Microsoft Access 2000 Presentation 1 The Basics of Access
What is Microsoft Access? Access is a powerful computerized database (db) management program that enables you to store, retrieve, analyze, present, and print information. Access enables you to develop DBs that can manage thousands of pieces of related data in an organized, efficient, and accurate manner.
What is Microsoft Access? c ont’d A simple example of a db is an address book or a card file system listing people’s names, addresses, and phone numbers. An advantage of using an electronic db is its capability to search and sort data and find information quickly
Access Topics Discussed Terminology Databases Objects Fields Records Tables Queries Forms Reports Wizards
Access Topics Discussed cont’d Launching Access Blank DB Opening an Existing DB file (.mdb file extension) Wizards, pages, and projects
Access Topics Discussed cont’d DB Window Screen Layouts Identifying DB Parts Creating a DB Creating Tables Simplifying Data Entry With Forms Use Queries and Reports to Analyze Data
Access Topics Discussed cont’d Modifying the Structure of Existing DBs Extracting Info From Large DBs Importing, Exporting, and Linking Getting Info Into and Out of a DB Sorting and Filtering Locating Specific Info Keeping Info Accurate and Secure Connect and Interact with Other Microsoft Office Applications
Topics Discussed in Presentation 1 Terminology Databases Objects Fields Records Tables Queries Forms Reports Wizards
More Topics in Presentation 1 Launching Access Blank DB Opening an Existing DB file (.mdb file extension) Wizards, pages, and projects
More Topics in Presentation 1 DB window Screen Layouts Design View Datasheet View Identifying DB parts
Access Key Terms to Know A database is a collection of related information. An object is a general term for the seven parts of an Access DB: tables, queries, forms, reports, pages, macros, and modules. A field is a single category of data or information. It is a column on a datasheet that defines a data type for a set of values in a table. A record is a set of values defined by fields in a row on a datasheet pertaining to one event, transaction, or person.
More Terms The following are all ways to enter and view data in a database: A table stores data and is the foundation of the database. It is a grouping of related data organized in fields (columns) and records (rows) on a datasheet. A query is used to sort, search, and limit the data to just those records that you need to see.
More Terms cont’d A form is a database object used to display or edit records—generally used to view records one at a time. A report is a database object used to organize, group, and summarize information in a table or query and provide a way to print and present data in a database. Wizards are existing structures that only need data input; use wizards to easily create database structures such as tables, queries, forms, reports, etc.
Launching Access Blank DB Opening an Existing DB file (.mdb file extension) Wizards, pages, and projects
Launching Microsoft Access
After opening Access, you will be presented with the window shown below. Select the first or second option to create a new db Select the third option to edit an existing db
Blank Access DB 1. Select Blank Access db (1 st option on the main window) 2. Save the db by specifying its location and name. (You must save an Access db before you start working on it—unlike Word document or Excel spreadsheets.) 1. Find the folder where the db should reside in 2. Type the name of the db in the File name line 3. Click Create.
Opening an Existing DB If the db was recently opened on the computer, it will be listed on the main window 1. Highlight the db name and click OK. 1. If the file is not shown in the main window, select More Files and click OK. 2. Find the folder where the db is located in the Look in drop-down menu 3. Highlight the db name and click OK.
Access DB Wizards, Pages, and Projects Access’ wizards and layouts are existing structures that only need data input. Wizards are used to easily create database structures such as tables, queries, forms, reports, etc. In Main window, select Access DB Wizards, Pages, and Projects
Access DB Wizards, Pages, and Projects
The DB Window The DB window organizes all of the objects in the db. As each object such as tables, queries, forms, and reports are chosen, its default listings are displayed to the right.
Screen Layouts Design View Datasheet View
Design View Used to design and modify tables, queries, forms, reports, etc. Customizes db fields so data can be entered by assigning each field a name, data type, and description
Datasheet View Allows you to enter data into the db Shows the field names at the top of each column and the records in rows
Identifying DB Parts Two ways to identify parts of the Access DB are: Screen Tips What’s This?
Screen Tips Screen Tips Displays the name of the button Appears when you place the pointer on the toolbar button and leave it for a moment
What’s This? What’s this? Gives a more detailed description of a part of an Access window Help Menu | What’s This? The pointer will have a question mark attached to it until you click on part of the screen; then, a more detailed paragraph appears describing the function of the object clicked