Access 2010 Getting Started in Access

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Access 2010

Getting Started in Access


Access 2010
Whenever you're learning a new program, it's important to familiarize yourself with the program window and the tools within it. Working with Access is no different. Knowing your way around the Access environment will make learning and using Access much easier.
In this lesson, you will familiarize yourself with the Access environment, including the Ribbon, the Backstage view, the Navigation Pane, the Document Tabs bar, and the Record Navigation bar. You will also learn how to navigate with anavigation form, if your database includes one.

Throughout this course, we will be using a sample database. If you would like to follow along, download example and use it to follow the procedures demonstrated in this lesson. You will need to have Access 2010 installed on your computer in order to open the example.

Getting to Know Access 2010

Launch video!Watch the video (4:07). Need help?
If you are familiar with Access 2007, then you will notice that there are not too many changes to the 2010 interface, other than the addition of the Backstage view.
However, if you are new to Access, you will first need to take some time to familiarize yourself with the Access environment.
Watch the video or review the interactive below to learn your way around Access 2010.

Working with Your Access Environment

The Ribbon and the Quick Access Toolbar are where you will find the commands you will use to do common tasks in Access. If you are familiar with Access 2007, you will find that the main difference in the Access 2010 Ribbon is that commands such as Open and Print are now housed in Backstage view.

The Ribbon

The Ribbon contains multiple tabs, each with several groups of commands. Some tabs, like Form Layout Toolsor Table Tools, may appear only when you are working with certain objects like forms or tables. These tabs are called contextual tabs, and are highlighted in a contrasting color to distinguish them from normal tabs.
    The Ribbon in Access 2010The Ribbon in Access 2010

To Minimize and Maximize the Ribbon:

The Ribbon is designed to be easy to use and responsive to your current task, but if you feel that it's taking up too much of your screen space, you can minimize it.
  1. Click the arrow in the upper-right corner of the Ribbon to minimize it.
    Minimizing the RibbonMinimizing the Ribbon
  2. To maximize the Ribbon, click the arrow again.
When the Ribbon is minimized, you can make it reappear by clicking on a tab. However, the Ribbon will disappear again when you are not using it.

The Quick Access Toolbar

The Quick Access Toolbar is located above the Ribbon, and it lets you access common commands no matter which tab you are on. By default, it shows the SaveUndo, and Repeat commands. If you'd like, you cancustomize it by adding additional commands.
    Saving the current object with the Quick Access ToolbarSaving the current object with the Quick Access Toolbar
    Note that the Save command only saves the current open object. In addition, the Undo command will not undo certain actions, like adding a record. Pay close attention to your information when using the Undocommand to make sure it has the desired effect.

    Backstage View

    Backstage view gives you various options for opening, saving, printing, and viewing more information about your database. It is similar to the Office Button Menu from Access 2007 or the File Menu from earlier versions of Access. However, unlike those menus, it is a full-page view, which makes it easier to work with.

    To Get to Backstage View:

    1. Click the File tab.
      Backstage view in Access 2010Backstage view in Access 2010
    2. You can choose an option on the left side of the page.
    3. To get back to your database objects, just click any tab on the Ribbon.

    Use the interactive below to learn about the different things you can do in Backstage view.

    The Navigation Pane

    The Navigation Pane is a list containing every object in your database. For easier viewing, the objects are organized into groups by type. You can openrename, and delete objects using the Navigation Pane.

    The Objects Pane in Access 2010The Navigation Pane in Access 2010

    To Minimize and Maximize the Navigation Pane:

    The Navigation Pane is designed to help you manage all your objects, but if you feel that it takes up too much of your screen space, you can minimize it.

    1. Click the double arrow  in the upper-right corner of the Navigation Pane to minimize it.
      Minimizing the Objects PaneMinimizing the Navigation Pane
    2. To make the Navigation Pane visible again, click the double arrow   to maximize it.

    If you would like to make the Navigation Pane smaller without fully minimizing it, you can resize it. Simply clickand drag the right border of the Navigation Pane. When it is the desired size, release your mouse.

    Resizing the Objects PaneResizing the Navigation Pane

    To Sort the Objects in the Navigation Pane:

    By default, your objects are sorted by type, with the tables in one group, the forms in another, and so on. However, if you wish, you can sort the objects in the Navigation Pane into groups of your choosing.

    1. Click the drop-down arrow to the right of the words All Access Objects.
      Clicking to re-sort the objects into new groupsClicking to re-sort the objects into new groups
    2. In the drop-down menu, select the desired sort.
      • Select Custom to create a custom group for sorting the objects. After applying the sort, simply drag the desired objects to the new group.
      • Select Object Type to group the objects by type. This is the default setting.
      • Select Tables and Related Views to group forms, queries, and reports together with the tables they refer to.
      • Select Created Date or Modified Date to sort the objects from most to least recently created or modified.
      Selecting a new way to group the objectsSelecting a new way to group the objects
    3. The objects in the Navigation Pane will now be sorted to reflect your choice.
      The Objects Pane, with the objects now sorted by tables and related viewsThe Navigation Pane with the objects now sorted by tables and related views

    To further customize the appearance of the Navigation Pane, you can also minimize groups of objects you don't want to see. Simply click the upward double arrow  next to the name of the group. To restore the group to its full size, click the downward double arrow .

    The Objects Pane, after minimizing the Tables, Queries, and Reports groupsThe Navigation Pane after minimizing the Tables, Queries, and Reports groups

    Databases with Navigation Forms

    Some databases include a navigation form that opens automatically when the database is opened.  Navigation forms are designed as a user-friendly replacement for the Navigation Pane. They contain tabs that allow you to view and work with common forms, queries, and reports. Having your frequently-used objects available to you in one place lets you access them quickly and easily.

    To open an object from a navigation form, simply click on its tab. The object will be displayed within the navigation form. Once an object is open, you can work with it as you normally would.

      Viewing the orders form using a navigation formViewing the Orders form using a navigation form

    Generally, navigation forms include only the objects a typical user will need to work with fairly regularly, which is why your navigation form may not include every single form, query, or report. This makes it easier to navigate around the database. By hiding tables and rarely used forms, queries, and reports, it also reduces the chance of the database being damaged by users accidentally editing or deleting necessary data.

    For this reason, it's important to ask your database designer or administrator before you work with objects that are not available in your navigation form. Once you have the go-ahead, you can simply maximize the Navigation Pane and open the objects from there.



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I made these pages for me and my friends to help solving the problem we face regarding Computer & internet, if anyone wants me to answer a question or find out about some information please send me email and I will try to reply.*P.S. some of the article I wrote and the other I found on the internet I posted them in sprit of learning and shearing, please forgive me if you found something you don’t want to be in my blog, email me and I will delete them. Thank you for your interest in my pages.امل نجم Amal Nagm

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