1. Microsoft Access Lesson 1 Lexington Technology Center February 11, 2003 Bob Herring On the Web at www.lexington1.net/AdultEd/computer/microsoft_access.htm

2. Access Lesson 1 Class Survey Computer experience Microsoft Office experience Database experience Class Goals What to expect Specific needs? Survey and Goals 2

3. Access Lesson 1 Access is a database tool Used to create relational databases Stores, manipulates, and retrieves information efficiently More flexible and powerful than flat file storage What it isn’t Not a spreadsheet -- Use Excel instead Not a word processing tool -- Use Word Not a presentation tool -- Use PowerPoint Microsoft Access 3

4. Access Lesson 1 What is a Relational Database? Organized collection of related information used for a specific purpose Data vs. Information 123456789 or 123-45-6789 Information divided into separate stacks of logically related data Tables are the fundamental building blocks of a database In Access, a database consists of the objects that store, manipulate, and retrieve data (tables, queries, forms, reports, pages, macros, and modules) Examples: Library catalog, work order management 4

5. Access Lesson 1 Flat Files vs. Relational Databases A flat file is a storage method that consolidates all data into one file Much data is redundant File sizes are larger More effort needed to enter and manage data A database separates data logically, making operations Flexible -- changes need only be made once Simple -- tables are smaller and less complicated than flat files Powerful -- improves grouping, searching, and retrieving information 5

6. Access Lesson 1 Normalization, or Data Distribution Normalization is the structuring or restructuring of data files Reduces data in the database to its simplest form To be a database, it must conform to the 3 Normal Forms First normal form eliminates duplicate data Second normal form requires all data to apply to its table Third normal form eliminates data that can be derived from other data 6

7. Access Lesson 1 Starting the Program Five ways to start the Program Left-click the “Key” icon on the Office Toolbar Use the “Start” button Click on “Start” Click on “Programs” Click on the Access icon OR, after “Start” Click on “New Office Document” Click on “Blank Document” OR Double click the Access icon on the Desktop, if present Double click the filename of a saved Access document May Not Be Available In Class 7

8. Access Lesson 1 Opening Access from “Start - Programs” Programs Start Access 8

9. Access Lesson 1 Opening Access from “New Office Document” New Office Document General Tab Blank Database Template 9

10. Access Lesson 1 Opening Access from “New Office Document” New Office Document Databases Tab Database Templates 10

11. Access Lesson 1 Quitting Access Select File, then Exit OR Click the X in the top right corner of the window If you only want to close the current window Select File, then Close OR Click the X below the one in the top right corner 11

12. Access Lesson 1 Database Window Standard (Database) Toolbar Status Bar Menu Bar 12

13. Access Lesson 1 Database Toolbar Undo Print Preview Save Print Open Spell Check Copy Format Painter Cut Paste New Office Links ListRelationships Large Icons Code Analyze Details New Object Small Icons Properties Help 13

14. Access Lesson 1 Table Datasheet Toolbar Help Database Window New Object New Record Filter by Selection Sort Ascending Undo Print Preview Save Print View Spell Check Copy Format Painter Hyper- link Apply Filter Cut Paste Web Toolbar Sort Descending Filter by Form Find Delete Record 14

15. Access Lesson 1 Table Design View Toolbar Help Database Window New Object Build Insert Rows Primary Key Undo Print Preview Save Print View Spell Check Copy Format Painter Delete Rows Cut Paste Indexes Properties 15

16. Access Lesson 1 Formatting (Datasheet) Toolbar Bold Font Size Go to Field Font Color Underline Fill Color Italic Line/ Border Color Special Effect Gridlines 16

17. Access Lesson 1 Working with Toolbars Right-click anywhere in the toolbar area to get this popup menu Left click on the desired toolbar to toggle it on or off Toolbar Popup 17

18. Access Lesson 1 Working with Toolbars Toolbars Selected Reset a Toolbar Toolbar Control Customize 18

19. Access Lesson 1 File Menu - Database Recently Used File List Horizontal Rule Keyboard Shortcut Icon Same as Toolbar 19

20. Access Lesson 1 Edit Menu - Database Keyboard Shortcuts 20

21. Access Lesson 1 Edit Menu - Table Datasheet Menu Changes With Mode 21

22. Access Lesson 1 View Menu - Database 22

23. Access Lesson 1 Database Objects Submenu 23

24. Access Lesson 1 Insert Menu - Database 24

25. Access Lesson 1 Tools Menu - Database 25

26. Access Lesson 1 Window Menu - Database List of Open Windows 26

27. Access Lesson 1 Help Menu - Database 27

28. Access Lesson 1 Access Opening Screen This dialog box gives the user the choice of: Opening an existing database (Default) Creating a new blank database Creating a database using a Wizard 28

29. Access Lesson 1 Access Opening Screen Choosing the “Database Wizard” option brings up the “New” dialog box and the “Databases” tab 29

30. Access Lesson 1 Access Opening Screen Choosing the “Blank Database” option brings up the “New” dialog box and the “General” tab 30

31. Access Lesson 1 Creating a Database If you choose a blank database, you will see this dialog box To start a database you must give it a name and click “Create” “Create” Button Type File Name 31

32. Access Lesson 1 Creating a New Table After Access creates the database, an empty database window appears To begin, choose “New” on the “Table” tab “New” Button “Table” Tab 32

33. Access Lesson 1 Creating a New Table Choose one of the options in the “New Table” dialog box “Datasheet View” brings up an empty, unformatted table “Design View” allows the user to format the new table “Table Wizard” is an automatic tool that helps create the table “Import Table” copies an external table into the database “Link Table” adds a link to an external table Table Options 33

34. Access Lesson 1 Table in Datasheet View Table shows its fields in columns across the top Data in the table is displayed Change Views 34

35. Access Lesson 1 Table in Design View Change Views Fields are shown in rows Data controls are shown in the “Field Properties” box Field Properties 35

36. Access Lesson 1 Review 36 Relational Databases Starting and Quitting Access The Database Window Toolbars and Menus Creating a Blank Database