Transcript Access2003 2E

Microsoft Office 2003- Illustrated Introductory,
Premium Edition
Getting Started
with Access 2003
Objectives
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Understand relational databases
Learn database terminology
Start Access and open a database
Work with the database window
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Objectives
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Navigate records
Enter records
Edit records
Preview and print a datasheet
Get Help and exit Access
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Understand relational
databases
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Access is a relational database
program
Access is used to enter, edit, and
analyze lists of data
Relational databases minimize
redundant data
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Advantages of Access
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Duplicate data is minimized
Information is more accurate
Data entry is faster and easier
Information can be viewed and
sorted in multiple ways
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Advantages of Access
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Information is more secure
Information can be shared among
several users
Information retrieval is faster and
easier
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Comparing Excel to Access
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Additional layout capabilities
More storage capacity
Linked tables
Multiuser capabilities
Better data entry forms
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Learning Database
Terminology
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Field make up records
 Records make up tables
 Tables make up a relational database
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Access Objects
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Table: stores all data
Query: answers a question
Form: provides data entry form
Report: provides formatted output
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Access Objects
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Page: creates a dynamic Web page
Macro: stores repetitive actions
Module: stores VBA code
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Access Objects
Customers table
Record
Cust No
First
Last
Street
City
State
Zip
Phone
1
Kusong
Tse
222 Elm
Topeka
KS
66111
913-555-0000
2
Paige
Denver
400 Oak
Lenexa
Mo
60023
816-555-8877
3
Caitlyn
Baily
111 Ash
Ames
IA
50010
515-555-3333
Sales table
Links
between
tables
Field
Cust No
Product No
Date
Invoice No
1
11-222
8/1/06
8111
2
11-222
8/1/06
8112
3
22-333
8/2/06
8113
Products table
Product No
Artist
Name
Format
Tracks
Cost
22-333
Gold Flakes
Avalon
CD
13
$14
11-222
Michael Smith
Always
CD
14
$15
44-111
Lungwort
Sounds
CD
15
$13
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Table
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Access Objects
REPORTS
FORMS
Data
goes
in
QUERIES
TABLES
Printouts
All data is stored in tables, no matter how it is entered
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Starting Access and Opening
a Database
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Starting Access
– From the Start menu
– From a Shortcut
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Starting Access and Opening a
Database
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Starting Access and Opening a
Database
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Opening a Database within Access
– Access Task Pane
– Access Open button
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Opening a Database from Windows
– My Computer
– Windows Explorer
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Working with the Database
Window
Be able to identify these elements on
the next slide:
 Access title bar
 Database toolbar
 Database window toolbar
 Object bar
 Status bar
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Working with the Database
Window
Access Title Bar
Database
Toolbar
Database
Window
Toolbar
Object Bar
Status
Bar
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Navigating Records
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Know the keyboard shortcuts
Understand Edit Mode versus
Navigation Mode
Recognize the current record
symbol
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Navigating Records
Shortcut
Moves to the….
Tab or Enter
Next field of the current record
Shift+Tab
Previous field of the current record
Home
First field of the current record
End
Last field of the current record
Ctrl+Home
First field of the first record
Ctrl+End
Last field of the last record
F5
Specific record
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Entering Records
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Use either New Record button
Be able to move datasheet columns
Be able to move through fields using
Tab or Enter
All new records are entered at the
end of the datasheet
Records can be reordered by sorting
them
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Entering Records
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AutoNumber fields automatically
increment to the next value
Correct spelling is important
– Manhattan vs. Manhatan vs.
Manhatten
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Consistent capitalization is important
– Cooper vs. cooper vs. COOPER
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Editing Records
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Recognize the Edit symbol
Use the Undo button to undo an entry
Use the Delete Record button
Use Esc to remove changes to a
record still being edited
Resize columns to see all data clearly
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Previewing and Printing a
Datasheet
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Know how to Zoom in and
out
Work with the Page Setup
dialog box
Use the Print Preview
toolbar
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Page Setup dialog box
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Margins
Print Headings
Page Orientation
Paper Size
Printer
Columns
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Getting Help and Exiting
Access
Ways to get Help:
 Help menu
 Help button
 Type a question for help box
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Getting Help and Exiting
Access
Ways to exit Access:
 Use the File>Exit menu option
 Click the Close buttons
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Summary
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Use Access to create and work with
relational databases
The database window helps you
work with Access objects
Access objects help you find, enter,
and manage information
Access Help provides additional
information
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