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