1 Chapter 1 Tour of Access. 1 Chapter Objectives Start and exit Microsoft Access Open and run an Access application Identify the major elements of the.

1Chapter 1Chapter 1

Tour of AccessTour of Access

1Chapter ObjectivesChapter Objectives

• Start and exit Microsoft Access

• Open and run an Access application

• Identify the major elements of the Access programming environment

• Explore the menus and the Object Bar associated with the Database window

1Chapter ObjectivesChapter Objectives

• Explore the Design view and other views of forms, pages, reports, tables, queries, macros, and modules

• Define key Access concepts such as events, procedures, methods, modules, and properties

• Invoke Access Help• Learn the different ways in which Access

databases can be incorporated into applications

1 Introduction to the MU-DSci Application

Introduction to the MU-DSci Application

• Database management system (DBMS) Vital component of an organization’s software

collection From the perspective of an end user, it

simplifies the storage, retrieval, and updating of data

Supports the day-to-day operations of a business and provides important information needed for decision making

1 Preparing MU-DSci for Use in Access

Preparing MU-DSci for Use in Access

• Table Fundamental structure of a relational

database management system (RDBMS) Stores data in records and fields

• Records (rows) Contains all information related to one entry

• Fields (columns) Contains a specific item of information

1 Preparing MU-DSci for Usein Access

Preparing MU-DSci for Usein Access

• Refreshing linked tables Required whenever you move an Access

application to a different directory

Figure 1-1 The Linked Table Manager

1 Preparing MU-DSci for Use in Access

Preparing MU-DSci for Use in Access

Figure 1-2 MU-DSci database window

1 Exploring the MU-DSci Application as an End User

Exploring the MU-DSci Application as an End User

• In general, windows that display information on the monitor are called forms

• An opening form often contains command buttons that, when clicked, display other forms

• Switchboards Forms that open other forms

1 Exploring the MU-DSci Application as an End User

Exploring the MU-DSci Application as an End User

Figure 1-3 MU-DSci switchboard

1 Exploring the Database Window

Exploring the Database Window

• Database window Organizes the objects used in the application

into seven sections that, generally, correspond to the input, output, storage, and processing framework

Central area that gathers the objects making up an Access application



Figure 1-7 Input, process, output, and storage objects



Table 1-1 Commands in the database menu



• Startup window Used to specify a default application menu, the status

of the Database window, the icon associated with the application, and the wording of application’s title bar

Figure 1-8 Startup window

1Exploring TablesExploring Tables

• Tables can be displayed in two views: Datasheet view

Represents a standard way to view the rows in a table

Fields in the table represent attributes that describe the item being represented


Figure 1-9 Datasheet view of the tblProspects table


Design viewAllows you to modify the table’s structure

Figure 1-10 Design view of the tblProspects table

1The Jet Database EngineThe Jet Database Engine

• Jet database engine Component of Access that is responsible for

storing and retrieving data

• Open Data Basic Connectivity (ODBC) Standard communications protocol that allows

an application to retrieve and store information in different DBMSs

Most DBMSs supply their on ODBC-compliant drivers

1Exploring QueriesExploring Queries

Figure 1-11 Relationships among Access, the ODBC drivers, and the Jet database engine


• Queries Statements that retrieve or update data in the database

tables

• Select queries Queries that retrieve data that can select particular rows

and fields from a table, combine data from multiple tables, and perform calculations that summarize a table’s data

• Action queries Insert, delete, or update data in the database


• Datasheet view of a query Displays the information that satisfies the

query’s specification

• Design view of a query Specifies the columns and rows that should be

retrieved


Figure 1-12 Design view of the qryAdmittedProspects select query


• Structured Query Language (SQL) Standard query language supported by

relational databases

• SQL view of a query Displays the SQL statement that implements

the query

1Exploring FormsExploring Forms

• Forms are divided into three sections: Form Header

Contains controls that remain on the top of the form

Detail sectionContains the data shown on the form

Form FooterDisplays information that stays at the bottom of a

form


• Controls A form’s contents including buttons, list boxes,

text boxes, labels Access allows you to draw them directly on the

form Chosen from the toolbar to add instances of

them to the form


Figure 1-13 Design view of frmProspects and the txtFirstName property sheet


• Text box Displays the current value of some piece of

information

• Property sheets Allow you to modify many of the

characteristics of a control

• Form selector Box where the rulers meet in the Design view


Figure 1-14 Form property sheet for frmProspects

1Adding Controls to FormsAdding Controls to Forms

• You can create a command button to add to the copy of the switchboard on your own, or you can have Microsoft Access create it for you by using a wizard

• Wizard Speeds up the process of creating a command

button because it handles all of the basic work automatically

1Exploring Data Access PagesExploring Data Access Pages

• Data access pages New in Access 2000 Allows you to manipulate data via the Internet

or an intranet An intranet is a network of networks that can

be accessed only by certain people


• On pages, a Body object is divided into two sections: Page Header section Page Navigation section

• HeadingText object Static text object where a label can be created for the

page

• BeforeBodyText object Smaller static text object that can hold additional

information


Figure 1-15 pagProspects data access page

1 Adding Text Box Controls to Pages

Adding Text Box Controls to Pages

• Access provides a Field list for pages in the same manner that it does for forms

• Field list for pages has two tabs: Database tab

Displays a tree structure of the tables in the database

Page tabDisplays a tree structure of the pages in the database

1Design View of a ReportDesign View of a Report

• Report Header and Report Footer Display information at beginning and end of the report

• Page Header and Page Footer Appear at beginning and end of each page, respectively

• Detail section Contains the data supplied by report’s Record Source

• Record Source Indicates the query or table that provides the needed

data

1Exploring ReportsExploring Reports

• Sorting and Grouping Allows you to specify groups into which to

classify data Enables you to add, delete, and change the

fields or expressions on which groups are based, the sort order, and the group properties such as headers and footers

1Exploring ReportsExploring Reports

• Report selector Allows you to select all objects on the report at

one time

• Reports can be displayed as: Print Preview

Displays all data in the report’s Record Source

Layout PreviewDisplays only a sample of the data

1Exploring MacrosExploring Macros

• Macro Named set of actions that manipulates the

objects and properties of the Access application

• OpenForm action Displays a form

• SetValue action Changes the value of some property

1Macro WindowMacro Window

• Action column Identifies the action to be performed

• Comment column Used for documentation

• Conditions column Contains an expression that can be evaluated as True or

False

• Macro Names column Used to write several macros in same Macro window


Figure 1-18 mcrProspect Macro window


• Most actions require values to be placed in the Action Arguments section of the Macro window Object Type argument

Indicates that the move occurs on a form

Object Name argument Identifies the specific form involved

1 Using Macros to Open a Different Form at StartupUsing Macros to Open a

Different Form at Startup

• Modules are different from macros in that they are written in the Visual Basic for Applications (VBA) programming language More capable language, so modules can

accomplish more complex tasks within Access

1Exploring ModulesExploring Modules

• Module Collection of VBA declarations and procedures stored

together as a unit

• Procedures Use and manipulate the objects of an Access

application

• Declarations Name a variable, constant, or procedure Specify a data type for use in an Access application


• Standard modules Contain subroutines and functions and can be run

at any time, as long as the application is open

• Class modules Independent class modules

Invoked at any time while the application is open

Form and report class modules Opened or invoked only when the form or report is open


Figure 1-20 Module window


• Procedure list box Displays all of the procedures within a module that are

associated with a certain object

• Object list box Names the object

• Objects have properties that can be manipulated through macros and modules, which are themselves triggered by events that occur in the application For this reason, the Access environment is called object-

based and event-driven

1 Application Development Help

Application Development Help

• Expression Builder Supports the development of various types of Access

expressions that can be placed in the control source on forms, in macros, and in procedures

Figure 1-21 Expression Builder



• Access Help menu Similar to the Help menu associated with any

other Windows application Provides steps to accomplish a particular goal,

advice, object and property descriptions, legal syntax, and examples



Figure 1-22 Microsoft Access Help window

1Starting a New DatabaseStarting a New Database

• Active Server Page (ASP) approach Active Server Pages are files that contain a

combination of HTML and VBscript codeDerivative of Visual Basic that supports Web-based

application development

• Microsoft Access project New Access file type that has been specially

designed to facilitate access to Microsoft SQL Server databases

1Starting a New DatabaseStarting a New Database

• Access projects take advantage of a new Microsoft database engine called the Microsoft Database Engine (MSDE) Provides local data storage that is compatible with SQL

Server 7.0 Intended to be a client/server data engine alternative to

the Jet database engine used in Access Designed and optimized for use on smaller computer

systems

1Chapter SummaryChapter Summary

• DBMS applications Store and retrieve the vital day-to-day

transactions that occur in a business Retrieve and update information that supports

critical decisions

• Microsoft Access Software tool that supports the development of

DBMS applications Consists of many different objects


• Database objects such as tables and queries are managed by the Jet database engine or by some other ODBC-compliant DBMS

• Design view facilitates the development and modification of an object Property sheet values specify the data used by

the object or change the object’s display


• Macros and modules are needed to: Create applications that automatically open

forms in response to a user action Fill in portions of a form automatically Change the contents of a form or report in

response to the user’s current needs

1 Chapter 1 Tour of Access. 1 Chapter Objectives Start and exit Microsoft Access Open and run an Access application Identify the major elements of the.

Documents

access application slide

mudsci database window

database menu slide

tour of access slide

access figure

database window table

database window figure

startup window slide