Access 2016 Essentials

Sample

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TABLE OF CONTENTS Preface .............................................................................................................................................. 4

What is Courseware? ................................................................................................................................ 4

How Do I Customize My Course? .............................................................................................................. 4

Materials Required ................................................................................................................................... 5

Maximizing Your Training Power .............................................................................................................. 6

Icebreakers ........................................................................................................................................ 8

Icebreaker: Friends Indeed ........................................................................................................................ 9

Instructor Guide Sample ................................................................................................................... 10

Sample Module: Create and Manage a Database .............................................................................. 11

Create and Modify Databases ................................................................................................................ 11

Create a Blank Desktop Database ....................................................................................................... 11

Create a Database from a Template ................................................................................................... 13

Create a Database by Using Import Objects or Data From Other Sources ......................................... 18

Module: Review Questions ..................................................................................................................... 22

Quick Reference Sheets .................................................................................................................... 23

Object Views .................................................................................................................................... 24

Protect and Maintain Database ........................................................................................................ 24

Import Excel File as Table ............................................................................................................ 24

Add Table Total Rows ................................................................................................................... 24

Set a Default Value ........................................................................................................................ 24

Certificate of Completion ................................................................................................................. 25

PowerPoint Sample ............................................................................................................................ 1

Full Course Table of Contents ............................................................................................................. 4

Preface

What is Courseware? Welcome to Corporate Training Materials, a completely new training experience!

Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a take-home reference sheet for the student. You simply need to prepare and train!

Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and e-mail training materials.

How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants’ industry, or additional information. You can, of course, also use all of your word processor’s other features, including text formatting and editing tools (such as cutting and pasting).

To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click “Update entire table” and press OK.

(You will also want to perform this step if you add modules or move them around.)

If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once.

If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options.

For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do:

Now, we can change our formatting and it will apply to all the headings in the document.

For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Corporate Training Materials.

Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.)

We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are

included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets.

We recommend these additional materials for all workshops:

• Laptop with projector, for PowerPoint slides

• Quick Reference Sheets for students to take home

• Timer or watch (separate from your laptop)

• Masking tape

• Blank paper

Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants.

• Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold.

o Use examples, case studies, and stories that are relevant to the group.

o Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately.

o Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.)

• Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures.

• Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life.

• Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an

amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops.

And now, time for the training!

Icebreakers

Each course is provided with a wide range of interactive Icebreakers. The trainer can utilize an Icebreaker to help facilitate the beginning of the course, as it helps “break the ice” with the participants. If the participants are new to each other, an icebreaker is a great way to introduce everyone to each other. If the participants all know each other it can still help loosen up the room and begin the training session on positive note. Below you will see one of the icebreakers that can be utilized from the Icebreakers folder.

Icebreaker: Friends Indeed

Purpose

Have the participants moving around and help to make introductions to each other.

Materials Required

• Name card for each person • Markers

Preparation

Have participants fill out their name card. Then, ask participants to stand in a circle, shoulder to shoulder. They should place their name card at their feet. Then they can take a step back. You as the facilitator should take the place in the center of the circle.

Activity

Explain that there is one less place than people in the group, as you are in the middle and will be participating. You will call out a statement that applies to you, and anyone to whom that statement applies must find another place in the circle.

Examples:

• Friends who have cats at home • Friends who are wearing blue • Friends who don’t like ice cream

The odd person out must stand in the center and make a statement.

The rules:

• You cannot move immediately to your left or right, or back to your place. • Let’s be adults: no kicking, punching, body-checking, etc.

Play a few rounds until everyone has had a chance to move around.

Instructor Guide Sample

On the following pages is a sample module from our Instructor Guide. It provides the instructor with a copy of the material and a Lesson Plans box.

The key benefit for the trainer is the Lesson Plan box. It provides a standardized set of tools to assist the instructor train that particular lesson. The Lesson Plan box gives an estimated time to complete the lesson, any materials that are needed for the lesson, recommended activities, and additional points to assist in delivering the lessons such as Stories to Share and Delivery Tips.

Sample Module: Create and Manage a Database

In this module, you’ll learn how to create a desktop database and import data from Excel spreadsheets. We’ll also cover how to establish and edit relationships within a database, navigate through a database, and how to protect your database from data loss. Finally, we’ll cover how to print and export data from Access.

Create and Modify Databases

Estimated Time for this Lesson

25 minutes

Topics in this Lesson

• Create a blank desktop database • Create a database from a template • Create a database by using Import objects or data from other

sources • Delete database objects

Create a Blank Desktop Database A desktop database is made to run on a single computer and has more features than an Access web app. A blank database allows you the most flexibility but requires you to start from scratch.

Topic Objective Create a blank desktop database

Topic Summary

Select Blank database from the list of templates when you open Access or by selecting File to open the Backstage View. Give your database and name and location. The blank database is created with a default table for you to start building your database from scratch.

Materials Required Access 2016

Recommended Activity Have the participants create a blank desktop database.

The goal is to transform data into information, and information into insight.

Carly Fiorina

Stories to Share A blank database requires you to create all the structure of the database yourself. For this reason, it’s recommended that your first database be created based on a template.

Show the participants how to create a blank database.

1. Open Access or navigate to the Backstage View by selecting the File tab. 2. Select Blank Database from the list of templates.

3. In the Blank Database dialog box, enter a name for your database. 4. Select the folder icon to change where your database will be saved. 5. Select Create to create the database in the selected location.

6. A blank database is created with a default table ready for you to customize.

Create a Database from a Template There are a number of templates available from Microsoft and the Microsoft community that have already built the structure of different types of databases for you.

Topic Objective Create a database using a template

Topic Summary

Select the File tab to open the Backstage View. Select New to see the template options. You can search through several categories to choose from hundreds of templates. When you select a template, you can see information about who provided the template. Provide a name and location to create your database. Templates in Access may have additional information on how to use them or may have some content automatically disabled.

Materials Required Access 2016

Recommended Activity Have the participants create a database from a template.

Show the participants how to create a database from a template.

1. Select the File tab to the Backstage View.

2. Select the New tab.

3. Select a category to browse. Alternatively, you can enter text in the SEARCH field that describes what kind of template you want to find and press ENTER.

4. Once you select a category or perform a search, additional categories are shown on the right.

5. Select the template you want to use.

6. In the Database dialog box, enter a name for your database. 7. Select the folder icon to change where your database will be saved. 8. Select Create to create the database in the selected location. 9. The database is created. It may have start-up information shown to help you use the database.

Create a Database by Using Import Objects or Data From Other Sources You can create a database by opening an Excel spreadsheet or CSV file to import the data from that file into your database.

Topic Objective Create a database from an Excel spreadsheet

Topic Summary The Link Spreadsheet Wizard walks you through the process of importing the spreadsheet or object.

Materials Required “Users” sample Excel spreadsheet

Recommended Activity Have the participants practice importing Excel spreadsheets.

Stories to Share

While Excel doesn’t differentiate between rows and columns in data, Access always uses a column as a type of data and a row as a group of data. For example, when creating a budget in Excel, you may have each column as a different month and each row as a different type of expenses. This leads to Access treating each type of expense as its own record, preventing you from seeing monthly totals. Make sure to avoid this by orienting your data correctly in Excel. If you’ve already created a spreadsheet with incorrectly oriented data, you can resolve this issue by copying and pasting the data, and selecting Transpose from the paste options.

Show the participants how to open an Excel spreadsheet in Access.

1. Select the File tab to open the Backstage View. 2. Select Open.

3. Select Browse. 4. Change the File type to Excel Workbook.

5. Select the desired workbook.

6. The Link Spreadsheet Wizard opens. If your workbook has more than one worksheet, Access will ask you which worksheet you want to import.

7. Check the Frist Row Contains Column Headings box if the first row of the selected sheet consists of labels for the columns.

8. Select Next. 9. In the second screen of the Link Spreadsheet Wizard, enter a Name for the Linked Table.

10. Select Finish to create the database from the imported object.

Module: Review Questions 1. To create an Access database from an Excel workbook, which option do you choose on the

Backstage View?

a) New b) Open c) Import d) Print

To create a database by importing objects, you use the Open command, and select the desired file. Make sure the file type is accurate so that you can select the appropriate file.

2. Which tab includes the tool for viewing, creating or modifying relationships?

a) Home b) Create c) External Data d) Database Tools

The Relationships tool is on the Database Tools tab.

3. Use the Access Options dialog box to indicate a startup display form in the current database.

a) True b) False

The Current Database tab of the Access Options dialog box includes an option to set a form to display when the current database is started.

c

Quick Reference Sheets

Below is an example of our Quick reference Sheets. They are used to provide the participants with a quick way to reference the material after the course has been completed. They can be customized by the trainer to provide the material deemed the most important. They are a way the participants can look back and reference the material at a later date.

They are also very useful as a take-away from the workshop when branded. When a participant leaves with a Quick Reference Sheet it provides a great way to promote future business.

View Table Relationships

1. Select the Database Tools tab on the Ribbon.

2. Select Relationships.

The relationships view shows a line that represents the relationships between different tables in your database.

The Relationships tab opens on the Ribbon to help you work with the relationships.

Object Views

Select the View option on the Home tab of the Ribbon to switch views.

• Tables: Datasheet view, Design view • Queries: Datasheet view, SQL view,

Design view • Forms: Form view, Layout view, Design

view • Reports: Report view, Print Preview

view, Layout view, Design view

Protect and Maintain Database

Select Compact and Repair Database from the Database Tools tab on the Ribbon to reduce the file size by deleting data no longer in use and by repairing any corrupted data. Use the Save Database As command on the Backstage view to Backup Database.

Recover a database by overwriting (in Windows File Explorer) an existing Access file with the saved backup file.Use the Open Exclusive option when opening an Access file to enable the encrypt a database with password option.

Import Excel File as Table

1. Select the External Data tab from the Ribbon. 2. Select From File. 3. Select Excel. 4. In the dialog box, locate the file you want Get

External Data to import and indicate whether to create a new table, append the records to an existing table, or create a linked table.

5. In the Import Spreadsheet Wizard, indicate whether the spreadsheet data includes column headings.

6. For each column, adjust the Field Options (Field Name, Indexed, and Data Type).

7. Set the primary key. 8. Enter a Name for the table.

Add Table Total Rows

1. Open the table you want to modify. 2. From the Home tab on the Ribbon, select

Totals. 3. In the new Totals row at the end of the table,

select how to handle the total for each column/field.

Set a Default Value

1. Open the table you want to modify in Design view.

2. Select the field you want to modify. Make sure it has a data type that can support a default value.

3. In the Field Properties area, enter the default value or expression in the Default Value row.

4. Save the table.

Access 2016 Essentials

Certificate of Completion

Every course comes with a Certificate of Completion where the participants can be recognized for completing the course. It provides a record of their attendance and to be recognized for their participation in the workshop.

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PowerPoint Sample

Below you will find the PowerPoint sample. The slides are based on and created from the Instructor Guide. PowerPoint slides are a great tool to use during the facilitation of the material; they help to focus on the important points of information presented during the training.

Full Course Table of Contents

Module One: Getting Started ........................................................................................................... 10

Housekeeping Items................................................................................................................................ 10

The Parking Lot ....................................................................................................................................... 11

Workshop Objectives .............................................................................................................................. 11

Action Plans and Evaluation Forms ........................................................................................................ 12

Module Two: Create and Manage a Database ................................................................................... 13

Create and Modify Databases ................................................................................................................ 13

Create a Blank Desktop Database ....................................................................................................... 13

Create a Database from a Template ................................................................................................... 15

Create a Database by Using Import Objects or Data From Other Sources ......................................... 19

Delete Database Objects ..................................................................................................................... 23

Manage Relationships and Keys ............................................................................................................. 25

Set the Primary Key ............................................................................................................................. 25

View Relationships .............................................................................................................................. 27

Create and Modify Relationships ........................................................................................................ 29

Set Foreign Keys .................................................................................................................................. 31

Enforce Referential Integrity ............................................................................................................... 32

Navigate Through a Database ................................................................................................................ 33

Display Objects in the Navigation Pane .............................................................................................. 33

Navigate Specific Records ................................................................................................................... 35

Create and Modify a Navigation Form ................................................................................................ 36

Set a Form as the Startup Option ....................................................................................................... 40

Change Views of Objects ..................................................................................................................... 42

Protect and Maintain Databases ............................................................................................................ 44

Compact and Repair a Database ......................................................................................................... 44

Back Up a Database ............................................................................................................................ 45

Recover Data from Backup ................................................................................................................. 48

Split a Database................................................................................................................................... 49

Encrypt a Database with a Password .................................................................................................. 52

Print and Export Data ............................................................................................................................. 54

Print Reports ....................................................................................................................................... 54

Print Records ....................................................................................................................................... 57

Save a Database as a Template ........................................................................................................... 60

Export Objects to Alternative Formats ............................................................................................... 62

Module Two: Review Questions .............................................................................................................. 63

Module Three: Build Tables .............................................................................................................. 65

Create Tables .......................................................................................................................................... 65

Create a Table ..................................................................................................................................... 65

Import Data into Tables ...................................................................................................................... 67

Create Linked Tables From External Sources ...................................................................................... 72

Import Tables from Other Databases ................................................................................................. 75

Create a Table from a Template with Application Parts ..................................................................... 78

Manage Tables ....................................................................................................................................... 80

Hide Fields in Tables ............................................................................................................................ 80

Add Total Rows ................................................................................................................................... 82

Rename Tables .................................................................................................................................... 85

Add Table Descriptions ....................................................................................................................... 86

Manage Records in Tables ...................................................................................................................... 87

Update Records ................................................................................................................................... 87

Add Records ........................................................................................................................................ 89

Delete Records .................................................................................................................................... 90

Append Records from External Data .................................................................................................. 91

Find and Replace Data ........................................................................................................................ 93

Sort Records ........................................................................................................................................ 94

Filter Records ...................................................................................................................................... 95

Create and Modify Fields ........................................................................................................................ 96

Add Fields to Tables ............................................................................................................................ 96

Add Validation Rules to Fields ............................................................................................................ 98

Change Field Captions ....................................................................................................................... 101

Change Field Sizes ............................................................................................................................. 102

Change Field Data Types ................................................................................................................... 104

Configure Fields to Auto Increment .................................................................................................. 105

Set Default Values ............................................................................................................................. 107

Using Input Masks ............................................................................................................................. 108

Delete Fields ...................................................................................................................................... 113

Review Questions: Module Three ......................................................................................................... 114

Module Four: Create Queries ......................................................................................................... 116

Create a Query ...................................................................................................................................... 116

Run a Query ...................................................................................................................................... 116

Create a Crosstab Query ................................................................................................................... 117

Add Parameter to a Query ................................................................................................................ 121

Create an Action Query ..................................................................................................................... 123

Create a Multi-Table Query .............................................................................................................. 125

Save a Query ..................................................................................................................................... 129

Modify a Query ..................................................................................................................................... 130

Rename a Query ............................................................................................................................... 130

Add Fields .......................................................................................................................................... 132

Remove Fields ................................................................................................................................... 134

Hide Fields ......................................................................................................................................... 135

Sort Data Within Queries .................................................................................................................. 137

Format Fields Within Queries ........................................................................................................... 138

Create Calculated Fields and Grouping Within Queries........................................................................ 140

Add Calculated Fields ........................................................................................................................ 140

Set Filtering Criteria .......................................................................................................................... 142

Use Comparison Operators ............................................................................................................... 145

Use Arithmetic Operators ................................................................................................................. 146

Use Logical Operators ....................................................................................................................... 147

Group and Summarize Data .............................................................................................................. 148

Module Four Review Questions ............................................................................................................ 150

Module Five: Create Forms ............................................................................................................. 152

Create a Form ....................................................................................................................................... 152

Create a Form.................................................................................................................................... 152

Change Form View ............................................................................................................................ 155

Create a Form from a Template with Application Parts ................................................................... 156

Save a Form ....................................................................................................................................... 157

Configure Form Controls ....................................................................................................................... 159

Move Form Controls ......................................................................................................................... 159

Add Form Controls ............................................................................................................................ 162

Remove Form Controls ..................................................................................................................... 163

Set Form Control Properties ............................................................................................................. 164

Modify Data Sources ......................................................................................................................... 167

Manage Labels .................................................................................................................................. 168

Add Sub-Forms .................................................................................................................................. 169

Format a Form ...................................................................................................................................... 173

Modify Tab Order .............................................................................................................................. 173

Configure Print Settings .................................................................................................................... 174

Sort Records by Form Field ............................................................................................................... 176

Apply a Theme .................................................................................................................................. 177

Control Form Positioning .................................................................................................................. 178

Insert Backgrounds ........................................................................................................................... 178

Insert Headers and Footers ............................................................................................................... 180

Insert Images ..................................................................................................................................... 183

Module Five Review Questions ............................................................................................................. 185

Module Six: Create Reports ............................................................................................................ 187

Create a Report ..................................................................................................................................... 187

Create a Report Based on the Query or Table .................................................................................. 187

Create a Report by Using a Wizard ................................................................................................... 189

Create a Report in Design View ........................................................................................................ 192

Configure Report Controls .................................................................................................................... 193

Add Report Controls ......................................................................................................................... 193

Add and Modify Labels...................................................................................................................... 195

Modify Data Sources ......................................................................................................................... 197

Add Calculated Fields ........................................................................................................................ 198

Group and Sort Fields........................................................................................................................ 200

Format a Report .................................................................................................................................... 203

Format a Report into Multiple Columns ........................................................................................... 203

Change Report Orientation ............................................................................................................... 205

Control Report Positioning ................................................................................................................ 206

Format Report Elements ................................................................................................................... 207

Insert Header and Footer Information ............................................................................................. 208

Insert Images ..................................................................................................................................... 210

Apply a Theme .................................................................................................................................. 211

Module Six Review Questions ............................................................................................................... 212

Module Seven: Wrapping Up .......................................................................................................... 214

Words from the Wise ............................................................................................................................ 214

Review of Parking Lot ........................................................................................................................... 214

Completion of Action Plans and Evaluations ........................................................................................ 214