Access Lesson 1 Access Basics

1. Access Lesson 1Access Basics Microsoft Office 2007: Introductory

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

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

4. Vocabulary • Best fit • Compacting • Database • Database management system (DBMS) • Datasheet Microsoft Office 2007: Introductory

5. Datasheet selector Datasheet view Field Field name Field selector Field value Navigation Pane Record Record selector Vocabulary (continued) Microsoft Office 2007: Introductory

6. Database Basics • 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 computerized, it can be file folders. • A computerized DBMS is much faster, more flexible, and more accurate. Microsoft Office 2007: Introductory

7. Starting Access • Click the Start button. • Point to All Programs. • Click Microsoft Office. • Click Microsoft Office Access 2007. Microsoft Office 2007: Introductory

8. Opening a Database • 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. • When you open an existing database from the Open Recent Database pane, the Navigation Pane opens. Microsoft Office 2007: Introductory

9. Opening a Database (continued) • Access Screen: Has a title bar, Quick Access toolbar, Ribbon, status bar. • Database Objects: The database file stores 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

10. Opening a Database (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. • 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

11. Editing Records • 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. • Record selector selects the row. • Datasheet selector selects the entire datasheet. Microsoft Office 2007: Introductory

12. Editing Records (continued) • 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 same way as in other Office programs. • Be careful not to paste data over existing data you want to keep. Microsoft Office 2007: Introductory

13. Changing Datasheet Layout • 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. • Rearranging Columns: Select field selector for column and drag to new location. Microsoft Office 2007: Introductory

14. Changing Datasheet Layout (continued) • Freezing Columns: Use Freeze command on Home tab. • Changing the Background Row Color: Use Alternate Fill/Back Color on Home tab. Microsoft Office 2007: Introductory

15. Previewing and Printing a Table • 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 printer and number of copies. • Click the Quick Print command to print datasheet without changing printer settings. Microsoft Office 2007: Introductory

16. Saving and Closing Objects • 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. • You can close an object by clicking the Close button on the object window. Microsoft Office 2007: Introductory

17. Compacting and Repairing a Database • Compacting a database rearranges how the data is stored to optimize performance. • Access combines compacting and repairing into one process. Microsoft Office 2007: Introductory

18. Closing a Database and Exiting Access • 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. • You can also close Access by clicking the Close button on the title bar. Microsoft Office 2007: Introductory

19. Summary • Access is a database management system (DBMS). • A computerized DBMS allows you to store, retrieve, analyze and print information. • 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

20. Summary (continued) • 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. • 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

21. Summary (continued) • 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 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