Access 2007 ® Use Databases How can Microsoft Access 2007 help you to get and stay organized?
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Transcript of Access 2007 ® Use Databases How can Microsoft Access 2007 help you to get and stay organized?
3 Access 2007®
Use Databases
How can Microsoft Access 2007 help you to get and stay
organized?
3 Lesson 1: Access Basics
Access databases can
help you create and
manage your data,
making information
easier to find and use.
3 Lesson 1: Access Basics
• How do I open a database?
• What are the parts of the Access screen?
• How can Access save my data?
• How can I print data from a database?
• What should I do before I close a database?
• What vocabulary should I review?
View This Presentation to Answer the Following Questions:
3 Lesson 1: Access Basics
Database administrators organize databases
so that information can be accessed,
manipulated, added to, and maintained.
Computer and information systems managers ensure that information is
available to those who need it and blocked for those who should not have
access to it.
3 Lesson 1: Access Basics
The Internet contains millions of databases that organize information for users. For
example…
Sites like Download.com and Apple
iTunes organize music files so they can
be downloaded to another kind of
database on a personal music player.
Reference databases, such as
RefDesk, offer factual information
of all kinds.
3 Lesson 1: Access Basics
Access automatically opens to a Getting Started page.
From this page you can start a
blank database file or choose
from database templates.
You can also open an existing database.
3 Lesson 1: Access Basics
Navigation Pane
Quick Access
Toolbar
The Access screen contains several useful tools.
The Navigation Pane displays the different tables, reports, or
queries associated with the database.
Title bar
Shutter Bar Open/Close
buttonOffice
Button
Home tab
3 Lesson 1: Access Basics
When a database can be opened
and
edited by other users, it’s called
shared access.
To ensure no one else can open the database, choose Open Exclusive.
3 Lesson 1: Access Basics
A database can organize
information about
customers, products,
and customer orders.
Database information is organized in a table.
3 Lesson 1: Access Basics
A table contains columns and rows of data, such as a list of
customers.
A field is one piece
of data, such as a
customer’s name, an
address, or the color
of a product.
Contact Name field
3 Lesson 1: Access Basics
A record is a set of data that describes one item, shown in one row of a table. Records are numbered
sequentially.
Record 1
Record 6
3 Lesson 1: Access Basics
A query asks Access to find data from one or more tables that matches specific criteria, or
conditions.
The query shown here has located all
orders.
A query is made up
of columns (fields)
and rows (records).
To view the results of a
query, use the scroll
bars or arrows.
3 Lesson 1: Access Basics
Access allows more
than one table to be
open at the same
time.
You can compare data
located in different
tables.
For example, customers may be listed in one table, while
their orders are listed in another table.
3 Lesson 1: Access Basics
More than one
query can be
open at the
same time.
This allows you to compare data from different queries side by side.
3 Lesson 1: Access Basics
To move quickly from
one record in a field
to another, use the
Navigation buttons.
A highlighted box to the left of the record indicates
which record you are currently using.
3 Lesson 1: Access Basics
Academic Skills CheckAcademic Skills Check
Answers may include:
The Internet contains millions of databases that organize
information for users, such as reference databases like RefDesk,
and commercial databases like Apple iTunes and Download.com.
What kinds of databases can you find on the Internet?
3 Lesson 1: Access Basics
Tech CheckTech Check
What is the purpose of a query?
Answer:
A query finds data from one or more tables that matches
specific criteria, or conditions.
3 Lesson 1: Access Basics
Tech CheckTech Check
How do you compare data in two different tables?
Answer:
To compare data in two different tables, open both tables and
look at them side by side.
3 Lesson 1: Access Basics
Tech CheckTech Check
How do you move from one record in a field to another?
Answer:
Use the Navigation buttons to move from one record in a field to
another.
3 Lesson 1: Access Basics
Folders are used to store and organize databases for quick access.
To create a new folder, use the
Open dialog box.
A dialog box is used to enter specific information to perform a task, such as naming and saving a
document.
3 Lesson 1: Access Basics
To make your data easier to read, you can change the formatting of data and
tables.
Change font size
Change font style
3 Lesson 1: Access Basics
Access automatically saves data entered in a table.
If you enter data and
then close the table,
you will not be asked to
save the data or any
changes you made.
The new data will be there when you reopen the table.
3 Lesson 1: Access Basics
Although Access saves
your data automatically,
changes to the column
width, font, or design of
a table must be saved
manually.
Access will prompt you to save design changes before closing.
3 Lesson 1: Access Basics
Press CTRL + P.
Click the Office
Button and select one
of the print options
to open the Print
dialog box.
There are two easy ways to print a datasheet:
3 Lesson 1: Access Basics
Tech CheckTech Check
How can you make data easier to read in a database?
Answer:
You can make data easier to read in a database by changing the
width of a column, making the text larger, or changing the font
style.
3 Lesson 1: Access Basics
Tech CheckTech Check
How are design changes and data saved in Access?
Answer:
Data is saved automatically, but design changes must be saved
manually.
3 Lesson 1: Access Basics
Database Properties
include information about
a database such as the
author’s name, comments,
tables, and when the
database was last
modified.
Database Properties can be used to identify and search for a
database, or to organize multiple databases.
3 Lesson 1: Access Basics
Click the Help button to open the Help task pane.
Use the Help button to find answers to questions about Access.
3 Lesson 1: Access Basics
Before closing your database, make a backup copy and store it in a different
location.
If the original database is
lost or damaged, the
backup copy can replace
it.
Back up a database after any important change is made.
3 Lesson 1: Access Basics
After making a
backup copy of
your database,
Compact it.
Compacting organizes a database into a smaller, more
efficient file.
3 Lesson 1: Access Basics
To exit or quit Access,
select the Office
Button and then click
Exit Access.
To close a file, click the Close button.
3 Lesson 1: Access Basics
Why is it important to make a backup copy of a database?
Answer:
If a database is lost or damaged, the backup copy can replace
it.
Tech CheckTech Check
3 Lesson 1: Access Basics
How can Database Properties be used?
Answer:
Database Properties can be used to identify and search for
a database, and to organize multiple databases.
Tech CheckTech Check
3 Lesson 1: Access Basics
Vocabulary ReviewVocabulary Review
database
An organized collection of data that can be searched for
information.
3 Lesson 1: Access Basics
A set of rows and columns used to organize information.
table
Vocabulary ReviewVocabulary Review
3 Lesson 1: Access Basics
field
One piece of data that describes something.
Vocabulary ReviewVocabulary Review
3 Lesson 1: Access Basics
query
An instruction that tells a database to show only certain
information.
Vocabulary ReviewVocabulary Review
3 Lesson 1: Access Basics
record
The set of data that describes one item, shown in one row of a
table.
Vocabulary ReviewVocabulary Review
3 Lesson 1: Access Basics
backup
A copy of a file that’s made to protect work and data.
Vocabulary ReviewVocabulary Review