Mike McGrath - Access in easy steps

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All other trademarks are acknowledged as belonging to their respective companies. Contents Getting Started Welcome to the exciting world of databases with Microsoft Access. This chapter describes the Access environment and demonstrates the Access user interface. Introducing Access Access is the latest version of Microsofts popular Relational Database Management System (RDBMS). The Access application (app) lets you manage all types of data with ease: Store and manipulate data in Tables Retrieve specific data by making Queries Provide user-friendly data entry Forms Supply attractively-styled data Reports Share data with colleagues using Access Access is, however, much more than a means of storing and retrieving data. If you want to, you can build complete software apps limited only by your requirements and creativity. You dont need to be a computer programmer to use Access as you can use nearly all of Accesss functionality without entering a single line of code.

All that is required is some forward planning and a clear idea of what purpose the database should serve. The New icon pictured above indicates new features of Access. What is a database? A database is simply an ordered collection of records. For example, the Rolodex you may have on your office desk is a type of database. Open it up and you have the names, telephone numbers, and addresses of your business contacts. In a computer, database information is organized in a much more structured way but the general idea is the same.

Access keeps data in Tables. A Table is like the Rolodex it contains all the data we need. Each row of the Table contains data about a specific thing. In a Rolodex it would be a business card. The columns of the Table help us to organize the data. Each column contains some specific item of data, such as the address of a contact.

The next chapter describes how databases are structured and demonstrates how to create them, but the rest of this chapter is devoted to getting you started with the Access app. Start thinking about your database now. What do you want it to do? What information do you need to store in the database? Launching the Access app Access is typically launched by clicking the Access item on the Windows Start menu, to open the Start screen. Here you see a range of ready-made templates, and a list of recently-opened Access files that you can click to reopen: Click on the Blank database template icon to begin creating a brand new Access database See a dialog box open that suggests a default name for the database and a default location on your computer Accept the suggested defaults, or edit the dialog box to provide your preferred name and location for example, rename the database as FirstDatabase and choose a C:\MyDatabases folder Click on the Create button to complete the creation of the new database at your chosen location the database will now open in the Access user interface Access can also be launched by double-clicking on an existing database file icon. In that case, Access immediately opens that database in its user interface, by-passing this Start screen. You may, optionally, omit the .accdb file extension when choosing a name the file extension will be added automatically.

Exploring the user interface The Access user interface comprises several components that allow you to work efficiently with databases. In common with other apps in the Microsoft Office suite there is a Ribbon that intelligently groups related command icons on several menu tabs. Below the Ribbon is a Navigation Pane, containing icons that represent objects within the current database, and a Table window in which to view and edit the database content. Additionally, there is an editable Quick Access Toolbar for commands you frequently use, and a Status Bar that provides useful information: The Table window provides two possible views of the database: Datasheet View displays the data within the database and allows you to enter and edit data, but does not allow you to change the format of the database. Design View displays the format of the database and allows you to change the format of the database objects. When you have a lot of windows open and space is at a premium you can close the Ribbon by double-clicking the tab that is currently selected click any tab to reopen the Ribbon. See Design View open in the Table window and notice that the Design tab has become automatically selected When first switching to Design View, a dialog may appear allowing you to choose a table name you can use the suggested name (Table1) or choose another name. See Design View open in the Table window and notice that the