98939190-ms-office-access-2007-tutorial.pdf

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Lesson 1: Getting Familiar with Microsoft Access 2007for Windows

Microsoft Access is a database software package. Adatabase is an organized collection of records. Telephone andaddress books are examples of paper databases. With Access, you can create a computerized database. Forexample, you can use Access to organize the students who attend a school, the courses they take, and theinstructors who teach them. After you create an Access database, you can search it, manipulate it, and extractinformation from it. This lesson introduces you to Access windows and teaches you how to create a database.

Getting Started

You use windows to interact with Access. To begin, start Access 2007. You screen will look similar to the one shownhere.

Northwind is a sample database you can download from the Microsoft website. I will use the Northwind database tointroduce you to Access windows. If the Northwind database is already on your system, open it, otherwise downloadit and then open it.

To open Nor thwind:

1. Click the Microsoft Office button. A menu appears.2. Click Open. The Open dialog box appears.3. Locate the Northwind database.4. Click the Open button. Access opens the Northwind database.

To download Northwind, connect to the In ternet and then fol low these steps:


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1. Click Sample. The Northwind 2007 icon appears in the center of the window.2. Click the Northwind icon.3. Click the Browse button. The File New Database window appears.4. Locate the folder in which you want to save the Northwind database.5. Click OK. The File New Database window closes.6. Click Create. Access creates the Northwind database and opens it.

Understanding SecurityIt is possible for an Access database to contain malicious code, such as a computer virus. Access has securitysettings that disable code and display a security warning when you open a database. If you know a database istrustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database.

To enable a database:


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1. Click the Options button. The Microsoft Office Security Options dialog box appears.2. Click Enable This Content.3. Click OK. Access enables the content. If you are enabling the Northwind database, the Login dialog box

appears.

4. Click Login. Access opens the Northwind database.

If you know a database is safe, you can store it in a trusted location. Databases stored in trusted locations do notrequire you to enable security.

To create a trusted location:

1. Click the Microsoft Office button. A menu appears.2. Click Access Options in the bottom-right corner. The Access Options pane appears.3. Click Trust Center.4. Click Trust Center Settings.5. Click Trusted Locations.6. Click Add New Locations. The Microsoft Office Trusted Location dialog box appears.7. Enter the path to the location you want to trust, or click Browse to locate the folder.8. If you want to trust subfolders, select The Subfolders Of This Location Are Also Trusted.


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9. Click OK. The location is now a trusted location.10. Click OK again.11. Click OK. You have created a trusted location.

The Navigation Pane

The Access window used in this example has been set up to make it easier to explain. This section shows you how toset up your window so that it matches the example. If you are not already logged in to Northwind, click the Loginbutton.

An Access database consists of the following objects: tables, queries, forms, reports, macros, and modules. TheNavigation pane displays the objects in a database.

To manipulate the Navigation pane:

Click the double right-arrows to open it. The arrows change to double left-arrows .

Click the double left-arrows to close it. The arrows change to double right-arrows .

In this example, the objects are organized by type, which is not the default setting. You may want to organize theobjects in your database by type also. You can use the down-arrow on the top of the Navigation pane to change themanner in which objects are organized.

To organize objects by type:

1. Click the All Access Objects button on the Navigation pane. A menu appears.2. Click Object Type. Access displays the objects in the database by type.

The Access window with the Northwind database open is shown here.


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Note: Your window probably does not look exactly like the one shown. In Access 2007, the windowdisplay depends on the size of the window, the size of your monitor, and the resolution to which your monitor is set.Resolution determines how much information your computer monitor can display. If you use a low resolution, you canfit less information on your screen, but the size of your text and images are larger. If you use a high resolution, youcan fit more information on your screen, but the size of the text and images are smaller. Also, you can use settings in

Access 2007, Windows Vista, and Windows XP to change the color and style of your windows.

The Microsoft Office Button

In the upper-left corner of the Access window is the Microsoft Office button. When you click the button, a menuappears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access tocommands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You use Saveto save an object, Undo to roll back an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar


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The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the databaseon which you are currently working.

The Ribbon

You use commands to tell Access what to do. In Access 2007, you use the Ribbon to issue commands. The Ribbonis located near the top of the Access window, below the Quick Access toolbar. At the top of the Ribbon are severaltabs; clicking a tab displays related command groups. Within each group are related command buttons. You click

buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the

bottom-right corner of a group. When you click the dialog box launcher , a dialog box makes additional commandsavailable.

Access Objects

To view or h ide the objects on the Navigation pane:

You click the double down-arrows to view objects. The double down-arrows change to double up-arrows .

You click the double up-arrows to hide objects. The double up-arrows change to double down-arrows .

As stated earlier, the Navigation pane stores the objects in your database: tables, queries, forms, reports, macros,

and modules. Objects always display with an icon to the right. The icon tells you the object type: table,

query, form, report, macro, and module.


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Objects

Tables In Access, data is stored in tables. A table is a set of columns androws, with each column referred to as a field. Each value in a fieldrepresents a single type of data. Each row of a table is referred to

as a record.Queries You use queries to retrieve specific data from your database and to

answer questions about your data. For example, you can use aquery to find the names of the employees in your database wholive in a particular state.

Forms Forms give you the ability to choose the format and arrangementof fields. You can use a form to enter, edit, and display data.

Reports Reports organize or summarize your data so you can print it orview it onscreen. You often use reports when you want to analyzeyour data or present your data to others.

Macros Macros give you the ability to automate tasks. You can use a

macro to add functionality to a form, report, or control.Modules Like macros, modules give you the ability to automate tasks and

add functionality to a form, report, or control. Macros are created by choosing from a list of macro actions, whereas modules arewritten in Visual Basic for Applications.

You double-click an object to open the object. You right-click an object to view a menu of options. You can use themenu to do such things as open objects, rename objects, and delete objects.


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Objects that are open appear on tabs. Right-click a tab to view a menu of options you can perform, such as save theobject, close the object, or change the view.

Change Views

A view is a way of looking at an object. For example, in Access, data is stored in tables. Two of the possible ways youcan view a table are Datasheet view and Design view. You can see the data contained in a table in Datasheet view.You can see the design of a table in Design view. When you open an object, buttons appear in the lower-right cornerof the Access window. You can use the View button on the Home tab to change views, or you can click the properbutton in the lower-right corner of the window.

Close a Database and Exit Access

This completes the introduction to Access using the Northwind database. The following describes how you close adatabase and exit Access.

To close a database:

1. Click the Microsoft Office button. A menu appears.2. Click Close Database. Access closes the database.

To exi t Access:

1. Click the Microsoft Office button. A menu appears.2. Click Exit Access. You exit Access.

Create a Database

When you start Access, the Getting Started With Microsoft Office Access screen appears. You can use this screen tocreate a database. Within a database, you can do such things as enter data, create reports, and retrieve data. Youcan create a blank database or you can use one of the templates provided by Microsoft. When you use a template,

Access creates forms you can use to enter data, reports you can use to retrieve data, and more. You can modify theforms, reports, and other objects to suit your needs. This tutorial will teach you how.

The following templates are included with Access: Assets, Contacts, Events, Faculty, Issues, Marketing Projects,Projects, Sales Pipeline, Students, and Tasks. Other templates are available online. Each template creates adatabase related to the title. For example, the Faculty template creates a faculty database that includes tables,queries, forms, and reports related to faculty. In Access, you use tables to store data, queries to retrieve data, formsto enter data, and reports to display data.

To use a template to create a database:


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1. Start Access. The Getting Started With Microsoft Office Access screen appears.2. Click Local Templates. Icons representing local templates appear in the center of the window.3. Click the icon for the template you want to use.4. Click the Browse button. The File New Database window appears.5. Locate the folder in which you want to store your database.6. Click OK.7. Click Create. Access creates and opens your database.


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8. Open the Navigation pane. Access displays the tables, queries, forms, reports and other objects related tothe database you selected. You may wish to display the objects by type.

How do I create a database based on the templates that are found online?

Online templates fall into the following categories: Business, Education, Personal, and Non-profit. To create adatabase based on one of these templates:

1. Start Access. The Getting Started With Microsoft Office Access screen appears.2. Make sure you are connected to the Internet.3. Click the category for the template you want to create. Icons representing Internet templates appear in the

center of the window.4. Click the icon for the template you want to use to create your database.

5. Click the Browse button .6. Locate the folder in which you want to store your database.7. Click Download. Access prompts you.8. Click Continue. Access downloads and opens your database.

9. Open the Navigation pane. Access displays the tables, queries, forms, reports, and other objects related toyour database.

How do I open an existing database?

1. Click the Office button. A menu appears.2. Click Open.3. Locate the folder in which you stored your database.4. Click the database name.5. Click Open. Access opens the database.

Tip: You can also open an existing database by pressing Ctrl-O and then following steps 3 through 5.

Create a Blank Database

A blank database is a database with nothing in it. You must create all the tables, forms, reports, queries, and so on. Ifyou cannot find a template that suits your needs, create a blank database. After you create the database, Access


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opens to a datasheet and makes available the tools you need to create objects. Creating tables is the first step inbuilding a database. You will learn more about creating tables in the next lesson.

To create a blank database:

1. Start Access.2. Click Blank Database.

3. Type the name you want to give your database in the File Name field. Access will automatically append.accdb to the name.4. Click the Browse button. The File New Database window appears.5. Locate the folder in which you want to store your database. Note that the name of the file appears in the File

Name field.6. Click OK.7. Click the Create button. Access creates the database and opens a datasheet with the Table Tools available

to you.

Note the Table Tools in the upper-right portion of the Ribbon.


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What is a Datasheet? In Access, data is stored in tables. A datasheet displays the information stored in a table in columns and rows. Thecolumns are called fields and the rows are called records. You can use a datasheet to create a table, enter data,retrieve data, and perform other tasks.

Lesson 2: Creating Microsoft Access Tables

Tables are the foundation of an Access database. Access stores data in tables. This lesson teaches you how tocreate a table, add fields to a table, assign data types to fields, and set field properties.

Understanding Tables

A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a nameand no two fields can have the same name. Each value in a field represents a single category of data. For example, a

table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: onefor last name, one for first name, and one for phone number. In every row of the table, the Last Name field containsthe last name, the First Name field contains the first name, and the Phone Number field contains the phone number.Each row in a table is called a record.

All of the data in a table should refer to the same subject. For example, all of the data in the Employees table shouldrefer to employees, all of the data in the Students table should refer to students, and all of the data in the Coursestable should refer to courses.

You can view an Access database as a collection of related tables. For example, in a database that contains tables

for Employees, Students, and Courses, the Employees table lists the employees, the Students table lists students,and the Courses table lists the courses students can take.

After Access creates a blank database, it opens in Datasheet view and makes available the tools you need to createa table. Datasheet view displays a table as a set of columns and rows. When you view a blank database for the firsttime in Datasheet view, you see a column named ID. This column is by default the primary key field.

A primary key is a field or combination of fields that uniquely identify each record in a table. No two records in a tableshould have the same values in every field. For example, the following should not occur in a table.


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Last Name First Name City

Smith John Jonestown

Smith John Jonestown

In the real world, it is possible to have two people from the same city with the same first and last name. In cases likethis, you can use the ID field as the primary key field and use it to make each record unique. The ID field has a datatype of AutoNumber; as a result, Access automatically creates a unique number for each record in the database. Theresulting table will look like the one shown here.

ID Last Name First Name City

1 Smith John Jonestown

2 Smith John Jonestown

Access provides several methods for creating a table. One method is to use the Rename option with the Add NewField column label to give each column the field name you want it to have and then to type or paste your data into the

table. Field names can include letters, numbers, and spaces and can be up to 64 characters long. When choosing afield name, try to keep it short.

When you save your table for the first time, Access gives you the opportunity to name your table. Each table namemust be unique; hence, two tables in the same database cannot have the same name. The table name shoulddescribe the data in the table; can consist of letters, numbers, and spaces; and can be up to 64 characters long.When choosing a table name, try to keep it short.

You can save a table by clicking the Save button on the Quick Access toolbar or by right-clicking the Tables tab andthen choosing Save from the menu that appears.

To add fi elds to a table:

1. Click the Add New Field column label.

2. Activate the Datasheet tab.3. Click Rename in the Fields & Columns group.4. Type the field name.5. Press Enter. Access creates the field.6. Type the next field name. Access creates the field. Continue until you have created all of the fields in your

table.7. Press Enter without entering a field name to end your entries.

Or


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1. Right-click the Add New Field column label. A menu appears.2. Click Rename Column.3. Type the field name.4. Press Enter. Access creates the field.5. Type the next field name. Access creates the field. Continue until you have created all of the fields in your

table.

Name and Save a Table

After you create a table, you must name and save it.

To name and save a table:

1. Click the Save button on the Quick Access toolbar. The Save As dialog box appears.2. Type the name you want to give your table.3. Click OK. Access names your table.

Tip: You can use the Rename option at any time to rename any column. For example, you can rename theID column Employee ID.

Understanding Data Types

In Access, you use data types to specify the type of data each field can capture. A field with a data type of text canstore alphabetic characters and numbers. Generally speaking, you cannot perform mathematical calculations byusing a text field. For example, you can use a text field to store a street address. Unless you do some manipulation,you cannot use the numbers in the street address in mathematical calculations. You will not be able to sum oraverage the numbers in an address field, which is fine, because you probably do not want to. Alternatively, you canassign a Test Score field a data type of Number. You can enter numbers into the field and then average, sum, orperform other calculations with the numbers. However, you cannot enter an alphabetic character in a number field.

Data Types

Data Type Use Notes

Text Alphanumeric data. Use fortext and for numbers that are

.


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not used in mathematicalcalculations. Use for names,addresses, and other relativelyshort pieces of text. Can storeup to 255 characters.

Memo Long text. Use for long piecesof text, such as notes and longdescriptions. Can store up to64,000 characters.

Number Numeric data. Use fornumbers you want to use inmathematical calculations.

If you are workingwith currency, usethe currency type.

Date/Time Use for dates and times.

Currency Use for currency. Prevents rounding

during calculation.AutoNumber Unique sequential numbers or

random numbersautomatically inserted whenyou create a record. Use tocreate a primary key.

Yes/No Logical data. Use when onlyone of two values is valid.Yes/No, True/False, etc.

Hyperlink Use to store hyperlinks.

Attachment Use to store attachments.

OLE Object Use to attach an OLE objectsuch as a Word document,Excel spreadsheet, orPowerPoint presentation.

After you create the fields for a table, you can enter data by typing in each field. As you type, Access assigns a datatype to each field based on your entry.

Assigned Data Types Sample Entry Data Type Assigned

Smith Text

http://www.website.com Hyperlink

10000 Number, Long Integer

10,000 Number, Long Integer


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10,000.99 Number, Double

10000.999 Number, Double

01/01/2009The date and time formats

recognized are those of your userlocale.

Date/Time

January 1, 2009 Date/Time

12:10:33 Date/Time

12:30 am Date/Time

16:50 Date/Time

100.50 Number, Double

25.00% Number, Double

1.23E+02 Number, Double

Explicitly Assign Data Types and Formats

You may want to change the data type Access assigned to a field, or you may want to explicitly assign a data type toeach field. You can do so by choosing the Datasheet tab and then selecting the proper option in the Data Type fieldin the Data Type & Formatting group.

Some data types allow you to select the formatting you want. By formatting, you determine how data in a fielddisplays. For example, if you choose a data type of number and a format of Euro, any number you enter will appearwith a Euro sign in front.

Windows regional settings enable you to display information such as dates, times, and currency that match thestandards or language used in the country in which you live. For example, if you live in the United States, thecurrency setting uses a dollar sign.

Regional Settings for English (United States)

Number 123,456,789.00

Currency $123,456,789.00

Time 3:39:44 PM

Short Date 7/28/2008

Long Date Monday, July 28, 2008

Use the Windows Control panel’s Regional and Language options to view or change regional settings.

Data Types

Data Type Format How Numbers Display


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Number General Number

As typed.

Currency Uses thousands separator. Followsregional settings.

Euro Uses currency format with Eurosymbol.

Fixed Displays at least one digit. Followsregional settings.

Standard Uses thousands separator. Followsregional setting.

Percent Converts entry to percent.

Scientific Uses scientific notation.

Currency General

Number

As typed.

Currency Uses thousands separator. Followsregional settings.


Fixed Displays at least one digit. Followsregional settings.

Standard Uses thousands separator. Followsregional setting.


Scientific Uses scientific notation.

Date/Time General Date Date values display as numbers andtime values as hours, minutes, andseconds followed by AM or PM.Follows regional settings.

Long Date Uses the Long Date format specified inyour Windows regional settings.

Medium Date Uses dd/mmm/yy, using the date

separator specified in your Windowsregional settings.

Short Date Uses the Short Date format specified inyour Windows regional settings.

Long Time Uses hours, minutes, and secondsfollowed by AM or PM. Uses theseparator specified in the Time setting


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in your Windows regional settings.

Medium Time Displays hours and minutes followed by AM or PM. Uses the separatorspecified in the Time setting in yourWindows regional settings.

Short Time Uses hours and minutes. Uses theseparator specified in the Time settingin your Windows regional settings.

Yes/No Yes/NoTrue/FalseOn/Off

To expli citl y assign a data type or format to a f ield:

1. Click the field label for the field to which you want to assign a data type.2. Activate the Datasheet tab.3. Click the down-arrow next to the Data Type field and then choose a data type.4. Click the down-arrow next to the Format field and then choose a format. Access assigns a data type and

format to the field you selected.

Tip: If you want every record in a field to be unique, check the Unique box on the Datasheet tab in theData Type & Formatting group. If you do not want the user to leave a field blank, check the Is Required box.

Tip: In the Data Type & Formatting group, there are several formatting options you can apply to numbers.

If you want to use the Currency format, click the Currency button ; if you want to use the Percent format, click the

Percent button ; if you want to use a Comma number format, click the Comma button ; or if you want to

increase or decrease the number of decimal place, click the Increase Decimal or Decrease Decimal

button .


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Tip: You can create a new table at any time by activating the Create tab and then clicking Table.

Understanding Design View

Access provides several ways to view the objects in your database. You can use Design view to create or modify an Access table. You can use the View button on the Home tab or the Table Design button on the Create tab to changeto Design view. Using Design view is the preferred method for creating a table because it provides you with the mostoptions and enables you to precisely define your table. In addition to selecting a data type, you can set all of thefollowing options in Design view.

Design View Options

Field Property Data Type Comments

Field Size Text Enables you to restrict the numberof characters stored in a text field to

0 to 255 characters. The default is255.

Number Enables you to select the type ofnumber stored in a field.

Number Types Values Stored

Byte 0 to 255. (No fractions)

Decimal – 9.999... x 1027 through +9.999... x1027

Integer – 32,768 to +32,767 (No fractions)

Long Integer – 2,147,483,648 to +2,147,483,647

Single – 3.4 x 1038 to +3.4 x 1038 numericfloating point values. Up to sevensignificant digits.

Double – 1.797 x 10308 to +1.797 x 103081038 numeric floating point values.Up to fifteen significant digits.

Replication ID Globally Unique Identifier (GUID).Used by Access to establish a

unique identifier for replication.

Format Number Determines how numbers display.When you use the currency, fixed,standard, and percent formats.Access follows the settingsspecified in Regional Settings in theWindows Control Panel for


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negative amounts, decimal andcurrency symbols, and decimal places.

Currency Number General Number Displays as typed.

Currency Uses thousands separator. Followsregional setting.


Fixed Displays one digit. Follows regionalsettings.

Standard Uses thousands separator. Followsregional settings.


Scientific Uses scientific notation.Date/Time General Date Displays date and time.

Example: 01/02/99, 06:28:21 PM

Long Date Displays Day of Week and Date:Example: Saturday, January 02,1999

Medium Date Example: 02-Jan-99

Short Date Example: 01/02/99

Long Time Example: 6:28:21 PM

Medium Time Example: 6:28 PM

Short Time Example: 18:28

Text and Memo @ Text character required.

& Text character not required.

< Changes all characters to lowercase.

> Changes all characters to uppercase.

Yes/No Yes/No If the Lookup Display Control is atext box, displays Yes/No.

True/False If the Lookup Display Control is atext box, displays True/False.

On/Off If the Lookup Display Control is atext box, displays On/Off.

Decimal Places Determines number ofdecimal places Access

Auto. Number of decimalsdisplayed depends on the format


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displays. setting.

0 – 15. Used with format property.Determines the number of digitsthat display to the right of thedecimal point.

Input Mask Special characters used tocontrol the values the usercan input.

Caption Field name displayed onforms.

Default Value Sets the value that appearsin the field by defaultwhen a record is created.

Validation Rule Sets the requirements for

user input.

Validation Text Text for error messagesthat are sent whenvalidation rules are broken.

Required Specifies whether the fieldis required or not.

Yes: Required No: Not Required

Allow Zero Length Determines whether azero-length field is a validentry.

Yes: Is valid No: Not valid

Index Specifies whether an indexshould be created in afield. Indexes speed upqueries.

Yes: Create index. No: Do not create index.

To use Design view to create a new table:

1. Activate the Create tab.2. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become

available.


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3. Type the first field name in the Field Name field.4. Press the Tab key.5. Click the down-arrow that appears when you click in the Data Type field and then select a data type.6. Click Primary Key if the column you created is a primary key. A small key appears next to the field name.7. Press the Tab key.8. Type a description. The description is optional.9. Press the Tab key. Access moves to the Field Name field.10. Repeat steps 3 through 10 until you have created all of your fields.

To set fi eld properties:


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Create a Lookup Column

If a field can contain a finite list of values, you can create a Lookup Column and users can select the value they wantfrom a list. For example, if the employees at a school can only work in one of the following departments:

Administration, Computer Science, English, History, or Math. You can create a table Departments table that lists thedepartments and then use the list in the Employee table to assign each employee to a department.

Departments

Department ID Department

Primary Key

1 Administration

2 Computer Science

3 English

4 History5 Math

Access has a wizard to help you create lookup columns. Creating a Lookup column creates a relationship betweentwo tables. See the section Create Relationships in Lesson 3 to learn more about relationships.

To use the Lookup Wizard to create a lookup column:

Open the Lookup Wizard

http://www.baycongroup.com/access2007/02_access.html#_Create_Relationshipshttp://www.baycongroup.com/access2007/02_access.html#_Create_Relationships


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1. Open the table to which you want to add a lookup column.2. Click the field label for the field before which you want to add a lookup column.3. Activate the Datasheet tab. (You must be in Datasheet view.)4. Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears.5. Make sure the radio button next to ―I want the lookup column to look up the values in a table or query.‖ is

selected.6. Click Next. The Lookup Wizard moves to the next page.

Select your table or query

A lookup column can be based on a table, a query, or a list of values you type. If you base your lookup column on atable or query, you must create the table or query before creating the lookup column. A query is a list of rows andcolumns based on one or more tables. A query only displays the rows and columns you specify.

1. Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries,

or Both.2. Click to select the table or query you want.3. Click Next. The Lookup Wizard moves to the next page.

Select f ields

You choose the fields you want to appear in your lookup column. Be sure to include the primary key.


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Adjust column widths

A key column is the column that connects one table or query to another table or query. For example, you can use theDepartment ID field in the Employees table and the Department ID field in the Departments table to connect the twotables. You may, however, want to display the name of the department when you view the table but not thedepartment ID; if so, leave the Hide Key Column box checked.

1. Deselect Hide Key Column, if you wish.2. Adjust the column widths by dragging or double-clicking the right vertical border for the column.3. Click Next. The Lookup Wizard moves to the next page.

Specif y the Key Field (if you deselected Hide Key Column)

A key field is a field that uniquely identifies a record. If you deselected Hide Key column, you must tell Access which

field is the key field.

1. Click the key field.2. Click Next. The Lookup Wizard moves to the next page.


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Name the column

Field names appear at the top of each column. On this page of the Wizard you tell Access what you want to nameyour lookup column. In Access 2007, multiple values can appear in a field; click the Allow Multiple Values checkbox ifyou want to allow multiple values.

1. Type the name you want to give the column.2. Click if you want to allow multiple values in the field.3. Click Finish. Access creates the lookup column.

How do I create a lookup column by typing a list?

1. Activate the Datasheet tab. (These instructions assume you are in the Datasheet view.)2. Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears.3. Click the radio button next to ―I will type the values I want.‖ 4. Click Next. The Lookup Wizard moves to the next page.5. Type the number of Columns you want in the Number Of Columns field.6. Type the values you want under the column heading.7. Click Next. The Lookup Wizard moves to the next page.8. Type the column label you want.9. Click Finish. Access creates a lookup column based on your list.

Lesson 3: Working with Microsoft Access Tables

After you create an Access table, you can modify it, enter data into it manually or import data from somewhere else,such as Excel. This lesson teaches you how to modify a table and enter data.

Enter Records

After you have created a table, you can enter data into it.


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To enter data into an AutoNumber field:

Press the Tab key. When you make an entry into another field in the record, Access will automatically makean entry into the AutoNumber field.

To enter data into fields that have a lookup list:

1. Click the down-arrow that appears when you click in the field.2. Click to select the entry you want.

3. Press the Tab key.

To enter data into a Yes/No field:

Click the checkbox for Yes; leave the checkbox unchecked for No.

To add an attachment to an attachment field:

1. Double-click in the attachment field. The Attachments dialog box appears.2. Click Add. The Choose File dialog box appears.


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3. Click the file you want to add.4. Click Open. The Choose File dialog box closes.

5. Click OK. Access attaches the file.

Note: You can attach multiple files to a single attachment field.

To enter data into a date field:

Type the date.

Or


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Select the date from the calendar that appears to the left of the field when you click in the field. You click thecalendar to open it. Use the left-arrow at the top of the calendar to move to the previous month; use theright-arrow at the top of the calendar to move to the next month. When you reach the proper month, click theproper date.

To add data to an OLE Object field:

An OLE object is an object such as a Word document or an Excel Spreadsheet.

1. Right-click in the field. A menu appears.2. Click Insert Object. The Microsoft Office Access dialog box appears.

Create New:


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3. Click the Create New radio button if you want to create a new object.a. Click the object type you want to create.b. Click OK. Access opens the program for the object type you selected. You can create the object.c. Create the object and then close the program for the object type you selected. Access links to the

object.

Create From File:

3. Click the Create From File radio button if you want to use an existing file.a. Type the path to the file or click the Browse button and locate the file.b. Click OK. Access links to the object.

To add data to other field types:

For all other fields, type your entry and then press the Tab key.

Import a Table into Access from Excel

Excel organizes data into columns and rows. If you have data in Excel that you want to use in Access, you can importthose columns and rows into Access by using the Excel Spreadsheet Wizard.


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To import data from Excel:

Open the Excel Spreadsheet Wizard

1. Activate the External Data tab.2. Click the Excel button in the Import group. The Get External Data – Excel Spreadsheet Wizard appears.3. Click the Browse button. The File Open window appears.

4. Locate the spreadsheet you want to import.5. Click the Open button. The path to the file you selected appears in the File Name field.6. Click OK. Access moves to the next page.

Choose the sheet or named range you want to import

When importing from Excel, you can import an entire worksheet or a named range. To import a worksheet, click theShow Worksheets radio button and then click the worksheet you want. To import a named range, click the ShowNamed Ranges radio button and then click the named range you want.


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1. Click Show Worksheets to import a worksheet, or click Show Named Ranges to import a named range.2. Click the worksheet or named range you want to import.3. Click Next. Access moves to the next page.

Make the first row your field names

When you create a worksheet in Excel, the first row can contain column headings. If this is the case, click First Row

Contains Column Headings, otherwise click Next.

1. Click First Row Contains Column Headings if the first row of your Excel spreadsheet contains columnheadings.

2. Click Next. Access moves to the next page.

Set data types

Access attempts to assign the correct data type to each column. You can view the assignment made by Access andthen make changes. An Index speeds up Access’s ability to search a column. You can use the Indexed field to assignan index. The Yes (Duplicates OK) option creates an index in which duplicate values in the field are allowed; the Yes


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(No Duplicates) option creates an index in which duplicate values in the field are not allowed. The primary key shouldbe indexed and you should use the Yes (No Duplicates) option. You can also skip fields you do not want to import.

1. Click a column heading to select a column.a. Type the Access table’s column heading in the Field Name field. b. Choose a Data type.c. Indicate if the field should be indexed and, if so, select the type of index.d. Check the Do Not Import Field box for any column you do not want to import.


Choose a primary key


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You can let Access assign the primary key, choose the primary key yourself, or have no primary key by selecting thecorrect option on this page.

1. Click to choose the proper radio button. If you want Access to add the primary key, click Let Access AddPrimary key. If you want to add the primary key, click Choose My Own Primary Key and then click the down-arrow and select the field you want to use as the key field. If you do not want to add a primary key, click NoPrimary Key.


Name your table

1. Type the name you want to give your table.2. Click Finish. Access moves to the next page.3. Click Close. Access imports the table.

Modify a Table

After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns.


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Delete Columns

The Delete option permanently deletes columns and all the data contained in them. You cannot undo a columndelete.

To delete columns:

1. Click and drag to select the columns you want to delete.2. Activate the Datasheet tab.3. Click Delete in the Fields & Columns group. A prompt appears.4. Click Yes. Access deletes the columns you selected.

Insert Columns

The Insert option inserts a column before the selected column.

To insert a column:


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1. Click the column head of the column before which you want to insert a column.2. Activate the Datasheet tab.3. Click Insert in the Fields & Columns group. Access inserts a new column.

Tip: If you right-click a column label, you can use the menu that appears to insert or delete columns.

To delete a column:

1. Right-click the column head you want to delete. A menu appears.2. Click Delete Column.

To insert a column:

1. Right-click the column head before which you want to insert a column. A menu appears.2. Click Insert Column.

Move a Column You can use the Move option to move a column from one location to another.

To move a column:

1. Move your mouse pointer over the horizontal line under the column label. Your mouse pointer turns into afour sided arrow.

2. Press your left mouse button3. Click and drag the field to the new location. A dark line appears at the new location.4. Release you left mouse button. Access moves the column.

Move around a Table

Access provides several methods for moving around a table. On the Home tab, there is a Go To button. When youclick it, a menu of options appears. You can use the menu to go to the f irst, last, previous, or next record in yourtable. You can click the New option to add a new record. You can also use special keys and the navigation bar in

Access to move around a table. The navigation bar appears at the bottom of the table.

To use the Go To button to move around a table:


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1. Activate the Home tab.2. Click the Go To button in the Find group. A menu appears.3. Click First to go to the first record, Previous to go to the previous record, Next to go to the next record, Last

to go to the last record, or New to create a new record.

Tip: You can also create a new record by choosing the Home tab and then clicking New in the Recordsgroup.

To use keys to move around a table:

Key to Press Action

Tab Moves to the next field to the right. If you are in the last field in a record,moves you to the next record. If you are in the last record in a table,creates a new record.

Left-Arrow Moves to the next field to the left. If you are in the first field in a record,moves you to the previous record.

Shift+Tab Moves to the previous field. If you are in the first field in a record, movesyou to the previous record.

Right-Arrow Moves to the next field. If you are in the last field in a record, moves you tothe next record. If you are in the last record in a table, creates a newrecord.

Up-Arrow Moves you up one record.

Down-Arrow Moves you down one record.

Ctrl++ Creates a new record.

To use the Navigation bar to move around a table:


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1 Go to First Record

2 Go to Previous Record

3 The Current Record

4 Go to Next Record

5 Go to Last Record6 Create a New (Blank) Record

Select Columns and Rows

Before you can perform an operation on a column or row, you must select it. To select a column, click the columnhead. To select several columns, click a column head and then drag. To select a row, click the blank area to the leftof the row. To select several rows, click the blank area to the left of a row and then drag. To select the entire table,

click the Select All button in the upper-left corner of the table.


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Delete a Record

If enter a record by error, you can delete it.

To delete a record:

1. Select the record you want to delete.2. Activate the Home tab.3. Click Delete in the Records group. A prompt appears.4. Click the Yes button.

Or

Select the record you want to delete.

Right-click. A menu appears.

Click Delete Record. A prompt appears.

Click the Yes button.

Resize a Column or Row

If all of the information in a column or row does not display, you may want to make the column or row larger. If youwant to fit more information on the screen, you may want to make a column or row smaller. In either case, you canclick and drag to increase or decrease column width or row height.

To resize a column or row:


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1. Place the cursor over the line that separates two columns or two rows. The cursor turns into a double-sidedarrow.

2. Hold down the left mouse button and drag to increase or decrease the width of a column or the height of allof the rows.

Lesson 4: Sorting, Filtering, and CreatingRelationships

You can sort Access data so you can view records in the order you want to view them, and you can filter data so youonly see the records you want to see. This lesson teaches you how to sort and filter an Access table.

Access data is stored in multiple tables. Relationships join tables together so you can work with the data from multipletables. This lesson also teaches you how to create relationships.

Sort a Table

By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascendingorder (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending order(alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within asort. For example, you can sort by state and then sort within each state by city. When sorting within a sort, performthe innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state.

To add a sort:

1. Click the column label for the column you want to sort.2. Activate the Home tab.

3. Click the Ascending or Descending button in the Sort & Filter group. Access sorts the column inascending or descending order.

To remove a sort:

1. Activate the Home tab.

2. Click the Clear All Sorts button in the Sort & Filter group. Access clears all of the sorts you haveapplied.


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Filter a Table

You can apply a filter to see only the records you want to see. For example, perhaps your database contains studentsfrom the states of DE, NJ, and PA and you only want to see the students from DE. You can filter your data so only DEstudents display.

Each time you apply a filter to a column, it replaces any previous filter you applied to that column. For example, if youapply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clearsthe DE filter and then applies the NJ filter.

You can apply filters to multiple columns in the same table. For example, by applying a filter first to the State field andthen to the Last Name field, you can see all of the students in the state of DE whose last names are Adams.

To apply a filter:

1. Click the column label for the column you want to filter.2. Activate the Home tab.3. Click the Filter button. A menu appears.4. Uncheck the items you do not want to appear, making sure only the items you want are checked.5. Click OK. Access filters your data and displays the word Filtered at the bottom of the window.


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To remove a filter:

1. Activate the Home tab.2. Click Advanced in the Sort & Filter group. A menu appears.3. Click Clear All Filters. Access clears all the filters you have applied.

Tip: After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter onand off.

Apply a Specialized Filter

In addition to simply searching for a specific value, you can apply several specialized filters. For example, you canfind all of the records that do not equal the value you specify or you can find all of the records that fall between twodates. The following are lists of specialized filters.

Text Filters

Equals Finds every record in the table where the field’s

value equals the value you enter.

Does Not Equal Finds every record in the table where the field’svalue does not equal the value you enter.

Begins With Finds every record in the table where the field’svalue begins with the value you enter.

Does Not Begin With Finds every record in the table where the field’svalue does not begin with the value you enter.


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Contains Finds every record in the table where the field’svalue contains the value you enter.

Does Not Contain Finds every record in the table where the field’svalue does not contain the value you enter.

Ends With Finds every record in the table where the field’s

value ends with the value you enter.

Does Not End With Finds every record in the table where the field’svalue does not end with the value you enter.

Number Filters

Equals Finds every record in the table where the field’svalue equals the value you enter.

Does Not Equal Finds every record in the table where the field’s

value does not equal the value you enter.

Less Than Finds every record in the table where the field’svalue is less than the value you enter.

Greater Than Finds every record in the table where the field’svalue is greater than the value you enter.

Between Finds every record in the table where the field’svalue is between the values you enter.

Date Filters

Equals Finds every record in the table where the field’svalue equals the date you enter.

Does Not Equal Finds every record in the table where the field’svalue does not equal the date you enter.

Before Finds every record in the table where the field’svalue is before the date you enter.

Greater Than Finds every record in the table where the field’svalue is greater than (comes after) the date youenter.

Between Finds every record in the table where the field’s

date is between the dates you enter.

All Dates in a Period Finds every record in the table where the field’sdate is in the period you enter.

To apply a specialized filter:


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1. Click the Last Name column label.2. Activate the Home tab.3. Click the Filter button. A menu appears.4. Click the Text Filters option. A menu appears.5. Click the option you want. A Custom Filter dialog box appears.

6. Enter the appropriate information.7. Click OK. Access filters your data and displays the word Filtered at the bottom of the window.

Hide Columns

There may be times when you may not want to display a certain column or set of columns. In such cases, you cantemporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide

them.

To hide columns:


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1. Select the columns you want to hide.2. Activate the Home tab.3. Click the More button in the Records group. A menu appears.4. Click Hide Columns. Access hides the columns you selected.

In the figure, the Birth Date, Street Address, City, State, and Zip fields are hidden.

Or

1. Select the columns you want to hide.2. Right-click. A menu appears.3. Click Hide Columns.


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To unhide columns:

1. Activate the Home tab.2. Click the More button in the Records group. A menu appears.3. Click Unhide Columns. The Unique Columns dialog box appears.4. Select the column you want to display.5. Click Close. Access displays the columns you chose.

or

1. Right-click any column label. A menu appears.2. Click Unhide columns.3. Select the columns you want to display.4. Click the Close button. Access displays the columns you selected.

Freeze Columns

If your table has a large number of columns, you may want to freeze columns so the frozen columns stay in view asyou scroll across the page. For example, if you have a Students table and you want the Student Number, FirstName, and Last Name to remain onscreen as you scroll across the table, you can freeze the Student Number, First

Name, and Last Name fields. When you freeze a column, Access moves it to the far left side of your table. If you wantit to remain there, you must save the table.

To freeze columns:

1. Select the columns you want to freeze.2. Activate the Home tab.3. Click the More button in the Records group. A menu appears.4. Click Freeze. Access freezes the columns. As you scroll, the frozen columns remain stationary.

To unfreeze columns:

1. Activate the Home tab.2. Click the More button in the Records group. A menu appears.3. Click Unfreeze. Access unfreezes the columns.

Format a Table

You can use the features in the Font group on the Home tab to apply a variety of formats to your table.


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Format a Table

Button Function

Apply a font to all of the datain a table.

Apply a font size to all of thedata in a table.

Bold all of the data in a table.

Italicize all of the data in atable.

Underline all of the data in atable.

Left-align a column.

Right-align a column.

Center a column.

Change the font color.

Change the background color.By default, the backgroundcolor is white.

Change the gridlines. Gridlinesseparate columns and rows.This option allows you todisplay gridlines for columnsonly (vertical), gridlines forrows only (horizontal),gridlines for both columns androws, or no gridlines at all.

Change the alternating color.For example, on a datasheet

you can have every other rowappear in an alternating color.

To bold, italicize, or underline:

1. Place the cursor anywhere within the table.2. Activate the Home tab.3. Click the button for the format you want to apply. Access applies the format.


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To left-align, right-align, or center:

1. Place the cursor anywhere within the column you want to left-align, right-align, or center.2. Activate the Home tab.3. Click the button for the format you want to apply. Access applies the format.

To change the font, font size, or gridlines:

1. Place the cursor anywhere within the table.2. Activate the Home tab.3. Click the down-arrow to the right of the option you want to apply. A menu appears.4. Select the option you want. Access changes the font, font size, or gridlines.

To change the font color, background color, or alternating color:

1. Place the cursor anywhere within the table.2. Activate the Home tab.3. Click the down-arrow to the right of the option you want to apply. A menu of colors appears.4. Select the color you want. Access changes the font color or the alternating color.

Compute Totals

On the Home tab, you can use the Total button in the Records group to compute the sum, average, count, minimum,maximum, standard deviation, or variance of a number field; the count, average, maximum, or minimum of a datefield; or the count of a text field.

To compute totals:

1. Open the table or query for which you want to compute totals.2. Activate the Home tab.

3. Click the Totals button in the Records group. A Total line appears at the bottom of the table or query.4. Click on the Total line under the column you want to total. A down-arrow appears on the left side of the field.5. Click the down-arrow and then choose the function you want to perform. Access performs the calculation

and displays the results in the proper column on the Totals row.


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Find and Replace

If you need to find a sequence of characters, a word, or a phrase in a table or field, you can use the Find command.In Access, the Find command has three options: You can find all instances in a table or field that match a sequenceof characters, all instances that begin with a sequence of characters, or all instances that contain a sequence ofcharacters. For example, you can find all students with the last name Smith, all students whose last name begins withS, or all instances of 08 anywhere in the field.

After you find the word, phrase, or sequence of characters you are searching for, you can replace it with a newsequence of characters by executing the Replace command.

To do a Find:

1. Place your cursor in the column you want to search.2. Activate the Home tab.3. Click the Find button in the Find group. The Find and Replace dialog box appears.

4. Activate the Find tab.5. Type what you want to find in the Find What field.

6. Choose the name of the table you want to search in the Look In field if you want to search the entire table orselect the field you selected in step 1 if you want to search that field. If you want to search another field, clickin that field and then select it in the Look In field.

7. Choose Any Part Of Field if you want to search for your entry anywhere within a field, choose Whole Field ifyou want the field to match the sequence of characters you entered, or choose Start Of Field if you want thefield to begin with a sequence of characters you entered.

8. Choose All in the Search field if you want to search the entire table, Up to search upward from your currentlocation, or Down to search downward from your current location.

9. Click Find Next to begin your search. Access finds the first entry that matches your find criteria. Continueclicking Find Next to find additional matches.


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Note: If you want to find and replace, open the Find and Replace dialog box (follow steps 1 through 3)

and then activate the Replace tab. In the Replace With field, enter the sequence of characters you want to use toreplace what you find. Complete the other fields on the tab the same as you would if you were doing a Find. ClickFind Next to find the first instance for which you are searching. Click Replace to replace that instance. Click Replace

All to replace every instance.

Create Relationships

In Access, you store data in multiple tables and then use relationships to join the tables. After you have createdrelationships, you can use data from all of the related tables in a query, form, or report.

A primary key is a field or combination of fields that uniquely identify each record in a table. A foreign key is a value inone table that must match the primary key in another table. You use primary keys and foreign keys to join tablestogether —in other words, you use primary keys and foreign keys to create relationships.

There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one relationship, for everyoccurrence of a value in table A, there can only be one matching occurrence of that value in table B, and for everyoccurrence of a value in table B, there can only be one matching occurrence of that value in table A. One-to-one

relationships are rare because if there is a one-to-one relationship, the data is usually stored in a single table.However, a one-to-one relationship can occur when you want to store the information in a separate table for securityreasons, when tables have a large number of fields, or for other reasons. In a one-to-many relationship, for everyoccurrence of a value in table A, there can be zero or more matching occurrences in table B, and for every oneoccurrence in table B, there can only be one matching occurrence in table A.

When tables have a one-to-many relationship, the table with the one value is called the primary table and the tablewith the many values is called the related table. Referential integrity ensures that the validity of the relationshipbetween two tables remains intact. It prohibits changes to the primary table that would invalidate an entry in therelated table. For example, a school has students. Each student can make several payments, but each payment canonly be from one student. The Students table is the primary table and the Payments table is the related table.

Students

Student ID Last Name First NamePrimary Key

1 John Smith

2 Mark Adams

3 Valerie Kilm

Payments

Payment ID Student ID Amount Due Amount Paid

Primary key Foreign key

1 1 500 500

2 2 700 3003 3 500 250

4 2 400 300

5 3 250 250

If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the Payments table. Referentialintegrity prevents you from deleting Student ID 1 from the Students table. Also, if the only valid Student IDs are 1, 2,and 3, referential integrity prevents you from entering a value of 4 in the Student ID field in the Payments table. A


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foreign key without a primary key reference is called an orphan. Referential integrity prevents you from creatingorphans.

To create relationships:

1. Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click Close All.)

2. Activate the Database Tools tab.3. Click the Relationships button in the Show/Hide group. The Relationships window appears.

4. If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you areprompted, click Yes.

5. Click the Show Table button in the Relationships group. The Show Table dialog box appears.

6. Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if yourrelationships will be based on queries, or activate the Both tab if your relationships will be based on both.

7. Double-click each table or query you want to use to build a relationship. The tables appear in theRelationships window.

8. Click the Close button to close the Show Table dialog box.


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9. Drag the Primary table’s primary key over the related table’s foreign key. After you drag the primary key tothe related table’s box, the cursor changes to an arrow. Make sure the arrow points to the foreign key. TheEdit Relationships Dialog box appears.

10. Click the Enforce Referential Integrity checkbox.11. Click Create. Access creates a one-to-many relationship between the tables.

12. Click the Save button on the Quick Access toolbar to save the relationship.

Tip: When you create a relationship, you can view the related table as a subdatasheet of the primary

table. Open the primary table and click the plus (+) in the far left column. The plus sign turns into a minus (-) sign. Ifthe Insert Subdatasheet dialog box opens, click the table you want to view as a subdatasheet and then click OK.


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Access displays the subdatasheet each time you click the plus sign in the far left column. Click the minus sign to hidethe subdatasheet.

Tip: After a relationship has been created between two tables, you must delete the relationship before youcan make modifications to the fields on which the relationship is based. To delete a relationship:

1. Click the line that connects the tables.2. Press the Delete key.

Tip: When you create a lookup column, Access creates a relationship between the tables.

Lesson 5: Creating Microsoft Access Queries

You can use a query to view a subset of your data or to answer questions about your data. For example, if you wantto view a list of student names and email addresses, but you do not want to see addresses and other data, you cancreate a query that displays the student’s first name, last name, and email address only. Alternatively, if you want toknow which students live in DE, you can restrict your list to those students. This lesson teaches you how to create aquery.

Open Tables or Queries in Query Design View

A query can be based on tables or on other queries. To create a query, you open the tables or queries on which youare going to base your query in Query Design view, and then use the options in Design view to create your query.

You then click the Run button to display the results. You can save queries for later use.

To open tables or queries in Query Design view:

1. Activate the Create tab.


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2. Click the Query Design button in the Other group. The Show Table dialog box appears.3. Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base

your query on queries or activate the Both tab if you want to base your query on both tables and queries.4. Click to choose the table or query on which you want to base your query.5. Click Add. The table appears in the window.

a. Click to choose the next table or query on which you want to base your query.b. Continue clicking tables or queries until you have all the tables and queries you plan to use.

6. Click Close. Access changes to Query Design view.

Display All Records and All Fields

In Query Design view, each table has an option that allows you to display all of the fields and all of the records in atable. This option appears on the field line on the drop-down menu as the table name followed by a period and anasterisk (tablename.*).

To display all records and all fields:

1. Open a table or query in Query Design view.2. Click the down-arrow in the first field on the Field row and then select the tablename.* option. The table

name appears on the table line.3. Click the Run button. Access retrieves all of the fields and records for the table and displays them in

Datasheet view.


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Change from Datasheet View to Query Design View After you run a query, you can easily change back to Query Design view and make modifications to your query orcreate a new query.

To change to Query Design view:

1. Activate the Home tab.2. Click the down-arrow below View in the Views group. A menu appears.3. Click Design View. Access changes to Query Design view. You can modify your query.


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Retrieve Multiple Columns

You can use an Access query to retrieve multiple columns of data. On the Field line in Query Design view, choosethe field name of each field you want to retrieve in the order you want to retrieve them.

To retrieve multiple columns:


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1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Click the Run button. Access retrieves the columns you chose.

Sort a Query

When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option

you want on the Sort row in Query Design view.

To perform a sort:


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1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Under the field you want to sort, click the down-arrow and then choose Ascending or Descending.4. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you

specified.


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Sort Multiple Columns in a Query

As you learned in the previous section, you can sort the rows your query returns. You can also create sorts within asort. For example, you can sort by state and then within a state, you can sort by last name and then by first name.You specify the sort in the order you want the sort to occur. If you want to sort by state and then by last name within astate and then by first name within last name, you enter the sort in the following order: city, last name, first name.

Your sort order may not agree with the order in which you want to display fields. In such a case, you can use fieldsthat do not display to enter your sort order. To prevent a field from displaying, deselect the Show box on the Showrow.

To sort multiple columns:

1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort.4. Under the fields you want to sort by, choose Ascending or Descending.5. Deselect the Show button for the columns you do not want to display.6. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you

specified.


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Retrieve Specific Records

In the examples so far, you have been retrieving all of the records (rows) in your table. You can, however, specifywhich records you wish to retrieve. For example, you can retrieve only those students who live in DE, only the student

whose student number is 5, or only those students whose birth date is 2/16/88.

You use logical operators such as = (equal), (not equal), > (greater than), or < (less than) to restrict the recordsyou retrieve. For example, if you only want to display students who live in DE, enter = "DE" in the State column onthe Criteria line. Access will only retrieve records where the value in the State column is equal to DE. Selectioncriteria are not case-sensitive, so Access will retrieve records where the entry is DE, de, De, or dE.

Logical Operators

Operator Meaning Field Type Entry Format

= Equal to Character NumberDate

= "DE"= 5= #2/16/88#

Not equal to Character NumberDate

"DE" 5 #2/16/88#

> Greater than Character NumberDate

> "DE"> 5> #2/16/88#

>= Greater than or Character > = "DE"


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equal to NumberDate

> = 5> = #2/16/88#

< Less than Character NumberDate

< "DE"< 5< #2/16/88#


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series ofcharacters.? means manysinglecharacter.

When using the Like and Not Like criteria, where you place the asterisk(*) or question mark (?) determines the type ofsearch Access performs. Like "Jo*" finds all records in the field that begin with Jo. It would find Jones, Johnson, andJordan. Like "*son" finds all records in the field that end with son. It would find Stevenson, Jackson, andPeterson.Like "*456*" finds all records that contain 456 anywhere in the field. It would find 456123789, 123456789,and 123789456. The sequence Like "?en" finds all three character field entries where the second and thirdcharacters are en. It would find Ben, Len, and Jen. The sequence Like "Jo?" finds all three character field entrieswhere the first and second characters are Jo. It would return Joe, Joy, and Jon. The sequence Like "T?m" finds allthree character field entries where the first and third characters are T and m. It would return Tim, Tom, and Tam.

To retrieve specific records:

1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort.

4. Under the fields you want to sort by, choose Ascending or Descending.5. Deselect the Show button for columns you do not want to display.6. Enter your selection criteria on the Criteria line.7. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you

specified.


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Apply Multiple Criteria

You can apply multiple criteria to the same table. If you place two criteria on the same line, Access will only retrieverecords where both criteria are met. For example, if you want all records where the State is equal to "DE" and theLast Name is equal to Smith, you would set the State field to = "DE" and the Last Name field to = "Smith" and youwould place both criteria on the same line.

If you place one set of criteria on the Criteria line and the second set of criteria on the Or line, Access will retrieverecords if either criteria are met. For example, you want all records where the State is equal to "DE" or the Last Nameis equal to Smith. You would set the State field to = "DE" and the Last Name field to = "Smith" and you would placeone set of criteria on the Criteria line and the other set of criteria on the Or line. Access will bring back all recordswhere the state equals DE and all records where the Last Name is equal to Smith no matter what the State is. Youcan add additional and and or statements by using the lines below the Or line. For And clauses, place the criteria onthe same line; for Or clauses, place the criteria on separate lines.

To apply multiple criteria:


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1. Open a table or query in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort.4. Under the fields you want to sort by, choose Ascending or Descending.5. Enter your selection criteria on the Criteria line and the Or line, as needed.6. Deselect the Show button for columns you do not want to display.7. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you

specified.

Create a Query That Uses Two or More Tables

If you want to view data from two or more tables or queries, you can create a query that pulls the data from multipletables or queries. The tables and queries from which you pull your data should have a relationship.


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To create a query that uses two or more tables:

1. Open the tables and/or queries you want to use in Query Design view.2. Choose the field names you want to retrieve in the order you want to retrieve them.3. Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort

by, choose Ascending or Descending.4. Enter your selection criteria, if necessary (Not applicable in this example).5. Deselect the Show button for columns you do not want to display (Not applicable in this example).

6. Click the Run button. Access retrieves the columns you chose and displays the rows in the order youspecified.

Save a Query

After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on whichthe saved query is based, you will see the changes when you rerun the query.

To save a query:


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1. Click the Save button on the Quick Access toolbar. Access saves the query unless you are saving for thefirst time. If you are saving for the first time, the Save As dialog box appears.

2. Type the name you want to give your query.3. Click OK. Access saves the query. You can now access the query by using the Navigation pane.

Tip: You can also save by right-clicking a query’s tab and then selecting Save from the menu thatappears. Access saves the query unless you are saving for the first time. If you are saving for the first time, the Save

As dialog box appears. Type the name you want to give the query and then click OK. Access saves the query. Youcan now access the query by using the Navigation pane.

Tip: After you have saved a query, you can run it by opening the Navigation pane and then clicking the

name of the query.

Modify a Query

Once created, a query can be modified. Simply open the query in Query Design view and make the changes. Youcan add columns, change the sort order, change the criteria, and make other changes.

In Query Design view, the Query Setup group offers several options that can assist you. Use the Insert Rows buttonto insert a row in the criteria area. Click anywhere in the row before which you want to insert a new row and then

click the Insert Rows button.

Use the Insert Columns button to insert a column. Click anywhere in the column before which you want to

insert a column and then click the Insert Column button .

Use the Delete Rows button to delete a row in the criteria area. Click anywhere in the row you want to deleteand then click the Delete Row button.

Use the Delete Columns button to delete a column. Click anywhere in the column you want to delete and then

click the Delete Column button .


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Use a Query to Make a Table

You can use a query to create a table. This is useful when you want to create a new table that includes the fields anddata from an existing table.

To create a table:

1. Open the table or query on which you want to base your new table on in Query Design view.2. Enter the criteria on which you want to base your new table.3. Click the Make Table button. The Make Table dialog box appears.4. Type the name you want to give your new table.5. Click OK.6. Click Run. You see the following prompt.

7. Click Yes.8. Close the query. (Right-click the query’s tab and then click Close.) 9. Double-click the new table’s name in the Navigation pane to view the new table.

Create a Parameter Query


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If instead of entering predetermined criteria, you want to prompt users when a query runs, you can create aparameter query. You create a parameter query by enclosing a question in square brackets ([]). For example, if youwant to create a parameter query that asks users which State they want to use from the Student’s table, you wouldtype [Which State?] on the Criteria line under the State column. When the query runs, Access will prompt the user forthe answer to your question.

To create a parameter query:

1. Open a table or query in Query Design view.2. Create your query.3. On the Criteria line, type the prompt within square brackets.4. Click the Run button. Access prompts you.

5. Respond to the prompt.6. Click OK. Access displays the results of your query in Datasheet view.


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Note: If you want to make your user prompt more flexible, use one of the following formats.

Like "*" & [ Prompt ] & "*"Returns all records that contain the valueyou enter.Example: If you enter ad, Access returnsall records that include the

sequence ad anywhere in the field.Like "*" & [ Prompt ] Returns all records that end with the value

you enter.Example: If you enter S, Access returns allrecords that end with S .

Like [ Prompt ] & "*" Returns all records that begin with thevalue you enter.Example: If you enter S, Access returns allrecords that begin with S .

> [Prompt]

Note: You can also use < (less than) ,=, >= (greaterthan or equal to), or (not equal)

Find all records with a value greater thanthe value you enter.

Example: If you enter 5, Access returns allrecords that are greater than 5.

Lesson 6: Creating Forms

Access forms are much like paper forms: you can use them to enter, edit, or display data. They are based on tables.When using a form, you can choose the format, the arrangement, and which fields you want to display. This lessonteaches you how to create forms.


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Using the Form Button

Access can automatically create several types of forms. For example, when you click the Form button on the Createtab, Access places all fields in the selected table on a form. If the table has a one-to-many relationship with one othertable or query, Access creates a stacked form (the records are displayed in a column) for the primary table and adatasheet for the related table. If there are several tables with a one-to-many relationship, Access does not create the

datasheet.

To create a form:

1. Open the Navigation pane.2. Click the table or query on which you want to base your form.3. Activate the Create tab.4. Click Form in the Forms group. Access creates a form.


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You can use the Navigation bars to move through the records on a form.

1 Go to First Record

2 Go to Previous Record

3 The Current Record

4 Go to Next Record

5 Go to Last Record

6 Create a New (Blank) Record

Tip: After you create a form, you can save it. You can open a saved form at any time.

To save a form:

1. Click the Save button on the Quick Access toolbar. Access saves the form unless you are saving for the firsttime. If you are saving for the first time, the Save As dialog box appears.

2. Type the name you want to give the form.3. Click OK. Access saves the form. You can now access the form by using the Navigation pane.

You can also save by right-clicking a form’s tab and then selecting Save from the menu that appears. Access savesthe form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.


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Type the name you want to give the form and then click OK. Access saves the form. You can now access the form byusing the Navigation pane.

Create a Split Form

A split form is a form in which the same data is displayed in two views simultaneously. One part of the form displays

in Form view (stacked fields), while the other part displays in Datasheet view. The two views are synchronized, so asyou select a field in one view, it is automatically selected in the other view. You can add, change, or delete the data ineither view. Using a split form gives you the benefits of two types of forms in a single form. For example, you can usethe datasheet portion to locate records and the form portion to edit records.

To create a split form:

1. Open the Navigation pane.2. Click the table or query on which you want to base your form.3. Activate the Create tab.

4. Click Split Form in the Forms group. Access creates a split form.


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Create a Multiple Items Form

You can use the Multiple Items button on the Forms tab to create a form that displays multiple records, one recordper row.

To create a multiple items form:


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1. Open the Navigation pane.2. Click the table or query on which you want to base your form.3. Activate the Create tab.4. Click Multiple Items in the Forms group. Access creates a multiple items form.


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Tip: A view is a way of looking at an Access object. Forms have three views: Form view, Layout view, and

Design view. You can enter, edit, and view data in Form view. You can modify a form in Layout view or Design view.In Layout view, you can see your data, and the form you see closely resembles what your form will look like when youview it in Form view. You can make most, but not all, changes to yo

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