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Access 2013
Level 1
Unit 1

Creating Tables and

Queries
Chapter 1 Managing and
Creating Tables

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Managing and Creating

Tables

Quick Links to Presentation Contents

Explore a Database
Manage Tables
CHECKPOINT 1
Print a Table
Design a Table
Create a Table
CHECKPOINT 2

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Explore a Database
A database is comprised of a series of
objects such as tables, queries, forms, and
reports that you use to enter, manage,
view, and print data.

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Explore a Database - continued

To start Microsoft Access
2013:
1. At the Windows 8 Start
screen, click the Access
2013 tile.

Access
2013

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Explore a Database - continued

To create a new database:
1. Open Access.
2. Click Blank desktop database template.
3. Type database name
4. Click Create button.

Blank desktop
database template
option

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Explore a Database - continued

To open a database:
1. Open Access.
2. Click Open Other Files hyperlink.
3. Double-click SkyDrive or Computer option.
4. Navigate to desired location.
5. Double-click database.

Open Other
Files
hyperlink

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Explore a Database - continued

When you open a database, the Access
screen displays.
Quick Access
toolbar

Title
bar

ribbo
n

FILE
tab
Click to enable
contents of
database.
Navigation
pane

Collapse
the Ribbon
button
work
area

Status
bar
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Explore a Database - continued

Feature

Description

Quick Access
toolbar

Contains buttons for commonly

used commands.

FILE tab

When clicked, displays the

backstage area that contains
options for working
with and managing databases.

tabs

Contain commands and features

organized into groups.

Title bar

Displays database name

followed by program name.

continues on next slide

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Explore a Database - continued

Feature

Description

ribbon

Contains the tabs with commands

and buttons divided into groups.

message bar

Displays security alerts if the

database being opened contains
potentially unsafe content.

Navigation
pane

Displays names of objects within

database grouped by categories.

work area

Displays opened objects.

Status bar

Displays messages, the current

view, and view buttons.

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Explore a Database - continued

Obje
ct

Description

table

Organizes data in fields (columns) and

records (rows). A database must contain at
least one table. The table is the base upon
which other objects are created.

query

Displays data from a table or related tables

that meets a conditional statement and/or
performs calculations. For example, all
records from a specific month can be
displayed or only those records containing a
specific city.

form

Allows fields and records to be presented in a

layout different from the datasheet. Used to
facilitate data entry and maintenance.

repor

Prints data from 11

tables or queries.

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Explore a Database - continued

To display the objects
grouped by type:
1. Click menu bar at top
of Navigation pane.
2. Click Object Type
option at drop-down
list.

Object
Type
option
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Explore a Database - continued

To close the
Navigation pane:
1. Click Shutter Bar
Open/Close Button.

Shutter Bar
Open/Close
Button

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Manage Tables
In a new database, tables are the first
objects created since all other database
objects rely on a table for the source of the
data.
Managing tables in a database may include
inserting or deleting records, inserting or
deleting fields, renaming fields, creating a
hard copy of the table by printing the table,
and renaming and deleting tables.

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Manage Tables - continued

A Record Navigation bar displays at the
bottom of the screen just above the Status
bar and contains buttons to navigate in the
table.
First
record

Previous
record

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Current
record

Last
record

Next
record

New (blank)
record

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Manage Tables - continued

To add a new
record:
1. Open table.
2. Click New button
on HOME tab.
3. Type data.
OR
4. Open table.
5. Click New (blank)
record button on
Record Navigation
bar.
6. Type data.
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New
button

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Manage Tables - continued

The pencil icon indicates that the record is
being edited and that the changes to the
data have not been saved.

pencil
icon
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Manage Tables - continued

To delete a record:
1. Open table.
2. Click Delete button
arrow on HOME tab.
3. Click Delete Record.
4. Click Yes button.

Delete Record
option

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Manage Tables - continued

To insert a new
field:
1. Open table.
2. Click in first field
below Click to Add
heading.
3. Type desired data.
OR
4. Switch from
Datasheet View to
Design View, which
is the preferred
approach, to make
it easier to
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Click to Add
heading

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Manage Tables - continued

To move a field column:
1. Select column.
2. Position mouse pointer on heading.
3. Hold down left mouse button.
4. Drag to desired location.
Drag to the
5. Release mouse button.
desired
location.

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Manage Tables - continued

To change the table column width:
Double-click the column boundary.
OR
Select columns and then double-click
column boundary.
OR
Drag column boundary to desired
position.
column
boundary

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Manage Tables - continued

To rename a table:
1. Right-click table
name in Navigation
pane.
2. Click Rename.
3. Type new name.
4. Press Enter.

Rename
option

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Manage Tables - continued

To delete a table:
1. Right-click table
name in Navigation
pane.
2. Click Delete.
3. Click Yes, if
necessary.

Delete
option

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CHECKPOINT 1
1) Data in a database is
organized into these, which
contain information for
related items.
a. groups
b. tables
Answer
c. structures
Next
d. objects
Question
2) This displays the database
name followed by the
program name.
a. Navigation bar
b. Ribbon
c. Title bar
d. Status bar
Answer

3) When working in a table,

this icon indicates that the
record is being edited.
a. forward slash
b. asterisk
c. arrow
Answer
d. pencil

Next
Question

4) To change the table column

width, double-click this.
a. column boundary
b. row boundary
c. column heading
d. row heading
Answer

Next
Question
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Print a Table
To print a table:
1. Click FILE tab.
2. Click Print option.
3. Click Quick Print
button.

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Quick Print
button

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Print a Table - continued

To preview a table:
1. Click FILE tab.
2. Click Print option.
3. Click Print Preview button.

Print Preview
button

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Print a Table - continued

Print Preview
PRINT
PREVIEW
tab

Status
bar

Navigation
bar

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Zoom slider
bar

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Design a Table
Tables are the first objects created in a new
database and all other objects in a
database rely on a table for data.
Designing a database involves planning the
number of tables needed and the fields that
will be included in each table.
When designing a database, you need to
consider certain design principles.

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Design a Table - continued

Database designers often create a visual
representation of the databases structure
in a diagram as shown below.

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Create a Table
The first step in creating a table is to
determine the fields. A field, commonly
called a column, is one piece of information
about a person, a place, or an item. Each
field contains data about one aspect of the
table subject such as a company name or
product number.
All fields for one unit, such as a customer or
product, are considered a record.
A collection of records becomes a table.

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Create a Table - continued

When designing a table, determine fields
for information to be included on the basis
of how you plan to use the data.
When organizing fields, be sure to consider
not only current needs for the data but also
any future needs.
When organizing fields, consider all
potential needs for the data but also try to
keep the fields logical and manageable.

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Create a Table - continued

To create a table in Datasheet view:
1. Open database.
2. Click CREATE tab.
3. Click Table button. Now Click the View
button to Switch to Design View

blank
table

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Create a Table - continued

Data
Type
Button

Description

Short Text

Alphanumeric data up to 255 characters in

length
for example, a name, an address, or a
value such as a
telephone number or social security
number that is used as an identifier and not
for calculating.

Number

Positive or negative values that can be

used in calculations; not to be used for
values that will calculate monetary
amounts (see Currency).

Currency

Values that involve money; Access will not

round off
during calculations.

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Date &

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33 dates and times are entered

Used to ensure
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Create a Table - continued

When naming a field, consider the following
naming guidelines:
Each field must have a unique name.
The name should describe the contents
of the field.
A field name can contain up to 64
characters.
A field name can contain letters and
numbers.
Do not use a space in a field name.
Abbreviate field names so that the
names are as short as possible but easily
understood.
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Create a Table - continued

Access automatically applies the
AutoNumber data type to the first field in a
table and assigns a unique number to each
record in the table.
In many cases, letting Access automatically
assign a number to a record is a good idea.
Some situations may arise, however, where
you want the first field to contain a unique
value for each record other than a number.

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CHECKPOINT 2
1) By default, Access prints a
table in in this orientation.
a. Scenic
b. Panoramic
c. Landscape
d. Portrait

Answer
Next
Question

2) This is one piece of

information about a
person, a place, or an item.
a. field
b. record
c. table
d. database
Answer

3) If you assign a short text

data type to a field, the
maximum length you can
enter in the field is this.
a. 155
b. 255
Answer
c. 355
Next
d. 455
Question
4) Access automatically
applies this data type to
the first field in a table.
a. Text
b. Number
c. AutoNumber
d. Date
Answer

Next
Question
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Managing and Creating

Tables

Summary of Presentation Concepts

Open and close objects in a database
Insert, delete, and move rows and columns
in a table
Adjust table column width
Preview and print a table
Design and create a table
Using Design View to Add field
names/Datatypes

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