1. Microsoft Access Get a green book. Page AC 2 Define Access Define database

2. Microsoft Access You will need a pen/pencil.

3. What is Microsoft Access? Access is a database management system.  Create a database, add/change delete data, sort data, retrieve data, create forms and reports A database is collection of data organized in a manner that allows access, retrieval and use of that data.

4. What are the components of a database? Tables – for storing information you want to include in a database Queries – for drawing information from one or more tables Forms –for viewing & updating data Reports – sophisticated reports for presenting data

5. What is a database table? Tables are set up to contain columns and rows of information. Records contain info about a given person, product, or event  Rows are called records Fields are a specific piece of information within a record  Columns are called fields  Examples include Last name, First name, address, etc. Columns = Fields Rows = Records

6. What order is information entered into a table? The fields should be arranged in the same order as the data in the source document (paper form from which data is keyed). Reduces the time needed to enter the fields and maintain records.

7. Customer ID NameAddressCityStateZip 1001Mr. Smith123 LexingtonSmithvilleKY91232 1002Mrs. Jones12 Davis Ave.SmithvilleKY91232 1003Mr. Axe443 Grinder Ln.BroadvilleLA81922 1004Mr. & Mrs. Builder 661 Parker Rd.StreetvilleGA81990 SOURCE DOCUMENT ACCESS TABLE WITH RECORDS

8. What is a primary key? The primary key is a unique identifier for each record in a table  A unique ID number is assigned to each record  For example, client number

9. What is a database report? Reports are created from database tables.  Used for organizing, summarizing, and printing information.

10. Viewing a database form Columnar view lets you view one record at a time on the screen.  A scroll button takes you to the next or previous record Tabular view allows you to view multiple records on the screen at the same time.  Resembles a table

11. What is a database form? Forms – Used for viewing & updating data  Created from database tables Fields are the blanks in which info is entered When blanks are filled in, the form becomes a record

12. What is a database query? Queries are questions.  for drawing information from one or more tables The query feature allows you to ask for specific info to be retrieved from tables that have been created.

13. What is sorting? The sort feature controls the sequence, or order, of the records. Ascending order is A to Z and 0 to 9. Descending order is Z to A and 9 to 0.

14. Creating a database Open Access. Click Blank Database in the task pane. Enter filename followed by your name. Double click on Create table in Design view

15. Open Microsoft Access from the Start menu.

16. Open Access, choose Blank Database from the Task Pane Next Save your database. Make sure YOUR NAME follows the file name.

17. First, click on Tables in the side menu, then choose Create table in Design view.

18. Creating a database Enter the Field Name & Data Type in the table description Choose File, Save As & enter filename  Put YOUR FIRST & LAST NAME after every file name! In the pop-up window Select Yes and let Access assign a primary key Close the table description window.

19. The table Design View will appear. Fill in the Field Name and Data Type for each column/field in the table.

20. A figure showing the Design View with the new table definition filled in is given below:

21. Saving a table design Choose File, Save As & name table

22. Entering data in a table Double click on the table filename. Your fields should be across the top row. Enter the data as it appears on your source document. Save.

23. You can use the enter key, tab key, or arrow keys to move through fields when entering each record.

24. Opening database tables Open Access, Choose File, Open Double click on database file Double click on table Add additional records to the bottom of the table. Save.

25. Editing database tables Add additional records to the bottom of the table.  Save any changes.

26. Assignment Page 454, Activity 1 & 2  Creating a database  Entering records Page 456, Activity 2  Adding records.

27. Microsoft Access Bellwork –  Define Access  Define database. Did you complete  Page 454, Activity 1 & 2  Page 456, Activity 2

28. Adding new table fields Adding new fields  Select field heading, right-click choose Insert Column  Select new column, and then drag past to proper place  Double click on the column heading to rename fields Deleting a field  Deleting a field deletes ALL info  Right click on field heading, choose Delete Column

29. Printing database tables Choose, File, Print Preview Verify the file name & your name are on the document. Choose, Print

30. Printing in landscape Choose, File, Page Setup, Page tab Select landscape button

31. Assignment Page 459, Activity 3  Adding fields  PRINT in LANDSCAPE when complete. Page 462, Activity 5  Editing records

32. Microsoft Access Bellwork –  What are the four major components of a database? Did you complete?  Page 459, Activity 3 Adding fields PRINT in LANDSCAPE when complete.  Page 462, Activity 5 Editing records

33. Sorting data in a table Select field (column) heading, select sort ascending or sort descending As you sort each field corresponding data stays with each record

34. Conducting queries Open database file Select Queries, Double click Create query in design view Select table to query data from, Click Add, Click Close

35. Conducting queries Choose fields to include in query from drop-down menus Enter criteria to answer question in the criteria row Click the run button (!) on the toolbar If you need to make changes, click the design view button on the toolbar.

36. Choose to create query in Design View.

37. Verify the table you want is chosen, & select the fields you want to show in the query.

38. After choosing which fields you want to show in the query, enter your question data in the criteria row.

39. Query results appear in table form. Choose File, Save As to save query results.

40. Printing queries You MUST save first  Choose File, Save As The Query name & your FIRST & LAST name must be in the file name Choose File, Print Preview Select Print

41. Assignment Page 464, Activity 4  Sorting data Open Word, Type # 1-8, and type your answers to each question Type Page 464, Activity 4 & YOUR NAME in the header & PRINT Page 494, Activity 3  Print the following files with these file names: Query 1 your name Query 2 your name Query 3 your name PRINT LANDSCAPE

42. Microsoft Access Bellwork –  Explain the two options for viewing forms. Did you get yesterday’s assignment done?  Page 464, Activity 4 Sorting data  Open Word, Type # 1-8, and type your answers to each question  Type Page 464, Activity 4 & YOUR NAME in the header & PRINT  Page 494, Activity 3 Print the following files with these file names:  Query 1 your name  Query 2 your name  Query 3 your name PRINT LANDSCAPE

43. Adding formulas in a table Expression Builder  Lots of extra credit if you can figure it out!

44. Creating forms Open database file, Select Forms Double click Create Forms by Using a Wizard Follow the steps in the Design Wizard.

45. Select the Form Wizard to create forms. Verify the correct table is in the Table/Query box

46. Next choose the fields you want to appear in the form.

47. Next choose your form layout.

48. Next choose your form style.

49. Finally, add the form name & your name on the final step.

50. A form in Columnar view

51. A form in Tabular view

52. Assignment Page 496  Adding formulas  Copy columns from Page 496 Activity 4 Excel file & paste in Access Page 498, Activity 4 & 5  Creating forms

53. Microsoft Access Bellwork –  What are database reports used for? Yesterday’s Assignment  Page 496 Adding formulas Copy columns from Page 496 Activity 4 Excel file & paste in Access  Page 498, Activity 4 & 5 Creating forms

54. Creating database reports Open database file, Select Reports Double click Create Reports by Using a Wizard Verify the correct table is in the Table/Query box Follow the steps in the Design Wizard.

55. Choose the Report Wizard

56. Specify the fields from the table that will appear on your report.

57. Grouping is where records with the same value for a given field are displayed together. If no grouping is used, simply click next.

58. This step provides the opportunity to specify the sorting order of the report.

59. The next step is to specify the layout of the report.

60. In the next step, the style of the report can be selected.

61. Finally, give a name for the new report, including Your Name and then click on the Finish button to create, save and display the new report.

62. Assignment Page 501, Activity 5 & 6  Add your name to the title box in the design wizard QUIZ TOMORROW!! Study handout.

63. Access Quiz TODAY! Bellwork –  Define Fields & Records  Columns =  Rows = Study Microsoft Access handout. You will need a pen/pencil.

64. Microsoft Access Catch Up Day  No Free time until YOU are caught up! Pg. 454 Act. 1 & 2 Create Table Pg. 456 Act. 2 Edit Table Pg. 459 Act. 3 Add fields to table Print table (landscape) Pg. 462 Act. 5 Edit Table Pg. 464 Act. 4 Sort Data & Answer Questions in Word Pg. 494 Act. 3 Queries  Print each query and staple together as one ocument Pg. 496 Act. 4 Formulas (Copy & Paste from Excel) Pg. 498 Act. 4 & Act. 5 Forms (Print both) Pg. 501 Act. 5 & Act. 6  Add your name to the title box (final step) in the Design Wizard &Print both

65. Microsoft Access Bellwork – What is a primary key? Finish Software Professionals database.

66. Microsoft Access Bellwork – What is a source document? Log on to your computers. Get a book & turn to page 502. Open Rockwell database in Access. Open Microsoft Word also.

67. Completing a mail merge Open Microsoft Word document  Rockwell Forms letter on N drive/Computer Apps Select Tools, Letters & Mailings, & Mail Merge

68. Six steps to create a mail merge  Select Document Type Choose ‘Letters’  Select starting document Choose ‘Use the Current Document’  Select recipients Choose ‘Use an existing list’ Click Browse Choose your Rockwell Technologies file

69. Six steps to create a mail merge Write your letter  Choose ‘More Items’ & insert fields where appropriate  You will have to insert each one, close box & add space between fields  Don’t forget to complete the YEAR & change the reference initials to yours

70. Six steps to create a mail merge Preview your letters  Check for any spacing errors  Click previous button to edit Complete the merge  Choose ‘Edit individual letters’  Choose ‘All’ to Merge to New Document  Only print those that you are instructed to Choose File, Print, Current Page

71. Creating mailing labels Follow the same steps used to create mail merge Open blank Word document  Choose Tools, Letters & Mailings, & Mail Merge  Choose ‘Labels’ on first step  Follow the remaining 5 steps

72. Assignment Page 502, Activity 1  Add new field to database table  Create mail merge in Word  When merge is complete add YOUR NAME in the header.  Only print 3 letters Page 505, Activity 1  Document should only be one page  Add your name to the bottom row & print Staple to your Rockwell packet & turn it in.

73. Assignment Bellwork  List the steps to begin a mail merge. Class Survey letter  Must include: 5 fields from Class Survey table 2 paragraphs, 3 sentences each Personal Business Letter format (see page 78)  Complete the merge & save as Class Survey Letter.  Email them to me.  Print one & staple to rubric.