ecomed services is a fictional lighting company located in kansas city, missouri it provides...
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EcoMed Services EcoMed Services is a fictional lighting
company located in Kansas City, Missouri
It provides environmental friendly lighting to medical facilities in the United States
EcoMed opened for business in 1972 and has grown to partner with more than 150 medical facilities
Company stocks over 300 standard and specialized light bulbs
Ms. Ivon Gonzalez, company president You have been hired as an intern to help
manage and update the Access database
Microsoft® Access 2013
Lesson 01
Getting Startedwith a Database
Objectives
• Identify basic database structure1
• Work with a Microsoft Access database2
• Identify components of Access3
• Navigate Access recordsets4• Modify a datasheet’s
appearance5• Save and print a recordset6
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What is a Database? A database is a logically organized
collection of data Example: School database is used to track
courses, where you live, when you graduate, contact information, and other important academic information, etc…
Types of databases: Relational – Access is a relational database;
It’s the most common type of database; eliminates duplication of records
Flat – Excel – each database is represented as a single table
Hierarchical – data is organized into a tree-like structure
Network – each record type can have multiple owners
Dimensional – is a relational database that uses a dimensional data model to organize data
5
Relational Database Access databases are organized by
major objects All data is stored in TABLES
A table is the major database object that stores all data in a subject-based list of rows and columns
Looks similar to an Excel spreadsheet with rows and columns
Objective 1
Identifying Basic Database Structure
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Data Organization Table: major database
object that stores all data in a subject-based list of rows and columns
Record: complete set of related data about one entity or activity Records = rows
Field: smallest storage element that contains an individual data element within a record Fields = columns
7Figure 1-1
Data Organization
A group of fields make up a record A group of records make up a table A group of tables make up a
database
8Figure 2-1
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Recordset A recordset is a Microsoft object—
oriented data structure consisting of grouped records
A recordset can be as small as a single field or as large as two or more combined tables
A recordset is most often displayed as either a form or a report
Major Objects in an Access Database
Major Object Purpose
TablesTables store data about people, activities, items, and events
Queries
Queries display and organize data depending on the question being queried
FormsForms display data on a screen in user-friendly formats
Reports
Reports organize and format data to be used as printable documents
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Major Object Orientation
11Figure 1-3
Objective 2
Working with a Microsoft Access Database
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Properties Dialog Box
Files are located on-line
Files are in folders matching the lesson number
EcoMed-01 is located in folder Lesson 01
Copy files to your desktop
13
Exercise 1-1
Figure 1-4
Access Backstage
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Exercise 1-2
Figure 1-5
Objective 3
Identifying Components of Access
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Getting Started Window
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Exercise 1-3
Figure 1-6
Navigation Pane
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Exercise 1-4
Figure 1-7
Navigation Pane Options
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Exercise 1-4
Figure 1-8
Navigation Pane Options
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Exercise 1-5
Figure 1-9
Leszynski Naming Convention for Major Objects
Prefi
x
Object Type
Example
tbl Table tblBulbType qry Query qryInvShort frm Form frmInventory rpt Report
rptInvByVender20
Table 1-1
Open a Table
21
Exercise 1-6
Figure 1-10
22
Switching Views• Each database object has multiple
views• Datasheet View – records are
organized like an Excel Spreadsheet with yourrecords displayed in rows and columns
• Design View is used to modify the structure of the object; Records are NOT displayed
Objective 4
Navigating Access Recordsets
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Navigation Buttons A Record Navigation Button is an icon
that moves the pointer within the recordset to the next, previous, first, last record, or a specified record
The Navigation Buttons are located at the bottom left of a table
Table 1-2
Keyboard Shortcuts
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Action Shortcut
Ctrl + HomeMove to the first field in the first record
Ctrl + EndMove to the last field in the last record
Tab or Move to the next fieldShift + Tab or
Move to the previous field
Objective 5
Modifying a Datasheet’s Appearance
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Hide/Unhide Columns
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Exercise 1-10
Figure 1-13
You can hide and unhide columns reduce thenumber of fields displayed
Resizing a Column
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Exercise 1-11
Figure 1-14
You can resize columns to enhance thedata being viewed
Changing row height is a GLOBAL setting and affects all of the rows in the entire table
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Font Commands Font commands, such as bold, italics,
and underline affect the ENTIRE datasheet
Other commands such as align left, center, right, can be applied to selected fields
You can alternate row color to improve readability
Objective 6
Saving and Printing a Recordset
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Print Dialog Box
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Exercise 1-14
Figure 1-17
Print Dialog Box
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Exercise 1-15
Figure 1-18
33
Save a Table to an External File
Rather than printing directly on paper you can create an XPS or PDF file XPS is the file extension used by XML
Paper Specification PDF is the file extension used by Portable
Document Format You can save the electronic file, print or
email it1. Click the File tab2. Click on the Save & Publish tab3. In the File Types Section, Click Save
Object As, and choose PDF or XPS
Objective 7
Managing Access Files
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Compact and Repair
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Exercise 1-16
Figure 1-19
You can use the Compact and Repair command to reclaim unused space and improve database efficiency File, Info, Compact and Repair
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Back-Up a Database You should back-up your database to
prevent data loss The backup file is saved to the same
location as the original file The default name of your backup file is
the current date and time appended to the end of the original file File, Save Database As Backup Database
Example: EcoMed-01_2014-04-25
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