Microsoft Office Access 2016 for Windows

[Pages:24]Microsoft Office Access 2016 for Windows

Introduction to Access

University Information Technology Services

Learning Technologies, Training & Audiovisual Outreach

Copyright ? 2016 KSU Division of University Information Technology Services This document may be downloaded, printed, or copied for educational use without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the KSU - UITS Division is expressly prohibited.

Published by Kennesaw State University ? UITS 2016 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use.

Microsoft product screenshot(s) reprinted with permission from Microsoft Corporation.

Microsoft, Microsoft Office, and Microsoft Access are trademarks of the Microsoft Corporation

University Information Technology Services

Microsoft Office: Access 2016 for Windows Introduction to Access

Table of Contents

Introduction ................................................................................................................................................ 4 Learning Objectives..................................................................................................................................... 4 The Office 2016 Interface ........................................................................................................................... 5

The Backstage View ................................................................................................................................ 5 The Ribbon .................................................................................................................................................. 7 Tell Me ........................................................................................................................................................ 8

Search for Features ................................................................................................................................. 8 Get Help with Access .............................................................................................................................. 8 Creating the Database .............................................................................................................................. 10 Creating a Table ........................................................................................................................................ 11 Things to Remember When Creating a Table ........................................................................................... 13 Primary Key ........................................................................................................................................... 13 Error Traps ............................................................................................................................................ 14 Descriptions .......................................................................................................................................... 15 Adding Fields ......................................................................................................................................... 16 Default Values ....................................................................................................................................... 18 Creating a Drop-Down List .................................................................................................................... 19 Opening and Closing the Table ............................................................................................................. 21 Entering Data into the Table................................................................................................................. 22 Additional Help ......................................................................................................................................... 24

Introduction

Microsoft Access 2016 allows people to effectively and efficiently organize data. The various sections presented in this document will help you to build a solid knowledge foundation of the software.

This booklet is the companion document to the Intro to Access 2016 workshop. It includes an introduction to the Microsoft Access 2016 interface, covers the various aspects of database creation and management in Access 2016, and will walk you through the process of creating a simple database in Access 2016.

Learning Objectives

After completing the instructions in this booklet, you will be able to: Identify the components of the Access 2016 interface. Understand how to use the Tell Me feature. Create a new database. Understand how to create a table. Understand the purpose of the primary key. Implement error traps. Enter descriptions for fields. Understand how to add fields. Understand how to enter various types of data into the table.

Revised: 6/29/2016

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The Office 2016 Interface

The Backstage View

When first opening Access 2016, the user will be presented with options to open recent documents, start a new blank database, or select from a number of database templates.

Figure 1 - Backstage View (First opening Access 2016)

To enter the Backstage view after creating your database, click the File tab.

Figure 2 - Access Backstage via File Tab

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The Backstage view will open. From here, you can perform the following actions: a. Info - Obtain information about your databases (see Figure 3); b. New - Create new databases and templates (see Figure 3); c. Open - Open existing databases (see Figure 3); d. Save/Save As - Save and close databases (see Figure 3); e. Print - Print and/or preview of your databases (see Figure 3); f. Account - Access your Microsoft Office 2016 account information (see Figure 3); g. Options - Access options to change program settings (see Figure 3); h. Help - Obtain help information on using Access 2016 (see Figure 3); and i. Close - Close Access 2016 (see Figure 3).

Figure 3 - Backstage View

To leave the Backstage View and return to your document, click the arrow button above Info.

Figure 4 - Leave Backstage View

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The Ribbon

The Ribbon is a panel that contains groupings of buttons and drop-down lists organized by tabs. Each application in the Office Suite has a different set of tabs that pertain to the functionality of that particular application. Each tab is further divided into groups, such as the Sort & Filter and Find groups.

Figure 5 - The Ribbon: Sort & Filter and Find Groups

At the bottom right-hand corner of some groups is the Dialog Box Launcher. Clicking this button opens a dialog box for that group containing further option selections for the group.

Figure 6 - Dialog Box Launcher

Contextual tabs will appear depending on what you are working on. For example, if you are working in a table, the Table Tools tab appears.

Figure 7 - Contextual Tab

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Tell Me

The Tell Me feature allows you to enter words and phrases related to what you want to do next to quickly access features or actions. It can also be used to look up helpful information related to the topic. It is located on the Menu bar, above the ribbon.

Search for Features

1. Click the Tell Me box.

Figure 8 - Tell Me

2. Type the feature you are looking for (See Figure 9). 3. In the Tell Me drop-down, you will receive a list of features based on your search. Click the

Feature you were looking for (See Figure 9).

Figure 9 - Select a Feature

4. You will either be taken to the feature or a dialog box of that feature will open.

Get Help with Access

To receive Microsoft Access Help, either type in the Tell Me box or press the F1 key on the keyboard. 1. Click in the Tell Me box.

Figure 10 - Tell Me

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