Transcript Microsoft Access 2000

Microsoft Access 2000
Presentation 1
The Basics of Access
What is Microsoft Access?
Access is a powerful computerized
database (db) management program
that enables you to store, retrieve,
analyze, present, and print information.
 Access enables you to develop DBs
that can manage thousands of pieces of
related data in an organized, efficient,
and accurate manner.
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What is Microsoft Access? cont’d
A simple example of a db is an address
book or a card file system listing
people’s names, addresses, and phone
numbers.
 An advantage of using an electronic db
is its capability to search and sort data
and find information quickly
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Access Topics Discussed
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Terminology
 Databases
 Objects
 Fields
 Records
 Tables
 Queries
 Forms
 Reports
 Wizards
Access Topics Discussed cont’d
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Launching Access
 Blank DB
 Opening an Existing DB file (.mdb file
extension)
 Wizards, pages, and projects
Access Topics Discussed cont’d
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DB Window
Screen Layouts
Identifying DB Parts
Creating a DB
 Creating Tables
 Simplifying Data Entry With Forms
 Use Queries and Reports to Analyze Data
Access Topics Discussed cont’d
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Modifying the Structure of Existing DBs
Extracting Info From Large DBs
 Importing, Exporting, and Linking
 Getting Info Into and Out of a DB
 Sorting and Filtering
 Locating Specific Info
Keeping Info Accurate and Secure
Connect and Interact with Other Microsoft Office
Applications
Topics Discussed in Presentation 1

Terminology
 Databases
 Objects
 Fields
 Records
 Tables
 Queries
 Forms
 Reports
 Wizards
More Topics in Presentation 1

Launching Access
 Blank DB
 Opening an Existing DB file (.mdb file
extension)
 Wizards, pages, and projects
More Topics in Presentation 1
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DB window
Screen Layouts
 Design View
 Datasheet View
Identifying DB parts
Access Key Terms to Know
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A database is a collection of related information.
An object is a general term for the seven parts of
an Access DB: tables, queries, forms, reports,
pages, macros, and modules.
A field is a single category of data or information.
It is a column on a datasheet that defines a data
type for a set of values in a table.
A record is a set of values defined by fields in a
row on a datasheet pertaining to one event,
transaction, or person.
More Terms
The following are all ways to enter and view
data in a database:
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A table stores data and is the foundation of
the database. It is a grouping of related data
organized in fields (columns) and records
(rows) on a datasheet.
A query is used to sort, search, and limit the
data to just those records that you need to
see.
More Terms cont’d
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A form is a database object used to display or
edit records—generally used to view records
one at a time.
A report is a database object used to
organize, group, and summarize information
in a table or query and provide a way to print
and present data in a database.
Wizards are existing structures that only
need data input; use wizards to easily create
database structures such as tables, queries,
forms, reports, etc.
Launching Access
Blank DB
 Opening an Existing DB file (.mdb file
extension)
 Wizards, pages, and projects
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Launching Microsoft Access
 After opening Access, you will be presented with the
window shown below.
 Select the first or second option to create a new db
 Select the third option to edit an existing db
Blank Access DB
1.
2.
Select Blank Access db (1st option on the main
window)
Save the db by specifying its location and
name. (You must save an Access db before
you start working on it—unlike Word document
or Excel spreadsheets.)
1. Find the folder where the db should reside in
2. Type the name of the db in the File name
line
3. Click Create.
Opening an Existing DB
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If the db was recently opened on the computer,
it will be listed on the main window
1. Highlight the db name and click OK.
1. If the file is not shown in the main window,
select More Files and click OK.
2. Find the folder where the db is located in
the Look in drop-down menu
3. Highlight the db name and click OK.
Access DB Wizards, Pages, and Projects
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Access’ wizards and layouts are existing
structures that only need data input.
Wizards are used to easily create
database structures such as tables,
queries, forms, reports, etc.
In Main window, select Access DB
Wizards, Pages, and Projects
Access DB Wizards, Pages, and Projects
The DB Window
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The DB window organizes all of the
objects in the db.
As each object such as tables, queries,
forms, and reports are chosen, its default
listings are displayed to the right.
Screen Layouts
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Design View
Datasheet View
Design View
Used to design and modify tables, queries,
forms, reports, etc.
 Customizes db fields so data can be
entered by assigning each field a name,
data type, and description
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Datasheet View
Allows you to enter data into the db
 Shows the field names at the top of
each column and the records in rows
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Identifying DB Parts
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Two ways to identify parts of the Access DB
are:
 Screen Tips
 What’s This?
Screen Tips
 Screen Tips
 Displays the name of the button
 Appears when you place the pointer
on the toolbar button and leave it for
a moment
What’s This?
 What’s this?
 Gives a more detailed description of a
part of an Access window
 Help Menu | What’s This?
 The pointer will have a question
mark attached to it until you click on
part of the screen; then, a more
detailed paragraph appears
describing the function of the object
clicked