Ppt Lesson 13
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Ppt Lesson 13 Presentation Transcript

  • 1. Lesson 13 Databases Unit 2—Using the Computer
  • 2. Objectives
    • Define the purpose and function of database software.
    • Identify uses of databases.
    • Identify and define the components of a database.
    • Plan a database.
    • Create a table using a wizard.
  • 3. Objectives (cont.)
    • Enter records in a table.
    • Add a form using a wizard.
    • Create a query using a wizard.
    • Create a report using a wizard.
  • 4. Database Software Defined
    • A database is a collection of related data.
      • Address lists
      • Membership lists
      • Customer files
      • Inventory files
    • You can merge Database files with other documents, such as letters and labels.
  • 5. Database Structure
    • Database structure
      • Field: Individual piece or item of information
      • Record: Collection of related fields
      • Table: Group of records
  • 6. Creating a New Database
    • Start Access and click Blank Database.
      • The database is given a name when Access starts.
    • The database is made up of objects.
      • Tables
      • Queries
      • Forms
      • Reports
  • 7. Creating a Table
    • Enter field information.
      • Field names can have up to 64 characters and spaces.
      • Keep field names short and descriptive.
    • Identify data type.
      • Identify the type of data to be entered.
      • Data types include text, number, memo, currency, and Yes/No.
  • 8. Creating a Table (cont.)
    • Include a description.
      • Describe information in the field; a description is not always necessary.
    • Complete the Field Properties items.
      • This section is for any special formatting that may be needed, such as the size of the field.
  • 9. Creating a Table (cont.)
    • Identify the primary key field.
      • This uniquely identifies a field for each record.
    • Save the table.
  • 10. Adding Records to a Table
    • Two options to enter data
      • Enter data in Datasheet view.
      • Enter data in Form view.
    • Navigating in Datasheet view:
  • 11. Printing a Table
    • Print from Datasheet view.
    • Print in landscape orientation.
    • Print all records or selected records.
  • 12. Sorting a Table
    • Arrange records in order.
      • Ascending order arranges records from A to Z or smallest to largest.
      • Descending order arranges records from Z to A or largest to smallest.
  • 13. Modifying the Table Structure
    • Insert or delete fields.
      • When a field is deleted, all data in the field is deleted.
    • Change formatting features.
    • Change data types.
  • 14. Data Types
  • 15. Creating and Using Forms
    • A form is an object you use to input, maintain, view, and print records in a database one record at a time.
    • You can format a form with graphics.
  • 16. Querying a Database
    • A query is a question you ask about data stored in a database.
      • Search for specific records that meet given criteria.
      • Comparison operators are used to match criteria.
  • 17. Querying a Database (cont.)
    • Comparison operators
      • Equal
      • Not equal
      • Greater than
      • Greater than or equal to
      • Less than
      • Less than or equal to
      • Between and And
  • 18. Creating and Using a Report
    • Reports provide the contents of a database in customized formats.
    • Reports summarize data.
    • Reports may include all or selected records.
  • 19. Summary
    • Databases allow for organizing, storing, maintaining, retrieving, and sorting data.
    • The components of a database are objects. These include tables, queries, forms, and reports.
    • You should plan the database structure first and then create it.
  • 20. Summary (cont.)
    • After the table structure is created, you add records to the table.
    • Records can be sorted in ascending or descending order.
    • You can create a form to enter records in a table.
    • Forms are designed to simplify data entry.
  • 21. Summary (cont.)
    • You can design a query to find records that meet specified criteria.
    • A report is a formatted display of table records. In a report, you can organize, summarize, and print all or a portion of the data.