Download PPT-Lesson 1 - Getting Started with a Database

 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
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and update the Access database
Microsoft® Access
2013
1 • Identify basic database structure
2• Work with a Microsoft Access database
3 • Identify components of Access
4 • Navigate Access recordsets
5 • Modify a datasheet’s appearance
6 • Save and print a recordset
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 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
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 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
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 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
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 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
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 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
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Major
Object
Purpose
Tables store data about people, activities,
Tables
items, and events
Queries display and organize data
Queries
depending on the question being queried
Forms display data on a screen in userForms
friendly formats
Reports organize and format data to be
Reports
used as printable documents
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Exercise 1-3
Figure 1-6
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Exercise 1-4
Figure 1-7
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Exercise 1-4
Figure 1-8
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Exercise 1-5
Figure 1-9
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The Leszynski Naming Convention uses a
three-letter prefix to identify the type of object
Prefix
tbl
qry
frm
rpt
Object Type
Table
Query
Form
Report
Example
tblBulbType
qryInvShort
frmInventory
rptInvByVender
Table 1-1
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Exercise 1-6
Figure 1-10
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Each database object has multiple views
• Datasheet View – records are organized
like an Excel Spreadsheet with your
records displayed in rows and columns
• Design View is used to modify the
structure of the object; Records are
NOT displayed
• There are several ways to change your View:
• Home Tab, View Group
• View buttons (lower right-corner)
• Right-clicking the object and selecting the view
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 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
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Action
Shortcut
Move to the first field in the
Ctrl + Home
first record
Move to the last field in the last
Ctrl + End
record
Move to the next field
Tab or 
Shift + Tab or  Move to the previous field
Table 1-2
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Exercise 1-10
You can hide and unhide columns reduce the
number of fields displayed
Figure 1-13
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Exercise 1-11
 You can resize columns to enhance the
data being viewed
 Changing row height is a GLOBAL setting
and affects ALL of the rows in the entire table
Figure 1-14
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 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
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Exercise 1-14
Figure 1-17
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Exercise 1-15
Figure 1-18
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 Rather than printing directly on paper you can
create an XPS or PDF file
 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
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1. Click the File tab
2. Click on the Save & Publish tab
3. In the File Types Section, Click Save Object As, and
choose PDF or XPS
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You can use the Compact and Repair
command to reclaim unused space and
improve database efficiency
Exercise 1-16
 File, Info, Compact and Repair
Figure 1-19
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 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
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Example: EcoMed-01_2014-04-25