with Access 2003with Access 2003Getting StartedGetting Started
Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Premium EditionPremium Edition
2Getting Started with Access 2003
Understand relational databasesUnderstand relational databases Learn database terminologyLearn database terminology Start Access and open a databaseStart Access and open a database Work with the database windowWork with the database window
ObjectivesObjectives
3Getting Started with Access 2003
ObjectivesObjectives
Navigate recordsNavigate records Enter recordsEnter records Edit recordsEdit records Preview and print a datasheetPreview and print a datasheet Get Help and exit AccessGet Help and exit Access
4Getting Started with Access 2003
Understand relational Understand relational databasesdatabases
Access is a relational database Access is a relational database programprogram
Access is used to enter, edit, and Access is used to enter, edit, and analyze lists of dataanalyze lists of data
Relational databases minimize Relational databases minimize redundant dataredundant data
5Getting Started with Access 2003
Advantages of AccessAdvantages of Access
Duplicate data is minimized Duplicate data is minimized Information is more accurateInformation is more accurate Data entry is faster and easierData entry is faster and easier Information can be viewed and Information can be viewed and
sorted in multiple wayssorted in multiple ways
6Getting Started with Access 2003
Advantages of Access Advantages of Access
Information is more secureInformation is more secure Information can be shared among Information can be shared among
several usersseveral users Information retrieval is faster and Information retrieval is faster and
easiereasier
7Getting Started with Access 2003
Comparing Excel to Access Comparing Excel to Access
Additional layout capabilitiesAdditional layout capabilities More storage capacityMore storage capacity Linked tablesLinked tables Multiuser capabilitiesMultiuser capabilities Better data entry formsBetter data entry forms
8Getting Started with Access 2003
Learning Database Learning Database TerminologyTerminology
Field make up recordsField make up records Records make up tablesRecords make up tables Tables make up a relational databaseTables make up a relational database
9Getting Started with Access 2003
Access ObjectsAccess Objects
TableTable: stores all data: stores all data QueryQuery: answers a question: answers a question FormForm: provides data entry form: provides data entry form ReportReport: provides formatted output: provides formatted output
10Getting Started with Access 2003
Access ObjectsAccess Objects
PagePage: creates a dynamic Web page: creates a dynamic Web page MacroMacro: stores repetitive actions: stores repetitive actions ModuleModule: stores VBA code: stores VBA code
11Getting Started with Access 2003
Access ObjectsAccess Objects
Cust No First Last Street City State Zip Phone
1 Kusong Tse 222 Elm Topeka KS 66111 913-555-0000
2 Paige Denver 400 Oak Lenexa Mo 60023 816-555-8877
3 Caitlyn Baily 111 Ash Ames IA 50010 515-555-3333
Customers table
Cust No Product No Date Invoice No
1 11-222 8/1/06 8111
2 11-222 8/1/06 8112
3 22-333 8/2/06 8113
Sales table
Product No Artist Name Format Tracks Cost
22-333 Gold Flakes Avalon CD 13 $14
11-222 Michael Smith Always CD 14 $15
44-111 Lungwort Sounds CD 15 $13
Products table
Record
Links between tables
Field
Table
12Getting Started with Access 2003
REPORTS
Access ObjectsAccess Objects
TABLES
FORMS
QUERIESDatagoesin Printouts
All data is stored in tables, no matter how it is entered
13Getting Started with Access 2003
Starting Access and Opening Starting Access and Opening a Databasea Database
Starting AccessStarting Access– From the Start menuFrom the Start menu– From a ShortcutFrom a Shortcut
14Getting Started with Access 2003
Starting Access and Opening Starting Access and Opening a Databasea Database
15Getting Started with Access 2003
Starting Access and Opening a Starting Access and Opening a DatabaseDatabase
Opening a Database within AccessOpening a Database within Access– Access Task PaneAccess Task Pane– Access Open buttonAccess Open button
Opening a Database from WindowsOpening a Database from Windows– My ComputerMy Computer– Windows ExplorerWindows Explorer
16Getting Started with Access 2003
Working with the Database Working with the Database WindowWindow
Be able to identify these elements on Be able to identify these elements on the next slide:the next slide:
Access title bar Access title bar Database toolbarDatabase toolbar Database window toolbar Database window toolbar Object barObject bar Status barStatus bar
17Getting Started with Access 2003
Working with the Database Working with the Database WindowWindow
Access Title Bar
Database Toolbar
Database Window Toolbar
Object Bar
Status Bar
18Getting Started with Access 2003
Navigating RecordsNavigating Records
Know the Know the keyboard shortcutskeyboard shortcuts Understand Understand EditEdit Mode versus Mode versus
NavigationNavigation Mode Mode Recognize the Recognize the current record current record
symbolsymbol
19Getting Started with Access 2003
Navigating RecordsNavigating Records
ShortcutShortcut Moves to the….Moves to the….
Tab or EnterTab or Enter Next field of the current recordNext field of the current record
Shift+TabShift+Tab Previous field of the current recordPrevious field of the current record
HomeHome First field of the current recordFirst field of the current record
EndEnd Last field of the current recordLast field of the current record
Ctrl+HomeCtrl+Home First field of the first recordFirst field of the first record
Ctrl+EndCtrl+End Last field of the last recordLast field of the last record
F5F5 Specific record Specific record
20Getting Started with Access 2003
Entering RecordsEntering Records
Use either Use either New Record buttonNew Record button Be able to Be able to movemove datasheet columns datasheet columns Be able to move through fields using Be able to move through fields using
TabTab or or EnterEnter All new records are entered at the All new records are entered at the
endend of the datasheet of the datasheet Records can be reordered by Records can be reordered by sortingsorting
themthem
21Getting Started with Access 2003
Entering RecordsEntering Records
AutoNumberAutoNumber fields automatically fields automatically increment to the next valueincrement to the next value
Correct spelling is importantCorrect spelling is important– ManhattanManhattan vs. Manhatan vs. vs. Manhatan vs.
ManhattenManhatten Consistent capitalization is importantConsistent capitalization is important
– CooperCooper vs. cooper vs. COOPER vs. cooper vs. COOPER
22Getting Started with Access 2003
Editing RecordsEditing Records
Recognize the Recognize the EditEdit symbolsymbol Use the Use the Undo buttonUndo button to undo an entry to undo an entry Use the Use the Delete Record buttonDelete Record button Use Use EscEsc to remove changes to a to remove changes to a
record still being editedrecord still being edited ResizeResize columns to see all data clearly columns to see all data clearly
23Getting Started with Access 2003
Previewing and Printing a Previewing and Printing a DatasheetDatasheet
Know how to Zoom in and Know how to Zoom in and outout
Work with the Page Setup Work with the Page Setup dialog boxdialog box
Use the Print Preview Use the Print Preview toolbartoolbar
24Getting Started with Access 2003
Page Setup dialog boxPage Setup dialog box
MarginsMargins Print HeadingsPrint Headings Page OrientationPage Orientation Paper SizePaper Size PrinterPrinter ColumnsColumns
25Getting Started with Access 2003
Getting Help and Exiting Getting Help and Exiting AccessAccess
Ways to get Ways to get HelpHelp:: Help menuHelp menu Help buttonHelp button Type a question for help boxType a question for help box
26Getting Started with Access 2003
Getting Help and Exiting Getting Help and Exiting AccessAccess
Ways to exit Access:Ways to exit Access: Use the File>Exit menu optionUse the File>Exit menu option Click the Close buttonsClick the Close buttons
27Getting Started with Access 2003
SummarySummary
Use Access to create and work with Use Access to create and work with relational databasesrelational databases
The database window helps you The database window helps you work with Access objectswork with Access objects
Access objects help you find, enter, Access objects help you find, enter, and manage informationand manage information
Access Help provides additional Access Help provides additional informationinformation