Access 2000 Manual

8/3/2019 Access 2000 Manual

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ACCESS 2000 - LEVEL 1

NANCY WALLACE

JUNE 2003


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Page 2


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TABLE OF CONTENTS

OBJECTIVES ................................................................................................................... 1

GETTING STARTED...................................................................................................... 3

ACCESS DATABASE: DEFINITIONS ....................................................................... 7

TABLES........................................................................................................................... 11

TABLE WIZARD......................................................................................................... 13

WORKING IN THE DATABASE WINDOW ............................................................ 15ENTERING DATA ...................................................................................................... 19

VIEW DATA................................................................................................................ 19MODIFY DATA........................................................................................................... 19

TABLE DESIGN.......................................................................................................... 21

DATA TYPE DEFINITIONS....................................................................................... 23ADVANCED DATA TYPES....................................................................................... 25

FIELD PROPERTIES................................................................................................... 31

TABLE RELATIONSHIPS ........................................................................................... 35

HELP................................................................................................................................ 36

HELP FROM OFFICE ASSISTANT........................................................................... 37

HELP FROM THE WEB............................................................................................... 39

HELP FROM THE MENU BAR ................................................................................. 41

FORMS............................................................................................................................ 43

SWITCHBOARD MANAGER.................................................................................... 45FORM WIZARD .......................................................................................................... 51

FORM MODIFICATION............................................................................................. 53

QUERIES......................................................................................................................... 57

QUERY WIZARD........................................................................................................ 57

SELECTION QUERIES............................................................................................... 59COMMON EXPRESSIONS......................................................................................... 61

EXPRESSIONS FOR FIELD ROW............................................................................. 63

SUMMATION QUERIES............................................................................................ 67

FILTERS ......................................................................................................................... 69

REPORTS........................................................................................................................ 71

REPORT WIZARDS.................................................................................................... 73CHART WIZARD........................................................................................................ 75

VIEWING THE REPORT............................................................................................ 77

REPORT MODIFICATION......................................................................................... 79CLOSING ACCESS..................................................................................................... 85


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OBJECTIVES

By the end of this seminar, you will be able to:

create and maintain an ACCESS table

design a form

develop a query

create, format and print a report.


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Access 2000 Level 1

GETTING STARTED

Page 2 Nancy Wallace


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Microsoft Access 2000 Level 1

GETTING STARTED NOTES:

Double click on your desk top icon

or

Click Start, Programs, Microsoft Access.

Create a New Database

ClickBlank Access Database

ClickOK

Save in:

- click the drop down arrow- click location to save database

File name: type a file name for the database

ClickCreate.

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GETTING STARTED



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NOTES:

Open an Existing Database

ClickOpen an Existing Database

Select a file from list of files presented in the open

window

ClickOK

OR

ClickOpen an Existing Database

Select More Files from list of files presented

Select file location from Look In: or click a locationicon on the left side of the Open Dialog box

Select a database

ClickOK

Favorites To add a database to the Favorites folder:

Click the Open icon

Create a short cut to the database by selecting a file

from the list appearing under the Look In: box

Click Tools

Click Add to favorites



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Access 2000 Level 1

ACCESS DATABASE

THE ACCESS DATABASE WINDOW



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ACCESS DATABASE: DEFINITIONSNOTES:

Relational Databases.

ACCESS is a relational database management system.

Relational databases allow you to organize your data into

tables; each table focuses on a specific topic; the varioustables can then be linked to each other for inquiry and

reporting purposes.

Database Components.

Microsoft Access uses four objects to create a Database:

tables

queries

forms

reports.

Table A table is the basic element of a Database and contains thedata entered by users. Each row (or record) contains

information about a particular item (e.g., an employee). The

record is made up of several fields; each field contains onepiece of information relating to the item (e.g., employee's

name, address, phone, etc.).

Query A query extracts selected data from a table (or another query)

and presents it in spreadsheet format.

Form A form is a graphical template based on a table (or query). It

is used to enter new data into the database or display existingdata.

Report A report extracts selected data from a table (or query) and

formats it for printing.



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DATABASE WINDOW COMPONENTS

Menu Bar

CommandButtons

Object Tabs

Favorites



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DATABASE WINDOW COMPONENTS NOTES:

Menu Bar This toolbar contains commands and submenus. They will

change depending on the functions you are currentlyperforming.

Object

Tabs

Allow you to see a list of all objects in that category: Tables,

Queries, Forms, Reports, Macros, and Modules.

Command

buttons

Groups

Allow you to Open an existing database, modify the Designof an existing database or create a New database.

A Group consists of shortcuts to the database objects thatbelong to it. You can keep related objects of different types

together in a group.

For example, you may group a Form together with itsSubforms and the Tables and/or Queries that the Forms are

based on.

Favorites The Favorites folder stores shortcuts to frequently used file

folders and databases.



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TABLES

Viewing a Table.

Record (row)

Field (column)



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TABLES NOTES:

What is a Table?

A table is a database object used to store, organize and view

data. All other objects are based on the data stored in tables.

Tables are comprised of:

fields - represented by columns

records - stored as rows.

Tables look like EXCEL worksheets.



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TABLE WIZARD



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TABLE WIZARD NOTES:

The Table Wizard provides step-by-step help in creating a

table, selecting fields, assigning a primary key, and naming

the table.

Using Table Wizard

From the Database window:

Click Tables Tab and click New

New Table window- select Table Wizard

- click OK

Table Wizard window

- select a category (business or personal)

- select a Sample Table- click the sample field you want to include in your

table and click the button to move each field tothe Fields in my new table list

- click Next- name the new table and choose a Primary key option

- click Next- click Finish.

Enter data in the table.



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WORKING IN THE DATABASE WINDOW

Database

Toolbar

Record

Selector

Navigator

Scroll Bars



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WORKING IN THE DATABASE WINDOW

NOTES:

Open an Existing Table

From the Database Window:

Click Tables Tab

Click a Table from the Tables List

Click Open

Database Toolbar

Each button allows you to perform a different Access

function; the buttons change depending on the function you

are currently performing.

Navigators

A Record Indicator points to the current record.

Navigator arrows indicate which record number isselected and the total number of records in the table.

- move to first record

- move back one record

- move forward one record- move to last record

- move to new record

- total number of records in the table.

Movement Keys

Tab, Enter move you from field to field.

Scroll bars (vertical, horizontal) move up and down rows,through pages of records, or across several columns.

Page Up and Down move one page at a time.

Ctrl/Home and Ctrl/End move to the top or bottom of thetable.



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CHANGE COLUMN APPEARANCE

Select a column with the down arrow:

Hide columns

Freeze columns



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CHANGE COLUMN APPEARANCE NOTES:

Resize

Position mouse cursor on the vertical line between columnheadings to display a cross

Drag left or rightor

Double click on the vertical line to let Access choose thebest column width.

Select a

Column Place the mouse cursor in the heading of a column and

click.

Move Click the mouse in the heading of a column..

When the white arrow cursor is displayed, hold down theleft mouse button. A small white box appears.

Drag this column to its new position.

Hide and

Show

Hide:

Click cursor in any row of column to be hidden.

Click Format.

Click Hide Columns.Show:

Click Format.

Choose Unhide Columns. Click check box next to the column name to be shown.

Click Close.

Freeze and

Unfreeze

Freeze: keeps selected columns on the left side of the screenwhen you scroll to the right to see those fields which are not

in view.

Position cursor in column to be frozen.

Click Format.

Click Freeze Columns.

Note: the frozen columns are re-positioned to the left side ofthe screen.

Unfreeze:

Click Format.

Click Unfreeze All Columns.

Note: you may want to move the unfrozen columns to theiroriginal position.



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ENTER, VIEW AND MODIFY DATA

Undo Sort Find

MENU BAR

Replace



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ENTERING DATA NOTES:

Enter Data

Type data and press Enter or Tab to move to the next cell.

VIEW DATA

Find Data

Click the Find icon to locate a particular field value in thetable.

The Find and Replace dialog box allows you to search for

all or part of a field in one or many columns.

Sorting

Select a column and click the ascending or descending

sort icon. The sort applies to the display; the physically

stored data remains unchanged on the table.

MODIFY DATA

Edit Undo

Undo the last change by clicking Undo on the toolbar; youcan undo the last saved record by selecting Undo Saved

Record from the Edit Menu.

Esc (keyboard key)

Undo all changes to this record as long as you are still in

edit mode.

Pencil on the left side of the record indicates editmode (as opposed to view mode).

Replace Data

On the Edit Menu, click Replace.

In the Find What box, type the value you want to find.

In the Replace With box, type the value you want toreplace it with.



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TABLE DESIGN

Design View

Data Normalization

Primary Key

SmallestComponents

(Address)



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TABLE DESIGNNOTES:

Tables are the heart of a database. Data can be organized into one

or many tables depending on the complexity of an application. If

tables are organized efficiently, query and report design will bestraightforward.

Design a Table

Database window:

Click Table Tab

Click New

Click Design View and OK.

Categorize Your Data

Each table should deal with one category of data and have aunique key to which all the other fields are related.

SAMPLES:

Table Name Description Primary Key

Customers Customer List Customer ID

Account Holdings Customers Assets Account #

Product List Prod ID / Description Product ID

Bank Employees Empl# and Name Employee ID

Normalize Your Data

Data normalization increases the accuracy of your data and saves

space on your database by eliminating duplicate informationwhere it is not necessary. (In a relational database, there is always

some duplication.) Extraction and sorting functions run efficiently

when each data element is precisely defined.

Eliminate redundancy data values should not be repeated inseveral records of a table and records should not have empty

fields.

Define smallest components break your data into distinctcomponents; e.g., Last Name, First Name, Street, ZIP, AreaCode, etc.

Choose a Primary Key

A Primary Key is a field that uniquely identifies each record in thetable; all data in the table should be related to that unique key.



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DATA TYPE DEFINITIONS



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DATA TYPE DEFINITIONS NOTES:

Text any character (alpha, special characters, numbers)

up to 255 in length

numbers cannot be used for calculations

Memo any character (alpha, special characters, numbers)

up to 65,000 in length

numbers cannot be used for calculations

field cannot be sorted or indexed

Number numeric data to be used for mathematical calculations

not to be used for currency fields

FieldSize property further defines its function and size

Date/

time must be a valid date/time entry at entry time

format property determines display format

Currency prevents rounding off during calculations

15 digits to the left of the decimal point and 4 to theright are available

Auto

Number ACCESS automatically creates an incrementing

unique number

controlled by ACCESS

cannot repeat

Note: since an Autonumber field value is unique within

each table, it can be used as a Primary key if none of the

other application fields contain unique values.

Yes/No logical indicator (one of two values)

on/off, true/false, yes/no

Yes value is yes, on, true or -1;No value is no, off, false or 0

OLE

object used to store Word or Excel documents

can also store pictures, sound and graphics created by

other programs



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ADVANCED DATA TYPES

Menu bar / Insert / Hyperlink

Hyperlink Wizard

Hyperlink in Datasheet view



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ADVANCED DATA TYPES NOTES:

Hyperlink Creates a field that allows you to jump (move) to otherscreens:

jump to objects in the same or another database

jump to documents created with Word, Excel or

Power Point

jump to an Internet or Intranet home page.

Create

Hyperlink

field

In Table Design view, enter a field name and set the data

type to Hyperlink.

Hyperlink

format

Hyperlink

wizard

The Hyperlink field can contain 4 parts, separated by the

number sign (#); only address is required:

display text#address#subaddress#screen tip

In Table Datasheet view:

click the Hyperlink field

click Insert in the Menu bar

click Hyperlink.

Enter text and address segments in the Hyperlink window:

display text the text that you see in the field or

control

address path to the target document (Web Page URLor Word document or Excel spreadsheet or Access

database).

subaddress a location within the file (e.g., an objectin a database)

screen tip text that appears when you point to thehyperlink on a datasheet or form.

Examples C:\CorpEd\Resumes\TechnicalFormat.doc##Sample of atechnical resume

#http://www.microsoft.com#sample#

#c:\CorpEd\Excel\Spreadsheets\budget.xls#sheet1!A2



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ADVANCED DATA TYPES

Modifying a Hyperlink



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ADVANCED DATA TYPES, continuedNOTES:

Modify a

Hyperlink

In Datasheet view:

Right click on the Hyperlink field to display ashort cut menu

Click Hyperlink to display the Hyperlink Wizardwindow

Click Edit Hyperlink

Follow prompts.

Note: Left clicking on the Hyperlink, opens the target

object.

Delete a

Hyperlink

In Datasheet view:

Right click on the Hyperlink field to display ashort cut menu

Click Hyperlink to display the Hyperlink Wizardwindow

Click Remove Hyperlink.



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ADVANCED DATA TYPES, continued

Design view:

Datasheet view:



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ADVANCED DATA TYPES, continuedNOTES:

Lookup

Wizard

Creates a field that looks up data from another table (or

query) in Design View. In datasheet view, at data entry time,the operator will click on a down arrow and be presented with

a list of valid choices for the Lookup field.

In design view:

Click the field to be used as the key for the Lookup.

In the DataType column, click the drop down list arrowand click Lookup Wizard.

Click the option "I want the lookup column to look upthe values in a table or query".

ClickNextand follow the wizard directions.

The new field will take the DataType and field size from

the properties of the field in the Lookup table.

Click the Lookup tab in the Field Properties section of theDesign window to see the Lookup parameters.



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FIELD PROPERTIES



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FIELD PROPERTIES NOTES:

The properties for each field in your table are displayed in the

Field Properties pane in Design View. ACCESS assigns

default values for all properties that you can change.

Click a field in the Design view window

Press F6 to jump to the related Field Properties display.

Field Size Sets a maximum size for data; varies according to Data Type:

text is 255 characters

number- byte (255)

- integer (+/- 32,000, no fractions)- long integer (+/- 2 billion, no fractions)

- single (floating point, decimal precision 7)

- double floating point, (decimal precision 15)

Format Date/time, currency, and numbers have several displayformats available. Click on the down-arrow to the right of the

format cell to see options.

Input

Mask

Controls the way data is entered; frequently used for

telephone numbers, postal codes, SSN #s, date/time fields.ACCESS offers a Wizard for text and date/time data types.

Caption You specify text for the label attached to a field; will be used

as the column heading when displaying tables, queries and

reports. The default value is FieldName.

Continued next page



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FIELD PROPERTIES, continued



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FIELD PROPERTIES, continuedNOTES:

Default

Value

Specifies a value that will be automatically entered when you

create a new record.

Validation

Rule

Controls the values to be entered into a field;

e.g., < 1/1/2000

Validation

Text

The message that will be displayed when the rule is broken;

e.g., Cannot enter dates later than 12/31/1999.

Required Click Yes to indicate that data must be entered into the field.

AllowZero

Length

Applies to text, memo and Hyperlink only. Entering a zerolength string () means, I know there is no value for this

field; used withRequiredproperty.

Indexed An index helps ACCESS find and sort records faster; use on

fields you search frequently, or fields you intend to join inqueries. Indexes can be based on a single field or multiple

fields; the field value does not have to be unique; e.g.,

LastName.

Click the Indexed property in Field Properties.

Click the drop down list arrow for options.

Click an option:

- No to remove an existing index- Yes (Duplicates OK) for non-unique indexing or

- Yes (No Duplicates) for unique indexing.



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TABLE RELATIONSHIPS

View related tables in Datasheet view.

Order Details

Orders

Subdatasheet

Fields from distinct tables can be merged on queries and reports



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TABLE RELATIONSHIPS NOTES:

Viewing multiple tables in the same window in Datasheet view

Open multiple tables in Datasheet View:

From Database Window, click a table and click Open

Click a second table, click Open

Click Window on Menu Action Bar

Click Tile Vertically

Subdatasheet Access 2000 has a new feature which allows you to show

a related table by clicking on the small + in each row in

datasheet view. The related table will be displayed as aSubdatasheet (and the small + is now a -).

Each Table has a Unique FocusEach table focuses on one topic; the topic is usually

defined by the Primary Key e.g., Order ID.

Tables are related by common fields

For Query and Reporting purposes, tables can be joined so

that all detail information can be displayed (see Orders

and Order Details Reporton opposite page).

Example

(see opposite

page)

The Orders Table lists:

Order numbers

Customer numbers.

The Order Detail table lists:

Order numbers

Product numbers.

Customer details are carried in the Customers Table and

Product descriptions are carried in the Products Table.



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HELP

Ask the Office Assistant for HELP on specific Field Properties.



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NOTES:

HELP FROM OFFICE ASSISTANT

From Design View

Office

Assistant

If the Office Assistant is not visible on your Access window:

click the icon

OR

click Help in the Menu bar

clickShow the Office Assistant.

To get assistance while working on your database

click the Office Assistant

type in a question or phrase e.g., Validation Rules

click Search

Access will display a list of related topics for you tochoose from.

click one of the suggested topics or enter another

freeform topic e.g., examples of date

click Search.

To remove the Office Assistant from your screen:

right click the Office Assistant

click HideOR

click Help in the Menu bar

clickHide the Office Assistant.

The following topics may be helpful when designing a table:

Examples of input masks.

Examples of default values in fields.

Format property.

Examples of field validation rules.Examples of expressions.

Examples of combining text values.



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HELP FROM THE WEB



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HELP FROM THE WEB

NOTES:

Click Help in the Menu Bar.

Click Office on the Web to access the Internet and open theMicrosoft Office Update web page.

Click:- Access Favorites (click on a topic)

- Under Access, click "Assistance".



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HELP FROM THE MENU BAR



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HELP FROM THE MENU BARNOTES:

Click Help in the Menu Bar.

Click Microsoft Access Help on the Help menu.

Click the Index tab, type the word(s) you want Help on;(e.g., input mask)or click on an item in the keywords list

Click on a topic in the Choose a topic window

Note: In order to use Help from the Help menu, you must firstturn offthe Office Assistant:

To turn off the Office Assistant:

click Office Assistant

click Options

removea from Use Office Assistantbox



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FORMS

Design View

UnboundControls

BoundControls

Form View

Header

Detail

Footer



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FORMS NOTES:

What is a Form?

A Form is a database object used for data entry, update and

display. A Form displays only one Table record at a time

whereas a Table Datasheet shows multiple records at onetime. You can design a user-friendly template (form) for

data entry and update, which focuses on one specific record,

or one set of joined records from multiple tables.

Sections

Formheader

There are three Form sections:

Appears at the top of the page. This section displays a titlefor a form, instructions for using it and command buttons

that open related forms or carry out other tasks.

Detail Displays records. You can display one or many records on

a screen.

Form

footer

Appears at the bottom of every page. This section is used to

display instructions, command buttons, or unbound controlsto accept input.

ControlsEach section contains controls; controls are objects on a

form that display data, perform actions or decorate the form.

They are created through icons on the toolbox in Design

View.

Controls may be bound, unbound or calculated:

bound controls are tied to a field in an underlying table

or query.

unbound controls do not have a data source; they

display static information (labels, headings) or pictures.

calculated controls use expressions as the source of data.



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SWITCHBOARD MANAGER

If Access asks you to create a valid Switchboard, click Yes.

Click New on the Switchboard Manager Dialog screen.

Enter a name for Switchboard.



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NOTES:

SWITCHBOARD MANAGER

A Switchboard is a menu that makes it easy to navigate between forms andreports in your database. You can create a Switchboard with the Switchboard

Manager tool.

Warning Switchboard Manager is not like other Access Wizardswhere you create an object and then customize it in design

view.

The Switchboard is designed to be used exactly as it is.Access warns us that the application may no longer work

if you modify the form in design view.

If you are not satisfied with the appearance or function ofthe Switchboard, you can delete it and create your own

menu form using the Command Button tool to define your

actions and objects.

Create a

Switchboard Click Tools, point to Database Utilities, click Switchboard

Manager.

If Access asks if you want to create a Switchboard,respond Yes.

In the Switchboard Manager dialog box, click New...

In the Create New box, enter a name for the newSwitchboard Page.

Click OK.



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Select your Switchboard from the list of Switchboard pages.

Add new buttons to your Switchboard.

Define each command button.



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SWITCHBOARD MANAGER,continued

NOTES:

Add

Command

Buttons

In the Switchboard Manager dialog box, click yourswitchboard

Click Edit

Add command buttons to the Switchboard:- In the Edit Switchboard Page dialog box, click New

to add a new button- In the Edit Switchboard item dialog box, type the

text for the first Switchboard button

Click the appropriate Command

Click the object name, if prompted.

- Click OK.

Repeat the above steps for each Button you want to

appear on the Switchboard form.

Click Close when all the buttons have been defined.



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Open the new Switchboard.



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NOTES:

SWITCHBOARD MANAGER, continued

Open theSwitchboard

To view the new Switchboard Form, open the Databasewindow:

click on Forms

click on Switchboard.

Note: If your Switchboard does not open or if it opens but

says, there are no items for this switchboard, closeyour database and re-open it.

Add or

Delete abutton

To modify your Switchboard:

Click Tools, point to Database Utilities, and clickSwitchboard Manager

select your Switchboard from the list of Switchboard

pages

click on Edit

to add a new button, click New and follow prompts

to remove a button, select an existing button and clickDelete.

Delete the

Switchboard

To delete the Switchboard:

delete the Switchboard Items table

delete the Switchboard form.



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FORM WIZARD

New Object:

AutoForm

Form Wizard



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FORM WIZARD NOTES:

The quickest way to create a Form is to use the AutoForm

Wizard. Even if you want a customized Form, you maywant to start with AutoForm and then modify it.

Using Form Wizard

From Database window:

Click Table Tab and select a Table

Click Open

Click New Object: AutoForm icon in Table Datasheet

Toolbar

OR

Form Wizard

Menu


Click Forms Tab

Click New

Click Form Wizard

Select a Table or Query from the drop-down list (OK)

Follow prompts:- select Fields (Next)- select Layout (Next)

- select Style (Next)

- create a Title (Finish).



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FORM MODIFICATION

TOOLBARS

Form Design

Formatting

(Form / Report)

Toolbox



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FORM MODIFICATION NOTES:

Modify a Form for the following reasons:

data fields need to be relocated in order to fit on onescreen

font size should be enlarged for easy reading

cosmetic purposes, e.g., adding a logo or enhancing

appearance with color.

Design View A form has three sections:

Form Header, Detail, Form Footer.

Toolbars Display three toolbars to modify a Form:

Form Design, Formatting Form/Report and Toolbox

To display toolbars:

Click the Forms Tab

Click Design

Click View in the Menu bar

Click toolbars

Click the desired Toolbar.

FORMATTING TOOLBAR ICONS

To activate these icons:

from Design View, click on the backgroundsection of the Form or a particular control on the

form to select it for modification.

Palettes There are 3 Color palettes available in the Formatting

toolbar:

Fill/Back color - paint background colors in forms,

labels and text boxes Font/Fore Color- change text color

Line/Border Color- change line color, e.g.,borderlines.



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FORM MODIFICATION, continued

TOOLBARS

Form Design

Formatting

(Form / Report)

Toolbox



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FORM MODIFICATION, continuedNOTES:

Line/Border

Width

Adjusts the thickness of lines.

Special

Effects

Applies to label boxes and text boxes; boxes can be flat,

raised, sunken, etched, shadowed, chiseled.

Text

formatting

Standard font, intensity and alignment tools; apply these to

text in label and text boxes.

TOOLBOX TOOLBAR ICONS

Add label Add a label to the form:

click the icon

click the area where you want to insert the box

hold down the mouse button and draw (drag) a squarebig enough to hold the box

release the mouse button

type text.

Unbound

object

frame

Add an unbound picture to the form:

click the icon

click the area where you want to insert the object

hold down the mouse button and draw a square bigenough to store the picture

release the mouse button (Insert Object windowappears)

choose from a list of object types such as Clip Art

Gallery, Paintbrush picture, etc.

Objectframe

properties

Size Mode Property: default is Clip; you can change toStretch.

Right click on picture

Left click on Properties

- Clip If the picture cannot fit into the space allowedfor it, it is clipped to fit.

- Stretch The picture is sized to fit the space

allowed, keeping its height/width ratio.



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QUERY WIZARD

Find Duplicates



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QUERIESNOTES:

What is a Query?

Queries ask questions about your database. You can designa query manually, specifying all of the tables and fields you

wish to display on your screen, or you can use a Query

Wizard to create simple displays in predefined formats.

QUERY WIZARD

Wizard OptionsAccess 2000 provides several query formats in its Wizard

library:

simple - looks like the Table datasheet view

crosstab is similar to a spreadsheet with summaryinformation inserted into the intersection of each row

and column

find duplicates lists the records which have duplicate

values in any specified field

find unmatched compares two tables and identifiesrecords, which do not have a match in a related table.

Using Query WizardFrom Database window:

Click Query Tab

Click New

Select Query type from list (OK)

Follow prompts:

- select Tables / Queries (Next)- select Fields (Next)

- create a Title

- click Finish.



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QUERIESDESIGN VIEW

Sort sequence Selection criteria



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NOTES:

SELECTION QUERIES

A selection query searches for data that meet your selection

specifications and creates a Recordset containing all therecords that qualify. You can view this Recordset on your

screen or use it as the source for a Report.

When designing a query manually you can specify:

table(s) from which you want to extract data

fields you want displayed

calculations you want performed on those displayedfields

ranges of data

sort sequences for various fields.

Query Design:

click the Query Tab

click New

click Design View

click OK.

Choose Source for Query Fields:

The Query Design window and a pop-up Show Tablewindow listing all the tables and queries in your database

are displayed. As you choose a table and/or query for yoursource, the selected object will be placed into the top pane

of the Query window.

Click an object in the Show Table (table or query)

Click Add

Repeat these two steps for each object that is needed

Click Close.

Select Fields:

Double click each field in the source object that you

want to include in your query. The selected fields will be

placed into the Field portion of the Design grid.OR

Drag and drop each field from the source object into a

cell in the Design grid.

Specify selection criteria (see next page) and/or sortsequence for each of the selected fields.



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CRITERIA EXPRESSIONS

Selection criteria



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NOTES:

COMMON EXPRESSIONS

Criteria Expression Shows records where

France Value is France

Not France Value is not France

In (France, Germany, Italy) Value is France, Germany, or Italy

=M Value begins with letters M-Z

100 Numeric value is 100=#1/1/98# Date is on or after 1/1/98

Between

#1/1/98#AND#12/31/98#

Date is in the year 1998

2/*/* Date is in the month of February

Null The field does not contain a value

Is Not Null The field contains a value

Note: when using a date in a calculation, surround it with number signs (#).



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EXPRESSION FOR FIELD ROW

Resulting

Query

Name fields have been concatenatedinto one field; address fields have beenconcatenatedinto one field.



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EXPRESSIONS FOR FIELD ROW NOTES:

Field Row cells can contain Field names from Tables or

Expressions. Expressions might be concatenations of

related fields (e.g., names, addresses) or calculations.To concatenate means to join several fields of text strings

into one text string (see example on facing page).

To code an Expression:

click an empty field cell

click the build button to open Expression Builder.

Expression Builder provides a working space for coding the

Expression and also provides access to the Table FieldNames and Common Expressions.

Expression Examples

Concatenation

Names Table Field(Value): LastName(Smith)FirstName(Ruth)

Expression: Name:LastName& , &FirstName

Result: Name: Smith, Ruth

Address Table Field(Value): Street(101 E. 34th St.)City(New York)

State(NY)

ZIP(10016)

Expression:

Addr: Street&, &City&, &State& &ZIP

Result:Addr: 101 E. 34

thSt., New York, NY 10016

Calculations Table Field(Value): DateLastClass(06/04/1998)

Expression:DaysUntilY2K: #01/01/2000#-DateLastClass

Result:

DaysUntilY2K: 576



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PROPERTIES

Right click on

cell for drop

down menu.

Click



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PROPERTIES NOTES:

The display characteristics of a field are called Properties;

e.g., font, decimal places, date format.

Use the Properties Box to modify the display characteristicsof any field or calculation.

Right click a Field or Calculation cell.

Left click on Properties. A Field Properties box willappear in your design window.

Select (and Modify) the appropriate Field Property.

Note: If you see Query Properties rather than Field Properties, besure the SHOW box is checked for the selected field; only

SHOW fields have properties.



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SUMMATION QUERIES

Click on

Totals icon

Totals row

RUN



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SUMMATION QUERIESNOTES:

Queries provide either detail information or summationinformation about the data in your Tables.

For example (refer to sample on opposite page):

detail display information from an individual table

row (payee, check number, amount, etc.)

summary show a count of the number of checkswritten to a particular Payee (PayTo name and Count

of Checks, showing Check Number for the First check

only).

To obtain totals or grouped by category information, youmust add the TOTALS row to your Query design grid:

Click the Totals button on the toolbar.

The Totals Row is displayed underneath the Table rowon your design grid and the phrase Group By appears

in the Total cell for each Field.

You have several options for calculations: Sum,Average, Count, Last, etc.

In the example on the opposite page, Access will groupexpenses together by Pay To, show the First check

number paid in each group, and also count the number of

checks written in each Pay To category.

RUN the Query.

Note: You can use the same field multiple times in the

design grid.



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FILTERS: DEFINITIONFilter by Selection

Based on a

Table:

Select value to

be used as

criterion.

Filtered data

Filter by Form

Based on a

Query:

Enter selection

criteria

Filtered data



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FILTERS NOTES:

What is a Filter?

Filters act like Queries; they allow you to select and viewdata records quickly.

A filter differs from a query in the following ways:

a) entire records are reviewed, not just specified fields

b) multiple tables cannot be accessed in a filter

c) calculations cannot be performed in a filter

d) the filter tool can be selected from table datasheet view,query view or form view.

Applying a Filter

There are two ways to filter:

Filter by Selection specify one criterion by clicking on avalue you are looking for within a datasheet or form:

open a table

click on a specific value in any field on the table

click on the Filter by Selection icon in the toolbar

Access will display all rows having the same value as

the field you selected.

Filter by Form specify both criteria and conditions in a

blank version of your table.

open a table

click on the Filter by Form icon in the toolbar

key in selection values or conditions in any field (s)OR

click the drop down list arrow in any field and click a

specific value in the list

Access will display all rows having the same value(s).



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REPORTS

Design View

Unbound

Controls

Bound

Controls

Calculation

Print Preview

Headers

Detail

Footers



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REPORTS NOTES:

What is a Report?A Report is used to display and print selected information

from a Table or Query.

Reports can display detail information as well as sub-totalsand grand totals; queries can display eitherdetails or totals.

A Report has several sections:

Report header Appears once at the beginning of areport; it is printed on the first page, before the page

header.

Report footer Appears once at the end of the report; itis printed on the last page, before the page footer.

Page header Appears at the top of every page.

Page footer Appears at the bottom of every page.

Group header Appears at the beginning of a new groupof records.

Group footer Appears at the end of a group of records.

Detail Contains the main body of a reports data;

controls in this section repeat for each record of thedatabase.

Controls

Each section contains controls; controls are objects on a formthat display data, perform actions or decorate the form; they

are accessible through the toolbox in Design View.

Controls may be bound, unbound or calculated:

boundcontrols are tied to a field in an underlying table orquery

unboundcontrols do not have a data source; they displayfixed data (information, lines, pictures)

calculatedcontrols use expressions as the source of data.



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REPORT WIZARDS



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REPORT WIZARDSNOTES:

The quickest way to create a report is to use the AutoReportWizard. Even if you want a customized Report, you may

want to start with one of the Report Wizard formats and then

modify the layout.

Using the Report Wizard


Click Reports Tab

Click New

Select Report Wizard from list (OK)

Follow prompts:- choose a Table or Query (OK)

- select fields (Next)

- select grouping* levels (Next)- specify sorting sequence (Next)

- select layout and orientation (Next)

- click Finish.

* Grouping levels: allow you to keep together databelonging to a specific group; e.g.,

all customers with the same Zip code.



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CHART WIZARD



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CHART WIZARDNOTES:

Charts and graphs can be created using Report Wizard.Access offers a variety of chart styles:

bar charts

pie charts

line charts

area charts

3-D charts.

Using the Chart Wizard


Click Reports Tab

Click New

Select Chart Wizard from list (OK)

Follow prompts:- choose a Table or Query (OK)

- select fields (Next)

- select type of chart (Next)- specify layout (e.g.,x andy axis fields) (Next)

- specify a title for the chart (Finish).



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VIEWING THE REPORT

View

Zoom



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NOTES:

VIEWING THE REPORT

Preview the report in design view:

Click down arrow on the View icon

Print Preview shows the entire report; you must use thescroll bars to view left and right and page down.

Layout Preview shows one sample page, displaying thevarious sections.

From Report View (or Print Preview), you can use the Page

buttons to see one, two or multiple pages at once; the Zoombutton allows you to enlarge and view any section in order to

read it.

Print Report To print a Report:

click the Reports tab click the report you want to print

click the Printer icon

Note: Always preview your Report before printing.



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REPORT MODIFICATION

DESIGN VIEW



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REPORT MODIFICATION NOTES:

Reports can be modified for the following reasons:

to improve appearance and readability by modifying font

size, borders, field spacing and field alignment

to add a group footer for sub-totaling capability

to add a report footer for showing grand totals

to add a department or company logo to the report header

or page header sections.

MODIFICATION TOOLS

Design View From database window:

Click Reports Tab

Select a Report from the list

Click Design

Report structure includes:

report, page, group headers

report, page, group footers

detail section.

Note: The number of header and footer sections vary,

depending on how you defined your requirements tothe Wizard.



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REPORT MODIFICATION, continued

TOOLBARS

Report Design

Formatting

Form / Report

Toolbox



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NOTES:

TOOLBARS In order to modify a report, display these toolbars:

Report Design

Formatting Form/Report

Toolbox.

REPORT DESIGN TOOLBAR ICONS

Sorting &

Grouping

The Sorting and Grouping window will show you the

groupings and sort sequences that are in effect. ModifyGroup Properties parameters to add or remove headers or

footers.

FORMATTING (FORM/REPORT) TOOLBAR ICONS

Line/Border

Width

Adjusts the thickness of lines and/or borders.

Text

formatting

Standard font, intensity and alignment tools; apply these to

text in labels and text boxes.



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TOOLBARS

Report Design

Formatting

(Form / Report)

Toolbox



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TOOLBOX TOOLBAR ICONS NOTES:

Add label A label container is used to hold fixed information

(e.g., titles, captions).

To add a label container to the report:

click the label button


hold down the mouse button and draw a square bigenough to hold the label

release the mouse button

type text.

Add text box A text box container holds variable data such as fields fromtable records or calculations.

To add a text box container to the report:

click the text box button


hold down the left mouse button and draw a square bigenough to hold the text box

release the mouse button.

Examples of text box phrases:=sum(fieldname)

=count(fieldname)=Date().

Unbound

object frame

Add an unbound picture to the Report:

click the unbound object frame button

click the area where you want to insert the object

hold down the mouse button and draw a square bigenough to store the picture

release the mouse button and the Insert Object window

appears; choose from a list of object types such as ClipArt Gallery, Paintbrush picture, etc.

Object frame

properties

Size Mode Property: default is Clip; you can change toStretch.

Clip If the picture cannot fit into the space allowedfor it, it is clipped to fit.

Stretch The picture is sized to fit the space allowed,keeping its height/width ratio.



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CLOSING ACCESS

Object Window Close Button

Access Application Close Button



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CLOSING ACCESSNOTES:

Close

Click Close icon for the object.

Note: if you are in design view, you will be asked if

you want to save the design changes to the object.

If you are in object view, you will be asked if youwant to save the layoutchanges to the object.

Changed data was saved as you moved to each new

record.

Click Close icon for the database.

Click Close icon for the application.



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INDEX

Auto, 23

Calculations, 63

Caption, 31Concatenation, 63

Control Keys, 15

Create a New Database, 3

Criteria expressions, 61

Currency, 23

Date/, 23

Edit Undo, 19EXPRESSIONS FOR FIELD ROW, 63

Favorites, 5, 9

Field Size, 31

FILTERS, 69Find Data, 19

FORM WIZARD, 51

Format, 31

FormsAdd label, 55

Controls, 43Line/Border, 55

Modification, 53

Sections, 43Unbound object frame, 55

Freeze and Unfreeze, 17Groups, 9

Hyperlink, 25

Indexe, 33

Input, 31Lookup, 29

Memo, 23

Menu Bar, 9

Navigators, 15

Normalize Your Data, 21

Number, 23

Object Tabs, 9OLE, 23

Open an Existing Database, 5

Primary Key, 21Queries

Properties, 65

Query Wizard, 57

Run the query, 67Selection queries, 59

Summation queries, 67

QUERIES, 57

Record, 14Relational Databases, 7

Replace Data, 19

Required, 33

Resize, 17

Show and Hide, 17

Sorting, 19

Subdatasheet, 35

Switchboard Manager, 45

Add command buttons, 47Open the Switchboard, 49

TABLE WIZARD, 12TABLES, 11

Text, 23

ToolbarsFormatting Toolbar, 53Toolbox, 55

Validation, 33

Yes/No, 23

Documents

Access 2000 Manual