Transcript Lesson 1: Access Basics

3
Access 2007® Use Databases
How can Microsoft Access 2007 help
you to get and stay organized?
3
Lesson 1: Access Basics
Access databases
can help you
create and
manage your
data, making
information
easier to find and
use.
3
Lesson 1: Access Basics
Lesson 1 Objectives:
Identify parts of the Access screen
Open a database
Insert and format data
View and print data from a database
Copy a database
Compact and close a database
3
Lesson 1: Access Basics
Database
administrators
organize databases
so that information
can be accessed,
manipulated, added
to, and maintained.
Computer and information systems
managers ensure that information
is available to those who need it
and blocked for those who should
not have access to it.
3
Lesson 1: Access Basics
The Internet contains millions of databases that
organize information for users. For example…
Reference databases,
such as RefDesk, offer
factual information of
all kinds.
Sites like Download.com
and Apple iTunes
organize music files so
they can be downloaded
to another kind of
database on a personal
music player.
3
Lesson 1: Access Basics
Access automatically opens to a Getting Started page.
From this page
you can start a
blank database
file or choose
from database
templates.
You can also open an existing database.
3
Lesson 1: Access Basics
When a database
can be opened and
edited by other
users, it’s called
shared access.
To ensure no one else can open the database,
choose Open Exclusive.
3
Lesson 1: Access Basics
The Access screen contains several useful tools.
Navigation Pane Menu Bar
Shutter Bar Open/Close button
Navigation Pane
The Navigation Pane displays the
different tables, reports, or queries
associated with the database.
3
Lesson 1: Access Basics
A database can
organize
information about
customers,
products, and
customer orders.
Tables
Database information is
organized in a table.
3
Lesson 1: Access Basics
A field is one
piece of data,
such as a
customer’s
Record
name, an
address, or the
color of a
product.
A table contains columns and rows of data,
such as a list of customers.
Table Name
Field
A record is a set of data that describes one item, shown in
one row of a table. Records are numbered sequentially.
3
Lesson 1: Access Basics
A query asks Access to find data from one or more
tables that matches specific criteria, or conditions.
A query is
made up of
columns
(fields) and
rows
(records).
To view the
results of a
query, use the
scroll bars or
arrows.
3
Lesson 1: Access Basics
To move quickly
from one record
in a field to
another, use the
Navigation
buttons.
A highlighted box to the left of the record
indicates which record you are currently using.
3
Lesson 1: Access Basics
To make your data easier to read, you can
change the formatting of data and tables.
Change font size
Change font style
3
Lesson 1: Access Basics
Database Properties
include information
about a database
such as the author’s
name, comments,
tables, and when the
database was last
modified.
Database Properties can be used to identify and search
for a database, or to organize multiple databases.
3
Lesson 1: Access Basics
Access automatically saves data entered in a table.
If you enter data
and then close
the table, you will
not be asked to
save the data or
any changes you
made.
The new data will be there when you reopen the table.
3
Lesson 1: Access Basics
Although Access
saves your data
automatically,
changes to the
column width,
font, or design of
a table must be
saved manually.
Access will prompt you to save design changes before closing.
3
Lesson 1: Access Basics
Before closing your database, make a backup copy
and store it in a different location.
If the original
database is lost
or damaged,
the backup copy
can replace it.
Original File Name
Today’s date
Back up a database after any important change is made.
3
Lesson 1: Access Basics
After making a
backup copy of
your database,
Compact it.
Compacting organizes a database into a
smaller, more efficient file.
3
Lesson 1: Access Basics
To exit or
quit Access,
select the
Office
Button and
then click
Exit Access.
To close a file, click the Close button.