1. Exploring Microsoft Access 2003
Chapter 1- Introduction to Access: What is a Database?
Robert Grauer and Maryann Barber
Committed to Shaping the Next Generation of IT Experts.
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Database Window
Menu bar
Toolbar
Database window
Object Buttons
Exploring Office 2003 Vol 1 2/e - Grauer and Barber

3. Introduction to a Database
Field – a basic data element (E.g., name, phone number, title)
Record – a set of fields (E.g., all fields for one person)
Table – a set of records
Database – one or more tables
This slide lists the relationship between fields, records, tables and within a database. Students often have difficulties distinguishing between fields and records. Provide students with additional real world examples of databases and then list examples of the fields, records and tables for each database. Ensure students clearly understand these concepts before continuing on to the next slide
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Fields and Records
Field – A basic fact
listed above each column
Field = columns Record = rows
Record is an entire row of information
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Table Views
Datasheet view is used to add, edit, or delete records
Design view is used to create and modify fields
PivotTable view summarizes groups of data
PivotChart view charts the data from PivotTable view
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Datasheet View
Triangle indicates data has been saved to disk
Current record
Explain that the Datasheet View is used to insert or modify the data. Point out the various items within this view that provide additional information about the individual records. Describe how to navigate around this view, especially how to scroll to view the additional columns.
Total number
of records
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Design View
Data Type
Description
Primary Key
Field Names
Explain that the name is very descriptive of when to use this view—to design fields within a database. Explain that this view is used to describe the container for the data, but has no view of the actual data. Also define each of the following areas within the Design View:
Primary Key – The unique identifier for each record
Field Names.
Data Types.
Description of each field.
Properties for each field.
Field Properties
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Tables
Record selector symbol next to current record shows status
Triangle indicates saved to disk
Pencil indicates you are typing
Asterisk appears next to last blank record in table
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Open a Table
Select table object to display tables
Double click to open Customers table
Table Name
Go to First Record
Go to Next Record
Create New Record
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Tables
Insertion point — where text is entered
Primary key — unique identifier for each record
Access automatically saves changes when you move to next record
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11. Forms, Queries, and Reports
A form is a friendly interface for entering or modifying a table
A query provides a subset of a table based on a criteria
A report presents data in an attractive format
This slide provides the definition for form, query and report. Explain that these three areas are the true tools of Access. These tools provide a user friendly way to enter data into the database, ask questions of the data, and finally to print out all the information in an attractive format. Ask students to provide examples of each. My favorite real-world report is the yellow pages phone book.
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Form
Values for Current Record
Table Name
Field Names
Command Buttons
Go to First Record
Go to Next Record
Go to Last Record
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Query
Display only customer records who don’t have a Cuppa Card
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Report
Report Header
Customer Mailing
Labels Report
Individual Records
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Filters and Sorting
Filter by Selection is easiest
Filter by Form
Allows for comparative criterion (e.g. >, <)
Allows for “or” filters (e.g. either cosmetics or shoes)
Remove Filter button - redisplays complete table
Describe the differences between filters and sorting. Clarify that sorting just redisplays all of the records while filters hide various rows from view. One example is during a golf tournament, a sort would list the golfers by their score. Where a filter for golfers who shot less than 2 over par on the second day, would only display those who made the cut.
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Filter By Selection
These Records Were Filtered by Selection (Category = Fruity)
Apply Filter button
Select field to filter
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Sorting
The Previous Filtered Records Sorted by Recipe
Sort Ascending button
The Same Records, Only Displayed in a Different Order
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Relational Database
Uses multiple tables
Examples of one-to-many relationships:
One publisher has many books
One customer has many purchases
One student has many courses
One instructor has many students
A relational database is formed when there are related tables within one database. Define a One-to-Many relationship within a database – this is when the primary key of one table is also present in another related table. This allows for data integrity by ensuring that there is only one place for changes to be made to each field (a student record for instance, that is related to the courses table). This slide provides a list of examples of one-to-many relationships.
Ensure students thoroughly understand why and how relational databases are incredibly powerful. One advantage of relational databases is that modifying information in one place also changes it in all related places.
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Relationships Window
Table Names
Field Names
One-To-Many
Relationship
Exploring Office 2003 Vol 1 2/e - Grauer and Barber