آموزش کامل Access 2003-En

[A M I R]

Access 2003

[h=3]Microsoft Access Overview

Introduction to Databases

Database Concepts

Identifying the basic parts of the Access window

Database Tables

Getting to know the Contact Management database

Using a Wizard to Create the Contact Management Database

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[h=3]Entering, Viewing and Working with Data


Opening a Table and Learning to Navigate Records

Viewing and Adding Table Records

Editing and Deleting Table Records

Adding Form Records

Editing Form Records

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[h=3]Turning Data into Meaningful Information


Sorting Records

Finding Records

******ing Records

Running Database Queries

Running and Printing Database Reports


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[h=2]Introduction to Databases

[h=3]Introduction [h=4]By the end of this lesson, learners should be able to:

• Understand the usefulness of a database

• Define a relational database
• Appreciate databases using real world examples

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[h=2]Introduction to Databases

[h=3]Organizing Our World

The world generates an enormous amount of data from virtually every imaginable aspect

of living -- credit cards, store merchandise, telephone systems, web sites, etc. Years ago

this was a manual effort to track and report against this information. Today, computer

systems and databases manage this information. Databases simplify our lives.


Think of an address book you might buy in a pharmacy. In it, you will write all your important

contacts -- friends, family, relatives, companies, recruiters, and other people in your network. The

address book contains all the data you need to contact anyone at any time.

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[h=2]Introduction to Databases

[h=3]Organizing Our World (continued)


Now what if you needed to pull out those contacts that represent family members? Perhaps another

family member might want this information. You would have to flip through all the pages of the

address book and write down the exact same information onto another piece of paper, or perhaps

even another address book. This is time-consuming. Contact records are duplicated. A change to

one phone number means it has to be changed in two or more places: in the address book and anywhere else where you recorded the information

Over time, your address book will become old and worn. The records in it will be

crossed out and changed as people move from one place to another, or change

their phone number. You need a new address book. And then you need to rewrite

all that information again in a brand new book


It's a lot of work.



What you need is a database.




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[h=2]Introduction to Databases

[h=3]What is a relational database?

A database maintains order and structure in our lives. It is easy to maintain. It manages

information and then shares it with other tables and databases.


Many entries in your address book will undoubtedly contain identical information -- name,

address, city, state, zip code, and phone number. This information might be written into a table called the Contacts table.


You may want to structure your address book so that family members are separated from

companies called during an employment search, for example. These categories

-- family, friend, relative, company -- might appear in a second table called Contact Types.


Maybe you want write notes for certain calls. This is useful during an employment search. Information

pertaining to a telephone call -- date, time, and notes, for example -- might be saved to a third table called Calls.

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[h=2]Introduction to Databases

[h=3]What is a relational database? (continued)

The information contained in any one table might in and of itself tell us very little. The

Contact Types table, for example, provides relatively little information that stands on

its own: Family, Friends, Relatives, Companies, Recruiters and Network.


However, if you could relate this table to the Contacts table -- name, address, and phone -- then

you could separate contacts by category. The Contact Types table becomes useful, therefore, when related to another table.

Similarly, by relating the Calls table with the Contacts table you can relate specific phone calls to specific people.

The power of a relational database is twofold: 1) information is managed in separate tables

to make maintenance easier, 2) data can be combined by relating different tables.

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[h=2]Introduction to Databases



[h=3]Real world examples of database applications

Databases play an enormous role in nearly every aspect of our lives. Think of the amount of

credit card transactions that take place during a given day, from receiving authorization at

the point-of-sale, to applying the purchase to your credit card, to the store receiving payment

from the credit card company. There are many stores, many banks, and many credit cards

involved. Databases are all around you. You only need to learn how to view the world in terms of databases.


Think of your favorite department store. Chances are the one you shop at is just one of several in the

chain. And these stores are probably located in different states. Databases manage this information.


Inside the store there are different departments: Ladies', Men's, and Electronics, to name a

few. Within Electronics, there are different categories called classes and these might be

represented by radios, televisions, CDs, and DVDs. More databases.


And within any given class -- CDs, for example -- there are subclasses like jazz, rock, country, and

classical. Within rock there are bands and within bands there are recordings.



Get the idea? Even more databases.


This structure categorizes different kinds of information at nearly every level of the store. It is essential to maintaining order and accuracy.
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[h=2]Introduction to Databases

[h=3]Real world examples of database applications (continued)


How do these databases work together? Well, everything in retail begins with the

product or item. Each item has a barcode that uniquely identifies it. These items are

defined in an Item database and associated with a specific department defined in a Department database.


When a buyer decides to purchase some products for sale in a store, he or she

creates an order in a Purchase Order database, pulling the individual items to

buy from the Item database. The order might then be transferred to Communications

databases that electronically transmit the order to the vendor, and also to an Accounts Payable database to pay for the merchandise.


Trucks deliver merchandise to the store (don't forget the vendor has their own databases that tells what they shipped), where

the products received are input into a Receiving database. The received quantities are then matched against

the original Order database to make sure that all products ordered were received.


An Inventory database might tell the sales clerk which items to move to the selling floor because

the shelves are bare, and what other items might be stored in the stockroom. For items moved to

the selling floor, a Shelf Planning database might tell the clerk exactly where to place the product on the shelf.


When you shop and take items to the checkout counter, the cash register will lookup the price

of each item in the Price Lookup database. Want to pay by check or credit card? Databases

are used to ensure that sufficient funds are available in the account.


Every item sold in the store needs to be removed from inventory so that it can be re-ordered. This adjustment

might be made in the Inventory table to alert the buyer that a certain amount of items need to be ordered to refresh the store's inventory.


Many things happen and many databases are used to make sure the products you want make

their way from the manufacturer to the stores and then into your homes.
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[h=2]Introduction to Databases

[h=3]Challenge!

The next time you are in a restaurant, a supermarket, or just driving through a stop light, think

of what is going on around you, and try to see what goes on behind the scenes as if everything supporting it is managed by a database.


Here are some examples:



A restaurant needs to buy food to make menu items. The menu is structured in some manner. The restaurant has to pay bills. Customers have to pay for meals.


The supermarket is stocked with items. Items are ordered, shipped, and stocked in

the store. The supermarket has bills to pay. The cash register looks up prices. The customer pays for products.


Streets are built in towns. Traffic lights are installed at intersections. How do these lights work? Do they all

turn red at the same time? Do they all turn green at the same time?


Now think of your home and view it in terms of a database. For example, you buy products. How is

your checkbook managed? There are different rooms in your house. What are they and what is

contained in each? You develop dinner throughout the week. Is there a menu driving what you have or do you eat certain dishes on certain nights?


Come up with two different aspects of home living and think about whether or not it can be

supported by a database. This is not to say that we are going to create a database for it; only

to think of a structure or organization behind some process.
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[h=2]Database Concepts

[h=3]Introduction [h=4]By the end of this lesson, learners should be able to:

• Understand the relationship of database components

• Understand the specific roles of tables, forms, queries, and records

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[h=2]Database Concepts

[h=3]What is a Database?
A database is a collection of information organized and presented to serve a specific

purpose. Database programs are created using a program like Microsoft Access 2003.



A Microsoft Access database is made up of several components including:

• Tables
• Forms
• Queries
• Reports

These components are called database objects. One or more of these objects are formed

when a database is created. These components are stored in a single database file.

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[h=2]Database Concepts

[h=3]What is a Table?
Data is stored in one or more tables. Separate tables are usually created for specific topics, such


as products or suppliers. Tables can be related to one another to access the different types of

information. Because data is stored only once -- you probably would not save the same information

in two different tables -- your database becomes more efficient.


The columns and rows in an Access table resemble an Excel spreadsheet. Tables

organize data into columns (called fields) and rows (called records). A record is

comprised of one or more fields, depending on the number of fields defined to the table.

Individual fields in an address book table might consist of name, street

address, city, state, zip code, and phone number. A single record is an

entry that uses all these fields, such as your brother or sister's contact information.

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[h=2]Database Concepts

[h=3]What is a Query?


A query lets you find and retrieve information from one or more tables based on a set of search conditions you

define (e.g., certain fields in one or more tables). The results can be displayed in a manner of your

choosing. Queries can be created using a wizard or developed from scratch in the Query Design view.

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[h=2]Database Concepts

[h=3]What is a Form?


An online form can be created to view, input or change information in one or more tables. In this

course, we will see how forms are used as both menus and as data entry forms to database

tables. Forms can retrieve data from one or more tables, and display the output on the screen.

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[h=2]Database Concepts

[h=3]What is a Report?
A report is an effective way to analyze and present data in a printed format using a specific

layout. You have control over the size and appearance of information printed on the report, similar

to formatting you perform in a Microsoft Word document.

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[h=2]Database Concepts

[h=3]Challenge!

The best way to understand databases is to learn how to view the world and the things in it, and then think of structures that best serve to organize this information.


For example, think of your music collection in terms of a database. The database might be called music collection. What tables might be in this database?

• Do you have both CDs and tapes, or just tapes? Could this media type be an example?

• Do you listen to different styles of music? Could music style be a table?

• Do you listen to different musical artists? Could musical artists be a table?

• Do you have more than one recording for any artist? Could specific recordings be a table?

Here is your challenge:


Using the questions above, outline a structure using those questions for which you answered "yes" (or any other questions that you might think of).


List at least five items from your collection that could go into each category created in

step #1. If your music collection is not large enough to list five items in each category, then

think of artists that you know about and use this information as if you owned it.


After completing step #2, the database has some information defined to it. What report might you want

to print that tells you about some part of the information in the database?


This step, looking at the information to be categorized, is the first step toward designing a database.
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[h=2]Identifying the basic parts of the Access window

[h=3]Introduction [h=4]By the end of this lesson, learners should be able to:

• Identify the parts of the main Access window

• Identify the parts of the database window

• Understand the role of the design windows

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[h=2]Identifying the basic parts of the Access window

[h=3]Launching Microsoft Access from the Windows Desktop

Microsoft Access is launched from the Windows desktop in a manner similar to that used to

launch Microsoft Word, Excel, or PowerPoint. You can launch Microsoft Access either from

the desktop shortcut or from the Start program.

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[h=2]Identifying the basic parts of the Access window

[h=5]To open Microsoft Access using the desktop shortcut:
Double-click the Microsoft Access shortcut icon on the Windows desktop.

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[A M I R]

[h=2]Identifying the basic parts of the Access window

[h=5]To open Microsoft Access using the Start program:

• Click the Start button located in the lower left corner of the Windows screen.

• Click the Programs option on the Start menu.

• Click the Microsoft Access selection.
  
  (If Access does not appear, then click the double down areas immediately below
• the Microsoft PowerPoint entry and locate Access from a complete list of software installed on your computer.
  
  
  

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