Database Applications

1
Database Applications Microsoft Access

• Lesson 1Introduction

Updated 8/12
2
Lesson 1 Tutorial 1
For Lesson 1, you will work through Tutorial 1 in
your textbook.
The tutorial may expose you to more information
than is identified in the course
competencies. This presentation focuses on the
skills necessary to achieve the course
competencies as outlined in your syllabus.
3
What is a Database?

• A database is a collection of related data stored
  together.
• Data in a database is broken down into records
  and fields.
• A record is all the data about a particular
  person, place, or thing.
• A field is a specific piece of information about
  a particular person, place, or thing.

4
Why are Databases Important?

• One of the most valuable assets to companies
  today is data.
• Data includes customer information, product
  information, accounting records, and employee
  information among many other things.
• It is important for companies to be able to
  efficiently store and retrieve data relating to
  their business.

5
Overview of Access

• Microsoft Access is popular database software
  that allows the user to store and manage data,
  retrieve specified data, and create reports.
• These tasks are carried out by defining Access
  objects. In this course, we will focus our
  attention on the four main objects of Access.

6
Access Objects

• The four main Access objects are
• Tables store data
• Queries retrieve data
• Forms view and manage data
• Reports present data

7
Access Window

• The Access database window is much like other
  Microsoft 2013 applications. Operations are
  carried out by choosing tools on the Ribbon.

8
Creating a Database

• Create a new database with the following steps
• Launch the Access program.
• Select Blank Database from the Backstagewindow.

9
Creating a Database

• Next you need to give the database a file name
  and to select a location for the database file.

• The default file name for Microsoft databases is
  Database1.accdb. You should give the database a
  descriptive name. Do not change the .accdb
  (Access DataBase) extension.
• Click the Browse button to choose a location in
  whichto store your file. Save your file in your
  working directory.
• Finally, click the Create button.

10
File Format

• After creating your new file, the main Access
  window will open. You will see the name you
  assigned your database along with (Access
  2007-2013 file format) in the title bar. Do not
  worry about the Access 2007 designation. You are
  using Access 2013. Access 2007 simply indicates
  that the file extension format (accdb) is the
  same as used in Access versions 2007-2013.

11
The Foundation of the Database

• Microsoft Access is a relational database in
  which data is subdivided and stored in tables
  which are related to each other through a common
  field.
• The table is the foundation of the database all
  other Access objects will be based upon tables.
  When you create a blank database, a default table
  is automatically created.

12
The Table

• Tables are similar to Excel spreadsheets with
  data being stored in rows and columns.
• Each row represents a record and each column is a
  field.

Column (field)
Row (record)
13
Creating a table

• All Access objects can be created from the Create
  tab.
• A table can be created by simple entering data in
  the datasheet.
• Field properties (such as name and type) can be
  specified in Datasheet view.

14
Creating a table

• To have more control over the design and
  properties of the table, create the table in
  Design View.
• You will learn more about creating tables in
  Design View in Lesson 2.

15
Primary Key

• A primary key is a field that uniquely identifies
  each record.
• A primary key is not necessary, but is
  recommended for fields that can be uniquely
  identified.
• Records are sorted by default in order by the
  primary key.

16
Entering Data

• Once you have created your table, you can enter
  data into the table.

17
Navigation

• Navigation refers to methods of moving around in
  an object.
• Several different methods for navigating Access
  objects are available

18
Navigating in a Table -Commonly Used Keyboard
Keys

• Use the up and down arrows to move back a record
  (up) or forward a record (down).
• Use the left and right arrows to move back a
  field (left) or forward a field (right).
• Use Ctrl Home to move to the first record in a
  table.
• Use Ctrl End to move to the last record in a
  table.
• See the chart on page AC2.5 for additional
  navigation keys.

19
Navigating in a Table -Navigation Buttons

• You should also become familiar with the
  navigation buttons found at the bottom of the
  table.

20
Table Navigation Buttons
Go to First Record
Go to Previous Record
Go to Next Record
Go to Last Record
New Record
21
Record Number

• At the bottom of the table is the current record
  box. This box indicates the record currently
  selected (first number) as well as the total
  number of records in the table (second number).
• You can also usethis item as a navigation tool
  bytyping in the recordnumber you wishto view.

Current Record Box
22
Creating Other Access Objects

• All other Access objects (queries, forms, and
  reports) are generally based on information found
  in tables.
• Forms and reports can be created quickly and
  easily by clicking the Form or Report button
  while in the table.
• Queries can be created quickly and easily with
  the Query Wizard.

23
Navigating in Queries and Forms

• Navigation in queries, forms, and print preview
  for reports is very similar to the navigation
  techniques previously discussed for tables.

24
Compacting

• You should frequently compact your database.
• Compacting a database rearranges the data and
  objects stored in the database to make the file
  run more efficiently (this is similar to
  defragmenting your hard drive).

25
Back-ups

• Backing up a database is the process of making a
  copy of the database file.
• Backups are important in case the original file
  is lost or damaged.
• In addition to backups stored on your local hard
  drive, frequent backup files should be created
  and stored on alternative media (such as a jump
  drive or portable hard drive).

26
End of Lesson

• Work through Tutorial1 on pages AC1 AC 35 in
  your Access textbook. (Recall that the tutorial
  may expose you to more information than is
  identified in the course competencies).
• Complete the assigned exercises.