Working with

Tables and Data

Grade 9
Prayer
Loving Father,
Come be with us today
Fill our hearts with joy
Fill our minds with learning
Fill our lessons with fun
Fill our friendships with kindness
Fill our school with love
Help us grow in love and kindness more like Jesus everyday
Amen.
 
Data you need to enter in the fields.
NAME DESCRIPTION
Field Name You can place here the person’s name, address, phone, and
birthday.
Data type tells Access what kind of information can be stored in
Data Type the field. You can click the drop-down arrow to choose the data
type such as Text, Memo, Number, Date/Time, Currency,
AutoNumber, Yes/No, OLE Object, Hyperlink, Lookup Wizard.
Description The description explains the data in the field. It will only appear
in the status bar but not in the table.
 Creating a Table
from the
Application Parts
1. Click Create tab
2. Click Application Parts and a list of templates showing tables or combination of
tables and reports will show.
3. Select the table that you would like to use.
4. As an example, click Contact and the Navigation pane will show Tables, Queries,
Forms, and Reports templates.
5. Delete other objects which you will not use by right clicking the object and click
Delete from the context menu.
6. Rename the Contact by right clicking the object (table, query, form or report) and on
the context menu, click Rename and type the file name you would like to use.
7. To open the table, double click the object and the window will show the table tab
containing the preset fields for your tables.
8. You can use all the fields or you can delete fields which you will not use.
Setting the
Fields in a
Table
1. Click the Fields tab and click the Data Type.

2. Change the data type for each field that you will use. Select the Data Type: Text if you
want text and numbers on your table. Select Number if you want your data to be
calculated. Select Hyperlink for an email field. Select Memo if you want to enter notes.

3. To save the table, click the Save button from the Quick Access Toolbar and on the
Save Dialog box type your file name.
Saving the
Table
1. On the Quick Access Toolbar, click the Save button.

2. Right click on the Table tab and on the context menu, select Save.

3. On the Save dialog box, type your table name.

4. Click OK.
Closing the Table
 All the tables that you have opened will be displayed with their corresponding tabs.
You have to close the table when there are many open tables or when you are
finished using the table. You also have to close a table before performing specific task
such as renaming a table.

1. Right click on the table tab.

2. On the context menu, select Close

Creating a Table
from the Layout
View
1. Click Create tab
2. Click Table, click the Fields tab, click More Fields.
3. On the list, you will see the Quick Start group, select Name and the window will
display Last Name and First Name fields.
4. Go back to the More Fields and select Address and the window will display the
standard address fields such as City, State, Province, Country. You can delete the
fields that you will not use by right clicking the field name and on the context menu,
click Delete or on the Ribbon click the Delete button.
5. To add additional fields manually, go to a blank field and click the Click to Add
arrow. On the list, select Text if you want your field to contain text or numbers. On
the field name area, type the name for your new field.
6. To save the table, click the Save button from the Quick Access Toolbar and on the
Save dialog box type your file name.
Field Types
1. Text – allows you to add texts
2. Number – allows you to add numbers
3. Currency – allows you to add currency
4. Date & Time – allows you to add date and time
5. Yes/No
6. Lookup & Relationship – allows you to create
and view lookup and relationships
7. Rich Text – allows you to format text
8. Memo – allows you to add memo
9. Attachment – allows you to add attachment
10. Hyperlink – Allows you to create hyperlink
Creating Table from
the Design View
 This is the most detailed way to construct a table. In this method of creating a
table, you will start from a scratch. Unlike the Layout View and Application
Parts method wherein most of the fields are generated by Access, in Design
View, you will enter the fields, select data type and note the description of the
fields you want to create.

1. Click Create tab and click Table Design.

2. On the window, type the Field Name that you want to use and press the tab key to go
to the next cell.

3. Select the DataType and press the tab key to go to the next cell.

4. On the Description, type your notes about the firld you have created.

5. To save the table, click the Save dialog box type your file name.
 Entering a
Record into a
Datasheet
 You can enter records into a datasheet format or into a form. Just like in
the spreadsheet, there are columns and rows in the table and the
intersection is called a cell. After entering the records in the table, Access
automatically saves them. A datasheet allows you to see other records
entered while a form will only allow you to see one record at a time.

1. On the navigation pane, double click any datasheet under the tables, and the
datasheet opens.
2. If there is already data in the table, click the New Record button.
3. Access will display the empty row showing New, go to the next cell by pressing the
tab key and you can type your data.
4. You can also right click the gray box on the left of any record and on the context
menu, select New Record and a black cell will appear where you can start typing
your data.
Entering Record into
a Form
 You can enter a record into a form, allowing you enter information for one
record at a time.

1. If there is no form yet in the navigation pane, on the Create Tab, click Form and
click the Inventory datasheet.
2. A form will appear showing the existing data.
3. Click the New Record button and type your data into the form.
Saving the
Data
1. Right click on the datasheet or table tab and on the context menu,
click Save.
2. On the Home tab, go to the Records group and click Save.
3. On the File Menu, click Save, Save Object As or Save Database As.
4. On the Quick Access Toolbar, click Save button.
 Navigating
Between Records
 You can move around the table by clicking the mouse on a particular cell in
table or by pressing the following keys on the keyboard.

 You can also scroll up or down the pages using the scroll bar.
 You can move around the table by clicking the mouse on a particular cell in
table or by pressing the following keys on the keyboard.

KEY FUNCTION

Enter, Tab, Right Arrow Goes to the next field

Left Arrow, Shift + Tab Goes to the previous field

End Goes to the last field of the record

Home Goes to the first field in the record

Up Arrow Goes up one line in the record

Down Arrow Goes down one line in the record

Page Up Goes up one screen

Page Down Goes down one screen

 Selecting
Records and
Fields
 Before you can edit a data or record, you have to select the data first. You
can go to the particular cell and highlight the data to select it. You can also
select records and fields quickly by clicking the record selector and field
selector. To select more than one field or record, hold down the Shift key
while clicking the field or record.
Editing Records
 You can edit and make changes to your table by using the navigation
buttons for easier movement around the table. To go to a specific record
number, type the number in the Record Number Box. You can also use the
Tab key or the mouse pointer to move to a cell.

 Open the table or form, click the cell and you can already modify or delete
the data. If the data you will be editing is from the other pages, you can
select the page from the Record Selector.
 There are many ways to delete a text.

1. Point the mouse pointer at the end of the text you want to be removed and press the
Backspace on the keyboard.
2. Place the mouse pointer at the beginning of the text you want to be removed and
press Delete.
3. Drag the mouse pointer in order to highlight the text you want to be removed and
press Backspace.
4. Double click the text to highlight the word, then press Delete or Backspace
 Using the
Undo and
Redo Buttons
 If you want to cancel or correct a recent mistake, use the Undo button to
reverse the command or action. Use the Redo button to restore a previous
action
Viewing an
Object
 You can view object in many ways.
1. Right click on the object’s tab and on the context menu, select the view you would
like to use.
2. You can also use the View button to select the view that you would like to use.
Attaching
Files to the
Records
 You can attached file to the individual records in your database such as file from MS
Word, MS Excel, or other programs. But first, you must have an attachment field on
your table.

1. To add an attachment field, click a blank field and on the list select Attachment
2. Click the paperclip icon and the Attachment dialog box opens.
3. Click Add and from the Choose File dialog box, select the file that you would like to
attach and click Open.
4. Click OK and the cell will show a number indicating that 1 file is attached on the
particular record.
5. To remove the attachment, double click the attachment field and on the Attachment
dialog box, click Remove and click OK.
Deleting a Record
 You can delete an individual record or group of records. Once you have deleted a
record, it is permanently removed. There are many ways to delete a record.

1. On the Home Tab, click Delete.

2. Right click the gray box on the left side of the record.
3. On the context menu, select Delete Record.
4. A notification box will appear, stating that You are about to delete 1 record(s), click
Yes.
Changing Column
Width and Row
Height
  You may increase or decrease the size of the column width depending on the length of
the data you are typing. There are two ways to increase or decrease the width of
columns or height of rows. The adjustments you will make will affect all rows and
columns.

1. Place your mouse pointer between the column fields names and when the resizing
arrow appears, click and drag the mouse to the right to increase or to the left to
decrease the column width.
2. Right click on the file heading and on the context menu select Field Width. On the
Column Width dialog box, type the measurement and click OK.
3. Right click on the gray box on the left side of the record and on the context menu,
select Row Height. On the Row Height dialog box, type the measurement and click
OK.
Freezing
Panes
 You can attached file to the individual records in your database such as file from MS
Word, MS Excel, or other programs. But first, you must have an attachment field on
your table.

1. To add an attachment field, click a blank field and on the list select Attachment
2. Click the paperclip icon and the Attachment dialog box opens.
3. Click Add and from the Choose File dialog box, select the file that you would like to
attach and click Open.
4. Click OK and the cell will show a number indicating that 1 file is attached on the
particular record.
5. To remove the attachment, double click the attachment field and on the Attachment
dialog box, click Remove and click OK.
Changing Field
Properties
 As you are working on your database, you may find that you need to add or change
field properties. The Field properties will allow you to further customize a field.

NAME DESCRIPTION

Field Size It is the number of characters allowed in the field.

Format Displays numbers, dates, times and texts.

Allows you to control the data pattern or format. You can also specify characters
Input Mask that will be placed in the field automatically.
You can provide your own text to be used instead of the field names in the forms,
Caption
tables, reports or queries.
Allows you to set a field property that is common in most of the entries in your
Default Value database.
Specifies that you have enter a value in a field. Access will alert you if you have not
Required
entered a value.
Decimal Places You can specify the number of decimal places.
Sorting Records
 Sorting is arranging a list in a specific order. It is a powerful process when applied to
a large number of records. You can sort alphabetically by ascending or descending
order. You can sort by surname, first name, zip code or any field.

1. Click the field that you would like to sort.

2. On the Home tab, click the Ascending or Descending command.
3. To return back to the original arrangement, click Remove Sort.
4. You can also right click the field heading and on the context menu, select Sort A to Z
or Sort Z to A.
Sorting
Records by
Multiple Fields
 You can do a multi field sort wherein you will specify a secondary field in case of a tie
in the primary sort field.

1. On the Home tab, click Advanced and select Advanced Filter/Sort.

2. The Query grid will appear on the window.
3. Drag the fields you want to sort by into the grid in the order by which you want to
apply them.
4. For each field in the grid, click the arrow to choose between Ascending or
Descending.
5. On the Home tab, click Toggle Filter.
Displaying a
Summary
  A database is usually created to get reports and queries on data entered into the
database. You can get such information readily from the datasheet.

1. On the Home tab, click Totals.

2. The total row appears below the records.
3. Click the arrow to view the choices for the total row.
4. From the drop-down menu, select the category of information you would like to get
information.