In this video, learn about the Ribbon layout of command buttons in Access. The five main ribbons, including Home, Create, External Data, Database Tools, and Help, organize the major tools needed for building and working with Access databases. Additional contextual ribbons will appear that contain specialized options while working with specific objects.
- [Instructor] All of the tools that we'll be using in Access are organized into the same ribbon tab layout that's used throughout the Microsoft Office Suite. By default, there are five main tabs across the top of the screen, plus the File tab, which will take you to some additional options. When you start working with the various objects, you'll see additional tabs that'll appear, depending on the context of what you're working on. Let's take a look at each tab and get a peek at their organization, starting with the File tab on the far left. When you click on it, it reveals a screen called the Backstage View. This is where you can open up a new database, open up an existing database, or save the current database that you're working on, as well as the objects that you're working on.
You can also close the existing database, you can take a look at some account information, and at the very bottom, we have a button that'll open up the Access Options screen. We'll take a deeper look at some of these options later on in the course. For now, go ahead and press the Cancel button, and then if you were on the File tab still, you can just press the back button at the top in order to go back to the main interface. The rest of the tabs will get us to the core functionality for building databases. Within each tab are groups. For instance, here on the Home tab, we have a group called Views, Clipboard, Sort & Filter, and so on.
Within each group is a series of command buttons. Cut and copy, for example, are commands within the Clipboard group here on the Home ribbon. Most of my command buttons are grayed out right now because I don't have any objects open and they're not applicable. But regardless of that, we can see that the Home tab has buttons devoted for copying and pasting information, sorting and filtering, saving and editing records of data, and searching and formatting text. At the very beginning of the Home tab, you'll notice a button that will allow us to change our view of the objects that we might be working with over here called Views.
This is where we'll go to switch between design-oriented views and data-oriented views, and it'll become one of the buttons that we'll use most frequently inside of Access. The next tab over is the Create tab. It's where you're gonna go to create new objects within your database. There are options for creating tables, queries, forms, reports, and macro objects. As you can see, each object has several different build methods. For instance, you can create a query using a design wizard or from scratch in Design View. We'll be spending a lot of time in this tab throughout the course.
The External Data tab is all about getting data into your database or exporting it out of your database. You can see that we have many options for moving data into our database. For instance, I can bring data in from an Excel file, in from an Access or a Sequel Server database or in from Dynamics 365 or Salesforce. In the Export group, we can export data to a PDF file using this button here or out to an Excel spreadsheet using that button there. So we have lots of options for moving data in or out. Next, we have the Database Tools tab.
This has some specialized tools for maintaining the database and its components, and finally, we have the new Help tab. The Help tab contains options for getting you into the documentation for Access. Clicking on the Help icon on the far left will open up a new Help pane on the far right. This will get us to the Help categories. For instance, I can go down to Understanding Queries and then take a look at the Help documentation for Introductions to Queries. We also have options to contact support, as well as taking a look at some short video training tutorials, using the Show Training button.
Let's go ahead and go over to the right and close out of the Help pane. Now, if you're working on a small screen, such as a tablet computer, you might find that the ribbon takes up a lot of your workspace. You can collapse the ribbon by pressing on this up arrow over on the far right. Now we just see the name of the ribbon tabs, and when I click on one, you can see the command buttons appear down below. When you click off again, you'll notice that it collapses, so you don't see all that extra space. Once the ribbon is collapsed, if you wanna lock it open again, go ahead and click on one of the tabs and then come over to the far right and click on the pushpin icon.
You can also get the same functionality by simply double-clicking on one of the tab names. For instance, I'll select External Data and then double-click on it. That'll go ahead and hide it. If I select it again and then double-click on it again, it'll lock it open again, and if you like keyboard shortcuts, Control + F1 will minimize or reveal the ribbon as well. You can also navigate through the tabs using your keyboard by pressing on the Alt key. When I tap it, I'll get these letters below each tab. Then, for instance, if I wanna switch to the Create tab, I can press the C key, and then if I wanted to invoke the Query Designer, which is this option right here, I'll simply type QD.
That'll go ahead and launch the Query Designer. We'll take a look at this later on in the course. So, for now, go ahead and close this Show Table window, and then we'll close out of this query. There's one more ribbon trick that I wanna show you before we wrap up. The scroll wheel on your mouse can be used to scroll through the ribbons. Simply place your mouse cursor over one of the ribbons and then use that scroll wheel to scroll back and forth. Now, if I'm being honest, I accidentally scroll the wheel up here all the time and then wonder why the ribbon switched on me. Now, if that's ever happened to you, now you'll know why. You probably just bumped the scroll wheel on your mouse.
The ribbons house all of the tools you'll need to design and develop your database applications. Getting used to their organization will be key to being able to quickly get to the items that you need.
- Determine the essential uses for the Trust Center.
- Explore the functions of the database Navigation pane.
- Recognize the fundamentals of entering data when using Access.
- Identify the necessary steps when importing a table when using Access.
- Break down the fundamentals of filtering and sorting table data in Access.
- Identify the method utilized when building queries in Design view.
- Determine the role of forms in Access.
- Examine all of the elements involved in maintaining a database in Access.
- Explore how to properly protect an Access database with a password.