An INTRODUCTION to MICROSOFT ACESS 2000

1. An INTRODUCTION to MICROSOFT ACESS 2000 By Dr. Ennis-Cole

2. Objectives: • Define the terms field, record, table, relational data base, primary key and foreign key • Start and Exit Access • Open an existing database • Identify the components of the Access and Database windows

3. Objectives: • Open, navigate, and print a table • Create, run, and print a query • Create and print a form • Use the Access Help system • Create, Preview, and print a report • Compact a database

4. Database Concepts: • Data is a valuable resource to any business • It can be names, addresses, phone numbers, dates, SSN, etc. • Organizing, Storing, Maintaining, Retrieving, and Sorting - critical activities • Data should be organized to facilitate the abovementioned

5. Database Terminology: • A field is a single characteristic of a person, place, object, event or idea. • A table is a collection of fields. • Field value - Specific data of a field • Refer to Fig 1-1

6. Database Terminology: • A collection of related tables • A common field connects the records in separate tables ; it appears in both the tables • A Primary key is a field, or a collection of fields, whose values uniquely identify each record • When the primary key is included in a second table, it’s called as a Foreign key

7. Relational Database Management Systems (RDBMS) • To manage databases, companies purchase programs called RDBMS • Create and modify databases • Organized data as a collection of tables • Built-in Query Language & Report Generator • Security, Control & Data Recovery Facilities

8. RDBMS Functions: • Creation of database structures containing fields, tables, and table relationships: • Add new records • Change field values in existing records • Delete records • Use a built-in query language

9. RDBMS Functions: • Generate reports • Protects database entries • Manipulate massive amounts of data • Each database can be up to 2GB size! • Each database can contain up to 32,768 objects! • Refer to Figure 1-3

10. Starting & Opening an Existing Database: • Click Start, Programs • Point to Microsoft Access • Click Microsoft Access to start • Select Open an existing file button • Click OK • Click Look in list arrow • Select the database and click Open

11. The Access Window: • The Access window appears when you start • The Database window appears when you open a database • The database window is similar to other window applications: • Objects bar: tables, queries, forms & reports • Groups bar: permits the organization of different database objects into groups

12. Opening an Access Table: • In the Objects bar, click the type of object you want to open • If necessary, scroll the object list box • Click the object name, Click the Open button • Datasheet view shows the table’s contents • Record selector aka row selector highlights the entire column or row for manipulation • Refer to Figs. 1-7, 1-8 & 1-9

13. Navigating an Access Datasheet • The Current record symbol = currently selected record • Move the pointer over the data on the screen and click the field values • The navigation buttons provide another way to move vertically through the records • Click the Next Record, Last Record, Previous Record and First Record buttons to navigate • Refer to Fig 1-9

14. Creating and Printing a Query • A Query is a question about data stored • Design your own queries or use the Query Wizard • To use the QW: • Start Access, Open an existing file, click OK • Click the Look in list arrow, click Open • Click any option and click Queries • Click Create query by using wizard • Refer to Fig 1-11

15. Sorting Query Results • Click to position the insertion point anywhere in the column field • Click the Sort Ascending button • Click the Print button • Click the Close button • Click Yes, Restore buttons to save the query design changes & restore the database window

16. Creating and Printing a Form • A form is an object used to maintain, view, and print records. The Form Wizard is an Access tool that asks a series of questions and then creates a form. The quickest way to create a form - AutoForm Wizard • Click Forms, New button • Click AutoForm:Columnar to select wizard

17. Getting Help: • Office Assistant is an interactive guide • Click Access Help button • Type your question, click Search button • Choose a topic from the list • When finished, close the Office Assistant • Refer to Fig 1-14 to get help on reports

18. Creating, Previewing, and Printing a Report • A Report is a formatted printout containing information from one or more tables. • Click Reports, New • Click AutoReport: Columnar • Click the Customer list • Click OK and click maximize button • Click File, Print and select type 1 in the Pages option button • Click OK, Close after printing

19. Compacting a Database • The database size increases whenever you open and work in it. Compacting rearranges the database to make its size smaller. • Make sure the database file is open • Click Tools, Options • Click the General tab in the options dialog box, Check Compact on Close, Click OK • Backup and Restore the database

20. Printing and Exiting: • Click Print button • The table prints on two pages • Click the Close button