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MS Access: Database Concepts

ITS@PennState 224B Computer Building University Park, PA 16802 [email protected] http://its.psu.edu/training/ Alternative Format Statement This publication is available in alternative media upon request.

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Objectives...... 2

Exploring the Access Environment...... 3

Access Window Terminology...... 3

Examining the Database Window...... 4

Database Window Terminology...... 4

Exploring a MS Access Table...... 5

Table Terminology...... 6

Examining MS Access Relationships...... 6

Additional Resources...... 7

Independent Practice Activity...... 8 Objectives

• Become familiar with MS Access database terminology

• Learn how to start MS Access, open a database & navigate the software interface

• Understand database objects & their corresponding functions

• Use standard design principles to plan a database

• Explore relationships between tables

• Use Help options to find information on MS Access topics

• Learn how to close a database & MS Access

MS Access: Unit 1 Page 2 Fall 2002 Database Concepts Exploring the Access Environment

Title bar Database toolbar

Menu bar Task pane

Status bar

Access Window Terminology

Menu bar shows all the menus available in Access; a menu contains commands to perform a set related tasks

Title bar consists of buttons to change the window size or close the window; also displays the Control menu icon & the program name

Database toolbar contains buttons for frequently used actions; shortcuts to commands available in the menus

Task pane contains shortcuts to frequently performed tasks

Status bar displays the current status of ongoing tasks

MS Access: Unit 1 Page 3 Fall 2002 Database Concepts Examining the Database Window

Database title bar

Database window Objects bar toolbar or action bar Database object buttons Objects

Database Window Terminology

Database title bar consists of buttons to change the window size or close the window; also displays the Control menu icon the database name

Database window toolbar also referred to as the action bar; contains buttons for frequently used actions; shortcuts to commands available in the menus

Objects bar toolbar that identifies all the object buttons & objects

Database object buttons identifies the various items that can be created in Access

Objects items that can be created in Access such as tables, queries, forms, reports, pages, macros & modules

Table used to store data

MS Access: Unit 1 Page 4 Fall 2002 Database Concepts Query used to retrieve specific information from a table

Form used to enter data into a table in a database; also used to view and modify data

Report used for displaying and printing data in an easy-to- read format

Page used to show data on the Internet

Macro used to automate frequently performed database tasks

Module a program written in Visual Basic to automate and customize database operations

Exploring a MS Access Table Table title bar Table menu bar Table toolbar

Records Fields

Data value Primary key

MS Access: Unit 1 Page 5 Fall 2002 Database Concepts Table Terminology

Data Value an instance of data

Record a single set of related data values which is represented by a row in a table

Field a particular item of information or data value which is represented by a column or cell in a table; categories of data

Table a collection of records; records and fields in a table form Its rows and columns

Design View used to build or modify the structure of a table

Datasheet View used to add, edit or analyze the data itself

Primary Key field that uniquely identifies each record

Examining MS Access Relationships

Common fields

Primary Key Primary Key

One-to-Many Relationship

MS Access: Unit 1 Page 6 Fall 2002 Database Concepts Additional Resources

MS Access 2002 Help

Help menu (Contents, Answer Wizard, Index tabs) F1 Ask a Question box Office Assistant

Special Edition Using Microsoft Access 2002 by Roger Jennings The Complete Reference: Access 2002 by Virginia Andersen Mastering Access 2002 by Alan Simpson and Celeste Robinson Teach Yourself Microsoft Access 2002 Visually by Ruth Maran Instant Access Databases by Greg Buczek Microsoft Access 2002 Bible by Cary N. Prague and Michael R. Irwin Sams Teach Yourself Microsoft Access 2002 in 10 Minutes by Faithe Wempen Microsoft Access 2002: At A Glance by Perspection Microsoft Access 2002: Step By Step by Catapult, Inc. Running Microsoft Access 2002 by John Viescas Microsoft Pocket Guide to Microsoft Access 2002 by Stephen L. Nelson

Websites http://its.psu.edu/training/ http://www.fgcu.edu/support/office2000/access/index.html http://www.cant.ac.uk/title/tutorials/access.htm http://www.microsoft.com/office/access/default.htm http://www.microsoft.com/office/access/using/default.htm http://www.cyber-matrix.com/access.htm http://www.course.com/downloads/NewPerspectives/office2000/access_main.ht ml http://www.customguide.com/demos/access2000_2.pdf#page=13 http://databases.about.com/cs/tutorials/ http://ittraining.westmont.edu/access/tutorials.html http://cisnet.baruch.cuny.edu/holowczak/classes/2200/access/accessall.html

Phone Numbers

Help Desks (215 Computer Bldg 863-2494 and 2 Willard Bldg 863-1035) Seminar Line 863-9522

MS Access: Unit 1 Page 7 Fall 2002 Database Concepts Independent Practice Activity

Start Access. In the Access window, identify the toolbar, menu bar and title bar.

Go to the Help menu, then Sample Databases and open the Northwind Sample Database

How many and what types of database objects are there in this database?

Open the Customer table. How many fields and records are there in this table?

Close the Northwind Sample Database and MS Access.

Write down the appropriate database terms for each of the following:

 A set of related data values  A collection of records  An instance of data  A field that uniquely identifies each record  Used to build or modify the structure of a table  Used to show data on the Internet

If you want to enter information into the database, what object would you use?

If you want to retrieve information from the database what object would you use?

If you want to print values from a table, what object would you use?

If you want to automate a frequently performed task, what object would you use?

Plan and Design a Database

 Think of a situation or problem you may encounter in your academics, work and/or research that could be solved with a MS Access database.

 Define the problem. Be as specific as possible.

 Define the purpose/scope of the database.

 Who will access and use the database?

 Who will create the database?

MS Access: Unit 1 Page 8 Fall 2002 Database Concepts  Who will maintain and modify the database?

 Who will update the data/information in the database?

 What kind of information will be pulled from the database? What kinds of reports are needed?

 What categories or subsets of information are needed in this database?

 How would you organize this information into tables?

 How will these tables relate to one another?

 What fields will be needed in each table? Be as thorough as possible.

MS Access: Unit 1 Page 9 Fall 2002 Database Concepts