Busn 216 èMS Access

1) Database:

1) Stores raw data

2) From that raw data we create information:

i) Useful reports used for decision making

3) When you open Access, you see the application window

4) When you open a particular database file, within the application window, you will see the database window (View database window at any time by hitting “F11”)

5) Left side of the database window shows the buttons for the various objects in the database:

i) Tables (Heart of any database)

ii) Forms (User interface)

iii) Queries (Ask a question of the database)

iv) Reports (Useful information created from database)

6) All objects in database are stored in one place and are together considered “the database”

7) Double click objects to open

8) All objects have two basic views:

i) Regular View

(1) Table: Datasheet view

(2) Form: Form view

(3) Query: Datasheet view

(4) Report: Print Preview

ii) Design View

(1) “Underneath view”

(2) Design view allows us to change the structure of the object

2) Tables

1) The heart of any database

i) Every database must have at least one table

2) Tables are where we store the raw data

3) First we create the tables, and then from tables we can make:

i) Forms

ii) Queries

iii) Reports

3) Forms

1) “User interface”

i) Forms are easy to use interfaces for the tables

2) Used to:

i) Search for data (example: find a person’s phone number)

ii) Enter data into database (Use tab to move between fields)

iii) Delete data from database

4) Queries

1) Queries are used to ask questions of the database and then return the data into a smaller table (dynaset)

2) Queries can then be used to create reports

5) Reports

1) Nicely presented informational reports used to make decisions

2) Reports are often based on queries

6) Some of the differences between Access & the other MS programs:

1) While in Access, you can only have one database open at a time

i) To view multiple databases, use Windows Explorer

2) Save:

i) When you enter raw data into database, Access saves the data automatically

ii) Use the Save button only when you are creating or changing the structure of:

(1) Tables

(2) Forms

(3) Queries

(4) Reports

3) Undo/Redo

i) Only works when you are working on:

(1) A record before it is saved (moved on to next record)

(2) Creating an object (Table, Form, Query, Report)