1. Microsoft ® Office Access 2003 Training Get to know Access CGI presents:

2. Get to know Access Course contents Overview: Database basics Lesson 1: Benefits of using a database Lesson 2: Table that data Lesson 3: Analyzing, viewing, and reporting data Each lesson includes a list of suggested tasks and a set of test questions.

3. Get to know Access Do you want to manage a large collection of information? A database helps you enter data easily, find it quickly, use it to create labels or mailings, and summarize it in printed and online reports. Overview: Database basics This course will cover the benefits and structure of an Access database and get you familiar with ways to get data into one and out of one (such as using queries and reports).

4. Get to know Access Course goals Learn the difference between a database and a list. Get familiar with tables, fields, records, and primary keys. Find out how to use the four main items, called objects, that most databases contain.

5. Lesson 1 Benefits of using a database

6. Get to know Access Benefits of using a database A database is much more than just a list or table. A database: Access unlocks the full value of your data. Gives you true command of your data, enabling you to retrieve it, sort it, analyze it, summarize it, and report results in moments.

7. Get to know Access Benefits of using a database A database is much more than just a list or table. A database: Access unlocks the full value of your data. Can combine data from various files, so that you never have to enter information twice. Can even make data entry more efficient and accurate.

8. Get to know Access Better than a collection of lists Scenario: You're the secretary of a large hiking club with a lot of lists to manage. One club member, who appears on a number of lists, changes her e-mail for the second time this year. A key Access benefit: avoiding the complications of multiple lists

9. Get to know Access Better than a collection of lists With only a set of lists, you'd have to change that information everywhere it occurs. A key Access benefit: avoiding the complications of multiple lists But with a well-structured database, you'd have to change it only once. The database takes care of everything else.

10. Get to know Access Making friends with relations Relationships link data from individual tables to increase its usefulness. Access creates relational databases. Data is stored in separate tables by subject or task, but the data is related. In other words, information in one set of data is associated with the applicable information in the other set of data.

11. Get to know Access Making friends with relations Relationships link data from individual tables to increase its usefulness. Database planning tips: To make the most of your database, set up the tables of data to reflect the subjects and tasks associated with your data. Consider the scenarios in which people will be entering data, looking up data, or reporting data. A little forethought can go a long way.

12. Get to know Access How a database is structured Access databases consist of objects, such as the following four important ones: Objects: the most important part of a database Tables store data in rows and columns. Queries retrieve and process data.

13. Get to know Access How a database is structured Access databases consist of objects, such as the following four important ones: Objects: the most important part of a database Forms control data entry and data views. Reports summarize and print your data.

14. Get to know Access Suggestions for practice 1.Remember a database. Think about recent situations in which you’ve seen a database in use. Jot down your thoughts. 2.Note database uses. How did people use the database: to look up your customer information? Scan price tags into the register or computer? And so on. 3.Imagine database activities. If you’re planning to create a database, write down two or more situations in which you’re likely to use the data.

15. Get to know Access Test 1, question 1 Which of the following is not a database object? (Pick one answer.) 1.Table. 2.Report. 3.Query. 4.Worksheet.

16. Get to know Access Test 1, question 1: Answer Worksheet. Although you can import worksheets from Microsoft ® Excel ® into your database, worksheets are not database objects.

17. Get to know Access Test 1, question 2 Which of the following describes a relational database? (Pick one answer.) 1.It provides a relationship between integers. 2.It consists of separate tables of related data. 3.It retrieves data related to its queries.

18. Get to know Access Test 1, question 2: Answer It consists of separate tables of related data. The separate tables are associated with each other through relationships.

19. Get to know Access Test 1, question 3 What are the main building blocks of a database? (Pick one answer.) 1.Lists. 2.Queries. 3.Tables.

20. Get to know Access Test 1, question 3: Answer Tables. Every Access database contains one or more tables that store your data.

21. Lesson 2 Table that data

22. Get to know Access Table that data All databases in Access contain at least one table. Tables organize your data. In this lesson, we'll show what a table is made of, and how you can structure tables to fit your data.

23. Get to know Access Tables, the building blocks of databases Tables store data, so they’re essential building blocks of any database. A database should have a separate table for every major subject, such as employee records or customer orders. Data should not be duplicated in multiple tables. Separate tables make up a database. Each table contains rows called records and columns called fields.

24. Get to know Access Tables, the building blocks of databases A record is a collection of facts about a particular person, event, CD, or other item of interest. Each row constitutes a record. For example, Nancy Davolio and her employment details are a record in an Employees table. Speedy Express and its contact information are a record in a Shippers table.

25. Get to know Access Tables, the building blocks of databases A field is a single kind of fact that may apply to each person, event, or other record. The Phone and other columns are fields. For example, Postal Code is a field in an Employees table. Phone is a field in a Shippers table.

26. Get to know Access Fields of data The fields in your database have settings that determine the type of data they can store, how the data is displayed, and what you can do with the data. Settings include the field name, data type, primary key, and field properties.

27. Get to know Access Fields of data Settings include the field name, data type, primary key, and field properties. 1.Field name. If an existing field name isn’t descriptive enough, you can rename the field. 2.Data type. A field’s data type limits and describes the kind of information you can enter in a field. It also determines the actions you can perform on a field and how much memory the data uses.

28. Get to know Access Fields of data Settings include the field name, data type, primary key, and field properties. 3.Primary key. The primary key is a unique identifier for each record in your table. 4.Field properties. These are a set of characteristics that provide additional control over the details inside the field and that make it easier to enter and manage data.

29. Get to know Access Each record is unique You may have heard that no two snowflakes are alike. This characteristic also applies to records in a well structured database. Employee details should form one unique record. Each record in each table should be unique—in other words, you wouldn’t have two identical records about Nancy Davolio in the same database.

30. Get to know Access Each record is unique But what if you have two employees named Nancy Davolio? Employee details should form one unique record. To distinguish one record from another, tables can contain a primary key field. The primary key is an identifier that’s unique to each record.

31. Get to know Access Each record is unique Access can assign a numeric primary key that increases by 1 each time you add a record to a table. Employee details should form one unique record. This number continues to be associated with this record, even if you add and delete other records entered before this record in your database.

32. Get to know Access It’s all relative Primary keys allow you to tap into the power of a relational database, instead of working with a fistful of repetitive lists that are hard to maintain and cannot cooperate. Primary and foreign keys

33. Get to know Access It’s all relative You relate one table to another using a primary key. This is how tables share data, and how you can avoid repeating information in both the tables. Primary and foreign keys A primary key separates similar information and makes each record unique. It also brings information together.

34. Get to know Access It’s all relative When tables relate, the primary key of one table becomes a foreign key of the other table. Primary and foreign keys 1.Employee ID appears in the Employees table as a primary key… 2.…and in the Orders table as a foreign key. For example, in this picture:

35. Get to know Access Suggestions for practice 1.Open a table. 2.Look inside a table. Online practiceOnline practice (requires Access 2003)

36. Get to know Access Test 2, question 1 Data should be organized into tables based on: (Pick one answer.) 1.Field properties. 2.Subjects associated with the data. 3.Character lengths.

37. Get to know Access Test 2, question 1: Answer Subjects associated with the data. A well structured database has a table for each subject to which data belongs, such as Employees, Students, or Products.

38. Get to know Access Test 2, question 2 A row in a table is also known as: (Pick one answer.) 1.A field. 2.A record. 3.A data type.

39. Get to know Access Test 2, question 2: Answer A record. A row is one record in a table; it contains a collection of data about something, such as a product or employee. A record includes data from several fields that might have names like Unit Price or Employee ID.

40. Get to know Access Test 2, question 3 A primary key is: (Pick one answer.) 1.A unique identifier that can be used to relate tables. 2.The key that precedes the secondary key. 3.The password that validates a database.

41. Get to know Access Test 2, question 3: Answer A unique identifier that can be used to relate tables. A primary key distinguishes one record from another and links data in one table to data in other tables.

42. Lesson 3 Analyzing, viewing, and reporting data

43. Get to know Access Analyzing, viewing, and reporting data Tables are great for storing data. But to get the full benefit of Access, you need to understand other Access database objects. A database window opens to show the list of database objects. In this lesson, we'll tell you more about queries, forms, and reports, and how they can help you.

44. Get to know Access Queries Do you have questions that you want to answer with your data? Results of a query Queries can answer those questions by assembling stored data from your database, or by performing calculations with the data to provide further information.

45. Get to know Access Queries Results of a query Another important power of queries is to combine the data from several tables into a single view. To answer questions, queries retrieve, filter, sort, and assemble data on command.

46. Get to know Access Queries The picture illustrates the results of a query. This query extracted the names of employees who live in the United Kingdom from a larger Employees table. Results of a query

47. Get to know Access Queries Results of a query When a query finds data and shows it to you, it can also process that data according to your instructions and perform calculations using the data. A query can also remove data. Note: Use caution when executing queries that change data, and consider backing up your data first.

48. Get to know Access Forms Forms make data friendlier by enabling people to enter or view data in your database easily. Control and simplify data input. Make data from a table or a query easier to understand by presenting it in visually appealing designs. Elements of a form Forms:

49. Get to know Access Forms Forms make data friendlier by enabling people to enter or view data in your database easily. Provide drop-down lists, instructions, navigational controls, and graphics to help users work with your data. Elements of a form Forms:

50. Get to know Access Forms Common elements of forms: Elements of a form 1.Graphic elements, such as lines and rectangles, are stored in the form's design. 2.Data comes from the fields in the underlying table or query.

51. Get to know Access Forms Common elements of forms: Elements of a form 3.A calculation comes from an expression, which is stored in the form's design. 4.Descriptive text is stored in the form's design.

52. Get to know Access Printed reports Do you routinely report sales figures? Provide a catalog of your inventory? Print out labels for CDs, DVDs, and videos at home? Produce invoices and receipts? Reports convert data into formatted documents. Reports convert data into documents.

53. Get to know Access Printed reports Reports convert data into formatted documents. Reports come in various shapes and sizes, but they are all designed to present your data in print. Reports provide methods to format the printed appearance of your data in ways that are most effective for your purpose.

54. Get to know Access Printed reports Reports convert data into formatted documents. Using reports, you can group your data, perform calculations on it, and add headings and other formatting to make it more meaningful and easier to read. After you've created a report, you can save its format so that it looks the same each time you print it, however the data changes.

55. Get to know Access Suggestions for practice 1.View a query. 2.Explore a form. 3.Examine a report. Online practiceOnline practice (requires Access 2003)

56. Get to know Access Test 3, question 1 Which of the following best describes a query? (Pick one answer.) 1.A query enables people to enter or view data in your database easily. 2.A query summarizes and prints data. 3.A query retrieves data that satisfies conditions that you set.

57. Get to know Access Test 3, question 1: Answer A query retrieves data that satisfies conditions that you set. Queries retrieve, filter, sort, and assemble data on command. They can also combine data from several tables into a single view.

58. Get to know Access Test 3, question 2 Which of the following can you do in a report? (Pick one answer.) 1.Perform calculations on your data. 2.Add headings and formatting to your data. 3.Group your data. 4.All of the above.

59. Get to know Access Test 3, question 2: Answer All of the above. You can also save a report and run it again with new data, any time.

60. Get to know Access Test 3, question 3 Why is it often more efficient to use a form than a table? (Pick one answer.) 1.Because a form always presents your data in rows and columns. 2.Because a form is always printed. 3.Because a form simplifies data entry or viewing.

61. Get to know Access Test 3, question 3: Answer Because a form simplifies data entry or viewing. A form can provide instructional text, graphics, and controls to make it easier to enter or view data.

62. Get to know Access Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card

63. USING THIS TEMPLATE See the notes pane or view the full notes page (View menu) for detailed help on this template.