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Access Basics

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... the mouse on the field to be linked, and drag it to the related field in another ... When you release the mouse button, the Edit relationships dialog box appears. ... – PowerPoint PPT presentation

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Title: Access Basics


1
Access Basics
  • By Bonita Bolin
  • Boone County Schools

2
What is Access?
  • Access is a database management system. A
    database is a collection of objects.
  • Access allows you to store, retrieve, analyze,
    and print information.
  • The object types in Access are tables, queries,
    forms, reports, macros and modules.

3
Access vs. Excel
  • The following three questions will help you
    decide between Access or Excel
  • 1. Do you need to store and manage data, or
    analyze it?
  • For storage, use Access for analysis, use Excel.
  • 2. Do you have a lot of data?
  • Access can make it easier to manage and use large
    amounts of data.
  • 3. Is your data mostly text, or mostly numbers?
  • Access can store a lot of text and make it easier
    to use. Excel makes it easier to store and use
    numbers in a flat structure.

4
Database Ribbon
  • Open Access
  • Click the Blank Database template
  • In the Blank Database pane, click the Browse
    button (yellow folder)
  • Navigate to the drive and folder where your data
    files are stored.
  • Type in the file name
  • Click OK
  • Click Create
  • Basic Parts of the Ribbon
  • Home Tab-consists of formatting tools used to
    change data in an Access table.
  • Create Tab consists of the different database
    objects used to create a database.
  • External Data Tab consists of tools to import
    data into databases as well as export data into
    external applications, such as Excel and/or Word.
  • Database Tools Tab consists of tools used to
    create or edit Database Relationships.
  • Design Tab consists of tools used to modify the
    datasheet view of a database, such as inserting
    and deleting rows.

5
Access Object Types
  • Tables stores all the data in the database in a
    format called a datasheet. A datasheet is
    similar in appearance to a worksheet.
  • Query Used to search for and retrieve data from
    tables using conditions. A question you ask the
    database.
  • Form displays data fro one or more table s or
    queries in a for mat that might be similar in
    appearance to a paper form.
  • Report Displays data from one or more tables or
    queries in a format that is usually customized
    for on-screen viewing or printing.

6
Essential Database Terms
  • Record a complete set of data.
  • Fields one category of information in a record.
  • Field Name identifies the field.
  • Field Value the data entered into a field.
  • Datasheet View displays the data in rows and
    columns.
  • Datasheet A display of records in a table,
    usually a whole table.
  • Primary Key A field which is chosen as the main
    direct access to individuals records.

7
Creating A Table in Design View
  • Right click on Table 1in the left pane click on
    Design Viewit will ask you to save first name
    it Students.
  • Type the following
  • Save.

8
Entering Records in Datasheet View
  • Click View, Datasheet View.
  • Enter exercise data from Handout.
  • Continue until each record is complete.
  • Save.

9
Formatting Records in the Datasheet
  • Make sure you are in the datasheet view.
  • To spell check, click the Home tab, Select the
    Records group, click the Spelling button.
  • Click the necessary button based on the
    misspelled word.

10
Creating Queries
  • The result of a query is a datasheet that
    includes the records you asked to see.
  • A condition is a way of telling the query which
    data you are interested in seeing.
  • From the Database Ribbon, click the Create tab
  • Click the Query Design button from the Other
    group in the database Ribbon.
  • Highlight the table you want to retrieve
    information from, and then click the Add button
    from the Show Table dialog box.
  • Click Close to close the Show Table dialog box,
    double click each of the Field Names in the Field
    list box that you wish to use in the query.
  • You can choose to sort the query results on a
    particular field by choosing Ascending or
    Descending from the Sort drop down list arrow
    that corresponds to the appropriate field name.
  • The criteria for specifying which records to
    display in the query can be entered in the
    Criteria box that corresponds to the appropriate
    field name.
  • Click on the Run button from the Design tab.

11
Simple Query Wizard
  • Click the Create tab on the Ribbon in the other
    section on the Create tab, click the Query Wizard
    button.
  • Select Simple Query Wizard then select OK.
  • Select the Table that contains the records you
    want to view.
  • Select the Fields you want in your Query.
  • Select either a detail query (shows every field
    in each record) or a summary query (lets you
    summarize relevant data).
  • When you click Finish, the query datasheet is
    displayed.

12
Filtering Data in a Query
  • An easy way to sort and filter data is to use an
    AutoFilter.
  • An AutoFilter is a menu that opens when you click
    the arrow on the right side of a field selector.
    The menu contains options for sorting data and
    clearing any filters that you have already
    applied.
  • Click on the Students table tab.
  • Click on the arrow beside City.
  • Unselect Select All, Select Union.
  • It will now show only Union addresses.
  • To delete the filter click on the arrow by City,
    select clear filters.

13
Creating Forms
  • A form is a database object that displays data
    from one or more tables or queries in a format
    that has a similar appearance to a paper form.
  • Record Source the table or queries that contain
    the data used in a form.
  • Use the For Wizard when you need to create a
    simple form quickly.
  • In the Forms group on the Create tab, click the
    More Forms button, then click Form Wizard.
  • Click the Tables/Queries arrow, then click the
    Table you need.
  • Select the Fields you want then click Next.
  • Select the Columnar option button then click
    next.
  • Choose a style for the form.
  • Save the form as Student Entry.

14
Creating Reports
  • A report is a database object that displays data
    from one or more tables or queries in a format
    that has an appearance similar to a printed
    report.
  • Using the Report Wizard
  • Click the Create tab, in the reports section
    click the Report Wizard button.
  • Choose the record source for the report and the
    fields to print in the report.

15
Determine the Primary Key
  • Primary key one or more fields whose values
    uniquely identify each record in a table.
  • Relationships links that connect data from one
    table to the data in another table. There are
    three types of relationships
  • One-to-One
  • One-to-Many
  • Many-to-Many
  • Open the student table
  • Select Design View
  • Select Student ID
  • From Design View, click Primary Key on the Design
    Tab.

16
Add Tables
  • Grades Table
  • From the Create Tab, select Table.
  • From View, select Design View, name your table
    Grades.
  • Input information from Exercise Data.
  • Save

17
Add Tables (contd.)
  • Subjects Table
  • Fro the Create Tab, select Table
  • From View, select Design View, name your table
    Subjects
  • Input information from Exercise Data.
  • Save

18
Establish a Relationship
  • Relationship a link between tables.
  • Click Database Tools Tab, then click
    Relationships.
  • Select each table to be included, and click the
    Add button each time.
  • Click Close button when done adding tables
  • Click and hold the mouse on the field to be
    linked, and drag it to the related field in
    another table.
  • When you release the mouse button, the Edit
    relationships dialog box appears.
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