View
220
Download
0
Category
Preview:
Citation preview
12IS 240 ACCESS Lecture Two for A.M. Thomason
2
CompetenciesCompetencies
After completing this lab you will know how to: 1. Navigate a large table. 2. Change field properties. 3. Create an input mask. 4. Find and replace data. 5. Use Undo.
3
CompetenciesCompetencies
After completing this lab you will know how to: 6. Insert a field. 7. Add validity checks. 8. Hide and redisplay tables. 9. Sort records. 10. Delete records.
4
CompetenciesCompetencies
After completing this lab you will know how to: 11. Create a form. 12. Select, move and size form controls. 13. Change fonts and add color. 14. Enter records in Form View. 15. Preview, print, close and save a form.
5
Concept OverviewConcept Overview
Format Property
To create custom formats that change the way numbers, dates, times and text display and print
6
Concept OverviewConcept Overview
Format Property
Default Value Property
To create custom formats that change the way numbers, dates, times and text display and print
To specify a value to be automatically entered in a field for a new record
7
Concept OverviewConcept Overview
Input Mask Property
A pattern controls the data that can be entered into a field
8
Concept OverviewConcept Overview
Input Mask Property
Find and Replace
A pattern controls the data that can be entered into a field
To quickly find specific information and automatically replace it with new information
9
Concept OverviewConcept Overview
Input Mask Property
Find and Replace
Validity Checks
A pattern controls the data that can be entered into a field
To quickly find specific information and automatically replace it with new information
Automatic checks on values entered in a field to ensure they are valid
10
Concept OverviewConcept Overview
Sort Reorder table records
11
Concept OverviewConcept Overview
Sort Forms
Reorder table records
Database objects primarily used for data entry and data updates
12
Concept OverviewConcept Overview
Sort Forms
Fonts
Reorder table records Database objects
primarily used for data entry and data updates
Consist of three elements: typeface, size and style that can be applied to characters
13
Navigating a Large TableNavigating a Large Table
Page Down Down one page
14
Navigating a Large TableNavigating a Large Table
Page Down Page Up
Down one page Up one page
15
Navigating a Large TableNavigating a Large Table
Page Down Page Up Ctrl + Page Up
Down one page Up one page Left one window
16
Navigating a Large TableNavigating a Large Table
Page Down Page Up Ctrl + Page Up Ctrl + Page
Down
Down one page Up one page Left one window Right one window
17
Navigating a Large TableNavigating a Large Table
Page Down Page Up Ctrl + Page Up Ctrl + Page
Down End
Down one page Up one page Left one window Right one window Last field in a
record
18
Navigating a Large TableNavigating a Large Table
Page Down Page Up Ctrl + Page Up Ctrl + Page
Down End Home
Down one page Up one page Left one window Right one window Last field in a
record First field in a
record
19
Navigating a Large TableNavigating a Large Table
Page Down Page Up Ctrl + Page Up Ctrl + Page
Down End Home Ctrl + End
Down one page Up one page Left one window Right one window Last field in a
record First field in a
record Last field of last
record
20
Navigating a Large TableNavigating a Large Table
Ctrl + Home First field of first record
21
Navigating a Large TableNavigating a Large Table
Ctrl + Home
Ctrl + Up Arrow
First field of first record
Current field of first record
22
Navigating a Large TableNavigating a Large Table
Ctrl + Home
Ctrl + Up Arrow
Ctrl + Down Arrow
First field of first record
Current field of first record
Current field of last record
23
Navigation ButtonsNavigation Buttons
First record, same field
24
Navigation ButtonsNavigation Buttons
First record, same field
Previous record, same
field
25
Navigation ButtonsNavigation Buttons
First record, same field
Previous record, same
field
Next record, same field
26
Navigation ButtonsNavigation Buttons
First record, same field
Previous record, same
field
Next record, same field
Last record, field
27
Navigation ButtonsNavigation Buttons
First record, same field
Previous record, same
field
Next record, same field
Last record, field
New (blank) record
28
Changing Field Properties - Changing Field Properties - FormatFormat
Format property - controls way that numbers, dates, times and text display and print
No effect on data storage
29
Changing Field Properties - Changing Field Properties - Default ValueDefault Value
Specifies value automatically entered when new record created
Common usage - when all or most values in a field will be the same
Can be overwritten Saves data entry time
30
Creating an Input MaskCreating an Input Mask
Pattern controlling the data that may be entered into a field
Consists of literal characters and mask characters
31
Creating an Input MaskCreating an Input Mask
Literal characters include parentheses for area codes and hyphens to separate social security number segments
32
Creating an Input MaskCreating an Input Mask
Mask characters symbols that control where data is
entered in a fieldspecify the type of data that may be
enteredspecify whether data is required or
optionalspecify the number of charactersnot visible within the field, disappear
when data is entered
33
Selected Mask CharactersSelected Mask Characters
0 Required number entry, 0 to 9
34
Selected Mask CharactersSelected Mask Characters
0 9
Required number entry, 0 to 9 Optional number or space
entry
35
Selected Mask CharactersSelected Mask Characters
0 9 #
Required number entry, 0 to 9 Optional number or space
entry Optional number or space
36
Selected Mask CharactersSelected Mask Characters
0 9 # L
Required number entry, 0 to 9 Optional number or space
entry Optional number or space Required letter entry
37
Selected Mask CharactersSelected Mask Characters
0 9 # L &
Required number entry, 0 to 9 Optional number or space
entry Optional number or space Required letter entry Required entry of any
character or space
38
Selected Mask CharactersSelected Mask Characters
0 9 # L &
<
Required number entry, 0 to 9 Optional number or space
entry Optional number or space Required letter entry Required entry of any
character or space Converts all characters to
lowercase
39
Selected Mask CharactersSelected Mask Characters
0 9 # L &
<
>
Required number entry, 0 to 9 Optional number or space entry Optional number or space Required letter entry Required entry of any character
or space Converts all characters to
lowercase Converts all characters to
uppercase
40
Input Mask
41
Find and Replace DataFind and Replace Data
Find command locates all specified values in a field
Replace command finds the value and automatically replaces it with another
42
43
44
Search OptionsSearch Options
Option Match
Case
Effect on Text Only text entries
with same use of upper and lower case characters as entry in Find What text box
45
Search OptionsSearch Options
Option Match Case
Match Whole Field
Effect on Text Only text entries
with same use of upper and lower case characters as entry in Find What text box
Only whole words, not the same text inside longer works; default option
46
Search OptionsSearch Options
Option Search
Only Current Field
Effect on Text Only the field where
the pointer is located, ignoring other fields in the table
47
Using UndoUsing Undo
Cancels the effect of last entered command
Prior to making any changes to the table
For changes to last edited record, use Undo Saved Record command
48
Inserting a FieldInserting a Field
In Table Design View Click Insert, Row Enter Field Name and Data
Type
49
new field
50
Insert Rows button
51
Delete Rows button
52
Adding Validity ChecksAdding Validity Checks
Access automatically checks that entered data is appropriate to the field type
User can create own with the Validation Rule property in Table Design View
Set by entering expression describing acceptable values
53
Validity Check ElementsValidity Check Elements
Identifier - refers to value of a field, graphical object or property
54
Validity Check ElementsValidity Check Elements
Identifier - refers to value of a field, graphical object or property
=[Sales Amount] + [Sales Tax]
55
Validity Check ElementsValidity Check Elements
Identifier - refers to value of a field, graphical object or property
=[Sales Amount] + [Sales Tax]
sums the values of the two fieldsthe items in brackets are identifiers
56
Validity Check ElementsValidity Check Elements
Operator - symbol or word indicating an operation is to be performed
57
Validity Check ElementsValidity Check Elements
Operator - symbol or word indicating an operation is to be performed
Examples: =, >, <, >=, <=, <>
58
Validity Check ElementsValidity Check Elements
Operator - symbol or word indicating an operation is to be performed
Examples: =, >, <, >=, <=, <>
=“M” or “F”
59
Validity Check ElementsValidity Check Elements
Operator - symbol or word indicating an operation is to be performed
Examples: =, >, <, >=, <=, <>
=“M” or “F”
only allows M or F to be entered into the field
60
Validity Check ElementsValidity Check Elements
Values - numbers, dates or groups of characters
Character strings like “M” or “Tennis Racquets” enclosed in quotes
Dates like #1/1/95# are enclosed in pound signs
61
Validity Check ElementsValidity Check Elements
Validation text - message advising data entry person of validity violation
For = “M” or “F” You must enter either M for
Male or F for Female in the Gender field
62
Hiding and Redisplaying FieldsHiding and Redisplaying Fields
Hiding records from view Convenient for simultaneous
viewing of fields that are not side by side
Hidden fields can be redisplayed at any time
63
Sorting on a Single FieldSorting on a Single Field
Quick reordering of records in a table
Ascending (alphabetical, 0 to 9) or
Descending
64
Sort Ascending button
65
Sort Descending button
66
records sorted by Last Name,
ascending
67
Deleting RecordsDeleting Records
Select record Press delete button or Delete key
68
Sorting on Multiple FieldsSorting on Multiple Fields
Common use: alphabetizing last name and then first name
Fields must be adjacent to each other
Select the fields Click on Sort Ascending button
69
Creating a FormCreating a Form
Forms are database objects that display records onscreen for easier data view, data changes and data entry
Forms are based on an underlying table or query
70
Creating a FormCreating a Form
Design elements include descriptive text, titles, labels, lines, boxes and pictures
May include calculations
71
Form ElementsForm Elements
Form Header - section for title, instructions, appearing at the top of the form
Detail - where the table or query data displays
Form Footer - area at bottom of form for notes, instructions or grand totals
72
Form Header - section for title, instructions
Form Elements
Detail - where the table or query data is displayed
Form Footer - area for notes, grand totals, etc
73
Selecting ControlsSelecting Controls
Click to display sizing handles; Eight black boxes are the
sizing handles One large box called the move
handle for moving selected control
74
Moving and Sizing ControlsMoving and Sizing Controls
After selecting control, move pointer over the control to display the black hand
With black hand visible, click and drag to move
Move pointer over one of the sizing controls, to display the two-headed arrow
With two-headed arrow visible, click and drag
75
Aligning ControlsAligning Controls
Can be done manually, using the dotted Design View background for placement reference
Many automated options under Format, Align command
76
Text Box ControlText Box Control
Most common type Creates link to underlying
source, usually a field A bound control, because its
tied to an underlying field Usually includes a text box
label
77
Label ControlLabel Control
Initially displays field name from underlying source, associated with a text box control
May also display custom names for display
An unbound control, because they’re not tied to any underlying field
Other unbound controls, include lines, boxes and pictures
78
Calculated ControlCalculated Control
Displays results of calculation Data source from underlying
tables and/or queries
79
Adding Text to a FormAdding Text to a Form
Use the Label button Title font may be changed,
resized and colored to taste
80
Changing FontsChanging Fonts
Arial This is Arial 24 pt.
This is Arial 32 pt. Bold
81
Changing FontsChanging Fonts
Arial
Courier New
This is Arial 24 pt.
This is Arial 32 pt. Bold
This is Courier New 24 pt.
This Courier New 32 pt. Bold
82
Changing FontsChanging Fonts
Arial
Courier New
Times New Roman
This is Arial 24 pt.
This is Arial 32 pt. Bold
This is Courier New 24 pt.
This Courier New 32 pt. Bold
This is Times New Roman 24 pt.
This is Times New Roman 32 pt. Bold
83
Adding Text ColorAdding Text Color
Control background Control text Control border
84
85
Entering Records in Form ViewEntering Records in Form View
Enter data field by field All fields normally visible on
screen at one time Speeds up data entry process
86
Previewing and Printing a FormPreviewing and Printing a Form
File, Print Preview, for seeing how all records print out in Form View
Can print one record by selecting File, Print, Selected Record(s)
87
Closing and Saving a FormClosing and Saving a Form
File, Close File, Save As
Recommended