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Introduction

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, Backstage view, Navigation pane, Document Tabs bar, and Record Navigation bar. You will also learn how to navigate with a navigation form, if your database includes one.

Throughout this tutorial, we will be using a sample database. If you would like to follow along, download our 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

If you are familiar with Access 2007, you'll notice that there are not too many changes to the 2010 interface other than the addition of Backstage view

However, if you are new to Access, you will first need to take some time to familiarize yourself with the Access environment.

Click the buttons in the interactive below to learn how to navigate the Access window.

Working with your Access environment

The Ribbon and Quick Access toolbar are where you will find the commands you will use to perform 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 Tools and Table Tools, may appear only when you are working with certain objects like forms and tables. These tabs are called contextual tabs, and they are highlighted in a contrasting color to distinguish them from normal tabs.

To minimize and maximize the Ribbon:

The Ribbon is designed to be easy to use and responsive to your current task; however, 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 Ribbon
2. To maximize the Ribbon, click the arrow again.

When the Ribbon is minimized, you can make it reappear by clicking 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 Save, Undo, and Repeat commands. If you'd like, you can customize it by adding additional commands.

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 Undo command 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 and the File Menu from earlier versions of Access. However, unlike these 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 2010
2. You can choose an option on the left side of the page.
3. To get back to your database objects, click any tab on the Ribbon.

Click the buttons in 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 open, rename, and delete objects using the Navigation pane.

To minimize and Maximize the Navigation pane:

The Navigation pane is designed to help you manage all of 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 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 click and drag the right border of the Navigation pane. When it is the desired size, release your mouse.

To sort 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 want 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 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, 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 objects
3. The objects in the Navigation pane will now be sorted to reflect your choice.
   The Navigation Pane with the objects now sorted by tables and related views
   
   

To further customize the appearance of the Navigation pane, you can 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 .

Databases with navigation forms

Some databases include a navigation form that opens automatically when the database is opened. Navigation forms are designed to be 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 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.

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 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.

Challenge!

1. Open Access 2010 on your computer. Open an existing database. If you want, you can use our sample database.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs, and notice how the Ribbon options change.
4. Resize the Navigation pane to make it take up less room.
5. Re-sort the objects in the Navigation pane.

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