access 2007 ® use databases how can microsoft access 2007 help you to get and stay organized?

3 Access 2007®

Use Databases

How can Microsoft Access 2007 help you to get and stay

organized?

3 Lesson 1: Access Basics

Access databases can

help you create and

manage your data,

making information

easier to find and use.


• How do I open a database?

• What are the parts of the Access screen?

• How can Access save my data?

• How can I print data from a database?

• What should I do before I close a database?

• What vocabulary should I review?

View This Presentation to Answer the Following Questions:


Database administrators organize databases

so that information can be accessed,

manipulated, added to, and maintained.

Computer and information systems managers ensure that information is

available to those who need it and blocked for those who should not have

access to it.


The Internet contains millions of databases that organize information for users. For

example…

Sites like Download.com and Apple

iTunes organize music files so they can

be downloaded to another kind of

database on a personal music player.

Reference databases, such as

RefDesk, offer factual information

of all kinds.


Access automatically opens to a Getting Started page.

From this page you can start a

blank database file or choose

from database templates.

You can also open an existing database.


Navigation Pane

Quick Access

Toolbar

The Access screen contains several useful tools.

The Navigation Pane displays the different tables, reports, or

queries associated with the database.

Title bar

Shutter Bar Open/Close

buttonOffice

Button

Home tab


When a database can be opened

and

edited by other users, it’s called

shared access.

To ensure no one else can open the database, choose Open Exclusive.


A database can organize

information about

customers, products,

and customer orders.

Database information is organized in a table.


A table contains columns and rows of data, such as a list of

customers.

A field is one piece

of data, such as a

customer’s name, an

address, or the color

of a product.

Contact Name field


A record is a set of data that describes one item, shown in one row of a table. Records are numbered

sequentially.

Record 1

Record 6


A query asks Access to find data from one or more tables that matches specific criteria, or

conditions.

The query shown here has located all

orders.

A query is made up

of columns (fields)

and rows (records).

To view the results of a

query, use the scroll

bars or arrows.


Access allows more

than one table to be

open at the same

time.

You can compare data

located in different

tables.

For example, customers may be listed in one table, while

their orders are listed in another table.


More than one

query can be

open at the

same time.

This allows you to compare data from different queries side by side.


To move quickly from

one record in a field

to another, use the

Navigation buttons.

A highlighted box to the left of the record indicates

which record you are currently using.


Academic Skills CheckAcademic Skills Check

Answers may include:

The Internet contains millions of databases that organize

information for users, such as reference databases like RefDesk,

and commercial databases like Apple iTunes and Download.com.

What kinds of databases can you find on the Internet?


Tech CheckTech Check

What is the purpose of a query?

Answer:

A query finds data from one or more tables that matches

specific criteria, or conditions.



How do you compare data in two different tables?

Answer:

To compare data in two different tables, open both tables and

look at them side by side.



How do you move from one record in a field to another?

Answer:

Use the Navigation buttons to move from one record in a field to

another.


Folders are used to store and organize databases for quick access.

To create a new folder, use the

Open dialog box.

A dialog box is used to enter specific information to perform a task, such as naming and saving a

document.


To make your data easier to read, you can change the formatting of data and

tables.

Change font size

Change font style


Access automatically saves data entered in a table.

If you enter data and

then close the table,

you will not be asked to

save the data or any

changes you made.

The new data will be there when you reopen the table.


Although Access saves

your data automatically,

changes to the column

width, font, or design of

a table must be saved

manually.

Access will prompt you to save design changes before closing.


Press CTRL + P.

Click the Office

Button and select one

of the print options

to open the Print

dialog box.

There are two easy ways to print a datasheet:



How can you make data easier to read in a database?

Answer:

You can make data easier to read in a database by changing the

width of a column, making the text larger, or changing the font

style.



How are design changes and data saved in Access?

Answer:

Data is saved automatically, but design changes must be saved

manually.


Database Properties

include information about

a database such as the

author’s name, comments,

tables, and when the

database was last

modified.

Database Properties can be used to identify and search for a

database, or to organize multiple databases.


Click the Help button to open the Help task pane.

Use the Help button to find answers to questions about Access.


Before closing your database, make a backup copy and store it in a different

location.

If the original database is

lost or damaged, the

backup copy can replace

it.

Back up a database after any important change is made.


After making a

backup copy of

your database,

Compact it.

Compacting organizes a database into a smaller, more

efficient file.


To exit or quit Access,

select the Office

Button and then click

Exit Access.

To close a file, click the Close button.


Why is it important to make a backup copy of a database?

Answer:

If a database is lost or damaged, the backup copy can replace

it.



How can Database Properties be used?

Answer:

Database Properties can be used to identify and search for

a database, and to organize multiple databases.



Vocabulary ReviewVocabulary Review

database

An organized collection of data that can be searched for

information.


A set of rows and columns used to organize information.

table



field

One piece of data that describes something.



query

An instruction that tells a database to show only certain

information.



record

The set of data that describes one item, shown in one row of a

table.



backup

A copy of a file that’s made to protect work and data.


access 2007 ® use databases how can microsoft access 2007 help you to get and stay organized?

Documents

access basics access

access screen

shared access

microsoft access

database information

field slide

kind of database

database templates