Lecture 3

INTRODUCTION TO MICROSOFT ACCESS

Lecturer: Dr. Lap Luat Nguyen

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 • Introduction to Databases
I

• Introduction to Objects
II

Outline • Working with Access Environment

• Managing Databases and Objects

• Designing Your Own Database

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II. INTRODUCTION TO DATABASES
WHAT IS A DATABASE?
• Microsoft Access is a database creation and management program. To understand
Access, you must first understand databases.
• A database is a collection of data that is stored in a computer system.
• Databases allow their users to enter, access, and analyze their data quickly and easily.
• The easiest way to understand a database is to think of it as a collection of lists.

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EXAMPLES OF DATABASE

The simplest data bases The complex data bases

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DATABASE IN MICROSOFT ACCESS
Access stores its lists of data in tables, which allow you to store even more detailed
information.

The People list in the amateur baker’s database

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Why use a database?

 While Excel is great at storing and organizing numbers, Access is far stronger at handling
non-numerical data.

 We call a database like the ones you’ll work with in Access a relational database.

 The fact that relational databases can handle information this way allows you to enter,
search for, and analyze data in more than one table at a time.

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Why use a database?

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III. Introduction to Objects
 Databases in Access are composed of four objects: tables, queries, forms, and reports.
• Tables: Store your data in your database
• Queries: ask questions about information stored in your tables
• Forms: allow you to view data stored in your tables
• Reports: allow you to print data based on queries/tables that you have created
 Together, these objects allow you to enter, store, analyze, and compile data however you
want.
 In this lesson, you will learn about each of the four objects and come to understand how
they interact with each other to create a fully functional relational database.

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 III. Introduction to
Objects
A – TABLES

 You should already understand that a database is a collection of data organized into many
connected lists.
 In Access, all data is stored in tables, which puts tables at the heart of any database.
 Tables are organized into vertical columns and horizontal rows.
 Tables are good for storing closely related information.

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 III. Introduction to Objects
A – TABLES
 In Access, rows and columns are
referred to as records and fields.
 A field is more than just a
column; it’s a way of organizing
information by the type of data it
is.
 Likewise, a record is more than
just a row; it's a unit of
information.
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III. Introduction to Objects
B – FORMS
 Forms are used for entering, modifying, and viewing records.

 They are an easy way to guide people toward entering data correctly.

 Forms help keep data consistent and organized, which is essential for an accurate and
powerful database.

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B – FORMS

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 III. Introduction to Objects
C – QUERIES
 Queries are a way of searching for and
compiling data from one or more tables.
 Running a query is like asking a detailed
question of your database.
 You are defining specific search conditions
to find exactly the data you want
Þ Queries are far more powerful than the
simple searches you might carry out within
a table.
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III. Introduction to Objects
D – REPORTS
 Reports offer you the ability to present your data in print.
 Access offers you the ability to create a report from any table or query.

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E – PUTTING IT ALL TOGETHER

=> Every piece of data a query, form, or report uses is stored in one of your database tables. 15
E – PUTTING IT ALL TOGETHER

=> Every piece of data a query, form, or report uses is stored in one of your database tables. 16
IV.IVWorking with Access Environment
A – THE RIBBON
 Access uses a tabbed Ribbon system instead of traditional menus.

 The Ribbon contains multiple tabs, each with several groups of commands.

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B – THE QUICK ACCESS TOOLBAR
 The Quick Access Toolbar, located above the Ribbon, lets you access common
commands no matter which tab you are on.
 By default, it shows the Save, Undo, and Redo commands.
 If you'd like, you can customize it by adding additional commands.

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C – BACKSTAGE VIEW

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D – THE NAGIVATION PANE
 The Navigation pane is a list
containing every object in your
database.
 For easier viewing, the objects are
organized into groups by type.
 You can open, rename, and delete
objects using the Navigation pane.

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D – THE NAGIVATION PANE

Object sorting in the Navigation pane:

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E – DATABASES WITH NAVIGATION FORM
 Some databases include a
navigation form that opens
automatically when the database
is opened.
 Navigation forms are designed
to be a user-friendly
replacement for the Navigation
pane.
 They contain tabs that allow you
to view and work with common
forms, queries, and report. 22
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V. Managing Databases and Objects
A – To open an existing database:

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 V
V. Managing Databases and Objects
B – To close a database:

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 V
V. Managing Databases and Objects
C – To open an object:

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 V
V. Managing Databases and Objects
D – To save a new object:

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 V
V. Managing Databases and Objects
E – To close an object:

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 V
V. Managing Databases and Objects
F – To rename an object:

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VI. VDesigning Your Own Database
To create a database from a template:

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VI. VDesigning Your Own Database
To create a database from a template:

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 The End of Lecture 3
INTRODUCTION TO MICROSOFT ACCESS

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