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Access 2007® Use Databases
How can Microsoft Access 2007 help
you to get and stay organized?
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Lesson 1: Access Basics
Access
databases can
help you
create and
manage your
data, making
information
easier to find
and use.
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Lesson 1: Access Basics
View This Presentation to Answer
the Following Questions:
• 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?
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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.
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Lesson 1: Access Basics
The Internet contains millions of databases that
organize information for users. For example…
Reference
databases, such as
RefDesk, offer
factual information
of all kinds.
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.
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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.
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Lesson 1: Access Basics
The Access screen contains several useful tools.
Quick
Access
Toolbar
Title bar
Home tab
Office
Button
Shutter Bar
Open/Close
button
Navigation Pane
The Navigation Pane displays the
different tables, reports, or queries
associated with the database.
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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.
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Lesson 1: Access Basics
A database
can organize
information
about
customers,
products, and
customer
orders.
Database information is
organized in a table.
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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
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Lesson 1: Access Basics
Record 1
Record 6
A record is a set of data that describes one item, shown in
one row of a table. Records are numbered sequentially.
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Lesson 1: Access Basics
A query asks Access to find data from one or more
tables that matches specific criteria, or conditions.
A query is
made up of
columns
(fields) and
rows
(records).
To view the
results of a
query, use
the scroll bars
or arrows.
The query shown here
has located all orders.
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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.
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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.
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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.
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Lesson 1: Access Basics
Academic Skills Check
What kinds of databases can you
find on the Internet?
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.
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Lesson 1: Access Basics
Tech Check
What is the purpose of a query?
Answer:
A query finds data from one or
more tables that matches specific
criteria, or conditions.
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Lesson 1: Access Basics
Tech 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.
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Lesson 1: Access Basics
Tech 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.
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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.
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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
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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.
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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.
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Lesson 1: Access Basics
There are two easy ways to print a datasheet:
Click the
Office
Button and
select one
of the print
options to
open the
Print dialog
box.
Press CTRL + P.
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Lesson 1: Access Basics
Tech 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.
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Lesson 1: Access Basics
Tech Check
How are design changes and data
saved in Access?
Answer:
Data is saved automatically, but
design changes must be saved
manually.
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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.
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Lesson 1: Access Basics
Use the Help button to find answers to questions about Access.
Click the Help button to open the Help task pane.
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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.
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Lesson 1: Access Basics
After
making a
backup
copy of
your
database,
Compact
it.
Compacting organizes a database
into a smaller, more efficient file.
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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.
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Lesson 1: Access Basics
Tech Check
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.
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Lesson 1: Access Basics
Tech Check
How can Database Properties be
used?
Answer:
Database Properties can be used
to identify and search for a
database, and to organize
multiple databases.
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Lesson 1: Access Basics
Vocabulary Review
database
An organized collection of data that
can be searched for information.
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Lesson 1: Access Basics
Vocabulary Review
table
A set of rows and columns used to
organize information.
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Lesson 1: Access Basics
Vocabulary Review
field
One piece of data that describes
something.
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Lesson 1: Access Basics
Vocabulary Review
query
An instruction that tells a database
to show only certain information.
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Lesson 1: Access Basics
Vocabulary Review
record
The set of data that describes one
item, shown in one row of a table.
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Lesson 1: Access Basics
Vocabulary Review
backup
A copy of a file that’s made to protect
work and data.