Lesson 1 Getting Started with a Database
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1 Lesson 1 Getting Started with a Database THE PROFESSIONAL APPROACH S E R I E S M I C R O S O F T ACCESS 2007
2 Lesson Objectives 2 Identify basic database structure. Work with a Microsoft Access database. Identify components of Access. Navigate Access recordsets. Modify datasheet appearance. Print and save a recordset. Manage Access files.
3 3 Identifying the Basic Database Structure Databases are logically organized collections of data. Microsoft Access uses a relational model for its design. All data are stored in tables. A table is a major database object that stores all data in a subject-based list of rows and columns. A database table looks similar to a table displayed in a spreadsheet program or a word processor.
4 4 Identifying the Basic Database Structure Records are a set of related data about one subject Fields contain an individual data elements within a record
5 5 Identifying the Basic Database Structure Tables are made up of records Records are made up of related fields Rows in a table Fields are the smallest storage element Columns in a table
6 6 Identifying the Basic Database Structure A recordset is a collection of records Tables and Queries Use by both Forms and Reports Major objects in Access include: Tables Store all data Queries Organize data Forms Display data to the computer screen Reports Used to Print data
7 7 Identifying the Basic Database Structure Forms can display, add, edit, or delete recordsets Reports can only display recordsets
8 Working with a Microsoft Access Database 8 Exercises Manage a Database Start a Database Open a Database
9 Manage a Database 9 Access limits certain file operations An open database cannot be moved or renamed Databases in this book will not fit on a 3.5 inch diskette Database must not be Read-Only
10 Start a Database 10
11 Open a Database 11 Default mode to open Access is Shared Other modes are: Read-only Exclusive use Exclusive Read-only Enable the database before working
12 Identify Components of Access 12 Exercises Manipulate the Navigation Pane Explore Tabs, Ribbons and Groups Open and Close Major Objects Explore Datasheet and Design View
13 Identify Components of Access 13
14 Manipulate the Navigation Pane 14 Displays and organizes major objects
15 Explore Tabs, Ribbons and Groups 15 Ribbon contains Command Tabs Command Tabs contain Command Groups Command Groups contain Commands ScreenTips provide information about commands
16 Open and Close Major Objects 16 Leszynski Naming Convention No spaces or underscores Used by software developers and programmers
17 Open and Close Major Objects 17 Navigation Pane contains all Major objects
18 Explore Datasheet and Design Views 18 Major objects have different views Datasheet View Design View Change View by: View Command View Shortcut buttons Right-clicking object
19 Navigating Access Recordsets 19 Exercises Use Navigation Buttons in a Table Use Navigation Shortcut Keys in a Query
20 Use Navigation Buttons in a Table 20 Datasheet View has two Modes Edit Mode Change content in a field Insertion point (I-beam) visible Navigation Mode Entire field selected Move between fields using Keyboard Record navigation buttons
21 Use Navigation Buttons in a Table 21 Parts of Datasheet View
22 Use Navigation Shortcut Keys in a Query 22 Keyboard shortcuts work in any Datasheet View
23 Modifying Datasheet Appearance 23 Exercises Hide and Unhide Columns Change Column Widths and Row Heights Use the Font Command Group
24 Hide and Unhide Columns 24 Columns in Datasheet View can be hidden
25 Change Column Widths and Row Heights 25 By default all columns are the same width Each column can be individually resized Each row shares the same height
26 Use the Font Command Group 26 Font appearance are applied to entire datasheet Alignments are applied to individual fields
27 Printing and Saving a Recordset 27 Exercises Print a Query Print a Table Publish a Table
28 Print a Query 28 Print Methods: Office Button, then Print Keystroke Can only print the Datasheet View of a Query
29 Print a Table 29 Change page orientation in Print Preview
30 Publish a Table 30 XPS XML Paper Specification Savable file format Viewable using an internet browser Can select quality of document
31 Managing Access Files 31 Exercises Use Compact and Repair Reduces the size of a database Improves performance Back Up a Database Default name Database name with data Close a Database and Exit Access
32 Lesson 1 Summary 32 An Access database is relational, the most common type of database in use today. Major Access database objects include tables, queries, forms, and reports. A record is composed of related fields, a table is composed of related records, and a database is composed of related tables. A recordset is a Microsoft object-oriented data structure consisting of grouped records. A recordset is most often displayed as either a form or a report.
33 Lesson 1 Summary 33 An opened database cannot be moved or renamed. In the navigation pane, major objects are organized by categories and groups. The Leszynski Naming Convention is a method of naming objects that emphasizes the use of the threeletter prefixes to identify the type of object. Datasheet View and Design View are two methods of displaying each major object. Edit mode allows contents of fields to be changed. Navigation mode allows movement between fields.
34 Lesson 1 Summary 34 The columns and rows of a datasheet can be hidden, displayed, or resized. Format changes to a datasheet affect all text in every column and row. In a datasheet, column widths can be changed individually; row heights must be all the same. In a datasheet, some format commands can be applied to individual fields; other commands apply to the entire datasheet. The Quick Print command sends a document directly to the default printer without allowing changes to the print options.
35 Lesson 1 Summary 35 Documents can be printed or published in portrait or landscape orientation. Publishing a document as an XPS file in either reduced quality or high quality preserves document formatting. Normal database activities such as adding, deleting, and moving data can increase the size of a database file. The Compact and Repair Database command reclaims unused space and improves database efficiency.
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