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Access Lesson 1 Access Basics Microsoft Office 2007: Introductory 1 Pasewark & Pasewark Objectives Access – Lesson 1 2 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Objectives (continued) Access – Lesson 1 3 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Vocabulary Access – Lesson 1 4 Best fit Compacting Database Database management system (DBMS) Datasheet Pasewark & Pasewark Microsoft Office 2007: Introductory Vocabulary (continued) Access – Lesson 1 5 Datasheet selector Datasheet view Field Field name Field selector Pasewark & Pasewark Field value Navigation Pane Record Record selector Microsoft Office 2007: Introductory Database Basics Access – Lesson 1 6 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Starting Access Access – Lesson 1 7 Click the Start button. Point to All Programs. Click Microsoft Office. Click Microsoft Office Access 2007. Pasewark & Pasewark Microsoft Office 2007: Introductory Opening a Database Access – Lesson 1 8 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Opening a Database (continued) Access – Lesson 1 9 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 doubleclick an object, it opens in the main part of the Access screen. Pasewark & Pasewark Microsoft Office 2007: Introductory Opening a Database (continued) Working with Records Access – Lesson 1 – 10 – – – – 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Editing Records Access – Lesson 1 11 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Editing Records (continued) Access – Lesson 1 12 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Changing Datasheet Layout Access – Lesson 1 13 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Changing Datasheet Layout (continued) Access – Lesson 1 14 Freezing Columns: Use Freeze command on Home tab. Changing the Background Row Color: Use Alternate Fill/Back Color on Home tab. Pasewark & Pasewark Microsoft Office 2007: Introductory Previewing and Printing a Table Access – Lesson 1 15 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Saving and Closing Objects Access – Lesson 1 16 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Compacting and Repairing a Database Access – Lesson 1 17 Compacting a database rearranges how the data is stored to optimize performance. Access combines compacting and repairing into one process. Pasewark & Pasewark Microsoft Office 2007: Introductory Closing a Database and Exiting Access Access – Lesson 1 18 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Summary Access – Lesson 1 19 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Summary (continued) Access – Lesson 1 20 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. Pasewark & Pasewark Microsoft Office 2007: Introductory Summary (continued) Access – Lesson 1 21 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. Pasewark & Pasewark Microsoft Office 2007: Introductory