query results may look like tables but they are not store data permanently. This type of data will update every time the query runs. They open on a datasheet view showing the record set that matches the query criteria. Datasheet view for a query does NOT allow you to modify fields.

Creating a backup of the database removes unnecessary file space and hidden, temporary objects from your database

false

To rename a database object, double-click the name in the Navigation Pane and type the new name

false

You can undo a record deletion.

false

You must manually save the record each time you enter data in a table or form

false

Each column in a table represents a specific data value called a(n) _______.

field

Backing Up a Database (part 1 info)

if you are about to add a significant amount of data that you may not want to keep, or if you are just experimenting with the design then you should create a backup first. This will create a copy of it and preserve the data at a certain point. You can open and restore data from a earlier stage. Always create a backup before creating a major change.

innermost sort

in a multilevel sort, the last field the data are sorted on. This will sort first. Remember we di this because we sort in opposite order. what what you want first you will sort out as last. this is called innermost sort. will show as the first thing you sort.

foreign key

in a one to many relationship, the field in the secondary table that relates to the primary key in the primary table.

When sorting a datasheet on more than one field, apply the ___first

innermost sort

field size

refers to the number of characters the field can hold in the database

tables (Access)

store all the database data. Essential building block of the database. Look similar to spreadsheet.

search box

to search information in your database you can use this simple search in a table, form or query. I is located nect to the navigation buttons at the bottom of the datasheet or form.

Backstage view

when print preciew is not available you can use this view/ ypu can still print and preview them here. on backstage view, print preview shows you a reduced version of the active database object as it will appear when printed. check paper layout. By click on landscape you can a range the pages to print. you can always try to use the quick print command.