Microsoft Access Lesson One Notes

What is Access? Access is a Database Management System (DBMS) A DBMS allows you to store, retrieve, analyze and print information Low tech – set of file folders Computerized – faster, more flexible and accurate

Where would I see a database? Databases of various types are EVERYWHERE! Anywhere data is stored and retrieved Playlist information Online shopping

What is a database? A database is a collection of objects The object types in Access are: Tables Queries Forms Reports Macros Modules

Objects Table – store all data in format called datasheets (tables often contain many); look somewhat like worksheets Query – used to search for specific information in the table Form – display (and enter) data in a format that looks similar to paper forms Report – display information (summarize and calculate)

Objects Example Table – store information on all of the songs in your music library Query – used to search for specific songs (by title, artist, album, genre, etc.) Form – Report – display information about all or part of your music library (on screen or print)

Viewing Objects When you open an existing database, the Navigation Pane opens Left side of screen Lists objects in the database Double-click on an object to open Each open object has a tab displaying name and object type

Table / Datasheet Basics Record – a complete set of data Example: all of the information about a particular song (title, artist, album, genre, etc.) Records appear as rows Each record is made up of one or more fields (“Title”, “Artist”, “Album, “Genre”) Fields appear as columns

Datasheet One record One field: “Artist” Title Artist Album Genre

Getting Around a Datasheet Enter, Tab and arrow keys Next field in current record: <Enter>, <Tab>, or right arrow Previous field in current record: <Shift>+<Tab>, or left arrow Move up a record (same field): up arrow Move down a record (same field): down arrow

Finding Records The Record Navigation Bar is located at the bottom of the datasheet Allows you to go to specific records Use arrow buttons or type in record number

Selecting Records and Fields Select entire records or entire fields using selectors Field selector – top of each column – contains field name When clicked, selects entire field (column) Record selector – left of first field of each record When clicked, selects entire record (row) Field Selector for field “Artist” Title Artist Album Genre Record Selector for 2nd record

Editing Data When a field is completely selected, you can replace the contents by typing in a new value To edit, but not completely replace data, click in the field – make changes at the insertion point, as with any text If you make a mistake or change your mind, use the Undo button or the <ESC> key to restore the original data in the field You can undo only changes to the current field

Working with data You can delete, cut, copy, and paste data or entire records Be careful when pasting entire records Normal paste could overwrite another record Use “Paste Append” – located by clicking the arrow at the bottom of the Paste button in the Clipboard Group

Datasheet Layout All rows must always be the same height You may adjust a row height, but this will change all rows Point to bottom of record selector; drag double-headed arrow to change row height Column widths can be different, and can be easily changed Point to right edge of field selector; drag double-headed arrow to change column width Double-click on the right edge to allow Access to determine the “best fit” for the data

Datasheet Layout You can rearrange the order of columns in the datasheet Click the field selector to select the entire column Drag and drop the column to the desired location A black vertical line shows where the column will be inserted

Printing and Saving You should always Print Preview before printing – adjust page layout as necessary for the data to fit on the page as desired Access automatically saves all data changes for you! If you have only edited or added data, you do not need to save Any format changes to the table are not automatically saved If you have made format / layout changes, you must save to preserve those changes

Compacting and Repairing Due to adding and editing data in the database, it can become fragmented or sometimes corrupted This can slow the performance of the database, or even result in error messages Run the “Compact and Repair” utility (Office Button -> Manage) This will rearrange the data to optimize your database performance