This document provides an overview and introduction to Microsoft Access. It defines key database terminology and explains how to start Access, open a database, navigate and edit records in a table, change the appearance of a datasheet, and print and close objects. The objectives are to understand basic Access and database concepts and learn how to perform common tasks in Access like opening, editing, and viewing tables.

1. 1
ACCESS LESSON
Access – Lesson 1
1
ACCESS BASICS
Microsoft Office 2007:
Pasewark &
Pasewark Introductory

2. Objectives
2
 Understand databases and database
terminology.
 Start Access, open a database and open an
object.
 Identify the parts of the Access screen.
Access – Lesson 1
 Navigate a datasheet.
 Edit a record and undo a change.
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3. Objectives (continued)
3
 Select records and fields.
 Delete a record.
 Cut, copy, and paste data.
 Change the appearance of a datasheet.
Access – Lesson 1
 Preview and print a table
 Close an object and exit Access.
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4. Vocabulary
4
 Best fit
 Compacting
Database
Access – Lesson 1

 Database management system (DBMS)
 Datasheet
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5. Vocabulary (continued)
5
 Datasheet selector  Field value
 Datasheet view  Navigation Pane
 Field  Record
 Field name  Record selector
Access – Lesson 1
 Field selector
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6. Database Basics
6
 Access is a database
management system (DBMS).
 A DBMS allows you to store,
retrieve, analyze, and print
information.
Access – Lesson 1
 A DBMS does not have to be
computerized, it can be file
folders.
 A computerized DBMS is much
faster, more flexible, and more
accurate.
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7. Starting Access
7
 Click the Start button.
 Point to All Programs.
 Click Microsoft Office.
 Click Microsoft Office Access 2007.
Access – Lesson 1
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8. 8
Access – Lesson 1
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9. Opening a Database
9
 A database is a collection of objects.
 The objects work together to store, retrieve,
display and summarize data.
 The object types are tables, queries, forms,
reports, macros and modules.
Access – Lesson 1
 When you open an existing database from the
Open Recent Database pane, the Navigation
Pane opens.
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10. Identify database elements
10
Elements of databases
A database stores information in an
organized way, and makes it easy to
get information in and out.
Tables store data within the database.
Access – Lesson 1
Forms make it easy to put data into
tables.
Queries pull out specific data.
Reports put data in an easily-read
format.
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11. Database Objects in a Nutshell
11
Access – Lesson 1
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12. 12
Access – Lesson 1
Table
Navigation Datasheet
Panel
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13. Interface of Access 2007
13
Window
Access – Lesson 1
Navigation panel
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14. Opening a Database
14
(continued)
 Access Screen: Has a title bar, Quick
Access toolbar, Ribbon, status bar.
 Database Objects: The database file stores
Access – Lesson 1
the database objects.
 Navigation Pane: Displays the objects
contained in a database. When you
double-click an object, it opens in the main
part of the Access screen.
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15. Opening a Database
15
(continued)
 Working with Records
A record is a complete set of data.
 Each record is made up one or more fields.
 Each field has a field name.
Access – Lesson 1
 The data in the field is the field value.
 In Datasheet view, the table displays data in
rows and columns in a datasheet.
 You can use the pointer or keys to navigate
to fields.
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16. Records vs. Fields
16
Access – Lesson 1
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17. Navigate a Table Datasheet
17
Access – Lesson 1
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18. Record Navigation bar
18
Access – Lesson 1
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19. Navigate the Datasheet with
19
Keys
Access – Lesson 1
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20. Select Datasheet, Record, and
20
Field
Access – Lesson 1
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21. Resize the Row
21
Access – Lesson 1
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22. Resize the Column
22
Access – Lesson 1
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23. Move a Column
23
Access – Lesson 1
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24. Access Theme Color
24
Access – Lesson 1
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25. Print Preview
25
Access – Lesson 1
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26. Editing Records
26
 To make editing easier, use the record
navigation bar.
 If you make a mistake, you can click the Undo
button on the Quick Access Toolbar.
 Field selector selects the column.
Access – Lesson 1
 Record selector selects the row.
 Datasheet selector selects the entire
datasheet.
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27. Editing Records (continued)
27
 To delete a record, select the record and press
Delete.
 Deleting a record is permanent and cannot be
restored with the Undo command.
 The Cut, Copy, and Paste commands work the
Access – Lesson 1
same way as in other Office programs.
 Be careful not to paste data over existing data
you want to keep.
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28. Changing Datasheet Layout
28
 Changing Row Height: Drag the row border up
or down, or specify an exact height.
 Changing Column Width: Drag the column
border or specify best fit for automatic
adjustment to best column width.
Access – Lesson 1
 Rearranging Columns: Select field selector for
column and drag to new location.
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29. Changing Datasheet Layout (continued)
29
 Freezing Columns: Use Freeze command on
Home tab.
 Changing the Background Row Color: Use
Alternate Fill/Back Color on Home tab.
Access – Lesson 1
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30. Previewing and Printing a Table
30
 Before printing, view datasheet in Print
Preview.
 Print a datasheet by clicking the Office Button
and pointing to Print.
 The dialog box allows you to choose your
Access – Lesson 1
printer and number of copies.
 Click the Quick Print command to print
datasheet without changing printer settings.
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31. Saving and Closing Objects
31
 When you change data, Access saves your
changes automatically.
 When you change format, you need to save
your work by clicking the Save button on the
Quick Access toolbar.
Access – Lesson 1
 You can close an object by clicking the Close
button on the object window.
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32. Compacting and Repairing a Database
32
 Compacting a database rearranges how the
data is stored to optimize performance.
 Access combines compacting and repairing
Access – Lesson 1
into one process.
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33. Closing a Database and Exiting Access
33
 Close the database by clicking the Office
Button, and then clicking Close Database.
 Exit Access by clicking the Office Button and
then clicking Exit Access.
Access – Lesson 1
 You can also close Access by clicking the
Close button on the title bar.
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34. Summary
34
 Access is a database management system (DBMS).
 A computerized DBMS allows you to store, retrieve,
analyze and print information.
Access – Lesson 1
 A database is a collection of objects: tables, queries,
forms, reports, macros and modules.
 You can open an existing database from the Open
Recent Database pane or by clicking the Office
Button, then the Open command.
 Access screen has a title bar, Quick Access Toolbar
and Ribbon. Microsoft Office 2007: Introductory Pasewark & Pasewark

35. Summary (continued)
35
 A record is a complete set of data. Each record is made
up of fields. Each field has a field name. The data in
the field is a field value.
 Use your keyboard or the record navigation bar to
navigate through a datasheet.
 To select a row, click the record selector for the row.
Access – Lesson 1
 To select a field, click the field selector for the column.
 To select all fields and rows, click the datasheet selector.
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36. Summary (continued)
36
 To delete a record, select the record and press the
Delete key.
 Use Cut, Copy and Paste buttons to move and copy
data.
 You can make many layout changes, such as row
Access – Lesson 1
height, column width and background color.
 Before printing, use Print Preview to check settings.
 To exit Access, click the Close button on the title bar.
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