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PowerPoint Lecture to Accompany
Skills for Success with Microsoft® Office 2007
Access, Chapter 1
Working with Database Management Systems
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
Skills for Success with Microsoft® Office 2007
1
Introduction
• In Skills 1–10, you will:
– Create a database
– Add, delete, find, and modify table data
– Format a datasheet
– Format and print data in a report
– Search, sort, and filter data
– Create a relational database from a
template
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
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Introduction
Format and
print data in
a report
Add, delete,
find, and
modify table
data
Format a
datasheet
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Skill 1: Open and Organize an
Existing Database
When you start
Access 2007, the
Getting Started with
Microsoft Office
Access window
displays.
Click to create a new
blank database.
Click to create a
database from an
online template.
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Click to open an
existing database.
Database
A structured collection
of related information
about people, events,
and things.
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Skill 1: Open and Organize an
Existing Database
To save a database,
click the Office
button and point to
Save As.
Navigation
pane
Name of database
displays in title bar.
Access Database
Objects
Basic parts of a
database that enable
you to work with it.
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Skill 1: Open and Organize an
Existing Database
Field
Record
Datasheet
Displays records
in rows; displays
fields in columns.
Total records
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Skill 1: Open and Organize an
Existing Database
Database Management
System
Tables, queries, forms, and
reports work together to
create computer software to
enable people to interact
with the database.
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Skill 2: Modify Table Data Using a Form
Use Access forms
when you want to
modify or add to data
stored in tables.
Single Form Layout
Displays one record at
a time.
Navigation bar
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Skill 2: Modify Table Data Using a Form
To delete a record,
click the Delete
button and then click
Delete Record.
Data can be entered
into the form using
the keyboard.
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Skill 2: Modify Table Data Using a Form
To add a new
record, click the
New (blank)
record button.
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
AutoNumber
A field set to
automatically
assign a unique,
numeric value to
the field when a
record is created.
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Skill 2: Modify Table Data Using a Form
Data is automatically
saved as you
complete each
record.
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Cancel data in a new
record by pressing
the Esckey.
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Skill 3: Modify a Query and Print the
Results in a Report
Query
A database object
designed to display a
subset of data from
one or more tables.
Query results
are displayed
in Datasheet
view.
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Skill 3: Modify a Query and Print the
Results in a Report
Design View
A view to modify the
structure and behavior
of Access database
objects.
Query in
Design view
Criteria
Conditions used in a query
to select the records you
are looking for.
Changes to an object’s
design must be saved.
Criteria row
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Skill 3: Modify a Query and Print the
Results in a Report
Report
A database object
used to display the
results of a query or
the contents of a table.
This report displays a
subset of data from the
Players with Small
Handicaps query.
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Skill 3: Modify a Query and Print the
Results in a Report
To display how
the report will
print, view it in
Print Preview.
Print Preview
displays on the tab.
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Skill 4: Format a Datasheet and Modify
Table Design
To format a
datasheet,
use the Font
group on the
Home tab.
Placing your pointer
between two column
headers and doubleclicking resizes the
columns to fit the
content.
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Skill 4: Format a Datasheet and Modify
Table Design
Use the Datasheet
Formatting dialog
box to change the
cell effects.
Background and gridline
color can be changed by
selecting a color.
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Skill 4: Format a Datasheet and Modify
Table Design
Modify the structure of a
table in Datasheet view.
Deleting a column
in Datasheet view
deletes the fields
from the table.
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Skill 4: Format a Datasheet and Modify
Table Design
Data type
Specifies the type of
information that a field
will hold.
Data types are
specified on fields in
Design view.
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Skill 5: Modify Table Data and Use Find
and
Replace
Locate specific information
by using the Find tool.
Click the Find
button.
Type the text you
want to find.
Click the Find Next button to
find the text in the datasheet.
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Skill 5: Modify Table Data and Use Find
and Replace
Use the Replace tool to
quickly change data.
Click the Replace
button.
Continue clicking the
Replace button until
all the replacements
are made.
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Skill 5: Modify Table Data and Use Find
and Replace
The insertion point
moves to the
Append row.
Append row
Blank record at the end of
a datasheet used to add
records to a table.
To add a new record, click the
New (blank) record button.
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Skill 5: Modify Table Data and Use Find
and Replace
Press the Tab key
to move the
insertion point to
the next field.
Keeping your hands on
the keyboard improves
data entry speed and
accuracy.
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Skill 6: Sort Table Data and Hide
Datasheet Columns
Information can be
sorted by one or
more columns.
By default, records
are sorted by
PlayerID.
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Skill 6: Sort Table Data and Hide
Datasheet Columns
Click the
column header
and then click
the Ascending
button in the
Sort & Filter
group to sort
records.
Records sorted in
alphabetical order
by State field
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Skill 6: Sort Table Data and Hide
Datasheet Columns
Icons at the top of the
columns indicate how
each column is sorted.
To clear the
sort order, click
the Clear All
Sorts button.
Records sorted in
descending order are in
reverse numeric or
alphabetical order.
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Skill 6: Sort Table Data and Hide
Datasheet Columns
Click the More button
to display the Hide
Columns option.
Columns can be
hidden without
removing data
from the table.
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Skill 7: Filter, Summarize, and Print
a Datasheet
To filter data, click
the Filter button.
The Filter contextual
menu displays each
unique value in a field.
Filters
Built in Access
to display a
subset of data.
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Skill 7: Filter, Summarize, and Print
a Datasheet
Click the Selection
button to narrow
record selection.
Status bar indicates
records are
currently filtered.
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Skill 7: Filter, Summarize, and Print
a Datasheet
Click the
Toggle
Filter button
to remove
the filter.
Turning a filter
off does not
delete the filter.
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Skill 7: Filter, Summarize, and Print
a Datasheet
Access calculates
summary statistics
for data using the
Totals button.
New row labeled
Total displays.
Click the displayed
arrow and select the
statistic you want.
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Skill 8: Create a Relational Database from
a Template
Access provides
several databases
designed around
common
information-based
tasks.
The tasks template is a
pre-built database that
is downloaded from
the Internet.
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Skill 8: Create a Relational Database from
a Template
In the displayed
Access Help window,
information about
template displays.
Customize the
Navigation pane to
display only the
needed objects.
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Skill 8: Create a Relational Database from
a Template
Click the
Navigation Pane
arrow and then
click Object
Typeto display all
database objects.
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Skill 8: Create a Relational Database from
a Template
Join line indicates
relationship
between Contacts
and Tasks.
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
Relational database
A database that consists of
two or more tables that are
related by sharing a field
common to both tables.
Data Redundancy
Occurs when the same
data is stored several
times in the same
table.
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Skill 9: Add Records to Related Tables
Split Form
Two synchronized views
of the same form where
the lower view displays
as a datasheet.
Upper form displays
buttons to open
other forms and
reports.
Lower form is a
datasheet for
data entry.
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Skill 9: Add Records to Related Tables
To enforce referential
integrity, related
information must be
entered first.
Referential integrity
A rule where any
record from the first
related table must
have a corresponding
record in the second
related table.
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Skill 9: Add Records to Related Tables
Date Picker
Displays to the
right of the box
for fields with the
Date/Time data
type.
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Skill 9: Add Records to Related Tables
AutoNumber fields
cannot be changed
after a record is
entered.
If a record is deleted,
the assigned
AutoNumber cannot
be used again.
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Skill 10: Format a Report in Layout View
Layout view
Enables you to format
a report while viewing
a sample of data.
Report
data
Format reports using
the AutoFormat tool or
by adjusting individual
formatting settings.
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
To apply an AutoFormat, click
the AutoFormat button.
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Skill 10: Format a Report in Layout View
Label
Object on a form or
report that describes
other objects on the
report or form.
In a report, a text
box can only display
values.
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Text box
An object on a form or
report that displays the
data from a field in a
table or query.
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Skill 10: Format a Report in Layout View
With the label
and text box
selected, press
the Delete key to
remove selection
from report.
Removing data from
the report does not
remove it from
underlying table.
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Skill 10: Format a Report in Layout View
Use the Font group
to align labels and
text boxes.
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Skills for Success
• In Chapter 1, you practiced the
following skills:
– Create a database
– Add, delete, find, and modify table data
– Format a datasheet
– Format and print data in a report
– Search, sort, and filter data
– Create a relational database from a template
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
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More Skills for Success
• You will now practice the following
additional skills:
– Compact and repair a database
– Convert database files
– Work with the Attachment data type
– Work with the Hyperlink and Yes/No
data types
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More Skills 11: Compact and Repair
a Database
Compact and Repair
Rebuilds database
files so that data and
database objects are
stored more efficiently.
Use the Compact and
Repair tool to decrease
size of database file and
improve performance.
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More Skills 11: Compact and Repair
a Database
Open the
database and
then click
Manage from
the Office
menu.
Click Compact and
Repair Database.
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More Skills 11: Compact and Repair
a Database
File size is smaller
than before database
was compacted.
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Skill 12: Convert Databases to and from
the 2002–2003 File Format
Access 2007 can
convert databases
from older file formats.
From the Office
button, select
Save As to
save the
database in
another format.
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Skill 12: Convert Databases to and from
the 2002–2003 File Format
Access 2002-2003 file
format supports
administrative features
not available in Access
2007 file format.
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Skill 12: Convert Databases to and from
the 2002–2003 File Format
Title bar indicates
which format of
saved database.
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Skill 13: Work with the Attachment
Data Type
Attached files can be
opened and viewed in
the application that
created them.
Attachment Data Type
Used to store files such as
Word documents or digital
photo files in tables.
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Skill 13: Work with the Attachment
Data Type
Changing the
data type to
Attachment
enables you to
double-click the
Paper Clip icon
and add a file.
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Skill 13: Work with the Attachment
Data Type
Numbers next to
Attachment icons
indicate number
of attached files.
Double-click the
Attachment icon to
display a dialog box
to select which file
to open.
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Skill 14: Work with the Hyperlink and
Yes/No Data Types
Click the Data type
arrow inDesignview for
the table to change the
data type to Hyperlink.
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Hyperlink data type
Links to websites or files
located on your computer.
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Skill 14: Work with the Hyperlink and
Yes/No Data Types
Link Select pointer
indicates hyperlink
will open another
website or file.
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Skill 14: Work with the Hyperlink and
Yes/No Data Types
Yes/No data type
Values can have one
of two possible values.
Fields with a
Yes/No data
type display a
check box in
each record.
If check box is checked,
it is set to yes.
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Congratulations
• You have now completed all Skills
for Access, Chapter 1
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All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.
Copyright © 2009 Pearson Education, Inc.
Publishing as Prentice Hall
Copyright © 2009 Pearson Education, Inc. Publishing as Prentice Hall.
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