آموزش کامل Access 2000 -EN

[A M I R]

Access 2000

[h=3]Access Basics

Introduction to Databases

Database Terms

Starting Access

Database Tables

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[h=3]Working with Tables and Forms


Adding Table Records

Editing Table Records

Deleting Table Records

Adding Form Records

Editing Form Records

Deleting Form Records

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[h=3]Finding Records and Creating Reports


Sorting Records

Sorting Multiple Records

Finding Records

******ing Records

Queries

Creating a Report

Printing a Report


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[A M I R]

[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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[A M I R]

Introduction to Databases

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.
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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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[A M I R]

[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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[A M I R]

[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 Terms

[h=3]Introduction
Microsoft Access 2000 is a database application in the Microsoft Office Professional Suite (Developer and Professional versions).


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

• Discuss basic database concepts

• Discuss basic database terms

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[h=2]Database Terms

[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 XP



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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[A M I R]

[h=2]Database Terms

[h=3]Database Terms

Data: Information such as numbers, text, date/time, and currency.

Database: A database is collection of all of an organization's data, and is organized into

one or more tables. Access lets you organize information in separate, manageable

units. Linked (or related) tables allow you to extract information based on certain

criteria. Tables are linked by a common column (key).

Example: The Great Lake Elementary School Database stores information (data) necessary for

operating an elementary school. This information may include but is not limited to teacher information and student information.

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[h=2]Database Terms

[h=3]Database Terms - Tables, Records, Fields
Table: A table is made up of several records. A table contains data that

describes one thing or individual. In a table, data are arranged in columns

and rows in an essentially rectangular shape. (A spreadsheet, for example, looks like a table.)


Table: A table is made up of several records. A table contains data

that describes one thing or individual. In a table, data are arranged in

columns and rows in an essentially rectangular shape. (A spreadsheet, for example, looks like a table.)

Record: A record is made up of several fields. A record includes all the data for a specific thing or individual.

Example: All the data for a particular teacher is a record.

Fields: A field is a space allocated for a particular piece of information, located at the intersection of a row and column.

Example: Mrs. Brown's name is Brown. Brown is contained in a field.

Click next to view a graphic representation of the Great Lake Elementary School Database.






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[A M I R]

[h=2]Database Terms

[h=3]The Great Lake Elementary School Database - Tables, Records, Fields

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[h=2]Database Terms

[h=3]Database Terms - Queries, Forms
Query: Data resulting from questions you ask of one or more tables

Example: Show me a list of the female students in Mr. Emerson's class.

Form: A form is a graphical user interface used to enter (and view) data. Forms

usually display one record at a time and contain blank fields, allowing easy data entry.

Example: A new student arrives at Great Lake Elementary School. Using a form, the

administrative assistant enters the student's information into the Great Lake

Elementary School Database. The new data is now stored in the database.

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[h=2]Database Terms

[h=3]Database Terms

Report: Presents data (stored in tables) in a formatted, organized summary suitable for printing.

Example: A teacher wants to produce a student phone list.

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[h=2]Database Terms

[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 assignment:



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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[A M I R]

[h=2]Starting Access

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

• Name the parts of the Access window

• Open an existing database

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[A M I R]

[h=2]Starting Access

[h=3]Installing Access 2000
If you are installing and starting Access 2000 for the very first time, the Office Assistant welcomes you to Microsoft Access 2000.

Click Start Using Microsoft Access 2000 to hide the Office Assistant and begin using Access.



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[A M I R]

[h=2]Starting Access

[h=3]The Access Environment

After you start Access, the following screen displays:

Notice the Microsoft Access dialog box in the center of the screen.



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