Microsoft Office 2000

Lesson 6: Access 2000 (Part 1)

Working with Databases

Let’s begin using Access 2000.

To open Access 2000:

• Click on Start - Programs - Microsoft Access
• Access 2000 prompts you to create a new database or open an existing one
• Click on Blank Access database
• Click on OK

See example of creating a new database or opening an existing one

Access names the new database db1.mdb by default.

To change its file name:

• In the File New Database window, click in the File name field and highlight db1
• Type a new filename
• Click on Create

See example of File New Database screen

Notice that there are three ways to create a table:

• Design view
• Wizard
• Entering data

Let’s first create a table by entering data.

• Double-click on Create table by entering data

See example of Create table by entering data

To rename columns:

• Double-click in the column header (Field1, Field 2, etc.) to be renamed
• Type the new column name

Rename the column headers and enter the information as listed below to create four records in the table.

Navigation buttons at the bottom of the table allow you to enter a new record, advance one record, go to the end of the table, go back one record, or go back to the beginning of the table. Near the Navigation buttons the current record number and the number of total records in the table are displayed.

Creating, modifying and saving databases
New records are added at the end of the table. The end of the table can be reached instantly by clicking on the New button on either the toolbar or at the bottom of the table.

Saving your database

• Click on File – Save or the Save button on the toolbar
• In the Save As – Table Name: enter a name for your table (in the place of Table1)
• Click on OK

You will see the prompt to define a primary key.

A primary key is simply a unique identifier for each record. It is not essential to define a primary key but is a good idea, especially as your database grows larger and more complex. If our database had an identifying number field (such as an identification number field or a parts number field) we would use it for our primary key. Since our database does not have a unique identifying number field we can let Access generate an autonumber primary key.

• Click on Yes to create a primary key.

Deleting Records

To delete records:

• Place the pointer in the row selector boxes to the left of the record to be deleted (notice that the pointer becomes a right-pointing arrow)
• Click in the row selector box to highlight the row (to select more than one row, click and drag the pointer to select the desired rows )
• Press the Delete key

Follow the steps above to delete the record for Sara Adams.

• Delete operations cannot be undone. Access will prompt you to verify that you want to delete the selected records.
• Click on yes to delete the record

Editing Records

To edit a field in a record:

• Click in the cell of the field you wish to edit
• Highlight the contents you wish to change
• Type your new information

Follow the steps above to change the StreetAddress in the record for Anna Stevens from Street to Avenue.

If the entire contents of a cell cannot be seen, you will need to zoom in on the cell.

To zoom in on a cell:

• Click in the cell you wish to edit
• Press the Shift + F2 keys to zoom in on the cell

For additional information on this topic browse Chapter 9 Tracking Data with Access in Microsoft Office 2000 User Specialist Study Guide.

Well done! You have just learned some basic functions in working with Microsoft Access.

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