Exploring Microsoft Access

1
Exploring Microsoft Access

• Chapter 1Introduction to Microsoft Access
  What Is A Database?

2
Objectives (1 of 2)

• Define field, record, table, and database
• Start Access describe windows and objects
• Add, edit, and delete records
• Explain importance of data validation

3
Objectives (2 of 2)

• Apply filter sort on one or more fields
• Explain how PivotTable and PivotChart views
  display data
• Describe relational database identify
  one-to-many relationships

4
Overview

• Every organization uses data
• Intro to database management
• Operations to maintain a database
• Introduction to Access
• Advantages of multiple tables

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Introduction to a Database

• Defining a database
• Database window in Access
• The six items in window Tables, Queries, Forms,
  Reports, Macros, Modules

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Database Window

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Table Views

• Datasheet view is used to add, edit, or delete
  records
• Design view is used to create and modify fields
• PivotTable view summarizes groups of data
• PivotChart view charts the data from PivotTable
  view

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Datasheet View
Triangle indicates Data has been saved to disk
Current Record
Total Number of Records
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Tables

• Record selector symbol next to current record
  shows status
• Triangle indicates saved to disk
• Pencil indicates you are typing
• Asterisk appears next to last blank record in
  table

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Design View
Primary Key
Field Names
Data Type
Field Properties
Description
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Tables

• Insertion point where text is entered
• Primary key unique identifier for each record
• Access automatically saves changes when you move
  to next record

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Forms, Queries, and Reports

• A form is a friendly interface for entering or
  modifying a table
• A query provides a subset of a table based on a
  criteria
• A report presents data in an attractive format

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Database Form
Table Name
Field Names
Go To First Record
Go To Next Record
Go To Last Record
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Report
Close Print Preview
Zoom
Report Header
Page Header
Detail Section
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Filters and Sorting

• Filter by Selection is easiest
• Filter by Form allows for comparative criterion
  (e.g. gt, lt)and allows for or filters (e.g.
  either cosmetics or shoes)
• Remove Filter button redisplays complete table

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Filter By Selection
These Records Were Filtered By Selection (Region
WA)
Only 5 of the 9 Total Records Are Displayed In
This Filter
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Sorting
The Previous Filtered Records Sorted by City
The Same Records, Only Displayed in a Different
Order
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PivotTable View
Average Salary of Detroit Engineers
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PivotChart View
The Previous PivotTable Displayed as a PivotChart
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Relational Database

• Uses multiple tables
• Example of one-to-many table one publisher owns
  many books

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Relationships Window
Table Names
Field Names
One To Many Relationship
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Modifying Related Information
Modifying the address information for Location
L04 changes the information for all individual
employees at L04
Clicking plus sign displays all employees at L04
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Displaying Related Information
Related information is easily grouped together
when creating reports
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Chapter 1 Summary

• Six object types Tables, Forms, Queries,
  Reports, Macros, Modules
• Tables views Design, Datasheet, PivotTable, or
  PivotChart
• Data validation is critical
• A filters applies a criteria to display a subset
  of records
• Databases are related tables