exploring microsoft access chapter 1 introduction to microsoft access: what is a database?
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Exploring Microsoft Access
Chapter 1Introduction to
Microsoft Access: What Is A Database?
Objectives (1 of 2)
• Define field, record, table, and database
• Start Access; describe windows and objects
• Add, edit, and delete records
• Explain importance of data validation
Objectives (2 of 2)
• Apply filter; sort on one or more fields
• Explain how PivotTable and PivotChart views display data
• Describe relational database; identify one-to-many relationships
Overview
• Every organization uses data
• Intro to database management
• Operations to maintain a database
• Introduction to Access
• Advantages of multiple tables
Introduction to a Database
• Defining a database
• Database window in Access
• The six items in window: Tables, Queries, Forms, Reports, Macros, Modules
Database Window
Database Window
Object Buttons
Menu Bar
Toolbar
Table Views
• Datasheet view is used to add, edit, or delete records
• Design view is used to create and modify fields
• PivotTable view summarizes groups of data
• PivotChart view charts the data from PivotTable view
Datasheet View
Current Record
Total Number of Records
Triangle indicatesData has been saved to disk
Tables
• Record selector symbol next to current record shows status
• Triangle indicates saved to disk
• Pencil indicates you are typing
• Asterisk appears next to last blank record in table
Design ViewPrimary Key
Field Names
Field Properties
Data Type
Description
Tables
• Insertion point: where text is entered
• Primary key: unique identifier for each record
• Access automatically saves changes when you move to next record
Forms, Queries, and Reports
• A form is a friendly interface for entering or modifying a table
• A query provides a subset of a table based on a criteria
• A report presents data in an attractive format
Database Form
Table Name
Go To Next Record Go To Last Record
Go To First Record
Field Names
Report
Report Header
Page Header
Close Print Preview
Detail Section
Zoom
Filters and Sorting
• Filter by Selection is easiest
• Filter by Form allows for comparative criterion (e.g. >, <)and allows for or filters (e.g. either cosmetics or shoes)
• Remove Filter button redisplays complete table
Filter By Selection
Only 5 of the 9 Total Records Are Displayed In This Filter
These Records Were Filtered By Selection (Region = WA)
Sorting
The Previous Filtered Records Sorted by City
The Same Records, Only Displayed in a Different Order
PivotTable View
Average Salary of Detroit Engineers
PivotChart View
The Previous PivotTable Displayed as a PivotChart
Relational Database
• Uses multiple tables
• Example of one-to-many table: one publisher owns many books
Relationships WindowTable Names
One To Many Relationship
Field Names
Modifying Related Information
Clicking plus sign displays all employees at L04
Modifying the address information for Location L04 changes the information for all individual employees at L04
Displaying Related InformationRelated information is easily grouped together when creating reports
Chapter 1 Summary
• Six object types: Tables, Forms, Queries, Reports, Macros, & Modules
• Tables views: Design, Datasheet, PivotTable, or PivotChart
• Data validation is critical
• A filters applies a criteria to display a subset of records
• Databases are related tables
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