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~- '# CENGAGE
·-
New Perspectives Series
Working with the Navigation Pane ........... AC 3-53 Module 5 Creating Advanced Queries and Enhancing
Table Design
Session 3.2 Quick Check ............... . ... AC 3-55 Making the Clinic Database Easier
Review Assignments ... . ........... . ...... AC 3-56 to Use . . . . .. . ... . ... . ...... . . . . .. . . AC 5-1
Case Problems ........................... AC 3-57 Session 5.1 Visual Overview: Calculated Field .... AC 5-2
Reviewing the Clinic Database................ AC 5-4
Module 4 Creating Forms and Reports
Using Forms and Re p orts to Display Using a Pattern Match in a Query ............. AC 5-5
Patient and Visit Data ....... . . . . . . . . . AC 4-1
Using a List-of-Values Match in a Query ........ AC 5-8
Session 4.1 Visual Overview: Using the Not Logical Operator in a Query ... . . AC 5-9
Form Displayed in Form View ................ AC 4-2
Using an AutoFilter to Filter Data .......... AC 5-10
Creating a Form Using the Form Wizard ........ AC 4-4
Assigning a Conditional Value to a
Modifying a Form's Design in Layout View ...... AC 4-7 Calculated Field .......................... AC 5-13
Applying a Theme to a Database Object ...... AC 4-7 Creating a Parameter Query ... . ........... . AC 5-17
Adding a Picture to a Form.·············· AC 4-11 Creating a More Flexible Parameter Query ... AC 5-19
Changing the Color of Text on a Form . . .... AC 4-13 Session 5.1 Quick Check ...... . ........... . AC 5-21
Navigating a Form ........................ AC 4-15
Session 5.2 Visual Overview:
Finding Data Using a Form · · · · · · · · · · · · · · · · · AC 4-16 Advanced Query Wizards .................. AC 5-22
Maintaining Table Data Using a Form ......... AC 4-19 Creating a Crosstab Query ................. AC 5-24
Previewing and Printing Selected · a F.md Dup 1·1cates Query . . . . . . . . . . . . AC 5-30
c reat1ng
Form Records ............................ AC 4-20 C . F' d U h dQ AC 5 32
reat1ng a m nmatc e uery . . . . . . . . . . . -
Creating a Form with a Main Form
Creating a Top Values Query ... . ........... . AC 5-34
and a Subform ........................... AC 4-22
Session 5.2 Quick Check ....... . ........... AC 5-35
Session 4.1 Quick Check ... ......... .. .. . .. AC 4-27
Lookup Fields and Input Masks . . . . ......... . AC 5-36
Report Displayed in Print Preview ..... . ...... AC 4-28
Creating a Lookup Field .................... AC 5-38
Creating a Report Using the Report Wizard .... AC 4-30
Using the Input Mask Wizard ... . ........... . AC 5-42
Modifying a Report's Design in Layout View .. . . AC 4-34
Identifying Object Dependencies ............ AC 5-47
Applying a Theme to a Report ............ AC 4-34
Defining Data Validation Rules . . ............ AC 5-48
Changing the Alignment of Field Values .... AC 4-35
Defining Field Validation Rules ............ AC 5-49
Moving and Resizing Fields on a Report .... AC 4-36
Defining Table Validation Rules . . ........ . AC 5-50
Changing the Font Color and Inserting
. · R AC Working with Long Text Fields .............. AC 5-52
a P1cture m a eport . . . . . . . . . . . . . . . . . . . . 4-38
Designating a Trusted Folder .. . . .. ........ . AC 5-55
Using Conditional Formatting in a Report. ..... AC 4-39
Session 5.3 Quick Check ................... AC 5-57
Session 4.2 Quick Check ............ . ...... AC 4-43
Review Assignments ...................... AC 5-58
Review Assignments ...................... AC 4-44
Case Problems ........................... AC 5-59
Case Pro bl ems......... . . . .......... . .... Ac 4- 45
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Editorial review has deemed that any s uppre-Ssed content does not materially affect the overnlllearning experience. Cengage Learning reserves the right to remove additiooal content at any time if s utlrequent rights restrictions require it.
Microsoft Office 365 & Access 2019, Comprehensive vii
Module 6 Using Form Tools and Creating Custom Session 6.3 Visual Overview:
Forms Custom Form in Form View ......... . ....... AC 6-44
Creating Forms for Lakewood Community
Health Services ..................... AC 6-1 Adding a Combo Box to Find Records ....... . AC 6-46
Session 6.1 Visual Overview: Adding a Subform to a Form ................ AC 6-50

Anchoring Controls ....... . ................ AC 6-2 Displaying a Subform's Calculated
Designing Forms ......... . ................ AC 6-4 Controls in the Main Form .................. AC 6-53
Changing a Lookup Field to a Adding Calculated Controls to a

Short Text field ......................... AC 6-4 Subform's Form Footer Section ........... AC 6-54
Creating a Relationship Report and Using Adding Calculated Controls to a Main Form .. AC 6-56
the Documenter ........................... AC 6-7 Resizing, Moving, and Formatting
Creating Forms Using Form Tools ........ . ... AC 6-1 1 Calculated Controls . ........ .. . . ....... . AC 6-58
Creating a Form Using the Changing the Tab Order in a Form ........... AC 6-61
Data sheet Tool ........................ AC 6-11 Improving a Form's Appearance ............. AC 6-64
Creating a Form Using the Adding a Line to a Form ................. AC 6-64
Multiple Items Tool ..................... AC 6-13 Adding a Rectangle to a Form .. . ......... AC 6-65
Creating a Form Using the Modifying the Visual Effects of the
Split Form Tool ........ . ............... AC 6-14 Controls in a Form ...................... AC 6-66
Modifying a Split Form in Layout View ...... AC 6-15 Session 6.3 Quick Check ................... AC 6-69
Anchoring Controls in a Form ............. AC 6-19 Review Assignments ...................... AC 6-70
Session 6.1 Quick Check . .. . . ....... . .. . ... AC 6-21 Case Problems ...... . ......... . . . ....... . AC 6-72
Session 6.2 Visual Overview: Module 7 Creating Custom Reports
Custom Form in Design View . . ...... . .. . ... AC 6-22 Creating Custom Reports for Lakewood
Community Health Services . ... . . . . . . . . AC 7-1
Planning and Designing a Custom Form ....... AC 6-24
Session 7.1 Visual Overview: Report Sections .. . . AC 7-2
Creating a Custom Form in Design View . .. . ... AC 6-24
Customizing Existing Reports ................ AC 7-4
Working in the Form Window in
Design View . ........ .. . .. .. . ...... . ... AC 6-25 Viewing a Report in Report View .. . ......... . . AC 7-4
Adding Fields to a Form ... . .. . .. . .... . . . AC 6-27 Copying and Pasting a Report into Word ..... AC 7-6
Selecting, Moving, and Modifying a Report in Layout View .......... . . AC 7-8
Aligning Form Controls .................... AC 6-28 Modifying a Report in Design View ........ . ...AC 7-15
Resizing and Deleting Controls .......... . ... AC 6-32 Session 7.1 Quick Check. .. . .... .. ......... . .AC 7-19
Adding a Combo Box Control to a Form ... . . . AC 6-34 Session 7.2 Visual Overview:
Using Form Headers and Form Footers ... . ... AC 6-40 Form in Design View and Print Preview ........ AC 7-20
Adding a Title to a Form ................. AC 6-41 Planning and Designing a Custom Report ..... AC 7-22
Session 6.2 Quick Check ... . ............... AC 6-43 Creating a Query for a Custom Report ........ AC 7-23
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viii New Perspectives Series
Creating a Custom Report . . . ............... AC 7-25 Session 8.2 Visual Overview:

Sorting and Grouping Data in a Report ..... AC 7-27 Tabbed Control with a Chart ............... AC 8-24
Working with Controls in Design View . . ...... AC 7-32 Using a Tab Control in a Form .. . . . ......... . AC 8-26
H.d.
1 mg Dup11ca
· t e a1ues m v
· a Report . . . . . . . . . . AC 7-38 Creating a Chart Using the Chart Wizard ...... AC 8-30
Session 7.2 Quick Check ... . ............... AC 7-39 Using Templates and Application Parts ........ AC 8-36
Exporting a Report to a PDF File ............. AC 8-40
Custom Form in Design View ............... AC 7-40 Integrating Access with Other Applications .... AC 8-42
Understanding Page Header and Linking Data from an Excel Worksheet. ..... AC 8-43
Page Footer Sections ...................... AC 7-42 Session 8.2 Quick Check ................... AC 8-47
Adding the Date to a Report ............. AC 7-42 Review Assignments ...................... AC 8-48
Adding Page Numbers to a Report ........ AC 7-46 Case Problems ........................... AC 8-49
Adding a Report Title to a Module 9 Using Action Queries and Advanced Table
Page Header Section ............ . ...... AC 7-48 Relationships
Enhancing User Interaction with the
Creating Mailing Labels . . .. . ........ . ...... AC 7-50 Health Database ... . . . . . . . .......... AC 9-1
Review Assignments .... . . . ....... . .. . .... AC 7-55 Action Queries ............................ AC 9-2
Case Problems ........................... AC 7-56 Action Queries ............................ AC 9-4
Module 8 Sharing, Integrating, and Analyzing Data Creating a Make-Table Query ... . ........ . . AC 9-5
Importing, Exporting, Linking,
and Analyzing Data in the Creating an Append Query ............... AC 9-9
Clinic Database ..................... AC 8-1 Creating a Delete Query .... . .. . ........ . AC 9-12
Session 8.1 Visual Overview: Creating an Update Query ... . ........... AC 9-15
Exporting Data to XM L and HTML ............ AC 8-2 Session 9.1 Quick Check ....... . ........... AC 9-17
Exporting an Access Query to an
HTML Document ......... . ................ AC 8-4
Many-to-Many Relationship ................. AC 9-18
Viewing an HTML Document in a
Understanding Types of Table Relationships ... . AC 9-20
Web Browser ........................... AC 8-6
Many-to-Many Relationships .............. AC 9-21
Importing a CSV File as an Access Table . ....... AC 8-7
One-to-One Relationships .. . ............ AC 9-22
Analyzing a Table with the Table Analyzer ... AC 8-11
Defining M:N and 1:1 Relationships
Working with XML Files .................... AC 8-12
Between Tables .. .. .. . ...... . .. . ........ . AC 9-24
Importing Data from an XML File .......... AC 8-13
Understanding Join Types . . .. .. ............ AC 9-27
Saving and Running Import Specifications ... AC 8-14
Inner and Outer Joins ...... . ........... . AC 9-27
Exporting an Access Table as an XML File ... AC 8-17
Self-Joins ............................. AC 9-31
Saving and Running Export Specifications . . . AC 8-20
Using Indexes for Table Fields .............. . AC 9-36
Creating an Index ...................... AC 9-39
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Microsoft Office 365 & Access 2019, Comprehensive
Session 9.2 Quick Check ... . ............... AC 9-41 Review Assignments . ........... . ........ AC 10-50
Review Assignments ............. . .... . ... AC 9-42 Case Problems .......................... AC 10-51
Case Problems . ...................... . ... AC 9-43 Module 11 Using and Writing Visual Basic for
Applications Code
Module 10 Automating Tasks with Macros Creating VBA Code for the
Creating a User Interface for the Health Health Database ... . . . . .. .......... AC 11-1
Dat abase ............... ....... ... AC 10-1
Session 10.1 Visual Overview: Session 11.1 Visual Overview:
The Macro Designer Window ............... AC 10-2 VBA Code Window · · ..................... AC 11-2
Introduction to Visual Basic for Applications .... AC 11-4
Introduction to Macros ................ . ... AC 10-4
Understanding Procedures ............... AC 11-4
Running a Macro ......................... AC 10-4
Understanding Modules ....... . ......... AC 11-5
Viewing a Macro in the Macro Designer ... . ... AC 10-6
Using an Existing VBA Procedure ............ AC 11-6
Using Arguments in a Macro ............. AC 10-7
Examining a VBA Event Procedure ........ . AC 11-8
Adding Actions to a Macro . . .......... . .... AC 10-7
Modifying an Event Procedure ............ AC 11-11
Single Stepping a Macro .................. AC 10-12
Creating Functions in a Standard Module ..... .AC 11-13
Using a Command Button with an
Attached Macro ......................... AC 10-13 Creating a Function .................. . .. AC 11-14
Understanding Events . . .. . .......... . .. AC 10-15 Testing a Procedure in the

Immediate Window ....................... AC 11-17
Understanding Submacros ......... . .... AC 10-16
Session 11.1 Quick Check.. . .... .. . . ....... .AC 11-19
Adding a Submacro ...................... AC 10-18
Adding a Command Button to a Form ....... AC 10-21 Session 11.2 Visual Overview:
Example of an Event Procedure . . .. . ....... AC 11-20
Attaching a Submacro to a
Command Button ......... . .............. AC 10-22 Understanding How an Event
Procedure Processes Commands .. . ........ AC 11-22
Session 10.1 Quick Check ................. AC 10-25
Adding an Event Procedure ..... . .. . ....... AC 11-24
Compiling Modules . ................... AC 11-25
A Navigation Form ....................... AC 10-26
Designing a User Interface.. . .. ......... . .. AC 10_28 Testing an Event Procedure ... . ......... AC 11-26
Creating an Unbound Form ................ AC 10_28 Adding a Second Procedure to a

Class Module ....... . ........ . .. . ....... AC 11-27
Adding a List Box Control to a Form ...... . .. AC 10-30
Designing the Field Validation
Introduction to SOL ...................... AC 10-32
Procedure ........................... AC 11-27
Viewing a SOL Statement for a Query . . ... AC 10-33
Adding a Field Value Event Procedure ..... AC 11-30
Using a SOL Statement for a
List Box Control. ........ . ............. AC _ Adding an Event Procedure to Change the
10 35
Case of a Field Value ..................... AC 11-32
Creating Multiple Macros for a Form ........ AC 10-40
Hiding a Control and Changing a
Creating a Navigation Form . . .............. AC 10-45 Control's Color .......................... AC 11-33
Session 10.2 Quick Check .............. . .. AC 10-49
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·
&htonal revJew has deemed that any suppre-Ssed content does not materially affect the overnlllearning , .
expenence. engage ammg reserves the nght to remove additiooal content at any time if sutlrequent rights restrictions require it.
New Perspectives Series
Session 11.2 Quick Check . . . .............. AC 11-37 Session 12.2 Quick Check ................. AC 12-49
Review Assignments .................. . .. AC 11-38 Review Assignments ......... . ........... AC 12-50
Case Problems . ........... . ....... . .. . .. AC 11-38 Case Problems .............. . ........... AC 12-51
Module 12 Managing and Securing a Database Appendix A Relational Databases and

Administering the Health Database . . . . AC 12-1 Database Design ........................ AC A-1
Session 12.1 Visual Overview: Tables ................................... AC A-2
Multivalued Fields and Subqueries .... . ...... AC 12-2 Keys . . ......... . .......... . ........... . . AC A-3
Additional Filtering Options ........ . ....... AC 12-4 Relationships .... . .......... . . . ......... . . AC A-5
Filter By Form ......................... AC 12-5 One-to-Many Relationship ................ AC A-5
Saving a Filter as a Query ............ . ... AC 12-8 Many-to-Many Relationship ............... AC A-6
Creating a Subquery .... . ................. AC 12-11 One-to-One Relationship ....... . .. . .. . ... AC A-7
Using Multivalued Fields .. . ......... . .. .. .. AC 12-14 Entity Subtype ............ . ........... . . AC A-8
Session 12.1 Quick Check ................. AC 12-21 Entity-Relationship Diagrams .. .. .. .. . . .. . .... AC A-9
Session 12.2 Visual Overview: Integrity Constraints ......... . ............ AC A-11
Database Options . . .. ..... . . .. .. . ...... . AC 12-22 Dependencies and Determinants .... . . . .. . .. AC A-12
Creating an Attachment Field .............. AC 12-24 Anomalies....... . . . ......... . ......... . . AC A-14
Using an AutoNumber Field .. . . . . . ..... .. . AC 12-26 Normalization ............................ AC A-15
Saving an Access Database as a First Normal Form .. . ...... . . .. ........ . AC A-15
Previous Version . . ........... .. .. . ...... . AC 12-29 Second Normal Form ...... . ........... . AC A-17
Analyzing Database Performance Third Normal Form ........ . ........... . AC A-19
with the Performance Analyzer . . . ....... . . . AC 12-30
Natural, Artificial, and Surrogate Keys ......... AC A-21
Linking Tables between Databases .... .. .. . . AC 12-33
Microsoft Access Naming Conventions ........ AC A-25
Using the Database Splitter........ . ..... .. AC 12-38
Review Assignments ......... . ........... . AC A-28
Securing an Access Database ........ . ..... AC 12-42
Index .................................. IDX 1
Setting the Database Startup Options ....... AC 12-44
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Getting to Know
Microsoft Office Versions
Cengage is proud to bring you the next edition of Microsoft Office. This
edition was designed to provide a robust learning experience that is not
dependent upon a specific version of Office.
Microsoft supports several versions of Office:
• Office 365: A cloud-based subscription service that delivers
Microsoft's most up-to-date, feature-rich, modern productivity tools
direct to your device. There are variations of Office 365 for business,
educational, and personal use. Office 365 offers extra online storage
and cloud-connected features, as well as updates with the latest
features, fi xes, and security updates.
• Office 2019: Microsoft's "on-premises" version of the Office apps,
available for both PCs and Macs, offered as a static, one-time
purchase and outside of the subscription model.
• Office Online: A free, simplified version of Office web applications
(Word, Excel, PowerPoint, and OneNote) that facilitates creating and
editing files collaboratively.
Office 365 (the subscription model) and Office 2019 (the one-time pur-
chase model) had only slight differences between them at the time this
content was developed. Over time, Office 365's cloud interface will con-
tinuously update, offering new application features and functions, while
Office 2019 will remain static. Therefore, your onscreen experience may
differ from what you see in this product. For example, the more advanced
features and functionalities covered in this product may not be available
in Office Online or may have updated from what you see in Office 2019.
For more information on the differences between Office 365, Office 2019,
and Office Online, please visit the Microsoft Support site.
Cengage is committed to providing high-quality learning solutions for
you to gain the knowledge and skills that will empower you throughout
your educational and professional careers.
Thank you for using our product, and we look forward to exploring the
future of Microsoft Office with you!
Getting to Know Microsoft Office Versions ~

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Editorial review has deemed that any suppre-Ssed content does not materially affect the overnll learning experience. Cengage Learning reserves the right to remove additiooal content at any time if s utlrequent rights restrictions require it.
Copyright 2020 Ctngagc Ltaming. All Rights Reserved. May not bt copitd. 5C3nncd. or duplicated, in whole or in part. Due to cltctronic rights. some third party conttnt may be ~upprcssed frotllthc cBook and/or cChaptcr{~).
Editorial review has deemed that any suppressed content does not materially affect the O\'e ralllearning experience. Cengage Learning reserves the right to remove additiooal cootent at any time if subsequent rights restrictions require it.
Using SAM Projects
and Textbook Projects
SAM and MindTap are interactive online platforms designed to transform
students into Microsoft Office and Computer Concepts masters. Practice
with simulated SAM Trainings and MindTap activities and actively apply
the skill s you learned live in Microsoft Word, Excel, PowerPoint, or Access.
Become a more productive student and use these skills throughout
your career.
If your instructor assigns SAM Projects:
1. Launch your SAM Project assignment from SAM or MindTap.
2. Click the links to download your Instructions file, Start file, and
Support files (when available).
3. Open the Instructions fi le and follow the step-by-step instructions.
4 . When you complete the project, upload your file to SAM or MindTap
for immediate feedback.
To use SAM Textbook Projects:
1. Launch your SAM Project assignment from SAM or MindTap.
2. Click the links to download your Start file and Support files
( when available).
3. Locate the module indicated in your book or eBook.
4 . Read the module and complete the project.
saTi'+ Open the Start f ile you downloaded.
saTi'+ Save, close, and up load your completed p roject to receive

immediate feed back.
IMPORTANT: To receive full credit for your Textbook Project, you must
complete the activity using the Start file you downloaded from SAM
or MindTap.
Using SAM Projects and Textbook Projects ~
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MODULE 1
Creating a Database ~
OBJECTIVES
Session 1.1 Tracking Patien t, Visit, and Billing Data
u
U
• Define basic database
concepts and terms <(
Case I Lakewood Community Health Services
• Start and exit Access
• Identify the Mic rosoft Access
w indow and Backstage view Lakewood Community Health Services, a nonprofit health clinic
• Create a b lank database
located in the greater Atlanta, Georgia area, provides a range of
• Create and save a table in
medical services to patients of all ages. The clinic specializes in
Datasheet v iew and Design view
• Add fields to a table in Datasheet chronic disease management, cardiac care, and geriatrics. Donna
view and Design view Taylor, the office manager for Lakewood Community Health
• Set a table's primary key in Services, oversees a small staff and is responsible for maintaining
Design view records for the clinic's patients.
Session 1.2 In order to best manage the clinic, Donna and her staff rely on
• Open an Access database electronic medical records for patient information, bi lling, inventory
• O pen a tabl e using the control, purchasing, and accounts payable. Several months ago,
Navigation Pane the clinic upgraded to Microsoft Access 2019 (or simply Access),
• Copy and paste records from a computer program used to enter, maintain, and retrieve related
another Access database
data in a format known as a database. Donna and her staff want to
• N avigate a table datasheet and
use Access to store information about patients, billing, vendors, and
enter records
• Create and navigate a simple products. She asks for your help in creating the necessary Access
query database.
• Create and navigate a simple
form
• Create, prev iew, navigate, and
print a simple report
• Use Help in Access
• Identify how to compact, back
up, and restore a database
STARTING DATA FILES
\t;;;;J- IM~dulel I Re~;ew I
Support_AC_1_Donna.accdb Support_AC_l _ Company.accdb
Support_AC_l _Records.accdb Support_AC_l _Residents.accdb
AC 1-1
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AC 1-2 Access I Mo dule 1 Creating a Database

The Quick Access Toolbar The Table Tools Fields tab
provides one-click access to provides options for adding,
commonly used commands, removing, and formatting
such as Save. the fields in a table.
~
8 ; Tab I~ Tools
File Home Create External Data Database Tools Help Fields Table p
The Shutter Bar Open/Close AB 12 ~ ~ Date&Time
r-§: /x
Button allows you to close 0 V~o
X
and open the Navigation View Short Number Currency
Pane; you might want to Text WJ More Fields •
close the pane so that you V1ews Add & ~l~t~-+----------, Properties
have more room on the
screen to view the object's
contents.
IAll Access Obje ... ~ « 1J:J ~ID • Cltek to Add •
T ables : I~* (New)l..___
CJ Ta ble1 -+---- Access assigns the -

default name ,-_..._ _ _ _____
"Table1" to the By default, The Click to
first new table you Access creates Add column
create. When you the ID field as provides another
save the table, you the primary key way for you to
can give it a more field for all new add new fields
meaningful name. tables. to a table.
The Add & Delete group

contains options for adding
different types of fields,
including Short Text and
Number, to a table.
--------'
The Navigation Pane lists all
the objects (tables, reports,
and so on) in the database; it
is the main control center for
opening and working with
database objects.
Datasheet view shows

the table's contents as
a datasheet.
Datash~~t View
------'-' Record. 14 1 of 1 Search
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Module 1 Creating a Database I Access AC 1-3
The Access Window

You use the window
The Access window is the buttons to minimize,
program window that appears maximize, and close
when you create a new database the Access window.
or open an existing database.
If you are signed into your

Office account, your name
appears here. If not are not
L-----------~-1 signed in, the Sign in link
will appear here, and you
The ribbon provides the can click it to sign into your
}-ooll; .-----1 main Access commands Office account.
Vahdatlon
organized by task into
tabs and groups.
F1tld Vahdatlon J
The title bar displays the

name of the open file and
the program.
A datasheet displays the

table's contents in rows and
columns, similar to a table
that you create in a Word
document or an Excel
worksheet. Each row will be
The status bar provides information about a separate record in the
the program or open file, as well as buttons table, an each column wil l
for working with the file. At the far left, the contain the field values for
status bar indicates the current view, in this one field in the table.
case, Datasheet view.
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Editorial review has deemed that any suppre-Ssed content does not materially affect the overnlllearning experience. Cengage Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
AC 1-4 Access I Module 1 Creating a Database
Introduction to Database Concepts

Before you begin using Access to create the database for Donna, you need to
understand a few key terms and concepts associated with databases.
Organizing Data
Data is a valuable resource to any bu siness. At Lakew ood Community Health Servi ces,
for example, important data includes the patients' names and addresses, visit dates,
and billing information. Organizing, storing, maintaining, retrieving, and sorting this
type of data are critica l activities that enable a bu siness to find and use information
effectively. Before sto ring data on a computer, however, you must organize the data.
Your first step in organizing data is to identify the individual fields. A field is a single
characteri stic or attribute of a person, place, object, event, or idea. For example, some of
the many fields that Lakewood Community Health Services tracks are the patient ID, first
name, last name, address, phone number, visit date, reason for visit, and invoice amount.
Next, you group rel ated fields together into tables. A table is a col lection of fields
that describes a person, place, object, event, or idea. Figure 1- 1 shows an example of
a Patient table that contains the following four fields: PatientiD, FirstName, LastName,
and Phone. Each field is a column in the table, w ith the field name displayed as the
co lumn heading.
Data organization for a table of patients
l' fields )
~Patient Table ~ ~ ~
~
PatientiD FirstName LastName Phone
13264 Alex Olsen 404-555-9132
13273 Sofia Garcia 470-555-3 126
13276 Claire Wilson 678-555-1247

ecords
13283 Harper Rowe 404-555-171 2
13290 Jim Williams 770-555-4910
13299 Terry Cruz 470-555-9982
The specific content of a fi eld is called the field value. In Fi gure 1- 1, the first set of
field values for PatientiD, FirstName, LastName, and Phone are, respectively: 13264,
Alex, Olsen, and 404-555-91 32. This set of field values is called a record. In the
Patient table, the data for each patient is stored as a separate record. Figure 1- 1 show s
six records; each row of field values in the table is a record.
Databases and Relationships

A col lection of related tables is cal led a database, or a relational database. In this
module, you wil l create th e database for Lakewood Community Health Services, and
w ithin that database, yo u' ll crea te a table named Visit to store data about patient visits.
Laler on, you'll creale Lwo more Lables, named Palienl and Billing, Lo slore relaled
information about patients and th eir invoices.
As Donna and her staff use the database that you will create, they will need to
access information about patients and their visits. To obtain thi s information, you must
have a way to connect records in the Patient table to records in the Visit table. You
connect the records in the separate tab les through a common field that appears in both
tables.
In the sample database shown in Figure 1-2, each record in the Patient table has a
field named Pati entiD, which is also a field in the Visit table. For example, Jim Williams
is the fifth patient in the Patient table and has a PatientiD f ield value of 13290. This
same PatientiD field va lue, 13290, appears in two records in the Visit table. Therefore,
Jim W il liams is the patient that was seen at th ese two visits.
- i @ ! i $ 1 - Database relationship between tables for patients and visits

Patie nt t a ble
PatientiD FirstName Last Name Phone
~
13264 Alex O lsen 404-555-9132
13273 Sofia Garcia 470-555-3126
13276 Claire Wilson 678-555-1247
13283 Harper Rowe 404-555-1712
13290 Jim Wil liams 770-555-4910

( p rimary keys ) -
13299 Terry Cruz 470-555-9982
( common field
Visit table
( foreign key )
two visits for
Jim Williams
J
_____,. VisitiD PatientiD
+ VisitDat e Reason
1459 13276 11 /3/2020 Asthma
1483 13264 12/ 1/ 2020 Influenza
1509 13273 1/ 7/ 2021 Annual wellness visit
1565
1567
13290
13283
2/24/2021
2/ 26/ 2021
Laceration of right calf
Annual wellness visit
I
1575 13290 3/10/2021 Laceration follow-up I~
1596 13299 3/24/ 2021 Pneumonia
Each 10 va lue in the Patient tab le must be unique so that you can distinguish one
patient from another. Th ese unique PatientiD values also identify each patient's specific
visits in the Visit table. The PatientiD field is referred to as the primary key of the Patient
table. A primary key is a f ield, or a collection of fields, w hose va lues uniquely identify
each record in a tab le. No two records can contain the same value for the primary
key field. In the Visit table, the Vi sitiD field is the primary key because Lakewood
Community Health Services assigns each visit a unique identification number.
When you include the primary key from one table as a field in a second table to
fo rm a relationship between the two tables, it is ca l led a foreign key in the second
table, as shown in Figure 1-2 . For example, PatientiD is the primary key in the Patient
table and a foreign key in the Visit table.
The PatientiD field must have the same characteristics in both tables. Although the
primary key PatientiD contains unique values in the Patient table, the same f ield as a
foreign key in the Visit table does not necessarily contain unique values. The PatientiD
value 13290, for example, appears two times in the Visit table because Jim Williams
made two vi sits to the clinic.
Each foreign key va lue, however, must match one of the field values for the primary
key in the other table. In the example shown in Fi gure 1-2, each PatientiD value in th e
Visit table must match a Patienti D value in the Patient table. The two tables are related,
enabling users to connect the facts about pat ients w ith the facts about their visits to the
clinic.
AC 1-6 Access I Mod ule 1 Creating a Database
Storing Data in Separate Tables

1-
-"-'
::I: When you create a database, you must create separate tables that contain only
C) fields that are directly related to each other. For example, in the Lakewood
database, the patient and visit data should not be stored in the same table because
z doing so would make the data difficult to update and prone to errors. Consider
Jim W illiams and his visits to the clinic, and assume that he has many more than
just two visits. If all the patient and visit data was stored in the same table, so that
each record (row) contained all t he information ab out each visit and the p atient, the
patient data would appear multiple t imes in the table. This causes problems when
the data changes. For example, if the phone number for Jim Williams changed, you
would have to upd at e the multiple occurrences of the pho ne number through o ut
the table. Not only would this be time-consuming, it would increase the likelihood
of errors or inconsistent data.
Relational Database Management Systems

To ma nage its databases, a company uses a database management system. A database
management system (DBMS) is a software program that lets you create databases, and
then manipulate the data they contain. Most of today's database management systems,
including Access, are called relational database management systems. In a relational
database management system, data is organized as a collection of tables. As stated
earlier, a relationship between two tables in a relational DBMS is formed through a
common field.
A relational DBMS controls the storage of databases and faci litates the creation,
manipulation, and reporting of data, as illustrated in Figure 1-3 .
Relational database ent system
storage
store, retrieve, and protect data

computer memory
relational DBMS
display ~
query int eract wit h
results the database
user interface printer
Specifically, a relational DBMS provides the fol lowing functions:

• It allows you to create database structures conta ining fields, tab les, and table
relationsh ips.
• It lets you easi ly add new records, change field values in existing records, and delete
records.
• It contains a built-in query language, which lets you obtain immediate answers to the
questions (or queries) you ask about your data.
• It contains a built-in report generator, which lets you produce professional-looking,
formatted reports from your data.
• It protects databases through security, control, and recovery facilities.
An organization such as Lakewood Community Health Services benefits from a
relational DBMS because it allows users working in different groups to share the same
data. More than one user can enter data into a database, and more than one user can
retri eve and analyze data that other users have entered. For example, the database for
Lakewood Commun ity Health Services will contain only one copy of the Visit table,
and al l employees wil l use it to access visit information.
Finally, unlike other software programs, such as spreadsheet programs, a DBMS can
handle massive amounts of data and allows relationships among mu ltiple tables. Each
Access database, for example, can be up to two gigabytes in size, can contain up to
32,768 objects (tables, reports, and so on), and can have up to 255 people using the
database at the same time. For instructional purposes, the databases you w ill create and
work w ith throughout thi s text contain a relatively small number of records compared
to databases you wou ld encounter outside the classroom, which would likely contain
tables with very large numbers of records.
Starting Access and Creating a Database

Now that you've learned some database terms and concepts, you're ready to start
Access and create the Lakewood database for Donna.
To start Access:
t 1. On the Windows taskbar, click the Start button EEJ. The Start menu opens.
t 2. On the Start menu, scroll down the list of apps, and then click Access.
Access starts and d isplays the Recent screen in Backstage view. See
Figure 1-4.
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Editorial review has deemed that any suppre-Ssed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
Recent screen in view
option for creating a

new, blank database
a list of recently p 'tOOrName

opened databases -·~
• - - YN
might appear here
-- _ ....
--
When yo u start Access, the f irst screen that appears is Backstage view, wh ich is the
starting place for your work in Access. Backstage view contains commands that allow
you to manage Access files and options. The Recent screen in Backstage view provides
options for you to create a new database or open an existing database. To create a new
database that does not contain any data or objects, you use the Blank database option.
If the database you need to create contains objects that match those found in common
databases, such as databases that store data about contacts or tasks, you can use one
of the templates provided w ith Access. A template is a predesigned database that
inc ludes professionally designed tab les, reports, and other database objects that can
make it quick and easy for you to create a database. You can also search for a template
onl ine using the Search for online templates box.
In this case, the temp lates provided do not match Donna's needs fo r the c linic's
database, so you need to create a new, blank database from scratch.
To create the new Lakewood database:

t 1. sa'ri'+ Make sure you have the Access starting Data Files on your computer.
Trouble? If you don't have the starting Data Files, you need to get them
before you can proceed. Your instructor will either give you the Data Files or
ask you to obtain them from a specified location (such as a network drive). If
you have any questions about the Data Files, see your instructor or technical
support person for assistance.
t 2. On the Recent screen, click Blank database (see Figure 1-4). The Blank
database screen opens.
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Editorial review has deemed that any s uppressed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
Be sure to type Lakewood t 3. In the File Name box, type Lakewood to replace the selected database
or you'll create a database
name provided by Access, Database1. Next you need to specify the location
named Database1.
for the fi le.
t 4. Click the Browse button D
to the right of the File Name box. The File New
Database dialog box opens.
t 5. Navigate to the drive and folder where you are storing your files, as specified
by your instructor.
t 6. Make sure the Save as type box displays "Microsoft Access 2007-2016
Databases."
Trouble? If your computer is set up to show file name extensions, you will
see the Access file name extension " .accdb" in the File name box.
~·
7. Click OK. You return to the Blank database screen, and the File Name box
If you don't type the now shows the name Lakewood.accdb. The filename extension ".accdb"
filename extension, Access identifies the file as an Access 2007-2016 database.
adds it automatically.
8. Click Create. Access creates the new database, saves it to the specified
location, and then opens an empty table named Table1.
Trouble? If you see only ribbon tab names and no buttons, click the Home
tab to expand the ribbon, and then in the lower-right corner of the ribbon,
click the Pin th is pane button to pin the ribbon. B
Refer back to the Session 1.1 Vi sual Overview and spend some time becoming
famil iar w ith the components of the Access w indow.
Understanding the Database File Type

1-
--
:x: Access 2019 uses the .accdb file extension, which is the same fi le extension used
"'z
V)
for databases created with Microsoft Access 2007, 2010, 2013, and 2016. To ensure
compatibility between these earlier versions and the Access 2019 software, new
databases created using Access 2019 have the same file extension and file format as
Access 2007, Access 2010, Access 2013, and Access 2016 databases.
Working in Touch Mode

~If yo u are worki ng on a touch device, such as a tablet, you can switch to Touch Mode
~ in Access to make it easier for you to tap buttons on the ribbon and perform other
tap instead of click. touch actions. Your screens wi ll not match those shown in the book exactly, but th is
w il l not cau se any problems.
Note: The foll owing steps assume that yo u are using a mouse. If you are instead using
a touch devi ce, please read these steps but don't complete them, so that you remain
working i n Touch Mode.
To switch to Touch Mode:

t 1. On the Quick Access Toolbar, click the Customize Quick Access Toolbar
button II·
A menu opens listing buttons you can add to the Quick Access
Toolbar as well as other options for customizing the toolbar.
Trouble? If the Touch/Mouse Mode command on the menu has a checkmark
next to it, press ESC to close the menu, and then skip to Step 3.
t 2. Click Touch/Mouse Mode. The Quick Access Toolbar now contains the
Touch/Mouse Mode button EJI,
which you can use to switch between Mouse
Mode, the default display, and Touch Mode.
t 3. On the Quick Access Toolbar, click the Touch/Mouse Mode button EJI.
A menu opens with two commands: Mouse, which shows the ribbon in the
standard display and is optimized for use with the mouse; and Touch, which
provides more space between the buttons and commands on the ribbon and
is optimized for use with touch devices. The icon next to Mouse is shaded to
indicate that it is selected.
Trouble? If the icon next to Touch is shaded red, press ESC to close the
menu and skip to Step 5.
t 4. Click Touch. The display switches to Touch Mode with more space between
the commands and buttons on the ribbon. See Figure 1-5.
Touch/Mouse Mode ribbon includes more space

0 button on Quick around buttons and options
Access Toolbar
The figures in this text show the standard Mouse Mode display, and the
instructions assume you are using a mouse to click and select options, so
you'll switch back to Mouse Mode.
Trouble? If you are using a touch device and want to remain in Touch Mode,
skip Steps 5 and 6.
t 5. On the Quick Access Toolbar, click the Touch/Mouse Mode button and EJI,
then click Mouse. The ribbon returns to the standard display, as shown in the
Session 1.1 Visual Overview.
t 6. On the Quick Access Toolbar, click the Customize Quick Access Toolbar
button 11.
and then click Touch/Mouse Mode to deselect it. The Touch/
Mouse Mode button is removed from the Quick Access Toolbar.
Creating a Table in Datasheet View

Tables contain all the data in a database and are the fundamental objects for your work
in Access. You can create a table in Access in d ifferent ways, including entering the
fields and records for the table directly in Datasheet view.
Creating a Table in Datasheet View

w • On the ribbon, click the Create tab.
u
zw • In the Tables group, click the Table button.
• Rename the default ID primary key field and change its data type, if necessary; or
0:::
w accept the default ID field with the Auto Number data type.
u.
w • On the Fields tab in the Add & Delete group, click the button for the type of field you
0::: want to add to the table (for example, click the Short Text button}, and then type the
field name; or, in the table datasheet, click the Click to Add column heading, click the
type of field you want to add from the list that opens, and then press TAB or ENTER
to move to the next column in the datasheet. Repeat this step to add all the neces-
sary fields to the table.
• In the first row below the field names, enter the value for each field in the first record,
pressing TAB or ENTER to move from one field to the next.
• After entering the value for the last field in the first record, press TAB or ENTER to
move to the next row, and then enter the values for the next record. Continue this
process until you have entered all the records for the table.
• On the Quick Access Tool bar, click the Save button, enter a name for the table, and
then click OK.
For Lakewood Community Health Services, Donna needs to track information about
each patient visit at the clinic. She asks you to create the Visit table according to the
plan shown in Figure 1-6.
Plan for the Visit table
field Purpose
VisitiD Unique number assigned to each visit; will serve as the table's primary key
PatientiD Unique number assigned to each patient; common field that will be a foreign
key to connect to the Patient table
VisitDate Date on which the patient visited the clinic
Reason Reason/diagnosis for the patient visit
Walkln Whether the patient visit was a walk-in or scheduled appointment
As shown in Donna's plan, she wants to store data about visits in five fields,
including fields to contain the date of each visit, the reason for the visit, and if the visit
was a walk-in or scheduled appointment. These are the most important aspects of a visit
and, therefore, must be tracked. Also, notice that the VisitiD field w ill be the primary
key for the table; each visit at Lakewood Community Health Services is assigned
a unique number, so this field is the logica l choice for the primary key. Finally, the
PatientiD field is needed in the Visit table as a foreign key to connect the information
about visits to patients. The data about patients and their invoices will be stored in
separate tables, which you w il l create later.
Notice the name of each field in Figure 1-6. You need to name each field, table, and
object in an Access database.
Decision Making: Naming Fields in Access Tables

"'
:j One of the most important tasks in creating a table is deciding what names to specify for
~ the table's fields. Keep the following guidelines in mind when you assign field names:
\n • A field name can consist of up to 64 characters, including letters, numbers, spaces,
~ and special characters, except for the period (.). exclamation mark (!), grave accent('),
0.. and square brackets ([ ]).
• A field name cannot begin with a space.
• Capitalize the first letter of each word in a field name that combines multiple words,
for example VisitDate.
• Use concise field names that are easy to remember and reference and that won't take
up a lot of space in the table datasheet.
• Use standard abbreviations, such as Num for Number, Amt for Amount, and Oty for
Quantity, and use them consistently throughout the database. For example, if you use
Num for Number in one field name, do not use the number sign (#)for Number in
another.
• Give fields descriptive names so that you can easily identify them when you view or
edit records.
• Although Access supports the use of spaces in field names (and in other object
names), experienced database developers avoid using spaces because they can
cause errors when the objects are involved in programming tasks.
By spending time obtaining and analyzing information about the fields in a table, and
understanding the rules for naming fields, you can create a well-designed table that wi ll
be easy for others to use.
Renaming the Default Primary Key Field

As noted earlier, Access provides the 10 field as the default primary key fo r a new table
you create in Oatasheet view. Reca ll that a p rimary key is a field, or a col lection of
fie lds, whose va lues uniquely identify each record in a table. H owever, according to
Donna's plan, the VisitiO f ield should be the primary key for th e V isit table. You ' ll begin
by renaming the default 10 fie ld to create the Vis itiO field.
To rename the 10 field to the VisitiD field:

t 1. Right-click the ID column heading to open the shortcut menu, and then click
A shortcut menu opens Rename Field. The column heading ID is selected, so that whatever text you
when you right-dick type next will replace it.
an object and provides
options for working with t 2. Type VisitiD and then click the row below the heading. The column heading
that object. changes to VisitiD, and the insertion point moves to the row below the
heading. The insertion point is a flashing cursor that shows where text you
type will be inserted. In this case, it is hidden within the selected field va lue
(New). See Figure 1-7.
Trouble? If you make a m istake while typi ng the field name, use
BACKSPACE to delete characters to the left of the insertion point or use
D ELETE t o delete characters to the right of the insertion point. Then type the
correct text. To correct a field name by replacing it entirely, press ESC, and
then type the correct text.
Copyright 2020 Ccn,gagc Lcamin,g. All Rights R~f'\·cd. May not be copied, scanned, or duplicated. in whole or in part. Due to electronic rights . some third party content may be suppressed frot11 thc c Book and/or cChaptcr{li).
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ID field renamed to VisitiD
AutoN umber data type

'------'=-----1 assigned to the default
primary key field (I D)
VisitiD field name entered option for specifying

in the column heading the data type for a field
Not ice that the Table Tools Fields tab is active on the ribbon . This is an example of
a contextual tab, which is a tab that appears and provides options for working with a
specific object that is selected-in this case, the table yo u are creating. As you work
w ith other objects in the database, other contextual tabs wi ll appear with commands
and options related to each selected object.
Buttons and Labels on the Ribbon

Depending on the size of the monitor you are using and your screen resolution settings,
you might see more or fewer buttons on the ribbon, and you might not see labels
next to certain buttons. The screenshots in these modules were created using a screen
resolution setting of 1366 x 768 with the program window maximized. If you are using
a smaller monitor or a lower screen resolution, some buttons will appear only as icons,
with no labels next to them, because there is not enough room on the ribbon to display
the labels.
You have renamed th e default primary key field, ID, to VisitiD. However, the VisitiD
field still retains the characteristics of the ID f ield, including its data type. Your next task
is to change the data type of th is f ield .
Changing the Data Type of the Default Primary Key Field

Notice the Formatting group on the Table Tools Fields tab. One of the options available
in this group is the Data Type option (see Fi gure 1-7). Each field in an Access tab le
must be assigned a data type. The data type determines what field values you can enter
for the field. In this case, the AutoN umber data type is displayed. Access assigns the
AutoN umber data type to the default ID primary key f ield because the AutoNumber
data type automatically inserts a unique number in this field for every record,
beginning w ith the number 1 for the first record, the number 2 for the second record,
and so on. Therefore, a field using the AutoN umber data type can serve as the primary
key for any table you create.
Visit numbers at Lakewood Community Health Services are specific, four-digit
numbers, so the AutoN umber data type is not appropriate for the VisitiD field, wh ich
is the primary key field in the table you are creating. A better choice is the Short Text
data type, wh ich allows field va lues containing letters, digits, and other characters, and
which is appropriate for identifying numbers, such as v isit numbers, that are never used
in ca lculations. So, Donna asks you to change the data type for the VisitiD field from
AutoN umber to Short Text.
AC 1-14 Access I Mod ule 1 Creating a Database
To change the data type for the VisitiD field:

t 1. Make sure that the VisitiD column is selected. A column is selected when you
click a field value, in whi ch case the background color of the column heading
changes to orange (the default color) and the insertion point appears in the
f ield value. You can also click the column heading to select a column, in
which case the background color of both the column heading and the field
value changes (the default colors are gray and blue, respectively).
t 2. On the Table Tools Fields tab, in the Formatting group, click the Data Type
arrow, and then click Short Text. The VisitiD field is now a Short Text f ield.
See Figure 1-8.
Note the Unique check box in the Field Validation group. This check box is
selected because the VisitiD field assumed the characteristics of the default
primary key field, ID, including the fact that each value in the field must be
unique. Because this check box is selected, no two records in the Visit table
will be allowed to have the same value in the VisitiD f ield.
With the VisitiD field created and established as the primary key, you can now enter
the rest of the fields in the V isit table.
Adding New Fields

When you create a table in Datasheet view, you can use the options in the Add &
Delete group on the Table Tools Fields tab to add fields to your table. You can also use
the Click to Add column in the table datasheet to add new fields. (See Figure 1- 8.)
You' ll use both methods to add the four remaining fields to the Visit table. The next
field you need to add is the PatientiD field. Similar to the VisitiD field, the PatientiD
field wil l conta in numbers that will not be used in calculations, so it should be a Short
Text field.
To add the rest of the fields to the Visit table:

t 1. On the Table Tools Fields tab, in the Add & Delete group, click the Short
Text button. Access adds a new field named "Field1" to the right of the
VisitiD field. See Figure 1-9.
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indicates the data

type of the new field
' - - - - - - - - - i default name highlighted

in the new field
The text "Field1" is selected, so you can simply type the new field name to
replace it.
2. Type PatientiD. Access adds the second field to the table. Next, you'll add
the VisitDate field. Because this field will contain date values, you'l l add a
f ield with the Date/Time data type, which allows field values in a variety of
date and time formats.
3. In the Add & Delete group, click the Date & Time button. Access adds a
third field to the table, this t ime with the Date!Time data type.
4. Type VisitDate to replace the selected name "Field1." The fourth field in
the Visit table is the Reason field, which will contain brief descriptions of the
reason for the visit to the clinic. You'll add another Short Text field-this time
using the Click to Add column.
5. Click the Click to Add column heading. Access d isplays a list of available
data types for the new field.
6. Click Short Text in the list. Access adds a fourth f ield to the table.
7. Type Reason to replace the high lighted name "Field1," and then press
ENTER. The Click to Add column becomes active and displays the list of
field data types.
The fifth and fina l fie ld in the Visit table is the Walkln fie ld, which will indicate
whether the patient had a schedu led appointment. The Yes/No data type is
suitable for this field because it defines fields that store values representing
one of two options-true/false, yes/no, or on/off.
~·
8. Click Yes/No in the list, and then type Walkln to replace the highlighted
You can also type the name "Field1."
first letter of a data type
to select it and close the
Trouble? If you pressed TAB or ENTER after typing the Wa lkln field name,
Click to Add list. press ESC to close the Click t o Add list.
9. Click in the row below the VisitiD column heading. You have entered all five
fields for the Visit table. See Figure 1-10.
Copyright 2020 Ccn,gagc Learning. All Rights R~f'\·cd. May not be copied, scanned, or duplicated. in whole or in part. Due to electronic rights. some third party content may be suppressed frot11thc cBook and/or cChaptcr{li).
Editorial review has deemed that any suppre-Ssed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
The table contains three Short Text fields (VisitiD, PatientiD, and Reason), one
Date/Time field (VisitDate), and one Yes/No field (Walkln). You'll learn more
about field data types in the next module.
As noted earlier, Datasheet view shows a table's contents in rows (records) and
columns (fields). Each column is headed by a field name inside a field selector, and
each row has a record selector to its left (see Figure 1- 10). Cl icking a field selector or
a record selector selects that entire column or row (respectively), which you then can
manipulate. A field selector is also called a column selector, and a record selector is
also ca lled a row selector.
Saving the Visit Table Structure

As you find out later, the records you enter are immediately stored in the database
as soon as yo u enter them; however, the table's design- the field names and
characteristi cs of the fields themselves, plus any layout changes to the datasheet-are
not saved until you save the tabl e. When you save a new table for the f irst time, you
should give it a name that best identifies the information it contains. Like a field name,
a table name can contain up to 64 characters, inc lud ing spaces.
Saving a Table
w • Make sure the table you want to save is open.
u
zw • On the Quick Access Toolbar, click the Save button. The Save As dialog box opens.
0::: • In the Table Name box, type the name for the table.
w • Click OK.
u.
w
0:::
According to Donna's plan, you need to save the table with the name "Visit."
To save, name, and close the Visit table:

1. On the Quick Access Toolbar, click the Save button I!J. The Save As dialog
box opens.
command in Backstage
view to save and name a
new table.
Copyright 2020 Ccn,gagc Lcamin,g. All Rights R~f'\·cd. May not be copied, scanned, or duplicated. in whole or in part. Due to electronic rights . some third party content may be suppressed frot11thc c Book and/or cChaptcr{li).
Editorial review has deemed that any suppressed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if s ubsequent rights restrictions require it.
t 2. With the default name Table1 selected in the Table Name box, type V isit and
then click OK. The tab for the table now displays the name "Visit," and the
Visit table design is saved in the Lakewood database.
t 3. Click the Close 'Visit' button ~ on the object tab (see Figure 1-10 for the
location of this button). The Visit table closes, and the main portion of the
Access window is now blank because no database object is currently open.
The Lakewood database file is stil l open, as indicated by the filename in the
Access window title bar.
Creating a Table in Design View

The Lakewood database also needs a table that w il l hold all of th e invoices generated
by each office visit. Donna has decided to cal l this new table the Billing table. You
created the structure for the Vi sit table in Datasheet view. An alternate method of
creating the structure of a table is by using Design view. You wi ll create the new Billing
table using Design view.
Creating a table in Design view involves entering the field names and defining the
properties for the fields, specifying a primary key for the table, and then saving the
table structure. Donna began documenting the design for the new Billing table by
listing each field's name, data type, and purpose, and w ill continue to refine the design.
See Figure 1- 11.
table
field Name Data Type Pu rpose

InvoiceNum Short Text Unique number assigned to ea ch invoice; will serve as
the table's primary key
Visit!O Short Text Unique number assigned to ea ch visit; common field that
will be a foreign key to connect to the Visit table
InvoiceAmount Currency Dollar amount of each invoice
InvoiceDate Date/Time Date the invoice was gen erated
Invoice Paid Yes/No Whether the invoice has been paid or not
You' ll use Donna's design as a guide for creati ng the Billing table in the Lakewood
database.
To begin creating the Billing table:

t 1. If the Navigation Pane is open, click the Shutter Bar Open/ Close Button ~
to close it.
t 2. On the ribbon, click the Create tab.
t 3. In the Tables group, click the Table Design button. A new table named
Table1 opens in Design view.
Defining Fields
When you fi rst create a table in Design view, the insertion point is located in the first
row's Field Name box, ready for you to begin defining the first field in the table. You
enter values for the Field Name, Data Type, and Descripti on field properties (optional),
and then select values for all other f ield properties in the Field Properties pane. These
other properties wi ll appear w hen you move to the first row's Data Type box.
Editorial review has deemed that any suppre-Ssed conte nt does not materially affect the overnll learning experience. Cengage Learning reserves the right to remove additiooal content at any time if sutlrequent rights restrictions require it.
Defining a Field in Design View

w • In the Field Name box, type the name for the field, and then press TAB.
u
zw • Accept the default Short Text data type, or click the arrow and select a different data
a::: type for the f ield. Press TAB.
w • Enter an optional description for the field, if necessary.
u..
w • Use the Field Properties pane to type or select other field properties, as appropriate.
a:::
The f irst f ield you need to define is the lnvoiceNum field. Thi s field wil l be the
primary key for the Bi lling table. Each invoice at Lakewood Community Health Services
is assigned a specific five-d igit number. Although the lnvoiceNum field w ill contain
these number values, the numbers will never be used in calculati ons; therefore, you' ll
assign the ShortText data type to thi s field. Any time a field contains number values that
w ill not be used in calculations- such as phone numbers, postal codes, and so on- you
should use the Short Text data type instead of the Number data type.
To define the lnvoiceNum field:

t 1. Type lnvoiceNum in the first row's Field Name box, and then press TAB to
You can also p ress advance to the Data Type box. The default data type, Short Text, appears
ENTER to move from one highlighted in the Data Type box, which now also contains an arrow, and the
property to the next in the field properties for a Short Text field appear in the Field Properties pane. See
Table Design grid.
Figure 1-12.
Table window after entering the first field name
........,, . ,___ (-- ----- -

-- --·-- - -
-.....
~-
~
r'l
cu
clicking the arrow displays

a list of data types
_...,......,....__ _, identifies the Field
·-.-__
Properties pane
.....
-...--. ....
:_ .....,.
.._..
-
..."''" } default property values
awu..,....,...-. .. ,.. .,..,..
.,...,.,, c.. . . . . . . ,... "''", ....
-eft-·"""'
......_..,,.=-
:"::.'-"- :; -+--....l.......l for a Short Text field
:s---......
~--------------------------------------------------------------~~
The right side of the Field Properties pane now provides an explanation for
the current property, Data Type.
Editorial review has deemed that any suppressed content does not materially affect the O\'ernll learnin,g experience. Cen,gag.e Learning reserves the right to remove additiooal cootent at any time if subsequent rights restrictions require it.
Trouble? If you make a typing error, you can correct it by clicking to position
the insertion point, and then using either BACKSPACE to delete characters to
the left of the insertion point or DELETE to delete characters to the rig ht of
the insertion point. Then type the correct text.
Because the lnvoiceNum field values will not be used in calculations, you will
accept the default Short Text data type for the field.
t 2. Press TAB to accept Short Text as the data type and to advance to the
Description (Optional) box.
Next you'll enter the Description property value as " Primary key." The va lue
you enter for the Description property will appear on the status bar when
you view the table datasheet. N ote that specifying "Primary key" for the
Description property does not establish the current field as the primary key;
you use a button on the ribbon to specify the primary key in Design view,
which you will do later in this session.
~-
3. Type Primary key in the Description (Optional) box and press ENTER.
You can also use TAB to
At this point , you have entered the first field (lnvoiceNum) into the table and
advance to the second
are ready to enter the remaining fields into the table.
lnvoiceNum field defined

~ ., . • w. ' !...._._, ............_ .J,., .... ·~~ . . . . . :.to. .,.,a;• ,I'J .......... ..
,. - "- -- -- ...., o..lan p,.. __ ,... ........

.._ =::. c r
.._.,-. c-o.. ..._ .........,..
r-,; -:
- --·-- ·-
~ Olp<t
-,I-... - --· - - ......,__
Sho rt Text data Description

type is selected pro perty e nt ere d
Donna's Bi ll ing table design (Figure 1- 11) shows Visit iD as the second field.
Because Donna and other staff members need to relate information about i nvoices to
the visit data in the Visit table, the Bi lling table must include the VisitiD field, which is
the Visit table's primary key. Recall that when you include the primary key from one
table as a field in a second tab le to connect the two tables, the field is a foreign key in
the second tab le.
To define the VisitiD field:

t 1. If the insertion point is not already positioned in the second row's Field
Name box, cl ick the second row's Field Name box. Once properly
positioned, type VisitiD in the box, and then press TAB to advance to the
Data Type box.
Copyright 2020 Ccn,gagc Learning. All Rights R~f'\·cd. May not be copied, scanned, or duplicated. in whole or in part. Due to electronic rights . some third party content may be suppressed frot11thc cBook and/or cChaptcr{li).
Editorial review has deemed that any s uppre-Ssed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if s ubsequent rights restrictions require it.
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STARTING DATA FILES

\t;;;;J- IM~dulel I Re~;ew I

Support_AC_1_Donna.accdb Support_AC_l _ Company.accdb

Support_AC_l _Records.accdb Support_AC_l _Residents.accdb

Session 1.1 Visual Overview:

T ables : I~* (New)l..___

CJ Ta ble1 -+---- Access assigns the -

The Add & Delete group

Datasheet view shows

The Access Window

If you are signed into your

The title bar displays the

A datasheet displays the

Introduction to Database Concepts

Data organization for a table of patients

PatientiD FirstName LastName Phone

13264 Alex Olsen 404-555-9132

13273 Sofia Garcia 470-555-3 126

13276 Claire Wilson 678-555-1247

13290 Jim Williams 770-555-4910

13299 Terry Cruz 470-555-9982

Databases and Relationships

- i @ ! i $ 1 - Database relationship between tables for patients and visits

13273 Sofia Garcia 470-555-3126

13276 Claire Wilson 678-555-1247

13283 Harper Rowe 404-555-1712

13290 Jim Wil liams 770-555-4910

Storing Data in Separate Tables

Relational Database Management Systems

Relational database ent system

store, retrieve, and protect data

user interface printer

Specifically, a relational DBMS provides the fol lowing functions:

Starting Access and Creating a Database

Recent screen in view

option for creating a

a list of recently p 'tOOrName

To create the new Lakewood database:

Understanding the Database File Type