آموزش کامل Access 2007-EN

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Access 2007


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[h=3]Understanding Database Concepts

Why Do I Need a Database?

Exploring an Access Database

Thinking about Database Design

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[h=3]Building the Database

Setting up Tables and Fields

Building Table Relationships

Entering and Editing Data in Tables

Creating and Using Forms

Making Forms More Usable with Controls

Making Forms Attractive

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[h=3]Analyzing and Reporting Data

Sorting Records

******ing Records

Using Queries to Make Data Meaningful - Part 1

Using Queries to Make Data Meaningful - Part 2

Using Reports to Make Data Meaningful to Others



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[A M I R]

[h=2]Why Do I Need a Database

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[h=3]Introduction Access 2007 is a program that allows you to create and manage databases. A database is a place where you can

store information related to a specific topic. How you intend to use the information will determine whether you need

an Access database or a different program to create and manage your data.

In this lesson, we will discuss what a database does and how to decide whether you need a database to manage your information.

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[h=2]Why Do I Need a Database

[h=2]Why Do I Need a Database

[h=5]What is a Database
A database allows you to store information related to a specific topic in an organized way. In addition

to storing data, you can also sort, extract, and summarize information related to the data. One of

the software programs that allow you to do this is Microsoft Office Access 2007, which is a

database creation and management program.

Access 2007 Example







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[h=2]Why Do I Need a Database

[h=5]Why Not Use Excel

There are many types of data you may need to store and manage: text and numbers, for example. Depending

on what you want your data to do for you, you may or may not need to use a database. You might be able to

use a spreadsheet program like Microsoft Excel. How do you know which data can be adequately managed

with Excel and which data really requires Access to manage it more efficiently? It depends on how much data

you have to manage, and what you want your data to do for you. Let's try to answer this by looking at a bookstore scenario.



If you work for a bookstore business, you might have to keep track of your customers and their orders.


You could use Microsoft Excel to store and manage this type of data; however, Excel is a

spreadsheet software program that is traditionally used to manage numerical information, like

totaling up all purchases by one customer. While it can do an adequate job at storing some types of

text-based data -- like the customer's name and contact information-- that is not really what Excel was designed to do.



The following examples will show you why an Access Database may be a better choice for the bookstore business.





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[A M I R]

[h=2]Why Do I Need a Database

[h=3]Excel Example: Customer List and Order Tracking
[h=5]Sorting and ******ing to Locate Data in Excel

In Excel, you can store your data in a worksheet so that you can mail promotional information to the

entire list or sort to find specific customers to target mail. You can even ****** the customer information

to display all the customers that live in a particular state, like in the following image. Additionally, you

can sort the data to order it in a particular way.

Data ******ed to Display NC State Records


However, if you want to see very specific results in your data, like how many orders a single customer

placed in a year, Excel is not as efficient as Access at providing you with that data.



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[A M I R]

[h=2]Why Do I Need a Database

[h=5]Data Entry in Excel

If you use an Excel spreadsheet to track your orders, each time a customer places an order, you

would have to enter a new row of information in the spreadsheet. This would likely include the

customer's name and address. If that customer orders from your company more than once, that

information would have to be entered each time. You spreadsheet would contain redundant information.

Data Sorted By Customer in an Excel Spreadsheet


As you can see in the image above, customers Tonya Bullock and McKenzie Grant each placed several orders

on different days and for different books. Their customer contact information was entered every time they

placed an order. This is the limitation of spreadsheet software such as Excel because it is a single, flat file.



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[A M I R]

[h=2]Why Do I Need a Database

[h=3]Access Example: Customers and Orders Tracking
[h=5]Entering Data in Access
Microsoft Access is designed to manage information. Access allows you to enter the client's name, address, and phone number- the first time they do an order.


This information is entered into an Access table designed to hold basic customer information on clients. A table

is a list of related information in columns and rows. In a table, each row is called a record and each column is

called a field . An Access table in Datasheet View looks similar to an Excel spreadsheet, as you can see below.

Data in an Access Customer Info Table



In addition to the table with customer information, you would probably also want a table with information

about the products you sell, and a third table to hold data related to specific customer orders. These tables

would all be linked together, to help you make the most out of your data.




Access is called a relational database management program, because the tables are linked, or related, as you can see in the image below.


In this example, the Customer Info and Orders tables are linked by Customer ID and Book ID.

Table Relationships Diagram in Access

Now, let's assume that you want to identify the book that was most popular in the state

of North Carolina. With Access, this is possible because you can search and retrieve information from multiple tables at the same time.


The Customer Info table contains information about the states, and the Order table includes

information about which books were ordered. You will need information from both tables to

identify the book that was most popular in a specific state.




You could look at the information in these tables separately to answer your question of which book

was most popular in North Carolina. In the Customer Info table, you could see all the customers

from a specific state, NC. And in the Books table, you can see all the books that you have in

stock. The real power of Access comes in being able to link and extract information

from multiple tables to answer specific questions.




As you can see below, the results of your specific question, or query, are displayed for you.

Search Results










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[A M I R]

[h=2]Why Do I Need a Database

[h=3]Challenge!

Try to answer this questions:

• What is a database?

• What type of software program is Microsoft Office Excel?

• What type of software program is Microsoft Office Access?

• Think of at least two differences between Access and Excel.

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[h=2]Exploring an Access Database

[h=3]Introduction Once you have determined that an Access database will help you store and manage your data, you will need to learn the parts

of a database, how to start using Access, and how to navigate the Access window. In this lesson, we will provide a

basic overview of Access, including the parts of a database, and common tasks you can complete using a database.

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[A M I R]

[h=2]Exploring an Access Database

[h=3]Exploring Databases


[h=5]Databases in Our Lives

Think about all the information we encounter on a typical day that might be organized by a database. For

example, if you go shopping at a department store for a toaster, the store inventory of products is

information that has to be stored somewhere, along with the price of each product.


When you make a purchase, the store needs to be able to store the sales information to determine

the daily sales total and how to track the decrease in inventory. A database could store this

information, and also allow the store to quickly determine how many Brand X toasters are in

the inventory without needing to count the inventory on the shelves.

Real World Example


While this information could be managed without a database, it would be easier and more efficient to use
one. Databases have an enormous impact in almost every area of our lives.

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[A M I R]

[h=2]Exploring an Access Database

[h=5]Think About It
Think about what is going on around you in everyday situations and whether there might be a database at work.

• Grocery Store: The grocery store is stocked with items. The items have to be ordered, shipped, and stocked
• in the store. The store has to pay for the items. Then, when the customer buys the items, the cash register retrieves prices and the customer pays for products. Where
• might databases be involved in the situation?

• Restaurant: Where does the food come from? How does management know when to reorder a product? How are bills paid?

• Traffic Lights: Who or what controls when the lights turn red or green?

A database maintains order and structure in our lives. Databases are created using programs such as

Microsoft Office Access 2007, which is a relational database program.





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[A M I R]

[h=2]Exploring an Access Database

[h=3]Getting Started with Access

When you start Access 2007, you will see the Getting Started window.



In the left pane, the template categories including the featured local templates are listed, as well

as the categories on Office Online. Templates are pre-built databases focused on a specific task

that you can download and use immediately.

Getting Started Window


In the example below, the featured templates are selected, and the template options are displayed in the center

area of the screen. Featured templates include database template options that are available online, as well

as templates available as part of the local version of Access.

Featured Templates




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[h=2]Exploring an Access Database

[h=3]Opening a Database

You have three main options on the Getting Started page. You can open a

template database stored locally or online, an existing database, or a blank database.



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[h=2]Exploring an Access Database

[h=5]To View Templates Included with Access:

• Click Local Templates in the left pane. The center of the screen will change to display icons for the templates.

• Select an icon in the center of the screen. Details about the database template will appear on the right.

In the left pane of the Getting Started window, you will see a list of categories for the templates

available on Microsoft Office Online. You must have an Internet connection to download these database templates.



The Blank Database command allows you to create a database from scratch.





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[A M I R]

[h=2]Exploring an Access Database

[h=5]To Open an Existing Database:

• In the Open Recent Database section, double-click the file name of the database you wish to open. It will appear in the window.

OR

• Click the More link. A dialog box will appear.

• Select the database you wish to open.

• Click Open. The database will appear.

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[A M I R]

[h=2]Exploring an Access Database

[h=3]The Access Window




Before you can begin to use a database, you need to become familiar with the Access window.

Access Window


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[A M I R]

[h=2]Exploring an Access Database

[h=5]The Ribbon

Like other software in the Microsoft Office 2007 suite, Access 2007 has a tabbed Ribbon system

that you use to navigate the database. The Ribbon is organized into tabs. Each tab contains

groups of commands that you use to perform tasks in Access.

For example, on the Home tab, you’ll see that there is a Font group that contains the font formatting

commands such as font type, size, color, alignment, and more. Unless you use keyboard shortcuts for

everything, the Ribbon is how you get the work done in Access.

Tabbed Ribbon
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[A M I R]

[h=2]Exploring an Access Database

[h=5]Quick Access Toolbar

Once you are familiar with Access, you may find that you there are commands that you use more

often than others. To make it easier to use these commands, you can add them to the Quick Access

toolbar. By default, the toolbar appears above the Ribbon on the left side of the Access window, and

includes the Save, Undo, and Redo commands.

Quick Access Toolbar

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[A M I R]

[h=2]Exploring an Access Database

The Microsoft Office Button resides in the upper-left corner of the Access window and includes key

menu options such as New, Save, Print, and more. From this menu, you can also change your Access Options.

Microsoft Office Button
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[h=2]Exploring an Access Database

[h=5]Navigation Pane
The main control center of each Access database is the Navigation Pane. It shows you what is

in the database and makes the information accessible to you. Also, you can choose to close the

navigation pane, if you need more of the Access window to complete specific tasks.

Navigation Pane

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