Modifying Tables

8/8/2019 Modifying Tables

1/59

11

Modifying TablesModifying Tables

MidtermMidterm


2/59

22

Selecting one or more FieldsSelecting one or more Fields

AA FieldField ClickClick thethe fieldfield namename

AA BlockBlock ofof FieldsFields ClickClick thethe firstfirst ininthethe block,block, holdhold downdown Shift,Shift, andand clickclickthethe lastlast fieldfield

MoreMore CategoriesCategories FieldsFields HoldsHolds

downdown CTRLCTRL asas youyou clickclick thethe fieldsfields AllAll FieldsFields DoubleDouble--clickclick thethe titletitle barbar

ofof thethe fieldfield listlist oror clickclick thethe asteriskasterisk


3/59

33

How to Rearrange, Insert &How to Rearrange, Insert &

Delete FieldsDelete FieldsTo moveafieldTo moveafield

To deleteafieldTo deleteafieldTo insertanew fieldTo insertanew field


4/59


5/59

55

How to Copy, MoveHow to Copy, Move

or Delete Data oror Delete Data orRecordsRecords


6/59

66

Reasons why you have aReasons why you have a

Primary KeyPrimary Key To view recordinaform orDatasheetTo view recordinaform orDatasheet

to bearrangedina Primarykey orderto bearrangedina Primarykey order

To allow automaticcreation ofindexTo allow automaticcreation ofindexthatspeeds up queriesand otherthatspeeds up queriesand otheroperationsoperations

To ensureyourrecordis uniquelyTo ensureyourrecordis uniquelyidentifiedandpreventsnew data withidentifiedandpreventsnew data withthesame Primarykeythesame Primarykey


7/59

77

How to create a Primary KeyHow to create a Primary Key

ChooseChoose thethe fieldfield youyou wantwant toto setsetasas aa PrimaryPrimary keykey

FromFrom thethe Toolbar,Tool bar, clickclick thethePrimaryPrimary key,key, oror setset thethe EditEdit menumenu

toto clickclick thethe PrimaryPrimary KeyKey.. AA keykeysymbolsymbol appearsappears toto thethe leftleft ofof thethefieldfield namename youyou hadhad setset asas PKPK..


8/59

88

Primary KeyPrimary Key

UniquelyidentifieseachrecordUniquelyidentifieseachrecord

storedinthetablestoredinthetable


9/59

99

Types of PrimaryTypes of Primary

KeysKeys


10/59

1010

1.Autonumber PK1.Autonumber PK

Itcanbesetto automaticallyenterItcanbesetto automaticallyenter

asequential numberaseachasequential numberaseach

recordisaddedto thetablerecordisaddedto thetable

Designatingsuchafieldasthe PKDesignatingsuchafieldasthe PK

foratableisthesimplest waytoforatableisthesimplest waytocreatea PKcreatea PK


11/59

1111

2.Single2.Single--Field PKField PK

IfIf youyou havehave aa fieldfield thatthat containscontainsuniqueunique valuesvalues suchsuch asas IDID numbersnumbers

oror part part numbers,numbers, youyou cancandesignatedesignate thatthat fieldfield asas PKPK

IfIf thethe fieldfield youyou setset asas PKPK doesdoeshavehave duplicateduplicate oror NullNull values,values,AccessAccess wontwont setset thethe PKPK


12/59

1212

MultipleMultiple--Field PKField PK

InIn situationssituations wherewhere youyou cantcantguaranteeguarantee thethe uniquenessuniqueness ofof anyany singlesingle

field,field, youyou maymay be be ableable toto designatedesignatetwotwo oror moremore fieldsfields asas PKPK..

TheThe mostmost commoncommon situationsituation wherewhere thisthis

arisesarises isis inin thethe tabletable usedused toto relaterelate twotwootherother tabletable inin manymany--toto--manymanyrelationshiprelationship


13/59

1313

How to Add a NewHow to Add a New

RecordRecord


14/59

1414

Data EntryData Entry

Hidesall theexistingrecords,andHidesall theexistingrecords,and

immediatelydisplaysblankimmediatelydisplaysblank

recordinthedatasheet.recordinthedatasheet.

Choose RecordmenuChoose Recordmenu DataData

EntryEntry


15/59

1515

How to Hide /How to Hide /

Unhide ColumnsUnhide ColumnsFormatFormat Hide/UnhideHide/Unhide

ColumnsColumns


16/59

1616

Modify theModify the

Structure of a TableStructure of a Table


17/59

1717

IndexingIndexing

TheThe processprocess inin sortingsorting thethe fieldfieldalphabetically,alphabetically, numerically,numerically, oror

chronologicallychronologically.. OnceOnce aa fieldfield isis indexed,indexed, itit speedsspeeds

upup sorting,sorting, andand searchingsearching whilewhileAccessAccess updatesu pdates thethe indexindex wherewhereeacheach oneone addsadds oror changeschanges aa recordrecord


18/59

1818

How To ChangeHow To Change

Column Width AndColumn Width And

RowH

eightRowH

eight


19/59

1919

FilterFilter

AA stringstring expressionexpression consistingconsisting

ofof aa wherewhere clauseclause withoutwithout thethe

wherewhere keywordskeywords


20/59

2020

Types of FilteringTypes of Filtering


21/59

2121

Filter by FormFilter by Form

ThisThis isis aa blankblank versionversion ofof thethe

activeactive formform oror datasheetdatasheet soso youyou

cancan filterfilter datadata

TypeType thethe keywordkeyword ofof thethe datadata

youreyoure filteringfiltering


22/59

2222

Filter by SelectionFilter by Selection

FiltersrecordsbyselecteddatatoFiltersrecordsbyselecteddatato

filterbyselectionfilterbyselection


23/59

2323

Controlling the FieldControlling the Field

PropertiesProperties


24/59

2424

FormatFormat

Itisaphysical arrangement ofItisaphysical arrangement of

fieldnamesanddatafieldsinfieldnamesanddatafieldsin

datadata--entryformdisplayed onentryformdisplayed on--

screen.screen.


25/59

2525

Format Property SettingFormat Property Setting

ItIt isis usedused toto setset aa varietyvariety ofof

predefinedpredefined displaydisplay formatformat forfor anyany

fieldfield thatthat hashas thethe FormatFormat propertyproperty

includingincluding Number,Number, Currency,Currency,

Autonumber,Autonumber, Date/Time,Date/Time, Text,Text,Yes/NoYes/No andand MemoMemo datadata typestypes


26/59

2626

Date/TimeDate/Time

UsuallyUsually appearappear inin formsforms andand

reportsreports andand datasheetsdatasheets

TheyThey cancan appearappear inin table,table, howeverhowever

thethe datadata isis storedstored inin 6464--bitbit floatingfloating

pointpoint numbernumber


27/59

2727

Format Date/TimeFormat Date/Time

Data TypesData Types


28/59

2828

General Date FormatGeneral Date Format

Displaysthetype ofinformationDisplaysthetype ofinformationcontainedinthefield;ifthefieldcontainedinthefield;ifthefield

containsbothdataandtime value,containsbothdataandtime value,thecombination ofdateandtimethecombination ofdateandtimeisdisplayed;butifitis onlytheisdisplayed;butifitis onlythe

time value,thenthetimealoneistime value,thenthetimealoneisdisplayed.displayed.


29/59

2929

Long Date FormatLong Date Format

ShowsthatdatedisplayistheShowsthatdatedisplayisthe

sameasthe Long DateFormatinsameasthe Long DateFormatin

the Regional SettingsSectionthe Regional SettingsSection


30/59

3030

Medium DateMedium Date

WhereWhere thethe datedate isis displayeddisplayed usingusingdddd--mmmmmm--yyyyyyyy;; dddd representsrepresents thethe

dayday ofof thethe monthmonth usingusing twotwonumericnumeric digits,digits, mmmmmm meansmeans thethefirstfirst threethree lettersletters ofof thethe Month,Month,

yyyyyyyy representsrepresents fourfour digitsdigits ofof thetheyearyear


31/59

3131

Medium Time FormatMedium Time Format

ShowsShows thethe timetime displayeddisplayed inin

thethe f ormatformat hhhh::mmmm AM/PM,AM/PM,

wherewhere hhhh representsrepresents anan hourhour

usingusing twotwo numericnumeric digitsdigits ((0000 toto

2323)) andand mmmm representsrepresents thetheminuteminute inin twotwo numericnumeric digitsdigits


32/59

3232

Format Number andFormat Number and

Currency DataCurrency DataTypesTypes


33/59

3333

General Number FormatGeneral Number Format

ShowsthenumberdisplayedShowsthenumberdisplayed

almostthesameasyou enteritalmostthesameasyou enterit

Ifyou type756,it will displayIfyou type756,it will display

756756


34/59

3434

Currency FormatCurrency Format

ShowsthenumberdisplayedShowsthenumberdisplayed

usingcurrencysign,commas,andusingcurrencysign,commas,and

two decimal pointstwo decimal points

Ifyou type7890.900,it willIfyou type7890.900,it will

display like $7,891.00display like $7,891.00


35/59

3535

Fixed FormatFixed Format

Showsthenumberdisplayed withShowsthenumberdisplayed with

two decimal placestwo decimal places


36/59

3636

Standard FormatStandard Format

Showsthenumberdisplayed withShowsthenumberdisplayed with

commasandtwo decimal placescommasandtwo decimal places


37/59

3737

Percent FormatPercent Format

ShowsShows thethe numbernumber multipliedmultiplied byby

100100 andand appendappend aa percent percent signsign

((%%)) withwith twotwo decimaldecimal placesplaces


38/59

3838

Scientific FormatScientific Format

ShowsShows thethe numbernumber displayeddisplayed

usingusing scientificscientific notationnotation


39/59

3939

Slash (/)Slash (/)

UsedasdateseparatorUsedasdateseparator

Thismust varyaccordingto theThismust varyaccordingto the

timeseparatorestablishedinthetimeseparatorestablishedinthe

Regional Setting ofControl PanelRegional Setting ofControl Panel


40/59

4040

Colon (:)Colon (:)

UsedasatimeseparatorUsedasatimeseparator

Thismust varyaccordingto theThismust varyaccordingto the

timeseparatorestablishedinthetimeseparatorestablishedinthe

Regional Setting ofControl PanelRegional Setting ofControl Panel


41/59

4141

Validation Rule PropertyValidation Rule Property

Setsconditions orexpressionsforSetsconditions orexpressionsfor

testing validentriestesting validentries

Usedto checkthe valueenteredUsedto checkthe valueentered

into afieldinto afield


42/59

4242

ExpressionsExpressions

ToolsTools utilizedutilized byby thethe developerdeveloper toto

givegive powerpower toto applicationsapplications

AA combinationcombination ofof operators,operators,

constants,constants, literalliteral valuevalue andand

functionsfunctions thatthat evaluateevaluate aa singlesinglevaluevalue


43/59

4343

Parts of anParts of an

ExpressionExpression


44/59

4444

OperatorsOperators

SymbolsthatareprevalentinSymbolsthatareprevalentin

Booleanalgebra like otherBooleanalgebra like other

symbolssymbols


45/59

4545

ConstantsConstants

Numberorstring valuesdontNumberorstring valuesdont

changechange


46/59

4646

Literal ValuesLiteral Values

ExactrepresentationssuchasExactrepresentationssuchas

numbers,stringsanddatesnumbers,stringsanddates


47/59

4747

FunctionsFunctions

Proceduresthatreturna value:forProceduresthatreturna value:for

example,Now returnsthecurrentexample,Now returnsthecurrent

datedate

Operatesimilarlyto operatorsbutOperatesimilarlyto operatorsbut

theyare notrepresentedbytheyare notrepresentedbysymbolssymbols


48/59

4848

Field NamesField Names

NamesNames givengiven toto fieldsfields inin aa tabletable

ItIt mustmust bebe surroundedsurrounded byby bracketsbrackets

ifif namename isis mademade upup ofof twotwo oror

moremore wordswords


49/59

4949

Arithmetic OperatorsArithmetic Operators

UsedUsed toto executeexecute mathematicalmathematical

calculationscalculations betweenbetween twotwo oror moremore

numbersnumbers


50/59

5050

Concatenation OperatorConcatenation Operator

UsedUsed toto bringbring stringsstrings togethertogether

&& -- brings brings twotwo fieldsfields togethertogether asas

oneone fieldfield ++ -- brings brings twotwo variablevariable numbernumber

fieldsfields togethertogether andand sumssums themthem.. ItIt

cancan alsoalso bebe usedused toto bringbring togethertogethertwotwo texttext stringsstrings togethertogether butbut ititdoesdoes notnot sumsum thesethese texttext stringsstrings


51/59

5151

Comparison OperatorComparison Operator

UtilizedUtilized BooleanBoolean symbolssymbols andand

areare usedused toto performperform

comparisoncomparison betweenbetween twotwo oror

moremore fieldsfields oror expressionsexpressions


52/59


53/59

5353

Order ofOperationsOrder ofOperations

WhenWhen operationsoperations fr omfrom thethe samesame

groupgrou p appearappear inin anan expression,expression, thethe

predeterminedpredetermined orderorder taketake placeplace TheThe arithmeticarithmetic operatoroperator areare first,first,

followedfollowed by by concatenation,concatenation,

comparison,comparison, andand logicallogical operatorsoperators;;

thisthis isis calledcalled OperatorOperator PrecedencePrecedence


54/59

5454

ConstantConstant

ItIt cancan bebe usedused inin expressionexpression too,too,

likelike AccessAccess reservedreserved wordswords inin thatthat

thethe numericnumeric oror stringstring valuevaluedoesntdoesnt changechange duringduring programprogram

executionexecution


55/59

5555

Groups of ConstantsGroups of Constants


56/59

5656

Predefined ConstantPredefined Constant

ConstantsthatthedeveloperConstantsthatthedeveloper

creates likeinmodules.Itbeginscreates likeinmodules.Itbegins

withthe letters CONSTwiththe letters CONST

Thesethingsholdtrueno matterThesethingsholdtrueno matter

whatthecircumstanceswhatthecircumstances


57/59

5757

Intrinsic ConstantIntrinsic Constant

Constantappliedby Visual BasicConstantappliedby Visual Basic

Itcanbedividedinto sixItcanbedividedinto six

categories:dataaccessconstants,categories:dataaccessconstants,

macro actionconstants,securitymacro actionconstants,security

constants, variantconstants,andconstants, variantconstants,andmiscellaneousconstantsmiscellaneousconstants


58/59

5858

SystemSystem--Defined ConstantsDefined Constants

Have onlyfivesystemHave onlyfivesystem--defineddefined

constants:Yes,No,Off,Onandconstants:Yes,No,Off,Onand

NullNull


59/59

5959

Variable NamesVariable Names

Alternativenamesforfields orAlternativenamesforfields or

expressionsto createashorterexpressionsto createashorter

referencereference

Itis likeamemoryplaceholderItis likeamemoryplaceholder

Documents

Modifying Tables