databasebesignmsaccessfirstdiscussiononline1

Microsoft Office
Access 2013
Microsoft Office
Access 2013
Courseware # 3255
Lesson 1: Exploring the
Access Environment

Microsoft Office
Access 2013
© CCI Learning Solutions Inc. 2
An Introduction to Databases
• A database is an organized collection of
information
–The primary function is to store data
–If the data is well-organized, retrieving
the data is easy
• The key to designing a database
successfully lies in understanding the
nature of the data

Microsoft Office
Access 2013
Databases in Spreadsheets
• Many databases begin as
data entered into a
spreadsheet
– the rows and columns are
easy to understand
– all the data is stored in one
location
• Spreadsheet databases often
contain a considerable
amount of repeated data
– This leads to large file size
– Complex data relationships
cannot be represented

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Access 2013
Design the tables for a new database
What is a Database?
• Used to describe a collection of related “data”
of information stored on computers.
• It is essentially a collection of information.
• A filing cabinet, a library card catalog and
even the internet are all types of databases.
• Is an organized collection of related data
about a subject organized a useful manner
that allows access, retrieval and use of that
data.

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Access 2013
DATA are raw facts that constitute
building block of information.
DATABASE is a collection of
information and a means to
manipulate data in a useful way,
which must provide proper
storage for large amounts of data,
easy and fast access and facilitate
the processing of data.

Microsoft Office
Access 2013
Objectives of Database
1. Data Integrity – Maintaining and assuring the
accuracy and consistency of data
2. Data Integration – Combining data residing in
different sources and providing users with a
unified view of these data.
3. Data Independence – It allows the database to
be structurally changed without affecting most
existing programs.

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Access 2013
IMPORTANCE OF DATABASE SYSTEM
• Integrated data
• Data Accessibility
• Data Expanded and Manipulated
• Data Independence
• Reduced Redundancy of data
• Data Security
• Data Sharing

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Access 2013
1. Database Administrator – A person who is responsible for
the overall information from database.
2. System Developer – Persons who designed and develop
new application program.
3. End User - people who interact with database
management system to perform different operations on
database such as encoding, retrieving, updating, inserting,
and deleting data.
4. User Interface - consists of menus, buttons and other
components. All windows based software use graphical
user interface
Components of Database Environment

Microsoft Office
Access 2013
5. Application Programs - a program that is used to send
commands to the database management system to
manipulate database.
6. Repository - a collection of all data definitions, data
relationships, output styles and repot formats.
7. DBMS – a software that manages the database on a
computer.
Components of Database Environment

Microsoft Office
Access 2013
1. Table– Collection of stored data that is organized
into fields. Has Row and Column.
2. Query – it is a way of searching for and compiling
data from one or more tables..
3. Form - it is where you enter a new record, study
existing data, view data from a table or a query.
4. Report - it is a carefully organized presentation of
data from a table of query in print.
Four (4) Types of Database Objects

Microsoft Office
Access 2013
What is Access?
• Access 2016 is a RDBMS and a complete
application development environment
– Includes the tools you need to develop user-
friendly interfaces and reports
– Provides a user-friendly environment for
accomplishing database tasks even without
prior knowledge
– Uses SQL code behind the scenes

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Access 2013
Access Database File
• An Access database file is a container for a
variety of database objects
• All database objects are stored within a
single database file with the .accdb file
name extension
–Access 2007 also uses the .accdb
extension
–Earlier versions of Access use the .mdb
extension

Microsoft Office
Access 2013
Database Objects
• Tables – store data in rows and columns. In a table, each
row is a record, and each record consists of one or more
fields
• Forms – function as user-friendly interfaces for working
with data
• Reports – print and summarize data
• Queries – extract subsets of data from one or more tables,
allowing you to view exactly the data you want
• Macros – add functionality to database objects and are
often used to automate certain database tasks
• Modules – also add functionality to a database, and are
stored collections of Visual Basic for Applications (VBA)
programming language statements and procedures

Microsoft Office
Access 2013
• An Access app is a new type of
database that you create, design
and modify in Access 2013 and then
use in a standard web browser
• You share Access apps with other
users as SharePoint apps
• To build an app, select the type of
data you want to track and Access
creates the database structure for
you
Desktop Databases and Access Apps

Microsoft Office
Access 2013
The Ribbon
The Ribbon contains the commands and options you use to
perform database tasks. Each tab contains a group of related
commands.

Microsoft Office
Access 2013
The Ribbon
To reduce screen clutter, contextual tabs appear only when
they are applicable. For example, the Table Tools tab
appears only when a table is open.

Microsoft Office
Access 2013
The Ribbon includes:
Ribbon tabs Relate to a specific type of activity. You will see
contextual tabs when they are applicable.
Command buttons Appear on the ribbon tabs in groups. When you
click a command button, an action takes place.
Collapse the
Ribbon button
(CTRL+F1)
Collapse the Ribbon to just the tab names in order
to conserve space on the screen. You can still use
the Ribbon while it is collapsed. To toggle between
a collapsed and expanded state, press Ctrl+F1.
Microsoft Access
Help (F1) button
Provides access to the Help system.

Microsoft Office
Access 2013
The Ribbon
Each tab on the Ribbon contains
groups with similar commands. If a
group shows a feature with a drop-
down arrow, click the arrow to display a
list or a gallery of options for that
feature.

Microsoft Office
Access 2013
• The Navigation Pane
is a central location
from which you can
use any type of
database object
• The Navigation Pane
replaces the
Database window
found in versions of
Access previous to
2007.
The Navigation Pane

Microsoft Office
Access 2013
The Navigation Pane includes:
Navigation Pane
menu
Click the drop-down arrow to open a menu that allows
you to specify which objects to show. The default
selection is All Access Objects.
Open/Close buttons Collapses the Navigation Pane so only its Open/Close
button and shutter bar display.
Object groups Organize the objects in a database so you can find what
you are looking for.
Database objects The tables, queries, forms and other objects that exist in
the database. Each object appears in its appropriate
group.
Search box You can type the name of an object you want to find

Microsoft Office
Access 2013
• Used to create, open, save,
print and manage
databases
• Includes commands and
options related to things
you can do with a
database itself
• Shows the commands and
options available on the
File tab of the Ribbon
Backstage View

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Access 2013
Looking at the Screen

Microsoft Office
Access 2013
The screen includes the following components:
Title bar Lists the name of the open file and its path
Quick Access
Toolbar
Provides access to frequently used commands. By default,
includes the Save, Undo and Redo commands.
Minimize,
Restore/Maximize
and Close buttons
Enable you to minimize the program to a button on the
taskbar, maximize the window to full screen, restore the
window to its former size, and close the application
Close object
button
Closes the object viewed on the right of the Navigation Pane
Dialog box
launcher
Opens a dialog box, window or task pane when you click it
Access work area When objects in the Navigation Pane are opened, the appear
in the Access work area so you can work with them
View buttons Enable you to switch between views of the currently selected
object

Microsoft Office
Access 2013
The screen includes the following components:
Status bar Indicates the currently displayed view and whether
specific modes are applied.
Split bar Drag this bar to increase or decrease the size of the
Navigation Pane, or to increase or decrease the size of
the object you are viewing in the work area.
Navigation buttons Enable you to move between records in a table or form.
Filter Enables you to remove or re-apply a filter
Search Enables you to search and find characters in the table
records.
Office Account Sign in to Office (optional) to save your files online to a
SkyDrive account.

Microsoft Office
Access 2013
• ScreenTips help identify
buttons or elements on
the tabs of the Ribbon
and the screen
• To view a ScreenTip,
position the mouse
pointer over the item; a
tip then displays the
name of the button along
with a description of its
purpose.
Viewing Screen Tips

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Access 2013
• Includes buttons for
frequently used commands
• By default, includes the Save,
Undo, Redo and Customize
Quick Access Toolbar buttons
• By default, located at the left
of the title bar above the
Ribbon
• You can move the Quick
Access toolbar and you can
customize it by adding
buttons
Using the Quick Access Toolbar

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Access 2013
Starting Access

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Access 2013
• Database templates
have replaced the
Database Wizard found
in older versions
• Some templates include
objects and sample
data.
• The Blank database
template does not
include any pre-defined
database objects
Wizards and Templates

Microsoft Office
Access 2013
• The Blank database template
creates an empty database
file
• Click the Browse for a
location button to specify a
name and location for the
new database
• Specify a file name and
location and click OK to save
your specifications
• Click the Create button to
create the blank database file
Creating a New Blank Database

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Access 2013
Creating a Database from a Template
• Click a template in the gallery
• Specify a name and location
• Click Create

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Access 2013
Closing a Database
• Use the Close command in Backstage view, OR
• Close the application window to close the file
and exit Access

Microsoft Office
Access 2013
Opening an Existing Database
• Recently used databases appear in the Quick Access list in
the Startup screen – simply click the database name to
open the file
• You can click the Recent tab to see a list of up to 50
database files you have recently accessed – click a database
name to open the file
• You can configure Access to provide quick access links to
up to 25 databases at the bottom of the left panel in
Backstage view – click a quick access link to open the
database
• You can use the Open dialog box to locate and open a
database file as well

Microsoft Office
Access 2013
Viewing Objects
• Select options in the Navigation
Pane menu to control which
objects display in the Navigation
Pane
• By default, objects display by type
and all objects appear in the
Navigation Pane
• You can filter which objects display
• You can control how objects are
grouped or organized
Using the Navigation Pane

Microsoft Office
Access 2013
Sorting and Filtering Objects
• You can sort and filter objects in
the Navigation Pane
• To sort, right-click the object
group heading, point to Sort By,
then select an option
• To filter objects, select an item in
the Filter By Group list

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Access 2013
Copying Objects
• You can copy and paste objects in the
Navigation Pane
• Different objects have different options
• You can also use the Save Object As command
to create a copy of the current object with a
new name

Microsoft Office
Access 2013
Renaming Objects
• Right-click an object in the Navigation Pane and select
Rename in the shortcut menu to open an object name
for editing

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Access 2013
Deleting Objects
• Select an object in the Navigation Pane, then press the
Delete key or click the Delete button in the Home tab on
the Ribbon
• You can also right-click the object in the Navigation Pane
and select Delete in the shortcut menu
• You will be prompted to confirm object deletions
• Take care when deleting objects – make sure that they
are not referenced by other objects

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Access 2013
Setting Options
• You can create custom categories and groups and set
options that control how objects displays in the Navigation
Pane
• To create a custom category, right-click the Navigation
Pane menu bar, then select Navigation Options to open
the Navigation Options dialog box
– Click the Add Item button to create a new category
– Specify a name for the new category, then click OK
– Display the Navigation Pane menu and select the new
category, then drag items from the Unassigned Objects list
into the Items list so that they will appear in the new category

Microsoft Office
Access 2013
• Use options in the Save
As tab in Backstage view
to save a database with a
different file name or save
a database in a different
location
Saving and Exporting Databases

Microsoft Office
Access 2013
• Use the Save As dialog
box to save a database
file to a different location
• Locations can include the
local network, an
attached storage device,
a cloud location or your
organization’s SharePoint
site
Saving Databases to a Different Location

Microsoft Office
Access 2013
Exporting Data to Alternate Formats
• Excel
• Text file
• XML
• PDF or XPS
• Email
• Access
• Word Merge
• Word (listed under More)
• SharePoint List (listed under More)
• ODBC Database (listed under More)
• HTML Document (listed under More)

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