Microsoft Office Tutorials and References
In Depth Information
1 Creating and Using
What Is Microsoft Ofﬁ ce Access 2007?
Microsoft Ofﬁ ce Access 2007 , usually referred to as simply Access, is a database
management system. A database management system, such as Access, is a software tool
that allows you to use a computer to create a database; add, change, and delete data in the
database; sort the data in the database; retrieve data in the database; and create forms and
reports using the data in the database. The term database describes a collection of data
organized in a manner that allows access, retrieval, and use of that data. Some of the key
features in Access are:
• Data entry and update Access provides easy mechanisms for adding, changing, and
deleting data, including the capability of making mass changes in a single operation.
• Queries (questions) Access makes it possible to ask complex questions concerning
the data in the database and then receive instant answers.
• Forms Access allows the user to produce attractive and useful forms for viewing and
• Reports Access includes report creation tools that make it easy to produce
sophisticated reports for presenting data.
• Web support Access allows you to save objects, reports, and tables in HTML format
so they can be viewed using a browser. You also can import and export documents in
XML format as well as share data with others using SharePoint Services.
This latest version of Access has many new features to help you be more productive. Like
the other Ofﬁ ce applications, it features a new, improved interface utilizing the Ribbon.
The new Navigation pane makes navigating among the various objects in a database
easier and more intuitive than in the past. The new version includes several professionally
designed templates that you can use to quickly create a database. Sorting and ﬁ ltering has
been enhanced in this version. The new Layout view allows you to make changes to the
design of forms and reports at the same time you are browsing the data. Datasheet view
also has been enhanced to make creating tables more intuitive. Split form, a new form
object, combines both a datasheet and a form as a single unit. Memo ﬁ elds now support
rich text, and there is a new Attachment data type. Using the Attachment data type, a ﬁ eld
can contain an attached ﬁ le, such as a document, image, or spreadsheet.
The process of developing a database that communicates speciﬁ c information requires careful
analysis and planning. As a starting point, establish why the database is needed. Once the
purpose is determined, analyze the intended users of the database and their unique needs.
Then, gather information about the topic and decide what to include in the database.
Finally, determine the database design and style that will be most successful at delivering the
message. Details of these guidelines are provided in Appendix A. In addition, each project in
this topic provides practical applications of these planning considerations.