1. INTRODUCTORY MICROSOFT ACCESS Lesson 1 – Access Basics

2. Objectives Understand databases. Start Access and open a database.
Identify parts of the Access screen.
Identify the database objects.
Understand database terminology.

3. Objectives (cont.) Create a new database and a new table.
Design, modify, name, and save a table.
Navigate a database and enter records.
Print a table and exit Access.

4. Terms Used in This Lesson
Database management system
Datasheet view
Design view
Entry
Field
Field name
Primary key
Record

5. Start Access and Open a Database
Click the Start button, select All Programs, select Microsoft Office, and click Microsoft Office Access 2003.
The Access startup screen appears, giving you the option of opening an existing database or creating a new one.

6. Open a Database
From the Getting Started task pane, click More files and choose a database from the Open dialog box.
Create a new database by clicking the Blank Database option in the New File task pane.

7. Identify Parts of the Access Screen
The Access screen has a title bar, menu bar, and toolbar.
The Status bar is at the bottom of the screen.

8. Identify the Database Objects
DESCRIPTION
Table
Tables store data in a format similar to that of a worksheet. All database information is stored in tables.
Query
Queries search for and retrieve data from tables based on given criteria. A query is a question you ask the database.
Form
Forms allow you to display data in a custom format. You might, for example, create a form that matches a paper form.
Report
Reports also display data in a custom format. Reports, however, are especially suited for printing and summarizing data. You can even perform calculations in a report.
Page
Data access pages let you design other database objects so that they can be published to the Web.
Macro
Macros automate database operations by allowing you to issue a single command that performs a series of operations.
Module
Modules are like macros but allow much more complex programming of database operations. Creating a module requires the use of a programming language.

9. Understand Database Terminology
Record – complete set of database fields.
Field – categories of data that make up records.
Field name – name that identifies a field.
Entry – data entered into a field.

10. Create a New Database
Create a new database by opening the File menu and choosing New. The Access startup screen appears.
In the New File task pane, choose Blank Database.

11. Create a New Table
Create a new table by clicking Tables on the Objects bar.
Click the New button.
The New Table dialog
box appears, where
you can choose a way
to create a table.

12. Design, Modify, Name, and Save a Table
Design the table: Enter the field name, data type, and description.
Save and name the table: Open the File menu and choose Save.
Modify the table: Go to Design view and make changes.

13. Navigate a Database and Enter Records
To display a table in Datasheet view, select the table and click Open, or click the View button on the toolbar while in Design view.
Enter records directly into the table using Datasheet view.
Press Enter or Tab to move to the next field as you enter data.
Changes are saved automatically. There is no need to save.

14. Print a Table and Exit Access
Open the File menu and choose Print, or click the Print button on the toolbar to display the Print dialog box.
Choose to print all records, only those selected, or the pages to print (for long tables).
Click Setup to change the margins.
Click Properties to change the orientation.
Exit Access by opening the File menu and choosing Exit.

15. Summary
Access is a database management system that allows you to store, retrieve, analyze, and print information.
You can open an existing database from the File menu or from the Getting Started task pane displayed on the right side of the screen.

16. Summary (cont.)
A database is a collection of objects that work together to store, retrieve, and display data, print reports, and automate operations. The object types are tables, queries, forms, reports, macros, and modules.
A record is a complete set of data. Each record is made up of fields. Each field is identified by a field name. The actual data entered into a field is called an entry.

17. Summary (cont.)
You can create a new database by opening the File menu and choosing New. Choose Blank Database in the New File task pane.
Create a new table by clicking Tables on the Objects Bar. Enter records into the table using Datasheet view.
As in other Office 2003 applications, you exit Access by opening the File menu and choosing Exit.