Exploring Microsoft Access Chapter 1 Introduction to Microsoft Access: What Is A Database?

Objectives (1 of 2) Define field, record, table, and database Start Access; describe windows and objects Add, edit, and delete records Explain importance of data validation

Objectives (2 of 2) Apply filter; sort on one or more fields Explain how PivotTable and PivotChart views display data Describe relational database; identify one- to-many relationships

Overview Every organization uses data Intro to database management Operations to maintain a database Introduction to Access Advantages of multiple tables

Introduction to a Database Defining a database Database window in Access The six items in window: Tables, Queries, Forms, Reports, Macros, Modules

Database Window Object Buttons Menu Bar Toolbar

Table Views Datasheet view is used to add, edit, or delete records Design view is used to create and modify fields PivotTable view summarizes groups of data PivotChart view charts the data from PivotTable view

Datasheet View Current Record Total Number of Records Triangle indicates Data has been saved to disk

Tables Record selector symbol next to current record shows status Triangle indicates saved to disk Pencil indicates you are typing Asterisk appears next to last blank record in table

Design View Primary Key Field Names Field Properties Data Type Description

Tables Insertion point: where text is entered Primary key: unique identifier for each record Access automatically saves changes when you move to next record

Forms, Queries, and Reports A form is a friendly interface for entering or modifying a table A query provides a subset of a table based on a criteria A report presents data in an attractive format

Database Form Table Name Go To Next Record Go To Last Record Go To First Record Field Names

Report Report Header Page Header Close Print Preview Detail Section Zoom

Filters and Sorting Filter by Selection is easiest Filter by Form allows for comparative criterion (e.g. >, <) and allows for or filters (e.g. either cosmetics or shoes) Remove Filter button redisplays complete table

Filter By Selection Only 5 of the 9 Total Records Are Displayed In This Filter These Records Were Filtered By Selection (Region = WA)

Sorting The Previous Filtered Records Sorted by City The Same Records, Only Displayed in a Different Order

PivotTable View Average Salary of Detroit Engineers

PivotChart View The Previous PivotTable Displayed as a PivotChart

Relational Database Uses multiple tables Example of one-to-many table: one publisher owns many books

Relationships Window Table Names One To Many Relationship Field Names

Modifying Related Information Clicking plus sign displays all employees at L04 Modifying the address information for Location L04 changes the information for all individual employees at L04

Displaying Related Information Related information is easily grouped together when creating reports

Chapter 1 Summary Six object types: Tables, Forms, Queries, Reports, Macros, & Modules Tables views: Design, Datasheet, PivotTable, or PivotChart Data validation is critical A filters applies a criteria to display a subset of records Databases are related tables