Microsoft Access You will need a pen/pencil.

What is Microsoft Access? Access is a database management system.  Create a database, add/change delete data, sort data, retrieve data, create forms and reports A database is collection of data organized in a manner that allows access, retrieval and use of that data.

What are the components of a database? Tables – for storing information you want to include in a database Queries – for drawing information from one or more tables Forms –for viewing & updating data Reports – sophisticated reports for presenting data

What is a database table? Tables are set up to contain columns and rows of information. Records contain info about a given person, product, or event  Rows are called records Fields are a specific piece of information within a record  Columns are called fields  Examples include Last name, First name, address, etc. Columns = Fields Rows = Records

What order is information entered into a table? The fields should be arranged in the same order as the data in the source document (paper form from which data is keyed). Reduces the time needed to enter the fields and maintain records.

Customer ID NameAddressCityStateZip 1001Mr. Smith123 LexingtonSmithvilleKY Mrs. Jones12 Davis Ave.SmithvilleKY Mr. Axe443 Grinder Ln.BroadvilleLA Mr. & Mrs. Builder 661 Parker Rd.StreetvilleGA81990 SOURCE DOCUMENT ACCESS TABLE WITH RECORDS

What is a primary key? The primary key is a unique identifier for each record in a table  A unique ID number is assigned to each record  For example, client number

What is a database report? Reports are created from database tables.  Used for organizing, summarizing, and printing information.

Viewing a database form Columnar view lets you view one record at a time on the screen.  A scroll button takes you to the next or previous record Tabular view allows you to view multiple records on the screen at the same time.  Resembles a table

What is a database form? Forms – Used for viewing & updating data  Created from database tables Fields are the blanks in which info is entered When blanks are filled in, the form becomes a record

What is a database query? Queries are questions.  for drawing information from one or more tables The query feature allows you to ask for specific info to be retrieved from tables that have been created.

What is sorting? The sort feature controls the sequence, or order, of the records. Ascending order is A to Z and 0 to 9. Descending order is Z to A and 9 to 0.

Creating a database Open Access. Click Blank Database in the task pane. Enter filename followed by your name. Double click on Create table in Design view

Open Microsoft Access from the Start menu.

Open Access, choose Blank Database from the Task Pane Next Save your database. Make sure YOUR NAME follows the file name.

First, click on Tables in the side menu, then choose Create table in Design view.

Creating a database Enter the Field Name & Data Type in the table description Choose File, Save As & enter filename  Put YOUR FIRST & LAST NAME after every file name! In the pop-up window Select Yes and let Access assign a primary key Close the table description window.

The table Design View will appear. Fill in the Field Name and Data Type for each column/field in the table.

A figure showing the Design View with the new table definition filled in is given below:

Saving a table design Choose File, Save As & name table

Entering data in a table Double click on the table filename. Your fields should be across the top row. Enter the data as it appears on your source document. Save.

You can use the enter key, tab key, or arrow keys to move through fields when entering each record.

Opening database tables Open Access, Choose File, Open Double click on database file Double click on table Add additional records to the bottom of the table. Save.

Editing database tables Add additional records to the bottom of the table.  Save any changes.

Adding new table fields Adding new fields  Select field heading, right-click choose Insert Column  Select new column, and then drag past to proper place  Double click on the column heading to rename fields Deleting a field  Deleting a field deletes ALL info  Right click on field heading, choose Delete Column

Printing database tables Choose, File, Print Preview Verify the file name & your name are on the document. Choose, Print

Printing in landscape Choose, File, Page Setup, Page tab Select landscape button