1. BASIC INFORMATION ABOUT DATABASE MANAGEMENT SOFTWARE
Kickoff: Access lets you store information in an organized way and manipulate that information using different tools. Store data in tables, enter data using a datasheet or form; manipulate data using queries, output data using reports; create Web-friendly forms; automate database processes using macros and modules.
Access - Database Basics

2. Using A Database Allows you to easily store large amounts
of data into something called a database.
Access - Database Basics

3. What is a Database?
An organized collection of data related to a specific topic that is kept together in a single file.
Manual databases – update is slow
Electronic databases – fast update
Other examples of manual databases: note cards, file folders
Other examples of electronic databases: banking at ATM, telephone information, library database.
Access - Database Basics

4. Benefits of Using a Database?
Allows you to store categories of data in separate tables, yet combine data from any of the tables.
Manual databases – update is slow
Electronic databases – fast update
Other examples of manual databases: note cards, file folders
Other examples of electronic databases: banking at ATM, telephone information, library database.
Access - Database Basics

5. Benefits of Using a Database?
Duplicated data is minimized
Information is more accurate and reliable
Data entry is faster
Several users can share and edit information simultaneously
Manual databases – update is slow
Electronic databases – fast update
Other examples of manual databases: note cards, file folders
Other examples of electronic databases: banking at ATM, telephone information, library database.
Access - Database Basics

6. Benefits of Using a Database?
Information can be viewed and sorted in many ways using queries, forms, and reports
Professional reports can be printed in seconds
Manual databases – update is slow
Electronic databases – fast update
Other examples of manual databases: note cards, file folders
Other examples of electronic databases: banking at ATM, telephone information, library database.
Access - Database Basics

7. Businesses Uses of DBMS
Maintain employee records
Control inventory
List suppliers and customers
Access - Database Basics

8. Businesses Uses of DBMS
Generate
Payroll checks
Invoices
Financial statements
Access - Database Basics

9. Specialized Uses of DBMS
Mass mailings
Form letters
Mailing labels
Access - Database Basics

10. Personal Uses of DBMS Address book Greeting card lists Recipe files
Personal libraries
Access - Database Basics

11. Personal Uses of DBMS Track private collections Coins Stamps
Access - Database Basics

12. The Database Management Software You Will Be Learning is Microsoft Access
Kickoff: Access lets you store information in an organized way and manipulate that information using different tools. Store data in tables, enter data using a datasheet or form; manipulate data using queries, output data using reports; create Web-friendly forms; automate database processes using macros and modules.
Access - Database Basics

13. Microsoft Access
Access is a relational database program
Different from Excel in that Excel is a flat file (non-relational)
File extension .accdb (Access Database)
Manual databases – update is slow
Electronic databases – fast update
Other examples of manual databases: note cards, file folders
Other examples of electronic databases: banking at ATM, telephone information, library database.
Access - Database Basics

14. Access or Excel? Feature Excel Access Layout Storage Linked Tables
Provides a natural tabular layout for easy data entry
Tabular layout as well as the ability to create customized data entry screens
Storage
Limited to 65,000 records per sheet
Stores any number of records up to 2GB
Linked Tables
Manages single lists of information
Allows links between lists of information to reduce data redundancy
Reporting
Limited to the current spreadsheet arrangement of data
Creates and saves multiple presentations of data
Access or Excel?
The Title of this slide is a link which discusses the differences between Excel and Access. It opens a window from Office Online which you will need to click next to advance each screen. There are questions at the end of the presentation so tell your students to pay attention!!!
Access - Database Basics

15. Access or Excel? Feature Excel Access Security Multiuser Capabilities
Limited to file security options such as marking the file read only or protecting a range of cells
Allows users to access only the records and fields they need
Multiuser Capabilities
Does not easily allow multiple users to simultaneously enter and update data
Allows multiple users to simultaneously enter and update data
Data entry
Provides limited data entry screens
Provides the ability to create extensive data entry screens called forms
Access or Excel?
The Title of this slide is a link which discusses the differences between Excel and Access. It opens a window from Office Online which you will need to click next to advance each screen. There are questions at the end of the presentation so tell your students to pay attention!!!
Access - Database Basics

16. Microsoft Access
Once data is entered into the database, Access can be used to manipulate the data so that it becomes useful information.
Access - Database Basics

17. Microsoft Access Allows you to: Input data Edit data Verify data
Access - Database Basics

18. Microsoft Access Allows you to: Sort data Find data Analyze data
Report data
Access - Database Basics

19. Organization of Access
Database objects provide a structure through which you can store or manipulate the data.
You can have more than one of each type of object in a database (several tables, several forms, several queries, several reports etc.)
Access - Database Basics

20. Organization of Access
The database file is composed of all the database objects.
Not a separate file for each object
Access - Database Basics

21. Access Database Management System include:
Object
Use
Tables
To Store Data
Queries
To find, retrieve, and combine data
Forms
To view, enter, and edit data easily
Reports
To analyze, format, report, or print data
Macros and Modules
To automate a process (Go To, Beep, Etc.)
Access Database Management System include:
Database information - Actual data entered into database
6 database objects:
The tools used in Access are called objects. Pages are no longer an object and was eliminated from this slide.
Access - Database Basics

22. Object: Table
Tables are essential objects in a database because they hold all the information or data.
Every single database MUST have at least one table.

23. Object: Form
Forms are like display cases in stores that make it easier to view or get the items that you want.
Forms are objects that allow you to add, edit or display the data stored in the database.
Form Icon

24. Object: Queries
Allow you to retrieve and view data from multiple tables in single datasheet.
More information about queries will be discussed
later.
Query Icon

25. Object: Reports
Reports allow you to view, format and summarize information from the database.
Report Icon