Access 2007 lesson1

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ACCESS LESSON 1

ACCESS BASICS Microsoft Office 2010: Introductory

Pasewark &

Pasewark

1 Microsoft Office 2010: Introductory

http://inpics.net/tutorials/access2007/basics2.html



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Objectives

Pasewark & Pasewark Microsoft Office 2010: Introductory

2

Understand databases and database terminology.

Start Access, open a database and open an object.

Identify the parts of the Access screen.

Navigate a datasheet.

Edit a record and undo a change.

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Objectives (continued)


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Select records and fields.

Delete a record.

Cut, copy, and paste data.

Design and create a table

Insert a column name, caption, and description.

Insert Quick Start fields.

Assign a default value and field size.

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Why Database?


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Access is a database management

system (DBMS).

A DBMS allows you to store, retrieve,

analyze, and print information.

A DBMS does not have to be

computerized, it can be file folders.

A computerized DBMS is much faster,

more flexible, and more accurate.

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Database Structure Flow Chart

Pasewark & Pasewark

Microsoft Office 2010: Introductory

7

Database File amat.accdb

Table Object

Form

Object

Query

Object

Report

Object

INPUT OUTPUT

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Identify database elements


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Elements of databases A database stores information in an organized way, and makes it easy to get information in and out.

Tables store data within the database.

Forms make it easy to put data into

tables.

Queries pull out specific data.

Reports put data in an easily-read

format.



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Define a Database


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A database is a collection of objects.

The objects work together to store, retrieve, display and summarize data.

The object types are tables, queries, forms, reports, macros and modules.

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Database Objects in a Nutshell


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Explore a Database


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Opening a Database (continued)


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Access Screen: Has a title bar, Quick Access

toolbar, Ribbon, status bar.

Database Objects: The database file stores the

database objects.

Navigation Pane: Displays the objects contained

in a database. When you double-click an

object, it opens in the main part of the Access

screen.

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Navigation

Panel

Table

Datasheet

Records

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Records vs. Fields


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Opening a Database (continued)


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Working with Records

A record is a complete set of data.

Each record is made up one or more fields.

Each field has a field name.

The data in the field is the field value.

In Datasheet view, the table displays data in rows and columns in a datasheet.

You can use the pointer or keys to navigate to fields.

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Navigate a Table Datasheet


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Record Navigation Bar

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Manage Tables…continued

A Record Navigation bar displays at the bottom of the screen just above the Status bar and contains buttons to navigate in the table.

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To add a new record:

1. Open the desired

table.

2. Click the New

button in the Home

tab.

3. Type the desired

data.

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The pencil icon indicates that the record is being edited

and that the changes to the data have not been saved.

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To delete a record:

1. Open the desired

table.

2. Click the Delete button

arrow in the Home tab.

3. Click the Delete Record

option at the drop-

down list.

4. Click the Yes button.

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To insert a new field:

1. Open the desired

table.

2. Click in the first field

below the Click to

Add heading.

3. Type the desired

data.

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To move a field column:

1. Select the desired column.

2. Position the mouse pointer on the heading.

3. Hold down the left mouse button.

4. Drag to the desired location.

5. Release the mouse button.

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To change the table

column width:

1. Double-click the

column boundary.

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1) Data in a database is stored into

these, which contain information for

related items.

a. groups

b. tables

c. structures

d. objects

3) When working in a table, this icon

indicates that the record is being

edited.

a. forward slash

b. asterisk

c. arrow

d. pencil

2) This displays the database name

followed by the program name.

a. Navigation bar

b. Ribbon

c. Title bar

d. Status bar

4) To change the table column width, double-click this.

a. column boundary

b. row boundary

c. column heading

d. row heading

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Record Navigation bar


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Navigate the Datasheet with Keys


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Select Datasheet, Record, and Field


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Resize the Row


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Resize the Column


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Move a Column


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Access Theme Color


32

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Design a Table

Tables are the first objects created in a new database and all other objects in a database rely on a table for data.

Designing a database involves planning the number of tables needed and the fields that will be included in each table.

Design principles:

Reduce redundant data

Increase efficiency

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Create a Table…continued

To create a table in Datasheet view:

1. Open the desired database.

2. Click the Create tab.

3. Click the Table button in the Tables group.

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Data Types in Table


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Data Type

Button Description

Text

Alphanumeric data up to 255 characters in length that is

used as an identifier and not for calculating, such as a name,

an address, or a value such as a telephone number or social

security number.

Number

Positive or negative values that can be used in calculations;

do not use for values that will calculate monetary amounts

(see Currency).

Currency Values that involve money; Access will not round off

during calculations.

Date & Time Use this data type to ensure dates and times are entered and

sorted properly.

Yes/No Data in the field will be either Yes or No; True or False, On or

Off.

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Create a Table…Rename the Field

To rename a field

heading:

1. Right-click the

desired heading.

2. Click the Rename

Field option at the

shortcut menu.

3. Type the new name.

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Create a Table…

Insert Name, Caption, and Description

To display the Enter Field Properties dialog box:

1. Click the Table Tools Fields tab.

2. Click the Name & Caption button in the Properties group.

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Create a Table…Insert Field Properties

At the Enter Field Properties dialog box, type the desired

name for the field heading in the Name text box.

The Description text box is another source for providing

information about the field to someone using the database.

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Create a Table…continued

To assign a default value:

1. Click the Table Tools Fields tab.

2. Click the Default Value button in the Properties group.

3. At the Expression Builder dialog box, type the default value.

4. Click OK.

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1) By default, Access prints a table in

in this orientation.

a. Scenic

b. Panoramic

c. Landscape

d. Portrait

3) If you assign a text data type to a

field, the maximum length you can

enter in the field is this.

a. 155

b. 255

c. 355

d. 455

2) This is one piece of information

about a person, a place, or an item.

a. field

b. record

c. table

d. database

4) Access automatically applies this data type to the first field in a table.

a. Text

b. Number

c. AutoNumber

d. Date

Documents

Access 2007 lesson1