What is Access?. “Copyright and Terms of Service Copyright © Texas Education Agency. The...

What is Access?

Copyright © Texas Education Agency, 2011. All rights reserved.

“Copyright and Terms of Service

Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1) Texas public school districts, charter schools, and Education Service Centers may

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• After completing this we will be able to navigate through a database and comfortably learn how to learn to plan and create a new database using a table object.

Performance Expectation


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What is Access?• An Office product that allows the

user to create relational databases that have tables of data.

• It a personal computer database management system.

• Data can be created and shared in Access with other MS Office applications.


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What is a Database?• An organized collection of

information about a subject.

• Can you think of some examples of a database?

• Examples: Telephone Book, Personal Music Collection, Customer Files, etc.


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What is a Database? (continued)• Why do you believe that these maybe

considered a database?

Each file (record) may includes but not limited to a name, address, city, state, etc. about an individual.


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Sample Record• Sue Ann Langley

• Sophomore

• 3/31/98

• 9999 Smith Ave, Anytown, USA 11111

• (555) 555-5555

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Sample Database with Objects


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What is a Database Management System (DBMS)?• A DBMS includes database

information and the tools to use the database.

• In a DBMS you are able to:−Input−Edit−Verify−Sort−Find−Analyze and much more.


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Why DBMS are important?• Reasons why…

−Customers records are able to be located in a timely manner.

−Provide users with an abstract view of the data.

−Describes what data are stored−Describes parts of the database that are

relevant to each user.

• Planning a Database−Other means and factors must be

discussed.−Video: Planning an Access Database

http://accessdatabasetutorial.com/2010/12/08/hello-world/


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Displaying Information• When data is stored in an order that

is easily categorized, a user can sort by ascending and descending order. Therefore, retrieving data, by date, name, or ID can be found in a timely manner. There are four common objects used with a database tables, queries, forms, reports.

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Access Maintains• All the tools required for a database

Access has it, unlike other database software programs.−File Extensions

• .accdb for mat files (Access 2007) • .mbd (Access 2003 or earlier formats)

• Window Objects− Tables: the only object in an database that

contains data.− Forms: primarily used to enter and edit data, it

acts as a window into the data in one or more tables

− Query: displays specific data from tables based on a criteria you request.

− Report: a professional print-out that can be used from the data inputted from the database.


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Records in a Database• Record: a set of information that belongs

together, such as a customer’s name, address and contact information, or other details.

• Field: clarified in access is a column, contains a specific piece of data for each record.

• Field name: when creating a table you will need to create unique names to categorize parts of the record.

• Data Type: specifying what kind of data can be stored into the field (text, number, date, etc.).

Database Design Basics

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http://office.microsoft.com/en-us/access-help/database-design-basics-HA001224247.aspx#_Toc270678226


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Entering Records

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Field Data to be entered

LastName Langley

FirstName Sue Ann

Classification Sophomore

Birthday 03/31.98

Address 9999 Smith Ave

City Anytown

State USA

Zip 11111

PhoneNumber (555) 555-5555


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Recap• A database management system

(DBMS) is designed to manage a large body of information.

• Management involves both defining structures for storing information and providing mechanisms for manipulating the information.

• The DBMS must be a secured and protected system.

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