Access automatically saves the database periodically. Therefore, if you are saving your files on an external disk, be sure to have your disk in the appropriate drive at all times. This program is not like Word and/or Excel where you determine when to save your file.

What is a Database? Think of each database as a File Cabinet Drawer.

• Drawer = A Database
• Folder = a Table
• In a folder = sheets of paper, records, containing info (page 1 = a person and their address info, or company and sales record, etc.)
• Info = common fields of data
• Multiple Folders = Tables that can be link to share and exchange data

So, a database has tables containing records where each record has common data fields. But, the nice thing is that, unlike a file cabinet drawer, tables can talk to each other (primary key field relationship), AND the same data can be manipulated to be drawn out into various forms or reports to be viewed or printed. (sales from 2001, sales from January to July, employees names and phone numbers that live in Aptos, etc.)

What are databases used for?...

An Access database is a file with many parts similar to Word and Excel:

• a Word document file has Pages
• a Excel file has Sheets
• an Access file has Objects
  • Tables
    • Field = Columns formatted by data type and field properties
    • Records = Rows
  • Queries (formatted for screen viewing)
  • Reports (formatted for screen viewing and printing)
  • Forms (formatted for screen viewing and data entry)

An Access Database file is a Relational database. Tables can be related to each other in one db file or between db files with a common field called a primary key.

Formatting Data Types of a filed can be :

• Text
• Date/Time
• Numbers
• Autonumbers
• Currency
• etc.

The Field Properties can be:

• Field SIze
• Required - yes or no
• have Input Masks (patterns for the data in a field cell)
• have Validation Rules (only certain data can be entered in the field cell)
• etc.

You view a Database most often in two views:

• Design View - create/edit fields and set formatting
• Datasheet View - enter/edit data in a record (The Table view)

There are three problems that follow:

• Problem 1 Employees is designed to help you learn how to use the program and is required.
• Problem 2 Real Estate Listing is required.
• Problem 3 Learn to export your Real Estate information to Excel is extra credit.

Submit problems 1, 2 and 3 via the assignment tool in Blackboard.

Watch the Access1 Video for a demonstration of tables.
Watch the Access2 Video for a demonstration of queries.
Watch the Access3 Video for a demonstration of reports.

Sample Exercise