lesson 01 - getting started with...
TRANSCRIPT
Microsoft Office Access 2013: Part 01
Lesson 01 - Getting Started with Access
Slide 1
Lesson 01: Getting Started with Access
Orientation to Microsoft Access
Create a Simple Access Database
Get Help in Microsoft Access
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Slide 2
Topic A: Orientation to Microsoft Access
• Why Use a Database Application?
• Transform Data into Knowledge
• Using Access Instead of Excel
• Using Access Instead of Other Databases
• Access 2013 Window Components
• Forms and Views
• Record Navigation Bar
• The Capable Query
• A Query Join
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Slide 3
Why Use a Database Application?
Reveal Findings on the data below
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Slide 4
Transform Data into Knowledge
Data
Information
Knowledge
Organize to find meaning
Analyze to find application
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Slide 5
Using Access Instead of Excel
Access:
Is optimized for database management
Is designed to manage complex relationships between tables
Provides support for data input validation
Is better suited to work with non-numeric data
Provides extensive support for report generation
Can support multiple user databases
Provides good integration with enterprise databases
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Slide 6
Using Access Instead of Other Databases
Access:
Is widely used
Is relatively inexpensive
May already be on your computer
Has a lower startup investment than enterprise systems
Is scalable and compatible with other systems
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Slide 7
Access 2013 Window Components
Quick Access Toolbar
Ribbon
Navigation
Pane
Status Bar
Document Pane
(no object displayed yet)
Title Bar
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Slide 8
Forms and Views
• Forms provide Graphical User Interface for entering and modifying
data
• No actual Data is contained in the form
– Just a way to view table data
– Designed to facilitate repetitive data entry tasks
– Forms can be configured have only the fields you are interested in
viewing
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Slide 9
Record Navigation Bar
First Record
Previous Record
Last Record
Next Record
Current Record Search BoxNew Record
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Slide 10
The Capable Query
Queries are used to:
Join data from multiple tables to produce a new, combined data set
Sort results by one or more fields
Filter results based on criteria
Prompt the user for additional criteria before producing output
Perform calculations, and reorganize and summarize data
Make mass updates to table data, such as copying or deleting records
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Slide 11
tblSuppliers
tblInventory
A Query Join
qryProductSupplierDetail Result
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Slide 12
Topic B: Create a Simple Access Database
• Creating a Simple Access Database
• Saving Options
• Initial Views
• Field Data Types
• Primary Keys
• Object Names
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Slide 13
Create a Simple Access Database
• Databases can be started from scratch
– Define all fields
• Types of information for each record
– Define all data types
• What type of information can be put in a field
– Define all forms
– Define all views
– Define queries
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Slide 14
Create a Simple Access Database
• Starting from a template
– Structure is setup for you
– Edit fields as needed
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Slide 15
Saving Options
• 3 options for saving a database
– Save Database As
– Save and Publish
• For different file formats
– Save
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Slide 16
Initial Views
• Design View
– Insert and Define fields
– No data visible
• Datasheet View
– View data
– Add fields
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Slide 17
Field Data Types
Type Description
Text Text, digits, symbols, other keyboard
characters. 255 character limit
Memo Similar to text, supports rich text, can
hold up to 2 GB data
Number Numeric values only
Date/Time Formatted date/time values
Currency Monetary values, such as dollars, are
not rounded during calculations
AutoNumber Unique sequential numbers, created
automatically. Used frequently to
create unique identifier
Yes/No Boolean values. True/False, Yes/No,
On/Off
OLE Object Binary data such as documents
images and spreadsheets
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Slide 18
Field Data Types (Cont.)
Type Description
Hyperlink Email addresses, website URLs, and
network paths
Attachment File data supports more file types than
OLE data. Multiple files can be linked.
Calculated Produces results through calculation
Lookup wizard List of selectable values
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Slide 19
Primary Key
• Field to record unique value for each record
• No two records can have the same primary key
• Set in Design View with Key icon
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Slide 20
Object Names
• Best Practice: Do not use spaces in object names
– Fields
– Tables
– Forms
– Queries
• Spaces are permitted but gets complicated
– Write code
– Use Access with other database systems
– If you use spaces enclose everything in quotes
• Names can be up to 64 characters long
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Slide 21
Topic C: Get Help in Microsoft Access
• Access Help Window
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Slide 22
Access Help Window
Toolbar
Popular Searches
Basics and Beyond
Search Text
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Slide 23
Reflective Questions
1. Describe the general tasks involved in constructing a database.
2. What are some of the benefits of moving data into a database application like
Access?
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Slide 24
Lesson 01 Review: Getting Started with Access
Orientation to Microsoft Access
Create a Simple Access Database
Get Help in Microsoft Access
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Review Questions:
1. True or False: Although Access is optimized for databases it is also known as a
spreadsheet application to perform complex calculations.
A. True
B. False
2. True or False: Access has the ability to generate reports on all data within the
database.
A. True
B. False
3. True or False: Access can only support one user database.
A. True
B. False
4. The bottom of the Access screen contains a way to navigate through the different
records. What is this called?
A. Record Navigation Bar
B. Quick Access Toolbar
C. Toolbar
D. None of the above
5. What is it called if you create a query that performs an action instead of asking a
question?
A. Standard query
B. Crosstab query
C. Capable query
D. None of the above
Answer Key:
1. B
False. Access is optimized as a database application. It is not a spreadsheet-
based application that can perform simple calculations.
2. A
True. Access has extensive reporting capabilities.
3. B
False. Access can support multiple user databases that can have one database
at a time open for editing.
4. A
The bottom of the Access screen contains the Record Navigation Bar. This
allows you to navigate through the records, first record, last record, previous and
next. You may also use this to search for records.
5. C
The type of query that performs an action is called a capable query. A capable
query allows you to join data from multiple tables or prompts the user for
additional criteria. It can also do calculations, and reorganize and summarize
data.