Access 2010 Essentials

Sample

Corporate Training Materials

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TABLE OF CONTENTS
Preface ..............................................................................................................................................3
What is Courseware? ................................................................................................................................ 3

How Do I Customize My Course? .............................................................................................................. 3

Materials Required ................................................................................................................................... 4

Maximizing Your Training Power.............................................................................................................. 5

Icebreakers ........................................................................................................................................6
Icebreaker: Friends Indeed........................................................................................................................ 7

Training Manual Sample.....................................................................................................................8

Sample Module: Working with Tables ...................................................................................................... 9

Instructor Guide Sample................................................................................................................... 16

Sample Module: Working with Tables .................................................................................................... 17

Quick Reference Sheets.................................................................................................................... 28

Certificate of Completion ................................................................................................................. 30

PowerPoint Sample.......................................................................................................................... 32

Full Course Table of Contents ........................................................................................................... 36

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
processors 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 dont 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.
Lets be adults: no kicking, punching, body-checking, etc.

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

On the following pages is a sample module from our Training Manual. Each of our courses
contains twelve modules with three to five lessons per module. It is in the same format and
contains the same material as the Instructor Guide, which is then shown after the Training
Manual sample, but does not contain the Lesson Plans box which assists the trainer during
facilitation.

The Training Manual can be easily updated, edited, or customized to add your business name
and company logo or that of your clients. It provides each participant with a copy of the
material where they can follow along with the instructor.
 Quick Tip: Remember that you
can use Ctrl + Z to undo your last
action.

Sample Module: Working with Tables

Each row of a Table is called a record. It contains information about a specific item. This module covers
the work you may do most in Access working with your tables. It covers adding information, as well as
editing or deleting records. This module also explains how to search for a record.
Adding Information to a Table
Show participants how to add information to a table using different types of data fields. The Products
table in the Northwind 2007 sample database is used in this example.

The last row of a table includes the word New in the Primary Key field (you may have to make the
column wider to see the word New). Use this row to enter new data.

In the example table, the first field is a multi-answer lookup column. The options appear as checkboxes.

1. Check one or more boxes to enter the data for this field. Select OK.

2. Press ENTER or TAB to move to the next field.

Primary Key fields are automatically numbered. Access completes these fields for you.

3. The following fields are TEXT fields. Enter text to complete the information.
a. Product Code
b. Product Name
c. Description
 d. Quantity per Unit
e. Minimum Reorder Quantity

4. The following fields are CURRENCY fields. Enter a number, with a decimal for cents, if applicable.
a. Standard Cost
b. List Price

5. The following fields are NUMBER fields. Enter a number.

a. Reorder Level
b. Target Level

6. The Discontinue field is a YES/NO field. Check the box, if applicable.

7. The Category field is a Lookup column (drop down list). Select an item from the list.

The final field allows attachments.

Editing Records
Show the participants how to edit a record. Lets imagine that one of the Northwind customers got a
promotion, with a new title and contact information. This example uses the Customers table from the
Northwind 2007 sample database.

1. Highlight the information you want to change.

2. Enter the new information. After you have entered the new information, close the table. There
is no need to save Access saves the new information in the table automatically.
Deleting Records
Show the participants how to delete a record. This example uses the Customers table from the
Northwind 2007 sample database.

1. Point your mouse to the blue column at the left of the record you want to delete.

2. Right click the mouse to display the context menu.

3. Select DELETE RECORD.

Access displays a warning message.

4. Select YES.

If a field from the record you selected is used in a related table, Access will not allow you to delete the
record. It displays a warning message. A sample is illustrated below.

1. Select OK to close the warning.

If you need to delete the record, youll need to change the data in the related table, so that it no longer
references this record.
Searching for Records
Show the participants how to use the Search box. This example uses the Inventory Transactions table in
the Northwind 2007 sample database.

The Search box is at the bottom of the screen.

1. Begin entering the text for which you want to search in the Search box.

Access immediately highlights the first occurrence of the text or numbers that appear in the table.

2. Press ENTER from the Search box to move to the next instance of the Search text.
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. Each Instructor Guide and Training Manual
mirrors each other in terms of the content. They differ in that the Instructor Guide is
customized towards the trainer, and Training Manual is customized for the participant.

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.
 Quick Tip: Remember that you
can use Ctrl + Z to undo your last
action.

Sample Module: Working with Tables

Each row of a Table is called a record. It contains information about a specific item. This module covers
the work you may do most in Access working with your tables. It covers adding information, as well as
editing or deleting records. This module also explains how to search for a record.
Adding Information to a Table

Estimated Time 10 minutes

Topic Objective To learn how to add information to a table.

Adding information to a table works the same as entering data on a

Topic Summary
spreadsheet.

Access2010
Materials Required
Northwind 2007 sample database

Have participants add a record to the Products table in the Northwind 2007
Recommended Activity
sample database.

The Products table in the Northwind 2007 sample database provides

Stories to Share participants with the opportunity to see a variety of different types of data
fields.

This table includes a field for related tables. Have participants click on the +
sign next to several suppliers (and within the nested tables that open) to see
Delivery Tips
the related information that can be added when adding a new product in this
database.

Review Questions What are the different ways of adding information to a table?

Show participants how to add information to a table using different types of data fields. The Products
table in the Northwind 2007 sample database is used in this example.

The last row of a table includes the word New in the Primary Key field (you may have to make the
column wider to see the word New). Use this row to enter new data.

In the example table, the first field is a multi-answer lookup column. The options appear as checkboxes.
 8. Check one or more boxes to enter the data for this field. Select OK.

9. Press ENTER or TAB to move to the next field.

Primary Key fields are automatically numbered. Access completes these fields for you.

10. The following fields are TEXT fields. Enter text to complete the information.
a. Product Code
b. Product Name
c. Description
d. Quantity per Unit
e. Minimum Reorder Quantity

11. The following fields are CURRENCY fields. Enter a number, with a decimal for cents, if applicable.
a. Standard Cost
b. List Price

12. The following fields are NUMBER fields. Enter a number.

a. Reorder Level
b. Target Level
 13. The Discontinue field is a YES/NO field. Check the box, if applicable.

14. The Category field is a Lookup column (drop down list). Select an item from the list.

The final field allows attachments.

Editing Records

Estimated Time 5 minutes

Topic Objective To learn how to edit an existing record in a table.

Editing a record is a simple matter of changing the desired information in the

Topic Summary table. Highlight the data you want to change and enter the new information.
Thats it!

Access 2010
Materials Required
Northwind 2007 sample database

Recommended Activity Have participants change records in the sample database.

Review Questions Do you have to save the database after changing a table?

Show the participants how to edit a record. Lets imagine that one of the Northwind customers got a
promotion, with a new title and contact information. This example uses the Customers table from the
Northwind 2007 sample database.

3. Highlight the information you want to change.

4. Enter the new information. After you have entered the new information, close the table. There
is no need to save Access saves the new information in the table automatically.
Deleting Records

Estimated Time 5 minutes

Topic Objective To learn how to delete an existing record that is no longer needed.

You can easily delete a record that has been entered by mistake, or that is no
Topic Summary longer needed. Access displays warning messages to make sure that you do
not delete a needed record accidentally.

Access 2010
Materials Required
Northwind 2007 sample database

Recommended Activity Have participants delete records in the sample database.

Review Questions Why might deleting a record in a related table be a bad idea?

Show the participants how to delete a record. This example uses the Customers table from the
Northwind 2007 sample database.

5. Point your mouse to the blue column at the left of the record you want to delete.
 6. Right click the mouse to display the context menu.

7. Select DELETE RECORD.

Access displays a warning message.

8. Select YES.

If a field from the record you selected is used in a related table, Access will not allow you to delete the
record. It displays a warning message. A sample is illustrated below.
 2. Select OK to close the warning.

If you need to delete the record, youll need to change the data in the related table, so that it no longer
references this record.
Searching for Records

Estimated Time 10 minutes

Topic Objective To learn how to search for records in a table.

You may need to find a specific piece of information for sorting, filtering,
editing, or deleting. Access 2010 includes a Search box to help you find that
Topic Summary
record. Access searches from the first record to the last record for text that
matches the text in the Search box.

Access 2010
Materials Required
Northwind 2007 sample database

Have participants search for data in the sample database. Remember to use
Recommended Activity the Enter key to move to the next instance of the contents of the Search
field. Click on a different field or press Tab to stop searching.

Review Questions How do you move to the next instance of the Search?

Show the participants how to use the Search box. This example uses the Inventory Transactions table in
the Northwind 2007 sample database.

The Search box is at the bottom of the screen.

3. Begin entering the text for which you want to search in the Search box.
Access immediately highlights the first occurrence of the text or numbers that appear in the table.

4. Press ENTER from the Search box to move to the next instance of the Search text.
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.
 Access 2010 Essentials
Template
1. Open the object you want to export.
If you only want to export selected
records, highlight those records.
2. Select the EXTERNAL DATA tab.
3. Select the tool for the desired export
format. Select MORE to see several
additional options.
4. Complete the wizard, including:
5. Select the options.
a. Check the EXPORT DATA WITH
FORMATTING AND LAYOUT box
to retain the formatting from
Access in the exported file.
b. Check the OPEN THE
DESTINATION FILE AFTER THE
EXPORT OPERATION IS COMPLETE
box to view the export
results.
c. To export only selected
records, check the EXPORT
ONLY THE SELECTED RECORDS
box.
6. Select OK.
Creating a Blank Access Database
1. From the File tab of the Backstage view, select Blank Database. If the icon is not showing, select Home first.
2. Select Create.
Corporate Training Materials, 2011
Common Database Terms
File A file is a collection of associated records.
Record All information (all fields/columns) for every item in
a file is called a record (or each individual line).
Field A record is divided into separate headings/sections
and each is known as a field this could refer to each
column/heading. There are different types of fields,
including:
Database A database is the organized collection of your
data. The Access database can be sorted, queried, or
amended at any time.
Database object An object is a container for the work you
want Access to perform. It includes tables, macros, queries,
forms, reports, and/or pages.
Table A table is a collection of data organized by categories
called fields, into unique sets of data called records.
Datasheet A datasheet is a different way of looking at a
table, form query, or stored procedure. It is displayed in rows
and columns.
Query A query is a request you make of your data to
extract only the information you want.
Form A form is a user-friendly interface used for entering
or displaying data.
Query A query is a request you make of your data to
extract only the information you want.
www.corporatetrainingmaterials.com
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.
CERTIFICATE OF COMPLETION
[Name]
Has mastered the course
Access 2010 Essentials
Awarded this _______ day of __________, 20___
Presenter Name and Title
PowerPoint Sample

Below you will find the PowerPoint sample. The slides are based on and created from the
Training Manual. 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
Preface ..............................................................................................................................................1
What is Courseware? ................................................................................................................................ 1

How Do I Customize My Course? .............................................................................................................. 1

Materials Required ................................................................................................................................... 3

Maximizing Your Training Power.............................................................................................................. 3

Module One: Getting Started .............................................................................................................5

Icebreaker ................................................................................................................................................. 6

Housekeeping Items.................................................................................................................................. 6

Pre-Assignment Review ............................................................................................................................ 7

Workshop Objectives ................................................................................................................................ 7

Action Plans and Evaluations.................................................................................................................... 8

Module Two: Getting Started With Access ..........................................................................................9

Common Database Terms ...................................................................................................................... 10

Opening Access ....................................................................................................................................... 12

Understanding the Access New File Screen ............................................................................................ 15

Creating a Blank Access Database.......................................................................................................... 18

Creating a Blank Database from a Template ......................................................................................... 20

Module Three: Using the Access Interface ........................................................................................22

Understanding Security Warnings .......................................................................................................... 23

Interface Overview.................................................................................................................................. 29

Overview of the Ribbon Interface ........................................................................................................... 33

Working With the Backstage View ......................................................................................................... 35

Using the Navigation Pane ..................................................................................................................... 37

Module Four: Working with Database Objects ..................................................................................45

Viewing Database Objects ...................................................................................................................... 46
 Exporting an Object ................................................................................................................................ 51

Renaming an Object ............................................................................................................................... 58

Sorting and Filtering Your View .............................................................................................................. 61

Understanding Application Parts ............................................................................................................ 65

Module Five: Creating Tables ...........................................................................................................67

Understanding Data Types ..................................................................................................................... 68

Creating a Blank Table in Datasheet View.............................................................................................. 70

Understanding Lookup Columns ............................................................................................................. 74

Creating a Blank Table using Design View.............................................................................................. 81

Saving Your Table ................................................................................................................................... 85

Key Table Tools ....................................................................................................................................... 87

Module Six: Working with Tables .....................................................................................................91

Adding Information to a Table................................................................................................................ 92

Editing Records ....................................................................................................................................... 95

Deleting Records ..................................................................................................................................... 97

Searching for Records ........................................................................................................................... 100

Module Seven: Creating Forms ....................................................................................................... 102

Types of Controls .................................................................................................................................. 103

Creating a Form with the Wizard ......................................................................................................... 105

Creating a Form In Layout View ........................................................................................................... 109

Modifying Your Form in Design View.................................................................................................... 111

Key Features on the Form Tools Tab..................................................................................................... 115

Creating a Navigation Form ................................................................................................................. 117

Module Eight: Working with Forms ................................................................................................ 119

Common Formatting Tasks ................................................................................................................... 120

Using Themes........................................................................................................................................ 122

 Adding Controls .................................................................................................................................... 124

Moving Controls.................................................................................................................................... 127

Deleting Records ................................................................................................................................... 131

Module Nine: Creating Reports ...................................................................................................... 133

Using The Report Wizard ...................................................................................................................... 134

Using Design View ................................................................................................................................ 142

Adding a Logo ....................................................................................................................................... 144

Working with Controls .......................................................................................................................... 146

Key Features on the Report Tools Tab .................................................................................................. 148

Module Ten: Creating Queries ........................................................................................................ 150

Types of Queries ................................................................................................................................... 150

Creating a Query with the Wizard ........................................................................................................ 152

Executing a Query ................................................................................................................................. 157

Viewing the Query ................................................................................................................................ 160

Key Features on the Query Tools Tab ................................................................................................... 163

Module Eleven: Managing Your Database ....................................................................................... 165

Using Alternate File Formats ................................................................................................................ 166

Printing an Object ................................................................................................................................. 169

Backing Up Your Database ................................................................................................................... 171

Emailing Database Objects ................................................................................................................... 173

Module Twelve: Wrapping Up ........................................................................................................ 176

Words from the Wise ............................................................................................................................ 177

Parking Lot ............................................................................................................................................ 177

Action Plans and Evaluations................................................................................................................ 177

Appendix ....................................................................................................................................... 178

Pre-Assignment ..................................................................................................................................... 178
Action Plan ............................................................................................................................................ 181

Evaluation Form.................................................................................................................................... 183

Review Questions:................................................................................................................................. 184