1. 1 Access Lesson 1 Understanding Access Fundamentals Microsoft Office 2010 Fundamentals Story / Walls

2. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 222 Objectives Understand database concepts. Recognize the importance of planning and designing a database. Identify the elements of the Access program window. Start Access and create a new database.

3. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 333 Objectives (continued) Create a table in Datasheet view. Open an existing database. Open tables and navigate records. Modify field properties.

4. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 444 Vocabulary data type database database management system (DBMS) database objects datasheet datasheet selector field field name field properties field value foreign key

5. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals Vocabulary (continued) key value primary key record record selector relational database tables 555

6. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 666 Introduction A database is used to collect and organize information. A database management system (DBMS) is software designed to store, organize, and manage large amounts of data. Using Access, you can create database files that are efficient, well-organized, and that can help you manage information effectively.

7. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 77 Understanding Database Concepts Tables are the place in a database where all the data is stored. Tables in a database are displayed in a format called a datasheet. 7

8. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 88 Understanding Database Concepts (continued) Access is considered a relational database because all of the data is stored in separate tables and then connected by establishing relationships between the tables using common fields. 8

9. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 99 Understanding Database Concepts (continued) A database contains common database objects that allow you to interact with the data. 9

10. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 10 Planning and Designing a Database Before you create a new database, decide what the purpose of the database is and what you want it to accomplish. Determine what types of information will be included and organize it into categories that will each become a table in the database. Decide what information will be contained in each table and how the tables will be linked using common fields. 10

11. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals Exploring the Access Program Window Access program window 11

12. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 12 Starting Access and Creating a New Database When you start Access, Backstage view is displayed. 12

13. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 13 Creating a Table in Datasheet View Each field in a table has a data type. 13

14. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 14 Creating a Table in Datasheet View (continued) Entering Records: To enter new data, simply enter it in the last row or column. If a column is not wide enough to display data as you type, simply click the right border of the field name to automatically size the column to fit the header and data. 14

15. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 15 Creating a Table in Datasheet View (continued) Saving and Closing a Table and Closing a Database: Changes to the table design need to be saved by clicking the Save button on the Quick Access Toolbar. Close a database object by clicking its Close button. To close a database, click the File tab and then click Close Database. 15

16. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 16 Creating a Table in Datasheet View (continued) Saving Databases and Copying Objects: You can save a copy of a database using the Save Database As command on the File tab. To copy an object, select it in the Navigation Pane and click Save Object As on the File tab to open the Save As dialog box. 16

17. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals Opening an Existing Database Open dialog box 17

18. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 18 Opening Tables and Navigating Records To open a table, or any database object, you can double-click it in the Navigation Pane.

19. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 19 Opening Tables and Navigating Records (continued) In Datasheet view, you can navigate among the records in a table using the navigation buttons on the record navigation bar.

20. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals Opening Tables and Navigating Records (continued) Renaming and Deleting Tables: Right-click the table in the Navigation Pane to display the shortcut menu, then click Rename or Delete. 20

21. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 21 Opening Tables and Navigating Records (continued) Editing and Deleting Records: To select all records, click the datasheet selector. To select a single record, click the record selector box. To select an entire field, click the field selector.

22. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 22 Opening Tables and Navigating Records (continued) Editing and Deleting Records (cont): To edit data in a record, select the contents in the field for that record and type new data. When editing data in a record, a pencil icon is displayed in the record selector. You can delete an entire record by selecting the record, and then pressing the Delete key.

23. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 23 Modifying Field Properties Field properties control the appearance and behavior of the field. You can rename a field, change the data type, and set other basic field properties using the Table Tools Fields tab in Datasheet view.

24. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 24 Modifying Field Properties (continued) To rearrange the order of fields in Datasheet view, you can select the field and drag it to a new position.

25. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 25 Summary In this lesson, you learned: Basic database concepts. The importance of planning and designing a database. To identify elements of the Access program window. The process for starting Access and creating a new database. 25

26. Access Lesson 1 Story / WallsMS Office 2010 Fundamentals 26 Summary (continued) How to create tables in Datasheet view. Methods for opening an existing database. To open tables, navigate records, and edit and delete records. Ways to modify field properties. 26