INTRODUCTORY MICROSOFT ACCESS Lesson 1

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INTRODUCTORY MICROSOFT ACCESSLesson 1 Access
Basics
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Objectives

• Understand databases.
• Start Access and open a database.
• Identify parts of the Access screen.
• Identify the database objects.
• Understand database terminology.

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Objectives (cont.)

• Create a new database and a new table.
• Design, modify, name, and save a table.
• Navigate a database and enter records.
• Print a table and exit Access.

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Terms Used in This Lesson

• Database management system
• Datasheet view
• Design view

• Entry
• Field
• Field name
• Primary key
• Record

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Database Basics

• Access is program knows as a computerize database
  management systemallows you to store retrieve,
  analyze and print information.
• Although a database does not need to be
  computerized, it is more efficient if it is.
• ExampleA set of file folders can be a DBMS.

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Why A Computerized DBMS?

• It is much faster, more flexible, and more
  accurate than using file folders.
• More efficient and cost-effective
• Can store thousands of pieces of data in a
  computer or disk.
• Can be quickly searched and sorted to save time.

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Quick Quiz

• True or False? All databases by definition are
  computerized.
• Answer False.

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Quick Quiz

• A database is a system that allows you to store
  retrieve, _________, and print information.
• Answer analyze.

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Start Access and Open a Database

• Click the Start button, select All Programs,
  select Microsoft Office, and click Microsoft
  Office Access 2003.
• The Access startup screen appears, giving you the
  option of opening an existing database or
  creating a new one.

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Starting Access

• After selecting Create a new file, you can also
  choose to create a new database from an existing
  one or use a template to simplify the process of
  creating a database.
• Start Microsoft Office Access 2003

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Open a Database

• From the Getting Started task pane, click More
  files and choose a database from the Open dialog
  box.
• Create a new database by clicking the Blank
  Database option in the New File task pane.

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STEP-BY-STEP 1.2

1. Click the More option in the Open section of the
   Getting Started task pane. The Open dialog box
   displays. If the More option is not displayed,
   chose Open instead.
2. Open the file IA Step1-2 from the data files.
   The Database window appears. Leave the database
   open for the next Step-by Step.

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Quick Quiz

• True or False? From the Access startup screen,
  you can create a new database or open an existing
  one.
• Answer True

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Quick Quiz

• True or False? After starting Access, you must
  click the More option on the Getting Started
  task pane in order to open an existing database.
• Answer False

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Quick Quiz

• Unlike other Office 2003 applications, what does
  Access lack?
• Answer Standard Document View

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Identify Parts of the Access Screen

• The Access screen has a title bar, menu bar, and
  toolbar.
• The Status bar is at the bottom of the screen.

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Identify the Database Objects
OBJECT DESCRIPTION
Table Tables store data in a format similar to that of a worksheet. All database information is stored in tables.
Query Queries search for and retrieve data from tables based on given criteria. A query is a question you ask the database.
Form Forms allow you to display data in a custom format. You might, for example, create a form that matches a paper form.
Report Reports also display data in a custom format. Reports, however, are especially suited for printing and summarizing data. You can even perform calculations in a report.
Page Data access pages let you design other database objects so that they can be published to the Web.
Macro Macros automate database operations by allowing you to issue a single command that performs a series of operations.
Module Modules are like macros but allow much more complex programming of database operations. Creating a module requires the use of a programming language.
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STEP-BY-STEP 1.3

1. Make sure Tables is selected on the Objects bar.
   Highlight the service club members table in the
   database objects window, and click the Open
   button.
2. Open the File menu and choose Close to close the
   table.
3. Click Queries on the Objects bar. There is one
   query object named Lubbock. This query locates
   members who live in Lubbock.

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STEP-BY-STEP 1.3

1. Click Forms on the Objects bar. There is one form
   object named service members form.
2. Open the File menu and choose Close to close the
   database. Leave Access open for the next
   Step-by-Step.

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Understand Database Terminology

• Four terms are essential to know when working
  with databases. They are related to the way data
  is organized.
• Record complete set of database fields. (Each
  member is the service club members table is a
  record.)
• Field categories of data that make up records.

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Understand Database Terminology

• Field name name that identifies a field.
• Entry data entered into a field.

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Quick Quiz

• A(n) __________ is a complete set of data.
• Answer record

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Quick Quiz

• Which object is used to retrieve data from tables
  based on given criteria?
• A. form
• B. query
• C. macro
• D. report
• Answer B. Query

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Create a New Database

• Create a new database by opening the File menu
  and choosing New. The Access startup screen
  appears.
• In the New File task pane, choose Blank Database.

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STEP-BY-STEP 1.4

1. Open the File menu and choose New. The Access
   startup screen appears.
2. In the New File task pane on the right side of
   the screen, choose Blank database and the File
   New Database dialog box appears.
3. Save the database as Favorite, followed by your
   initials, and then click Create.

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STEP-BY-STEP 1.4

1. Double-click Create table by entering data. An
   new table appears in Datasheet view.
2. Open the File menu and choose Close to go back to
   the Database window.

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Create a New Table

• Create a new table by clicking Tables on the
  Objects bar.
• Click the New button.
• The New Table dialog
• box appears, where
• you can choose a way
• to create a table.

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Create a New Table

• The New Table dialog box lists several ways to
  create a table. The most common way is to create
  the table in Design view.
• This is the view where you will design new table
  and modify the design of existing tables.

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STEP-BY-STEP 1.5

1. Click Tables on the Objects bar and then click
   New. The New Table dialog box appears.
2. Choose the Design View option and click OK. The
   Design view window opens. Leave the screen for
   the next Step-by-Step.

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Design, Modify, Name, and Save a Table

• Design the table Enter the field name, data
  type, and description.
• Save and name the table Open the File menu and
  choose Save.
• Modify the table Go to Design view and make
  changes.

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Field Names

• First you have to decide what data you need to
  store
• You should divide the data into categories to
  create fields.
• Example, suppose you want to create a database of
  your family members birthdays. Some fields to
  include would be Name, Address and birth date.

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Data Type

• After keying the field name, press the Tab key to
  move the Data Type column.
• Then determine the type of data to be stored in
  each field and choose the appropriate data type.

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Description

• The last step in designing a table is to key a
  description of reach filed. The description
  explains the data in the field.

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STEP-BY-STEP 1.6

1. Key name the first row of the Field Name column.
2. Press Tab (or Enter). The data type will default
   to Text, which is appropriate for the name of the
   restaurant.
3. Press Tab to move to the Description column.

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STEP-BY-STEP 1.6

1. Key Name of restaurant and press Enter to move to
   the next row.
2. Key the other fields and descriptions

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STEP-BY-STEP 1.6

1. Click in the Data Type box for the Specialty
   field. A down arrow will appear.
2. Click the arrow and choose Lookup Wizard from the
   drop-down menu that appears. The Lookup Wizard
   screen displays.
3. Choose I will type in the values that I want and
   click Next. A second Lookup Wizard screen
   displays.

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STEP-BY-STEP 1.6

1. Leave the Number of columns at 1 and key the
   Lookup values as shown, using the Tab key to move
   down through the list. Click Finish

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STEP-BY-STEP 1.6

1. In the first blank row, key Last Visit in the
   Field Name column and press Tab.
2. Click the arrow in the Data Type field and choose
   Date/Time from the drop-down menu that appears.
3. Press Tab.
4. Key Date I last ate at the restaurant in the
   Description column. Press Tab

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STEP-BY-STEP 1.6

• 14. Key Reservations in the Field Name column,
  choose Yes/No as the data type, and key Are
  reservations required? in the Description column.
  Leave the Design view window on the screen for
  the next Step-by-Step.

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Naming and Saving a Table

• After designing a table, you must give it a name
  and save the design.
• Primary key special field that assigns a unique
  identifier to each record.
• To set a field as a primary key, open the table
  in Design view and click the row selector for the
  desired field. Click Primary Key button on the
  toolbar.

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STEP-BY-STEP 1.7

1. Open the File menu and choose Save. The Save As
   dialog appears.
2. Key Restaurants in the Table Name box and click
   OK.
3. A message box appears asking if you want to
   create a primary key. Click NO.
4. Open the File menu and choose Close and close the
   Design view window and return to the Database
   window.

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Modifying Tables

• You can add fields to the end of the list or you
  can insert a new row for a field between existing
  fields.
• You can delete a field by placing the insertion
  point in the row you want to delete.
• It is important to make sure you dont delete the
  wrong data if you use Delete in Design view

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STEP-BY-STEP 1.8

1. Highlight the Restaurants table in the Database
   window if its not already selected.
2. Click the Design button. The table appears in
   Design view.
3. Click in the first blank rows Field Name column
   to place the insertion point there. You may need
   to scroll down.

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STEP-BY-STEP 1.8

1. Key Meal Cost in the Field Name column. Press
   Tab.
2. Choose Currency as the data type. Press Tab.
3. Key Typical meal cost as the description.
4. Place the insertion point in the Last Visit field
   name.

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STEP-BY-STEP 1.8

1. Click the Insert Rows button on the toolbar. A
   blank row is inserted above the Last Visit field.
2. In the blank row, key Favorite Dish as the field
   name, choose Text as the data type, and key My
   favorite meal as the description.
3. Place the insertion point in the Reservations
   field name.

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STEP-BY-STEP 1.8

1. Click the Delete Rows button on the toolbar. The
   Reservations field is deleted.
2. Click the Undo button on the toolbar. The
   Reservations field reappears.
3. Click the Save button on the toolbar to save the
   design changes. Remain in this screen for the
   next Step-by-Step.

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Navigate a Database and Enter Records

• To display a table in Datasheet view, select the
  table and click Open, or click the View button
  on the toolbar while in Design view.
• Enter records directly into the table using
  Datasheet view.
• Press Enter or Tab to move to the next field as
  you enter data.
• Changes are saved automatically. There is no need
  to save.

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Navigating in Datasheet View
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Datasheet View
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STEP-BY-STEP 1.9

1. Click the View button on the toolbar to switch to
   Datasheet view. Notice how the View button now
   displays a different icon to indicate that
   clicking it will switch you back to Design View.
2. Key Your Name in the Name field. Press Tab.
3. Key 8722 University Ave. in the Address field.
   Press Tab.

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STEP-BY-STEP 1.9

1. Key 555-6789 in the Phone field. Press Tab.
2. Click the down arrow in the Specialty field and
   choose Mexican from the lookup list. Press Tab.
3. Key Chicken Fajitas in the Favorite Dish field.
   Press Tab.

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STEP-BY-STEP 1.9

1. Key todays date (XX/XX/2008) in the Last Visit
   field. Press Tab. (If you do not key the year,
   it will be added automatically.)
2. The Reservations field has a blank check box in
   it. Check the check box or press the spacebar to
   place a check in the box. Press Tab.
3. Key 5.99 as the typical meal cost. Press Tab.

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Print a Table and Exit Access

• Open the File menu and choose Print, or click the
  Print button on the toolbar to display the Print
  dialog box.
• Choose to print all records, only those selected,
  or the pages to print (for long tables).
• Click Setup to change the margins.
• Click Properties to change the orientation.
• Exit Access by opening the File menu and choosing
  Exit.

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STEP-BY-STEP 1.10

1. Open the File menu and choose Print. The Print
   dialog box appears.
2. Click Setup. The Page Setup dialog box appears.
3. For the margins, key .5 in the Left box and .5 in
   the Right box.
4. Click OK

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STEP-BY-STEP 1.10

1. In the Print dialog box, click Properties. The
   Properties dialog box appears.
2. Click on the Layout tab, if necessary.
3. In the Orientation options, click Landscape.
4. Click OK
5. In the Print dialog box, click All from the Print
   Range options. Click OK.

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STEP-BY-STEP 1.10

1. In the Print dialog box, click Properties. The
   Properties dialog box appears.
2. Click on the Layout tab, if necessary.
3. In the Orientation options, click Landscape.
4. Click OK
5. In the Print dialog box, click All from the Print
   Range options. Click OK.

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Exiting Access

1. Open the File menu and choose Close. The
   database closes.
2. Open the File menu and choose Exit. The Window
   desktop appears, assuming no other programs are
   open and maximized.

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Quick Quiz

• What is the first step in creating a database?
• Answer Creating the file that holds the database
  objects

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Quick Quiz

• Which object needs to be created first since all
  other objects rely on its existence?
• A. table
• B. query
• C. form
• D. report
• Answer A. Table

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Quick Quiz

• Each field is given a field name, data type, and
  __________.
• Answer description

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Quick Quiz

• Which is the most commonly used data type?
• Number
• Memo
• Text
• Yes/No
• Answer Text

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Quick Quiz

• In the __________ dialog box, you can choose to
  print only certain pages rather than the entire
  table.
• Answer Print

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Summary

• Access is a database management system that
  allows you to store, retrieve, analyze, and print
  information.
• You can open an existing database from the File
  menu or from the Getting Started task pane
  displayed on the right side of the screen.

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Summary (cont.)

• A database is a collection of objects that work
  together to store, retrieve, and display data,
  print reports, and automate operations. The
  object types are tables, queries, forms, reports,
  macros, and modules.
• A record is a complete set of data. Each record
  is made up of fields. Each field is identified by
  a field name. The actual data entered into a
  field is called an entry.

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Summary (cont.)

• You can create a new database by opening the File
  menu and choosing New. Choose Blank Database in
  the New File task pane.
• Create a new table by clicking Tables on the
  Objects Bar. Enter records into the table using
  Datasheet view.
• As in other Office 2003 applications, you exit
  Access by opening the File menu and choosing Exit.

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Key Terms

• Database management system Any system for
  managing data.
• Datasheet view A form similar to a spreadsheet
  that allows records to be entered directly into a
  table.
• Design view Where you design and modify tables.
• Entry Data entered into a field.

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Key Terms

• Field A category of data that make up records.
• Field name Name that identifies a field.
• Primary key A field that contains a value that
  uniquely identifies each record.
• Record Complete set of database fields.