1. Grauer and Barber Series Microsoft Access Chapter One
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Microsoft Access

2. Microsoft Access Electronic record keeper Hierarchy of data
Character – single byte
Field – a group of characters
Example would be a name or address
Record – a group of related fields
File – a group of related records
Database – a group of related files
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Microsoft Access

3. Opening Screen in Access
Beginning screen upon entering Access
Indicate what database to use (or create)
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Microsoft Access

4. The Database Window Database Window Objects Menu Bar 5/1/2019
Microsoft Access

5. Database Objects Table – contains the data for a entity
Form – created for data entry
Query – is created to answer questions about database
Report – present output in organized format
Page – is an HTML document that can be posted to Web server
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Microsoft Access

6. Table Specific field (column) in record
Records stored in table or file
Navigation buttons
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Microsoft Access

7. Hands-On Exercise One
Start Microsoft Access using start, programs, Microsoft Access
Open a previously saved database
Open a table stored in database
Move around in table using navigation buttons
Use Insert, new record to add a new records
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Microsoft Access

8. Hands-On Exercise One Use File, Page Setup to set page options
Use the Print button on standard toolbar to print
Use File, close to close database out of memory
Use File, exit to leave Access IMPORTANT)
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Microsoft Access

9. Maintaining the Database
Find Command – locates specific information
Replace Command – finds and replaces information
Find
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Microsoft Access
Replace Tab

10. Data validation
Used for making sure the data entered into a system is correct
GIGO – Garbage in Garbage Out
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Microsoft Access

11. Forms, Queries, and Reports
Forms are created to customize interface for data entry
Queries are created to ask questions regarding data stored in database
Reports are created to show the results or outputs of system
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Microsoft Access

12. Table data from Bookstore
We can create queries on various fields
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Microsoft Access

13. Form Creation Different ways to create a query
Forms button to create form
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Microsoft Access

14. Different ways to create a Query
Query Creation
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Microsoft Access

15. Reports Different ways to create reports Reports are created from here
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Microsoft Access

16. Hands-On Exercise Two
Start Microsoft Access using start, programs, Microsoft Access
Open a previously saved database
Open a table stored in database
Click a field you want to search on and use the Edit, Find command
Use the Edit, Select record command to highlight a record
Use the DEL key to delete a record
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Microsoft Access

17. Hands-On Exercise Two Use the New Record button to add another record
Click the form button and choose a form to use
Add a record using the new form via Edit menu
Use the tab key to move from one field to next
Use View, Datasheet view to view records in another view
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Microsoft Access

18. Hands-On Exercise Two
Use Edit, Replace to replace data contained in table
Use Print button to print an object
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Microsoft Access

19. Hands-On Exercise Two Use the New Record button to add another record
Click the form button and choose a form to use
Add a record using the new form via Edit menu
Use the tab key to move from one field to next
Use View, Datasheet view to view records in another view
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Microsoft Access

20. Filter and Sorting A filter displays only certain records Filter
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Microsoft Access

21. Toolbar Buttons Remove Filter Filter by Form Filter by Selection
Sort Descending
Sort Ascending
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Microsoft Access

22. Filtering and Sorting Filtering shows certain records for viewing
Sorting arranges the records in a given order
Ascending – records are ordered low to high
Descending – records are ordered high to low
Remove Filter
Filter by Form
Filter by selection
Descending
Ascending
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Microsoft Access

23. Hands-On Exercise Three
Use File, open to open a database
Use Insert, New Record and add a new record
Place cursor on field to filter
Use the Filter by Selection button to filter records
Use the Filter by Form button to add further selections
Click a field and use the Sort Ascending button to arrange records
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Microsoft Access

24. Relational Database Tables are related by key fields in each table.
In Look Ahead Database (must copy)
Connect tables by key fields
Employee table Location Id with Locations
Locations table TitleId with Employee
Establishes relationships to pull data from multiple locations
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Microsoft Access

25. Relationships Established
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Microsoft Access

26. Hands-On Exercise Four
Use File, open to open a database
Use Tools, Relationships to establish relationships among tables
Save the relationships with enforce referential integrity
Visual view one to many relationships
Use the established relationships to enter records (datasheet, form)
Use the report button to view organized output
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Microsoft Access