Access 2016 Notes

Access 2016 - Introduction and Basics
EBOOK
The Access 2016 - Introduction and Basics course covers topics included in the Microsoft Office
Specialist (MOS) exam 77-730. You will learn about database fundamentals, screen
components and templates. You will also preview and print database objects and export data to
other file formats.
Starting Access and Help

Screen Components
Database Basics
Using Templates
Previewing and Printing
Exporting Data
Starting Access and Help
Databases
Starting Access
Previewing Templates
Creating Blank Databases
Using Help
Help Tools
Searching Online Help
Quitting Access
Access 2016 - Introduction and Basics - Starting Access and Help - Databases
Databases
Access 2016 is a database application tool that allows you to create and run databases.
The cloud features in Access 2016 allow you to produce web apps that run through a browser.
Access is a "relational" database, which means that more than one table of records can be stored in a single file.
In this objective, we will learn about databases, how to start Access and use Help.
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Access 2016 - Introduction and Basics - Starting Access and Help - Databases (cont.)
Databases (cont.)
A database is an organised collection of related data from which information can be extracted.
We use databases all the time, and not all databases are stored on a computer.
A telephone directory is a common example of a paper database.
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Databases (cont.)
In a telephone directory the listed subscribers make up the related data.
The details held for each subscriber, such as their name, address and telephone numbers are called fields.
A "Record" is created when data is entered into each of the "Fields". The telephone directory (or database) is a collection of subscriber records.
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Databases (cont.)
Examples of computerised databases are many and varied and include things like:
1. Government statistic records;

2. Customer order information;
3. Google search records;
4. I-Tunes music on a device;
5. Music streaming services like Spotify.
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Databases (cont.)
An i-Tunes database contains the information about your music collection.
Details for each song are stored in fields, like the name, time, artist, album, genre etc.
When a song is added to the collection a new record is created in the i-Tunes database using data from these fields.
The i-Tunes database allows you to quickly sort the songs by various categories as well as find and play songs.
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Databases (cont.)
Large scale databases are useful in many areas of commerce and government where data needs to be constantly updated and referenced from a
wide variety of locations.
A good example is an airline booking system that allows operators from all over the globe to know whether a flight is booked out or has available
seats at any given time.
Databases used by the finance sector allow people to conduct cash withdrawals from ATM's almost anywhere in the world and make purchases using
debit and credit cards.
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Databases (cont.)
Medical history databases can be made available for hospitals far from a patient's residence, which assists doctors to make an accurate diagnosis
when a patient falls ill on vacation or on a business trip.
Government uses large scale databases to prevent election fraud, ensure the welfare system is not abused, and keep track of a citizen's taxation
obligations.
Utility providers and other businesses use databases for billing purposes and stock control.
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Databases (cont.)
Large, professional databases such as these are designed by database specialists using specialised languages designed for that purpose.
Larger databases are controlled by a "Database Administrator" who is responsible for maintaining backups of the data in the event of a major system
crash, and designating the data that is available to database users.
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Databases (cont.)
Data entry, data editing, and information retrieval is the responsibility of the database users.
Users can be booking agents, credit providers, government workers, or anybody else that may need to enter details of a new client, update address
changes, or determine if a person has a prior medical history, and so on.
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Databases (cont.)
In an Access database you use:
1. Tables to store data;

2. Queries to find and retrieve data;
3. Forms to view, add, and update data in tables;
4. Reports to analyse or print data in a specific layout;
5. Data Access Pages to view, update, or analyse database data via a web browser.
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Access 2016 - Introduction and Basics - Starting Access and Help - Starting Access
Starting Access
When using Windows 10 you launch applications from the Start menu.
To open the Start screen at any time you press the "Windows" key on your keyboard or click on the "Start" button.
Please click on the "Start" button.
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Access 2016 - Introduction and Basics - Starting Access and Help - Starting Access (cont.)
Starting Access (cont.)
One way to open Access from the Start Menu in Windows is to type its name.
Windows lists any matches it finds from your applications and other items as you type.
Please type: Access
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Access 2016 appears at the top of the search results as the best match.
To launch Access 2016 you click on its entry in the Search results list or press the "Enter" key if it is selected.
Please press the "Enter" key.
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To open existing databases you click on the "Open Other Files" link and then navigate to the folder that contains the file.
Any databases you have used recently are listed in the "Recent" section at the top.
Since we have not created any databases yet this list is currently empty.
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Access 2016 - Introduction and Basics - Starting Access and Help - Previewing Templates
You can also create databases using the built-in templates in Access.
Any templates that are shown with a globe are online databases that require a SharePoint server or an Office 365 subscription.
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Access 2016 - Introduction and Basics - Starting Access and Help - Previewing Templates (cont.)
Previewing Templates (cont.)
Let's look at the template for creating a database for contacts.
Please click on the "Contacts" template.
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A description of the "Contacts" template is shown in the Preview pane along with the download size of the template.
Templates allow you to quickly generate a database with existing tables, forms, queries and reports that suit the type of database you are creating.
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When selecting a template you are presented with a link asking if you should create an Access app or an Access desktop database.
Please click on the indicated link.
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The link opens in your default web browser and outlines the benefits of creating an Access App or an Access desktop database.
If people from remote locations will be using the database then you should create an Access App.
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If you are creating the database for yourself or people who are on your local network, then an Access desktop database is the best option.
Your decision on how to create your database will determine how your database files are stored and how they are accessed.
It will have little impact on how you create tables, queries, reports and forms.
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We will now close the browser window.
Please click on the Close button.
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You can preview other templates by clicking on the Arrows either side of the pane.
Let's look at the previous template in the list.
Please click on the Left Arrow.
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Information about the "Asset Tracking" template is shown in the Preview pane.
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To close the Preview pane you click on its Close button or press the "Esc" key.
Please click on the Close button for the Preview pane.
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Access 2016 - Introduction and Basics - Starting Access and Help - Creating Blank Databases
Creating Blank Databases
To create a new blank desktop database you select the "Blank database" template.
Please click on "Blank database".
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Access 2016 - Introduction and Basics - Starting Access and Help - Creating Blank Databases (cont.)
Creating Blank Databases (cont.)
Access provides the default name "Database1", which is shown in the "File Name" field.
To change the default entry for the database simply type in a new name.
The location where the database will be stored is shown below.
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By default, all new databases are stored in the current user's "Documents" folder.
To choose another location or save the database in an earlier Access format you click on the "Browse" button.
Please click on the "Browse" button.
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The default name "Database1" appears in the "File name" field and we could simply enter a new name.
You cannot use any of the following characters in a database name:
1. Forward slash ( / );
2. Question Mark ( ? );
3. Back slash ( \\ );
4. Pipe character ( | )
5. Full Colon ( : );
6. Asterisk ( * );
7. Quotation Mark ( ' )
8. Greater Than ( > );
9. Less Than ( < ).
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By default an "Access 2007 - 2016" database is created, and the file type has the .accdb extension.
This means the database can utilise new features like web apps, which people can run through a web browser.
To choose another database format you open the "Save as type" list.
Please click on the "Save as type" list button.
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You can save the database in an older format like Access 2000 and Access 2002-2003.
This allows you to provide admission to the database for people who are using earlier versions of Access.
However, using an earlier database format than "Access 2007 - 2016" will result in features like web apps not being available.
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Let's assume that some computers are running MS Office 2003 and need to utilise the database we are creating.
We can accommodate this by using the "Microsoft Access Databases (2002-2003 format)".
Please click on "Microsoft Access Databases (2002-2003 format)".
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Let's keep the default name and apply the change that we made.
Please click on the "OK" button.
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Notice that the filename has been given the ".mdb" extension. This file type is compatible with versions of Access prior to Access 2007.
Access has backward compatibility meaning that Access 2016 can open databases created using earlier versions of Access.
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To create the database you click on the "Create" button.
Please click on the "Create" button.
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The new database has been created and we could now start designing the tables and other database objects.
We will cover these topics later but for now, let's learn about the help features in Access.
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Access 2016 - Introduction and Basics - Starting Access and Help - Using Help
Using Help
All Microsoft Office programs have help files provided on installation. These files are known as "Offline" help and are always available to the user.
Help is also available "online" and requires an internet connection.
To open the Access Help window you click on the "Microsoft Access Help" button or press the key "F1".
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Access 2016 - Introduction and Basics - Starting Access and Help - Using Help (cont.)
Using Help (cont.)
Let's open the Access help topics using the "Help" button.
Please click on the "Help" button.
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Using Help (cont.)
The help topics are grouped into categories which are broken down into the different features of Access.
Let's view the "Basic tasks" topic information in the "Get started" section.
Please click on the "Get started" link.
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Using Help (cont.)
All of the topics in the "Get started" category are displayed.
Please click on the "Basic tasks for an Access desktop database" link.
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Using Help (cont.)
The information for the topic does not fit inside the window so a scroll bar is shown.
Let's move down one screen.
Please click below the scroll box on the scroll bar.
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Using Help (cont.)
Help also contains images to help you understand what you should be seeing like in this article.
Let's move back up the screen.
Please click above the scroll box on the scroll bar.
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Using Help (cont.)
Help also contains links to related topics, which are displayed in blue text.
The cursor turns into a pointing finger when it is placed over one of these links.
Let's follow the "create an Access app" link.
Please click on the "create an Access app" link.
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Access 2016 - Introduction and Basics - Starting Access and Help - Help Tools
Help Tools
The help information is displayed and we can see it contains a link to another topic.
The Help toolbar shown on the left contains useful one step navigational aids. If a button appears grey, its function is currently unavailable.
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Access 2016 - Introduction and Basics - Starting Access and Help - Help Tools (cont.)
Help Tools (cont.)
The "Back" and "Forward" buttons are used to move to previously opened help topics.
You can return to the last topic displayed by clicking on the "Back" button.
Please click on the "Back" button.
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Help Tools (cont.)
We are returned to the "Basic tasks for an Access desktop database" help topic.
The "Forward" button is now available and we can use it to return to the "Create an Access app" topic.
Please click on the "Forward" button.
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Help Tools (cont.)
To go back to the home screen for Access Help you click on the "Home" button.
This is useful when you have moved through many topics and want to quickly return to the beginning and look for another help topic.
Please click on the "Home" button.
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Access 2016 - Introduction and Basics - Starting Access and Help - Searching Online Help
Searching Online Help
You can also search for help topics by entering keywords in the "Search" field.
First we need to place the insertion point in the field.
Please click in the "Search" field.
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Access 2016 - Introduction and Basics - Starting Access and Help - Searching Online Help (cont.)
Searching Online Help (cont.)
We will search for help on setting printing options in Access.
Please type: printing; and then press the "Enter" key.
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Help returns a list of topics that relate to "printing" and displays the results in the pane.
If more than 10 results are returned, a "Next" link becomes available at the bottom and further results can be viewed by clicking on this link.
In this example, we would need to scroll to the bottom of the pane to view this link.
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The "Set print options" help topic we require is at the top of the list.
Please click on the "Set print options" link.
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We have been taken to the top of the "Set print options" page.
Let's move down the page.
Please press the "Page Down\' key.
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Some Help articles contain multiple sections which are listed in the "In this article" section.
You can use these links to move directly to the relevant section of the article rather than you having to scroll down to find the information.
For instance, clicking on the "Select printer settings" link would move us to exactly the information we are after.
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We want to learn how to preview before printing so let's open the "Preview before printing" section.
Please click on the "Preview before printing" link.
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The information about previewing before printing is now displayed.
We have finished searching for help so we can close the Access Help window.
Please click on the Close button for the Help window.
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Using the Help features assists you to gain useful information and tips when working in Access.
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Access 2016 - Introduction and Basics - Starting Access and Help - Quitting Access
Quitting Access
You can close Access by selecting the "Exit" command on the "File" tab, or by clicking on the Close button on the title bar.
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Access 2016 - Introduction and Basics - Starting Access and Help - Quitting Access (cont.)
Quitting Access (cont.)
When you close Access you are returned to the desktop in Windows.
This concludes the topics in this objective.
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Screen Components
Access Screen Components
Status Bar
Taskbar
Navigation Pane
Opening Database Objects
Backstage View
Pin to List
Ribbons
Dialog Box Launchers
Task Panes
Contextual Tabs
Quick Access Toolbar

Access 2016 - Introduction and Basics - Screen Components - Access Screen Components
Access Screen Components
In this objective, we will gain a basic understanding of Access and its screen components.
To assist, we have displayed a database called "Monthly Orders".
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Access 2016 - Introduction and Basics - Screen Components - Access Screen Components (cont.)
Access Screen Components (cont.)
The name of the open database is shown on the title bar along with its file format.
We can see this database is called "Monthly Orders" and was created using the "Access 2007 - Access 2016" file format.
Please click on the Title bar to continue.
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Access 2016 - Introduction and Basics - Screen Components - Status Bar
Status Bar
The Status bar, which currently displays "Ready", indicates that Access is waiting for your actions.
When keys such as "Num Lock" are activated, an indicator appears on the Status bar.
We have activated this key for you to show where the indicator appears.
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Access 2016 - Introduction and Basics - Screen Components - Taskbar
Taskbar
The "Taskbar" displays any open applications and files as taskbar buttons.
"Monthly Orders" is an Access database so its taskbar button is displayed, as well as the default buttons for Windows 10.
The Taskbar makes it easy to switch between files and applications by using the taskbar buttons.
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Access 2016 - Introduction and Basics - Screen Components - Taskbar (cont.)
Taskbar (cont.)
If you position the mouse pointer over a taskbar button a thumbnail appears for each open window in that application.
Let's observe this by displaying the thumbnail for the "Monthly Orders" database.
Please move the pointer over the "Access" taskbar button. Click on "Next" when you have finished.
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Access 2016 - Introduction and Basics - Screen Components - Navigation Pane
Navigation Pane
The Navigation pane shows the objects in the database like its tables, queries, forms and reports etc.
It allows you to list and open the various database objects in a window to the right.
The Navigation pane does not get hidden when you open objects in the database.
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Access 2016 - Introduction and Basics - Screen Components - Navigation Pane (cont.)
Navigation Pane (cont.)
You can hide the Navigation pane by clicking on the "Shutter Bar Open/Close" button, or by pressing the "F11" key.
This creates more room for objects you are viewing in the database window.
Please click on the "Shutter Bar Open/Close Button".
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To expand the Navigation pane again you click on the "Shutter Bar Open/Close Button" or press the "F11" key.
You can also restore it by clicking anywhere inside the Navigation pane.
Please click inside the Navigation Pane.
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Currently the tables in the "Monthly Orders" database are listed in the Navigation pane.
To show other database objects and configuration options you use the "Navigation Pane" list.
Please click on the "Navigation Pane" list button.
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The "Object Type" and "Tables" settings are active to indicate what is currently being shown in the Navigation pane.
Let's display the queries in this database.
Please click on "Queries"
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The queries in the "Monthly Orders" database are now shown.
Queries allow you to ask specific questions about your data.
Let's go back to viewing the tables in the database.
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Now select the "Tables" database object.
Please click on "Tables".
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Access 2016 - Introduction and Basics - Screen Components - Opening Database Objects
To open a database object you double-click on it in the Navigation pane.
Alternatively, you can open it by selecting the "Open" command from its right-click menu.
Let's open the "Customers" table.
Please double-click on "Customers".
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Access 2016 - Introduction and Basics - Screen Components - Opening Database Objects (cont.)
Opening Database Objects (cont.)
The "Customers" table is displayed in its own window in "Restore" mode.
The name of the open database object is shown on the title bar.
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To reduce the open window to a taskbar button you click on its Minimize button.
Clicking on the Maximize button makes the window occupy more space to the right of the Navigation pane.
To close the window for a database object you click on its Close button.
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Scroll bars are displayed when all of the information is not visible to allow you to navigate the table.
You can also navigate to records in the table by using the Navigation buttons at the bottom of the window.
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Let's enlarge the window for the "Customers" table by using its Maximize button.
Please click on the Maximize button.
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When an object is opened the "Datasheet View" and "Design View" buttons appear on the Status bar.
This table is currently displayed in Datasheet view so the "Datasheet View" button is highlighted to reflect this.
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To display a database object in Design view you click on the "Design View" button.
Let's look at the "Customers" table in Design view.
Please click on the "Design View" button.
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Typically you use Design view for tables when you are creating the structure and setting a primary key.
This is where you perform tasks like adding the fields, specifying the data type, and setting any constraints on data that is entered into the field.
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To switch back to Datasheet view for an object you click on the "Datasheet View" button.
Please click on the "Datasheet View" button.
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Access 2016 - Introduction and Basics - Screen Components - Backstage View
Backstage View
Backstage view is where you manage databases and perform tasks such as saving, opening, sharing and printing.
To open Backstage view in Access you click on the "File" tab.
Please click on the "File" tab.
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Access 2016 - Introduction and Basics - Screen Components - Backstage View (cont.)
Backstage View (cont.)
The commands in the top panel of Backstage view allow you to:
1. Find out information about a database;

2. Create a new database;
3. Open an existing database;
4. Save changes to a database;
5. Save a database with a new name or in another format;
6. Print database objects;
7. Close a database without exiting Access.
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The commands in the lower panel allow you to:
1. Display details about your account;

2. Modify options in Access 2016;
3. View existing Feedback or add new comments for Access 2016.
Feedback includes questions and comments.
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The shading indicates the "Info" section is currently active, which shows information about the open database.
The file name and location of the database is shown below the "Info" heading.
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The properties of this database may be displayed or edited by clicking on the "View and edit database properties" link.
Let's look at the "Open" section in Backstage view.
Please click on "Open".
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The "Recent" list shows the last 25 databases that were used and is a quick way of opening recently used databases.
When the list is fully populated and a new file is opened, the oldest listed item is replaced and the new one is added.
In this example only 2 databases have been recently used.
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Access 2016 - Introduction and Basics - Screen Components - Pin to List
Pin to List
You can pin a database that you frequently use to the list by clicking on its "Pin this item to the list" icon.
Moving the mouse pointer over a database will display the "Pin this item to the list" icon.
Please move the pointer over each database in the list. Click on the "Next" button when you have finished.
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Access 2016 - Introduction and Basics - Screen Components - Pin to List (cont.)
Pin to List (cont.)
Let's pin the "Monthly Orders" database to the list by clicking on its "Pin this item to the list" icon.
Please click on the indicated "Pin this item to the list" icon.
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Pin to List (cont.)
Notice the icon now appears vertical to indicate this item is pinned to the list.
The icon also appears regardless of whether you have the mouse pointer positioned over the database.
To stop a database from being permanently displayed you click on the "Pin this item to the list" icon again.
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Pin to List (cont.)
You can close Backstage view at any time by clicking on the "Back" button or by pressing the "Esc" key.
Please press the "Esc" key.
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Access 2016 - Introduction and Basics - Screen Components - Ribbons
Ribbons
The buttons on a ribbon are grouped according to their function and the name of the group is shown below.
By default, the "Home" ribbon is active when a database is opened and the tab is displayed with crimson text.
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Access 2016 - Introduction and Basics - Screen Components - Ribbons (cont.)
Ribbons (cont.)
To discover a specific button's use, position the mouse pointer over the button and its name will appear below.
Let's become familiar with the buttons on the "Home" ribbon.
Please position the pointer over each button on the "Home" ribbon. Click on "Next" when you are finished.
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Ribbons (cont.)
To display the commands on other ribbons you click on the tab you require.
Let's view the commands on the "Create" ribbon.
Please click on the "Create" tab.
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Ribbons (cont.)
The commands on the "Create" ribbon are pertinent to creating database objects.
Many ribbon commands display a down pointing arrow, which indicates that a list of options is available for that command.
Let's return to the "Home" ribbon.
Please click on the "Home" tab.
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Ribbons (cont.)
You can hide the ribbon commands and display just the tabs to create more space on screen.
A quick way to do this is to click on the "Collapse the Ribbon" button or double-click on the active tab.
Please double-click on the "Home" tab.
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Ribbons (cont.)
To display the ribbon commands again you click on any tab.
Let's display the commands on the "Database Tools" ribbon.
Please click on the "Database Tools" tab.
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Ribbons (cont.)
Notice that the ribbon is obscuring the first few tables in the Navigation pane and the first three records in the window.
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Ribbons (cont.)
To make sure the ribbon does not cover the Navigation pane or the object window you double-click on a tab.
Alternatively, you can do this by selecting the "Collapse the Ribbon" command on the right-click menu for a tab.
Please right-click on the "Home" tab.
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Ribbons (cont.)
Now select the "Collapse the Ribbon" command.
Please click on "Collapse the Ribbon".
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Ribbons (cont.)
Notice that the ribbon no longer obscures any records in the table or items in the Navigation Pane.
Let's display the commands on the "Home" ribbon.
Please click on the "Home" tab.
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Access 2016 - Introduction and Basics - Screen Components - Dialog Box Launchers
Dialog Box Launchers
Some groups on a ribbon do not show all of their commands.
To show all of the commands for a group you click on its Dialog Box Launcher, which is a small box with a bottom-right pointing arrow.
We can see there are Dialog Box Launchers for the "Clipboard" and the Text Formatting" groups.
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Access 2016 - Introduction and Basics - Screen Components - Dialog Box Launchers (cont.)
Dialog Box Launchers (cont.)
Let's use the Dialog Box Launcher in the "Text Formatting" group to open the "Datasheet Formatting" box.
Please click on the Dialog Box Launcher for the "Text Formatting" group.
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Access 2016 - Introduction and Basics - Screen Components - Dialog Box Launchers (cont.)
Dialog Box Launchers (cont.)
The "Datasheet Formatting" box contains additional options and effects you can apply.
If a required command is not displayed in its group on the ribbon, opening a dialog box will normally reveal it.
Let's close this box and continue.
Please click on the "Cancel" button.
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Access 2016 - Introduction and Basics - Screen Components - Task Panes
Task Panes
Not all Dialog Box Launchers open a dialog box.
The "Clipboard" Dialog Box Launcher, for instance, opens the Clipboard task pane.
Please click on the Dialog Box Launcher for the "Clipboard" group.
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Access 2016 - Introduction and Basics - Screen Components - Task Panes (cont.)
Task Panes (cont.)
The Clipboard task pane appears on the left but may be moved if required.
To remove a task pane from the screen you click on its Close button.
Please click on the Close button for the "Clipboard" task pane.
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Access 2016 - Introduction and Basics - Screen Components - Contextual Tabs
Contextual Tabs
All ribbon tabs are not automatically displayed in Access.
Extra contextual tabs appear when the commands they contain become relevant to the task you are performing.
The "Fields" and "Table" tabs appeared when we opened the "Customers" table.
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Access 2016 - Introduction and Basics - Screen Components - Quick Access Toolbar
Quick Access Toolbar
By default, the "Quick Access" toolbar contains only the "Save", "Undo" and "Redo" command buttons.
It can be customised to display any command that you use often enough to warrant including on the toolbar.
To add buttons to the toolbar you open the "Customize Quick Access Toolbar" list.
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Access 2016 - Introduction and Basics - Screen Components - Quick Access Toolbar (cont.)
Quick Access Toolbar (cont.)
Let's customise the Quick Access Toolbar so a "Quick Print" button is also displayed.
Please click on the "Customize Quick Access Toolbar" list button.
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The most popular commands are shown at the top of the list.
Items currently on the Quick Access toolbar are indicated with a check mark and can be removed by selecting the command.
To choose another command not listed you click on "More Commands".
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The Quick Access toolbar can be moved below the ribbon by clicking on the "Show Below the Ribbon" command.
We will maintain its current location and simply add the "Quick Print" button to the toolbar.
Please click on the "Quick Print" command.
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The toolbar now contains the "Quick Print" button that enables an item to be printed using the default printer settings.
As more buttons are added, the space available on the title bar diminishes, which could leave insufficient space for databases with long file names.
If this is the case then move the toolbar beneath the ribbon.
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The Access screen is made up of many components that enable you to work with databases in varying ways.
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Database Basics
Databases
Tables
Viewing Tables
Data Types for Fields
Indexing Fields
Primary Key Fields
Table Relationships
Referential Integrity
Queries
Forms
Viewing Forms
Reports
Viewing Reports
Access 2016 - Introduction and Basics - Database Basics - Databases
Databases
In this objective, we will learn more about database objects such as tables, queries, forms and reports.
We find out how to list and open objects, as well as display them in different Access views.
We will use the open "Monthly Orders" database to assist us.
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Access 2016 - Introduction and Basics - Database Basics - Databases (cont.)
Databases (cont.)
Within an Access database file you use:
1. Tables to store data;

2. Queries to find and retrieve data;
3. Forms to view, add, and update data in tables;
4. Reports to analyse and output data in a specific layout.
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Databases (cont.)
In computer science, data is defined as an individual numerical or other fact represented in a format suitable for processing by a computer.
In a database, this would be represented by fields within a record.
Examples of data that might be contained in a table for employees include entries such as "John", "Smith", and "Manager".
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Databases (cont.)
Information is obtained as output from a computer by means of processing input data with a program.
In databases, information would be the result of running a query or printing a report.
Using the previous example, an example of information might be "John Smith, Manager".
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Access 2016 - Introduction and Basics - Database Basics - Opening Database Objects
To open a database object you double-click on it, or select the "Open" command from its right-click menu.
The Navigation pane is currently showing the tables in the "Monthly Orders" database.
Let's open the "Customers" table.
Please right-click on "Customers".
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Access 2016 - Introduction and Basics - Database Basics - Opening Database Objects (cont.)
Now select the "Open" command.
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Access 2016 - Introduction and Basics - Database Basics - Tables
Tables
Tables are the structures that store the information in the database.
Data is stored in the cells in the table which is arranged in vertical columns and horizontal rows.
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Access 2016 - Introduction and Basics - Database Basics - Tables (cont.)
Tables (cont.)
The columns in the table represent the "fields" in the table and the field name is shown on the column headings.
Each row in the table contains all of the fields that make up a single "record".
For example, the fifth row contains all of the details for the "Moodswings" company.
Please click on the Maximize button.
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Tables (cont.)
You can change the width of the columns in the table to accommodate the data they contain.
This can be done by dragging the border of a column heading until it is the required size.
The mouse pointer changes shape to a black two-headed arrow when you are in the correct position.
Please move the pointer over the column headings. Click on "Next" when you have finished.
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Tables (cont.)
You can also change the width of a column by double-clicking on its right border.
This is called "best fit" and resizes the column to fit its longest entry.
Let's increase the size of the "Billing Address" column so we can see all of the details in a record.
Please double-click on the right border of the "Billing Address" column.
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Tables (cont.)
The "Billing Address" column is now wider and we can see all of the details for this field.
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Tables (cont.)
Each database table should contain data relating to a single subject only to prevent superfluous information being extracted in a query or report.
This table is used to store the details of customers only and there would be no place for details on, for instance, your own employees.
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Tables (cont.)
Each field within a table should contain only one element of data. This makes the table far more flexible when extracting information.
Note that there are individual fields for the "First" and "Last" name rather than a single "Name" field.
The use of individual fields allows this database to be used as a source document for creating Mail merge letters addressed to "Mr Leong" or "Ms
Druin".
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Tables (cont.)
Let's display more records in the table by closing the Navigation pane.
Please click on the "Shutter Bar Open/Close" button.
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Tables (cont.)
You use the Navigation buttons at the bottom to view and add new records to the table.
They allow you to go back and forward through the records as well as jump directly to the first or last record.
Moving the mouse pointer over a button reveals its name.
Please move the pointer over the Navigation buttons. Click on "Next" when you have finished.
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Tables (cont.)
The "Current Record" field shows the active record, which is currently 1 of 29.
The first record in the table is also highlighted to confirm this.
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Tables (cont.)
There are too many fields and records to display on the screen at one time so scroll bars are automatically added to assist you in moving around the
table.
The vertical scroll bar moves you up and down, while the horizontal scroll bar moves you left and right.
Each scroll bar has an arrow at both ends and a scroll box in between.
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Tables (cont.)
To move down the table one screen at a time, you click on the vertical scroll bar beneath its scroll box.
Please click on the vertical scroll bar beneath its scroll box.
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Tables (cont.)
Clicking on the down-arrow on the vertical scroll bar scrolls down the table one row at a time.
Holding down the mouse button on the arrow results in a continuous scroll until you release the button.
Let's move down by one row.
Please click on the Down arrow on the vertical scroll bar.
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Tables (cont.)
The position of the scroll box indicates where you are in the table.
For example, when the scroll box is approximately halfway down the scroll bar, you are about halfway through the records.
Let's move back to the top of the table.
When you click on the Next button, you will see the results of this action which is to "Drag the scroll box to the top of the vertical scroll bar".
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Tables (cont.)
Let's view more information to the right of the screen by clicking on the horizontal scroll bar.
Please click on the horizontal scroll bar by the red arrow.
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Tables (cont.)
We can now see more of the fields associated with this table.
Let's move back to the left to view the first field.
Please click on the horizontal scroll bar to the left of the scroll box.
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Tables (cont.)
The horizontal scroll bar enabled us to view more of the fields associated with the table.
Using the vertical scroll bar allows you to view more of its records.
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Tables (cont.)
You use Datasheet view to add, delete, modify and arrange the records in the table.
It is currently the active view as indicated on the Status bar and its button on the Status bar appears highlighted.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Tables
Viewing Tables
To see a detailed view of the structure of the table you switch to Design view.
This can be done by clicking on the "View" button on the ribbon or the "Design View" button on the Status bar.
Please click on the "View" button.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Tables (cont.)
Viewing Tables (cont.)
The "Design View" window is divided into two panes.
The "Field List" pane at the top and the "Field Properties" pane below.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Tables (cont.)
Viewing Tables (cont.)
The first column in the "Field List" pane lists all of the field names, being the column headings in Datasheet view.
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Access 2016 - Introduction and Basics - Database Basics - Data Types for Fields
Data Types for Fields
The (AutoNumber) data type has been set for the "CustomerID", which generates an automatic number for each record in the table.
By default AutoNumbers are set to Increment, meaning that the value of the field in a new record is one greater than the previous record.
Autonumbers can also be configured so that they are assigned unique random numbers.
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Access 2016 - Introduction and Basics - Database Basics - Data Types for Fields (cont.)
Data Types for Fields (cont.)
Apart from "CustomerID", the other fields in the table have the "Short Text" data type assigned.
This means the field may contain text and numbers, up to 255 characters long, and without any calculations.
Let's select the data type cell for the "CustomerID" field.
Please click in the data type cell for the "CustomerID" field.
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A field with (AutoNumber) data type cannot be edited, and is basically a counter for the number of records in the table.
Because of this a field with the "AutoNumber" data type is good to set as a primary key for the table as its data entries are unique.
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To display the other possible data types you click on the field's "Data Type" list button.
Please click on the "Data Type" list button.
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Frequently used data types for fields are:
1. Short Text - Text and numbers not requiring calculations up to 255 characters;
2. Long Text - Text and numbers not requiring calculations up to 64,000 characters;
3. Number - Numeric data to be used in calculations;
4. Date/Time - Stores dates or times used in calculations;
5. Currency - Numeric data stored in a monetary format;
6. AutoNumber - A number automatically entered and incremented;
7. Yes/No - Only yes/no, true/false, on/off values accepted.
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Other data types that you can use for fields are:
1. OLE Object - Links to objects from other Office applications;

2. Hyperlink - Links to a file, web page, e-mail address, ftp site etc.;
3. Attachment - Links to file attachments;
4. Calculated - Expressions that use data from one or more fields;
5. Lookup Wizard - Activates the wizard to assist in defining Lookup fields.
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To change the data type you select another one in the list.
Let's close the list for the "Customer ID" field without making any changes.
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Optional comments can be added in the "Description" cell for the field if required.
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The "Field Properties" pane displays the properties for the active field, which is currently the "CustomerID" field.
This is confirmed by the cell selector appearing around the Data Type cell in the "CustomerID" field.
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To select another field in the table you click on it.
Please click inside the "CompanyName" field.
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Access 2016 - Introduction and Basics - Database Basics - Indexing Fields
Indexing Fields
A pink border appears around the "CompanyName" field and its properties are displayed in the pane below.
Indexing a field is a good idea if you want to use it to sort or search the database as it speeds up these processes.
The "Indexed" field property for "CompanyName" field shows it to be indexed.
Let's click inside this field.
Please click inside the "Indexed" property.
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Access 2016 - Introduction and Basics - Database Basics - Indexing Fields (cont.)
Indexing Fields (cont.)
The "CompanyName" field shows "Yes (Duplicates OK)" selected, which means the field is indexed but may contain duplicate company names.
Clicking on the "Indexed" list button will reveal the other index options.
Please click on the "Indexed" list button.
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If you do not intend to sort or search this field then choose the "No" option.
To allow indexing and inform Access that the field must contain unique data you select the "Yes (No Duplicates)" option.
Let's leave current setting unchanged and close this list.
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Let's select the "CustomerID field".
Please click in the "CustomerID" field name cell.
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Access 2016 - Introduction and Basics - Database Basics - Primary Key Fields
Primary Key Fields
The key symbol beside the "CustomerID" field and the highlighted "Primary Key" button both indicate that "CustomerID" is a "Primary Key" field.
Primary Key fields contain data that uniquely identifies each record.
Each record in the table has a unique customer identification number.
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Access 2016 - Introduction and Basics - Database Basics - Primary Key Fields (cont.)
Primary Key Fields (cont.)
When you have finished working with a table you close the window by clicking on its Close button.
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Access 2016 - Introduction and Basics - Database Basics - Primary Key Fields (cont.)
Primary Key Fields (cont.)
Because we changed the width of the Address field, we are being asked if we want to save the changes that we made to the layout of the table.
If you do not want to save your changes then click on the "No" button.
We will save the changes that were made.
Please click on the "Yes" button.
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Access 2016 - Introduction and Basics - Database Basics - Table Relationships
Table Relationships
You can create a relationship between tables by joining them using their common fields. Joining tables allows you to bring together data from more
than one table.
A table relationship can be one-to-one, one-to-many, or many-to-many.
To view, edit or define relationships you select the "Relationships" command on the "Database Tools" ribbon.
Please click on the "Database Tools" tab.
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Access 2016 - Introduction and Basics - Database Basics - Table Relationships (cont.)
Table Relationships (cont.)
Now select the "Relationships" command.
Please click on the "Relationships" button.
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Here we can see that many of the tables in the database have table relationships, depicted by the lines joining them.
The connecting relationship lines labelled with a "1" and an infinity symbol show a one-to-many relationship, which means that there is one record that
can relate to many records in the connected table.
For example, the unique "CustomerID" field in the "Customers" table can relate to many records in the "Orders" table.
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To view or edit a table relationship you double-click on the relationship line.
Alternatively, you can click on the line and then select the "Edit Relationships" command.
Please click on the indicated join line.
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The join line is shown bolder to indicate it has been selected.
Let's choose the "Edit Relationships" command.
Please click on the "Edit Relationships" button.
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The "Edit Relationships" box shows the names of the two connected tables and the field that is joining them.
The "Relationship Type" setting is indicating this is a "One-To-Many" relationship.
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Access 2016 - Introduction and Basics - Database Basics - Referential Integrity
Referential Integrity
"Referential Integrity" is a collection of rules that Access applies to maintain the validity of records in related tables.
It ensures that a record in the Primary table exists for all records in the Related table, to prevent you from accidentally deleting or changing related
data.
The "Enforce Referential Integrity" option is active for the current table relationship.
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Access 2016 - Introduction and Basics - Database Basics - Referential Integrity (cont.)
Referential Integrity (cont.)
Before setting referential integrity the following must apply:
1. The matching field from the Primary table is a primary key, or has a unique index;
2. The related fields have the same data type;
3. Both tables are stored in the same Access database.
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Let's close the "Edit Relationships" box without making any changes.
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Now close the "Relationships" window.
Please click on the indicated "Close" button.
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Let's display the Navigation pane again.
Please click inside the Navigation pane.
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Access 2016 - Introduction and Basics - Database Basics - Queries
Queries
Queries are questions you ask the database in order to extract information.
Queries can also be used to manipulate the data in order to perform many tasks.
For example, with a telephone directory, you search the Last Name, then the Initials, and finally the Address to locate the number you need.
Let's display the queries in this database.
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Access 2016 - Introduction and Basics - Database Basics - Queries (cont.)
Queries (cont.)
Now display the "Queries" in the database.
Please click on Queries".
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Queries (cont.)
There are four queries in the "Monthly Orders" database.
To open a query you double-click on it or select the "Open" command from its right-click menu.
Let's open the "Sales by Customer" query.
Please double-click on the "Sales by Customer" query.
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Queries (cont.)
There are three views for queries, which are Datasheet view, Design view and SQL view.
Currently we are looking at the query in Datasheet view.
You can switch between these views by using the "View" list on the ribbon or the Status bar buttons.
Please click on the "View" list button.
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Queries (cont.)
Let's look at the query in SQL view.
Please click on "SQL View".
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Queries (cont.)
Queries are written in SQL which stands for Structured Query Language.
If you are familiar with the SQL language and syntax then you can create queries by typing in the code.
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Queries (cont.)
You can also look at queries in Design view.
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Queries (cont.)
Design view shows the structure of the query and the tables and fields that are included.
Let's close the open query.
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Access 2016 - Introduction and Basics - Database Basics - Forms
Forms
The forms in a database allow you to view one record at a time and are ideal for data entry or looking up information.
All the fields for a single record can be seen together on the one screen.
Let's show the existing forms in the "Monthly Orders" database.
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Access 2016 - Introduction and Basics - Database Basics - Forms (cont.)
Forms (cont.)
Now display the "Forms" in the database.
Please click on "Forms".
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Forms (cont.)
There are 14 forms in the "Monthly Orders" database.
Let's open the "Employees" form.
Please double-click on the "Employees" form.
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Forms (cont.)
Open forms are displayed in Form view by default.
The records are shown one at a time and you move between the records using the Navigation buttons at the bottom.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Forms
Viewing Forms
You can look at forms in three views which are:
1. Form view;
2. Layout view;
3. Design view.
You can switch between these views using the "View" list or the buttons on the Status bar.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Forms (cont.)
Viewing Forms (cont.)
To see a detailed view of the structure of a form you switch to Design view.
Let's do this by selecting the "Design View" command on the "View" list.
Please click on the "View" list button.
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Now select the "Design View" command.
Please click on "Design View".
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In Design view the controls that make up the form are shown along with the header and footer sections.
You cannot see the underlying data while you are making changes to the form.
Notice there are now three contextual tabs that make up the "Form Design Tools".
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Tasks that are best performed in Design view when working with forms are:
1. Adding controls like labels, images and lines;

2. Re-sizing the header and footer sections;
3. Editing Text box control sources.
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You can also modify the controls on a form by using Layout view.
It is a more visually orientated view than Design view and is useful for performing tasks that affect the appearance and usability of the form.
Please click on the "Layout View" button.
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Layout view looks similar to Form view but you can move and re-size the controls.
In Layout view each control displays real data, so it is useful for sizing and positioning the controls on the form.
Using Layout view is a great way to put the finishing touches to your form.
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Let's close the "Employees" form and look at reports.
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Access 2016 - Introduction and Basics - Database Basics - Reports
Reports
Reports are used to analyse and output information from the database based on various scenarios.
Typically reports are printed but can also be output for use on computer screens.
Records can be grouped and sorted, while statistics such as totals and subtotals can also be produced.
Let's view the reports in this database.
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Access 2016 - Introduction and Basics - Database Basics - Reports (cont.)
Reports (cont.)
Now select the "Reports" command to display the reports in the database.
Please click on "Reports".
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Access 2016 - Introduction and Basics - Database Basics - Viewing Reports
Viewing Reports
We can see there are six reports in this database.
Let's open the "Customer Listing" report.
Please double-click on the "Customer Listing" report.
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Access 2016 - Introduction and Basics - Database Basics - Viewing Reports (cont.)
Viewing Reports (cont.)
Reports are opened in Report view, which shows how it will appear on a computer screen.
You cannot make any modifications while in Report view.
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You can look at reports in four views which are:
1. Report view;
2. Print preview;
3. Layout view;
4. Design view.
You can switch between these views using the "View" list or the buttons on the Status bar.
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To see how the report will look when printed you switch to Print Preview.
Please click on the "Print Preview" button.
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A preview of the report is shown along with the commands on the "Print Preview" ribbon.
They allow you to change the zoom magnification and other things like the page margins and orientation.
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When the mouse pointer is over the report it becomes a magnifying glass with a sign.
Clicking on the report reduces the magnification to one page. This can also be done by selecting the "One Page" command on the ribbon.
Please click where indicated on the report.
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We can see the entire first page now.
The mouse pointer now becomes a magnifying glass with a plus sign and clicking on the report increases the magnification.
Please click where indicated on the report.
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To preview the first two pages in the report you select the "Two Pages" command.
Please click on the "Two Pages" button.
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To look at just one page at a time you select the "One Page" command.
Please click on the "One Page" button.
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If you are connected to a printer you can click on the "Print" button or select the "Print" command in Backstage view to print the report.
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To see a detailed view of the structure of a report you switch to Design View.
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In Design view the controls that make up the report are shown along with the header and footer sections.
You cannot see the underlying data while you are making design changes to the report
Notice there are now four contextual tabs that make up the "Report Design Tools".
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You can also modify the controls on a report by using Layout view.
It is a more visually orientated view than Design view and is useful for performing tasks that affect the appearance and usability of the report.
Please click on the "Layout View" button.
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In Layout view each control displays real data, so it is useful for sizing and positioning the controls on the report.
Using Layout view is a great way to put the finishing touches to your report.
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Using Templates
Access Templates
Searching for Templates
Applying Filters
Removing Filters
Keyword Searches
Creating Databases
Database Objects
Entering Data into Tables
Deleting Databases
Access 2016 - Introduction and Basics - Using Templates - Access Templates
Access Templates
You use the templates in Access 2016 to create a database designed for a specific purpose.
It is often quicker to modify a database created from a template than build one from scratch.
Asset tracking, Issue tracking, Project management and Time cards are examples of databases you can create using templates.
In this objective, we will learn about templates and create a database for tracking assets.
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Access 2016 - Introduction and Basics - Using Templates - Access Templates (cont.)
Access Templates (cont.)
There are a number of templates that are automatically installed with Access.
Templates that are shown with a globe are on-line databases that require a SharePoint server or an Office 365 subscription.
The advantage of an online database is that it can be utilised from any device that has a web browser.
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Access 2016 - Introduction and Basics - Using Templates - Searching for Templates
Searching for Templates
There are numerous on-line templates available for Access at Office.com and you need an internet connection to use them.
Rather than scroll through the choices you can search for templates using keywords.
The suggested searches are common categories and clicking on a word is the same as typing it in the Search field.
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Access 2016 - Introduction and Basics - Using Templates - Searching for Templates (cont.)
Searching for Templates (cont.)
Let's look at the available templates in the "Business" category.
Please click on "Business".
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Access 2016 - Introduction and Basics - Using Templates - Searching for Templates (cont.)
Searching for Templates (cont.)
The databases that have been tagged with the word "Business" are shown.
On the right are a list of categories that also include the word "Business".
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Access 2016 - Introduction and Basics - Using Templates - Applying Filters
Applying Filters
You can narrow a search by applying the filters in the "Category" list on the right.
Let's apply the "Sales" filter to the "Business" category.
Please click on the "Sales" filter.
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Access 2016 - Introduction and Basics - Using Templates - Applying Filters (cont.)
Applying Filters (cont.)
The "Sales" category appears highlighted at the top of the list to indicate its filter has been applied.
Only the databases that have been tagged with the words "business" and "sales" are shown.
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Moving the mouse pointer over an active filter will reveal a Close button that you can use to turn it off.
Please move the pointer over the "Sales" category. Click on "Next" when you have finished.
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Let's narrow the search further by applying the "Order" filter.
Please click on the "Order" category.
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Only one database now meets the search criteria and is shown at the top.
When Access has only a few or no matches for databases it shows other MS Office items you can use.
We can see there are 9 items for Excel and 21 for Word.
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To view the items for an Office type you click on its expand icon.
Let's view the items for MS Excel.
Please click on the expand icon for Excel.
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The first few Excel items we can use are displayed.
To close the list for an MS Office type you click on its collapse icon.
Please click on the collapse icon for Excel.
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Access 2016 - Introduction and Basics - Using Templates - Removing Filters
Removing Filters
You can remove a filter and broaden the search by clicking on its Close button in the "Category" list.
Let's remove the "Order" filter.
Please click on the Close button for the "Order" filter.
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Access 2016 - Introduction and Basics - Using Templates - Removing Filters (cont.)
Removing Filters (cont.)
Let's also remove the "Sales" filter from the "Business" category.
Please click on the Close button for the "Sales" filter.
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Access 2016 - Introduction and Basics - Using Templates - Removing Filters (cont.)
Removing Filters (cont.)
Now every database in the "Business" category is displayed.
To go back to the home page at any time you click on the "Home" button.
Please click on the "Home" button.
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Access 2016 - Introduction and Basics - Using Templates - Keyword Searches
Keyword Searches
You can also search for databases by typing an entry in the Search field.
Let's look for databases that have been designed for use on a desktop PC by using the keyword "Assets".
Please click inside the "Search" field.
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Access 2016 - Introduction and Basics - Using Templates - Keyword Searches (cont.)
Keyword Searches (cont.)
Now enter the string "Assets" and begin the search.
Please type: Assets ; and then press the "Enter" key.
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Access 2016 - Introduction and Basics - Using Templates - Keyword Searches (cont.)
Keyword Searches (cont.)
Databases that match the search string "Assets" are now displayed and you can browse through the list to see if any templates meet your needs.
Let's preview the "Asset tracking" template, which is an on-line database as indicated by the globe.
Please click on the indicated "Asset tracking" template.
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Access 2016 - Introduction and Basics - Using Templates - Previewing Templates
A description of the "Asset tracking" template is shown in the Preview pane along with the download size of the template.
We can see the "Asset tracking" template is for tracking important equipment in a business and requires SharePoint in order to use it.
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Access 2016 - Introduction and Basics - Using Templates - Previewing Templates (cont.)
You can preview other templates by clicking on the Arrows either side of the pane.
Let's look at the next template in the list.
Please click on the Right Arrow.
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The "Asset tracking" for desktop template will also create a database to manage the assets in a business.
However, this database is not on-line and does not require SharePoint.
This means people cannot connect to the database via their web browser.
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Access provides the default file name "Database1".
Let's call this database "Nicety Lane Assets".
First we need to activate the "File Name" field.
Please press the "Tab" key, and then type: Nicety Lane Assets
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By default, the new database will be saved in the "Documents" library for the current user, as indicated by the path below the "File Name" field.
To specify another new location you click on the "Browse" button and then select the required folder.
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Access 2016 - Introduction and Basics - Using Templates - Creating Databases
Creating Databases
To download the template and create the database you click on the "Create" button.
Please click on the "Create" button.
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Access 2016 - Introduction and Basics - Using Templates - Creating Databases (cont.)
Creating Databases (cont.)
By default, executable code in a database is blocked when the database is first opened to protect the computer from malicious code.
In order for all database functions (including macros) to be available and for the database to function properly, the blocked content needs to be
enabled.
This is done by clicking on the "Enable Content" button.
Please click on the "Enable Content" button.
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Some templates contain a "Getting Started" guide; which contains information on how to use the template and what the template contains.
This guide contains a video on how to use the "Assets Database".
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You can provide feedback on the template to Microsoft by clicking on the "Send us your feedback" link.
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The Welcome guide will be displayed each time you open the database.
To prevent this from happening you de-select the "Show Welcome when this database is opened" option.
Please click on the "Show Welcome when this database is opened" option.
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Let's close the Welcome guide for this template.
Please click on the indicated Close button.
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Access 2016 - Introduction and Basics - Using Templates - Database Objects
Database Objects
This template has been designed so the "Asset List" form is shown automatically when you open the database.
The template controls what tables, forms, queries and reports are available in the database.
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Access 2016 - Introduction and Basics - Using Templates - Database Objects (cont.)
Database Objects (cont.)
Let's display the Navigation pane so that we can view all the database objects that were created with this template.
Please click inside the "Navigation Pane".
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This template has created 4 tables, 3 queries and 7 data entry forms.
There are also 8 reports but only 3 of them are visible at the bottom of the Navigation pane.
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Let's open the "AssetDetails" form
Please double-click on the "AssetDetails" form.
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The "Asset Details" form contains fields that allow a detailed record of the asset to be stored. All data entered into this form will be stored in the
"Assets" table.
The form has been opened in a popup window as specified in the template.
Let's close this form without adding any data.
Please click on the "Close" button for the form.
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Although forms are designed to make data entry easier and less prone to error, data can still be entered directly into a table.
Let's look at how to enter data using the "Assets" table.
Please double-click on the "Assets" table.
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Access 2016 - Introduction and Basics - Using Templates - Entering Data into Tables
Entering Data into Tables
The "Current Record" field indicates this is first record in the table.
The first field "ID" has the "AutoNumber" data type, as indicated by the value "(New)".
It is a numeric field and is automatically incremented by one when you enter a character into any other field in the record.
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Access 2016 - Introduction and Basics - Using Templates - Entering Data into Tables (cont.)
Entering Data into Tables (cont.)
To move to the next field in a record you press the "Tab" key or the Right Arrow key.
To move back to a previous field you press the "Shift+Tab" keys or the Left Arrow key.
Let's move to the "Item" field.
Please press the "Tab" key.
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The first asset we will be recording is a colour laser printer.
Please type: Printer ; and then press the Right Arrow key.
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Notice that "1" has been automatically added to the "ID" field for this record.
Let's enter a description for this device, which is "Colour laser printer".
Please type: Colour laser printer ; and then press the "Tab" key.
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When a field contains an entry it must contain data and Access provides one by default.
If you leave the field blank then the item is assigned this default entry, which is "(1) Category" for the "Category" field.
Clicking on the list button for the field will reveal the other choices.
Until you create new entries for the field they have default names like "(2) Category" "(3) Category" etc.
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You can create a new entry in the list for an item by typing it into the field.
Let's create a category called "Office Equipment" and then attempt to move to the next field.
Please type: Office Equipment ; and then press the "Tab" key.
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We are informed this entry does not exist yet for this field.
To add the entry to the drop-down list for the field you click on the "Yes" button.
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The "Office Equipment" category has been added to the list.
We could also make the "Office Equipment" category the default by selecting it from the "Default value" list.
Let's leave the default setting unchanged and create the new category.
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The drop down list for the field now shows the new category.
Selecting items from a drop down list is convenient and makes filtering and sorting information in large databases easier.
Let's select the "Office Equipment" category.
Please click on "Office Equipment".
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The "Condition" field also contains a drop down list of choices.
This printer is in good condition which is the default value, so we can leave it unchanged.
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Let's select the "Acquired Date" field to enter the date the printer was purchased.
Please click inside the "Acquired Date" field.
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The "Acquired Date" field is configured to only accept date values.
You can either type in a date, or click on the "date picker" button to show a calendar from which you can select the appropriate date.
When the date picker is activated for a blank field, the current month is shown in the calendar. If the field contains data then the calendar shows the
associated month.
Please click on the "Date Picker" button.
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This printer was purchased on June 14th so we need to go back one month.
Please click on the "Previous Month" button.
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Let's select "14" in the calendar.
Please click on "14" in the calendar.
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The Country and Region setting for Windows determines the date format used in a date field.
In this example, it is "Day-Month-Year" which is the common date format in many countries.
If you live in the USA or Canada then the date format will be "Month-Day-Year".
When you go to the next slide we will complete the rest of the fields in this record for you.
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When the last field in the record is active, you can move to the next record by pressing the "Tab", "Enter" or Right Arrow keys.
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The "Current Record" field indicates this is the second record for this table.
Let's move to the "Item" field.
Please press the Right Arrow key.
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The second item is a laptop computer.
After you make the entry for the field we will add the rest of the records for you.
Please type: Computer
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Let's close the database.
Please click on the Close button for Access.
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Access 2016 - Introduction and Basics - Using Templates - Deleting Databases
Deleting Databases
You can remove databases that you no longer require by removing the associated database file.
Let's assume that we have a database that we want to remove in the "Documents" library.
First we need to open File Explorer in Windows.
Please click on the "File Explorer" taskbar button.
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Access 2016 - Introduction and Basics - Using Templates - Deleting Databases (cont.)
Deleting Databases (cont.)
We need to open the "Documents" library.
Please double-click on "Documents".
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You can delete a database file by selecting the "Delete" command on its right-click menu or by pressing the "Delete" key.
Let's delete the "Database1" file using its right-click menu.
Please right-click on the "Database1" file.
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Now select the "Delete" command.
Please click on "Delete"
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To prevent accidental deletion you need to confirm that you want to move it to the Recycle Bin.
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The "Database1" database is now stored in the Recycle Bin and remains there until the bin is emptied.
If you delete a file by mistake, it can be retrieved from the Recycle Bin at any time before the bin is emptied.
Let's close the File Explorer window.
Please click on the Close button for the File Explorer window.
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The numerous templates in Access 2016 allow you to build databases for specific purposes.
Often it is easier to modify a database that you create from a template than build a database from scratch.
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Previewing and Printing
Previewing Datasheets
Printing Datasheets
Printing Subdatasheets
Printing Selected Records
Previewing Reports
Changing the Page Setup
Printing Reports
Printing Output from Queries
Printing Forms
Access 2016 - Introduction and Basics - Previewing and Printing - Previewing Datasheets
Previewing Datasheets
In this objective we will learn how to use the preview and print database objects like datasheets and reports.
We will open the "Products" table in the "Nicety Lane Orders" database to assist us.
Please double-click on the "Products" table.
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Access 2016 - Introduction and Basics - Previewing and Printing - Previewing Datasheets (cont.)
Previewing Datasheets (cont.)
Before printing a datasheet you can use "Print Preview" to see how it will appear when printed.
This allows you to make any adjustments to the data or page layout before committing yourself to consuming paper and ink.
The "Print Preview" command is located in the "Print" section of Backstage view.
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We need to select the "Print" command to display the various print options.
Please click on "Print".
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Now select the "Print Preview" command.
Please click on "Print Preview".
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A datasheet larger than one page is automatically broken into separate pages.
The first page is displayed as indicated in the "Current Page" field at the bottom.
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To see the page in greater detail, you can use the "Zoom" slider on the Status bar, select an option from the "Zoom" list, or click anywhere on the
page.
Please click on the page where indicated.
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Increasing magnification allows you to see the content of fields but the datasheet cannot be edited in Preview mode.
To reduce the page magnification you can use any of the zoom options or click on the page again.
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To move to the next page in the datasheet you click on the "Next Page" button.
Please click on the "Next Page" button.
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To move back to the previous page you click on the "Previous Page" button.
Please click on the "Previous Page" button.
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The "Page Setup" command allows you to change page layout settings for all database objects.
Let's view the settings for the datasheet.
Please click on the "Page Setup" button.
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The "Margins" section on the "Print Options" tab shows the default settings for all four margins.
Any changes that you make to the margins are reflected in the "Sample" section.
De-activating the "Print Headings" option will hide the headers and footers when printing a datasheet.
Please click on the "Print Headings" option.
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Let's look at the "Page" settings.
Please click on the "Page" tab.
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The settings on the "Page" tab control page orientation, paper size and source, as well as the printer that will be used.
You may need to print a wide datasheet in "Landscape" orientation rather than "Portrait" and the illustrations show the difference between the two.
Orientation can also be changed using the ribbon commands in the "Page Layout" group.
Please click on the "Landscape" option.
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Let's confirm these settings by selecting the "OK" button.
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The "One Page" button can be used to view one page at a time.
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The datasheet now fits onto one landscaped page.
Let's return the header and footer to this page.
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Let's activate the "Print Headings" option and apply the setting.
Please click on "Print Headings", and then click on the "OK" button.
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We could now print this datasheet with the default print settings by clicking on the "Print" button.
Let's close Print Preview.
Please click on the "Close Print Preview" button.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Datasheets
Printing Datasheets
Let's open the "Print" section in Backstage view again.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Datasheets (cont.)
Printing Datasheets (cont.)
Now select the "Print" command.
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To print the entire datasheet without making any changes you select the "Quick Print" command.
This sends the datasheet directly to the printer with the default print settings.
To set various options for printing you select the "Print" command.
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Let's close Backstage view and look at some printing options for datasheets.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Subdatasheets
Printing Subdatasheets
You can print all of the Subdatasheets within a table by choosing the "Subdatasheet/Expand All" command on the "More" list.
This will reveal all of the Subdatasheets allowing you to print them.
Please click on the "More" button.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Subdatasheets (cont.)
Printing Subdatasheets (cont.)
We need to point to the "Subdatasheet" command to display its options.
Please point to "Subdatasheet".
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Now select the "Expand All" command.
Please click on "Expand All".
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The Subdatasheets are displayed and we could print everything by selecting the "Quick Print" command.
Let's close the Subdatasheets by selecting the "Subdatasheets/Collapse All" command from the "More" list.
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We need to point to the "Subdatasheet" command to display its options.
Please point to "Subdatasheet".
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Now select the "Collapse All" command.
Please click on "Collapse All".
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Selected Records
Printing Selected Records
To print just specific records in the datasheet you select the ones you want before printing.
Let's select the first 15 records in the "Products" table.
Please click on the first record selector.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Selected Records (cont.)
Printing Selected Records (cont.)
Now select down to record 15 in the datasheet by pressing the "Shift" key while you click on the record selector.
Please hold down the "Shift" key while you click on the selector for record 15.
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Let's display the "Print" section in Backstage view.
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We need to select the "Print" command to open the print options.
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The current printer is displayed on the "Name" list, which is a "HP OfficeJet 5740" in this example.
If multiple printers are available, you can switch to another printer by opening the "Name" list and then making your selection.
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The "Print Range" options allow you to print:
1. All - Every page of the datasheet;

2. Pages - Specific pages within the datasheet;
3. Selected Record(s) - Only the selected record(s).
By default, all pages of the datasheet will be printed.
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To print only specified pages, enter the first page you want in the "From" box and the last page in the "To" box.
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Fifteen records have been selected in the datasheet, so to print just these records we need to choose the "Selected Record(s)" option.
Please click on the "Selected Record(s)" option.
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You can specify how many copies you require in the "Number of Copies" box, and the default is one copy".
To accept the settings and print the datasheet records you select the "OK" button.
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Printing a datasheet provides a quick printout of the records in a table.
Let's close this datasheet and look at previewing and printing reports.
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Access 2016 - Introduction and Basics - Previewing and Printing - Previewing Reports
Previewing Reports
Reports are designed for printing specific data and offer greater flexibility and presentation features.
Let's use the "Sales Summary" report to find out how to preview and print reports.
Please right-click on the "Sales Summary" report.
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Access 2016 - Introduction and Basics - Previewing and Printing - Previewing Reports (cont.)
Previewing Reports (cont.)
You can send reports directly to the printer by selecting the "Print" command.
This prints the entire report using the default print settings.
Choosing this command is the same as selecting the "Quick Print" command in the "Print" section.
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We want to preview the report so we need to select the "Print Preview" command.
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Print Preview shows how the first page in the report will look when printed.
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Reports typically consist of multiple pages and you move between them using the Navigation buttons at the bottom.
Moving the mouse pointer over a button will display a caption with its name.
Please move the pointer over the Navigation buttons. Click on "Next" when you are finished.
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Let's view the last page of the report by selecting the "Last Page" button.
Please click on the "Last Page" button.
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The report only contains 2 pages so "page 2" is the last page.
You can also use the "Page Up" and "Page Down" keys on your keyboard to move between pages.
Let's return to the first page by selecting the "First Page" button.
Please click on the "First Page" button.
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When a report is viewed as a whole page, the detail is too small to be seen clearly.
Moving over the report changes the mouse pointer to a magnifying glass with a plus sign (+).
Clicking anywhere on the report will increase its magnification so you can view the details more clearly.
Please click at the top of the report.
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The report has been magnified to 100%, allowing us to read its information.
Clicking on the report again would reduce magnification so we could view the layout of the whole page.
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The "Zoom" group also contains preview options.
Clicking on the "Zoom" button restores the previous zoom setting used.
Please click on the "Zoom" button.
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The "One Page" button is active indicating the report is being viewed one page at a time.
Let's display the report two pages at a time by selecting the "Two Pages" command.
Please click on the "Two Pages" button.
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You can preview 4 pages, 8 pages or 12 pages at a time by choosing the required option from the "More Pages" list.
This can be useful for checking the page layout of long reports.
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You can also adjust the magnification by using the Zoom slider bar.
Clicking on the plus and minus signs at either end of the bar will change the zoom magnification to the nearest 10%, and then in 10% increments
thereafter.
For example, clicking on the plus sign will increase the magnification from 43% to 50%.
Clicking on it again would then increase the magnification to 60%.
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You can also change the magnification by dragging the Zoom slider bar.
Dragging to the left decreases magnification and dragging to the right increases magnification.
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To restore the report to 100% magnification you click on the "Zoom" button.
Please click on the "Zoom" button.
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The "Zoom" setting is returned to "100%".
You can also choose from a list of pre-set magnification settings by using the "Zoom" list.
Please click on the "Zoom" list button.
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Clicking on a setting below 100% will decrease the zoom level and above 100% will increase the magnification.
To have the report fit inside the available space you click on the "Fit to Window" command.
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Let's view the report at "200%" magnification.
Please click on "200%".
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The report is now enlarged to twice its actual size.
Let's return the report to its actual size.
Please click on the "Zoom" list button, and then click on "Zoom 100%".
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Access 2016 - Introduction and Basics - Previewing and Printing - Changing the Page Setup
Changing the Page Setup
The "Page Setup" command enables you to change page layout settings.
You can adjust the page margins, choose the orientation for the page and set paper source and size settings.
Let's view the settings for this report.
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Access 2016 - Introduction and Basics - Previewing and Printing - Changing the Page Setup (cont.)
Changing the Page Setup (cont.)
The settings for each of the page margins are shown.
To change a margin for a report you enter a new value in the required margin field.
Any modifications you make are reflected in the "Sample" box.
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Let's look at the settings on the "Page" tab.
Please click on the "Page" tab.
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The "Page" tab settings control page orientation, paper size and source, as well as the printer that will be used.
You may need to print wide reports, tables, query outputs, and forms in "Landscape" orientation rather than "Portrait".
In each of these cases you use the "Page" tab in the "Page Setup" box.
Let's change the orientation of this report to landscape.
Please click on the "Landscape" option.
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To change the size of the paper being used by the printer you use the "Size" list.
Let's change the paper size from "A4" to "Legal".
Please click on the "Size" list button, and then click on "Legal".
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The "Source" option specifies where the paper is located in the printer.
Different printers support various paper sources, such as the upper tray, envelope feed, and manual feed.
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Let's view the "Landscape" orientation setting we chose for the report more clearly by displaying the whole page.
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Landscape view does not suit the layout of this report, so let's return to "Portrait" orientation for the pages in the report.
Please click on the "Portrait" button.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Reports
Printing Reports
Let's open the "Print" section in Backstage view and look at printing options for reports.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Reports (cont.)
Printing Reports (cont.)
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To print the entire report using the default print settings you select the "Quick Print" command.
Selecting the "Print" command allows you to choose print options for the report.
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The "Printer" section shows the details of the default printer.
To send the print job to another printer you click on the "Name" button and then choose the printer from the list.
To change the settings for the printer you click on the "Properties" button.
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The default "All" option is currently active so the entire report will be printed.
To print a single page or a range of pages you select the "Pages" option.
Please click on the "Pages" option.
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You enter the first page number into the "From" field.
Assume we only need to print page one of this report.
Please type: 1 ; and then press the "Tab" key.
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If you were printing a range of pages, the last page number to be printed would be entered into the "To" field.
We are only printing a single page so this field can be left blank.
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You specify the number of copies to be printed in the "Copies" section.
You can either type in the number or click on the list arrows to change the number. Let's request two copies.
Please type: 2
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To collate the copies you select the "Collate" option.
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The "Setup" button provides another way of opening the "Page Setup" box.
To send the report to the selected printer you click on the "OK" button.
Let's close this box without printing.
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Let's also close the "Sales Summary" report
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Output from Queries
Printing Output from Queries
Let's look at how to print the output of a query.
We will begin by running the "Stock Analysis" query.
Please double-click on "Stock Analysis".
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Output from Queries (cont.)
Printing Output from Queries (cont.)
Let's use "Print Preview" command in the "Print" section to see how the query results will look when printed.
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Select the "Print Preview" command to preview the query.
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The output from running the query is shown as it will be printed.
You can change the page margins and page setup options by using the commands in the "Page Size" and "Page Layout" groups.
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To choose print options for the query you click on the "Print" button.
To print the query results using the default print settings you select the "Quick Print" command from the "Print" section of "Backstage" view.
Let's close the "Stock Analysis" query.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Forms
Printing Forms
Printing forms is the same as printing other database objects.
You can print a single page, a range of pages, or every page in the form using the settings in the "Print" box.
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Access 2016 - Introduction and Basics - Previewing and Printing - Printing Forms (cont.)
Printing Forms (cont.)
Let's open the "Products" form.
Please double-click on the "Products" form.
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We need to open Backstage view and select the "Print Preview" command in the "Print" section.
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Select the "Print" command to display the "Print" section.
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Now select the "Print Preview" command.
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The records for the "Products" table are displayed using the layout of the "Products" form.
You can view 4, 8 or 12 pages in the report at a time by using the "More Pages" list.
Let's view eight pages in the form at a time.
Please click on the "More Pages" button, and then click on "Eight Pages".
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Every page in the form appears with the "Products" form layout.
Let's look at the print options.
Please click on the "Print" button.
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The default "All" option is currently active, so every page in the form will be printed.
To print a single page or a range of pages in the form, you select the "Pages" option.
Please click on the "Pages" option.
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We only need to print pages four and five.
You enter the first page number in the "From" field.
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You enter the number of the last page you want to print in the "To" field.
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To print the form you select the "OK" button.
Please click on "OK".
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The records on pages four and five would have been printed using the form layout.
We can now close the "Products" form.
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Access stores the settings for the page setup options for forms or reports, so these options only have to be set once.
Tables and queries must have their page setup options chosen every time they are printed.
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Exporting Data
Exporting Database Objects
Export Options
Exporting to Access Database
Exporting Data in Excel Format
Saving Exported Files
Exporting Data in XML Format
Exporting Data in PDF Format
Exporting Data as Text Files
Viewing Exported Files

Access 2016 - Introduction and Basics - Exporting Data - Exporting Database Objects
Exporting Database Objects
Exporting data allows you to output information from a database so it can be used by other applications.
You can export information to a variety of supported database programs including ODBC compliant databases and SQL Server.
Objects can also be exported to non-database file formats like PDF, XML, HTML and Text.
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Access 2016 - Introduction and Basics - Exporting Data - Exporting Database Objects (cont.)
Exporting Database Objects (cont.)
You can also export database objects for use with other MS Office applications like Word, Excel and Project.
In this objective we will look at exporting objects from the database and saving them in other file formats.
The commands for exporting data are on the "External Data" ribbon.
Please click on the "External Data" tab.
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Access 2016 - Introduction and Basics - Exporting Data - Export Options
Export Options
The options for exporting data are in the "Export" group.
Moving the mouse pointer over a button displays a caption with a short description.
Please move the pointer over each Export button. Click on "Next" when you have finished.
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Access 2016 - Introduction and Basics - Exporting Data - Export Options (cont.)
Export Options (cont.)
There are other options for exporting data like "ODBC Database" and to view them you open the "More" list.
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Access 2016 - Introduction and Basics - Exporting Data - Export Options (cont.)
Export Options (cont.)
The other export options for database objects are:
1. Word - Saves objects in Rich text format;

2. SharePoint List - Saves objects as SharePoint lists;
3. ODBC Database - Saves objects for use with ODBC databases;
4. HTML Document - Saves objects in HTML format.
Let's close the list and continue.
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Access 2016 - Introduction and Basics - Exporting Data - Exporting to Access Database
Exporting to Access Database
The "Products" table is currently selected in the database.
Let's export this table as an Access database object.
This will make a copy of the table and allow it to be stored as a "snapshot" in time.
Please click on the "Access" button.
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Access 2016 - Introduction and Basics - Exporting Data - Exporting to Access Database (cont.)
Exporting to Access Database (cont.)
By default, exported files are saved in the "Documents" library.
To change the save location you enter the pathname in the "File name" field or click on the "Browse" button and choose the required folder.
Please click on the "Browse" button.
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We have created a new Access database called "Archive" that we will export the "Products" table to.
Please double-click on the "Archive" database.
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Access automatically appends the ".accdb" extension to the name of the database to indicate it is an Access database file.
All the information required for the export has been supplied so we can move to the next step.
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You have the option of exporting just the definition of the table or the definition and the data.
Select the "Definition Only" option when you want to create a new table with the same structure, but use different data.
As we are exporting this information as a time record for the "Products" table, we need to retain the default "Definition and Data" option.
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You can use another name for the table in the destination database.
Let's add the current month to the table name "Products".
In this example, it is July 2016.
Please press the Right Arrow key and then type: _July 2016
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Let's confirm the name and setting for the export.
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You can save the steps taken to export the "Products" table by selecting the "Save export steps" option.
If the export process is part of a regular backup, selecting this option will allow the process to be repeated quickly in the future.
We will exit this step without saving the export steps.
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The "Products" table has now been exported to the "Archive" database.
Let's open the "Archive" database and view the table.
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Now select the "Open" command in Backstage view.
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The "Archive" database file is shown under the "Today" heading in the "Recent" list.
Please click on "Archive".
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We need to open the new "Products" table to view its content.
Please double-click on the indicated "Products" table.
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This copy of the table contains the same data as the source "Products" table.
Let's close this table and we will also close the "Archive" database and return to the "Nicety Lane Orders" database for you.
Please click on the Close button for the table.
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Data and database objects can be exported to a variety of database formats, including ODBC compliant databases and SQL Server.
Objects can also be exported to non-database formats, such as PDF, HTML and XML files and various text formats.
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Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in Excel Format
Exporting Data in Excel Format
You can also export data to other Microsoft applications like Excel, Word and SharePoint.
Let's export the "Order Details" table to a spreadsheet file so it can be opened with Excel.
Please click on the "Order Details" table.
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Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in Excel Format (cont.)
Exporting Data in Excel Format (cont.)
We need to select the "Excel" command in the "Export" group.
Please click on the "Excel" button.
Page 387 of 440

The file is given the same name as the exported object and will be saved in the "Documents" library.
To modify either of these settings you make the required changes in the "File name" box or click on the "Browse" button.
Page 388 of 440

By default, the workbook file will be saved using the "Excel 2007-2016" format.
This means it can be opened by all versions of Excel since 2007.
To export the data to earlier versions like "Excel 97 - 2003" and Excel 95 you select it from the "File format" list.
Page 389 of 440

The "Export data with formatting and layout" option allows the existing formats in the table to be included in the Excel file that will be created.
The "Currency" format will be included by default but the "Percentage" format on the "Discount" field will not.
Selecting the "Export data with formatting and layout" option will ensure that a 10% discount will display correctly and not as "0.1".
Page 390 of 440

Let's activate the "Export data with formatting and layout" option.
Please click on "Export data with formatting and layout".
Page 391 of 440

The "Open the destination file after the export" option launches the Excel application and opens the exported file.
This setting becomes available when the previous option is selected.
Please click on "Open the destination file after the export".
Page 392 of 440

Now select the "OK" button to export this table and open the resulting Excel file.
Page 393 of 440

The worksheet is opened in Excel, displaying the information in the "Order Details" table.
Note that the "Discount" column has the "Percentage" format, as the "Export data with formatting and layout" option was selected.
Page 394 of 440

Access 2016 - Introduction and Basics - Exporting Data - Saving Exported Files
Saving Exported Files
Let's save this file to the Windows desktop by using the "Save As" command in Backstage view.
Page 395 of 440

Access 2016 - Introduction and Basics - Exporting Data - Saving Exported Files (cont.)
Saving Exported Files (cont.)
Now select the "Save As" command.
Please click on "Save As".
Page 396 of 440

To save the file and display the associated icon on the Windows desktop we need to move up one level above the "Documents" folder.
Please click on the "Up" button.
Page 397 of 440

The desktop option is now shown so we can select it.
Please click on the "Desktop" option.
Page 398 of 440

Before saving the file you can change its name or file type in the "Save As" box.
We will accept the current settings and save the file.
Please click on the "Save" button.
Page 399 of 440

With the file saved, we can now close the Excel application.
Please click on the Close button for Excel.
Page 400 of 440

Now that we have been returned to Access we are presented with a dialog box asking us if we want to save the export steps.
We will complete the export without saving the steps.
Please click on the "Close" button.
Page 401 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in XML Format
Exporting Data in XML Format
Let's also export the "Order Details" table in XML format.
Please click on the "XML File" button.
Page 402 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in XML Format (cont.)
Exporting Data in XML Format (cont.)
The XML file is given the same name as the associated "Order Details" table, and will be saved in the "Documents" library.
Let's accept these settings.
Page 403 of 440

When you export a database object in XML format you need to select how much information is exported.
We only want the data in the table so we need to de-select the "Schema of the data (XSD)" option.
The Schema of data describes the data in the table.
Please click on "Schema of the data (XSD)", and then click on the "OK" button.
Page 404 of 440

We are again prompted to save the steps involved in the export process.
We will close this window without saving the export process.
Page 405 of 440

The information in the "Order Details" table is now stored in an XML file in the "Documents" library.
We will open this file to view its contents a little later.
Page 406 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in PDF Format
Exporting Data in PDF Format
PDF documents are commonplace today and are widely used by people and organisations to publish information.
Assume that the current stock details are required in PDF format.
Let's first run the required query.
Please double-click on the "Stock Details" query.
Page 407 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data in PDF Format (cont.)
Exporting Data in PDF Format (cont.)
To save the query output as a PDF document you select the "PDF or XPS" command.
Please click on the "PDF or XPS" button.
Page 408 of 440

The file is given the same name as the associated "Stock Details" query and will be saved in the "Documents" library.
We will retain the default file name and save location.
Page 409 of 440

The "Minimum size" option is active by default, which is suitable for publishing on-line documents.
To optimise the PDF document for printing you select the "Standard" option.
Please click on the "Standard" option.
Page 410 of 440

You can also save a database object in the XPS file format by selecting its option from the "Save as type" list.
The XML Paper Specification (XPS) is a Microsoft file format that preserves document formatting and enables file sharing.
Page 411 of 440

You can control what gets published by clicking on the "Options" button.
Please click on the "Options" button.
Page 412 of 440

By default all of the information in the query output will be published.
To print only specific pages you specify the numbers in the "Range" section.
To make the PDF file compliant with the ISO standard you activate the "ISO 19005 compliant" option.
Page 413 of 440

Let's leave these settings unchanged and close the "Options" box.
Page 414 of 440

To create the PDF document you click on the "Publish" button.
Please click on the "Publish" button.
Page 415 of 440

The PDF file is opened using the default Reader application on the computer.
In this example it is Windows Reader but Adobe Reader is also a popular PDF reader for Windows.
We will close the document for you when you move to the next slide.
Page 416 of 440

Like exporting other database objects you have the choice to save the exports steps in case you want to use them again.
Let's close without saving the steps for the query.
Please click on the "Close" button.
Page 417 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data as Text Files
Exporting Data as Text Files
The query output can also be exported in the Text file format by clicking on the "Text File" button.
Please click on the "Text File" button.
Page 418 of 440

Access 2016 - Introduction and Basics - Exporting Data - Exporting Data as Text Files (cont.)
Exporting Data as Text Files (cont.)
The Text file is given the same name as the associated "Stock Details" query and will be saved in the "Documents" library.
We will retain the default file name and save location.
Page 419 of 440

To retain the formatting and layout of the query output you select the "Export data with formatting and layout" option.
On this occasion, we will ignore this option and proceed.
Page 420 of 440

The Export Text Wizard is launched to step you through the process.
In the first step you choose whether to export the information in "Fixed Width" columns or in the currently active "Delimited" format.
The "Sample export format" field shows a preview of how the exported text will appear.
Page 421 of 440

Let's preview the "Fixed Width" option.
Please click on the "Fixed Width" option.
Page 422 of 440

The data is now shown in columns which represent a field in a record.
Notice in text format, the "Discontinued" field, with its "Yes/No" format, is represented by either a "1" or a "0".
Let's return to the "Delimited" format.
Please click on the "Delimited" option.
Page 423 of 440

Currently, the Comma character is used to separate each field in a record.
This will produce a "Comma Separated Value" file, which has extension ".csv".
You can change the character used to "delimit", or separate the data, by clicking on the "Advanced" button.
Please click on the "Advanced" button.
Page 424 of 440

You can use another character to separate the fields like a Semi colon, Tab or a Space by choosing the required option from the "Field Delimiter" list.
Let's use the "Tab" character as the delimiter for fields.
Please click on the "Field Delimiter" list button, and then click on "{tab}".
Page 425 of 440

The default Text qualifier is a double quotation mark.
You can use other Text qualifiers like a single quotation mark or {None} by selecting it from the "Text Qualifier" list.
Page 426 of 440

Further formatting options for various data types are available in the "Dates, Times, and Numbers" section.
Let's apply the change we made to the delimiter character.
Page 427 of 440

Let's move to the next step in the wizard.
Please click on the "Next" button.
Page 428 of 440

The next step allows you to preview how the information will appear with various delimiters selected.
The names of each field can also be included on the first row by activating the "Include Field Names on First Row" option.
Please click on the "Include Field Names on First Row" option.
Page 429 of 440

The first row now contains the field names, shown within the chosen "Text Qualifier".
Let's move to the last step in the wizard.
Please click on the "Next" button.
Page 430 of 440

If you are happy with your chosen options, you can proceed with the export by clicking on the "Finish" button.
To make further changes, click on the "Back" button until you reach the required step and make your changes.
Please click on the "Finish" button.
Page 431 of 440

As before, we are given the option to save the export steps for later use.
We will close the "Export - Text File" box without saving the export steps.
Page 432 of 440

Access 2016 - Introduction and Basics - Exporting Data - Viewing Exported Files
Viewing Exported Files
To view the exported file, we need to open File Explorer and view the contents of the "Documents" library, which is where we saved the file.
We will do this for you when you move to the next slide.
Page 433 of 440

Access 2016 - Introduction and Basics - Exporting Data - Viewing Exported Files (cont.)
Viewing Exported Files (cont.)
Let's use the "WordPad" application to open the "Stock Details" text file.
Please right-click on "Stock Details", and then point to "Open with".
Page 434 of 440

Now choose the "WordPad" application from the list.
Please click on "WordPad".
Page 435 of 440

The "Stock Details" file is opened in WordPad and we can see that the fields in the exported file are delimited by the "Tab" character, as we specified.
This file can now be sent to and opened by anyone that has software capable of reading text files. They can also import this file into a wide range of
applications.
Let's close this file.
Page 436 of 440

Let's open the exported XML version of the "Order Details" file.
Please right-click on the "Order Details" XML file.
Page 437 of 440

We need to point to the "Open with" command to open its submenu.
Please point to the "Open with" command.
Page 438 of 440

We will use the "Microsoft Edge" program to open this file.
Please click on "Microsoft Edge".
Page 439 of 440

The "Order Details" XML document is now opened in Microsoft Edge.
The XML file format is widely used and can be opened by a variety of applications, and is a common format for exchanging data online.
Page 440 of 440
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Access 2016 - Introduction and Basics

Starting Access and Help

Creating Blank Databases

Searching Online Help

A telephone directory is a common example of a paper database.

In a telephone directory the listed subscribers make up the related data.

1. Government statistic records;

An i-Tunes database contains the information about your music collection.

In an Access database you use:

1. Tables to store data;

Please click on the "Start" button.

Starting Access (cont.)

Please type: Access

Starting Access (cont.)

Please press the "Enter" key.

Starting Access (cont.)

Previewing Templates (cont.)

Let's look at the template for creating a database for contacts.

Please click on the "Contacts" template.

Previewing Templates (cont.)

Previewing Templates (cont.)

Please click on the indicated link.

Previewing Templates (cont.)

Previewing Templates (cont.)

Previewing Templates (cont.)

We will now close the browser window.

Please click on the Close button.

Previewing Templates (cont.)

Let's look at the previous template in the list.

Please click on the Left Arrow.

Previewing Templates (cont.)

Previewing Templates (cont.)

Please click on the Close button for the Preview pane.

Creating Blank Databases

Please click on "Blank database".

Creating Blank Databases (cont.)

The location where the database will be stored is shown below.

Creating Blank Databases (cont.)

Please click on the "Browse" button.

Creating Blank Databases (cont.)

You cannot use any of the following characters in a database name:

Creating Blank Databases (cont.)

Please click on the "Save as type" list button.

Creating Blank Databases (cont.)

Creating Blank Databases (cont.)

Please click on "Microsoft Access Databases (2002-2003 format)".

Creating Blank Databases (cont.)

Please click on the "OK" button.

Creating Blank Databases (cont.)

Creating Blank Databases (cont.)

To create the database you click on the "Create" button.

Please click on the "Create" button.

Creating Blank Databases (cont.)

Help is also available "online" and requires an internet connection.

Using Help (cont.)

Please click on the "Help" button.

Using Help (cont.)

Please click on the "Get started" link.

Using Help (cont.)

All of the topics in the "Get started" category are displayed.

Using Help (cont.)

Let's move down one screen.

Please click below the scroll box on the scroll bar.

Using Help (cont.)