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Using Microsoft Access 2007ECDL V5
– MODULE 5
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ECDL Foundation Approved Courseware Disclaimer• ECDL Foundation has approved these training materials developed by Cheltenham Courseware and requires that the following statement
appears in all ECDL Foundation approved courseware.
• European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-Citizen and related logos are all registered Trade
Marks of The European Computer Driving Licence Foundation Limited (“ECDL Foundation”).
• Cheltenham Courseware is an entity independent of ECDL Foundation and is not associated with ECDL Foundation in any manner. This
courseware may be used to assist candidates to prepare for the ECDL Foundation Certification Programme as titled on the courseware.
Neither ECDL Foundation nor Cheltenham Courseware warrants that the use of this courseware publication will ensure passing of the tests
for that ECDL Foundation Certification Programme. This courseware publication has been independently reviewed and approved by ECDL
Foundation as covering the learning objectives for the ECDL Foundation Certification Programme.
• Confirmation of this approval can be obtained by reviewing the Partners Page in the About Us Section of the website www.ecdl.org.
• The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates
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Database Concepts
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What is a Database?• A database has often been defined as an organized collection
of data
• Even a simple table in Microsoft Word or Excel containing
information organised into column and rows, has loosely been
considered a database.
• Today, the true definition of a database is considered to be
the collection of objects, (tables, forms, queries and reports),
which go to make up the database
• These objects are used to store, order, search, manipulate,
display and print data
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What is a Relational Database? [1]
• Instead of storing data in one huge table, a
Relational Database stores the data across
multiple tables
• Tables in a Relational Database are often
linked to one another by means of a common
field
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Database Organisation
• A Database uses Objects to organise and
manipulate data
– Tables to store the data
– Queries to search Tables according to criteria
– Forms are used to input & display records
– Reports provide summary information from Tables
or Queries
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What is a Table?
• Tables are used to store the data in a
structured and organised format
• Tables are made up of Columns & Row
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What is a Record? [1]
• A record is defined as all the data held for a
single individual or item
• A record would occupy a single row of a table.
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What is a Record? [2]
• A record would include a unique Identifier
– Employee ID Number
– Driving Licence Number
– Passport Number
• For each new record, a new row is created
• For each new row a unique identifier is added
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What is a Column? [1]
• Each column in a table is used to define what
information is to be entered into that column
• Columns are also referred to as Fields
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What is a Column? [2]
• A column titled ‘Last Name’ would signify the
point in a Record to store last name
information
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What is meant by ‘Data'? [1]
• Data is the information entered into the tables
within the database
– Customer Names, Address & Telephone Numbers
– Product Names, Descriptions, Price & Stock Level
– Documents, Descriptions, links, etc
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What is meant by ‘Data'? [2]
• Data entered will in generally be:
– Alphabetical (names / addresses)
– Numerical (Dates / Currency),
• Access is also able to store other forms of
data:
– Website and email slinks
– Documents created in other packages (OLE)
– Attachments (documents, images, etc)
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Data Types [1]
• Data Types define the type of data that will be
stored in each Field (Column)
• Will the field be used to store:
– A Date?
– Text or Memo?
– Number or Currency value?
– An Attachment?
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Data Types [2]
• Data Types tell Access how to handle the data
within a particular field
• Data Types are necessary for Access
– To manipulate, locate and calculate data
– Display data correctly
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A First Look at Access [1]
• Similar to other Microsoft Office applications,
Access 2007 shares a common window layout
theme
• Access 2007 has also undergone some
changes to the application window layout in
comparison to earlier versions of Office
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A First Look at Access [2]
• Microsoft Access 2007 now uses the new
Ribbon system, replacing the toolbars used in
previous versions
• Menus are also now replaced by Ribbon tabs
• Contextual tabs also appear, when necessary,
to provide additional functionality
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The Ribbon [1] • The Ribbon is designed to offer a standardised
layout across all Microsoft Office applications
• The Ribbon is also designed to display the
most appropriate tools according to the task
at hand
• Each Ribbon is divided into Groups
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The Ribbon [2]
• Access 2007 Ribbon and Ribbon tabs
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Ribbon tabs • Ribbon tabs similar to Menus separate tools
across different Ribbons according to the
Object or View you are working in
• Undertaking different tasks within the
database causes the Ribbon tabs and
consequently Ribbon to auto select
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Groups & Dialog Box Launcher [1] • All functions are clustered into Groups and set
out across the Ribbon
• Groups have been designed to help identify
tools quickly
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Groups & Dialog Box Launcher [2]
• A Dialog Box launcher is available in the
Clipboard and Font Groups on the Home
Ribbon tab
• When selected, the Dialog Box launcher
displays additional features less commonly
used and not available directly from theRibbon itself
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Groups & Dialog Box Launcher [3]
• Ribbon Groups & Dialog Box Launcher
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Navigating - Quick keys [1] • Shortcut or quick keys provide an alternative
means of navigating the Ribbon, Ribbon tabs
and the Quick Access Tool Bar
• By pressing the ‘Alt’ key once, Access will
display the shortcut characters associated
with the various Ribbon tabs or Quick AccessToolbar
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Navigating - Quick keys [2]
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Navigating – Quick Keys [1] • Pressing the ‘Alt’ key once displays the
shortcut letters associated with the various
Ribbon tabs or ‘Quick Access Toolbar’
functions
• This operation also engages a select zone and
by using the ‘left’ and ‘right’ pointer keys, youwill be able to navigate through the Ribbon
tabs.
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Navigating – Quick Keys [2]
• Use the ‘up’ pointer key to jump to the Quick
Access Toolbar and use the ‘down’ pointer key
to return to the Ribbon tabs again
• Pressing the ‘Alt’ key again turns off the quick
key number / letter display
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Navigating – Mouse wheel • If you possess a mouse with a scroll wheel,
you will be able to place the pointer into the
area of the Ribbon and scroll the wheel back
or forth to scroll through the Ribbon tabs
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Contextual tabs • Contextual tabs provide additional
functionality, only appearing when required
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Minimising the Ribbon [1] • Double clicking a Ribbon tab minimises the
Ribbon, offering a greater work area
•
To restore the ribbon to a fixed state, doubleclick any of the ribbon tabs
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Minimising the Ribbon [2]
• To make selections from a minimised ribbon,
click a ribbon tab
• The ribbon expands allowing a selection to be
made
• When the selection is made, the Ribbon
returns to the minimised state
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Quick Access Toolbar • The Quick Access Toolbar offers an ‘easy to
find’ location for frequently used command
buttons
– Save
– Undo and Redo
– New
– Print Preview
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The Office Button
• The Office button is new to Microsoft Office
2007 applications
• The Office Button provides many of the
commands previously found under the File
menu in previous versions of Microsoft
applications
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Microsoft Access Help [1]
• As with all Microsoft Products, Help is but a
mouse click or shortcut key stroke away
• To access the help system
– Click the button
or
– Press the F1 (function) key
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Microsoft Access Help [2]
• Access Help
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Getting Started
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Create a New Database • From the Office Button, select New
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New Blank Database [1] • Getting Started with Microsoft Office Access
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New Blank Database [2]
• From here you can
– Create
• A New Blank Database
• A Database using Locally Stored Templates
• A Database using Templates downloadable from the
Microsoft website
– Open
• An existing Database
• A recently opened Database
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Security Warning [1] • When potential security threats, related to
macros arise, Microsoft Office Access 2007
provides a warning and prevents the macro
from running, until the user intervenes
• Users can choose to enable macros by clicking
Options in the warning or leave the macrosdisabled
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Security Warning [2]
• Security Options
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Trusted Locations Trust Center [1] • Add a folder (Trusted Location) to the Trust
Center
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Access 2007 Tables
• Before a table can be used to correctly store
information:
– Fields must be added to the table
– Appropriate Data Types selected for each field
– Field Properties and formatting configured
– Validation rules and Validation text set
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A New Blank Database
• Access 2007 displaying a new blank Database
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Software Issue
• Note: A software issue has been discovered
which affects the start number in the ID Field.
For example, if 5 fields are added to a new
table, rather than the ID number starting a ‘1’,the first record will actually be record ‘5’
• This issue can easily be avoided by saving thetable before any new fields are added to the
table
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Adding Fields – Datasheet View • To create new fields in datasheet view
– Save the table first
– Double click in the grey field name box at the top
of the table
– Type in the field name and press Enter
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Datasheet View • Every object (Table, Form, Query and Report)
in an Access database will have at least two
different views
– Datasheet / Form / Report View
– Design View
• Datasheet View displays the object in it’s data
entry / working view
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Design View • Design View displays the workings behind the
object, as seen by the database designer or
systems administrator.
• The efficiency of the database and the way it
handles data input / output are controlled by
the properties configured in Design View
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Changing View • Ribbon - Home Tab – Views Group
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Data Types [1] • Data Types decide if data entered will be seen
and manipulated as:
– Text
– A Date
– A Number
– Currency
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Data Types [2]
• Data Types also affect
– How much data can be stored in a particular field
– How input will be accepted
and
– How data will be displayed
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Data Type Description
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Adjusting Column Width • When viewing fields in Datasheet View, it may
be necessary to adjust the width of some
fields to view the information
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Adjusting width – Multiple Fields
• To increase / decrease the width of all fields at
the same time, highlight the fields to be
adjusted
• Place the pointer between two highlighted
fields and with the double headed arrow, drag
to resize all selected fields
• This will result in all selected fields ending upthe same width
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Moving a Column • To move a column to a new position
– Highlight the column
– Click the column name and drag left or right to the
new position
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Navigating Records in a Table • The Record Navigation Bar is located at the
bottom of the Table / Query object window
• As tables grow, the Record Navigation Bar
helps locate records in the table
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Navigation Pane • The Navigation displays a list of all objects
within the database, including:
– Tables
– Forms
– Queries
– Reports
• Double click objects to open
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Field Properties [1] • Design View
• Field Properties :
– Control how information is formatted
– Specify default values
– Prevent incorrect data entry
– Index Data
• Options available vary according to data type
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Input Mask • Input Masks are used to restrict how data is
entered
• Restricting data entry reduces the chances of errors occurring
• Input Masks only work with Text and Datedata types
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Validation Rules • Validation Rules help to control the type of
data and the values entered by users
• By providing conditions (criteria), in the formof expressions in the Validation property of a
field, any data entered must match the given
conditions to be accepted
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Close an Object • To close an Object (Table, Query, Form, etc),
either:
– Right click the object tab and select close
or – Click the close button
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Rename an Object - Table • To rename an Object
– Close object
– Right click the object – In the Navigation Pane
– Select the Rename option from the shortcut menu
– Type in the new name
– Press the Enter key
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Deleting data in a Record • Deleting data in a record is similar to editing
data in a record
– Double click the section of the record to be edited
– Highlight the existing value
– Press the Delete key
• Data cannot be deleted from fields when the
Field Property – Required is set to Yes, asthese fields cannot be left blank
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Deleting a Table • To delete an object:
– Close the object
– Locate and right click the object in the navigation
pane
– Select the Delete option from the shortcut menu
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Defining a Primary Key • A primary key is used as a unique identifier for
each record in a database table and is
essential when working with related tables
• Access creates an ID field for each new table
and this field by default is the Primary key
• Other fields can be made primary keys
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Creating a Single-field Index • In Design View,
– Select the field to be Indexed
– In the field properties section, click the Indexed
options and select one of the option
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Deleting Multi-field Indexes • To delete a Multi-field Index, follow the same
steps to open the Indexes window
• Click the row selection column to highlight the
row or rows
• Press the Delete key
• Close window
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Text Filters • Text Filters provide a means to restrict the
display of records in table or form to only
those matching a specified criteria
• Record which do not match the criteria are
filtered (hidden) from view
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Applying a Simple Filter [1] • A Filter can only be applied in Datasheet View
• A column must be selected (highlighted)
•
Use Filter button in the Sort & Filter Group
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Applying a Simple Filter [3]
• As records are added to the table, Accessstore unique entries for use as preset filter.
Select one or more to view only matching
records
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Clearing a Simply Filter • To clear a simple filter
– Open the Filter options box
– select - Clear filter from Position
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Creating Multiple Filters • Follow the step for creating a simply filter
– Complete the first filter
– Select another field and apply filter
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Clearing a Multiple Filters • To clear all filters
– Click the Advanced button (Sort & Filter group)
– Select Clear All Filters from the options list
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Sorting
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Sorting • Sorting is used to quickly arrange table data in
either ascending or descending order
• To sort
– Select and highlight a field or group of fields
– In the Sort & Filter group, select either the
• A-Z - Ascending
•
Z-A - Descending
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Clear a Sort
• To clear a sort
– In the Sort & Filter group, select the Clear Sort
button
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Relationships
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Table Relationships • In a relational database, data is stored in
multiple tables
• Relationships are used to create a link
between tables to:
– Maintain data integrity
– Allow other object to input, view or delete data inmultiple tables
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One-to-Many Relationship • A One to Many Relationship
– The One table – Contains individual records
• I.E. Customers Name, Address and Contact details
– Many table – contains many records referencing
the one record in the One table
• I.E. Customer Orders
One customer may have many orders
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Many-to-Many Relationship • A Many-to-Many Relationship
• Consider a Part table and an Order Table
– A single order might include more than one
product. On the other hand, a single product canappear in many orders.
– For each record in the Orders table, there can be
many records in the Products table
– In addition, for each record in the Parts table,
there can be many records in the Orders table
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One-to-One relationship • A One-to-One relationship
– Each record in the first table can have only one
matching record in the second table – Each record in the second table can have only one
matching record in the first table
• This type of relationship is not common
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Relationships • Before a relationship can be established, a
database must contain two or more tables
upon which a relationship can be formed
• Related table are linked by a primary key(unique) field
• The field must exist in both tables and be of
the same data type – I.E. AutoNumber and Numeric
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Primary / Foreign Keys
• In a One-to-Many relationship, the PrimaryKey of the ‘One’ table becomes the Foreign
Key in the other table
– Primary Key – ‘One’ Table – AutoNumber – Foreign Key – ‘Many’ Table - Numeric
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Creating Relationships
• Database Tools – Show / Hide group – Show / Hide Group
– Relationships button
– Relationships window
– Drag primary key field from ‘one’ table to foreign
key field in the related table
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Referential Integrity • Referential Integrity prevents deletion of
records in one table which could result in
creating orphans in another table
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Cascade Options • There may be occasions when legitimate
changes are necessary and for that reason,
there are two options available in Access
• When Cascade options are enabled, updates
to fields and deletion of records are allowed
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Cascade Update Related Fields • When updating fields in related tables, with
the ‘Cascade Update’ option enabled
– Access automatically updates all affected recordsas part of a single operation
– Access ensures that the updates are completed,
without inconsistencies
C
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Cascade Delete Related Records • There may also be a valid reason for deleting a
record in one table and all related records in
the related table.
• For example, a record from the Parts table andall related orders for that part in the Orders
table.
• When enabled, Access will automaticallydelete all related references
E bli C d O ti
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Enabling Cascade Options • Cascade options are enabled in the Edit
Relationships dialog box
D l ti R l ti hi
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Deleting Relationships
• To delete a relationship – click once on the line between the two tables.
The line appears thicker
–Right click to activate the shortcut menu andselect Delete
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Forms
F O i
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Forms Overview • Forms can be designed to enter and display
data from one or more tables
• Forms can also be used to limit access to
sensitive information• Buttons can be added to provide additional
functionality
• Forms can be created using the Access Wizardor from a blank Form
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C ti F [2]
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Creating Forms [2]
• Simple Forms can be edited and modified inLayout View
• Built-in styles, text, image and formatting
tools are available in the Format Ribbon
F T l [1]
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Forms Tools [1]
• Enhance Forms using:
• Text formatting
– Font and font size, alignment, etc
• Format tools
– Currency symbols and decimal position
• Form Controls
– Logo images, text titles / labels, lines, etc
F T l [2]
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Forms Tools [2]
• AutoFormat – Select a style from a selection to enhance the look
of a form
M dif i F
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Modifying Forms • In Layout View select
– Columns to adjust height and width
– Edit field name labels
M dif i F Titl & L
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Modifying Form Title & Logo – Edit, modify or replace Form title
– Edit, modify or replace Form logo
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Modify Data in a Form
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Modify Data in a Form • Use the Record Navigation Bar to locate the
record
• Place the cursor into the required field andreplace the entry
• Press either the Tab or Enter key to commit
the changes
Delete a Record using a Form
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Delete a Record using a Form • Locate the record
• Click the record selector bar
• Press the Delete key
• Click Yes to confirm
Close a Form
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Close a Form • Right click the Form Object tab and select
close from the list
Opening a Form
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Opening a Form • Locate the form in the Navigation Pane and
double click to open
Deleting a Form
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Deleting a Form
• If open, close the form first
• Select the form in the Navigation Pane and
press the Delete key
• Click the Yes button to confirm
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Queries
What are Queries? [1]
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What are Queries? [1] • Access Queries are similar to filtering &
sorting but far more advanced
• Queries can search records across multiple
table• Queries can provide output for form & reports
• Queries can be saved, edited and reused
• Queries can accept multiple criteria in a single
field and criteria in multiple fields
What are Queries? [2]
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What are Queries? [2]
• Different queries are designed to performdifferent functions
– Update queries search for and updates field
information in multiple tables – Delete queries search for and delete records
within one or more tables
– Append queries locate records in one table and
append (add) them to another table
Creating a simply Query
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Creating a simply Query • Create Ribbon – Other – Query Wizard
• Select Simply Query from the list
• Select a table to query
• Add the fields to be used in the query
• Select another table and fields if required
• Select the default next screen
• Name the query and click Finish to save
Adding Criteria to a Query
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Adding Criteria to a Query • Open query in or switch to Design View• If fields exist, enter search criteria in the
Criteria row of the Query Design Grid
• Note: Queries do not require criteria to work.
They can be used simply to pull together
information from multiple table
Running a Query
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Running a Query • The Run command instructs the query to
search a tables for records matching any
criteria specified and display the result
according to any specified sort order
• When the query is complete, click the
button to run the query and display theresults
Editing Criteria in a Query
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Editing Criteria in a Query • With the query in Design View
– Click and select the criteria
– Edit or replace as necessary
– Press enter to commit the changes – Press the button to display records matching
the new criteria
Saving a Query
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Saving a Query • Saving a query is the same as saving any other
object in the database
• Click the save button in the Quick Access Toolbar
• Access prompts when closing a query with unsaved
changes
Creating a Two Table Query [1]
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Creating a Two Table Query [1] • Create Ribbon – Other – Query Design• Add the required tables to the query design
window
Creating a Two Table Query [2]
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Creating a Two Table Query [2]
• With the table in the design window, – Select the required fields from the first table
– Drag the field(s) down to the design grid
– Repeat steps for the second table
Creating a Two Table Query [3]
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Creating a Two Table Query [3]
• With the fields in place
– Add criteria
– Specify which fields to sort by
– Hide specific fields if not required in output
– Rearrange the order of fields if necessary
– Save and Run the query
Deleting a Query
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Deleting a Query
• In the Navigation Pane, click once to highlightthe query
• Press the Delete key
• If prompted, Press Yes to confirm deletion
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Reports
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Creating a Simple Report
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Creating a Simple Report • Create Ribbon – Reports - Report
– A table or query must be selected
– Click the report button
Using the Report Wizard
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Using the Report Wizard • Create Ribbon – Reports – Report Wizard
– Follow wizard
– Select table(s) and fields to include in the report
–Select how data is to be viewed
– Select Grouping levels
– Select Sort order
–
Select Layout – Select Style
– Name and Save report
Modifying a Report
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Modifying a Report • Open the report in Layout View
– Select report columns to adjust width or move
columns in the report
–
Format and enhance text /style of report – Adjust fields for viewing and printing
– Edit / Modify field names, report title, etc
– Add logo, page numbers, date & time
– Add totals to columns (Avg, Sum, Count, etc)
Closing a Report
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Closing a Report • Close the report in the same way as a table,
form or query
• Using the mouse, right click the report tab
• Select Close from the shortcut menu
Deleting a Report
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Deleting a Report
• A report can be delete in exactly the same wayas any object in the database
– Close the object
–Select the object (report) in the Navigation Pane
– Press the Delete key
– Confirm deletion
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Printing
Printing Tables, Queries and Reports
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Printing Tables, Queries and Reports
• It is important to remember that tables,forms, queries and reports all share a common
theme, they all use a table layout (columns
and rows)• It is therefore important to consider the
number, width and position of columns before
printing• Remove, hide or reduce unnecessary columns
(fields) when printing
Considerations before Printing
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Considerations before Printing • If the number of fields can be kept to a single
sheet (width), either portrait or landscape,
resource used (paper, toner, etc) will be
considerable less. The report will also beeasier to read
Although information can be printed directly
from a table, consider using a query to extract
only the fields and records vital to either print
from the query or via a report
Print Preview
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Print Preview • Print Preview shows how the report, table, etc
will look printed. This includes the layout of
columns (fields) on the page(s), how many
pages are required to print the information,the margin sizes, titles, page numbers, etc
•
Before you can preview your print job, theobject must either be selected in the
navigation pane or open in the object window.
Which Orientation Portrait or
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Which Orientation, Portrait or
Landscape? • When printing portrait pages, the advantage,
assuming the report is only one page wide, is
that more records can be printed per page,resulting in less pages printed
•
Landscape orientation is useful when thetable, report, etc has more columns (fields)
than a portrait page can accommodate
Portrait V Landscape
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Print a complete table
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Print a complete table • To print a table
– Open the table
– Open Print Preview
–Make adjustment for best printing solution
– Click the Print button
Printing Selected Records
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Printing Selected Records • To print selected records
– Open the table
– Select the records
–Open Print Preview
– Make adjustments
– Click the Print button
– Click - Selected Records
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Printing Forms
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• In Access, it is possible to print from a Form,the only difference is in the layout of the
printed data
–
Open the form – Print Preview the form
– Adjust columns if necessary
– Click the Print button
Print Preview - Form
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