EcoMed Services

1. EcoMed Services • EcoMed Services is a fictional lighting company located in Kansas City, Missouri • It provides environmental friendly lighting to medical facilities in the United States • EcoMed opened for business in 1972 and has grown to partner with more than 150 medical facilities • Company stocks over 300 standard and specialized light bulbs • Ms. Ivon Gonzalez, company president • You have been hired as an intern to help manage and update the Access database

2. Lesson 01 Getting Startedwith a Database

3. Objectives

4. What is a Database? • A database is a logically organized collection of data • Example: School database is used to track courses, where you live, when you graduate, contact information, and other important academic information, etc… • Types of databases: • Relational – Access is a relational database; It’s the most common type of database; eliminates duplication of records • Flat – Excel – each database is represented as a single table • Hierarchical – data is organized into a tree-like structure • Network – each record type can have multiple owners • Dimensional – is a relational database that uses a dimensional data model to organize data

5. Relational Database • Access databases are organized by major objects • All data is stored in TABLES • A table is the major database object that stores all data in a subject-based list of rows and columns • Looks similar to an Excel spreadsheet with rows and columns

6. Objective 1 Identifying Basic Database Structure

7. Data Organization • Table: major database object that stores all data in a subject-based list of rows and columns • Record: complete set of related data about one entity or activity • Records = rows • Field: smallest storage element that contains an individual data element within a record • Fields = columns Figure 1-1

8. Data Organization • A group of fields make up a record • A group of records make up a table • A group of tables make up a database Figure 2-1

9. Recordset • A recordset is a Microsoft object—oriented data structure consisting of grouped records • A recordset can be as small as a single field or as large as two or more combined tables • A recordset is most often displayed as either a form or a report

10. Major Objects in an Access Database

11. Major Object Orientation Figure 1-3

12. Objective 2 Working with a Microsoft Access Database

13. Properties Dialog Box Exercise 1-1 • Files are located on-line • Files are in folders matching the lesson number • EcoMed-01 is located in folder Lesson 01 • Copy files to your desktop Figure 1-4

14. Access Backstage Exercise 1-2 Figure 1-5

15. Objective 3 Identifying Components of Access

16. Getting Started Window Exercise 1-3 Figure 1-6

17. Navigation Pane Exercise 1-4 Figure 1-7

18. Navigation Pane Options Exercise 1-4 Figure 1-8

19. Navigation Pane Options Exercise 1-5 Figure 1-9

20. Leszynski Naming Convention for Major Objects Table 1-1

21. Open a Table Exercise 1-6 Figure 1-10

22. Switching Views • Each database object has multiple views • Datasheet View – records are organized like an Excel Spreadsheet with yourrecords displayed in rows and columns • Design Viewis used to modify the structure of the object; Records are NOT displayed

23. Objective 4 Navigating Access Recordsets

24. Navigation Buttons • A Record Navigation Button is an icon that moves the pointer within the recordset to the next, previous, first, last record, or a specified record • The Navigation Buttons are located at the bottom left of a table

25. Keyboard Shortcuts Table 1-2

26. Objective 5 Modifying a Datasheet’s Appearance

27. Hide/Unhide Columns Exercise 1-10 You can hide and unhide columns reduce the number of fields displayed Figure 1-13

28. Resizing a Column Exercise 1-11 • You can resize columns to enhance thedata being viewed • Changing row height is a GLOBAL setting and affects all of the rows in the entire table Figure 1-14

29. Font Commands • Font commands, such as bold, italics, and underline affect the ENTIRE datasheet • Other commands such as align left, center, right, can be applied to selected fields • You can alternate row color to improve readability

30. Objective 6 Saving and Printing a Recordset

31. Print Dialog Box Exercise 1-14 Figure 1-17

32. Print Dialog Box Exercise 1-15 Figure 1-18

33. Save a Table to an External File • Rather than printing directly on paper you can create an XPS or PDFfile • XPS is the file extension used by XML Paper Specification • PDF is the file extension used by Portable Document Format • You can save the electronic file, print or email it • Click the File tab • Click on the Save & Publish tab • In the File Types Section, Click Save Object As, and choose PDF or XPS

34. Objective 7 Managing Access Files

35. Compact and Repair Exercise 1-16 • You can use the Compact and Repair command to reclaim unused space and improve database efficiency • File, Info, Compact and Repair Figure 1-19

36. Back-Up a Database • You should back-up your database to prevent data loss • The backup file is saved to the same location as the original file • The default name of your backup file is the current date and time appended to the end of the original file • File, Save Database As • Backup Database • Example: EcoMed-01_2014-04-25