microsoft access get a green book. page ac 2 define access define database
TRANSCRIPT
What is Microsoft Access?
Access is a database management system. Create a database, add/change delete
data, sort data, retrieve data, create forms and reports
A database is collection of data organized in a manner that allows access, retrieval and use of that data.
What are the components of a database?
Tables – for storing information you want to include in a database
Queries – for drawing information from one or more tables
Forms –for viewing & updating data Reports – sophisticated reports for
presenting data
What is a database table?
Tables are set up to contain columns and rows of information.
Records contain info about a given person, product, or event Rows are called records
Fields are a specific piece of information within a record Columns are called fields Examples include Last name, First name, address, etc.
Columns = Fields
Rows = Records
What order is information entered into a table?
The fields should be arranged in the same order as the data in the source document (paper form from which data is keyed).
Reduces the time needed to enter the fields and maintain records.
Customer ID
Name Address City State Zip
1001 Mr. Smith 123 Lexington Smithville KY 91232
1002 Mrs. Jones 12 Davis Ave. Smithville KY 91232
1003 Mr. Axe 443 Grinder Ln. Broadville LA 81922
1004 Mr. & Mrs. Builder
661 Parker Rd. Streetville GA 81990
SOURCE DOCUMENT
ACCESS TABLE WITH RECORDS
What is a primary key?
The primary key is a unique identifier for each record in a table A unique ID number is assigned to each
record For example, client number
What is a database report?
Reports are created from database tables. Used for organizing, summarizing, and
printing information.
Viewing a database form
Columnar view lets you view one record at a time on the screen. A scroll button takes you to the next or
previous record Tabular view allows you to view
multiple records on the screen at the same time. Resembles a table
What is a database form?
Forms – Used for viewing & updating data Created from database tables
Fields are the blanks in which info is entered
When blanks are filled in, the form becomes a record
What is a database query?
Queries are questions. for drawing information from one or more
tables
The query feature allows you to ask for specific info to be retrieved from tables that have been created.
What is sorting?
The sort feature controls the sequence, or order, of the records.
Ascending order is A to Z and 0 to 9. Descending order is Z to A and 9 to 0.
Creating a database
Open Access. Click Blank Database in the task pane. Enter filename followed by your name. Double click on Create table in Design
view
Open Access, choose Blank Database from the Task Pane
Next Save your database.
Make sure YOUR NAME follows the file name.
Creating a database
Enter the Field Name & Data Type in the table description
Choose File, Save As & enter filename Put YOUR FIRST & LAST NAME after
every file name! In the pop-up window Select Yes and
let Access assign a primary key Close the table description window.
The table Design View will appear. Fill in the Field Name
and Data Type for each column/field in the table.
Entering data in a table
Double click on the table filename. Your fields should be across the top
row. Enter the data as it appears on your
source document. Save.
Opening database tables
Open Access, Choose File, Open Double click on database file Double click on table
Add additional records to the bottom of the table.
Save.
Assignment
Page 454, Activity 1 & 2 Creating a database Entering records
Page 456, Activity 2 Adding records.
Microsoft Access
Bellwork – Define Access Define database.
Did you complete Page 454, Activity 1 & 2 Page 456, Activity 2
Adding new table fields
Adding new fields Select field heading, right-click choose Insert Column Select new column, and then drag past to proper place Double click on the column heading to rename fields
Deleting a field Deleting a field deletes ALL info Right click on field heading, choose Delete Column
Printing database tables
Choose, File, Print Preview Verify the file name & your name are
on the document. Choose, Print
Assignment
Page 459, Activity 3 Adding fields PRINT in LANDSCAPE when complete.
Page 462, Activity 5 Editing records
Microsoft Access
Bellwork – What are the four major components of a
database?
Did you complete? Page 459, Activity 3
Adding fields PRINT in LANDSCAPE when complete.
Page 462, Activity 5 Editing records
Sorting data in a table
Select field (column) heading, select sort ascending or sort descending
As you sort each field corresponding data stays with each record
Conducting queries
Open database file Select Queries, Double click Create
query in design view Select table to query data from, Click
Add, Click Close
Conducting queries
Choose fields to include in query from drop-down menus
Enter criteria to answer question in the criteria row
Click the run button (!) on the toolbar If you need to make changes, click the
design view button on the toolbar.
After choosing which fields you want to show in the query, enter your question data in the
criteria row.
Printing queries
You MUST save first Choose File, Save As
The Query name & your FIRST & LAST name must be in the file name
Choose File, Print Preview Select Print
Assignment
Page 464, Activity 4 Sorting data
Open Word, Type # 1-8, and type your answers to each question
Type Page 464, Activity 4 & YOUR NAME in the header & PRINT
Page 494, Activity 3 Print the following files with these file names:
Query 1 your name Query 2 your name Query 3 your name
PRINT LANDSCAPE
Microsoft Access
Bellwork – Explain the two options for viewing forms.
Did you get yesterday’s assignment done? Page 464, Activity 4
Sorting data Open Word, Type # 1-8, and type your answers to each
question Type Page 464, Activity 4 & YOUR NAME in the header
& PRINT Page 494, Activity 3
Print the following files with these file names: Query 1 your name Query 2 your name Query 3 your name
PRINT LANDSCAPE
Creating forms
Open database file, Select Forms Double click Create Forms by Using a
Wizard Follow the steps in the Design Wizard.
Assignment
Page 496 Adding formulas Copy columns from Page 496 Activity 4
Excel file & paste in Access
Page 498, Activity 4 & 5 Creating forms
Microsoft Access
Bellwork – What are database reports used for?
Yesterday’s Assignment Page 496
Adding formulas Copy columns from Page 496 Activity 4 Excel file &
paste in Access Page 498, Activity 4 & 5
Creating forms
Creating database reports
Open database file, Select Reports Double click Create Reports by Using
a Wizard Verify the correct table is in the
Table/Query box Follow the steps in the Design Wizard.
Grouping is where records with the same value for a given field are displayed together. If no
grouping is used, simply click next.
Finally, give a name for the new report, including Your Name and then click on the Finish button to
create, save and display the new report.
Assignment
Page 501, Activity 5 & 6 Add your name to the title box in the
design wizard
QUIZ TOMORROW!! Study handout.
Access Quiz TODAY!
Bellwork – Define Fields & Records Columns = Rows =
Study Microsoft Access handout. You will need a pen/pencil.
Microsoft Access
Catch Up Day No Free time until YOU are caught up!
Pg. 454 Act. 1 & 2 Create Table Pg. 456 Act. 2 Edit Table Pg. 459 Act. 3 Add fields to table Print table (landscape) Pg. 462 Act. 5 Edit Table Pg. 464 Act. 4 Sort Data & Answer Questions in Word Pg. 494 Act. 3 Queries
Print each query and staple together as one ocument Pg. 496 Act. 4 Formulas (Copy & Paste from Excel) Pg. 498 Act. 4 & Act. 5 Forms (Print both) Pg. 501 Act. 5 & Act. 6
Add your name to the title box (final step) in the Design Wizard &Print both
Microsoft Access
Bellwork – What is a source document?
Log on to your computers. Get a book & turn to page 502. Open Rockwell database in Access. Open Microsoft Word also.
Completing a mail merge
Open Microsoft Word document Rockwell Forms letter on N
drive/Computer Apps
Select Tools, Letters & Mailings, & Mail Merge
Six steps to create a mail merge
Select Document Type Choose ‘Letters’
Select starting document Choose ‘Use the Current Document’
Select recipients Choose ‘Use an existing list’ Click Browse Choose your Rockwell Technologies file
Six steps to create a mail merge
Write your letter Choose ‘More Items’ & insert fields where
appropriate You will have to insert each one, close
box & add space between fields Don’t forget to complete the YEAR &
change the reference initials to yours
Six steps to create a mail merge
Preview your letters Check for any spacing errors Click previous button to edit
Complete the merge Choose ‘Edit individual letters’ Choose ‘All’ to Merge to New Document Only print those that you are instructed to
Choose File, Print, Current Page
Creating mailing labels
Follow the same steps used to create mail merge
Open blank Word document Choose Tools, Letters & Mailings, & Mail
Merge Choose ‘Labels’ on first step Follow the remaining 5 steps
Assignment
Page 502, Activity 1 Add new field to database table Create mail merge in Word When merge is complete add YOUR NAME in the header. Only print 3 letters
Page 505, Activity 1 Document should only be one page Add your name to the bottom row & print
Staple to your Rockwell packet & turn it in.