Maran Illustrated Access 2003

Microsoft®

Access 2003

®

&

MARAN ILLUSTRATED™ Microsoft® Access 2003 © 2003-2005 by maranGraphics Inc. All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic, mechanical or otherwise, including by photocopying, recording, or by any storage or retrieval system without prior written permission from maranGraphics, except for the inclusion of brief quotations in a review. Distributed in the U.S. and Canada by Thomson Course Technology PTR. For enquiries about Maran Illustrated™ books outside the U.S. and Canada, please contact maranGraphics at [email protected] For U.S. orders and customer service, please contact Thomson Course Technology at 1-800-354-9706. For Canadian orders, please contact Thomson Course Technology at 1-800-268-2222 or 416-752-9448. ISBN: 1-59200-872-0 Library of Congress Catalog Card Number: 2005921493 Printed in the United States of America 05 06 07 08 09 BU 10 9 8 7 6 5 4 3 2 1

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CREDITS Author: Ruth Maran

Post Production: Robert Maran

Access 2003 Update Director: Kelleigh Johnson

President, Thomson Course Technology: David R. West

Project Manager: Judy Maran Editing and Screen Captures: Raquel Scott Roderick Anatalio Adam Giles Layout Designer: Richard Hung

Senior Vice President of Business Development, Thomson Course Technology: Andy Shafran Publisher and General Manager, Thomson Course Technology PTR: Stacy L. Hiquet

Illustrator & Screen Artist: Russ Marini

Associate Director of Marketing, Thomson Course Technology PTR: Sarah O’Donnell

Illustrator, Screen Artist & Assistant Layout Designer: Steven Schaerer

National Sales Manager, Thomson Course Technology PTR: Amy Merrill

Indexer: Raquel Scott

Manager of Editorial Services, Thomson Course Technology PTR: Heather Talbot

ACKNOWLEDGMENTS

Thanks to the dedicated staff of maranGraphics, including Roderick Anatalio, Adam Giles, Richard Hung, Kelleigh Johnson, Wanda Lawrie, Jill Maran, Judy Maran, Robert Maran, Ruth Maran, Russ Marini, Steven Schaerer, Raquel Scott and Roxanne Van Damme. Finally, to Richard Maran who originated the easy-to-use graphic format of this guide. Thank you for your inspiration and guidance.

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TABLE OF CONTENTS

1

Chapter

GETTING STARTED

COMPACT COMPACT

L

K

J

I

H

G

F

E

D

C

B

A

A-L

Chapter

2

Employee # 5

HR100 2 PR555 33 ADV20 5 HR120

ed Date Hir 12/2/90 ng 6es/ ources man R 3 ising Advert 11/25/95 s Payroll source an1R/9e5 Hu2m/2 ll 7 3/9 yro P7a/1 g ert3isin Ad5v/9 3/2 ll ro y 6 a /9 6/28P 8 /9 2 /1 1 1

30 ADV1o9urs/Wk H 0 PR557 9 40 HR300 2 PR342 25

8/16/89

5 ADV10 4 PR20

Introduction to Access ........................................4 Start Access ......................................................5 Parts of a Database ..........................................6 Plan a Database ................................................8 Create a Database Using the Database Wizard..10 Create a Blank Database..................................16 Open a Database............................................18 Using the Database Window ............................20 Rename a Database Object ..............................22 Delete a Database Object ................................23 Minimize a Window ........................................24 Display or Hide a Toolbar ................................25 Search for a Database ....................................26 Back Up a Database ........................................28 Getting Help ..................................................30 CREATE TABLES

Create a Table in the Datasheet View ................34 Create a Table Using the Table Wizard..............38 Open a Table ..................................................42 Change a Column Width..................................43 Rename a Field ..............................................44 Rearrange Fields..............................................45 Add a Field ....................................................46 Delete a Field..................................................47 Change the Appearance of a Table ..................48

3

Chapter

EDIT TABLES

ORDERS Table Company Name

Order ID 1

Vitamins

Petterson Inc.

Bulk Dry Food

3

Martin Vet Supplies

Diet Dog Food

4

Greg’s Pet Store

5-Variety Biscu

5

Pet Superstore

Canned Dog Fo

6

Feline Foods Inc.

Dry Cat Food

7

Weasels R Us

Ferret Pellets

8

Purrrfect Portions

Dry Cat Food

9

Doggone Yummy Inc.

Steak-flavored

10 11

Jim’s Pets Allen’s Dog Kennel

Hamster Treats Puppy Kibble

12

B&T Food Suppliers

Gerbil Mix

13

Pet Superstore

Parrot Food

14

Kitty-Mart

Dry Cat Food

15

Canine Nutrition Inc.

Rawhide Chew

Chapter Invoice

Prod

Pet Superstore

2

4

Numbe r

23452 Grant Lewis Smith Grant Lewis Smith Grant Lewis Smith Fraser Turner Fraser Turner Morris Fraser

Preparation Time Recipe

Time

Servings Calories

Move Through Data ........................................52 Select Data ....................................................54 Edit Data ........................................................56 Zoom Into a Cell..............................................58 Display a Subdatasheet ....................................59 Check Spelling ................................................60 Move or Copy Data ........................................62 Add a Record ................................................64 Delete a Record ..............................................65 Change the Font of Data ..................................66 Hide a Field ....................................................68 Freeze a Field ................................................70 DESIGN TABLES

Change the View of a Table..............................74 Add a Field ....................................................76 Delete a Field..................................................78 Rearrange Fields..............................................79 Display Field Properties ....................................80 Add a Field Description....................................81 Change a Data Type........................................82 Select a Format ..............................................84 Change the Field Size ......................................86 Change the Number of Decimal Places ..............88 Add a Caption ................................................90 Set a Default Value ..........................................91 Data Entry Required ........................................92 Add a Validation Rule ......................................94 Create an Input Mask ......................................96 Create a Field to Store Pictures........................102 Create a Lookup Column ................................106 Create a Yes/No Field ..................................110 Create a Hyperlink Field ................................114 Using Smart Tags ..........................................120

TABLE OF CONTENTS

Chapter

5

ESTABLISH RELATIONSHIPS

View Object Dependencies ............................124 Set the Primary Key........................................126 Create Relationships Between Tables................128 Enforce Referential Integrity ............................132

Chapter Customer ID

Last Name

First Name

1 Ryan 2 Erin

Smith Baker

3 Josh

Nelson

Address

City

258 Linton Ave. New York Boston 50 Tree Lane

State/Province Postal Code

NY

4 Carl

Davis

MA 68 Cracker Ave. San Francisco CA NV 47 Crosby Ave. Las Vegas

5 Emily

Ross

26 Arnold Cres. Jacksonville

6 Sue

Grant

401 Idon Dr.

Nashville

6 10010 02117

FL

94110 89116 32256

TN

37243

Emily Ross

Chapter

7 Design View Form View Datasheet View PivotTable View

Tribute Electronics : ...

Order Details

12:00 PM

PivotChart View

Work Phone

Client Name Address City

Home Phone

State/Province Postal Code

FielFideld

NewNeFiw Fiel eld d

Field

CREATE FORMS

Create a Form Using an AutoForm ..................136 Create a Form Using the Form Wizard ............138 Open a Form ................................................144 Move Through Records ..................................145 Edit Data ......................................................146 Add a Record ..............................................148 Delete a Record ............................................149

DESIGN FORMS

Change the View of a Form ............................152 Move or Resize a Control ..............................154 Delete a Control ............................................156 Change the Size of a Form ............................157 Add a Field ..................................................158 Add a Label ..................................................159 Change Label Text ........................................160 Bold, Italicize or Underline Data......................161 Change the Font of Data ................................162 Change the Size of Data ................................163 Change the Color of a Control........................164 Change the Alignment of Data ........................166 Undo Changes ..............................................167 Add a Picture ................................................168 Apply Conditional Formatting..........................170 Apply an AutoFormat ....................................172

Chapter

8

FIND DATA

Sort Records..................................................176 Find Data......................................................178 Replace Data ................................................180 Filter by Selection ..........................................182 Filter by Input ................................................184 Filter by Exclusion ..........................................185 Filter by Form ................................................186

Chapter

9

Query

First Name Last Name

State

Dianne

Morris

CALIFORNIA

Emily

Ross

CALIFORNIA

Matt

Cole

CALIFORNIA

Jason

Cook

CALIFORNIA

Please

Enter the s you want to

CALIFOR

CREATE QUERIES

Create a Query in the Design View ................192 Create a Query Using the Simple Query Wizard ......................................................196 Change the View of a Query ..........................202 Open a Query ..............................................204 Rearrange Fields............................................205 Add Fields ....................................................206 Delete a Field................................................208 Hide a Field ..................................................209 Sort Query Results ........................................210 Using Criteria to Find Records ........................211 Using Multiple Criteria to Find Records ............212 Examples of Criteria ......................................214 Display Highest or Lowest Values ....................216 Perform Calculations ......................................218 Using Parameters ..........................................220 Summarize Data ............................................222 Find Unmatched Records ................................226

TABLE OF CONTENTS

10

Chapter PivotTable Quarter 1

+ -

Sales

Region Central

+ -

+ -

North

0 $29,000.0 0 $16,000.0

Quarter 2 Sales

0 $19,000.0 0 $19,000.0 Cains $14,600.00

$18,000.00 $15,000.00 $16,000 Pat 0 .00 $21,000.0 $202,9 0 $23,000.0 $22,000.0 00.00 0 $23,500.0 $19,000.00 00

11

T

Table 1

le 2 Tab

Chapter Meal

1 Chicken Stir-fry Dinner

12

Vegetarian No

2 Omelet

Breakfast

Yes

3 Veggie Pizza

Lunch

Yes

4 Lasagna

Dinner

5 Pancakes

Breakfast

6 Pork Chops

Dinner

No

7 Garden Salad

Lunch

Yes

8 Fruit Salad

Breakfast

Yes

No Yes

250mL 150mL 50mL

AD3 PUSH

Using the PivotTable View ..............................232 Using the PivotChart View ..............................238

+-

Chapter

Recipe ID Recipe Name

USING THE PIVOTTABLE AND PIVOTCHART VIEWS

en enickCen hick Chyick Chry Pry Trr Cur ❧ ❧❧ ❧❧ ❧❧ ❧❧

❧❧❧❧❧ ❧❧❧❧❧

CREATE REPORTS

Create a Report Using the Report Wizard ........246 Create a Report Using an AutoReport ..............254 Open a Report ..............................................256 Move Through Pages ....................................257 Change the View of a Report ..........................258 Zoom In or Out ............................................260 Apply an AutoFormat ....................................261 Add a Picture ................................................262

PRINT INFORMATION

Preview Before Printing ..................................266 Change Page Setup ......................................268 Print Information ............................................270 Create Mailing Labels ....................................272

Chapter

13

Create a Data Access Page ............................280 Change the View of a Data Access Page ........286 Open a Data Access Page..............................288 Add a Title....................................................289 Move Through Records ..................................290 Apply a Theme..............................................292 Rename a Data Access Page ..........................294 Delete a Data Access Page ............................295

mG

8

Product ID

Sports Superstore

2

Product ID

Product Name DVD Category:

Video

Unit Price Units In Stock

CREATE DATA ACCESS PAGES

$139.99

Television Charlotte

Category:

VideoNC

Unit Price

80

2354 Elm Ave.

Product Name

Units In Stock

Products 2 of 12

28228-

125 Customers 8 of 12 Products 3 of 12

AD3

PUSH

AD3

POWER

RESET

3

$799.00

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COMPACT COMPACT

Product

ID

Company

Product

Unit Price

Quantit

AB DAT

CHAPTER 1

Getting Started Are you ready to begin using Microsoft Access 2003? This chapter will help you get started. Introduction to Access ..........................4 Start Access........................................5 Parts of a Database ............................6 Plan a Database ................................8 Create a Database Using the Database Wizard ..........................10

ntity

Create a Blank Database ..................16 Open a Database ............................18 Using the Database Window ..............20 Rename a Database Object................22 Delete a Database Object ..................23 Minimize a Window..........................24

TAB

ASE

Display or Hide a Toolbar ..................25

RTS

REPO

S FORM RIES QUE LES TAB

Search for a Database ......................26

E

S A B A DAT

Back Up a Database ........................28 Getting Help ....................................30

INTRODUCTION TO ACCESS

Microsoft® Access 2003 is a database program that allows you to store and manage large collections of information. Access provides you with all the tools you need to create an efficient and effective database.

Many individuals use databases to store personal information such as addresses, music collections, recipes and wine lists.

COMPACT COMPACT

L

K

J

I

H

G

F

E

D

C

B

Companies use databases to store information such as mailing lists, client orders, expenses, inventory and payroll.

A

A-L

DATABASE APPLICATIONS

Store Information

Find Information

Analyze and Print Information

A database stores and manages a collection of information related to a particular subject or purpose. You can efficiently review, add, update and organize the information stored in a database.

You can instantly locate information of interest in a database. For example, you can find all clients with the last name "Smith." You can also perform more advanced searches, such as finding all clients living in California who purchased more than $1,000 of your products last year.

You can perform calculations on the information in a database to help you make quick, accurate and informed decisions. You can neatly present the information in professionally designed reports. First Quarte Category

r Sales for

Hockey Equ ipment

Products Products Products

Products Products Products

Products

Products Products Products Products

Products

Customer

Atherley

Last NameFirst NameStreet

Customers

4

Customers Customers

State

Zip Code

Lang

Kristin

50 Tree Lane

Boston

MA

02117

Oram

Derek

68 Cacker Ave.

San Francisco

CA

94110

Russel

1 Hollywood Blvd.

Gray Atherley Smith Talbot

Customers

City

Cincinnati

OH

Las Vegas

NV

John

258 Linton Ave.

New York

NY

10010

Mark

26 Arnold Cres.

Jacksonville

FL

32256

Peter

47 Cosby Ave.

Smith

45217 89116

Coleman

Duane

401 Idon Dr.

Nashville

TN

37243

Sanvido

Dean

16 Hoover Cres.

Greenwich

CT

06831

Slater

Mark

468 Starewell Rd.

Salem

OR

97304

Pozeg

Dan

10 Heldon St.

Atlanta

GA

30368

Talbot

Hretchka

Gombocz

Steve

890 Apple St.

San Diego

Sandor

18 Goulage Ave.

Los Angeles

CA

Boshart

Mark

36 Buzzard St.

Denver

CO

80207

Jaklitsch

Janet

15 Bizzo Pl.

Portland

OR

CA

97203

92121

Lippert

Diane

14 Bizzo Pl.

Las Vegas

NV

89125

Allison

Murray

RR#5

Nashville

TN

37243

Dumas

Jeff

14 Travis Pl.

Cincinnati

OH

45262

90032

TOTAL Baseball Equipm

TOTAL

Product Product Sales

ent Helmets Gloves Shoes Pants Bats Jerseys Batting Glov es Hats

TOTAL Racquet

2002

Skates Helmets Shoulder Pads Elbow Pads Shin Pads Jock Strap s Masks Sticks Gloves Pants

INFORMATION

Sports Badminto n Squash RacqRacquets Tennis Racq uets Racquetb uets all Indoor Cou Racquets Outdoor rt Shoes Cou Tennis Balls rt Shoes Squash Balls Racquetb all Balls

3450.00 2453.88 2000.00 1234.88 4000.00 8000.00 1256.95 8000.00 4560.99 3000.00 37956.70 234.65 3678.65 3456.23 457.99 2345.89 5678.89 345.78 7890.65 24088.73 3456.78 2345.67 6578.98 345.67 9876.54 10000.4 0 500.00 345.00 65.00 33514.04

START ACCESS

Getting Started

1

You can start Access to create a new database or work with a database you previously created.

When you finish using Access, you can exit the program. You should always exit all open programs before turning off your computer. START ACCESS

Microsoft Office Microsoft Office Access 2003

All Programs Log Off

Recycle Bin

Turn Off Computer

12:00 PM

⁄ Click start. ¤ Click All Programs to view a list of the programs on your computer. Note: If you are using an earlier version of Windows, click Programs in step 2.

‹ Click Microsoft Office.

› Click Microsoft Office Access 2003.

The Microsoft Access window appears.

12:00 PM

Microsoft Access

The Getting Started task pane appears each time you start Access, allowing you to quickly perform common tasks.

EXIT ACCESS

⁄ When you finish using Access, click to close the Microsoft Access window and exit Access.

A button for the Microsoft Access window appears on the taskbar.

5

PARTS OF A DATABASE

A database consists of objects such as tables, forms, queries, reports and pages.

Tables

A table stores a collection of information about a specific topic, such as a mailing list. You can have one or more tables in a database. A table consists of fields and records.

6

Address ID

First Name

Last Name

Address

City

State/Province Postal Code

1

Janet

Smith

258 Linton Ave. New York

NY

10010

2

Mark

Taylor

50 Tree Lane

MA

02117

3

Nancy

King

68 Cracker Ave. San Francisco CA

94110

4

Jack

Adams

47 Crosby Ave. Las Vegas

NV

89116

5

Amy

Martin

26 Arnold Cres. Jacksonville

FL

32256

6

Kevin

Turner

401 Idon Dr.

Nashville

TN

37243

7

Julie

Brown

10 Heldon St.

Atlanta

GA

30375

8

Matt

Cole

36 Buzzard St. Boston

MA

02118

9

Frank

Hill

15 Bizzo Pl.

New York

NY

10020

10

Erin

Baker

890 Apple St.

San Diego

CA

92121

Boston

Field

Record

A field is a specific category of information in a table, such as the first names of all your customers.

A record is a collection of information about one person, place or thing in a table, such as the name and address of one customer.

Getting Started

1

Forms

Queries

Forms provide a quick way to view, enter and edit information in a database by presenting information in an attractive, easy-to-use format. Forms display boxes that clearly show you where to enter and/or edit information. Forms usually display one record at a time.

Queries allow you to find information of interest in a database. You can enter criteria in a query to specify what information you want to find. For example, you can create a query to find every customer who lives in California.

Home Phone

(904) 555-6974

First Name

Amy

Work Phone

(904) 555-3636

Last Name

Martin

Work Extension

471

Address

26 Arnold Cres.

Fax Number

(904) 555-2508

Address ID

5

? Address ID

First Name

10 Jack 11 Erin 3 Lisa 13 Julie

Last Name

Adams Baker Bell Brown

City

Jacksonville

State/Province

FL

Postal Code

32256

61 Jason

Cook

Country

USA

71 Carl

Davis

Spouse Name

John

18 Simon

Evans

6 Paul

Fraser

76 Sue

Grant

14 Alan

Carter

42 Matt

Cole

Reports

Pages

Reports are professional-looking documents that summarize information from a database. You can perform calculations in a report to help you analyze the data. For example, you can create a report that displays the total sales for each product.

Data access pages are Web pages that connect directly to the information in your database. You can use these pages to view, enter, edit and analyze data in your database from the Internet or your company's intranet.

First Quarter Sales Baseball Bats

Product Month

Quantity Sold

January

3200

$29.99

February

3000

$29.99

March

2000

$29.99

Unit Price

Summary for 'Product'= Baseball Bats (3 detail records) 8200

Sum

Baseball Gloves

Product Month January

Quantity Sold 3200

Unit Price $39.99

7

PLAN A DATABASE

You should take the time to plan your database. A well-planned database helps ensure that you will be able to perform tasks efficiently and accurately.

Determine the Purpose of Your Database

Determine the Tables You Need

Decide what information you want your database to store and how you plan to use the information. If colleagues, friends or family members will use the database, you should consult with them to determine how they plan to use the database.

Gather all the information you want to store in your database and then divide the information into separate tables. Each table should contain information for only one subject, such as a list of customer addresses. The same information should not appear in more than one table in your database. You can work more efficiently and reduce errors if you only need to update information in one table. OR DE

ADDR

Table ESSES

y ID Compan 1 2 3 4 5 6 7

Address Ave. Company 258 Linton store e Pet Super Tree Lan 50 . n Inc r Ave. Petterso cke Cra s 68 Supplie Ave. Martin Vet 47 Crosby t Store Pe g's Gre Cres. 26 Arnold store Pet Super Dr. 401 Idon ds Inc. Feline Foo St. 10 Heldon Us R Weasels d St. 36 Buzzar

ct 8 Purrrfe

Por

tions

ADDRESSES

8

City rk New Yo Boston

ncisco San Fra Las Vegas lle Jacksonvi Nashville Atlanta Boston

RS Ta ble

Postal Code 10010

Order ID 02-453

Comp any ID

02117 94110

02-454

1

02-455

2

Vitamins Bulk Dry

89116

02-456

3

Diet Do

15

32256

02-457

4

30

37243 30375

02-458

5

02-459

6

02118

02-460

5-Variety Biscuits Canned Dog Food Dry Cat Food Ferret Pe llets Dry Cat Food

7 8

Produc t

Quantity

Food g Food

12

Unit Pri ce

50

$20.00 $18.00 $10.00 $3.50

24

$1.00

40

Wholesal$4e.00 Pe Supplies t

30

24 Date: 4/4/0 2

Company Product Feline Foods Dry Cat Inc. Foo d

Terms: Net on ove30 days. rdue acc 2% per ounts. month

$6.50

$4ce.00 Invoi #: 681 Qty. 40

Price $160.00

Getting Started

1

A field is a specific category of information in a table, such as the last name of every client.

order #

Province quantity Postal code

Determine the Fields You Need

S

FIELD

➢ Each field should relate directly to the subject of a table. Address

➢ Make sure you break information in a table into its smallest parts. For example, break down names into two fields called First Name and Last Name.

➢ Do not include a field that contains data you can calculate using other fields. For example, if a table includes a Unit Price field and a Quantity field, do not include a field that multiplies the values in these two fields. Access can perform the calculations for you and will update the calculations each time you change values in the fields.

ID Last Name

s res

Add

City

➢ Try to keep the number of fields in a table to a minimum. Tables with many fields increase the time Access takes to process information.

Determine the Primary Key in Each Table

Determine the Relationships Between Tables

Each table in your database should have a primary key. A primary key is one or more fields that uniquely identifies each record in a table. For example, the primary key in a table containing employee information can be the social security number for each employee.

Relationships between tables allow Access to bring together related information stored in separate tables in your database. For example, you can create a relationship between the Customers table and the Orders table. You usually relate the primary key in one table to a matching field in another table to create a relationship.

# Social Security 111-11-1111

First Name

Jack

Last Name

Address

City

Adams

York 258 Linton Ave. New 50 Tree Lane

Boston

State/Province

NY MA

222-22-2222

Frank

Hill

333-33-3333

Kevin

Turner

San Francisco CA 68 Cracker Ave.

Harris

47 Crosby Ave.

444-44-4444

Linda

600-60-6000

Carl

Davis

Jacksonville 26 Arnold Cres.

777-77-7777

Alan

Carter

Mary

Wilson

10 Heldon St.

888-88-8888

Young

Boston 36 Buzzard St.

999-99-9999

Janet

000-00-0000

Lisa

Bell

Paul

Fraser

000-11-2222

401 Idon Dr.

15 Bizzo Pl. 890 Apple St.

Las Vegas

NV FL

Nashville

TN

Atlanta

GA

New York San Diego

MA NY CA

Postal Code

10010 02117 94110 89116 32256 37243 30375 02118 10020

ORDERS Table

CUSTOMERS Table Company ID

Company Name

Address

City

Postal Code

Order ID

Company ID

02-453

1

Vitamins

2

$20.00

02-454

2

Bulk Dry Food

2

$18.00

3

Diet Dog Food

1

$10.00

1

Pet Superstore

258 Linton Ave. New York

10010

2

Petterson Inc.

50 Tree Lane

02117

3 Martin Vet Supplies 68 Cracker Ave. San Francisco 94110

02-455

Boston

Product

Quantity

Unit Price

89116

02-456

4

5-Variety Biscuits

3

$3.50

32256

02-457

5

Canned Dog Food

7

$1.50

6 Feline Foods Inc. 401 Idon Dr.

Nashville

37243

02-458

6

Dry Cat Food

2

$4.00

7 Weasels R Us

Atlanta

30375

02-459

7

Ferret Pellets

1

$6.50

Boston

02118

02-460

8

Dry Cat Food

3

$4.00

4

Greg's Pet Store 47 Crosby Ave.

5

Pet Superstore

Las Vegas

26 Arnold Cres. Jacksonville

10 Heldon St.

8 Purrrfect Portions 36 Buzzard St.

92121

9

CREATE A DATABASE USING THE DATABASE WIZARD

You can use the Database Wizard to quickly and easily create a database. The wizard saves you time by creating the tables, forms, queries and reports for your database.

TS REPOR

You can use the Database Wizard to create many types of databases, such as databases for contact management, expenses, inventory control and order entry.

IES

QUER

S

FORM

S TABLE

You can have only one database open at a time. Access will close a database displayed on your screen when you create a new database. CREATE A DATABASE USING THE DATABASE WIZARD

Expenses

Microsoft Access

⁄ Click to create a new database. The New File task pane appears.

12:00 PM

¤ Click On my computer to create a database using the Database Wizard.

Microsoft Access

The Templates dialog box appears.

ˇ Click OK to create the database.

‹ Click the Databases

The File New Database dialog box appears.

tab.

› Click the database

10

12:00 PM

template that best describes the type of database you want to create.

Getting Started

Tip

How can I quickly select a database template I recently used?

Tip

The New File task pane displays the names of the last four database templates you used. To display the New File task pane, perform step 1 on page 10.

1

How can I get more database templates?

When you are connected to the Internet, click Templates on Office Online on the New File task pane. To display the New File task pane, perform step 1 on page 10. A Web page will appear, allowing you to obtain more database templates that you can use.

⁄ To select a database template you recently used, click the name of the template.

Microsoft Access

Á Type a name for your database. This area shows the location where Access will store your database. You can click this area to change the location.

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This area allows you to access commonly used locations. To access a commonly used location, click the location.

ABC Corporation : Da...

The Database Wizard appears.

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° Click Next to continue.

This area describes the type of information the database will store.

‡ Click Create to create the database. 11

CREATE A DATABASE USING THE DATABASE WIZARD

The Database Wizard displays the fields that each table in your database will include. You can choose to include additional fields in each table.

nal

Optio

Opti

onal

A field is a specific category of information in a table, such as the last names of all your customers. CREATE A DATABASE USING THE DATABASE WIZARD (CONTINUED)

Expense report information

Expense report information

Business Purpose

ABC Corporation : Da...

This area displays the tables Access will include in your database.

· Click a table to display the fields in the table.

12

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This area displays the fields in the table you selected. The fields displaying a check mark (✔) are required fields and must be included in the table. The fields shown in italics are optional.

ABC Corporation : Da...

‚ To add an optional field to the table, click the box ( ) beside the field ( changes to ). Repeat this step for each optional field you want to include in the table.

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To add optional fields to other tables in the database, repeat steps 9 and 10 for each table.

— Click Next to continue.

Getting Started

Tip

1

Can I remove a required field from a table in the Database Wizard?

No. You can remove a required field from a table only after you finish creating the database. When you try to remove a required field in the Database Wizard, a message will appear, stating that the field is required and must be selected. To remove a field from a table after you finish creating the database, see page 47.

Address Address ID First Name Last Name 1 Jack Adams 258 Linton Ave. 2 Erin Baker 50 Tree Lane 3 Lisa Bell 68 Cracker Ave. 4 Julie Brown 47 Crosby Ave. 5 Alan Carter 26 Arnold Cres. 6 Matt 7 Jason

Cole

8 Carl

Davis

Cook

City

State/Province

New York

NY

Boston

MA

San Francisco CA

NV Las Vegas Pos Jacksonville tal C FL ode 100 TN Nashville 10 021 GA 10 Heldon St. Atlanta 17 941 10 MA 36 Buzzard St. Boston 891 16 322 56 372 43 303 75 02 401 Idon Dr.

Blends

Corporate

ABC Corporation : Da...

12:00 PM

ABC Corporation : Da...

± Click the style you want

¡ Click Next to continue.

™ Click the style you

to use for screen displays.

You can click Back at any time to return to a previous step and change your selections.

want to use for printed reports.

This area displays a sample of the style you selected.

12:00 PM

£ Click Next to continue.

This area displays a sample of the style you selected.

13

CREATE A DATABASE USING THE DATABASE WIZARD

When the Database Wizard finishes creating your database, Access displays a switchboard that you can use to perform common tasks in the database.

3850 +192 0=57 70

CD

CD

Multimedia

CD Multimedia

ienc e

Education

Sc

Politics

ia imed Mult

A switchboard is a menu that offers a list of choices. CREATE A DATABASE USING THE DATABASE WIZARD (CONTINUED)

ABC Corporation : Da...

¢ This area displays the title of your database. To use a different title, type the title.

14

12:00 PM

∞ Click Next to continue.

ABC Corporation : Da...

The Database Wizard indicates that you have provided all the information needed to create your database.

12:00 PM

§ Click Finish to create your database.

Getting Started

Tip

Why does this dialog box appear when I finish using the Database Wizard?

Tip

Access needs you to enter information, such as your company name and address, to finish setting up the database.

1

Do I have to use the Main Switchboard to work with my database?

No. Instead of using the Main Switchboard window, you can use the Database window to work with your database. To quickly display the Database window at any time, press the F11 key. For more information on the Database window, see page 20.

To close the dialog box and display a form that provides areas for you to enter your information, click OK. To enter data into a form, see page 148.

ABC Corporation : Da...

Main Switchboard

Access creates the objects for your database, including tables, forms, queries and reports. The Main Switchboard window appears, displaying options you can select to perform common tasks in the database.

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¶ To perform a task, click the task you want to perform.

ABC Corporation...

Main Switchboard

The database object that allows you to perform the task appears. Note: If a list of additional tasks appears, repeat step 19 to select the task you want to perform.

Expense Report...

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• When you finish using the database object, click to close the object and return to the switchboard.

15

CREATE A BLANK DATABASE Product

ID

Company

Product

Unit Price

Quantity

If you want to design your own database, you can create a blank database. Creating a blank database gives you the most flexibility and control when designing a database.

You can have only one database open at a time. Access will close a database displayed on your screen when you create or open another database.

CREATE A BLANK DATABASE

Emily's Documents

Microsoft Access

⁄ Click to create a blank database. The New File task pane appears.

16

12:00 PM

¤ Click Blank Database to create a blank database.

Microsoft Access

The File New Database dialog box appears.

12:00 PM

‹ Type a name for your database.

Getting Started

Tip

1

What are the commonly used locations that I can access when saving a blank database?

nts

ocume

cent D

My Re

Provides access to databases and folders you recently worked with.

ts

cumen

p

Deskto

My Do

Allows you to store a database on the Windows desktop.

Provides a convenient place to store a database.

r

mpute

My Co

ces

work Pla

My Net

Allows you to store a database on a drive on your computer, such as a floppy or external hard drive.

Allows you to store a database on your network.

Emily's Documents

Create table in Design view

Microsoft Access

This area shows the location where Access will store your database. You can click this area to change the location.

12:00 PM

This area allows you to quickly access commonly used locations. To access a commonly used location, click the location.

› Click Create to create the database.

All Stars Sports Ltd : ...

Access creates a blank database.

12:00 PM

This area displays the name of the database.

The Database window appears. This window allows you to create and work with objects in your database, such as tables, queries and reports.

17

OPEN A DATABASE

You can open a database to view the database on your screen. Opening a database allows you to review and make changes to the database.

AD3 PUSH

SE

ABA DAT

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S ABA DAT

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REPO

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COMPACT COMPACT

POWER

RESET

AD3

SE

ABA DAT

You can have only one database open at a time. Access will close a database displayed on your screen when you open another database. OPEN A DATABASE

12:00 PM

Microsoft Access

⁄ Click to open a database.

18

The Open dialog box appears.

Microsoft Access

This area shows the location of the displayed databases. You can click this area to change the location.

12:00 PM

This area allows you to access databases in commonly used locations. You can click a location to display the databases in the location. Note: For information on the commonly used locations, see the top of page 17.

Getting Started

Tip

1

How can I quickly open a database I recently used?

⁄ Click File. ¤ Click the name of

Access remembers the names of the last four databases you used. You can use the File menu to quickly open one of these databases.

the database you want to open. Note: If the names of the last four databases you worked with are not all displayed, position the mouse over the bottom of the menu to display all the names.

Outdoor Sporting Goods

Customers

12:00 PM

Microsoft Access

¤ Click the name of the database you want to open.

‹ Click Open to open the database.

Outdoor Sporting Go...

The database opens and appears on your screen. You can now review and make changes to the database.

12:00 PM

Note: A Security Warning dialog box may appear, asking you to confirm that you want to open the database. To open the database, click Open.

19

USING THE DATABASE WINDOW

You can use the Database window to open and work with objects in your database, such as tables, queries, forms, reports and pages.

ms

For es

i uer

Q

rts

po Re

ges

s ble

Pa

Ta

Create table in Design view

USING THE DATABASE WINDOW

Create table in Design view

Employees

All Stars Sports Ltd : ...

Each table, query, form, report and data access page in your database appears in the Database window.

20

12:00 PM

If the Database window is hidden behind other windows, press the F11 key to display the Database window.

All Stars Sports Ltd : ...

12:00 PM

This area displays the types of objects in your database.

This area displays all the objects of the type you selected.

⁄ Click the type of object

¤ To open an object,

you want to work with.

double-click the object.

Getting Started

Tip

1

What types of objects will I find in the Database window? Tables

Queries

Tables store information about a specific topic, such as a mailing list.

Queries allow you to find information of interest in your database.

Forms

Reports

Pages

Forms provide a quick way to view, enter and edit data in your database.

Reports summarize and print the data from your database in professional-looking documents.

Data access pages allow you to view, enter, edit and analyze data in your database from the Internet or your company's intranet.

Human Resources

Employees

All Stars Sports Ltd : ...

The object opens and appears on your screen.

Employees : Table

12:00 PM

‹ When you finish working with the object, click to close the object and return to the Database window.

12:00 PM

All Stars Sports Ltd : ...

CHANGE APPEARANCE OF OBJECTS

⁄ To change the appearance of the objects in the Database window, click one of the following buttons.

Large Icons Small Icons List Details

21

RENAME A DATABASE OBJECT

You can change the name of a database object, such as a table, form, query or report, to better describe the information stored in the object.

GLU E

Carter Cole Cook Grant

Alan Matt Jason

For information on renaming a data access page, see page 294.

RENAME A DATABASE OBJECT

Price List

Products

Tribute Electronics: ...

12:00 PM

Tribute Electronics: ...

⁄ In the Database window, click the type of database object you want to rename.

¤ Click the name of

› Type a new name

the object you want to rename.

for the object and then press the Enter key.

This area displays all the objects of the type you selected.

click the name again or press the F2 key. A black border appears around the name.

22

‹ After a few seconds,

12:00 PM

The object displays the new name.

DELETE A DATABASE OBJECT

Pro 0 State/ 1001 City 7 NY 0211 ss York Addre 0 . New MA 9411 Name ton Ave Last n 258 Lin Bosto 6 CA Name e ith 8911 isco First e Lan Schm Franc 50 Tre ss ID . San 6 NV Addre 3225 rson cker Ave s Pette 1 Jim 68 Cra s Vega 3 . La FL nda 3724 t sby Ave ille Talbo 2 Bre 47 Cro ksonv 5 TN s. Jac d 3037 old Cre e Dean 3 Tod vill 26 Arn Nash 8 GA uck son 0211 n Dr. Robin 4 Ch ta 401 Ido Atlan 0 MA lanie es 1002 ldon St. Hugh He 5 Me n 10 Bosto NY s St. san 921 zzard Toppin 6 Su York 36 Bu New CA ny zo Pl. go Kilken 15 Biz San Die son ple St. Marcu 890 Ap Martin

on 9 Jas Jim 10

eg 8 Gr

Posta vince l Code

se ba a t Da

1

en 7 All

If you no longer need a database object, such as a table, form, query or report, you can permanently delete the object from your database.

Getting Started

Before you delete an object, make sure other objects in your database do not depend on the object. For information on object dependencies, see page 124.

For information on deleting a data access page, see page 295.

DELETE A DATABASE OBJECT

Orders

12:00 PM

Tribute Electronics: ...

⁄ In the Database window, click the type of database object you want to delete.

¤ Click the name of

This area displays all the objects of the type you selected.

the object.

the object you want to delete.

‹ Click

to delete

Tribute Electronics: ...

A confirmation dialog box appears.

› Click Yes to

12:00 PM

The object disappears from the Database window.

permanently delete the object.

23

MINIMIZE A WINDOW

If you are not using a window, you can minimize the window to temporarily remove it from your screen. You can redisplay the window at any time.

Recycle Bin

Minimizing a window allows you to temporarily put a window aside so you can work on another task.

MINIMIZE A WINDOW

Order Details

Outdoor Sporting Go...

⁄ Click in the window you want to minimize.

Order Details : Table

12:00 PM

Outdoor Sporting Go...

The window reduces to a bar at the bottom of your screen. To once again show the contents of the window, click to restore the window to its original size.

24

Order Details : Table

12:00 PM

Note: You can also double-click a blank area on the bar to once again show the contents of the window.

DISPLAY OR HIDE A TOOLBAR

Getting Started

1

Access offers several toolbars that you can display or hide at any time. Each toolbar contains buttons that you can use to perform common tasks.

The available toolbars depend on the task you are performing. DISPLAY OR HIDE A TOOLBAR

Create table in Design view

sign view

12:00 PM

Outdoor Sporting Go...

⁄ Click View. ¤ Click Toolbars. A list of toolbars appears. A check mark ( ) beside the name of a toolbar indicates that the toolbar is currently displayed.

Note: The Task Pane also appears in the list of toolbars. Like a toolbar, the Task Pane allows you to perform common tasks.

Outdoor Sporting Go...

12:00 PM

Access displays or hides the toolbar you selected.

‹ Click the name of the toolbar you want to display or hide.

25

SEARCH FOR A DATABASE

If you cannot find a database you want to work with, you can search for the database. Spo

rts

Inc

.

SEARCH FOR A DATABASE

My Computer

12:00 PM

Microsoft Access

⁄ Click to search for a database. The Basic File Search task pane appears.

26

¤ Click this area and type all or part of the name of the database you want to find. Note: If the area already contains text, drag the mouse over the existing text before performing step 2.

Microsoft Access

‹ Click

in this area to select the locations you want to search.

A check mark (✔) appears beside each location that Access will search. Note: By default, Access will search all the drives and folders on your computer.

12:00 PM

› You can click the box beside a location to add ( ) or remove ( ) a check mark. ˇ Click outside the list of locations to close the list.

Getting Started

Tip

When selecting the locations I want to search, how can I display more locations?

Each location that displays a plus sign ( ) contains hidden locations. To display hidden locations, click the plus sign ( ) beside a location ( changes to ). To once again hide the locations, click the minus sign ( ) beside a location.

Tip

1

Can I view information about the databases that Access found?

Yes. To view information about a database that Access found, position the mouse over the database. A yellow box will appear, displaying the location of the database and the date you last made changes to the database.

My Computer

My Computer (3 of 3)

Access Files

12:00 PM

Microsoft Access

Á Click in this area to specify the types of files you want to search for.

‡ You can click the

A check mark (✔) appears beside each type of file that Access will search for.

° Click outside the list

box beside a file type to add ( ) or remove ( ) a check mark. of file types to close the list.

· Click Go to start the search.

12:00 PM

Microsoft Access

This area lists the databases with names that contain the text you specified.

‚ To close the task pane at any time, click .

To open a database in the list, click the database.

27

BACK UP A DATABASE

s onic lectr ute E -28 Trib 03-10

You can make a backup copy of your database. Regularly making a backup copy helps minimize any loss of information that may be caused by fire, computer viruses or the theft of your computer.

Making a backup copy of your database allows you to copy the information from your computer to a storage medium, such as a floppy disk, for safekeeping. BACK UP A DATABASE

le in Design view

Tribute Electronics_2003-10-28

Tribute Electronics : ...

⁄ Insert the disk that you want to back up your information on into a drive. ¤ Close all your open database objects. For information on closing a database object, see page 21.

28

12:00 PM

Microsoft Access

‹ Click File. › Click Back Up

The Save Backup As dialog box appears.

Database.

This area displays the name Access will use to save your backup copy of the database.

Note: If Back Up Database does not appear on the menu, position the mouse over the bottom of the menu to display the menu option.

12:00 PM

Note: To save the backup copy with a different name, drag the mouse over the existing name to highlight the name and then type the new name.

Getting Started

Tip

Can I store a backup copy of a database on a CD-R or CD-RW disc?

Tip

1

How can I restore my database using the backup copy?

If your database is lost or damaged, you can use the backup copy to restore the database to your computer.

You cannot back up your database directly to a CD-R or CD-RW disc. To store a backup copy of a database on a CD, perform the steps below to back up the database to a location on your computer. Then copy the backup file from your computer to a CD-R or CD-RW disc. For information on copying a file to a CD-R or CD-RW disc, see your Windows documentation.

Tribute Electronics_20 03-10-28

⁄ Insert the disk that contains the backup copy of the database you want to restore into a drive and display the contents of the disk.

¤ Drag the backup copy of the database onto your Windows desktop.

The backup copy of the database is now copied to your computer. You can rename and work with the backup copy as you would work with the original database.

Create table in Design view

Microsoft Access

This area shows the location where Access will store the backup copy of your database. You can click this area to change the location.

12:00 PM

ˇ Click Save to save the backup copy of your database.

Tribute Electronics : ...

Access saves the backup copy of the database in the selected location.

12:00 PM

When the backup is complete, Access redisplays the Database or Main Switchboard window for your original database. You can continue working with the database objects as you normally would.

29

GETTING HELP

If you do not know how to perform a task in Access, you can search for help information on the task. AD3

HSUP

Some help information is only available on the Internet. You must be connected to the Internet to access online help information. GETTING HELP

open a database

12:00 PM

Outdoor Sporting Go...

⁄ Click this area and type the task you want to get help information on. Then press the Enter key. The Search Results task pane appears.

This area displays a list of related help topics. You can use the scroll bar to browse through the available topics.

¤ Click the help topic of interest.

30

Outdoor Sporting Go...

A window appears, displaying information about the help topic you selected.

Microsoft Office Acce...

12:00 PM

‹ To display additional information for a word or phrase that appears in color, click the word or phrase.

Getting Started

Tip

What do the icons beside each help topic represent?

Here are some icons you will see beside help topics. Displays a help topic. Opens a Web page that takes you through step-by-step training for the task. Displays a pre-designed template, such as an inventory or expense report database.

Tip

1

How can I get help information when working with a dialog box?

You can click in the top right corner of a dialog box ( changes to ). Then click an area of the dialog box you want to view help information for. A box will appear, displaying help information for the area you selected.

Orders

Opens a Web page that offers a product or service to enhance Microsoft Office. Opens a Web page that displays an article on a specific topic.

Outdoor Sporting Go...

The additional information appears. Note: Selecting a colored word or phrase will display information such as a definition, tip or a list of steps.

Microsoft Office Acce...

12:00 PM

To once again hide the information, click the colored word or phrase.

Outdoor Sporting Go...

› When you finish reviewing the help information, click to close the window. To display the information for another help topic, click the help topic.

Microsoft Office Acce...

12:00 PM

ˇ When you are finished getting help, click to close the Search Results task pane.

31

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1 Jim Address ID Schmith First Name 258 Linton Ave. New York Last Name Address City 10010 State/ProNY vince Postal Code 1 Jim 2 Brenda Petterson Schmith Tree 258 Lane Linton50Ave. YorkBostonNY PostalMA Code10010 02117 City NewState/Province Address Last Name First Name Address ID 3 Todd 2 Brenda PettersonTalbot 50 Tree Lane Address ID 68 Ave. San Francisco NY 258 Linton Ave. New YorkCracker Boston Schmith JimName Last 1 First Name MA10010CA Address 94110 State/Province Postal Code 02117 3 Todd4 Chuck Talbot Dean City 1 Jim 47Ave. Crosby 68 Cracker Las Vegas Address ID MA Boston LaneNew 50 TreeAve. SanAve. Petterson 258 Linton Brenda Schmith Francisco First2Name CA 02117NV 89116 Last York 94110 Name NY 10010 MelanieDean Robinson 4 Chuck5 Address City State/Pro vinceCres. 26Ave. Arnold 47 Crosby Code ille94110 CAPostal San Francisco Cracker Ave. 68 Lane Petterson 1 Jim2 Brenda Talbot 50 3 ToddSchmith Jacksonv Address ID Las Vegas Tree FL 89116 32256 First NV Name Boston Last Name New York Address 6258 Linton SusanAve.City 02117 NY MA Melanie Hughes State/Pro 3 4 Chuck 5 Talbot Robinson 401 Postal Dr. 10010 26 Arnold NV Vegas Lasvince Ave. Code 47 Crosby Nashville 1 Jim2 BrendaTodd Cres.Idon Jacksonv 68 Cracker TN ille FL 89116 Ave. SchmithPetterson Dean 37243 Francisco 50 258 Tree 32256 Linton Lane CA Ave. BostonSan NewState/Province Address 94110 York Allen MA Code NY Postal Address6 Susan7 City Name NameName Last Last ID ID FirstFirst Address Toppins Hughes 10010St.02117 4 Name Chuck 10 Heldon 401 Idon 32256 FL Atlanta Jacksonville 26 Arnold Cres. 5 Melanie Address 3 Todd Dean Robinson Dr. 2 Brenda Nashville 47 Crosby City GA 37243 30375 Talbot TN Petterson Ave. Las State/Pro vinceVegas Cracker 50 Tree Postal Ave.NY NV Lane San Francisco 1Jim Jim New68 258 Linton7Ave. Schmith Address ID 1 First 8 York CA Code GregBoston Allen MA 10010 Schmith 94110 89116 Name Kilkenny Toppins 02117 St. 5 Melanie 258 LintonRobinson Nashville Idon Dr.10 Heldon 401 Susan 6Address 36St.Buzzard Ave. Hughes New York26 4Name 3 Last Chuck Todd AtlantaTN BostonGA 37243 NYCres. Dean 68 City Arnold Talbot MA 30375 02118 10010 State/Pro Jacksonv 47 Crosby Cracker ille Ave.Francisco Postal Las Vegas MAvince Boston San Code 50 Tree Lane Petterson 1 2Jim2Brenda Brenda Schmith 32256 9 Ave. NV FL CA 02117 Jason Petterson Marcuso 6 258 Susan 30375 GA St.n Atlanta94110 89116 10 Heldon Tree8 Greg Toppins Kilkenny Allen 7 50 Linton Lane 15 Bizzo Ave. 36 Hughes Boston Pl. Buzzard New 5Address 4 Chuck York Melanie New St. York 401 Idon Boston MADr.Code10010 NY Postal City Last Name First Name Address ID NY 02118 10020 Nashville MA 02117 47State/Province Arnold Crosby 94110 TN San Cracker Ave. Talbot Dean68Robinson 3 3Todd Cres.CAJacksonv Ave. Las Todd 1026Francisco 2 Brenda Vegas 37243 ille Jim FL NV 9 Talbot Jason Petterson Address ID 89116St.32256 7 Ave. Cracker Marcuso 02118 MA 890 Apple 50Allen 36Martin Kilkenny Greg 8New68 Tree Ave.NYSan nBuzzard15St.BizzoBoston Lane Toppins 6 Linton Francisco 10010 York Boston 258 Schmith Susan Jim Name Last 1 First Pl. CA Name 5 Melanie 10 Heldon New YorkSan Diego CA MA Hughes St. 02117 Address Robinson Atlanta94110 NY 401Cres. Idon 26 Arnold Dr. NVNashville City Vegas Las Ave. 47 Crosby 4 4 Chuck 10020 92121 3 Todd Jacksonv Chuck TalbotDean 10State/Pro TN GA32256 3724330375 ille FL 89116 Jim vince Postal Dean 8 68Greg Code Martin Address ID 47Jason 10020 NY New 15 Bizzo Pl. Marcuson 9Boston Crosby Cracker Ave.Francisco 890 Apple Ave. San First 1Name 02117 MALas Lane Hughes 7 TreeAllen 50 Petterson6 258 2JimBrenda Vegas St. YorkSan Diego Kilkenny Susan Last NameSchmith NV St. 94110 Linton CA 36 Buzzard Ave. CA 10Dr.Heldon Boston89116 92121 32256 MA Jacksonville Cres.Idon ArnoldNY401 26Toppins Robinson Melanie 5 Address St. FLAtlanta City New York Nashville 10010 5 State/Pro 4 Chuck Melanie vince TN Postal Martin Dean68Robinson Code 92121 CA 02118 St. GASan Diego 890 Apple 10San 37243 30375 1 Jim 2 3Brenda 26Jim 9 Ave. 47Jason ArnoldLas Crosby 94110 CAJacksonv Francisco Talbot Todd Cres. Petterson Ave. Schmith 7Ave. 8 Cracker Marcuso Vegas Greg illeBizzo 50Allen 258 n NV Tree FLTN 89116 Lane 15 Toppins Kilkenny 32256 37243 York Boston Nashville Dr. IdonMA Susan 6 6 Linton 1010010 36St. Heldon York Buzzard NY 401 Code Postal State/Province City NewHughes Address Last Name First Name Address ID St. Pl. Atlanta BostonNew Susan 02117 5 Melanie GA MA NY30375 0211810020 Hughes 10 Ave. 2 Brenda 3 Todd 401Cres. Idon Jacksonv 26Jim Dr. 89116 Vegas Las 47 Arnold Dean 8Robinson Chuck Talbot 4 Petterson MartinNVNashville 9 Crosby 68Greg Jason Cracker TNGA ille 50 890 Apple Ave. San FL Lane St. 32256 Marcuso 37243 Kilkenny Francisco 10010 NY York New Boston 258 Linton Ave. 30375 CA San Diego Schmith 1 Jim Atlanta Heldon 10 Toppins Allen 7 Tree nSt.Buzzard CA36 15 Bizzo MA Pl. 7 St. 94110 New 6 Susan Allen Boston 02117 92121 York Toppins 401 3 Todd 4 Chuck 10Dr.HeldonNashville 02118 10020 32256 MA NY Jacksonville Melanie DeanRobinsonHughes 5 Talbot St. FLAtlanta 1026 Arnold Jim Cres.Idon 47 GA Crosby Jason TN Martin Ave. Las MA Boston San Francisco 50 Tree Lane688 Cracker Petterson 2 Brenda Marcuso Vegas02117 37243 30375 02118 MA Diego Boston 36 Buzzard St. Kilkenny Greg9Ave. St. York Bizzo890 San Pl. Apple 89116 7 Allen 8 Greg ToppinsKilkenny CA n NV1594110 New NY CA 4 Chuck 5 Melanie Nashville 401 Idon Dr. Hughes10 6 Susan Robinson 10020 92121 10 Heldon 36St. Buzzard St. TN Atlanta Boston GA 37243 26Jim 479Crosby Arnold MA NY CA Francisco San Ave. Talbot Dean68 Cracker 3 Todd Cres. Martin 94110 Ave. Jacksonv 10020 Las Vegas 15 Bizzo Pl. AppleNew Marcuson Jason 02118 St. York San Diego 30375 32256 9 Jason KilkennyMarcuso NV ille FL89089116 30375 CA Atlanta 92121 10 Heldon36 Toppins 7 Allen8 Greg 5 Melanie6 Susan nSt.Buzzard 15 Bizzo Hughes St. Pl. GA New Boston York 401 Idon 26 Dr. 89116 NV Vegas Las 47 Crosby Ave. Dean Robinson NY 92121 4 Chuck CA Diego San St. Apple 890 Martin JimCres. 10Arnold MA Jacksonv 02118 10020 TN 32256 illeNashville FL 10 Jim 37243 Martin 6 Susan 7 Allen 02118 MA Diego Boston 36n Buzzard KilkennyMarcuso 8 Greg9 Jason 15 St. St. York Toppins Bizzo890 San Pl. Apple New 401 CA 32256 FL Atlanta Jacksonville Cres.Idon RobinsonHughes26 Arnold 5 Melanie St. Dr. 10 Heldon Nashville 10020 92121 GA 37243 NY TN 30375 10 Martin 15 Bizzo890 10020 NY Pl. AppleNew 9 Jason Jim 7 Allen 8 Greg St. York KilkennyMarcuson San Diego 37243 TN Nashville Dr. Hughes Toppins401 Idon 6 Susan 10 36 Heldon CA Buzzard St. AtlantaSt. Boston 92121 GA MA 30375 CA 02118 92121 890 Apple St. San Diego Martin 10 Jim 9 Jason Marcuso Kilkenny10 Heldon 30375 7 Allen8 Greg Toppins n Atlanta 36St.Buzzard St.15 Bizzo Pl. GA New Boston York NY MA 10020 02118 10 Jim Martin 8 Greg9 Jason KilkennyMarcuso36n Buzzard 15 St. St.MA San Diego 02118 BizzoBoston Pl. 890 Apple New York CA 10020 NY 92121 10 Martin 15 Bizzo890 10020 NY Pl. AppleNew 9 Jason Jim Marcuson St. York San Diego CA 92121 92121 CA 890 Apple St. San Diego Martin 10 Jim

Address ID

921

Prov 0 State/ 1001 City 7 NY 0211 ess rk Addr w Yo 0 e. Ne e MA 9411 Nam ton Av Last 258 Lin e Boston 6 Nam ith 8911 co CA First e Lane ancis Schm 50 Tre San Fr ess ID 6 NV Ave. Addr 3225 rson acker gas Pette 1 Jim 68 Cr Las Ve 3 FL Ave. 3724 enda ille osby Talbot 2 Br 47 Cr cksonv 5 TN es. Ja dd 3037 nold Cr Dean 3 To ville 26 Ar Nash 8 GA on 0211 n Dr. 401 Ido lanta 0 . At MA 1002

uck 4 Ch

nie

tment urces Date Hired Depar n Reso Huma 12/2/90 Payroll ing s ti r e v 6/ urces Ad 1 n Reso Huma 3 2 sing Adver ti 11/25/95 3 s Payroll source an1R/9e5 4 Hu2m/2 yr3oll/97 P7a/1 5 g er ti3sin Ad5v/9 3/2 6 o r ll ay6 6/28P/9 7 8 11/12/9 8 8/16/89 9

A

Employee

s

CHAPTER 2

Create Tables Are you wondering how to create tables in your database? Learn how in this chapter. Create a Table in the Datasheet View ..............................34 Create a Table Using the Table Wizard ..........................................38

5 5552 33 ADV20 5 HR120

Open a Table ..................................42

30 ADV1o9urs/Wk H 0 PR557 9 40 HR300 2 3 R P 42 256

ng 6oll

2/98 6/89

Change a Column Width ..................43

5 ADV10 40 6 PR206

40 20 40 40 25 44 39

Rename a Field ................................44 Rearrange Fields ..............................45 Add a Field ......................................46 Delete a Field ..................................47 Change the Appearance of a Table ....48

s

Meal

Serving

4 e im T n o ti 1 Prepara Dinner s e t u st 6 25 min Breakfa Recipe ID s e t u e in m h m c a 4 15 Lun eN 1 s Recip n Stir-fry e t u in r e m n 2 45 Din Chicke 2 es t t u t le s in e fa m k m 4 O 45 Brea 3 Pizza s e t Veggie u in r 2 Dinne na 10 m 4 Lasag s e t u s in e k m Lunch Panca 30ops 5 s e h t C u in k st r Po 10nm Breakfa Salad es 6 e d r Ga 10 minut Dinner 7 s e t u in 30 m Dinner 8 s e t 15 minu 9 alad arden S

Table S E P I C E R

G

10

d

la Fruit Sa

First Nam e

CREATE A TABLE IN THE DATASHEET VIEW

You can create a table to store new information in your database.

City ss Addre

ame Last N ID

Julie

n Brow

or Taylr ris Mo

A table stores a collection of information about a specific topic, such as customer addresses or products.

k Mairane D

CREATE A TABLE IN THE DATASHEET VIEW

Field1 Create table by entering data

12:00 PM

Outdoor Sporting Go...

⁄ Click Tables in the Database window.

34

¤ Double-click Create table by entering data.

Outdoor Sporting Go...

Table1 : Table

12:00 PM

A blank table appears.

‹ To change a field name,

This area displays the field name for each field in your table.

double-click the field name to highlight the name.

Create Tables

Tip

What are the parts of a table?

Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill

Field

A field is a specific category of information and contains the same type of information for every record. For example, a field can contain the last name of every client.

Field Name

Record

A field name identifies the information in a field.

A record is a collection of information about one person, place or thing. For example, a record can contain a client's name and address.

Outdoor Sporting Go...

› Type a new field name and then press the Enter key.

2

Table1 : Table

12:00 PM

ˇ Repeat steps 3 and 4 for each field you want to include in your table.

Outdoor Sporting Go...

Table1 : Table

Á To enter the data for a record, click the first empty cell in the table. ‡ Type the data that corresponds to the field and then press the Enter key to move to the next field. Repeat this step until you finish entering all the data for the record.

12:00 PM

° Repeat steps 6 and 7 for each record you want to add to your table.

35

CREATE A TABLE IN THE DATASHEET VIEW

When creating a table, you can have Access create a primary key for the table.

Company ID Company Name

Address

City

State/Province Postal Code

1

Pet Superstore

258 Linton Ave. New York

NY

10010

2

Petterson Inc.

50 Tree Lane

MA

02117

3 Martin Vet Supplies 68 Cracker Ave. San Francisco CA

94110

4

Greg's Pet Store 47 Crosby Ave.

5

Pet Superstore

Boston Las Vegas

26 Arnold Cres. Jacksonville

NV

89116

FL

32256

6 Feline Foods Inc. 401 Idon Dr.

Nashville

TN

37243

7 Weasels R Us

Atlanta

GA

30375

Boston

MA

02118

10 Heldon St.

8 Purrrfect Portions 36 Buzzard St.

A primary key is one or more fields that uniquely identifies each record in a table, such as a field containing ID numbers. Each table in your database should have a primary key.

CREATE A TABLE IN THE DATASHEET VIEW (CONTINUED)

Outdoor Sporting Go...

· Click your table.

to save

The Save As dialog box appears.

Table1 : Table

‚ Type a descriptive name for your table.

— Click OK to save your table.

12:00 PM

Outdoor Sporting Go...

A dialog box appears, stating that your table does not have a primary key.

± To have Access create a primary key for you, click Yes.

36

Orders : Table

12:00 PM

Note: If you have entered information that uniquely identifies each record, such as ID numbers or part numbers, you can click No to create your own primary key. To create or change a primary key, see page 126.

Create Tables

Tip

Why should each table in my database have a primary key?

Tip

Access uses the primary key in each table to establish relationships between the tables in your database. Relationships between tables allow Access to bring together related information in the tables. For more information on relationships, see page 128.

Will Access analyze the information I enter in a table?

When you save a table, Access analyzes the information you have entered and assigns a data type to each field. A data type determines the kind of information you can enter in a field, such as text, numbers or dates. For more information on data types, see page 82.

ORDERS Table

ADDRESSES Table Company ID

2

Address

Company Name

City

Company ID

Zip Code

1

Pet Superstore

258 Linton Ave. New York

10010

1

2

Petterson Inc.

50 Tree Lane

02117

2

Boston

3 Martin Vet Supplies 68 Cracker Ave. San Francisco 94110 4

Greg's Pet Store 47 Crosby Ave.

5

Pet Superstore

Las Vegas

89116

Product

Product Number

Quantity Unit Price

Vitamins

C20595

2

$20.00

Bulk Dry Food

C28505

2

$18.00

3 Diet Dog Food

B29858

1

$10.00

4

5-Variety Biscuits

C33709

3

$3.50

5

Canned Dog Food

A40287

7

$1.50

6 Feline Foods Inc. 401 Idon Dr.

Nashville

37243

6

Diet Cat Food

F48851

2

$4.00

7 Weasels R Us

Atlanta

30375

7

Ferret Pellets

C58209

1

$6.50

Boston

02118

8 Dry Cat Food

G67483

3

$4.00

26 Arnold Cres. Jacksonville

10 Heldon St.

8 Purrrfect Portions 36 Buzzard St.

32256

NEW

Company Name Pet Superstore

Bulk Dry Food Diet Dog Food

Greg's Pet Store

5-Variety Biscuits

Pet Superstore

Canned Dog Food

Feline Foods Inc.

Outdoor Sporting Go...

Access removes the rows and columns that do not contain data. If you selected Yes in step 12, Access adds an ID field to your table to serve as the primary key. The ID field automatically numbers each record in your table.

Product Vitamins

Petterson Inc. Martin Vet Supplies

Diet Cat Food

Weasels R Us

Ferret Pellets

Purrrfect Portions

Dry Cat Food

Orders : Table

12:00 PM

Note: The numbers in the ID field may not begin at 1.

¡ When you finish reviewing your records, click to close your table.

Outdoor Sporting Go...

12:00 PM

The name of your table appears in the Database window.

37

CREATE A TABLE USING THE TABLE WIZARD

You can use the Table Wizard to quickly create a table. The wizard asks you a series of questions and then sets up a table based on your answers.

ARD

WIZ

? ? ? ?

The wizard can help you create a table for business or personal use. You can use the wizard to create tables that store information about specific topics, such as Customers, Products, Orders, Recipes and Investments. CREATE A TABLE USING THE TABLE WIZARD

CustomerID

Create table by using wizard

Customers

Outdoor Sporting Go...

⁄ Click Tables in the Database window.

12:00 PM

¤ Double-click Create table by using wizard.

The Table Wizard appears.

Outdoor Sporting Go...

‹ Click an option to specify whether the table is for business or personal use ( changes to ). › Click the sample table you want to use.

38

Note: The available sample tables depend on the option you selected in step 3.

12:00 PM

This area displays the available fields for the sample table you selected.

ˇ Double-click each field you want to include in the table. Note: To select all the fields at once, click .

Create Tables

Tip

2

What is a primary key?

A primary key is one or more fields that uniquely identifies each record in a table, such as a field containing ID numbers. Each table in your database should have a primary key. When using the Table Wizard to create a table, you can have Access set a primary key for you. Access will create a field that automatically numbers each record in your table. To later change the primary key, see page 126.

ID Number

First Name

1

Jack

2

Erin

Address

Last Name

City

Adams

York 258 Linton Ave. New

Baker

50 Tree Lane

Boston

Postal Code State/Province

NY MA

3

Lisa

Bell

San Francisco CA 68 Cracker Ave.

4

Julie

Brown

47 Crosby Ave.

Alan

Carter

26 Arnold Cres.

5 6

Matt

Cole

7

Jason

Cook

8

Carl

Davis

9

Simon

Evans

Paul

Fraser

10

Las Vegas

NV

Jacksonville

FL

401 Idon Dr.

Nashville

TN

10 Heldon St.

Atlanta

GA

Boston

MA

New York

NY

36 Buzzard St. 15 Bizzo Pl. 890 Apple St.

San Diego

CA

10010 02117 94110 89116 32256 37243 30375 02118 10020 92121

PostalCode

Customers PostalCode

Outdoor Sporting Go...

Outdoor Sporting Go...

12:00 PM

° Type a name for

‚ Click Next to continue.

the table.

You can click Back at any time to return to a previous step and change your selections.

Each field you select appears in this area.

Note: To remove all the fields you selected at once, click

Á To remove a field you

‡ When you finish

· To have Access set

accidentally selected, double-click the field in this area.

selecting all the fields you want to include in the table, click Next to continue.

a primary key for the table, click this option ( changes to ).

.

12:00 PM

Note: For information on the primary key, see the top of this page.

39

CREATE A TABLE USING THE TABLE WIZARD

The Table Wizard shows how your new table relates to the other tables in your database.

Payments ID 1 2 3 4 5 6 7 8 9 100

Deliveries Order ID 1 2 3 4 5 6 7 8 9 100

Customer Fred's Appliances Home Center Kitchen Supplies Appliance Warehouse Wilmington's Kitchen Depot Kitchen and Bath Inc. Bob's Kitchen Center Basin Bubbles Ceramic World

City Chic Chicago Los Angeles St. LLouis New York New York Miami Mia Detroit Detr Buffalo Buff Dallas Dall New York

Shipping Method Truck Air Truck Train Train Air Truck Truck Air Train

Customer Fred's Appliances Home Center Kitchen Supplies Appliance Warehouse Wilmington's Kitchen Depot Kitchen and Bath Inc. Bob's Kitchen Center Basin Bubbles Ceramic World

Account # Payment Received Ac 4/3/99 83625 4/6/99 23557 4/11/99 87782 4/15/99 98711 4/18/99 66212 4/22/99 81511 4/23/99 15415 4/24/99 89715 4/25/99 61541 4/26/99 90715

Order Details Order ID 1 2 3 4 5 6 7 8 9 10

Customer Fred's Appliances Home Center Kitchen Supplies Appliance Warehouse Wilmington's Kitchen Depot Kitchen and Bath Inc. Bob's Kitchen Center Basin Bubbles Ceramic World

Product Dish Dishwasher Dining Table Dini Stove Stov Microwave Mic Fridge Frid Kitchen Chair Kitc Sink Toaster Oven Toas Shower Unit Sho Floor Tiles Floo

Quantity 6 8 10 5 6 17 11 23 9 300

Relationships between tables allow Access to bring together related information in the tables. For more information on relationships, see page 128. CREATE A TABLE USING THE TABLE WIZARD (CONTINUED)

not related to 'Order Details'

Outdoor Sporting Go...

12:00 PM

This screen appears if other tables exist in your database.

This area displays how the new table relates to the existing tables.

Note: If this screen does not appear, skip to step 12.

— Click Next to continue.

40

Outdoor Sporting Go...

± Click this option to be able to enter data directly into the table after the wizard finishes creating the table ( changes to ).

12:00 PM

¡ Click Finish to create the table.

Create Tables

Tip

Can I make changes to a table?

Tip

Yes. After you create a table using the Table Wizard, you can make changes to the table. For example, you can change the width of columns, rename a field, rearrange fields, add a new field or delete a field. To make changes to a table, see pages 43 to 49.

ss

Addre

City

StateIN City dianapolis Bill In ss Bil. l AddreSpencer Ave CT

14 Name Roger hartford Last H Bill ill ame t. Roger l First N Elm S CA il k 5 B n 8 ra o F ieg r San D MD Roger Bill Frase ore ne St. r im ra e lt C g a IL l o 5 B u 2 R 1 Pa t. S rt o in a r AR Freep Roger Taylo 772 M k c t. o S R e e r Littl Mark 14 Pin Turne ge St. e ll o n C o 192 Kevin Wils Mary White b Bo

State

e

Customers: Table

Can I later add records to a table?

After you create a table, you can add new records to the table at any time. For example, you may want to add information about a new customer to a table containing customer information. To add new records to a table, see page 64.

am First N

Outdoor Sporting Go...

2

12:00 PM

This area displays the field names for the table.

Note: The numbers in the ID field may not begin at 1.

If you selected Yes in step 9, Access adds an ID field to the table to serve as the primary key. The ID field will automatically number each record you add to the table.

™ To enter the data for a record, click the first empty cell in the table.

Outdoor Sporting Go...

£ Type the data that corresponds to the field and then press the Enter key to move to the next field. Repeat this step until you finish entering all the data for the record.

Customers: Table

12:00 PM

¢ Repeat steps 14 and 15 for each record you want to add to your table. Access automatically saves each record you enter.

∞ When you finish entering records, click the table.

to close

41

OPEN A TABLE Name Recipe ID Recipe

Meal

r 1 Chicken Stir-fry Dinne Breakfast 2 Omelet Lunch 3 Veggie Pizza Dinner 4 Lasagna Breakfast 5 Pancakes Dinner 6 Pork Chops 7 Garden Salad Lunch Breakfast 8 Fruit Salad

You can open a table to display its contents on your screen. Opening a table allows you to review and make changes to the table.

Vegetarian No Yes Yes No Yes No Yes Yes

250mL

150mL 50mL

PUSH

COMPACT COMPACT

R POWE

RESET

OPEN A TABLE

American Outdoors

Customers

12:00 PM

Outdoor Sporting Go...

⁄ Click Tables in the Database window.

This area displays a list of the tables in your database.

The table opens. You can now review and make changes to the table.

¤ Double-click the

When you finish working with the table, click to close the table.

table you want to open.

42

Outdoor Sporting Go...

Customers : Table

12:00 PM

Note: A dialog box will appear if you did not save changes you made to the layout of the table. To specify if you want to save the changes, click Yes or No.

CHANGE A COLUMN WIDTH

You can change the width of a column in a table. Increasing the width of a column allows you to view data that is too long to display in the column.

Carl Simon Paul Sue Linda Frank David Nancy

Create Tables

Davis Evans Fraser Grant Harris Hill Jones King

2

Reducing the width of columns allows you to display more fields on your screen at once.

CHANGE A COLUMN WIDTH

Tribute Electronics : ...

⁄ To change the width of a column, position the mouse over the right edge of the column heading ( changes to ).

Order Details : Table

12:00 PM

¤ Drag the column edge until the line displays the column width you want.

Tribute Electronics : ...

The column displays the new width.

‹ Click

to save your change.

Order Details : Table

12:00 PM

FIT LONGEST ITEM

⁄ To change a column width to fit the longest item in the column, double-click the right edge of the column heading. 43

RENAME A FIELD

You can give a field a new name to more accurately describe the contents of the field.

Preparation Time

RECIPES Table Recipe ID

Recipe Name

tir-fry 1 Chicken S 2 Omelet ie Pizza 3 Vegg sagna 4 La P ncakes

Time

Meal

Servings

4 Dinner s te u 1 25 min reakfast B s te 6 15 minu nch u L s 4 45 minute inner D s 2 45 minute akfast re B 4 10 minutes Dinner

2

RENAME A FIELD

Section Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan Mark

Tribute Electronics : ...

⁄ Double-click the field name you want to change.

44

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith Taylor

Employees : Table

The field name is highlighted.

1

12:00 PM

Tribute Electronics : ...

¤ Type a new name for the field and then press the Enter key.

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan Mark

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith Taylor

Employees : Table

The field displays the new name.

12:00 PM

REARRANGE FIELDS

You can change the order of fields to better organize the information in a table.

Create Tables

2

Employee # 5

HR100 2 PR555 33 ADV20 5 HR120

30 ADV1o9urs/Wk H 0 PR557 t n e 9 40 tm s HR300 Depar source Date Hired e 2 R n PR342 25 Huma 56 ADV10 40 12/2/90 Payroll 2066 R g P in is 40 6/ urces Advert 1 n Reso Huma 3 20 g in 2 is Advert 11/25/95 40 ll 3 ro s y e a rc P 1R/9e5sou n 40 /2 2 a m u 4 H ll 7 3/9 25 yro P7a/1 5 g ert3isin d5v/9 /2 44 A 3 6 ay6roll 39 6/28P/9 7 1/12/98 1 8 8/16/89 9

s

Employee ID

Rearranging fields in the Datasheet view will not affect how the fields appear in the Design view of a table. For information on the views of a table, see page 74.

10

REARRANGE FIELDS

Department

Department Sales Marketing Human Resources Sales Sales Human Resources Marketing Sales Marketing Accounting Sales Sales Production Production Marketing

Tribute Electronics : ...

⁄ Click the name of the field you want to move. The field is highlighted.

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan Mark

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith Taylor

Employees : Table

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan Mark

12:00 PM

¤ Position the mouse over the field name and then drag the field to a new location.

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith Taylor

Tribute Electronics : ...

The field appears in the new location.

Sales Marketing Human Resources Sales Sales Human Resources Marketing Sales Marketing Accounting Sales Sales Production Production Marketing

Employees : Table

‹ Click

12:00 PM

to save your

change.

A thick line shows where the field will appear.

45

ADD A FIELD

You can add a field to a table when you want the table to include an additional category of information.

A field is a specific category of information in a table, such as the phone numbers of all your clients. ADD A FIELD

Billing Address 900 Turling Ave. 1300 Kennedy Dr. 336 Bay St. 14 Spencer Ave. 6858 King St. 55 Sunset St. 670 Pine Dr. 88 Lincoln Blvd. 255 Park Dr. 456 Harding Blvd. 36 College Rd.

Outdoor Spor...

⁄ Click the name of the field you want to appear after the new field. The field is highlighted.

46

12:00 PM

Customers : T...

¤ Click Insert. ‹ Click Column.

Outdoor Spor...

Customers : T...

The new field appears in your table.

12:00 PM

Access assigns a name to the new field. To give the field a descriptive name, see page 44 to rename the field.

DELETE A FIELD

Create Tables

2

s

If you no longer need a field, you can permanently delete the field from a table.

Meal

Serving

4 1 Prepara Dinner tes st 6 25 minu Breakfa Recipe ID s e inute 4 Lunch e Nam y 15 m 1 ip c e fr R tes n Stir2 45 minu Dinner Chicke 2 tes t st 4 Omele 45 minu Breakfa 3 Pizza ie g s g Ve inute 2 Dinner na 10 m g 4 a s a L kes minutes 2 Lunch Panca 30ops 5 h inutes st 7 Pork C 10 m Breakfa Salad 6 n e s rd Ga 10 minute 8 inner D 7 s 0 minute r 3 e n in D 8 tes 15 minu 9 alad arden S

RECIPES

Before you delete a field, make sure the field is not used in any other objects in your database, such as a form, query or report.

Table

e tion Tim

G

d

la Fruit Sa in lo Sir

10

ork Roast P

You cannot delete a field used to create a relationship to another table in the database. For information on relationships, see page 128. DELETE A FIELD

Field1

Field1

Outdoor Spor...

⁄ Click the name of the field you want to delete. The field is highlighted.

Customers : T...

12:00 PM

¤ Click Edit. ‹ Click Delete Column.

Outdoor Spor...

Customers : T...

A confirmation dialog box appears.

12:00 PM

The field disappears from your table.

› Click Yes to permanently delete the field.

47

CHANGE THE APPEARANCE OF A TABLE

You can change the cell style and colors in a table to enhance the appearance of the table.

CHANGE THE APPEARANCE OF A TABLE

Yellow

Tribute Electronics : ...

⁄ Click Format. ¤ Click Datasheet.

Orders : Table

The Datasheet Formatting dialog box appears.

12:00 PM

Tribute Electronics : ...

Orders : Table

‹ Click the cell effect you want to use ( to ).

changes

Note: If you selected Raised or Sunken in step 3, skip to step 9.

48

› To remove the horizontal or vertical gridlines, click each gridline you want to remove ( changes to ).

12:00 PM

ˇ To change the background color, click this area to display a list of the available colors. Á Click the background color you want to use.

Create Tables

Tip

How can I change the border or line styles in a table?

In the Datasheet Formatting dialog box, you can change the border and line styles in a table.

Tip

Can I change the appearance of a form or query?

You can also perform the steps shown below to change the appearance of a form or a query displayed in the Datasheet view. To change the view of a form or query, see page 152 or 202.

Form

Datasheet Border

Solid

You can click this area to select the type of border or line you want to change.

2

Query

Customer

City

State

Paul Fraser Ryan Smith

Albany Sacramento

NY CA

Daniel Price Stacy Lee

Miami San Francisco

FL CA

Frank Hill Carl Davis

Los Angeles Springfield

CA IL

Alan Carter David Jones

New York San Diego

NY CA

?

Which clients live in California? City

State

Ryan Smith

Sacramento

CA

Stacy Lee

San Francisco

CA

Frank Hill

Los Angeles

CA

David Jones

San Diego

CA

Customer

You can click this area to select a style for the type of border or line you selected.

Blue

Tribute Electronics : ...

‡ To change the gridline color, click this area to display a list of the available colors. ° Click the gridline color you want to use.

Orders : Table

12:00 PM

This area displays a preview of how your table will appear.

Tribute Electronics : ...

The table displays the changes you selected.

Orders : Table

‚ Click

12:00 PM

to save your

changes.

· Click OK to apply your changes to the table.

49

Book ID

T

S ihsecap sE rf epac H H s’hgu itS etaW ll ehT T o u r i s ehT C o w b o yM C l a n d e s hT e M a g i ac

1 2 3 4 5 6 7 8

Title Spaceships in Orbit Escape from Reality Hugh's Haunted Castle Still Waters Run Deep The Tourist The Cowboy Invasion My Clandestine Ways The Magical Lilac Tree

Customers

19 19 19 19 19 19 20 19

CHAPTER 3

Edit Tables Do you want to work with and edit the data in your tables? This chapter teaches you how to add and remove records, hide and freeze fields in your tables and more.

1988 1990 1984 1996 1999 1993 2001 1997

Move Through Data ..........................52 Select Data ......................................54 Edit Data ..........................................56 Zoom Into a Cell ..............................58 Display a Subdatasheet......................59 Check Spelling..................................60 Move or Copy Data ..........................62 Add a Record ..................................64 Delete a Record ................................65

ORDERS Table Company Name

Order ID

Product

Quantity

Unit Price

1

Pet Superstore

Vitamins

12

$20.00

2

Petterson Inc.

3

Martin Vet Supplies

4

Greg’s Pet Store

Bulk Dry Food

15

$18.00

Diet Dog Food

30

$10.00

5-Variety Biscuits

50

$3.50

5

Pet Superstore

6

Feline Foods Inc.

Dry Cat Food

7

Weasels R Us

Canned Dog Food Ferret Pellets

24

$3.00

40

$4.00

30

8

Purrrfect Portions

Dry Cat Food

24

$6.50 $4.00

9

Doggone Yummy Inc.

Steak-flavored Bones

40

$1.25

10 11

Jim’s Pets Allen’s Dog Kennel

Hamster Treats Puppy Kibble

30 20

$5.00 $8.50

12

B&T Food Suppliers

Gerbil Mix

35

$4.50

13

Pet Superstore

Parrot Food

25

$17.00

14

Kitty-Mart

Dry Cat Food

35

$4.00

15

Canine Nutrition Inc.

Rawhide Chew Sticks

15

$2.00

Change the Font of Data ....................66 Hide a Field ....................................68 Freeze a Field ..................................70

MOVE THROUGH DATA

You can move through the data in a table to review and edit information.

Test 1 (60)

Student ID 960001

Test 2 (40) 50

25 30

56

960002

35 45

960003

54

960004

960005

If a table contains a lot of data, your computer screen may not be able to display all the data at once. You can scroll through records and fields to display data that does not appear on your screen.

22 38 42

29 40

960006

MOVE THROUGH DATA

Outdoor Sporting Go...

MOVE THROUGH RECORDS

⁄ Click any cell in the record you want to make the current record.

Products : Table

12:00 PM

An arrow ( ) appears beside the current record. This area displays the number of the current record and the total number of records in the table.

Outdoor Sporting Go...

¤ To move through the records, click one of the following buttons. First record Previous record Next record Last record

52

Products : Table

12:00 PM

To quickly move to a specific record, double-click this area and then type the number of the record you want to display. Then press the Enter key.

Edit Tables

Tip

3

How do I use my keyboard to move through data in a table?

To Move:

Press on Keyboard:

Up one screen of records

Page Up

Down one screen of records

Page Down

To the next field in the current record

Tab

Up one record in the same field Down one record in the same field

Outdoor Sporting Go...

SCROLL THROUGH RECORDS

⁄ To scroll one record at a time, click

or

.

Note: You cannot scroll through records if all the records appear on your screen.

Products : Table

12:00 PM

To quickly scroll to any record, drag the scroll box along the scroll bar until a yellow box displays the number of the record you want to view.

Outdoor Sporting Go...

SCROLL THROUGH FIELDS

⁄ To scroll one field at a time, click

or

.

Note: You cannot scroll through fields if all the fields appear on your screen.

Products : Table

12:00 PM

To quickly scroll to any field, drag the scroll box along the scroll bar until the field you want to view appears.

53

SELECT DATA

Before performing many tasks in a table, you must select the data you want to work with. Selected data appears highlighted on your screen.

3 Jack's Restaurant St. Paul

Table decorations

1/12/2004

CA 3 Jack's Restaurant TableAve. decorations San Francisco1/12/2004 TalbotSt. Paul 68 Cracker 3 Todd

AD3

PUSH

SELECT DATA

Employee ID 512 518 524 535 511 538 512 511 524 511 512 511 535 512

Tribute Electronics : ...

SELECT A FIELD

⁄ Position the mouse over the name of the field you want to select ( changes to ) and then click to select the field.

54

Order Details : Table

5 Park Radio

12:00 PM

To select multiple fields, position the mouse over the name of the first field ( changes to ). Then drag the mouse until you highlight all the fields you want to select.

Tribute Electronics : ...

SELECT A RECORD

⁄ Position the mouse over the area to the left of the record you want to select ( changes to ) and then click to select the record.

1/25/2002

Order Details : Table

511 Cellular Phone

12:00 PM

To select multiple records, position the mouse over the area to the left of the first record ( changes to ). Then drag the mouse until you highlight all the records you want to select.

Edit Tables

How do I select all the information in a table?

Tip

1 2 3 4 5 6 7 8 9 10 11 12 13 14

Emerald Creek Electronics Home Electronics Depot Radio City Stereos and More! Park Radio Henry's Electronic Store Barbara's Video Palace CC&M Radio Store Radio City Stereos and More! Barbara's Video Palace Radio City Emerald Creek Electronics Radio City

1/12/2002 2/3/2002 12/3/2001 12/8/2001 1/25/2002 2/18/2002 2/23/2002 12/10/2001 2/28/2002 1/4/2002 12/13/2001 1/8/2002 12/8/2001 12/15/2001

512 518 524 535 511 538 512 511 524 511 512 511 535 512

Tip

3

How do I deselect data?

DVD Player Mini Speakers 3-Disc CD Cha 32" Television Cellular Phon Mini Speakers 4-head Hi-Fi V Digital Video R Stereo Headp Digital Camer DVD Player Digital Video R Digital Camer DVD Player

To deselect data, click anywhere in the table.

To select all the information in a table, click the blank area ( ) to the left of the field names.

Digital 1/4/2002

Tribute Electronics : ...

SELECT A CELL

⁄ Position the mouse over the left edge of the cell you want to select ( changes to ) and then click to select the cell.

Order Details : Table

12:00 PM

To select multiple cells, position the mouse over the left edge of the first cell ( changes to ). Then drag the mouse until you highlight all the cells you want to select.

Tribute Electronics : ...

SELECT DATA IN A CELL

⁄ Position the mouse over the left edge of the data and then drag the mouse until you highlight all the data you want to select.

Order Details : Table

12:00 PM

To quickly select a word, double-click the word.

55

EDIT DATA

You can edit the data in a table to correct a mistake or update the data.

1 Chicken Stirfry Dinner 2 Omelet Br eakfast 3 Veggie Pizz a un ch 4 Lasagna Di nn er 5 Pancakes Breakfast 6 Pork Chops D inner 7 Garden Sala d Lunch 8 Fruit Sala d Breakfast

No Yes Yes No Yes No Yes Yes

Access automatically saves the changes you make to the data in a table.

EDIT DATA

East

All Star Sports Ltd : D...

INSERT DATA

⁄ Click the location in the cell where you want to insert data. A flashing insertion point appears in the cell, indicating where the data you type will appear.

56

Customers : Table

12:00 PM

Note: You can press the or key to move the insertion point.

¤ Type the data you want to insert.

All Star Sports Ltd : D...

DELETE DATA

⁄ Drag the mouse over the data you want to delete to highlight the data.

¤ Press the

Delete key to delete the highlighted data.

Customers : Table

12:00 PM

Note: To delete a single character, click the location where you want to delete the character. To remove the character to the left of the insertion point, press the Backspace key. To remove the character to the right of the insertion point, press the Delete key.

Edit Tables

Tip

What are the symbols that appear to the left of the records in a table?

Tip

3

Why can't I edit the data in a cell?

You may be trying to edit data in a field that has the AutoNumber data type. A field that has the AutoNumber data type automatically numbers each record for you to uniquely identify each record. For more information on data types, see page 83.

This is the current record.

You are editing this record.

1 2 3

Chicken Stir

Omelet Veggie Pizza 4 Lasagna 5 Panc akes 6 Pork Chops 7 G

You can enter data for a new record here.

22 Whittle St.

All Star Sports Ltd : D...

REPLACE ALL DATA IN A CELL

⁄ Position the mouse over the left edge of the cell containing the data you want to replace with new data ( changes to ) and then click to select the cell.

Customers : Table

12:00 PM

The cell is highlighted.

All Star Sports Ltd : D...

Customers : Table

¤ Type the new data

UNDO CHANGES

and then press the Enter key.

⁄ Click

12:00 PM

to immediately undo your most recent change.

57

ZOOM INTO A CELL

You can zoom into any cell in a table to make the contents of the cell easier to review and edit.

Although Brian is a relatively new customer, he has placed many orders with us over the past few months. He has commented many times on how nice it is to order from us. He says our customer service is excellent! Brian has signed up for our preferred customer plan, which entitles him to special offers at our store.

City Address Green Bay es . ot ve N A hittle ord st Name Cu 220 W lvd. Hartf apolis Name La Long term ilverton B ID First Indian Reed me 190 M ncer Ave. m co re Has Spe 1 Helen San Diego out 14 Evans Makes ab Crane St. 2 Simon Baltimore me 125 o Baker st t. u S C n Mai New 2 Freeport 77 3 Erin nt in Gra k Purchases n i 24 Pine St. Little Roc 4 Sue o t. Smith Depends Bria 192 College S 5 Ryan h Cook Althoug 6 Jason White an ri B 7

Zooming into a cell is useful when a cell contains a large amount of information, such as notes about a customer.

ZOOM INTO A CELL

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan

Tribute Electronic...

⁄ Click the cell you want to zoom into.

58

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith

Employees : Table

¤ Press and hold down the Shift key as you press the F2 key.

12:00 PM

Tribute Electronics...

The Zoom dialog box appears. This area displays all the data in the cell. You can review and edit the data. To edit data, see page 56.

Employees : Table

12:00 PM

‹ When you finish reviewing and editing the data, click OK to close the dialog box. The table will display any changes you made to the data.

DISPLAY A SUBDATASHEET

When viewing the information in a table, you may be able to display a subdatasheet to view and edit related data from another table.

Edit Tables

3

Customers : Table City ID Company Name Billing Address 123 Bell Lane Seattle 1 Sports Inc. Chicago 2 Racquets & Stuff 456 Tree Blvd.

3 4

For example, when viewing a table containing customer information, you can display a subdatasheet to view the orders placed by a customer.

Orders : Table Unit Price Discount Product ID Quantity 10% 10 $458.70 45680 15% 20 $622.90 74238 35 Pine St. Baltimore Outside36749 Fun 15% 37 $714.03

Born to Be Wild 991 Sunset Dr.

You can display a subdatasheet only when a table is related to another table. For information on relationships, see page 128.

Tampa

DISPLAY A SUBDATASHEET

Outdoor Sporting Go...

When information in a table relates to data in another table, a plus sign ( ) appears beside each record.

Customers: Table

12:00 PM

⁄ To display related data from the other table, click the plus sign ( ) beside a record ( changes to ).

Outdoor Sporting Go...

Customers: Table

A subdatasheet appears, displaying the related data from the other table. You can review and edit the data. To edit data, see page 56.

12:00 PM

¤ To once again hide the subdatasheet, click the minus sign ( ) beside the record.

59

CHECK SPELLING

You can find and correct all the spelling errors in a table.

Book ID

Title

Year Published Pages

1 Spaceships in Orbit

1988

360

2 Escape from Reality

1990

400

3 Hugh’s Haunted Castle

1994

315

4 Still Waters Run Deep

1996

375

5 The Tourist

1989

545

6 The Cowboy Invasion

1993

250

7 My Clandestine Ways

1991

325

8 The Magical Lilac Tree

1987

425

Access compares every word in your table to words in its dictionary. If a word in your table does not exist in the dictionary, Access considers the word misspelled. CHECK SPELLING

Seakers

Seakers

Seekers

Tribute Electronic...

⁄ To spell check your entire table, click any cell in the table.

Note: To spell check only part of your table, select the field, record or cell you want to check in the table. To select data in a table, see page 54.

¤ Click spell check.

60

12:00 PM

Order Details : Ta...

to start the

Tribute Electronic...

The Spelling dialog box appears if Access finds a misspelled word in your table. This area displays the misspelled word.

Order Details : Ta...

12:00 PM

This area displays suggestions for correcting the word.

Edit Tables

Tip

Can Access automatically correct my typing mistakes?

Tip

Yes. Access automatically corrects common spelling errors as you type. Here are a few examples:

adn alot comittee don;t nwe occurence recieve seperate teh

3

Will a spell check find all the errors in my table?

No. A spell check will find only spelling errors. Access will not find correctly spelled words used in the wrong context, such as "blew" in a Product Color field. You should carefully review your table to find this type of error.

and a lot committee don't new occurrence receive separate the

duct

Product Color

ater

beige

oves

blew

ots ts

Quantit

brown dark blue white yellow

Seakers

Speakers

Tribute Electronic...

‹ Click the suggestion you want to use to correct the word.

› Click Change to correct the word in your table.

Order Details : Ta...

12:00 PM

To skip the word and continue checking your table, click Ignore. Note: To skip the word and all other occurrences of the word in your table, click Ignore All.

Tribute Electronics ...

ˇ Correct or ignore misspelled words until this dialog box appears, telling you the spell check is complete.

Order Details : Table

12:00 PM

Á Click OK to close the dialog box.

61

MOVE OR COPY DATA

You can move or copy data to a new location in your table.

Moving data allows you to rearrange data in your table. When you move data, the data disappears from its original location. Copying data allows you to repeat data in your table without having to retype the data. When you copy data, the data appears in both the original and new locations. MOVE OR COPY DATA

Fishing

Outdoor Sporting Go...

⁄ To move or copy data in a cell, drag the mouse over the data until you highlight the data you want to move or copy.

62

Order Details : Table

12:00 PM

To copy the entire contents of one or more cells, select the cell(s) containing the data you want to copy. To select cells, see page 55.

Outdoor Sporting Go...

¤ Click one of the following buttons. Move data Copy data

Order Details : Table

12:00 PM

‹ Click the location in the table where you want to place the data. If you copied the entire contents of one or more cells, select the cell(s) where you want to place the data.

Edit Tables

Tip

3

Why does the Clipboard task pane appear when I move or copy data?

When you move or copy data, the Clipboard task pane may appear. The Clipboard task pane displays the last items you have selected to move or copy. To place a clipboard item in your table, click the location where you want to place the item and then click the item in the task pane.

$189.99

DVD Player

Video Domain

Note: To close the Clipboard task pane, click at the top of the task pane.

Fishing Lure

Outdoor Sporting Go...

› Click

to place the data in the new location.

Order Details : Table

The data appears in the new location.

12:00 PM

Outdoor Sporting Go...

Order Details : Table

12:00 PM

COPY DATA DOWN ONE CELL

¤ Press and hold down

⁄ Click the cell directly

the Ctrl key as you press the ' (apostrophe) key.

below the data you want to copy.

Access copies the data to the cell.

63

ADD A RECORD

You can add a new record to include additional information in your table. For example, you may want to add information about a new customer.

Customers

You can add a new record only to the end of your table. If you later want to change the order of the records in the table, you can sort the records. To sort records, see page 176. ADD A RECORD

Simon Paul Sue Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel

Wayne Count...

⁄ Click to add a new record to your table.

64

Paul Sue Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen

Evans Fraser Grant Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price

Membership : ...

12:00 PM

¤ Click the first empty cell in the row.

Wayne Count...

Fraser Grant Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed

Membership : ...

‹ Type the data that corresponds to the field and then press the Enter key to move to the next field.

12:00 PM

› Repeat step 3 until you finish entering all the data for the record. Access automatically saves each new record you add to the table.

DELETE A RECORD

You can delete a record from a table to permanently remove information you no longer need. For example, you may want to remove information about a customer who no longer orders your products.

Cat Food

Cat Food

Edit Tables

Dry Cat Food

Dry Cat Food

Customer Name e Pet Superstor Petterson Inc. lies Martin Vet Supp

Dry Cat Food

Dry Cat Food

Address 22 Whittle St.

Dry Cat Food

Dry Cat Food

City

Deleting records saves storage space on your computer and keeps your database from becoming cluttered with unnecessary information.

Dry Cat Food

State Zip Code

Cat Food

WI

Green Bay CT Hartford IN s oli ap ian Ind San Diego CA

et 190 Main Stre e. 14 Spencer Av e St. an Cr 5 12 e Greg's Pet Stor Baltimore et 104 Main Stre . Feline Foods Inc Frreee F eppo orrt 24 Pine St. tI Rock L tle Cats R Us Lit . Rd 192 College ns rtio Po te t lot fec Char Purrr e. Av e ov Gr 65 Elm Tampa Pets 'n' More . 24 Cortez Blvd . Inc y mm Syracuse Doggone Yu 55 Sunset St. Jim's Pets

Dry Cat Food

MD

54324 06199 46290 92199

Dry Cat Food

21297

3

Cat Food

72295 AR 61032 28299 NC 33697 FL 13290 NY

Dry Cat Food

When you delete a record, you may also want to delete any related records in other tables. For example, if you delete a company from your supplier table, you may also want to delete the company's products from your products table.

Cat Food

DELETE A RECORD

Simon Paul 3 Sue Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel

Evans Fraser Grant Grant Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price

Wayne Count...

⁄ Position the mouse over the area to the left of the record you want to delete ( changes to ) and then click to select the record.

1/1/2005

Membership : ...

¤ Click record.

Simon Paul Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel

8

12:00 PM

to delete the

Evans Fraser Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price

Wayne Count...

Membership : ...

The record disappears. A warning dialog box appears.

12:00 PM

‹ Click Yes to permanently delete the record.

65

CHANGE THE FONT OF DATA Book ID You can change the font, style, size and color of data in a table to customize the appearance of the table.

T

For example, you may want to use a smaller font size for your data to display more information on the screen at once. When you change the font of data, all the data in the table will display the change.

S ihsecap E s c rf epa H H s’hgu tS i l etaW l ehT siruoT ehT o b wo C yM sednalC T h e acigaM

Title

Year Published Pages

1 Spaceships in Orbit

1988

360

2 Escape from Reality

1990

400

3 Hugh’s Haunted Castle

1984

315

4 Still Waters Run Deep

1996

375

5 The Tourist

1999

545

6 The Cowboy Invasion

1993

250

7 My Clandestine Ways

2001

325

8 The Magical Lilac Tree

1997

425

CHANGE THE FONT OF DATA

Times New Roman

Tribute Electronics : ...

⁄ Click Format.

Products : Table

12:00 PM

Tribute Electronics : ...

¤ Click Font.

‹ To select a new font

The Font dialog box appears.

for the data, click the font you want to use.

› To select a new style for the data, click the style you want to use.

66

Bold

12

Products : Table

12:00 PM

ˇ To select a new size for the data, click the size you want to use. Á To underline the data, click Underline ( changes to ).

Edit Tables

What determines which fonts are available on my computer?

Tip

The fonts available on your computer depend on the programs installed on your computer, the setup of your computer and the printer you are using. You can obtain additional fonts at stores that sell computer software and on the Internet.

Tip

3

Why do some fonts display the symbol in the Font dialog box?

In the Font dialog box, the symbol beside a font indicates an OpenType font. An OpenType font will print exactly as it appears on your screen. A font that does not display the symbol in the Font dialog box may not print exactly as it appears on your screen.

AD3 PUSH

Arial COMPACT COMPACT

POWER

Re

RESET

AD3

Bold

Time

12

Blue

Tribute Electronics : ...

‡ To select a new color for the data, click this area to display a list of the available colors. ° Click the color you

Products : Table

12:00 PM

This area displays a preview of how the data will appear in your table.

Tribute Electronics : ...

Products : Table

12:00 PM

The data in your table displays the changes.

· Click OK to confirm your changes.

want to use.

67

HIDE A FIELD

You can temporarily hide a field in a table to reduce the amount of information displayed on your screen.

City

e Phone State Zip Cod 710 512-555-8973

TX 78 5-9822 101 305-55 -0231 ne Austin 33 La ee Tr e pl FL Ap 65 55 Miami 90011 213-5 55-4520 Jones CA Steven Drive 4 es el ng A 1 2 s Lo s 4 w 1910 5-5 5-8203 Andre 8910 Colt Rd. hia PA lp de la hi P ith 72231 501-55 5-6090 Sm R A Kirk Drive 21 5 ck o R le Litt 10199 212-5 5-4982 Taylor NY Sunset St. 44 rk Yo 0 5 ew N 97208 3-55 Roberts OR Walker Ave. 9 68 d n la rt o P Hunter 779 Pine St. Morgan

Last Name

Address

When you hide a field, Access does not delete the field. You can redisplay the field at any time. HIDE A FIELD

Order ID Emerald Creek Electronics

1 2 3 4 5 6 7 8 9 10 11 12 13 14

Tribute Electronics : ...

⁄ Click the name of the field you want to hide. The field is highlighted.

68

Order Details : Table

12:00 PM

¤ Click Format. ‹ Click Hide Columns.

Tribute Electronics : ...

The field disappears from your table.

Order Details : Table

12:00 PM

Edit Tables

Tip

When would I hide a field?

Tip

Hiding a field can help you review information of interest in a table by removing unnecessary data from your screen. For example, if you want to browse through only the names and telephone numbers of your customers, you can hide the fields that display other information in your table.

First Name Last Name

Phone No.

How can I hide multiple fields in my table?

To hide more than one field at the same time, you must first select all the fields you want to hide. Position the mouse over the name of the first field you want to hide ( changes to ). Then drag the mouse until you highlight all the fields you want to hide. To hide the selected fields, perform steps 2 and 3 on page 68.

1/12/2002 2/3/2002 12/3/2001 12/8/2001 1/25/2002 2/18/2002 2/23/2002 12/10/2001 2/28/2002 1/4/2002 12/13/2001 1/8/2002 12/8/2001 12/15/2001

Address

Daniel Helen

Price Reed

(512) 555-8973 (305) 555-9822

Kevin Jack Julie

Turner Adams Brown

(213) 555-0231

8910 Colt Rd.

(215) 555-4520 (501) 555-8203

21 Kirk Dr. 44 Sunset St.

3

65 Apple Tree Ln. 4 Steven Dr.

512 518 524 535 511 538 512 511 524 511 512 511 535 512

Order ID

Emerald Creek Electro

Tribute Electronics : ...

Order Details : Table

12:00 PM

REDISPLAY A FIELD

¤ Click Unhide Columns.

⁄ Click Format.

The Unhide Columns dialog box appears.

Tribute Electronics : ...

Order Details : Table

This area displays a list of all the fields in the table. A check mark ( ) appears beside each field that is currently displayed.

12:00 PM

› Click Close to close the Unhide Columns dialog box. The field reappears in your table.

‹ Click the box (

) beside the hidden field you want to redisplay ( changes to ).

69

FREEZE A FIELD

You can freeze a field in a table so the field will remain on your screen at all times.

ORDERS Table Company Name

Order ID

Product

Quantity

Unit Price

1

Pet Superstore

Vitamins

12

$20.00

2

Petterson Inc.

Bulk Dry Food

15

$18.00

3

Martin Vet Supplies

Diet Dog Food

30

$10.00

4

Greg’s Pet Store

5-Variety Biscuits

50

$3.50

5

Pet Superstore

Canned Dog Food

24

$3.00

6

Feline Foods Inc.

Dry Cat Food

40

$4.00

7

Weasels R Us

Ferret Pellets

30

$6.50

8

Purrrfect Portions

Dry Cat Food

24

$4.00

9

Doggone Yummy Inc.

Steak-flavored Bones

40

$1.25

10 11

Jim’s Pets Allen’s Dog Kennel

Hamster Treats Puppy Kibble

30 20

$5.00 $8.50

12

B&T Food Suppliers

Gerbil Mix

35

$4.50

13

Pet Superstore

Parrot Food

25

$17.00

14

Kitty-Mart

Dry Cat Food

35

$4.00

15

Canine Nutrition Inc.

Rawhide Chew Sticks

15

$2.00

FREEZE A FIELD

Company Name American Outdoors Camping Depot Camping USA Hiker's Heaven Outer World Portage Point Reel Fishing Rod 'n' Reel Sports Superstore Total Sports Ultimate Outdoors

Outdoor Sporting ...

⁄ Click the name of the field you want to freeze. The field is highlighted.

70

Sports Superstore Total Sports Ultimate Outdoors

Customers : Table

12:00 PM

Note: To freeze more than one field at the same time, select the fields you want to freeze. To select multiple fields, see page 54.

Outdoor Sporting ...

¤ Click Format. ‹ Click Freeze Columns.

Customers : Table

12:00 PM

Note: If Freeze Columns does not appear on the menu, position the mouse over the bottom of the menu to display the menu option.

Edit Tables

Tip

3

When would I freeze a field?

Freezing a field allows you to keep important data displayed on your screen as you move through data in a large table. For example, you can freeze a field that contains the product numbers in a table so the numbers will remain on your screen while you scroll through the product information.

Outdoor Sporting ...

› Click any cell in the table to deselect the field. Access moves the field to the left side of the table. The black vertical line to the right of the field indicates that the field is frozen.

Customers : Table

Product Number

The frozen field will remain on your screen as you move through the other fields in the table. To move through the other fields in the table, click or .

Vitamins

n 4864 Inc.

Bulk Dry Food

Vet4873 Supplies

12:00 PM

Product

4863 erstore

Diet Dog Food

et4902 Store

5-Variety Biscuits

4861 erstore

Canned Dog Food

4873 oods Inc.

Dry Cat Food

R4774 Us

Ferret Pellets

4621 t Portions

Dry Cat Food

4569 Inc. e Yummy

Steak-flavored Bones

ts4432

Hamster Treats

Outdoor Sporting ...

Customers : Table

UNFREEZE ALL FIELDS

⁄ Click Format. ¤ Click Unfreeze All Columns.

Note: If Unfreeze All Columns does not appear on the menu, position the mouse over the bottom of the menu to display the menu option.

12:00 PM

When you unfreeze a field, Access will not return the field to its original location in the table. To rearrange fields in a table, see page 45.

71

Text

DATA RED REQUI Text

Text

Text

CHAPTER 4

Design Tables Would you like to customize your tables to better suit your needs? In this chapter, you will learn how to add and delete fields, create a lookup column and much more.

Change the View of a Table ..............74 Add a Field ......................................76 Delete a Field ..................................78 Rearrange Fields ..............................79 Display Field Properties......................80 Add a Field Description ....................81 Change a Data Type ........................82 Select a Format ................................84 Change the Field Size........................86 Change the Number of Decimal Places ............................................88 Add a Caption..................................90 Set a Default Value ............................91 Data Entry Required ..........................92 Add a Validation Rule........................94 Create an Input Mask ........................96 Create a Field to Store Pictures ........102 Create a Lookup Column..................106 Create a Yes/No Field ....................110 Create a Hyperlink Field ..................114 Using Smart Tags ............................120

CHANGE THE VIEW OF A TABLE

You can view a table in four different ways. Each view allows you to perform different tasks.

Invoice Number

23452 Grant Lewis Smith Grant Lewis Smith Grant Lewis Smith Fraser Turner Fraser Turner Morris Fraser

CHANGE THE VIEW OF A TABLE

Order ID

Outdoor Sporting Go...

In this example, the table appears in the Datasheet view.

⁄ Click

in this area to display the table in a different view.

74

Order Details : Table

12:00 PM

¤ Click the view you want to use.

Outdoor Sporting Go...

The table appears in the view you selected. In this example, the View button changed from to .

Order Details : Table

12:00 PM

To quickly switch between the Datasheet ( ) and Design ( ) views, click the View button.

Design Tables

4

THE TABLE VIEWS

Design View

Datasheet View

The Design view displays the structure of a table. You can change the settings in this view to specify the kind of information you can enter into a table.

The Datasheet view displays all the records in a table. The field names appear across the top of the window and the information for one record appears in each row. You can review, enter and edit records in this view.

Invoice Number

23452 Grant

The Field Name area displays the name of each field in a table.

The Data Type area displays the type of data you can enter into each field, such as text or numbers.

The Field Properties

Lewis Smith Grant Lewis Smith Grant Lewis Smith Fraser Turner Fraser Turner Morris Fraser

area shows the properties for the current field.

PivotTable View

PivotChart View

The PivotTable view allows you to summarize and analyze the data in a table. When you first display a table in this view, the PivotTable is empty and you must add the fields you want the PivotTable to display. For information on using the PivotTable view, see page 232.

The PivotChart view allows you to display a graphical summary of the data in a table. When you first display a table in this view, the PivotChart is empty and you must add the fields you want the PivotChart to display. For information on using the PivotChart view, see page 238.

75

ADD A FIELD

You can add a field to a table when you want the table to include an additional category of information.

#

A field is a specific category of information in a table, such as the phone numbers of all your clients. ADD A FIELD

Outdoor Spor ...

⁄ Click the name of the field you want to appear after the new field. A triangle ( ) appears beside the field name.

76

Order Details ...

12:00 PM

To add a field to the end of your table, click the area directly below the last field name. Then skip to step 3.

Outdoor Spor ...

¤ Click to add a field to your table. A new row appears where you can enter information for the new field.

Order Details ...

12:00 PM

‹ Type a unique name for the field and then press the Enter key.

Design Tables

Tip

What should I consider when adding fields to a table?

What data type should I select for my new field?

Tip

The data type you should select depends on the type of information you want to enter in the field. For example, you can choose the Currency data type for a field you want to contain monetary values, such as the prices of products. For more information on data types, see page 82.

order #

Province quantity Postal code

Make sure each field you add to a table relates directly to the subject of the table. You should also make sure you separate the information you want to include in a table into its smallest parts, such as First Name and Last Name.

S

FIELD

ers Custom er ID Custom

4

Unit Price

Product

Text

mbo

Rod/Reel Co

Tent

Last Name

Currency

ts Hiking Boo Kit g n yi T Fly g Bag Sleepin addle P e o Can

me t Na Firs

s res Add

Number

Memo

Date/Time

1

Text

Date/Time

Outdoor Spo...

12:00 PM

Order Detail...

Access automatically sets the data type for the new field to Text.

› To specify a different data type for the new field, click the arrow ( ) to display a list of data types.

ˇ Click the appropriate data type for the field.

Outdoor Spor ...

The new field appears in your table.

Order Details ...

12:00 PM

To return to the Design view, click .

Á Click

to save your change.

‡ Click

to display your table in the Datasheet view.

77

DELETE A FIELD

If you no longer need a field, you can permanently delete the field from a table.

Gard

Recipe ID 1

e in g s S e rv Pizza 4 Veggie utes in m 1 45 Dinner inuetes mim srtatio1n0T fa k ute6s a a in p re B Pre 30 m 4s inutes minute Lun2c5hm s 10 te u in m 2 5 r 1 e n Din utes 45 smtin 4 Breakfa 2 Dinner 2 Lunch st 7 Breakfa 8 Dinner Dinner

Meal

le

Tab RECIPES ame

N R e c ip e a Lasagn ncakes a P 2 ps ork Cho 3 P alad arden S G 4 t le e Om 5 Kiev Chicken 6 dwich lub San C 7 l a e Oatm 8 teak epper S P 9 ork P st a Ro 10

en S alad 10 m inute s 30 m inute s 15 m inute s

Before you delete a field, make sure the field is not used in any other objects in your database, such as a form, query or report. You cannot delete a field used to create a relationship with another table in your database. For information on relationships, see page 128.

DELETE A FIELD

Outd...

⁄ Click the name of the field you want to delete.

78

12:00 PM

Prod...

¤ Click the field.

to delete

Outd...

12:00 PM

Prod...

A confirmation dialog box may appear.

The field disappears from your table.

‹ Click Yes to permanently delete the field.

› Click

to save your change.

REARRANGE FIELDS

You can change the order of fields to better organize the information in a table.

Design Tables

4

Meal

Dinner st Breakfa Lunch Dinner

st BreakSfa ervings Dinner ame 4 Nle eb e ip nch c im Lu a e T y T n fr R st n Stir- Preparatio Breakfa 1 Chicke s te t Dinner 6 2a 5 minu # Omele ner z in Recipe ID iz D s P te 4 15 minu Veggie 1 na inutes m Lasag 5 2 4 es 2 k a c s n te Pa 4 psinu 45hom 3 Pork C udtes ala 2 nmSin 4 Ga1rd0e Sainlaudtes 2 F3ru0itm 5 s irloininute 7 10Sm 6 rk o P s t Roinasute 8 10 m 7 s te 30 minu 8 tes 45 minu 9

RECIPES

When you rearrange fields in the Design view, Access also displays the changes in the Datasheet view of a table. For information on the views of a table, see page 74.

10

REARRANGE FIELDS

Units In Stock Units In Stock

Number

Number

Outdoor Spo...

⁄ Click the area to the left of the field you want to move. The field is highlighted.

Products : T...

12:00 PM

¤ Position the mouse over the area to the left of the field ( changes to ) and then drag the field to a new location.

Outdoor Spo...

The field appears in the new location.

Products : T...

12:00 PM

‹ Click

to save your change.

A thick line shows where the field will appear.

79

DISPLAY FIELD PROPERTIES

You can display the properties for each field in a table. The field properties are a set of characteristics that control how data is entered, displayed and stored in a field.

Maxim numb um chara er of cters this fie for ld

6

For example, a field property can specify the maximum number of characters a field can accept. DISPLAY FIELD PROPERTIES

Outdoor Sporting Go...

This area displays the field name and data type for each field in your table.

80

Order Details : Table

You can click or to browse through the fields.

12:00 PM

Outdoor Sporting Go...

⁄ Click the name of a field to display the properties for the field. A triangle ( ) appears beside the field name.

Order Details : Table

12:00 PM

This area displays the properties for the field you selected. Note: The available properties depend on the data type of the field. For information on data types, see page 83.

ADD A FIELD DESCRIPTION

You can add a description to a field to help you determine the kind of information you should enter in the field.

Design Tables

4

REMINDER

Enter final grade in percentage only ER DED R R INDM N IN E EIM REM RER

You can use up to 255 characters to describe a field. ADD A FIELD DESCRIPTION

Outdoor Sporting Go...

⁄ Click the Description area for the field you want to add a description to.

Order Details : Table

12:00 PM

¤ Type the description.

Note: The Property Update Options button ( ) may appear, allowing you to automatically add the field description to all your forms or reports that display the field. For more information, see the top of page 85.

‹ Click

› Click

to save your change.

Outdoor Sporting Go...

ˇ Click anywhere in the field you added the description to.

Order Details : Table

12:00 PM

The description for the field appears in this area. To return to the Design view, click .

to display your table in the Datasheet view.

81

CHANGE A DATA TYPE Order ID

Company Name

Product

Quantity

Unit Price

You can change the type of data you can enter into a field.

4

$3.50

Feline Foods Inc.

$3.00

5 Changing the data type for a field helps prevent errors when entering data in the field. Access will not accept data that does not match the data type you specify. For example, you cannot enter text into a field with the Number data type.

Weasels R Us

$4.00

6

7

10

9

$6.50

Purrrfect Portions

8

$1.25 $4.00

Doggone Yummy Inc.

$5.00

CHANGE A DATA TYPE

Memo Memo

Outdoor Sportin...

⁄ Click the Data Type area for the field you want to change to a new data type. An arrow ( ) appears.

82

Products : Table

12:00 PM

¤ Click the arrow (

)

to display a list of data types.

‹ Click the data type you want the field to use.

Outdoor Sportin...

The field changes to the new data type.

› Click to save your change.

Products : Table

12:00 PM

If you change the data type for a field that contains data, Access will display an error message if it encounters errors while converting the data. To delete the data that is causing the errors, click Yes. To cancel the change, click No.

Design Tables

4

DATA TYPES Text

Accepts entries up to 255 characters long that include any combination of text and numbers, such as names or addresses. Make sure you use this data type for numbers you will not use in calculations, such as phone numbers, product numbers or zip codes. Memo

Number

Accepts entries up to 65,535 characters long that include any combination of text and numbers, such as notes, comments or descriptions.

M

emo

Accepts numbers you want to use in calculations. For calculations that involve monetary values, use the Currency data type.

Date/Time

Currency

Accepts only dates and times.

Accepts monetary values.

FEDERAL RESERVE NOTE 1111111000

1111111000

ONE

A 1

AutoNumber

Yes/No

Automatically numbers each record for you. The numbers may not begin at 1.

Accepts only one of two values––Yes/No, True/False or On/Off.

7777777

7777777

GEORGE WASHINGTON

THE UNITED STATES OF AMERICA

Yes

1

No

3 2

1 OLE Object

Hyperlink

Accepts OLE objects. An OLE object is an item created in another program, such as a document, spreadsheet, picture or sound.

Accepts hyperlinks you can select to jump to a document or Web page.

83

SELECT A FORMAT

You can select a format to customize the way information appears in a field. For example, you can select the way you want numbers or dates to appear.

22-Jan-04

1/22/2004

15-Feb-04

2/15/2004 2-Apr-04

4/2/2004

20-Mar-04

3/20/2004

31-Jan-04

1/31/2004

1-Mar-04

Long Date

3/1/2004 20-Feb-04

2/20/2004

Medium Date

5-Jan-04

1/5/2004 17-Feb-04

2/17/2004 14-Apr-04

4/14/2004

Short Date

Selecting a format will not change how information is stored in a table. SELECT A FORMAT

Currency

Outdoor Sporting Go...

⁄ Click the field that contains the data you want to display in a new format.

84

12:00 PM

Products: Table

¤ Click the area beside Format. An arrow (

appears.

)

$3,456.79

Outdoor Sporting Go...

‹ Click the arrow (

) to display a list of formats. Note: A list of formats only appears for fields with the Number, Date/Time, Currency, AutoNumber or Yes/No data type. For information on data types, see page 82.

Products: Table

12:00 PM

› Click the format you want to use.

Design Tables

Tip

What formats are available?

Why does the Property Update Options button ( ) appear when I change the format of a field?

Tip

There are several different formats that you can choose from. For example, you can format numbers as currency using the dollar ($) or Euro ( ) symbol, as a percentage, or as scientific notation. You can also format dates and times using many different styles, such as "Saturday, June 19, 2004" or "5:34:23 PM." 456789 April

You can use the Property Update Options button ( ) to automatically change the format of the current field in all your forms or reports that display the field. Click the Property Update Options button to display a list of options and then select the option you want to use. The Property Update Options button is available only until you perform another task.

12 A

0

18 38 1 ril

Ap

9

1 23

C C E S

S

y Ma

Currency

Aut oma

4

tic

6

$3,456.79

Euro

3,456.79

Percent

123.00%

Scientific

3.46E+03 Long Date Saturday, June 19, 2004 Short Date

6/19/2004

Long Time

5:34:23 PM

22

Currency

Outdoor Sporting Go...

The format you selected appears in this area.

Products: Table

ˇ Click

12:00 PM

to save your

change.

Á Click

to display your table in the Datasheet view.

Outdoor Sporting Go...

Products: Table

The data displays the format you selected.

12:00 PM

To return to the Design view, click .

Access will automatically change any data you enter in the field to the new format. For example, Access will automatically change 1234 to $1,234.00.

85

CHANGE THE FIELD SIZE

You can change the size of a text or number field to specify the maximum size of data that you can enter in the field.

State

First Name

Last Name

City

Jack

Adams

New York

N

Y

Ryan

Smith

Boston

M

A

Jason

Cook

San Diego

C

A

Ann

Lewis

Jacksonville

F

L

Paul

Fraser

Nashville

T

N

Janet

Young

Atlanta

G

A

You should select the smallest possible field size for data. Smaller field sizes can be processed faster, require less memory and use less storage space. Changing the field size also helps you reduce errors when entering data. For example, if you set the size of a text field to 2, you can enter CA but not California.

TEXT FIELDS

50

Outdoor Spo...

⁄ Click the field you want to accept a maximum number of characters.

Order Detail...

12:00 PM

The area beside Field Size displays the maximum number of characters you can currently type in the field. The default setting is 50.

¤ Double-click the number to highlight the number.

86

Outdoor Spo...

‹ Type the maximum number of characters you want the field to accept. Note: You can enter a number from 0 to 255.

› Click

to save your change.

Order Detail...

12:00 PM

A warning dialog box appears if you are reducing the size of a text field that contains data. Access will shorten any data that is longer than the new field size. To continue, click Yes.

Design Tables

Tip

What field sizes are available for number fields?

Decimal Places

Range

Field Size

Access offers several field sizes for number fields. Some field sizes allow you to only enter whole numbers. If you want to be able to enter numbers with decimal places, such as 1.23, you must select the Single, Double or Decimal field size.

Byte

0 to 255

none

Integer

-32,768 to 32,767

none

Long Integer

-2.1x109 to 2.1x109

none

Single

-3.4x1038 to 3.4x1038 308

Double

-1.8x10

Decimal

-1028 to 1028

4

308

to 1.8x10

7 15 28

NUMBER FIELDS

Byte

Outdoor Spor...

Order Details...

⁄ Click the field you want to only accept a certain type of number.

¤ Click the area beside Field Size. An arrow (

appears.

)

‹ Click the arrow (

12:00 PM

) to display a list of options.

Outdoor Spo...

Order Detail...

› Click the type of number you want the field to accept. Note: For information on the types of numbers available, see the top of this page.

ˇ Click change.

to save your

12:00 PM

A warning dialog box appears if you are reducing the size of a number field that contains data. Access will change or delete data that is larger than the new field size. To continue, click Yes.

87

CHANGE THE NUMBER OF DECIMAL PLACES

You can specify how many decimal places you want numbers to display in a field.

00 0 1 . 0 0 0

0

0 Changing the number of decimal places will not affect the way numbers are stored or used in calculations.

You can display up to 15 decimal places after the decimal point. CHANGE THE NUMBER OF DECIMAL PLACES

1

Outdoor Sporting Go...

⁄ Click the field that contains the data you want to display a specific number of decimal places.

12:00 PM

Order Details : Table

¤ Click the area beside Decimal Places. An

arrow (

) appears.

Outdoor Sporting Go...

‹ Click the arrow (

) to display a list of decimal place options.

Order Details : Table

› Click the number of decimal places you want the data in the field to display. Note: The Auto option will usually display numbers with two decimal places.

88

12:00 PM

Design Tables

Tip

Why does the Property Update Options button ( ) appear when I change the number of decimal places for a field?

4

Why doesn't my data display the number of decimal places I specified?

Tip

Changing the number of decimal places will not change the appearance of numbers if the Format property of the field is blank or set to General Number. To change the Format property of a field, see page 84.

You can use the Property Update Options button ( ) to automatically update the number of decimal places for the field in all your forms or reports that display the field. Click the Property Update Options button to display a list of options and then select the option you want to use. The Property Update Options button is available only until you perform another task.

1

1

Outdoor Sporting Go...

The number of decimal places you selected appears in this area.

Order Details : Table

12:00 PM

ˇ Click

to save your change.

Á Click

to display your table in the Datasheet view.

Outdoor Sporting Go...

The data displays the number of decimal places you specified. When you enter data in the field, Access will automatically display the data with the correct number of decimal places.

Order Details : Table

12:00 PM

Note: If Access changes decimal places you type to zeros (example: 12.34 changes to 12.00), you need to change the field size. To change the field size, see page 86. To return to the Design view, click .

89

ADD A CAPTION Preparation Time Recipe

You can add a caption to a field. The caption will appear as the heading for the field instead of the field name.

Time

Servings Calories

A caption can be longer and more descriptive than a field name. After you add a caption to a field, any forms, reports or queries you create that include the field will display the caption instead of the field name. ADD A CAPTION

1

Outd...

12:00 PM

Orde...

⁄ Click the field you want to add a caption to.

‹ Type the text for

¤ Click the area beside

› Click

Caption.

Note: If a caption already exists, drag the mouse over the caption to highlight the text.

90

the caption. to save your change.

ˇ Click

to display your table in the Datasheet view.

Outd...

12:00 PM

Orde...

The caption you entered replaces the field name in your table.

To return to the Design view, click

.

SET A DEFAULT VALUE

Design Tables

You can specify a value that you want to appear automatically in a field each time you add a new record. Setting a default value saves you from having to repeatedly type the same data.

4

For example, if most of your customers live in California, you can set "California" as the default value for the State field. In a field that contains dates, such as an Order Date field, you can set the current date as the default value for the field.

SET A DEFAULT VALUE

Outdoor Sporting ...

⁄ Click the field you want

Customers : Table

12:00 PM

to have a default value.

Note: To set the current date as the default value, type =Date().

¤ Click the area beside

› Click

Default Value.

change.

‹ Type the text or

ˇ Click

number you want to set as the default value.

to save your

to display your table in the Datasheet view.

Outdoor Sporting ...

The default value automatically appears in the field each time you add a new record. You can accept the default value or type another value.

Customers : Table

12:00 PM

Note: Setting a default value will not affect existing data in the field. To return to the Design view, click

.

91

DATA ENTRY REQUIRED

You can specify that a field must contain data for each record. This prevents you from leaving out important information when entering data.

Item

Qty

Amount

Invoice # 16437 16438 16439 16440

For example, a table containing invoice information can require data in the Invoice Number field.

16441

DATA ENTRY REQUIRED

Yes Yes

Outdoor Sporting G...

Mailing List : Table

12:00 PM

⁄ Click the field you want to always contain data.

‹ Click the arrow ( ). › Click Yes to specify

¤ Click the area beside

that the field must contain data.

Required. An arrow (

appears.

)

Outdoor Sporting G...

12:00 PM

ˇ To specify if you want the

‡ Click Yes or No

field to accept a zero-length string (""), click the area beside Allow Zero Length. An arrow ( ) appears.

to specify if you want the field to accept a zero-length string.

Á Click the arrow ( 92

Mailing List : Table

).

° Click

to save your changes.

Design Tables

Tip

4

What is a zero-length string?

A zero-length string ("") indicates that no data exists for the field. A zero-length string is useful when a field is set to require data, but no data exists. For example, if the Fax Number field must contain data, but a customer does not have a fax number, you can enter a zero-length string in the field. You can allow zero-length strings only in fields with the Text, Memo or Hyperlink data type. For information on data types, see page 82.

ID

First Name

Last Name

Phone

Fax

1

Linda

Harris

555-4433

2

Frank

Hill

555-1234

3

David

Jones

555-6677

555-6678

4

Nancy

King

555-1215

555-1216

5

Stacy

Lee

555-2200

6

Ann

Lewis

555-1543

555-1550 555-6236

7

Amy

Martin

555-6235

8

Sara

Miller

555-8976

555-4434

CAN CONTAIN ZERO-LENGTH STRINGS

To enter a zero-length string, type "" in a cell. When you enter a zero-length string, the cell will appear empty.

Outdoor Sporting G...

If your table contains data, a dialog box appears, asking if you want to check if the field contains data for all existing records.

Mailing List : Table

12:00 PM

Note: If you want to check the field, click Yes.

‚ Click

to display your table in the Datasheet view.

Amy Sue Helen Paul

Martin Grant Reed Fraser

[email protected] [email protected] [email protected] [email protected]

David Sara Linda

Jones Miller Harris

[email protected] [email protected]

Outdoor Sporting ...

When you enter a new record, an error message will appear if you do not enter data in the field.

Mailing List : Table

12:00 PM

To close the dialog box so you can enter data in the field, click OK. To return to the Design view, click .

· If you do not want to check the field, click No. 93

ADD A VALIDATION RULE

You can add a validation rule to help reduce errors when entering data in a field. A field that uses a validation rule can only accept data that meets the requirements you specify.

Country Canada USA Mexico USA Canada

Tex t USA = must or C ana da

USA ADD A VALIDATION RULE

Outdoor Sporting ...

⁄ Click the field you want to use a validation rule. ¤ Click the area beside Validation Rule.

Products : Table

12:00 PM

‹ Type the validation rule you want to use to limit the data you can enter into the field. Note: For examples of validation rules, see the top of page 95.

Outdoor Sporting ...

› To create the error message you want to appear when incorrect data is entered, click the area beside Validation Text. ˇ Type the error message you want to appear.

94

Products : Table

12:00 PM

Note: If you do not specify an error message, Access will display a standard message.

Á Click

to save your changes.

Design Tables

Tip

What validation rules can I use?

Tip

Here are some examples of validation rules that you can use. For more examples, see page 214.

RULE

DESCRIPTION

<1000

Must be less than 1000

<>0

Cannot be zero

4

What should my error message contain?

When you enter incorrect data, the error message that appears should clearly explain why the data you entered is incorrect. For example, the error message "You must enter a number between 1 and 100" is more informative than the message "Data Rejected."

Between 100 and 200 Must be between 100 and 200 USA or Canada

Must be USA or Canada

Like “????”

Must have 4 characters

Like “##”

Must have 2 numbers

VALIDATION

RULES

Outdoor Sporting ...

A dialog box appears, asking if you want to check if the existing data in the field meets the requirements you specified.

‡ If you do not want to check the existing data, click No.

Products : Table

12:00 PM

Note: If you want to check the existing data, click Yes.

° Click

to display your table in the Datasheet view.

Outdoor Sporting G...

When you enter data that does not meet the requirements specified for the field, the error message you typed in step 5 will appear.

Products : Table

12:00 PM

To close the dialog box so you can enter different data, click OK. To return to the Design view, click

.

95

CREATE AN INPUT MASK Data Appearance

Input Mask You can create an input mask to control the type of information you can enter in a field. Input masks reduce errors and ensure data has a consistent appearance.

( 2 0 6 ) 5 5 5 – 1 2 1 2 8 3 1 – 8 6 – 7 1 8 0 9 8 0 5 2 – 6 3 9 9 6 3 2 1 5 1 : 1 2 : 0 0

AM

The Input Mask Wizard provides commonly used input masks that you can choose from.

9 / 2 7 / 1 9 6 9

You can use the Input Mask Wizard only in fields with the Text or Date/Time data type. For information on data types, see page 82.

2 7 – S e p – 6 9

1 3 : 1 2 0 1 : 1 2

A M

CREATE AN INPUT MASK USING THE WIZARD

Phone Number

Tribute Electronics : ...

⁄ Before starting the Input Mask Wizard, you must save your table. To save your table, click . ¤ Click the name of the field you want to use an input mask. 96

Customers : Table

12:00 PM

Tribute Electronics : ...

‹ Click the area beside Input Mask. A button (

)

appears.

› Click the button ( to start the Input Mask Wizard.

)

The Input Mask Wizard appears. This area displays the available input masks and how the data will appear in the field.

ˇ Click the input mask you want to use.

(206) 555-1212

Customers : Table

12:00 PM

Á To try the input mask you selected, press the Tab key and then type the appropriate data.

‡ Click Next to continue.

Design Tables

Tip

Why does a dialog box appear when I try to start the Input Mask Wizard?

When you try to start the Input Mask Wizard for the first time, a dialog box appears, stating that the wizard is not installed on your computer. To install the wizard, click Yes.

Tip

4

How can an input mask save me time when I enter data in a field?

Input masks can save you time by automatically entering characters for you, such as brackets ( ), hyphens (-) and slashes (/). For example, when you type 2015551234 in a field that uses the Phone Number input mask, Access will change the data to (201) 555-1234.

2015551234 (201) 555-1234

Tribute Electronics : ...

Customers : Table

12:00 PM

This area displays the input mask you selected.

· Click the placeholder

° To select a placeholder

Note: When you enter data in the field, the data you type will replace the placeholder characters. For example, (___) ___-____ will change to (555 ) 555-3874.

character for the input mask, click in this area.

character you want to use.

Tribute Electronics : ...

‚ To try the input mask with the placeholder character you selected, press the Tab key and then type the appropriate data.

Customers : Table

12:00 PM

— Click Next to continue. You can click Back at any time to return to a previous step and change your selections.

97

CREATE AN INPUT MASK 92799

When you create an input mask, the wizard may ask how you want to store the data you enter in the field.

WITHOUT SYMBOLS

9/27/99 WITH SYMBOLS

You can store data with or without symbols. Storing data without symbols saves storage space on your computer. CREATE AN INPUT MASK USING THE WIZARD (CONTINUED)

Tribute Electronics : ...

± Click an option to specify how you want to store the data in the field ( changes to ).

Customers : Table

Note: This screen does not appear for some input masks. If the screen does not appear, skip to step 14.

¡ Click Next to continue.

98

12:00 PM

Tribute Electronics : ...

This message appears when you have provided all the information the wizard needs to create the input mask.

Customers : Table

12:00 PM

™ Click Finish to close the wizard.

Design Tables

Tip

After creating an input mask, why doesn't the data I enter appear the way I expect?

After you use an input mask to enter data in a field, Access will display the data using the format set for the field. For example, if you enter the date 01/25/2004 in a field that uses the Short Date input mask and the Long Date format, the date will automatically change to Sunday, January 25, 2004 after you press the Enter key. To select a format for a field, see page 84.

Tribute Electronics : ...

This area displays the input mask.

£ Click

to save the input mask.

4

Customers : Table

¢ Click

to display your table in the Datasheet view.

12:00 PM

Short

Date In

01/25

put Ma

/2004

sk:

Form Long at: Date

Sund

ay, J

anua

r y 25

, 200

4

Tribute Electronics : ...

Customers : Table

USE AN INPUT MASK

⁄ Click an empty cell in the field that uses the input mask.

¤ To move to the beginning of the cell, press the key.

12:00 PM

Note: Access will only accept characters specified by the input mask. For example, you can only enter numbers in a field that uses the Phone Number input mask.

Home

‹ Type the appropriate data and then press the

Enter

key.

99

CREATE AN INPUT MASK

ISBN You can create your own input mask to establish a pattern for data you can enter in a field.

Book Title

Price

Expert Snowboarding The Boston Incident Cream of the Crop The Enchanted Pond A Tree for Marie A Rainy Winter's Day Mysteries of the Pacific Second Star on the Right

$23.95 $29.95 $27.99 $19.95 $9.99 $17.95 $34.95 $14.99 $0.00

You may want to create your own input mask if the Input Mask Wizard does not offer an input mask that suits the data you want to enter in a field. To create an input mask using the wizard, see page 96.

CREATE YOUR OWN INPUT MASK

Tribute Electronics : ...

⁄ Click the name of the field you want to use an input mask.

100

Employees : Table

¤ Click the area beside Input Mask.

‹ Type the input mask you want to use.

12:00 PM

Tribute Electronics : ...

› Click

to save your change.

Employees : Table

ˇ Click

12:00 PM

to display your table in the Datasheet view.

Design Tables

Tip

How do I remove an input mask?

Tip

If you no longer want a field to use an input mask, you can delete the input mask. In the Input Mask area for the field, position the mouse to the left of the input mask and then drag the mouse until you highlight the entire input mask. Then press the Delete key to delete the input mask. Format

!\(999") "000\-0000;;_

4

Why does the Property Update Options button ( ) appear when I create an input mask?

You can use the Property Update Options button ( ) to automatically update the format of the field in all your forms or reports that display the field. Click the Property Update Options button to display a list of options and then select the option you want to use. The Property Update Options button is available only until you perform another task.

Delete

INPUT MASK CHARACTERS You can use these characters to create an input mask.

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily Ryan Mark

0 Numbers 0 to 9, required. Plus (+) and minus (-) signs not allowed.

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross Smith Taylor

Tribute Electronics : ...

9 Number or space, optional. Plus (+) and minus (-) signs not allowed. # Number or space, optional. Plus (+) and minus (-) signs allowed. L Letters A to Z, required. Employees : Table

12:00 PM

USE AN INPUT MASK

‹ Type the appropriate

⁄ Click an empty cell

data.

in the field that uses the input mask.

Note: Access will only accept characters specified by the input mask. In this example, you can enter only 7 digits in the field.

¤ To move to the beginning of the cell, press the Home key.

? Letters A to Z, optional. A Letter or number, required. a Letter or number, optional. & Character or space, required.

C Character or space, optional. .,:;-/ Decimal point and thousands, date and time separators. < Convert the following characters to lowercase. > Convert the following characters to uppercase. ! Display characters from right to left, rather than from left to right. \ Display the following input mask character. For example, \& will display &. Password Display an asterisk (*) for each character you type.

101

CREATE A FIELD TO STORE PICTURES

You can create a field that allows you to add a picture to each record in a table.

For example, you can create a field to store pictures of employees, houses for sale, artwork, recipes or products.

1

e Recipe Nam r-fry Chicken Sti

2

Omelet

3

a Deluxe Pizz

4

Lasagna

5

Pancakes

Recipe ID

re Recipe Pictu e Picture ip c e R

Access allows you to include pictures stored in several popular file formats, such as Bitmap (.bmp) and Windows Metafile (.wmf).

CREATE A FIELD TO STORE PICTURES

Tribute Electronics : ...

⁄ To create a field that will store pictures, click the name of the field you want to appear after the new field. A triangle ( ) appears beside the field name. 102

Products : Table

12:00 PM

To add a field that will store pictures to the end of your table, click the area directly below the last field name. Then skip to step 3.

Tribute Electronics : ...

¤ Click

to add a field to your table. A new row appears where you can enter information for the new field.

Products : Table

12:00 PM

‹ Type a unique name for the field and then press the Enter key.

Design Tables

Tip

Will the pictures I add to my table appear on a form?

When you create a form using a table that includes pictures, the form will display the pictures.

Contact ID

1

First Name

John

Last Name

Adams

Address

12 Willow Dr.

City

Jacksonville

State/Province

FL

Postal Code

32256

Country

USA

Home Phone

(904) 555-7816

Work Phone

(904) 555-1081

Tip

4

Can I add other types of files to a table?

You can add files such as documents, spreadsheets, sounds and videos to a table as you would add pictures to a table. When you double-click the cell containing a file in a table, the appropriate program will open and display or play the file.

Work Extension 232 Fax Number

(904) 555-1589

tions1

ifica Spec

A

B

C

2 3 4 5 6 7 8 9 10 11 12 13 14 15

Text

OLE Object

Tribute Electronics : ...

› To select the data type for the new field, click the arrow ( ) in the Data Type area. ˇ Click OLE Object.

Products : Table

Á Click changes.

12:00 PM

to save your

‡ Click to display your table in the Datasheet view.

Tribute Electronics : ...

ADD A PICTURE TO A RECORD

⁄ Click the cell for the

Products : Table

12:00 PM

¤ Click Insert. ‹ Click Object.

record you want to add a picture to.

The new field will appear in your table.

103

CREATE A FIELD TO STORE PICTURES

When adding a picture to a record in a table, you must specify where the picture is stored on your computer.

Postal Code House Pictures rk

10010

C: My Documents

02117

My Pictures House1

geles 90032 as 89116 CREATE A FIELD TO STORE PICTURES (CONTINUED)

Digital Camera

Tribute Electronics : ...

The Microsoft Office Access dialog box appears.

› Click Create from File to add a picture stored on your computer to the record ( changes to ).

104

Products : Table

12:00 PM

ˇ Click Browse to locate the picture on your computer.

Tribute Electronics : ...

This area shows the location of the displayed files. You can click this area to change the location.

Á Click the name of the picture you want to add to the record.

Products : Table

12:00 PM

‡ Click OK to confirm your selection.

Design Tables

Tip

Why would I add a link to a picture to my table?

How do I remove a picture I added to my table?

Tip

When you add a link to a picture, Access creates a connection to the original picture on your computer. Changes you make to the original picture will affect the picture in the table. If you choose not to add a link to a picture, Access stores a copy of the picture in your database. Changes you make to the original picture will not affect the picture in the table. Recipe ID Recipe Name Recipe Picture 1 Pepper Stir-fry Bitmap

Image Bitmap Image

2 Omelet

3 Deluxe Pizza Bitmap Image 4 Lasagna

Bitmap Image

5 Pancakes

Bitmap Image

4

To remove a picture from a table, click the cell containing the picture and then press the Delete key. Access will not delete the original picture stored on your computer.

Name

Recipe Picture

tir-fry

Bitmap Image

et zza

" lick "C

Bitmap Image Bitmap Image Delete

Tribute Electronics : ...

Products : Table

12:00 PM

This area displays the location and name of the picture you selected.

Note: For more information about adding a link to a picture, see the top of this page.

° To add a link to the picture, click Link ( changes to ).

· Click OK to add the picture to the record.

Tribute Electronics : ...

The cell displays information about the picture you added to the record. To add pictures to other records, repeat steps 1 to 9 starting on page 103 for each record.

Products : Table

12:00 PM

VIEW A PICTURE

⁄ To view a picture, double-click the cell containing the picture you want to view. Note: A warning dialog box may appear. Click Open to continue.

105

CREATE A LOOKUP COLUMN Product You can create a lookup column, which displays a list of values that you can choose from when entering information in a field.

Shipping Method

Victoria cutlery sets

FedEx

Open sign Henderson chairs

Speedy Delivery

Table decorations

Speedy Delivery

Ashley dish sets

Speedy Delivery

Oak tables

Speedy Delivery

Standard menus

Speedy Delivery

Blue napkins

Speedy Delivery

FedEx UPS Purolator

CREATE A LOOKUP COLUMN

Lookup Wizard...

Outdoor Sporting Go...

⁄ Click the Data Type area for the field you want to use a lookup column. An arrow ( ) appears.

106

Products : Table

12:00 PM

¤ Click the arrow (

)

to display a list of data types.

‹ Click Lookup Wizard.

Outdoor Sporting Go...

The Lookup Wizard appears.

› To type the values you want to appear in the lookup column, click this option ( changes to ).

Products : Table

12:00 PM

ˇ Click Next to continue.

Design Tables

Tip

Why would I create a lookup column?

STATE STATE AGE GROUP

Creating a lookup column is useful if you repeatedly enter the same values in a field. For example, if your customers reside in three states, you can create a lookup column that displays the three states, such as CA, TX and IL.

Outdoor Sporting Go...

Á Click this area and then type the first value you want to appear in the lookup column.

Products : Table

4

CA TX

0 - 15

IL

16 - 25 26 - 50

TITLE

Mr. Ms. Mrs.

12:00 PM

To adjust the width of the lookup column, position the mouse over the right edge of the column heading ( changes to ) and then drag the column edge to the width you want.

51 - 65 66 - 100

Outdoor Sporting Go...

‡ To enter the next value, press the Tab key and then type the value.

° Repeat step 7 for each

Products : Table

12:00 PM

· When you finish entering all the values for the lookup column, click Next to continue.

value you want to appear in the lookup column.

107

CREATE A LOOKUP COLUMN

Order ID When entering data in a field, you can select a value from a lookup column to save time.

Selecting a value from a lookup column can also prevent errors such as typing mistakes and ensure that you enter the correct type of data in a field.

Product

Company Name

Qty

Ship

1 Hungry Pete's

Victoria cutlery sets

3 Ground

2 The Friendly Diner

Open sign

2 1 Day Air

3 Vegetarian Cuisine

Henderson chairs

4 4 Day Air

4 The Hot Grill

Table decorations

20 4 Day Air

5 Healthy Foods

Ashley dish sets

1 Day Air 2 Ground

6 Mr. Steak

Oak tables

2 Day Air 5 Ground

7 Supper's Ready

Standard menus

1 Day Air 45 Ground 2 Day Air 4 Day Air

CREATE A LOOKUP COLUMN (CONTINUED)

Category Text

Outdoor Sporting Go...

‚ This area displays the name of the field that will offer the lookup column. To change the field name, type a new name.

108

Products : Table

12:00 PM

Outdoor Sporting Go...

— Click Finish to create

± Click

the lookup column.

changes.

to save your

Products : Table

12:00 PM

¡ To display your table in the Datasheet view, click .

Design Tables

Tip

Do I have to select a value from a lookup column?

Tip

No. If a lookup column does not display the value you want to use, you can type a different value. To hide a lookup column you displayed without selecting a value, click outside the lookup column. You can then type your own value. Order ID

Company Name

Product

Qty

Ground

2 The Friendly Diner Open sign

2

1 Day Air

3 Vegetarian Cuisine Henderson chairs

4 TNT Express

Victoria cutlery sets

If you want to change the values that a lookup column displays, you can recreate the lookup column. To recreate a lookup column, repeat the steps starting on page 106.

4 Day Air

4 The Hot Grill

Table decorations

20

5 Healthy Foods

Ashley dish sets

2

Ground

6 Mr. Steak

Oak tables

5

2 Day Air

7 Supper's Ready

Standard Menus

45

Can I change the values in a lookup column?

Ship

3

1 Hungry Pete's

4

Ground

Hiking

Hiking

Outdoor Sporting Go...

Products : Table

12:00 PM

USE A LOOKUP COLUMN

¤ Click the arrow (

⁄ To use a lookup column

to display the lookup column.

to enter data, click a cell in the field that offers the lookup column. An arrow ( ) appears.

)

Outdoor Sporting Go...

The value you selected appears in the cell.

Products : Table

To return to the Design view, click

12:00 PM

.

‹ Click the value you want to enter.

109

CREATE A YES/NO FIELD

You can create a field that accepts only one of two values––Yes/No, True/False or On/Off.

Student ID

Test 1 (60)

Test 2 (40)

Test 3 (40)

960001

50

25

35

Pass Yes

960002

56

30

28

Yes

960003

45

35

36

Yes

960004

54

22

38

Yes

960005

28

19

18

No

960006

50

26

40

Yes

960007

49

36

40

Yes

960008

15

20

19

No

For example, you can create a Yes/No field to specify whether each student passed a course. CREATE A YES/NO FIELD

Text

Yes/No

Outdoor Sporting Go...

⁄ Click the field you want to appear after the new Yes/No field. A triangle ( ) appears beside the field name.

Products : Table

To add a Yes/No field to the end of your table, click the area directly below the last field name. Then skip to step 3.

¤ Click

to add a field to your table.

110

12:00 PM

Outdoor Sporting Go...

An area appears where you can enter information for the new field.

‹ Type a unique name for the new field and then press the Enter key.

Products : Table

12:00 PM

› To select the data type for the new field, click the arrow ( ) in the Data Type area.

ˇ Click Yes/No.

Design Tables

Tip

4

How can I display data in a Yes/No field?

PASS

PASS

PASS

Yes No

Yes

No

No

Yes Check Box

Text Box

Combo Box

Displays a check box ( ). You can click the check box to indicate Yes ( ) or No ( ).

Displays a value, such as Yes or No. You can type the value you want to enter.

Displays a value, such as Yes or No. You can type the value you want to enter or click the arrow ( ) in a cell to select the value from a drop-down list.

Yes/No

Yes Combo Box

Outdoor Sporting Go...

Á To select a format for the field, click the area beside Format. An arrow ( ) appears. ‡ Click the arrow (

) to display the available formats.

Products : Table

12:00 PM

Outdoor Sporting Go...

Products : Table

12:00 PM

° Click the format you

‚ Click the area beside

± Click the display

want to use.

Display Control. An

option you want to use.

· To select the way you want data to appear in the field, click the Lookup tab.

arrow (

Note: You can click the General tab at any time to return to the General properties.

) appears.

— Click the arrow ( to display the available options.

)

Note: For information on the display options, see the top of this page.

111

CREATE A YES/NO FIELD Product Name

Product ID If you are creating a Yes/No field that uses a Combo Box, you can specify the values you want to appear in the drop-down list for the field.

In Stock

Discontinued

1001

Harrison Running Shoes

150

No

1002

Energy Bar

200

No

1003

Clear Water Bottle

525

No

1004

DVD Sunglasses

325

1005

The Ultimate Exercise Book

250

YesNo

1006

Reflective Jacket

50

No No

1007

Pedometer

60

Yes

s Value CREATE A YES/NO FIELD (CONTINUED)

Value List

Outdoor Sporting Go...

Products : Table

12:00 PM

¡ If you selected Combo Box in step 12, click the area beside Row Source Type. An arrow ( ) appears.

™ Click the arrow (

Note: If you selected Check Box or Text Box in step 12, skip to step 18.

be able to type the values you want to appear in the drop-down list for the field.

112

)

to display the available options.

£ Click Value List to

Outdoor Sporting Go...

¢ Click the area beside Row Source.

∞ Type the two values you want to appear in the drop-down list for the field. Separate the values with a semicolon (;).

Products : Table

12:00 PM

Note: The values you type should match the format you selected in step 8 on page 111.

Design Tables

Tip

How can I speed up entering data in a Yes/No field?

Why does the Property Update Options button ( ) appear when I create a Yes/No field?

Tip

When you add a new record to your table, Access automatically displays the No, False or Off value in a Yes/No field. The value Access displays depends on the format you selected in step 8 on page 111. If most of your records will require a Yes, True or On value, you can change the default value to Yes, True or On. To set the default value for a field, see page 91. Student ID

Last Name

Pass

990416

Abbott

Yes

992438

Barrow

No

993641

Clare

Yes

997695

Harris

Yes

4

You can use the Property Update Options button ( ) to automatically update the format of the Yes/No field in all your forms or reports that display the field. Click the Property Update Options button to display a list of options and then select the option you want to use. The Property Update Options button is available only until you perform another task.

Automatically Display:

Yes

1

Outdoor Sporting Go...

§ Click to save your changes.

Products : Table

¶ Click

to display your table in the Datasheet view.

12:00 PM

Outdoor Sporting Go...

The Yes/No field appears in your table.

Products : Table

To return to the Design view, click

12:00 PM

.

113

CREATE A HYPERLINK FIELD

You can create a field that allows you to add a hyperlink to each record in a table. A hyperlink, also called a link, allows you to quickly display a Web page or file or send an e-mail message.

Products Inc.

For example, you can create a Hyperlink field to store the Web page addresses or e-mail addresses of your suppliers. You can then select a hyperlink to quickly display a supplier's Web page or send the supplier an e-mail message. CREATE A HYPERLINK FIELD

Outdoor Sporting Go...

⁄ To create a field that will store hyperlinks, click the name of the field you want to appear after the new field. A triangle ( ) appears beside the field name.

114

Customers : Table

12:00 PM

To add a Hyperlink field to the end of your table, click the area directly below the last field name. Then skip to step 3.

Outdoor Sporting Go...

¤ Click

to add a field to your table.

Customers : Table

12:00 PM

A new row appears where you can enter information for the new field.

‹ Type a unique name for the field and then press the Enter key.

Design Tables

Tip

What types of files can I create hyperlinks to?

You can create hyperlinks to files such as documents, pictures, spreadsheets and sounds. When you select a hyperlink to a file, the appropriate program will open and display or play the file. To select a hyperlink to a file, see page 117.

Tip

Will the Hyperlink field I add to my table appear on a form?

When you create a form using a table that contains a Hyperlink field, the form will display the Hyperlink field. You can select a hyperlink on a form as you would select a hyperlink in a table. To select a hyperlink in a table, see page 117. TABLE

Dear member:

Company Name

ID

This year marks the Boston Cycling Club's first ever cycle-a-thon, which takes place April 10. The event is aimed at raising money for local charities while raising our organization's profile in the community.

1 Sports Inc. 2 Slam Dunk Inc. 3 J.J. Sports Wear

Prizes will be awarded to those who raise the most money. Sportz Inc.

Mark Williams SALES REPORT President, Boston Cycling January Club February Jim Mary Arthur Nancy

4

$51,000.00 $36,700.00 $30,200.00 $45,800.00

$45,600.00 $35,500.00 $25,500.00 $43,900.00

March $49,800.00 $40,100.00 $27,800.00 $44,000.00

$163,700

$150,500

$161,700

TOTAL SALES

Web Site www.sportsinc.com www.slamdunk.com www.jjsportswear.com

FORM Total Commission $146,400.00 $2,928.00 $112,300.00 $2,246.00 $ 83,500.00 $1,670.00 $133,700.00 $2,674.00 $475,900

Slam Dunk Inc.

Commission Rate 0.02

m www.slamdunk.co

Text

Hyperlink

Outdoor Sporting Go...

› To select the data type for the new field, click the arrow ( ) in the Data Type area.

Customers : Table

Á Click

12:00 PM

to save your

changes.

‡ Click

to display your table in the Datasheet view.

Outdoor Sporting Go...

The Hyperlink field appears in your table.

Customers : Table

12:00 PM

To return to the Design view, click .

Note: To add hyperlinks to the field, see pages 116 to 119.

ˇ Click Hyperlink.

115

CREATE A HYPERLINK FIELD

After you create a field that will store hyperlinks, you can add hyperlinks to the field that will allow you to quickly display Web pages or files stored on your computer, network, corporate intranet or the Internet.

Company ID

Company Name 1 Sports Inc. 2 Slam Dunk Inc.

Web Site www.sportsinc.com

3 J.J. Sports Wear 4 Total Sports Inc.

www.slamdunk.com www.jjsportswear.com www.totalsports.com

5 Racquets R Us

www.racquets.com

An intranet is a small version of the Internet within a company. CREATE A HYPERLINK TO A WEB PAGE OR FILE

Outdoor Sporting Go...

⁄ To create a hyperlink to a Web page or file, click the cell for the record you want to add the hyperlink to. Note: To create a field that will store hyperlinks, see page 114.

116

Customers : Table

¤ Click

12:00 PM

to add a

Outdoor Sporting Go...

‹ Click Existing File

Customers : Table

12:00 PM

hyperlink.

or Web Page to create

The Insert Hyperlink dialog box appears.

a hyperlink to an existing file or Web page.

To create a hyperlink to a file on your computer or network, click the file in this area.

› To create a hyperlink to a Web page, click this area and type the address of the Web page.

This area shows the location of the displayed files. You can click this area to change the location.

Design Tables

Tip

Is there a faster way to create a hyperlink to a Web page or file?

How do I remove a hyperlink to a Web page or file?

Tip

Yes. When you type the address of a Web page or the location and name of a file into a field that stores hyperlinks, Access will automatically change the address or location and name to a hyperlink for you.

www.maran.com

4

To select the hyperlink you want to remove, position the mouse over the left edge of the cell that contains the hyperlink ( changes to ) and then click to select the contents of the cell. To delete the hyperlink, press the Delete key.

ame

Web Site www.sportsinc.com

c. ar

www.slamdunk.com www.jjsportswear.com

nc.

www.totalsports.com

s

www.racquets.com Delete

Outdoor Sporting Go...

This area displays the text that will appear in the Hyperlink field.

ˇ To change the text, drag the mouse over the text until you highlight all the text. Then type the text you want to appear in the field.

Customers : Table

12:00 PM

Á Click OK to add the hyperlink to the field.

Outdoor Sporting Go...

Customers : Table

Access adds the hyperlink to the field. A hyperlink appears underlined and in color. When you position the mouse over a hyperlink, a yellow box appears, displaying the Web page address or the location and name of the file that the hyperlink will display.

12:00 PM

SELECT A HYPERLINK

⁄ To select a hyperlink to display the Web page or file connected to the hyperlink, click the hyperlink.

117

CREATE A HYPERLINK FIELD

After you create a field that will store hyperlinks, you can add hyperlinks to the field that will allow you to quickly send e-mail messages.

e Pric l e i Dan Bell a s Li arris H a s Lind one J d i g Dav oun Y t e Jan

om bc.c a a@ ielilnd .com n a d abc @ a lis

om m bc.c c.co a b a @ id t@ dav jane

CREATE A HYPERLINK TO AN E-MAIL ADDRESS

mailto:[email protected]?subject=Outdoor Sport

mailto:[email protected]

Outdoor Sporting Go...

⁄ To create a hyperlink to an e-mail address, click the cell for the record you want to add the hyperlink to. Note: To create a field that will store hyperlinks, see page 114.

118

Customers : Table

¤ Click

12:00 PM

to create

a hyperlink. The Insert Hyperlink dialog box appears.

Outdoor Sporting Go...

‹ Click E-mail Address

Customers : Table

12:00 PM

to create a hyperlink to an e-mail address.

Note: Access automatically adds mailto: to the beginning of the e-mail address you type.

› Click this area and type

ˇ If you want specific

the e-mail address of the person you want to receive the e-mail messages.

information to appear in the Subject area of the e-mail messages, click this area and type the subject.

Design Tables

Tip

Is there a faster way to create a hyperlink that will allow me to send e-mail messages?

Yes. In a field that stores hyperlinks, you can type mailto: followed by the e-mail address of the person you want to send messages to. For example, you can type mailto:[email protected]. Access will automatically change the text you type to a hyperlink. mailto:[email protected]

Tip

4

How do I remove a hyperlink to an e-mail address?

To select the hyperlink you want to remove, position the mouse over the left edge of the cell that contains the hyperlink ( changes to ) and then click to select the contents of the cell. To delete the hyperlink, press the Delete key.

act

E-mail Address

rice

[email protected]

orll

[email protected]

d is

[email protected]

n nes

[email protected]

ng

[email protected]

Delete

mailto:[email protected]

mailto:[email protected]

Outdoor Sporting Go...

This area displays the text that will appear in the Hyperlink field.

Á To change the text, drag the mouse over the text until you highlight all the text. Then type the text you want to appear in the field.

Customers : Table

12:00 PM

‡ Click OK to add the hyperlink to the field.

Outdoor Sporting Go...

Access adds the hyperlink to the field. A hyperlink appears underlined and in color.

Customers : Table

12:00 PM

SELECT A HYPERLINK

⁄ To select a hyperlink to send an e-mail message to a person, click the hyperlink. Your e-mail program will open, displaying a new message addressed to the person you specified.

119

USING SMART TAGS November

You can use smart tags to quickly perform tasks while working in Access. A smart tag is information, such as a date, which Access recognizes and labels.

4

3

2

2003

1

5

6

7

8

15

11

13

9

10

12

14

21

22

18

20

17

19

16

28

29

25

27

24

26

23

30

dar

y Calen Show m

wis Mar tin Miller Morris Nelson Price Reed Ross Smith

17/11/2

003 3 3

For example, you can have Access label dates in a field to allow you to quickly display your Microsoft Outlook calendar for a date of interest.

3 3 3 3 3 3

USING SMART TAGS

Date

Tribute Electronics...

Employees : Table

12:00 PM

SET UP A FIELD TO USE SMART TAGS

¤ Click the area beside

⁄ Click the field you

appears.

want to use smart tags.

‹ Click the button (

Smart Tags. A button (

) ).

Tribute Electronics...

The Smart Tags dialog box appears. This area displays the types of information Access can label as smart tags.

Employees : Table

12:00 PM

› You can click the check box beside a type of information to turn smart tags on ( ) or off ( ) for the information.

ˇ Click OK to confirm your changes. 120

Design Tables

Tip

4

What actions can I perform for data labeled with a smart tag? Date

Financial Symbol

Person’s Name

When a date in your table is labeled with a smart tag, you can display your Microsoft Outlook calendar or schedule a meeting for the date.

When a company’s financial symbol in your table is labeled with a smart tag, you can get a stock price or display information about the company, such as a company report or a recent news item.

When a person’s name or e-mail address is labeled with a smart tag in your table, you can send the person an e-mail message, schedule a meeting with the person, view the person’s contact information or add the person to your list of contacts in Microsoft Outlook.

Address

Date

9 Beach St.

12/23/2003

0 Pine St.

4/21/2004

Westside St.

11/07/2003

Mill St.

10/20/2003

C

Company Name

Financial Symbol

Name

MSFT

9 Beach St.

Erin Baker

Intel Corporation

INTC

0 Pine St.

Paul Fraser

Westside St.

Ryan Smith

Mill St.

Mary Wilson

Coca-Cola Bottling Co. COKE August 2004

Address

Microsoft Corporation

Hershey Foods Corp.

HSY

USA 29

Linda Frank David Nancy Stacy Ann Amy Sara Diane Josh Daniel Helen Emily

Tribute Electronics...

This area displays information about the smart tags you selected.

Employees : Table

Á Click changes.

12:00 PM

to save your

‡ Click to display your table in the Datasheet view.

Harris Hill Jones King Lee Lewis Martin Miller Morris Nelson Price Reed Ross

Tribute Electronics...

Employees : Table

USE A SMART TAG

A purple triangle appears in the bottom right corner of a cell containing data that Access labels with a smart tag.

⁄ To perform an action using a smart tag, click a cell containing a purple triangle.

12:00 PM

The Smart Tag Actions button ( ) appears.

¤ Click the button to display a list of actions you can perform using the smart tag.

‹ Click the action you want to perform.

121

Net y ID ompan

C

1001 1002 1003 1004 1005

1006 1007 1008

No

Check Check Check

s 30 day s 60 day s 30 day s y a 45 d s y 30 da s 90 day s 30 day s y a 30 d

No No Yes Yes

Check Check

No Yes

Check Check Check

Pro

ducts

Table

e

U

am uct N

Prod r kit repai

uct ID Bike 6400 suit Wet 1 0 tick 64 sse s o r c a L all 6402 footb r e h Leat 6403 oard kateb S 6404 ggles ki go S 6405 oard nowb S 6406 oard Surfb 7 640 stand -ball T 6408 ball olley V 6409

Prod

ADDRESS

ES Table

Company ID

Company

N

ame 1001 Ree l Fishing 1002 Ath letics Inco rporated 1003 Ou ter World

Address

76 Haverly

City

Lane Los A ngeles 850 Grand St. Gree

State/Prov

CA

ince Pos tal

9001

CHAPTER 5

Establish Relationships Do you want to establish relationships between the tables in your database? This chapter teaches you how. ed ntinu No

Price

Unit 5 $34.9 .95 $389 5 $39.9

No

100

No

1000 1500

No

0 $29.5 5 $54.9

500

No

700

No

9 $29.9 0 210.5

150

No

100

No

.99 $499 5 $19.9

100

No

$

5

$29.9

stal Code

1

isco ck D o t S in Units 550

750

No

View Object Dependencies ..............124 Set the Primary Key ........................126 Create Relationships Between Tables ..........................................128 Enforce Referential Integrity ..............132

VIEW OBJECT DEPENDENCIES

You can view a list of objects, such as tables, forms, queries and reports, that depend on a specific object in your database. This allows you to quickly see which items require data from an object of interest.

Depends on: Products Table

For example, if you are considering deleting a table from your database, you may want to first view a list of the objects that depend on the table. If other objects depend on the table, you should not delete the table.

VIEW OBJECT DEPENDENCIES

Orders

Orders

Tribute Electronics: ...

⁄ In the Database window, click the type of object you want to view dependencies for.

124

12:00 PM

¤ Click the object you want to view dependencies for. Note: You cannot view dependency information for data access pages in your database. For information on data access pages, see pages 280 to 295.

Tribute Electronics: ...

‹ Click View.

12:00 PM

› Click Object Dependencies.

Establish Relationships

Tip

Why does this dialog box appear when I view object dependencies in my database?

Tip

The first time you view dependency information for a database, Access must first gather and update the dependency information. Click OK in the dialog box to continue.

The Object Dependencies task pane appears.

Can I view a list of tables, forms, queries and reports that contain data required by an object of interest?

Yes. For example, you can quickly view a list of tables that contain data required by a form of interest. Perform steps 1 to 6 below, except select Objects that I depend on in step 5.

Orders

Orders

Tribute Electronics: ...

5

12:00 PM

ˇ Click Objects that depend on me to view

objects that require data stored in the object you selected ( changes to ).

Tribute Electronics: ...

This area displays the objects of interest. To quickly open an object displayed in the task pane, click the name of the object.

12:00 PM

To view dependency information for another object in the database, repeat steps 1 to 4.

Á When you finish viewing dependency information, click to close the Object Dependencies task pane. 125

SET THE PRIMARY KEY

# Social Security

You can set the primary key for a table. A primary key is one or more fields that uniquely identifies each record in a table. Each table in your database should have a primary key.

Position

111-11-1111

Assistant

222-22-2222

Secretary

333-33-3333

Editor

444-44-4444

Sales Rep

600-60-6000

Designer

777-77-7777

Sales Rep

888-88-8888

Editor

999-99-9999

Writer

Hours Per Week

Salary

$25,000

40

$30,000

40

$28,000

35

$75,000

38

$39,000

38

$42,000

40

$32,000

42

$50,000

44

Access uses the primary key in each table to create relationships between the tables in your database. Relationships between tables allow Access to bring together related information in the tables. For information on relationships, see page 128.

SET THE PRIMARY KEY

All Stars Sports Ltd...

Customers : Table

12:00 PM

⁄ Display the table you want to change in the Design view. To change the view of a table, see page 74.

Note: You may have had Access set a primary key for you when you created the table.

The field that is currently set as the primary key displays a key symbol ( ).

¤ Click the name

126

of the field you want to set as the primary key.

All Stars Sports Ltd...

‹ Click to set the field as the primary key. A key symbol ( ) appears beside the field.

Customers : Table

› Click change.

12:00 PM

to save your

Establish Relationships

Tip

5

What types of primary keys can I create?

ID

Invoice #

Last Name

Date of Birth

1

6218

Abbott

6/19/1970

2

7410

Smith

3/1/1967

3

8611

Smith

12/18/1980

4

9431

Turner

2/5/1954

AutoNumber

Single-Field

Multiple-Field

A field that automatically assigns a unique number to each record you add. When you create a table, Access can create an AutoNumber primary key for you.

A field that contains a unique value for each record, such as an invoice number, social security number or product number.

Two or more fields that together make up a unique value for each record, such as a last name and date of birth.

Company Name Billing Address

All Stars Sports Ltd...

Access sets the Indexed property of the field to Yes (No Duplicates). Access will index the data in the field so you can quickly sort and search for data in the field.

Customers : Table

12:00 PM

The phrase No Duplicates indicates that Access will not allow you to enter the same value more than once in the field.

Text Text

All Stars Sports Ltd...

Customers : Table

CREATE A MULTIPLE-FIELD PRIMARY KEY

⁄ To set more than one field as the primary key, press and hold down the Ctrl key as you click the area to the left of each field you want to set as the primary key.

12:00 PM

¤ Click to set the selected fields as the primary key. A key symbol ( ) appears beside each field.

127

CREATE RELATIONSHIPS BETWEEN TABLES

You can create relationships between tables. Relationships between tables allow you to bring together related information in your database.

Relationships between tables are essential for creating a form, query or report that uses information from more than one table in your database. CREATE RELATIONSHIPS BETWEEN TABLES

Create table in Design view

Customers

Tribute Electronics : ...

⁄ Click to display the Relationships window.

12:00 PM

Note: If is not available, press the F11 key to display the Database window and toolbar.

Tribute Electronics : ...

Relationships

The Relationships window appears. If any relationships exist between the tables in your database, a box for each table appears in the window. The Show Table dialog box may also appear, listing all the tables in your database.

128

12:00 PM

¤ If the Show Table dialog box does not appear, click to display the dialog box.

Establish Relationships

Tip

Why do relationships already exist between the tables in my database?

If you used the Database Wizard to create your database, the wizard automatically created relationships between the tables for you. For information on the Database Wizard, see page 10. Customers Table

Tip

5

How do I remove a table from the Relationships window?

To remove a table from the Relationships window, click the box for the table and then press the Delete key. Removing a table from the Relationships window will not delete the table from your database or affect the table's relationships with other tables.

Orders Table

Inventory Table

Delete

OrderID

OrderID

Orders

Tribute Electronics : ...

‹ To add a table to the Relationships window, click the table you want to add. › Click Add to add the table to the window.

Relationships

12:00 PM

ˇ Repeat steps 3 and 4 for each table you want to add. Á When you finish adding tables to the Relationships window, click Close to remove the Show Table dialog box.

Tribute Electronics : ...

Each box in the Relationships window displays the fields for one table.

Relationships

12:00 PM

The primary key in each table appears in bold. The primary key uniquely identifies each record in a table.

129

CREATE RELATIONSHIPS BETWEEN TABLES

You create a relationship between tables in your database by identifying the matching fields in the tables.

COMPANY ADDRESSES Company ID

Company Name

Address

ORDERS City

1 Pet Superstore

258 Linton Ave.

2 Petterson Inc.

50 Brittania Lane Boston

State

Order ID Company ID

NY

1001

Product

You will usually relate the primary key in one table to a matching field in the other table. In most cases, the fields will have the same name.

Quantity Unit Price

MA

1002

4 Vitamins 2 Bulk Dry Food

15

$18.00

3 Martin Vet Supplies 68 Cracker Ave.

San Francisco CA

1003

8 Diet Dog Food

30

$10.00

4 Greg’s Pet Store

47 Crosby Ave.

Las Vegas

NV

1004

1 5-Variety Biscuits

50

$3.50

5 Dogs R Us

26 Arnold Cres.

Jacksonville

FL

1005

3 Canned Dog Food

24

$3.00

6 Feline Foods Inc.

401 Idon Dr.

Nashville

TN

1006

6 Dry Cat Food

40

$4.00

7 Weasels R Us

1320 1st Rd.

Atlanta

GA

1007

7 Ferret Pellets

30

$6.50

Boston

MA

1008

5 Dry Cat Food

24

$4.00

8 Purrrrfect Portions 36 Buzzard St.

New York

12

$20.00

The fields you use to create a relationship between tables should contain the same type of data, such as text, numbers or dates. CREATE RELATIONSHIPS BETWEEN TABLES (CONTINUED)

CustomerID

CustomerID

Tribute Electronics : ...

‡ To create a relationship between two tables, position the mouse over a field you want to use to create the relationship.

130

Relationships

12:00 PM

° Drag the field to the matching field in the other table.

Tribute Electronics : ...

The Edit Relationships dialog box appears. This area displays the names of the tables you are creating a relationship between and the names of the matching fields.

Relationships

12:00 PM

This area displays the type of relationship. For information on the types of relationships, see the top of page 131.

· Click Create to create the relationship.

Establish Relationships

Tip

5

What types of relationships can I create between tables? s

Credit Record Customers Social Security

ID

First Name

111-11-1111

Ryan

222-22-2222

Erin

333-33-3333

Josh

444-44-4444

Carl

600-60-6000

Emily

777-77-7777

Sue

888-88-8888

Jack

999-99-9999

Paul

Last Name

Social Security

City

Address

Smith

York 258 Linton Ave. New

Baker

50 Tree Lane

Nelson

San Francisco 68 Cracker Ave.

Davis

Las Vegas 47 Crosby Ave.

Ross

26 Arnold Cres.

Boston

Jacksonville

401 Idon Dr.

Nashville

Adams

10 Heldon St.

Atlanta

Fraser

36 Buzzard St.

Grant

ID

111-11-1111

Line of Credit

$7,500

222-22-2222

$10,000

333-33-3333

$500

444-44-4444

$5,000

600-60-6000

$2,000

777-77-7777

$1,000

888-88-8888 999-99-9999

City

Credit Available Balance Owing

Customers

$5,000

$2,500

$1,250

$8,750

Customer ID

$235

$265

111-11-1111

$4,500

$500

$1,900

$100

$900

$100

$2,500

$200

$2,300

$10,000

$9,200

$800

Boston

1

First Name Ryan

Last Name Smith

City

Address

Order ID 1001

New York 258 Linton Ave.

1002 1003

2

Erin

Baker

50 Tree Lane

Boston

1004 1005

3

Josh

Nelson

68 Cracker Ave.

San Francisco

1006 1007

4

Carl

Davis

Las Vegas 47 Crosby Ave.

1008

Orders Customer ID

1

1

1 1 3-3333 333-31 2

444-44-4444

Product Name

Cost

Shoes

$35

Skates

$45

Gloves

$15

Hat

$25 $150

2

Skis

3

Glasses

3

Putter

$125

Helmet

$90

600-60-6000 777-77-7777 888-88-8888

4

4-44494 999-99-999 444-4

$10

Quantity 1 1 3 1 1 4 1 1

999-99-9999

One-to-One

One-to-Many

Each record in a table relates to one record in another table. For example, each customer has only one credit record. Access creates a one-to-one relationship between tables if the matching fields are both primary keys.

Each record in a table relates to one or more records in another table. This is the most common type of relationship. For example, each customer can have more than one order. Access creates a one-to-many relationship between tables if only one of the matching fields is a primary key.

Tribute Electronics : ...

Relationships

12:00 PM

A line connects the fields in the two tables to show the relationship.

— Click

‚ To create a relationship

working in the Relationships window, click to close the window.

between other tables in your database, repeat steps 7 to 9 for each relationship you want to create.

Tribute Electronics : ...

to save your changes.

DELETE A RELATIONSHIP

± When you finish

window, click the line for the relationship you want to delete.

⁄ In the Relationships

¤ To delete the relationship, press the Delete key.

Relationships

12:00 PM

A confirmation dialog box appears.

‹ Click Yes to permanently delete the relationship.

131

ENFORCE REFERENTIAL INTEGRITY

Referential integrity is a set of rules that prevents you from changing or deleting a record if matching records exist in a related table.

For example, you cannot delete a customer from the Customers table if the related Orders table contains orders for the customer.

ORDERS TABLE Order #

Product

Qty

12340

1 Sport City

Water Bottle

30

$3.50

13609

1 Sport City

Tennis Balls

30

$8.00

13400

2 Racquets & Stuff

Tennis Balls

15

$18.00

3 Pet Superstore

Vitamins

12

$20.00

15309

ID

Company Name

CUSTOMERSS TABLE Company Name

Unit Price

C

$

ID

Address

3

68 Cracker Ave Ave.

San Francisco CA

94110

Outdoor Wilderness Inc. 2

258 Linton Ave.

New York

NY

10010

Racquets & Stuff

3

50 Brittania Lane

Boston

MA

Greg’s Pet Store

4 47 Crosby Ave

Las Vegas

NV

Sport City

Referential integrity also prevents you from entering a record in one table if a matching record does not exist in a related table. For example, if a customer does not exist in the Customers table, you cannot enter an order for the customer in the Orders table.

City

State Postal Code

02117 89116

ENFORCE REFERENTIAL INTEGRITY

Create table in Design view OrderID

12:00 PM

Tribute Electronics : ...

⁄ Click to display the Relationships window.

Note: If is not available, press the F11 key to display the Database window and toolbar. The Relationships window appears.

132

Tribute Electronics : ...

¤ To enforce referential integrity between two tables in your database, double-click the line showing the relationship between the tables.

Relationships

12:00 PM

Note: If a line does not appear between the tables, you must create a relationship between the tables. To create a relationship, see page 128. The Edit Relationships dialog box appears.

Establish Relationships

Tip

5

How can I change or delete a record after I enforce referential integrity between two tables?

Access provides two options that allow you to perform updating and deleting tasks that would normally be prevented by referential integrity. Customers

Customers Customer ID

Customer ID

3

Orders

Orders 3

5

5 5 3

3

3

Cascade Update Related Fields

Cascade Delete Related Records

When you change data in the primary key in a table, Access automatically updates the matching data in the related table(s). For example, if you change a customer ID in the Customers table, the customer ID will automatically change for all the customer's orders in the Orders table.

When you delete a record in a table, Access automatically deletes matching records in the related table(s). For example, if you delete a customer from the Customers table, all the customer's orders will automatically be deleted from the Orders table.

Tribute Electronics : ...

Relationships

12:00 PM

‹ Click this option to enforce referential integrity between the tables ( changes to ).

Note: For more information on the options, see the top of this page.

› To have Access automatically update related fields or delete related records in the tables, click each option you want to use ( changes to ).

ˇ Click OK to confirm your changes.

Tribute Electronics : ...

When you enforce referential integrity between two tables, the line showing the relationship between the tables becomes thicker.

Relationships

12:00 PM

The symbols above the line indicate the type of relationship. In this example, each record in the Customers table (1) relates to one or more records in the Orders table ( ). Note: For information on the types of relationships, see the top 133 of page 131.

Datasheet Columnar

Tabular

1

Whic

h Sty

Which

Specify a Name

le?

t?

Layou

CHAPTER 6

PivotChart PivotTable

Create Forms Would you like to use forms to work with data in your database? In this chapter, you will learn how to create forms to help you present data in an organized, easy-to-use format. Create a Form Using an AutoForm ....136 Create a Form Using the Form Wizard ........................................138 Open a Form..................................144 Move Through Records ....................145 Edit Data ........................................146 Add a Record ................................148 Delete a Record ..............................149

Wh to In ich Fie clud lds e?

CREATE A FORM USING AN AUTOFORM

AutoForm You can use the AutoForm Wizard to quickly create a form that displays the information from one table in your database.

Customer ID

First Name

1 Ryan 2 Erin

Last Name

Address

City

258 Linton Ave. New York Boston 50 Tree Lane

Smith Baker

State/Province Postal Code

NY

3 Josh

Nelson

4 Carl

Davis

MA 68 Cracker Ave. San Francisco CA NV 47 Crosby Ave. Las Vegas

5 Emily

Ross

26 Arnold Cres. Jacksonville

6 Sue

Grant

401 Idon Dr.

Nashville

10010 02117

FL

94110 89116 32256

TN

37243

Emily

A form presents data from a table in an attractive, easy-to-use format. You can use a form to view, enter and change data in a table.

Ross

CREATE A FORM USING AN AUTOFORM

AutoForm: Columnar Create form in Design view

Customers

12:00 PM

Outdoor Sporting Go...

⁄ Click Forms in the Database window.

¤ Click New to create

‹ Click the type of

› Click

a new form.

AutoForm you want to create.

ˇ Click the table that contains

The New Form dialog box appears.

136

12:00 PM

Outdoor Sporting Go...

Note: For information on the types of AutoForms, see the top of page 137.

to display a list of the tables in your database. the information you want to display on your form.

Á Click OK to create your form.

Create Forms

Tip

6

What types of AutoForms can I create? Columnar

Tabular

Displays one record at a time.

Displays many records at a time.

1

Datasheet

PivotTable

PivotChart

Displays many records at a time and resembles a table in the Datasheet view.

Allows you to summarize and analyze data.

Allows you to display a graphical summary of data.

1

Outdoor Sporting Go...

The form appears. In this example, the form displays the field names from the table you selected and the data for the first record.

Customers

12:00 PM

Note: If you selected PivotTable or PivotChart in step 3, the PivotTable or PivotChart initially appears empty so you must add the fields you want to display. For information on using the PivotTable or PivotChart, see pages 232 and 238.

‡ Click

to save your form.

Outdoor Sporting Go...

The Save As dialog box appears.

° Type a name for your form and then press the Enter key.

Customers

12:00 PM

· When you finish reviewing the form, click to close the form.

137

CREATE A FORM USING THE FORM WIZARD

You can use the Form Wizard to create a form that displays information from one or more tables in your database. The wizard asks you a series of questions and then sets up a form based on your answers. Whic

h Sty

W

le?

yout ? hich La

Wh to In ich Fie clud lds e?

Specify a Name

Forms present data from tables in an attractive, easy-to-use format. You can use forms to view, enter and change data in tables. CREATE A FORM USING THE FORM WIZARD

Create form by using wizard

12:00 PM

Tribute Electronics : ...

⁄ Click Forms in the Database window.

138

Table: Customers

¤ Double-click Create form by using wizard.

Tribute Electronics : ...

The Form Wizard appears.

‹ Click

in this area to select the table that contains the fields you want to include on your form.

12:00 PM

› Click the table that contains the fields.

Create Forms

Which tables in my database can I use to create a form?

Tip

6

In what order will the fields I select appear on my form?

Tip

You can use any table in your database to create a form. When creating a form that uses information from more than one table, relationships must exist between the tables so Access can bring together the information in the tables. For information on relationships, see page 128.

When you select fields in the Form Wizard, the order in which you select the fields determines the order in which the fields will appear on your form. Make sure you select the fields in the order you want them to appear on your form.

8

l Code stade l Co Po de cestaPo Procevin stal Co Prote/vin te/Sta 0ce010Po 10 l Code vin 1001 Posta y Sta te/Pro de 7 ce010 City Cit 10 7 11vin NY Sta 0211 stal Co Pro de 010Po State/02 rk CitNYy ssdress 710ce stal Co 11vin YowrkYo AddreAd 0Pro MAy NY 0 11te/02 ce0 Po Sta Nee.wssNe MA Cit vin01 dre e. Av 11710 941194 t Name NY Av tonAd 02Pro Name w York n y te/ 0 t Las 0 Lin ton ss Ne Cit 8 sto MA 11 n Sta Las Lin e. dre 6 25 Bo 7 1001 8 me stoAv York me 6 1194 BoAd NY t Na 00211 sco nCAw CA rk MA 89Cit11y89 ithLas25 NastmeNa ne e.ssNe nci e8LaLinneton nnci sto sco me 7 dre La25 Av 69411 Bo Fra Tre FirstFir eNa Scithhm Yo Ad hm NY t 11 CA me ton w 6 50 Fra ID Tre Sc 89 Sa n 0 0211 Na Las n ne Ne NV ss 6 25 IDss MA e.Lin 8La sto Sa ith e. sco n 50 ssdre NVdre First nci me eAv Bo e.r25 Av 32Yo25rk32 rsohm Ad 1169411 Tre Sc tAvNa r cke ttenme ton n Fra AddreAd Na rso ne 50 ID nNewCA Las Sagas sco Ve cke Cra Lin MA 110 gas La 25689 Jimss1 Jim NV 8 e. sto e. nci e PeFirttestPe 94 3 68ith Ve Cra me 32 hm n Las 6 Av 25 Bo Av FL 24 Fra Tre Na r Sc 3 68 11 CA Ad1dre assndJim me rso te. Las nton FL 50 IDa cke Av tte Sa gas ne e.Las lle Lin 25689 37n2437 sco t Na NV ithCra e.8Ve La sby bostPe n68Av lle Bre1 e25nvi dre t Fir Av hm r Las sby Cro nvi Ad2nd kso 116 Scme FLBoncisto sco 24332 n Fra 2 Bre cke e.Tre 47rso Tal Cro gas Jac Na 50 ID 5 CA a boTal Sane Av Pe Ve Cra 256 89 s.kso ith ndJim lleTN NV Jac 5 3737 t sttte Fir47 ee.La 30 TN sby nvi dre1ss Cre s.n68 hm Av r Las 24332 Fra37nci Tre 2dBre Sc rso Cro e.kso old d Ad aIDanTalbo 26tPeold cke 50 tte47Cre ille gasnFL30 Jim Jac lle 256 1ndssDe Cra ille shvAv TNSa s. 37537 sby 3 Tod3 Tod 2dAdBre Arn Arn De nNa 8 NV drean Ave.Ve 68 shv Las Cre r nvi Talbo Cro 26 FL 243 32 8 1130 Narso e.ksoGA 02

tteold 47 aJim 11 Jac an GA Av illecke Dr. TN Ve nd1Deson 02gas Cra s.shv 3 Tod Arn 37537 bin son Dr.t nPe Chuck nville 3 68 Bre 26 Ido asby Na d Ro 11830 e.GALas antCre old aCro Ro2bin 4 Ch4uck 40Tal1nbo 0 FL a Ido ille 1an 47Atl Jac Avkso 5 3724 ant 3 Tod De nd Dr. son 0lle0202 TN s. MA shv ntArn sby 26 nvi10 bo bin40 Na St.Atl Cre 1002 esBre ie4lanChieuck Hu aMA Cro 1183037 GA St.1TalnIdo esghd2Ro 47 ann40ldo Jackso ille noldant 5 son Dr.Atl 3ghTod He s.MA 02002 ldo sto 5 Me5lanMe Hu 26 ie uck He10De 1 TN BonArn 8 3037 Na sto aCreshv Ro 4 Ch St. d bin 1nIdo es 1 1210 GA Bo antNY an St. gh10 1292 Atl ldo nNYold 3HusTod son Dr. Arn De 0200211 rd40 5 Melan Ch MA 92ille St. He pin iesuck sto bin Susan 26nrk rd10zza Yo St. aNashv Bo Ro 4pin Top 118 zzaBu 12110 Yo1wnrkIdo 2 GA 6 Su6san Bu36es Toplan Ne ldo n antNY St. 5 Me Atl son Hus gh 2 0392 020 02 36 CA uck MA NeHe n Dr. rdw40 bin ieChpin CArksto Bo zza Ido 90a0390 St. ny Pl.10 NY lan4Top 6 Susan 5 Kil esRo 1 Yo 12110 en n Bu ant w zo go ny Pl. ken gh 40 92 Me St. 0 2 All ldo 36 en n Atl Ne s Biz 7 zo Hu Die 03 go rd ken n pin 15 7 MA 2 121 1002 Kilsan 7 All zza Die SaHe BoSt.rkstoCA CA 6 Su n10 Bu 15 Top 7 3690 NY nyieBiz Pl. w nYo CA en gh Me zoSaes Ne St. ldo go kenlan es St. Hu 30n3630 sBiz36 rdHe san CA Die 9003 92 gel rcu5Kilson es St. son ple rksto pin gGre7g All Maen6rcu n Su zza 10 15 An 7 Bo Ap gel Ma Yo 8 ny Pl. ple Sa s NY CA Bu Gre Top 12 0 36 w An Ap 0 zo Lo 8 go 2 92 1 89 NeSt. 0ken se.36 Biz Kilson esGA St. 7g All 0 2130 Lo rd 89 CA Av n Die e.15pin gel 79003 Susan zza ple ge SaGA 90Yo21rk90 An Bu Ap Top 8onGre ge 0Av rtin6Marcu Go zo 36 a sPl. ken 03036 NegowCA Lo Allen Go es St. 89ulany son ula 032 Ma Biz Kil e. 21 Die ant CA GA a 9 90 18 gel rcu 9 Jas9onJas 8onGre ple n Av 90 15 Ma7grtin Atl 7 03 ant An 9 Sa 18 CA Ma CA geAp 90 Atl 0ny sen zos Pl. Lo ken e.ula Allrtin 90 lsaCA ew e.Biz St. 2103036 Go GA Kil 9 Jas Av89 Die03go gs7Ma Hil lspleant ewtth gelnes rcu 15 18e.tson lyAv Av Gre geHil tLen 03990 ApAtl 367 8tthMa 0 CA CASa ly0ver s An 10 Jim 9 Jas Maon ula 90 30 s11Ma Len 97 rtin Be 0 Lo 0 a ver CA 89 10 Jim Go es St. e. son 01 ls ew e. 21 g 11 Ma 97 GA Be 18 Avant Hil rcu tth ple een 01 ts.Av Atl 03990 Angel lyCA s.Len Cre ge Ap f Gre een es 0 es ver 10thlJim tof ula Cre thlKa 0 f tofon8Ma erl Jas 89gel e.Be 11yMa 97090 gel y srtin lsaLosCA ew Go s An Ov 01GA An Hil ttherlMa ante.CA ts.Av Lo Ra9 Ra 11 Ka11 s18 ly Av Jim Atl 039 9021 esMA Lo on Cre thleen verge f Ov4 St. ula s11 gel St. y Len rtin Ka10 tof4Ma CAa CA e.BeMA An ultJas ew 0197090 Maerl s Go Ov s.t Av 18 ultyfa9Ra n Ro11n 4llow Witth lyAtlHilantls lem Jim 039 MA llow Th CreLo thl yfaeen CA veres Wi13fMa lem sSay Len Th10 11 12 Ro12 erlSt. AnBe e.gel Sa Ra 11n Ka 01970 90 ulttof Ovew St. Los.ts Av llow MAly HilCAls yfa13 een Jim es Ma Wi4tth Len Cre lfe futh 10Th 12nRo 11 So gelver ylem Sa11 13St. St. Kathl tof CA ult6uth 13nJoh 01970 48Ra 6yfaSo Overl WonlfeWo llow Los.s AnBe gelMA 13 Joh 48 es Theen fWi4St. el12n Ro an Salem y Cre 13 an Kalfethl tofuth So St. n11Wo llow chaMiel13chaJoh Ba12tem Batem 4 Overl Salem Los An yfa48ult6Ra So13uthWiSt. MA 14 Mi14 el n Ro temnWo St. anlfeTh 13 chaJoh 48 yfa6ult WiSt.llow lem Th nBaRo uth 12 liseDe14liseMi lfe el Sa 13 an So Joh 15 De Wo cha 486 15 Ba liseMi13 14 n tem uth St. Wolfe 15 De 13 elJoh 486 So teman liseMicha el Ba an 15 De14 Batem lise Micha 15 De 14 lise 15 De

Selected Fields:

LES TAB

Fax Number State

ID

Discount UnitPrice

Tribute Electronics : ...

This area displays the fields from the table you selected.

ˇ Double-click each field you want to include on your form.

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Note: To add all the fields from the table at once, click .

Tribute Electronics : ...

Each field you select appears in this area.

Á To remove a field you accidentally selected, double-click the field in this area. Note: To remove all the fields at once, click .

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‡ To include fields from other tables in your database, repeat steps 3 to 5 for each table. ° Click Next to continue.

139

CREATE A FORM USING THE FORM WIZARD

When creating a form that uses data from more than one table, you can choose the way you want to view the data on the form.

View Data Separately

View Data Together

You can choose to view the data from each table separately or together on a form. CREATE A FORM USING THE FORM WIZARD (CONTINUED)

by Customers

by Customers

Tribute Electronics : ...

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If you selected fields from more than one table, you can select the way you want to view the data on your form.

· Click the way you want to view the data on your form. You can view the data from each table separately or together.

Note: If this screen does not appear, skip to step 12.

This area displays the way the data will appear on your form.

140

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‚ Click an option to specify if you want to create a form with a subform or a linked form ( changes to ). For more information, see the top of page 141. Note: If you selected to view the data from each table together in step 9, these options are not available.

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This area displays the way the data will appear.

— Click Next to continue.

Create Forms

Tip

6

How can I organize the data from multiple tables on a form?

If you choose to view the data from each table separately on a form, the Form Wizard offers two ways that you can organize data on the form.

Form

Form

Subform

Linked Form

Form with subform(s)

Linked forms

The data from each table appears in one window.

The data from each table appears in separate windows. You can click a button on the form to view the data on the linked form.

Tribute Electronics : ...

± Click the layout you want to use for your form or subform ( changes to ). For information on the available layouts, see the top of page 137.

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Note: The available layout options depend on the selections you made in steps 9 and 10. If this screen does not appear, skip to step 14.

Tribute Electronics : ...

This area displays a sample of the layout you selected.

¡ Click Next to continue.

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You can click Back at any time to return to a previous step and change your selections.

141

r pe

na

ce pa

tio

Ri

In ter na

You can choose the style you want your form to display. Access provides several styles, such as Blends, International and Ricepaper.

l

Bl en ds

CREATE A FORM USING THE FORM WIZARD

You may want to use the same style for every form in your database to give the database a consistent appearance. CREATE A FORM USING THE FORM WIZARD (CONTINUED)

International

Tribute Electronics : ...

™ Click the style you want your form to display. This area displays a sample of the style you selected.

142

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£ Click Next to continue.

Tribute Electronics : ...

¢ Type a name for your form. ∞ If your form includes fields from more than one table, you can also specify a name for your subform or linked form. To specify a name, press the Tab key and then type a name for the subform or linked form.

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Note: If you selected to view the data from each table together in step 9, you do not need to perform step 17.

Create Forms

Tip

How will my new form appear in the Database window?

Tip

The name of every form you create will appear in the Database window. If you created a form with a subform or a linked form, the subform or linked form will also appear in the Database window. You must open the main form to work with the contents of both the main form and the subform or linked form.

Create form in Design View Create form by using wizard Suppliers Products Linked Form Customers

6

How do I move through the information in a subform?

When you move through the information in the main form, the information in the subform automatically changes. For example, when you display the name and address of a customer, Access automatically displays the orders for the customer in the subform. To move through records in a form, see page 145.

Customers ith Last Name Sm Tree St. 56 Address New York City NY State

Orders Subform

Customers

Form

Suppliers

Orders Subform AD3

H SU P

y ice Quantit Orders Product Pr Last Name dio $99 12 Ra Smith

Products Linked Form

Subform

8

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Tribute Electronics : ...

§ Click this option to open the form so you can review and enter information in the form ( changes to ).

¶ Click Finish to create your form.

Tribute Electronics : ...

The form appears. Note: The appearance of your form depends on the options you selected while creating the form.

Customers

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In this example, the form displays the information for one customer on the main form and the orders for the customer in the subform.

• When you finish reviewing the form, click the form.

to close

143

OPEN A FORM

You can open a form to display its contents on your screen. Opening a form allows you to review and make changes to the form.

O R D E R S Order ID

6 15-Jan-02

Order Date Expected Shipment Shipment Method

16-Jan-02 Express

Comments Terms Customer ID

MMM FOOORRRR M S F FF O TTNSTSG UUUPCCC D I D D O PPPRRSROHOI P

Contact

F O R M Billing Address

890 Apple St.

City State/Province Postal Code

San Diego

Country

USA

Phone Number

(619) 555-2508

CA 92121

C.O.D. 401 Jim Martin

66 6 43 4343 t ID uc t ID od uct ID ucod odPr PrPr e t Na mem me uc t Na od uct Na ucod odPr PrPr ice it Pr ice Pr it Price it Un UnUn nyny mpa nypa Co pa m m Co Co ntor yntyory or Inve ntve In Inve

us eee ll Ho Ho llusHous ll Do DoDo 36 0.00.00 .036 36$4 $4$4 Inc.Inc. y c. ToIn r y te To as MM terasteyr To Mas

MS

FOR

0000 0010 1010

OPEN A FORM

1 Customers

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Tribute Electronics : ...

⁄ Click Forms in the Database window.

This area displays a list of the forms in your database.

The form opens. You can now review and make changes to the form.

¤ Double-click the form

When you finish working with the form, click to close the form.

you want to open.

144

Tribute Electronics : ...

Customers

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Note: A dialog box will appear if you did not save changes you made to the design of the form. Click Yes or No to specify if you want to save the changes.

MOVE THROUGH RECORDS

Create Forms

6

You can move through the records in a form to review and edit information. REC RECORREDCORDO1R3D R E C 1 R O ECORD 1 RD 11 2 RECORD RE R 0 9 D8 RECORRDECORDCO R 7 E C O 6 R R D E C 5 O R R E CORD 3 D 4 RECORRDECORD 2 1 ID

ID Custome 3 r Name ID Geoffrey Custome Address 3 Hill r Nam e Ge Custome offrey Hill 14 Spe 3 r NamAd Custome ncer Ave e dre Gess 3 r Name Addre . offrey Hill 14 Spence Geoffrss r Address 3 ey Hill Ave . 14 Spe City ncer Ave Geoffrey 14 Spe Indianapo Hill State . ncer AveCity lis . 14 Spe State ncer Ave City Zip CoIndianapolis IN City de . Indianapo State IN Zip lis Code Indian State 46206 IN Zip Coapolis de Ind IN Zipian 46206 Coapo de lis IN 46206 46206 46206 ID

ID

ID Custome ID r Name Custome 3 ID r Name Ad Custome dress Geoffr ey Hill r Name Address 3 Custome Geoffrey r Name Address3 14 Spe Hill Geoffr ncer Ave 3 r Name Addre ey Hill . 14 ss Geoffrey Spence r Ave. City r Name Address 3 Hill ID 14 Spe City Custome nce Ge offr r 3 Ave. ey Hill r Name Address 14 Spe State City ncer Ave Custome Indian Geoffrey State apolis 3 . r NamAd Hill 14 Spe Zip e dre ncer Ave City Indianapo Gess State offrey Hill IN Code Address 3 Zip Co City . 14 Spe lis Ind de nce Sta Geoffr ian r Ave. te apolis IN ey Hill Zip Co Cit 14 Spe Indian State de ncer Ave y IN Zip Co apolis 46206 14 Spe . Indianapo ncer Ave City Sta IN de te Zip Code lis 46206 . City Indianapo State IN 46206 Zip Co de lis Ind State IN 46206 Zip Coianapolis de Indianapo IN 46206 Zip Co lis de IN 46206 46206 46206 ID

ID

ID

ID Custome Address

r Name

City State Zip Co

de

Custome

Custome

AD3

HSUP

MOVE THROUGH RECORDS

7

1

Tribute Electronics : ...

This area displays the number of the current record and the total number of records.

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Customers

Tribute Electronics : ...

⁄ To move to another

MOVE TO A SPECIFIC RECORD

record, click one of the following buttons:

⁄ To quickly move to a

First record Previous record Next record

specific record, drag the mouse over the number of the current record. The number is highlighted.

Customers

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¤ Type the number of the record you want to move to and then press the Enter key.

Last record

145

EDIT DATA

You can edit the data displayed on a form to correct a mistake or update data.

San D i

ego co cis ran F n Sa

Access automatically saves the changes you make to the data displayed on a form. When you change data on a form, Access will also change the data in the table you used to create the form.

Chic

ago a nt

la

At

EDIT DATA

East

Tribute Electronics ...

INSERT DATA

⁄ Click the location in the cell where you want to insert data. A flashing insertion point appears in the cell, indicating where the data you type will appear.

146

12:00 PM

Customers

Note: You can press the or key to move the insertion point.

¤ Type the data you want to insert.

Tribute Electronics ...

DELETE DATA

⁄ To delete data, drag the mouse over the data until you highlight the data you want to delete.

Customers

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¤ Press the

Delete key to delete the highlighted data.

Note: To delete a single character, position the insertion point to the right of the character you want to delete and then press the Backspace key.

Create Forms

Tip

Why does the existing data disappear when I type new data?

When OVR appears at the bottom right corner of your screen, the Overtype feature is on. When this feature is on, the data you type will replace the existing data. To turn off the Overtype feature, press the Insert key.

Tip

6

Why can't I edit the data in a cell?

You may be trying to edit data in a field that has the AutoNumber data type. A field that has the AutoNumber data type automatically numbers each record for you to uniquely identify each record. For more information on data types, see page 82.

1 Chicken 2 2 Omelet 3 Vegg ie Pizz 4 Lasagna

OVR

Deep River

Tribute Electronics ...

REPLACE ALL DATA IN A CELL

⁄ To replace all the data in a cell with new data, drag the mouse over the data until you highlight all the data in the cell.

Customers

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Note: In some forms, you can click the name of the field to quickly highlight all the data in a cell.

Tribute Electronics ...

Customers

¤ Type the new data.

UNDO CHANGES

The data you type replaces the data in the cell.

⁄ Click

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to immediately undo your most recent change. Note: If you move to another cell and then click , Access will undo all the changes you made to the entire record.

147

2

ADD A RECORD

R

E

C

O

R

D

You can add a new record to a form to insert additional information into your database. For example, you can add information about a new customer.

R D R E C O

1

Access automatically saves each new record you add to a form. When you add a record to a form, Access also adds the record to the table you used to create the form. ADD A RECORD

1

Tribute Electronics : ...

⁄ Click to add a new record to your form.

Customers

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In this example, a blank form appears.

Tribute Electronics : ...

¤ Click the first empty field in the form. ‹ Type the data that corresponds to the field and then press the Tab key to move to the next field.

148

Customers

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In this example, the ID field automatically adds a number for the new record.

› Repeat step 3 until you finish entering all the data for the record.

DELETE A RECORD

Create Forms

6

R E

You can delete a record displayed in a form to permanently remove information you no longer need. For example, you may want to remove information about a customer who no longer orders your products.

C O R D 2 1

4 O R D R E C 3 R D O C R E 1 D O R R E C

When you delete a record displayed in a form, Access also removes the record from the table you used to create the form. Deleting records saves storage space on your computer and keeps your database from becoming cluttered with unnecessary information.

1

DELETE A RECORD

Tribute Electronics : ...

⁄ Display the record you want to delete. Note: For information on moving through records in a form, see page 145.

Customers

¤ Click record.

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to delete the

Tribute Electronics : ...

The record disappears from the form.

Customers

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‹ Click Yes to permanently delete the record.

A warning dialog box appears.

149

Last Name First Name City

Last Name First Name City

Last Na

me

First N

ame

Addres

s

State

City

State

CHAPTER 7

Design Forms Are you interested in customizing the layout and design of your forms? This chapter shows you how to move or resize items, change the appearance of data, undo changes, add a picture to a form and more. Change the View of a Form..............152 Move or Resize a Control ................154 Delete a Control..............................156 Change the Size of a Form ..............157 Add a Field ....................................158 Add a Label ..................................159 Change Label Text ..........................160 Bold, Italicize or Underline Data ......161 Change the Font of Data ..................162 Change the Size of Data..................163 Change the Color of a Control ........164 Change the Alignment of Data..........166 Undo Changes................................167 Add a Picture..................................168 Apply Conditional Formatting ..........170 Apply an AutoFormat ......................172

CHANGE THE VIEW OF A FORM

You can view a form in five different ways. Each view allows you to perform different tasks.

Design View Form View Datasheet View PivotTable View Tribute Electronics : ...

Order Details

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PivotChart View

CHANGE THE VIEW OF A FORM

1

Tribute Electronics : ...

In this example, the form appears in the Form view.

⁄ Click

in this area to display the form in a different view.

152

Order Details

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¤ Click the view you want to use.

Tribute Electronics : ...

The form appears in the view you selected. In this example, the View button changed from to .

Order Details : Form

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To quickly switch between the Form ( ) and Design ( ) views, click the View button.

Design Forms

7

THE FORM VIEWS Design View

Form View

The Design view allows you to change the layout and design of a form. You can customize a form to make the form easier to use or to enhance the appearance of the form.

The Form view usually displays one record at a time in an organized and attractive format. You can use this view to review, enter and edit information.

23461

Datasheet View

The Datasheet view displays all the records in rows and columns. The field names appear across the top of the window and the information for one record appears in each row. You can review, enter and edit information in this view.

23461 Evans Smith Smith Smith Evans Evans Nelson Nelson Grant Grant Grant Nelson Morris

PivotTable View

PivotChart View

The PivotTable view allows you to summarize and analyze the data in a form. When you first display a form in this view, the PivotTable is empty and you must add the fields you want the PivotTable to display. For information on using the PivotTable view, see page 232.

The PivotChart view allows you to display a graphical summary of the data in a form. When you first display a form in this view, the PivotChart is empty and you must add the fields you want the PivotChart to display. For information on using the PivotChart view, see page 238.

153

MOVE OR RESIZE A CONTROL

You can change the location and size of a control on a form.

Moving a control allows you to change the order of information on a form. Resizing a control allows you to display more or less information in a control.

RESIZE

MOVE Address ID First Name Last Name

Address ID

5

5

Linda

First Name

Linda

Harris

Last Name

Harris

Address

36 Pine St.

Address

36 Pine St.

City

Jacksonville

City

Jacksonville

State

FL

State

FL

Postal Code

32256

Postal Code

32256

A control is an item on a form, such as a label that displays a field name or a text box that displays data from a field. MOVE A CONTROL

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ Click the control you want to move. Handles ( ) appear around the control. 154

Customers : Form

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‹ Position the mouse over the border of the control ( changes to ) and then drag the control to a new location on the form.

Tribute Electronics : ...

In this example, the label and corresponding text box appear in the new location.

› Click

to save your change.

Customers : Form

12:00 PM

To move a label or text box individually, perform steps 1 to 3, except position the mouse over the large handle ( ) at the top left corner of the control in ). step 3 ( changes to

Design Forms

Tip

How can I quickly resize a label to fit its contents?

Tip

7

How can I make small changes to the size of a control?

To make small changes to the size of a control, click the control you want to resize and then press and hold down the Shift key as you press the , , or key.

⁄ Click the label you want to resize to fit its contents.

‹ Click Size. › Click To Fit.

¤ Click Format. RESIZE A CONTROL

Tribute Electronics : ...

Customers : Form

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ Click the control you want to resize. Handles ( ) appear around the control.

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‹ Position the mouse over a handle ( changes to , , or ) and then drag the handle until the control is the size you want.

Tribute Electronics : ...

The control appears in the new size.

Customers : Form

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› Click to save your change.

155

DELETE A CONTROL ORM SSES F E R D D A

You can delete a control you no longer want to appear on a form.

mber Order Nu e Client Nam Address

al

e e

m

A control is an item on a form, such as a label that displays a field name or a text box that displays data from a field.

Na

ntry

Cou

st

us

e

Po

o Sp

City ince od v State/PCro

DELETE A CONTROL

Tribute Electronics : ...

Products : Form

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ To delete a text box and its corresponding label, click the text box. Handles ( ) appear around the text box.

156

12:00 PM

To delete only a label, click the label. Handles ( ) appear around the label.

‹ Press the

Delete

key.

Tribute Electronics : ...

In this example, the text box and its corresponding label disappear.

Products : Form

› Click change.

12:00 PM

to save your

CHANGE THE SIZE OF A FORM

You can change the size of an entire form. Increasing the size of a form can give you more room to add information such as a new field or a picture.

Design Forms

Client Name

Home Phone

Company Name

Work Phone

Address

Fax Number

7

City Client Name State/Province State/P Company Name Postal C Code Address

CHANGE THE SIZE OF A FORM

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

Order Details : Form

12:00 PM

¤ Position the mouse over the right or bottom edge of the form ( changes to or ).

Tribute Electronics : ...

The form changes to the new size.

Order Details : Form

› Click

12:00 PM

to save your

change.

‹ Drag the edge of the form to the size you want.

157

ADD A FIELD

You can add a field to a form when you want the form to display additional information.

Work Phone

Client Name Address City

Home Phone

State/Province

For example, you may want to add a Telephone Number field to a form that displays customer addresses.

Postal Code

Adding a field to a form is useful if you did not include all the fields from a table when you created a form.

NewNFeiew Field ld

ield NewNeFw Field

d Fiel w e N

ADD A FIELD

Fax Number

Fax Number

Tribute Electronics : ...

Customers : Form

12:00 PM

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

‹ Position the mouse over the field you want to add to your form. › Drag the field to

The label and corresponding text box for the field appear on your form.

¤ Click to display a list of fields from the table you used to create the form.

where you want the field to appear on your form.

Note: To move or resize the label or text box, see page 154.

158

Customers : Form

12:00 PM

ˇ Click to save your change. Á To hide the box displaying the list of fields, click .

ADD A LABEL

Design Forms

You can add a label that you want to appear for each record on a form. Labels are useful for displaying important information.

en kehniyckCehnick icC h C y r r P Trry ur C 59

Recipe ID Recipe Name

❧ ❧❧ ❧❧ ❧ ❧❧ ❧❧

Lemon Fish

7

❧❧❧❧❧ ❧❧❧❧❧

45 Minutes

Preparation Time Number of Servings

4

Only include low-fat recipes 250mL 150mL 50mL

ADD A LABEL

A

Tribute Electronics: ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

¤ Click

on the Toolbox toolbar to add a label to your form.

Order Details: Form

12:00 PM

Tribute Electronics: ...

If the Toolbox toolbar is not displayed, click to display the toolbar.

› Type the text for the label and then press the Enter key.

‹ Click the location on

Note: If the Error Checking button ( ) appears beside the label, click the button and then click Ignore Error to remove the button from your screen.

your form where you want the top left corner of the label to appear.

Order Details: Form

ˇ Click

12:00 PM

to save your

change. Note: To move or resize the label, see page 154. To delete a label from a form, click the label and then press the Delete key.

159

CHANGE LABEL TEXT

You can change the text displayed in a label to make the label more descriptive.

Product ID

me

Product Na

Category ss

Addre in e Unit Pricllars U.S. Do

Unit Price

You should not change the text in a text box. This text tells Access where to find the information that will appear in the text box. CHANGE LABEL TEXT

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ Click the label you want to change. 160

Order Details : Form

12:00 PM

‹ To select all the text in the label, drag the mouse over the text until you highlight all the text.

Tribute Electronics : ...

› Type the new text for the label and then press the Enter key.

Order Details : Form

ˇ Click change.

12:00 PM

to save your

BOLD, ITALICIZE OR UNDERLINE DATA

Design Forms

7

You can bold, italicize or underline data on a form to emphasize information.

BOLD, ITALICIZE OR UNDERLINE DATA

Outdoor Sporting Go...

Mailing List : Form

⁄ Display the form you

‹ Click one of the

want to change in the Design view. To change the view of a form, see page 152.

following buttons.

¤ Click the control that

Underline

displays the data you want to bold, italicize or underline.

Bold Italic

12:00 PM

Outdoor Sporting Go...

Mailing List : Form

12:00 PM

The data in the control appears in the new style.

› Click

Note: If the control is not large enough to display all the data, you can increase the size of the control. To resize a control, see page 155.

To remove a bold, italic or underline style from data, repeat steps 1 to 4.

to save your

change.

161

CHANGE THE FONT OF DATA

You can change the font of data in a control to enhance the appearance of a form.

Address ID

First Name Last Name

5

son n i b o R

A control is an item on a form, such as a label that displays a field name or a text box that displays data from a field. CHANGE THE FONT OF DATA

Haettenschweiler

Tribute Electronics : ...

Customers : Form

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

‹ Click

¤ Click the control that displays the data you want to change to a different font.

want to use.

162

12:00 PM

in this area to display a list of the available fonts.

› Click the font you

Tribute Electronics : ...

The data changes to the font you selected. Note: If the control is not large enough to display all the data, you can increase the size of the control. To resize a control, see page 155.

Customers : Form

ˇ Click change.

12:00 PM

to save your

CHANGE THE SIZE OF DATA

Design Forms

7

You can increase or decrease the size of data in a control.

Access measures the size of data in points. There are 72 points in an inch. A control is an item on a form, such as a label that displays a field name or a text box that displays data from a field. CHANGE THE SIZE OF DATA

9

16

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ Click the control that displays the data you want to change to a new size.

Order Details : Form

12:00 PM

‹ Click

in this area to display a list of the available sizes.

› Click the size you want to use.

Tribute Electronics : ...

The data changes to the size you selected.

Order Details : Form

ˇ Click change.

12:00 PM

to save your

Note: If the control is not large enough to display all the data, you can increase the size of the control. To resize a control, see page 155.

163

CHANGE THE COLOR OF A CONTROL

You can change the background color and text color of a control to emphasize information on a form.

Last Name

Last Name

First Name

First Name

City

City

Make sure you select background and text colors that work well together. For example, red text on a blue background can be difficult to read.

State State

A control is an item on a form, such as a label that displays a field name or a text box that displays data from a field. CHANGE THE BACKGROUND COLOR

Outdoor Sporting Go...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. ¤ Click the control you want to change to a different background color.

164

Mailing List : Form

12:00 PM

‹ Click

in this area to display the available background colors.

› Click the background color you want to use.

Outdoor Sporting Go...

The control displays the background color you selected.

Mailing List : Form

ˇ Click change.

12:00 PM

to save your

Design Forms

Tip

Can I change the color of several controls at once?

Tip

Yes. To select each control you want to change to a different color, hold down the Shift key as you click each control. Handles ( ) appear around each control you select. To select the background color or text color you want to use, perform steps 3 and 4 below.

7

How can I quickly reapply the last color I used?

The Fill Color ( ) and Font Color ( ) buttons show the last background and text color you used. To reapply the last background or text color you used, click the control you want to change and then click the Fill Color ( ) or Font Color ( ) button.

Last Na

me

First N

ame Addres s City

CHANGE THE TEXT COLOR

Outdoor Sporting Go...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

Mailing List : Form

12:00 PM

‹ Click in this area to display the available text colors.

Outdoor Sporting Go...

The text in the control displays the color you selected.

Mailing List : Form

ˇ Click

12:00 PM

to save your

change.

› Click the text color you want to use.

¤ Click the control that displays the text you want to change to a different color. 165

CHANGE THE ALIGNMENT OF DATA

You can align data on a form in three different ways.

1

Order ID Date Sold

1/12/2002

Quantity

350

Unit Price When a form is displayed in the Form view, Access automatically left aligns text and right aligns numbers and dates on the form.

Right

Center

$299.99

Product Name

DVD Player

Company Name

Emerald Creek Electronics

Left

CHANGE THE ALIGNMENT OF DATA

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152. Note: When a form is displayed in the Design view, all data initially appears left aligned.

Order Details : Form

¤ Click the control that displays the data you want to align differently.

‹ Click one of the following buttons. Left align Center Right align

166

12:00 PM

Tribute Electronics : ...

The data in the control appears in the alignment you selected.

Order Details : Form

› Click change.

12:00 PM

to save your

UNDO CHANGES

Design Forms

Access remembers the last changes you made to a form. If you regret these changes, you can cancel them by using the Undo feature.

7

Disco

unt e ric le P a S

Access can only undo changes you made since you last opened the form. UNDO CHANGES

Tribute Electronics : ...

⁄ When working with a form in the Design view, click to undo the last change you made to your form.

Order Details : Form

Note: To change the view of a form, see page 152.

12:00 PM

Tribute Electronics : ...

Access cancels the last change you made to your form in the Design view.

Order Details : Form

12:00 PM

To reverse the results of using the Undo feature, click .

You can repeat step 1 to cancel previous changes you made to your form in the Design view.

167

ADD A PICTURE

ID You can add a picture to a form to make the form more appealing or to help illustrate your data.

Customer Billing Address City

48641 Aquatic World 39 Victoria Road New York

State/Province

NY

Postal Code

10199

You can add a picture such as your company logo, a colorful design or a picture of your products. If you want to display a different picture for each record, such as a picture of each employee, see page 102.

ADD A PICTURE

Tribute Electronics : ...

Order Details : Form

⁄ Display the form you want to add a picture to in the Design view. To change the view of a form, see page 152. ¤ Click on the Toolbox toolbar to add a picture to your form. 168

12:00 PM

If the Toolbox toolbar is not displayed, click to display the toolbar.

Tribute Electronics : ...

‹ Click the location on your form where you want the top left corner of the picture to appear.

Order Details : Form

12:00 PM

The Insert Picture dialog box appears.

Design Forms

Tip

Where can I obtain pictures that I can add to my forms?

Tip

You can use a drawing program to create your own pictures or use a scanner to scan existing pictures into your computer. You can also buy a collection of pictures, called clip art, at stores that sell computer software. Many pages on the Web also offer pictures that you can use.

7

How can I delete a picture I added to a form?

To delete a picture you no longer want to appear on a form, click the picture and then press the Delete key. Access will remove the picture from the form, but will not remove the original picture from your computer. 48641 c World oria Road ork

COL

OR

VIEW

Click Clic k

Delete COMPACT

CLIP ART CD-ROM

Tribute Electronics Logo

273 Jones Road, San Diego, California 92119

Tribute Electronics : ...

This area shows the location of the displayed pictures. You can click this area to change the location.

Order Details : Form

12:00 PM

› Click the name of the picture you want to add to your form.

ˇ Click OK to add the

Tribute Electronics : ...

The picture appears on your form.

Á Click

Order Details : Form

12:00 PM

Note: To move or resize the picture, see page 154.

to save your

change.

picture to your form.

169

APPLY CONDITIONAL FORMATTING

You can have Access apply special formatting to data in a field when the data meets a condition you specify. Applying conditional formatting to data in a field allows you to easily monitor data of interest.

INVENTORY

For example, when the number of units in stock for a product falls below 10, you can have the number appear in red.

Pro duct

In Stock

L ife Jackets

19

Canoe Paddles

135

Boat Cushions

23

In Stock 108

Sleeping Bags Tents

54

Compasses

Emergency Whistles

Bailing Buckets Fishing Rods

Product

120

Portable Stoves

33 12

12

APPLY CONDITIONAL FORMATTING

between

Outdoor Sporting Go...

⁄ Click anywhere in the field that displays the data you want to apply conditional formatting to. ¤ Click Format.

170

Products

‹ Click Conditional Formatting. The Conditional Formatting dialog box appears.

12:00 PM

Outdoor Sporting Go...

12:00 PM

Products

This area displays how the data currently appears in the field.

ˇ Click the operator you

› Click this area to select

type the value that specifies the data you want to apply conditional formatting to.

the operator you want to use to specify the data you want to apply conditional formatting to.

want to use.

Á Click this area and then

Design Forms

Tip

What operators can I use?

= Operator between 100 > and 200 between 100 + not and 200 < equal to 100 equal to 100 1 not greater than 100 2

less than 100 greater than or

3 equal to 100 less than or 4 equal to 100

Outdoor Sporting Go...

‡ If you selected between or not between in step 5, click this area and type the second value.

° To add a background color to data that meets the condition you specified, click in this area.

Products

Tip

Result Formats data between 100 and 200. Formats data not between 100 and 200. Formats data equal to 100. Formats data not equal to 100. Formats data greater than 100. Formats data less than 100. Formats data greater than or equal to 100. Formats data less than or equal to 100.

12:00 PM

· Click the background color you want to use. ‚ To change the color of data that meets the condition you specified, you can repeat steps 8 and 9 in this area.

7

How do I remove conditional formatting from a field?

In the Conditional Formatting dialog box, click Delete. In the Delete Conditional Format dialog box that appears, click Condition 1 ( changes to ) and then press the Enter key.

Outdoor Sporting Go...

12:00 PM

Products

— To bold ( ), italicize ( ) or underline ( ) data that meets the condition you specified, click the appropriate button. This area displays how the data that meets the condition you specified will appear on your form.

± Click OK to confirm your changes. When data in the field meets the condition you specified, the data will display the format you specified.

171

APPLY AN AUTOFORMAT

You can apply an autoformat to quickly change the overall appearance of a form.

You may want to use the same autoformat for every form in your database to give your database a consistent appearance. APPLY AN AUTOFORMAT

Tribute Electronics : ...

⁄ Display the form you want to change in the Design view. To change the view of a form, see page 152.

172

Order Details: Form

12:00 PM

¤ Click to select the form ( changes to ).

Tribute Electronics : ...

‹ Click to select an autoformat for the form.

Order Details: Form

12:00 PM

The AutoFormat dialog box appears.

Design Forms

7

Why didn't my entire form change to the new autoformat?

Tip

If your form contains a subform, the appearance of the subform will not change when you apply an autoformat to the form. A subform displays information from a related table in your database. To apply an autoformat to a subform, open the subform as you would open any form and then perform the steps shown below. To open a form, see page 144.

Subform

Note: If your subform appears in the Datasheet layout, applying an autoformat to the subform will have no effect on the appearance of the subform.

Stone

Tribute Electronics : ...

› Click the autoformat you want to use.

Order Details: Form

12:00 PM

ˇ Click OK to confirm your change.

Tribute Electronics : ...

The form displays the new autoformat.

Order Details: Form

Á Click

12:00 PM

to save your

change.

This area displays a sample of the autoformat you selected.

173

Book I s

Year

shed Publi

Castle

315

360

Still Waters Run Deep

4

rbit

s in O

ceship

1

400

1990 1994 2001

ality

unted

Page

mak St. CA e Si Juli 06 Bluengeles, d. 9 os A oll arr lar R L 0009 ey C ctacu CA 9 v r e a ,

5 The

375

1996

Tou

rist

H

20

01

54

5

Sp ity 146 ster C Fo 649 mas 90 Jeff Tho or y Lane em 14 M ank, CA Burb 4 9150

5

8

CHAPTER 8

Find Data Do you often need to find specific data in your database? In this chapter, you will learn how to sort, find, replace and filter data. Sort Records ..................................176 Find Data ......................................178 Replace Data ..................................180 Filter by Selection ............................182 Filter by Input..................................184

ok ID 1

5

8

Title Spaceships in Orbit

Year Published Pages 2001

360

2 Escape from Reality

1990

400

3 Hugh’s Haunted Castle

1994

315

4 Still Waters Run Deep

1996

375

2001

545

6 The Cowboy Invasion

1993

250

7 My Clandestine Ways

1991

325

2001

425

The UnfTourist

The Magical Lilac Tree

Filter by Exclusion............................185 Filter by Form..................................186

SORT RECORDS s

Page

ed

sh Publi Year

You can change the order of records in a table, form or in the results of a query. Sorting records can help you find, organize and analyze data.

Book

ID

400

1990

Title lity

Rea e from

ap 2 Esc

e

d Castl

aunte gh's H

3 Hu

hips in

ces 1 Spa

315

1994

360

1996

Orbit

545 1997

375

ourist

iar T nfamil

1996

eU 5 Th

rs ll Wate 4 Sti

eep

Run D

SORT RECORDS

$400.00

Outdoor Sporting Go...

Payments : Table

SORT BY ONE FIELD

¤ Click one of the

⁄ Click anywhere in

following buttons.

the field you want to use to sort the records.

176

Sort A to Z, 1 to 9 Sort Z to A, 9 to 1

12:00 PM

Outdoor Sporting Go...

The records appear in the new order. In this example, the records are sorted by payment amount.

Payments : Table

12:00 PM

Find Data

Tip

8

How do I remove a sort from my records?

After sorting records, you can return your records to the original sort order at any time.

⁄ Click Records. ¤ Click Remove Filter/Sort.

Note: If you rearranged fields to sort your records by two fields, removing a sort will not return the fields to their original locations.

Payment Method Payment Amount $400.00 Cash $400.00 Check $350.00 Cash $320.00 Cash $200.00 Credit Card $150.00 Check $145.00 Check $125.00 Check $120.00 Check $120.00 Check $85.00 Credit Card $80.00 Cash $74.00 Check $50.00 Check

Outdoor Sporting Go...

Payments : Table

Cash

12:00 PM

Outdoor Sporting Go...

SORT BY TWO FIELDS

¤ Position the mouse

‹ Click one of the

⁄ Place the fields you want

over the name of the first field you want to use to sort the records ( changes to ). Then drag the mouse until you highlight the second field.

following buttons.

to use to sort the records side by side and in the order you want to perform the sort. Access will sort the leftmost field first. To rearrange fields, see page 45.

Sort A to Z, 1 to 9 Sort Z to A, 9 to 1

Payments : Table

12:00 PM

The records appear in the new order. In this example, the records are sorted by payment method. All records with the same payment method are also sorted by payment amount.

177

FIND DATA

You can search for data of interest in a table, form or in the results of a query.

FIND DATA

Jason Carl Simon Paul Sue Linda Frank David Nancy Stacy Ann Amy Sara

Cook Davis Evans Fraser Grant Harris Hill Jones King Lee Lewis Martin Miller

Outdoor Sporting Go...

⁄ Click anywhere in the field that contains the data you want to find.

178

Whole Field

Ann Amy Sara

Mailing List : Table

¤ Click

12:00 PM

to find the

data. The Find and Replace dialog box appears.

Lewis Martin Miller

Outdoor Sporting Go...

‹ Type the data you want to find. › To specify how you want to search for the data, click this area.

Mailing List : Table

ˇ Click the way you want to search for the data. Note: For information on the ways you can search for data, see the top of page 179.

12:00 PM

Find Data

Tip

8

How can I search for data in a field?

Smith Smithson Macsmith

Smith Smithson Macsmith

Smith Smithson Macsmith Any Part of Field

Whole Field

Start of Field

Finds data anywhere in a field. For example, a search for smith finds Smith, Smithson and Macsmith.

Finds data that exactly matches the data you specify. For example, a search for smith finds Smith, but not Smithson or Macsmith.

Finds data only at the beginning of a field. For example, a search for smith finds Smith and Smithson, but not Macsmith.

Ann Amy Sara

Lewis Martin Miller

Outdoor Sporting Go...

Á Click Find Next to start the search. Access highlights the first instance of matching data in the field.

Amy Sara

Seattle

Mailing List : Table

12:00 PM

If the Find and Replace dialog box covers the highlighted data, position the mouse over the title bar and then drag the dialog box to a new location.

‡ Click Find Next to find the next instance of matching data in the field.

Martin Miller

Outdoor Sporting Go...

Mailing List : Table

12:00 PM

° Repeat step 7 until a

‚ To close the Find

dialog box appears, telling you the search is complete.

and Replace dialog box, click Cancel.

· Click OK to close the dialog box.

179

REPLACE DATA Address ID

You can find and replace data in a table, form or in the results of a query. The Replace feature is useful when you want to make the same change to many records.

First Name

Last Name

Address

City

State/Province Postal Code

1 Jack

Adams

258 Linton Ave. New York

NY

10010

2 Lisa

Bell

50 Tree Lane

MA

02117

3 Ann

Lewis

68 Cracker Ave. San Francisco CA

94110

4 Sara

Miller

47 Crosby Ave. Bosten

MA

02118

5 Daniel

Price

26 Arnold Cres. Jacksonville

FL

32256

6 Janet

Young

401 Idon Dr.

Nashville

TN

37243

7 Josh

Nelson

10 Heldon St.

Atlanta

GA

30375

8 Julie

Brown

TN

37245

Bosten

36 Buzzard St. Nashville SEARCH

Bosten

REPLACE DATA

Tribute Electronics : ...

⁄ Click anywhere in the field that contains the data you want to replace with new data. ¤ Click

180

.

Orders : Table

12:00 PM

Tribute Electronics : ...

The Find and Replace dialog box appears.

ˇ Click this area and type the new data.

‹ Click the Replace tab. › Type the data you

This area indicates how Access will search for the data. You can click this area to change how Access will search for the data.

want to replace with new data.

Orders : Table

12:00 PM

Note: For information on the ways you can search for data, see the top of page 179.

Á Click Find Next to start the search.

Find Data

Tip

How do I move the Find and Replace dialog box?

Tip

To move the Find and Replace dialog box so you can clearly view the data in your table, form or query, position the mouse over the title bar of the dialog box and then drag the dialog box to a new location.

8

How can the Replace feature help me quickly enter data?

You can type a short form of a word or phrase, such as MA, when entering data in a field. You can then use the Replace feature to replace the short form with the full word or phrase, such as Massachusetts.

M

A DX-7730

CD Player CD Changer

Tribute Electronics : ...

Orders : Table

12:00 PM

Access highlights the first instance of matching data in the field.

Find Next - Skip the data and find the next instance of matching data in the field.

‡ Click one of the

Replace - Replace the data.

following options.

Replace All - Replace the data and all other instances of matching data in the field.

Note: If you select Replace All, a dialog box will appear. Click Yes to continue.

Tribute Electronics : ...

In this example, Access replaces the data and searches for the next instance of matching data in the field.

12:00 PM

Orders : Table

· Click OK to close the dialog box. ‚ To close the Find and Replace dialog box, click Cancel.

° Repeat step 7 until a dialog box appears, telling you the search is complete.

181

FILTER BY SELECTION imak Julie S e St. u 906 Bl eles, CA g A s Lo n 90009

You can filter records in a table, form or in the results of a query to display only the records that contain data of interest. Filtering records can help you review and analyze information in your database.

oll y Car r . Har ve ctacular Rd e p A 146 S City, C Foster 90649 Jeff Thomas 14 Memory Lane Burbank, CA 91504

For example, you can filter records to display only the records for customers who live in California. FILTER BY SELECTION

Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank David

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill Jones

Tribute Electronics : ...

⁄ Click the data you want to use to filter the records. Access will display only the records that contain exactly the same data.

182

Jack Julie Alan Carl Sue Linda

Employees : Table

12:00 PM

Note: You can select data to change the way Access filters records. For more information, see the top of page 183.

Adams Brown Carter Davis Grant Harris

Tribute Electronics : ...

¤ Click

to filter the

records. Access displays only the records that contain the same data. All other records are temporarily hidden.

Sales

Employees : Table

12:00 PM

In this example, Access displays only the employees in the Sales department.

Find Data

Tip

8

How can I change the way Access filters records?

You can select data to change the way Access filters records. To select data, see page 55.

SMITH

Jack Julie Alan Carl Sue Linda

SMITH

SMITHSON SMILEY

SMITH

RONSONVILLE

SONY SMITHSON

Exact Match

First Characters

Any Characters

If you do not select any data, Access will only find data that matches exactly. For example, Smith finds only Smith.

If you select part of a word, starting with the first character, Access will find data that starts with the same characters. For example, Smith finds Smithson and Smiley.

If you select part of a word, starting after the first character, Access will find any data that contains the selected characters. For example, Ronsonville finds Sony and Smithson.

Adams Brown Carter Davis Grant Harris

Tribute Electronics : ...

The word Filtered appears in this area to indicate that you are viewing filtered records.

Jack Julie Alan Carl Sue Linda

Sales

Employees : Table

To further filter the records, you can repeat steps 1 and 2.

12:00 PM

Adams Brown Carter Davis Grant Harris

Tribute Electronics : ...

Sales

Employees : Table

12:00 PM

‹ When you finish reviewing the filtered records, click to once again display all the records.

183

FILTER BY INPUT

Last Name First Name

You can filter records in a table, form or in the results of a query by entering criteria. Criteria are conditions that identify which records you want to display.

Adams

Jack

Amount $620.70

Jones

Martin

$582.26

David

n Micheal Brow

Julie $120.00

$369.25

$789.20

Amy

Turner Morris

$148.00

Ryan

Smith

Diane

Kevin

$238.00

$825.99

For example, you can enter criteria to display only the records for customers who made purchases of more than $500. FILTER BY INPUT

$525.00

Tribute Electronics : ...

⁄ Right-click anywhere in the field you want to use to filter the records. A menu appears.

184

Order Details : Table

12:00 PM

¤ Click the area beside Filter For:.

‹ Type the criteria you want to use to filter the records. Then press the Enter key. Note: For examples of criteria you can use, see page 187.

Tribute Electronics : ...

Access displays only the records that meet the criteria you specified. All other records are temporarily hidden. In this example, Access displays orders over $300.

Order Details : Table

12:00 PM

The word Filtered appears in this area to indicate that you are viewing filtered records.

› When you finish reviewing the filtered records, click to once again display all the records.

FILTER BY EXCLUSION

You can filter records in a table, form or in the results of a query to hide records that do not contain data of interest.

Book ID 1

5

8

Find Data

Title

8

Year Published Pages 2001

360

2 Escape from Reality

1990

400

3 Hugh’s Haunted Castle

1994

315

4 Still Waters Run Deep

1996

375

2001

545

6 The Cowboy Invasion

1993

250

7 My Clandestine Ways

1991

325

2001

425

Spaceships in Orbit

The UnfTourist

The Magical Lilac Tree

For example, you can filter records to hide the records for all books published in 2001.

FILTER BY EXCLUSION

Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank David

Tribute Electronics : ...

⁄ Right-click the data you want to use to filter the records. Access will hide all the records that contain exactly the same data. A menu appears.

Sara Josh Mark Janet Erin Lisa Matt Jason Simon Paul Frank David Bob Ryan

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill Jones

Employees : Table

12:00 PM

¤ Click Filter Excluding Selection.

Miller Nelson Taylor Young Baker Bell Cole Cook Evans Fraser Hill Jones White Smith

Tribute Electronics : ...

Production

Employees : Table

12:00 PM

Access temporarily hides the records that contain the data you specified.

To further filter the records, you can repeat steps 1 and 2.

In this example, Access hides the employees in the Sales department.

‹ When you finish

The word Filtered appears in this area to indicate that you are viewing filtered records.

reviewing the filtered records, click to once again display all the records.

185

FILTER BY FORM

You can use the Filter by Form feature to find and display records of interest in a table, form or in the results of a query.

Last Name First Name Adams

Amount

Jack

$148.00

Bell

Lisa

$369.25

Paul

$238.00 FEDER

VE NOTE 11000 AL RESER 11111

ONE

1111111000

A

VE NOTE 11000 AL RESER 11111 FEDER

ONE

1111111000 FEDER

ONE

A GEORGE

THE UNITE

S OF AMER

WASHINGTON

D STATE

Grant

FEDER

ICA

NOTE RESERVE 1111111000

ONE

A GEORGE

THE UNITE

S OF AMER

WASHINGTON

D STATE

ONE Sue

A

FEDERAL 1111111000

ONE

S OF AMER

WASHINGTON

D STATE

FEDERAL 1111111000

THE UNITE

7777777

D

FEDER

1

S OF AMER

WASHINGTON

D STATE

1

ONE

ONE

A

7777777

1

A

S OF AMER

WASHINGTON

D STATE

ONE

S OF AMER

ICA

ONE

ONE

FEDER

A WASHINGTO

N

ED STATE

ICA

ONE

A 7777777

1

7777777

GEORGE

THE UNIT

1

7777777

OF AMER

VE NOTE 11000 AL RESER 11111 FEDER

1111111000

ONE

1111111000

7777777

ONE

N WASHINGTO

STATES

GEORGE

ED THE UNIT

1

1

7777777

1

VE NOTE 11000 AL RESER 11111

7777777

ICA N WASHINGTO GEORGE S OF AMER ED STATE THE UNIT VE NOTE 11000 AL RESER 11111 FEDER

1

N

A

7777777

1

WASHINGTO

1111111000

ONE

A

ICA OF AMER STATES

GEORGE

ED THE UNIT

1

1

7777777

1

7777777

7777777

S OF AMER

1

7777777

GEORGE

1

ICA S OF AMER

N WASHINGTO

ED STATE THE UNIT

ICA

1

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GEORGE

THE UNITE

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VE NOTE 11000 AL RESER 11111

A

ICA N WASHINGTO GEORGE S OF AMER ED STATE THE UNIT VE NOTE 11000 AL RESER 11111 FEDER

ONE

A

ONAE

A

FEDER

1111111000

WASHINGTON

D STATE

GEORGE

ED STATE THE UNIT

7777777

ICA

1

7777777

7777777

1111111000

1 THE UNITE 1 7777777 VE NOTE 1000 AL RESER 111111 ICA FEDER S OF AMER NOTE RESERVE 1111111000 1111111000 FEDERAL NOTE 1 7777777 10001000 RESERVE 111111 111111 FEDERAL ICA WASHINGTON 7777777 S OF AMER 1 GEORGE 7777777 D STATE 1111111000 1 THE UNITE ICA WASHINGTON S OF AMER 1GEORGE 77777777777777 VE NOTE 1000 D STATE AL RESER 111111 ICAUNITE 1OF AMER THE FEDER WASHINGTON 7777777 GEORGE STATES 1000 D 111111 1 THE UNITE NOTE 7777777 RESERVE 1111111000 ICA FEDERAL WASHINGTON GEORGE 7777777 S OF AMER D STATE 1111111000 1 THE UNITE GEORGE

THE UNITE

1 ICA

A

1

ICA S OF AMER

N

A 1

7777777

GEORGE

S OF AMER

VE NOTE 11000 AL RESER 11111 FEDER 1111111000

ONE

7777777

ED STATE

VE NOTE 11000 AL RESER 11111 FEDER 1111111000

1

7777777

WASHINGTO

GEORGE

THE UNIT

N WASHINGTO

$422.00 ONE

ONE

GEORGE

VE NOTE 1000 AL RESER 111111

A

ONE

1

ICA S OF AMER

N

ED STATE THE UNIT

ICA

1111111000

NOTE RESERVE 1111111000

A 1

1

1 ICA

WASHINGTON

1

1

VE NOTE 11000 AL RESER 11111

7777777

OF AMER STATES

GEORGE

WASHINGTO

FEDER

A

7777777

7777777

7777777

GEORGE

THE UNITE

GEORGE

ED STATE THE UNIT

1111111000

ONE

ONE 7777777

7777777

7777777

7777777

ICA

VE NOTE 1000 AL RESER 111111

A

NOTE RESERVE 1111111000

7777777

S OF AMER

WASHINGTON

D STATE

FEDER

1111111000

A 1

GEORGE

THE UNITE

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1

1

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7777777

1

A

$789.20

Alan

1

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A

VE NOTE 1000 AL RESER 111111

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FEDERAL 1111111000

Carter

ICA N WASHINGTO GEORGE S OF AMER ED STATE THE UNIT VE NOTE 11000 AL RESER 11111 FEDER

7777777

1

1

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ICA N WASHINGTO GEORGE S OF AMER ED STATE THE UNIT VE NOTE 11000 AL RESER 11111 FEDER 1111111000

7777777

1

1

7777777

7777777

1

A

VE NOTE 1000 AL RESER 111111

1111111000

When you filter by form, you need to specify the criteria that records must meet to appear in the results. For example, you can specify criteria to display only the records for customers who purchased less than $500 of your products.

$582.26

d Davi $120.00

s Micheal Jone Fraser

$620.70

Jason

Cook

ICA

FILTER BY FORM USING ONE CRITERIA

1 Jack

Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank David

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill Jones

Tribute Electronics : ...

⁄ Click to filter your records by form.

186

Employees : Table

The Filter by Form window appears.

12:00 PM

Tribute Electronics:...

This area displays the field names from your table, form or query results.

Employees: Filter by...

12:00 PM

¤ To clear any information used for your last filter, click .

Find Data

What criteria can I use to filter records?

Tip

Tip

Here are some examples of criteria you can use to filter records. For more examples, see page 214.

Criteria

Description

<100 >100

Less than 100

=Texas

Matches Texas

Between 100 and 200

Between 100 and 200

Like Mar*

Starts with “Mar”

Like *mar*

Contains “mar”

Is there another way to enter the criteria I want to use to filter records?

Yes. To enter criteria, you can perform steps 1 to 3 below and then click the arrow ( ) that appears in the area. A list of all the values in the field appears. Click the value you want to use to filter the records.

Greater than 100

2 Erin

1

Julie Alan Matt Jason Sue Ryan Diane

Tribute Electronics:...

8

12:00 PM

Employees: Filter by...

Baker Brown Carter Cole Cook Grant Smith Morris

Tribute Electronics:...

Employees: Table

12:00 PM

‹ Click the blank area for the field you want to use to filter the records.

› Type the criteria to specify which records you want to find.

Access displays only the records that meet the criteria you specified.

The word Filtered appears in this area to indicate that you are viewing filtered records.

Note: If a list appears, press the Esc key to hide the list.

Note: For examples of criteria you can use, see the top of this page.

In this example, Access displays employees who earn more than $60,000.

Á When you finish reviewing

ˇ Click

to filter the

the filtered records, click once again display all the records.

to

records.

187

$2 0

FILTER BY FORM 0

$5

6

M ar St k ac MA y

H

NY

O

n

a Al

OH

When using the Filter by Form feature, you can use multiple criteria to filter your records. Access will find and display records that meet the criteria you specify.

$2

6

$7

A Ry t C ith Jane Stmi CA Cin Carl 4 1 avis 4 D

1

M

Criteria are conditions that identify which records you want to appear in the results. For example, you can specify criteria to display customers living in California who purchased more than $500 of your products. For examples of criteria, see page 214.

an

n

Ad

am

CA

an

CA

$6

00

0

25

$5

$75

$800

FILTER BY FORM USING MULTIPLE CRITERIA

4 Julie

2

Alan Sue

Tribute Electronics:...

"AND" ⁄ To enter the first criteria you want to use to filter the records, perform steps 1 to 4 starting on page 186. USING

Employees: Filter By...

¤ To enter the second criteria, click the blank area for the other field you want to use to filter the records. Then type the second criteria. ‹ Click records.

188

12:00 PM

to filter the

Brown Carter Grant

Tribute Electronics:...

Access displays the records that meet both of the criteria you specified. In this example, Access displays employees in the Sales department who earn more than $60,000.

Employees : Table

12:00 PM

The word Filtered appears in this area to indicate that you are viewing filtered records.

› When you finish reviewing the filtered records, click to once again display all the records.

Find Data

Tip

8

How can I use multiple criteria to filter records? Filter records using "And" Texas Last Name

ID

Last Name

ID

State

Units

1

Cooper

TX

258

2

Bibby

CA

329

3

Mullin

NY

176

4

Simak

TX

346

5

Jones

TX

168

6

Webb

NV

182

>200 State

Units

1

Cooper

TX

258

4

Simak

TX

346

Filter records using "Or" Texas

California ID ID

Last Name

State

Units

1

Cooper

TX

258

2

Bibby

CA

329

4

Simak

TX

346

5

Jones

TX

168

1 Jack

4

Julie Alan Carl Paul Sue Linda Helen

Tribute Electronics:...

Employees: Filter by...

12:00 PM

"OR" ⁄ To enter the first criteria you want to use to filter the records, perform steps 1 to 4 starting on page 186.

‹ To enter the second criteria, click the blank area for the field you want to use to filter the records. Then type the second criteria.

¤ Click the Or tab.

› Click

USING

records.

Displays records that meet all of the criteria you specify. For example, Texas and >200 displays only customers living in Texas who purchased more than 200 units.

to filter the

Displays records that meet at least one of the criteria you specify. For example, California or Texas displays customers who live in California or Texas.

Adams Brown Carter Davis Fraser Grant Harris Reed

Tribute Electronics:...

Employees : Table

12:00 PM

Access displays the records that meet at least one of the criteria you specified.

The word Filtered appears in this area to indicate that you are viewing filtered records.

In this example, Access displays employees in the Sales or Accounting department.

ˇ When you finish reviewing the filtered records, click to once again display all the records.

189

?

What were the top five selling products this week? Product

Product ID

Quantity

1

Water-skis

120

5

Bike

245

13

Tennis racquet

250

18

Basketball

264

23

Running shoes

364

Query

.

x

3

2

1

_

6

5

4

+

9

8

7

C

RM

M-

M+

0

=

/

CHAPTER 9

Create Queries Would you like to create queries to find information of interest in your database? This chapter shows you how. Create a Query in the Design View ..192 Create a Query Using the Simple Query Wizard..............................196 Change the View of a Query............202 Open a Query................................204 Rearrange Fields ............................205 Add Fields ......................................206 Delete a Field ................................208 Hide a Field ..................................209 Sort Query Results ..........................210 Using Criteria to Find Records ..........211 Using Multiple Criteria to Find Records........................................212

? What is the ? Who is the lowest Examples of Criteria ........................214 top ? Which pr Display Highest or Lowest Values ......216 oduct has ? WhichSupesalersstore ordered? Perform Calculations ........................218 reps sold the most products Using Parameters ............................220 this month?

Queries

Summarize Data ............................222 Find Unmatched Records..................226

CREATE A QUERY IN THE DESIGN VIEW

You can create a query to find information of interest in your database.

Which wines were 65? made before 19

Creating a query allows you to find information that meets certain criteria in your database. Criteria are conditions that identify which records you want to find. CREATE A QUERY IN THE DESIGN VIEW

Create query in Design view

Customers

Tribute Electronics : ...

⁄ Click Queries in the Database window.

192

12:00 PM

¤ Double-click Create query in Design view.

Tribute Electronics : ...

Query1 : Select Query

12:00 PM

The Select Query window and the Show Table dialog box appear.

‹ Click a table that

This area lists all the tables in your database.

› Click Add to add the

contains information you want to use in your query. table to your query.

Create Queries

Tip

Why does a line appear between the tables in the Select Query window?

Tip

If the tables you select to use in a query are related, Access displays a line joining the related fields in the tables. When creating a query that uses information from more than one table, the tables should be related so that Access can bring together the information in the tables. For information on relationships, see page 128.

Customers

Orders

* CustomerID CompanyNam BillingAddress City

* CustomerID OrderID ProductName Quantity

9

How do I add another table to my query?

To add another table to your query, click to redisplay the Show Table dialog box. Then perform steps 3 and 4 on page 192 to add another table to your query.

Order Details

Tribute Electronics : ...

Query 1 : Selet Query

12:00 PM

Order Details

Tribute Electronics : ...

A box appears in the Select Query window, displaying the fields for the table you selected.

ˇ To add another table to your query, repeat steps 3 and 4 for each table.

Query1 : Select Query

12:00 PM

Á Click Close to hide the Show Table dialog box.

Tribute Electronics : ...

Each box in this area displays the fields for one table.

Query1 : Select Query

12:00 PM

If you accidentally added a table to the query, click the box displaying the fields for the table and then press the Delete key. Access will remove the table from the query, but will not remove the table from the database.

193

CREATE A QUERY IN THE DESIGN VIEW Select Fields Customers Query: Select Query

You can select which fields from your tables you want to include in your query.

Last Name

First Name

Address

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser

Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul

220 Whittle St. Greenfield 19 Milverton Blvd. Hartford 14 Spencer Ave. Indianapolis 125 Crane St. San Diego 772 Main St. Baltimore 14 Pine St. Freeport 192 College St. Little Rock 85 Elm St. Charlotte 24 Cortez Blvd. Tampa 55 Sunset St. Syracuse

City

State

Phone #

WI CT IN CA MD ME AR NC FL NY

414-555-6325 860-555-6582 317-555-0024 858-555-9713 410-555-3164 207-555-1478 501-555-1230 704-555-3579 813-555-2864 315-555-1675

For example, you may want to include only the name and phone number of each customer. CREATE A QUERY IN THE DESIGN VIEW (CONTINUED)

Quantity Ordered

CompanyName

Tribute Electronics : ...

‡ Double-click a field you want to include in your query.

Query1 : Select Query

12:00 PM

This area displays the field you selected and the table that contains the field.

Tribute Electronics : ...

° To include other fields in your query, repeat step 7 for each field you want to include. Note: To quickly select all the fields in a table, see page 206.

194

Query1 : Select Query

12:00 PM

RUN A QUERY

⁄ Click the query.

to run

Create Queries

Tip

Does a query store data?

9

Can I change information displayed in the results of my query?

Tip

No. When you save a query, Access saves only the design of the query. Each time you run a query, Access gathers the most current data from your database to determine the results of the query. For example, you can run the same query each month to display the top sales representatives for the month.

Yes. You can edit data displayed in the results of a query as you would edit data in a table. If you change the data displayed in the query results, the data will also change in the table used to create the query. To edit data in a table, see page 56.

What is the lowest Who is the top Which product has WhichSupsaleersstorrepesord soldered? the most products this month?

1 Chi k

S

2 Omelet 3 Veggie Pizz a 4 Lasagna 5 Pancakes 6 Pork Chops 7 Garden Sal ad 8

Fruit Salad

Dinner Breakfast Lunch Dinner Breakfast Dinner Lunch Breakfast

No Yes Yes No

Yes No Yes Yes

CC&M Radio Store

Products Sold

Tribute Electronics : ...

The results of the query appear. This area displays the names of the fields you included in the query.

Query1 : Select Query

12:00 PM

The records that meet the conditions you specified appear in this area. In this example, all the records from the table(s) are displayed. To return to the Design view, click .

Tribute Electronics : ...

Query1 : Select Query

12:00 PM

SAVE A QUERY

¤ Type a name for your

⁄ Click

query and then press the Enter key.

to save your query so you can run the query again later. The Save As dialog box appears.

‹ When you finish working with your query, click to close the query.

195

CREATE A QUERY USING THE SIMPLE QUERY WIZARD

You can use the Simple Query Wizard to create a query. A query allows you to find and analyze information of interest in your database.

Query

The Simple Query Wizard will ask you a series of questions and then set up a query based on your answers. CREATE A QUERY USING THE SIMPLE QUERY WIZARD

Create query by using wizard Table: Order Details

Tribute Electronics : ...

⁄ Click Queries in the Database window.

12:00 PM

¤ Double-click Create query by using wizard.

Tribute Electronics : ...

The Simple Query Wizard appears.

‹ Click

in this area to select the table that contains the fields you want to include in your query.

196

12:00 PM

› Click the table that contains the fields.

Create Queries

Which tables in my database can I use to create a query?

Tip

You can use any table in your database to create a query. When creating a query that uses information from more than one table, relationships must exist between the tables so that Access can bring together the information in the tables. For information on relationships, see page 128.

Date

Social Security ID

111-11-1111

10-10-99

Score 97

Concerns

9

Comments Jim has remained

No

9-5

222-22-2222

4

Social Security ID

333-33-3333

7

111-11-1111

444-44-4444

8

222-22-2222

600-60-6000

4

333-33-3333

777-77-7777

3

444-44-4444

888-88-8888

11

600-60-6000

999-99-9999

5

777-77-7777

000-00-0000

6

888-88-8888

000-11-2222

6

999-99-9999

Salary

Position

$42,000

Sales

Hours

Years

5

8-4

12-5

Social Security ID First Name

Accounting

111-11-1111

9-5 8-6

Last Name

222-22-2222

Adams $30,000 Baker Erin 12-5

333-33-3333

Lisa

Bell

Julie

Brown

Jack

2

Address

City

State/Province Postal Code

258 Linton Ave. New York

NY

10010

50 Tree Lane

MA

02117

68 Cracker Ave. San Francisco CA

94110

47 Crosby Ave. Las Vegas

NV

89116

26 Arnold Cres. Jacksonville

FL

32256

Boston

Marketing 444-44-4444 600-60-6000

Hr

1 Alan

Carter

999-99-9999

$38,000 Cole Matt 9-5 Cook Jason 8-6 $55,000 Davis Carl

000-00-0000

Simon

Evans

15 Bizzo Pl.

New York

NY

10020

000-11-2222

Paul

Fraser

890 Apple St.

San Diego

CA

92121

777-77-7777

000-00-0000 888-88-8888 000-11-2222

9-5

Consulting

401 Idon Dr.

Nashville

TN

37243

10 Heldon St.

Atlanta

GA

30375

36 Buzzard St. Boston

MA

02118

8

Quantity Ordered Discount

Product Name

Tribute Electronics : ...

This area displays the fields from the table you selected.

ˇ Double-click each field you want to include in your query.

12:00 PM

Note: To add all the fields from the table at once, click .

Tribute Electronics : ...

Each field you select appears in this area. To remove a field you accidentally selected, double-click the field in this area. Note: To remove all the fields at once, click .

12:00 PM

Á To include fields from other tables in your database, repeat steps 3 to 5 for each table. ‡ Click Next to continue.

197

CREATE A QUERY USING THE SIMPLE QUERY WIZARD

If your query contains information that Access can summarize, you can choose to show all the records or just a summary of the records in the results of your query.

CREATE A QUERY USING THE SIMPLE QUERY WIZARD (CONTINUED)

12:00 PM

Tribute Electronics : ...

This screen appears if your query contains information that Access can summarize.

° Click the way you want

Note: If this screen does not appear, skip to step 16.

· If you selected Summary

198

to display the information in the results of your query ( changes to ). in step 8, click Summary Options. Note: If you selected Detail in step 8, skip to step 15.

12:00 PM

Tribute Electronics : ...

The Summary Options dialog box appears. This area displays the fields you can summarize.

‚ Click the box (

) for each calculation you want to perform ( changes to ). Note: For information on the calculations you can perform, see the top of page 199.

Create Queries

Tip

9

What calculations can Access perform to summarize data in my query?

Sum

Avg

Min

Max

Count records

Adds the values.

Calculates the average value.

Finds the smallest value.

Finds the largest value.

Counts the number of records.

Tribute Electronics : ...

— To count the number of records used in each group to perform the calculations, click this option ( changes to ).

12:00 PM

± Click OK to confirm your selections.

Tribute Electronics : ...

¡ Click Next to continue.

12:00 PM

You can click Back at any time to return to a previous step and change your selections.

199

CREATE A QUERY USING THE SIMPLE QUERY WIZARD By

If a field in your query contains dates, you can specify the way you want to group the dates in your query.

Day Monda y, Janu Qty O ar y 05 rdered , 2004 Tuesda y, Janu ar y 06 10 , 2004 Wedne By Mo sday, J n th anuar y Qty O Thursd 07, 20 Janu rdered ay, Jan ar y 20 02 04 uar y 0 8, 200 50 4 Februar y 2004 By Qu arter March Qty O 2004 rdere Q1 200 d 4 April 2 004 B y Yea Q2 200 r 4 Qty O rdere 2 0 01 d Q3 20 04 350 2002 Q4 20 04 400 2003

2004

You can group dates by day, month, quarter or year.

250 500

CREATE A QUERY USING THE SIMPLE QUERY WIZARD (CONTINUED)

12:00 PM

Tribute Electronics : ...

This screen appears if a field in your query contains dates and you chose to summarize data in your query in step 8.

™ Click the way you

Note: If this screen does not appear, skip to step 16.

continue.

200

want to group the dates in your query ( changes to ).

£ Click Next to

12:00 PM

Tribute Electronics : ...

¢ Type a name for your query. ∞ Click this option to open and review the results of your query ( changes to ).

§ Click Finish to create your query.

Create Queries

Tip

Why didn't my query summarize data the way I expected?

Tip

To ensure that Access will properly summarize data in your query, make sure you include only the fields you need to summarize data. For example, to determine the total number of units sold by each employee, you should include only the Employee and Units Sold fields.

Employee Abbott Carey Davis Jones Lance McMillan

9

Can I make changes to a query I created using the Simple Query Wizard?

Yes. You can use the Design view of a query to make changes to any query you create. For example, you can sort records and add and remove fields. To display a query in the Design view, see page 202.

Units Sold 8,800 7,400 3,900 3,700 7,700 8,800

Salary Employees

32" Television Products Sold by Month

Tribute Electronics : ...

The results of your query appear.

Products Sold by Mon...

¶ When you finish reviewing the results of your query, click to close the query.

12:00 PM

Tribute Electronics : ...

The query appears in the Database window. To once again open the query to review the results of the query, double-click the query in the Database window.

12:00 PM

Note: Each time you open a query, Access will use the most current data from your database to determine the results of the query.

201

CHANGE THE VIEW OF A QUERY

Design View You can view a query in five different ways. Each view allows you to perform different tasks.

SQL View

Datasheet View North

Select View

1

2

32

4

5

CHANGE THE VIEW OF A QUERY

Customer Name

Gibby Sports Inc. : D...

In this example, the query appears in the Datasheet view.

⁄ Click in this area to display the query in a different view. 202

Customer Orders Qu...

¤ Click the view you want to use.

12:00 PM

Gibby Sports Inc. : D...

The query appears in the view you selected.

Customer Orders Qu...

12:00 PM

In this example, the View button changed from to . To quickly switch between the Datasheet ( ) and Design ( ) views, click the View button.

Create Queries

9

THE QUERY VIEWS

Design View

Datasheet View

The Design view allows you to plan your query. You can use this view to specify the data you want to find, where Access can find the data and how you want to display the results.

The Datasheet view displays the results of your query. The field names appear across the top of the window. Each row shows the information for one record that meets the conditions you specified.

North

Region

SQL View

The SQL view displays the SQL statements for your query. SQL (Structured Query Language) is a computer language used to work with the information in a database. When you create a query, Access creates the SQL statements that describe your query.

PivotTable View

PivotChart View

The PivotTable view allows you to summarize and analyze the results of your query. When you first display your query results in this view, the PivotTable is empty and you must add the fields you want the PivotTable to display. For information on using the PivotTable view, see page 232.

The PivotChart view allows you to display a graphical summary of the results of your query. When you first display your query results in this view, the PivotChart is empty and you must add the fields you want the PivotChart to display. For information on using the PivotChart view, see page 238.

203

OPEN A QUERY

You can open a query to display the results of the query on your screen. Opening a query allows you to review and make changes to the query. AD3 PUSH

Each time you open a query, Access will use the most current data from your database to determine the results of the query.

COMPACT COMPACT

POWER

RESET

AD3

OPEN A QUERY

32" Television

Products Sold by Month

12:00 PM

Tribute Electronics : ...

⁄ Click Queries in the Database window.

This area displays a list of the queries in your database.

¤ Double-click the query you want to open.

204

Tribute Electronics : ...

Products Sold by Mon...

The query opens, displaying the results of the query. When you finish reviewing and working with the query, click to close the query.

12:00 PM

Note: A dialog box will appear if you did not save changes you made to the design of the query. Click Yes or No to specify if you want to save the changes.

Create Queries

e m Na st La

REARRANGE FIELDS

You can change the order of fields in a query. Rearranging fields in a query will affect the order in which the fields will appear in the query results.

Client

9

ID

Ph on e

First Na me

REARRANGE FIELDS

Product Order Details

Product Order Details

Outdoor Sporting Go...

Orders : Select Query

⁄ Display the query you want to change in the Design view. To change the view of a query, see page 202. ¤ Position the mouse directly above the field you want to move ( changes to ) and then click to select the field. The field is highlighted.

12:00 PM

‹ Position the mouse directly above the selected field and then drag the field to a new location.

Outdoor Sporting Go...

The field appears in the new location.

12:00 PM

Orders : Select Query

› Click

to save your change.

Note: A thick line shows where the field will appear.

205

ADD FIELDS

You can add one or all the fields in a table to a query. All the fields you add will appear in the results of the query.

Clien

t ID

First

Nam

e

Last

Phon

e#

Nam e

Adding a field to a query is useful if you did not include a field from a table when you created a query. ADD ONE FIELD

ADD ALL FIELDS

OrderID CompanyNa DateSold EmployeeID

ProductName

Tribute Electronics : ...

Each box in this area displays the fields for one table.

⁄ Double-click the field you want to add to your query. 206

Query1 : Select Query

12:00 PM

The field you select and the table that contains the field appear in a column.

Tribute Electronics : ...

Query1 : Select Query

12:00 PM

⁄ Double-click the heading

¤ Position the mouse

of the box for the table that contains the fields you want to add to your query.

over the selected fields and then drag the fields to the first empty column.

All the fields in the table are selected.

Each field from the table appears in its own column.

Create Queries

Why would I use the asterisk (*) to add all the fields in a table to a query?

Tip

If you may later add or delete fields from a table used in a query, you may want to use the asterisk (*) to add all the fields in the table to the query. When you add or delete a field from the table, Access will automatically add or delete the field from the query.

Tip

9

How can I clear a query to start over?

If you make mistakes while adding fields to a query, you can start over by clearing the query.

⁄ Click Edit. ¤ Click Clear Grid.

Recipe ID

Recipe Na

me

Meal

Note: If Clear Grid does not appear on the menu, position the mouse over the bottom of the menu to display the menu option.

Vegetarian

ADD ALL FIELDS USING THE ASTERISK (*)

Products.*

Tribute Electronics : ...

⁄ Double-click the asterisk (*) in the box for the table containing the fields you want to add to your query.

Query1 : Select Query

12:00 PM

The name of the table, followed by an asterisk (*), appears in a column. All the fields in the table will appear in the results of your query.

Tribute Electronics : ...

¤ To set criteria or other options for one field in the table, double-click the field to place the field in a separate column. The field appears in a separate column in the query.

Query1 : Select Query

12:00 PM

Note: To set criteria for the field, see page 211.

‹ To ensure the field will not appear twice in the query results, click the Show box for the field ( changes to ).

207

DELETE A FIELD Me al

Di Br nne Lu eak r Din nch fast n Lu nc er D h Br inne e r a Di nn kfa st er

You can delete a field you no longer want to include in your query.

re vegetarian cipes Recipe Na

me

Vegetaria

Chicken St ir-fry Bacon BLT Sand wich Lasagna Garden Sa lad Pork Chop s Pancakes BBQ Chick en

n

No No No No Yes No Yes No

When you delete a field from a query, Access will not delete the field from the table you used to create the query.

DELETE A FIELD

Department

Last Name Sales Reps

Gibby Sports Inc. : D...

⁄ To select the field you want to delete, position the mouse directly above the field ( changes to ) and then click to select the field. The field is highlighted.

208

12:00 PM

Employees Query: S...

¤ Press the

Delete

to delete the field.

key

Gibby Sports Inc. : D...

The field disappears from your query.

Employees Query: S...

12:00 PM

HIDE A FIELD

Create Queries

9

You can hide a field used in a query. Hiding a field is useful when you need a field to find information in your database, but do not want the field to appear in the results of your query. For example, you can use the State field in a query to find all your clients in Florida, but hide the State field in the query results. HIDE A FIELD

Cycle Rama

Gibby Sporting Inc. : D...

Customers Orders Qu...

Each field that displays a check mark ( ) will appear in the results of your query.

⁄ If you do not want a field to appear in the results of your query, click the Show box for the field ( changes to ).

¤ Click

to run the query.

12:00 PM

Gibby Sporting Inc. : D...

12:00 PM

If you no longer want to hide a field in the results of your query, repeat step 1 ( changes to ).

The field does not appear in the results of the query. To return to the Design view, click

Customers Orders Qu...

.

209

SORT QUERY RESULTS

You can sort the results of a query to better organize the results. Sorting the query results can help you quickly find information of interest.

r

g orde

cendin

in as ores”

sc

Sort “

You can sort the results of a query in two ways. Ascending

Sorts A to Z, 1 to 9 Descending

Sorts Z to A, 9 to 1 SORT QUERY RESULTS

14 Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank David

Ascending

Outdoor Sporting Go...

12:00 PM

Mailing List Query : S...

⁄ Click the Sort area for

‹ Click the way you

the field you want to use to sort the results of your query. An arrow ( ) appears.

want to sort the query results.

¤ Click the arrow ( ) to list the available sort options. 210

› Click the query.

to run

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill Jones

Outdoor Sporting Go...

The records appear in the order you specified. In this example, the records are sorted alphabetically by state. To return to the Design view, click .

Mailing List Query : S...

12:00 PM

If you no longer want to use a field to sort the query results, repeat steps 1 to 3, selecting (not sorted) in step 3.

USING CRITERIA TO FIND RECORDS

You can use criteria to find specific records in your database. Criteria are conditions that identify which records you want to find.

ers custom Which ia? Californ

live in

?

=CA State:

?

Which students scored higher than 80% on their final grade?

Final grade: >80

?

Create Queries

9

Which reci less than 15pes take to prepare? minutes

Preparation

Time: <15

250mL 150mL 50m L

For example, you can use criteria to find all of your customers who live in California. USING CRITERIA TO FIND RECORDS

Emerald Creek Electronics

Tribute Electronics : ...

Top Customers : Sele...

12:00 PM

Tribute Electronics : ...

⁄ Click the Criteria area for the field you want to use to find specific records.

Note: For examples of criteria you can use, see page 214.

The results of the query appear.

‹ Click

¤ Type the criteria and then press the Enter key. Access may add quotation marks (" ") or number signs (#) to the criteria you type.

query.

In this example, Access found customers who ordered more than 1000 units.

to run the

Top Customers : Sele...

To return to the Design view, click

12:00 PM

.

211

USING MULTIPLE CRITERIA TO FIND RECORDS getarian Recipes Find Breakfast or Ve You can use multiple criteria to find specific records in your database.

e Name Recipe ID Recip

Meal

Vegetarian

Dinner 1 Chicken Stir-fry Breakfast 2 Bacon Lunch 3 BLT Sandwich Dinner 4 Lasagna Lunch 5 Garden Salad Dinner 6 Pork Chops Breakfast 7 Pancakes Dinner 8 BBQ Chicken

Criteria are conditions that identify which records you want to find. For examples of criteria that you can use, see page 214.

No No No No Yes

e Name Recipe ID Recip

No Yes No

2 Bacon 5 Garden Salad 7 Pancakes

Meal Breakfast Lunch Breakfast

Vegetarian No Yes Yes

250mL 150mL 50mL

USING MULTIPLE CRITERIA WITH "OR"

Hiker's Heaven

Outdoor Sporting Go...

⁄ Click the Criteria area for the first field you want to use to find specific records. Then type the first criteria.

Customers: Query: S...

12:00 PM

¤ Click the or area for the second field you want to use. Then type the second criteria. Note: You can type the second criteria in the or area of the same field or a different field.

212

‹ Click query.

to run the

Outdoor Sporting Go...

The results of the query appear. In this example, Access found customers who live in New York or Illinois.

Customers: Query: S...

12:00 PM

To return to the Design view, click .

Create Queries

Tip

How can I use multiple criteria to find specific records in my database?

You can use the Or operator to find records that meet at least one of the criteria you specify. For example, you can find employees in the Sales or Accounting department. You can use the And operator to find records that meet all of the criteria you specify. For example, you can find employees in the Sales department who earn more than $60,000.

Tip

How do I use the "And" operator in one field?

In the Criteria area for the field, type the first criteria you want to use. Then type And followed by the second criteria. For example, to find customers who purchased more than 100 units and less than 200 units, type >100 And <200 in the Quantity field.

Department Sales Sales Accounting Marketing

Department Production Sales Sales Marketing Sales

9

Field: Quantity Table: Order Details Sort: Show: Criteria: >100 And < 200 or:

Salary $57,000 $67,000 $70,000 $65,000 $50,000

USING MULTIPLE CRITERIA WITH "AND"

Outer World

Outdoor Sporting Go...

Customers: Query: S...

12:00 PM

⁄ Click the Criteria

¤ Click the Criteria

area for the first field you want to use to find specific records. Then type the first criteria.

area for the second field you want to use. Then type the second criteria.

‹ Click query.

to run the

Outdoor Sporting Go...

The results of the query appear.

Customers: Query: S...

12:00 PM

To return to the Design view, click .

In this example, Access found customers living in New York who purchased more than 50 units.

213

EXAMPLES OF CRITERIA

Here are examples of criteria that you can use to find records in your database. Criteria are conditions that identify which records you want to find. Exact matches =100

Finds the number 100.

=California

Finds California.

=3/6/2004

Finds the date 6-Mar-04.

=Date( )

Finds today's date.

Note: You can leave out the equal sign (=) when searching for an exact match.

Less than

Less than or equal to

<100

Finds numbers less than 100.

<=100

Finds numbers less than or equal to 100.


Finds text starting with the letters A to M.

<=N

<3/6/2004

Finds dates before 6-Mar-04.

Finds the letter N and text starting with the letters A to M.

<=3/6/2004

Finds dates on and before 6-Mar-04.

Greater than

Greater than or equal to

>100

Finds numbers greater than 100.

>=100

Finds numbers greater than or equal to 100.

>N

Finds text starting with the letters N to Z.

>=N

Finds the letter N and text starting with the letters N to Z.

>3/6/2004

Finds dates after 6-Mar-04.

>=3/6/2004

Finds dates on and after 6-Mar-04.

214

Create Queries

Does not match

Empty fields

Finds numbers that do not match 100.

Not 100

Finds text that does not match California.

Not California

Units

Is Null

50 75

Does Not Match

100 124 100

Is Not Null

Finds dates that do not match 6-Mar-04.

Not 3/6/2004

9

Finds records that do not contain data in the field. Finds records that contain data in the field.

Last Name Carroll Lessels Duncan Thomas

Between...And...

Find list of items In (100,101)

Finds the numbers 100 and 101.

Between 100 And 200

Finds numbers from 100 to 200.

In (California,CA)

Finds California and CA.

Between A And D

In (#3/6/2004#, #3/7/2004#)

Finds the dates 6-Mar-04 and 7-Mar-04.

Finds the letters A and D and text starting with the letters A to C.

Between 3/6/2004 And 3/12/2004

Finds dates on and between 6-Mar-04 and 12-Mar-04.

Wildcards

The asterisk (*) wildcard represents one or more characters. The question mark (?) wildcard represents a single character. Like Br*

Finds text starting with Br, such as Brenda and Brown.

Like *ar*

Finds text containing ar, such as Arnold and Marc.

Like *th

Finds text ending with th, such as Smith and Griffith.

Like Wend?

Finds 5-letter words starting with Wend, such as Wendi and Wendy.

Note: You can leave out "Like" when using wildcard characters.

215

DISPLAY HIGHEST OR LOWEST VALUES

In the results of a query, you can have Access display only the records with the highest or lowest values in a field.

Company

Product

Total Ordered

Sports R Us

Skis

898

Golf & Skis Inc.

Ski Pants

742

Ski Ski Ski!

Racing Helmet

616

#1 Skis Inc.

Ski Goggles

425

Downhill Plus

Ski Boots

306

For example, you can display the five largest orders or the ten lowest-selling products. DISPLAY HIGHEST OR LOWEST VALUES

Descending

Tribute Electronics : ...

⁄ Click the Sort area for the field you want to display the highest or lowest values for. An arrow ( ) appears.

216

Order Details Query :...

12:00 PM

¤ Click the arrow ( to display a list of sort options.

)

Tribute Electronics : ...

Order Details Query :...

12:00 PM

‹ Click the way you

Ascending

want to sort the records.

Display lowest values Descending

Display highest values

Create Queries

Tip

Why didn't the results of my query appear the way I expected?

If you have set up other fields to sort the results of your query, Access may not display the highest or lowest values in a field properly. To remove a sort from a field, perform steps 1 to 3 below, selecting (not sorted) in step 3.

9

Find Top 5 Products Sold SORTED

Product

Units Sold

Superior Race Top

4,068

Extreme Socks

3,749

Baldwin Shorts

2,562

Stay Cool Hat

2,378

Dual Purpose Shades

1,584

All 5

5

Tribute Electronics : ...

› To specify the number or percentage of records you want to display in the results of your query, click in this area. ˇ Click the number or percentage of records you want to display.

Order Details Query :...

12:00 PM

If the number or percentage of records you want to display does not appear, double-click this area. Then type the number or percentage of records you want to display.

Á Click query.

Tribute Electronics : ...

Order Details Query :...

The number or percentage of records you specified appear in the results of your query. In this example, the records with the five highest values in the field appear.

12:00 PM

To return to the Design view, click . To once again display all the records in the results of the query, repeat steps 4 and 5, selecting All in step 5.

to run the

217

PERFORM CALCULATIONS

You can perform a calculation on each record in a query. You can then review and analyze the results.

Rate/Hr

Job ID 1

8

$17.00

3

$136.00

11.5

$25.00

2

Total

Hours

$20.00

$287.50

18.2

You can use these operators to perform calculations.

$364.00 ON

4

$30.00

4

$120 7 4

5

$60.00

27.5

AC

0

+ Add

9

5

-

6

1 2 $1650

.

C

8

Subtract

* Multiply

3

/ Divide

=

^ Raise to a power

PERFORM CALCULATIONS

Tribute Electronics : ...

⁄ Click the Field area in the first empty column.

218

Order Details Query :...

12:00 PM

¤ Type a name for the field that will display the results of the calculations, followed by a colon (:). Then press the Spacebar to leave a blank space.

Tribute Electronics : ...

Order Details Query :...

‹ Type an expression that describes the calculation you want to perform. In this example, type the expression [Quantity]*[UnitPrice]. For information on entering expressions, see the top of page 219.

12:00 PM

Note: If the expression you type is too long to fit in the cell, you can zoom into the cell to display the contents of the entire cell. To zoom into a cell, see page 58.

Create Queries

Tip

9

How do I enter an expression to perform a calculation? [Quantity]*[Price]

To enter fields in an expression, type the field names in square brackets. Make sure you type the field names exactly. [Orders]![Quantity]*[Orders]![Price]

If a field exists in more than one table, you need to type the name of the table that contains the field in square brackets followed by an exclamation mark (!). Then type the field name in square brackets. Make sure you type the table and field names exactly.

MM++ MM--

RRMM

C C

1

Tribute Electronics : ...

› Click query.

to run the

Order Details Query :...

12:00 PM

Tribute Electronics : ...

The results of the calculations appear. The field name you specified appears at the top of the column.

ˇ To save the changes you made to your query, click .

Order Details Query :...

12:00 PM

To return to the Design view, click . Note: Access does not store the results of calculations in your database. Each time you run a query, Access will use the most current data in your database to perform the calculations.

219

USING PARAMETERS First Name Last Name

You can use a parameter to be able to specify the information you want to find each time you run a query.

State

Dianne

Morris

CALIFORNIA

Emily

Ross

CALIFORNIA

Matt

Cole

CALIFORNIA

Jason

Cook

CALIFORNIA

Please

Enter the state you want to view

For example, you can use a parameter to have Access request the name of the state you want to find each time you run a query.

CALIFORNIA

USING PARAMETERS

Outdoor Sporting Go...

⁄ Click the Criteria area for the field you want to use a parameter.

220

Top Customers : Sele...

12:00 PM

¤ Type an operator for the parameter. Note: For examples of operators you can use, see the top of page 221.

Outdoor Sporting Go...

‹ Type the message you want Access to display when you run the query. Enclose the message in square brackets [ ].

Top Customers : Sele...

12:00 PM

Note: If the message you type is too long to fit in the cell, you can zoom into the cell to display the contents of the entire cell. To zoom into a cell, see page 58.

Create Queries

Tip

When entering a parameter, what operators can I use? Operator

Result

=

Finds data equal to the value you enter.

>

Finds data greater than the value you enter.

>=

Finds data greater than or equal to the value you enter.

< <=

<>

Tip

9

Can I use more than one parameter?

Yes. You can enter a parameter for each field you want to use a parameter. When you run the query, Access will display the Enter Parameter Value dialog box for each parameter you entered. For example, you can enter one parameter that requests a company name and a second parameter that requests the number of orders for the company greater than a certain value.

Finds data less than the value you enter. Finds data less than or equal to the value you enter.

Display records about this company Portage Point

Company

Orders

Portage Point

70

Portage Point

78

Video Place

90

Portage Point

104

Park Radio

63

Display orders greater than this value 75

Finds data not equal to the value you enter.

Hiker's Heaven

Outdoor Sporting Go...

› Click

to run the

Top Customers : Sele...

ˇ Type the data you

query.

want to find.

The Enter Parameter Value dialog box appears, displaying the message you typed in step 3.

Á Click OK.

12:00 PM

Outdoor Sporting Go...

The results of the query appear. In this example, Access found customers who ordered more than 50 units.

‡ To save the changes you made to your query, click .

Top Customers : Sele...

12:00 PM

To return to the Design view, click . Each time you run or open the query, the Enter Parameter Value dialog box will appear, asking you to type the data you want to find.

221

SUMMARIZE DATA COMPANY

You can summarize the data in a field to help you analyze the data.

QTY ORDERED

Wild Adventures

40

Sports Inc.

60

Racquets Plus

70

Ski World

30

Bike Time Inc.

25

The Ski Club

60

Mountain Top

90

Biking Time

30

For example, you can summarize the data in the Quantity Ordered field to determine the total number of products ordered.

C RM

MM+

8

7

.

x 3

2 1

_

6

5

4

+

9

/

=

0

SUMMARIZE DATA FOR ONE FIELD

UnitsInStock

Tribute Electronics : ...

⁄ Create a query that includes only the field you want to summarize. To create a query in the Design view, see page 192.

222

Query1 : Select Query

¤ Click

12:00 PM

to display the Total row.

Tribute Electronics : ...

The Total row appears.

‹ Click the Total area for the field. An arrow ( appears.

)

Query1 : Select Query

› Click the arrow (

12:00 PM

) to display a list of calculations that you can perform.

Create Queries

What are some of the calculations I can perform to summarize data?

Tip

+ = % >– < + 1 2 3 4

Tip

Sum

Adds the values.

Avg

Calculates the average value.

Min

Finds the smallest value.

Max

Finds the largest value.

Count Counts the number of values.

Can I summarize the data for more than one field?

Yes. You can summarize the data for more than one field. For example, you can summarize the data for both the Units in Stock and Units on Order fields. When creating your query, make sure you include each field you want to summarize and specify the calculations you want to perform on the data in each field.

StDev Calculates the standard deviation of the values. Var

Calculates the variance of the values.

First

Finds the value of the first record entered.

Last

Finds the value of the last record entered.

9

Product

Units in Stock Units on Order

Hockey Gloves Hockey Stick Hockey Helmet Hockey Shin Pads Skates Putter Golf Driver Golf Glove Skis Ski Poles Ski Boots

25 125 50 21 45 33 21 45 22 24 35

15 59 10 5 15 25 9 23 10 12 8

10850

Sum

Tribute Electronics : ...

ˇ Click the calculation that you want to perform on the data in the field. Note: For information on some of the calculations that you can perform, see the top of this page.

Query1 : Select Query

Á Click query.

12:00 PM

to run the

Tribute Electronics : ...

The result of the calculation appears. In this example, Access calculates the total number of units in stock for all products. To return to the Design view, click .

Query1 : Select Query

12:00 PM

If you no longer want your query to summarize the data in a field, repeat step 2 to remove the Total row from your query.

223

SUMMARIZE DATA

Date

You can group records in your database and summarize the data for each group.

May 12, 2004 May 13, 2004

May 14, 2004

May 15, 2004

Qty Ordered 105 200 100 150 92 300 100 94 250 104 304

405 242 744 For example, you can group records by date and determine the total number of orders for each day.

408

SUMMARIZE DATA FOR GROUPED RECORDS

UnitsInStock

Sum

Tribute Electronics : ...

⁄ Create a query that includes only the field you want to use to group your records and the field you want to summarize. To create a query in the Design view, see page 192. 224

Query1 : Select Query

¤ Click Total row.

12:00 PM

to display the

The Total row appears.

Tribute Electronics : ...

Query1 : Select Query

12:00 PM

‹ Click the Total area for the field you want to summarize. An arrow ( ) appears.

ˇ Click the calculation

› Click the arrow (

Note: For information on some of the calculations that you can perform, see the top of page 223.

) to display a list of calculations that you can perform.

that you want to perform on the data in the field.

Create Queries

Tip

9

Can I use more than one field to group records? COMPANY

Yes. You can group records using more than one field. For example, to determine the total amount of each product purchased by each company, use the Company and Product fields to group records and the Quantity Ordered field to summarize data. When creating your query, make sure you place the fields in the order that you want to group the records. Access will group the records using the fields from left to right.

PRODUCT

QUANTITY ORDERED

Fitness Minds

A

40

Fitness Minds

B

60

Racquets Plus

A

80

Racquets Plus

B

30

Ski World

A

25

Ski World

B

60

SportStop

A

90

SportStop

B

100

Camcorder

Sum

Tribute Electronics : ...

Access will group the records using the field that displays Group By.

Query1 : Select Query

Á Click query.

12:00 PM

to run the

Tribute Electronics : ...

Query1 : Select Query

12:00 PM

The results of the calculations appear.

To return to the Design view, click .

In this example, Access calculates the total number of units in stock for each product.

If you no longer want your query to summarize the data for grouped records, repeat step 2 to remove the Total row from your query.

225

FIND UNMATCHED RECORDS 5 ss ID Addre me First Na me Last Na ss Addre

ie Melan 5 son Robin es. nold Cr ie 26ssArID Melan 5 Addre n me binso . First Na sonville Ro es Cr Jackme nold ie 26ssArID Last Na Melan 5 Addre FLss son City inceAddre 6 First Name nville Robin . ov es Pr 25 Cr so 32 Jackme State/ nold ie 26ssArID Last Na Melan 8 l Code Addre USA Posta FLss son City inceAddre 6 First Name nville Robin . try ov hn es un Pr Jo 25 Cr so Co 32 Jackme nold me State/ 26ssArID se Na Last Na Sue l Code Addre USA Spou Posta FLss City inceAddre 6 First Name nville Grant . try ov hn es un Pr Jo 25 Cr so Co 32 Jackme nold me State/ 26 Ar se Na Last Na l Code USA Spou Posta City e FLss le try hnovinc Addre 2256 Jo/Pr Coun k onvil

You can use the Find Unmatched Query Wizard to find records in one table that do not have matching records in another table.

ched Mat rds Reco

5 s ID Addres me First Na me Last Na s es dr Ad

Linda Harris . ld Cres 26 Arno nville

Jackso City ovince State/Pr Code Postal C ntry

ers Ord

FL 32256 USA

ers m o t Cus

For example, you can find all customers who have not placed an order.

FIND UNMATCHED RECORDS

Create query in Design view

Find Unmatched Query Wizard

12:00 PM

Outdoor Sporting Go...

⁄ Click Queries in the Database window.

¤ Click New to create a new query.

Outdoor Sporting Go...

The New Query dialog box appears.

‹ Click Find Unmatched Query Wizard.

226

12:00 PM

› Click OK to continue.

Create Queries

Tip

Why does a dialog box appear when I select the Find Unmatched Query Wizard?

When you select the Find Unmatched Query Wizard for the first time, a dialog box appears, stating that the wizard is not installed on your computer. To install the wizard, click Yes.

Tip

9

How can I prevent unmatched records from being entered in two tables?

You can enforce referential integrity between two tables to prevent you from entering a record in one table if a matching record does not exist in a related table. For example, if a customer does not exist in the Customers table, you will not be able to enter an order for the customer in the Orders table. For more information on referential integrity, see page 132. CUSTOMERS Company Name

ID

Address

City

State Postal Code

Boston Cycles

2

258 Linton Ave.

New York

NY

Racquets & Stuff

3

50 Brittania Lane

Boston

MA

Las Vegas

NV

Greg’s Pet Store ORDERS Order #

ID

4 47 Crosby Ave

Company Name

Product

Qty

1

Sport City

Running Shoes

2

Boston Cycles

Water Bottle

11

$8.00

13400

3

Racquets & Stuff Tennis Balls

15

$18.00

15309

4

12

$20.00

Pet Superstore

Vitamins C

02117 89116

Unit Price

12340 13609

S

7

10010

$3 $3.50 50

$

Table: Customers

Table: Order Details

Outdoor Sporting Go...

The Find Unmatched Query Wizard appears.

ˇ Click the table that contains the records you want to display in the query results if another table does not have matching records.

12:00 PM

Á Click Next to continue.

Outdoor Sporting Go...

‡ Click the table that contains the matching records.

° Click Next to continue.

12:00 PM

You can click Back at any time to return to a previous step and change your selections.

227

FIND UNMATCHED RECORDS

Customer ID

When using the Find Unmatched Query Wizard, you need to select the field that appears in both tables so Access can compare the data in the tables.

Customer ID

86

86

Customers

Orders Address87

Customer ID

City

State/Province Postal Code

86

62 Cracker Ave. San Francisco CA

87

57 Crosby Ave. Las Vegas

88

Customer ID

Product

87

94110

86

Wet Suit

NV

89116

87

Surfboard

23 Bizzo Dr.89 New York

NY

10020

88

Roller Blades

89

12 Goldmar Ave. Las Vegas

NV

89116

89

Skates

90

26 Arnold Cres. Jacksonville

FL

32256

90

Water Skis

91

401 Idon Dr.

TN

37243

91

Volleyball

92

10 Heldon St. 92 Atlanta

GA

30375

92

T-ball Stand

93

35 Pine St.

Baltimore

MD

21233

93

Tennis Racquet

New York

88

90 91

93

Nashville

88 89 90 91 92

Quantity

Unit Price

Last Order

50

$175.00

5/12/97

20

$325.00

11/5/96

45

$225.00

5/12/97

35

$85.00

4/18/95

25

$300.00

9/12/96

30

$40.00

8/22/97

5

$55.00

6/5/96

100

$125.00

1/14/97

94

87 King St.

NY

10199

94

Hockey Stick

93

200

$35.00

8/18/97

95

56 Yemen Blvd. San Francisco CA

94188

95

Running Shoes 94

160

$130.00

11/25/95

94

95

For example, you can select the Customer ID field in the Customers and Orders tables.

95

FIND UNMATCHED RECORDS (CONTINUED)

Zip Code State Company Name

Company Name

12:00 PM

Outdoor Sporting Go...

· Click the field in the first table that also appears in the second table.

— Click

to confirm your selections.

± Click Next to continue.

Outdoor Sporting Go...

This area displays the fields from the table you selected in step 5.

¡ Double-click each field

‚ Click the matching field in the second table.

you want to appear in the results of your query.

Note: The matching fields will usually have the same name.

Note: To add all the fields in the table at once, click .

228

12:00 PM

Each field you select appears in this area. To remove a field you accidentally selected, double-click the field in this area.

™ Click Next to continue.

Create Queries

Tip

Do I have to recreate a query each time I want to find unmatched records in the tables?

Tip

No. Each time you open a query you created using the Find Unmatched Query Wizard, Access will use the most current data from the tables you specified to determine if any unmatched records exist in the tables.

9

Can I change data displayed in the results of my query?

Yes. You can change data displayed in the results of a query as you would edit data in a table. If you change the data displayed in the query results, the data will also change in the table you used to create the query. To edit data in a table, see page 56.

Orders Table

Customers Table

Table

Query

$60

QU ER Y

$60

American Outdoors

Outdoor Sporting Go...

£ Type a name for your query.

12:00 PM

¢ Click Finish to display the results of your query.

Outdoor Sporting Go...

The results of your query appear. In this example, Access displays information about each customer who has not placed an order.

Customers Without O...

12:00 PM

∞ When you finish reviewing the results of your query, click to close the query.

229

PivotTable

Region Central

North

South

Quarter 1 + Sales + -

+ -

+

-

0 $29,000.0 0 .0 0 0 ,0 $16

Quarter 2

+-

Sales

0 $19,000.0 0 .0 0 0 ,0 $19 s n Cai $14,600.00

$18,000.00 $15,000.00 $16,000 Pat .0$021,000.00 $202 0 .0 0 0 ,0 $23 $22,000.0 ,900.00 0 .0 0 0 0 ,5 3 $2 $19,000.0 0 .0 0 0 ,9 8 $2 $19,400.00 $17,300M.00 engle 0 .0 0 0 0 .0 $19,5 $18,200 0 $12,400.0 000.00 y 100.00 pe1,ars San$1d9, S$2 0 .0 0 $21,0o

CHAPTER 10

Using the PivotTable and PivotChart Views Are you interested in analyzing and summarizing data in your database? In this chapter, you will learn how to use the PivotTable and PivotChart views to work with your data. Using the PivotTable View ................232 Using the PivotChart View ................238

USING THE PIVOTTABLE VIEW ble PivotTa

You can use the PivotTable view to summarize and analyze the data in a table, form or the results of a query.

When you first display a table, form or query in the PivotTable view, the PivotTable may appear empty. You may need to add the fields you want to display to the PivotTable. If you have previously displayed the table, form or query in the PivotChart view, the PivotTable will display the fields you added to the PivotChart. For information on the PivotChart view, see page 238.

USING THE PIVOTTABLE VIEW

Grant Lewis Smith Grant Lewis Smith Grant Lewis Smith Fraser Turner Morris Turner Fraser Turner

Gibby Sports Inc....

⁄ To show the displayed table, form or query in the PivotTable view, click in this area.

232

Employee Sales

Employee Sales : ...

12:00 PM

¤ Click PivotTable View.

Gibby Sports In...

Employee Sales ...

The table, form or query appears in the PivotTable view. The PivotTable Field List dialog box also appears, displaying the name of each field in your table, form or query.

12:00 PM

If the PivotTable Field List dialog box does not appear, click to display the dialog box.

Using the PivotTable and PivotChart Views

Tip

10

What fields do I need to add to create a PivotTable? Period Quarter 1

Quarter 2

Region

Sales

Sales

Sales

Central

$16,000.00 $29,000.00 $16,000.00 $15,000.00 $17,300.00 $28,900.00

$19,000.00 $19,100.00 $23,000.00 $22,900.00 $19,400.00 $19,500.00

$18,000.00 $14,000.00 $21,000.00 $23,500.00 $18,200.00 $12,400.00

North South

Quarter 3

Grand Total No Totals

Grand Total

Totals or Detail Field

Row Field

Column Field

Specifies a field that contains the data you want to summarize in the table.

Specifies a field you want to use to group data in the table. The name of each group in the field appears down the left side of the table.

Specifies a field you want to use to group data in the table. The name of each group in the field appears across the top of the table.

Sales

Gibby Sports Inc....

Employee Sales : ...

‹ To add a field that contains the data you want to summarize in the table, position the mouse Œ over the name of the field in this area.

12:00 PM

› Drag the field name to the Drop Totals or Detail Fields Here area.

Gibby Sports Inc....

The name of the field you selected appears in this area.

Employee Sales : ...

12:00 PM

This area displays the data for each record in your table, form or query.

233

USING THE PIVOTTABLE VIEW

PivotTable When using the PivotTable view, you can select the fields you want to use to group the data in the PivotTable.

Region Central

North

South

Quarter 1 + Sales + -

+ -

+

-

$29,000.00 $16,000.00

Quarter 2

+-

Sales

$19,000.00 $19,000.00

Cains $14,600.00 $18,000.00 00 0. 00 5, $1 $16,000 Pat .0$2 0 1,000.00 $202 $23,000.00 $22,000.0 ,900.00 0 .0 0 0 0 ,5 3 $2 $19,000.0 0 $28,900.0 $19,400.00 $17,300M.00 engle 0 .0 0 $19,50 $18,200.00 $12,400.00 000.00 y 00.00 pe1,ars San$1d9,1 S$2 0 .0 0 o ,0 1 $2

For example, you can use the Region field to group the data by region in the PivotTable.

USING THE PIVOTTABLE VIEW (CONTINUED)

Region Period

Gibby Sports In...

ˇ To add the field you want to use to group the data in the table, position the mouse over the name of the field in this area.

234

Employee Sales ...

12:00 PM

Á Drag the field name to the Drop Row Fields Here area.

Gibby Sports Inc....

Employee Sales : ...

The name of the field you selected appears in this area. The name of each group in the field appears down the left side of the table.

‡ To add another field you want to use to group the data in the table, position the mouse over the name of the field in this area.

12:00 PM

° Drag the field name to the Drop Column Fields Here area.

Using the PivotTable and PivotChart Views

Tip

Can I remove a field from a PivotTable?

Tip

Yes. You can remove any field you added to a PivotTable. Removing a field from a PivotTable will not remove the field from the table, form or query used to create the PivotTable. To remove a field from a PivotTable, click the name of the field in the PivotTable and then press the Delete key. Period Quarter 1

Quarter 2

Sales

Sales

Sales

$16,000.00 $29,000.00 $16,800.00 $15,000.00 $17,300.00 $28,900.00

$19,000.00 $19,100.00 $23,000.00 $22,900.00 $19,400.00 $19,500.00

$18,000.00 $14,600.00 $21,000.00 $23,500.00 $18,200.00 $12,400.00

South

Gibby Sports Inc....

The name of the field you selected appears in this area. The name of each group in the field appears along the top of the table.

To move the PivotTable Field List dialog box, position the mouse over the title bar of the dialog box and then drag the dialog box to a new location.

Employee Sales

Central North

How can I move the PivotTable Field List dialog box so it does not cover my PivotTable?

Quarter 3

Region

Employee Sales : ...

The name of each field you added to the table appears in bold in the PivotTable Field List dialog box.

12:00 PM

10

Gibby Sports Inc....

Employee Sales

Employee Sales : ...

12:00 PM

Each group of data displays a plus sign ( ) and a minus sign ( ).

· To save all the changes you made in the PivotTable view, click .

To hide the data in a group, click a minus sign ( ).

Note: Access automatically saves changes you make to a form displayed in the PivotTable view.

Note: To once again display the data in a group, click a plus sign ( ).

235

USING THE PIVOTTABLE VIEW

You can perform calculations on the data displayed in a PivotTable to help you analyze the data.

Quarter 1 Sales

Quarter 3 Sales

Quarter 2 Sales

+

+

$18,000.000

Grand Total

=

Central

$16,000.00

North

$16,000.00

$23,000.00

$21,000.00

$60,000.00

South

$17,300.00

$19,400.00

$18,200.00

$54,900.00

Grand Total

$49,300.00

$61,400.00

$57,200.00

$167,900.00

$19,000.00

$53,000.00

PERFORM CALCULATIONS

Gibby Sports In...

⁄ Click the name of the field in the table that contains the data you want to perform calculations on.

236

Employee Sales ...

The data in the field is highlighted.

12:00 PM

Gibby Sports In...

¤ Click

to display a list of the calculations that you can perform.

Employee Sales ...

12:00 PM

‹ Click the calculation you want to perform. Note: For information on the calculations that you can perform, see the top of page 237.

Using the PivotTable and PivotChart Views

Tip

10

What calculations can I perform on the data in a PivotTable?

+ = % ->< + 1 2 3 4

Calculation:

Result:

Sum

Adds the values.

Count

Counts the number of values.

Min

Finds the smallest value.

Max

Finds the largest value.

Average

Calculates the average value.

Standard Deviation

Calculates the standard deviation of the values.

Variance

Calculates the variance of the values.

Standard Deviation Population

Calculates the population standard deviation of the values.

Variance Population

Calculates the population variance of the values.

Sum of Sales

Delete

Gibby Sports In...

The table displays the subtotals and grand totals for the calculation you selected. The name of the new total field appears at the top of the PivotTable Field List dialog box.

Employee Sales ...

12:00 PM

Gibby Sports Inc....

Employee Sales : ...

12:00 PM

› To save the change you

REMOVE CALCULATIONS

¤ Click Delete.

made in the PivotTable view, click .

⁄ To remove calculations

The field will disappear from the PivotTable Field List dialog box and the calculations will disappear from the table.

Note: Access automatically saves changes you make to a form displayed in the PivotTable view.

from a table, right-click the name of the total field in the PivotTable Field List dialog box. A menu appears. If the PivotTable Field List dialog box does not appear, click to display the dialog box.

237

USING THE PIVOTCHART VIEW

Sales: Table

You can use the PivotChart view to display a graphical summary of the data in a table, form or the results of a query.

Invoice Nu mb

er

Last Name

23452 Gra nt 23453 Le wis 23454 Sm ith

Sum of Sales $124,000.00 $122,000.00 $120,000.00 $118,000.00 $116,000.00 $114,000.00 Central

North

Region

No rth So uth Ce ntr No al rth So uth Ce ntr No al rth So uth Ce nt Ce ral ntr No al rth So u No th rth

Sales

.00 ,000 $15 0.00 0 ,4 $12 .00 ,000 $19 0.00 0 9 , $22 .00 ,900 $28 0.00 0 ,0 $18 0.00 ,00 $21 0.00 ,50 $19 0.00 ,00 0 9 2 $ .0 ,000 0 6 $1 0.0 0 8 , $16 0.00 ,20 $18 0.00 ,00 3 $2

South

Region

When you first display a table, form or query in the PivotChart view, the PivotChart may appear empty. You may need to add the fields you want to display to the PivotChart. If you have previously displayed the table, form or query in the PivotTable view, the PivotChart will display the fields you added to the PivotTable. For information on the PivotTable view, see page 232.

USING THE PIVOTCHART VIEW

Grant Lewis Smith Fraser Turner Grant Lewis Smith Fraser Turner Grant Lewis Smith Fraser

Winston Sports I...

Employee Sales

Employee Sales: ...

⁄ To show the displayed table, form or query in the PivotChart view, click in this area.

238

12:00 PM

¤ Click PivotChart View.

Winston Sports I...

Employee Sales: ...

The table, form or query appears in the PivotChart view. The Chart Field List dialog box also appears, displaying the name of each field in your table, form or query.

12:00 PM

If the Chart Field List dialog box does not appear, click to display the dialog box. Note: If is not displayed, click on the PivotChart toolbar to display the button.

Using the PivotTable and PivotChart Views

Tip

10

What fields do I need to add to create a PivotChart? Category Field

Specifies a field you want to use to group data in the chart. The name of each group in the field appears along the bottom of the chart.

Series Field

Data Field

Specifies a field that contains the data you want to summarize in the chart. Access will plot the summary of the data in the chart.

Specifies a field that contains the data you want to display as separate data series in the chart. Each data series is represented by a specific color, which is identified in the legend.

Region

Winston Sports I...

‹ To add the field you want to use to group data in the chart, position the mouse over the name of the field in this area.

Employee Sales: ...

Region

12:00 PM

› Drag the field name to the Drop Category Fields Here area.

Winston Sports I...

Employee Sales: ...

The name of the field you selected appears in this area. The name of each group in the field may appear along the bottom of the chart.

12:00 PM

Note: The name of each group in the field may not appear in the chart until after you perform step 6.

239

USING THE PIVOTCHART VIEW

When using the PivotChart view, you can select the field that contains the data you want to summarize in the PivotChart.

Chart Field List

$124,000.00

Drag items to

Sum of Sales

$122,000.00 $120,000.00 $118,000.00 $116,000.00

$114,000.00

Central

North

South

the Chart Employee Sales Invoice N umber Last Nam e Region Period

Sales

Access will plot the summary of the data in the PivotChart. For example, Access will display the total sales for each region.

PUSH

USING THE PIVOTCHART VIEW (CONTINUED)

Sales Period

Winston Sports...

Employee Sales...

ˇ To add the field that contains the data you want to summarize in the chart, position the mouse over the name of the field in this area.

12:00 PM

Á Drag the field name to the Drop Data Fields Here area.

Winston Sports...

The name of the field you selected appears in this area. Access summarizes the data for each group in the chart.

Employee Sales: ...

12:00 PM

‡ To add a field that contains the data you want to display as separate data series in the chart, position the mouse over the name of the field in this area. ° Drag the field name to

240

the Drop Series Fields Here area.

Using the PivotTable and PivotChart Views

Tip

Can I remove a field from a PivotChart?

Tip

Yes. You can remove any field you added to a PivotChart. Removing a field from a PivotChart will not remove the field from the table, form or query used to create the PivotChart. To remove a field from a PivotChart, click the name of the field in the PivotChart and then press the Delete key.

10

How can I move the Chart Field List dialog box so it does not cover my PivotChart?

To move the Chart Field List dialog box, position the mouse over the title bar of the dialog box and then drag the dialog box to a new location.

Employee Sales : Table

60000

Sales

Sum of Sales

40000 Pe rio d Qu ar te Qu r ar te 1 Q

Period

20000

Quarter 1 Quarter 2 Quarter 3

0 Central

North

South

Region

Period

Period

Winston Sports...

The name of the field you selected appears in this area. Access displays a data series for each group of data in the field.

Employee Sales...

12:00 PM

· To display a legend that identifies the color used for each data series in the chart, click .

Winston Sports...

Employee Sales...

The legend appears. Note: To remove the legend, click again.

‚ To save all the changes

12:00 PM

Note: Access automatically saves changes you make to a form displayed in the PivotChart view.

you made in the PivotChart view, click .

241

USING THE PIVOTCHART VIEW

You can change the chart type of a PivotChart to present your data more effectively.

CHANGE THE CHART TYPE

Winston Sports...

⁄ Click a blank area in the chart you want to change to a different chart type.

242

Employee Sales...

12:00 PM

Winston Sports...

12:00 PM

Employee Sales...

to change the chart type.

‹ Click the type of chart you want to use.

› Click the chart design

The Properties dialog box appears.

This area displays the available chart designs for the type of chart you selected.

Access changes the chart type of the chart.

¤ Click

you want to use.

ˇ Click

to close the Properties dialog box.

Using the PivotTable and PivotChart Views

Average of Sales

Average

Average

Average

Average

Average Average

Average

Average

Average

Sum

Sum

Sum

Sum

Sum

Sum

Sum

Sum

Sum of Sales

Sum

You can change the type of calculation that Access performs on the data in a PivotChart to help you better analyze the data.

10

For example, Access can calculate the average value for each group in a PivotChart. CHANGE THE CALCULATION PERFORMED

Winston Sports...

Employee Sales: ...

12:00 PM

⁄ Click the name of

‹ Click the calculation

the field in the chart that contains the data that Access has summarized in the chart.

you want to perform. Note: For information on the calculations that you can perform, see the top of page 237.

Winston Sports...

Employee Sales...

12:00 PM

The chart shows the results of the calculation you specified.

¤ Click

to display a list of the calculations that you can perform.

243

le 2 Tab Table 1

Table

3

CHAPTER 11

Create Reports Would you like Access to help you present your data in a neatly organized report? This chapter teaches you how to create and work with reports. Create a Report Using the Report Wizard ........................................246

REPORT Order Details

Create a Report Using an AutoReport ..................................254

1

OrderID e Company Nam e Product Nam Unit Price

Ski World ski goggles $42.00 100

Quantity

2

OrderID e Company Nam e Product Nam Unit Price

$50.00 50

Quantity OrderID e Company Nam e Product Nam

Open a Report................................256

Inc. Big League T-ball stand

Move Through Pages ......................257

3 Varsity Supply lacrosse stick

Unit Price Quantity OrderID e Company Nam e Product Nam Unit Price Quantity OrderID e Company Nam e Product Nam Unit Price Quantity

$75.00 70

Change the View of a Report ..........258

4 Ski World snowboard $360.00

Zoom In or Out ..............................260

30

5 rts Stadium Spo all leather footb $45.00

Apply an AutoFormat ......................261

90 Page 1 of 2

h 2, 2002 Saturday, Marc

Com pan Ski y Na Wor me ld Big Leag u e Vars Inc. ity Ski W Supply orld Stad ium Sp Risk y W or ts hee Surf lz ers Indo Appare or S l por t Spo s kes 'n ' Stuf Wav f erid er

Add a Picture..................................262

e

ric it P

Un

0 2.0 0 $4 0 . 0 0 $5 5.0 0 $7 .0 0 6 0 $3 45.0 $ .00 0 $4 0.00 6 0 $3 0.0 0 $4 0 . 0 $4 .00 90 $2

CREATE A REPORT USING THE REPORT WIZARD

Table

Table 1

You can use the Report Wizard to create a professionally designed report that summarizes data in your database. 3

le Tab

2

Tuesday, February 24,

2004

The Report Wizard asks you a series of questions and then creates a report based on your answers.

CREATE A REPORT USING THE REPORT WIZARD

Create report by using wizard

Table: Products

12:00 PM

Tribute Electronics : ...

⁄ Click Reports in the

¤ Double-click Create

Database window.

report by using wizard.

The Report Wizard appears.

‹ Click

in this area to select the table that contains the fields you want to include in your report.

246

12:00 PM

Tribute Electronics : ...

› Click the table that contains the fields.

Create Reports

Tip

Which tables in my database can I use to create a report?

Tip

11

Can I create a report using data from a query?

Yes. When creating a report, you can use data from queries. The Report Wizard allows you to select the fields you want to include from queries as you would select the fields you want to include from tables. For information on queries, see pages 192 to 229.

You can use any table in your database to create a report. When creating a report that uses information from more than one table, relationships must exist between the tables so that Access can bring together the information in the tables. For information on relationships, see page 128. e taleCod PosCod e tal Code e incPos te/Pincrov 10 e10Postal Starov te/P Code 100 rovinc Postal y Sta te/P100 Code ince10 City Cit NY Sta 021te/P 17rov17100 Postal e s Sta 021 k CitNYy 100 ince10 tal Cod Adds res YorwkYor Addres 10021rov17 100 MAy NY e Pos State/P Ne 941 resw. sNe MAk Cit . Ave 17 inc10 94110 me Yor NY t Name Ave tonAdd 021rov Na w n y t Las s Lin ton Cit sto Sta10te/P . Ne Lin 10010 258 Bonres stoAve York MA me Las NY 16941 t Name 891 etonAdd 02117 h 258 nCAw CA sco 891 City16 LinBo . sNe NastmeNa nci hmitLas eeLan sto res k MA sco 94110 stFir me Lan Ave 258 Bo Fra Tre Fir mit nci e Na 16 Sch Yor Add NY t CA me ton w 02117 50 Tre Sch e San ns Lin Ne . Fra NV 50hLas ID s ID MA56891 . sco sto San Lan res k322 .eAve NVnci First Na ttenme me Bo Ave 1694110 322 Adds res rsonmit Yor56 Add Na Trer258 tAve asFra r cke eton Addres Na Sch rso 50 ID nNewCA 10 hCra Las as San sco Veg Lin cke ttestPe MA56891 Lan . . Jim1s Jim NV sto Fir mit nci e Pe 941 68 Veg res 1 Cra me 322 Las n 43 258 Ave Bo Ave 16 FL Fra Tre .r Sch 68 CA Add rso t Na Las 372 ton FL e as ID .50 cke Ave tteme San n 43 56891 s Jim lle Lin h Las 372 .Veg sco NV Lan Cra Ave res1nda sby nvi botstPeNa n68 lle Fir mit Bre e258 Ave 16 2nda r Las sby Cro Add nvi CA43322 me Sch FLBoncisto sco75372 .kso 2 Bre ckeTre 47rso TalbotTal Cro Jac Na 50 ID SaneasFra 56 891 Ave sJim Pesttte Cra s.hkso .Veg lleTN NV Jac Fir47 mit res1nda 75 e Lan 303 TN sby nvi Cre s.n68 bot Ave 43322 r Las Franci Tre 2dBre Sch rso Cro old asFL303 d Add cke 50 tte47Cre ille.kso Jim Jac s IDanTal Arn De lle . San an NV75372 1nda Cra ille shvAve TN s. sby 32256 26Peold 3 Tod3 Tod 2dAdd Arn Deres nNa Bre AveVeg 68 shv Las Cre r nvi Talbot Cro kso FL 18303 . GA Narso as 18 021 37243 tteold 47 Jac an26 GA Jim Tod Ave illecke son Dr.

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LES TAB

Query: Employee Sales Query

ProductName Employee ID Order Date

Tribute Electronics : ...

This area displays the fields from the table you selected.

12:00 PM

ˇ Double-click each field you want to include in your report. Note: To add all the fields in the table at once, click .

Tribute Electronics : ...

Each field you select appears in this area. To remove a field you accidentally selected, double-click the field in this area. Note: To remove all the fields at once, click .

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Á To include fields from other tables in your database, repeat steps 3 to 5 for each table. ‡ Click Next to continue.

247

CREATE A REPORT USING THE REPORT WIZARD

You can choose how you want to group data in your report. Grouping data helps you organize and summarize the data in your report.

For example, you can group data by the State field to place all the customers from the same state together in your report. CREATE A REPORT USING THE REPORT WIZARD (CONTINUED)

by Order Details UnitPrice

12:00 PM

Tribute Electronics : ...

If you selected fields from more than one table, you can choose the way you want to group the data in your report. Note: If this screen does not appear, skip to step 10.

248

° Click the way you want to group the data in your report. This area shows how Access will group the data in your report.

· Click Next to continue.

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‚ To use a specific field to group data in your report, double-click the field you want to use. This area shows how Access will group the data in your report. The field you selected appears in blue.

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To remove a field you accidentally selected to group data in your report, double-click the field in this area.

— Click Next to continue.

Create Reports

Tip

11

Why would I sort the records in my report?

You can sort the records in your report to better organize the data. For example, you can sort records alphabetically by the Last Name field to make it easier to find customers of interest. If the same last name appears more than once in the field, you can sort records by a second field, such as First Name, to further organize the data. You can use up to four fields to sort the records in a report.

Ada m Smi s th Smi th Smi th You ng

Jack Alic e Bob Cra ig Jane t

Order Date

Order Date

Tribute Electronics : ...

± To sort the records in your report, click in this area. Note: For information on sorting, see the top of this page.

12:00 PM

Tribute Electronics : ...

12:00 PM

¡ Click the field you

™ Click this button until the

£ To sort by a second

want to use to sort the records.

button displays the way you want to sort the records.

field, repeat steps 12 to 14 in this area.

Ascending–Sorts A to Z, 1 to 9 Descending–Sorts Z to A, 9 to 1

249

CREATE A REPORT USING THE REPORT WIZARD

+

You can perform calculations to summarize the data in your report.

Avg Calculate the average value.

Sum Add the values.

Sum

Avg

Min Min

Max

Min Find the smallest value.

Max Find the largest value.

CREATE A REPORT USING THE REPORT WIZARD (CONTINUED)

Order Date

Tribute Electronics : ...

¢ To perform calculations in your report, click Summary Options.

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Note: If you chose not to group data in your report, Summary Options will not be available. If Summary Options is not available, skip to step 21. The Summary Options dialog box appears.

250

12:00 PM

Tribute Electronics : ...

This area displays the fields you can perform calculations on.

∞ Click the box ( for each calculation you want to perform ( changes to ).

)

§ Click an option to specify if you want the report to display all the records and the summary information or just the summary ( changes to ). For more information, see the top of page 251.

Create Reports

Tip

11

When performing calculations in my report, what information can I display?

Month

Product

Units

Month

Product

Units

Month Feb

Feb

Tent

50

Compass

25

Fishing Rod

40

Paddle

20

Sleeping Bag

75

Sunglasses

45

Feb Mar Apr May

Sum

255

Sum

255

Sum

50

Sum

150

Sum

225

Units

Sum

255

% of Total Orders

15%

Mar

Apr

Product

Sum

50

% of Total Orders

3%

Sum

150

% of Total Orders

9%

Detail and Summary

Summary Only

Calculate percent of total for sums

Display all the records and the summary information. For example, show all the orders and the total orders for each month.

Display only the summary information. For example, show only the total orders for each month.

Display the percentage of the total that each group represents. For example, show the percentage of the total orders that each month represents.

Tribute Electronics : ...

¶ To calculate the percentage of the total that each group represents, click this option ( changes to ).

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• Click OK to confirm your selections.

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ª Click Next to continue.

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You can click Back at any time to return to a previous step and change your selections.

251

CREATE A REPORT USING THE REPORT WIZARD

You can choose from several layouts for your report. The layout you choose determines the arrangement of information in your report.

k loc

O

B

e

ed

p

ep

St

lin ut

CREATE A REPORT USING THE REPORT WIZARD (CONTINUED)

Corporate

12:00 PM

Tribute Electronics : ...

º Click the layout you want to use for your report ( changes to Note: The available layouts depend on the options you selected for your report.

252

).

This area displays a sample of the layout you selected.

25 Click the style you want to use for your report.

– Click the page orientation you want to use for your report ( changes to ).

This area displays a sample of the style you selected.

≠ Click Next to continue.

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Tribute Electronics : ...

26

Click Next to continue.

Create Reports

Tip

Which page orientation should I use for my report?

The portrait orientation is the standard orientation and prints data across the short side of a page. The landscape orientation prints data across the long side of a page and can be useful when a report contains many fields.

Tip

11

Do I need to create a new report each time I change the data in my database?

No. Each time you open a report, Access will automatically gather the most current data from your database to create the report. This ensures that the report will always display the most up-to-date information. Access will also update the date displayed in the report. To open a report, see page 256.

Report ID Company Name

Con

1 US Sporting Goo

Gerry

2

Jessi

Sports Supplies Inc.

Customers Table3 Sports and Recreation Laura 4 ABC Sporting Goods JackC Company Name Contact First N

ID

5

Portrait

Landscape

Sports Plus

Lonn

1 US Sporting Goo

Gerry

2 Sports Supplies Inc.

Jessica

S

Tribute Electronics : ...

27 Type a name for your report.

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28 Click Finish to create your report.

Tribute Electronics : ...

A window appears, displaying your report. Note: To move through the pages in a report, see page 257.

Order Details

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29 When you finish reviewing your report, click to close the report.

253

CREATE A REPORT USING AN AUTOREPORT ORT

REP ails

et er D

Ord

1 Ski

ld Wor

les 0 e erID gogg $42.0 Ord Nam ski 100 pany Com t Name uc Prod 2 Price . Unit ity ue Inc nt Leag Qua Big nd 0 ID sta e er $50.0 Ord Nam T-ball 50 pany Com t Name uc Prod 3 ice Pr Unit ity ly nt Supp ua ty Q ck Varsi 0 e sti erID me ross $75.0 Ord Na lac 70 pany Com t Name uc Prod 4 Price Unit ity nt orld Qua

You can use the AutoReport Wizard to quickly create a report that displays the information from one table in your database.

Ski

W

d

.00 boar e erID $360 snow Ord Nam 30 pany Com t Name uc Prod 5 Price Unit ity ts Spor nt ium Qua Stad tball 0 foo ID r e er $45.0 Ord Nam leathe 90 pany Com t Name uc Prod Price Unit ity nt ua 02 Q 2, 20 day, Satur

Page

1 of

2

h Marc

e

ric 0 2.0 $4 0.00 0 $5 5.0 0 $7 0.0 0 6 0 $3 45. 00 $ 0. 0 $4 0.0 0 6 $3 40.0 0 $ 0.0 0 $4 0.0 9 $2

it P

Un

Comp Ski W any Name orl Big Le d ague Varsity Inc. Sup Ski Wor ply ld Stadium S Risky ports Whe Surfers elz A Indoor pparel Spo Spoke rts s 'n' Waver Stuff iders In c

A report summarizes the data from your database in a professional-looking document. CREATE A REPORT USING AN AUTOREPORT

Create report in Design view

AutoReport: Columnar

Order Details

12:00 PM

Tribute Electronics : ...

Tribute Electronics : ...

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⁄ Click Reports in

¤ Click New.

‹ Click the type of

ˇ Click the table that

the Database window.

The New Report dialog box appears.

AutoReport you want to create.

contains the data.

› Click

in this area to select the table that contains the data you want to include in your report.

254

Á Click OK to create your report.

Create Reports

Tip

What types of AutoReports can I create? Columnar AutoReport

Displays the field names down the left side of each page.

Displays the field names across the top of each page.

Big League Inc. T-ball stand $50.00 50 3 Varsity Supply lacrosse stick $75.00 70 4 Ski World snowboard $360.00 30

OrderID Company Name

Product Name

Unit Price Quantity

1 Ski World

ski goggles

2 Big League Inc.

T-ball stand

3 Varsity Supply

lacrosse stick

4 Ski World

snowboard

5 Stadium Sports

leather football

$45.00

6 Risky Wheelz

bike repair kit

$40.00

50

7 Surfers Apparel

dry suit

$360.00

30

8 Indoor Sports

volleyball

$40.00

60

9 Spokes 'n' Stuff

bike repair kit surfboard

Saturday, March 2, 2002

A window appears, displaying your report.

Page 1 of 2

Order Details

10 Waveriders Inc.

Tribute Electronics : ...

If you want to make changes to the data displayed in a report, you must change the data in the table you used to create the report. Changes you make to data in the table will automatically appear in the report the next time you open the report.

1 Ski World ski goggles $42.00 100 2

Saturday, March 2, 2002

Tabular AutoReport

Can I change the data displayed in a report?

Tip

Order Details OrderID Company Name Product Name Unit Price Quantity OrderID Company Name Product Name Unit Price Quantity OrderID Company Name Product Name Unit Price Quantity OrderID Company Name Product Name Unit Price Quantity

11

Order Details

Note: To move through the pages in a report, see page 257.

$42.00

100

$50.00

50

$75.00

70

$360.00

30 90

$40.00

90

$290.00

35 Page 1 of 1

12:00 PM

Tribute Electronics : ...

‡ To save your report, click File.

° Click Save. The Save As dialog box appears.

Order Details

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· Type a name for your report and then press the Enter key. ‚ When you finish reviewing your report, click to close the report.

255

OPEN A REPORT

You can open a report to display the contents of the report on your screen. Opening a report allows you to review and make changes to the report.

Company Name

Products

Quantity Unit Price

B&T Food Suppliers

S FORM RIES QUE

ES

L TAB

Kitty-Mart

Dry Cat Food

35

$4.00

REPORTS COLOR VIEW

Each time you open a report, Access uses the most current data from your database to create the report. OPEN A REPORT

Customer Information

12:00 PM

Tribute Electronics : ...

⁄ Click Reports in the Database window.

This area displays a list of the reports in your database.

The report appears. You can now review and make changes to the report.

¤ Double-click the

When you finish reviewing the report, click to close the report.

report you want to open.

256

Tribute Electronics : ...

Customer Information

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Note: A dialog box will appear if you did not save changes you made to the design of the report. Click Yes or No to specify if you want to save the changes.

MOVE THROUGH PAGES

If your report contains more than one page, you can move through the pages to review all the information in the report.

Order Details Details Order Details Order OrderID Company

OrderID Company Name OrderID Company World Ski 1

Create Reports

Product Product ProductskiName goggles

ski goggles World Ski 1 Ski Goggles 11 Ski World T-ball stand 2 Big League Inc. World 2 Big League Inc. Ski 1 T-ball stand T-ball Stand 12 Big League Inc. lacrosse stick 3 Varsity Supply stand T-ball Inc. 2 Big 3League lacrosse stick Varsity Supply Lacrosse Stick 3 Varsity Supply snowboard Ski 4World lacrosse stick Supply 3 Varsity snowboard Ski 4World snowboard Ski 4World leather football Stadium Sports 5 snowboard 4 Ski 5 World leather football Stadium Sports leather football 5 Stadium Sports bike repair kit Risky Wheelz 6 leather football Sports 5 Stadium bike repair kit Wheelz 6 Risky bike repair kit 6 Risky Wheelz dry suit 7 Surfers Apparel bike repair kit 6 Risky dry suit Surfers Apparel 7 Wheelz dry suit 7 Surfers Apparel volleyball Indoor Sports 8 dry suit Apparel 7 Surfers' volleyball Sports 8 Indoor volleyball 8 Indoor Sports bike repair kit Spokes 'n' Stuff 9 volleyball Sports 8 Indoor bike repair kit 'n' Stuff 9 Spokes bike repair kit 9 Spokes 'n' Stuff surfboard Inc. 10'n'Waveriders bike repair kit Stuff 9 Spokes surfboard 10 Waveriders Inc. surfboard 10 Waveriders Inc. surfboard 10 Waveriders Inc.

Unit Price Unit Price Unit Price$42.00

Quantity Quantity Quantity 100

$42.00 $42.00 $50.00 $42.00$50.00 $50.00 $75.00 $50.00$75.00 $75.00 $360.00 $75.00 $360.00 $360.00 $45.00 $360.00 $45.00 $45.00 $40.00 $45.00 $40.00 $40.00 $360.00 $40.00 $360.00 $360.00 $40.00 $360.00 $40.00 $40.00 $40.00 $40.00 $40.00 $40.00 $290.00 $40.00 $290.00 $290.00 $290.00

100 100 100 50 50 50 70 70 70 30 30 30 90 90 90 50 50 50 30 30 30 60 60 60 90 90 90 35 35 35

11

50 70 30 90 50 30 60 90 35

Page 1 of 1 Page 1 of 1 Page 1 of 1 Page 1 of 4

Thursday, May 22, 1997 Thursday, May 22, 1997 Thursday, May 22, 1997 Saturday, March 2, 2004

MOVE THROUGH PAGES

Tribute Electronics : ...

This area displays the number of the page displayed on your screen.

⁄ If your report contains more than one page, click one of the following buttons to display another page.

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Order Details

Tribute Electronics : ...

Order Details

12:00 PM

First page

MOVE TO A SPECIFIC PAGE

¤ Type the number of

Previous page

⁄ To quickly move to a

Next page

specific page in your report, double-click the current page number. The page number is highlighted.

the page you want to display and then press the Enter key.

Last page Note: If a button is dimmed, you cannot currently display that page.

257

CHANGE THE VIEW OF A REPORT

You can view a report in three different ways. Each view allows you to perform different tasks.

Design View

✓

w Print Previe View view Layout Pre View

CHANGE THE VIEW OF A REPORT

Tribute Electronics: ...

In this example, the report appears in the Print Preview view.

⁄ Click

in this area to display the report in another view. Note: The available views depend on the view you are currently using.

258

12:00 PM

Order Details

¤ Click the view you want to use. Note: If the view you want to use does not appear on the menu, position the mouse Œ over the bottom of the menu to display all the views.

Tribute Electronics: ...

The report appears in the view you selected. In this example, the View button changed from to .

Order Details: Report

12:00 PM

To quickly switch between the Print Preview ( ) and Design ( ) views, click the View button.

Create Reports

11

THE REPORT VIEWS

Design View

The Design view allows you to change the layout and design of a report. This view displays a grid of small, evenly spaced dots to help you line up the items in a report. Information in this view appears in several sections, such as the Report Header and Page Footer sections. cm

1

1 2 3

2

4 5

3

6 7 8

4

9 10

11

5

12 13

6

14 15

16 17

7 18

8

19 20

21 22

9 23

10

24 25

11

26 27

28

12

29 30

Print Preview View

The Print Preview view allows you to see how a report will look when printed. You can use this view to move through the pages in a report and examine how each page will print.

Layout Preview View

The Layout Preview view allows you to quickly view the layout and style of a report. This view is similar to the Print Preview view, but allows you to see only a few records in a report.

259

ZOOM IN OR OUT

Order Details When viewing a report, you can magnify an area of a page to view the area in more detail. You can also display an entire page in a report to view the overall appearance of the page.

Product Name

OrderID Company Name

Unit Price

Quantity

1 Ski World

Ski Goggles

$42.00

100

2 Big League Inc.

T-ball Stand

$50.00

50

3 Varsity Supply

Lacrosse Stick

$75.00

70

$360.00

30

4 Ski World

Snowboard

5 Stadium Sports

Leather Football

6 Risky Wheelz

Bike Repair Kit

$40.00 $45.00

90

$40.00

50

7 Surfers' Apparel

Wet Suit

$360.00

30

8 Indoor Sports

Volleyball

$40.00

60

Bike Repair kit

$40.00

90

$290.00

35

9 Spokes 'n' Stuff 10 Waveriders Inc.

Surfboard

$290.00

Page 1 of 1

Saturday, March 6, 2004

ZOOM IN OR OUT

Tribute Electronics : ...

⁄ To magnify an area of a page in your report, position the mouse over the area you want to magnify ( changes to ).

260

Order Details

12:00 PM

¤ Click the area to magnify the area.

Tribute Electronics : ...

The area appears magnified. To once again display the entire page, click anywhere on the page.

Order Details

12:00 PM

To display two pages in your report at a time, click . Note: To once again display only one page in your report at a time, click .

APPLY AN AUTOFORMAT

Create Reports

11

You can apply an autoformat to a report to quickly change the overall appearance of the report.

You may want to use the same autoformat for every report in your database to give your reports a consistent appearance.

04 29, 20 nuary day, Ja Thurs

, ary 29 Janu day, Thurs

2004

04 9, 20 ary 2 Janu day, Thurs

APPLY AN AUTOFORMAT

Bold

Tribute Electronics : ...

Customer Informatio...

⁄ Display the report you

‹ Click

want to change in the Design view. To change the view of a report, see page 258.

The AutoFormat dialog box appears.

12:00 PM

to select an autoformat for the report.

Tribute Electronics : ...

Customer Informatio...

12:00 PM

› Click the autoformat you want to use.

ˇ Click OK to confirm your change.

This area displays a sample of the autoformat you selected.

The report will display the new autoformat.

¤ Click

to select the entire report ( changes to ).

261

ADD A PICTURE

You can add a picture to a report to enhance the appearance of the report.

You can use a drawing program to create your own picture or use a scanner to scan an existing picture into your computer. You can also buy pictures at stores that sell computer software or obtain pictures on the Internet.

You can add a picture to a report, such as a picture of your products or your company logo. ADD A PICTURE

Tribute Electronics : ...

⁄ Display the report you want to add a picture to in the Design view. To change the view of a report, see page 258.

262

Products : Report

12:00 PM

¤ Click

on the Toolbox toolbar to add a picture to your report. If the Toolbox toolbar is not displayed, click to display the toolbar.

Tribute Electronics : ...

‹ Click the location in your report where you want the top left corner of the picture to appear.

Products : Report

12:00 PM

The Insert Picture dialog box appears.

Create Reports

Tip

What section of a report can I add a picture to?

Tip

You can add a picture to any section of a report. In most cases, you will want to add a picture to the Report Header section, which will display the picture at the top of the report.

Products

11

How can I delete a picture I added to a report?

To delete a picture you no longer want to appear in a report, click the picture and then press the Delete key. Access will remove the picture from the report, but will not remove the original picture from your computer.

Report Header

Product ID Product Name

Category

Page Header

Unit Price Units In Stock

1 Television

Video

$799.00

125

2 DVD Player

Video

$299.99

150

3 VCR

Video

$139.99

4 Speakers

Home Audio

$225.00

55

5 Cellular Phone

Communications

$149.99

100

6 CD Changer

Home Audio

$525.00

75

7 Flat-Screen Television

Video

$1,299.99

200

8 Digital Camera

Photography

$699.99

45

80

Detail

Delete Wednesday, January 30, 2002

Page Footer

Page 1 of 1

Group of Products

Tribute Electronics : ...

This area shows the location of the displayed pictures. You can click this area to change the location.

Products : Report

Tribute Electronics : ...

12:00 PM

› Click the name of the picture you want to add to your report.

ˇ Click OK to add the picture to your report.

The picture appears in your report.

Á Click

to save the change you made to your report.

Products : Report

12:00 PM

Note: You can move or resize a picture in a report as you would move or resize a control on a form. To move or resize a control on a form, see page 154.

263

s Jack Adam Ave. 258 LintonNY 10010 , rk Yo New

Erin Baker r Ave. 68 Cracke co, CA 94110 San Francis

Carl Davis Cres. 26 Arnold , FL 32256 Jacksonville

Lisa Bell St. 10 Heldon A 30375 Atlanta, G

n Julie Brow . 15 Bizzo PlNY 10020 , rk New Yo er Alan Cart Ave. 18 Goulage , CA 90032 les ge An Los

Jack Adams e. 258 Linton Av 10010 New York, NY Matt Cole ne 50 Tree LaA 02117 Boston, M Jason CookAve. 47 Crosley NV 89116 Las Vegas, s Simon Evan. 401 Idon Dr 37243 TN , Nashville er Paul Fras d St. 36 BuzzarA 02118 M , Boston Sue Grante St. 890 Appl CA 92121 San Diego, ris Linda Hare. 11 Lent Av A 30367 G a, nt la At

s Jack Adam Ave. 258 Linton NY 10010 New York, r Erin Bake ve. rA 68 Cracke , CA 94110 co cis an Fr n Sa Carl Davis es. Cr 26 Arnold FL 32256 e, Jacksonvill Lisa Bell St. 10 Heldon 30375 A Atlanta, G n Julie Brow . 15 Bizzo Pl Y 10020 N New York, r Alan Carte Ave. e 18 Goulag CA 90032 s, ele Los Ang

SHIP

Matt Cole ne 50 Tree La 02117 A Boston, M Jason Cook ve. A 47 Crosley V 89116 ,N Las Vegas ans Simon Ev r. 401 Idon D 37243 TN Nashville, Paul Fraser . d St 36 Buzzar 02118 A Boston, M Sue Grant . St 890 Apple CA 92121 San Diego,

Erin Baker e. 68 Cracker AvCA 94110 San Francisco, Carl Davis es. 26 Arnold CrFL 32256 Jacksonville, Lisa Bell 10 Heldon St.30375 Atlanta, GA Julie Brown 15 Bizzo Pl. 10020 New York, NY Alan Carter e. 18 Goulage Av 90032 Los Angeles, CA

Matt Cole 50 Tree Lane 117 Boston, MA 02 Chuck Deanee. 47 Crosley Av 89116 Las Vegas, NV Susan Hughes 401 Idon Dr. 37243 Nashville, TN y Greg Kilkenn 36 Buzzard St.118 02 Recipe ID Boston, MA Jim Martin . 890 Apple St 92121 San Diego, CA

Recipe Name

Meal

1 Chicken Stir-fry Dinner

Ron Ratoff 11 Lent Ave.30368 Atlanta, GA

ris Linda Har . ve 11 Lent A 30368 A G a, Atlant

Vegetarian No

2 Omelet

Breakfast

Yes

3 Veggie Pizza

Lunch

Yes

4 Lasagna

Dinner

5 Pancakes

Breakfast

6 Pork Chops

Dinner

No

7 Garden Salad

Lunch

Yes

8

Breakfast

Yes

Fruit Salad

No Yes

250mL 150mL 50mL

TO:

P & T Fruit Marke t 892 Apple St. San Diego, CA 92121

AD3 PUSH

ickeh Pry TCrhry C Cur

CHAPTER 12

Print Information Are you ready to print the information in your database? In this chapter, you will learn how to preview your data before printing, change the way the data will appear on a printed page and create mailing labels. Preview Before Printing ....................266 Change Page Setup ........................268

en keny kCehnick hicC ryCurhric ❧ ❧❧ ❧❧ ❧ ❧❧ ❧❧

Print Information ..............................270 ❧❧❧❧❧ ❧❧❧❧❧

Create Mailing Labels......................272

PREVIEW BEFORE PRINTING

You can use the Print Preview feature to see how a table, query, form or report will look when printed.

Recipe ID

Recipe Name

Meal

1 Chicken Stir-fry Dinner

Vegetarian No

2 Omelet

Breakfast

Yes

3 Veggie Pizza

Lunch

Yes

4 Lasagna

Dinner

5 Pancakes

Breakfast

6 Pork Chops

Dinner

No

7 Garden Salad

Lunch

Yes

8 Fruit Salad

Breakfast

Yes

No Yes

250mL 150mL 50mL

n

e hick ickehrnic y kCen Pry TCrrhy C Cur

AD3 PUSH

❧ ❧❧ ❧❧ ❧ ❧❧ ❧❧

The Print Preview feature can help you confirm that your printed pages will appear the way you want.

❧❧❧❧❧ ❧❧❧❧❧

PREVIEW BEFORE PRINTING

Employees

12:00 PM

Tribute Electronics : ...

⁄ In the Database window, click the type of object you want to preview. ¤ Click the object you want to preview.

266

‹ Click

to preview

the object. A window appears, displaying how the object will look when printed.

Tribute Electronics : ...

This area shows the number of the page displayed on your screen.

› If the object contains more than one page, click one of the following buttons to display another page.

12:00 PM

Employees : Table

First page Previous page Next page Last page Note: If a button is dimmed, you cannot currently display that page.

Print Information

Tip

How can I display two pages at once while previewing an object?

To display two pages at once, click the Two Pages button ( ). To once again display only one page at a time, click the One Page button ( ).

Tip

Can I see how an object will print in different views?

Yes. To see how an object will print in a specific view, display the object in the view of interest and then click the Print Preview button ( ). For example, you can display a table in the Datasheet, PivotTable or PivotChart view. To change the view of an object, see pages 74, 152, 202 and 258.

Datasheet

PivotTable

Sale Marketing Human Resources Sales Sales Human Resources Marketing Sales Marketing Accounting Sales Sales Production Production Marketing

Tribute Electronics : ...

Employees : Table

12:00 PM

MAGNIFY AN AREA OF A PAGE

¤ Click the area to

⁄ To magnify an area of a

magnify the area.

page, position the mouse over the area you want to magnify ( changes to ).

12

Tribute Electronics : ...

Jack Erin Lisa Julie Alan Matt Jason Carl Simon Paul Sue Linda Frank David Nancy

Employees : Table

PivotChart

Adams Baker Bell Brown Carter Cole Cook Davis Evans Fraser Grant Harris Hill Jones King

12:00 PM

A magnified view of the area appears.

CLOSE PRINT PREVIEW

To once again display the entire page, click anywhere on the page.

previewing the object, click Close to close the preview window.

⁄ When you finish

267

CHANGE PAGE SETUP

You can change the way information appears on a printed page.

Access stores the page setup options you specify for forms and reports so you need to specify the options only once for each form or report. For tables and queries, you must specify the page setup options every time you want to print a table or query. CHANGE PAGE SETUP

Customers

Tribute Electronics : ...

⁄ In the Database window, click the type of object you want to use different page setup options.

268

12:00 PM

Tribute Electronics : ...

¤ Double-click the object

The object opens and appears on your screen.

you want to use different page setup options.

‹ Click File.

Customers : Table

12:00 PM

› Click Page Setup. The Page Setup dialog box appears.

Print Information

Tip

12

What page setup options can I change? Orders Customers

5/16/2002

Page 1

Margins

Print Headings

Print Data Only

Orientation

Paper Size and Source

Determines the amount of space between data and the edges of each page.

Prints headings, which include the title, date and page numbers. This option is only available for tables and queries.

Prints only the data. This option is only available for forms and reports.

Determines which direction information prints on each page.

Specifies the paper size and the location of the paper that you want to use in the printer.

Tribute Electronics : ...

This area displays the margins for each page.

ˇ To change a margin, double-click the box beside the margin and then type a new margin.

Customers : Table

12:00 PM

Á If you do not want to print the title, date and page numbers, click Print Headings ( changes to ). Note: For forms and reports, the Print Data Only option appears instead. To print only the data in the form or report, click the option ( changes to ).

Tribute Electronics : ...

Customers : Table

12:00 PM

‡ Click the Page tab. ° Click the page

‚ Click OK to confirm your changes.

orientation you want to use ( changes to ).

Note: You can use the Print Preview feature to see how the printed pages will appear. To use the Print Preview feature, see page 266.

· These areas display the paper size and source. You can click an area to change the paper size or source.

269

PRINT INFORMATION

You can produce a paper copy of a table, query, form or report.

4

4/5/200

uery State Q

Last Nam Adams

e

First Nam Erin

eles Los Ang

Alan

Car ter

Davis

Evans

CA

CA

CA

ield

Bakersf

Jason

Cook

CA

Anaheim

Matt

Cole

Before printing, make sure your printer is turned on and contains paper.

CA cisco

San Fran

Julie

Brown

CA

San Jose

Lisa

Bell

When you print a table, query or report, Access prints the title, date and page number on each page.

CA

Anaheim eles Los Ang

Jack

Baker

State

City

e

o

rancisc San F

s Spring Palm

Carl

Simon

Long B

Paul

each

CA

CA CA

Fraser

1 Page

PRINT INFORMATION

Order Details

12:00 PM

Tribute Electronics : ...

⁄ In the Database window, click the type of object you want to print.

¤ Double-click the object you want to print. The object opens and appears on your screen.

Tribute Electronics : ...

If you want to print only one record or a few records, select the record(s) you want to print. To select records, see page 54.

‹ Click File. 270

Order Details : Table

12:00 PM

› Click Print. The Print dialog box appears.

Print Information

Tip

What print options can I use?

12

Can I print an object in a different view?

Tip

Yes. Before you print an object, make sure you display the object in the view you want to print the object. For example, you can display a table in the Datasheet, PivotTable or PivotChart view. To change the view of an object, see pages 74, 152, 202 and 258.

All

Prints every page. Page 1

Pages

Prints the pages you specify. Page 1

Selected Record(s)

Prints the record(s) you selected.

960001 June 960002 Frank

Burke Dawson

(201) 555-4591 (201) 555-1479

Datasheet

PivotTable

PivotChart

HP LaserJet 5MP

1 LPT1:

Tribute Electronics : ...

ˇ Click the print option you want to use ( changes to ). Note: For information on the print options, see the top of this page.

Order Details : Table

Tribute Electronics : ...

12:00 PM

If you selected Pages in step 5, type the number of the first page you want to print. Press the Tab key and then type the number of the last page you want to print.

Order Details : Table

12:00 PM

QUICKLY PRINT ALL RECORDS

⁄ Click

to quickly print all the records.

Á Click OK. 271

CREATE MAILING LABELS

You can create a mailing label for every person in a table. You can use mailing labels for addressing envelopes and packages, labeling file folders and creating name tags.

SHIP TO

:

P & T Fruit Market 892 Apple St. San Diego, CA 92121

The Label Wizard asks you a series of questions and then creates mailing labels based on your answers. CREATE MAILING LABELS

Create report in Design view

Label Wizard Customers

12:00 PM

Tribute Electronics : ...

Tribute Electronics : ...

⁄ Click Reports in

¤ Click New.

‹ Click Label Wizard

the Database window.

The New Report dialog box appears.

to use a wizard to create mailing labels.

› Click

in this area to select the table that contains the information you want to appear on the labels.

272

12:00 PM

ˇ Click the table that contains the information. Á Click OK to continue.

Print Information

Tip

12

What information must I specify when creating mailing labels?

When creating mailing labels, you must specify the manufacturer, type and size of labels you want to use. Sheet feed

Labels

Labels

Avery

Continuous 1 3" 3 /

Labels

CoStar

2" x

Herma

x4

4"

"

4" 1 1/3" x 1" x 2

5 /8"

Manufacturer

Label Type

Label Size

You can select from several different label manufacturers, such as Avery, CoStar and Herma.

You can choose between sheet feed and continuous labels. Sheet feed labels are individual pages of labels. Continuous labels are connected pages of labels, usually with holes punched along each side.

You can select a label size to specify the dimensions of each label and the number of labels that will print across each page.

C2160

1 1/2" x 2 1/2"

3 3612

2" x 3 1/2"

2

Avery Avery

Tribute Electronics : ...

The Label Wizard appears. This area displays the available label sizes for the current manufacturer.

12:00 PM

‡ To display the label sizes for a different manufacturer, click in this area. ° Click the manufacturer of the labels you want to use.

Tribute Electronics : ...

· To change the unit of measure or type of label displayed, click the appropriate options ( changes to ).

12:00 PM

Note: You can check your label packaging to determine which label size to select.

— Click Next to continue.

‚ Click the label size you want to use.

273

CREATE MAILING LABELS Jack Adams 50 Tree Lane02117 Boston, MA

Jason Cook . 258 Linton Ave 10010 New York, NY

You can change how text will appear on your mailing labels.

Carl Davis . 68 Cracker Ave , CA 94110 San Francisco

Erin Baker . 47 Crosley Ave 89116 Las Vegas, NV

Jason Cook 258 Linton Ave. New York, NY 10010

Jack Adams 50 Tree Lane Boston, MA 02117

Lisa Bell 401 Idon Dr. 37243 Nashville, TN

Carl Davis 68 Cracker Ave. San Francisco, CA 94110

Erin Baker 47 Crosley Ave. Las Vegas, NV 89116

Julie Brown St. 36 Buzzard 02118 Boston, MA

Simon Evans 26 Arnold Cres. Jacksonville, FL 32256

Lisa Bell 401 Idon Dr. Nashville, TN 37243

Paul Fraser 10 Heldon St. Atlanta, GA 30375

Julie Brown 36 Buzzard St. Boston, MA 02118

Simon Evans s. 26 Arnold CreFL 32256 Jacksonville, Paul Fraser . 10 Heldon St30375 Atlanta, GA Sue Grant 15 Bizzo Pl. 10020 New York, NY Linda Harris . 18 Goulage Ave CA 90032 Los Angeles,

Alan Carter . 890 Apple St92121 San Diego, CA

Matt Cole Sue Grant 11 Lent Ave. 30367 15 Bizzo Pl. Atlanta, GA New York, NY 10020 Linda Harris 18 Goulage Ave. Los Angeles, CA 90032

Alan Carter 890 Apple St. San Diego, CA 92121

Jason Cook 258 Linton Ave. New York, NY 10010

Jack Adams 50 Tree Lane Boston, MA 02117

Carl Davis 68 Cracker Ave. San Francisco, CA 94110

Erin Baker 47 Crosley Ave. Las Vegas, NV 89116

Simon Evans 26 Arnold Cres. Jacksonville, FL 32256

Lisa Bell 401 Idon Dr. Nashville, TN 37243

Paul Fraser 10 Heldon St. Atlanta, GA 30375

Julie Brown 36 Buzzard St. Boston, MA 02118

Sue Grant 15 Bizzo Pl. New York, NY 10020

Alan Carter 890 Apple St. San Diego, CA 92121

Linda Harris 18 Goulage Ave. Los Angeles, CA 90032

Matt Cole 11 Lent Ave. Atlanta, GA 30368

Matt Cole 11 Lent Ave. Atlanta, GA 30368

The changes you make to the appearance of text on your mailing labels will affect all the text on every label. You cannot change the appearance of text for part of a label or only some labels.

CREATE MAILING LABELS (CONTINUED)

8

Arial

10

Tribute Electronics : ...

This area displays how the text on your labels will appear.

12:00 PM

This area displays options you can use to change the appearance of the text on your labels.

Tribute Electronics : ...

± To change the font, size or weight of the text on your labels, click below the name of the option you want to change. ¡ Click the option you want to use.

274

12:00 PM

™ To italicize or underline the text on your labels, click the appropriate option ( changes to ).

£ Click Next to continue.

Print Information

Tip

How can I select a different text color for my mailing labels?

Tip

In the Label Wizard, click the button ( ) beside the Text color box. In the dialog box that appears, click the color you want to use for the text and then press the Enter key. You need a color printer to be able to print the text on your mailing labels in color.

12

Can I display the same text on every mailing label?

Yes. You can display text, such as "Confidential" or "Important", on every mailing label. After you add the fields you want to display on the mailing labels in the Label Wizard, type the text you want to appear on every mailing label in the Prototype label area.

k 7 Coo ne 211 on La A 0 Jas 0 Treeton, M ntial 5 os fide 6 B on ve. 911 s C avi y A V 8 rl D roslegas, Nial ms Ave. 10010 a a C C d t 47 as Vefiden k A ton NY L on Jac 90 LinYork, ntial ns 43 C 2 ew fide Eva r. 372 N on on n D TN e . 9 4110 r v C e A Sim01 Idohville, ntial ak ker o, CA B e 4 c c Nas onfid l Erin8 CraFrancis ntial C 6 an fide ntia S on fide ith es. 256 C Conim Sm Linto ell ld Cr , FL 32 B J o le a 290 ew Yo Lis 6 Arnsonvil ntial N 2 ack fide J n l 0

BillingAddress Zip Code

Tribute Electronics : ...

This area displays the fields from the table you selected in step 5.

¢ Double-click a field you want to appear on the labels.

12:00 PM

The field you select appears in this area.

∞ To add a blank space, press the Spacebar. To move to the next line, press the Enter key.

Tribute Electronics : ...

§ Repeat steps 16 and 17 until this area displays all the fields you want the labels to display. Note: The fields should appear the same way you want them to print on your labels. Make sure you add spaces and commas (,) where needed.

12:00 PM

To remove a field you accidentally selected, click the field in this area and then press the Delete key.

¶ Click Next to continue.

275

CREATE MAILING LABELS

You can sort your mailing labels to better organize the labels.

Jack Adams 258 Linton Ave. Anaheim, CA 92803

Kevin Turner 10 Heldon St. Beverly Hills, CA 90210

Erin Baker 12 Downing Ave. Long Beach, CA 90809

Simon Evans 215 Royal Dr. Los Angeles, CA 90052

Lisa Bell 26 Arnold Cres. San Diego, CA 92199

Frank Hill 15 Main St. San Jose, CA 95101

Julie Brown 47 Crosley Ave. Buffalo, NY 14240

Nancy King 142 King St. New York, NY 10199

Alan Carter 168 Cracker Ave. Syracuse, NY 13220

Stacy Lee 50 Tree Lane Utica, NY 13504

For example, you can sort your mailing labels by state to place all the labels for the same state together. If the same state appears on several labels, you can sort your labels by a second field, such as city, to further organize the labels.

CREATE MAILING LABELS (CONTINUED)

State

Fax Number

State

Tribute Electronics : ...

• To sort your labels, double-click the field you want to use to sort the labels.

276

12:00 PM

Note: If you do not want to sort your labels, skip to step 21.

Tribute Electronics : ...

The field you selected appears in this area. To remove a field you accidentally selected, double-click the field in this area.

12:00 PM

To sort the labels by a second field, double-click the field in this area.

ª Click Next to continue.

Print Information

Tip

How do I print the mailing labels I created?

When viewing your mailing labels, click the Print button ( ) to print all the labels. Before printing your mailing labels, make sure your printer is turned on and the labels are in the printer. For more information on printing, see page 270.

Tip

How do I edit the mailing labels I created?

To edit mailing labels, you must change the data in the table you used to create the labels. Changes you make to the data in the table will automatically appear in the labels the next time you open the report containing the labels. me world plies ation oods Plus

Off

Tribute Electronics : ...

º Type a name for your labels.

12

Billing Address 121 Queen St. West 609 Water St. 7078 Rogers Rd. 802 College St. 9 George St

City New Los Cew Sao New

On

12:00 PM

– Click Finish to create your labels. You can click Back to return to a previous step and change your selections.

New York, NY. 10199

Los An

Sport and Recreation Inc. 10 Headon St. Charlotte, NC 28228

Varsity 802 Co San Jos

ABC Sporting Goods 26 Arnold Cres

Sports Beverly

Tribute Electronics : ...

A window appears, displaying a personalized label for each person in your table.

≠ When you finish

Customer Labels : Re...

12:00 PM

Access stores your labels as a report. To later open a report so you can once again review and print your labels, see page 256.

reviewing the labels, click to close the window.

277

22040

COLOR VIEW

of 4 Customers 3

Customers 1 of 4

CHAPTER 13

Create Data Access Pages Are you wondering how you can use Access to share data with other people on the Internet? This chapter shows you how to create and work with data access pages for the Web. Create a Data Access Page..............280 Change the View of a Data Access Page ................................286 Open a Data Access Page ..............288 Add a Title ....................................289 Move Through Records ....................290 Apply a Theme ..............................292 Rename a Data Access Page ............294 Delete a Data Access Page ..............295

ode:

Zip C

CREATE A DATA ACCESS PAGE

You can use the Page Wizard to create a data access page, which is a Web page that connects directly to the data in your database.

You can use a data access page to view and edit the data in your database on the Internet or your company's intranet. An intranet is a small version of the Internet within a company. The Page Wizard will ask you a series of questions and then set up a data access page based on your answers.

CREATE A DATA ACCESS PAGE

Create data access page by using wizard Table: Customers

Tribute Electronics: ...

To create a data access page, you must have Internet Explorer 5.01 with Service Pack 2 (or a later version) installed on your computer.

⁄ Click Pages in the Database window.

280

12:00 PM

¤ Double-click Create data access page by using wizard.

Tribute Electronics: ...

The Page Wizard appears.

‹ To select the table that contains the fields you want to include in your page, click in this area.

12:00 PM

› Click the table that contains the fields.

Create Data Access Pages

Tip

Which tables in my database can I use to create a data access page?

13

Can I create a data access page using data from a query?

Tip

You can use any table in your database to create a data access page. When creating a data access page that uses information from more than one table, relationships must exist between the tables so that Access can bring together the information in the tables. For information on relationships, see page 128.

Yes. The Page Wizard allows you to select the fields you want to include from queries as you would select the fields you want to include from tables. For information on queries, see pages 192 to 229.

e taleCod PosCod e tal Code e incPos te/Pincrov 10 e10Postal Starov te/P Code 100 rovinc Postal y Sta te/P100 Code ince10 City Cit NY Sta 021te/P 17rov17100 Postal e s Sta 021 k CitNYy 100 ince10 tal Cod Adds res YorwkYor Addres 10021rov17 100 MAy NY 10 e Pos State/P Ne 941 resw. sNe MAk Cit . Ave 94110 rovinc t Name Ave tonAdd 02117 Name n w Yor y NY te/P t Las s Lin ton 10 Ne 10 Cit sto MA n Sta . Las res k Lin 258 Bo stoAve 17 100 Yor me NY 16941 t Name 891 etonAdd h 258 10021 nCAw CA sco Las 891 MA City16 . sNe LinBo NastmeNa nci eeLan sto res sco me Lan Ave 258 Bo Fra Tre FirstFir mit nci Schhmit York Add NY16941 teNa CA me ton w 02117 50 Fra ID Tre Sch 891 e San n 56 Na Las s s Lin Ne . NV h 50 ID sco MA . sto San Lan res k322 .eAve NVnci First me Bo Ave 1694110 322 Adds res rsonmit Yor56 Add CA Na Trer258 Sch tAve asFra r cke ttenme eton Addres Na rso 50 ID hCra Las as San sco Veg MA56891 Lan .nNew .Lin Jim1s Jim stoNV nci eme PeFirttestPe 94110 68cke Veg 1 res Cra Las nmit 43322 258 BoAve Ave 16 FL Fra Tre Na . r Sch 68 CA Add me rso t Las 43 372 ton FL 50 as 891 e ID . cke Na Ave tte San n 56 s Jim lle Lin h Las 372 .Veg sco NV Lan Cra Ave res1nda sby nvi botstPe n68 lle Fir mit Bre e258 Ave 16 2nda r Las sby Cro nvi Add CA43322 me Sch FLBoncisto sco75372 .kso 2 Bre ckeTre 47rso TalbotTal Cro Jac Na 50 ID SaneasFra 56 891 Ave sJim Pesttte Cra s.hkso .Veg lleTN NV Jac Fir47 res1nda mit 75 e Lan 303 TN sby nvi Cre s.n68 bot Ave 43322 r Las Franci Tre 2dBre Sch rso Cro old asFL303 d Add cke 50 ille.kso tte47Cre Jim Jac s IDanTal Arn De lle . San an NV75372 1nda Cra ille shvAve TN s. sby 32256 26Peold 3 Tod3 Tod 2dAdd Arn Deres nNa Bre AveVeg 68 shv Las Cre r nvi Talbot Cro kso FL 18303 . GA Narso as 18 021 37243 tteold 47 Jac an26 GA Jim Tod Ave illecke Dr. son

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Query: Employees Query

LES TAB

Query: Employee Sales Query

CompanyName

Discount

Quantity

Tribute Electronics: ...

This area displays the fields from the table you selected.

12:00 PM

ˇ Double-click each field you want to include in your page. Note: To add all the fields in the table at once, click .

Tribute Electronics: ...

Each field you select appears in this area. To remove a field you accidentally selected, double-click the field in this area. Note: To remove all the fields at once, click .

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Á To include fields from other tables in your database, repeat steps 3 to 5 for each table.

‡ Click Next to continue.

281

CREATE A DATA ACCESS PAGE

You can group the data in your data access page to place related information together. Grouping data helps you organize the data in your page.

CompanyName CompanyName

Blue Nose Sports

FL

Customer ID CompanyName Customer ID

For example, you can group all the customers from the same state together in your data access page.

Athletics Inc.

CA

BillingAddress

14 Pine Street

City

Los Angeles

Postal Code

90012

BillingAddress 6049 City Postal Codes

33 Sunshine Ave. Fort Myers

Racquets & Stuff

NY

Customer ID BillingAddress 4672 City Postal Codes

7144

99 Blue Road New York 10055

33905

CREATE A DATA ACCESS PAGE (CONTINUED)

CompanyName Zip Code

Tribute Electronics: ...

12:00 PM

Tribute Electronics: ...

This area displays all the fields you selected to include in your page.

This area shows how Access will group the data in your page.

‚ To sort the records in your page, click in this area.

° If you want to group data in your page, double-click the field you want to use to group the data.

To remove a field you selected to group data in your page, double-click the field in this area.

Note: For information on sorting, see the top of page 283.

· Click Next to continue. 282

12:00 PM

— Click the field you want to use to sort the records.

Create Data Access Pages

Tip

13

Why would I sort the records in my data access page?

You can sort the records in your data access page to better organize the records. For example, you can sort records alphabetically by the Last Name field to make it easier to find customers of interest. If the same last name appears more than once in the field, you can sort records by a second field, such as First Name, to further organize the records. You can use up to four fields to sort the records in a data access page.

Last Name First Name

Williams Sue

Company Name Bike & Stuff

Last Name City First Name

Smith Key West Bob

State / Province FL Company Name Sports Stop

Smith Last CityName Austin Allison First Name State / Province TX Company Name Mind Games Last Name Abbott Fort Myers City First Name Jennifer State / Province FL Company Name City State / Province

Ski World New York NY

CompanyName Customers

Tribute Electronics: ...

12:00 PM

± Click this button until the button displays the way you want to sort the records.

¡ To sort by a second

Ascending–Sorts A to Z, 1 to 9

™ Click Next to

Descending–Sorts Z to A, 9 to 1

field, repeat steps 10 to 12 in this area. continue.

Tribute Electronics: ...

If you included fields from more than one table and you chose not to group data in step 8, this screen appears. Note: If the screen does not appear, skip to step 17.

12:00 PM

£ Click the table you want to be able to edit. Note: You will not be able to edit data in the other table(s).

¢ Click Next to continue.

283

CREATE A DATA ACCESS PAGE

When creating a data access page, you can give the page a descriptive title.

When you view a data access page, the title you specify will appear at the top of the window. CREATE A DATA ACCESS PAGE (CONTINUED)

Tribute Electronics: ...

12:00 PM

∞ Type a title for your page.

¶ Click Finish to create your page.

§ Click this option to open the page when you finish creating the page ( changes to ).

You can click Back to return to a previous step and change your selections.

284

Tribute Electronics: ...

Customer Orders

12:00 PM

The page appears, displaying the information for the first record.

Note: To move through records in a data access page, see page 290.

If the information for the record does not appear, click beside the first field on the data access page to display the information ( changes to ).

• Click your page.

to save

Create Data Access Pages

Tip

Where does Access store a data access page I create?

Tip

Access stores a data access page as a separate file outside of your database and displays a shortcut to the file in the Database window. To use the shortcut to open a data access page within Access, see page 288.

Tribute Electronics: ...

The Save As Data Access Page dialog box appears.

ª Type a file name for your page.

Customer Orders

How do I make my data access page available for other people to view?

To make a data access page available on the Internet or your company's intranet, you need to transfer the page to a Web server. A Web server is a computer that stores Web pages and makes the pages available for other people to view. For information on publishing a data access page to a Web server, contact your Web server administrator.

12:00 PM

This area shows the location where Access will store your page. You can click this area to change the location.

º Click Save to save your page.

13

Tribute Electronics: ...

Access saves the page. If you saved the page on your computer rather than on the Internet or your company's intranet, the Microsoft Office Access dialog box appears.

Customer Orders

12:00 PM

– Click OK to close the dialog box. ≠ When you finish reviewing the page, click to close the page.

285

CHANGE THE VIEW OF A DATA ACCESS PAGE

Page View

Design View

Web Page Preview

You can view a data access page in three different ways. Each view allows you to perform different tasks.

Select View

1

2

3

USING THE PAGE AND DESIGN VIEWS

Tribute Electronics: ...

In this example, the data access page appears in the Page view.

286

Customer Orders

⁄ Click

12:00 PM

to display the data access page in the Design view.

Tribute Electronics : ...

The data access page appears in the Design view.

Customer Orders : D...

12:00 PM

The View button changed from to To quickly switch between the Page ( ) and Design ( ) views, click the View button.

.

Create Data Access Pages

Tip

13

How can I view a data access page?

Design View

Page View

Web Page Preview

The Design view allows you to change the layout and design of a data access page to make the page easier to use or to enhance the appearance of the page.

The Page view allows you to review, enter and edit information displayed in a data access page.

The Web Page Preview view allows you to display a data access page in your Web browser so you can see how the page will appear on the Web or on your company's intranet.

USING THE WEB PAGE PREVIEW VIEW

Tribute Electronics : ...

Before you can display your data access page in a Web browser, you must save any changes you made to the page.

⁄ Click

to save any changes you made to the data access page.

Customer Orders : D...

12:00 PM

¤ Click in this area to display the data access page in a different view. ‹ Click Web Page Preview.

Tribute Electroni...

Customer Order...

The Microsoft Internet Explorer window appears, displaying the page as it will appear on the Web or on your company's intranet.

Customer Order...

12:00 PM

› When you finish reviewing the page, click to close the page.

287

OPEN A DATA ACCESS PAGE

You can open a data access page to display the contents of the page on your screen. Opening a data access page allows you to review and make changes to the page.

mG

A

Each time you open a data access page, Access will display the most current data from your database in the page. OPEN A DATA ACCESS PAGE

Customer Orders

12:00 PM

Tribute Electronics : ...

⁄ Click Pages in the Database window.

This area displays a list of the data access pages you have created in the database.

¤ Double-click the data access page you want to open.

288

Tribute Electronics : ...

The data access page opens. You can now review and make changes to the page.

Customer Orders

12:00 PM

When you finish reviewing and working with the data access page, click to close the page.

ADD A TITLE

You can add a title to a data access page to describe the information displayed in the page.

Create Data Access Pages

13

ers d r O er m o t Cus

ADD A TITLE

Tribute Electronics: ...

Customer Orders: D...

⁄ Display the data access page you want to add a title to in the Design view. To change the view of a data access page, see page 286.

12:00 PM

¤ Click this area to add a title to the data access page.

Tribute Electronics: ...

A flashing insertion point appears in the area.

‹ Type a title for your data access page.

› Click

to save your change.

Customer Orders: D...

12:00 PM

To remove a title from a data access page, drag the mouse over the title until you highlight the entire title and then press the Delete key.

289

MOVE THROUGH RECORDS

You can move through the records in a data access page to review and edit information.

8

Product ID

Sports Superstore

2

Product ID

Product Name DVD Category:

Video

Unit Price Units In Stock

$139.99

Television Charlotte VideoNC

Unit Price

80

2354 Elm Ave.

Product Name Category:

Units In Stock

Products 2 of 12

28228-

4

3 ame Speakers Home Audio

$225.00

$799.00 ock

125 Customers 8 of 12 Products 3 of 12

Product ID Product Name

Cellular Phone

Category:

Communications

Unit Price Units In Stock

55 Products 4 of 12

$14 125 Products 5 of 12

AD3

PUSH

AD3

POWER

RESET

COMPACT COMPACT

MOVE THROUGH RECORDS

Tribute Electronics : ...

This area displays the number of the current record and the total number of records.

12:00 PM

Customer Orders

⁄ To move to another record, click one of the following buttons. First record Previous record Next record Last record

290

Tribute Electronics : ...

The information for the record you specified appears.

Customer Orders

12:00 PM

Create Data Access Pages

Tip

13

Can I edit the data in my data access page?

Yes. You can edit the data in a data access page as you would edit data on a form. To edit data on a form, see page 146. After you finish making changes to data, click in the data access page to save your changes. When you change data in a data access page, Access will also change the data in the table you used to create the page.

1

Product ID Product Name Headphones Category:

Accessories $19.99

Unit Price Units In Stock

350 Products 1 of 12

If your data access page displays information from more than one table, you may not be able to edit data in the page.

Tribute Electronics : ...

MOVE THROUGH GROUPED RECORDS

If you chose to group data when you created your data access page, a plus sign ( ) appears beside the field you used to group the data. In this example, the records are grouped by state.

Customers

12:00 PM

⁄ To display the information for a record, click the plus sign ( ) beside the field ( changes to ).

Tribute Electronics : ...

The information for one record appears. In this example, the information for a customer from the current state appears. Note: To once again hide the information for the record, click the minus sign ( ) beside the field.

Customers

12:00 PM

To move through the records in the current group, use these buttons. To move through the field used to group the records, use these buttons.

291

APPLY A THEME

Access offers many ready-to-use designs, called themes, that you can use to enhance the overall appearance of a data access page.

22040

COLOR VIEW

of 4 Customers 3

A theme includes a group of design elements including fonts, horizontal lines, links, bullets and background pictures.

Customers 1 of 4

APPLY A THEME

Customer Orders

Tribute Electronics : ...

12:00 PM

⁄ Click Pages in the

¤ Click the data access

Database window.

page you want to apply a theme to.

This area displays a list of the data access pages you have created in the database.

292

‹ Click Design to open the data access page in the Design view.

Tribute Electronics : ...

The data access page appears in the Design view.

› Click Format.

Customer Orders : D...

12:00 PM

ˇ Click Theme. The Theme dialog box appears.

Create Data Access Pages

Why didn't a sample of the theme I selected appear?

Tip

Tip

If a sample of the theme you selected does not appear, the theme is not installed on your computer. To install the theme, click Install in the Theme dialog box.

13

Are there other ways I can change the appearance of a data access page?

When you display a data access page in the Design view, you can change the design of the page as you would change the design of a form. For example, you can bold text, change the font and color of text and add a picture to the page. To change the design of a form, see pages 154 to 169.

Bold Stripes

Countr

y:

Blends

Tribute Electronics : ...

This area displays a list of the available themes.

Á Click the theme you want to apply to your data access page.

Customer Orders : D...

12:00 PM

Tribute Electronics : ...

This area displays a sample of the theme you selected.

The data access page displays the theme you selected.

Note: If a sample does not appear, see the top of this page.

° Click

‡ Click OK to apply the theme to your data access page.

to save your

Customer Orders : D...

12:00 PM

To remove a theme, repeat steps 1 to 8, selecting (No Theme) in step 6.

change.

293

RENAME A DATA ACCESS PAGE

You can change the name of a data access page to better describe the information displayed in the page.

Each data access page in your database must have a unique name. RENAME A DATA ACCESS PAGE

First Quarter Sales

Sales Report

Tribute Electronics: ...

12:00 PM

⁄ Click Pages in the

¤ Click the name of the

Database window.

data access page you want to rename.

This area displays a list of the data access pages you have created in the database.

294

‹ After a few seconds, click the name again or press the F2 key. A black border appears around the name. Note: If you accidentally double-click the name of the data access page, the page will open.

Tribute Electronics: ...

› Type a new name for the data access page and then press the Enter key. The data access page displays the new name.

12:00 PM

Note: Access stores a data access page as a separate file outside of your database. Renaming a data access page in Access renames the shortcut to the file, but does not rename the file itself.

DELETE A DATA ACCESS PAGE

If you no longer need a data access page, you can permanently delete the page from your database.

Create Data Access Pages

13

base

Data

Access stores a data access page as a separate file outside of your database and displays a shortcut to the file in the Database window. When deleting a data access page, you can delete both the shortcut to the file and the file itself or just the shortcut.

DELETE A DATA ACCESS PAGE

Best-Selling Products

12:00 PM

Tribute Electronics: ...

⁄ Click Pages in the Database window. This area displays a list of the data access pages you have created in the database.

¤ Click the name of the data access page you want to delete.

‹ Click

to delete the data access page.

Tribute Electronics: ...

A confirmation dialog box appears.

› Click a button to specify if you want to delete both the shortcut to the file and the file itself or just the shortcut.

12:00 PM

Note: If you select Delete Link and Files in step 4, the Confirm File Delete dialog box will appear. Click Yes to delete the file.

295

INDEX Symbols * (asterisk) add all fields from tables to queries using, 207 find records in queries using, 215 ? (question mark), find records in queries using, 215 < (less than), criteria, 214 <= (less than or equal to), criteria, 214 = (exact matches), criteria, 214 > (greater than), criteria, 214 >= (greater than or equal to), criteria, 214

B back up databases, 28-29 background color, change for controls in forms, 164 for tables, 48 for text in forms, when applying conditional formatting, 171 bold data, in forms, 161 when applying conditional formatting, 171 border styles, of tables, change, 49

A

C

Access. See also specific subject or feature exit, 5 get help with, 30-31 overview, 4 start, 5 toolbars, display or hide, 25 windows, minimize, 24 addresses e-mail, add to tables, 114-115, 118-119 Web page, add to tables, 114-117 alignment of data, in forms, change, 166 And criteria filter records using, 188, 189 find records in queries using, 213 appearance of objects in Database window, change, 21 of tables, change, 48-49 asterisks (*) add all fields from tables to queries using, 207 find records in queries using, 215 AutoCorrect feature, 61 AutoForm Wizard, create forms using, 136-137 autoformats, apply to forms, 172-173 to reports, 261 AutoNumber data type, 83 primary key type, 127 AutoReport Wizard, create reports using, 254-255 Average, calculate in PivotChart, 243 in PivotTable, 236-237 Avg, calculate in queries, 198-199, 223 in reports, 250

calculations perform in PivotChart, 243 in PivotTable, 236-237 in queries, 198-199, 218-219 in reports, 250-251 remove from PivotTable, 237 cancel changes in forms, 147, 167 in tables, 57 captions, add to fields, in tables, 90 cascade delete related records, 133 cascade update related fields, 133 CD-R discs, back up databases using, 29 CD-RW discs, back up databases using, 29 cells in forms, replace all data in, 147 in tables add effects, 48 replace data in, 57 select, 55 select data in, 55 zoom into, 58 center data, in forms, 166 Chart Field List dialog box, move, 241 charts. See PivotChart view clear fields from queries, 207 Clipboard task pane, 63 close Access, 5 data access pages, 288 forms, 144 objects, 21 preview window, 267 queries, 204 reports, 256 tables, 42

296

color, change in forms of controls, 164-165 data, when applying conditional formatting, 171 mailing labels, of text, change, 275 in tables background, 48 data, 67 gridlines, 49 Columnar AutoForm type, 137 AutoReport type, 255 columns. See also fields line style under headers, change, 49 lookup create, 106-109 use, 109 width, change, 43 conditional formatting, in forms apply, 170-171 remove, 171 controls, in forms color of background, change, 164, 165 of text, change, 165 delete, 156 move, 154 resize, 155 copy data in tables, 62-63 Count, calculate in PivotChart, 243 in PivotTable, 236-237 in queries, 199, 223 criteria And, 188, 189, 213 examples, 214-215 for filtering records by form, 187, 188-189 find records in queries using, 211, 212-213 Or, 189, 212, 213 Currency, data type, 83 D data. See also records; text in data access pages edit, 291 group, 282 find, 178-179 in forms alignment, change, 166 bold, 161 in cells, replace all, 147

color, change, 165 delete, 146 edit, 146-147 font, change, 162 insert, 146 italicize, 161 print only, 268-269 size, change, 163 underline, 161 in queries edit, 195 summarize, 222-225 replace, 180-181 in reports group, 248 perform calculations, 250-251 print only, 268-269 in tables color, change, 67 copy, 62-63 delete, 56 deselect, 55 edit, 56-57 find, 178-179 font, change, 66 insert, 56 move, 62-63 move through, 52-53 replace, 180-181 in cells, 57 require for fields, 92-93 select, 54-55 size, change, 66 spelling, check, 60-61 style, change, 66 types, for fields, change, 82-83 underline, 66 data access pages create, 280-285 data edit, 291 group, 282 as database objects, 21 delete, 295 open, 288 as part of database, 7 records move through, 290-291 sort, 282-283 rename, 294 save, 284-285

297

INDEX themes apply, 292-293 remove, 293 titles add, 289 remove, 289 view, change, 286-287 Database window display, 20 use, 20-21 Database Wizard, create databases using, 10-15 databases back up, 28-29 create blank, 16-17 using Database Wizard, 10-15 open, 18-19 recently used, 19 overview, 4 parts of, 6-7 plan, 8-9 restore from backup copies, 29 search for, 26-27 templates obtain on Internet, 11 select recently used, 11 Datasheet, AutoForm type, 137 Datasheet view create tables in, 34-37 of forms, 153 of queries, 202, 203 of tables, 74, 75 Date/Time, data type, 83 decimal places, change number of, for fields, 88-89 default values, set for fields in tables, 91 delete. See also remove data in forms, 146 in tables, 56 data access pages, 295 fields from queries, 208 from tables, 47, 78 objects, 23 pictures from forms, 169 from reports, 263 records, from forms, 149 relationships between tables, 131 dependencies for objects, view, 124-125 descriptions, add to fields, 81 deselect data, in tables, 55

298

Design view create queries in, 192-195 of data access pages, 286, 287 of forms, 152, 153 of queries, 202, 203 of reports, 258, 259 of tables, 74, 75 desktop, 17 dialog boxes, obtain help when using, 31 display. See also view Database window, 20 field properties, 80 hidden fields, in tables, 69 highest or lowest values in queries, 216-217 legend, in PivotChart, 241 subdatasheets in tables, 59 toolbars, 25 E edit data in data access pages, 291 in forms, 146-147 in tables, 56-57 mailing labels, 277 effects, add to cells in tables, 48 e-mail addresses, create hyperlinks for in fields, 118-119 exit Access, 5 expressions, enter for calculations, 218-219 F field names, in tables, 35 change, 44 fields. See also columns consider when planning databases, 9 in forms add, 158 order of, 139 in PivotChart view add, 239-241 remove, 241 in PivotTable view add, 233-235 remove, 235 in queries add, 206-207 delete, 208 hide, 209 rearrange, 205 in tables add, 46, 76-77 captions, add, 90

create to store hyperlinks, 114-115 to store pictures, 102-105 data type, change, 82-83 decimal places, change number, 88-89 default value, set for, 91 delete, 47, 78 descriptions, add, 81 format, select, 84-85 freeze, 70-71 hide, 68, 69 hyperlinks add to, 116-117, 118-119 remove from, 117, 119 input masks, create custom, 100-101 using wizard, 96-99 lookup columns create, 106-109 use, 109 overview, 6, 35 properties, display, 80 rearrange, 45, 79 redisplay, 69 rename, 44 require data entry for, 92-93 scroll through, 53 select, 54 size, change, 86-87 smart tags, set up, 120-121 unfreeze, 71 validation rules, add, 94-95 Yes/No, create, 110-113 files, add hyperlinks for, to fields, 116-117 filter records by exclusion, 185 by form, 186-189 by input, 184 by selection, 182-183 Find and Replace dialog box, move, 181 find. See also search data, 178-179 records, in queries, using criteria, 211, 212-213 unmatched records in queries, 226-229 First, calculate, in queries, 223 floppy disks, back up databases using, 28 font of data, change in forms, 162 on mailing labels, 274 in tables, 66 Form view, of forms, 152, 153 Form Wizard, create forms using, 138-143 format for fields, select, 84-85

forms appearance, change, 49 autoformats, apply, 172-173 conditional formatting apply, 170-171 remove, 171 controls color, change, 164-165 delete, 156 move, 154 resize, 155 create using AutoForm Wizard, 136-137 using Form Wizard, 138-143 data alignment, change, 166 bold, 161 in cells, replace all, 147 color, change, 165 delete, 146 edit, 146-147 find, 178-179 font, change, 162 insert, 146 italicize, 161 replace in, 180-181 size, change, 163 underline, 161 delete, 23 fields, add, 158 labels add, 159 text, change, 160 linked, create, 140-142 margins, change, 268-269 as objects in Database window, 21 open, 144 order of fields in, 139 as part of database, 7 pictures add to, 168-169 delete, 169 preview before printing, 266-267 print, 270-271 data only, 268-269 records add, 148 delete, 149 filter by exclusion, 185 by form, 186-189 by input, 184 by selection, 182-183 move through, 145 sort, 176-177 rename, 22

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INDEX save, 137 size, change, 157 subforms create, 140-142 move through, 143 text color, change, 165 undo changes, 147, 167 views, change, 152-153 freeze fields, in tables, 70-71 G greater than (>), criteria, 214 greater than or equal to (>=), criteria, 214 gridlines, in tables color, change, 49 remove, 48 styles, change, 49 group data in data access pages, 282 in reports, 248 H help, obtain, 30-31 when working in dialog boxes, 31 hide fields in queries, 209 in tables, 68, 69 toolbars, 25 Hyperlink data type, 83 field, create, 114-115 hyperlinks, in tables add to fields, 116-117, 118-119 remove from fields, 117, 119 select, 117, 119 I input masks characters for creating, 101 create custom, 100-101 using wizard, 96-99 remove, 101 use, 99, 101 insert data in forms, 146 in tables, 56 intranets, 116, 280 italicize data in forms, 161 when applying conditional formatting, 171 text in mailing labels, 274

300

K keyboard, use to move through data in tables, 53 keys, primary. See primary keys L labels in forms add to, 159 color, change, 164-165 delete, 156 move, 154 resize, 155 text, change, 160 mailing. See mailing labels landscape orientation, of reports, 253 Last, calculate, in queries, 223 Layout Preview view, of reports, 259 left align data, in forms, 166 legend, display in PivotChart, 241 less than (<), criteria, 214 less than or equal to (<=), criteria, 214 linked forms, create, 140-142 links. See Hyperlinks lookup columns create, 106-109 use, 109 M magnify pages, when previewing, 267 reports, 260 mailing labels create, 272-277 edit, 277 print, 277 text color, change, 275 margins, change, 268-269 Max, calculate in PivotChart, 243 in PivotTable, 236-237 in queries, 198-199, 223 in reports, 250 Memo, data type, 83 Min, calculate in PivotChart, 243 in PivotTable, 236-237 in queries, 198-199, 223 in reports, 250 minimize windows, 24 move Chart Field List dialog box, 241 controls, in forms, 154

data in tables, 62-63 Find and Replace dialog box, 181 PivotTable Field List dialog box, 235 through data in tables, 52-53 pages of reports, 257 records in data access pages, 290-291 in forms, 145 in tables, 52 multiple-field, primary key type, 127 My Computer, 17 My Documents, 17 My Network Places, 17 My Recent Documents, 17 N names of fields, in tables, 35 change, 44 Number, data type, 83 number fields change decimal places for, 88-89 size, change, 87 O objects appearance in Database window, change, 21 close, 21 delete, 23 dependencies, view, 124-125 open, 20-21 rename, 22 OLE Object, data type, 83 one-to-many, relationship type, 131 one-to-one, relationship type, 131 open data access pages, 288 forms, 144 objects, 20-21 queries, 204 reports, 256 tables, 42 OpenType fonts, 67 operators for entering parameters in queries, 221 use when applying conditional formatting, 171 Or criteria filter records using, 189 find records in queries using, 212, 213 order of fields in forms, 139 orientation of printed pages, change, 268-269 for reports, 253 Overtype feature, 147

P page setup options, change, 268-269 Page view, of data access pages, 286, 287 pages. See data access pages paper size, select, before printing, 268-269 paper source, select, before printing, 268-269 parameters, use in queries, 220-221 pictures in forms add, 168-169 delete, 169 in reports add, 262-263 delete, 263 in tables add to records, 102-105 remove from records, 105 view, 105 PivotChart AutoForm type, 137 calculations, change, 243 chart type, change, 242 fields add, 239-241 remove, 241 legend, display, 241 view of forms, 153 of queries, 203 of tables, 75 use, 238-243 PivotTable AutoForm type, 137 calculations perform, 236-237 remove from, 237 Field List dialog box, move, 235 fields add, 233-235 remove, 235 view of forms, 153 of queries, 203 of tables, 75 use, 232-237 portrait orientation, of reports, 253 preview data before printing, 266-267 primary key consider when planning databases, 9 create, when creating tables, 36, 39 overview, 39 set, for tables, 126-127

301

INDEX print information, 270-271 mailing labels, 277 options, change, 268-269 Print Preview feature, use, 266-267 Print Preview view, of reports, 258, 259 properties, for fields, display, 80 Property Update Options button, 81, 85, 101, 113 Q queries add tables to, when creating in Design view, 192-193 appearance, change, 49 calculations, perform, 198-199, 218-219 create in Design view, 192-195 using Simple Query Wizard, 196-201 data find, 178-179 replace in, 180-181 summarize, 222-225 delete, 23 fields add, 206-207 clear, 207 delete, 208 hide, 209 rearrange, 205 headings, print, 268-269 margins, change, 268-269 as objects in Database window, 21 open, 204 parameters, use, 220-221 as part of database, 7 preview before printing, 266-267 print, 270-271 records display highest or lowest values, 216-217 filter by exclusion, 185 by form, 186-189 by input, 184 by selection, 182-183 find unmatched, 226-229 using criteria, 211, 212-213 sort, 176-177, 210 rename, 22 run, 194-195 save, 195 view, change, 202-203 question mark (?), find records in queries using, 215

302

R rearrange fields in queries, 205 in tables, 45, 79 records. See also data; text criteria for filtering by form, 187, 188-189 in data access pages move through, 290-291 sort, 282-283 filter by exclusion, 185 by form, 186-189 by input, 184 by selection, 182-183 in forms add to, 148 delete, 149 move through, 145 in queries display highest or lowest values, 216-217 find unmatched, 226-229 using criteria, 211, 212-213 grouped, summarize data for, 224-225 sort, 210 in reports, sort, 249 sort, 176-177 remove, 177 in tables add to, 64 delete, 65 move through, 52 overview, 6, 35 pictures add to, 103-105 remove, 105 view, 105 select, 54 redisplay fields, in tables, 69 referential integrity, enforce in tables, 132-133 relationships between tables consider when planning databases, 9 create, 128-131 delete, 131 remove. See also delete bolding, from form data, 161 calculations from PivotTable, 237 conditional formatting from forms, 171 fields from PivotChart, 241 from PivotTable, 235 gridlines in tables, 48 hyperlinks, from fields, in tables, 117, 119 input masks, 101

S

search for databases, 26-27 select, in tables cells, 55 data, 54-55 fields, 54 hyperlinks, in fields, 117, 119 records, 54 Simple Query Wizard, create queries using, 196-201 single-field, primary key type, 127 size, change for data in forms, 163 in tables, 66 for fields in tables, 86-87 for forms, 157 for text on mailing labels, 274 smart tags, use, 120-121 sort query results, 210 records, 176-177 in data access pages, 282-283 in reports, 249 remove, from records, 177 spelling, check in tables, 60-61 SQL view, of queries, 203 Standard Deviation, calculate in PivotChart, 243 in PivotTable, 236-237 Standard Deviation Population, calculate in PivotChart, 243 in PivotTable, 236-237 start Access, 5 StDev, calculate, in queries, 223 style of data in tables, change, 66 subdatasheets, display in tables, 59 subforms autoformat, apply, 153 create, 140-142 move through, 143 Sum, calculate in PivotChart, 243 in PivotTable, 236-237 in queries, 198-199, 223 in reports, 250 summarize data, in queries, 222-225 symbols, next to records in tables, 57

save

T

italics, from form data, 161 pictures from tables, 105 sort from records, 177 tables, from Relationships window, 129 themes, from data access pages, 293 titles, from data access pages, 289 underlines, from form data, 161 rename data access pages, 294 fields, in tables, 44 objects, 22 replace data, 180-181 in cells, in forms, 147 Report Wizard, create reports using, 246-253 reports autoformats, apply, 261 calculations, perform, 250-251 create using AutoReport Wizard, 254-255 using Report Wizard, 246-253 delete, 23 group data in, 248 margins, change, 268-269 move through pages, 257 as objects in Database window, 21 open, 256 as part of database, 7 pictures add, 263-263 delete, 263 preview before printing, 266-267 print, 270-271 data only, 268-269 rename, 22 save, 255 sort records in, 249 view, change, 258-259 zoom in or out, 260 resize controls, in forms, 155 restore databases, from backup copies, 29 windows, 24 right align data, in forms, 166 run queries, 194-195

data access pages, 284-285 forms, 137 queries, 195 reports, 255 tables, 36 scroll through fields, in tables, 53 records, in tables, 53

Table Wizard, create tables using, 38-41 tables add to queries, when creating in Design view, 192-193 appearance, change, 48-49 background color, change, 48 border styles, change, 49

303

INDEX cells effects, add to, 48 select, 55 data in, 55 zoom into, 58 close, 42 columns line style under headers, change, 49 width, change, 43 consider when planning databases, 8 create in Datasheet view, 34-37 using Table Wizard, 38-41 data color, change, 67 copy, 62-63 delete, 56 deselect, 55 edit, 56-57 find, 178-179 font, change, 66 insert, 56 move, 62-63 move through, 52-53 replace, 180-181 in cells, 57 require for fields, 92-93 select, 54-55 size, change, 66 spelling, check, 60-61 style, change, 66 types, for fields, change, 82-83 underline, 66 as database objects, 21 delete, 23 fields add to, 46, 76-77 captions, add, 90 create to store hyperlinks, 114-115 to store pictures, 102-103 data type, change, 82-83 decimal place, change number, 88-89 default value, set for, 91 delete, 47, 78 descriptions, add, 81 format, select, 84-85 freeze, 70-71 hide, 68, 69 hyperlinks add to, 116-117, 118-119 remove from, 117, 119 input masks, create custom, 100-101 using wizard, 96-99

304

lookup columns create, 106-109 use, 109 overview, 6, 35 properties, display, 80 rearrange, 45, 79 redisplay, 69 rename, 44 require data entry for, 92-93 scroll through, 53 select, 54 size, change, 86-87 smart tags, set up for, 120-121 unfreeze, 71 validation rules, add, 94-95 Yes/No, create, 110-113 gridlines color, change, 49 remove, 48 styles, change, 49 headings, print, 268-269 margins, change, 268-269 open, 42 as part of database, 6 parts of, 35 pictures add to, 102-105 remove from, 105 preview before printing, 266-267 primary key, set, 126-127 print, 270-271 records add, 64 delete, 65 filter by exclusion, 185 by form, 186-189 by input, 184 by selection, 182-183 select, 54 sort, 176-177 referential integrity, enforce, 132-133 relationships create, 128-131 delete, 131 remove from Relationships window, 129 rename, 22 save, 36 smart tags, use, 120-121 subdatasheets, display, 59 symbols next to records, 57 undo changes, 57 view, change, 74-75

Tabular AutoForm type, 137 AutoReport type, 255 templates, for databases obtain on Internet, 11 select recently used, 11 text. See also data; records fields, size, change, 86 in forms color, change, 165 on labels, change, 160 on mailing labels appearance, change, 274 color, change, 275 Text, data type, 83 text boxes, on forms color, change, 164-165 delete, 156 move, 154 resize, 155 themes, on data access pages apply, 292-293 remove, 293 titles, on data access pages, add or remove, 289 toolbars, display or hide, 25 Toolbox toolbar, display, 168 U underline data in forms, 161 when applying conditional formatting, 171 in mailing labels, 274 in tables, 66 underlines for column headers in tables, style, change, 49 undo changes in forms, 147, 167 in tables, 57 unfreeze fields, in tables, 71

pictures, linked to tables, 105 subdatasheets in tables, 59 toolbars, 25 views. See also specific view change for data access pages, 286-287 for forms, change, 152-153 for objects in Database window, change, 21 for queries, change, 202-203 for reports, change, 258-259 for tables, change, 74-75 W Web Page Preview view, of data access pages, 287 Web pages. See also data access pages add hyperlinks for, to tables, 116-117 weight, of text in mailing labels, change, 274 width of columns in tables, change, 43 wildcards, use to find records in queries, 215 windows, minimize, 24 Y Yes/No data type, 83 fields, create in tables, 110-113 Z zero-length strings, 93 zoom. See also magnify in or out, of reports, 260 into cells in tables, 58

V validation rules, add to fields in tables, 94-95 Var, calculate, in queries, 223 Variance, calculate in PivotChart, 243 in PivotTable, 236-237 Variance Population, calculate in PivotChart, 243 in PivotTable, 236-237 view Database window, 20 field properties, 80 hidden fields, in tables, 69 highest or lowest values in queries, 216-217 legend, in PivotChart, 241 object dependencies, 124-125

305

PIANO MARAN ILLUSTRATED™ Piano is an information-packed resource for people who want to learn to play the piano, as well as current musicians looking to hone their skills. Combining full-color photographs and easy-to-follow instructions, this guide covers everything from the basics of piano playing to more advanced techniques. Not only does MARAN ILLUSTRATED™ Piano show you how to read music, play scales and chords and improvise while playing with other musicians, it also provides you with helpful information for purchasing and caring for your piano.

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GUITAR MARAN ILLUSTRATED™ Guitar is an excellent resource for people who want to learn to play the guitar, as well as for current musicians who want to fine tune their technique. This full-color guide includes over 500 photographs, accompanied by step-by-step instructions that teach you the basics of playing the guitar and reading music, as well as advanced guitar techniques. You will also learn what to look for when purchasing a guitar or accessories, how to maintain and repair your guitar, and much more. Whether you want to learn to strum your favorite tunes or play professionally, MARAN ILLUSTRATED™ Guitar provides all the information you need to become a proficient guitarist.

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