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About this lesson
An introduction to Microsoft Access.
Quick reference
Welcome to Access
Application Terminology
Access Database
An Access Database is a container for other objects such as:
- Tables & Relationships
- Queries
- Forms
- Reports
- Macros
- Modules
An Access database is used to organize and manage information.
Object
A thing. In Access, this will often mean a table, query, form, or report.
Table
Use a table to store data. Tables are lists of structured information
Relationship
Use a relationship to define how two tables connect to each other.
Query
Use a query to show and edit, sort and filter, data from one or more tables.
Form
Use a form to enter information into tables with ability to format and automate.
Report
Use a report to print or view information on the screen with formatting, sorting, and grouping.
Macros and Modules
Use macros and modules (containing subs and functions) to automate an application.
Automate
To automate a process with Access is to implement the logic to do a routine task such as close a form or store the date and time that a record was edited.
AutoNumber
AutoNumbers get new values automatically and are numbers normally hidden from users. They are excellent choices to use for Primary Keys.
Criteria
Criteria is the rule or rules for filtering data.
Design
The process of planning, and the result of the plan.
Field
A field describes a particular piece of information in a table. Each field has a data type which defines if the data will be text, numbers, a date, or something else.
Formatting
Formatting refers to specifying appearance by setting color, size, font, and other properties.
Filtering
Filtering data means limiting how much information you see it by particular criteria such as only information for services of a particular type.
Grouping
Grouping means breaking your data at logical places, such as when the year of a date changes, usually to calculate subtotals and other statistics.
Navigation Pane
The Navigation Pane is an area that enables you to view and manage objects in your database.
Properties
The collection of information about an object describing things such as appearance and behavior.
Primary Key
The Primary Key of a table is a field, or combination of fields, that is unique on every record.
Record
A row of information in a table is called a record.
Record Selector
The Record Selector is a box to the left of the record where you can click to select a record.
Sorting
Sorting is ordering information in a particular way, such as alphabetically or numerically.
Structure
An organized design.
Login to download- 00:04 Access doesn't have to be a big mystery.
- 00:07 These lessons will teach you
- 00:09 about Access 2013 desktop databases.
- 00:13 The essentials of what you need to know will be covered.
- 00:18 I hope to give you understanding of Access and teach you how
- 00:22 to harness its power and flexibility to build successful databases.
- 00:28 Hi, this is Crystal.
- 00:30 Microsoft Access is a powerful tool for managing data.
- 00:34 There are 2 types of Access databases.
- 00:37 We will be covering desktop databases.
- 00:40 You can also use Access to build web databases,
- 00:43 which will be discussed in a later video series.
- 00:47 In these lessons, I hope to put you
- 00:49 on a path to becoming a master with Access.
- 00:53 There are lots of new words.
- 00:55 Terminology is often what separates the novice from the master.
- 00:59 Each new term is defined in the quick reference quides
- 01:03 that accompany these lessons.
- 01:05 An Access database is a simply a file that contains other objects.
- 01:11 Object is a generic term meaning something, anything.
- 01:15 An object is a noun.
- 01:17 Access has tables for storing information,
- 01:21 Relationships for linking tables together,
- 01:25 Queries for sorting and filtering,
- 01:28 Forms for entering data,
- 01:30 Reports for printing,
- 01:32 and Macros and Modules for automating.
- 01:36 For a practical example while we are learning Access,
- 01:39 we will help Joe Smith, who is a Handyman.
- 01:42 Joe is using Access to keep track of the data for his ever-growing business.
- 01:48 He is still building his Access database.
- 01:52 We are going to look at what Joe has done and help him finish it.
- 01:57 Well, with an Access database, there is always more it can do …
- 02:02 we will get it done enough though.
- 02:04 Here is how Joe got started in business:
- 02:07 A few years ago, Joe starting walking through his neighborhood on Saturdays
- 02:11 with his lawn mower to see who needed their grass cut.
- 02:15 He was surprised at how easy it was to get work,
- 02:19 and found appreciation for his good services.
- 02:22 The lawns for each of his customers varied in size so he charged different prices.
- 02:28 Alpha and Echo have large lawns.
- 02:31 Betty's lawn is small.
- 02:34 Charlie and Dave have medium-sized lawns.
- 02:38 Joe decided on the following prices:
- 02:40 A Big Lawn would be $40.00,
- 02:43 a Medium Lawn would be $20.00,
- 02:45 and a Small Lawn would be $15.00
- 02:48 Joe's other services include Edging, Trimming, and Weeding
- 02:53 and so he decided on prices for each of those.
- 02:56 Joe also washes windows.
- 02:59 During the winter, Joe shovels snow.
- 03:02 In a few years, Joe gained carpentry, plumbing, and electrical skills.
- 03:07 Now Joe has a company called Joe Smith Handyman Services.
- 03:12 Joe offers many types of services so Access is the perfect tool
- 03:17 to help him keep track of his data.
- 03:19 A Growing Business means More Services.
- 03:22 Over time, Joe's side work on the weekends mowing lawns to
- 03:26 earn extra money turned into a successful full-time profession.
- 03:31 Sometimes keeping track of the different work
- 03:34 a customer needs, which equipment to bring,
- 03:36 and when to go is more challenging than the work itself!
- 03:40 To manage his data, Joe decided to build an application
- 03:44 using Microsoft Access, which fits his needs perfectly.
- 03:50 Joe keeps track of his customers in a table called Customers.
- 03:54 Joe has 5 customers that are currently active
- 03:57 If Joe gets another customer, he can add a new record to the end of the table.
- 04:04 If Francis Fleming becomes active again, Joe can check the Active box.
- 04:09 Joe keeps track of other information about his business in other tables.
- 04:14 Depending on the season, the type of work Joe does varies.
- 04:19 In the summer, Joes does a lot of lawn care and window washing.
- 04:24 In the winter, Joe has snow removal services.
- 04:28 Joe is starting to also offer plumbing and carpentry services.
- 04:33 The details for specific tasks and rates are stored in other tables.
- 04:38 Tables are the most important thing in Access
- 04:42 because that is where data is stored.
- 04:46 Access has other tools for displaying, manipulating, and entering data.
- 04:52 Queries enable Joe to get quick information about his data.
- 04:56 He can choose what to show from one or more tables,
- 05:01 use criteria to filter records,
- 05:05 and specify how information will be sorted.
- 05:09 Forms, which are called Views in Access Apps,
- 05:12 make it easy to add new data,
- 05:15 find, edit, and view existing information,
- 05:20 and use automation to make sure data is valid, and trigger other events.
- 05:26 Reports are used to print or view information on the screen
- 05:31 with formatting, sorting, and grouping.
- 05:35 Reports can show subtotals and totals.
- 05:39 When Joe got his data into Access, he was surprised
- 05:42 at how much money he needed to invoice his customers.
- 05:47 Access can help you make sure everything is balanced.
- 05:51 Macros and Modules are for automating applications.
- 05:56 There is a learning curve to build
- 05:58 a successful Access database, and you're on it.
- 06:02 Pay great attention to these lessons.
- 06:05 With aptitude and interest, you will do well in Access.
- 06:09 While the skills Joe has most likely differ
- 06:11 than the expertise you have, you will discover
- 06:14 how to adapt Joe's database application for yourself.
- 06:19 Access is flexible and robust.
- 06:23 Let Access help you be more successful in your business.
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