Computer Science

Access 2013 Chapter 1 Creating a Database and Tables Last Updated: 2/27/15 Page 1

USING MICROSOFT ACCESS 2013 Guided Project 1-2

Guided Project 1-2 American River Cycling Club is a local cycling club. For this project, you create a database, containing one table, to store information about club members. After creating the database, add fields into the table, edit field properties, enter records, modify the datasheet layout, and sort and filter the data in the table.

Skills Covered in This Project

 Create a table.

 Edit the default primary key.

 Add a new field into a table.

 Edit properties in Datasheet view.

 Save a table.

 Enter records.

 Change the datasheet layout.

 Sort data in a table.

 Filter data in a table.

1. Open the AC2013-GuidedProject-1-2 database start file.

a. Enable content in the security warning.

b. The file will be renamed automatically to include your name. Change the project file name

if directed to do so by your instructor.

c. Click the Table button [Create tab, Tables group] to create a new table. A new table

opens in Datasheet view.

2. Edit the default primary key and add new fields into the table.

a. Double-click the cell containing the ID field name (column header).

b. Type MemberID in the Field Name and press the Enter key. The Click to Add column to the right is

selected so you can add the next field into the table.

c. Click the Short Text data type to select the data type for this new field.

d. Type FirstName in the Field1 column header and press the Enter key.

e. Click the Short Text data type.

f. Type LastName in the Field1 column header and press the Enter key.

g. Add the remaining fields into the table using the information in the nearby table. Remember that you select

the data type first and then enter the field name.

h. Press Ctrl + S to save all of the modifications you have made to the table.

i. Type Members as the new table name.

j. Select the OK button.

Step 1

Download start file

Access 2013 Chapter 1 Creating a Database and Tables Last Updated: 2/27/15 Page 2

USING MICROSOFT ACCESS 2013 Guided Project 1-2

3. Edit the field properties of the Members table.

a. Click the MemberID field name.

b. Click the Name & Caption button [Table Tools Fields tab, Properties group].

c. Type Member ID in the Caption property.

d. Because the field names in this table provide a clear description of the content, it is not necessary to

enter anything into the Description property.

e. Click the OK button.

f. Select the FirstName field name.

g. Click the Name & Caption button [Table Tools Fields tab, Properties group].

h. Type First Name in the Caption property.

i. Click the OK button.

j. Type 20 in the Field Size property [Table Tools Fields tab, Properties group].

k. Change the remaining field properties in the table using the following information:

l. Click the Save button to save the changes to the table. With the changes to the field properties

saved, the table is ready for you to begin to enter data records. Remember that even though you

have changed the caption that displays as the column header in Datasheet view, the field names

have not changed.

4. Enter the member records into the Members table.

a. Click the First Name cell in the Append Row.

b. Type Geneva. The pencil icon displays, indicating that this record has not yet

been saved.

c. Press the Tab key to move to the next field.

d. Type Lingle in the Last Name field. Press the Tab key to move to the next field.

e. Type 1850 Stoneridge Court in the Address field. Press the Tab key.

f. Type Cameron Park in the City field. Press the Tab key.

g. Type CA in the State field. Press the Tab key.

h. Type 95682 in the ZipCode field. Press the Tab key.

i. Type glingle@gmail.com in the EmailAddress field. Press the Tab key.

j. Type 780-886-6625 in the CellPhoneNumber field. Press the Tab key. The pencil icon no longer displays.

You move to the MemberID field in the Append Row.

Access 2013 Chapter 1 Creating a Database and Tables Last Updated: 2/27/15 Page 3

USING MICROSOFT ACCESS 2013 Guided Project 1-2

k. Tab to the next field. Enter the following information into the table. Remember that after you tab out

of the CellPhoneNumber field you move to the MemberID field. Since that is an AutoNumber field, do

not enter a value and simply tab to the next field.

5. Change the layout of the Members table.

a. Click to select the Zip column.

b. Right-click to open the context menu.

c. Select the Field Width button.

d. Type 7 in the Column Width cell.

e. Click OK to close the dialog box.

f. Click the Center Alignment button [Home tab, Text Formatting group].

g. Click to select the State column.

h. Place your pointer on the right border of the State field name.

i. Double-click the two-pointed arrow to adjust the Field Width using AutoFit.

j. Click the Center Alignment button.

k. Click the Alternate Row Color drop-down list [Home tab, Text Formatting group].

l. Select Blue-Gray, Text 2, Lighter 80% (fourth column, second row in the Theme Colors category).

m. Press Ctrl+S to save the changes to the layout.

6. Sort the Members table.

a. Click the arrow to the right of the City field name.

b. Click the Sort A to Z button on the shortcut menu. The records display in ascending order by

the City field.

c. Select the Remove Sort button [Home tab, Sort & Filter group] to remove the sort criteria.

d. Click to select the Zip column.

e. Click, hold, and drag the pointer to move the Zip column to the left of the Last Name column.

Access 2013 Chapter 1 Creating a Database and Tables Last Updated: 2/27/15 Page 4

USING MICROSOFT ACCESS 2013 Guided Project 1-2

f. Click anywhere to deselect the Zip column.

g. To select both the Zip and Last Name columns, click and hold the pointer over the Zip

column. With the selection pointer still displayed, drag the pointer to the Last Name column. Release

the pointer.

h. Click the Ascending button [Home tab,

Sort & Filter group]. The records display in

ascending order by the Zip column. In

cases of the same

Zip Code, the records are sorted in

ascending order by the last name. Your

table should look like

Figure 1-99.

i. Select the Remove Sort button [Home

tab, Sort & Filter group] to remove the

sort criteria.

j. Click anywhere to deselect the columns.

7. Filter the Members table using Filter by Selection.

a. Highlight the three digits, 916 in the Cell Phone cell for Member ID 2.

b. Click the Selection button [Home tab, Sort & Filter group].

c. Click Begins with “916” from the drop-down list (Figure 1-100). The datasheet updates to display only

the seven members who have a cell phone area code of 916. Note: If “Begins with…” is not showing in

the drop-down, be sure that “916” is selected in the Cell Phone cell for Member ID 2.

d. Click the arrow to the right of the Cell Phone field name.

e. Click the Clear filter from Cell Phone

button to remove the filter.

8. Filter the datasheet using a Text Filter.

a. Click the arrow to the right of the

Email field name.

b. Click the Text Filter button on the

shortcut menu.

c. Click Contains from the drop-down

list (Figure 1-101).

d. Type gmail in the Email contains

box.

e. Click the OK button. The datasheet

should display only the five members

who have gmail as part of their

email addresses.

Access 2013 Chapter 1 Creating a Database and Tables Last Updated: 2/27/15 Page 5

USING MICROSOFT ACCESS 2013 Guided Project 1-2

f. Click the Toggle Filter button [Home tab, Sort & Filter group] to switch back to viewing all the records.

g. Click the Toggle Filter button again to switch back to the filtered records.

h. Click the arrow to the right of the Email field name.

i. Click the Clear filter from Email button to remove the filter.

9. Close the Members table by clicking the X in the right corner.

10. Select the No button in the dialog box. You do not need to save any of the changes as a result of sorting

or filtering the table. The completed table layout should look similar to Figure 1-102.

11. Add database properties using the Database Properties dialog box.

a. Click the File tab to open the Backstage view.

b. Click the Info button if it is not already selected.

c. Click the View and Edit Database Properties link to open the Database Properties dialog box.

d. In the Title area, type American River Members.

e. In the Author area, type Taylor Mathos.

f. In the Company area, type ARCC.

g. Click OK to save the changes.

12. Close the American River database and Access by clicking the X in the right corner of the

application window.

13. Upload and save your file.

14. Submit project for grading. Step 3

Grade my Project

Step 2

Upload & Save

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