 EcoMed Services is a fictional lighting company located in Kansas City, Missouri  It provides environmental friendly lighting to medical facilities in the United States  EcoMed opened for business in 1972 and has grown to partner with more than 150 medical facilities  Company stocks over 300 standard and specialized light bulbs  Ms. Ivon Gonzalez, company president  You have been hired as an intern to help manage and update the Access database 1

Microsoft® Access 2013

Identify basic database structure 1 Work with a Microsoft Access database 2 Identify components of Access 3 Navigate Access recordsets 4 Modify a datasheet’s appearance 5 Save and print a recordset 6 3

 A database is a logically organized collection of data  Example: School database is used to track courses, where you live, when you graduate, contact information, and other important academic information, etc…  Types of databases:  Relational – Access is a relational database; It’s the most common type of database; eliminates duplication of records  Flat – Excel – each database is represented as a single table  Hierarchical – data is organized into a tree-like structure  Network – each record type can have multiple owners  Dimensional – is a relational database that uses a dimensional data model to organize data 4

 Access databases are organized by major objects  All data is stored in TABLES  A table is the major database object that stores all data in a subject-based list of rows and columns  Looks similar to an Excel spreadsheet with rows and columns 5

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 Table: major database object that stores all data in a subject- based list of rows and columns  Record: complete set of related data about one entity or activity  Records = rows  Field: smallest storage element that contains an individual data element within a record  Fields = columns 7 Figure 1-1

 A group of fields make up a record  A group of records make up a table  A group of tables make up a database 8 Figure 2-1

 A recordset is a Microsoft object—oriented data structure consisting of grouped records  A recordset can be as small as a single field or as large as two or more combined tables  A recordset is most often displayed as either a form or a report 9

Major Object Purpose Tables Tables store data about people, activities, items, and events Queries Queries display and organize data depending on the question being queried Forms Forms display data on a screen in user- friendly formats Reports Reports organize and format data to be used as printable documents 10

11 Figure 1-3

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 Files are located on-line  Files are in folders matching the lesson number  EcoMed-01 is located in folder Lesson 01  Copy files to your desktop 13 Exercise 1-1 Figure 1-4

14 Exercise 1-2 Figure 1-5

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16 Exercise 1-3 Figure 1-6

17 Exercise 1-4 Figure 1-7

18 Exercise 1-4 Figure 1-8

19 Exercise 1-5 Figure 1-9

Prefix Object Type Example tbl Table tblBulbType qry Query qryInvShort frm Form frmInventory rpt Report rptInvByVender 20 Table 1-1

21 Exercise 1-6 Figure 1-10

Each database object has multiple views Datasheet View – records are organized like an Excel Spreadsheet with your records displayed in rows and columns Design View is used to modify the structure of the object; Records are NOT displayed 22

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 A Record Navigation Button is an icon that moves the pointer within the recordset to the next, previous, first, last record, or a specified record  The Navigation Buttons are located at the bottom left of a table 24

Table ActionShortcut Ctrl + Home Move to the first field in the first record Ctrl + End Move to the last field in the last record Tab or  Move to the next field Shift + Tab or  Move to the previous field

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27 Exercise 1-10 Figure 1-13 You can hide and unhide columns reduce the number of fields displayed

28 Exercise 1-11 Figure 1-14  You can resize columns to enhance the data being viewed  Changing row height is a GLOBAL setting and affects all of the rows in the entire table

 Font commands, such as bold, italics, and underline affect the ENTIRE datasheet  Other commands such as align left, center, right, can be applied to selected fields  You can alternate row color to improve readability 29

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31 Exercise 1-14 Figure 1-17

32 Exercise 1-15 Figure 1-18

 Rather than printing directly on paper you can create an XPS or PDF file  XPS is the file extension used by XML Paper Specification  PDF is the file extension used by Portable Document Format  You can save the electronic file, print or it 1.Click the File tab 2.Click on the Save & Publish tab 3.In the File Types Section, Click Save Object As, and choose PDF or XPS 33

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35 Exercise 1-16 Figure 1-19 You can use the Compact and Repair command to reclaim unused space and improve database efficiency  File, Info, Compact and Repair

 You should back-up your database to prevent data loss  The backup file is saved to the same location as the original file  The default name of your backup file is the current date and time appended to the end of the original file  File, Save Database As  Backup Database  Example: EcoMed-01_