Database Basics

What is Access? Database management system Computer-based equivalent of a manual database Makes it easy to organize and update information electronically

What is a Database? An organize collection of information about a subject. Example of a database include an address book, the telephone book or a filing cabinet

What is a Database Management System? Includes both the database information and the tools to use the database With Access, you can sort, find, analyze, and report on information in your database

All Access database information is stored in tables Tables contains information about a particular topic Each row of an Access table is a record A record is a set of details about a specific item Each column of an Access table is a field A field provides the categories for details describing each record Each column is headed by a field name The specific field data within a record is the field content

An object is a table, query, report, form or other items used to display and manage the data Table You store information in one or more tables You view, edit, and input information in tables in Datasheet view Form A window for viewing the data in one or more tables

Query Allows you to see or work with a portion of a table by limiting the number of fields and by selecting specific records Report Formatted information from a table or query that you can send to a printer

Datasheet view This view enables you to see more than one record at a time on the screen The Navigation buttons Allows you to move through the datasheet Also show the current record and the total number of record

When you move into a field, you are in one of two modes Field edit mode - the insertion point displays in the field Navigation mode - entire field entry is highlighted

Records are stored in tables To enter a record in a datasheet, or in a form, type the information you want in a field, and press Tab or Enter to go to the next field

Enter New Records Click the New Record button Select Records A single record, click its record selector button to its left Delete Record Select record then press delete

Sort Records Sorting rearranges records in order by one or more fields Can sort in ascending or descending order Steps to Sort a Record Click in Column On Home tab, click Sort Ascending or Sort Descending

To start a new database, you can choose to create a blank database, or create a database based on a template.

Display the Getting Started with Access Window Office Button Click New Create a New Blank Database Click Blank Database Type file name Choose location (click on folder icon) Click Create

There are three ways to create a table: Using Table Design view Using a table template By entering data in a new datasheet

Table templates most commonly used Contacts, Tasks, Issues, Events and Assets. Steps to Create a table with a template Click Create tab Click Table Templates Select desired template

Steps to Create a Table in Design View Click Create tab Click Table Design

Data Type (tells you what kind of information your field can store) Text - default, includes any characters up to a maximum of 255 character Number Currency Date/Time AutoNumber Yes/No

Field description (optional) – provide comments or hints Field properties Appears in the lower half of the Table Design view Specify advanced options for the field

To modify a field name from the database Right-click the field name Choose Rename column Type new name Press enter

To delete a field from the datasheet, right-click the column heading and choose Delete Column If there are no records in the table, the column is immediately deleted If there are records, a confirmation box appears to make sure you want to delete all the data in that field

Contains unique data for each record Avoid duplicate records Steps to select Primary key Select field Click the Tables Tools Design Click Primary key

Select desired table Select Create tab Select Report Adjust column width (click and drag or double click between column headings) Print as normal