Transcript Introduction to MS Access

An INTRODUCTION to
MICROSOFT ACESS 2000
By
Dr. Ennis-Cole
Objectives:
• Define the terms field, record, table,
relational data base, primary key and
foreign key
• Start and Exit Access
• Open an existing database
• Identify the components of the Access and
Database windows
Objectives:
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Open, navigate, and print a table
Create, run, and print a query
Create and print a form
Use the Access Help system
Create, Preview, and print a report
Compact a database
Database Concepts:
• Data is a valuable resource to any business
• It can be names, addresses, phone numbers,
dates, SSN, etc.
• Organizing, Storing, Maintaining,
Retrieving, and Sorting - critical activities
• Data should be organized to facilitate the
abovementioned
Database
Terminology:
• A field is a single characteristic of a person,
place, object, event or idea.
• A table is a collection of fields.
• Field value - Specific data of a field
• Refer to Fig 1-1
Database Terminology:
• A collection of related tables
• A common field connects the records in
separate tables ; it appears in both the tables
• A Primary key is a field, or a collection of
fields, whose values uniquely identify each
record
• When the primary key is included in a second
table, it’s called as a Foreign key
Relational Database Management
Systems (RDBMS)
• To manage databases, companies purchase
programs called RDBMS
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Create and modify databases
Organized data as a collection of tables
Built-in Query Language & Report Generator
Security, Control & Data Recovery Facilities
RDBMS Functions:
• Creation of database structures containing
fields, tables, and table relationships:
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Add new records
Change field values in existing records
Delete records
Use a built-in query language
RDBMS Functions:
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Generate reports
Protects database entries
Manipulate massive amounts of data
Each database can be up to 2GB size!
Each database can contain up to 32,768 objects!
Refer to Figure 1-3
Starting & Opening an Existing
Database:
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Click Start, Programs
Point to Microsoft Access
Click Microsoft Access to start
Select Open an existing file button
Click OK
Click Look in list arrow
Select the database and click Open
The Access Window:
• The Access window appears when you start
• The Database window appears when you
open a database
• The database window is similar to other
window applications:
– Objects bar: tables, queries, forms & reports
– Groups bar: permits the organization of
different database objects into groups
Opening an Access
Table:
• In the Objects bar, click the type of object
you want to open
• If necessary, scroll the object list box
• Click the object name, Click the Open button
• Datasheet view shows the table’s contents
• Record selector aka row selector highlights
the entire column or row for manipulation
• Refer to Figs. 1-7, 1-8 & 1-9
Navigating an
Access Datasheet
• The Current record symbol = currently
selected record
• Move the pointer over the data on the
screen and click the field values
• The navigation buttons provide another way
to move vertically through the records
• Click the Next Record, Last Record, Previous
Record and First Record buttons to navigate
• Refer to Fig 1-9
Creating and
Printing a Query
• A Query is a question about data stored
• Design your own queries or use the Query
Wizard
• To use the QW:
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Start Access, Open an existing file, click OK
Click the Look in list arrow, click Open
Click any option and click Queries
Click Create query by using wizard
• Refer to Fig 1-11
Sorting Query Results
• Click to position the insertion point
anywhere in the column field
• Click the Sort Ascending button
• Click the Print button
• Click the Close button
• Click Yes, Restore buttons to save the query
design changes & restore the database
window
Creating and Printing a Form
• A form is an object used to maintain, view,
and print records. The Form Wizard is an
Access tool that asks a series of questions
and then creates a form.
The quickest way to create a form - AutoForm
Wizard
• Click Forms, New button
• Click AutoForm:Columnar to select wizard
Getting Help:
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Office Assistant is an interactive guide
Click Access Help button
Type your question, click Search button
Choose a topic from the list
When finished, close the Office Assistant
Refer to Fig 1-14 to get help on reports
Creating, Previewing,
and Printing a Report
• A Report is a formatted printout containing
information from one or more tables.
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Click Reports, New
Click AutoReport: Columnar
Click the Customer list
Click OK and click maximize button
Click File, Print and select type 1 in the Pages
option button
• Click OK, Close after printing
Compacting a Database
• The database size increases whenever you
open and work in it. Compacting rearranges
the database to make its size smaller.
• Make sure the database file is open
• Click Tools, Options
• Click the General tab in the options dialog
box, Check Compact on Close, Click OK
• Backup and Restore the database
Printing and Exiting:
• Click Print button
• The table prints on
two pages
• Click the Close
button