Database Basics Slide 2 What is Access? Database management
system Computer-based equivalent of a manual database Makes it easy
to organize and update information electronically Slide 3 What is a
Database? An organize collection of information about a subject.
Example of a database include an address book, the telephone book
or a filing cabinet Slide 4 What is a Database Management System?
Includes both the database information and the tools to use the
database With Access, you can sort, find, analyze, and report on
information in your database Slide 5 All Access database
information is stored in tables Tables contains information about a
particular topic Each row of an Access table is a record A record
is a set of details about a specific item Each column of an Access
table is a field A field provides the categories for details
describing each record Each column is headed by a field name The
specific field data within a record is the field content Slide 6 An
object is a table, query, report, form or other items used to
display and manage the data Table You store information in one or
more tables You view, edit, and input information in tables in
Datasheet view Form A window for viewing the data in one or more
tables Slide 7 Query Allows you to see or work with a portion of a
table by limiting the number of fields and by selecting specific
records Report Formatted information from a table or query that you
can send to a printer Slide 8 Datasheet view This view enables you
to see more than one record at a time on the screen The Navigation
buttons Allows you to move through the datasheet Also show the
current record and the total number of record Slide 9 When you move
into a field, you are in one of two modes Field edit mode - the
insertion point displays in the field Navigation mode - entire
field entry is highlighted Slide 10 Records are stored in tables To
enter a record in a datasheet, or in a form, type the information
you want in a field, and press Tab or Enter to go to the next field
Slide 11 Enter New Records Click the New Record button Select
Records A single record, click its record selector button to its
left Delete Record Select record then press delete Slide 12 Sort
Records Sorting rearranges records in order by one or more fields
Can sort in ascending or descending order Steps to Sort a Record
Click in Column On Home tab, click Sort Ascending or Sort
Descending Slide 13 To start a new database, you can choose to
create a blank database, or create a database based on a template.
Slide 14 Display the Getting Started with Access Window Office
Button Click New Create a New Blank Database Click Blank Database
Type file name Choose location (click on folder icon) Click Create
Slide 15 There are three ways to create a table: Using Table Design
view Using a table template By entering data in a new datasheet
Slide 16 Table templates most commonly used Contacts, Tasks,
Issues, Events and Assets. Steps to Create a table with a template
Click Create tab Click Table Templates Select desired template
Slide 17 Steps to Create a Table in Design View Click Create tab
Click Table Design Slide 18 Data Type (tells you what kind of
information your field can store) Text - default, includes any
characters up to a maximum of 255 character Number Currency
Date/Time AutoNumber Yes/No Slide 19 Field description (optional)
provide comments or hints Field properties Appears in the lower
half of the Table Design view Specify advanced options for the
field Slide 20 To modify a field name from the database Right-click
the field name Choose Rename column Type new name Press enter Slide
21 To delete a field from the datasheet, right-click the column
heading and choose Delete Column If there are no records in the
table, the column is immediately deleted If there are records, a
confirmation box appears to make sure you want to delete all the
data in that field Slide 22 Contains unique data for each record
Avoid duplicate records Steps to select Primary key Select field
Click the Tables Tools Design Click Primary key Slide 23 Select
desired table Select Create tab Select Report Adjust column width
(click and drag or double click between column headings) Print as
normal
