Lesson 1: Exploring Access 2007

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Lesson 1: Exploring Access 2007. Lesson Objectives. After studying this lesson, you will be able to: Define what a database is Identify the types of objects modern databases contain Launch Access 2007 and identify elements of the application window Open a database and use the Navigation Pane - PowerPoint PPT Presentation

Transcript of Lesson 1: Exploring Access 2007

Page 1: Lesson 1: Exploring Access 2007

Lesson 1: Exploring Access 2007

Page 2: Lesson 1: Exploring Access 2007

Lesson Objectives After studying this lesson, you will be

able to: Define what a database is Identify the types of objects modern databases contain Launch Access 2007 and identify elements of the

application window Open a database and use the Navigation Pane Open database objects, navigate within database objects,

and close the objects Close a database properly and exit Access 2007

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Defining Access Databases

What Is a Database? A collection of related data stored together in one electronic

file

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Database Structures Flat Files

Object-Oriented Files

Repetitive data

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Launching Access 2007

Same basic procedures used to launch other computer programs

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Exploring the Access Environment

Recently used database list Lists of templates

Create a new blank database

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Opening a Database

Same basic procedures used to open files in other computer programs

Enabling Content to control security

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Identifying Elements of the Access Window

Status bar

Ribbon tabs

Navigation Pane

Shutter bar Open/Close button

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Object Types Access 2007 databases contain four basic

types of objects: Tables – hold the data Queries – search the table data Forms – input the table data Reports – report the table data as meaningful information

Each object type is represented by a different icon: Tables – Queries – Forms – Reports –

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Using the Navigation Pane Shutter button opens and closes the Pane Organization appears in the Pane banner Pane banner menu button ▼ displays the

Navigation Pane menu Choose a different organization from the

Pane menu Expand and collapse buttons to show/hide

each object list

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Opening, Navigating, and Closing Database Objects

Each database object is listed on the Navigation Pane

To open any object, double-click the object name

Default setting for Access 2007 displays each object as a separate tabbed page in the Access window work area

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Working with Tabbed Objects

To switch from one object to another, click the tabs

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Navigating Datasheets Tables and queries display in a row and

column layout called a datasheet Datasheet resembles an Excel spreadsheet To move from column to column, press Tab

or Enter or click the cell

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Using Navigation Tools

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Lesson 2: Using an Access Database

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Lesson Objectives After studying this lesson, you will be

able to: Add records to a database using both tables and forms Change the layout of a table by adjusting column width,

hiding columns, and rearranging column layout Locate and update records by sorting, filtering, and using

Find and Replace Preview and print database data Save a database as a new file

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Adding Records Using a Table The primacy of tables

Tables hold raw data

All reports, queries, and forms use table data

Two basic input tools for adding data to database tables: Typing data into the Datasheet view of the appropriate

table Typing data into a form associated with the appropriate

table

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Fields, Records, and Files Fields

Basic unit of data represented by a column in a table datasheet

Record Group of related fields or all fields related to a specific item:

person, place, or thing Each row of a datasheet represent a record

File Group of related records represented by a table in a

database

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Saving Records Access automatically saves each record as

you complete it Edits made to records are also automatically

saved

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AutoNumber Fields Fields that automatically number records as

you add them to a table It is unnecessary to type a number in these

fields Numbers are un-editable

The number is assigned to the specific record

If you delete a record from a table, Access never assigns the number to any new record

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Entering Data into a Table Datasheet

Click the New Record button

Press (Tab) or (Enter) to move to the next column

The new row is identified with an asterisk

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Changing the Width of Columns Drag a column border to make the column

on the left of the border wider or narrower Double-click a column heading border to

change the width of the column on the left to fit the longest data entry in the column

Before

After

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Moving and Hiding Data Columns Hiding and moving fields in a datasheet has

no impact on the actual structure of the table Data remains available but is just hidden

from view when columns are hidden Moving columns enables you to print

datasheets in different arrangements

The E-mail Address column is emptyThe column is hidden

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Saving a Table Layout Each time you make a change to the layout

of a table you must save it The Save button appears on the Quick

Access toolbar

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Adding Records Using a Form Same basic procedures are used to add

records using a form Data entered into a form is added to the

associated table Press (Tab) or (Enter) in a form to move

from field to field

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Retrieving Data Sorting features Filtering tools Find and Replace

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Sorting Records Sort Ascending

Alphabetical order from A to Z Numeric order from lowest to highest Chronological order from first to last

Sort Descending Reverse alphabetical order from Z to A Numeric order from highest to lowest Reverse chronological order from last to first

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Sorting Records Using Multiple Fields Access considers second fields when values

in the first field are equal Example: Personal Names

When the last name is the same, you can tell Access to consider the first name Last name is the primary sort field First name is the secondary sort field

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How Multiple Column Sorts Work Access sorts data on multiple fields from left

to right Columns in a table must appear side by side

in the datasheet The column on the left must be the one you

want sorted first (primary sort field)

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Using Find and Replace Techniques similar to those in other

applications Use Find and Replace to locate records to

remove or edit records

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Filtering Records Filter by Selection

Selects records on the basis of the value contained in the active field for the active record

Filter by Form Selects records on the basis of values or conditions

(criteria) that you type in one or more form fields

Again, Access searches only the fields you specify to find the match.

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Using the Toggle Filter Tool After you apply a filter, clicking the Toggle

Filter button removes the filter and displays all records

After removing a filter, clicking the Toggle Filter button re-applies the last filter applied

A ToolTip displays to let you know what action you are performing: Remove Filter or Apply Filter.

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Identifying Logical Operators Identifies the comparison Access should

perform Operators include:

= > < <> >= <=

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Using Wildcards Used in place of specific characters Primary wildcards used:

* Represents any number of characters ? Represents an individual character

Examples: *Graham* locates all records with graham within the text Gra?am locates all records with gra at the beginning of the

field value and am at the end of the field value with only one letter between

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Using the Save As Command The Office Save As command is used to

save the active object rather than the file Display the Save As menu to save the entire

database as a new file

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Lesson 3: Building a Database

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Lesson Objectives After studying this lesson, you will be

able to: Create a new blank database Create a database table using Datasheet View Create a form Add records to a table Create a report Create a simple query Create a table from an Excel worksheet Create a new database using a template

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Planning a Database What information do you want to be able to obtain? What data elements (fields) must you include to be

able to obtain the information? What types of data will you enter into each field?

Dates, numeric values, amounts of money, text, etc. What fields of data relate to the same basic items

and could be grouped together? How do the groups of data relate to each other? What is the most efficient way to get data into the

database tables? What questions will you need the database to be able

to answer?

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Creating a New Database Database – Shell that holds all data items Formats:

Blank Template Sample

Must save a new database before adding items to it Access creates a blank, unnamed table after you

save the new database Generic Field# names appear as column headings in

the default table Access creates

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Guidelines for Creating Tables Each table should contain fields that focus

on data specific to one type of item Such as customers, employees, inventory, etc.

Each table should have a primary key that cannot be empty

Each generic field# heading is replaced with the official field name

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Creating Additional Database Objects Create tab of the Ribbon contains tools for

creating all database objects Tools on the Ribbon are grouped by object

type Multiple tools are available for each object

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Creating Simple Forms—Input Simple forms contain all table fields Access arranges fields appropriately on the

form and uses a default form design

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Creating Simple Reports—Output Processes data into meaningful information Formats data for printing Creates a report containing all fields from

the associated table

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Creating Queries Using a Wizard Steps you through the process of creating a

query Enables you to select specific fields to

display in a datasheet Enables you to add criteria for selecting

specific records

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Importing Data Creates new tables from data stored in other

programs External Data tab on the Ribbon contains

Import tools Most import procedures use Wizards

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Using Templates to Create Databases In Access, database templates are ready-to-

use databases Each template contains a set of objects

designed for a specific purpose Storing contacts, tracking projects, etc.

Each object in the database created with a template can be customized to meet specific needs

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Lesson 4: Managing a Database

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Lesson Objectives After studying this lesson, you will be able

to: Create tables using Table Design View Append records to a database table Create and run queries using Query Design View Create forms and reports using wizards Copy and save database objects as new objects Back up a database Compact and repair a database

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Using Table Design View Presents a blank palette on which to

enter fields Provides tools for setting data types,

descriptions, and properties Enables you to change the structure

and organization of fields in the table

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Switching Views Button on the Home tab, Views group of the

Ribbon Button displays an icon that identifies the

view you will display if you click the button The button menu enables you to switch to

different views

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Entering Field Names Field names:

Short but descriptive Can contain alpha-numeric characters Can contain many symbols Can contain spaces Must start with a character or symbol

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Identifying Data Types Data types identify the type of data to be

added to a field, such as Text Numbers Dates/Times Currency

Setting a data type controls values that the field contains

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Adding Field Descriptions Help identify the format of data Provide valuable documentation for

maintaining a database Describe the field contents

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Creating Queries Using Query Design Enables you to place fields from multiple

tables to display in a single datasheet Provides controls for setting criteria based

upon values in multiple fields Enables you to show or hide fields

containing criteria

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The Query Design Grid

Table

Field name

Table name

Sort options

Show boxCriteria Or criteria line

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Select Queries Pull Specified DataTable

Query

Recordset

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Add fields to the Design Grid Several techniques

Double-click a field name in the table list Drag a field to the grid Select the field from the Field list in the grid

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Run Queries to View Results Edit data in recordsets to edit data in table

Sort query results in ascending or descending order

Sort with multiple fields from left to right

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Using Criteria to Select Records Equality criteria matches records exactly

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Using Criteria to Select Records Comparison criteria matches records in a

range

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Show box

Using the Show Box

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Using Wildcards in Criteria

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Setting Compound Criteria

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Using Wizards to Create Objects Enables you to include fields from multiple

tables Steps present options for you to choose Similar to using wizards in other

applications

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Tools for Managing Databases Tools on the Office menu Help ensure the smooth operation of a

database Back up a database Compact and repair a database

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Lesson 5: Maintaining and Documenting a Database

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Modifying Table Structure Includes:

Changing field names Changing data types Adding descriptions Assigning Primary Key fields Setting field properties

Can impact data—causing data loss

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Setting Lookup Fields Creates a list of valid values to use during

data entry Reduces time required for data entry Reduces errors associated with data entry Restricts data to valid entries Create lookups using:

Lookup wizard Lookup settings on the Lookup tab in Table Design View

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Setting Field Properties Control the way data displays

Accounts for different format (all caps, lowercase, etc.) used by data entry clerks

Ensures consistent look in reports and other objects

Control values that can be entered Provide tips for data entry Set the number of characters that can be

entered for a field Set a default field value

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Setting Field Size Limits the number of characters allowed for

field values Triggers a warning message that data may

be lost Example:

Setting the State field size to 2 to accommodate state abbreviations deletes all values containing more than 2 characters in the State field

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Setting Captions Changes the text that appears in datasheet

column heading Presents more descriptive field titles

Fname First Name

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Setting Input Masks Sets data format Provides a consistent display of data for all

records Uses many symbols to control format Access adds characters that control how

data displays:

1234567890(123) 456-7890

howard SMITHHoward Smith

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Using the Input Mask Build Button

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Creating Validation Rules Limits values entered into a field

Reduces errors associated with data entry Restricts data entry to valid values

Data type should be set for the type values entered Text provides instructions for data entry

Appears in status bar when field is active Appears in message box when invalid values are entered

Wide variety of comparison operators Wildcards can be used

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Setting Default Field Values Adds a value to a field automatically Can be edited to contain a different value

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Analyzing and Documenting Databases Performance Analyzer

Reviews structures of database objects Identifies potential trouble spots/objects Reports the results of the analysis Ensures smooth functioning of the database

Database Documenter Reviews all database objects Documents all objects and their associations Includes field names and other significant information

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Lesson 6: Designing a Relational Database

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Objectives After studying this lesson, you will be able

to: Modify table field settings Create lookup fields that return multiple values Create a split form Create and print relationships among tables Identify object dependencies

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Principles of Good Database Design Reduce redundancy

Divide data into subject-based tables Show Access how data in all tables related to scope

(purpose) of the database Ensure that data is complete and accurate

Include report formats, forms, and queries to process data and report information that meets the intended needs of the database

Incomplete/inaccurate data results in inaccurate processing and reporting, and invalidates the integrity of the database.

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Applying Design StepsDesign Step/Task Result

Identify the purpose of the database. To generate a utility bill

Locate and organize detailed information about what the database should contain.

Customer name, address, amount of power used, associated costs, company info

Separate the details into related groups. Customer details, billing history, cost of power, utility company details

Identify additional breakdowns in information details. Customer first name, last name, street, city, state, ZIP Code, telephone, etc.

Specify a primary key for each group of data. Customer number

Relate tables to each other by identifying how data in one table can be connected to data in other tables.

Customer number added to other tables to connect the tables

Create the database in Access and test the design. Create tables to determine whether or not you can generate the billing statement

Apply normalization rules and make any necessary adjustments.

Review the design using normalization levels (described elsewhere) and determine normalization level attained

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Normalizing Data Process of refining tables, keys, fields, and

relationships to create an efficient database Includes:

Discarding repeating groups Minimizing redundancy Eliminating composite keys for partial dependency Separating non-key attributes

Follows steps and guidelines for designing a database

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Working with Relationships Three types of relationships:

One-to-One Relationship One-to-Many Relationship Many-to-Many Relationship

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One-to-One Relationship Each record in Table A can have only one

matching record in Table B Example: Each employee’s address is stored in one table

and has a matching record in the payroll table

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One-to-Many Relationships Each record in Table A can have

many matching records in Table B Example: Each supplier in the Suppliers table

could have multiple items in the Inventory table

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Many-to-Many Relationships Records in Table A

can have many matching records in Table B, and vice-versa

Normally requires a Junction Table

Example: Items could be ordered by many customers and each customer might order many items

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Relationship Join Line Connects fields common to both tables

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Referential Integrity A system of rules

used to ensure that relationships are valid

Must be set in Edit Relationships dialog box

Access identifies the many and one side of the relationship

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Cascade Options Set in the Edit Relationships dialog box Cascade Update updates key field of a related

table when edits are made to field in primary table

Cascade Delete removes records from a related table when record is deleted from primary table

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Object Dependencies Shows the object for

which dependencies are shown at the top

You can choose to identify object dependent on the active object or those on which the object depends

Objects are listed by type

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Lesson 7: Querying a Database

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Objectives After studying this lesson, you will be able

to: Design a query using multiple tables Set query criteria Define a query sort order Create and format a calculated field Use functions in query expressions Create a crosstab query Create unmatched and duplicates queries

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Setting Query Criteria

Comparison Operator

Wildcard Value Dates Wildcard

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Setting AND and OR Criteria

AND Criteria

OR Criteria

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PEMDASPlease Excuse My Dear Aunt Sally

(2+2)*32-6/2=33 Parentheses Exponentials Multiplication/Division Addition/Subtraction

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Calculated Fields Have no value of their own Perform calculations using other field values

Calculated field name

Field names fromexisting tables

Arithmetic or comparison operator

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Crosstab Queries

Rearranges data for summarizing Groups data and totals values

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Crosstab Query Palette

Groupings appear as row and column headings

Summarized values appear in the TOTAL area

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Lesson 7: Querying a Database

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Lesson 8: Customizing Input Forms

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Objectives After studying this lesson, you will be able

to: Use Form Design View and Layout View Add, delete, format, and modify form controls Apply AutoFormats to forms Set form tab order Create a multiple item form Print forms

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Customizing Forms in Design View

Detail section

Bound control

TitleColored background

Control label

Image

Form header

Control text box

Control tools for adding new controls

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Using Control Handles

Large handles are used to move the individualparts of the control—label or text box—separately

Sizing handles

The mouse appears as a white arrowwith a four-headed black arrow to move

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Working with Controls Select controls with:

(Shift) + click

Selection box

Ruler

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Customizing Forms in Design View Restrict data entry in forms to ensure data

integrity Use Properties dialog box Enabled controls receive focus (you can click in them) and

data (you can type in them) Locked controls cannot receive focus and cannot receive

data

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Applying Conditional FormattingFormat for values less than $500

Format for values more than $1,000

Format for valuesbetween $500 and $1,000

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Sizing Form Sections

Drag the section bar below the section (Detail bar, in this

case) down to make the Form Header section larger

The mouse pointer appears as a two-headed arrow

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Setting a Form Tab Order Enables you to arrange controls on a form in

an appropriate order, and then change the default order Access moves from one to the next when you press Tab

Field names in order you

want to access them

using Tab

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Lesson 9: Creating Custom Reports

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Objectives After studying this lesson, you will be able

to: Create a report using Report Design View Modify reports Add report sorting and grouping levels Add graphics to reports and apply AutoFormats Add a calculated control to a report Create controls to calculate totals

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Report Design View Features

Control text boxes normally appear in the Detail section of reports

Control labels normally appear as column headings in reports

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Adding Controls to Reports Drag field names from the Field List panel Add controls using Control tools on the

Ribbon Arranging controls

Select the control label and cut it from the Detail section and paste the label in the Page Header section

Arrange controls by dragging Arrange controls with alignment tools

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Setting Grouping Levels A group is a collection of records that has at

least one data element in common Set grouping levels using the Group, Sort,

and Total Panel

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Working with Group

Grouping records places a Group Header and Group Footer section on the report

Field controls are added to the Group Header or Group Footer

Access enables multilevel grouping Sort order can be set for groups

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Performing Calculations

Use many of the same techniques used to add calculations to forms

The Expression Builder is available for creating report calculations

Groups can be totaled using the Total feature on the Group, Sort, and Total panel

Aggregate Fields can be set to sum, average; perform other standard calculations

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Creating Labels

Arrange fields on a report palette using a Wizard

Techniques and label layout similar to adding field codes to Word documents for mail merges

Available fields

Fields positioned appropriately with spacing and lines set up

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Lesson 10: Working with Advanced Queries

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Objectives After studying this lesson, you will be able

to: Create a query Identify relationship join properties Create and run parameter queries Create a calculated field in a query Create and run action queries

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Access Query Types Select Query Crosstab Query Unmatched Query Duplicates Query Parameter Query Action Query SQL Query

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Working with Relationships When relationships are missing, querying a

database using fields from multiple tables creates unexpected, meaningless results

These results are called Cartesian products Each record is listed multiple times

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Relationship Join Properties Join Properties

Control circumstances under which a record from a related table appears when you run a query

Inner Joins Check for records with matching values in the join field and

displays only those that match Left Outer Joins

Display all records from the one side of a one-to-many relationship

Right Outer Joins Display all records from the many side of a one-to-many

relationship

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Join Properties Dialog Box

Left table name: One side of one-to-many relationship

Right table name: Many side of one-to-many relationship

Join types and descriptions

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One vs. Many Sides of Relationships

One (left) side of relationship

Many (right) side of relationship

Join Type button

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Parameter Queries Prompt users for input to narrow the query

output Criteria expression contains prompt text

Criteria expression appears in the query grid Criteria row

Criteria expression prompts user for a value when the query is run

Brackets always surround the criteria expression.

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Action Queries Delete Query

Deletes a group of records from one or more tables Update Query

Makes global changes to a group of records in one or more tables

Append Query Adds a group of records from one or more tables to the end

of one or more tables Make-Table Query

Creates a new table from all or selected data in one or more tables

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Setting Up an Action Query Each action query has a source and

destination table Action types are set using Query Type

controls on the Ribbon

Action query types

Source table is the active table; destination table identified in the dialog box

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Lesson 11: Setting Up Complex Forms

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Objectives

After studying this lesson, you will be able to: Create a main form containing a subform Edit a data source Format a form and add a logo Add a calculated field to a form Add the current date to the form Disable and lock form fields Add tips to controls Create a pop-up form Hide form screen elements

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Main Forms and Subforms Add a subform to a form to display related

data from another table

Related data from another table appears as a subform in the form

Related data from another table appears in Table view

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Adding Subforms to Forms

Use the Form Wizard

Use the Subform control on the Ribbon

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Editing a Record Source

A record source is the database object from which a form or report obtains its data

The record source is identified in the Properties box and can be edited

Record source from which the form obtains its data

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Creating AutoFormats

AutoFormats Predesigned layout and color design you can save and

apply to other forms and reports

Access comes with a built-in set of AutoFormats

Modify or create additional AutoFormats using forms you design

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Controlling Data Entry

Properties: Set to limit or prevent data entry and edit Disable property: Displays fields grayed out and

unavailable

Locked property: Displays fields as available but prevents data editing

Disabled field

Locked field

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Adding Tips to Controls Tips provide valuable information to data

entry personnel

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All About Pop-Up Forms Display as pop-up windows that stay on top

of other open database objects so they can be used as references to provide information

Pop-up forms appear as separate windows rather than tabbed forms

Modeless pop-up forms sit on top of other objects so that you can continue to work

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Lesson 12: Creating Complex Reports

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Objectives

After studying this this lesson, you will be able to: Import a report into a database Add a subreport to a main report Create a report from a subreport Number items in a report Create calculated controls on a subreport Set page breaks and customize controls Analyze report performance

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Smart Use of Tags – Record Source

SmartTags provide a shortcut to editing a record source

SmartTag

Command on shortcut menu to edit record source

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Adding Subreport to a Report

Techniques used are similar to adding subforms to main forms Use the Report Wizard Use the Subreport control on the ribbon

Use an existing report or form as a subreport

Use a table or query as a subreport

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Saving a Subreport as a Report

Forms added to reports as subreports can be saved as reports

Then add additional controls, such as numbering, to the report

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Numbering Items in a Report

Numbering can be set using a Text Box control

Items are numbered

Control Source sets numbering

Running Sum identifies which records Access numbers and when numbering starts

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Setting Special Properties & Controls

Can Grow Property Sizes the subreport control to fit the data it contains—

varies the size from record to record

Can Shrink Property Reduces the size of the control to fit the data

Page Break Control Enables you to force report pages