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Lesson 1 – Getting Started with a Database

Lesson 1 – Getting Started with a Database. Lesson Objectives. Identify basic database structure. Work with a Microsoft Access database. Identify components of Access. Navigate Access recordsets. Modify datasheet appearance. Print and save a recordset. Manage Access files.

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Lesson 1 – Getting Started with a Database

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  1. Lesson 1 – Getting Started with a Database

  2. Lesson Objectives • Identify basic database structure. • Work with a Microsoft Access database. • Identify components of Access. • Navigate Access recordsets. • Modify datasheet appearance. • Print and save a recordset. • Manage Access files.

  3. Identifying the Basic Database Structure • Databases are logically organized collections of data. • Microsoft Access uses a relational model for its design. • All data are stored in tables. • A table is a major database object that stores all data in a subject-based list of rows and columns. • A database table looks similar to a table displayed in a spreadsheet program or a word processor.

  4. Identifying the Basic Database Structure • Records are a set of related data about one subject • Fields contain an individual data elements within a record

  5. Identifying the Basic Database Structure • Tables are made up of records • Records are made up of related fields • Rows in a table • Fields are the smallest storage element • Columns in a table

  6. Identifying the Basic Database Structure • A recordset is a collection of records • Tables and Queries • Use by both Forms and Reports • Major objects in Access include: • Tables • Store all data • Queries • Organize data • Forms • Display data to the computer screen • Reports • Used to Print data

  7. Identifying the Basic Database Structure • Forms can display, add, edit, or delete recordsets • Reports can only display recordsets

  8. Working with a Microsoft Access Database Exercises • Manage a Database • Start a Database • Open a Database

  9. Manage a Database • Access limits certain file operations • An open database cannot be moved or renamed • Databases in this book will not fit on a 3.5 inch diskette • Database must not be Read-Only

  10. Start a Database

  11. Open a Database • Default mode to open Access is Shared • Other modes are: • Read-only • Exclusive use • Exclusive Read-only • Enable the database before working

  12. Identify Components of Access Exercises • Manipulate the Navigation Pane • Explore Tabs, Ribbons and Groups • Open and Close Major Objects • Explore Datasheet and Design View

  13. Identify Components of Access

  14. Manipulate the Navigation Pane • Displays and organizes major objects

  15. Explore Tabs, Ribbons and Groups • Ribbon contains Command Tabs • Command Tabs contain Command Groups • Command Groups contain Commands • ScreenTips provide informationaboutcommands

  16. Open and Close Major Objects • Leszynski Naming Convention • No spaces or underscores • Used by software developers and programmers

  17. Open and Close Major Objects • Navigation Pane contains all Major objects

  18. Explore Datasheet and Design Views • Major objects have different views • Datasheet View • Design View • Change View by: • View Command • View Shortcut buttons • Right-clicking object

  19. Navigating Access Recordsets Exercises • Use Navigation Buttons in a Table • Use Navigation Shortcut Keys in a Query

  20. Use Navigation Buttons in a Table • Datasheet View has two Modes • Edit Mode • Change content in a field • Insertion point (I-beam) visible • Navigation Mode • Entire field selected • Move between fields using • Keyboard • Record navigation buttons

  21. Use Navigation Buttons in a Table • Parts of Datasheet View

  22. Use Navigation Shortcut Keys in a Query • Keyboard shortcuts work in any Datasheet View

  23. Modifying Datasheet Appearance Exercises • Hide and Unhide Columns • Change Column Widths and Row Heights • Use the Font Command Group

  24. Hide and Unhide Columns • Columns in Datasheet View can be hidden

  25. Change Column Widths and Row Heights • By default all columns are the same width • Each column can be individually resized • Each row shares the same height

  26. Use the Font Command Group • Font appearance are applied to entire datasheet • Alignments are applied to individual fields

  27. Printing and Saving a Recordset Exercises • Print a Query • Print a Table • Publish a Table

  28. Print a Query • Print Methods: • Office Button , then Print • Keystroke • Can only print the Datasheet View of a Query

  29. Print a Table • Change page orientation in Print Preview

  30. Publish a Table • XPS – XML Paper Specification • Savable file format • Viewable using an internet browser • Can select quality of document

  31. Managing Access Files Exercises • Use Compact and Repair • Reduces the size of a database • Improves performance • Back Up a Database • Default name – Database name with data • Close a Database and Exit Access

  32. Lesson 1 Summary • An Access database is relational, the most common type of database in use today. • Major Access database objects include tables, queries, forms, and reports. • A record is composed of related fields, a table is composed of related records, and a database is composed of related tables. • A recordset is a Microsoft object-oriented data structure consisting of grouped records. • A recordset is most often displayed as either a form or a report.

  33. Lesson 1 Summary • An opened database cannot be moved or renamed. • In the navigation pane, major objects are organized by categories and groups. • The Leszynski Naming Convention is a method of naming objects that emphasizes the use of the three-letter prefixes to identify the type of object. • Datasheet View and Design View are two methods of displaying each major object. • Edit mode allows contents of fields to be changed. • Navigation mode allows movement between fields.

  34. Lesson 1 Summary • The columns and rows of a datasheet can be hidden, displayed, or resized. • Format changes to a datasheet affect all text in every column and row. • In a datasheet, column widths can be changed individually; row heights must be all the same. • In a datasheet, some format commands can be applied to individual fields; other commands apply to the entire datasheet. • The Quick Print command sends a document directly to the default printer without allowing changes to the print options.

  35. Lesson 1 Summary • Documents can be printed or published in portrait or landscape orientation. • Publishing a document as an XPS file in either reduced quality or high quality preserves document formatting. • Normal database activities such as adding, deleting, and moving data can increase the size of a database file. • The Compact and Repair Database command reclaims unused space and improves database efficiency.

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