1. The Advantage Series © 2004 The McGraw-Hill Companies, Inc. All rights reserved Working with Access Microsoft Office Access 2003 Chapter 1

2. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-2 1.1 Getting Started with Access 2003 Figure 1.1 An Access table in Datasheet view Each column represent s a field Each row represents a record

3. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-3 1.1.2 Opening a Database File at Startup Figure 1.5 Navigating the storage areas using the Look in drop-down list box Lists the files that you have most recently worked with Lists common desktop shortcuts Lists shortcuts to your favorite files and folders Lists files and folders stored on your intranet or internet Web server The currently selected folder is displayed in the Look In drop-down list box Listing of local folders and shortcuts to Internet-based storage folders Places bar The work area is like the top of your desk and is where you open data tables, forms, and reports for editing and viewing Task bar

4. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-4 1.1.2 Opening a Database File at Startup Figure 1.6 Displaying the Student data files Each icon represents a Microsoft Access 2003 database file

5. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-5 1.1.3 Touring Access Figure 1.8 Access application and Database windows Ask a Question box Windows icons Menu bar Database toolbar Database window Work area

6. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-6 1.1.3 Touring Access Figure 1.9 Right-click menu for a table object This pop- up menu appears when you right-click the Students table object

7. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-7 1.1.4 Working in the Database Window Figure 1.10 Sizing the Database window Notice the border outline and the diagonal mouse pointer Sizing corner

8. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-8 1.1.4 Working in the Database Window Figure 1.11 Access 2003 Database window List area New object shortcuts for tables Objects bar Active category button Inactive category button Groups bar Database window toolbar

9. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-9 1.1.4 Working in the Database Window Figure 1.12 Datasheet window for the Students table object The table name is displayed in the Datasheet windows Title bar Field cursor This triangular symbol marks the current or active record The navigation area displays the current record number (8) and the total number of records (65)

10. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-10 1.1.4 Working in the Database Window Figure 1.13 Datasheet window for the Courses Query object The record selection area contains row selector buttons Column filed header area contains the field names

11. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-11 1.1.4 Working in the Database Window Figure 1.14 Form window for Student Input Form object

12. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-12 1.1.4 Working in the Database Window Figure 1.15 Print Preview window for the Students by Major report object

13. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-13 1.2 Viewing and Printing Your Data The parts of a table datasheet RowCellColumn

14. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-14 Moves to the previous or next record Moves cursor to the left or to the right Moves to the bottom of a field column Moves to the top of a field column Moves up or down one screen Moves to the first (leftmost) field in a record Moves to the last (rightmost) field in a record Moves to the top (first record and first field) Moves to the bottom (last record and last field) KeystrokeTask Description,,, + + + + 1.2.1 Moving Around a Datasheet

15. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-15 Displaying related records from the Roster table in a subdatasheet 1.2.1 Moving Around a Datasheet Figure 1.18 Displaying a subdatasheet

16. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-16 1.2.2 Adjusting Column Widths and Row Heights Field header area: the mouse pointer is positioned on the borderline between the two columns Method 1 Method 2

17. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-17 1.2.3 Previewing and Printing Figure 1.20 Displaying the Students datasheet in the Print Preview window Print Preview toolbar replaces the Database toolbar Navigation buttons for moving among the preview pages

18. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-18 1.2.3 Previewing and Printing Figure 1.21 Zooming in on the Students datasheet

19. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-19 1.3 Manipulating Table Data Enter a record Enter data Edit data Delete a record Delete the contents of a cell Delete the contents of an entire row Delete the contents of an entire column In the Datasheet view, you can:

20. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-20 1.3.1 Selecting and Editing Data Figure 1.23 Displaying the Instructors datasheet Active record

21. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-21 1.3.2 Using the Undo Command To reverse the last action performed, click the Undo button Or press + Z

22. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-22 1.3.3 Adding Records Figure 1.27 Adding a new record The pencil icon appears because the new record has not yet been saved The asterisk indicates that this row provides a new blank record Deleting an entire entry in a cell

23. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-23 1.3.4 Deleting Records Figure 1.29 Removing a record from the datasheet

24. © 2004 The McGraw-Hill Companies, Inc. All rights reserved1-24 1.3.4 Deleting Records Figure 1.30 Deleting multiple records from the datasheet