School of Management Universiti Sains Malaysia

Part 1 INTRODUCTION
By the end of this course for Microsoft Access 2010, you will be able to produce the following
output. You will be able to perform the following task.

Creating tables
Add caption
Entering data
Set the primary key
Sort the data
Filter data
Printing data
Create, edit test query
Create a data entry form using wizard
How to edit the form and add image
Creating the relational database

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MS Access 2010 Interface

Introduction

Access 2010 is a database creation and management program. To understand Access, you
must first understand databases (which already explain in lecture).

Databases in Access 2010 are composed of four objects: tables, queries, forms, and reports.
Together, these objects allow you to enter, store, analyze, and compile your data however you
want.

The Ribbon

The Ribbon contains multiple tabs, each with several groups of commands. Some tabs,
like Form Layout Tools and Table Tools, may appear only when you are working with certain
objects like forms and tables. These tabs are called contextual tabs, and they are highlighted in a
contrasting color to distinguish them from normal tabs.

The Quick Access toolbar

The Quick Access toolbar is located above the Ribbon, and it lets you access common
commands no matter which tab you are on. By default, it shows the Save, Undo,
and Repeat commands. If you'd like, you can customize it by adding additional commands.

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The Navigation pane

The Navigation pane is a list containing every object in your database. For easier viewing, the
objects are organized into groups by type. You can open, rename, and delete objects using the
Navigation pane.

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MS Access 2010 Database (Table)

By the end of this course for Microsoft Access 2010, you will be able to produce the following
output.

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Introduction

While there are four types of database objects in Access 2010, tables are arguably the most
important. Even when you're using forms, queries, and reports, you're still working with tables
because that's where your data is stored. Tables are at the heart of any database, so it's important
to understand how to use them.

Creating table

You will need to create a new Access file either from the templates provided by
Microsoft [click on the templates you want] or you can create a blank database.

For this activity, you will select a blank database.

Go to Create > Table

Enter the following Particular in the top column

Functions Field

Remain Same As Default ID

Text First Name

Text Last Name

Text Address

Numbers Phone No

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Adding records and entering data

Entering data into tables in Access is similar to entering data in Excel. To work with records,
you'll have to enter data into cells. If you need help entering data into records, you may want to
review our Cell Basics lesson from our Excel 2010 tutorial.

TO ADD A NEW RECORD:

There are three ways to add a new record to a table:

In the Records group on the Home tab, click the New command.

On the Record Navigation bar at the bottom of the window, click the New
Record button.

Simply begin typing in the row below your last added record.

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Occasionally when you enter information into a record, a window will pop up to tell you the
information you've entered is invalid. This means the field you're working with has a validation
rule, which is a rule about the type of data that can appear in that field. Click OK, then follow
the instructions in the pop-up window to re-enter your data.

TO SAVE A RECORD:

1. Select the Home tab, and locate the Records group.

2. Click the Save command.

Be sure to save any unsaved records before closing a table. Access will not prompt you to save
them when you close the table.

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Sorting and Filtering Data

Access 2010 gives you the ability to work with enormous amounts of data, which means it can
be difficult to learn anything about your database just by glancing at it. Sorting and filtering are
two tools that let you customize how you organize and view your data, making it more
convenient to work with.

TO SORT RECORDS:

1. Select a field in the cell you want to sort by. In this example, we will sort by customers'
last names.

2. Click the Home tab on the Ribbon, and locate the Sort & Filter group.

3. Sort the field by selecting the Ascending or Descending command.

o Select Ascending to sort text A to Z or to sort numbers from smallest to largest.

We will select this in our example because we want the last names to be in A-to-Z
order.

o Select Descending to sort text Z to A or to sort numbers from largest to smallest.

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4. The table will now be sorted by the selected field.

5. To save the new sort, click the Save command on the Quick Access toolbar.

After you save the sort, the records will stay sorted that way until you perform another sort or
remove the current one. To remove a sort, simply click the Remove Sort command.

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TO CREATE A SIMPLE FILTER:

1. Click the drop-down arrow next to the field you want to filter by. We will filter by city
because we want to see a list of customers who live in a certain city.

2. A drop-down menu with a checklist will appear. Only checked items will be included in
the filtered results. Use the following options to determine which items will be included
in your filter:

o Select and deselect items one at a time by clicking their check boxes. Here, we
will deselect all of the options except for Cary.

o Click Select All to include every item in the filter. Clicking Select All a second
time will deselect all items.

o Click Blank to set the filter to find only the records with no data in the selected
field.

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3. Click OK. The filter will be applied. Our customers table now displays only customers
who live in Cary.

Toggling your filter allows you to turn it on and off. To view records without the filter, simply
click the Toggle Filter command. To restore the filter, click it again.

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