Transcript Microsoft Office Access 2007 Foundation

SECTION 1: Getting Started
In this section you will learn how to:
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Identify and understand some database terminology
Use the new features of Access 2007
Create a database from scratch
Create a database using one of the many templates
Identify some database security terminology and concepts
Understand and use the Trust Center
Apply a password to a database file
Use the Access help page
Use the features of Office Online
Lesson 1.1: Starting Out
• Microsoft Access 2007 is a database
management program in the Microsoft
Office suite.
• Access 2007 has been rebuilt from the
ground up.
• Access 2007 features an all-new
interface, drag-and-drop functionality,
modern styling, enhanced connectivity,
more features, and better security.
Lesson 1.1: Starting Out
What is Microsoft Access?
Information management program
Lesson 1.1: Starting Out
What’s New in Access 2007?
New interface design, more intuitive
Lesson 1.1: Starting Out
Basic Terminology
Field, Record, Table, Database, Form, Query, Report
Lesson 1.1: Starting Out
Opening Microsoft Access
Start  All Programs  Microsoft Office
 Microsoft Office Access 2007
Lesson 1.1: Starting Out
Interface Overview
You will see the Getting Started window first.
Lesson 1.1: Starting Out
Closing Microsoft Access
Office Menu  Exit Access
Lesson 1.2: Using the Getting Started Window
The Getting Started window appears
every time you open Access without
directly opening a file, or after you close
an opened database without actually
closing Access.
Lesson 1.2: Using the Getting Started Window
Overview of the Window
Three panes in window
Lesson 1.2: Using the Getting Started Window
Navigating Through the Window
Point and click!
Lesson 1.2: Using the Getting Started Window
Creating a Database fr. Template
Choose category, click database
Lesson 1.2: Using the Getting Started Window
Creating a Blank Database
Click Blank Database under the New
Blank Database heading.
Lesson 1.3: The Trust Center
Trust Center helps protect you from
malicious attacks.
Lesson 1.3: The Trust Center
Warnings You May See When
Opening a Database
Warnings are designed to protect you,
not scare you!
Lesson 1.3: The Trust Center
Enabling Content
If file is safe, click Enable Content.
Lesson 1.3: The Trust Center
About Digital Signatures
Identify who someone or what something is
Lesson 1.3: The Trust Center
About Trusted Locations
Tell Access that files in a particular
location are OK
Lesson 1.3: The Trust Center
Opening the Trust Center
Office Menu – Access Options – Trust Center
Lesson 1.3: The Trust Center
Assigning a Password to Your Database
Database Tools - Encrypt with Password
Lesson 1.4: Getting Help
• When all else fails, you can always ask
for help!
• All programs included in the Office
2007 package make extensive use of
the Office Online functionality if an
Internet connection is available at the
time.
Lesson 1.4: Getting Help
Opening the Help Screen
Help icon or F1
Lesson 1.4: Getting Help
Overview of the Help Screen
Similar in design to web browser
Lesson 1.4: Getting Help
Online Help vs. Offline Help
If your computer is not currently
connected to the Internet you still have
access to all of Access’ help features.
Lesson 1.4: Getting Help
Searching for Help
Browse, Table of Contents, Keyword Search
SECTION 2: The New Interface
In this section you will learn how to:
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Recognize a contextual tab
Use the commands located in the ribbon
Expand extra commands using the Chunk icons
Use and customize the Quick Access toolbar
Use the Office menu
Use the four default ribbons
Lesson 2.1: Quick Access Toolbar
• Provides quick access to common
commands
• Can easily be customized
Lesson 2.1: Quick Access Toolbar
About the Default Buttons
Save, Print, Undo
Lesson 2.1: Quick Access Toolbar
Adding Buttons
Right-click, Add to Quick Access Toolbar
Lesson 2.1: Quick Access Toolbar
Removing Buttons
Right-click, Remove From Quick Access Toolbar
Lesson 2.1: Quick Access Toolbar
Customizing the Toolbar
Arrow, More Commands
Lesson 2.2: Basics of Ribbons
Instead of having a list of menu
commands to choose from (including a
number of options that are grayed out
and not accessible), Access 2007 features
a more intuitive control system of tabs.
Lesson 2.2: Basics of Ribbons
About Ribbons
General and contextual
Lesson 2.2: Basics of Ribbons
Opening Dialogue Boxes
Click arrow icon in corner of chunk
Lesson 2.2: Basics of Ribbons
About the Office Menu
Accessible from Office logo
Lesson 2.3: Home Ribbon
This ribbon contains most of the
commonly used commands for databases
and working with data.
Lesson 2.3: Home Ribbon
Views
Cycle through views available
Lesson 2.3: Home Ribbon
Clipboard
Common editing commands
Lesson 2.3: Home Ribbon
Font
Format text
Lesson 2.3: Home Ribbon
Rich Text
Modify appearance of rich text fields
Lesson 2.3: Home Ribbon
Records
Basic data management commands
Lesson 2.3: Home Ribbon
Sort and Filter
Helps organize your data
Lesson 2.3: Home Ribbon
Find
Find, replace, and select data
Lesson 2.4: Create Ribbon
Used to make new database objects
Lesson 2.4: Create Ribbon
Tables
Tables are the main objects used in
databases.
Lesson 2.4: Create Ribbon
Forms
Forms are a way of entering data into a
table one record at a time.
Lesson 2.4: Create Ribbon
Reports
Used to summarize data returned by a query
Lesson 2.4: Create Ribbon
Other
Commands to construct queries, macros
Lesson 2.5: External Data Ribbon
Contains commands to import data from
nearly any source.
Lesson 2.5: External Data Ribbon
Import
Bring data from other programs
Lesson 2.5: External Data Ribbon
Export
Send data to other programs
Lesson 2.5: External Data Ribbon
Collect Data
Collect data from other sources
Lesson 2.5: External Data Ribbon
SharePoint Lists
Commands for SharePoint Server
Lesson 2.6: Database Tools Ribbon
Contains most of the advanced and
background commands used on an
established database.
Lesson 2.6: Database Tools Ribbon
Macro
Contains programming commands
Lesson 2.6: Database Tools Ribbon
Show/Hide
Show database characteristics
Lesson 2.6: Database Tools Ribbon
Analyze
Optimize and analyze database
Lesson 2.6: Database Tools Ribbon
Move Data
Perform large scale move and split
operations on a database
Lesson 2.6: Database Tools Ribbon
Database Tools
Miscellaneous database functions
SECTION 3: Creating a Database
In this section you will learn how to:
• Recognize the use of databases for your situation
• Use and recognize different database objects
• Navigate through a table in Datasheet view
• Add, edit, and delete records
• E-mail a portion of a table to someone else
• Create a table from scratch and from template
• Cut, copy, and paste data
• Undo and redo actions in Access
• Use the Format Painter
Lesson 3.1: First Steps
• Databases are made up of tables, and in
each table are several records (or rows)
of data.
• Every record is made up of one or more
fields, and every record in a table is
different from every other record
because of the unique primary key.
Lesson 3.1: First Steps
Planning a Database
• Why do you need a database?
• Who will be using the database?
• What kind of data would be extracted from the
database?
• What fields of data do you need?
• What data types will the fields need to be?
• What tables would be important?
• Which fields will go in which table?
• Do the placements make sense?
Lesson 3.1: First Steps
Creating a Database fr. Template
Getting Started Page – Choose Category –
Choose Template
Lesson 3.1: First Steps
Creating a Blank Database
Getting Started – Blank Database
Lesson 3.1: First Steps
Using Database Objects
Navigation Pane – Object Type
Lesson 3.1: First Steps
Setting Navigation Options
Right click on title bar of the Navigation
Pane - Navigation Options
Lesson 3.2: About Records
By now you should be comfortable with
the basics of navigating the interface and
the use of the Navigation Pane. We are
now ready to explore the real stuff
databases are made of, as well as begin to
build one of our own.
Lesson 3.2: About Records
What is a record?
Collected group of fields
Lesson 3.2: About Records
Navigation Tips
Toolbar at bottom of Datasheet view
Lesson 3.2: About Records
Adding Records
Home ribbon, Tab key, navigation bar
Lesson 3.2: About Records
Editing Records
Open table, scroll to field, click and type
Lesson 3.2: About Records
Deleting Records
Click leftmost box, click Delete arrow on
Home ribbon, click Delete
Lesson 3.2: About Records
E-Mailing Records
Select record(s), Office Menu – E-Mail
Lesson 3.2: About Records
Printing Records
Select record(s), Office menu – Print
Lesson 3.3: Creating a Table
In this lesson we will learn more about
the usage of tables, including how to
build them from scratch.
Lesson 3.3: Creating a Table
About Tables
A table is made up of several records,
each containing fields with data.
Lesson 3.3: Creating a Table
Creating a Table
Create ribbon – Tables section
Lesson 3.3: Creating a Table
Entering Data into a Table
Enter in the data manually, use a form, or
use the Import commands in the External
Data ribbon.
Lesson 3.3: Creating a Table
Formatting a Table
Font options, row/column size, etc.
Lesson 3.4: Formatting Text
• People may like to have the data
presented in a nice way that is easily
readable or in a color scheme that
matches their particular company.
• In this lesson, we will explore how to
you can easily change the look of text in
tables, forms, and reports.
Lesson 3.4: Formatting Text
Using the Zoom Box
Print Preview – Zoom Tools
Lesson 3.4: Formatting Text
Selecting Data
Table selector buttons, Ctrl + A
Lesson 3.4: Formatting Text
Cutting, Copying, and Pasting
Select, use Clipboard section of Home ribbon or
the right-click menu
Lesson 3.4: Formatting Text
Using the Format Painter
Ctrl + Shift + C shortcut
Lesson 3.4: Formatting Text
Using Undo and Redo
Used to recover or reinstate changes you
have made to an object or file
Lesson 3.4: Formatting Text
Checking Your Spelling
Records section of Home ribbon
SECTION 4: Doing More
In this section you will learn how to:
• Create forms
• Create queries
• Create reports
• Use Design view and Layout view
• Use the View menu and view icons
• Manage your Access working space
• Use different types of filters
• Use the Print Preview ribbon
• View your data in different ways before printing
• Decide if you should print or export a document
Lesson 4.1: Creating Forms
In this section we will learn more about
the other major types of database objects
like forms, reports, and queries.
Lesson 4.1: Creating Forms
What is a Form?
An easy way to input data into a database
Lesson 4.1: Creating Forms
Bound vs. Unbound Controls
Related or unrelated to a database object
Lesson 4.1: Creating Forms
Creating a Form with the Wizard
Create ribbon – More Forms – Form Wizard
Lesson 4.1: Creating Forms
Using Design View to Modify Your Form
• Double-click form in Navigation Pane
• Select Design View from the View
command in the Home ribbon
Lesson 4.1: Creating Forms
Using Forms
Double-click in Navigation Pane, click
New command in Home ribbon
Lesson 4.2: Creating Queries
• We now have come far enough to get to
the real functionality of a database:
using a query.
• In this lesson we will learn about
queries and how they work.
Lesson 4.2: Creating Queries
What is a Query?
A query is a question that is asked of a
database about the data it contains.
Lesson 4.2: Creating Queries
Creating a Query with the Wizard
Create ribbon – Query Wizard command
Lesson 4.2: Creating Queries
Using Design View to Modify a Query
• Double-click query in Navigation Pane
• Select Design View from the View
command in the Home ribbon
Lesson 4.2: Creating Queries
Using Queries
Double-click query in Navigation Pane
Lesson 4.3: Reports
• Now that we have a little more
understanding about how queries work,
it would be handy to be able to display
the data that was retrieved in a clean
and easy to read way.
• Access makes use of reports as a way of
displaying query results in a printable
and presentable way.
Lesson 4.3: Reports
What is a report?
Formal way of displaying data that has
been retrieved from a query.
Lesson 4.3: Reports
Creating a Report w/ the Wizard
Create ribbon – Report Wizard
Lesson 4.3: Reports
Using Design View to Modify Report
Open report – View menu on Home
ribbon, Design View command
Lesson 4.3: Reports
Using Reports
Double-click report in Navigation Pane
Lesson 4.4: Sorting/Filtering
• Filters are like small specialized queries
that are performed on a single table of
information.
• Access has the ability to sort and filter
data in order to narrow down the
results you need.
Lesson 4.4: Sorting/Filtering
Using Find and Replace
Both commands found on Home ribbon
Lesson 4.4: Sorting/Filtering
Sort Ascending/Descending
Sort & Filter section of Home ribbon
Lesson 4.4: Sorting/Filtering
Toggling Filter
Sort & Filter section of Home ribbon
Lesson 4.4: Sorting/Filtering
Using Selection Sort
Sort & Filter section of Home ribbon
Lesson 4.4: Sorting/Filtering
Using Advanced Sort
Sort & Filter section of Home ribbon
Lesson 4.5: Viewing Data
• We have used Access so far in a simple
way, usually opening only one or two
objects at a time.
• In this lesson we will learn a bit more
about the different views available in
Access as well as some other viewing
management options.
Lesson 4.5: Viewing Data
Using the View Menu
First command on the Home ribbon;
different depending on open object
Lesson 4.5: Viewing Data
Using the View Icons
Found in the bottom right-hand corner
Lesson 4.5: Viewing Data
Using the Tabs
Along the top of the viewing window;
each represents an object
Lesson 4.5: Viewing Data
Closing Individual Tabs
Click the X underneath the ribbon
Lesson 4.6: Printing Objects
• Access 2007 lets you print every
database object except macros and
modules.
• To print properly in Access, you need to
have a printer installed on your
computer or have access to a printer on
your business network.
Lesson 4.6: Printing Objects
Using the Quick Print Icon
Found on Quick Access Toolbar
Lesson 4.6: Printing Objects
Using the Print Menu
Office menu – Print; click command or
hover to see menu
Lesson 4.6: Printing Objects
Using Print Preview
Office menu – Print – Print Preview
Lesson 4.6: Printing Objects
Using the Print Preview Ribbon
Only available in Print Preview
Lesson 4.6: Printing Objects
Printing vs. Exporting
Depends if you need hard copy or a
digital copy