Access NAMES Computerized Database

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1 Access NAMES Computerized Database 2014 USER'S GUIDE Last Updated: 4/2014 Prepared by: BEVERLY J. SIMS COMPUTER SPECIALIST The Division of Agriculture offers its programs to all eligible persons regardless of race, color, national origin, religion, gender, age, disability, marital or veteran status, or any other legally protected status, and is an Affirmative Action/Equal Opportunity Employer.

2 Disclaimer This product was developed by the University of Arkansas Cooperative Extension Service. The purpose of the product is to provide assistance to Extension clientele that is consistent with the objectives set forth by the Cooperative Extension Service. Resale of this product or use of it for purposes other than its intended use is strictly prohibited. Information put forth by this product should be used in close consultation with the appropriate Extension professional. The Cooperative Extension Service is not liable for damages resulting from recommendations made by this product. Tables of Contents

3 Introduction... 1 Getting Started... 1 Adding Records... 6 Deleting Records... 7 Editing Records... 7 Sorting Records... 9 Filters Filter by Selection Advanced Filter/Sort Find/Replace Data Queries Adding a new field to the table Adding a new field to the form Adding a new field to the report Creating a Combo Box Creating a Command Button Editing existing fields on a form Deleting a field on a form Creating Reports For specific Categories/Commodities Creating a new report using the new query Counting Records Counting ALL records Counting by Race/Ethnic Counting by Gender Printing Reports Printing the newly created report Printing reports from the Main Switchboard Creating Labels Creating Envelopes Exporting Access files to WORD for Mail Merge HELP Shortcut Keys How to change the Year field Compact and Repair Database Backing Up Database Exiting Access

4

5 Introduction The Names database was designed as an address book for the counties list of growers, producers, EHC members and other county clients. The Access NAMES database is an easy to use and flexible application created to grow with the user s needs. When the application is opened, the NAMES Main Switchboard is displayed containing a list of options. To open the data entry screen, select the Names Entry Screen option. The personal information is located to the left of the screen. The Year field is automatically populated each time a new record is added using the current year. The Status field is used to determine if a client is an inactive, new or a returning client. When the Zip Code is entered, the city is automatically displayed. The state is defaulted to AR. Both the city and state field can be overwritten. The public list field is flagged as NO if a client does not want his/her name released as part of the public record law. There are no required fields in this database. To the right are three separate tabs containing the program areas, Agriculture and Natural Resources, Family and Consumer Sciences and Agriculture Economics Community Development. Each program area tab contains the categories/commodities pertaining to that area. For each category checked, the user SHOULD check the Program Area first (i.e., Beef is checked, then ANR should be checked.). This is important when reports are generated for specific categories. To open a different option, select one from the NAMES Main Switchboard. Basic reports have been created. Each county has the flexibility to change or edit the table, form and the reports. Any new reports created will not be displayed on the Main Switchboard. The user must close the Main Switchboard and from the Navigation pane and select Reports. Locate the desired new report and double click to open report. Getting Started The NAMES database can be opened several ways. Originally the NAMES database was installed in C:\My Documents\Names. This may not apply to the location of your current Access NAMES database. (a) If there is a NAMES icon on the desktop, the database can be opened from the desktop. Double-click to open NAMES. (b) The NAMES database can be opened by selecting the Access icon on the Taskbar. Locate the NAMES database. (c) The Names database can be opened by selecting Start, All Programs, Microsoft Office, and Microsoft Office Access Then locate the NAMES database. 1

6 1. From the right side of the screen, under Open Recent Documents, select NAMES if listed. 2. If NAMES is not listed, select MORE and browse to locate the NAMES.MDB or NAMES.ACCDB file and double click to open the database. 3. The NAMES Main Switchboard screen is displayed. 4. From the NAMES Entry Screen new records can be added, deleted and changes can be made to the records. Select the button to the left of the NAMES Entry Screen and the entry screen is opened. 2

7 The Year field is automatically displayed with the current year each time a new record is added. If information entered in 2013 is actually for 2014, then the Year field must be edited. Refer to page 111 for instructions to edit the Year field. From the Main Switchboard 5. The General Report - Name/Address/Race/Gender option is a report that contains all records in the database. Select the button to the left and the report is displayed. To print the report, select the printer icon on the Quick Access Toolbar. 6. The General Mailing Labels - 2 across option will print laser labels that are two across and ten down, Avery Select the button to the left and the labels are displayed. To print the labels, select the printer icon on the Quick Access Toolbar. 7. The General Mailing Labels - 3 across option will print laser labels that are three across and ten down, Avery Select the button to the left and the labels are displayed. To print the labels, select the printer icon on 3

8 the Quick Access Toolbar. 8. The ANR List of Reports will display reports available only for Agriculture and Natural Resources Program Area. Select the button to the left and a list of reports are displayed. To view a report, select the button to the left of the desired report and the report is displayed. To print the report, select the printer icon on the Quick Access Toolbar. 9. To return to the Main Switchboard, select EXIT to the Main Switchboard. 10. To view and print the existing reports for FCS and AECD, return to the Main Switchboard and select desired report options. 11. From the Main Switchboard select the NAMES Entry Screen option. 4

9 12. The Names Entry screen is opened. 5

10 13. To ADD a record, select NEW from the Home Ribbon, from the Records group or select the New (BLANK) record icon from the navigation bar. 6

11 14. To DELETE a record, from the Home Ribbon, select DELETE, DELETE RECORD button from the Records Ribbon. Once a record is deleted, it cannot be retrieved. 15. To move forward in a record, press <TAB>. 16. To move backward in a record, select the up arrow key. 17. To move between the ANR, FCS and AECD screen, press <CTRL/TAB>. 18. To make a selection in one of the Program Areas, select the tab and select in the check box for the appropriate Program Area. 19. After selecting and checking the Program Area, check the appropriate category/commodity. A check mark will be displayed. 20. Repeat this process for each new record added or any changes made to existing records. 21. The Program Area check box should be marked first and then the categories check boxes should be marked. 22. To edit a record, find the record and make the necessary change. The changes are automatically saved. Datasheet View 1. Records can be added, viewed or edited in the Form View (see the screen above) or in the Datasheet View (see the screen below). 2. When the database is opened in Form View, only one record is shown at a time. 3. When the database is opened in Datasheet View, all the records are shown. 4. To open the database in Datasheet View, from the Home Ribbon, from the Views option, select View. 5. From the View option, select Datasheet View. 7

12 6. The Datasheet view screen is displayed. 7. To return to the Form View, select View from the Views option and select Form View. 8

13 Sorting Records 1. Records can be sorted in the Form View or in the Datasheet View. 2. To SORT, place the cursor in the field to be sorted. 3. From the Home Ribbon, from Sort & Filter group select the desired sort option. 4. The records can be sorted Ascending or Descending order. Select Remove Sort when finished. 9

14 Filter To display just those records that contain specific data, the Filter is used to isolate those records. The number of records matching a filter is displayed in the lower-left corner next to the New Record button. The Filter is displayed to the right of the navigation buttons, indicating that not all records in the database are displayed. From the Home Ribbon, from the Sort & Filter group select; Selection To filter all the rows in a table that contains a value that matches a selected value in a row by filtering the datasheet view. 1. Place the cursor in the field to be filtered (i.e., Gender = Female). 2. Select the Filter Selection option. 3. Select Equals, Does not Equal, Contains or Does not Contain. 4. All records matching the filter will be displayed. 5. After the filter has been performed, from the Sort & Filter group always select the Toggle Filter to remove the filter and display all the records in the table. Or selected Filtered from the bottom of the screen. 10

15 Advanced Filter 1. From the Advanced option, select Clear all filters Filter By Form - To filter on several fields in a form or datasheet, or if you are trying to find a specific record. 1. Place the cursor in field to be filtered. 2. Enter data in the field to filter on Filter (i.e., Zip Code = 72042) and select Apply Filter Sort. 3. The filtered records are displayed. 4. Select Toggle Filter to remove the filter and display all the records in the table. Advanced Filter/Sort - To filter type where you define custom filter criteria. 1. Select the Advanced option. 2. Select the Advanced Filter/Sort option. 3. The screen is opened as a query. 11

16 4 Select the field names from the Names table to be included in the filter. 5. Double select on each field to be used and the fields are displayed in the bottom of the query screen. 6. To specify a sort order, select in the SORT field, select the arrow and select a sort order. 7. In the Criteria field for the fields selected, enter the value to be found and press <ENTER>. 8. From the Home Ribbon, from the Sort & Filter group, select the Advance option and select Close or select Toggle Filter.. 12

17 9. The records matching the filter will be displayed in the Datasheet view or Form view. 10. After the filter has been performed, always select Toggle Filter to remove the filter and display all the records in the table. 11. Using the OR condition. To filter more than one field in the same query, enter the value in the criteria box for field one, and enter the value in the Or box for the second field, enter the value in the third field below the Or box. 12. Using the AND condition. To search for the exact same value, place the value for each field in the Criteria box. 13

18 AND 13. All records must match all criteria. When performing a filter, all values that are text should be enter as desired. Fields that are check boxes should be entered as True (if checked) or False (if not checked). 14. From the Sort & Filter Ribbon select the Toggle Filter button. The records matching the filter will be displayed in the datasheet view or Form view. 15. After the filter has been performed, always select Toggle Filter to remove the filter and display all the records in the table. 14

19 OR 16. To filter on the same field enter the text in the Criteria box. The example below is searching all records with the last name of Adams or Jones in ascending order. 15

20 17. From the Sort & Filter Ribbon select the Toggle Filter button. The records matching the filter will be displayed in the datasheet view or Form view. 18. After the filter has been performed, always select Toggle Filter to remove the filter and display all the records in the table Find/Replace Data 1. Find/Replace can be used in the Form View or in the Datasheet View. 2. Place the cursor in the field to find or replace. 3. From Form View and from the Find Ribbon, select Find. 4. Select FIND and from the Find and Replace box and in the Find What box, enter the text to be located. 16

21 5. After entering the text to be found, select Find Next. 6. The records(s) that matches the find will be displayed. 7. To replace the data, select the REPLACE tab. Queries 8. Enter the text in the Find What box to be found. 9. Enter the replacement value in the Replace With box. 10. Select Find Next. 11. Select Replace and the first record matching the criteria will be replaced. Select Replace All and all records matching the criteria will be replaced. A query is a request for data results, for action on data, or for both. A query is used to answer a simple question, to perform calculations, to combine data from different tables, or even to add, change, or delete table data. Queries are used to retrieve data from a 17

22 table or to make calculations are called select queries. A select query retrieves data from one or more tables by using criteria you specify and then displays it in the order you want. Queries that add, change, or delete data are called action queries. Queries can also be used to supply data for a form or report. In a well-designed database, the data that you want to present by using a form or report is often located in several different tables. By using a query, you can assemble the data that you want to use before you design your form or report. A query works like a filter, showing only the fields that contain information of interest. Queries are used to view, change, and analyze data in different ways. Queries can also be used as the source of records for forms, reports, and data access pages. A query can be created with a wizard or from scratch in Query Design view. In Design view, the data can be accessed by adding the tables or queries that contain the data, and then by filling in the design grid. The Simple Select Query Wizard creates queries that retrieve data from the fields you specify in one or more tables or queries. The query can sum, count and average values for a group of records or all records. And it can calculate the minimum or maximum value in a field. There is no limit to the number of records retrieved by setting the criteria. 1. Close the Main Switchboard (select the X-Close Window in upper right). 2. From the Navigation Pane (left side of the screen) select the double arrow to expand Navigation Pane. 3. Select the down arrow and from the Navigate to Category section, select 18

23 Object Type. 4. From the Filter by Group section, select Tables. 5. The list of tables for Names is displayed. Highlight NAMES. 19

24 6. From the Create Ribbon, select Query Wizard from the Queries group. 7. From the New Query screen, select Simple Query Wizard. 20

25 8. Select OK. 9. Select the name of the table or query to be used. From the Which fields do you want in your query? screen. 21

26 10. From the Available Fields list select the fields to be used in the query. 11. Double select on the fields or highlight desired field and select the > key. 12. The desired fields are displayed in the Selected Fields box. 13. From the What title do you want for your query? screen, enter a name for the query. 22

27 a. 14. The default is Open the query to view information. To edit the query, select Modify the query design. 15. Select Finish. 16. The query is opened and all records are displayed but only the fields that were selected in the query are shown. Note total number of records at bottom of screen. 23

28 16. To find specific information for a field, the query must be edited. 17. Select the Home Tab and from the View option, select Design View. 24

29 18. The query is displayed in Design View. 19. The field names are listed in the first row. These are the fields that were selected for the query. 20. The table selected is NAMES. 21. The query can be sorted (Ascending or Descending) by the fields selected. 22. When the Show box is checked, the field will be displayed on the screen/report. If the Show box is blank, the field will not be displayed on the screen/report. In the example below, the ID field will not be displayed. 25

30 23. Specific data can be entered in Criteria for the fields. In the example below, only records that have Stuttgart as the city be displayed. Fields that are check boxes should be entered as True (if checked) or False (if not checked). 26

31 24. To run the query and review the results, select Run, the red exclamation point from File, from the Results group. 25. Or from the Results group, select View, select Datasheet View. 26. Note the number of records displayed is 331, not the original 1126 records. All records that contained Stuttgart as the city are listed. 27. To return to the Design View, select the View Option and select File. 28. To find all records that have ANR and BEEF checked, enter True in the Criteria box for each field. 27

32 29. Entering the values in the Criteria box below each field is the same as using AND. If the ANR check box is marked and if the BEEF check box is marked, then all records matching those criteria will be displayed. 30. To find all records that have ANR or BEEF checked, enter True in the Criteria box for one field and enter True in the Or box for the second field. 28

33 31. If the ANR check box is marked OR if the BEEF check box is marked, then all records matching that criteria will be displayed. 32. To find all records that have ANR or BEEF or CORN checked, enter True in the Criteria box for one and enter True in the Or box for the second field and enter True in the third field below the Or column. 33. If the ANR check box is marked OR if the BEEF check box is marked OR if the CORN check box is marked, then all records matching that criteria will be displayed. 34. There are unlimited possibilities in using the query to find specific information. Adding a new field to the Table A table is a collection of related data stored in rows and columns. Tables are made up of records, fields and data values. 1. To add a new field to the existing table, close the Main Switchboard (select the X-Close Window in upper right). 2. From the Navigation Pane (left side of the screen) select the double arrow. 3. Select the down arrow. 4. From the Navigate to Category section, select Object Type. 5. From the Filter by Group section, select Tables. 29

34 6. Right click on Names and select Design View. 30

35 7. The field names and the data type are shown for the fields in the NAMES table. 8. Each table should include a field or set of fields that uniquely identifies each record stored in the table. This information is called the Primary Key. 9. An Auto Number field can be set to automatically enter a sequential number as each record is added to the table. Designating such a field as the primary key for a table is the simplest way to create a primary key. 10. Scroll down to the end of the field names and select in the first blank column. 11. Type the name of the new field, Spouse Name. 12. Tab to the Data Type field and Text is the default. 13. From the Field Properties section in the bottom half of the screen edit the field size, if necessary. 31

36 Settings 14. Special symbols can be used in the setting the Format property to create custom formats for Text and Memo fields. 15. The Format property can be set for predefined number formats or custom number formats for the Number and Currency, Date/Time, True/False, or On/Off data types. Custom text and memo formats can be created by using the following symbols. Symbol Description 32

37 @ Text character (either a character or a space) is required. & Text character is not required. < Force all characters to lowercase. > Force all characters to uppercase. 16. The Input Mask is a pattern for all data to be entered in this field, i.e., SSN, phone number, etc. 17. Make the desired selection and follow on-screen instructions. 18. Caption is the label for the field to be used on the form. 19. Default value is a value that is automatically entered in this field for new records. 20. Validation Rule is an expression that limits the values that can be entered in the field. 21. Validation Text is the error message displayed when a value prohibited by the Validation Rule is entered. 22. Required Text - Data entry is required for this field. 23. Allow Zero Length - Use Allow Zero Length property to specify whether a zero length string is a valid entry in a table field. Note the Allow Zero Length property applies only to Text, Memo and Hyperlink table fields. 33

38 24. Indexed - An index speed up searches and sorting on the fields, but may slow down updates. 25. Unicode Compression - the Unicode character-encoding scheme to represent the data in a Text, Memo, or Hyperlink field. In Unicode, each character is represented by two bytes instead a single byte. 26. IME Mode Allows the user to select which IME mode to set when the focus is moved to the field. 27. IME Sentence Mode - Allows the user to select which IME Sentence ode to set when the focus is moved to the field. 28. Smart Tags Action Tags to be applied to the field. 29. Text Align Alignment of text in control. 30. After adding the new field(s) to table, select the SAVE icon from the Quick Access toolbar. 31. Close the table by selecting the X in the upper right. 32. If the toolbar does not display a SAVE icon, after selecting the X in the upper right, the following screen will be displayed. 33. Select Yes to save changes. Adding the new field to the Form 1. From the Navigation Pane (left side of the screen) select the double arrow. 2. From the Navigate to Category section, select Object Type. 3. From the Filter by Group section, select Forms. 34

39 4. Right click on Names and select Design View. 35

40 5. The Entry form is opened in Design View. 6. In Design view, changes can be made to the form but data cannot be entered. 7. From the Design Ribbon, from Tools group, select Add Existing Fields. Scroll down the list until the new field, Spouse Name is found. 36

41 8. Drag and drop the field below the Public List field. 37

42 9. Some alignment and editing will be necessary. 10. Highlight the new field and align with the field above. 11. Right select on the new field and select Properties. 38

43 12. Note the Text Box is the heading, not the label. 13. Select the ALL tab. 14. Scroll down and find the Font Weight box and select BOLD. 39

44 15. The field becomes bold like the other fields. 16. Scroll up or down to change any option. An explanation is listed in bottom of the screen for each option selected. 17. Select the label (field name) and select Properties. 18. Note the heading of the properties box, Label. 40

45 19. Select the ALL tab and scroll down to Font Weight. 20. Change the Font Weight to BOLD. 21. After making the change(s), from File from the Views group, select Form view. 41

46 The form is displayed. The new field added should be shown below the Public List field. 42

47 24. After reviewing the form and changes should be made, the changes must be made in the Design View. 25. To return to the Design View, select the Design View button from the Views option. 26. From the Design Ribbon, from the Tools group, select Tab Order. 27. The Tab Order screen is displayed. 28. In the Tab Order dialog box, under Section, click the section you want to change. 29. Do one of the following: If you want Access to create a top-to-bottom and left-to-right tab order, click Auto Order. 30. If you want to create your own custom tab order, click the selector for the control you want to move. (Click and drag to select more than one control at a time.) Click the selector again and drag the control to the desired location in the list. 31. Click OK. 43

48 Adding a new field to a report A new field can be added to the existing reports when the Main Switchboard is opened or closed. To close the Main Switchboard, select the X in the upper right. From the Main Switchboard: i. Select one of the Report options. ii. 2. Depending on which report is select, the report is either opened or a List of Reports screen is displayed. 3. In this example, the report is displayed.. 44

49 5. To edit or add a new field to the report, right click on the report and select Design View button. 45

50 6. The report is opened in Design View. 7. From the ribbon, from the Tools groups, select Add Existing Fields. 46

51 8. The Field List box is displayed containing the fields in the table or query. 9. From the Field List box, select the field to add to the report. 10. In the example below, Spouse Name is selected. 47

52 11. Drag and drop the Spouse Name field in the Detail section. 12. Note that the caption and field are aligned next to each other. 13. The caption should be above the field. 14. The caption should be highlighted and deleted. 15. The Spouse Name should be aligned in the Detail section of the report. 48

53 16. To add the caption, select the Label option (Aa) button from the Controls Group. 17. Select in the Page Header section and begin typing ID. 18. Some adjustment may be necessary. 49

54 19. Save the changes. 20. From the ribbon, select the View button and select Print Preview. 21. The new field should be listed on the report. 50

55 Creating a Combo Box The Combo box contains predetermined values that are not fully visible. It is quicker and easier to select a value from a list than to remember a value to type. With a combo box, you can do either without using too much space on a form. Using a combo requires creating a table to hold the values. The new field must be added to the existing table first. To add the new field, Occupation, to the NAMES table refer to pages The following example will create a table named Occupation. 1. Close the NAMES Main Switchboard. 2. From the Create Ribbon, from Tables group, select Table Design. 3. The blank table is displayed. 51

56 4. In the Field Name, type Occupation. 5. The Data Type is defaulted to Text. 6. Right select on the Occupation and select Primary Key. 52

57 7. When a Primary Key is selected, a key is displayed to the left of the field name. 8. From the Quick Access toolbar select the SAVE icon (the disk). 9. In the Save As box, remove table1 and type Occupation. 10. Select OK. The new table has been created. 11. To enter the values for the table, from the Navigation Pane, select Tables, then select Occupation. 53

58 12. Right click on the Occupation table and select Open. 13. A blank screen is displayed. Enter the types of occupation desired. 14. Enter different types of occupations. 15. Close the screen (select X in upper right). 16. This table has been created to be used as a Combo Box in the form. 17. From the Navigation Pane (left side of the screen) select the down arrow. 18. From the Navigate to Category section, select Object Type. 19. From the Filter by Group section, select Forms. 20. Select NAMES. 21. Right click and select Design View. The form is opened in Design View. 54

59 22. From the Design Ribbon, from the Controls Group, select Combo Box option. 23. Make sure the Control Wizard is activated. From the Design tab, from the Controls Group, select the down arrow to expand list. Make sure the Use Control Wizards option is selected. 24. When using the Wizard, the user answers on-screen questions and the Wizard does the work. 55

60 25. From the Controls Group, select the Combo Box icon Drag the Combo Box to the form. 27. From the Combo Box Wizard screen, select I want the Combo Box to look up the values in a table or query. 56

61 28. Select Next. 29. From the Which table or query should provide the values for your Combo Box? screen, select the Occupation Table. 57

62 30. Select Next. 31. From the Which fields contain the values you want included in your Combo Box? screen, select the occupation field. Double select on the field in the Available Fields and it will be displayed in Selected Fields. 32. Select Next. 58

63 33. From the What sort order do you want for the items in your list box? select the table Occupation. 34. Select Next. 35. From the How wide would like the columns in your combo box? screen, adjust columns (if necessary). 59

64 36. Select Store that value in the field. Select Occupation field from the Names Table. 37. Select Next. 38. From the What label would you like for your Combo Box? screen enter the name for the Combo Box. 60

65 39. Select Finish. 40. The combo box for occupation is displayed on the screen. Some editing may be necessary. 61

66 41. From File, from Views option, select the Form View option. 42. Select appropriate occupation. 62

67 Creating a Command Button A command button can be created on a form to start an action or a set of actions. For example, you can create a command button that opens another form, close a form, preview or print a report. The following steps will create a command button to close the form. 1. Close the NAMES Main Switchboard. 2. From the Navigation Pane (left side of the screen) select the down arrow. 3. From the Navigate to Category section, select Object Type. 4. From the Filter by Group section, select Forms. 5. Select NAMES. 6. Right click and select Design View. The form is opened in Design View. 7. From the Design Ribbon, from the Controls group, select the Button option. 63

68 8. Make sure the Control Wizard is activated. From the Design tab, from the Controls Group, select the down arrow to expand list. Make sure the Use Control Wizards option is selected. 9. Drag the Command Box to the form. 10. The Command Button Wizard screen is displayed. 64

69 11. To add an EXIT button. 12. From Categories, select Form Operations. 13. From Actions, select Close Form. 14. Select NEXT. 15. From the Do you want text or a picture on the button? screen, make desired choice. 65

70 16. Select NEXT. 17. From the What do you want to name the button? screen, enter a name. 18. Select FINISH, to display the command button in Design View. 19. Note the new button at bottom of screen. 66

71 20. From File, from Views select Form View. 21. The form is displayed. 22. Some adjustments may be necessary. 23. From File, from Views select Form View. 24. The form is displayed. 67

72 25. Note the new button added (door & arrow). 26. Select the new button (door & arrow) and the NAMES form should close. Editing an existing field on a form At times it will be necessary to change an existing field name to reflect the change of category or commodity. If the field name is changed on the form, it must be changed on the report. Any changes made must be made in Design View of the form. In the following example under Agriculture and Natural Resources, the category Forest will be changed to Bangs. 1. From the File, from Views, select Design View 2. Select the Forest category. 3. Right select on Forest and select Properties. 4. The properties for the label are displayed. 68

73 5. Select the All tab and in the Name and Caption boxes, delete Forest and type Bangs for the Name and Caption. 69

74 6. Close the Properties screen. 7. Bangs should be displayed on the form as a category, replacing Forest. 8. Make sure the label is selected and not the check box. 9. From File, from Views, right click and select Form View. 10. The form is displayed containing the new category, Bangs. 70

75 11. Save the change when completed. Deleting a field on a form Once a field is deleted from the form, it can be recovered if the field has not been deleted from the table. In the following example under Agriculture and Natural Resources, the category Other3" will be deleted. 1. From the ribbon, select View, select Design View. 2. The form is opened in Design View, select the category, AerialApp. 3. Right select on AerialApp and select Cut. 71

76 4. The field is removed from the screen. 5. Save the changes. Creating Reports It is very easy to create a report using the Wizard. The wizard asks detailed questions about the record sources, fields, layout, and format wanted and created a report based on the answers. 72

77 Creating reports for specific categories/commodities To create reports for specific categories/commodities, a query for the category/commodity must be created first. 1. Close the Main Switchboard by selecting select the X in upper right. 2. From the Navigation Pane (left side of the screen) select the down arrow. 3. From the Navigate to Category section, select Object Type. 4. From the Filter by Group section, select Queries. 5. From the Create Ribbon, from the Queries group, select Query Wizard. 73

78 6. From the New Query screen, select Simple Query Wizard. 74

79 7. Select OK. 8. From the Tables/Queries drop down, select Table:Names. 75

80 9. From the Which fields do you want in your query? screen, select the fields to use (double select on the desired fields in the Available Fields column or highlight a field and select the > key. The fields are placed in the Selected Fields column). 10. Make sure to include the category/commodity to be used. 11. Select Next. 76

81 12. At the screen, Would you like a detail or summary detail?, the default is Detail. 13. Select NEXT. 14. At the screen, What title do you want for you query?, enter the name, Beef Producers Query or the name of the category selected. 77

82 15. Select Finish. 16. The Beef Producers Query or appropriate name is opened. 17. From the File, from the Views, select Design View. 18. The query is displayed in Design mode. Changes can be made. 19. The Names table is displayed in top half of the screen. 20. The fields selected are displayed in the lower half of the screen. 21. In the lower half of the screen, find the category/commodity selected and in the Criteria field, type TRUE and press <ENTER>. 78

83 22. To run the query, from the Results Ribbon, select the RED EXCLAMATION POINT. 23. The query is displayed. If the query is correct save the query. 79

84 24. Exit the screen. Creating a report using the new query 1. From the Navigation Pane (left side of the screen) select the down arrow. 2. From the Navigate to Category section, select Object Type. 3. From the Filter by Group section, select Reports. 4. From the Create Ribbon, from Reports group, select Report Wizard. 5. Choose the table/query where the object data will come form: Beef Query or the new query created 80

85 6. Note that the Beef Producers Query is highlighted when the report is created. 7. Select Next. 81

86 8. From the Report Wizard Which fields do you want on your report? screen, select the fields to be used in the report (double select on the desired fields in the Available Fields column or highlight a field and select the > key. The fields are placed in the Selected Fields column). 9. Select NEXT and from the Do you want to add any grouping levels? select the fields to group on, if any. 10. Select NEXT. 82

87 11. From the What sort order do you want for your records? screen select the fields to sort by. 12. Select NEXT. 13. From the How would you like to lay out your report? screen, select the layout and orientation or use the defaults. 83

88 14. Select NEXT. 15. From the What title do you want for your report? screen, enter the title of the new report. (Beef Producers Report or appropriate name). 84

89 16. Select FINISH. 17. The new report, Beef Producers Report is displayed. 18. The report has been created but some editing is required. 19. To edit the report, from the Navigate to left side, right select Beef Producers Report listed and select Design View. The report is displayed in Design mode. Editing is done in this screen. 85

90 20. To count the number of records in the report, extend downward (lengthen) the Report Footer area. 21. From the Design Ribbon, from the Controls group, select the Text box option. 86

91 22. Select the Text box and place box in the Report Footer. Move the cursor to the Report Footer and left select. 23. To change the label or heading, double select on the label (Text17) field and the Properties box is opened. In the Caption field, type Total Number Records: Exit the screen. 87

92 24. Right select on the new field (unbound box) and select Properties. 25. Select the ALL tab. 26. In the Control Source box type =Count(*). This statement will count all records for this report. 88

93 27. Close the screen and view the report. The total number of records should be displayed on the last page of the report. 89

94 Counting the number of records by race/ethnic group 1. To count the number by Race (white, black, Hispanic, etc.) a new field must be created for each race on the report. The race field must be selected in the query. 2. From the Design Ribbon, from the Controls group, select the Text Box option. 3. Place the Text Box in the Report Footer. Move the cursor to the Report Footer and left select or drag and drop it. 4. Double select on the label field and the Properties box is opened. In the Caption field, type WHITE: Close the screen. 5. Right select on the new field and select Properties. 6. Select the ALL tab. 7. In the Control Source box type =Sum(IIf([RACE]="White",1,0)) This statement will count all participants by race that are White. 8. Close the screen and view the report. The total number of white participants should be displayed on the last page of the report. 9. Repeat steps 2-7 to get a count by race of the other ethnic groups. 10. In step 4, change the Caption to Black, Hispanic, etc. 11. In step 7, change the formula to count each race/ethnic group. 90

95 =Sum(IIf([RACE]="Black,1,0)) =Sum(IIf([RACE]="Hispanic,1,0)) =Sum(IIf([RACE]="American Indian/Alaskan,1,0)) =Sum(IIf([RACE]="Asian or Pacific Islander,1,0)) Counting the number of records by Gender 1. To count the number of participants by Gender, new fields must be created for each gender. 2. From the Design Ribbon, from the Controls group, select the Text Box option. 3. Select the Text Box and place in the Report Footer. Move the cursor to the Report Footer and left select or drag and drop it. 4. Double select on the label field and the Properties box is opened. In the Caption field, type FEMALE: Close the screen. 5. Right select on the new field and select Properties. 6. Select the ALL tab. 7. In the Control Source box type =Sum(IIf([GENDER]="Female",1,0)) This statement will count all female participants. 8. Close the screen and view the report. The total number of female participants should be displayed on the last page of the report. 9. Repeat steps 2-7 to get a count for all male participants. 10 In step 4, change the Caption to MALE. 11. In step 7, change the formula to count the male gender, =Sum(IIf([GENDER]="Male,1,0)). When completed, the last page of the report should look similar to the report displayed below. The race and gender fields had to be added to the query in order to display on the report. 91

96 Printing the newly created reports The newly CREATED reports cannot be printed from the Main Switchboard. If the Main Switchboard is opened select the X in the upper right to close the screen. 1. From Navigation Pane, select the down arrow. 2. Select Reports. 3. The reports should be listed alphabetically. 4. Select desired report and the report is opened for preview. 5. Print the selected report. Printing Reports from the Main Switchboard 1. Each Program Area list of reports is listed on the NAMES Main Switchboard. 2. To preview/print a report for a Program Area, select the button to the left of the option. 92

97 3. To print a report from the Agriculture and Natural Resources section, select the ANR List of Reports button. 4. The ANR List of Reports screen is displayed. 93

98 5. Four options are listed. The ANR-Name/Area of Interest 2 of 2 report is a continuation of the first report. 6. From the list of reports, select one of the options (i.e., Name/Area of Interest 1 of 2). 94

99 7. The report is displayed. 8. Print the selected report. 95

100 Creating Labels using a query Close the Main Switchboard (select X in upper right). 1. From the Navigation Pane, select the down arrow. 2. Select Queries. 3. Select the Beef Producers Query. 4. From the ribbon, select Create. 5. From Reports, select Labels. 6. Choose the table/query where the object data comes form: Beef Producers Query or any query or table created. 96

101 7. Select desired label size and select NEXT. 8. From the What font and color would you like your text to be? select the font name, font size, font weight, text color, Italic or underline, if necessary. 97

102 9. Select NEXT. 10. From the What would you like on your mailing label? screen, select the fields desired, (i.e., first name, last name, address, city, state, zip code). Double select on desired fields or use the > button to select the fields. 98

103 11. Select NEXT. 12. From the Which fields would like to sort by? screen, select the sort order. 99

104 13. Select NEXT. 14. From the What name would you like for your report? screen, enter the appropriate name for the labels. 15. Select FINISH. 100

105 16. The new Beef Producers Labels are displayed. 17. To print the labels, insert appropriate labels into the printer and print the labels. Creating Envelopes Close the Main Switchboard (select X in upper right) 1. From the Navigation Pane (left side of the screen) select the down arrow. 2. Select Reports. 3. Select a label option already created (i.e., Beef Producers Labels). 4. Right click on the Beef Producers Labels or whatever labels option selected and select Print Preview. 5. Or from the menu bar, select Print Preview. 101

106 6. From the Print Preview Ribbon, from the Page Layout group, select Page Setup. 102

107 7. From the Print Options tab, change the margins to the match the screen below. Top = 1.5, Bottom =1.608, Left = 5 and Right =

108 8. When completed, select the Page tab. 104

109 9. From the Page tab, select Landscape as the Orientation. 10. Select Size as Envelope # When completed, select the Columns tab. 12. Make the necessary changes to the Columns tab to reflect the screen below. Number of Columns = 1, Width = Select OK when all tabs have been edited. 14. Make sure envelopes are in the printer and print the envelopes. Exporting Access files to WORD From Access: Close the Main Switchboard (select the X in the upper right) 1. From the Navigation Pane, select an existing table or query to use as the mail merge source. Or create the table or query to be used as the mail merge source. 2. From the External Data Ribbon, from the Export group, select Word Merge. 105

110 3. From Microsoft Word Mail Merge Wizard screen, select whether to Link your data to an existing Microsoft Word Document or Create a new document and then link the data to it. 106

111 4. Select OK. 5. If Link your data to an existing Microsoft Word Document was selected, from the Select Microsoft Word Document dialog box, locate and select the file, and then select Open. 107

112 6. Word opens. Depending on your choice, Word opens either the document you specified or a new document. Option 1: Link your data to an existing Microsoft Word document (for documents that already exist in WORD). Select OK. 1. The Select Microsoft Word Document screen is opened. 2. Follow instructions on the right side of the screen. 3. From Select Recipients, choose Use an existing list. 4. Below Step 3 of 6, select Next: Write your letter. 5. From Write your letter, choose Address Block. 6. From the Insert address block screen, select the style or use the default. Select OK. 108

113 7. Below Step 4 of 6, select Next: Preview your letter. 8. Below Step 5 of 6, select Next: Complete the Merge. 9. Print the letters. 10. Save file. Option 2: Create a new document and then link the data to it (for documents that have not been created). Select OK. 1. WORD is opened. 2. Follow the instructions on the right side of screen. 3. From Select document Types, choose Letters. 4. Below Step 1 of 6, select Next: Starting Document. 5. From Select starting documents, choose Use the current document. 6. Below Step 2 of 6, select Next: Recipients. 7. From Select Recipients, choose Use Existing List. 8. From Use an Existing list, select Edit Recipients list. 9. From the Mail Merge Recipients screen, select OK. 10. Below Step 3 of 6, select Next: Write your letter. 11. From Write your letter, choose Address Block. Place cursor in the document in the place to insert the address. 12. From the Insert Address Block screen, choose the style or use the default. Select OK. 13. Below Step 4 of 6, select Next: Preview your letters. 14. Below Step 5 of 6, select Next: Complete the merge. 15. From Merge, select Print or Edit individual labels. 16. Save file. HELP A Helpful Tips button is displayed on the entry screen with useful information. - To ADD a record, select the NEW button from the Home Ribbon, from the Records group or the New (blank) record on the navigation bar. - To DELETE a record, select the DELETE button from the Home Ribbon, from the Records group. Then select Delete or Delete Record. Once a record is deleted, it cannot be retrieved. - To move forward in a record, press <TAB>. - To move backward in a record, press <Shift/Tab>. - To move between the ANR, FCS and ERD screens, press <Ctrl/Tab>. - To FIND a record, place the cursor in the field to be located. From the Find group on the ribbon, select Replace. From the Find and Replace screen, in the Find What box, enter the text to be located. Select FIND NEXT. - To Print Reports, From the Navigation Pane, select the down arrow. 109

114 Select Reports, select an existing report. Right click on the Report selected. Select Print Preview. - To EXIT or return to the Switchboard, select the Close button on the entry form. Use shortcut keys to navigate in Form view Press TAB SHIFT+TAB END CTRL+END HOME CTRL+HOME CTRL+PAGE DOWN CTRL+PAGE UP Navigating between fields and records To move to the next field To move to the previous field To move to the last field in the current record, in Navigation mode To move to the last field in the last record, in Navigation mode To move to the first field in the current record, in Navigation mode To move to the first field in the first record, in Navigation mode To move to the current field in the next record To move to the current field in the previous record How to change the Year field 1. From the NAMES Entry screen, from the Home Ribbon, from the Views option, select Design View. 2. Select the Year field. 3. Right click and select Properties. 110

115 4. The Properties box is displayed. 5. Select the Data tab. Edit the Default Value. Remove the current value =Year(Now()). 6. Type the year 2014 or whatever year is to be used in the Default Value. 7. Use the X in the upper right of the box and close the screen. 8. From the Design Ribbon, from the Views group, select Form View to return to the Entry screen. 9. The year entered in the Default Value field should be displayed when a new record is added. 10. This field cannot be overwritten. To change this field, return to Design and make the change in the Default Value field. Compact and Repair the database Compact and Repair should be utilized regularly to help prevent and correct database file problems. 1. From File, select Compact and Repair 2. Note Compacting/Calculating... message displayed in bottom of screen. How to Backup The Backup option on the Main Switchboard does not work. 1. From File, select Save & Publish 2. From File Types, select Save Database as. 111

116 3. From Save Database as, select the desired Database File Types. 4. From Advanced, select Back up Database. 5. Select Save as. Save to hard drive or an external device. Backups should be performed regularly. It is best practice to backup to an external drive (i.e., flash drive, DVD RW, etc ). The Export to Groupwise option does not work because we currently use Zimbra. To Exit 1. From the NAMES Entry screen, select Exit to Switchboard. 2. From the Main Switchboard, select the Existing to Windows button. 112

117

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