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MS Access 2003

Training Material

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MIME Career Development CentreBangalore


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Training Material MS Access 2003

By: Prof. A.S. Iyer

Introduction to Data Base

A database can help you enter data easily, find it quickly, use it to create labels or

mailings, and summarize it in printed and online reports.

Benefits of Using a Database

A database is much more than just a list or table.

It gives you true command of your data, enabling you toretrieve it, sort it, analyze it, summarize it, and report resultsin moments. It can combine data from various files, so thatyou never have to enter information twice. It can even makedata entry more efficient and accurate.

A key benefit of Database is avoiding the complications ofmultiple lists. Let's say that you're the secretary of a large

hiking club. You have a list of recycling volunteers, a list of holiday party volunteers,addresses for newsletter labels, a membership list, and so on.

Suppose that a club member, who appears on a number of lists, changes her e-mail forthe second time this year. With only a set of lists, you'd have the tiresome job ofchanging that information everywhere it occurs. With a well-structured database, you'dhave to change it only once. The database takes care of everything else.

If you're just working with 10 or so items, then you'll probably want to create a simplelist, perhaps as a worksheet in Microsoft Excel or a bulleted list or table in MicrosoftWord.

If your data is more complex, or changes frequently, then an Access database gives youan advantage.

Relational Data base & MS Access

Relationships link data from individual tables to increase its usefulness.

Access creates relational databases, which means that data is stored in various separatetables by subject or task, but the data is related and can be brought together in ways thatyou specify.

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Even though a club's database might store member contact information separately fromits lists of recycling volunteers or holiday planning data, the database can pull all thisinformation together whenever you want.

So, you could quickly print a list of who's volunteered to recycle newspapers this

Saturday, along with their up-to-date addresses and phone numbers.

The two sets of data are relational, so that informationin one set of data (such as Nancy Davolio's name onthe recycling list) is associated with, or "knows about,"the applicable information in the other set of data(Nancy Davolio's contact information).

To make the most of your database, you'll want to setup the tables of data to reflect the subjects and tasks

associated with your data.

While planning your database, consider the scenariosin which people will be entering data, looking up data,or reporting data. A little forethought can go a long way.

Database structure

Objects are the most important parts of a database.

Access databases consist ofobjects. Later in this course,we'll describe the following four important objects inmore detail:

Tables store your data in rows and columns. All databasescontain one or more tables.

Queries retrieve and process your data. They can combinedata from different tables, update your data, and perform calculations on your data.

Forms control data entry and data views. They provide visual cues that make dataeasier to work with.

Reports summarize and print your data. They turn the data in your tables and queriesinto documents for communicating ideas.

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Practice

This practice session does not involve using Access or downloading any file; all youneed is pen and paper or a word processing program to jot down your thoughts.

1. Remember a database.

Think about recent situations in which you've seen a database in use. Most likely,a store that you've visited recently uses a database to manage inventory, updatecustomer information, and produce receipts or invoices. Or perhaps your companyuses a database for managing customer or employee information.

2. Note database uses.

Jot down how people used the database: Did they look up your customerinformation? Scan price tags into the register or computer? Check inventory foravailability of merchandise? Print receipts?

3. Imagine database activities.

If you're planning to create a database, jot down two or more situations in whichyou (or someone else in your organization) are likely to use the data, such as

creating a monthly status report, reviewing sales data, sending out form letters, orentering student grades on assignments.

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Tables

Tables organize your data. All databases in Access contain at least one table.

Figure 1 The row containing information aboutUnited Package is a record.

Figure 2 The column containing phone numbers is

a field.

Tables store data, so they're essential building blocksof any database.

A database should have a separate table for everymajor subject, such as employee records, customer

orders, shipping methods, or suppliers. Data should not be duplicated in multiple tables.Duplicating data is a common error, but it's easy to avoid if you structure your tableswell.

Each table contains rowscalled records and columnscalled fields.

A record is a collection offacts about a particularperson, event, CD, or otheritem of interest. Forexample, Nancy Davolio andher employment details are arecord in an Employeestable. Speedy Express and its contact information are a record in a Shippers table.

A field is a single kind of fact that may apply to each person, event, or other record. Forexample, Postal Code is a field in an Employees table. Phone is a field in a Shipperstable.

Fields

If an existing field name isn't descriptive enough,

you can rename the field.

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A field's data type limits and describes the kind of information you can enter in a

field, such as Number or Currency.

You use a unique identifier, called a primary key, for each record in your table.

Field properties are a set of characteristics that provide additional control over data.

The fields in your database have settings that determine the type of data they can store,how the data is displayed, and what you can do with the data.

For example, you can use the field settings to make sure that everyone enters everyshipping date with two numbers for the month, two numbers for the day, four numbersfor the year, and slashes in between: 03/09/2008. You can also require that the shippingdate be at least two days after the entry date.

One important setting for fields is the data type, including number, text, currency

(money), and date/time (shown together as one type in Access). The data type limitsand describes the kind of information in the field. The data type also determines theactions you can perform on a field and how much memory the data uses.

Fields also have properties that control the details of information inside them,including a character length, a default value, and a validation rule that makes sure thedata meets certain criteria. The properties make it easier to enter and manage data.

Records

An employee and his or her employment detailsform a record in the Employees table.

information should not be repeated in other tables

or other records.

You may have heard that no two snowflakes are alikethis characteristic also appliesto records in a well-structured database.

Each record in each table should be uniquein other words, you wouldn't have twoidentical records about Nancy Davolio in the same database. But what if you have twoemployees named Nancy Davolio?

To distinguish one record from another, tables can contain a primary key field.

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The primary key is an identifiersuch as a part number, a product code, or anemployee IDthat's unique to each record.

The primary key should be a piece of information that won't change frequently.

If you want, Access can assign a numeric primary key that increases by 1 each time youadd a record to a table. This number continues to be associated with this record, even ifyou add and delete other records entered before this record in your database.

If the primary key is a number, how will people recognize the record? Don't worry, thedatabase can associate each primary key with a friendly name, such as an employee'sname. That way, you can work with familiar information, even though the underlyingtable is storing a number.

Employee ID appears in both tablesas a primary

key...in Employees Table.

...and as a foreign key in Orders Table.

A primary key separates similar information and makes each record unique. It alsobrings information together. You relate one table to another using a primary key. This ishow tables share data, and how you can avoid repeating information in both the tables.

Primary keys allow you to tap into the power of a relational database, instead ofworking with a fistful of repetitive lists that are hard to maintain and cannot cooperate.

When tables relate, the primary key of one table becomes a foreign key of the othertable.

Let's say that you have an Employees table and an Orders table. The Employee IDnumber is the primary key for the Employees table and a foreign key for the Orderstable. The Orders table has its own primary key, the Order ID number.

When Nancy Davolio takes an order, her Employee ID number is entered into the

Orders table. This ID number refers to the details about Nancy in the Employees table,so there's no need to repeat data about Nancy (such as her phone extension) in theOrders table.

For more details about primary keys, foreign keys, and table relationships, see "Tablethat data."

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caution when executing queries that change data, and consider backing up your datafirst.

Queries can select items from your data and make it more useful. Queries let you pulljust the data you need out of a database so you can perform tasks and get questions

answered.

With queries, you can retrieve, combine, reuse, and analyze your data. You can usequeries to retrieve data from multiple tables, or as a source for forms and reports.

When you work with queries, you need to keep in mind the questions that you wantyour data to answer. The better you state the question, the more precisely you candefine the query.

Here are some examples that will help you think of others.

A corporate sales and products database

What's the company's most popular sales item in the United Kingdom?

What would we gain and lose if we dropped our slowest-moving product line?

What item costs the most to make?

A personal media collection database

How many of my DVDs are on loan to my friends?

Which CDs contain my all-time favorite tunes?

A sports league database

Which team had the highest total score in all games last year?

Who ordered team jerseys this year, and what sizes do they need?

What questions do you want your data to answer?

Before you start thinking about the nitty-gritty of creating a query, it's a good idea tothink through the questions you want to answer, logically and in detail.

How do you want to choose your data? Do you want, for example, the 10 most ofsomething, all items above or below a certain amount, or all employees who live in adifferent county from the location of your office?

What database fields do you need? For example,for a list of your company's five best-selling

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beverages, you might want beverage names, manufacturers, and suppliers, but youprobably don't need the states they're bottled in.

Once the data is returned, do you want to do more with it? Do you want to multiplysales quantities times price, or view the impact on sales figures of a recent discount?

It can help to put your question into full sentence form, as in this example:

"I want to know the 10 best-selling products in our Midwest region. I need to know theproduct names, the product IDs, and the department that produces each product."

Don't forget: If at first you don't succeed, if your query doesn't get just the results youneed, you can tinker with the query later.

Whenever you run a query, it checks for the latest data in your database. The data

returned by a query is called a recordset.

You can browse through the recordset, select from it, sort it, and print it. Typically, therecordset you produce with a query isn't saved, but the query structure and criteria youused to get the results are saved. You can check for the most recent data again at anytime, simply by rerunning the query. Queries have titles, so you can easily find themand use them again.

Because Access saves query structures and criteria, if you frequently need a certain setof information, such as sales during a specific year, you can avoid hunting down thatdata each time, just by rerunning the query. Chances are, you have better things to do

with your time.

You can create and save multiple queries to retrieve data in different ways. Queries areeasy to revise as well, so if you don't set them up right the first time, or if your needschange, you can easily change your criteria. You can even use one or more queries asthe source of data for another query, increasing your efficiency as you select more andmore precisely to get just the data you want.

Types of Queries

Query type Description

Select query Retrieves data from one or more tables and displays the recordset in adatasheet. This is the most common type of query.

Parameter

query

Prompts the user to enter values that define the query, such as a specifiedregion for sales results, or a specified price range for houses.

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Cross-tab

query

Arranges a recordset to make it more easily visible, using both rowheadings and column headings.

Action query Creates a new table or changes an existing table.

SQL query An advanced query that is created by using an SQL statement.

Access provides many different types of queries to meet many different needs for data.

We'll briefly describe most of the query types, although in this course we'll focus on themost commonly used query type, the select query.

A select query retrieves data from one or more tables and displays the recordset in adatasheet. You can also use a select query to group data, and to calculate sums, counts,averages, and other types of totals.

As with forms and reports, Access provides two basic ways to create queries: by using awizard, and in Design view.

The wizard, also known as the Simple Query Wizard,gives you a head start in setting up your query's structureby making some arrangements for you.

In Design view you have total control when creating aquery. You drag the fields you want to a grid, and thenyou enter the criteria for selecting the data to be retrieved.

You can also create your query using the wizard and thenrefine the query in Design view to get just what you need.

The Simple Query Wizard begins by prompting you toselect the database fields you need. You can select fieldsfrom tables. You can also select fields from preexistingqueries.

For example, if you were retrieving a list of people froman Employees table, the wizard would prompt you tochoose fields to include in your query, such as eachemployee's name, manager, and extension.

The wizard also enables you to group and summarize data,which isn't necessary for simple queries but can help you analyze more complexrecordsets.

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After you create your query, the wizard can run it, or thewizard can take you to Design view. In Design view youcan specify criteria and refine your query. For example,you could specify in Design view that the retrieved listshow only employees in the Marketing Department and

that it be sorted by the employees' last names.

You can create and modify queries in Design view.

Design view shows the tables or the existing queries

that you can base your query

...and a grid where you can add criteria and modify your query.

In Design view, you begin by choosing the tables or existing queries that contain the

fields you want to use.

Then, you select and drag those fields to a grid. The fields can come from just onetable, or from multiple tables. In this course, we focus on working with one table.

After you have added your fields, you can specify criteria and other settings, such aswhether to sort the results.

Note You can change the fields used in a query after you have made your originalselection. For details on making changes, see the Quick Reference Card.

Whether you create your query with the wizard or in Design view, testing it in Designview lets you easily tweak your query if you don't get the results you want.

Specify the Fields

In Design view, you can double-click...

...or drag fields...

...to add them to the grid.

The fields you specify for a query control the data that thequery retrieves.

For example, in a list of the best-selling products, youmight want to see the name of each product, its profitmargin, its sales figures, and its distributors. You might not need to know informationsuch as the product's manufacture dates.

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You can specify the fields you want whether you use the wizard or Design view.

The wizard prompts you to choose the tables or queries you want to use, and then whichfields you want to use.

In Design view, you also start by choosing the tables or queries you want to use. Thenyou add each desired field to your query by dragging it from the table summarydisplayed above the grid. This action will populate both the Field and the Table boxesin the query.

You can also double-click fields to select them, and they will appear in the grid in theorder in which you click them.

Specify the Criteria / Condition

Criteria help focus data by specifyprecisely what you want.

For example, if you're hungry for lunch, youmight want to display only the recipes forlunch items.

To do this, you would specify a criterion that limits the recordset to recipes that say"Lunch" in the WhichMeal field. Recipes that have any other data, or no data, in that

field do not fulfill this criterion and so are not retrieved by this query.

To set a criterion, you type the text or value that focuses the query into the Criteria rowin the query grid. For example, to limit the recordset to lunch recipes, you simply typeLunch, surrounded by quotation marks, into the Criteria row underWhichMeal.

Criteria can be as simple as "Lunch" or more complex. Complex criteria can includemultiple conditions (for example, all lunch recipes that also use chicken in theiringredients). Or you can compare values (for example, all recipes that have more than200 calories per serving).

What If the fields are not visible in the Query Or you dont want to make few

fields visible?

You can specify which of the fields that youuse in your query are displayed in the results.

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Sometimes you'll prefer not to display all the data that a query retrieves. Theinformation may not be necessary, or you may not wish to advertise the criteria that youused in the query.

For example, if you were retrieving just your recipes for lunch dishes, you'd want to

display each recipe name and its description. But you wouldn't need to display theWhichMeal field, since all recipes returned by that query would be for lunches. If youtitled your query something like Lunch Recipes, it would be redundant for people tosee the WhichMeal field.

The Show box lets you decide whether to display each field used in your query. Youcan display or not display a field, whether or not you have specified a criterion for thatfield. You can check or clear the Show box for each field any time that you use thequery. This feature also enables you to reuse a query but to display only some of theresults, if you need only a subset of the recordset on a particular occasion. You can

show two fields instead of a dozen, without having to create a new query for thepurpose.

Run The Query

In Design view...

...you can run a query...

...and view its results.

You can test a new query in Design view. Just click

the Run button on theQuery Design toolbar.This will switch you to the results view.

If you don't see the results you want, click the

Design button to return to Design view formore tweaks.

To run a query, all you need to do is to open it by double-clicking it in the list ofqueries, which appears when you clickQueries underObjects in the Database window.

To better display your query results, you may want to create a form; to better print yourquery results, you can create a report. For more information, see the courses "Formsfollow function" and "Reports I: Show off your data."

A parameter query displays a dialog box when it runs, prompting the user to enterinformation to use as criteria for the query. You can design a parameter query to prompt

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for more than one piece of information; for example, you can design it to prompt fortwo dates. Access will then retrieve all data with values between those two dates.

A cross-tab query arranges a recordset to make it more easily visible, using both rowheadings and column headings. Data can be seen in terms of two categories at once.

An action query creates a new table or changes an existing table by adding data to it,deleting data from it, or updating it. Because an action query is so powerful, actuallychanging table data, you should consider backing up your data before running an actionquery.

An SQL query is created by using a statement in Structured Query Language (SQL).SQL is an advanced way to query, update, and manage relational databases. Access cancreate the SQL statement for you when you create this type of query, or you can createyour own SQL statement.

Forms

Databases are made to be used. All sorts of people need to add and review data, quicklyand effectively. The data must remain reliableand reliably controlled. You canenhance the value and performance of your database by adding forms created andcustomized for entering and viewing data. Access provides the tools to make workingwith forms quick and easy.

Forms enable people to enter or view data in yourdatabase easily. You might consider forms as windows

through which people can work with data.

Forms control and simplify data input. As people enterdata into a form, it is saved in an underlying table.

Forms make data from a table or a query easier tounderstand by presenting it in visually appe

designs. Forms can also provide a start-up screen, with easy ways to launch databasetasks.

Forms provide drop-down lists, instructions, navigational controls, and graphics to helpusers work with your data. One way and another, forms make data friendlier.

Graphic elements, such as lines and rectangles, are stored in the form's design.

Data comes from the fields in the underlying table or query.

A calculation comes from an expression, which is stored in the form's design.

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Descriptive text is stored in the form's design.

Why use Forms?

An effective form speeds the use of your database, because people don't have to search

for what they need. A visually attractive form makes working with the database morepleasant and more efficient. Forms are convenient because they are so adaptable to somany particular purposes. You can create forms, for example, to:

Note students' grades

Track inventory items

Enter new employee names

Review weekly output numbers

Update customer addresses

Create sales or service orders

Open other forms or print database reports

The structure of data in a table

is reflected in the structure of a form.

When you create a form, there are a couple of key purposes that you should keep inmind. Your form is good at its job if it achieves clarity and control.

Databases store data in tables, often very large tables. Although it's possible to enter orread table data directly, this process is likely to be cumbersome. The larger the table,the harder it is to be sure that the data is in the right field (column) and record (row).

Forms help people to focus on just what they need when they enter or view data. Youshould design a form so that it is easy to read and understand. You can include labels todescribe data, and instructions for entering it, right next to each working area.

Forms let you select, from the many fields on a table, just

those that you want the users to focus on. This selectivityalso means that you don't have to expose all the data toeveryone who works with it. You may not want the personentering names into the employee table to see everyemployee's salary, for instance.

Data may be difficult to locate in a large table.

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A form makes data easier to work with.

Types of Forms

Forms serve a variety of functions with various designs.

Although most frequently used to enter or view data,forms have several other valuable uses. Since follows function, each of these uses has its own type ofform.

Switchboards

You can create a form that appears as a switchboardwhen a user opens a particular database. The switchboard provides a friendly andcontrolled way to open forms, reports, and other objects. It guides users to the actionsthat you want them to perform, and screens parts of your database that you don't wantpeople messing with.

Messages

Forms can display messages about a database. A form can provide instructions forusing the database, or assistance for troubleshooting any problems.

Subforms

A subform looks like a part of another form. In fact, while the largermain formconnects to one table, the subform connects to a different table. A user can enter datainto one form and view related data in the other, without ever knowing that they areactually separate and equal.

Creating a Form

Access gives you three main ways to create a form: with the Form Wizard, with anAutoForm, or in Design view. Once you understand all three ways, you can choose themethod or methods that will be best for your purposes.

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By using the Wizard

The Form Wizard asks you questions, and your answers determine the form it creates.

The Form Wizard is best when you want to be guided step by step through the process

of creating a form. The Form Wizard asks you questions and creates a form based onyour answers.

You will need to tell the wizard:

Which table or query the form data comes from.

Which fields to use on the form.

Which form layout to apply.

Which visual style to apply.

To start working with the Form Wizard, you would clickForms underObjects in theDatabase window, and then clickNew on the Database toolbar. In the New Formdialog box, you would clickForm Wizard to select this method.

By using Auto Forms

Figure 1 A columnar AutoForm Figure 2 A tabular AutoForm

AutoForms are best when you don't need to make many choices. If your new form willcontain all the fields from a table or query, and you don't need much control over theform's appearance, an AutoForm is simply perfect.

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Unlike the Form Wizard, an AutoForm doesn't ask you questions or offer you choices.Creating an AutoForm is a two-step process. Pick a type of AutoForm, pick a table orquery, and Access does the rest.

There are several types of AutoForm, but the two shown here are all you need to know

about now. AutoForm: Columnar shows records one at a time, with each field on aseparate labeled line. AutoForm: Tabular shows all records at once, with each fieldshown for each record, and field labels at the top of the form.

To start working with an AutoForm, you would clickForms underObjects in theDatabase window, and then clickNew on the Database toolbar. In the New Formdialog box, you would click one of the AutoForm options to select it.

By Using the Design View

The toolbox in Design view contains controls, such as textboxes and labels, to add to your form.

The Design view gridlines and dots organize the area

where you insert and arrange controls.

Design view is the best way to create a form when youwant full control and complete freedom. In Design view,everything is up to you.

The challenge is that you're on your own, without the prearrangements of the FormWizard or an AutoForm. However, you can also create a form by either of thosemethods, and then change its details in Design view.

To work with a form in Design view, you choose items from the toolbox. These items,such as check boxes, pictures, and labels, are called controls. You can set theirproperties and format them to look as you want on the form. For details, see the course,"Take the controls."

In Design view, you can move the controls around, like rearranging pictures on a wall.For example, you may want to group together the text boxes for address, city, state, and

ZIP codebut on two lines, or three, or four? You can easily try them all and pick thebest.

To see the form as it will appear when someone works with it, you can open it in Formview, and keep switching between Form and Design views until the form suits youcompletely.

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To start working in Design view, you would clickForms underObjects in theDatabase window, and then clickNew on the Database toolbar. In the New Formdialog box, you would clickDesign View to select this method.

Parts of a Form

Understanding the parts of a form is the first step in adapting it to your needs.

Once you know how to create forms, it's time to startmaking those forms look and act the way you want. To dothat, you need to know your way around the parts of aform.

All forms share an underlying structure and contain ashared set of working items. Once you are familiar withthese, you will be able to see how a form is put together.And what you understand, you can change.

Controls

Data from a table

Calculation result (price after discount)

Instructions and identifications

Controls are the parts of forms that most users see andwork with. Controls can show data or accept data entry.They can perform calculations on data. They can displaymessages. They can also add visual effects, like lines or

pictures, to make forms easier and more interesting to use.

Some controls are bound. A bound control is attached directly to a specific field in aselected table or query. The direct attachment means that a bound control can add,

change, or display live data. (This lesson will discuss controls bound to fields in tables.To learn more about queries, see the course "Queries I: Get answers with queries.")

When someone enters or changes data in a bound form control, that new data orchanged data immediately enters the table. Data viewed in a bound control will changein the form whenever it changes in the table.

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Controls such as decorative lines and instructions are not bound to table data, becausethese controls stay the same. Calculated controls are not bound, because values that canbe calculated do not need to be stored in a table.

Handles show selections and help you resize or move partsof a form. You select controls by clicking them or bydragging a rectangle around them.

Handles appear when a control is selected.

An open hand appears when a control can be dragged.

The Select Objects button selects controls inside the

dragged rectangle.

To change a control, first you would need to select it inDesign view. Thats easy: You'd just click it. Small black square handles would appeararound the selected control.

Applying a change to several controls at once saves time and ensures that the change isapplied to all of them in the same way.

To select several controls at once in Design view, you would hold down the SHIFT keyand click each control you want. After looking at the handles to confirm the choices,you'd make your change. The controls remain selected after a change, in case you want

to continue working with this selected group.

Tip You could also select a group of controls using the Select Objects button inthe toolbox. You would click that button, click in the form, hold the mouse buttondown, and drag a rectangle around the controls you want. When you release the mousebutton, handles appear to show your selection.

Changing the Tab order

The tab order determines how people move through

the form if they press the TAB key. Some people

prefer or need to move from control to control this

way.

Some people use the TAB key to move through aform, from one control to another, as they enter or

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view data. When you design or customize a form, you can change the preset tab orderof movement from control to control.

It's important that the tab order be logical and easy to work with. It's often simplest tohave the order run from left to right and from top to bottom. If your form contains

groups of controls, however, or if it is based on a handwritten form, your best tab ordermay have a different pattern.

You could change the tab order in Design view. You would click anywhere in the form,and then on the View menu you would clickTab Order to open that dialog box. UnderSection, you would click the name of the form section for which to change the taborder. Dragging the names of controls up or down in the Custom Order list would set anew tab order.

Tip If you wanted Access to create a left-to-right and top-to-bottom tab order, you

would clickAuto Order in the Tab Order dialog box.

Sections in a Form

Form Header often contains general information.

Page Header is used for printing.

Detail usually contains most controls.

Page Footer is used for printing.

Form Footer often helps with navigation.

When you open a form in Design view, you can see thesections by which the form is organized. All formsections can contain controls.

The Detail section appears in all forms, usually containing most of the controls.Controls in which people view or enter data, such as text boxes and list boxes, aretypically here. But the Detail section can also contain controls that don't change, such aslabels and instructions.

The Form Header section, at the top of the form, is a good place for the form's title, acompany logo, or a general message about the form.

The Form Footer section, at the bottom of the form, often contains navigationinformation or reminder text.

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The Page Header and Page Footer sections are useful in organizing complex formsdesigned to appear as multiple pages. Page headers and page footers appear on everypage of a form, but only when the form is printed or previewed for printing.

Section selector

Section bar

Section background

There are three ways to select a section of a formin Design view.

You could click the section selector, the box inthe vertical ruler to the left of the section name.

(The rulers help you keep track of a form's size as you work on it. A form should be nottoo big, not too small, just right for the users.)

You could click in the section bar, the rectangle with the section name in it at the topof the section.

You could click anywhere in the background of the section. (Anywhere not on acontrol, that is.)

When a section is selected by any of these methods, the section bar will be highlighted.

Adding header & Footer

One sequence of actions (Design view, right-click, choose command) will either add or

delete a header and footer.

Form in Design view

Command to add or remove header and footer

You may find that the form you are working on doesnot have Page Header and Page Footer sections. Theform may even lack the Form Header and Form Footersections. To add header and footer sections, for pagesor for the entire form, you would need to be looking atthe form in Design view.

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After right-clicking the form at any of the points that can be used to select a section,you would choose the relevant command from the shortcut menu to add the header andfooter sections for the page or the form. You could then add controls, for instance labelsor text boxes, to the header and footer sections.

Note You could remove a header and footer by the same process, which deletes oradds depending on whether a header and footer are present or not. If you remove aheader and footer, Access deletes any controls they contained.

Form Properties

Double-clicking the form selector...

...will open a dialog box where you can determine

the overall look and behavior of the form.

Forms also have properties, associated with the entireform, that affect the user's experience of the form.You can select or change these propertiedetermine how the overall form looks and behaves.

For example, you can decide whether the form has buttons at the bottom to move backand forth through the records. Does the form have buttons at the top to minimize,maximize, and close it? Can the user resize the buttons? It's your choice, and so is the

form's background.

To set or change properties, you would open the form in Design view and double-clickthe form selector, the box where the rulers meet. A dialog box would open and showyou settings from which you could choose.

To see details of any property, you would click in the box to the right of that property'sname, and then press F1.

Navigation Buttons

First record

Previous record

Record number

Next record

Last record

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New record

We mentioned the buttons at the bottom of a form that enable users to move back andforth among the records. Access automatically adds these navigation buttons to everynew form.

The navigation buttons aren't visible in Design view, but they appear whenever youswitch to Form view, and they'll appear when anyone uses the form to view or enterdata.

Access adds these buttons automatically because they are so convenient. They let usersmove quickly and easily back and forth among the records, or to the end of the existingrecords to create a new record.

Customizing the appearance of the Form

It's easy to change the appearance of your form.

A well-designed form actually improves function, bymaking it easier for people to enter and view data. Anattractive form will attract more users, for longertimes, than a dull one. See how your forms canbecome more interesting, and more pleasant to use.

Backgrounds, borders, colors, and text make a form

easy for users to understand and work with.

You can select visual effects for a whole form, for a section of the form, or forindividual controls. Backgrounds, borders, colors, and text are among the many visualeffects you can customize in a form.

To use a picture as the background of a form, youwould open the form in Design view, and then double-click the form selector (the box where the rulers meet)to display the form's property sheet.

You would select the Format tab, and then scrolldown to Picture and click that word or the box next to

it, causing the three-dot Build button to appear.Clicking that button would open the Insert Picturedialog box, where you could choose the image for the background.

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To change the look of a form section, you would open the form in Design view, right-click in the section you want to change, and then clickProperties on the shortcut menu.Selecting the Format tab would show a list of choices, including background color,height, and several other settings.

Access gives you so many ways to select and change the appearance of controls on aform, we offer a separate course entirely about controls. When you have finishedlearning about forms, you will be ready for "Take the controls."

Resizing the Sections in the Form

To change the height of a section, drag the pointer up or down.

To change the width of a section, drag the pointer left or right.

To change both height and width, drag the pointer diagonally in any direction.

If you change the number or the size of form controls, you may want to resize the formsections also, to suit the controls they contain and make the form easier to work with.

You can increase or decrease the heights of form sections individually. If you changethe width of any section, however, you change the width of the entire form.

To change the height of a section, place the pointer on the top edge of the section barand drag the pointer up or down.

To change the width of the form, place the pointer on the right edge of any section anddrag the pointer left or right.

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To change both the height of a section and the width of the form, place the pointer inthe lower-right corner of the section and drag the pointer diagonally in any direction.

Auto Formatting

AutoFormat is a quick and easy way to apply presetformats to a form.

Would you like your form to have a blueprinteffect? A fancy, blended style? Or an internationallook and feel? With AutoFormat, touch-up ispractically a one-touch process.

Access offers several predesigned AutoFormats.Each contains a style and color for fonts and borders, plus a background effect forentire forms.

You can apply an AutoFormat to a single control, several controls, a section, or theentire form. In Design view, you would select what you want to change, and then clickAutoFormat on the Format menu and make your choices.

You have seen these predesigned formats earlier, as the options for creating a formusing an AutoForm. If you apply an AutoFormat to any form, that AutoFormat will alsobecome the format for all new AutoForms, until you make another change in

AutoFormat.

Reports

A report converts data into a formatted document.

Do you routinely report sales figures? Provcatalog of your inventory? Print out labels for CDs,DVDs, and videos at home? Produce invoices andreceipts?

Reports convert data into documents. Reports come invarious shapes and sizes, but they are all designed topresent your data in print. Reports provide methods toformat the printed appearance of your data in the waysthat are most effective for your purpose.

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Using reports, you can group your data, perform calculations on it, and add headingsand other formatting to make it more meaningful and easier to read.

After you've created a report, you can save its format, so that it looks the same eachtime you print it, however the data changes.

For meetings, for mailings, for making your point, there's nothing better than clear,elegant data. With reports, you can organize data to make it attractive and informative,on a printed page or on a computer.

Whether you are sharing a weekly status report with your team or sending a productcatalog to your customers, reports draw attention to your data and make it work for you.

Reports can make your data more useful.

Reports provide many ways to organize, categorize,and even summarize your data. They help you showyour data to best effect, and they offer forms ofpresenting data that may be new to you.

As with other parts of Access, the first question youneed to consider is, what do you want the report to do?

Reports can summarize and group data to give anoverview.

Reports range in complexity from a simple listsuch as a project status report or aweekly sales reportto a detailed product catalog.

With reports you can also:

Prepare a customer invoice.

Create mailing labels.

Produce a directory, such as an alphabetical list of employees with their contactinformation.

Present a data summary, such as sales grouped byregion.

Reports are often used to present a big-overview, highlighting main facts and trends.

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Grouping data and sorting data to make it more visibly meaningful are key benefits ofreports. Reports let people take in the big picture at a glance.

So a sales report might group sales by region, by salesperson, and by quarter, showingsubtotals as well as a grand total. A club newsletter could show how many people have

been members for 5, 10, or 20 years; report meeting attendance by month and overall;and list how many members live in which cities.

Although reports enable you to dress your data for success, grouping and presentingdata in many different ways, they don't alter the underlying data in the tables in yourdatabase.

Logo (decorative element)

Separator line (decorative element) & report title (text box)

Data (text & graphics) from database grouped by headingsSeparator line

Report is made ofcontrols. Some controls, such as textboxes, display data. Other controls are decorative elements,such as separator lines or company logos.

A report may be made of pages and headings. A page may contain several headingsgrouping data, or one heading may include data filling several pages.

A report is made of data. Data in a database consists of fields and records. A field,shown in a table as a column, is a single category of fact that may apply to each record.A record, shown in a table as a row, is a collection of facts about a particular person orthing. So the postal code for employees is a field, while employee Nancy Davolio is arecord.

Creating Reports

There are three basic ways to create a report: byusing an AutoReport, by using a wizard, and inDesign view.

This lesson will show you how to choose the methodthat works best for your situation.

To create a report, you use data from one or moretables or queries. To use several tables, you wouldfirst create a query to retrieve data from those tables.

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Auto Report

An AutoReport is the quickest way to create a report, but it gives you the least controlover the report's structure and appearance.

An AutoReport automatically contains all the fields in its data source, whether table orquery. Its structure is either columnar or tabular.

AutoReport: Columnar Each field appears on a separate line with a label to its left.Only one record is visible at a time.

AutoReport: Tabular The labels for all fields appearon one line at the top of the report, with all recordsvisible below them.

An AutoReport works best in two situations: when youneed a quick overview of data from a table or query(say your boss needs a printout for a meeting that startsin 10 minutes), or when you want a quick head start ona report that you'll customize later.

The same data presented as a columnar AutoReport...

...and as a tabular AutoReport.

Report Wizard

The Report Wizard asks you questions and creates a report based on your answers.

This method is best when you want to be steppedthrough the process of creating a report.

The Report Wizard asks you which tables or queries

you will base your report on, and which fields to usefrom those data sources. It asks whether you want togroup data, & how you want to sort & summarize it.

After asking about the data, the Report Wizard asksabout the appearance of your report: la

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orientation, and choice of six visual styles. Finally it asks you to give the report a title,and then it creates a report based on your answers.

Design View

While an AutoReport and the Report Wizard are great ways to get started, you may findyou want to customize the reports they create, to suit your needs and preferences.

Design view enables you to make changes rangingfrom the underlying data source to the color of thetext. For details about customizing your reports inDesign view, see the next lesson. For using Designview to create a report from scratch, read on.

If you want total freedom and control, right fromthe beginningperhaps you like to start sewingwithout a pattern or cooking without a recipethenyou'll like creating reports in Design view.

Toolbox

Design view grid

Design view provides you with a toolbox from which you drag selected controls andarrange them on a grid. Controls can be bound to data from your database, displaying itdirectly, or they can be unbound, without a link to a data source. Descriptive text,dividing lines, a product logo, and other decorative controls are usually unbound.

Previewing The Created reports

When you create a report using AutoReport or the Report Wizard, the completed reportappears on your computer in the form that most users will see, either on a computerscreen or on a printed page. This view is Print Preview.

In Print Preview, you can see in detail how your

report will appear.

In Layout Preview, you can see quickly how your

report will appear. Usually only a few of the records

will be displayed in this view.

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To change from one view to another, make a selection on the View menu or click the

arrow next to the View button and choose from the list that appears.

The data in a preview or in a printed report is static. Each time you open a preview orprint the report, however, you will see the most recent data from the report's table or

query data source.

Customizing The Reports

Once you've created your report, you may want tomove its parts around and change their appearance tosuit your purposes and preference. Access makes iteasy to choose how a report looks, on a computer or inprint. You can customize the details, or you can pick ahandy AutoFormat from a range of useful styles.

You may want to change the structure of your reportto group data by headings, for instance, or to separateparts of your report.

Or you may want a different lookmore casual or compact, or with new colors orlettering.

Design view is where you add sections, group data, set report properties to controlappearance and behavior, resize parts of a report, or change report formatting.

To see the report as it will appear to someoneworking with it, view it in Print Preview. Youcan keep switching back and forth betweenthese two views until you get it perfect.

Change the look of headings and other text.

Add, remove, or resize sections.

Reports & Sections

Reports have three types of sections:

Header sections The header sections contain information that appears either at the topof the report, or at the top of every page in the report.

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The report header appears only once, at the beginning of the report. The topmostcontents of the report (such as company name, address, and logo) belong in the reportheader.

The page header appears on every page of the report. Contents that you want to appear

at the top of each page, such as column names, belong in the page header.

Detail The detail section contains most of the information in a report. For example, thedetail section of an invoice lists all the individual items purchased and their costs.

Footer The page footer appears on every page.The report footer appears once, at the end of areport. The page footer section may contain thepage number; the report footer section may containthe conclusion, such as a grand total.

Report header with report titlePage header with headingsDetail section with dataPage footer with separator line & page numbers

Grouping The Data In Reports

You can group data in a report by selecting one or more values.

For example, selecting a date could group all the ordersshipped on that date, as shown in the illustration.

You can select as many as 10 values for grouping in areport.

You can create or change data grouping in Design view

by clicking the Sorting and Grouping button on theReport Design toolbar. You can also use Report Wizard

to group data while creating a report in the wizard.

Report Properties

You can set many properties for a report, to change how it is viewed or printed.

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For example, a report's Page Header property determines whether the page header isprinted on the page that begins with the Report Header.

To view or change a report's properties, just double-click the report selector

where the rulers meet. To see more details about a property, click that property and thenpress F1.

Each report section and each control (such as a text box) on a report has properties also.To view a section's properties, double-click the section name or the section selector.

To view a control's properties, double-click the control. You can alsoright-click a control, section selector, or report selector, and then clickProperties.

Double-click the report selector...

...to display a report's properties.

Inserting Page Breaks

In reports, you use a page break control to mark where you want to start a new pagewithin a section.

Suppose, for example, that you have included both areport's title page and its introduction in the ReportHeader. If you want the title and the introduction printedon separate pages, you would place a page break in theReport Header between the controls containing them.

The Page Break tool...

...inserts a page break, shown as a dotted line

Note You don't need to insert a page break unless youspecifically want a new page. The report will automatically assign pages to continuousdata.

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In Design view, use the Page Breaktool in the Toolbox to show where you wantto place a page break. Be careful to place the page break above or below any othercontrol to avoid splitting data in the other control.

A short dotted line on the left edge of the report indicates the page break.

Applying Auto Format

To save time, you can apply a preset formatknownas an AutoFormatto all or part of your report. (Youcan apply different AutoFormats to different parts ofthe report, if you wish.)

Would you like your report to have a casual look? Orwould you prefer to make the text and headings more

compact so as to reduce the number of pages?

An AutoFormat sets the style and color for text,headings, and dividing lines (such as lines betweensections). You can apply it to your whole report, to aselected section, or to just one control.

The AutoFormat choices are the same format choices presented in the Report Wizard. Ifyou apply an AutoFormat to any report, that AutoFormat will also become the formatfor all new AutoReports, until you make another change in AutoFormat.

Note Applying an AutoFormat may remove custom formatting that you've appliedpreviously.

Customized Formatting

If an AutoFormat doesn't give you quite the look you want, you can adapt it by applyingcustom formatting to your report in Design view. Or if you are creating your reportfrom scratch, you can make format choices as you go along.

You can select the size and appearance of a report's sections and controls. Backgroundcolors, borders, and text styles are all yours to choose.

Just select the section or control, then click the buttons you want on the Formatting(Form/Report) toolbar.

You can also customize the appearance of a control, a section, or the whole report bysetting its properties, as you learned earlier in this lesson.

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And you can perform calculations in the reportcontrols, such as subtotals and totals. For moreinformation about performing calculations controls, see the course "Take the controls."

Click the Bold button on theFormatting

(Form/Report) toolbar...

...to format selected text in the report.

Practice Test

Complete the following test so you can be sure you understand the material. Youranswers are private, and test results are not scored.

Access Fundamentals

1. Which of the following is not a database object?

a. Tableb. Reportc. Queryd. Worksheet

2. Which of the following describes a relational database?

a. It provides a relationship between integers.b. It consists of separate tables of related data.c. It retrieves data related to its queries.

3. What are the main building blocks of a database?

a. Lists.b. Queries.c. Tables.

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Tables

4. Data should be organized into tables based on:

a. Field properties.b. Subjects associated with the data.

c. Character lengths.

5. A row in a table is also known as:

a. A field.b. A record.c. A data type.

6. A primary key is:

a. A unique identifier that can be used to relate tables.b. The key that precedes the secondary key.

c. The password that validates a database.

Queries

7. Which of the following is a reason to use a query?

a. A query makes data entry easier.b. A query retrieves data, using criteria that you specify.c. A query produces a formatted, printed report of your data.

8. When you create a query, what does Access save?

a. The data.b. The query structure and criteria to retrieve data.c. The way the data looks when viewed or printed.

9. Data returned by a query is called a _____.

a. recordsetb. parameterc. selected field

10. What are the two ways to create a query?

a. By using the AutoQuery feature or by clicking the Run button .b. By using a wizard or in Design view.c. By using the Save As command on the File menu to convert a table to a query.

11. Which of the following is true when you specify criteria for a field?

a. You must display that field in your query results.b. You can't display that field in your query results.c. You can choose whether or not to display that field in the query results.

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12. How can you modify criteria in a select query?

a. In the Simple Query Wizard.b. When you run the query.c. Use the query design grid.

Forms

13. Entering data in a form is more efficient than entering it in a table, because:

a. You have to save the data in a form before it's entered into the database.b. A form automatically validates your data.c. A form controls how people view and enter data.

14. Which statement describes a subform?

a. It opens reports and other forms.

b. It is a form that looks like part of another form.c. It is used for printing data.

15. Forms are used only for viewing and entering data.

a. Trueb. False

16. Which of the following is a benefit of creating a form in Design view?

a. You have complete control over the organization and look of your form.b. Access steps you through the process.

c. You automatically bind controls to a specified table.

17. A tabular AutoForm is the best choice when you want to:

a. Add up numbers on the form.b. Design a form from scratch.c. Show all fields aligned vertically and all records aligned horizontally.

18. In Design view, use the _____ to add controls to your form.

a. Expression Builderb. Control property sheetc. Toolbox

19. When a control on a form is bound to your data, which of the following is true?

a. It automatically prints your data.b. It displays live data from a table or enters data straight into a table.c. It performs calculations on your data.

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20. What does a form's tab order determine?

a. How people move through your form by pressing the TAB key.b. How your form is tabulated, by links to tables.c. Where controls are located on the form.

21. How do you set properties for the whole form?a. In the Design view Toolbox.b. By double-clicking the form selector in Design view.c. In the Form Wizard.

22. Which parts of a form can you change to look as you prefer?

a. Just the controls.b. Just the whole form at once.c. Just what you want.

23. If you change the width of a form section, the width of your form adjusts withit.

a. True.b. False.

24. What does the AutoFormat feature do?

a. It updates your data whenever someone uses your form.b. It applies pre-designed colors and styles to your form.c. It changes the color of controls to indicate something about data entered in them.

Reports

25. What are the two main purposes of reports?

a. To view and enter data.b. To store and relate data.c. To search for data.d. To organize and present data.

26. What are the two major types of report controls?

a. Data display and decorative elements.b. Boxes and cells.c. AutoReport and Design view

27. Reports alter the underlying data in your database.

a. True.b. False.

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28. What does an AutoReport do?

a. It creates reports at specified intervals of time.b. It steps you through the process of creating a report.

29. When should you use Design view to create a report?

a. When you want Access to ask you questions and step you through creating areport.

b. When you want a quick report that shows all the fields from a table or query.c. When you want complete control over every part of the report.

30. If someone changes table or query data that your report uses, what will happen

when you next open the report?

a. You will see a message that the data has changed.b. Nothing. Once you create a report, the data will never change.c. The updated data will appear when you open the report again.

31. How can you arrange the data in your report by products?

a. Insert a header or footer section for each product.b. Group the data by using the Product field.c. Use AutoFormat to set up the structure.

32. Suppose you want to have a list of sales figures in your report, followed in the

same section by a new page with a list of your sales force. How do you keep that

page separate?

a. Create two separate reports and staple them together.

b. Insert a section header between the two lists.c. Insert a page break between the two lists.

33. You want the date and your department's name to appear on every page of a

report, so you add those items to _____:

a. a page group.b. a page header.c. the report's property sheet.

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Overall

34. Which of the following best describes a query?

a. A query enables people to enter or view data in your database easily.b. A query summarizes and prints data.

c. A query retrieves data that satisfies conditions that you set.

35. Which of the following can you do in a report?

a. Perform calculations on your data.b. Add headings and formatting to your data.c. Group your data.d. All of the above.

36. Why is it often more efficient to use a form than a table?

a. Because a form always presents your data in rows and columns.

b. Because a form is always printed.c. Because a form simplifies data entry or viewing.

Answers:

1.D 2.B 3.C 4.B 5.B 6.A 7.B 8.B 9.A 10.B

11.C 12.C 13.C 14.B 15.B 16.A 17.C 18.C 19.B 20.A

21.B 22.C 23.A 24.B 25.D 26.A 27.B 28.C 29.C 30.C

31.B 32.C 33.B 34.C 35.C 36.C

boca_msaccess

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