DATABASE & MICROSOFT ACCESS

BY: BAILEY BATTS

DATE: JANUARY 28, 2013

WHAT IS A DATABASE?

A data base is an organized collection of related

information.

It is organized like a file cabinet. It makes it easier

to find information.

It can be sorted in order from A to Z. Also from Z

to A.

WHAT IS THE MAIN POINT OF A DATABASE?

Well, A database is used to store data and make it

easier to find.

Its like a spreadsheet. But the database is more

sensitive than the spreadsheet.

You have to be careful when putting information in

the database.

WHAT DOES THE ACCESS ICON LOOK L IKE?

This is the symbol used

for the Access.

The icon has a Key on

it. It represents the

access part of the

program.

The A stands for

Access

WHAT ARE DATABASE TYPES?

Database types are different types of data that are

entered in a database.

Examples:

Date & Time

Logical

Memo

Text

WHAT ARE THE IMPORTANT PARTS OF A

DATABASE?

Fields

Entries

Records

WHAT IS A FIELD?

A field is a category in the database.

You can have as many fields as you like.

They are like the titles at the top of the database.

So you know what the category is.

WHAT IS AN ENTRY?

An entry is the information put in the database.

It is the pieces of information under each field

name.

WHAT IS A RECORD?

A record is a complete set of field entries.

It basically means the rows are in the database.

There is no limitation of how many records you can

have in a database.

3 TYPES OF DATABASE VIEWS

Data Sheet View: Displays the table data in a row-

and-column format.

Design View: Place to create field names and data

types for a data base.

Form View: Used to display or enter one record at

a time

DESIGN VIEW

The top part is the

design view.

When in database, the

way to get here is to go

to your right and look

under file.

You will see view. Click

on it and click design

view.

DATA SHEET VIEW

This is the data sheet

view.

To get to this, go under

file again.

Then click view again.

But this time, click

data sheet view.

FORM VIEW

This is the form view.

When you need to

search for this, go under

file.

Then go to view again.

But this time, click

form view.

3 MAJOR DATABASE FUNCTIONS

Report: A display of records or parts of records

that satisfies a particular search or sort.

Sorting: Arranging information in alphabetical or

numerical.

Search: The searching of your files.

REPORT

This is a report.

To create this you must go

to the Create tab.

Then click on report wizard

and a little box will pop up.

Click then arrows, then

click next and keep going

until you get to finish.

SORTING

There are two types of sorting.

They are called ascending and descending.

Ascending: Sorting from smallest to largest.

Example: A-Z

Descending: Sorting from largest to smallest.

Example: Z-A

WHAT IS A SEARCH?

Search is a feature that displays records that meet one or more

specific criteria.

This function is also referred to as a Query or Filter.

The easiest way to do this is by the query function.

Go to Create and look for Query Design. When you find it, click

it. Then a little box will pop up on your screen. Click ok.

Sometimes you will have to pick specific fields. If that ever

occurs, then double click that field. One your done, then click ok.

JOBS THAT USE ACCESS DATABASE

Stores: For inventory

Travel Agents: To keep up with clients

Hospitals

Banks

The Police

The Government

STEPS TO CREATE A DATABASE

1. First find the program. It is called Microsoft

Access 2010. Click that.

2. Then you will see a screen come up. Look to the

right of your screen and you will see a little piece of

paper. Then you will see a box that says File Name.

Put the file name you would like or what your

teacher tells you to. Then click create.

STEPS CONTINUED

3. Then you will come to your Datasheet View. But

we can’t be there unless we have our field names. So

go to View under file in the top left corner. Click

Design View. Put the names of the fields in the left

boxes. In the right boxes, you will see Data Type. If

you wan to change the type, click on that box, then

click the arrow that is inside of the box. Be careful of

what data type you use for each field. Some are very

specific.

STEPS CONTINUED

4. Once you’ve entered your fields and have your

data types, go back to file in the top left corner. Click

the View button again and then click Datasheet View.

When you click it you should turn back to that type

of view. The field names should be at the top.

5. Start entering your data. Now remember, This is

not Excel. You cant go down when entering data. You

have to go across. So enter your data across.

STEPS CONTINUED

6. Make sure you have all your data that you need.

Now if you have any questions you need to answer,

then do those.

7. This is the last step. Go to file, save DATABASE

AS. PLEASE DO NOT SAVE THE FILE AS OBJECT. IT

WILL NOT OPEN IF YOU DO. SO PLEAE GO TO

FILE, SAVE DATABASE AS AND CICK SAVE. Your

done!

HOW TO DO A CRITERIA

Go to Create. Then go to Query Design.

Then click it. You will see a box pop up that says “Show Table

”. Click ok.

Then you will have your Query. That’s how you do the Query.

Then at the bottom you will see a box that’s says Criteria. You

but a letter, number, etc. And a * behind it. This will give you

the items or things that begin with that letter, number etc.

EXTRA THINGS YOU NEED TO KNOW

The database will always but the first field in

alphabetical order from A-Z, so don’t panic if it does.

Be patient, and make sure you have no errors

while you are creating your database.

Also, make sure that you save EVERYTHING.

Including the queries.

REFERENCES

Access Key Symbol: http://www.indiana.edu/~

hperp200/days/day22.htm

Datasheet View Chart : http://

dotnet.tech.ubc.ca/CourseWiki/index.php?title=IG009

Design View Chart : http://

www.functionx.com/access2007/columns/designview.htm

Form View Chart : http://

databases.about.com/od/tutorials/ss/access2007forms_8.htm

Report Chart: http://

www.databasedev.co.uk/count_values_countiif.html

REFERNECES

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