Microsoft Access Lesson 1

Lexington Technology Center

February 11, 2003

Bob Herring

On the Web at www.lexington1.net/AdultEd/computer/microsoft_access.htm

Access Lesson 1

• Class Survey• Computer experience• Microsoft Office experience• Database experience

• Class Goals• What to expect• Specific needs?

Survey and Goals

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Access Lesson 1

• Access is a database tool• Used to create relational databases• Stores, manipulates, and retrieves information efficiently• More flexible and powerful than flat file storage

• What it isn’t• Not a spreadsheet -- Use Excel instead• Not a word processing tool -- Use Word• Not a presentation tool -- Use PowerPoint

Microsoft Access

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Access Lesson 1What is a Relational Database?

• Organized collection of related information used for a specific purpose• Data vs. Information

• 123456789 or 123-45-6789 • Information divided into separate stacks of logically related data• Tables are the fundamental building blocks of a database• In Access, a database consists of the objects that store, manipulate, and retrieve data (tables, queries, forms, reports, pages, macros, and modules)• Examples: Library catalog, work order management

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Access Lesson 1Flat Files vs. Relational Databases

• A flat file is a storage method that consolidates all data into one file • Much data is redundant• File sizes are larger• More effort needed to enter and manage data

• A database separates data logically, making operations • Flexible -- changes need only be made once• Simple -- tables are smaller and less complicated than flat files• Powerful -- improves grouping, searching, and retrieving information

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Access Lesson 1Normalization, or Data Distribution

• Normalization is the structuring or restructuring of data files

• Reduces data in the database to its simplest form

• To be a database, it must conform to the 3 Normal Forms

• First normal form eliminates duplicate data• Second normal form requires all data to apply to its table• Third normal form eliminates data that can be derived from other data

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Access Lesson 1Starting the Program

• Five ways to start the Program

• Left-click the “Key” icon on the Office Toolbar• Use the “Start” button

• Click on “Start”• Click on “Programs”• Click on the Access icon• OR, after “Start”

• Click on “New Office Document”• Click on “Blank Document”

OR• Double click the Access icon on the Desktop, if present• Double click the filename of a saved Access document

MayNotBe

AvailableIn

Class

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Access Lesson 1Opening Access from “Start - Programs”

Programs

Start

Access

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Access Lesson 1Opening Access from “New Office Document”

NewOffice

Document

GeneralTab

BlankDatabaseTemplate

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Access Lesson 1Opening Access from “New Office Document”

NewOffice

Document

DatabasesTab

DatabaseTemplates

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Access Lesson 1Quitting Access

• Quitting Access

• Select File, then Exit OR• Click the X in the top right corner of the window

• If you only want to close the current window• Select File, then Close OR• Click the X below the one in the top right corner

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Access Lesson 1Database Window

Standard (Database) Toolbar

StatusBar

Menu Bar

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Access Lesson 1Database Toolbar

Undo

PrintPreview

Save

PrintOpen

SpellCheck

Copy

FormatPainter

Cut Paste

New Office Links

List Relationships

LargeIcons

Code

Analyze DetailsNew

ObjectSmallIcons

Properties

Help

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Access Lesson 1Table Datasheet Toolbar

HelpDatabaseWindow

NewObject

NewRecordFilter

bySelection

SortAscending

Undo

PrintPreview

Save

PrintView

SpellCheck

Copy

FormatPainter

Hyper-link

ApplyFilter

Cut PasteWeb

Toolbar

SortDescending

Filter byForm

Find

DeleteRecord

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Access Lesson 1Table Design View Toolbar

HelpDatabaseWindow

NewObject

BuildInsertRows

PrimaryKey

Undo

PrintPreview

Save

PrintView

SpellCheck

Copy

FormatPainter

DeleteRows

Cut Paste

IndexesProperties

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Access Lesson 1Formatting (Datasheet) Toolbar

BoldFont

FontSizeGo to Field

FontColorUnderline

FillColorItalic

Line/BorderColor

SpecialEffect

Gridlines

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Access Lesson 1Working with Toolbars

• Right-click anywhere in the toolbar area to get this popup menu• Left click on the desired toolbar to toggle it on or off

Toolbar Popup

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Access Lesson 1Working with Toolbars

ToolbarsSelected

Reset aToolbar

Toolbar Control Customize

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Access Lesson 1File Menu - Database

Recently UsedFile List

Horizontal Rule

Keyboard Shortcut

IconSame

asToolbar

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Access Lesson 1Edit Menu - Database

Keyboard Shortcuts

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Access Lesson 1Edit Menu - Table Datasheet

MenuChanges

WithMode

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Access Lesson 1View Menu - Database

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Access Lesson 1Database Objects Submenu

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Access Lesson 1Insert Menu - Database

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Access Lesson 1Tools Menu - Database

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Access Lesson 1Window Menu - Database

List ofOpen

Windows

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Access Lesson 1Help Menu - Database

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Access Lesson 1 Access Opening Screen

• This dialog box gives the user the choice of:• Opening an existing database (Default)• Creating a new blank database• Creating a database using a Wizard

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Access Lesson 1 Access Opening Screen

• Choosing the “Database Wizard” option brings up the “New” dialog box and the “Databases” tab

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Access Lesson 1 Access Opening Screen

• Choosing the “Blank Database” option brings up the “New” dialog box and the “General” tab

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Access Lesson 1Creating a Database

• If you choose a blank database, you will see this dialog box• To start a database you must give it a name and click “Create”

“Create”Button

TypeFile

Name

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Access Lesson 1Creating a New Table

• After Access creates the database, an empty database window appears• To begin, choose “New” on the “Table” tab

“New”Button

“Table”Tab

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Access Lesson 1Creating a New Table

• Choose one of the options in the “New Table” dialog box

• “Datasheet View” brings up an empty, unformatted table• “Design View” allows the user to format the new table• “Table Wizard” is an automatic tool that helps create the table• “Import Table” copies an external table into the database• “Link Table” adds a link to an external table

TableOptions

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Access Lesson 1Table in Datasheet View

• Table shows its fields in columns across the top• Data in the table is displayed

ChangeViews

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Access Lesson 1Table in Design View

ChangeViews

• Fields are shown in rows• Data controls are shown in the “Field Properties” box

FieldProperties

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Access Lesson 1Review

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• Relational Databases• Starting and Quitting Access• The Database Window• Toolbars and Menus• Creating a Blank Database