Microsoft Access Fundamentals Created by Tanya Morgan Access

Microsoft Access “Fun”damentals Created by: Tanya Morgan

Access and Databases Access is the database software of the Microsoft Office suite. A database is a collection of objects that work together to: ◦ ◦ Store data Retrieve data Display data Summarize data

DBMS stands for Data. Base Management System A DBMS allows you to store, retrieve, analyze, and print information ◦ Example: Filing cabinet A computerized DBMS is ◦ much faster ◦ more accurate ◦ more flexible

Microsoft Access Screen Quick Access Toolbar Title Bar Ribbon Shutter Bar Open/Close Button Tab for the displayed object Status Bar Tab for open object

Database Objects Table – stored in a format called a datasheet Query – Use to search for and retrieve data from tables using conditions Form – Displays data from tables/queries similar to a paper form Report – Displays data in a format that is customized for on-screen viewing or printing ◦ Used to summarize data and calculate totals Macro – Automates database operations Module – Similar to a macro; allows more complex programming of database operations

Working with Records Record – A complete set of data. ◦ Example: All information about 1 movie from your Music and Movies database Field – A single characteristic within a record. ◦ Example: The actor/actress of a movie Field name – Name of a column/field in a datasheet. Field value – Data entered into a field. Datasheet View – Displays data in rows and Design View- View that allows you to add, columns. delete, and rearrange fields

Navigation Bar Record Current Record First record button Previous record button Last record button Next record button New (blank) record button

Selecting Records and Fields Field selector ◦ Appears at the top of each column ◦ Contains the field name ◦ Allows you to select the entire field column Record selector ◦ Appears to the left of the first field ◦ Allows you to select the entire record Datasheet selector ◦ Box in the upper-left corner of a datasheet ◦ Allows you to select all records and fields of a datasheet

Field Selector Record Selector Datasheet Selector

Creating and Saving a Database Template – Creates the database and one or more table, query, form, and report objects Blank Database Template –Creates a database with no objects in it The Access 2007 name extension is…. accdb

Designing a Table Primary key – The field that contains a unique field value for each record in the table. Auto. Number – Automatically adds a unique number to the primary key field for each record in the table Data type – Determines the kind of data that you can enter in the field Alphanumeric data – A combination of numbers and text #

Data Types Text Memo Number Date/Time Currency Auto. Number Yes/No OLE Object Hyperlink Attachment Lookup Wizard

Working in Design View – Add, delete, and make changes to the way that fields store data Design grid – Top half of the Table Window in Design View Field Properties pane – Bottom half of the Table window in Design View Field Property – Describes a field’s contents beyond the field’s basic data type Field Size Property – sets the number of characters you can store in a text, number, or Auto. Number field

Current Field Primary key symbol Design Grid Field Properties Pane