2. Objectives
2
Understand databases and database
terminology.
Start Access, open a database and
open an object.
Access – Lesson 1
Identify the parts of the Access
screen.
Navigate a datasheet.
Edit a record and undo a change.
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3. Objectives (continued)
3
Select records and fields.
Delete a record.
Cut, copy, and paste data.
Design and create a table
Access – Lesson 1
Insert a column name, caption, and
description.
Insert Quick Start fields.
Assign a default value and field size.
Microsoft Office 2010: Introductory Pasewark & Pasewark
4. Why Database?
6
Access is a database management
system (DBMS).
A DBMS allows you to store, retrieve,
analyze, and print information.
A DBMS does not have to be
Access – Lesson 1
computerized, it can be file folders.
A computerized DBMS is much faster,
more flexible, and more accurate.
Microsoft Office 2010: Introductory Pasewark & Pasewark
6. Identify database elements
8
Elements of databases
A database stores information in an
organized way, and makes it easy to
get information in and out.
Tables store data within the database.
Access – Lesson 1
Forms make it easy to put data into
tables.
Queries pull out specific data.
Reports put data in an easily-read
format.
Microsoft Office 2010: Introductory Pasewark & Pasewark
7. Define a Database
9
A database is a collection of objects.
The objects work together to store,
retrieve, display and summarize
data.
Access – Lesson 1
The object types are tables, queries,
forms, reports, macros and modules.
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9. Database Objects in a Nutshell
11
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
10. Explore a Database
12
Access – Lesson 1
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11. Opening a Database (continued)
13
Access Screen: Has a title bar, Quick Access
toolbar, Ribbon, status bar.
Database Objects: The database file stores the
Access – Lesson 1
database objects.
Navigation Pane: Displays the objects contained
in a database. When you double-click an
object, it opens in the main part of the Access
screen.
Microsoft Office 2010: Introductory Pasewark & Pasewark
12. 14
Access – Lesson 1
Records
Table
Navigation Datasheet
Panel
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13. Records vs. Fields
15
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
14. Opening a Database (continued)
16
Working with Records
A record is a complete set of data.
Each record is made up one or more fields.
Each field has a field name.
Access – Lesson 1
The data in the field is the field value.
In Datasheet view, the table displays data in rows
and columns in a datasheet.
You can use the pointer or keys to navigate to
fields.
Microsoft Office 2010: Introductory Pasewark & Pasewark
15. Navigate a Table Datasheet
17
Access – Lesson 1
Record Navigation Bar
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16. Manage Tables…continued
A Record Navigation bar displays at the bottom of the
screen just above the Status bar and contains buttons to
navigate in the table.
Access – Lesson 1
17. Manage Tables…continued
To add a new record:
1. Open the desired
table.
2. Click the New
Access – Lesson 1
button in the Home
tab.
3. Type the desired
data.
18. Manage Tables…continued
The pencil icon indicates that the record is being edited
and that the changes to the data have not been saved.
Access – Lesson 1
19. Manage Tables…continued
To delete a record:
1. Open the desired
table.
2. Click the Delete button
arrow in the Home tab.
Access – Lesson 1
3. Click the Delete Record
option at the drop-
down list.
4. Click the Yes button.
20. Manage Tables…continued
To insert a new field:
1. Open the desired
table.
2. Click in the first field
Access – Lesson 1
below the Click to
Add heading.
3. Type the desired
data.
21. Manage Tables…continued
To move a field column:
1. Select the desired column.
2. Position the mouse pointer on the heading.
3. Hold down the left mouse button.
4. Drag to the desired location.
Access – Lesson 1
5. Release the mouse button.
22. Manage Tables…continued
To change the table
column width:
1. Double-click the
Access – Lesson 1
column boundary.
23. 1) Data in a database is stored into 3) When working in a table, this icon
these, which contain information for indicates that the record is being
related items. edited.
a. groups a. forward slash
b. tables b. asterisk
c. structures c. arrow
d. objects d. pencil
2) This displays the database name 4) To change the table column
Access – Lesson 1
followed by the program name. width, double-click this.
a. Navigation bar a. column boundary
b. Ribbon b. row boundary
c. Title bar c. column heading
d. Status bar d. row heading
24. Record Navigation bar
26
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
25. Navigate the Datasheet with Keys
27
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
26. Select Datasheet, Record, and Field
28
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
27. Resize the Row
29
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
28. Resize the Column
30
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
29. Move a Column
31
Access – Lesson 1
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30. Access Theme Color
32
Access – Lesson 1
Microsoft Office 2010: Introductory Pasewark & Pasewark
31. Design a Table
Tables are the first objects created in a new database and all
other objects in a database rely on a table for data.
Designing a database involves planning the number of tables
needed and the fields that will be included in each table.
Design principles:
Reduce redundant data
Access – Lesson 1
Increase efficiency
32. Create a Table…continued
To create a table in Datasheet view:
1. Open the desired database.
2. Click the Create tab.
3. Click the Table button in the Tables group.
Access – Lesson 1
33. Data Types in Table
35
Data Type
Description
Button
Alphanumeric data up to 255 characters in length that is
used as an identifier and not for calculating, such as a name,
Text
an address, or a value such as a telephone number or social
security number.
Positive or negative values that can be used in calculations;
Access – Lesson 1
Number do not use for values that will calculate monetary amounts
(see Currency).
Values that involve money; Access will not round off
Currency
during calculations.
Use this data type to ensure dates and times are entered and
Date & Time
sorted properly.
Data in the field will be either Yes or No; True or False, On or
Yes/No
Off. Microsoft Office 2010: Introductory Pasewark & Pasewark
34. Create a Table…Rename the Field
To rename a field
heading:
1. Right-click the
desired heading.
2. Click the Rename
Access – Lesson 1
Field option at the
shortcut menu.
3. Type the new name.
35. Create a Table…
Insert Name, Caption, and Description
To display the Enter Field Properties dialog box:
1. Click the Table Tools Fields tab.
2. Click the Name & Caption button in the Properties
group.
Access – Lesson 1
36. Create a Table…Insert Field Properties
At the Enter Field Properties dialog box, type the desired
name for the field heading in the Name text box.
The Description text box is another source for providing
information about the field to someone using the database.
Access – Lesson 1
37. Create a Table…continued
To assign a default value:
1. Click the Table Tools Fields tab.
2. Click the Default Value button in the Properties group.
3. At the Expression Builder dialog box, type the default
value.
Access – Lesson 1
4. Click OK.
38. 1) By default, Access prints a table in 3) If you assign a text data type to a
in this orientation. field, the maximum length you can
a. Scenic enter in the field is this.
b. Panoramic a. 155
c. Landscape b. 255
d. Portrait c. 355
d. 455
2) This is one piece of information 4) Access automatically applies this
Access – Lesson 1
about a person, a place, or an data type to the first field in a
item. table.
a. field a. Text
b. record b. Number
c. table c. AutoNumber
d. database d. Date
