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INTRODUCTORY MICROSOFT ACCESS Lesson 1 – Access Basics Microsoft Office XP: Introductory Course 1 Pasewark & Pasewark Access – Lesson 1 Objectives 2 Understand databases. Start Access and open a database. Identify parts of the Access screen. Identify the database objects. Understand database terminology. Create a new database and a new table. Design, modify, name, and save a table. Navigate a database and enter records. Print a table and exit Access. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Terms Used in This Lesson 3 Database management system Datasheet view Design view Entry Field Field name Primary key Record Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Start Access and Open a Database Click the Start button, select Programs, and click Microsoft Access. The Access startup screen appears, giving you the option of opening an existing database or creating a new one. See Figure 1-1 in student book, Access startup screen 4 Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Open a Database 5 From the New File task pane, click More files and choose a database from the Open dialog box. Create a new database by clicking the Blank Database option in the New section of the New File task pane. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Identify Parts of the Access Screen 6 The Access screen has a title bar, menu bar, and toolbar. The Status bar is at the bottom of the screen. See Figure 1-3 in student book, Access screen Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Identify the Database Objects 7 OBJECT DESCRIPTION Table Tables store data in a format similar to that of a worksheet. All database information is stored in tables. Query Queries search for and retrieve data from tables based on given criteria. A query is a question you ask the database. Form Forms allow you to display data in a custom format. You might, for example, create a form that matches a paper form. Report Reports also display data in a custom format. Reports, however, are especially suited for printing and summarizing data. You can even perform calculations in a report. Page Data access pages let you design other database objects so that they can be published to the Web. Macro Macros automate database operations by allowing you to issue a single command that performs a series of operations. Module Modules are like macros but allow much more complex programming of database operations. Creating a module requires the use of a programming language. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Understand Database Terminology 8 Record - complete set of database fields. Field - categories of data that make up records. Field name - name that identifies a field. Entry - data entered into a field. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Create a New Database 9 Create a new database by choosing New on the File menu. The Access startup screen appears. In the New File task pane, choose Blank Database. See Figure 1-6 in student book, Access startup screen Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Create a New Table 10 Create a new table by clicking Tables on the Objects bar. Click the New button and the New Table dialog box appears where you can choose a way to create a table. See Figure 6-3 in student book, New Table dialog box Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Design, Modify, Name, and Save a Table 11 Design the table - enter the field name, data type, and description. Save and name the table - choose Save on the File menu. Modify the table – go to Design view and make changes. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Navigate a Database and Enter Records 12 To display a table in Datasheet view (table is similar to a spreadsheet), select the table and click Open or click the Datasheet View button on the toolbar. Enter records directly into the table using Datasheet view. Press Enter or Tab to move to the next field as you enter data. Changes are saved automatically – no need to save. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Print a Table and Exit Access 13 Choose Print on the File menu or click the Print button on the toolbar to display the Print dialog box. Choose to print all records, only those selected, or for long tables, the pages to print. Click the Setup button to change the margins. Click the Properties button to change the orientation. Exit Access by choosing Exit on the File menu. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Summary 14 Access is a database management system which allows you to store, retrieve, analyze, and print information. You can open an existing database from the File menu or from the New File task pane displayed on the right side of the screen. A database is a collection of objects which work together to store data, retrieve data, display data, print reports, and automate operations. The object types are tables, queries, forms, reports, macros, and modules. Microsoft Office XP: Introductory Course Pasewark & Pasewark Access – Lesson 1 Summary 15 A record is a complete set of data. Each record is made up of fields. Each field is identified by a field name. The actual data entered into a field is called an entry. Creating a database creates a file that will hold database objects. To store data, a table must first be created. As in other Office XP applications, you exit Access by choosing the Exit command from the File menu. Microsoft Office XP: Introductory Course Pasewark & Pasewark