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ICT YEAR 7 NOTE 7
MICROSOFT OBJECTS Microsoft Access data is contained in database objects. The objects are seen in the Navigation pane. The five main objects are – table, form, query, report and macro.
To open an object: In the Navigation pane, locate and double-click the
desired object.
Renaming objects: In the Navigation pane, right-click the desired
object, then select Rename and type the new object name, then press Enter on your keyboard.
Tables All tables are composed of horizontal rows and vertical columns, with small rectangles called cells in the places where rows and columns intersect. In Access, rows and columns are referred to as records and fields. A field is a way of organizing information by type. A record is one unit of information. Each record has its own ID number. Within a table, each ID number is unique to its record and refers to all the information within that record. The ID number for a record cannot be changed.
To navigate between fields, you can use the left and right arrow keys or scroll left and right.
Modifying table appearance
Access offers various ways to modify the appearance of tables, including resizing fields and rows and temporarily hiding information you don't need to see. These changes make your table look good; they also can make the table easier to read.
Resizing fields and rows
If your fields and rows are too small or large for the data contained with them, you can always resize them so all the text is displayed.
Hiding fields If you have a field you don't plan on editing or don't want other people to edit, you can hide it. To hide/unhide a field: i. Right-click the field title, then select Hide/unhide Fields. ii. The field will be hidden/unhidden. YEAR 7 SECOND TERM WEEK EIGHT
TOPIC: Database (3) - Working with objects2
WORKING WITH FORMS
While you can always enter data directly into database tables, you might find it easier to use forms. Record is much easier to understand when viewed in a form.
You can create a Form by using the Form Wizard from the Create Ribbon.
Some forms may include more options, like calendar buttons, drop-down lists, and yes/no checkboxes, sub forms, and embedded tables.
DESIGNING A SIMPLE QUERY
Queries allow you to pull information from one or more tables based on a set of search conditions you define. Queries are a way of searching for and compiling data from one or more tables. Running a query is like asking a detailed question of your database. When you build a query in Access, you are defining specific search conditions to find exactly the data you want. When you run a query, the results are presented to you on a table, but when you design one you use a different view.
WORKING WITH REPORT
Report lets you choose how to view and organize your data.
You can also create a report with the Report Wizard in the Create Ribbon.
Formatting reports One of the strengths of reports is that you can modify their appearance to make them look the way you want. You can add headers and footers, apply new colors, and even add a logo. All of these things can help you create visually appealing reports. The bulk of the information in your report comes straight from the query or table you built it from, which means you can't edit it within the report. However, you can change, add, or delete label text, headers, and footers to make your report clearer and easier to read. Just like other Office programs, Access allows you to modify the text color and font, add shapes, and more.
