Transcript Microsoft Access Lesson 1

Microsoft Access
Lesson 1
Lexington Technology Center
February 11, 2003
Bob Herring
On the Web at
www.lexington1.net/AdultEd/computer/microsoft_access.htm
Access Lesson 1
Survey and Goals
• Class Survey
• Computer experience
• Microsoft Office experience
• Database experience
• Class Goals
• What to expect
• Specific needs?
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Access Lesson 1
Microsoft Access
• Access is a database tool
• Used to create relational databases
• Stores, manipulates, and retrieves information efficiently
• More flexible and powerful than flat file storage
• What it isn’t
• Not a spreadsheet -- Use Excel instead
• Not a word processing tool -- Use Word
• Not a presentation tool -- Use PowerPoint
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Access Lesson 1
What is a Relational Database?
• Organized collection of related information used for a specific purpose
• Data vs. Information
• 123456789 or 123-45-6789
• Information divided into separate stacks of logically related data
• Tables are the fundamental building blocks of a database
• In Access, a database consists of the objects that store, manipulate,
and retrieve data (tables, queries, forms, reports, pages, macros,
and modules)
• Examples: Library catalog, work order management
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Access Lesson 1
Flat Files vs. Relational Databases
• A flat file is a storage method that consolidates all data into one file
• Much data is redundant
• File sizes are larger
• More effort needed to enter and manage data
• A database separates data logically, making operations
• Flexible -- changes need only be made once
• Simple -- tables are smaller and less complicated than flat files
• Powerful -- improves grouping, searching, and retrieving
information
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Access Lesson 1
Normalization, or Data Distribution
• Normalization is the structuring or restructuring of data files
• Reduces data in the database to its simplest form
• To be a database, it must conform to the 3 Normal Forms
• First normal form eliminates duplicate data
• Second normal form requires all data to apply to its table
• Third normal form eliminates data that can be derived from
other data
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Access Lesson 1
Starting the Program
• Five ways to start the Program
• Left-click the “Key” icon on the Office Toolbar
• Use the “Start” button
May
• Click on “Start”
Not
• Click on “Programs”
Be
• Click on the Access icon
Available
• OR, after “Start”
In
• Click on “New Office Document”
Class
• Click on “Blank Document”
OR
• Double click the Access icon on the Desktop, if present
• Double click the filename of a saved Access document
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Access Lesson 1
Opening Access from “Start - Programs”
Programs
Start
Access
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Access Lesson 1
Opening Access from “New Office Document”
New
Office
Document
General
Tab
Blank
Database
Template
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Access Lesson 1
Opening Access from “New Office Document”
New
Office
Document
Databases
Tab
Database
Templates
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Access Lesson 1
Quitting Access
• Quitting Access
• Select File, then Exit OR
• Click the X in the top right corner of the window
• If you only want to close the current window
• Select File, then Close OR
• Click the X below the one in the top right corner
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Access Lesson 1
Database Window
Menu Bar
Standard (Database)
Toolbar
Status
Bar
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Access Lesson 1
Database Toolbar
Spell
Check
Open
New
Print
Save
Print
Preview
Properties
Cut
Paste
Undo
Copy
Analyze
Small
Icons Details
Office
Links
Format
Painter
List
Large
Icons
New
Object
Relationships
Code
Help
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Access Lesson 1
Table Datasheet Toolbar
Sort
Descending
Spell
Check
View
Print
Save
Print
Preview
Cut
Paste
Undo
Copy
Filter by
Form
Web
Toolbar
Hyper- Sort
link Ascending
Format
Painter
Find
Apply
Filter
Filter
by
Selection
Delete New
Record Object
Database
Window
Help
New
Record
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Access Lesson 1
Table Design View Toolbar
Spell
Check
Print
View
Save
Print
Preview
Properties
Indexes
Cut
Paste
New
Object
Undo
Copy
Primary
Key
Format
Painter
Delete
Rows
Database
Window
Help
Build
Insert
Rows
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Access Lesson 1
Formatting (Datasheet) Toolbar
Fill
Italic Color
Font
Size
Go to Field
Font
Line/
Border
Color
Bold
Underline
Font
Color
Special
Effect
Gridlines
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Access Lesson 1
Working with Toolbars
• Right-click anywhere in the toolbar area to get this popup menu
• Left click on the desired toolbar to toggle it on or off
Toolbar Popup
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Access Lesson 1
Working with Toolbars
Toolbar Control
Customize
Toolbars
Selected
Reset a
Toolbar 18
Access Lesson 1
File Menu - Database
Icon
Same
as
Toolbar
Horizontal Rule
Keyboard Shortcut
Recently Used
File List
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Access Lesson 1
Edit Menu - Database
Keyboard
Shortcuts
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Access Lesson 1
Edit Menu - Table Datasheet
Menu
Changes
With
Mode
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Access Lesson 1
View Menu - Database
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Database Objects Submenu
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Access Lesson 1
Insert Menu - Database
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Access Lesson 1
Tools Menu - Database
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Access Lesson 1
Window Menu - Database
List of
Open
Windows
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Access Lesson 1
Help Menu - Database
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Access Lesson 1
Access Opening Screen
• This dialog box gives the user the choice of:
• Opening an existing database (Default)
• Creating a new blank database
• Creating a database using a Wizard
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Access Lesson 1
Access Opening Screen
• Choosing the “Database Wizard” option brings up the “New”
dialog box and the “Databases” tab
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Access Lesson 1
Access Opening Screen
• Choosing the “Blank Database” option brings up the “New”
dialog box and the “General” tab
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Access Lesson 1
Creating a Database
• If you choose a blank database, you will see this dialog box
• To start a database you must give it a name and click “Create”
“Create”
Button
Type
File
Name
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Access Lesson 1
Creating a New Table
• After Access creates the database, an empty database window appears
• To begin, choose “New” on the “Table” tab
“Table”
Tab
“New”
Button
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Access Lesson 1
Creating a New Table
• Choose one of the options in the “New Table” dialog box
•
•
•
•
•
“Datasheet View” brings up an empty, unformatted table
“Design View” allows the user to format the new table
“Table Wizard” is an automatic tool that helps create the table
“Import Table” copies an external table into the database
“Link Table” adds a link to an external table
Table
Options
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Access Lesson 1
Table in Datasheet View
• Table shows its fields in columns across the top
• Data in the table is displayed
Change
Views
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Access Lesson 1
Table in Design View
• Fields are shown in rows
• Data controls are shown in the “Field Properties” box
Change
Views
Field
Properties
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Access Lesson 1
Review
•
•
•
•
•
Relational Databases
Starting and Quitting Access
The Database Window
Toolbars and Menus
Creating a Blank Database
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