Microsoft Office Acess 2003 Training An Intro Guide to Acess
2003 Mr Garel presents:
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Meet the Document
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The Benefits A database is much more than just a list or table.
It gives you true command of your data, enabling you to retrieve
it, sort it, analyze it, summarize it, and report results in
moments. It can combine data from various files, so that you never
have to enter information twice. It can even make data entry more
efficient and accurate. Access unlocks the full value of your
data.
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Not just a Normal List Let's say that you're the secretary of a
large hiking club. You have a list of recycling volunteers, a list
of holiday party volunteers, addresses for newsletter labels, a
membership list, and so on. Suppose that a club member, who appears
on a number of lists, changes her e-mail for the second time this
year. With only a set of lists, you'd have the tiresome job of
changing that information everywhere it occurs. With a
well-structured database, you'd have to change it only once. The
database takes care of everything else. A key benefit of Access is
avoiding the complications of multiple lists.
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Not just a Normal List If you're just working with 10 or so
items, then you'll probably want to create a simple list, perhaps
as a worksheet in Microsoft Excel or a bulleted list or table in
Microsoft Word. If your data is more complex, or changes
frequently, then an Access database gives you an advantage.
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Making Friends So, you could quickly print a list of who's
volunteered to recycle newspapers this Saturday, along with their
up-to-date addresses and phone numbers. Access creates relational
databases, which means that data is stored in various separate
tables by subject or task, but the data is related and can be
brought together in ways that you specify. Even though a club's
database might store member contact information separately from its
lists of recycling volunteers or holiday planning data, the
database can pull all this information together whenever you
want.
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Making Friends The two sets of data are relational, so that
information in one set of data (such as Nancy Davolio's name on the
recycling list) is associated with, or "knows about," the
applicable information in the other set of data (Nancy Davolio's
contact information). To make the most of your database, you'll
want to set up the tables of data to reflect the subjects and tasks
associated with your data. While planning your database, consider
the scenarios in which people will be entering data, looking up
data, or reporting data. A little forethought can go a long way.
upper-left corner of the worksheet.
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How is it Structured??? Access databases consist of objects.
Later in this course, we'll describe the following four important
objects in more detail: Tables store your data in rows and columns.
All databases contain one or more tables. Queries retrieve and
process your data. They can combine data from different tables,
update your data, and perform calculations on your data. Objects
are the most important parts of a database.
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How is it Structured??? Forms control data entry and data
views. They provide visual cues that make data easier to work with.
Reports summarize and print your data. They turn the data in your
tables and queries into documents for communicating ideas.