Microsoft Access 2003 Illustrated Introductory with Access 2003 Getting Started

Microsoft Access 2003 Microsoft Access 2003 Illustrated IntroductoryIllustrated Introductory

with Access 2003with Access 2003Getting StartedGetting Started

2Getting Started with Access 2003

Understand relational databasesUnderstand relational databases Learn database terminologyLearn database terminology Start Access and open a databaseStart Access and open a database Work with the database windowWork with the database window

ObjectivesObjectives


ObjectivesObjectives

Navigate recordsNavigate records Enter recordsEnter records Edit recordsEdit records Preview and print a datasheetPreview and print a datasheet Get Help and exit AccessGet Help and exit Access


Understand relational Understand relational databasesdatabases

Access is a relational database Access is a relational database programprogram

Access is used to enter, edit, and Access is used to enter, edit, and analyze lists of dataanalyze lists of data

Relational databases minimize Relational databases minimize redundant dataredundant data


Advantages of AccessAdvantages of Access

Duplicate data is minimized Duplicate data is minimized Information is more accurateInformation is more accurate Data entry is faster and easierData entry is faster and easier Information can be viewed and Information can be viewed and

sorted in multiple wayssorted in multiple ways


Advantages of Access Advantages of Access

Information is more secureInformation is more secure Information can be shared among Information can be shared among

several usersseveral users Information retrieval is faster and Information retrieval is faster and

easiereasier


Comparing Excel to Access Comparing Excel to Access

Additional layout capabilitiesAdditional layout capabilities More storage capacityMore storage capacity Linked tablesLinked tables Multiuser capabilitiesMultiuser capabilities Better data entry formsBetter data entry forms


Learning Database TerminologyLearning Database Terminology

Field make up recordsField make up records Records make up tablesRecords make up tables Tables make up a relational Tables make up a relational

databasedatabase


Access ObjectsAccess Objects

TableTable: stores all data: stores all data QueryQuery: answers a question: answers a question FormForm: provides data entry form: provides data entry form ReportReport: provides formatted output: provides formatted output



PagePage: creates a dynamic Web page: creates a dynamic Web page MacroMacro: stores repetitive actions: stores repetitive actions ModuleModule: stores VBA code: stores VBA code


REPORTS


TABLES

FORMS

QUERIESDatagoesin Printouts

All data is stored in tables, no matter how it is entered


Starting Access and Opening Starting Access and Opening a Databasea Database

Starting AccessStarting Access– From the Start menuFrom the Start menu– From a ShortcutFrom a Shortcut


Starting Access and Opening Starting Access and Opening a Databasea Database


Starting Access and Opening a Starting Access and Opening a DatabaseDatabase

Opening a Database within AccessOpening a Database within Access– Access Task PaneAccess Task Pane– Access Open buttonAccess Open button

Opening a Database from WindowsOpening a Database from Windows– My ComputerMy Computer– Windows ExplorerWindows Explorer


Working with the Database Working with the Database WindowWindow

Be able to identify these elements on Be able to identify these elements on the next slide:the next slide:

Access title bar Access title bar Database toolbarDatabase toolbar Database window toolbar Database window toolbar Object barObject bar Status barStatus bar


Working with the Database Working with the Database WindowWindow


Navigating RecordsNavigating Records

Know the Know the keyboard shortcutskeyboard shortcuts Understand Understand EditEdit Mode versus Mode versus

NavigationNavigation Mode Mode Recognize the Recognize the current record current record

symbolsymbol


Navigating RecordsNavigating Records

ShortcutShortcut Moves to the….Moves to the….

Tab or EnterTab or Enter Next field of the current recordNext field of the current record

Shift+TabShift+Tab Previous field of the current recordPrevious field of the current record

HomeHome First field of the current recordFirst field of the current record

EndEnd Last field of the current recordLast field of the current record

Ctrl+HomeCtrl+Home First field of the first recordFirst field of the first record

Ctrl+EndCtrl+End Last field of the last recordLast field of the last record

F5F5 Specific record Specific record


Entering RecordsEntering Records

Use either Use either New Record buttonNew Record button Be able to Be able to movemove datasheet columns datasheet columns Be able to move through fields using Be able to move through fields using

TabTab or or EnterEnter All new records are entered at the All new records are entered at the

endend of the datasheet of the datasheet Records can be reordered by Records can be reordered by sortingsorting

themthem


Entering RecordsEntering Records

AutoNumberAutoNumber fields automatically fields automatically increment to the next valueincrement to the next value

Correct spelling is importantCorrect spelling is important– ManhattanManhattan vs. Manhatan vs. vs. Manhatan vs.

ManhattenManhatten Consistent capitalization is importantConsistent capitalization is important

– CooperCooper vs. cooper vs. COOPER vs. cooper vs. COOPER


Editing RecordsEditing Records

Recognize the Recognize the EditEdit symbolsymbol Use the Use the Undo buttonUndo button to undo an entry to undo an entry Use the Use the Delete Record buttonDelete Record button Use Use EscEsc to remove changes to a to remove changes to a

record still being editedrecord still being edited ResizeResize columns to see all data clearly columns to see all data clearly


Previewing and Printing a Previewing and Printing a DatasheetDatasheet

Know how to Zoom in and Know how to Zoom in and outout

Work with the Page Setup Work with the Page Setup dialog boxdialog box

Use the Print Preview Use the Print Preview toolbartoolbar


Page Setup dialog boxPage Setup dialog box

MarginsMargins Print HeadingsPrint Headings Page OrientationPage Orientation Paper SizePaper Size PrinterPrinter ColumnsColumns


Getting Help and Exiting Getting Help and Exiting AccessAccess

Ways to get Ways to get HelpHelp:: Help menuHelp menu Help buttonHelp button Type a question for help boxType a question for help box


Getting Help and Exiting Getting Help and Exiting AccessAccess

Ways to exit Access:Ways to exit Access: Use the File>Exit menu optionUse the File>Exit menu option Click the Close buttonsClick the Close buttons


SummarySummary

Use Access to create and work with Use Access to create and work with relational databasesrelational databases

The database window helps you The database window helps you work with Access objectswork with Access objects

Access objects help you find, enter, Access objects help you find, enter, and manage informationand manage information

Access Help provides additional Access Help provides additional informationinformation

Documents

Microsoft Access 2003 Illustrated Introductory with Access 2003 Getting Started