eer the Navigation pane visible again, click the double arrow. DB to maximize it Fig. 4.15 (Maximizing Navigation Pano) Navigation Pane: ition the pointer over the right edge of the Navigation F Pane. it changes to a double-sided arrow, drag the edge to increase or decrease the is a database object that You use to store data about a particular subject, or products. All tables are composed of horizontal rows and vertical columns, called cells in the places where rows and columns rred to as records and fields. data about one instance of the table $ also commonly called a row or an instance. s data about one aspect of the table subject, such as first name or email 9 commonly called a column or an attribute. intersect. In Access, rows subject, such as a particular and locate the Navigation pane. Jocate the table you want to open. Tables are marked with theThe table will open and appear as anew tab on the Document Tabs oar Fig. 4.16 (Opening an Existing Table) 3 Simple database, such as a contact list, might use only a single table. Many databa Phowever, use several tables. When you create a new database, you create an - computer that acts ‘as a container for all of the objects in your database, including your Q) Ih the File Name box, type a file name for the new database. To browse to a differ “ocation to save the database, click the folder icon @) Click Create. : “@ The new database opens, and a new table named Table! is created and opens fo entering data in Excel. To work with recor> Eeords group on the Home tab, click the New command Prete) % seccin. 4 Hl Dexcenang TH eovaces > 2 | Dp Remove sort 7 Brive s | Sort [DeProsnes sane | =) custonl new 1 Fs} cen | Record Navigation bar at the bottom of the window, click the New Record = 3 Jamie Stone r | = 35 Poti Cheng 9 = 36 Greg Newton a Aecid i 1otist > Wd sen Zz a OR Nichols ‘981 DuBois Ct. Hanlon 31 Crispus CL Apt: ie 36. 4 . Select the Home tab, and locate the Records group. * Glick the Delete command. The record will be permanently deleted, OS Bi ascenang y- ¥ Ad Descending ¥° Ap Remove sort Delete this tem, Fig. 4.18 (Deleting a Record) 4.10.4 Importing a Table You can import a table from either another Access database or from a file created in, different software package such as Excel or dBase. You can also import text files. To create a new table by importing or linking to external data: (1) Click File > Open. @) In the Open dialog box, select and open the database in which you wish to create new table. (3) On the External Data tab, in the Import & Link group, click one of the available data sources. Home Create | External Data) Databan oa tee Fite oF oF gp Simm Excel Access ODBC Database tl More ~ Import & Link Fig. 4.19 (Importing a Table) (4) Follow the instructions in the dialog boxes that appear at each step. (©) Access creates the new table and displays it in the Navigation Pane.Table finished designing your tabie ; are ready to save Fig. 4.20 (Saving ther d OR File > Save and the Save As dialo, box will open w Bethe utiene 8 Pox will open with Table 1 inside of it able) in Microsoft Access must have B table. This field is known as a p le and allows you to retrieve infor at least One field that uniquely identifies each mary key. This primary key essentially opens the ‘mation from the table. hatically creates an index for the primary key, also makes sure that eve s always unique. Key is the mechanism by which ding (query) or printing (report), Key ‘the primary key: ¢ table whose primary key you want to set or change. me tab, in the Views group, click View, and then click Design View. 5 design grid, select the field or fields that you want to use as the primary which can help improve database as a value in the primary key field, and Ty record h you relate different tables and combine oe ‘one field, click the row selector for the field that you want. ‘more than one field, hold down CTRL, and then click the row. ssign tab, in the Tools group, click Primary Key. cus Create External Data ro duiieler Test vatidanion Rules 2 insert Rows > Delete Rows 2 Moaity Lookups! 1. and then click the row selector for each fel On the Design tab, in the Tools group, click Primary Key. @) Create EstemaiDatabatbareToow | oeame ra & Teinetnows ¥ _ & Delete Rows — View Primary a ee Property indexes ew Pi Boar Lookups PaPesty ina Show/Hide Fig. 4.22 (Removing the Primary Key) () The key indicator is removed from the field or fields that ified e or field you previous) i the primary key. ” aa L304 FORMS In Microsoft Access, a form is an obj ject that allows you to input, edit, or view data from/in your database. A form usually displays one record at a time and can be customized based on user preference. Forms can be used to retrieve data from one or more tables, and display the output on the screen Modal Form A form that requires the user to take some or dialog box. When a form opens as a mod move the focus to another object. action before the focus can switch to another form al form, you must close the form before you can Modeless Form A form is referred to as modeless if the user does not have to close it in order to continue using the application that owns the form or dialog box To open an existing form: (1) Open your database, and locate the Navigation pane {421 Creating a Form | Access makes it easy to create : fama table will let you view the fuvecreated a form, you can also t To create a form: (1) In the Navigation pane need to open the table.* System) ify as the Primary ) In © BBlicon. Double-click t Tabs bar. the Navigation pane, locate the form you want to open. Forms are marked with the he name of the form. It will open and appear as a tab in the Document st allow d ‘Uplicate ords into a table) een 2 for Te fae oven and jouble-click its name F joa a ae the Document Tabs bar n View. key consists of ch field = ee a ee sly specified a | Fa 1 (Opening an e000 2) : we ws 4.12.1 Creating a Form any abe in your da ‘Any form you create dota fron/ ane makes it easy to create 2 ee many yin that table and tas d new data, Once =e ; im | from a table will et you view oe data that adding i fitional fields and design ae play te | have created a form, you ca ; You do not pe erie pane, select the table you want to use to create a form. You ke } need to open the table: another We fore Y' g tO contiDesign Form "yj More Forms - Forms : Fig. 4.25 (Form Command) ll be created and opened in Layout view. Fig. 4.26 (Form in Layout View) “save the form, click the Save command on the Quick Access toolbar. ‘ools group on the right eeFig. 4.28 (his Existing Fe id List pane will appear. Select the field or f At to add a field from the same table you used to b the desired field in, double-click| No fields avatiabte to be | current view | BP Show af tables ‘Show only fields in the current record source Fields available in other table:x ‘in Fig. 4.33 (Adding Feld on to Blank Form) 2 (6) Use the tools in the Controls group on the Form Layout Tools Design tab to add a logo, title, page numbers, or the date and time to the form. External Data Database Tools| Design | Arrange ly BOT Aa i=l (7 @ (el) Ee Controls Fig. 4.34 (Adding Controls to the Form) gee {124 Creating a Form by using the Form Wizard : Provides several quick-create form tools on the Create sil of vee form with a single click. However, if you want to be more eee ae s of the form, you can use the Form Wizard instead. The wizard you define at BFOuped and sorted, and you can use fields from more than one able; *a Form using Wizard: Create tab, in the Forms group, click Form Wizard.Form Form Blank Design Form More Forms + Forms Fig. 435 (Form Wizard Command) (2) Follow the directions on the pages of the Form Wizard. (3) If you want to include fields from multiple tables on the form, do not click Next or Finish after you select the fields from the first table on the first page of the Form Wizard. Instead, repeat the steps to select a table, and then click any additional fields that you want to include on the form. Then click Next or Finish to continue. (4) On the last page of the wizard, click Finish. ERE] overy z Query refers to the action of instructing the database to return some (or all) of the data in your database. In other words, you are querying the database for some data that matches a giver criteria. Like tables and forms, a query is another type of database object in Microsoft Access. A query lets you find and retrieve information from one or more tables based on a set of sea>rk conditions you define. With a query you can apply a filter to the table’s data, so that you onl get the information that you want. A query is an inquiry of specific information about tables. Queries do not hold any data Rather, they hold or save a question about specific data in a table or a query that does no contain any answers to a question. Therefore, if the table is deleted intentionally o unintentionally, you will not be able to open the query again, though it may have been saved. | For example, you might like to see a list of all individuals whose last name is "Kumar". To d this, you need to design a query 4.13.1 Creating a Query In MS-Access, there are two ways to create or design a query (i) Create query in Design view | (ii) Create query by using wizard 4.13.1.1 Create query in Design view i Creating a query in Design view gives you control over a design of the query, includin adding or deleting criteria to selected records and sorting the result in the Record Set. The Quer Design View consists of top and bottom pane. In the top pane of the Design View, the list of fields in a table appears so that you can speci what fields to be displayed. When displaying field lists, more than one table can be selected.