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Access basics

Unit objectives Define database and database-related

terminology, and plan a database Start Access and open, create, view,

and close a database Create, save, close, and delete tables Get help

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Topic A

Topic A: Database basics Topic B: Getting started Topic C: Database tables Topic D: Getting help

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Database basics

Collection of data or information Examples:

– Phonebook– Filing cabinet

Relational databases – Tables– Entities– Properties

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Database terminology

Data value– Item of data

Record– Single set of related data values

Field– Column or cell in a table

Table– Collection of records

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Database planning considerations

Database purpose Number of tables and type of

information Fields in each table Information to extract How to enter data Reports

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Topic B

Topic A: Database basics Topic B: Getting started Topic C: Database tables Topic D: Getting help

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Getting started

Access is an RDMS Used for data:

– Storage– Organization– Retrieval

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Opening a database

1. Select Open an existing file and click OK.

2. Navigate to a folder and select a database.

3. Click Open.

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Creating and saving a database

1. Choose File, New.

2. Click OK.

3. Use the Save in list to specify a location.

4. In the File name box, type the database name.

5. Click Create.

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Using the Database Wizard

1. Choose File, New or click

2. Select template from Database tab.

3. Click OK.

4. Specify a folder and a name.

5. Choose Create to open the Database Wizard.

6. Follow steps and click Finish.

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Database views

Print Preview Datasheet View Design View Form View SQL View

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Adding a toolbar

1. Choose View, Toolbars

2. Select the toolbar you want to add

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Closing a database

Choose File, Close. Click the Close box on menu bar. Double-click database Control icon. Click database Control icon and

choose Close.

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Closing Access

Choose File, Exit. Double-click the Access Control menu. Click the Access Control menu icon

and choose Close. Press Alt+F4.

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Topic C

Topic A: Database basics Topic B: Getting started Topic C: Database tables Topic D: Getting Help

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Database relationship

Tables contain related data Relationships connect tables

– Common fields in two or more tables

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Referential integrity

Set of rules that makes relationships valid

Prevents accidental deletion or modifications

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The Table Wizard

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A table in Design view

Row selector

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The Save As dialog box

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Deleting a table

1. Close the table you want to delete.

2. In the Database window, display the table objects.

3. Select the table you want to delete, and press Delete.

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Topic D

Topic A: Database basics Topic B: Getting started Topic C: Database tables Topic D: Getting Help

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The Microsoft Access Help window

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The Office Assistant

Animated character that helps you interact with Help system

Type questions to find Help topics

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Unit summary

Learned what a database is, defined database-related terms, and learned how to plan a database

Learned how to open, create, save, view, and close databases

Created, saved, closed, and deleted tables

Used the Help window and the Office Assistant to get help