Transcript Lesson 1

Database Applications –
Microsoft Access
Lesson 1
Introduction
26 Slides in Presentation
Updated 8/12
Lesson 1 – Tutorial 1
For Lesson 1, you will work through
Tutorial 1 in your textbook.
The tutorial may expose you to more information than is
identified in the course competencies.
This presentation focuses on the skills necessary to
achieve the course competencies as outlined in your
syllabus.
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What is a Database?
 A database is a collection of related data
stored together.
 Data in a database is broken down into
records and fields.
 A record is all the data about a particular
person, place, or thing.
 A field is a specific piece of information about
a particular person, place, or thing.
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Why are Databases Important?
 One of the most valuable assets to
companies today is data.
 Data includes customer information,
product information, accounting records,
and employee information among many
other things.
 It is important for companies to be able to
efficiently store and retrieve data relating
to their business.
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Overview of Access
 Microsoft Access is popular database
software that allows the user to store and
manage data, retrieve specified data, and
create reports.
 These tasks are carried out by defining
Access objects. In this course, we will focus
our attention on the four main objects of
Access.
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Access Objects
The four main Access objects are:
Tables – store data
Queries – retrieve data
Forms – view and manage data
Reports – present data
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Access Window
The Access database window is much like other
Microsoft 2013 applications. Operations are carried out
Tab
by choosing tools on the Ribbon.
Selected
Object
Ribbon
Navigation
Pane
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Creating a Database
Create a new database with the following steps:
 Launch the Access
program.
 Select Blank Database
from the Backstage
window.
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Creating a Database
 Next you need to give the database a file name and
to select a location for the database file.
 The default file name for Microsoft databases is
Database1.accdb. You should give the database
a descriptive name. Do not
change the .accdb
(Access DataBase) extension.
 Click the Browse button to
choose a location in which
to store your file. Save your
file in your working directory.
 Finally, click the Create button.
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File Format
 After creating your new file, the main Access window
will open. You will see the name you assigned your
database along with (Access 2007-2013 file format)
in the title bar. Do not worry about the Access 2007
designation. You are using Access 2013. Access
2007 simply indicates that the file extension format
(accdb) is the same as used in Access versions
2007-2013.
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The Foundation of the Database
Microsoft Access is a relational
database in which data is subdivided
and stored in tables which are related to
each other through a common field.
The table is the foundation of the
database; all other Access objects will
be based upon tables. When you
create a blank database, a default table
is automatically created.
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The Table
 Tables are similar to Excel spreadsheets with
data being stored in rows and columns.
 Each row represents a record and each
column is a field.
Column (field)
Row (record)
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Creating a table
 All Access objects can be created from the
Create tab.
 A table can be created by simple entering
data in the datasheet.
 Field properties (such as name and type)
can be specified in Datasheet view.
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Creating a table
To have more control over the design and
properties of the table, create the table in
Design View.
You will learn more about creating tables
in Design View in Lesson 2.
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Primary Key
A primary key is a field that uniquely
identifies each record.
A primary key is not necessary, but is
recommended for fields that can be
uniquely identified.
Records are sorted by default in order by
the primary key.
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Entering Data
Once you have created your table, you
can enter data into the table.
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Navigation
 Navigation refers to methods of moving
around in an object.
 Several different methods for navigating
Access objects are available
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Navigating in a Table Commonly Used Keyboard Keys
 Use the up and down arrows to move back a
record (up) or forward a record (down).
 Use the left and right arrows to move back a
field (left) or forward a field (right).
 Use Ctrl + Home to move to the first record in
a table.
 Use Ctrl + End to move to the last record in a
table.
 See the chart on page AC2.5 for additional
navigation keys.
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Navigating in a Table Navigation Buttons
You should also become familiar with the
navigation buttons found at the bottom of the
table.
Navigation Buttons
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Table Navigation Buttons
Go to First Record
Go to Previous Record
Go to Next Record
Go to Last Record
New Record
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Record Number
At the bottom of the table is the current record box.
This box indicates the record currently selected (first
number) as well as the total number of records in the
table (second number).
You can also use
this item as a
navigation tool by
typing in the record
number you wish
to view.
Current Record Box
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Creating Other Access Objects
All other Access objects (queries, forms,
and reports) are generally based on
information found in tables.
Forms and reports can be created quickly
and easily by clicking the Form or Report
button while in the table.
Queries can be created quickly and easily
with the Query Wizard.
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Navigating in
Queries and Forms
Navigation in queries, forms, and print
preview for reports is very similar to the
navigation techniques previously discussed
for tables.
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Compacting
You should frequently compact your
database.
Compacting a database rearranges the
data and objects stored in the database to
make the file run more efficiently (this is
similar to defragmenting your hard drive).
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Back-ups
Backing up a database is the process of
making a copy of the database file.
Backups are important in case the original
file is lost or damaged.
In addition to backups stored on your local
hard drive, frequent backup files should
be created and stored on alternative
media (such as a jump drive or portable
hard drive).
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End of Lesson
Work through Tutorial1 on pages AC1 –
AC 35 in your Access textbook. (Recall
that the tutorial may expose you to more
information than is identified in the course
competencies).
Complete the assigned exercises.
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