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ACCESS2007

M I C R O S O F T ®

THE

PROFESSIONAL

APPROACH

S E R I E S

Lesson 1 – Getting Started with a Database

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Lesson Objectives

• Identify basic database structure.

• Work with a Microsoft Access database.

• Identify components of Access.

• Navigate Access recordsets.

• Modify datasheet appearance.

• Print and save a recordset.

• Manage Access files.

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Identifying the Basic Database Structure

• Databases are logically organized collections of data.

• Microsoft Access uses a relational model for its design.

• All data are stored in tables.• A table is a major database object that stores all

data in a subject-based list of rows and columns.• A database table looks similar to a table

displayed in a spreadsheet program or a word processor.

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Identifying the Basic Database Structure

• Records are a set of related data about one subject

• Fields contain an individual data elements within a record

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Identifying the Basic Database Structure

• Tables are made up of records• Records are made up of related fields

– Rows in a table

• Fields are the smallest storage element– Columns in a table

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Identifying the Basic Database Structure

• A recordset is a collection of records– Tables and Queries– Use by both Forms and Reports

• Major objects in Access include:– Tables

• Store all data

– Queries• Organize data

– Forms• Display data to the computer screen

– Reports• Used to Print data

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Identifying the Basic Database Structure

• Forms can display, add, edit, or delete recordsets• Reports can only display recordsets

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8Working with a Microsoft Access Database

Exercises

– Manage a Database

– Start a Database

– Open a Database

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Manage a Database

• Access limits certain file operations

• An open database cannot be moved or renamed

• Databases in this book will not fit on a 3.5 inch diskette

• Database must not be Read-Only

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Start a Database

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Open a Database

• Default mode to open Access is Shared

• Other modes are:– Read-only– Exclusive use – Exclusive Read-only

• Enable the database before working

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Identify Components of Access

Exercises

– Manipulate the Navigation Pane

– Explore Tabs, Ribbons and Groups

– Open and Close Major Objects

– Explore Datasheet and Design View

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Identify Components of Access

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Manipulate the Navigation Pane

• Displays and organizes major objects

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Explore Tabs, Ribbons and Groups

• Ribbon contains Command Tabs• Command Tabs contain Command Groups• Command Groups contain Commands

• ScreenTips provide information about commands

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Open and Close Major Objects

• Leszynski Naming Convention– No spaces or underscores– Used by software developers and

programmers

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Open and Close Major Objects

• Navigation Pane contains all Major objects

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Explore Datasheet and Design Views

• Major objects have different views– Datasheet View– Design View

• Change View by:– View Command– View Shortcut

buttons– Right-clicking

object

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Navigating Access Recordsets

Exercises

– Use Navigation Buttons in a Table

– Use Navigation Shortcut Keys in a Query

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Use Navigation Buttons in a Table

• Datasheet View has two Modes– Edit Mode

• Change content in a field• Insertion point (I-beam) visible

– Navigation Mode• Entire field selected• Move between fields using

– Keyboard– Record navigation buttons

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Use Navigation Buttons in a Table

• Parts of Datasheet View

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22Use Navigation Shortcut Keys in a Query

• Keyboard shortcuts work in any Datasheet View

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Modifying Datasheet Appearance

Exercises

– Hide and Unhide Columns

– Change Column Widths and Row Heights

– Use the Font Command Group

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Hide and Unhide Columns

• Columns in Datasheet View can be hidden

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25Change Column Widths and Row Heights

• By default all columns are the same width

• Each column can be individually resized

• Each row shares the same height

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Use the Font Command Group

• Font appearance are applied to entire datasheet• Alignments are applied to individual fields

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Printing and Saving a Recordset

Exercises

– Print a Query

– Print a Table

– Publish a Table

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Print a Query

• Print Methods:– Office Button , then Print– Keystroke

• Can only print the Datasheet View of a Query

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Print a Table

• Change page orientation in Print Preview

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Publish a Table

• XPS – XML Paper Specification– Savable file format– Viewable using an

internet browser– Can select quality

of document

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Managing Access Files

Exercises

– Use Compact and Repair• Reduces the size of a database• Improves performance

– Back Up a Database• Default name – Database name with data

– Close a Database and Exit Access

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Lesson 1 Summary

• An Access database is relational, the most common type of database in use today.

• Major Access database objects include tables, queries, forms, and reports.

• A record is composed of related fields, a table is composed of related records, and a database is composed of related tables.

• A recordset is a Microsoft object-oriented data structure consisting of grouped records.

• A recordset is most often displayed as either a form or a report.

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Lesson 1 Summary

• An opened database cannot be moved or renamed.• In the navigation pane, major objects are organized by

categories and groups.• The Leszynski Naming Convention is a method of

naming objects that emphasizes the use of the three-letter prefixes to identify the type of object.

• Datasheet View and Design View are two methods of displaying each major object.

• Edit mode allows contents of fields to be changed.• Navigation mode allows movement between fields.

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Lesson 1 Summary

• The columns and rows of a datasheet can be hidden, displayed, or resized.

• Format changes to a datasheet affect all text in every column and row.

• In a datasheet, column widths can be changed individually; row heights must be all the same.

• In a datasheet, some format commands can be applied to individual fields; other commands apply to the entire datasheet.

• The Quick Print command sends a document directly to the default printer without allowing changes to the print options.

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Lesson 1 Summary

• Documents can be printed or published in portrait or landscape orientation.

• Publishing a document as an XPS file in either reduced quality or high quality preserves document formatting.

• Normal database activities such as adding, deleting, and moving data can increase the size of a database file.

• The Compact and Repair Database command reclaims unused space and improves database efficiency.