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Access 2010 Essential Training

Entering data into your tables


From:

Access 2010 Essential Training

with Alicia Katz Pollock

Video: Entering data into your tables

Once you've created the structure of your database, it's time to enter data into your tables. In chapters 2 and 3, we built four tables and set field properties to constrain the data. Let's enter a few records into our tables and test out our parameters. In this lesson, we are going to refer back to topics from chapters 2 and 3, if you need to review those concepts. Let's start with our SalesReps. Double-click on the table to open it. EmpID is an auto number so press Tab to skip over it, and it will become a 1 as soon as we start typing our last name, Pollock.
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Subjects:
Business Databases Teacher Tools Education Student Tools
Software:
Access
Author:
Alicia Katz Pollock

Entering data into your tables

Once you've created the structure of your database, it's time to enter data into your tables. In chapters 2 and 3, we built four tables and set field properties to constrain the data. Let's enter a few records into our tables and test out our parameters. In this lesson, we are going to refer back to topics from chapters 2 and 3, if you need to review those concepts. Let's start with our SalesReps. Double-click on the table to open it. EmpID is an auto number so press Tab to skip over it, and it will become a 1 as soon as we start typing our last name, Pollock.

Now, we set both first and last names to be required. So, let's test this by skipping the First Name so you can see what happens. Type in the address: 123 Main Street and Ithaca. It already says New York. So, I can skip right over that. The Zip code is 14850. For HomePhone, type in (123) 456-7890. You'll notice, as soon as I start typing the numbers, that the parentheses, spaces and dashes appear automatically.

The CellPhone is (123) 456-7899. For Email address, type in alicia@lynda.com, and notice that it's already blue and underlined. It's a hyperlink. If I clicked on it, it would open up Outlook and address an e-mail automatically for me. For the Start Date, we can either click on the calendar and use it, or we can type it in. I am going to click on the calender. I'll go back a couple of months and choose March 1. Now, this employee is still active.

But let's test out the record validation rule we created that specified that the End Date had to be after the Start Date. Enter 2/28/10 and hit Tab. For Salary, type in 12. When we hit Tab, it will put in the Dollar sign and the decimals. Now for the Attachment field, let's put it in the picture of our employee. Right-click on the field and choose Manage Attachments. Click the Add button and navigate to your Exercise Files folder and the picture for apollock and click OK.

The 0 will become 1, and you can have several attachments here as well. Now, hit Tab again, and we are going to skip the Flag. Hit Tab, and it would start a new record, but we got an error message that says, You must enter a value in the 'SalesReps.FirstName' field. So, let's go ahead and click OK and go back to the field that we skipped. Now here's a troubleshooting tip for you. If you're ever working with a table and you get that error message unexpectedly, it's because your cursor is in a blank record and you triggered a required property.

To solve the problem, dismiss the error message, then press the Escape key to get out of it and delete the extra unwanted record. Now, if I come down here to start another record, I get a warning that my Start Date and End Date validation rules are being tripped. Click OK, go back to End Date and delete it. Then Tab through to start another record. Congratulations! You've added your first employee. Now, it's important to notice that all the changes you make to the data in the tables get saved automatically.

Well, changes that we make to the structure of Access objects do need to get saved. Let's close our SalesReps table and make our first customer. Double-click on the Customers table to open it, and we'll enter a few customers. Our ID field is two initials from the company name followed by the ZIP code. This allows us to distinguish between different branches of the same chain. Type in "GP" and then "14850." Our Company name is Gino's Pizza.

The Address is 714, First Avenue. There is no Address2 for now. The City is Ithaca. It already says New York, and the Zip code is 14850. It already has the Country filled in, USA, because we might have customers in other countries. For the Work Phone, type in (123) 789-1234, no Fax. Now, let's scroll over so we have little bit of room to look at the rest of our variables.

Now, for Type, click on the on the dropdown arrow. We created this as a multi-value field. So, we can click on one or both of the options. Now, Gino's Pizza is a restaurant. So, I'll put a check mark in front of it but not in front of Retail. Then click OK. Next, click the dropdown for SalesRep. You'll see the first and last names pulled off of the Employee table using a lookup field. Now, currently the actual information stored in the field is the EmpID number. But this field is set to display our rep's last name to make it easier for people using the database.

Let's go over to our Web Page, www.ginospizza.com. The Contact is Morelli, Gino, and his e-mail address is gino@ginospizza.com. He doesn't have a DirectPhone. Now, in the Notes field, we can create any notes that help us with our customer. It has up to 65,000 characters, so you've got plenty of room. You can also use Rich Text Formatting, meaning bold, italics and the like.

Type in "Restaurant has been in the family for three generations." Now, let's add an attachment - in this case, a Resellers Contract. Right-click on Documentation > Manage Attachments > click Add. In your Exercise Files, you'll see a Reseller Contract. Go ahead and choose it and click OK. And as before, we'll leave the Flag unchecked.

Press Tab again to create a new record. This is another one for Gino's Pizza, but for their East Ithaca branch. Type in GP14855. Now, I don't have to keep typing in the same information over and over again. If I hold down the Ctrl key and then type a quotation mark, it will copy the information directly above it. Let's go ahead and finish this record. Their Address is 9 Penny Lane, East Ithaca, still NY, 14855, and their phone number is (123) 789-4321.

Now, they are also a Restaurant. Their SalesRep is also Pollack. Their Web site is the same. So, I'll do the same Ctrl+quotation mark to copy it. The Contact's last name is the same, but this is his brother Vince. And it's vince@ginospizza.com. "Second branch of family restaurant," and then right-click to add their contract, and there you go, two customers.

We'll close the table, and again, it won't ask us to save because Access saves all changes to the data automatically. Now, let's open up the Product table and put in our first product. Type in "pur08" in the SKU and notice that it turns to all caps because we used greater than in the format. The Product is pure. The Size is 8, The Price is 8.99. The Cost is 6.

Now, notice that the Price change the currency, and the cost will too. Then the Profit will fill in automatically because we made a calculated field for it. Press Tab to start another record, PUR16. Also pure. This time let's put in the size that's bad. Let's put in a 12, and we'll get an alert telling us the Bottle ounces must be 8, 16, 32, 64 or 128, the validation rule we created. Then go ahead and change that size to 16. The Price is 10.99, the Cost is $8, and our Profit is also 2.99.

Now, we also need one bulk oil to start with. So, enter in EV128, Extra Virgin olive oil. The Size is 128. The Price is 49.99. The Cost is 34.99, with a $15 profit. Press Tab one more time to create the record and then Close the table. Now, let's put it in order. Double-click on the Orders table.

The order number and the date will fill in automatically, although I can change the data if I need to. Click on Customer and choose the first Gino's. Click on Product and choose EV128 and enter in Quantity 1. If they want more than one item, you would simply repeat these steps for each additional item. Since we are done, Close the table. Congratulations! You've entered data in all of your tables and successfully tested all of your field properties.

Find answers to the most frequently asked questions about Access 2010 Essential Training.


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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

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