with Access 2003 Getting Started Microsoft Office Illustrated Introductory, Premium Edition

2Getting Started with Access 2003  Understand relational databases  Learn database terminology  Start Access and open a database  Work with the database window Objectives

3Getting Started with Access 2003 Objectives  Navigate records  Enter records  Edit records  Preview and print a datasheet  Get Help and exit Access

4Getting Started with Access 2003 Understand relational databases  Access is a relational database program  Access is used to enter, edit, and analyze lists of data  Relational databases minimize redundant data

5Getting Started with Access 2003 Advantages of Access  Duplicate data is minimized  Information is more accurate  Data entry is faster and easier  Information can be viewed and sorted in multiple ways

6Getting Started with Access 2003 Advantages of Access  Information is more secure  Information can be shared among several users  Information retrieval is faster and easier

7Getting Started with Access 2003 Comparing Excel to Access  Additional layout capabilities  More storage capacity  Linked tables  Multiuser capabilities  Better data entry forms

8Getting Started with Access 2003 Learning Database Terminology  Field make up records  Records make up tables  Tables make up a relational database

9Getting Started with Access 2003 Access Objects  Table: stores all data  Query: answers a question  Form: provides data entry form  Report: provides formatted output

10Getting Started with Access 2003 Access Objects  Page: creates a dynamic Web page  Macro: stores repetitive actions  Module: stores VBA code

11Getting Started with Access 2003 Access Objects Cust NoFirstLastStreetCityStateZipPhone 1KusongTse222 ElmTopekaKS PaigeDenver400 OakLenexaMo CaitlynBaily111 AshAmesIA Customers table Cust NoProduct NoDateInvoice No /1/ /1/ /2/ Sales table Product NoArtistNameFormatTracksCost Gold FlakesAvalonCD13$ Michael SmithAlwaysCD14$ LungwortSoundsCD15$13 Products table Record Links between tables Field Table

12Getting Started with Access 2003 REPORTS Access Objects TABLES FORMS QUERIES Data goes in Printouts All data is stored in tables, no matter how it is entered

13Getting Started with Access 2003 Starting Access and Opening a Database  Starting Access –From the Start menu –From a Shortcut

14Getting Started with Access 2003 Starting Access and Opening a Database

15Getting Started with Access 2003 Starting Access and Opening a Database  Opening a Database within Access –Access Task Pane –Access Open button  Opening a Database from Windows –My Computer –Windows Explorer

16Getting Started with Access 2003 Working with the Database Window Be able to identify these elements on the next slide:  Access title bar  Database toolbar  Database window toolbar  Object bar  Status bar

17Getting Started with Access 2003 Working with the Database Window Access Title Bar Database Toolbar Database Window Toolbar Object Bar Status Bar

18Getting Started with Access 2003 Navigating Records  Know the keyboard shortcuts  Understand Edit Mode versus Navigation Mode  Recognize the current record symbol

19Getting Started with Access 2003 Navigating Records Shortcut Moves to the…. Tab or Enter Next field of the current record Shift+Tab Previous field of the current record Home First field of the current record End Last field of the current record Ctrl+Home First field of the first record Ctrl+End Last field of the last record F5 Specific record

20Getting Started with Access 2003 Entering Records  Use either New Record button  Be able to move datasheet columns  Be able to move through fields using Tab or Enter  All new records are entered at the end of the datasheet  Records can be reordered by sorting them

21Getting Started with Access 2003 Entering Records  AutoNumber fields automatically increment to the next value  Correct spelling is important –Manhattan vs. Manhatan vs. Manhatten  Consistent capitalization is important –Cooper vs. cooper vs. COOPER

22Getting Started with Access 2003 Editing Records  Recognize the Edit symbol  Use the Undo button to undo an entry  Use the Delete Record button  Use Esc to remove changes to a record still being edited  Resize columns to see all data clearly

23Getting Started with Access 2003 Previewing and Printing a Datasheet  Know how to Zoom in and out  Work with the Page Setup dialog box  Use the Print Preview toolbar

24Getting Started with Access 2003 Page Setup dialog box  Margins  Print Headings  Page Orientation  Paper Size  Printer  Columns

25Getting Started with Access 2003 Getting Help and Exiting Access Ways to get Help:  Help menu  Help button  Type a question for help box

26Getting Started with Access 2003 Getting Help and Exiting Access Ways to exit Access:  Use the File>Exit menu option  Click the Close buttons

27Getting Started with Access 2003 Summary  Use Access to create and work with relational databases  The database window helps you work with Access objects  Access objects help you find, enter, and manage information  Access Help provides additional information