Access 2010


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Access 2010

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