AIN100B Microsoft Access Level 2

Accelerated Computer Training for Working Professionals Factory 2010 Case

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Orange CoastDatabase Associates

Specializing in Microsoft Office,

Access, SQL, and related technologiesClasses custom designed forWorking Professionals

http://www.dhdursoassociates.com

San Juan Capistrano, CA

(800)355-9855

AIN100b Introduction to MicrosoftAccess Level 2

Factory AIN100B1

AIN100B - Introduction to Access II

Quick introduction to Access forexperienced Windows users

P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.dhdursoassociates.com

FactoryAIN100B2


Introduction (s) Facilities Course Packet (May vary by course and class)

– Student Questionnaire– Collaterals (Maps, Catalog, Etc.)– PowerPoint handouts for all sessions– Evaluation form in back– Training certificate

FactoryAIN100A3

FactoryAIN100A4

MS Access Introductory (100 Level)Curriculum

AIN100

AIA101

AMP110Macros

AIN104Reports& Forms

AIN102Queries

AIN100T Incl. A & B

Books

Microsoft Access Plain & Simple;Curtis Frye

Microsoft Access Bible; CaryPrague

Available from major booksellers

FactoryAIN100A5

FactoryAIN100B6

AIN100B – Introduction to Access II

Quick pace for experienced windows users

Assumes no prior knowledge of Access

End-user, not programmer, oriented

Somewhat structured towards personal use foranalysis and reporting

Two levels – Day 1 (AIN100A) and Day 2(AIN100B)

FactoryAIN100B7


External Data

Reports

Forms

Advanced Queries

Macros

Switchboards (2007) orNavigation Forms (2010)

Course Topics:

FactoryAIN100B8

Introduction to Access

Industry Standard Approach:

Tables Table Designer

Queries Query designer

Reports Wizard then modify

Forms Wizard then modify

Macros Macro Designer

Access has many ways to accomplish tasks. As an acceleratedcourse we will cover only the most common.

FactoryAIN100B9


2 Sessions

Lecture

Demo

Student “hands-on” - by the end of theclass the student will have constructed asmall, functional application

Exercises are cumulative – later examplesbuild on objects created earlier

Course Format:

FactoryAIN100B10

Database Design – Critical Topic

What do I want?– (Outputs)

What have I got?– (Inputs)

What do I need to do to getthere?– (Process)

FactoryAIN100B11

Define Your Needs First

Draw apicture

Write adescription

PRODUCTS

EMPLOYEESC.C.Toys

ORDERS

Note: we have a full day course (DBD201) on this important topic.

FactoryAIN100B12


Session 1

– External Data

– Reports & Forms

Session 2

– Forms (cont’d)

– Automating Tasks

Course Schedule (3 hour sessions):

Factory Access Accel. Introduction v1.021

Introduction to Access

Module

Introduction to Access, ExternalData

P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

FactoryAccess Accel. Introduction v1.022

Module Outline

Topic 1: Export tables

Topic 2: Import data

Topic 3: Link tables

Three short topics:


Module Hands On

– Export work_orders and employees tables

– Import work_orders text file

– Link employees excel file

Students “hands-on”:


Sample Application – Factory2000

Simple cost accountingapplication

Employees work on workorders

Clock labor hours for eachwork order


Recording Factory2000 Labor Hours

EmpNo fName lName Rate Wono Descr Hours

12 Bob Smith 15 A1 Casting 12

13 Mary Chavez 20 A1 Casting 22

14 Alicia Parks 25 B3 Ass’ly 15

14 Alicia Parks 25 C2 Screws 18

What problems do you see with this approach?


Factory2000 Relational Database Structure

EmpNo fName lName Rate MgrNo

12 Bob Smith 15 13

13 Mary Chavez 20

14 Alicia Parks 25 12

EmpNo Wono Start End Hours

12 A1 1/1/01 1/31/01 20

14 C2 2/1/01 2/28/01 42

14 B3 1/1/01 2/28/01 40

employees

Labor

Wono Descr Std

A1 Casting 30

B3 Fitting 50

C2 Screws 70

Work_orders


Exporting a table

Very simple

Click File|Export (or save as)

Specify type: Access canexport to many types: Excel,Text, etc.


Exporting tables

Export Work_Orders to CSVtext file.

Export Employees to anExcel spreadsheet.

Note you can also export toanother Access table. Evenone elsewhere on a LAN!


Using External Data

Two methods:

– Import the data into a new (or existing table) in yourdatabase

– Link to the data. A table link appears in yourdatabase but the data stays in the original file.


Importing Files

Another very important feature

Start from new table dialog, pickImport Table

It will start a wizard

Use advanced to select fields, etc.

Specifications can be saved for lateruse


Importing a table from a Text File

Importing a Text File


Importing from a text file

Import the instructor-suppliedlabor text file into the previouslycreated labor table

Save the specification


Linking a table

Use new table dialog

Select Link Table

This will set up a connection to anexternal table. It does not becomepart of the Access database

Access can link to many types: Excel,ODBC connection, etc.


Linking a table

Linking a Table


Linking a table

Linking a Table


Linking a table

Linking a Table


Link a table

Link the EmployeesExcel

Give it a name likeEmployees_xls

Factory Access Accel. Introduction v1.0218

Introduction to Microsoft Access

[End of Module]


Module

Introduction to Access, ExternalData

Notes

19

Notes

20

Factory Access - Reports & Forms1

Microsoft Access

Module -

Reports


FactoryAccess - Reports & Forms2

Module Hands On

– Create a summary report

– Format the report

– Add a calculated field

– Add summary fields

– Add conditional formatting

– Sub-reports (optional) Create a sub-report

Create a master-detail report



Creating reports

Two basic methods:– Report Wizard

– Report Designer

Common approach is to start w/the Wizard then modify the result


Report Wizard

Building a Report by Using a Report Wizard

– Use the Report tab of the database window

– Can base report on table or query

– Report Wizard - a series of dialog boxes that stepsyou through the process of building a report



Report Wizard

After selecting the table or query you givethe Wizard additional information…

– Grouping – for summaries, etc.

– Sorting – for sort order within group, pluswhich summary function to use

– Format and style


Report Wizard

Create a labor report

– Use qryLaborDetail query

– Select wono, empno, fname,lname, hours

– Group by wono

– Use summary options: sum hours,

– Layout and style to taste

– Save as rptLabor


Report Design Window

Menu Bar and Toolbar Rulers - vertical and horizontal

Report Layout

Toolbox

Field List Box - used for adding fields to a reporttemplate

Properties Sheet or Section Detail Sheet - controls theappearance of a report object

Scroll Bars


Report Designer


Redesigning a Report

Able to move field and title boxes around thedesign template via a drag operation

Able to resize the report bands using selectionhandles

Able to add additional titles using label control

Able to align text as well as change the fontand size of type used

Can add background fill effects, etc.


Report Designer

Open rptLabor in design view– Format headings

– Remove extra subtotal row andreduce band height

– Fill title with grey background

– Etc.

– Save with same name(rptLabor)


Report Designer Results


Report Designer

Adding Fields– Use toolbox, or

– Drag and drop from field list

– Set control source on property sheet if appropriate(see below)

– Put SQL function around the control source for aggregatefields

Two types– Bound

– Unbound (no control source)


Report DesignerF

unct

ion


Report Designer

Open the report Labor indesign view

– Add a cost column (unboundcontrol)

– Format to taste

– Save report as rptLaborCost


Report Designer

One more change to Laborreport– Add group and grand totals to

labor cost for the report

– Add an unbound textboxcontrol

– Use a formula, =sum(…), asthe control source

– Save as rptLaborCost_2


Labor report with Cost Column


Conditional Formatting

Format, Conditional Formatting commandsfrom Menu Bar

Can be used for forms or reports– Examines the contents of a field

– Based upon field’s contents able to specify: Font/Font size/Font color

Background color

Text attributes (boldface, underline, italics)

Try flagging stdhrs >= 70


Subreports

Can have sub reports added to a mainreport

– to show detail– To add related information such as customer data

on an invoice

First create the sub report Then create the main report and drag the

sub report and drop it in place, or Use the subform/sub-report control



Sub Reports

Create a subreport namedsrptLaborDetail_3

– Base on qryLaborDetail_3

– Be sure to use tabular format

– Eliminate extraneous titleinformation


Labor Sub Report


Subreports

Make sure you have a permanentlink between work_orders andqryLaborDetail_3

Create a main reportrptWork_Orders_Main

– Base on work_orders table

– Expand the detail band and drag thesubreport srptLaborDetail_3 intoposition

Format to taste


Sub Reports

Drag new subreport to main report, or usesub/form subreport control

Save as rptWork_OrdersFull


Full Work Orders Report Results


Microsoft Access

[End of Module]P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

Module -

Reports

Notes


Notes




Module -

Forms



Module Hands On

– Build two simple data entry forms

– Create an unbound form

– Create a sub-form

– Build a master-detail form from above forms

– Add totals



Forms

Form - provides for customized data entryinstead of using the datasheet window

Also used to establish criteria for reports andqueries

Found on the Forms tab of the databasewindow

Form Wizards - a series of dialog boxesprompting you about your form requirements


Form Wizard

Specify source table or query, fields, etc. (again, notefields can be bound or unbound)

Generally pick columnar style

Modify or preview result

Numerous properties can be set– Format (Appearance, scroll bars, etc.)

– Data (recordsource, etc.)

– Event (These can call macros and program code)

– Other



Form Wizard(Instructor Led)

Build a simple data entry form basedon the employees table– Modify the form when click finish

– Set the caption property to “MaintainEmployee Information”

– Make text labels “semi-bold”

– Size the form as desired

– Set record selector to “NO” if desired

– Save as frmEmployees


Basic Employees form


Form Wizard(On your own)

Build a simple data entry form basedon the work_orders table– Modify the form when click finish

– Set the caption property to “WorkOrders”

– Make text labels “semi-bold”

– Size the form as desired

– Set record selector to “NO” if desired

– Save as frmWork_Orders


Basic Work Orders Form


Form Designer

Design surface for forms

Add controls from toolbox

Some controls themselves have wizards whichcan invoke certain actions (run query, openreport, etc)



Form Designer

Build a criteria selection form for theparameter query qryParam (use designview)

– Add an unbound control named txtOrderNo

– Make sure the control wizard button is depressed

– Add a button which will run the param query

– Run the form. What happened? Why?

– Save as frmParam


Fix the query and form then rerun

Change the variable names to look at the form


Criteria Selection Form Results


Subforms

Same idea as sub reports

Main form uses parent table; sub form useschild table

Several ways to create them

– Create sub form first, drag and drop to main form

– Use subform/subreport control

– Create with form wizard directly


Subforms

Same idea as sub reports

Main form uses parent table; sub form useschild table

Make sure you have a permanent link

Create sub form first, drag and drop to mainform

Can also create with form wizard directly


Typical Subform


Subforms

Create a subform namedsfrmLaborDetail

– Use the form wizard

– Base on qryLaborDetail_3 query

– Pick tabular style (like a table orspreadsheet grid)


Labor Detail Subform


Subforms

Modify the frmWork_Orders form. Itwill be the new main form

– Drag and drop the sub formsfrmLaborDetail

– Remove extraneous labels

– Size and format as you like

– Save as frmWork_OrdersDetail


Placing a subform on a main form


Note link master and link child


Work Orders Detail Form


Sub Forms via the Wizard

Sub Forms can also be built automatically

Select parent table fields

Then child table fields

The child table will go in the subform


Main and sub forms via Wizard(Instructor Demonstration)


Totals on Master-Detail Forms

Common to add totals– Total of invoice line items

– Total of purchase order line items

– Etc.

Several ways– Add a total field to the subform footer (simplest)

– Add a total field to the main report using a domain aggregate

– Add a total field to the main report using an SQL aggregate

– Probably others!


Adding a total to a sub form

Works just like totals in reports

Add the total field in the footer

– Add the sum so that control source reads =sum([fieldname]) with the equals sign

If desired can hide the footer field and add afield to the main form that references the totalfield on the subform


Add a total to a sub form

Use the sfrmLaborDetail

Save as sfrmLaborDetail_Total

Expand the footer and add a field forhours

In the control source make sureexpression is =sum([hours])

Now add the sub form to thefrmEmployees main form


Master-detail form with total


Domain Aggregates(Concept demonstration)

Similar to Spreadsheet functions

Will total, etc., values in a field across several rows(records)

Can be used to populate a control on a form; say totalsor counts of “columns” in a sub form

There are several: dlookup(), dsum(), dcount(), davg(),etc.

– Syntax: Dname(“fieldname”,”source”, “criteria”)

– Note: quotes are mandatory


Domain Aggregates

Use builder to help build domain aggregates


Work Orders Formw/ Domain Aggregate



[End of Module]P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.d2associates.com

Module -

Forms

Notes


Notes


Notes


Factory Access - Automating Tasks1

Module - Automating the Application -

Advanced Queries, Macros, ControlWizards

P.O. Box 6142Laguna Niguel, CA 92607949-489-1472http://www.dhdursoassociates.com

Microsoft Access

FactoryAccess - Automating Tasks2

Module Outline

Part 1: Advanced Queries

Part 2: Macros

Part 3: Control Wizards

Three parts:


Module Hands On

– Create action queries

Maketable

Append

Delete

– Create macros

Simple

Run from form

Add where criteria

Add a condition

– Use the control wizard to close a form



MS Access Training

Part 1Advanced Queries


Advanced Queries

Several types of special-use queries– Action

Make table*

Append*

Delete*

Update

– Other Pass-through, crosstab etc.

We will cover those with an *; others as time andinterest permit

Reached through Query menu bar when querydesigner is open



MakeTable Query

Allows you to create a new table based ona query

Can be output to current database oranother one

Very simple

– Design your query as you normally would

– Pull down the query menu and select maketable. Assign the new table name


MakeTable Query

Create an extract of theEmployees table

– Save table as Temp_Employees

– Select MgrNo = 13

– Save your query asqryMake_Temp_Employees


MakeTable Query Results


Append Query

Appends records to an existing table

Design query then pull down query menu andselect table to append to

Must indicate destination field for each sourcefield in query. This is done in a new QBE gridrow.

Can have additional “criteria” fields with nodestination



Append Query

Create and execute an append query

Select from Employees all recordswith MgrNo =12

Append to table Temp_Employees

Save the query asqryAppend_Temp_Employees


Append Query Results


Delete Query

Deletes records from an existing table

Go to query design window then pulldown query menu and select table todelete from

Establish the criteria in the criteria row


Delete Query

Delete from temp_employees

– All records with rate less than 20


Delete Query Results


Other Advanced Queries

Union – “Adds” results of two queries into one result

Update – Update records in an existing table

SQL Pass-through – Send an SQL statement directlyto “back-end” database (Oracle, DB2, etc.)

Crosstab – Creates a crosstab result (similar to aspreadsheet)

Etc.


Microsoft Access

Part 2

Introduction toMacros


Introduction to Macros

Two ways of “programming” a taskin Access– Macros

– Visual Basic for Applications (VBA)

We will cover Macros primarily

We will also take a look at controlwizards which do use VBA



Elements of Macros– Events – what “fires” the macro

– Actions – what the macro does

– Action arguments – control the specifics of the action

– Conditions – circumstance under which the macro “fires”

Macro design grid – how macro is defined




Create and run a simple macro, mcrFirst,to become familiar with the concepts

– Action = msgbox

– Arguments: “Hello, Macro”

information type

title = “My First Macro”


Designing the First Macro


My First Macro


Automating Import/Export withMacros

Can string together several macros one afterthe other

Useful to do an import (or links, even) followedby data manipulation

As an example we will automate our prior threeaction queries


Import Macro

Design a simple macro toimport a table

Action is transfertext

Arguments are labor textfile to be imported

Save as mcrImport


Designing Import Macro


Macro “Programs”

Create a new macro to run the actionqueries created earlier

Use open query action

Use the action query name as theargument

Add a msgbox

Open the import table when done

Save as mcrActionQueries


More on Macros

Macros can be invoked depending on“condition”

Uses a condition column

Macro will run iff condition is true

Macros can be run one after another like a“program”. Example:– Do a maketable query , then an append query from

a different file. I.E different downloads from an ERPsystem


MS Access Training

Part 3Control Wizards


Control Wizards

Will create program code for you to perform atask

Form operations

Report operations

Etc.

Invoked by making sure the wizard button isdepressed when adding a control


UseWizard

Various Actions

Using the Control Wizard


Form Events

Forms and controls have “events”

These “fire” on certain actions. Examples:

– Click a button (onclick event)

– Before table is updated (beforeupdate event)

– After table is updated (afterupdate event)

– Etc.


Form Events (cont’d)

When an event “fires” can execute:

– VBA Code

– Macro

This provides a method for “running” anapplication


Control wizards

Create a criteria selection form

Add a button to run the actionqueries

Add a button to close the form

Run the form

That’s it!


Form with Button to Launch Macro


Microsoft Access

End of Module


Notes


Notes


Notes


Factory Access Navigation1

Module – Navigation


Microsoft Access

Access navigation

Newer Access 2010 databases use the newNavigation forms

Older MDB databases still have theSwitchboard Manager tool available

FactoryAccess Navigation2

Creating a Navigation form

Select the desired style


Navigation Forms

Drag and drop forms and reports one by one


Adjust properties

Adjust properties as desired and save asfrmNavigation


Set startup options (File | Options)

Set the Access options to open the navigationform when it starts up



Navigation Form

Update your existingnavigation form for the newobjects created.


Switchboards

Create via a switchboard manager tool

Creates a tree of launch forms – mainform is called switchboard and is placedwith your other form objects


Launching Switchboard Manager


Switchboard Manager

Yes – we want to create a new switchboard!


Switchboard Manager


Switchboards

Create a switchboard for yourapplication

FactoryAccess Switchboards13

Add a macro to minimize databasewindow

Create macro (add to mcrForm macro group)

Invoke on form load of switchboard form


Updated mcrForm


Add to main switchboard loadevent


Switchboard test

Close your database

Reopen your database – the database windowshould be minimized

Factory Access Navigation17

Microsoft Access

End of Module


Please fill out and turn in yourend-of-course evaluations.

Notes


Notes


Notes


Accelerated Computer Training for Working Professionals

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Orange CoastDatabase Associates

Specializing in Microsoft Office,

Access, SQL, and related technologiesComputer Training, Programming & Consulting

32422 Alipaz St., Suite A-15

San Juan Capistrano, CA

(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)

http://www.dhdursoassociates.com | [email protected]

Accelerated Computer Training

Technology

AIN100B Microsoft Access Level 2