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Access 2010

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Transcript

  • 1. Access 2010
  • 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