Review: Starting Access and Opening a Database

To Open a Database: Click the Open button on the toolbar, or select File » Open from the menu, or press Ctrl + O.

Understanding the Access Screen

Be able to identify the main components of the Access program screen.

Using Menus and Toolbars

Menus: Either click the menu name with the mouse pointer or press the Alt key and the letter that is underlined in the menu name.

Toolbars: Simply click the toolbar button you want to use.

To Display a Toolbar Button's Description: Position the pointer over the toolbar button and wait a second. A ScreenTip will appear above the button.

Filling Out Dialog Boxes

Be able to identify and use text boxes, list boxes, combo boxes, check boxes, and sheet tabs.

Keystroke and Right Mouse Button Shortcuts

Keystroke Shortcuts: Press Ctrl and the letter that corresponds to the shortcut command at the same time.

Right Mouse Button Shortcut Menus: Whenever you're unsure or curious about what you can do with an object, click it with the right mouse button to display a list of commands related to the object.

Opening and Modifying Database Objects

To View Different Types of Database Objects: From the Database window, click the appropriate icon in the Objects bar.

To Open a Database Object: Double-click the object or click the database object and click the Open button on the Database window.

To Open a Database Object in Design View: Click the database object and click the Design button on the Database window or open the object and click the View button on the toolbar.

To Change How Database Objects are Displayed: Click the appropriate View button on the Database window or select View on the menu bar and select the desired view.

Working with Multiple Windows

To Switch between Multiple Windows: Click the corresponding icon on the Windows taskbar or select Window and select the name of the window you want to view.

To View Multiple Windows at the Same Time: Select Window from the menu bar and select Tile Horizontally, Tile Vertically, or Cascade from the menu.

To Maximize a Window: Click the window's Maximize button.

To Restore a Window: Click the Window's Restore button.

To Manually Resize a Window: Position the mouse pointer over the edge of the window, hold down the mouse button, and drag the mouse to resize the window, then release the mouse button.

To Move a Window: Drag the window's title bar to the location where you want to position the window.

Tour of a Table

To Move to the Next Record: Click the Next Record navigation button, or press the key, or click the record you want to select.

To Move to the Previous Record: Click the Previous Record navigation button, or press the key, or click the record you want to select.

To Move to the Last Record in a Table: Click the Last Record navigation button or press Ctrl + End (when not editing record).

To Move to the First Record in a Table: Click the First Record navigation button or press Ctrl + Home (when not editing record).

Adding, Editing, and Deleting Records

To Add a New Record: Do any of the following:

• Click the New Record navigation button.

• Click the New Record button on the toolbar.

• Press Ctrl + + and then enter the record information for the field, pressing Tab to move to the next field and Shift + Tab to move to the previous field.

To Edit a Record: Click the field you want to edit and make the changes.

To Delete a Record: Place the insertion point anywhere in the record and click the Delete Record button on the toolbar.

Tour of a Form

To Move between Records: Use the record navigation buttons near the bottom of the screen.

To Add a New Record: Do any of the following:

• Click the New Record navigation button.

• Click the New Record button on the toolbar.

• Press Ctrl + + and then enter the record information for the field, pressing Tab to move to the next field and Shift + Tab to move to the previous field.

To Delete a Record: Place the insertion point anywhere in the record and click the Delete Record button on the toolbar.

Tour of a Query

To Display a Query in Design View: Open the query and click the View button on the toolbar. You can also select the query and click Design.

Tour of a Report

To Zoom in Print Preview: Click the area you want to zoom (either in or out) with the pointer.

To Print a Report: Click the Print button on the toolbar, or select File » Print from the menu, or press Ctrl + P.

Previewing and Printing a Database Object

To Preview: Click the Print Preview button on the toolbar or select File » Print Preview from the menu.

To Print: Do any of the following:

• Click the Print button on the toolbar.

• Select File » Print from the menu.

• Press Ctrl + P.

For Advanced Printing Options: Select File » Print from the menu and select your printing options from the Print dialog box.

Selecting Data

To Select Text: Move the insertion point to the beginning or end of the text you want to select, click and hold the left mouse button and drag the insertion point across the text, then release the mouse button once the text is selected.

To Replace Text: Replace text by first selecting it and then typing the new text you want.

To Select a Word: Double-click anywhere in the word.

To Select a Cell: Position the mouse over the left edge of the cell you want to select and click to select the cell.

To Select a Record or Row: Position the mouse over the record selector and click to select the record.

To Select a Field or Column: Position the mouse over the name of the field you want to select and click to select the field.

To Select the Entire Table: Click the empty box to the left of the field names.

Cutting, Copying, and Pasting Data

To Cut: Cut text or objects by selecting the text or object and using one of four methods to cut:

1. Click the Cut button on the toolbar.

2. Select Edit » Cut from the menu.

3. Press Ctrl + X.

4. Right-click and select Cut from the shortcut menu.

To Copy: Copy text or objects by selecting the text or object and using one of four methods to copy:

1. Click the Copy button on the toolbar.

2. Select Edit » Copy from the menu.

3. Press Ctrl + C.

4. Right-click and select Copy from the shortcut menu.

To Paste: Paste text or objects by selecting the text or object and using one of four methods to paste the data:

1. Click the Paste button on the toolbar.

2. Select Edit » Paste from the menu.

3. Press Ctrl + V.

4. Right-click and select Paste from the shortcut menu.

Using Undo

To Undo Your Last Action: Click the Undo button on the toolbar, or select Edit » Undo from the menu, or press Ctrl + Z.

Checking Your Spelling

To Check Your Spelling: Click the Spelling button on the toolbar, or select Tools » Spelling from the menu, or Press F7.

Getting Help from the Office Assistant

You can ask the Office Assistant (the cute animated character) your Help questions in conversational English. This is the easiest and most common method of getting help.

Press F1 to open the Office Assistant, type your question in normal English, and click Search.

Changing the Office Assistant and Using the Help button

To Change Office Assistants: If necessary, select Help » Show the Office Assistant from the menu. Right-click the Office Assistant and select Choose Assistant from the menu, click the Next or Back buttons until you find an Office Assistant you like, then click OK.

To Hide the Office Assistant: Right-click the Office Assistant and select Hide from the shortcut menu.

To See What a Control in a Dialog Box Does: Click the dialog box's Help button (located right next to the Close button) and click the control you want more information on with the pointer.

Using the Zoom Box

To Zoom into a Cell: Select the cell you want to zoom and press Shift + F2.

Closing a Database and Exiting Access

To Close a Database: Click the Database window Close button or select File » Close from the menu.

To Exit Microsoft Access: Click the Access program Close button or select File » Exit from the menu.

Quiz

1. What are the columns in a Microsoft Access table called?

   1. Rows.

   2. Records.

   3. Fields.

   4. Cells.

2. Right-clicking something in Access:

   1. Deletes the object.

   2. Opens a shortcut menu listing everything you can do to the object.

   3. Selects the object.

   4. Nothingthe right mouse button is there for left-handed people.

3. Which of the following is NOT a type of Microsoft Access database object?

   1. Tables.

   2. Queries.

   3. Forms.

   4. Workbooks.

4. Which of the following database objects asks a question of information in a database and then displays the results?

   1. Tables.

   2. Queries.

   3. Forms.

   4. Reports.

5. Which of the following database objects makes it easy to view, edit, and enter database information?

   1. Tables.

   2. Queries.

   3. Forms.

   4. Reports.

6. Design View lets you view and modify the structure of any database object. (True or False?)

7. You can display a database object in Design View by: (Select all that apply.)

   1. Selecting the database object and pressing Ctrl + V.

   2. Selecting the database object and clicking the Design button on the Database window.

   3. Opening the database object and selecting Tools » Design View.

   4. Opening the database object and clicking the View button on the toolbar.

8. You must click the Save button on the toolbar to save a record. (True or False?)

9. The symbol that appears to the left of every record is:

   1. The New Record Pointer, which indicates the records that have not yet been saved.

   2. The Record Delete Button, which is used to delete records.

   3. The Record Selector, which is used to select records.

   4. The Record Edit Indicator, which indicates the record is being edited.

10. Which of the following statements is NOT true? (Select all that apply.)

    1. You can display any database field in a Zoom box by pressing F2.

    2. Microsoft Access is a spelling genius and even recognizes the names of people, places, and products.

    3. In Microsoft Access, the Tab key moves to the next field and Shift + Tab moves to the previous field.

    4. You can add and edit information in tables, forms, and some queries.

11. Which of the following is NOT a selection technique?

    1. To select a word, double-click the word.

    2. To select a row, click the record selector box.

    3. To select a column, double-click anywhere in the column.

    4. To select an entire table, click the empty box to the left of the field names.

12. How can you print three copies of a table?

    1. Select File » Print from the menu and type 3 in the Number of copies text box.

    2. Press Ctrl + P + 3.

    3. Select File » Properties from the menu and type 3 in the Copies to print text box.

    4. Click the Print button on the Standard toolbar to print the document, then take it to Kinko's and have 2 more copies made.

Homework

1. Start Microsoft Access and open the Homework database.

2. Open the Science Test Answers table.

3. Without counting by hand, how many records are currently in the Science Test Answers table?

4. Use the record navigation buttons to navigate between the records in the Science Test Answers table.

5. Add a new record to the table: Click the New button on either the table navigation button area or on the toolbar.

6. Enter the following information into the new record:

   Grade	Score	Class	Answer
   5th	C-	Science	Litter: a nest of young puppies

   
   

7. Change the score of the previous record from a C- to a D+.

8. Select the previous record by clicking its record selector, then delete the record by pressing the Delete key, and click Yes to confirm the deletion.

9. Close the Science Test Answers table and click No to the Save Changes message.

10. Click the Forms icon in the Objects bar and open the Test Answers form.

11. Enter the following information into a new record:

    Grade	Score	Answer
    8th	D	Germinate: To become a naturalized German

    
    

12. Close the Test Answers form.

13. Click the Queries icon in the Objects bar and open the Sort by Grades query.

14. Click the View button on the toolbar to display the Sort by Grades query in Design View.

15. Close the Sort by Grades query and exit Microsoft Access.

Quiz Answers

1. C. The columns in a Microsoft Access table are its fields.

2. B. Right-clicking an object displays a shortcut menu for the object.

3. D. You'll find workbooks in Microsoft Excel but not in Microsoft Access.

4. B. Queries ask a question of information in a table and display the results.

5. C. Forms display table and query information in an organized format, making it easy to view, add, and edit records.

6. True. Design View lets you view and modify the structure of any Microsoft Access database object.

7. B and D. Either of these procedures will display a database object in Design View.

8. False. Microsoft Access automatically saves database recordsyou don't have to click the Save button on the toolbar.

9. C. This is the Record Indicator and is used to select records.

10. A and B. You need to press the Shift key along with F2 to zoom and Spell Checker is usually not suitable for checking the spelling of typical table information.

11. C. To select a column, position the mouse over the name of the field you want to select and click to select that field.

12. A. You print by selecting File » Print from the menu.