Lesson 1: Exploring Access 2013

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Learning Objectives
After studying this lesson, you will be able to:
Start Access and identify elements of the application
window
Open and explore an existing database
Identify database objects and explain how they are
used
Add data to an Access table
Close a database and exit Access 2013

Database Defined
What is a database?
A database is an organized collection of related data
files or tables.
Data are pieces of information such as names,
numbers, dates, descriptions, and other information
organized for reference or analysis.
Database management software allows users to store,
manipulate, and retrieve database information.
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Organizing Data into Tables
A typical clinic statement might include:



Distributed among these tables:

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Exploring the Access Environment
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To open an existing database, click Browse to locate the file.
Saving an existing Database


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Features of the Database Window
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Navigation Pane
Ribbon tabs
Identifying Object Types
Four basic types of objects
Tables: Hold data
Queries: Search table data
Forms: Input table data
Reports: Report table data as meaningful information
Each object type is represented by a different icon
Tables:
Queries:
Forms:
Reports:

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Using the Navigation Pane
If you do not see the Navigation
Pane, click the Shutter Bar
Open/Close Button or press [F11].
The Shutter button opens and
closes the Navigation Pane.
The All Access Objects drop-down
arrow controls how objects are
displayed in the Navigation Pane.
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Tables
A table contains the database. The table below is in
datasheet view:

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Tables
The table below is in design view:

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Three Basic Terms Used in Databases
Field
The basic unit of database tables
Holds one piece of datafirst name, last name, street
Record
A collection of all fields related to one item
All fields for a person or company
File
A collection of all related records stored together
All customers or all suppliers

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Navigating Datasheets
Tables and queries display in a row and column layout
called a datasheet.
Datasheets resemble an Excel spreadsheet.
To move from column to column, press [Tab] or [Enter] or
click the cell.

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Entering Data into a Table Datasheet
Click the New Record button.
Press [Tab] or
[Enter] to move to
the next column.
The new row is
identified with
an asterisk.
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Forms
Forms provide a quick,
accurate, and user-friendly
way to display individual
records and enter data into
tables.
Forms may be opened in
Design View, Layout View,
and Form View.
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Queries
Queries allow you to extract data from database tables
based on specific criteria and display those results in a row
and column format.
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Once
criteria are
selected,
click Run
to view
the
results.
Reports
Reports display information retrieved from a table or query in
an organized and formatted layout.
They provide detailed information that can be useful for
documenting, reporting, and making decisions.
They are designed to be printed.
They can be opened in Design View, Layout View, Report
View, and Print Preview.
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Reports
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An example of a report:
Closing Databases & Exiting Access
Steps:
1. Choose File > Close to close the database.
2. Click the Close [x] button to exit Access 2013.

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Lesson 1: Exploring Access 2013