1 2 IS 240 ACCESS Lecture Two for A.M. Thomason. 2 Competencies After completing this lab you will know how to: n 1. Navigate a large table. n 2. Change

12IS 240 ACCESS Lecture Two for A.M. Thomason

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CompetenciesCompetencies

After completing this lab you will know how to: 1. Navigate a large table. 2. Change field properties. 3. Create an input mask. 4. Find and replace data. 5. Use Undo.

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After completing this lab you will know how to: 6. Insert a field. 7. Add validity checks. 8. Hide and redisplay tables. 9. Sort records. 10. Delete records.

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After completing this lab you will know how to: 11. Create a form. 12. Select, move and size form controls. 13. Change fonts and add color. 14. Enter records in Form View. 15. Preview, print, close and save a form.

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Concept OverviewConcept Overview

Format Property

To create custom formats that change the way numbers, dates, times and text display and print

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Format Property

Default Value Property

To create custom formats that change the way numbers, dates, times and text display and print

To specify a value to be automatically entered in a field for a new record

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Input Mask Property

A pattern controls the data that can be entered into a field

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Input Mask Property

Find and Replace


To quickly find specific information and automatically replace it with new information

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Input Mask Property

Find and Replace

Validity Checks


To quickly find specific information and automatically replace it with new information

Automatic checks on values entered in a field to ensure they are valid

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Sort Reorder table records

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Sort Forms

Reorder table records

Database objects primarily used for data entry and data updates

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Sort Forms

Fonts

Reorder table records Database objects

primarily used for data entry and data updates

Consist of three elements: typeface, size and style that can be applied to characters

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Navigating a Large TableNavigating a Large Table

Page Down Down one page

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Page Down Page Up

Down one page Up one page

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Page Down Page Up Ctrl + Page Up

Down one page Up one page Left one window

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Page Down Page Up Ctrl + Page Up Ctrl + Page

Down

Down one page Up one page Left one window Right one window

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Down End

Down one page Up one page Left one window Right one window Last field in a

record

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Down End Home


record First field in a

record

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Down End Home Ctrl + End


record First field in a

record Last field of last

record

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Ctrl + Home First field of first record

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Ctrl + Home

Ctrl + Up Arrow

First field of first record

Current field of first record

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Ctrl + Home

Ctrl + Up Arrow

Ctrl + Down Arrow

First field of first record

Current field of first record

Current field of last record

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Navigation ButtonsNavigation Buttons

First record, same field

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Previous record, same

field

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field

Next record, same field

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field


Last record, field

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field


Last record, field

New (blank) record

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Changing Field Properties - Changing Field Properties - FormatFormat

Format property - controls way that numbers, dates, times and text display and print

No effect on data storage

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Changing Field Properties - Changing Field Properties - Default ValueDefault Value

Specifies value automatically entered when new record created

Common usage - when all or most values in a field will be the same

Can be overwritten Saves data entry time

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Creating an Input MaskCreating an Input Mask

Pattern controlling the data that may be entered into a field

Consists of literal characters and mask characters

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Literal characters include parentheses for area codes and hyphens to separate social security number segments

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Mask characters symbols that control where data is

entered in a fieldspecify the type of data that may be

enteredspecify whether data is required or

optionalspecify the number of charactersnot visible within the field, disappear

when data is entered

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Selected Mask CharactersSelected Mask Characters

0 Required number entry, 0 to 9

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0 9

Required number entry, 0 to 9 Optional number or space

entry

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0 9 #


entry Optional number or space

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0 9 # L


entry Optional number or space Required letter entry

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0 9 # L &


entry Optional number or space Required letter entry Required entry of any

character or space

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0 9 # L &

<


entry Optional number or space Required letter entry Required entry of any

character or space Converts all characters to

lowercase

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0 9 # L &

<

>

Required number entry, 0 to 9 Optional number or space entry Optional number or space Required letter entry Required entry of any character

or space Converts all characters to

lowercase Converts all characters to

uppercase

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Input Mask

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Find and Replace DataFind and Replace Data

Find command locates all specified values in a field

Replace command finds the value and automatically replaces it with another

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Search OptionsSearch Options

Option Match

Case

Effect on Text Only text entries

with same use of upper and lower case characters as entry in Find What text box

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Option Match Case

Match Whole Field

Effect on Text Only text entries

with same use of upper and lower case characters as entry in Find What text box

Only whole words, not the same text inside longer works; default option

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Option Search

Only Current Field

Effect on Text Only the field where

the pointer is located, ignoring other fields in the table

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Using UndoUsing Undo

Cancels the effect of last entered command

Prior to making any changes to the table

For changes to last edited record, use Undo Saved Record command

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Inserting a FieldInserting a Field

In Table Design View Click Insert, Row Enter Field Name and Data

Type

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new field

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Insert Rows button

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Delete Rows button

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Adding Validity ChecksAdding Validity Checks

Access automatically checks that entered data is appropriate to the field type

User can create own with the Validation Rule property in Table Design View

Set by entering expression describing acceptable values

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Validity Check ElementsValidity Check Elements

Identifier - refers to value of a field, graphical object or property

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=[Sales Amount] + [Sales Tax]

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=[Sales Amount] + [Sales Tax]

sums the values of the two fieldsthe items in brackets are identifiers

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Operator - symbol or word indicating an operation is to be performed

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Examples: =, >, <, >=, <=, <>

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Examples: =, >, <, >=, <=, <>

=“M” or “F”

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Examples: =, >, <, >=, <=, <>

=“M” or “F”

only allows M or F to be entered into the field

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Values - numbers, dates or groups of characters

Character strings like “M” or “Tennis Racquets” enclosed in quotes

Dates like #1/1/95# are enclosed in pound signs

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Validation text - message advising data entry person of validity violation

For = “M” or “F” You must enter either M for

Male or F for Female in the Gender field

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Hiding and Redisplaying FieldsHiding and Redisplaying Fields

Hiding records from view Convenient for simultaneous

viewing of fields that are not side by side

Hidden fields can be redisplayed at any time

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Sorting on a Single FieldSorting on a Single Field

Quick reordering of records in a table

Ascending (alphabetical, 0 to 9) or

Descending

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Sort Ascending button

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Sort Descending button

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records sorted by Last Name,

ascending

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Deleting RecordsDeleting Records

Select record Press delete button or Delete key

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Sorting on Multiple FieldsSorting on Multiple Fields

Common use: alphabetizing last name and then first name

Fields must be adjacent to each other

Select the fields Click on Sort Ascending button

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Creating a FormCreating a Form

Forms are database objects that display records onscreen for easier data view, data changes and data entry

Forms are based on an underlying table or query

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Creating a FormCreating a Form

Design elements include descriptive text, titles, labels, lines, boxes and pictures

May include calculations

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Form ElementsForm Elements

Form Header - section for title, instructions, appearing at the top of the form

Detail - where the table or query data displays

Form Footer - area at bottom of form for notes, instructions or grand totals

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Form Header - section for title, instructions

Form Elements

Detail - where the table or query data is displayed

Form Footer - area for notes, grand totals, etc

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Selecting ControlsSelecting Controls

Click to display sizing handles; Eight black boxes are the

sizing handles One large box called the move

handle for moving selected control

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Moving and Sizing ControlsMoving and Sizing Controls

After selecting control, move pointer over the control to display the black hand

With black hand visible, click and drag to move

Move pointer over one of the sizing controls, to display the two-headed arrow

With two-headed arrow visible, click and drag

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Aligning ControlsAligning Controls

Can be done manually, using the dotted Design View background for placement reference

Many automated options under Format, Align command

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Text Box ControlText Box Control

Most common type Creates link to underlying

source, usually a field A bound control, because its

tied to an underlying field Usually includes a text box

label

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Label ControlLabel Control

Initially displays field name from underlying source, associated with a text box control

May also display custom names for display

An unbound control, because they’re not tied to any underlying field

Other unbound controls, include lines, boxes and pictures

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Calculated ControlCalculated Control

Displays results of calculation Data source from underlying

tables and/or queries

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Adding Text to a FormAdding Text to a Form

Use the Label button Title font may be changed,

resized and colored to taste

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Changing FontsChanging Fonts

Arial This is Arial 24 pt.

This is Arial 32 pt. Bold

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Arial

Courier New

This is Arial 24 pt.


This is Courier New 24 pt.

This Courier New 32 pt. Bold

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Arial

Courier New

Times New Roman

This is Arial 24 pt.


This is Courier New 24 pt.

This Courier New 32 pt. Bold

This is Times New Roman 24 pt.

This is Times New Roman 32 pt. Bold

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Adding Text ColorAdding Text Color

Control background Control text Control border

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Entering Records in Form ViewEntering Records in Form View

Enter data field by field All fields normally visible on

screen at one time Speeds up data entry process

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Previewing and Printing a FormPreviewing and Printing a Form

File, Print Preview, for seeing how all records print out in Form View

Can print one record by selecting File, Print, Selected Record(s)

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Closing and Saving a FormClosing and Saving a Form

File, Close File, Save As

Documents

1 2 IS 240 ACCESS Lecture Two for A.M. Thomason. 2 Competencies After completing this lab you will know how to: n 1. Navigate a large table. n 2. Change