Database Essentials Access Lesson 1

Microsoft Access Software program that is used to create databases Allows the user to add, change, delete data Allows the user to create queries, filter data, create forms and reports A file must be saved before creating a new database

Database Tool for collecting and organizing information (John Wiley & Sons, Inc., 2012) Example: DMV Database, Grocery List, Address List

Navigation Pane All objects (tables, queries, forms, reports) are listed in the navigation pane, which is located on the left hand side of the screen If multiple objects are open, they will appear in tabs below the ribbons

Types of Objects Listed in the Navigation Pane Table: Made up of rows and columns of data Query: displays data that has met certain criteria Report: displays data in a report format Form: alternate way of inputting data into the database

Object Tabs When an object is open, a tab will appear with the name of the object that is open

Views in Access Datasheet View: Allows the user to perform most of the tasks associated with the object (formatting, inputting data, etc.) Datasheet: a visual representation of the data contained in a table or of the results returned by a query (John Wiley & Sons, Inc., 2012) Design View: Allows users to make structural changes to the object

Datasheet View

Design View

Parts of the Access Window

Parts of the window Tab: looks like a tab in a notebook (Home, Create, External Data) Ribbon: a band that spans from the left to the right of the program that contains groups of commands Group: commands organized by type (appears in gray lettering) Dialog Box Launcher: A small arrow in the lower- right corner of a group that you click to launch a dialog box (John Wiley & Sons, Inc., 2012)

Quick Access Toolbar Located at the top left hand side of the screen Includes the Undo, Redo, and Save commands Can be customized

KeyTips Allows the user to control the program using the keyboard The ALT key on the keyboard must be pressed Badges: Labels that appear when KeyTips are pressed

Backstage View Accessed by clicking on the File tab Contains options to: Create new database Save a database Open a database Options Print

Using Help Allows you to search Microsoft Office to see how to do something in Access Keyboard shortcut key is F1

Parts of a Database Record: a row in a table Field: a column in a table Entry: a cell in a table

Data Types Data type: the type of data that will be entered into a cell The structure of a database is defined when data types are assigned to fields Primary Key: column in a database that uniquely identifies each row (John Wiley & Sons, Inc., 2012) If a certain field is set as the primary key, there cannot be duplicates listed in that column Redundant Data: Duplicate information in a database (John Wiley & Sons, Inc., 2012) Duplicate data should be avoided

Relational Database Tables in a database contain data that are linked to each other

Normalization Process of applying rules to your database design to ensure that you have divided your information into the appropriate tables (John Wiley & Sons, Inc., 2012)

Source Microsoft Official Academic Course Microsoft Access 2013. John Wiley & Sons, Inc., 2014. John Wiley & Sons, Inc. (2012). Microsoft Official Academic Course Microsoft Access 2010, Exam 77-882. (John Wiley & Sons, Inc., 2012)