Grauer and Barber Series Microsoft Access Chapter One 5/1/2019 Microsoft Access

Microsoft Access Electronic record keeper Hierarchy of data Character – single byte Field – a group of characters Example would be a name or address Record – a group of related fields File – a group of related records Database – a group of related files 5/1/2019 Microsoft Access

Opening Screen in Access Beginning screen upon entering Access Indicate what database to use (or create) 5/1/2019 Microsoft Access

The Database Window Database Window Objects Menu Bar 5/1/2019 Microsoft Access

Database Objects Table – contains the data for a entity Form – created for data entry Query – is created to answer questions about database Report – present output in organized format Page – is an HTML document that can be posted to Web server 5/1/2019 Microsoft Access

Table Specific field (column) in record Records stored in table or file Navigation buttons 5/1/2019 Microsoft Access

Hands-On Exercise One Start Microsoft Access using start, programs, Microsoft Access Open a previously saved database Open a table stored in database Move around in table using navigation buttons Use Insert, new record to add a new records 5/1/2019 Microsoft Access

Hands-On Exercise One Use File, Page Setup to set page options Use the Print button on standard toolbar to print Use File, close to close database out of memory Use File, exit to leave Access IMPORTANT) 5/1/2019 Microsoft Access

Maintaining the Database Find Command – locates specific information Replace Command – finds and replaces information Find 5/1/2019 Microsoft Access Replace Tab

Data validation Used for making sure the data entered into a system is correct GIGO – Garbage in Garbage Out 5/1/2019 Microsoft Access

Forms, Queries, and Reports Forms are created to customize interface for data entry Queries are created to ask questions regarding data stored in database Reports are created to show the results or outputs of system 5/1/2019 Microsoft Access

Table data from Bookstore We can create queries on various fields 5/1/2019 Microsoft Access

Form Creation Different ways to create a query Forms button to create form 5/1/2019 Microsoft Access

Different ways to create a Query Query Creation 5/1/2019 Microsoft Access

Reports Different ways to create reports Reports are created from here 5/1/2019 Microsoft Access

Hands-On Exercise Two Start Microsoft Access using start, programs, Microsoft Access Open a previously saved database Open a table stored in database Click a field you want to search on and use the Edit, Find command Use the Edit, Select record command to highlight a record Use the DEL key to delete a record 5/1/2019 Microsoft Access

Hands-On Exercise Two Use the New Record button to add another record Click the form button and choose a form to use Add a record using the new form via Edit menu Use the tab key to move from one field to next Use View, Datasheet view to view records in another view 5/1/2019 Microsoft Access

Hands-On Exercise Two Use Edit, Replace to replace data contained in table Use Print button to print an object 5/1/2019 Microsoft Access

Hands-On Exercise Two Use the New Record button to add another record Click the form button and choose a form to use Add a record using the new form via Edit menu Use the tab key to move from one field to next Use View, Datasheet view to view records in another view 5/1/2019 Microsoft Access

Filter and Sorting A filter displays only certain records Filter 5/1/2019 Microsoft Access

Toolbar Buttons Remove Filter Filter by Form Filter by Selection Sort Descending Sort Ascending 5/1/2019 Microsoft Access

Filtering and Sorting Filtering shows certain records for viewing Sorting arranges the records in a given order Ascending – records are ordered low to high Descending – records are ordered high to low Remove Filter Filter by Form Filter by selection Descending Ascending 5/1/2019 Microsoft Access

Hands-On Exercise Three Use File, open to open a database Use Insert, New Record and add a new record Place cursor on field to filter Use the Filter by Selection button to filter records Use the Filter by Form button to add further selections Click a field and use the Sort Ascending button to arrange records 5/1/2019 Microsoft Access

Relational Database Tables are related by key fields in each table. In Look Ahead Database (must copy) Connect tables by key fields Employee table Location Id with Locations Locations table TitleId with Employee Establishes relationships to pull data from multiple locations 5/1/2019 Microsoft Access

Relationships Established 5/1/2019 Microsoft Access

Hands-On Exercise Four Use File, open to open a database Use Tools, Relationships to establish relationships among tables Save the relationships with enforce referential integrity Visual view one to many relationships Use the established relationships to enter records (datasheet, form) Use the report button to view organized output 5/1/2019 Microsoft Access