Microsoft Office Lesson 8

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Microsoft Office Lesson 8

• Lexington Technology Center
• November 1, 2004
• Bob Herring
• On the Web at www.lexington1.net/adulted/computer/
  office.htm

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Office Lesson 8
Review of the Previous Lesson

• Desktop Publishing
• Document Planning
• Layouts
• Microsoft Publisher
• Toolbars
• Menus
• Text and Picture Frames
• Formatting
• Layout Guides
• Letterhead Project
• Other Projects

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Office Lesson 8
Microsoft Access

• 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 isnt
• Not a spreadsheet -- Use Excel instead
• Not a word processing tool -- Use Word
• Not a presentation tool -- Use PowerPoint

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Office Lesson 8
What is a Relational Database?

• Organized collection of related information
  used for a specific purpose
• Data vs. Information
• 123456789 vs. 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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Office Lesson 8
Flat 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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Office Lesson 8
Normalization, 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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Office Lesson 8
Database Window
Standard (Database) Toolbar
Menu Bar
Status Bar
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Office Lesson 8
Database Toolbar
Spell Check
Properties
New Object
Small Icons
Paste
Print
Cut
Analyze
Open
Details
Undo
New
Print Preview
Save
Copy
Office Links
List
Relationships
Format Painter
Large Icons
Help
Code
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Office Lesson 8
Table Datasheet Toolbar
Sort Descending
Find
Spell Check
Filter by Form
Delete Record
New Object
Web Toolbar
Paste
Print
Cut
View
Undo
Database Window
Print Preview
Save
Copy
Hyper- link
Apply Filter
Help
Sort Ascending
New Record
Format Painter
Filter by Selection
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Office Lesson 8
Table Design View Toolbar
Properties
Spell Check
Indexes
New Object
Paste
Print
Cut
Undo
View
Database Window
Print Preview
Save
Copy
Primary Key
Delete Rows
Help
Build
Format Painter
Insert Rows
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Office Lesson 8
Formatting (Datasheet) Toolbar
Line/ Border Color
Fill Color
Font Size
Special Effect
Go to Field
Italic
Font
Bold
Gridlines
Font Color
Underline
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Office Lesson 8
File Menu - Database
Icon Same as Toolbar
Horizontal Rule
Keyboard Shortcut
Recently Used File List
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Office Lesson 8
Edit Menu - Database
Keyboard Shortcuts
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Office Lesson 8
Edit Menu - Table Datasheet
Menu Changes With Mode
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Office Lesson 8
View Menu - Database
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Office Lesson 8
Database Objects Submenu
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Office Lesson 8
Insert Menu - Database
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Office Lesson 8
Tools Menu - Database
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Office Lesson 8
Window Menu - Database
List of Open Windows
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Office Lesson 8
Help Menu - Database
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Office Lesson 8
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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Office Lesson 8
Access Opening Screen

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

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Office Lesson 8
Access Opening Screen

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

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Office Lesson 8
Creating 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
Type File Name
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Office Lesson 8
Creating a New Table

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

Table Tab
New Button
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Office Lesson 8
Creating 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

Table Options
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Office Lesson 8
Table in Datasheet View

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

Change Views
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Office Lesson 8
Table in Design View

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

Change Views
Field Properties
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Office Lesson 8
Database Window, Tables Tab

• All of the tables in the database are shown
  according to the view
• selected on the standard (database) toolbar
• To work with a table, select it and click the
  Open or Design
• button depending on the view required

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Office Lesson 8
Database Window, Queries Tab

• This tab shows saved queries

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Office Lesson 8
Database Window, Forms Tab

• All forms are listed here
• The switchboard form is only the format
  switchboards are
• handled by the switchboard manager

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Office Lesson 8
Database Window, Reports Tab

• Reports are stored and managed under this tab

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Office Lesson 8
Database Window, Macros Tab

• Any macros in the database appear under this tab

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Office Lesson 8
Database Window, Modules Tab

• Visual Basic code modules are managed here

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Office Lesson 8
Visual Basic Code Module

• This is the code in the global code module
• This code defines a function called IsLoaded,
  which checks to
• see if the form named in a calling
  function is open

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Office Lesson 8
Filtering by Form

• Access provides several ways to filter data
• To select precise subsets of information, use
  Filter by Form

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Office Lesson 8
Filtering by Form

• Click the Filter by Form button
• A miniature of the table appears with blanks to
  enter selection criteria

Mini-Table
Criteria Tab
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Office Lesson 8
Filter Toolbar
Close Filter Window
Apply Filter
Spell Check
Load From Query
New Object
Paste
Print
Cut
Undo
Database Window
Save As Query
Copy
Help
Format Painter
Clear Grid
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Office Lesson 8
Filtering by Form

• Enter the search criteria in the form
• Click the Apply Filter button

Like Manager
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Office Lesson 8
Filtering by Form

• When the filter is applied, all contacts who
  have Manager
• anywhere in their title are displayed

Filter Applied
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Office Lesson 8
Review

• Relational Databases
• The Database Window
• Toolbars and Menus
• Creating a Blank Database
• Creating a Table
• Database Tabs
• Filtering

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