Access2007_M2

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http://pds.hcc.edu/pds

Microsoft Access 2007

Module 2

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2007 Hillsborough Community College - Professional Development and Web Services

Microsoft Access 2007:

Module 2

August 2007

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The material contained in this training material is copyrighted 2007 Hillsborough

Community College Department of Professional Development and Web Services and

may not be reproduced without express, written permission. Other trademarks, trade

names, logos, designs, brand names, and product services mentioned in this publica-

tion may be trademarks or registered trademarks of third parties.

Hillsborough Community College - Professional Development and Web Services

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Table of Contents

Microsoft Access 2007 - Module I

Objectives 1

Import a Table from Excel 3

Export an Access Table to Excel 5

Create a Query 6

Query

Sort 8

Show 9

Text Data Criteria 10

Wildcards 11

Field Not in Result 12

Number 13

Comparison 14

Comparison And 15

Comparison Or 16

Aggregate Functions 17

Count 18

Avg (Average) 20

Parameters and the Between Operator 21

Report Wizard 23

Modify a Report 25

Insert Images into a Form or Report 26

Resize Images in a Form or Report 27

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Objectives

At the end of this training session you will be able to:

1. Import a table from Excel;

2. Export an Access table to Excel;

3. Create a query;

4. Sort elds in a query;

5. Show elds in a query;

6. Run a query using wildcards;7. Run a query for elds not in result;

8. Run a query for a number value;

9. Run a query using the comparison criteria And;

10. Run a query using the comparison criteria Or;

11. Understand the purpose of Aggregate Functions;

12. Create and run a query using count;

13. Create and run a query using average;

14. Create and run a query using the parameter between;

15. Insert and resize a graphic/image;

16. Create and Modify a Report.

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Import a Table From Excel

Access and Excel work well together It isquite simple to import data from an alreadyexisting Excel spreadsheet

In this example, we are using the leslocated on your computers desktop, in thePDWS folder

. Open this modules Access 2007 le.

e.g. Desktop > PDWS folder >Access > Access

II > Access2007_M2.accdb

Under the External Datatab>Import group,

click on Excel.

2. After the Get External Data dialog boxappears, click on Import the source data into

a new table in the current database.

Other options are to append the new records to a

table or link the Excel spreadsheet to the Access

database. If you choose to append the records

to a table, make sure the elds and data types

match with the existing data.

. Click on the Browse button and select the le to

import.e.g. Desktop > PDWS folder >Access > Access

II > Employee_Add.xlsx

4. ClickOK.

5. Select which worksheet or range to import by

clicking on the Show Worksheets orShow

Named Ranges radio button.

e.g. Show Worksheets

6. Select the sheet or sheet range to import andclick on Next.

e.g. Sheet1

7. Add a check mark by clicking on the First Row

Contains Column Headings and click on Next.

Adding this check mark species that the rst

row contains a column heading.

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8. You can specify information about the

spreadsheet elds on this screen, such as data

type. You can even specify if you do not want to

import a certain eld. These specications are

set in the Field Options area.

In this example, we are going to import all

elds.

9. ClickNext.

0. Choose the appropriate primary key setting and

click on Next.

In this example the ID is the primary key;

however, Access can choose a primary key. Also

you can choose a primary key or choose not to

have any primary key.

Select Choose my own primary key and IDfrom the drop-down list.

. Type a name for the table and click on Finish.

e.g. tblEmployeeAddresses

12. If you will be importing a le repeatedly, Access

gives you an option to save the import steps.

For this example, do not check to Save import

steps and click on the Close button.

. tblEmployeeAddresses now appears in the left

pane, underTables.

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Export an Access Table toExcel

Any database table can be exported, in avariety of formats In this example, we aregoing to export to Excel

. In the Navigation Pane, select the object to

export,

e.g. tblEmpInfo

2. In the External Datatab>Export group, select

Excel.

. Click the Browse button to select a destination

for the exported le.

4. Select an appropriate le format. If you need

to share this le with people that do not have

Excel 2007, choose Microsoft Excel 97-2003.

If that is not a concern, select Excel Workbook.

5. Specify the appropriate export options. Add a

checkmark to Export data with formatting

and layout. You can also select the option

Open the destination le after the export

operation is complete, if you would like to

preview the exported le.

6. Click on OK.

7. If you elected to Open the destination le

after the export operation is complete, Excel

will open with the new exported le displayed.

8. Save the export steps, if this is a regularly

occurring export and clickClose.

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Create a Query

A queryallows for table inquiries A query

can change, delete, add, and arrange

data in tables Queries also aid gathering

information for forms and reports Witha query you can ask questions and set

parameters

. Select the Create tab.

2. In the Other group, select Query Wizard.

. Select Simple Query Wizard and clickOK.

4. UnderTables/Queries, click on the down arrow

and select the tables and/or queries to create and

run a new query.

e.g. tblEmpInfo.

5. In the Available Fields list, select the table'seld(s) to add to the query.

In this example, all the elds are used; therefore,

click on the double-headed arrow icon to move

all the items (elds) to the Selected Fields list.

6. ClickNext.

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Query in Design View: Sort

Sorting information can be a valuabletool when dealing with large amounts ofinformation or when simply organizinginformation (elds). More than one eld can

be sorted; however, the eld farthest to theleft is given priority when sorting

Fields can be sorted by:AscendingDescendingNot Sorted

In this example, the LastName eld is

sorted in ascending order

. While in Design View, click in the blank box

next to Sort, underLastname; a down arrow

appears.

2. Select the sort option.

e.g. Ascending

. In the Query Tools/Design tab>Results group,

click the Run button to activate the query and

see your results.

4. Go back to Design View to edit your query.

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Query in Design View: Show

The Show option displays or hides elds in

a query or form

In this example, some elds will be hidden.

. While in Design View, uncheck the show box

forExempt, Zip Code and Street.

To show elds in a querys results, add acheck to each eld names Show checkboxTo hide elds in a querys results, removethe check in the eld names Showcheckbox

2. Click the Run button to see your query results.

Notice that the Exempt, Zip Code and Street

elds are not being shown.

. Select Design View to make more adjustments

to the query design.

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Query: Text Data Criteria

Text Data is data in elds that are in text

format Such examples include but are notlimited to names, addresses, employeenumber, location, etc

In this example, employees that are exempt

are queried

. In the Criteria section underExempt, type the

text data criteria.

e.g. Yes

2. Check the Show box forExempt, to show this

eld in the results.

. In the Query Tools/Design tab>Results group,

click the Run button.

4. The results of the query now display all

employees that are Exempt.

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Run a query looking for employees who live in

Temple Terrace. How many HCC employees live in

Temple Terrace?

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Query Criteria: Wildcards

In this example, the last name of an em-

ployee with the letter M is queried

. Go back to Design View. In the Criteria

section underLastName, type the text data

criteria.

e.g. M*

2. Click on the Run button.

. The results of a query now display all

employees with a last name that begins with the

letter M.

Wildcards are useful in Access to serve asa character or blending of characters

There are two types of wildcards in Access* (asterisk)? (question mark)

The * wildcard symbolizes any compilationof characters Therefore, mi* standsfor the letters mi, followed by any lettercombination

The ? wildcard symbolizes any dened letter.

As a result, B?rt operates as the letter,B, followed by any single letter, r, and tAppropriately, B?rt can mean Bert or Burt

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Run a query looking for employees working at a cam-

pus with the letter D. How many employees work at a

campus with the letter D?

How would you run a query for employees working

at District? How many employees work at District?

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Query Criteria: Field Not inResult

Field Not in Result is a query wherecriteria for a specic eld do not need to

appear in the outcome of the nal query. Inthis example, the last name, rst name, andmiddle initial are necessary However, thecampus does not need to appear Therefore,a query with only the names of theemployees working at the Brandon campusis required

. In Design View, uncheck the items to be hidden.

e.g. Campus

2. Type criterion in the Criteria section, under

Campus.

e.g. BR

. Click on the Run button.


employees at the Brandon campus.

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Query Criteria: Number

Using a number in a criteria is useful wheninformation from a data eld that consistsof numbers is required A dollar sign or

decimal point is not required in the criterion

In this example, the names, campuses, andthe salary of employees earning $39,80000are needed

. In Design View, type criterion in the Criteria

section. For example, underSalary, type 39800.

Do not type in the dollar sign or the decimal

point. Uncheck unnecessary elds, such as

Street, City, State, ZipCode and Exempt.2. Click on the Run button.

. The results of the query now display all

employees whose salary is $9,800.00.

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Run a query looking for employees earning $60,000.

How many employees are earning $60,000?

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Query Criteria: Comparison

Using a number in a criteria is useful wheninformation from a data eld that consistsof numbers is required A dollar sign ordecimal point is not required in the criterion

In this example, the names, campuses, andthe salary of employees earning more than

$30,00000 is needed


section.

e.g. UnderSalary, type >30000. Do not type in

the dollar sign or the decimal point.


. The results of the query now display all

employees earning more than $0,000.

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Run a query looking for employees earning less than

$0000. How many employees are earning less than

$0,000?

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Query Criteria: ComparisonAND

Using the AND criteria is appropriate wheninformation is needed from multiple elds.

AND conditions must appear on the samecriteria line, for example, the names ofemployees earning more than $30,00000

at the Dale Mabry campus


section.

e.g. UnderSalary, type >30000. Do not type in

the dollar sign or the decimal point.

2. Type the AND criterion.e.g. UnderCampus, type DM.

. Click on the Run button.


employees earning more than $0,000 at the

Dale Mabry campus.

Since the two conditions are on the same

line, each one must be true

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Run a query looking for employees working at the

Ybor campus and who are exempt. How many em-

ployees are working at the Ybor campus and are

exempt?

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Query Criteria:Comparison OR

Using the ORcriteria is applicable when in-

formation is needed from multiple elds.

ORconditions must appear on the separate

lines

In this example, the names of employees

earning less than $30,00000 or with the

last name beginning with the letter M are

required

. Type criterion in the Criteria section.

UnderSalary, type

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Aggregate Functions

Aggregate functions within Access allowsthe user to carry out simple mathematicaloperations within a query Aggregatefunctions (operations) include sum,

average, minimum, maximum, count,standard deviation and variance Thesefunctions can be accessed by selecting theTotals button on the query design toolbaror typing the aggregate function in the Totalrow of the Design grid

Aggregate Function Description

Sum Determines the sum of eld values. Supports thefollowing data types: AutoNumber, Currency, Date/

Time and Number

Avg Calculates the average of eld values. Supports thefollowing data types: AutoNumber, Currency, Date/Time and Number

Min Determines the lowest eld value. Supports thefollowing data types: AutoNumber, Currency, Date/Time, Number and Text

Max Determines the highest eld value. Supports thefollowing data types: AutoNumber, Currency, Date/Time and Number

Count Determines the number of records in a eld.Supports the following data types: AutoNumber,Currency, Date/Time, Memo, Number, OLE Object,Text and Yes/No

StDev Calculates the standard deviation of a eld value.Supports the following data types: Currency or

Number

Var Calculates the statistical variances of a eld.Supports the following data type: Currency

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Query: Using the AggregateFunction Count

Using the aggregate function Count isuseful when a simple count or tally ofinformation is required

. In the Createtab>Other group, select Query

Design.

2. Select the tables and/or queries to show and

clickAdd.

e.g. tblEmpInfo

. ClickClose.

4. Double click on a eld name from the table or

query twice to appear in the query design grid.

e.g. Campus.

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5. In the Query Tools/Design tab>Show/Hide

group,click on the Totals button.

6. The Total row now appears in the design grid

between Table and Sort.

7. Select the aggregate function on the second

Campus eld

e.g. Count.


9. Result of query using the aggregate function

Count.

0. Save the query as qryCntCampus.

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Create a query for gender using the aggregate func-

tion Count. Save the query as qryCntGender

How many are males? How many are females?

How could using the aggregate function Count be

useful to you?

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Query: Using the AggregateFunction Avg

Using the aggregate function Avg(average) is useful when an average ofinformation is required

In this example, we are determining theaverage salary by campus

. Under the Create tab>Other group, select

Query Design.


clickAdd.

e.g. tblEmpInfo

. ClickClose.4. Double click on the eld names from the table

to appear in the Field design grid.

e.g. Campus and Salary.

5. Click on the Totals button. The Total row

now appears in the design grid between Table

and Sort.

6. Select the aggregate function on the second eld

and click on the Run button.

e.g. Avg.

7. Result of query using the aggregate function

Average.

8. Save the query as qryAvgSalaryCampus.

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7Create a query for the average salary by city using the

aggregate function Avg. Save the query as

qryAvgSalaryCity.

Which city has the highest average salary?

How could using the aggregate function Avg be use-

ful to you?

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Query: Using Parameters and theBetween Operator

Creating a parameter query allows you tosearch for information in elds. However, forthe parameters to function, you will have

to enter the criteria when prompted by theparameter dialog box

In this example, we are determining thenames of the people whose start date isbetween 1/01/1980 and 12/31/1999.

. Under the Create tab>Other group, select

Query Design.


clickAdd.e.g. tblEmpInfo

. ClickClose.

4. Double click on the eld names from the table

to appear in the Field design grid.

e.g. FirstName, LastName, and StartDate.

5. Under StartDate Criteria type the following:

Between [Beginning Start Date] And [Ending

Start Date].

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6. Click on the Run button and enter the

following parameters Beginning Start Date:

1/01/1980 and Ending Start Date: 12/31/1999.

7. Result of query using the parameterBetween.

8. Save the query as qryBtwnStartDate.

Create a query using parameters. The query will show

the names of people, salary and campus. Save the

query as qryBtwSalaryCampus.

Show how many people make between $0,000 and

$40,000 and at which campus he/she works.

What are the results for each campus?

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5. Sort records, up to four elds in ascending or

descending order, and click on Next. In this

example, the elds LastName and FirstName,

are sorted in ascending order.

6. Choose a report layout and orientation and clickon Next.

e.g. Tabular layout and Landscape orientation

7. Choose a report style and click on Next.

e.g. Access 2007

8. Type in a report title, preview the report, or

modify the reports design and click on Finish.

e.g. rptEmployeeInfo

9. The Employee Information report now appears.

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Modify a Report

Design View and Layout View allow forthe modication and customizing of reportsby adding a logo or picture, organizingheaders, footers, and sorting columns

In this example, the Employee Information

report is modied.

. In the Home tab>Views group, select View >

Design View to change to Design View.

2. The report now appears in Design View.

. To change the font, highlight the text box, then

make your font selection. For example, click

on the Last Name label text box and choose alarger font size. Also change the alignment to

Center.

4. Select Report View see the changes.

5. Report changes are viewable.

To move report objects around, click on anobject and drag it to the new location, whileyou are in Design View or Layout ViewYou can also resize and delete columns

Modify rptEmployeeInfo by changing the font, size

and color. Change the report header title to HCC

Employee Information. Delete unnecessary columns

to save space.

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Resize Image/Graphic

Sometimes after an image is placed on aform or report, it does not t properly in itsbox Below are the steps to resize an imagewithout resizing the box entirely

. Select the image.

2. Right click on the mouse and click on

Properties.

. Click on the Format tab.

4. Point to and click on Size Mode down arrow

and choose Stretch.

5. The image now ts in the box.

Insert an image into your report and resize the image

using the Resize Image/Graphic steps.

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