1. 1
ACCESS LESSON
Access – Lesson 1
1
ACCESS BASICS
Microsoft Office 2007:
Pasewark &
Pasewark Introductory

2. Objectives
2
 Understand databases and database
terminology.
 Start Access, open a database and open an
object.
 Identify the parts of the Access screen.
Access – Lesson 1
 Navigate a datasheet.
 Edit a record and undo a change.
Microsoft Office 2007: Introductory Pasewark & Pasewark

3. Objectives (continued)
3
 Select records and fields.
 Delete a record.
 Cut, copy, and paste data.
 Change the appearance of a datasheet.
Access – Lesson 1
 Preview and print a table
 Close an object and exit Access.
Microsoft Office 2007: Introductory Pasewark & Pasewark

4. Vocabulary
4
 Best fit
 Compacting
Database
Access – Lesson 1

 Database management system (DBMS)
 Datasheet
Microsoft Office 2007: Introductory Pasewark & Pasewark

5. Vocabulary (continued)
5
 Datasheet selector  Field value
 Datasheet view  Navigation Pane
 Field  Record
 Field name  Record selector
Access – Lesson 1
 Field selector
Microsoft Office 2007: Introductory Pasewark & Pasewark

6. Database Basics
6
 Access is a database
management system (DBMS).
 A DBMS allows you to store,
retrieve, analyze, and print
information.
Access – Lesson 1
 A DBMS does not have to be
computerized, it can be file
folders.
 A computerized DBMS is much
faster, more flexible, and more
accurate.
Microsoft Office 2007: Introductory Pasewark & Pasewark

7. Starting Access
7
 Click the Start button.
 Point to All Programs.
 Click Microsoft Office.
 Click Microsoft Office Access 2007.
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

8. 8
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

9. Opening a Database
9
 A database is a collection of objects.
 The objects work together to store, retrieve,
display and summarize data.
 The object types are tables, queries, forms,
reports, macros and modules.
Access – Lesson 1
 When you open an existing database from the
Open Recent Database pane, the Navigation
Pane opens.
Microsoft Office 2007: Introductory Pasewark & Pasewark

10. Identify database elements
10
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 2007: Introductory Pasewark & Pasewark

11. Database Objects in a Nutshell
11
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

12. 12
Access – Lesson 1
Table
Navigation Datasheet
Panel
Microsoft Office 2007: Introductory Pasewark & Pasewark

13. Interface of Access 2007
13
Window
Access – Lesson 1
Navigation panel
Microsoft Office 2007: Introductory Pasewark & Pasewark

14. Opening a Database
14
(continued)
 Access Screen: Has a title bar, Quick
Access toolbar, Ribbon, status bar.
 Database Objects: The database file stores
Access – Lesson 1
the 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 2007: Introductory Pasewark & Pasewark

15. Opening a Database
15
(continued)
 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 2007: Introductory Pasewark & Pasewark

16. Records vs. Fields
16
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

17. Navigate a Table Datasheet
17
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

18. Record Navigation bar
18
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

19. Navigate the Datasheet with
19
Keys
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

20. Select Datasheet, Record, and
20
Field
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

21. Resize the Row
21
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

22. Resize the Column
22
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

23. Move a Column
23
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

24. Access Theme Color
24
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

25. Print Preview
25
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

26. Editing Records
26
 To make editing easier, use the record
navigation bar.
 If you make a mistake, you can click the Undo
button on the Quick Access Toolbar.
 Field selector selects the column.
Access – Lesson 1
 Record selector selects the row.
 Datasheet selector selects the entire
datasheet.
Microsoft Office 2007: Introductory Pasewark & Pasewark

27. Editing Records (continued)
27
 To delete a record, select the record and press
Delete.
 Deleting a record is permanent and cannot be
restored with the Undo command.
 The Cut, Copy, and Paste commands work the
Access – Lesson 1
same way as in other Office programs.
 Be careful not to paste data over existing data
you want to keep.
Microsoft Office 2007: Introductory Pasewark & Pasewark

28. Changing Datasheet Layout
28
 Changing Row Height: Drag the row border up
or down, or specify an exact height.
 Changing Column Width: Drag the column
border or specify best fit for automatic
adjustment to best column width.
Access – Lesson 1
 Rearranging Columns: Select field selector for
column and drag to new location.
Microsoft Office 2007: Introductory Pasewark & Pasewark

29. Changing Datasheet Layout (continued)
29
 Freezing Columns: Use Freeze command on
Home tab.
 Changing the Background Row Color: Use
Alternate Fill/Back Color on Home tab.
Access – Lesson 1
Microsoft Office 2007: Introductory Pasewark & Pasewark

30. Previewing and Printing a Table
30
 Before printing, view datasheet in Print
Preview.
 Print a datasheet by clicking the Office Button
and pointing to Print.
 The dialog box allows you to choose your
Access – Lesson 1
printer and number of copies.
 Click the Quick Print command to print
datasheet without changing printer settings.
Microsoft Office 2007: Introductory Pasewark & Pasewark

31. Saving and Closing Objects
31
 When you change data, Access saves your
changes automatically.
 When you change format, you need to save
your work by clicking the Save button on the
Quick Access toolbar.
Access – Lesson 1
 You can close an object by clicking the Close
button on the object window.
Microsoft Office 2007: Introductory Pasewark & Pasewark

32. Compacting and Repairing a Database
32
 Compacting a database rearranges how the
data is stored to optimize performance.
 Access combines compacting and repairing
Access – Lesson 1
into one process.
Microsoft Office 2007: Introductory Pasewark & Pasewark

33. Closing a Database and Exiting Access
33
 Close the database by clicking the Office
Button, and then clicking Close Database.
 Exit Access by clicking the Office Button and
then clicking Exit Access.
Access – Lesson 1
 You can also close Access by clicking the
Close button on the title bar.
Microsoft Office 2007: Introductory Pasewark & Pasewark

34. Summary
34
 Access is a database management system (DBMS).
 A computerized DBMS allows you to store, retrieve,
analyze and print information.
Access – Lesson 1
 A database is a collection of objects: tables, queries,
forms, reports, macros and modules.
 You can open an existing database from the Open
Recent Database pane or by clicking the Office
Button, then the Open command.
 Access screen has a title bar, Quick Access Toolbar
and Ribbon. Microsoft Office 2007: Introductory Pasewark & Pasewark

35. Summary (continued)
35
 A record is a complete set of data. Each record is made
up of fields. Each field has a field name. The data in
the field is a field value.
 Use your keyboard or the record navigation bar to
navigate through a datasheet.
 To select a row, click the record selector for the row.
Access – Lesson 1
 To select a field, click the field selector for the column.
 To select all fields and rows, click the datasheet selector.
Microsoft Office 2007: Introductory Pasewark & Pasewark

36. Summary (continued)
36
 To delete a record, select the record and press the
Delete key.
 Use Cut, Copy and Paste buttons to move and copy
data.
 You can make many layout changes, such as row
Access – Lesson 1
height, column width and background color.
 Before printing, use Print Preview to check settings.
 To exit Access, click the Close button on the title bar.
Microsoft Office 2007: Introductory Pasewark & Pasewark