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Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
Access 2010
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Access 2010

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Transcript

  • 1. Access 2010 New Choices Diane M. Coyle Spring 2011
  • 2. Topics
    • Databases defined
    • Database objects
    • Open a database
    • Enter data
    • Reports
    • Basic queries
    • Compacting & closing a database
  • 3. Databases
    • A database is a collection of related information
    • System used to manage large amounts of data
      • Store
      • Retrieve
      • Analyze
      • Print
    • Maintain customer files, mailing lists, track orders, inventory, etc.
  • 4. Databases – An Example
    • Purchase several items, either online or through a catalog
      • Identified by Customer ID, phone #, etc.
      • Place order
    • Which is easier?
      • Enter name, address, contact info for each item
      • Save info once, access it using unique number
  • 5. Databases
    • Flat file – Excel
    • One item = One record
    • Multiple items = Duplicated data
  • 6. Databases
    • RDBMS – Relational Database Management System
      • Uses multiple tables for specific topics
      • Primary key used to identify records
      • More efficient, tables are related
  • 7. Database vs. Spreadsheet
    • Safer – Data saved upon entry
    • Handle More Info – More efficient
    • Link Related Data – More versatile
    • Multiuser – Simultaneous updates by multiple users
  • 8. Databases
    • Access is significantly different from other Office applications
    • Access 2007/2010 files use .accdb extension
    • Older versions use .mdb extension
    • Database window – Opens when a database is opened
  • 9. Database Objects
    • Tables – Basic building block of a database, stores related data
    • Queries – “Stored questions” about the data kept in the tables
      • Search, sort & limit data
      • Often form the basis for reports
  • 10. Database Objects
    • Forms – Data entry screens used to view and enter information into the database
    • Reports – Hard copy printouts of information from the database
  • 11. Database Building Blocks
    • Database
      • Tables
        • Records
          • Fields
  • 12. Database Structure
    • Data stored in records
    • Records
      • Related information
      • Displayed in rows
    • Fields
      • Individual pieces of information
      • Displayed in columns
      • Field name = Column heading
  • 13. Database Structure
    • Input mask – Field property used to ensure data is entered in proper format
    • Data type – Helps computer interpret data
      • Text is most common
      • Memo, Number, Date/Time, Currency, AutoNumber, Yes/No, etc. are also options
  • 14. Database Structure
    • Datasheet View
      • Used to display records
      • Field names at top of column
      • Records shown in rows
    • Design View
      • Used to design or modify table
    • View Button – Toggles between views
  • 15. Database Structure
    • Navigation buttons – Bottom of database window
    First Record Previous Record Selected Record Next Record Last Record New Record
  • 16. Database Structure
    • Ribbon options change depending upon which object is open (table, query, etc.)
  • 17. Entering Data
    • Enter data in datasheet view or by using a form
      • Datasheet view allows multiple records to be viewed
      • Forms show data one record at a time
    • Move from field to field by using Tab or Enter
    • Notice Record Selector icon changes
    • Records are saved as soon as you move to a new line
  • 18. Deleting Data
    • Use Record Selector to select entire record, press Delete
    • Warning message displays as a safeguard
    • Deleted records can NOT be retrieved
  • 19. Reports
    • Based upon tables or queries
    • Print all records or just those meeting certain criteria
  • 20. Basic Queries
    • Used to obtain specific information
    • Create using Wizard or Design View
    • Queries give real power to databases
  • 21. Compacting & Closing a Database
    • Access databases can be very large
    • Most of the file stays on the disk (network, hard drive, etc.), only portions in use load into RAM
    • Records are saved automatically
    • Access prompts you to save if changes are made to object structure
    • Close all open objects before closing Access
  • 22. Compacting & Closing a Database
    • Access retains space for items even after deletion
    • Compacting reclaims this space
      • Improves efficiency
      • Minimizes amount of storage space needed
    • Click the File tab> Info > Compact and Repair

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