Microsoft Access

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Microsoft Access Fundamentals
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Access and Databases

• Access is the database software of the Microsoft
  Office suite.
• A database is a collection of objects that work
  together to
• Store data
• Retrieve data
• Display data
• Summarize data

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DBMS

• DBMS stands for DataBase Management System
• A DBMS allows you to store, retrieve, analyze,
  and print information
• Example Filing cabinet
• A computerized DBMS is
• much faster
• more accurate
• more flexible

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Microsoft Access Screen
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Database Objects

• Table stored in a format called a datasheet
• Query Use to search for and retrieve data from
  tables using conditions
• Form Displays data from tables/queries similar
  to a paper form
• Report Displays data in a format that is
  customized for on-screen viewing or printing
• Used to summarize data and calculate totals
• Macro Automates database operations
• Module Similar to a macro allows more complex
  programming of database operations

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Working with Records

• Record A complete set of data.
• Example All information about 1 movie from your
  Music and Movies database
• Field A single characteristic within a record.
• Example The actor/actress of a movie
• Field name Name of a column/field in a
  datasheet.
• Field value Data entered into a field.
• Datasheet View Displays data in rows and
  columns.
• Design View- View that allows you to add, delete,
  and rearrange fields

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Navigation Bar
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Selecting Records and Fields

• Field selector
• Appears at the top of each column
• Contains the field name
• Allows you to select the entire field column
• Record selector
• Appears to the left of the first field
• Allows you to select the entire record
• Datasheet selector
• Box in the upper-left corner of a datasheet
• Allows you to select all records and fields of a
  datasheet

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Creating and Saving a Database

• Template Creates the database and one or more
  table, query, form, and report objects
• Blank Database Template Creates a database with
  no objects in it
• The Access 2007 name extension is. accdb

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Designing a Table

• Primary key The field that contains a unique
  field value for each record in the table.
• AutoNumber Automatically adds a unique number
  to the primary key field for each record in the
  table
• Data type Determines the kind of data that you
  can enter in the field
• Alphanumeric data A combination of numbers and
  text

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Data Types

• Text
• Memo
• Number
• Date/Time
• Currency
• AutoNumber

• Yes/No
• OLE Object
• Hyperlink
• Attachment
• Lookup Wizard

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Working in Design View

• Design View Add, delete, and make changes to
  the way that fields store data
• Design grid Top half of the Table Window in
  Design View
• Field Properties pane Bottom half of the Table
  window in Design View
• Field Property Describes a fields contents
  beyond the fields basic data type
• Field Size Property sets the number of
  characters you can store in a text, number, or
  AutoNumber field

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