1. Access Lessons 1, 2 and 3 ©2009 M and K Solutions, LLC – All Rights Reserved

2. Lessons 1 and 2 √Parts of a Database√Parts of a Table√Other Terms form field database report record datasheet view table field name design view field or data types field properties freezing input mask primary key

3. What is a database? A database is much more than just a list or table. A database is a collection of organized data that allows access, retrieval, and use of data Access is a program known as a DBMS (database management system) It gives you true command of your data. You can: ▫retrieve it ▫sort it ▫analyze it ▫summarize it ▫report results in moments ▫combine data from various files, so that you never have to enter information twice ▫make data entry more efficient and accurate.

4. Give examples of databases The school has a database of all its students, their general information, grades, etc. ▫It also contains subject, class room numbers, teachers, etc. A bookstore has a database of its books, DVDs, other products, its clients, its vendors. In general any company has a database of its products, their prices, vendors who sell them, etc. It also contains their employees, their salaries, etc. Get the picture???

5. Why learn how to use a database? All companies have large databases of information. Knowing how to retrieve and manipulate this data is powerful. Major companies pay “big bucks” for employees that can do this.

6. Why would “I” use a database? Club membership List of CDs, DVDs, etc. Address lists Can you think of others???

7. Objects of a simple database Tables store your data in rows and columns. ▫All databases contain one or more tables. Queries retrieve and process your data. ▫They can combine data from different tables, update your data, and perform calculations on your data. Forms control data entry and data views. ▫They display data in a custom format which makes it easier for the user to enter and see data. ▫They provide visual cues that make data easier to work with. Forms can show one record at a time. Reports summarize and print your data. ▫The best way to summarize and print data in a database is to print a report.

8. Parts of a database table Tables are made up of the following: Records —A complete set of data in a table. ▫All the information about each FBLA member is a record. Fields —All of the items (categories) contained in records. ▫Bill Smith, 234 Main, (479)567-9900. Field Names —Names created to identify the fields in your database. ▫Name, Address, Phone.

9. Editing a Database Table How can I edit a database table? Here are some ways… ▫You can edit or change a field name or entry. ▫You can delete records and fields. ▫You can insert records and fields. ▫You can change row and column height. ▫You can change background row color.

10. Freezing Columns & Navigation Buttons Freezing columns allows them to remain visible on the screen while you scroll to columns not currently visible. Use Navigation buttons or panel to easily move around from record to record.

11. Compacting and Repairing Compacting and Repairing --This process ▫Rearranges how the database is stored on the disk ▫Optimizes the performance of the database ▫ Repairs at the same time

12. Creating a simple database The first step is to create a blank database and name it. Access then creates the first table and gives it the name Table 1. ▫You can change the name when you save it for the first time.

13. Designing a Table A table can be designed in Datasheet View or Design View. ▫Datasheet View-- Once a table is created and designed, you enter records directly into the table. (It looks a lot like a spreadsheet.) ▫In Design View you can add, delete, and make changes to the way that fields store data. This view gives you more control. Enter field names: First Name, Address, etc. Set data types: ▫Text ▫Memo ▫Number ▫Date/Time ▫Currency ▫AutoNumber ▫Yes/No ▫OLE Object ▫Hyperlink ▫Lookup Wizard

14. Set the Primary Key The primary key is usually set for a field that is unique for each record. ▫Student ID is a good field. ▫Last Name is NOT a good field. It is marked with a key in Design View.

15. Setting Field Properties In Design View, you can set Field Properties allow you to further customize a field. Some other field properties are: ▫field size ▫format ▫input mask

16. More Field Properties Set Field Size properties. Example: Set the State field to a field size of 2. Set Default Value. This enters the same field value in a field for every time a new record is added. For example, most of the people in your database live in Springdale. Set a default value for the City field to Springdale.

17. More Field Properties Set Required Property. This specifies whether you must enter a field value in a record. If it were important in your database that you had everyone’s Student ID, set it as required. Add an Input Mask. This allows you to further customize a field; such as adding (), - and the like in phone numbers, Social Security numbers, dates, etc.

18. Lessons 3 √Reordering Records√ Selecting Certain Records ascending Filter AutoFilter descending query find wildcards sort Filter By Form Filter by Selection

19. Query A query is a database object that lets you ask the database about the data it contains In our FBLA Project, we queried to see only the members who started with a certain letter.

20. Wildcards Wildcards are used in a database to assist in filtering or finding records * means all ? means one character # means one number

21. Sorting a database Sorting —rearranges the data in the database to put it in order. ▫A descending sort arranges records from largest to smallest.  From Z to A  From 100 to 1 ▫An ascending sort arranges records from smallest to largest.  From A to Z  From 1 to 100

22. Filter and AutoFilter Filter--provides a simple way to temporarily display selected records in a database. ▫In the FBLA database, we filtered to see only the students raised more than $200. An AutoFilter is a menu that opens when you click the arrow on the right side of the field selector.

23. Other Filters A Filter By Selection lets you select a field value and then display only the records that match that selection. In the FBLA database, we filtered to show only the 10 th graders. Use a Filter By Form when you need to display records that contain one or more values based on the values stored in one or more fields.

24. Using Find Use the Find command to locate records in a database. The Find Command is very valuable when searching through a large database.

25. Calculated Control A Calculated Control is a new field added to a query that performs a calculation. ▫In the FBLA database, we added a Cash Bonus calculated control. ▫=[Fund Raising Amount]*.10 ▫You will need to change the Expr1 to the name of the new field Field names must be in [ ]. Field names must be spelled correctly.