Lesson 1 Introduction to Microsoft Access by moti


									                                                                                WXGE6101 Lesson 1

       Lesson 1: Introduction to Microsoft Access

Chapter 1: Introduction
Microsoft Access is a windows-based relational database management system. It is one of the
programs in the Microsoft Office. It runs under the windows 95/98/2000/NT/XP operating
systems. This chapter is based on Access 2000. You can find it in the Microsoft Office 2000 suite
of programs.
Access is one of the most popular database management software. It is powerful and yet easy to
use. You can use Access to design and manage database in a very flexible way. It allows you to
create tables, set relationships, design forms, queries and reports very easily.
First of all you need to understand how Microsoft Access breaks down a database. Some
keywords involved in this process are: Database File, Table, Record, Field, Data-type. Here is
the Hierarchy that Microsoft Access uses in breaking down a database.
                                 Database File: This is your main file that encompasses the
                                 entire database and that is saved to your hard-drive or floppy
                                 Example) StudentDatabase.mdb
                                 Table:A table is a collection of data about a specific topic.
                                 There can be multiple tables in a database.
                                 Example #1) Students
                                 Example #2) Teachers
                                 Field:Fields are the different categories within a Table.
                                 Tables usually contain multiple fields.
                                 Example #1) Student LastName
                                 Example #2) Student FirstName

                                 Datatypes:Datatypes are the properties of each field. A field
                                 only has 1 datatype.
                                 FieldName) Student LastName
                                 Datatype) Text

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Chapter 2: Starting Microsoft Access
I. Two Ways
          1. Double click on the Microsoft Access icon on the desktop.

          2. Click on Start --> Programs --> Microsoft Access

II. Creating New, and Opening Existing Databases

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                                    First started using Access

The above picture gives you the option to:
       Create a New Database from scratch
       Use the wizard to create a New Database
       Open an existing database
            o   The white box gives you the most recent databases you have used. If you do not
                see the one you had created, choose the More Files option and hit OK. Otherwise
                choose the database you had previously used and click OK.

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                             Select the option from the Task Pane
Create a database without using the Database Wizard

1. When Microsoft Access first starts up, a dialog box is automatically displayed with options to
create a new database or open an existing one. If this dialog box is displayed, click Blank Access
Database, and then click OK.

If you have already opened a database or closed the dialog box that displays when Microsoft
Access starts up, click New Database on the toolbar, and then double-click the Blank Database
icon on the General tab.

2. Specify a name and location for the database and click Create. (Below is the screen that shows
up following this step)

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Chapter 3: Microsoft Access Components
An Access database typically consists of a set of tables, forms queries, reports, modules, macros,
and pages.

1. Tables

A table stores information about an entity such as customer, product or account. A database will
typically have several related tables. Each table will have a primary key field (one of the fields in
the table). This key field is used to access information in the table. The key field may also be used
to establish links to other tables.

2. Queries

A query is a request to view, insert, modify, analyze or display data. For example, you can query
a database management system to display information about customers or products. You can also
use a query to perform computations.

3. Forms

A form is used to view or enter data into a database. Access lets you design your form in
a variety ways.

4. Reports
A report is a special type of form. It is used to present data in printed form. Access lets you
design your report in a variety of ways.

5. Modules

A module is a collection of procedures (programs) that can be associated with forms, reports or
events. There are two basic types of modules – class modules and standard modules. The
procedures in a module can be a function procedure or a sub procedure.

6. Macros

A macro is a set of one or more actions that each performs a particular operation, such as opening
a form or printing a report. Macros help automating common tasks. For example, a macro that
prints a report can be run when a user clicks a command button. A macro composed of a
sequence of actions, or it can be a macro group.

7. Pages
A data access page is a special type of webpage designed for viewing and working with data from
an Internet or intranet – data that is stored in a Microsoft Access database or a Microsoft SQL
Server database. The data access page may also include data from other sources, such as
Microsoft Excel.


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