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BATRA SIR
OBJECTIVES
Its our promise that by the end of this presentation you will be able to
bull Create and maintain an ACCESS table bull Design a form bull Develop a query bull Create format and print a report
GETTING STARTED
bull Double click on your desk top icon or bull Click Start Programs Microsoft Access
Create a New Database
bull Click Blank Access Database
bull Click OK
bull Save in - click the drop down arrow -click location to save database
bull File name type a file name for the database bull Click Create
Open an Existing Database
bull Click Open an Existing Database
bull Select a file from list of files presented in the open window
bull Click OK
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
OBJECTIVES
Its our promise that by the end of this presentation you will be able to
bull Create and maintain an ACCESS table bull Design a form bull Develop a query bull Create format and print a report
GETTING STARTED
bull Double click on your desk top icon or bull Click Start Programs Microsoft Access
Create a New Database
bull Click Blank Access Database
bull Click OK
bull Save in - click the drop down arrow -click location to save database
bull File name type a file name for the database bull Click Create
Open an Existing Database
bull Click Open an Existing Database
bull Select a file from list of files presented in the open window
bull Click OK
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
GETTING STARTED
bull Double click on your desk top icon or bull Click Start Programs Microsoft Access
Create a New Database
bull Click Blank Access Database
bull Click OK
bull Save in - click the drop down arrow -click location to save database
bull File name type a file name for the database bull Click Create
Open an Existing Database
bull Click Open an Existing Database
bull Select a file from list of files presented in the open window
bull Click OK
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Create a New Database
bull Click Blank Access Database
bull Click OK
bull Save in - click the drop down arrow -click location to save database
bull File name type a file name for the database bull Click Create
Open an Existing Database
bull Click Open an Existing Database
bull Select a file from list of files presented in the open window
bull Click OK
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Open an Existing Database
bull Click Open an Existing Database
bull Select a file from list of files presented in the open window
bull Click OK
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
THE ACCESS DATABASE WINDOW
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
ACCESS DATABASE
Relational Databases
ACCESS is a relational database management system Relational databases allow you to organize your data into tables each table focuses on a specific topic the various tables can then be linked to each other for inquiry and reporting purposes
Database Components
Microsoft Access uses four objects to create a Database
bull Tables bull Queries bull Forms bull Reports
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Table A table is the basic element of a Database and
contains the data entered by users Each row (or record) contains information about a particular item (eg an employee) The record is made up of several fields each field contains one piece of information relating to the item (eg employees name address phone etc)
Query A query extracts selected data from a table (or another query) and presents it in spreadsheet format
Form A form is a graphical template based on a table (or
query) It is used to enter new data into the database or display existing data
Report A report extracts selected data from a table (or query) and formats it for printing
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
DATABASE WINDOW COMPONENTS
Menu Bar
Command Buttons
Object Tabs
Favorites
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
DATABASE WINDOW COMPONENTS
Menu Bar This toolbar contains commands and submenus They will change depending on the functions you are currently performing
Object Tabs Allow you to see a list of all objects in that category Tables Queries Forms Reports Macros and Modules
Command buttons you to Open an existing database modify the Design of an existing database or create a New database
GroupsA Group consists of shortcuts to the database objects that belong to it You can keep related objects of different types together in a group For example you may group a Form together with its Subforms and the Tables andor Queries that the Forms are based on
Favorites The Favorites folder stores shortcuts to frequently used file folders and databases
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TABLES
Record (row)
Field (column)
Navigator Scroll Bars
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
- Move to first record
- Move back one record
- Move forward one record
- Move to last record
- Move to new record
- Total number of records in the table
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Movement Keys
Tab Enter ndash move you from field to field
Scroll bars (vertical horizontal) ndash move up and down rows through pages of records or across several columns
Page Up and Down ndash move one page at a time
CtrlHome and CtrlEnd ndash move to the top or bottom of the table
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
What is a Table
A table is a database object used to store organize and view data All other objects are based on the data stored in tables
Tables are comprised of
bull Fields - represented by columns bull Records - stored as rows
Tables look like EXCEL worksheets
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CHANGE COLUMN APPEARANCE
Select a column with the down arrow
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CHANGE COLUMN APPEARANCE
Resize bull Position mouse cursor on the vertical line between column headings to display a cross bull Drag left or right or bull Double click on the vertical line to let Access choose the best column width
Select a Column bull Place the mouse cursor in the heading of a column 1048784 and click
Move bull Click the mouse in the heading of a column1048784 bull When the white arrow cursor is displayed hold down the left mouse button A small white box appears bull Drag this column to its new position
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Hide bull Click cursor in any row of column to be hidden bull Click Format bull Click Hide Columns
Show bull Click Format bull Choose Unhide Columns bull Click check box next to the column name to be shown bull Click Close
Freeze keeps selected columns on the left side of the screen when you scroll to the right to see those fields which are not in view bull Position cursor in column to be frozen bull Click Format bull Click Freeze Columns Note the frozen columns are re-positioned to the left side of the screen
Unfreeze bull Click Format bull Click Unfreeze All Columns Note you may want to move the unfrozen columns to their original position
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
ENTER VIEW AND MODIFY DATA
Undo Sort Find
ENTERING DATA
Enter Data bull Type data and press Enter or Tab to move to the next cell
VIEW DATA
Find Data bull Click the Find icon to locate a particular field value in the table bull The Find and Replace dialog box allows you to search for all or part of a field in one or many columns
Sorting bull Select a column and click the ascending or descending sort icon The sort applies to the display the physically stored data remains unchanged on the table
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
MODIFY DATA
Edit Undo bull Undo the last change by clicking Undo on the toolbar you can undo the last saved record by selecting Undo Saved Record from the Edit Menu
Esc (keyboard key) bull Undo all changes to this record as long as you are still in edit mode bull Pencil on the left side of the record indicates edit mode (as opposed to view mode)
Replace Data
bull On the Edit Menu click Replace bull In the Find What box type the value you want to find bull In the Replace With box type the value you want to replace it with
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TABLE DESIGN
Design View
Data Normalization
Primary Key
Smallest Components (Address)
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TABLE DESIGNTables are the heart of a database If tables are organized efficiently query and report design will be straightforward Design a Table bull Click Table Tab bull Click New bull Click Design View and OK
Categorize Your Data Each table should deal with one category of data and have a unique key to which all the other fields are related Normalize Your Data Data normalization increases the accuracy of your data and saves space on your database by eliminating duplicate information where it is not necessary
bull Eliminate redundancy ndash data values should not be repeated in several records of a table and records should not have empty fields bull Define smallest components ndash break your data into distinct components eg Last Name First Name Street ZIP Area Code etc
Choose a Primary Key A Primary Key is a field that uniquely identifies each record in the table all data in the table should be related to that unique key
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
DATA TYPE DEFINITIONS
Text bull any character (alpha special characters numbers) bull up to 255 in length bull numbers cannot be used for calculations
Memo bull any character (alpha special characters numbers) bull up to 65000 in length bull numbers cannot be used for calculations bull field cannot be sorted or indexed
Number bull numeric data to be used for mathematical calculations bull not to be used for currency fields bull Field Size property further defines its function and size
Date time bull must be a valid datetime entry at entry time bull format property determines display format
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Currency bull prevents rounding off during calculations bull 15 digits to the left of the decimal point and 4 to the right are available
Auto Number bull ACCESS automatically creates an incrementing unique number bull controlled by ACCESS bull cannot repeat Note since an Auto number field value is unique within each table it can be used as a Primary key if none of the other application fields contain unique values
YesNo bull logical indicator (one of two values) bull onoff truefalse yesno bull Yes value is yes on true or -1 No value is no off false or 0
OLE object bull used to store Word or Excel documents bull can also store pictures sound and graphics created by other programs
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FIELD PROPERTIES
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FIELD PROPERTIES
The properties for each field in your table are displayed in the Field Properties pane in Design View ACCESS assigns default values for all properties that you can change bull Click a field in the Design view window bull Press F6 to jump to the related Field Properties display
Field Size - Sets a maximum size for data varies according to Data Type bull text is 255 characters bull number - byte (255) - integer (+- 32000 no fractions) - long integer (+- 2 billion no fractions) - single (floating point decimal precision 7) - double floating point (decimal precision 15)
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Format Datetime currency and numbers have several display formats available Click on the down-arrow to the right of the format cell to see options
Input Mask Controls the way data is entered frequently used for telephone numbers postal codes SSN rsquos datetime fields ACCESS offers a Wizard for text and datetime data types Caption You specify text for the label attached to a field will be used as the column heading when displaying tables queries and reports The default value is Field Name Default Value Specifies a value that will be automatically entered when you create a new record
Validation Rule Controls the values to be entered into a field eg lt 112000 Validation Text The message that will be displayed when the rule is broken eg ldquoCannot enter dates later than 12311999rdquo
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Required Click Yes to indicate that data must be entered into the field
Allow Zero Length Applies to text memo and Hyperlink only Entering a zero length string (ldquordquo) means ldquoI know there is no value for this fieldrdquo used with Required property Indexed An index helps ACCESS find and sort records faster use on fields you search frequently or fields you intend to join in queries Indexes can be based on a single field or multiple fields the field value does not have to be unique eg LastName
bull Click the Indexed property in Field Properties bull Click the drop down list arrow for options bull Click an option - No to remove an existing index - Yes (Duplicates OK) for non-unique indexing or - Yes (No Duplicates) for unique indexing
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TABLE RELATIONSHIPS View related tables in Datasheet view
Sub datasheet
Orders Order Details
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Fields from distinct tables can be merged on queries and reports
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TABLE RELATIONSHIPS
Viewing multiple tables in the same window in Datasheet view Open multiple tables in Datasheet View bull From Database Window click a table and click Open bull Click a second table click Open bull Click Window on Menu Action Bar bull Click Tile Vertically
Sub datasheet Access 2000 has a new feature which allows you to show a related table by clicking on the small + in each row in datasheet view The related table will be displayed as a Sub datasheet (and the small + is now a -)
Each Table has a Unique Focus Each table focuses on one topic the topic is usually defined by the Primary Key ndash eg Order ID
Tables are related by common fields For Query and Reporting purposes tables can be joined so that all detail information can be displayed (see Orders and Order Details Report on opposite page) Example The Orders Table lists
bull Order numbers bull Customer numbers
Customer details are carried in the Customers Table and Product descriptions are carried in the Products Table
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
HELP FROM THE WEB
bull Click Help in the Menu Bar
bull Click Office on the Web to access the Internet and open the Microsoft Office Update web page
bull Click - Access Favorites (click on a topic) - Under Access click Assistance
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FORMS
Header
Detail
Footer
Form View
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
What is a Form A Form is a database object used for data entry update and display A Form displays only one Table record at a time whereas a Table Datasheet shows multiple records at one time You can design a user-friendly template (form) for data entry and update which focuses on one specific record or one set of joined records from multiple tables
Sections There are three Form sections 1Form header Appears at the top of the page This section displays a title for a form instructions for using it and command buttons that open related forms or carry out other tasks 2Detail Displays records You can display one or many records on a screen 3Form footer Appears at the bottom of every page This section is used to display instructions command buttons or unbound controls to accept input Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form They are created through icons on the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying table or
query bull unbound controls do not have a data source they display
static information (labels headings) or pictures bull calculated controls use expressions as the source of data
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FORM WIZARD
AutoForm
Form Wizard
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FORM WIZARD
The quickest way to create a Form is to use the AutoForm Wizard Even if you want a customized Form you may want to start with AutoForm and then modify it
Using Form Wizard From Database window bull Click Table Tab and select a Table bull Click Open bull Click New Object AutoForm icon in Table Datasheet Toolbar
OR Form Wizard Menu bull Click Forms Tab bull Click New bull Click Form Wizard bull Select a Table or Query from the drop-down list (OK) bull Follow prompts - select Fields (Next) - select Layout (Next) - select Style (Next) - create a Title (Finish)
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
TOOLBARS
Form Design
Formatting (Form Report)
Toolbox
(FOR MODIFICATION)
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Modify a Form for the following reasons bull data fields need to be relocated in order to fit on one screen bull font size should be enlarged for easy reading bull cosmetic purposes eg adding a logo or enhancing appearance with color
Design View A form has three sections Form Header Detail Form Footer
Toolbars Display three toolbars to modify a Form Form Design Formatting FormReport and Toolbox
To display toolbars bull Click the Forms Tab bull Click Design bull Click View in the Menu bar bull Click toolbars bull Click the desired Toolbar
FORMATTING TOOLBAR ICONS from Design View click on the background section of the Form or a particular control on the form to select it for modification Palettes There are 3 Color palettes available in the Formatting toolbar
bull FillBack color - paint background colors in forms labels and textboxes
bull FontFore Color - change text color bull LineBorder Color - change line color eg borderlines
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
LineBorder Width Adjusts the thickness of lines
Special Effects Applies to label boxes and text boxes boxes can be
flat raised sunken etched shadowed chiseled
Text formatting Standard font intensity and alignment tools apply these to text in label and text boxes
TOOLBOX TOOLBAR ICONS
Add label Add a label to the form
bull click the icon bull click the area where you want to insert the box bull hold down the mouse button and draw (drag) a
square big enough to hold the box bull release the mouse button bull type text
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Unbound object frame Add an unbound picture to the form bull click the icon bull click the area where you want to insert the
object bull hold down the mouse button and draw a
square big enough to store the picture bull release the mouse button (Insert Object
window appears) bull choose from a list of object types such as Clip Art Gallery Paintbrush picture etc
Object frame properties Size Mode Property default is Clip you can change to Stretch
bull Right click on picture bull Left click on Properties
- Clip ndash If the picture cannot fit into the space allowed for it it is clipped to fit - Stretch ndash The picture is sized to fit the space allowed keeping its heightwidth ratio
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
QUERY WIZARD
Find Duplicates
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Sort sequence Selection criteria
DESIGN VIEW
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
SELECTION QUERIES
A selection query searches for data that meet your selection specifications and creates a Record set containing all the records that qualify You can view this Recordset on your screen or use it as the source for a Report When designing a query manually you can specify bull table(s) from which you want to extract data bull fields you want displayed bull calculations you want performed on those displayed fields bull ranges of data bull sort sequences for various fields
Query Design bull click the Query Tab bull click New bull click Design View bull click OK
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Choose Source for Query Fields
The Query Design window and a pop-up Show Table window listing all the tables and queries in your database are displayed As you choose a table andor query for your source the selected object will be placed into the top pane of the Query window bull Click an object in the Show Table (table or query) bull Click Add bull Repeat these two steps for each object that is needed bull Click Close
Select Fields bull Double click each field in the source object that you want to include in your query The selected fields will be placed into the Field portion of the Design grid OR Drag and drop each field from the source object into a cell in the Design grid bull Specify selection criteria (see next page) andor sort sequence for each of the selected fields
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CRITERIA EXPRESSIONS
Selection criteria
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
COMMON EXPRESSIONS Criteria Expression Shows records where
France Value is France Not France Value is not France In (France Germany Italy) Value is France Germany or Italy ltM Value begins with letters A-L
gt=M Value begins with letters M-Z
100 Numeric value is 100 lt=20 Numeric value is less than or equal to 20 Date() Date is todayrsquos date Now Current date and time gt=1198 Date is on or after 1198 Between 1198AND123198 Date is in the year 1998
2 Date is in the month of February
Null The field does not contain a value
Is Not Null The field contains a value
Note when using a date in a calculation surround it with number signs ()
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
EXPRESSIONS FOR FIELD ROW
Expression Examples
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
SUMMATION QUERIES
Click on Totals icon
Totals row
RUN
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
SUMMATION QUERIES
Queries provide either detail information or summation information about the data in your Tables For examplebull Detail ndash Display information from an individual table rowbull Summary ndash Show a count of the number of checks written to a particular
Payee
To obtain totals or ldquogrouped byrdquo category information you must add the TOTALS row to your Query design grid bull Click the Totals button on the toolbar
bull The Totals Row is displayed underneath the Table row on your design grid and the phrase ldquoGroup Byrdquo appears in the Total cell for each Field
bull You have several options for calculations Sum Average Count Last etc
In the example on the opposite page Access will group expenses together by ldquoPay Tordquo show the First check number paid in each group and also count the number of checks written in each ldquoPay Tordquo category
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
FILTERS Filter by Selection
Based on a Table
Select value to be used as criterion
Filtered data
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Filter by Form
Based on a Query
Enter selection criteria
Filtered data
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
What is a Filter Filters act like Queries they allow you to select and view data records quickly A filter differs from a query in the following ways a) entire records are reviewed not just specified fields b) multiple tables cannot be accessed in a filter c) calculations cannot be performed in a filter d) the filter tool can be selected from table datasheet view query view or form view
Applying a Filter There are two ways to filter Filter by Selection ndashspecify one criterion by clicking on a value you are looking for within a datasheet or form
bull open a table bull click on a specific value in any field on the table bull click on the Filter by Selection icon in the toolbar bull Access will display all rows having the same value as the field you
selected
Filter by Form ndash specify both criteria and conditions in a blank version of your table
bull open a table bull click on the Filter by Form icon in the toolbar bull key in selection values or conditions in any field (s)
OR click the drop down list arrow in any field and click a specific value
in the list bull Access will display all rows having the same value(s)
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
REPORTS
Design View
Unbound Controls
Bound Controls
Calculation
Print Preview Headers
Detail
Footers
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
What is a Report
A Report is used to display and print selected information from a Table or Query Reports can display detail information as well as sub-totals and grand totals queries can display either details or totals
A Report has several sections
bull Report header Appears once at the beginning of a report it is printed on the first page before the page header bull Report footer Appears once at the end of the report it is printed on the last page before the page footer bull Page header Appears at the top of every page bull Page footer Appears at the bottom of every page bull Group header Appears at the beginning of a new group of records bull Group footer Appears at the end of a group of records bull Detail Contains the main body of a reportrsquos data controls in this section repeat for each record of the database
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
Controls Each section contains controls controls are objects on a form that display data perform actions or decorate the form they are accessible through the toolbox in Design View
Controls may be bound unbound or calculated bull bound controls are tied to a field in an underlying
table or query bull unbound controls do not have a data source they
display fixed data (information lines pictures) bull calculated controls use expressions as the source of
data
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
REPORT WIZARDS
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
REPORT WIZARDSThe quickest way to create a report is to use the AutoReport Wizard Even if you want a customized Report you may want to start with one of the Report Wizard formats and then modify the layout
Using the Report Wizard From Database window bull Click Reports Tab bull Click New bull Select Report Wizard from list (OK) bull Follow prompts - choose a Table or Query (OK) - select fields (Next) - select grouping levels (Next) - specify sorting sequence (Next) - select layout and orientation (Next) - click Finish
Grouping levels allow you to keep together data belonging to a specific group eg all customers with the same Zip code
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CHART WIZARD
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CHART WIZARDCharts and graphs can be created using Report Wizard Access offers a variety of chart styles bull bar charts bull pie charts bull line charts bull area charts bull 3-D charts
Using the Chart Wizard From Database window bull Click Reports Tab bull Click New bull Select Chart Wizard from list
(OK) bull Follow prompts - choose a Table or Query
(OK) - select fields (Next) - select type of chart (Next) - specify layout (eg x and y axis fields)
(Next) - specify a title for the chart
(Finish)
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
VIEWING THE REPORT
View
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
VIEWING THE REPORT Preview the report in design view
bull Click down arrow on the View icon
bull Print Preview shows the entire report you must use the scroll bars to view left and right and page down
bull Layout Preview shows one sample page displaying the various sections
From Report View (or Print Preview) you can use the Page buttons to see one two or multiple pages at once the Zoom button allows you to enlarge and view any section in order to read it
Print Report To print a Report bull click the Reports tab bull click the report you want to print bull click the Printer icon
Note Always preview your Report before printing
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
CLOSING ACCESS
Object Window Close Button
Access Application Close Button
