This is a power point i made for my computer class. Enjoy :)

1. DATABASE & MICROSOFT
ACCESS
BY: BAILEY BATTS
DATE: JANUARY 28, 2013

2. 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.

3. 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.

4. WHAT DOES THE ACCESS
ICON LOOK LIKE?
 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

5. WHAT ARE DATABASE
TYPES?
 Database types are different types of data that are entered in a
database.
 Examples:
 Date & Time
 Logical
 Memo
 Text

6. WHAT ARE THE
IMPORTANT PARTS OF A
DATABASE?
 Fields
 Entries
 Records

7. 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.

8. WHAT IS AN ENTRY?
 An entry is the information put in the database.
 It is the pieces of information under each field name.

9. 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.

10. 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

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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

17. 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.

18. JOBS THAT USE ACCESS
DATABASE
 Stores: For inventory
 Travel Agents: To keep up with clients
 Hospitals
 Banks
 The Police
 The Government

19. 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.

20. 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.

21. 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.

22. 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!

23. 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.

24. 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.

25. 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

26. REFERNECES
 Thank You Sign: http://www.beyondnuclear.org/storage/post-
images/thank%20you%20languages.jpg?__SQUARESPACE_CACH
EVERSION=1357758491082