GETTING STARTED, GETTING

AROUND MS ACCESS
WAYS TO OPEN MS ACCESS

• Through the START MENU

• Through SEARCH BOX
• By double clicking the icon in the DESKTOP if available
OPENING A DATABASE

• Before you can work on a database, you have to open it in Access.

• Only one database can be open at one time in Access. If a database is
already open, Access closes it when you open a new database.
• To open a database, follow these steps:
• Click the File tab on the Ribbon if you don’t already see Backstage View
• Click Open on the menu.
• Choose a place to search and then select the filename in the list that appears.
OPENING A DATABASE

• Access 2016, 2013, 2010, and 2007 create .accdb files, whereas Access
2003 and older versions save databases as .mdb files
• Access is a multiuser database, which means that more than one person can
open an Access database at the same time. The usual way that this works is
that several computers on a network run Access, and all the computer users
can open the same database at the same time.
THE RIBBON

• File: Clicking the File tab displays Backstage View,

• Home: The first button on the Home is View, which allows you to change the
view of the object displayed. You can view an object in Design view to create
and configure it and use other views to actually use the object. The Home tab
also contains buttons used for dealing with records: formatting, creating new
records, creating totals, and spell checking, as well as sorting, filtering, and
finding data.
THE RIBBON

• Create: This tab is for — what else? — making new objects in your database.
• External Data: This tab contains commands for importing and exporting data
and objects, collecting data via e-mail using Outlook, and connecting and
synchronizing with SharePoint.
• Database Tools: The Database Tools tab contains commands for running
macros, creating VBA modules, creating relationships between tables,
documenting or analyzing your database, connecting your database to
SharePoint or SQL Server, and performing other advanced tasks
CREATING, DELETING, RENAMING, COPYING,
AND PRINTING OBJECTS
• Creating an object: Click the appropriate button on the Create tab of the
Ribbon. You usually see options to create the object by running a wizard that
steps you through the process or by using Design view — a window with
settings for designing the object
• Deleting an object: Select the object in the Navigation Pane, and press the
Delete key. Simple enough! Clicking the Delete button on the Home tab of the
Ribbon works, too, as does right-clicking the object and then choosing Delete
from the contextual menu. Access asks whether you’re really, truly sure before
blowing the object away. Just remember that when you delete a table, you
delete all its data, too.
CREATING, DELETING, RENAMING, COPYING,
AND PRINTING OBJECTS
• Renaming an object: : Click the name of the object and press F2, or right click the
name and choose Rename from the contextual menu. Either way, a box appears
around the object’s name. Type a new name, and Press Enter. Press Esc if you
change your mind.
• Copying an object: Select the object you want to copy, press Ctrl+C, move your
cursor to where you want to create the copy, and press Ctrl+V. Access displays a
Paste As dialog box, asking what name to use for the copy. Type a name, and
click OK. When you’re creating a form or report, modifying a copy of an
existing report is faster than starting a new one from scratch.
CREATING, DELETING, RENAMING, COPYING,
AND PRINTING OBJECTS
• Printing an object: Select or open the object you want to print and then press
Ctrl+P. Alternatively, click the File tab on the Ribbon to display Backstage View,
click Print, and choose one of the following options:
• Quick Print (to use the existing printer settings), Print (to select printersettings)
• Print Preview (to see what you’re about to print beforewasting paper on it).
INTRODUCING BACKSTAGE VIEW
 INTRODUCING BACKSTAGE VIEW

• New: Shows you ways to create a new database.

• Open: Displays several locations that might contain the database you want to open
• Save: Saves the active database.
• Save As: Saves the active database or file in any of several file types; also enables
you to create an executable-only file or to back up your database.
• Print: Prints the selected object. Note: This command is the only one in Backstage
View that affects only the object that was selected when you clicked the File tab
 INTRODUCING BACKSTAGE VIEW

• Close: Closes the database.

• Account: Displays some information about this instance of Access and gives you the
option of selecting a background theme.
• Options: Displays the Access Options dialog box, which enables you to configure the
Access program, including customizing the Ribbon and the Quick Access toolbar
SAVING TIME WITH KEYBOARD SHORTCUTS

1. Press the Alt key. Letters pop up on the Ribbon. These letters correspond to
tabs, sections of the Ribbon, buttons, or drop-down-menu items.
2. Press the letter for the tab, section, or button you want. More letters appear
as you type
3. Keep typing until you’ve executed the command.
SAVING TIME WITH KEYBOARD SHORTCUTS

Key Combinations What it does

F1 Displays the help window
Ctrl+F1 Hides or displays the ribbon
F5 Goes to the record with the record number you type
F6 Moves the focus to another area of the window
F7 Checks the spelling in the selected object
F11 Hides or displays the Navigation Pane
Delete Deletes the selected object
Alt+Enter Displays the properties of the selected object in Design view
Ctrl+C Copies the selected text or objects to the clipboard
SAVING TIME WITH KEYBOARD SHORTCUTS
Key Combinations What it does
Ctrl+F Finds text (with the option to replace it) in the open table, query, or form
Ctrl+N Starts a new database
Ctrl+0 Opens a database
Ctrl+P Prints the selected object
Ctrl+S Saves the selected object
Ctrl+V Pastes the contents of the clipboard to the active window
Ctrl+X Deletes the selected text or object and saves it in the clipboard
Ctrl+Z Undoes the last action that can be undone
Ctrl+; (semicolon)
SAVING TIME WITH KEYBOARD SHORTCUTS
Key Combinations What it does
Ctrl+F Finds text (with the option to replace it) in the open table, query, or form
Ctrl+N Starts a new database
Ctrl+0 Opens a database
Ctrl+P Prints the selected object
Ctrl+S Saves the selected object
Ctrl+V Pastes the contents of the clipboard to the active window
Ctrl+X Deletes the selected text or object and saves it in the clipboard
Ctrl+Z Undoes the last action that can be undone
Ctrl+; (semicolon) Types today’s date
SAVING TIME WITH KEYBOARD SHORTCUTS
Key Combinations What it does
Ctrl+” (quotation marks) Duplicates the entry in the same field of the preceding record
Esc Cancels what you’re typing