Access Session 1

Database Basics
Create Database
Create a Table

Outline

What is a database?
RDBMS
Database Lingo
Touring MS Access
Starting MS Access

What is a database?
a collection of records and files that are organized for a
particular purpose.

Can manage all your information in one single file

All you need is Database Management System (DBMS)

RDBMS
Relational Database Management System
Relational: that each record in the
database contains information related to a
single subject and only that subject.
the system manages all data in tables:
store information about a subject
Capabilities: data definition, manipulation,
control

Database Lingo You Cant

Live Without

Words to know:

Table A storage structure for data that is

composed of like columns of information (fields) and
repeated in rows (records). Similar to a single
worksheet in Excel.
Query A question asked of the data contained in
tables or other queries , for example,, Which
students passed the final?
Form A screen used to format the output of a
query or table for display or to allow for data entry.
Report Formatted output of data for printing;
receives data from tables and queries.

Words to know:
Field A column of data in a table (e.g. Last Name
in a table of names and addresses).
Primary Key The field on which a table can be
related to another table to join the two together (e.g.
your account number at your bank ties you to a table
of transactions, loans, and personal data).
Cross-tab Report Rotation of data to allow a
more organized view of the information. Creates a
spreadsheet like view of data.

A table is a collection of data about a specific topic, such as

products or suppliers. Using a separate table for each topic means
that you store that data only once, which makes your database
more efficient, and reduces data-entry errors.

Tables organize data into columns (called fields) and rows (called
records).

A common field relates two tables so that Microsoft Access can bring
together the data from the two tables for viewing, editing, or printing.

You use queries to view, change, and analyze data in

different ways. You can also use them as the source of
records for forms, reports, and data access pages.

The most common type of query is a select query. A select query

retrieves data from one or more tables by using criteria you
specify and then displays it in the order you want.

Use forms in a variety of ways

Most of the information in a form comes from an underlying

record source. Other information in the form is stored in the
form's design.

A report is an effective way to present your data in

a printed format.

Touring Access
Menu Bar

Window
Sizing
Buttons
Toolbars

Database
Container
Create
New
Object
shortcuts
Object
Types

Status
Bar

Existing
Objects

 Loading the program

Touring Access XP
Interface (screen parts and basic toolbar
buttons)

STARTING MICROSOFT ACCESS

Create Database using the wizard
Create Database from scratch
Exiting the program

CREATE DATABASE USING THE

WIZARD

CREATING DATABASE FROM SCRATCH

in 95-2000

in

XP

Creating tables
1/2

Creating tables
2/2

Wizards or from scratch

Design view (field properties) vs. Datasheet
view (tabular manner)
Change views: Design or Datasheet view
Name and select a data type per field
Manipulate field properties

Parts of the Tables in Design

View

Field data types available in Microsoft Access

Cont: Field data types

Cont: Field data types

summary
Database is a collection of information that
is related to each other
Access objects: tables, queries, forms,
reports, etc.
Create database using different methods
Create table based on wizard and from
scratch