Access 2010 & 2013 Users Guide

Creating Database and Tables in Access 2010 & 2013 format

Creating Unbound Forms adding Controls and Code

Creating Bound Forms (uses table fields for text box controls)

Creating Queries

Creating Relationships between two tables

Changing the Startup Properties of Current Database

Creating a Database Access 2010 & 2013

An Access 2002-2003 database was an .MDB file.  Access 2007, 2010, and 2013 is now an .ACCDB file. For INF 110 we can still use the .MDB file format.

The Access example database “Access Essentials Database” from Chapter 2 will be shown using Access 2010 & 2013.

First open Access 2010 or 2013.

In Access 2010, the following screen will appear.

In Access 2013, the following screen will appear.

In Office 2013, click Blank Desktop Database, the following screen will appear.

The steps are essentially the same as for Office 2010 listed below.

In Office 2010 & 2013, replace the File Name (Database1) with (Access Essentials); click on the folder icon next to the File Name: textbox. (File New Database dialog box will
appear as indicated by the screen shot listed below.) Use the slider on the left to navigate to the drive and folder where you want to save the file.

Note:  On this example screen shot, the location where the database was saved was adjusted to save the database on a jump drive.

Click the OK button to save your settings.

Click to Create Button to create a new database named Access. The following screen will appear.

Right-click on the Table1 : Table control on the left and choose Design View from the short-cut menu.

The following dialog box will appear asking you to name the table, type Students as shown below.

Click the OK button to name the first table Students, the following Design view of the table will appear.

Enter the data from the handout link on the Access 1 assignment web page, pressing the Tab key
between each field entry. Your screen should look like the one listed below. This work is known
as the Structure of the database table.

Right-click on the Students : Table control on the left and choose Open from the short-cut menu.

The following screen will appear.

Click Yes

The following screen will appear. This called the Datasheet View of the table.

between each data entry. Your screen should look like the one listed below. This work is known
as the Populating the database table with Records.

To create the 2nd table click the Create Tab to display the Create ribbon in Access,
see the screen-shot listed below.

Click the Table icon on the left-side of the ribbon, see screen-shot listed below.

Enter the 1st two fields from the handout link on the Access 1 assignment web page, pressing the Tab key between each field entry.

Your screen should look like the one listed below. You need to make both of these fields the primary key field by holding down the Shift key on the keyboard and selecting each field by clicking the gray area to the left of each field. Then click the Primary Key button on the ribbon. (A key will appear to the left on each field if done correctly) See screen-shot listed below.

Enter the remaining two fields as indicated in the screen-shot listed below.

Right-click on the Table1 : Table control on the left and choose Datasheet View from the short-cut menu.

The following dialog box will appear:

Click Yes

The following dialog box will appear asking you to name the table, type HomeWork_Results as shown below.

Click the OK button to name the 2nd table HomeWork_Results , the following Design view
of the table will appear.

You are now in Datasheet View for the Homework_results table.  Enter the records listed below.

Close the Homework_Results Table

The following screen will be left.

Did you notice your Access Essentials Database Tile showed you were in Access 2002-2003 format?

Now close your database:

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Creating a unbound Form

Open your Access Essentials Database:

An unbound form can be used as a dashboard to control all the other forms and other objects
in the database such as reports and queries. In an unbound form the developer is required to
place all the controls on the form by using the Design ribbon. See steps listed below.

Click the Create Tab on ribbon

Click Form Design button on the Create ribbon.

The form in design view will be displayed along with the Design ribbon. See the screen-shot listed below.

Note: You can add controls (like, labels, images, and command buttons) to the form by using Design ribbon in the screen-shot listed above.

For additional help adding controls:

|

Click on Controls More to get the following screen print.

Click the wand icon (Use Controls Wizards) button on the Design ribbon when adding
command buttons to the form and use the dialog boxes to let Access help you with common
database operations code. Just click on a control in the Design ribbon point to a position on the
form and drag the mouse to size the control.

,To see the code window in Access while in the Datasheet View of the Homework_Results table, click on the Database Tools tab to display the Database Tools
ribbon, then click the Visual Basic button on the ribbon. See the screen-shot listed below.

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Creating a bound Form
(data comes from underlying table or query)
Form acts as entry point into data in the table.

Click the Create Tab on ribbon

Click Form Design button on the Create ribbon.

The form in design view will be displayed shown in the screen-shot listed below.

We want to make this a bound form by connecting it to the Students database table. Click the
Add Existing Fields button on the Design ribbon. See screen-shot listed below.

Click the Show all tables link in the task pane on the right. See screen-shot below.

Both tables will now display, with plus signs to the left of their names. Click the plus sign next to
the Students table to expand the table to show all its fields.

Click the first field in the Students table (Student_ID), then hold down the Shift key and click
the last field in the table (Age), all the fields will now be highlighted.

Note:  If all fields are not highlighted, select one field and drag and drop on to the form and then delete the field, you will then be able to select all fields as shown below.

Click on the highlighted fields and drag-and-drop the selected fields onto the form. This will
create text boxes and labels on the form for the fields from the Students database table.

Alternatively 2010, point to each column (field) and double click then drag and drop.

Note: You can add other controls (like, labels, images, and command buttons) to the form by using Design
ribbon in the screen-shot listed above. Click the wand icon button on the Design ribbon when adding
command buttons to the form and use the dialog boxes to let Access help you with common
database operations code.

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Creating Queries

Click the Create tab, see screen-shot listed below.

Click Query Design button on the Create ribbon.

The following Show Table dialog box will appear, asking what tables to use in the query. Click
the Students table in the list and click the Add button, then click the Close button.

Double-click on the Last_Name and First_Name fields in the Students fields list in the top-pane
of the window to cause the fields to appear in the bottom pane (QBE grid) of the window.
See screen-shot listed below.

Click Run button (!) on the Design ribbon to get the dynaset (dynamic set of records).
See screen-shot listed below.

This is the dynaset (dynamic set of records). The records that satisfy the query parameters.
See screen-shot listed below.

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Creating a relationships between two tables

Click on the Database Tools tab to display the Database Tools ribbon.

Click on the Relationships button on the Database Tools ribbon.

The following Show Table dialog box will be displayed. Select both tables by dragging the mouse
pointer through the two table names in the list. Click the Add command button, then click
the Close button to close the dialog box.

Add both tables.

The following screen shot will appear.

Click on Close.

Drag the highlighted Student_ID field from the Students
table and drop it on top of the Student_id field in the Homework_Results table.

The following Edit Relationships dialog box will appear. Select the 3 check boxes listed in
the screen-shot listed below and click the Create New... button.

If you encounter the following error message, close and save all your work, exit Access, then
reopen your database and try the steps listed above again.

Click the Create button to create the relationships, see screen-shot listed below.

The following screen will display showing the one-to-many relationship.

Click the Close Button on the Design ribbon in the screen shot listed above.

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Startup Properties Settings

Changing the startup properties affects how the objects of the Current Database will
be displayed. We want the Dashboard form to load and display first when the application
is opened.

Click on the File Tab in the upper-left to get the main pull-down menu, then select
the Options button at the bottom, see screen-shot below.

The following screen will appear.

Click Current Database on the left frame, the following
information will appear in the right frame (window).

Click the drop-down arrow next to the Display Form: drop-down list box and select Dashboard.
This will cause the Dashboard form to load automatically when the application starts making it
more user friendly.

Note: The form Dashboard must first be created!

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