Introducing Access Lesson 1

Objectives Start Access and explore the Database window Explore database objects Enter, edit, and delete records in a datasheet Print database objects Enter, edit, and delete records in a form Create a database

Start Access and Explore the Database Window What is a database –It is a collection of information on a specific subject kept together in a file What is Access – a relational database that allows the storage of information in separate tables and joining them through relationships

Start Access and Explore the Database Database window –The dialog box that appears when Access is opened –the left of the database window is known as the Objects bar and has the database objects that are grouped by type Database objects are Tables, queries, forms, and reports –Database objects help in the manipulation and storage of information

Explore Database Objects Exercise 2 Database Objects –Table: Contains the data When open in datasheet view Access shows the table datasheet toolbar –Query: has no data instead displays only information that has been requested from the table or tables –Form: a window used to enter, edit, and view individual data records in one or more table –Report: a professional summary printout of database information

Explore Database Objects Access has 4 views and each has its own toolbars –Datasheet view: a row and column format used to add, modify, or delete data from a table or query –Form view: displays fields one record at a time –Print Preview: how data will look when printed –Design view: the structure and layout but not actual data is shown– this view is used to change structure, formatting, and/or arrangement of database objects

Navigate Records in a Datasheet Datasheet –Row and column format that resembles an Excel worksheet Record: a row that contains all the data for a specific item Field: a column that has a specific item for a record –Example: a student database has a record for every student (all information), and each student has a field for first name, last name

Navigate Records in a Datasheet Tables can contain lots of records to navigate through a table use the navigational toolbar at the bottom of object windows ButtonNamePurpose First RecordMoves to the first record (or page) Previous RecordMoves to the previous record Specific RecordMoves to the record specified in the box Next RecordMoves to the next record in an object Last RecordMoves to the last record in an object New RecordMoves to a new record in an object

Enter, Edit, and Delete Records in a Datasheet Record selector: a small, gray box to the left of each record –To delete are record click on the record selector and press the delete key. SymbolMeaning Indicates that this is the current record and the record has been saved Indicates that the record is being edited and the changes have not been saved Indicates that this a new record into which you can enter information

Print Database Objects Any on the database objects can be printed, but Reports can be designed to look attractive and professional A print range can be either a range of pages or of records The Setup button on the Print dialog box provides access to Page Setup where the margins can be specified

Enter, Edit, and Delete Records in a Form In a Form only one record is seen at a time The navigation toolbar is used to move from one record to another To delete a record from a Form click the record selector and press delete

Create a Database To Create an Access Database –Use a Database Wizard that uses a predefined database from a template or –Create a new database from scratch Database Wizards –The Wizard creates the database “behind the scenes” by using VBA (Visual Basic for Applications) programming code making it difficult to customize Creating from a Blank Database –Can be customized