Microsoft Office Access 2003

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Microsoft Office Access 2003

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CHAPTER 1 FUNDAMENTALS
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• Microsoft Access is a powerful database program,
  you can use to store all kinds of information.
• Once information is stored in a Microsoft Access
  database, it's easy to find, analyze, and print.
• This chapter is your introduction to Microsoft
  Access and the world of databases.

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1. Introduction to Databases

• A database is a collection of information that is
  organized into a list and stored in a manner
  similar to a file cabinet.
• A database program lets you
• Store Information.
• Find Information.
• Analyze and Print Information.
• Manage and Share Information.

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1. Introduction to Databases

• A Microsoft Access database may contain up to
  seven different database object types
• Tables store a database's data in rows (records)
  and columns (fields).
• Queries ask a question of data stored in a
  table.
• Forms custom screens that provide an easy way to
  enter and view data in a table or query.

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1. Introduction to Databases

• Reports present data from a table or query in a
  printed format.
• Pages designed for viewing and working with
  Microsoft Access data from an intranet or over
  the Internet.
• Macros help you perform routine tasks by
  automating them into a single command.
• Modules let you create libraries of functions
  that you can use throughout your application by
  using language Visual Basic.

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1. Introduction to Databases

• Starting Access
• Click the windows start button.
• Select all programs ?microsoft office 2003
  ?microsoft office access 2003.
• Opening a Database
• Click the open button on the toolbar, or
• Select file? open from the menu, or Press ctrl
  o.

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2. Understanding the Access Program Screen

• The Microsoft Access screen

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2. Understanding the Access Program Screen

• Title bar
• Menu bar
• Toolbar
• Database window
• Objects bar
• Database objects
• Status bar

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3. Tour of a Table

• The structure of a table

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3. Tour of a Table

• To open a table
• Click the tables icon in the objects bar and
  double-click the table or select the table and
  click open.
• To move to the next record
• Click the next record navigation button, or press
  the key, or click the record you want to select.

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3. Tour of a Table

• To move to the previous record
• Click the previous record navigation button, or
  press the up arrow key, or click the record you
  want to select.
• To move to the last record in a table
• Click the last record navigation button or press
  ctrl end (when not editing record).
• To move to the first record in a table
• Click the first record navigation button or press
  ctrl home (when not editing record).

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4. Adding, Editing, and Deleting Records

• To add a new record
• Click the new record navigation button. Or
• Click the new record button on the toolbar.
• Enter the record information for the field,
  pressing tab to move to the next field and shift
  tab to move to the previous field.

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4. Adding, Editing, and Deleting Records

• To edit a record
• Click the field you want to edit and make the
  changes.
• To delete a record
• Place the insertion point anywhere in the record
  and click the delete record button on the toolbar.

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5. Tour of a Form
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5. Tour of a Form

• Form which is used for adding, viewing, and
  modifying information in a database should be
  straightforward and easy.
• Forms can also contain buttons that allow you to
  perform other actions, such as running macros to
  print reports or labels.
• Forms can validate data
• To open a form
• Click the forms icon in the objects bar and
  double-click the form or select the form and
  click open.

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5. Tour of a Form

• To move between records
• Use the record navigation buttons near the bottom
  of the screen.
• To delete a record
• Place the insertion point anywhere in the record
  and click the delete record button on the
  toolbar.
• To add a new record
• Click the new record navigation button

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6. Tour of a Query

• Example The USA Employees query in Design view

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6. Tour of a Query

• Queries ask a question of the information in a
  table and then retrieve and display the results.
• To open a query
• Click the queries icon in the objects bar and
  double-click the query or select the query and
  click open.
• To display a query in design view
• Open the query and click the view button on the
  toolbar or Click the queries icon in the objects
  bar, select the query, and click design.

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7. Tour of a Report

• With a report, you can print database information
  from tables and queries
• Reports are the most static of all the database
  objects.
• Unlike tables and forms, which allow user
  interaction, reports just sit there, waiting to
  be printed.

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7. Tour of a Report

• To open a report
• Click the reports icon in the objects bar and
  double-click the query or select the query and
  click open.
• To zoom in print preview
• Click the area you want to zoom (either in or
  out) with the magnifying glass pointer.
• To print a report
• Click the print button on the toolbar, or select
  file print from the menu, or press ctrl p.

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8. Previewing and Printing a Database Object

• The Print Preview toolbar
• The Print dialog box

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8. Previewing and Printing a Database Object

• To print preview
• Click the print preview button on the toolbar. or
  select file print preview from the menu.
• To print
• Click the print button on the toolbar, or select
  file print from the menu, or Press ctrl p.

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8. Using the Zoom Box

• In its current state, the Notes field is not wide
  enough to display its contents.

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8. Using the Zoom Box

• Press Shift F2 to display the box, making the
  contents of any cell easier to view and edit.