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Learn MoreMicrosoft Office 2013 Training Tutorial
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Microsoft Office 2013 Training Tutorial
Learn Microsoft Office with this complete course in Access, Excel, OneNote, Outlook, PowerPoint, Publisher and Word.
Created byTeachUcomp, Inc.
Last updated 6/2013
English
What you'll learn
- Video Lessons
- Includes 15 Classroom Instruction Manuals
- Access
- Excel
- OneNote
- Outlook
- PowerPoint
- Publisher
- Windows
- Word
Explore related topics
Course content
160 sections • 891 lectures • 43h 15m total length
- Creating a New Database- 20132:25When Access opens, it displays a window which allows you to create a new database file that will contain either a desktop database or web-based app. A new Access database file is a container that will hold all of the tables, view definitions, forms, reports, queries, macros, and modules required by the desktop database or web-based app. Within Access, a desktop database is simply a database that is intended to be used on a single computer or within a local network. A web-based app is a database application that is intended to be shared on the Internet using SharePoint or Office 365 services. Learn this and more during this lecture.
- Creating a New Database- 2010:20071:45A new database is a container that will hold all of the tables, form, reports, queries, macros, and modules that you create. In Access 2010, you can create a new, blank database by clicking the “File” tab in the Ribbon. Then click the “New” command. Then select the “Blank database” choice in the “Available Templates” section. In Access 2007, you can create a new blank database by simply clicking the “Blank Database” button in the “New Blank Database” section of the “Getting Started with Microsoft Access” welcome screen. Learn this and more during this lecture.
- Overview of a Database8:28In Access, you are manipulating a contained collection of smaller objects within the database file. Although the terms “database” and “table” are often used interchangeably, in Access you should refer to the entire collection of tables, queries, forms, reports, macros, and modules as the “database” and only refer to tables as “tables” for clarity’s sake Learn this and more during this lecture.
- The Access Interface2:21Within the Access interface, unlike many other Microsoft applications, you have three different areas in which you will perform tasks: the “Application Window,” which is the outer frame of the program that contains the Ribbon, which is used to execute commands; the “Navigation Pane,” which displays all of the various objects in the database; and the “Tabbed Documents” area where you create, display, and edit database objects in their own separate, tabbed windows. Learn this and more during this lecture.
- Touch Mode- 20131:37Because of the increased use of tablets, Access 2013 has been redesigned with a new mode to allow for easier access to the buttons and other commands within the Ribbon and Quick Access toolbar. This mode is called touch mode. When you enter touch mode within the Access 2013 interface, the Ribbon and Quick Access toolbar are enlarged and extra space is added around the buttons and commands within the Ribbon and Quick Access toolbar so that you can more easily access them on your touch-based tablet. Learn this and more during this lecture.
- Viewing Database Objects in the Navigation Pane1:57As mentioned earlier, a database is really the entire collection of tables, queries, forms, reports, macros, and modules. In Access, you can only work with one database file at a time. Every time you open a database file in Access, its contents will appear in its own Navigation Pane. Learn this and more during this lecture.
- Opening and Closing Databases- 20131:35To re-open a database you have already created and saved, first launch Access 2013. In the listing at the side of the initial window you can simply click on the name of the recently opened database that you wish to reopen shown under the “Recent” section. Learn this and more during this lecture.
- Opening and Closing Databases- 2010:20071:46To re-open a database you have already created and saved, first launch Access. Then click the “Recent” category at the left side of the application. In the listing at the side of the initial window you can simply click on the name of the recently opened database that you wish to reopen. Learn this and more during this lecture.
- The ‘Flat-File’ Method of Data Storage7:16Access is a relational database application. So what does the term relational mean, and how is this important? The term relational describes the method used for storing data within the database tables. However, it may be easier to understand the relational model of data storage by contrasting it with another method of storage that you may be more familiar with: the ‘flat-file’ method. Learn this and more during this lecture.
- The Relational Model of Data Storage16:12The relational model of data storage allows you to more easily and effectively model a complex entity or subject, like sales. The relational model of data storage eliminates redundant data entry and also creates less data to store, making the relational database model smaller and faster than the ‘flat-file.’ Learn this and more during this lecture.
- Tips for Creating a Relational Database4:59While there are no “hard and fast” rules about creating relational database tables, there are a few tips that you should try to follow when beginning database design. First, examine all current documentation used to collect and store the information that you now want to store in the new database. This step ensures that when you are creating your data tables and performing your data modeling, you won’t leave out a critical part of your database. Doing that often leads to frustrating periods of re-design. Also, consider what the database will need to contain in terms of the forms and reports that you need to design. Also consider the need of the users who will want to run these reports and perform data entry in the forms. You should gather information from those users who need to use the database that you create. Learn this and more during this lecture.
- Creating Relational Database Tables7:56Tables are so commonly thought of when one speaks of a database that the terms are practically interchangeable. A table is an organized structure that holds information. It consists of “fields” of information into which you enter your “records.” A field is a single column within a table, consisting of one category of information. A record is a collection of related data fields that describe a single item contained in a row within a table. Learn this and more during this lecture.
- Assigning a Primary Key to a Table2:29In Access, you should assign a primary key to each table that you create. A primary key is simply a field or group of fields that acts as a unique identifier for each record in the table. So you should use a field or group of fields that will always contain a unique value as your primary key. Learn this and more during this lecture.
- Using Datasheet View1:45While you can create a table in “datasheet view,” it is not recommended. It is a poor place to design tables due to its lack of control over the data types assigned to the fields, and its complete inability to change the properties of fields. If you do decide to create a table in datasheet view, you should certainly view the table in “design view” at some point to ensure that it is correctly constructed. Some people like to start in datasheet view because they feel more familiar with the table layout shown in the datasheet view. If you are migrating to Access from a spreadsheet program like Excel, this may be the case for you, as well. Learn this and more during this lecture.
- Navigating in Datasheet View3:00When you are in datasheet view, you can move from left to right through the rows by pressing either the “Tab” or “Enter” keys on your keyboard. You can move from right to left by pressing “Shift”+“Tab” on your keyboard. You can also use the arrow keys on your keyboard to traverse the records, if you like. Learn this and more during this lecture.
- Adding Records in Datasheet View1:34In datasheet view, you will see a blank row that shows an asterisk (*) in the row selector box at its left end. That is the “New Record” row. When you enter a new record into the table, it is added to the bottom of the table in the “New Record” row. Learn this and more during this lecture.
- Editing and Deleting Records in Datasheet View1:42To edit a record in datasheet view, simply click into the desired field of the record that you want to edit to place the insertion point into the field. Once the insertion point is within the field, you can edit the field information just as you would in a text document. To save the changes, just exit the cell. Changes to the data in a table are automatically saved after you make them. You only need to click the “Save” button in the Quick Access toolbar after making a structural change to a table, such as widening a column’s display or adding or deleting columns of information within the table in design view. Learn this and more during this lecture.
- Inserting New Fields1:40Once you have created your tables, you may need to modify their structures at a later point in time. You should make the changes in the table’s design view. Another way to open a table in design view is to simply select the name of the table into which you want to insert a new field within the Navigation Pane. Then hold down the “Ctrl” key on your keyboard. Then press the “Enter” key once to open the selected table in design view. Then release the “Ctrl” key. Learn this and more during this lecture.
- Renaming Fields1:20With Access, you do have the flexibility to rename fields that you have already created. You should be extremely careful when you do this, as any changes that you make to field names are not necessarily updated in all of the related reports, forms, or queries that were previously created and therefore referred to the “old” field names. Learn this and more during this lecture.
- Deleting Fields1:08You can also delete table fields that you do not use. Once again, just as when changing a field name, make sure that there aren’t any queries, forms, reports or macros that make reference to the field or use data contained within the field before you delete it. Learn this and more during this lecture.
- Setting Field Properties1:31You can set the properties of the table fields that you create in the design view of the table. When you open tables in design view, you name the fields and assign them a data type using the top half of the screen which is called the table design grid. Below that, in the “Field Properties” section, you set the properties of the field that is currently selected in the table design grid on the two tabs labeled “General” and “Lookup.” Learn this and more during this lecture.
- The Field Size Property1:24You can use the “Field Size” property of a text field to set the number that you type as the maximum allowable number of characters in the selected field. This can be useful in restricting the amount of data that can be entered into the field. Access allows up to 255 characters in a text field, and also assigns that as the default field size. Learn this and more during this lecture.
- The Format Property for Date/Time Fields0:37You can set the “Format” property for date/time fields to change the way that they will display dates and times in the table in datasheet view. The following settings are available for the “Format” property when you have a date/time field selected in Access. Learn this and more during this lecture.
- The Format Property for Logical Fields0:36You can set the “Format” property for logical fields to change the way that they will display in forms and reports. The following formats are available for logical fields in Access. To set this property, simply select the logical field in the table design grid. Then click into the “Format” property in the field properties section and select a choice from the drop-down menu available. Learn this and more during this lecture.
- Setting Default Values for Fields1:21You can set the “Default Value” property to specify a value that the field should contain when it is created with new records. Learn this and more during this lecture.
- Setting Input Masks1:45You can set up input masks to dictate a pattern used for data entry in selected fields. Access provides an easy step-by-step routine called the “Input Mask Wizard” that helps you to apply input masks to selected “text” and “date/time” fields. Learn this and more during this lecture.
- Setting Up Validation Rules and Responses2:31You use the “Validation Rule” and “Validation Text” properties in tandem. Setting the “Validation Rule” property allows to use the “Expression Builder” dialog box to create a specific condition that will only allow data entry that meets the specified condition into the field. Learn this and more during this lecture.
- Requiring Field Input0:22You can also set the “Required” property for a selected field to either “Yes” or “No” to either require entry into the field, or not. Learn this and more during this lecture.
- Allowing Zero Length Entries0:36You can set the “Allow Zero Length” property for a selected field to either “Yes” or “No” to either require the data entry in the field to be of a length greater than zero (basically, no “Spacebar” values), or not. This is handy for those times when you want people to have to enter a value into the field, but you also don’t want the value entered to be the “empty” set, or invisible characters. Learn this and more during this lecture.
- The Relationships Window3:22As you create tables in Access, you will want to be able to relate the tables so that you will be able to access information from them through their “shared” or “common” fields by which they are joined. In Access, you create relationships between tables in the “Relationships” window. You can access this window by clicking the “Relationships” button in the “Relationships” group (“Show/Hide” group in 2007) on the “Database Tools” tab in the Ribbon. Learn this and more during this lecture.
- Enforcing Referential Integrity4:50As you create the appropriate relationships between the tables in your database, you will need to set the properties of the table joins to ensure that they are set up as you would like. The main join property that you will need to set is the “Referential Integrity” of the join. Learn this and more during this lecture.
- Creating Lookup Fields2:28Access can also create “lookup” fields within a table that can lookup the values in another table, query, or hand-typed list from which it will draw its values. If the field is looking up data from another table (versus a query or list), it will automatically create an additional join between the two tables which you will see in the Relationships window. Don’t panic if you see these appearing in the relationships window. These types of joins are simply needed for the purpose of the lookup field. Learn this and more during this lecture.
- Indexes3:08When you create an index for a table, you define a way that the data in the table may be sorted, using the fields that are available. Indexing a table is simply a way of organizing the data in the table to allow Access to complete query searches and sorting more rapidly. Indexing can help speed up the time that it takes to complete queries in Access, given a few criteria are met first. Learn this and more during this lecture.
- Creating Indexes2:40When you are creating indexes, you want to try and use field values that will identify each record in your table as uniquely as possible. If you are a good database designer, there will already be a single field in your table that already does this: your primary key field. However, you can create additional indexes on other fields to use in queries for faster query processing. Learn this and more during this lecture.
- Deleting Indexes1:01If you have indexes in a table that you wish to delete, you can easily do so. Open up the table that contains the indexes that you would like to delete in table design view. Next, click the “Indexes” button in the “Show/Hide” group on the “Design” tab of the “Table Tools” contextual tab to view the “Indexes” dialog box. Learn this and more during this lecture.
- Using the Simple Query Wizard4:24You use a query to answer a question that you have about the information stored in the database tables. You can then further analyze the results that the queries pull to produce even more information than the query itself displays. Reports are often based on query results, upon which they then can perform additional mathematical and statistical calculations. Queries are also an excellent way to show information from related tables in a single result set, as the results that you pull from queries aren’t limited to a single table. The power and flexibility of query design is the entire reason you use database programs. They can quickly access, calculate, and summarize the records that they pull from the various tables. Learn this and more during this lecture.
- Designing Queries9:01To make a query in design view, click the “Query Design” button in the “Queries” group (“Other” group in 2007) on the “Create” tab in the Ribbon to create a new query in the query design view. The first thing you will see is the “Show Table” dialog box appear over the query design view. Just as with the “Relationships” window which you used earlier, here you will have to add the table or tables that you need for the query into the query design view. You simply select the names of the tables that you wish to add, and then click the “Add” button in the “Show Table” dialog box to add the necessary tables into the query. Learn this and more during this lecture.
- Joining Tables in a Query1:56When you add multiple tables to a query in the query design view, the joins that you have established between tables within the “Relationships” window appear in the query, allowing you to access information from any related tables. However, if you are attempting to create a query using unrelated tables, you can create a temporary join between tables in the upper section of the query design view. For example, you could need to do this if you were trying to query two linked Excel tables using Access. Learn this and more during this lecture.
- Adding Criteria to the QBE Grid1:11In Access, when you want to display records from a table based on the values within a selected query field, you need to enter a “criteria” for record selection. Learn this and more during this lecture.
- Running a Query1:04When you are in query design view, you can run the query to view the result set by simply clicking the “Run” button in the “Results” group on the “Design” tab of the “Query Tools” contextual tab within the Ribbon. If the results aren’t what you expected, you may need to re-design the query structure. Learn this and more during this lecture.
- How is Using the QBE Grid Writing SQL Code?1:02In Access, when you are visually creating the query in the query design view, what you are really doing is visually constructing SQL code. SQL stands for “Structured Query Language,” and it is a multi-platform language used to access and retrieve data within many different database programs. Learn this and more during this lecture.
- Sorting Query Results2:29You can sort the results of a query by any field displayed within the QBE grid when the query is viewed in design view. To set the sorting in design view, just select the field in the QBE Grid by which you would like to sort the result set, and click into that field’s “Sort:” row. You can use the drop-down to select either “Ascending” or “Descending” order. If you sort by multiple fields in the design view, the order of the sorting is applied by field from left to right when viewing the result set. Learn this and more during this lecture.
- Hiding Fields in a Result Set0:57Sometimes when you are creating queries, you need to add a field to the QBE grid for criteria purposes only, and don’t particularly want the field itself to be displayed in the result set. Having additional fields to display in the result set can slow down query performance. However, if the field is required for sorting or criteria purposes it must be included in the QBE grid. Learn this and more during this lecture.
- Using Comparison Operators2:47You can use comparison criteria in the QBE section of the query design view in order to search for criteria values that are not necessarily “equal to” a value. By using comparison operators, Access can expand its repertoire of query criteria to pull records that are “greater than” or “less than” a specified criteria value, for example. Learn this and more during this lecture.
- Using ‘AND’ and ‘OR’ Conditions3:37Next you will look at filtering the result set of a query by using multiple field criteria. Most often when you have multiple criteria in a query, you will either want the query to show records that match both “value X” AND “value Y” in different fields, or show records that contain “value X” OR “value Y” within the same or different fields. It’s unusual to use an AND condition within a single field, but it isn’t unheard of either. Learn this and more during this lecture.
- Using the ‘Between… And’ Condition1:21You can use the “BETWEEN…AND” condition to look for values within a field that are between and inclusive of “Value X” and “Value Y,” as specified. Learn this and more during this lecture.
- Using Wildcard Characters in Queries1:39You can also use “wildcard characters” to add an additional level of flexibility to your queries. Wildcard characters represent unknown values. There are two main wildcard characters that you need to know: the asterisk “*” and the question mark “?.” The asterisk represents multiple unknown characters. For example, the criteria “N*” would find all “N” words like “Nebraska,” “Ned,” “Not,” “Never Ever,” etc. Learn this and more during this lecture.
- Creating a Calculated Field2:23You can create calculated fields in queries. A calculated field is a field that is derived by performing some type of function upon values gathered from other table fields, or entered by hand. The data is displayed only for the duration of the query, and is not actually stored in the tables. They can perform almost any function and can use any available query field or data entered by hand as the basis for their calculations. Learn this and more during this lecture.
- Creating ‘Top Value’ Queries2:12You can also create “Top Value” queries that will return the top or bottom results of a query, instead of all results. Learn this and more during this lecture.
- Function Queries2:20You can create summary queries that can perform a mathematical function on another grouped field in a query. These are usually shorter queries often used for reporting. For example, if you wanted to know the sum of sales for each salesperson in your company, you could show this in a summary query, assuming that you were recording the salesperson for each sale that occurred. You would need to first create a query that has the “Salesperson” field, followed by the “SalesAmount” field. Learn this and more during this lecture.
- Parameter Queries4:01You can also create parameters in your query criteria that will prompt you to enter in the value which will then be used as the query criteria value for the query before returning the result set. This is tremendously helpful, as it prevents many hours of editing and changing query criteria. Learn this and more during this lecture.
- Make Table Queries3:32Have you ever run a query and wished that you could save the result set of the query as a permanent table? In Access, that is exactly what the “Make Table” queries do. A “Make Table” query creates a new table as the output of a query, instead of simply displaying a query result set. This new permanent table can be useful in a variety of ways: you could use it as a basis for other queries; it could serve to backup important data; or it could show selected information from multiple underlying tables in a single table which you could then export to Microsoft Excel for spreadsheet-style analysis. Learn this and more during this lecture.
- Update Queries3:08If you want to make large-scale updates to the data in your Access tables based on a specified criteria, you can create “Update” queries to update selected field values based on whether or not the record matches a specified criteria. For example, if you needed to update area codes in a phone number field based on whether or not the phone number contained a specified exchange, you could accomplish that with an update query. Learn this and more during this lecture.
- Append Queries4:04You can use append queries as a way of “copying and pasting” records from one table to another table, based on whether or not the records match a specified criteria. You can only append data from table fields to other table fields that share the same (or a compatible) “data type.” Learn this and more during this lecture.
- Delete Queries1:54You can use a delete query to delete records in a table based on specified criteria. Deleting unnecessary records will speed up the performance of queries, reduce redundancies, and make for more smoothly operating databases. Learn this and more during this lecture.
- Crosstab Queries3:39You can create crosstab queries to answer questions about how field data within a single table relates to each other. Crosstab queries display one table field down the left side of the result table, and another table field across the top of the table. In the intersecting cells, you will see data about how the two fields are related via a third field. For example, if you had a table that showed the salesperson, the products sold, and the number of each sold, you could create a crosstab query that sums the total amounts sold of each product for each salesperson. Learn this and more during this lecture.
- The Find Duplicates Query5:55You can use the “Find Duplicates” query to find duplicate records within a table. To create a find duplicates query, click the “Query Wizard” button in the “Queries” group (“Other” group in 2007) on the “Create” tab in the Ribbon. In the “New Query” dialog box, select the “Find Duplicates Query Wizard” and then click “OK.” Learn this and more during this lecture.
- The Find Unmatched Query3:05In a relational database, you aren’t supposed to have records in a “child,” or related, table which have no reference to a related record in a “parent” table. For example, in a “Sales” table that contains a “CustomerID” field, any reference placed into the “CustomerID” field should correspond to a valid “CustomerID” in the “Customers” table. Learn this and more during this lecture.
- Forms Overview1:05Forms can have different functions within an Access database. You can use forms to create Navigation Forms in Access, where users can click buttons that perform different actions- such as opening other forms and reports. Learn this and more during this lecture.
- The Form Wizard1:38A simple way to create basic data entry forms is to use the “Form Wizard” provided by Access. If using Access 2013 or 2010, you can start the “Form Wizard” by clicking the “Form Wizard” button located on the “Create” tab in the “Forms” group within the Ribbon. If using Access 2007, you can start the “Form Wizard” by clicking the “More Forms” button in the “Forms” group on the “Create” tab in the Ribbon and then selecting the “Form Wizard” command from the button’s drop-down menu to launch the “Form Wizard” dialog box. Learn this and more during this lecture.
- Creating Forms2:54There are several ways to create a basic data entry form using the buttons in the “Forms” button group on the “Create” tab in the Ribbon. Starting in Access 2010, some form choices have been moved to the “More Forms” drop-down button. To create a form using this method, first select the name of the table or query in the Navigation Pane for which you want to create an associated data entry form. Then click the type of form to create from the buttons listed in the “Forms” button group on the “Create” tab in the Ribbon. Access will instantly create a form of the specified type for the selected table or query. Learn this and more during this lecture.
- Using Forms1:00Once you have created a data entry form, you can use it to edit, create, and navigate table records. Navigating within a data entry form is exactly like navigating through records in the datasheet of a table. You can use the “Tab” key on your keyboard to move through the data fields. Learn this and more during this lecture.
- Form and Report Layout View2:30Once you have created a form, you can edit it. You can change the placement of the fields within the form, add or remove fields from the form, or add color to the form objects or background. In order to perform many of these tasks, you will need to switch to either the “Layout View” or the “Design View” of the form. Learn this and more during this lecture.
- Form and Report Design View1:05While Access may seem very complex with its multiple object types and the various views of each, it does actually use the same type of “Design View” and “Layout View” for both its forms and its reports. This helps to simplify the design process for these types of objects. Learn this and more during this lecture.
- Viewing the Ruler and Grid1:40When you edit forms and reports, you are often editing the objects inside of the forms and reports known as controls. Notice that in form or report design view there is a gridline displayed that you can use to place and align the form and report controls. There is also a ruler which you can use for measurements. Learn this and more during this lecture.
- The “Snap to Grid” Feature1:19When you place controls onto a form or report in design view, you can either enable or disable the “snap to grid” feature. When enabled, this feature forces the controls to align themselves with the underlying grid on the form or report. If disabled, you have a greater flexibility in placing controls on the form or report, but may find it more difficult to align the controls. Learn this and more during this lecture.
- Creating a Form in Design View2:56Most forms are connected to an underlying table or query from which they display and/or update the table data. In form design view, you can access the list of fields available to the form and simply drag and drop them onto your form to quickly add data controls to the form for data entry or display. Learn this and more during this lecture.
Requirements
- Microsoft Office software recommended for practice.
Description
Learn Microsoft Office 2013 and 2010 with this comprehensive course from TeachUcomp, Inc. Mastering Microsoft Office Made Easy features 876 video lessons with over 46 hours of introductory through advanced instruction. You get our complete courses in Access, Excel, OneNote, Outlook, PowerPoint, Publisher, Windows and Word. Watch, listen and learn as your expert instructors guide you through each lesson step-by-step. During this media-rich learning experience, you will see each function performed just as if your instructor were there with you. Reinforce your learning with the text of our fifteen printable classroom instruction manuals (Introductory, Intermediate and Advanced), additional images and practice exercises. This complete Microsoft Office course covers the same curriculum as our classroom trainings and was designed to provide a solid foundation in Office.
Whether you are completely new to Microsoft Office or upgrading from an older version, this course will empower you with the knowledge and skills necessary to be a proficient user. We have incorporated years of classroom training experience and teaching techniques to develop an easy-to-use course that you can customize to meet your personal learning needs. Simply launch a video lesson or open one of the manuals and you’re on your way to mastering Office. This package also includes bonus lessons for version 2007, making an upgrade from earlier versions a breeze.
Who this course is for:
- Anyone wanting to learn Microsoft Office.