Lesson 01:

Introduction to Database Software

At the end of this lesson, students should be able to:• State the usage of database software.

• Start a database software.

• State the steps of starting database software.

• State and identify features in database software and demonstrate understanding of user interface

• State the main toolbars in database software: Database bar, Database Window bar, Object bar

• List icons in the database bar, database window bar and object bar.

• State the functions of icons in database bar, database window bar and object bar.

At the end of this lesson, students should be able to:

Introduction to Database Software

Example of database

Example of database

Introduction to Database Software

software creating of database

A database is the computer equivalent of an organized list of information. Typically, this information has a common subject or purpose, such as the list of employees, phonebook guide or a classmates address book. 

Meaning of Database

Microsoft Access 2003 (Access 2003) is a database system management (database programs). It can store, manage, manipulate, analyze, retrieve, display or publish information from database. 

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• Data can be stored systematically

• Reduce space of storing data

• Ease to retrieve, update, delete,and

store data

• Reduce time to manage data 

Usage of Database Software

This is icon MS Access 2003

Starting MS Access 2003

1. There are two methods to start / launch yourMicrosoft Access 2003.

Method 1:

Shortcut icon MS Access 2003

Click-on the Start button, then click All Programs, then click-on Microsoft Access 2003 (Figure 1)

Method 2:

Figure 1

2. The following Access 2003 Getting Started Task Pane will appear on the right side of your Access 2003 screen. (refer figure 2).

3. In the Open area of the Access 2003 Getting Started Task Pane, click the left mouse button on Create a new file.

Figure 2

4. The New File menu screen on the top will appear when you click the left mouse button on Create a new file.

5. Click–on Blank database. (Figure 3)

Click here

Figure 3

6. A File New Database menu screen, similar to the one below, will be on your screen. We’ll have to do several “things” to set-up this screen to save your database. ( Figure 4 )

Figure 4

7. Click-on the small down arrow on the right. Choose My Documents to save by double clicking on the folder. Your selection should now appear in the Save in : area. (Step 1)

Step 1

Figure 5

8. Next click-in the area to the right of File Name. Type-in the word students profile as shown at the bottom of the above image. (Step 2)

Step 2

Figure 6

9. Now click-on the Create button. (Step 3)

Step 3

Figure 7

Click students profile. (refer Figure 8)

Click Students profile

Figure 8

10. The following Students Profile: Database menu screen will appear. ( Figure 9 )

Figure 9

11. Click File and click Exit to end this session and to close Ms Access 2003

Once you have created a database, you will see your database in the Open portion of the Task Pane.

Open Existing Database

1. There are two methods to open existing database:

Method 1:

Click File in the Menu Bar, then click Open. (refer figure 10)

Method 2:

Figure 10

3. When the Open menu screen appears, click the small down arrow to the right of the Look in area and select My Documents.

4. Then click the name of your database (e.g. students profile.mdb) and then click Open.

Select My Documents

Click students profile

Figure 11

Tables, Queries, Forms, Report, Pages, Macros and Modules.

Database window title bar

Objects bar

Groups bar

Database window

Database window menu bar Database

toolbar

Access window title bar

Database window toolbar bar

Figure 12

There are 4 important objects as stated in the table below.

Objects Bar

Function

Table

A collection of records that identify a category of data, such as Customers, Orders, or Inventory. Data inside a table is arrange by column name field and row named Record.Field – A single characteristic or attribute of a person, place, object, event, or idea.Record – A set of related field values.

Objects Bar

Function

FormUse to enter new information, to edit or remove existing information or to locate information.

Query

Used to locate information, to view, change or analyze it in various ways. A select query retrieves data from one or more tables and displays the result in datasheet. A select query can be used to group record and calculate sums, counts, averages and other types of totals.

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Objects Bar

Function

Report

Typically used to summarize, organize and analyze information in order to express a particular point of view to specific audience.

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Exit DatabaseClick File and Exit to stop this session (refer figure 13)

Figure 13