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Microsoft Access “ Fun”damentals

Microsoft Access “ Fun”damentals. Access and Databases. Access is the database software of the Microsoft Office suite. A database is a collection of objects that work together to: Store data Retrieve data Display data Summarize data. DBMS. DBMS stands for DataBase Management System

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Microsoft Access “ Fun”damentals

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  1. Microsoft Access “Fun”damentals

  2. Access and Databases • Access is the database software of the Microsoft Office suite. • A database is a collection of objects that work together to: • Store data • Retrieve data • Display data • Summarize data

  3. DBMS • DBMS stands for DataBase Management System • A DBMS allows you to store, retrieve, analyze, and print information • Example: Filing cabinet • A computerized DBMS is • much faster • more accurate • more flexible

  4. Microsoft Access Screen Title Bar Quick Access Toolbar Ribbon Shutter Bar Open/Close Button Tab for open object Tab for the displayed object Status Bar

  5. Database Objects • Table – stored in a format called a datasheet • Query – Use to search for and retrieve data from tables using conditions • Form – Displays data from tables/queries similar to a paper form • Report – Displays data in a format that is customized for on-screen viewing or printing • Used to summarize data and calculate totals • Macro – Automates database operations • Module – Similar to a macro; allows more complex programming of database operations

  6. Working with Records • Record – A complete set of data. • Example: All information about 1 movie from your Music and Movies database • Field – A single characteristic within a record. • Example: The actor/actress of a movie • Field name – Name of a column/field in a datasheet. • Field value – Data entered into a field. • Datasheet View – Displays data in rows and columns. • Design View- View that allows you to add, delete, and rearrange fields

  7. Navigation Bar Last record button Record Next record button Current Record First record button New (blank) record button Previous record button

  8. Selecting Records and Fields • Field selector • Appears at the top of each column • Contains the field name • Allows you to select the entire field column • Record selector • Appears to the left of the first field • Allows you to select the entire record • Datasheet selector • Box in the upper-left corner of a datasheet • Allows you to select all records and fields of a datasheet

  9. Field Selector Record Selector Datasheet Selector

  10. Creating and Saving a Database • Template – Creates the database and one or more table, query, form, and report objects • Blank Database Template –Creates a database with no objects in it • The Access 2007 name extension is…. accdb

  11. Designing a Table • Primary key – The field that contains a unique field value for each record in the table. • AutoNumber – Automatically adds a unique number to the primary key field for each record in the table • Data type – Determines the kind of data that you can enter in the field • Alphanumeric data – A combination of numbers and text #

  12. Data Types • Text • Memo • Number • Date/Time • Currency • AutoNumber • Yes/No • OLE Object • Hyperlink • Attachment • Lookup Wizard

  13. Working in Design View • Design View – Add, delete, and make changes to the way that fields store data • Design grid – Top half of the Table Window in Design View • Field Properties pane – Bottom half of the Table window in Design View • Field Property – Describes a field’s contents beyond the field’s basic data type • Field Size Property – sets the number of characters you can store in a text, number, or AutoNumber field

  14. Current Field Primary key symbol Design Grid Field Properties Pane

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