Create a Table - V

Table Views
There are two ways to view a table in Access to add data to the table:  Design View and Datasheet View. 

In Design View you can view all the fields with the data types and descriptions.  The records of information that has been added to the database is not viewable. 

To go to Design View:

• Click the down arrow on the View button
• Click Design View

In Datasheet View you can display the records in a table, where one row is one record.  The column headers are the fields you have defined for the database. 

To go to Datasheet View:

• Click the down arrow on the View button
• Click Datasheet View

Adding  New Fields
There are many ways to enter new fields into a database.  New fields can be added in the Datasheet View or in the Design View.

There are two ways to add a new field in Datasheet View:  Add A New Field or the New Field Button. 

To add a New Field within the Datasheet:

• Click the Add New Field column

To add a new field by using the New Field Button

• Click the Datasheet tab on the Ribbon
• Click the New Field Button
• Choose the type of field you wish to add from the Field Templates window

To add a new field in Design View:

• Click the Design View button
• Click on the next available field
• Type in the Name of the field

Data Types
There are many types a data that a field can be predefined to hold.  When you create a new field in a database you should closely match the data type to what will be entered into the field.

Text	Text, number, or a combination up to 255 characters
Memo	Similar to the text field, can contain text, numbers, or a combination up to 2 GB of data.
Number	Numbers up to 16 bytes of data
Date/Time	Date and Time information
Currency	Currency up to 8 bytes and precise to 4 decimal places
AutoNumber	Access creates a unique number for each new record.  This is often the primary key for the table
Yes/No	Yes and No, stored as -1 for yes and 0 for no
OLE Object	Images, documents, graphs up to 2 GB
Hyperlink	Web addresses
Attachment	Attachments such as images, spreadsheets, documents, and charts.

Editing Data Types in Fields
When creating tables, you should define the data types of the tables to most closely match the type of data that will be entered in the field.

To edit the Data Type in Datasheet View:

• Click the field you wish to define
• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Data Type
• Choose the type of data that will be entered into the field

To edit the format of the data:

• Click the field you wish to define
• Click the Datasheet tab on the Ribbon
• Click the down arrow next to Format

To edit the Data Type in the Design View:

• Click Design View
• Click the field name you wish to define or create a new field
• Click the Data Type
• Choose the appropriate Data Type
• Format the field in the Field Properties Dialog box

Create a New Database - IV

You can create a new database from scratch or you can create a database from the database wizard.

New Database
To create a new database from scratch:

• Click the Microsoft  Office Button
• Click New
• Click the New Blank Database icon

• Type in a name for the database
• Click Create

Database Templates
To create a new database from the database templates:

• Click the Microsoft Office Button
• Click New
• Choose the type of database you wish to create

• Type in the name for the database
• Click Create

Database Terms - III

« Cutomize Access Database Terms Create a New Database » Table A table is a collection of information arranged in rows and columns.  Information about an item is displayed in a row.  Columns contain the same type of information for each item.  The table has a header row that tells you what data is contained in the columns. To view data in a table: Click the arrow to open the navigation pane Double-click on the table name to open the table Query Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. A query can also perform calculations and display the results.  The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicatequeries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table. To run a query: Click the arrow to open the navigation pane Double-click on the query name Recordset A recordset is a table that displays groups of records from a base table or as a query result.  Form A form is a graphical interface that is used to display and edit data.  Forms can be developed from a table or a query.  Forms can include calculations, graphics and objects. To view data using a form: Click the arrow to open the navigation pane Double-click on the form name Report A report is an output of data arranged in the order you specify.  Reports can perform calculations and display the results.  Reports can be used to print data. To view data using a form: Click the arrow to open the navigation pane Double-click on the report name

Customize Access - II

Access 2007 offers a wide range of customizable options that allow you to make Access work the best for you.  To access these customizable options:

• Click the Office Button
• Click Access Options

Popular
These features allow you to personalize your work environment with the use of ScreenTips, the location and file format of the databases, and the username.

Current Database
This feature allows you to set options for the Application, Navigation, Ribbon and Toolbars, AutoCorrect, and Filters.

Datasheet
This features allows you to personalize options in the way the datasheet looks, including default colors, gridlines and cell effect, and font.

Object Designers
This feature allows you to customize the options for creating and modifying database objects in Access including Table Design, Query Design, Forms/Reports, and Error Checking.

Proofing
This features allows you to change how Access automatically correct and formats the contents of the database and how it indicates errors.

Advanced
This feature allows for advanced customization of Access including, Editing, Display, Printing, and other advanced options.

Customize
Customize allows you to add features to the Quick Access Toolbar.  If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.

Getting Started - I

Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Access.  This button allows you to create a new database, open an existing database, save and save as, print, send, or close.

The Ribbon
The ribbon is the panel at the top portion of the document   It has four tabs:  Home, Create, External Data, and Database Tools.  Each tab is divided into groups.  The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Access database. 

Commonly utilized features are displayed on the Ribbon.  To view additional features within each group, click the arrow at the bottom right corner of each group.

Home:  Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, Find
Create: Tables, Forms, Reports, Other
External Data: Import, Export, Collect Data, SharePoint Lists
Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools

Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use.  You can place the quick access toolbar above or below the ribbon.  To change the location of the quick access toolbar, click on the error at the end of the toolbar and click Show Below the Ribbon.

Navigation Pane
The Navigation Pane displays database objects such as tables, forms, queries, and reports.

Tabbed Document Window Viewing
Tabbed document viewing opens tables, forms, queries and reports in the same window.  Click the tabs to switch between windows.

PowerPoint 2007 Tips - XII

Design Tips

• Slides should be of a consistent design throughout the presentation
• Use graphics and pictures when possible
• Remove unnecessary information and graphics
• Use contrasting background and text colors
• Keep the number of fonts used in the presentation to 3
• Keep the fonts consistent throughout the presentation

Presentation Tips

• Identify the critical information for your presentation
• Use no more than 6 bullets per page
• Bullets should be short ideas, not complete sentences (these should be your talking points)
• To start the Slide Show, Click Slide Show on the Presentation Views group on the View tab
• Use the arrow keys to move forward or backward in a presentation
• Press the Escape (Esc) key to end the slide show
• A pen tool is available for drawing on the screen with the mouse. Press CTRL+P or click the right mouse button at any time and a popup window will appear. Choose Pen and the pointer will change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all pen strokes. PressCTRL+A to disable the pen feature and revert the pen back to a pointer arrow.
• If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or select Screen/Black Screen from the popup menu and the screen will turn black. Press B or W again or choose Next from the popup menu to return to the presentation when you are finished drawing.
• To hide the pointer and button from the screen press the A key.
• Be sure to preview the slide show using a projector if one will be used during the presentation. Words or graphics that are close to the edge of the screen may be cut off by the projector.

Spell Check
To check the spelling throughout a presentation:

• Click the Spelling button in the Proofing group on the Review tab

Printing - XI

Create Speaker Notes
Speaker Notes can be added to allow you to create notes for each slide.  To add speaker notes:

• Select the slide
• Click View
• Click Note Pages
• Click the Click to add Notes section of the screen
• Type in the Notes for that slide

Print a Presentation
There are many options for printing a presentation.  They are:

• Slides: These are slides that you would see if you were showing the presentation, one slide per page
• Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page
• Notes Page: This includes the slides and the speaker notes
• Outline View: This will print the outline of the presentation

To access the print options:

• Click the Microsoft Office Button
• Click Print
• In the Print Dialog Box, click the arrow next to Print what
• Choose the format and click OK to print

To print preview:

• Click the Microsoft Office Button
• Place the cursor over Print
• Click Print Preview
• Click the arrow next to Print What to change print options
• To print from Print Preview, click Print

To Exit Print Preview:

• Click the Close Print Preview button

Package a Presentation
There are times when you want to package a presentation with all of the additional files attached as well.  To package a presentation for CD:

• Click the Microsoft Office Button
• Click Publish
• Click Package for CD
• Type a name for the CD
• Click Copy to CD or Copy to Folder

Slide Effects - X

Slide Transitions
Transitions are effects that are in place when you switch from one slide to the next.  To add slide transitions:

• Select the slide that you want to transition
• Click the Animations tab
• Choose the appropriate animation or click the Transition dialog box

To adjust slide transitions:

• Add sound by clicking the arrow next to Transition Sound

• Modify the transition speed by clicking the arrow next to Transition Speed

To apply the transition to all slides:

• Click the Apply to All button on the Animations tab

To select how to advance a slide:

• Choose to Advance on Mouse Click, or
• Automatically after a set number of seconds

Slide Animation
Slide animation effects are predefined special effects that you can add to objects on a slide.   To apply an animation effect:

• Select the object
• Click the Animations tab on the Ribbon
• Click Custom Animation
• Click Add Effect
• Choose the appropriate effect

Animation Preview
To preview the animation on a slide:

• Click the Preview button on the Animations tab

Slide Show Options
The Slide Show tab of the ribbon contains many options for the slide show.  These options include:

• Preview the slide show from the beginning
• Preview the slide show from the current slide
• Set up Slide Show

Set Up Slide Show
This option allows you to set preferences for how the slide show will be presented. The options include:

• Whether the show will run automatically or will be presented by a speaker
• The looping options
• Narration options
• Monitor resolutions

Record NarrationWhen you want to record narration for the slides:

• Click the Record Narration button
• Click Set Microphone Level to check the levels of audio input
• Click OK to record the narration

Rehearse Timings

Use Rehearsed Timings to rehearse the timings of slide with audio.

• Click the Rehearse Timings button
• Practice speaking and advance the slides as you would in the presentation
• When you have completed this click through the end of the slide
• Choose whether or not to keep this timing or to retry