microsoft access you will need a pen/pencil.. what is microsoft access? access is a 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.
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