Lesson 1: Exploring Access 2013

2 Learning Objectives After studying this lesson, you will be able to: Start Access and identify elements of the application window Open and explore an existing database Identify database objects and explain how they are used Add data to an Access table Close a database and exit Access 2013

Database Defined What is a database?  A database is an organized collection of related data files or tables.  Data are pieces of information such as names, numbers, dates, descriptions, and other information organized for reference or analysis.  Database management software allows users to store, manipulate, and retrieve database information. 3

Organizing Data into Tables A typical clinic statement might include: Distributed among these tables: 4

Launching Access Windows 7:

Launching Access 2013 Windows 8: 6

Exploring the Access Environment 7 To open an existing database, click Browse to locate the file.

Saving an existing Database 8

Features of the Database Window 9 Navigation Pane Ribbon tabs

Identifying Object Types Four basic types of objects  Tables: Hold data  Queries: Search table data  Forms: Input table data  Reports: Report table data as meaningful information Each object type is represented by a different icon  Tables:  Queries:  Forms:  Reports: 10

Using the Navigation Pane If you do not see the Navigation Pane, click the Shutter Bar Open/Close Button or press [F11]. The Shutter button opens and closes the Navigation Pane. The All Access Objects drop-down arrow ▼controls how objects are displayed in the Navigation Pane. 11

Tables A table contains the database. The table below is in datasheet view: 12

Tables The table below is in design view: 13

Three Basic Terms Used in Databases Field  The basic unit of database tables  Holds one piece of data—first name, last name, street Record  A collection of all fields related to one item  All fields for a person or company File  A collection of all related records stored together  All customers or all suppliers 14

Navigating Datasheets Tables and queries display in a row and column layout called a datasheet. Datasheets resemble an Excel spreadsheet. To move from column to column, press [Tab] or [Enter] or click the cell. 15

Entering Data into a Table Datasheet Click the New Record button. Press [Tab] or [Enter] to move to the next column. The new row is identified with an asterisk. 16

Forms Forms provide a quick, accurate, and user-friendly way to display individual records and enter data into tables. Forms may be opened in Design View, Layout View, and Form View. 17

Queries Queries allow you to extract data from database tables based on specific criteria and display those results in a row and column format. 18 Once criteria are selected, click Run to view the results.

Reports Reports display information retrieved from a table or query in an organized and formatted layout. They provide detailed information that can be useful for documenting, reporting, and making decisions. They are designed to be printed. They can be opened in Design View, Layout View, Report View, and Print Preview. 19

Reports 20 An example of a report:

Closing Databases & Exiting Access Steps: 1. Choose File > Close to close the database. 2. Click the Close [x] button to exit Access

Lesson 1: Exploring Access 2013