Access 2007 lesson1

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ACCESS LESSON 1ACCESS BASICSMicrosoft Office 2007: IntroductoryPasewark &

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http://inpics.net/tutorials/access2007/basics2.html



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Microsoft Office 2007: Introductory

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Objectives

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Understand databases and database terminology.

Start Access, open a database and open an object.

Identify the parts of the Access screen. Navigate a datasheet. Edit a record and undo a change.

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Objectives (continued)

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Select records and fields. Delete a record. Cut, copy, and paste data. Change the appearance of a datasheet. Preview and print a table Close an object and exit Access.

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Vocabulary

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Best fit Compacting Database Database management system

(DBMS) Datasheet

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Vocabulary (continued)

Datasheet selector

Datasheet view Field Field name Field selector

Field value Navigation Pane Record Record selector

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Database Basics

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Access is a database management system (DBMS).

A DBMS allows you to store, retrieve, analyze, and print information.

A DBMS does not have to be computerized, it can be file folders.

A computerized DBMS is much faster, more flexible, and more accurate.

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Starting Access

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Click the Start button. Point to All Programs. Click Microsoft Office. Click Microsoft Office Access 2007.

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Opening a Database

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A database is a collection of objects. The objects work together to store,

retrieve, display and summarize data. The object types are tables, queries,

forms, reports, macros and modules. When you open an existing database

from the Open Recent Database pane, the Navigation Pane opens.

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Identify database elements

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Elements of databasesA database stores information in an organized way, and makes it easy to get information in and out.

Tables store data within the database.

Forms make it easy to put data into tables.

Queries pull out specific data.

Reports put data in an easily-read format.



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Database Objects in a Nutshell

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Navigation Panel

Table Datasheet

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Interface of Access 2007 Window

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Navigation panel

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Opening a Database (continued)

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Access Screen: Has a title bar, Quick Access toolbar, Ribbon, status bar.

Database Objects: The database file stores the database objects.

Navigation Pane: Displays the objects contained in a database. When you double-click an object, it opens in the main part of the Access screen.

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Opening a Database (continued)

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Working with Records A record is a complete set of data. Each record is made up one or more fields. Each field has a field name. The data in the field is the field value. In Datasheet view, the table displays data

in rows and columns in a datasheet. You can use the pointer or keys to

navigate to fields.

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Records vs. Fields

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Navigate a Table Datasheet

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Record Navigation bar

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Navigate the Datasheet with Keys

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Select Datasheet, Record, and Field

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Resize the Row

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Resize the Column

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Move a Column

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Access Theme Color

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Print Preview

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Editing Records

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To make editing easier, use the record navigation bar.

If you make a mistake, you can click the Undo button on the Quick Access Toolbar.

Field selector selects the column. Record selector selects the row. Datasheet selector selects the entire

datasheet.

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Editing Records (continued)

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To delete a record, select the record and press Delete.

Deleting a record is permanent and cannot be restored with the Undo command.

The Cut, Copy, and Paste commands work the same way as in other Office programs.

Be careful not to paste data over existing data you want to keep.

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Changing Datasheet Layout

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Changing Row Height: Drag the row border up or down, or specify an exact height.

Changing Column Width: Drag the column border or specify best fit for automatic adjustment to best column width.

Rearranging Columns: Select field selector for column and drag to new location.

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Changing Datasheet Layout (continued)

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Freezing Columns: Use Freeze command on Home tab.

Changing the Background Row Color: Use Alternate Fill/Back Color on Home tab.

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Previewing and Printing a Table

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Before printing, view datasheet in Print Preview.

Print a datasheet by clicking the Office Button and pointing to Print.

The dialog box allows you to choose your printer and number of copies.

Click the Quick Print command to print datasheet without changing printer settings.

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Saving and Closing Objects

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When you change data, Access saves your changes automatically.

When you change format, you need to save your work by clicking the Save button on the Quick Access toolbar.

You can close an object by clicking the Close button on the object window.

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Compacting and Repairing a Database

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Compacting a database rearranges how the data is stored to optimize performance.

Access combines compacting and repairing into one process.

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Closing a Database and Exiting Access

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Close the database by clicking the Office Button, and then clicking Close Database.

Exit Access by clicking the Office Button and then clicking Exit Access.

You can also close Access by clicking the Close button on the title bar.

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Summary

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Access is a database management system (DBMS).

A computerized DBMS allows you to store, retrieve, analyze and print information.

A database is a collection of objects: tables, queries, forms, reports, macros and modules.

You can open an existing database from the Open Recent Database pane or by clicking the Office Button, then the Open command.

Access screen has a title bar, Quick Access Toolbar and Ribbon.

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Summary (continued)

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A record is a complete set of data. Each record is made up of fields. Each field has a field name. The data in the field is a field value.

Use your keyboard or the record navigation bar to navigate through a datasheet.

To select a row, click the record selector for the row.

To select a field, click the field selector for the column.

To select all fields and rows, click the datasheet selector.

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Summary (continued)

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To delete a record, select the record and press the Delete key.

Use Cut, Copy and Paste buttons to move and copy data.

You can make many layout changes, such as row height, column width and background color.

Before printing, use Print Preview to check settings.

To exit Access, click the Close button on the title bar.

Education

Access 2007 lesson1