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Access 2007 lesson1

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  • 1. 1 ACCESS LESSONAccess – 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 4. Vocabulary 4  Best fit  Compacting DatabaseAccess – Lesson 1   Database management system (DBMS)  Datasheet Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 5. Vocabulary (continued) 5  Datasheet selector  Field value  Datasheet view  Navigation Pane  Field  Record  Field name  Record selectorAccess – Lesson 1  Field selector Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 7. Starting Access 7  Click the Start button.  Point to All Programs.  Click Microsoft Office.  Click Microsoft Office Access 2007.Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 8. 8Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 11. Database Objects in a Nutshell 11Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 12. 12Access – Lesson 1 Table Navigation Datasheet Panel Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 13. Interface of Access 2007 13 WindowAccess – Lesson 1 Navigation panel Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 14. Opening a Database 14 (continued)  Access Screen: Has a title bar, Quick Access toolbar, Ribbon, status bar.  Database Objects: The database file storesAccess – 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 16. Records vs. Fields 16Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 17. Navigate a Table Datasheet 17Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 18. Record Navigation bar 18Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 19. Navigate the Datasheet with 19 KeysAccess – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 20. Select Datasheet, Record, and 20 FieldAccess – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 21. Resize the Row 21Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 22. Resize the Column 22Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 23. Move a Column 23Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 24. Access Theme Color 24Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 25. Print Preview 25Access – Lesson 1 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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 theAccess – Lesson 1 same way as in other Office programs.  Be careful not to paste data over existing data you want to keep. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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 Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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 yourAccess – Lesson 1 printer and number of copies.  Click the Quick Print command to print datasheet without changing printer settings. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 32. Compacting and Repairing a Database 32  Compacting a database rearranges how the data is stored to optimize performance.  Access combines compacting and repairingAccess – Lesson 1 into one process. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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. Microsoft Office 2007: Introductory Pasewark & Pasewark
  • 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 rowAccess – 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. Microsoft Office 2007: Introductory Pasewark & Pasewark

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