Access Lesson 1

Access Basics

Microsoft Office 2007:

Introductory

1
 Objectives

 Understand databases and database

terminology.
 Start Access, open a database and open an
Access – Lesson 1

object.
 Identify the parts of the Access screen.
 Navigate a datasheet.
 Edit a record and undo a change.

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 Objectives (continued)

 Select records and fields.

 Delete a record.
 Cut, copy, and paste data.
Access – Lesson 1

 Change the appearance of a datasheet.

 Preview and print a table
 Close an object and exit Access.

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 Vocabulary

 Best fit
 Compacting
 Database
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 Database management system (DBMS)

 Datasheet

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 Vocabulary (continued)

 Datasheet selector  Field value

 Datasheet view  Navigation Pane
 Field  Record
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 Field name  Record selector

 Field selector

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 Database Basics

 Access is a database management system

(DBMS).
 A DBMS allows you to store, retrieve,
Access – Lesson 1

analyze, and print information.

 A DBMS does not have to be computerized,
it can be file folders.
 A computerized DBMS is much faster, more
flexible, and more accurate.
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 Starting Access

 Click the Start button.

 Point to All Programs.
 Click Microsoft Office.
Access – Lesson 1

 Click Microsoft Office Access 2007.

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 Opening a Database

 A database is a collection of objects.

 The objects work together to store, retrieve,
display and summarize data.
Access – Lesson 1

 The object types are tables, queries, forms,

reports, macros and modules.
 When you open an existing database from
the Open Recent Database pane, the
Navigation Pane opens.

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 Opening a Database (continued)

 Access Screen: Has a title bar, Quick Access

toolbar, Ribbon, status bar.
 Database Objects: The database file stores
Access – Lesson 1

the database objects.

 Navigation Pane: Displays the objects
contained in a database. When you double-
click an object, it opens in the main part of
the Access screen.
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 Opening a Database (continued)

 Working with Records

– A record is a complete set of data.
– Each record is made up one or more fields.
Access – Lesson 1

– Each field has a field name.

– The data in the field is the field value.
– In Datasheet view, the table displays data in rows
and columns in a datasheet.
 You can use the pointer or keys to navigate
to fields. Microsoft Office 2007: Introductory
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 Editing Records

 To make editing easier, use the record

navigation bar.
 If you make a mistake, you can click the
Access – Lesson 1

Undo button on the Quick Access Toolbar.

 Field selector selects the column.
 Record selector selects the row.
 Datasheet selector selects the entire
datasheet.
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 Editing Records (continued)

 To delete a record, select the record and

press Delete.
 Deleting a record is permanent and cannot
Access – Lesson 1

be restored with the Undo command.

 The Cut, Copy, and Paste commands work
the same way as in other Office programs.
 Be careful not to paste data over existing
data you want to keep.

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 Changing Datasheet Layout

 Changing Row Height: Drag the row border

up or down, or specify an exact height.
 Changing Column Width: Drag the column
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border or specify best fit for automatic

adjustment to best column width.
 Rearranging Columns: Select field selector
for column and drag to new location.

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 Changing Datasheet Layout
(continued)

 Freezing Columns: Use Freeze command

on Home tab.
 Changing the Background Row Color: Use
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Alternate Fill/Back Color on Home tab.

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 Previewing and Printing a Table

 Before printing, view datasheet in Print

Preview.
 Print a datasheet by clicking the Office
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Button and pointing to Print.

 The dialog box allows you to choose your
printer and number of copies.
 Click the Quick Print command to print
datasheet without changing printer settings.

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 Saving and Closing Objects

 When you change data, Access saves your

changes automatically.
 When you change format, you need to save
Access – Lesson 1

your work by clicking the Save button on the

Quick Access toolbar.
 You can close an object by clicking the Close
button on the object window.

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 Compacting and Repairing a Database

 Compacting a database rearranges how the

data is stored to optimize performance.
 Access combines compacting and repairing
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into one process.

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 Closing a Database and Exiting Access

 Close the database by clicking the Office

Button, and then clicking Close Database.
 Exit Access by clicking the Office Button and
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then clicking Exit Access.

 You can also close Access by clicking the
Close button on the title bar.

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 Summary

 Access is a database management system (DBMS).

 A computerized DBMS allows you to store, retrieve,
analyze and print information.
Access – Lesson 1

 A database is a collection of objects: tables, queries,

forms, reports, macros and modules.
 You can open an existing database from the Open
Recent Database pane or by clicking the Office
Button, then the Open command.
 Access screen has a title bar, Quick Access Toolbar
and Ribbon. Microsoft Office 2007: Introductory
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 Summary (continued)

 A record is a complete set of data. Each record is

made up of fields. Each field has a field name. The
data in the field is a field value.
 Use your keyboard or the record navigation bar to
Access – Lesson 1

navigate through a datasheet.

 To select a row, click the record selector for the row.
 To select a field, click the field selector for the
column.
 To select all fields and rows, click the datasheet
selector.
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 Summary (continued)

 To delete a record, select the record and press the

Delete key.
 Use Cut, Copy and Paste buttons to move and copy
data.
Access – Lesson 1

 You can make many layout changes, such as row

height, column width and background color.
 Before printing, use Print Preview to check settings.
 To exit Access, click the Close button on the title bar.

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