Brief Look at Access tables, query, form and report.

1. Define the terms field, record, table, relational database, primary key, and foreign key
2. Create a blank database
3. Open an existing database
4. Identify the components of the Access and Database windows
5. Create and save a table in Datasheet view.
6. Enter field names and records in a table datasheet.
7. Open a table using the Navigation Pane. 
8. Open an access database
9. Copy and paste records from another Access database.
10. Navigate a table datasheet
11. Create and navigate a simple query
12. Create and navigate a simple form
13. Create, preview, print, and navigate a simple report
14. Learn how to manage a database by backing up, restoring, compacting, and converting a database.

Important Points.

1. Access must be opened first then open the database file. If you click on the database file first (docucentric approach) the database file will open but a number of the wizards will be disabled in Access making it impossible to complete your assignments.
2. When you enter data into a record and proceed to the next record the data is automatically saved to disk.
3. When you save the database, the structure of the database is being saved.
4. When you compact the database, records that have been marked for deletion are removed from the database.
5. A field is a single characteristic or attribute of a person, place, object, event, or idea.
6. A table is a collection of fields that describe a person, place, object, event, or idea.
7. The specific value of a field is called the field value.
8. A collection of related tables is called a relational database.
9. A relationship can be established between tables that have a common field that is of the same data type.
10. A primary key is a field, or a collection of fields, whose values are unique for every record in a table, cannot be null and is the first index of the table. These are the entity integrity restraints of a primary key.
11. When you join the primary key from one table to a common field in another table, the common field in the related table is called a foreign key.
12. A Database Management System (DBMS) is a software program that lets you create databases and then manipulate data in them.
13. A Relational database management system data is organized as a collection of tables.
13a. A template is a pre designed database that include tables, reports and other database objects.
14. Datasheet view shows a tables contents in rows and columns.
15. Navigation Pane is the area on the left side of the window that list all of the objects in the database.
16. Tables can be createted in datasheet view. Click create tab on the ribbon, in tables group click the table button, accept the default Id primary key, add your field by double clicking the add new field column heeding. click save after all of the fields have been added.
16a. Field names: 64 characters letters, numbers, spaces and special characters except for a period, exclamation mark, accent grave, and square brackets, cannot begin with space. Give fields descriptive names. Recommend that you do not use any spaces in field names because it cause conflicts with programming.
17. Data type determines what field values you can enter into a field.
18. Autonumber data type automatically inserts a unique number in the field for every record. Long Integer.
19. Text data type allows field values contain letters, digits, and other characters.
20. Clicking a field selector (column selector) or a record selector (row selector) selects the entire column or row.
21. When creating a table in datasheet view and entering data access automatically assign each field a data type based on the field values you enter.
21a. Saving a table - click the save button on the quick access toolbar.,type the table name in the box, click OK.
21b. Opening a table -double click the table name in the navigation pane.
22. Copy records from another Access database: With the current database open, Open the other database, open the table that records are to be copied from, select all of the records to be copied by clicking the datasheet selector. , in the clipboard group on the home tab, click copy, close the table, say yes you want to keep data in the clipboard, close the database, go to the table records are to copied to, select the new record row, in the clipboard group on the home tab, click paste, click yes. Remember that the table structures must be the same.

23. A query is a question you ask about the data stored in a database. There are two types of queries. Select queries in which data is selected based on the contents of the fields and do not change the contents of the table. Action queries which change the the contents of the table in some way.
24. When a query is saved the Sequential Query Language (SQL) is saved not the dynamic data set created by the query.
24a. Simple Query Wizard: - click create tab on the ribbon, in the other group on the create tab click the query wizard button, make sure simple query wizard is selected, click ok. Click the tables\queries down arrow to select the table or query you want to use, then send the fields across to the selected fields box, click next, select detailed or summary, click next, type in the name you want for the query, click finish.
25. A form is a graphic user interface into the table. A form tool creates a form containing all the fields in the table or other database object.
26. A creating a form open the table in datasheet view, in the forms group on the create tab, click the form button,
27. A report is a formatted printout (or screen display) of one or more tables in a database.
27a. Create a simple Report. - select table and open in datasheet view, click the create tab on the ribbon, in the reports group on the create tab, click report button.
27b. Print Preview report: in the views group on the report layout tools format tab, click view button arrow, click print preview.
27c. Print a report - click the office button , point to print, click quick Print.

28. Compacting a database rearranges the data and objects in a database to decrease its file size.
29. Backing up a database is the process of making a copy of the database.

Best Practice:

1. Make a backup copy of your database on a daily basic while you are working on it.
a. Right Click on Start button.
b. Select explorer from the pop up menu.
c. Select the drive/folder where your database file is located.
d. Right Click the database file and select copy from the pop up menu.
e. Select the drive/folder where you want to place the copy of your database file.
f. Right click on the drive/folder and select paste from the pop up menu.