Microsoft Access - Understanding Databases Video

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How to use Microsoft Access - Understanding Databases - part 2 of 13

Jonathan: Soon, we’re going to show you how to create an access database. But first, to learn about Access Database is let’s just take a brief look at one right now. We’ll use the open database button on the Toolbar and when we click on it, the open database dialog box appears. By the way files we use in this course are not part of your software. These are files we created. Now, our database files are in our company folder. The one we want is Demonstration Models. When we double click on it, the database window opens with the demonstration models database. Now, notice that more toolbar buttons are not available. The toolbar and the menu change. Depending on what task we’re doing. We’re going to point out new menus and buttons as we use them. The database window includes tabs for select to each of the six types of objects that can be included in an access database. Tables are the first type of object. Tables are where access stores data in a database. As you’ll see, you can have more than one table in a database. The other five types of database objects are tools for working with data. Queries are tools used for getting information from tables. Now queries ask questions like which customers are COD only or which accounts past due. Forms are powerful tools for entering, changing and viewing data stored in tables. Reports are for printing data in professional looking report formats. Macros are used for automating database operations. And modules are used for complex automation often used by developers to build professional applications. Now, we will be covering macros and modules in this course. So a database is both a collection of related data in the tables and the tools needed to work with that data. Cris: Excuse me, can you just fill in this line. Jonathan: Why certainly? Cris: Legibly. Jonathan: Legibly. Picky, picky, so picky. Cris: You should see his handwriting. Thank you. Jonathan: Now nobody’s perfect. I only think we where we? Oh, oh yes. We were talking about data tables and the tools to work with them and because of the relationships between tables working with related information is both easy and it’s sufficient. Now as an example, let’s look at this database. One table Loaned out list the instruments currently out in loan. Another table, instruments that list all the instruments in inventory. While the third table prospective customers lists all the customers that have an instrument checked out. For each instrument on loan, the loaned out table contains one piece if data that identifies the instrument that’s been checked out. Plus another piece of data identifies the person who borrowed it. Now, the relationships among these three tables make it so easy to find the needed information for each instrument on loan and for each customer who borrows an instrument. Eventhough each table contains only part of the information. For example, an instrument is ID can lead us to information on that instruments price and purchase date. While the customer ID can help us locate that person’s last and first names. Working with related data store in this way is well it’s efficient because it reduces the amount of disc space and data entry required. So now, let’s open a table and tale a closer look. The tables in the demonstration models, database are already displayed. That the table we want is perspective customers and we can open an object with the open button or by double clicking on the object name. We double click on perspective customers. The table opens in data sheet view. Now with this view, we can see and work with the data in the table. In data sheet view, the table resembles a spreadsheet with the information organized in rows and in columns. The rows in the table, those are called records. Each record contains information about a particular item such as person or a thing. The columns on the other hand are called fields and each field describes a type of data being collected for each item such as a person’s last and first name. We close the data sheet window clicking on its close button. And we close the database the same way. But now you’ve seen what makes up a database. In the next topic we’re going to created one.

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Jonathan: Soon, we’re going to show you how to create an access database. But first, to learn about Access Database is let’s just take a brief look at one right now.

We’ll use the open database button on the Toolbar and when we click on it, the open database dialog box appears. By the way files we use in this course are not part of your software. These are files we created.

Now, our database files are in our company folder. The one we want is Demonstration Models. When we double click on it, the database window opens with the demonstration models database. Now, notice that more toolbar buttons are not available. The toolbar and the menu change. Depending on what task we’re doing. We’re going to point out new menus and buttons as we use them.

The database window includes tabs for select to each of the six types of objects that can be included in an access database. Tables are the first type of object. Tables are where access stores data in a database. As you’ll see, you can have more than one table in a database.

The other five types of database objects are tools for working with data. Queries are tools used for getting information from tables. Now queries ask questions like which customers are COD only or which accounts past due. Forms are powerful tools for entering, changing and viewing data stored in tables. Reports are for printing data in professional looking report formats.

Macros are used for automating database operations. And modules are used for complex automation often used by developers to build professional applications. Now, we will be covering macros and modules in this course.

So a database is both a collection of related data in the tables and the tools needed to work with that data.

Cris: Excuse me, can you just fill in this line.

Jonathan: Why certainly?

Cris: Legibly.

Jonathan: Legibly. Picky, picky, so picky.

Cris: You should see his handwriting. Thank you.

Jonathan: Now nobody’s perfect. I only think we where we? Oh, oh yes. We were talking about data tables and the tools to work with them and because of the relationships between tables working with related information is both easy and it’s sufficient.

Now as an example, let’s look at this database. One table Loaned out list the instruments currently out in loan. Another table, instruments that list all the instruments in inventory. While the third table prospective customers lists all the customers that have an instrument checked out. For each instrument on loan, the loaned out table contains one piece if data that identifies the instrument that’s been checked out. Plus another piece of data identifies the person who borrowed it.

Now, the relationships among these three tables make it so easy to find the needed information for each instrument on loan and for each customer who borrows an instrument. Eventhough each table contains only part of the information.

For example, an instrument is ID can lead us to information on that instruments price and purchase date. While the customer ID can help us locate that person’s last and first names. Working with related data store in this way is well it’s efficient because it reduces the amount of disc space and data entry required.

So now, let’s open a table and tale a closer look. The tables in the demonstration models, database are already displayed. That the table we want is perspective customers and we can open an object with the open button or by double clicking on the object name. We double click on perspective customers.

The table opens in data sheet view. Now with this view, we can see and work with the data in the table. In data sheet view, the table resembles a spreadsheet with the information organized in rows and in columns. The rows in the table, those are called records. Each record contains information about a particular item such as person or a thing.

The columns on the other hand are called fields and each field describes a type of data being collected for each item such as a person’s last and first name. We close the data sheet window clicking on its close button. And we close the database the same way. But now you’ve seen what makes up a database. In the next topic we’re going to created one.

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