Microsoft Office Specialist 2013 - Access 2013 Certification Guide - Lesson 1 - Exploring the Access Environment

Sep 22, 2026

Upload by Jiven

Lesson 1 introduces the Microsoft Access 2013 environment and interface, guiding learners to create new database files, and to open, save, and manage them effectively. The lesson explains core database concepts, including what databases are for and how Access stores and manipulates related data. It compares spreadsheet-based data organization with relational database concepts, highlights strengths and weaknesses, and identifies database object types, file formats, desktop vs. web apps, and key user-interface components. It also covers using the Navigation Pane and exporting databases.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages42

Reading Time15 min

AccessFree to download

Lesson Objectives

An Introduction to Databases

Databases in Spreadsheets

Weaknesses of Spreadsheet Databases

Relational Database Management Systems (RDBMS)

Multiple, Related Tables

Microsoft® Office Specialist 2013 Series Microsoft® Access 2013 Certification Guide Lesson 1: Exploring the Access Environment Lesson Objectives In this lesson, you will explore the Access 2013 environment and interface, and learn to use them to create new database files, and open and save files. You will also work with the Navigation Pane and export databases. On successful completion of this lesson, you will be comfortable with: 􀂅 defining the function of a database 􀂅 comparing databases in spreadsheets to those created in a relational database management system (RDBMS) 􀂅 identifying Access file types and file name extensions 􀂅 identifying database objects 􀂅 differentiating between desktop databases and Access Web apps 􀂅 identifying the main components of the Access user interface 􀂅 identifying elements on the screen 􀂅 creating new blank databases 􀂅 creating databases in older formats 􀂅 creating databases from templates 􀂅 opening and closing databases 􀂅 working with the Navigation Pane 􀂅 saving and exporting databases 􀂅 setting Access options An Introduction to Databases Although many people become uncomfortable at the thought of working with a database, a database is really nothing more than an organized collection of information. The basic function of a database is to store data. If the database is well organized, retrieving the data you want is easy. The key to designing and using a database successfully lies in understanding the nature of the data – that is, how the pieces of information are related to each other – and understanding how Access stores and manipulates the data. Databases in Spreadsheets Many users are comfortable with spreadsheets, and many databases begin as data entered into a spreadsheet. Spreadsheets display rows and columns of data in a table format. It is easy to understand and visualize the data in a spreadsheet because all the data is visible and stored in one location. A database in Excel is a single table that cannot include any blank rows or columns. Consider the scenario of a gardening supply store that needs to track orders. A spreadsheet database solution created in Microsoft Excel 2013 might appear as shown in Figure 1-1. Figure 1-1: Spreadsheet database solution for gardening supply store Although it is easy to see and understand the data shown in the spreadsheet, notice that there is considerable repetition in the table. In this database, a single order requires a record for every line item. This type of database will take longer and longer to search as it grows. Also, the person entering the order information will have to type in the same information (order number, customer number, customer name and customer address) many times for a multiple-item order. This is a time-consuming process, and opens up many possibilities for error. The large size and repetitive nature of the data reflect the complexities of the data itself. At first thought, tracking orders might seem a simple task; but consider how the various pieces of data are related: A customer may place one or more orders, each order will consist of one or more line items, and each line item must reflect a particular product that is available in inventory. These relationships are quite complex. Weaknesses of Spreadsheet Databases Even though you can perform complex calculations on data in a spreadsheet, a spreadsheet program itself gives you only limited control over the data that is entered, and complex data relationships are difficult (if not impossible) to represent. Another difficulty with the spreadsheet solution is that the order of the rows in the spreadsheet affects how the data can be summarized. For example, the table in Figure 1-1 is currently sorted by order number. What if you wanted to see the rows by customer number instead? You would have to sort (that is, rearrange) the rows in the spreadsheet. If you needed to print a list consisting of only custom

FAQs

What is the main purpose of a database in Access 2013?

A database stores data in an organized way so the needed information can be retrieved easily.

How do spreadsheet databases differ from relational databases?

Spreadsheet databases typically keep information in one visible table, while relational databases split data into multiple related tables for structured relationships.

Which Access 2013 interface elements and tasks does Lesson 1 cover?

It covers using the Navigation Pane, creating blank databases, working with file types and extensions, saving and exporting databases, and identifying key screen components and database objects.

Sep 22, 2026

Upload by Jiven