Database Terms - III

« Cutomize Access Database Terms Create a New Database » Table A table is a collection of information arranged in rows and columns.  Information about an item is displayed in a row.  Columns contain the same type of information for each item.  The table has a header row that tells you what data is contained in the columns. To view data in a table: Click the arrow to open the navigation pane Double-click on the table name to open the table Query Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. A query can also perform calculations and display the results.  The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicatequeries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table. To run a query: Click the arrow to open the navigation pane Double-click on the query name Recordset A recordset is a table that displays groups of records from a base table or as a query result.  Form A form is a graphical interface that is used to display and edit data.  Forms can be developed from a table or a query.  Forms can include calculations, graphics and objects. To view data using a form: Click the arrow to open the navigation pane Double-click on the form name Report A report is an output of data arranged in the order you specify.  Reports can perform calculations and display the results.  Reports can be used to print data. To view data using a form: Click the arrow to open the navigation pane Double-click on the report name

Customize Access - II

Access 2007 offers a wide range of customizable options that allow you to make Access work the best for you.  To access these customizable options:

• Click the Office Button
• Click Access Options

Popular
These features allow you to personalize your work environment with the use of ScreenTips, the location and file format of the databases, and the username.

Current Database
This feature allows you to set options for the Application, Navigation, Ribbon and Toolbars, AutoCorrect, and Filters.

Datasheet
This features allows you to personalize options in the way the datasheet looks, including default colors, gridlines and cell effect, and font.

Object Designers
This feature allows you to customize the options for creating and modifying database objects in Access including Table Design, Query Design, Forms/Reports, and Error Checking.

Proofing
This features allows you to change how Access automatically correct and formats the contents of the database and how it indicates errors.

Advanced
This feature allows for advanced customization of Access including, Editing, Display, Printing, and other advanced options.

Customize
Customize allows you to add features to the Quick Access Toolbar.  If there are tools that you are utilizing frequently, you may want to add these to the Quick Access Toolbar.

Getting Started - I

Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Access.  This button allows you to create a new database, open an existing database, save and save as, print, send, or close.

The Ribbon
The ribbon is the panel at the top portion of the document   It has four tabs:  Home, Create, External Data, and Database Tools.  Each tab is divided into groups.  The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Access database. 

Commonly utilized features are displayed on the Ribbon.  To view additional features within each group, click the arrow at the bottom right corner of each group.

Home:  Views, Clipboard, Fonts, Rich Text, Records, Sort & Filter, Find
Create: Tables, Forms, Reports, Other
External Data: Import, Export, Collect Data, SharePoint Lists
Database Tools: Macro, Show/Hide, Analyze, Move Data, Database Tools

Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use.  You can place the quick access toolbar above or below the ribbon.  To change the location of the quick access toolbar, click on the error at the end of the toolbar and click Show Below the Ribbon.

Navigation Pane
The Navigation Pane displays database objects such as tables, forms, queries, and reports.

Tabbed Document Window Viewing
Tabbed document viewing opens tables, forms, queries and reports in the same window.  Click the tabs to switch between windows.

PowerPoint 2007 Tips - XII

Design Tips

• Slides should be of a consistent design throughout the presentation
• Use graphics and pictures when possible
• Remove unnecessary information and graphics
• Use contrasting background and text colors
• Keep the number of fonts used in the presentation to 3
• Keep the fonts consistent throughout the presentation

Presentation Tips

• Identify the critical information for your presentation
• Use no more than 6 bullets per page
• Bullets should be short ideas, not complete sentences (these should be your talking points)
• To start the Slide Show, Click Slide Show on the Presentation Views group on the View tab
• Use the arrow keys to move forward or backward in a presentation
• Press the Escape (Esc) key to end the slide show
• A pen tool is available for drawing on the screen with the mouse. Press CTRL+P or click the right mouse button at any time and a popup window will appear. Choose Pen and the pointer will change to a pen that allows you to draw freehand on the screen using the mouse. Press the E key to erase all pen strokes. PressCTRL+A to disable the pen feature and revert the pen back to a pointer arrow.
• If you would like to use the pen to draw on a blank screen during a presentation, press the B or W keys, or select Screen/Black Screen from the popup menu and the screen will turn black. Press B or W again or choose Next from the popup menu to return to the presentation when you are finished drawing.
• To hide the pointer and button from the screen press the A key.
• Be sure to preview the slide show using a projector if one will be used during the presentation. Words or graphics that are close to the edge of the screen may be cut off by the projector.

Spell Check
To check the spelling throughout a presentation:

• Click the Spelling button in the Proofing group on the Review tab

Printing - XI

Create Speaker Notes
Speaker Notes can be added to allow you to create notes for each slide.  To add speaker notes:

• Select the slide
• Click View
• Click Note Pages
• Click the Click to add Notes section of the screen
• Type in the Notes for that slide

Print a Presentation
There are many options for printing a presentation.  They are:

• Slides: These are slides that you would see if you were showing the presentation, one slide per page
• Handouts: 1, 2, 3, 4, 6 or 9 per page, this option allows for more slides per page
• Notes Page: This includes the slides and the speaker notes
• Outline View: This will print the outline of the presentation

To access the print options:

• Click the Microsoft Office Button
• Click Print
• In the Print Dialog Box, click the arrow next to Print what
• Choose the format and click OK to print

To print preview:

• Click the Microsoft Office Button
• Place the cursor over Print
• Click Print Preview
• Click the arrow next to Print What to change print options
• To print from Print Preview, click Print

To Exit Print Preview:

• Click the Close Print Preview button

Package a Presentation
There are times when you want to package a presentation with all of the additional files attached as well.  To package a presentation for CD:

• Click the Microsoft Office Button
• Click Publish
• Click Package for CD
• Type a name for the CD
• Click Copy to CD or Copy to Folder

Slide Effects - X

Slide Transitions
Transitions are effects that are in place when you switch from one slide to the next.  To add slide transitions:

• Select the slide that you want to transition
• Click the Animations tab
• Choose the appropriate animation or click the Transition dialog box

To adjust slide transitions:

• Add sound by clicking the arrow next to Transition Sound

• Modify the transition speed by clicking the arrow next to Transition Speed

To apply the transition to all slides:

• Click the Apply to All button on the Animations tab

To select how to advance a slide:

• Choose to Advance on Mouse Click, or
• Automatically after a set number of seconds

Slide Animation
Slide animation effects are predefined special effects that you can add to objects on a slide.   To apply an animation effect:

• Select the object
• Click the Animations tab on the Ribbon
• Click Custom Animation
• Click Add Effect
• Choose the appropriate effect

Animation Preview
To preview the animation on a slide:

• Click the Preview button on the Animations tab

Slide Show Options
The Slide Show tab of the ribbon contains many options for the slide show.  These options include:

• Preview the slide show from the beginning
• Preview the slide show from the current slide
• Set up Slide Show

Set Up Slide Show
This option allows you to set preferences for how the slide show will be presented. The options include:

• Whether the show will run automatically or will be presented by a speaker
• The looping options
• Narration options
• Monitor resolutions

Record NarrationWhen you want to record narration for the slides:

• Click the Record Narration button
• Click Set Microphone Level to check the levels of audio input
• Click OK to record the narration

Rehearse Timings

Use Rehearsed Timings to rehearse the timings of slide with audio.

• Click the Rehearse Timings button
• Practice speaking and advance the slides as you would in the presentation
• When you have completed this click through the end of the slide
• Choose whether or not to keep this timing or to retry

Charts - IX

Charts allow you to present information contained in the worksheet in a graphic format. PowerPoint offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more.  To view the charts available click the Insert Tab on the Ribbon.

Create a Chart
To create a chart:

• Click the Insert tab on the ribbon
• Click the type of Chart you want to create
• Insert the Data and Labels

Edit Chart Data
To edit chart data:

• Click on the chart
• Click Edit Data on the Design tab
• Edit data in the spreadsheet

Modify a Chart
Once you have created a chart you can do several things to modify the chart. 

To move the chart:

• Click the Chart and Drag it another location on the same slide, or
• Copy it to another slide
• Choose the desired location and click Paste

To modify the chart size:

• Click the Chart
• Click on any of the corners and drop and drag to resize

To modify the labels and titles:

• Click the chart
• Click the Layout tab
• Choose the appropriate label to change

Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart.  The tools are located on three tabs:  Design, Layout, and Format. 

Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control the insertion of pictures, textboxes, and shapes, labels, backgrounds, and data analysis.

Within the Format tab you can adjust the Fill Colors and Word Styles.

Paste a Chart from Excel

• Open the Excel worksheet
• Select the chart
• Click Copy on the Home tab
• Go to the PowerPoint document where you want the chart located
• Click Paste on the Home tab

Tables - VIII

Tables are used to display data in a table format. 

Create a Table
To create a table:

• Place the cursor on the page where you want the new table
• Click the Insert Tab of the Ribbon
• Click the Tables Button on the Tables Group.  You can create a table one of four ways:
• Highlight the number of row and columns
• Click Insert Table and enter the number of rows and columns
• Click the Draw Table, create your table by clicking and entering the rows and columns
• Click Excel Spreadsheet and enter data

Enter Data in a Table
Place the cursor in the cell where you wish to enter the information.  Begin typing.

Modify the Table Structure and Format a Table
To modify the structure of a table:

• Click the table and notice that you have two new tabs on the Ribbon:  Design and Layout.  These pertain to the table design and layout.

On the Design Tab, you can choose:

• Table Style Options
• Table Styles
• Draw Borders

To format a table, click the table and then click the Layout Tab on the Ribbon.  This Layout tab allows you to:

• View Gridlines and Properties (from the Table Group)
• Insert Rows and Columns (from the Rows & Columns Group)
• Delete the Table, Rows and/or Columns (from the Rows & Columns Group)
• Merge or Split Cells (from the Merge Group)
• Increase and decrease cell size (Cell Size Group)
• Align text within the cells and change text directions (Alignment Group)

Insert a Table from Word or Excel

• Open the Word document or Excel worksheet
• Select the chart
• Click Copy on the Home tab
• Go to the PowerPoint document where you want the chart located
• Click Paste on the Home tab