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3 Access 2007® Use Databases How can Microsoft Access 2007 help you to get and stay organized? 3 Lesson 1: Access Basics Access databases can help you create and manage your data, making information easier to find and use. 3 Lesson 1: Access Basics Lesson 1 Objectives: Identify parts of the Access screen Open a database Insert and format data View and print data from a database Copy a database Compact and close a database 3 Lesson 1: Access Basics Database administrators organize databases so that information can be accessed, manipulated, added to, and maintained. Computer and information systems managers ensure that information is available to those who need it and blocked for those who should not have access to it. 3 Lesson 1: Access Basics The Internet contains millions of databases that organize information for users. For example… Reference databases, such as RefDesk, offer factual information of all kinds. Sites like Download.com and Apple iTunes organize music files so they can be downloaded to another kind of database on a personal music player. 3 Lesson 1: Access Basics Access automatically opens to a Getting Started page. From this page you can start a blank database file or choose from database templates. You can also open an existing database. 3 Lesson 1: Access Basics When a database can be opened and edited by other users, it’s called shared access. To ensure no one else can open the database, choose Open Exclusive. 3 Lesson 1: Access Basics The Access screen contains several useful tools. Navigation Pane Menu Bar Shutter Bar Open/Close button Navigation Pane The Navigation Pane displays the different tables, reports, or queries associated with the database. 3 Lesson 1: Access Basics A database can organize information about customers, products, and customer orders. Tables Database information is organized in a table. 3 Lesson 1: Access Basics A field is one piece of data, such as a customer’s Record name, an address, or the color of a product. A table contains columns and rows of data, such as a list of customers. Table Name Field A record is a set of data that describes one item, shown in one row of a table. Records are numbered sequentially. 3 Lesson 1: Access Basics A query asks Access to find data from one or more tables that matches specific criteria, or conditions. A query is made up of columns (fields) and rows (records). To view the results of a query, use the scroll bars or arrows. 3 Lesson 1: Access Basics To move quickly from one record in a field to another, use the Navigation buttons. A highlighted box to the left of the record indicates which record you are currently using. 3 Lesson 1: Access Basics To make your data easier to read, you can change the formatting of data and tables. Change font size Change font style 3 Lesson 1: Access Basics Database Properties include information about a database such as the author’s name, comments, tables, and when the database was last modified. Database Properties can be used to identify and search for a database, or to organize multiple databases. 3 Lesson 1: Access Basics Access automatically saves data entered in a table. If you enter data and then close the table, you will not be asked to save the data or any changes you made. The new data will be there when you reopen the table. 3 Lesson 1: Access Basics Although Access saves your data automatically, changes to the column width, font, or design of a table must be saved manually. Access will prompt you to save design changes before closing. 3 Lesson 1: Access Basics Before closing your database, make a backup copy and store it in a different location. If the original database is lost or damaged, the backup copy can replace it. Original File Name Today’s date Back up a database after any important change is made. 3 Lesson 1: Access Basics After making a backup copy of your database, Compact it. Compacting organizes a database into a smaller, more efficient file. 3 Lesson 1: Access Basics To exit or quit Access, select the Office Button and then click Exit Access. To close a file, click the Close button.