1 Pasewark & Pasewark

Microsoft Office 2003:Introductory

INTRODUCTORY MICROSOFT ACCESS

Lesson 1 – Access Basics

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Objectives

Understand databases. Start Access and open a database. Identify parts of the Access screen. Identify the database objects. Understand database terminology.

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Objectives (cont.)

Create a new database and a new table. Design, modify, name, and save a table. Navigate a database and enter records. Print a table and exit Access.

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Terms Used in This Lesson

Database management system

Datasheet view Design view

Entry Field Field name Primary key Record

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Start Access and Open a Database

Click the Start button, select All Programs, select Microsoft Office, and click Microsoft Office Access 2003.

The Access startup screen appears, giving you the option of opening an existing database or creating a new one.

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Microsoft Office 2003: Introductory Pasewark & Pasewark

Open a Database

From the Getting Started task pane, click More files and choose a database from the Open dialog box.

Create a new database by clicking the Blank Database option in the New File task pane.

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Microsoft Office 2003: Introductory Pasewark & Pasewark

Identify Parts of the Access Screen

The Access screen has a title bar, menu bar, and toolbar.

The Status bar is at the bottom of the screen.

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Identify the Database Objects

OBJECT DESCRIPTION

TableTables store data in a format similar to that of a worksheet. All database information is stored in tables.

QueryQueries search for and retrieve data from tables based on given criteria. A query is a question you ask the database.

FormForms allow you to display data in a custom format. You might, for example, create a form that matches a paper form.

ReportReports also display data in a custom format. Reports, however, are especially suited for printing and summarizing data. You can even perform calculations in a report.

PageData access pages let you design other database objects so that they can be published to the Web.

MacroMacros automate database operations by allowing you to issue a single command that performs a series of operations.

ModuleModules are like macros but allow much more complex programming of database operations. Creating a module requires the use of a programming language.

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Understand Database Terminology

Record – complete set of database fields. Field – categories of data that make up

records. Field name – name that identifies a field. Entry – data entered into a field.

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Create a New Database

Create a new database by opening the File menu and choosing New. The Access startup screen appears.

In the New File task pane, choose Blank Database.

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Microsoft Office 2003: Introductory Pasewark & Pasewark

Create a New Table

Create a new table by clicking Tables on the Objects bar.

Click the New button.

The New Table dialog

box appears, where

you can choose a way

to create a table.

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Design, Modify, Name, and Save a Table

Design the table: Enter the field name, data type, and description.

Save and name the table: Open the File menu and choose Save.

Modify the table: Go to Design view and make changes.

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Navigate a Database and Enter Records

To display a table in Datasheet view, select the table and click Open, or click the View button on the toolbar while in Design view.

Enter records directly into the table using Datasheet view.

Press Enter or Tab to move to the next field as you enter data.

Changes are saved automatically. There is no need to save.

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Microsoft Office 2003: Introductory Pasewark & Pasewark

Print a Table and Exit Access

Open the File menu and choose Print, or click the Print button on the toolbar to display the Print dialog box.

Choose to print all records, only those selected, or the pages to print (for long tables).

Click Setup to change the margins. Click Properties to change the orientation. Exit Access by opening the File menu and

choosing Exit.

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Summary

Access is a database management system that allows you to store, retrieve, analyze, and print information.

You can open an existing database from the File menu or from the Getting Started task pane displayed on the right side of the screen.

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Summary (cont.)

A database is a collection of objects that work together to store, retrieve, and display data, print reports, and automate operations. The object types are tables, queries, forms, reports, macros, and modules.

A record is a complete set of data. Each record is made up of fields. Each field is identified by a field name. The actual data entered into a field is called an entry.

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Summary (cont.)

You can create a new database by opening the File menu and choosing New. Choose Blank Database in the New File task pane.

Create a new table by clicking Tables on the Objects Bar. Enter records into the table using Datasheet view.

As in other Office 2003 applications, you exit Access by opening the File menu and choosing Exit.