1. Microsoft Access
Lesson One Notes

2. What is Access? Access is a Database Management System (DBMS)
A DBMS allows you to store, retrieve, analyze and print information
Low tech – set of file folders
Computerized – faster, more flexible and accurate

3. Where would I see a database?
Databases of various types are EVERYWHERE!
Anywhere data is stored and retrieved
Playlist information
Online shopping

4. What is a database? A database is a collection of objects
The object types in Access are:
Tables
Queries
Forms
Reports
Macros
Modules

5. Objects
Table – store all data in format called datasheets (tables often contain many); look somewhat like worksheets
Query – used to search for specific information in the table
Form – display (and enter) data in a format that looks similar to paper forms
Report – display information (summarize and calculate)

6. Objects Example
Table – store information on all of the songs in your music library
Query – used to search for specific songs (by title, artist, album, genre, etc.)
Form –
Report – display information about all or part of your music library (on screen or print)

7. Viewing Objects
When you open an existing database, the Navigation Pane opens
Left side of screen
Lists objects in the database
Double-click on an object to open
Each open object has a tab displaying name and object type

8. Table / Datasheet Basics
Record – a complete set of data
Example: all of the information about a particular song (title, artist, album, genre, etc.)
Records appear as rows
Each record is made up of one or more fields (“Title”, “Artist”, “Album, “Genre”)
Fields appear as columns

9. Datasheet One record One field: “Artist” Title Artist Album Genre

10. Getting Around a Datasheet
Enter, Tab and arrow keys
Next field in current record: <Enter>, <Tab>, or right arrow
Previous field in current record: <Shift>+<Tab>, or left arrow
Move up a record (same field): up arrow
Move down a record (same field): down arrow

11. Finding Records
The Record Navigation Bar is located at the bottom of the datasheet
Allows you to go to specific records
Use arrow buttons or type in record number

12. Selecting Records and Fields
Select entire records or entire fields using selectors
Field selector – top of each column – contains field name
When clicked, selects entire field (column)
Record selector – left of first field of each record
When clicked, selects entire record (row)
Field Selector for field “Artist”
Title
Artist
Album
Genre
Record Selector for 2nd record

13. Editing Data
When a field is completely selected, you can replace the contents by typing in a new value
To edit, but not completely replace data, click in the field – make changes at the insertion point, as with any text
If you make a mistake or change your mind, use the Undo button or the <ESC> key to restore the original data in the field
You can undo only changes to the current field

14. Working with data
You can delete, cut, copy, and paste data or entire records
Be careful when pasting entire records
Normal paste could overwrite another record
Use “Paste Append” – located by clicking the arrow at the bottom of the Paste button in the Clipboard Group

15. Datasheet Layout All rows must always be the same height
You may adjust a row height, but this will change all rows
Point to bottom of record selector; drag double-headed arrow to change row height
Column widths can be different, and can be easily changed
Point to right edge of field selector; drag double-headed arrow to change column width
Double-click on the right edge to allow Access to determine the “best fit” for the data

16. Datasheet Layout
You can rearrange the order of columns in the datasheet
Click the field selector to select the entire column
Drag and drop the column to the desired location
A black vertical line shows where the column will be inserted

17. Printing and Saving
You should always Print Preview before printing – adjust page layout as necessary for the data to fit on the page as desired
Access automatically saves all data changes for you!
If you have only edited or added data, you do not need to save
Any format changes to the table are not automatically saved
If you have made format / layout changes, you must save to preserve those changes

18. Compacting and Repairing
Due to adding and editing data in the database, it can become fragmented or sometimes corrupted
This can slow the performance of the database, or even result in error messages
Run the “Compact and Repair” utility (Office Button -> Manage)
This will rearrange the data to optimize your database performance