1. CIS 155 INTRODUCTION TO ACCESS 2002

2. Access 2002 Microsoft Access is a database software program.
Database software is used to manage data that can be organized into lists of relational information
Advantages of Access
Fast data entry
Fast information retrieval
Advantages of Access (cont.)
View and sort information in multiple ways
Information is secure
Share information

3. Database Terminology Key terms.
A database is a collection of associated information
A field, or category of information, is the smallest piece of information
A key field is a field that contains unique information for each record
A record is a group of related fields
A table is a collection of records for a single subject

4. Database Terminology (cont.)
Key terms (cont.)
An Access database is a relational database, in which more than one table can share information
Access objects include tables, queries, forms, reports, pages, macros, and modules
Enter and edit data in four of the objects: tables, queries, forms, and pages

5. Database Terminology (cont.)
Access objects and their purpose

6. Database Terminology (cont.)
Relationship between Access objects

7. Starting Access 2002 and Opening a Database
Use the Start button on the taskbar to open Access.
Look in list arrow
Access database

8. Viewing the Database Window
The database window displays common Windows elements such as the title bar, menu bar, and toolbar.
The Objects bar displays the buttons for the seven Access objects and group buttons
The Groups area display other commonly used files and folders

9. Viewing the Database Window (cont.)
Database window toolbar
Database toolbar
Objects bar
Objects buttons
Database window
Click to expand or collapse Groups

10. Viewing the Database Window (cont.)
Viewing objects.
Change the way you view objects in the database window
Click any of the last four buttons on the Database window toolbar
Database window elements

11. Navigating Records
Navigate through information in Navigation mode in the table’s datasheet.
A table datasheet is a spreadsheet-like grid that displays fields as columns and records as rows
A field name is listed at the top of each column
The number of the selected record in the datasheet is displayed in the Specific Record box, also called the record number box

12. Navigating Records (cont.)
Focus refers to which field is highlighted and ready to be edited
The current record symbol in the record selector box identifies which record you are navigating
Use the Next Record and Previous Record navigation buttons to navigate the datasheet

13. Navigating Records (cont.)
Field
Field name
Current record symbol
Current focus
Record selector box
Record
Specific Record box
Record buttons

14. Navigating Records (cont.)
Changing to Edit mode.
To change from Navigation mode to Edit mode, click a field with the mouse pointer
In Edit mode, you can make changes to a particular field value
The keystrokes [Ctrl][End], [Ctrl][Home], and the arrow keys move the insertion point

15. Entering Records
Add new records to a database with the New Record button on the Table Datasheet toolbar.
New records are added at the end of the datasheet
The ID field in a table is an AutoNumber field
Each time you add a record, Access automatically displays the next available integer in the AutoNumber field when you enter data

16. Entering Records (cont.)
New Record button
New record
New Record button

17. Entering Records (cont.)
Moving datasheet columns.
Drag the field name to the left or right to move a column of data
A thick black line identifies where the column will move to

18. Editing Records
To change the contents of an existing record, click the field, then type.
When you are editing a record, the edit record symbol appears in the record selector box.
The edit record symbol looks like a small pencil

19. Editing Records (cont.)
Edit symbol
Insertion point

20. Entering Records (cont.)
Moving datasheet columns.
Drag the field name to the left or right to move a column of data
A thick black line identifies where the column will move to

21. Editing Records
To change the contents of an existing record, click the field, then type.
When you are editing a record, the edit record symbol appears in the record selector box.
The edit record symbol looks like a small pencil

22. Editing Records (cont.)
Edit symbol
Insertion point

23. Editing Records (cont.)
Resizing datasheet columns.
Resize the width of a field in a datasheet by dragging the thin black line that separates field names
Double-click the thin black line to adjust the column width to accommodate the widest entry in the field

24. Previewing and Printing a Datasheet
Before printing, it’s a good idea to preview your datasheet.
When you preview a datasheet, you see a copy of the datasheet exactly as it will appear on paper

25. Previewing and Printing a Datasheet (cont.)
Print Preview toolbar
Print preview of a datasheet

26. Previewing and Printing a Datasheet (cont.)
Hiding fields.
To temporarily hide a field from appearing on a printout, click Format on the menu bar, then click Hide Columns
Unchecked boxes in the Unhide Columns dialog box identify columns that are currently hidden

27. Getting Help and Exiting Access
Access has an extensive help system.
Access to definitions, instructions, and useful tips
The Ask a Question box on the menu bar gives you immediate access to help topics
The animated Office Assistant provides help in two ways
Type a keyword
Ask a question

28. Getting Help and Exiting Access (cont.)
Help window

29. Getting Help and Exiting Access (cont.)
When you are finished working, you are ready to close the object and then the database.
Use the Close command on the File menu or the Close Window button on the menu bar.
Exit Access
Click the Exit command on the File menu or the Close button on the Title bar

30. Getting Help and Exiting Access (cont.)
Close button for Access
Close button for database

31. Getting Help and Exiting Access (cont.)
Compact on Close.
The Compact on Close feature compacts and repairs your database each time you close it.
Click Tools on the menu bar, then click Options
Best used when saving a database to your hard drive