آموزش کامل Access 2000 -EN

[A M I R]

[h=2]Starting Access

[h=3]Opening an Existing Database [h=5]To Open an Existing Database:

The default choice (indicated by a radio button) on the Microsoft Access dialog box is Open An Existing File.


Select a file and click OK.

OR



If the file you want to open does not appear in the Microsoft Access

dialog box's More Files list, click OK and use the Open dialog box to

navigate to the existing database (file you would like to open).

The database window appears.

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[A M I R]

[h=2]Starting Access

[h=3]Opening Files in Access
[h=5]Once you've used the Open dialog box to open a database file,
The Microsoft Access dialog box will list the databases you commonly work with.
If you accidentally close the Microsoft Access dialog box without choosing a file to work with, use the Open button to find the file.

GCFLearnFree.org's Access lessons all use examples from the Great Lake Elementary

database. Download the Great Lake Elementary database (756 KB) for reference. However, if you'd

rather work with another existing database, you should have little problem following our lessons.

You can review opening an existing file in our Office 2000 lessons.

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[A M I R]

[h=2]Starting Access

[h=3]Challenge!
Start Access.

Familiarize yourself with the Access 2000 window.

If one is available to you, open an existing database

Familiarize yourself with the Access environment. In the database window, click

on the following database objects in the Objects palette: Tables, Queries, Forms, and Reports.

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[A M I R]

[h=2]Database Tables

[h=3]Introduction

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

• Understand datasheet basics

• Understand field properties

• Understand table relationships

• Understand the role of the primary key

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[A M I R]

[h=2]Database Tables

[h=3]Datasheet basics
The core component of a database is a table. Data is defined and stored in a

table. Multiple tables -- each consisting of different types of data -- can be created in a database.

Each row in the database is called a record. The entry for John Smith is called

a record. The entry for Martha Tompkins is also a record. Each row or record

is made up of columns or fields -- L.Name, F.Name, Phone, Address, City, State, Zip -- which contain a particular piece of information.

L.Name	F.Name	Phone	Address	City	State	Zip
Smith	John	919.555.6320	100 Paramount Parkway	Morrisville	NC	27560
Tompkins	Martha	919.555.6427	97 Hummingbird Court	Cary	NC	27513

In a Contact Management database, a list of names -- those contacts to whom you

have sent resumes or have met through your personal network -- might be

maintained in a table, along with address, phone number, and other personal information.


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[A M I R]

[h=2]Database Tables



[h=3]Field Properties

Every table contains a number of columns called fields or datatypes. Fields are

unique pieces of information that make up the information in a table. Tables usually contain multiple fields.




In a previous example we mentioned that a table might consist of the

fields: Last Name, First Name, Phone, Address, City, State, and Zip. Each

field has unique properties. Some contain characters. Others contain

numbers. These Field Properties are defined when the table is created.

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[A M I R]

[h=2]Database Tables

[h=3]Understanding Table Relationships
Databases can be simple -- consisting of a single table -- or made up of many

different tables. If you were to convert your resume into a database, for

example, you might have a table that contains your name and personal

mailing address. We might call this the Contact_Information table.

Your work experience is a different kind of information. Instead of identifying who

you are or where you live, it identifies the companies you worked for, their

addresses, your job title, and responsibilities. Because this set of information

is independent from the contact information, we might instead create a second table called the Work_Experience table.



The same is true of your educational background. It has no direct bearing on your

contact information or the companies where you worked. A third table might be created called the Education table to save this kind of data.




The database contains three tables, each independent of the other, and all containing

different types of information. The database needs a way to connect these three tables.
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[A M I R]

[h=2]Database Tables

[h=3]Primary Keys
Every table in Microsoft Access must have at least one field that uniquely identifies

each record in the table. This field is known as a primary key. This primary key

essentially opens the door to the table and allows you to retrieve information from the table.


The primary key is the mechanism by which you relate different tables

and combine information for viewing (query) or printing (report).

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[A M I R]

[h=2]Database Tables

[h=3]Challenge!

Let us pretend that you are going to start your own home business. You

are going to need to prepare a database for your business and the first step

is to design a table that will contain a list of all your contacts that may one day be your clients or suppliers.


Let us assume that a database table called Business Contacts contains all the

fields listed in the first column of the following chart. The chart also contains four other columns:





Text, Numbers or Both -- should the field accept data entry input in the form of text, numbers, or both?

Field Size -- the number of spaces you think the field should have.

Required Entry -- should the field be required entry (the record cannot be added

to the database without the information) or optional entry (a record can be added without entry in the field)

Allow Duplicates -- should the database allow duplicate entries for the

field (e.g., can several people in the database share the same zip code)?

Practice designing fields by filling out the following table.

Text, Numbers, or Both?	Field Size	Required Entry?	Allow Duplicates?
First Name
Last Name
Company
Company Type
Address
City
State
Zip Code
Contact Id
Title
Work phone
Fax Number

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[A M I R]

[h=2]Adding Table Records

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

• Open and navigate a table in an existing database

• Enter data and add table records to an existing database

• Resize table columns

• Save a table record

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[A M I R]

[h=2]Adding Table Records

[h=3]Opening an Existing Table
In the previous lesson, you downloaded and opened the Great Lake Elementary database, a pre-existing database.

In this lesson, you will learn how to open an existing table and add table records.

A table is a database object.

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[A M I R]

[h=2]Adding Table Records

[h=5]To Open an Existing Table:

Open the Great Lake Elementary database window.

In the database window's Object palette, select Tables.


THEN



Select a table and click the Open button

in the database window, double-click a

table, or right-click it and choose Open from the shortcut menu


The table opens in Datasheet View.

Datasheet View looks much like a spreadsheet. Don't be too intimidated. If you

are comfortable with Excel, you'll soon be comfortable with Datasheet View.



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[A M I R]

[h=2]Adding Table Records

[h=3]Navigating the Table
When you open the table in Datasheet View, the status area in the lower

left of the window indicates how many records there are in the table.

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[A M I R]

[h=2]Adding Table Records

[h=5]Navigating the Table Using the Status Area:
Click the arrows in the status area to move through the table records.

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[A M I R]

[h=2]Adding Table Records

[h=3]Using the Keyboard to Navigate Table Records

Key:	Selects the:
Tab	Next field to the right
Shift + Tab	Next field to the left
End	Last field of the record
Home	First field of the record
Down Arrow	Same field in the next record
Up Arrow	Same field in the previous record
Ctrl + End	Last field of the last record in the table
Ctrl + Home	First field in the first record in the table

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[A M I R]

[h=2]Adding Table Records

[h=3]Enter/Add a Table Record in Datasheet View


[h=5]To Enter/Add a Table Record in Datasheet View:
The table should be open.

If you are not in Datasheet View, click the Datasheet View button.

Click the New Record button on the toolbar.

Begin typing the information for the first field. Press Tab to move to the next field.

Continue entering data and pressing Tab until you reach the end of the record.

• Press Tab again to start another record, or click the New Record button again.

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[A M I R]

[h=2]Adding Table Records

[h=3]The Record Selector
When entering data, attention to the smallest details is very important



Therefore, attention to spelling and grammar is critical. Sloppy data-entry

work can be a disaster. For example, if a customer's last name is Smithson, do not carelessly type Smithsson.



When you begin entering data, Access makes a few changes to the actual

datasheet. Most significant is the addition of the record selector, a small gray box located to the left of the record.

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[A M I R]

[h=2]Adding Table Records

[h=5]The Record Selector can display the following symbols:

Indicates the current record. The record has been saved as it is displayed.

Indicates you have added or edited data that has not yet been saved.

Indicates a new record you can enter information into.

Each table contains a blank record at the end of the table. You must add new records here.



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[A M I R]

[h=2]Adding Table Records

[h=3]Working with Records

When entering records, you may need to resize columns. To resize columns, place

the mouse pointer between the column headings. When the pointer changes to a

resizing tool

, click and drag to manually resize the column, or double-click to use the autofit feature.

Saving Your Work: After adding a new record in the last

field in Datasheet View, you use the mouse, an arrow key, pressing

Tab, or Enter to move the focus off a record. When you do so, Access saves the data automatically.

If you want to save data without moving the focus, choose Records

Save Record. For

example, if you are entering a long record and you would like to save the data while you work, choose this option.


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[A M I R]

[h=2]Adding Table Records

[h=3]Challenge!
Add a new table record.

Open the Great Lake Elementary database.

Open the Teacher table. Using the status area and record selector, practice navigating the table.

Practice resizing the columns.

Under Teacher ID, type 6. Under Last Name, type Gibbs. Under First Name, type Regina.

Close the table. Do not save changes to table layout.

Reopen the Teacher table. Observe your entry as it was saved.
Close the Teacher table.

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