Access Lesson 1 Access Basics

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Presentation transcript:

Access Lesson 1 Access Basics

Database Basics Access—computerized database management system (DBMS) that allows you to store, retrieve, analyze and print information A DBMS does not have to be computerized, it can be file folders. A computerized DBMS is much faster, more flexible, and more accurate.

Opening a Database Database—a collection of objects The object types are tables, queries, forms, reports, macros and modules.

Opening a Database Access Screen—has a title bar, Quick Access toolbar, Ribbon, status bar Database Objects—the database file stores the database objects Navigation Pane—displays the objects contained in a database. When you double-click an object, it opens in the main part of the Access screen.

Opening a Database Record—complete set of data; Rows Field—categories of data that make up records; Columns Field name—name that identifies a field Field value—data in the field

Editing Records To make editing easier, use the record navigation bar. If you make a mistake, click Undo.

Field selector--selects the column Record selector--selects the row Datasheet selector--selects the entire datasheet; top left

Editing Records To delete a record, select the record and press Delete. Deleting a record is permanent and cannot be restored with the Undo command. The Cut, Copy, and Paste commands work the same way as in other Office programs. Be careful not to paste data over existing data you want to keep.

Changing Datasheet Layout Changing Row Height: Drag the row border up or down, or specify an exact height. Changing Column Width: Drag the column border or specify best fit for automatic adjustment to best column width. Rearranging Columns: Select field selector for column and drag to new location.

Changing Datasheet Layout Freezing Columns: Home>Freeze Changing the Background Row Color: Home>Alternate Fill/Back Color

Previewing and Printing Before printing, view datasheet in Print Preview.

Saving and Closing Objects When you change data, Access saves your changes automatically. When you change format, you need to save your work You can close an object by clicking the Close button on the object window.

Compacting and Repairing a Database Compacting a database rearranges how the data is stored to optimize performance. Office button>Manage>Compact and Repair Database