Learn to create new databases from a blank template, using templates, in older formats, using wizards. Jen McBee will focus on the method most likely to appear in the Accessl 2013 MOS Exam
- [Voiceover] Most of the time, we're asked to work on databases that have been created by other people. As we'll learn in this course, that can be a good thing, if the database was created correctly, or it can be a bad thing if shortcuts were taken during the creation and upkeep of the database. In this course, we'll learn how to create a new database, starting with a blank database. We'll also look at using the built-in templates, which are a huge time saver. On the Access 2013 MOS exam, you may be asked to demonstrate your knowledge of creating either a new blank database, or creating a database using one of the fantastic built-in templates.
Please make sure you're comfortable with both processes before you take the exam, and we'll focus on both of these, so that you'll have a great understanding of both methods. Okay, let's go ahead and open up Access 2013. When you first open the Access program, it brings you right into the backstage area, and this is where all of these wonderful templates are located, as well as a blank desktop database. Let's go ahead and start with the blank desktop database.
I'm gonna double click, Access opens a nice blank database for us. It even opened a brand new table. At this point, where it says click to add, I could start adding my field names, going right across. Let's do a short text with customer name. I'll tab across. It's all set for me to quickly add another field. I'll make this one a date and time, and call it order date.
This is a great way to go in and set up your new tables. You can also right click on the table tab, and choose to go into design view. When you go into design view, Access will ask you to save your table. I'm gonna call this Customers, and click OK. Now if I look over in my navigation pane on the left hand side, I can see my new Customers table. I'm in design view, where I can a little easier add my fields and choose the data types.
Here's customer name that I added with a short text data type. Here's the order date field that I added with the date and time data type. Let's take just a minute to look at the different data types available to us in Access 2013. We have short text, long text, number, date and time, currency, an AutoNumber, and if we use AutoNumber, Access will just consecutively number our records for us, a yes/no field, we have OLE objects, and that just stands for Object Linking and Embedding, and that allows you to combine information from different applications into the table.
We also have a hyperlink data type. You can put e-mail addresses in. You can use a hyperlink to actually open another document, which is very cool. We have an attachment data type. Let's say that you are working with an employee table, and you want to have a photograph of the employee tied to their record. You can put their photograph in as an attachment. Any documents or contracts that they've signed, you can also attach as an attachment.
Also have calculated data types, and a lookup wizard. Just about any data type that you would need in your table is right here and ready for you to grab. I just want to mention that there is a description field to the right of each of your fields, and this is where you can enter information in so that it's a reminder to you the type of information you're looking for, but mainly it's to give other users of your database information about the type of data that you really want to store in the table.
Down below, we see all of the field properties, and we're gonna learn about these in future videos. For now, let's go back into data sheet view by right clicking on the tab and choosing Data Sheet View. Data sheet view is where you want to do all of your data entry. Let's go ahead and close our new database. I'll go to File and Save As. Make sure that Access database is selected. If you're working with people who have earlier versions of Access, you can save it down to an earlier version.
This is also where you can save the database as a template. The last thing I'd like to point out is under Advanced, this is where we can backup our database. For now, I'll go ahead and choose Save As. It's telling me any open objects must be closed before I continue. I'll go ahead and say yes that's okay. It brings me into my navigation window. I'm gonna navigate to where my exercise files are stored, and that's on my desktop.
Go into Chapter 2, and save this database as Customer. Go ahead and click Save, check up at the title bar at the top. It was named correctly. I'm ready to go ahead and close this database. I'll just go to File and Close. Now let's create a database using a template. We'll go to File, choose New, and look at all these great templates that are available.
Services, inventory, customer service. On the MOS exam, you may be asked to open a new database using a specific template. Just take the name of the template, and type it in the search field up at the top of the window, and you will quickly find the template that you've been asked to use. I'm gonna type in customer service, hit my Enter key, and here are four database templates that I can use for customer service.
To open one of the templates, I'll click on it to select it. I get a nice preview. I get the opportunity to name the database. I'll call it customer service. I can click the browse button and browse back to me desktop, where my exercise files are saved, go into Chapter 2 and click OK. My last step is to click the create button at the bottom of the window, and just like that, I have a pretty cool database that's been created for me.
I'm going to expand my navigation pane by clicking the double arrows, and I can see all of the reports that are already created. If I go up to the top of my navigation pane and use the drop-down menu, I can make sure that I'm seeing all types all information, that I'm seeing tables, there we go. When I changed to table view, I can now see different tables that have been created. Setting something like this up would have taken me days to do, but by using the template, everything's done for you.
We've learned how easy it is to create a blank database, but saw how much more time can be saved by using the built-in templates. Make sure you're comfortable with both methods, in case you're asked to create a new database using either the blank database or a template, when you're taking the Access 2013 MOS exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Jennifer then walks viewers through all of the Access exam areas in detail. She explains how to create and manage Access databases, build tables, join tables with relationships, and create queries, forms, and dynamic reports. She includes free practice files to follow along while learning about each topic. There are challenges to test your skills at the end of almost every chapter, and the full-length, 50-minute practice exam at the end of the course will ensure you're ready for the real exam.
- Identify the location of the search field in a table.
- Recall how to update identical information across multiple records.
- Explain how to create a report that pulls information from two tables.
- Explain the difference between a split form and a subform.
- Identify two methods used to create a calculated field in a query.
- Summarize how to display information in a particular order when creating a report.