Microsoft Access 2002 for Windows Support Access 2002 for Windows Handout: 4 Academic Computing Support Information Technology Services Tennessee Technological University February

Microsoft Access 2002 for Windows Handout: 4

Academic Computing

Support

Information Technology Services Tennessee Technological University

February 2004

1. Opening the File

In the PC labs, from the Start menu: Select All Programs MSOffice XP Microsoft Access

• In the task pane on the right, double click on Assets.mdb Or from the menu, select File Open

• Navigate to the location that you saved the file in the last class: on the U: drive in the PC Labs

Or in the PC Labs, copy the file from ClassFiles on Athena > ITS > Access > Class 4 > Assets.mdb to your U: drive (My Documents).

2. Sorting and Grouping in Reports

Create a new query in Design View using the fields shown below. Name it: Employees and Dept

Information Technology Services March 2004


Access 2002 - Handout 4 Page 2

2. Sorting and Grouping in Reports (cont.)

• Under Objects, select Reports. • Select Create a report using the wizard. • Select the Query: Employees and Dept • Move the fields in this order:

Department, LastName, FirstName, Phone, DateHired, Salary

• Accept the selection to view your data by Departments. • Click Next. • Do not add any sorting, click Next. • Select a Stepped layout and a Landscape Orientation. • Select a style, such as Corporate • Give your report the title: Employees by Department

• Click Finish. • View the result.

Adding Sorting and Grouping from Design View

• Select Design View.

• From the menu, select View Sorting and Grouping

• Under Field/Expression, select LastName and note the Sort Order is Ascending

• Select FirstName • Return to Preview to see

the result.



2. Sorting and Grouping in Reports (cont.)

• From the menu, select View Sorting and Grouping again.

• Select LastName, in the Group Header box, select Yes

• Note the section created on the report. • In Design view, drag the field LastName into the

new section LastName Header • View the result.

3. Creating Static Web Pages

From Reports

• Under Reports, click once to select (highlight) the Employees by Dept report.

• From the menu, select File Export • Browse to your U: drive/My Documents • Under Save as type: select HTML

Documents • Check the box Autostart in order to view the

result. • Click Export. • Accept the default encoding

and click OK.

• View the result which should look similar to that on the next page.

• Double click to open My Documents on your desktop.

• Note that two files were created complete with navigation links to move from one to the other.

• These could be added to an existing web site, but remember that they are static pages and do not show changes that occur in your database.

• You could also use these as attachments to quickly share reports with others as HTML documents.



3. Creating Static Web Pages (cont.)

From Reports

Static Web Page created from the report.



3. Creating Static Web Pages (cont.)

From Tables

• Under Objects, select Tables • Click to highlight the Assets table • From the menu, select File Export

• Under Save as type: select HTML Documents • Check the box Autostart in order to view the result. • Check the box Save formatted for a slightly more polished look. • Click Export. • Accept the default encoding and click OK.

• View the result.

• Note that any of these static pages can be imported into a web site and edited with programs such as FrontPage or Dreamweaver.



4. Creating Data Access Pages

Use this method only if everyone will be using Internet Explorer 5.0 or later and has Microsoft Office XP Web Components installed.

• Under Objects, select Pages • Select Create Data Access Page by using Wizard

• Select the table Departments. • Select both fields and click Next. • Select no grouping and click Next. • Sort on Department and click Next. • Accept the suggested title of Departments. • Click Finish.

• The page opens in Design view • Add a title: Departments • Rearrange fields to be side by

side

• Right-click on the Navigation bar • Select Navigation Buttons • Uncheck Delete so that users can

not delete records only add. • Close and Save

Note the warning about the location being specified as an absolute path. If you want to use this on a network, you must change the location specification later in two places.

• Go to U: drive and open the file.

• Note it asks for a password.

• Click through the records.

• Add another department of your choosing. • CLOSE the browser.

• Return to Access and note the added department under Tables in Departments.

Note: If you put these pages on a network, you must set security on the files to allow others to read, execute, and write. Do this in Windows by right clicking on the file/folder and select Properties Security tab.



4. Creating Data Access Pages

To change the location linking the web page to the database.

• Open the page in Design View • Right-click on the page and select Page Properties from the menu. • Click on the Data tab. • Click in the ConnectionString property box

• Click Shift+F2 to get the Zoom view • Look for the string beginning with Data Source= (highlighted below)

This is the location of the database. • Edit the location to the correct network location using UNC notation. • For example on the TTU Web site, if there was a web named ewells with a folder

named assets with the database named assets.mdb, the UNC would be: \\ttuweb\www\ewells\assets\assets.mdb



4. Creating Data Access Pages (cont.)

To change the location linking the web page to the database (cont.)

• In addition, you must change the location on the link to the HTML page shown in Access.

• Right-click on the page named Departments

• Select Page properties from the menu.

• In the Path box, edit to a UNC location as explained on the previous page. This is the location of the .htm file.



4. Creating Data Access Pages (cont.)

• Create another Data Access Page using the Query Employees and Dept

• Select all the fields in the order indicated.

• Group by Department. • Sort by LastName. • Sort by FirstName.

• Check Do you want to apply a theme to your page?

• Choose a theme from those listed. • Accept the title.

• In Design view: Add a title on the page

• View your result. • Click on the plus near

department to reveal details of employees.

• Note dual navigation bars.



5. Getting Help

One of the easiest ways to get help with Microsoft Access is the comprehensive online help included with it.

• From the menu, select Help Microsoft Access Help

• For example, click on the Answer Wizard tab and type examples of expressions to find information on this topic.

• Should you have a question that the online help does not address, please contact the Microcomputer Support Office: [email protected]

• Students may call the Helpdesk at 372-3975 or get assistance in the PC labs in person.

• Handouts on using other programs are available on the web under ITS Documentation: http://www.tntech.edu/its/pubs/

mailto: [email protected]

http://www.tntech.edu/its/pubs/