Transcript Chapter 1 Presentation: Working with Access

The Advantage Series
Working with
Access
Chapter 1
Microsoft Office Access 2003
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1 Getting Started with Access 2003
Each
column
represent
s a field
Figure 1.1
An Access
table in
Datasheet
view
Each row
represents
a record
1-2
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.2 Opening a Database File at
Startup
Places
bar
Lists common
desktop
shortcuts
Task bar
Listing of local folders and
shortcuts to Internet-based
storage folders
Lists shortcuts to your
favorite files and folders
The
currently
selected
folder is
displayed in
the Look In
drop-down
list box
Lists files and
folders stored
on your intranet
or internet Web
server
The work area is like the top of your desk
and is where you open data tables, forms,
and reports for editing and viewing
1-3
Lists the files that
you have most
recently worked
with
Figure 1.5
Navigating
the
storage
areas
using the
Look in
drop-down
list box
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.2 Opening a Database File at
Startup
Each icon represents a
Microsoft Access 2003
database file
Figure 1.6
Displaying the
Student data
files
1-4
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.3 Touring Access
Menu
bar
Ask a
Question
box
Database
toolbar
Windows
icons
Database
window
Figure 1.8
Work area
1-5
Access
application
and Database
windows
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.3 Touring Access
This popup menu
appears
when you
right-click
the
Students
table
object
Figure 1.9
Right-click
menu for a
table object
1-6
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.4 Working in the Database
Window
Figure 1.10
Sizing the
Database window
Notice the border outline and the
diagonal mouse pointer
1-7
Sizing corner
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.4 Working in the Database
Window
Database window
toolbar
Objects bar
Active category
button
New object
shortcuts for tables
Inactive category
button
Figure 1.11
Groups bar
Access 2003
Database
window
List area
1-8
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.4 Working in the Database
Window
The table name is displayed in the
Datasheet window’s Title bar
Field cursor
This
triangular
symbol
marks the
current or
active
record
Figure 1.12
Datasheet
window for
the Students
table object
The navigation area displays the current record number (8) and
the total number of records (65)
1-9
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.4 Working in the Database
Window
Column filed header
area contains the
field names
The record
selection
area
contains
row
selector
buttons
Figure 1.13
Datasheet
window for
the Courses
Query
object
1-10
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.1.4 Working in the Database
Window
Figure 1.14
Form window for
Student Input
Form object
1-11
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1.1.4 Working in the Database
Window
Figure 1.15
Print Preview
window for the
Students by
Major report
object
1-12
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1.2 Viewing and Printing Your Data
The parts of a table datasheet
Column
Cell
Row
1-13
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1.2.1 Moving Around a Datasheet
Keystroke
Task Description
,
Moves to the previous or next record
,
Moves cursor to the left or to the right
+
Moves to the bottom of a field column
+
Moves to the top of a field column
,
Moves up or down one screen
Moves to the first (leftmost) field in a record
Moves to the last (rightmost) field in a record
1-14
+
Moves to the top (first record and first field)
+
Moves to the bottom (last record and last field)
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.2.1 Moving Around a Datasheet
Displaying
related records
from the
Roster table in
a
subdatasheet
Figure 1.18
Displaying a
subdatasheet
1-15
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1.2.2 Adjusting Column Widths and Row
Heights
Method
1
Field header area: the mouse
pointer is positioned on the
borderline between the two columns
Method
2
1-16
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1.2.3 Previewing and Printing
Print Preview
toolbar replaces
the Database
toolbar
Navigation
buttons for
moving
among the
preview
pages
1-17
Figure 1.20
Displaying the
Students
datasheet in
the Print
Preview
window
© 2004 The McGraw-Hill Companies, Inc. All rights reserved
1.2.3 Previewing and Printing
Figure 1.21
Zooming in
on the
Students
datasheet
1-18
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1.3 Manipulating Table Data
In the Datasheet view, you can:
Enter a record
• Enter data
• Edit data
• Delete a record
• Delete the contents of a cell
• Delete the contents of an entire row
• Delete the contents of an entire column
1-19
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1.3.1 Selecting and Editing Data
Active record
Figure 1.23
Displaying
the
Instructors
datasheet
1-20
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1.3.2 Using the Undo Command
To reverse the last action performed, click the Undo button
Or press
1-21
+Z
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1.3.3 Adding Records
The pencil
icon appears
because the
new record
has not yet
been saved
The asterisk
indicates that
this row
provides a
new blank
record
1-22
Figure 1.27
Adding a new
record
Deleting an
entire entry
in a cell
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1.3.4 Deleting Records
Figure 1.29
Removing a
record from the
datasheet
1-23
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1.3.4 Deleting Records
Figure 1.30
Deleting multiple
records from the
datasheet
1-24
© 2004 The McGraw-Hill Companies, Inc. All rights reserved