Introduction to Microsoft Office Access 2003

Introduction to Microsoft Office Access 2003

Microsoft Office Access application software is classified under database management programs. It is highly specialized in database management and it is good in storing information in an easily retrievable, manageable, and usable form. It also contains some bit of programming. At first glance, it appears like a tough program to grasp but for anyone with an interest, it is a piece of cake. It only requires one to be keen to be able to grasp the concept of creating and working with databases.

Examples of Applications You Can Create Using MS Access

  • Individual applications
  • Small business applications
  • Departmental applications
  • Corporation applications
  • Front end applications for enterprise wide client / server databases
  • Web applications
  • Access as a development platform for personal applications

Creating a Database in Ms Access 2003

Creating a Database in Ms Access 2003
Creating a Database in Ms Access 2003 | Source

Examples of Database Management Programs

Other examples of database programs are:-

  • Fox Pro
  • MySQL
  • Microsoft SQL Server
  • Oracle
  • SQLite among others

Microsoft Access Window

In order to see the Access window, we will have to launch Microsoft Office Access. Click on the computer's start button, point to all programs, click on Microsoft Office and then locate Microsoft Office Access and click on it. Then go to > file > new > blank database. Type a name for your database and click okay.

Microsoft Access 2003 Window

Access Window
Access Window | Source

Microsoft Access Window Can be Divided into Two Parts

The application Window Comprising of the Following:-

  • Title bar
  • Menu bar
  • Tool bars
  • Status Bar

Database Window Comprising of:-

  • Objects for instance tables, queries, forms, reports
  • Selection tabs
  • Command buttons
  • Control buttons
  • Scroll bars (available in opened objects)

Creating Tables in Ms Access 2003

Creating Tables in Ms Access 2003
Creating Tables in Ms Access 2003 | Source

Definition of Terms Used in Ms Access 2003

  1. Database – A database can be defined as a collection of structured or organized data which is easily retrievable and accessible. A good example is to think of how a company organizes its employees data containing information like Names, Contacts, Age, Year of Birth, Gender, Salary, among others.
  2. Table – a database table is a structure made up of rows and columns for holding data. It is very similar to tables made in word or spreadsheet.
  3. Query – a query is used to retrieve or access the specific data you want from your database. This is done by creating a query which is able to extract the required information leaving out the rest.
  4. Form – a form is an interface that you use to view, enter and modify data on a table or query. You can be able to add command buttons in your form to perform various actions. It can also help you determine how the users access your database.
  5. Report – a report is used to output the information you want to access from your database. The information you get from a report can be viewed on screen, printed, sent through email, or even exported to another program.
  6. Macro – a macro can be used to execute a series of tasks such as opening a table, running a report, printing a job, closing the database among others.
  7. Fielda field is the heading or title of a column in a table. For example, a student’s table might include fields for First Name, Last Name, Address, City, and Telephone Number.
  8. Record – a record is the data entered in a row, this is the actual information required in a database.
  9. Data type – The data type defines what a field is made up of, for instance text, memo, number, date and time, currency among others. Sample this, if a field is made up of numbers only, you should set your data type to numbers.
  10. Primary Key – this is a unique field established in two or more tables in Access and then used for creating a relationship between two or more tables. The primary key prevents data duplication when you are getting information from two or more different tables.

For More Information About Access

Click on this link to learn more about creating databases using Access 2003.

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© 2012 Patrick Kamau

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