Microsoft Office Access 2013: Part 01. Lesson 01 - Getting Started with Access

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1 Microsoft Office Access 2013: Part 01 Lesson 01 - Getting Started with Access

2 Slide 1 Lesson 01: Getting Started with Access Orientation to Microsoft Access Create a Simple Access Database Get Help in Microsoft Access

3 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

4 Slide 3 Why Use a Database Application? Reveal Findings on the data below

5 Slide 4 Transform Data into Knowledge Data Organize to find meaning Information Analyze to find application Knowledge

6 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

7 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

8 Slide 7 Access 2013 Window Components Quick Access Toolbar Title Bar Ribbon Navigation Pane Document Pane (no object displayed yet) Status Bar

9 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

10 Slide 9 Record Navigation Bar Previous Record Next Record First Record Last Record Current Record New Record Search Box

11 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

12 Slide 11 A Query Join tblinventory tblsuppliers qryproductsupplierdetail Result

13 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

14 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

15 Slide 14 Create a Simple Access Database Starting from a template Structure is setup for you Edit fields as needed

16 Slide 15 Saving Options 3 options for saving a database Save Database As Save and Publish For different file formats Save

17 Slide 16 Initial Views Design View Insert and Define fields No data visible Datasheet View View data Add fields

18 Slide 17 Field Data Types Type Text Memo Number Date/Time Currency AutoNumber Yes/No OLE Object Description Text, digits, symbols, other keyboard characters. 255 character limit Similar to text, supports rich text, can hold up to 2 GB data Numeric values only Formatted date/time values Monetary values, such as dollars, are not rounded during calculations Unique sequential numbers, created automatically. Used frequently to create unique identifier Boolean values. True/False, Yes/No, On/Off Binary data such as documents images and spreadsheets

19 Slide 18 Field Data Types (Cont.) Type Hyperlink Attachment Calculated Lookup wizard Description addresses, website URLs, and network paths File data supports more file types than OLE data. Multiple files can be linked. Produces results through calculation List of selectable values

20 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

21 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

22 Slide 21 Topic C: Get Help in Microsoft Access Access Help Window

23 Slide 22 Access Help Window Search Text Toolbar Popular Searches Basics and Beyond

24 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?

25 Slide 24 Lesson 01 Review: Getting Started with Access Orientation to Microsoft Access Create a Simple Access Database Get Help in Microsoft Access

26

27 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

28 Answer Key: 1. B False. Access is optimized as a database application. It is not a spreadsheetbased 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.

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