Database Basics Access 2003

 

What is a database?

            A database is a collection of data that can or has been sorted in different ways to make the information more useful to the user.  A phone book is a database, but not an electronic one.

 

What is the difference between a database and a spreadsheet?

            The strength of a spreadsheet is manipulating numbers, especially when using formulas or totals.  You can manipulate data in a spreadsheet, but not as effectively for complicated uses.

            The strength of a database is manipulating data, sorting and creating complex reports.  You can perform some mathematical functions in a database, but not as effectively as in a spreadsheet.  Many people use a spreadsheet to manipulate data simply because they do not know how to use a database.

 

Terminology

  • Database – A database is a collection of related information.  The entire phone book is a database.
  • Table – A table contains information about one particular kind of data.  The white pages would be an example.
  • Field or Column – A field is the category name that goes across the top and names every column.  Name, address and phone number would each be fields.
  • Record or Row – A record is information for all the fields for one individual.  Rows go down. Richard Jones, 114 W. Samuel Ct, Wichita, KS 67209 855-4832 would be a record.

 

 

 

Field 1

Field 2

Field 3

Field 4

Field 5

Field 6

Headers

Last Name

First Name

Address

City

State

Zip

Row 1

Smith

John

332 S Osage

Jacksonville

FL

32216

Row 2

Jones

Ann

4392 Highline

Emporia

KS

66801

Row 3

Field

Fred

4893 S Seneca

Wichita

KS

67213

 

 

  • Query – A query allows you to sort or manipulate the data in a table.  The most common queries do not actually modify the data in a table, but just present it differently.  A query is usually based on a table.
  • Forms – A form is fancy page that makes entering data in the underlying table earlier.  Some forms can have buttons that can do other things and become simple applications so that the user doesn’t actually have know how to use the database to be able to input information.  A form is usually based on a query.
  • Reports – A report is a collection of data that is presented in a formal format.  A report allows different types of groupings and sortings.  A report is usually based on a query.
  • Macros – A macro is a small program that automatically does a series of actions that have been created and saved.

Note:  Always save a table, query, form, report or macros with type of object in the name

 

Tables

Queries

Forms

Reports

Macros

 

Column

Field

•Do not usually alter tables. •Display, sort or edit information.

•Nice format to input info.

•Create screens with buttons.

•Format info in tables.

•Automate actions

Row

 

 

Record

 

 

 

 

Open Access

            Click on the Access icon with the key                           

 

 

Opening an Existing Database

  • Click the desired database or the More button.
  • If the database does not appear in the window, click OK.  Click the Look in drop down arrow to find the location of the file.  After you have found the file and clicked on it, click on the Open button.

Creating A New Database

  • Open Access and click on the Create a new file link.
  • Click Blank database
  • At the top of the window, click the Save in drop down arrow
  • Select the location to save the file
  • In the File name box at the bottom of the screen, name your database
  • Click the Create button

 

 

 

 

RLS

10/06/2005