Access Lesson 1 Access Basics

1
Access Lesson 1Access Basics

• Microsoft Office 2007 Introductory

2
Objectives

• 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.

3
Objectives (continued)

• 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.

4
Vocabulary

• 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

• 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

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

8
Opening a Database

• 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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Opening a Database (continued)

• 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)

• 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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Editing Records

• 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)

• 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

• 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)

• Freezing Columns Use Freeze command on Home
  tab.
• Changing the Background Row Color Use Alternate
  Fill/Back Color on Home tab.

15
Previewing and Printing a Table

• 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.

16
Saving and Closing Objects

• 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

• 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

• 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

• 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)

• 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)

• 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.