Microsoft Office 2010: Introductory 1Access – Lesson 1 ACCESS LESSON 1 ACCESS BASICS Pasewark & Microsoft Office 2010: Introductory Pasewark
Objectives 2 Understand databases and database terminology. Start Access, open a database and open an object.Access – Lesson 1 Identify the parts of the Access screen. Navigate a datasheet. Edit a record and undo a change. Microsoft Office 2010: Introductory Pasewark & Pasewark
Objectives (continued) 3 Select records and fields. Delete a record. Cut, copy, and paste data. Design and create a tableAccess – Lesson 1 Insert a column name, caption, and description. Insert Quick Start fields. Assign a default value and field size. Microsoft Office 2010: Introductory Pasewark & Pasewark
Why Database? 6 Access is a database management system (DBMS). A DBMS allows you to store, retrieve, analyze, and print information. A DBMS does not have to beAccess – Lesson 1 computerized, it can be file folders. A computerized DBMS is much faster, more flexible, and more accurate. Microsoft Office 2010: Introductory Pasewark & Pasewark
Identify database elements 8 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 2010: Introductory Pasewark & Pasewark
Define a Database 9 A database is a collection of objects. The objects work together to store, retrieve, display and summarize data.Access – Lesson 1 The object types are tables, queries, forms, reports, macros and modules. Microsoft Office 2010: Introductory Pasewark & Pasewark
Database Objects in a Nutshell 11Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Explore a Database 12Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Opening a Database (continued) 13 Access Screen: Has a title bar, Quick Access toolbar, Ribbon, status bar. Database Objects: The database file stores theAccess – Lesson 1 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 2010: Introductory Pasewark & Pasewark
14Access – Lesson 1 Records Table Navigation Datasheet Panel Microsoft Office 2010: Introductory Pasewark & Pasewark
Records vs. Fields 15Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Opening a Database (continued) 16 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 2010: Introductory Pasewark & Pasewark
Navigate a Table Datasheet 17Access – Lesson 1 Record Navigation Bar Microsoft Office 2010: Introductory Pasewark & Pasewark
Manage Tables…continued A Record Navigation bar displays at the bottom of the screen just above the Status bar and contains buttons to navigate in the table.Access – Lesson 1
Manage Tables…continued To add a new record: 1. Open the desired table. 2. Click the NewAccess – Lesson 1 button in the Home tab. 3. Type the desired data.
Manage Tables…continued The pencil icon indicates that the record is being edited and that the changes to the data have not been saved.Access – Lesson 1
Manage Tables…continued To delete a record: 1. Open the desired table. 2. Click the Delete button arrow in the Home tab.Access – Lesson 1 3. Click the Delete Record option at the drop- down list. 4. Click the Yes button.
Manage Tables…continued To insert a new field: 1. Open the desired table. 2. Click in the first fieldAccess – Lesson 1 below the Click to Add heading. 3. Type the desired data.
Manage Tables…continued To move a field column: 1. Select the desired column. 2. Position the mouse pointer on the heading. 3. Hold down the left mouse button. 4. Drag to the desired location.Access – Lesson 1 5. Release the mouse button.
Manage Tables…continued To change the table column width: 1. Double-click theAccess – Lesson 1 column boundary.
1) Data in a database is stored into 3) When working in a table, this icon these, which contain information for indicates that the record is being related items. edited. a. groups a. forward slash b. tables b. asterisk c. structures c. arrow d. objects d. pencil 2) This displays the database name 4) To change the table columnAccess – Lesson 1 followed by the program name. width, double-click this. a. Navigation bar a. column boundary b. Ribbon b. row boundary c. Title bar c. column heading d. Status bar d. row heading
Record Navigation bar 26Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Navigate the Datasheet with Keys 27Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Select Datasheet, Record, and Field 28Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Resize the Row 29Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Resize the Column 30Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Move a Column 31Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Access Theme Color 32Access – Lesson 1 Microsoft Office 2010: Introductory Pasewark & Pasewark
Design a Table Tables are the first objects created in a new database and all other objects in a database rely on a table for data. Designing a database involves planning the number of tables needed and the fields that will be included in each table. Design principles: Reduce redundant dataAccess – Lesson 1 Increase efficiency
Create a Table…continued To create a table in Datasheet view: 1. Open the desired database. 2. Click the Create tab. 3. Click the Table button in the Tables group.Access – Lesson 1
Data Types in Table 35 Data Type Description Button Alphanumeric data up to 255 characters in length that is used as an identifier and not for calculating, such as a name, Text an address, or a value such as a telephone number or social security number. Positive or negative values that can be used in calculations;Access – Lesson 1 Number do not use for values that will calculate monetary amounts (see Currency). Values that involve money; Access will not round off Currency during calculations. Use this data type to ensure dates and times are entered and Date & Time sorted properly. Data in the field will be either Yes or No; True or False, On or Yes/No Off. Microsoft Office 2010: Introductory Pasewark & Pasewark
Create a Table…Rename the Field To rename a field heading: 1. Right-click the desired heading. 2. Click the RenameAccess – Lesson 1 Field option at the shortcut menu. 3. Type the new name.
Create a Table… Insert Name, Caption, and Description To display the Enter Field Properties dialog box: 1. Click the Table Tools Fields tab. 2. Click the Name & Caption button in the Properties group.Access – Lesson 1
Create a Table…Insert Field Properties At the Enter Field Properties dialog box, type the desired name for the field heading in the Name text box. The Description text box is another source for providing information about the field to someone using the database.Access – Lesson 1
Create a Table…continued To assign a default value: 1. Click the Table Tools Fields tab. 2. Click the Default Value button in the Properties group. 3. At the Expression Builder dialog box, type the default value.Access – Lesson 1 4. Click OK.
1) By default, Access prints a table in 3) If you assign a text data type to a in this orientation. field, the maximum length you can a. Scenic enter in the field is this. b. Panoramic a. 155 c. Landscape b. 255 d. Portrait c. 355 d. 455 2) This is one piece of information 4) Access automatically applies thisAccess – Lesson 1 about a person, a place, or an data type to the first field in a item. table. a. field a. Text b. record b. Number c. table c. AutoNumber d. database d. Date