1. Pasewark & Pasewark Microsoft Office 2003: Introductory 1 INTRODUCTORY MICROSOFT ACCESS Lesson 1 – Access Basics

2. 2 Objectives Understand databases. Start Access and open a database. Identify parts of the Access screen. Identify the database objects. Understand database terminology.

3. 3 Objectives (cont.) Create a new database and a new table. Design, modify, name, and save a table. Navigate a database and enter records. Print a table and exit Access.

4. 4 Terms Used in This Lesson Database management system Datasheet view Design view Entry Field Field name Primary key Record

5. 5 Microsoft Access Microsoft Access is a program known as a database management system (DBMS). A DBMS allows you to: – Store thousands of pieces of data. – Quickly search and retrieve data. – Sort and analyze data. – Print information.

6. 6 What is a Database? A database is a collection of objects that work together to store, retrieve, and display data, print reports, and automate operations.

7. 7 Parts of the Access Screen The Access screen has a title bar, menu bar, and toolbar. The Status bar is at the bottom of the screen.

8. 8 Open a Database From the Getting Started task pane, click More files and choose a database from the Open dialog box.

9. 9 Parts of the Database Window Database Toolbar Objects Bar

10. 10 What are the Database Objects? A database is a collection of objects that work together to store, retrieve, and display data, print reports, and automate operations. The object types are 1) tables, 2) queries, 3) forms, 4) reports, 5) pages, 6) macros, and 7) modules.

11. 11 Database Objects DATABASE (IA Step 1-2) TABLE (service club members) QUERY (Lubbock) FORM (service members form) REPORTPAGEMACROMODULE

12. 12 Database Objects OBJECTDESCRIPTION Table Tables store data in a format similar to that of a worksheet. All database information is stored in tables. Query Queries search for and retrieve data from tables based on given criteria. A query is a question you ask the database. Form Forms allow you to display data in a custom format. You might, for example, create a form that matches a paper form. Report Reports also display data in a custom format. Reports, however, are especially suited for printing and summarizing data. You can even perform calculations in a report. Page Data access pages let you design other database objects so that they can be published to the Web. Macro Macros automate database operations by allowing you to issue a single command that performs a series of operations. Module Modules are like macros but allow much more complex programming of database operations. Creating a module requires the use of a programming language.

13. 13 Database Terminology: Table Record – complete set of database fields. Field – categories of data that make up records. Field name – name that identifies a field. Entry – data entered into a field.

14. 14 Database Object: Table Record – complete set of database fields. Field – categories of data that make up records. Field name – name that identifies a field. Entry – data entered into a field.

15. 15 Create a New Database Create a new database by opening the File menu and choosing New. The Access startup screen appears. In the New File task pane, choose Blank Database.

16. 16 Create a New Table Create a new table by clicking Tables on the Objects bar. Click the New button. The New Table dialog box appears, where you can choose a way to create a table.

17. 17 Design, Modify, Name, and Save a Table Design the table: Enter the field name, data type, and description. Save and name the table: Open the File menu and choose Save. Modify the table: Go to Design view and make changes.

18. 18 Navigate a Database and Enter Records To display a table in Datasheet view, select the table and click Open, or click the View button on the toolbar while in Design view. Enter records directly into the table using Datasheet view. Press Enter or Tab to move to the next field as you enter data. Changes are saved automatically. There is no need to save.

19. 19 Print a Table and Exit Access Open the File menu and choose Print, or click the Print button on the toolbar to display the Print dialog box. Choose to print all records, only those selected, or the pages to print (for long tables). Click Setup to change the margins. Click Properties to change the orientation. Exit Access by opening the File menu and choosing Exit.

20. 20 Summary Access is a database management system that allows you to store, retrieve, analyze, and print information. You can open an existing database from the File menu or from the Getting Started task pane displayed on the right side of the screen.

21. 21 Summary (cont.) A database is a collection of objects that work together to store, retrieve, and display data, print reports, and automate operations. The object types are tables, queries, forms, reports, macros, and modules. A record is a complete set of data. Each record is made up of fields. Each field is identified by a field name. The actual data entered into a field is called an entry.

22. 22 Summary (cont.) You can create a new database by opening the File menu and choosing New. Choose Blank Database in the New File task pane. Create a new table by clicking Tables on the Objects Bar. Enter records into the table using Datasheet view. As in other Office 2003 applications, you exit Access by opening the File menu and choosing Exit.