Exploring Office 2003 Vol 1 2/e - Grauer and Barber

1Committed to Shaping the Next Generation of IT Experts.

Chapter 1- Introduction to Access: What is a Database?

Robert Grauer and Maryann Barber

Exploring Microsoft Access 2003

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Database Window

Menu bar

Toolbar

Database window

Object Buttons

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Introduction to a Database

Field – a basic data element(E.g., name, phone number, title)

Record – a set of fields(E.g., all fields for one person)

Table – a set of records

Database – one or more tables

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Fields and Records

Field – A basic factlisted above each column

Record is an entire row of information

Field = columnsRecord = rows

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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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

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Datasheet View

Triangle indicatesdata has beensaved to disk

Current record

Total numberof records

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Design ViewDescriptionData Type

Field Properties

Field Names

Primary Key

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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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

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Open a Table

Table Name

Select table object to display tables

Double click to open Customers table

Go to Next Record Create New RecordGo to First Record

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Tables

Insertion point — where text is entered

Primary key — unique identifier for each record

Access automatically saves changes when you move to next record

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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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

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Form

Table Name

Field Names

Go to Next Record

Values for Current Record

Command Buttons

Go to Last Record

Go to First Record

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Query

Display only customer records who don’t have a Cuppa Card

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Report

Individual Records

Customer Mailing Labels Report

Report Header

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Filters and Sorting

Filter by Selection is easiest

Filter by Form Allows for comparative criterion (e.g. >, <)

Allows for “or” filters (e.g. either cosmetics or

shoes)

Remove Filter button - redisplays complete table

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Filter By Selection

These Records Were Filtered by Selection (Category = Fruity)

Apply Filter button

Select field to filter

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Sorting

The Previous Filtered Records Sorted by Recipe

Sort Ascending button

The Same Records, Only Displayed in a Different Order

Exploring Office 2003 Vol 1 2/e - Grauer and Barber

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Relational Database

Uses multiple tables

Examples of one-to-many relationships: One publisher has many books One customer has many purchases One student has many courses One instructor has many students

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Relationships Window

Table Names

Field Names

One-To-ManyRelationship