INTRODUCTORY MICROSOFT ACCESS Lesson 1 Access Basics

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INTRODUCTORY MICROSOFT ACCESSLesson 1 Access
Basics
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Objectives

• Understand databases.
• Start Access and open a database.
• Identify parts of the Access screen.
• Identify the database objects.
• Understand database terminology.
• Create a new database and a new table.
• Design, modify, name, and save a table.
• Navigate a database and enter records.
• Print a table and exit Access.

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Terms Used in This Lesson

• Database management system
• Datasheet view
• Design view

• Entry
• Field
• Field name
• Primary key
• Record

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Start Access and Open a Database

• Click the Start button, select Programs, and
  click Microsoft Access.
• The Access startup screen appears, giving you the
  option of opening an existing database or
  creating a new one.

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Open a Database

• From the New File task pane, click More files and
  choose a database from the Open dialog box.
• Create a new database by clicking the Blank
  Database option in the New section of the New
  File task pane.

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Identify Parts of the Access Screen

• The Access screen has a title bar, menu bar, and
  toolbar.
• The Status bar is at the bottom of the screen.

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Identify the Database Objects
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Understand Database Terminology

• Record - complete set of database fields.
• Field - categories of data that make up records.
• Field name - name that identifies a field.
• Entry - data entered into a field.

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Create a New Database

• Create a new database by choosing New on the File
  menu. The Access startup screen appears.
• In the New File task pane, choose Blank Database.

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Create a New Table

• Create a new table by clicking Tables on the
  Objects bar.
• Click the New button and the New Table dialog box
  appears where you can choose a way to create a
  table.

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Design, Modify, Name, and Save a Table

• Design the table - enter the field name, data
  type, and description.
• Save and name the table - choose Save on the File
  menu.
• Modify the table go to Design view and make
  changes.

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Navigate a Database and Enter Records

• To display a table in Datasheet view (table is
  similar to a spreadsheet), select the table and
  click Open or click the Datasheet View button on
  the toolbar.
• Enter records directly into the table using
  Datasheet view.
• Press Enter or Tab to move to the next field as
  you enter data.
• Changes are saved automatically no need to save.

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Print a Table and Exit Access

• Choose Print on the File menu or click the Print
  button on the toolbar to display the Print dialog
  box.
• Choose to print all records, only those selected,
  or for long tables, the pages to print.
• Click the Setup button to change the margins.
• Click the Properties button to change the
  orientation.
• Exit Access by choosing Exit on the File menu.

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Summary

• Access is a database management system which
  allows you to store, retrieve, analyze, and print
  information.
• You can open an existing database from the File
  menu or from the New File task pane displayed on
  the right side of the screen.
• A database is a collection of objects which work
  together to store data, retrieve data, display
  data, print reports, and automate operations. The
  object types are tables, queries, forms, reports,
  macros, and modules.

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Summary

• A record is a complete set of data. Each record
  is made up of fields. Each field is identified by
  a field name. The actual data entered into a
  field is called an entry.
• Creating a database creates a file that will hold
  database objects. To store data, a table must
  first be created.
• As in other Office XP applications, you exit
  Access by choosing the Exit command from the File
  menu.