Access I Tables, Queries, Forms, Reports. Lourdes Day, Technology Specialist, FDLRS Sunrise

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1 Access I 2010 Tables, Queries, Forms, Reports Lourdes Day, Technology Specialist, FDLRS Sunrise Objectives Participants will 1. create and edit a table 2. create queries with criteria 3. create and edit forms and reports 4. merge data to labels and letters 5. import an Excel file Follow up Within two weeks of course completion participants will send a copy of a database which includes the following objects and attributes: 1. A table with five fields 2. A table with five records 3. A copy of a query with criteria 4. A report of their choosing Please send through courier to Lourdes Day, FDLRS, Route E Florida Diagnostic and Learning Resources System (FDLRS) is funded through IDEA, Part B and State General Revenue Funds to provide support services to Florida s Exceptional Student Education Programs

2 Contents Database Term... 1 Launch Access... 1 Design/Data View... 1 Switching Views... 1 Creating the Table Structure... 2 Field Properties... 3 Input Mask-Phone, SS#, 4 digit zip... 4 Date of Entry... 4 Look Up Wizard-Drop Down Menu... 4 Drop Down with Multiple Values... 5 Field Order... 5 Save... 5 Enter Data... 5 Spell Check... 6 Freeze Column... 6 Navigate to Records... 6 Autofit Column... 6 Gridlines/Alternate Fill... 7 Sort Records... 7 Find Records... 7 Filter Records... 7 Remove the Filter... 7 Filter by Form... 8 Filter by Selection... 8 Close... 8 Navigation Pane... 8 Queries... 8 Create a query... 8 Query Wizard... 8 Query Design... 9 Form... 9 Lourdes Day, Technology Specialist Florida Diagnostic and Learning Resources System

3 Add a Background Add a Logo Changing Tab Order Report Report Group and Sort Design View Report Wizard Layout and Calculations Printing Groups Print Groups on Separate Sheets Mail Merge Label Merged with Word Import an Excel File Microsoft Security Alert Lourdes Day, Technology Specialist Florida Diagnostic and Learning Resources System

4 Database Term Database is a collection of tables which can be sorted and used to create queries, forms, and reports. Table is a collection of fields and records. It is the bases of all the other parts of the database Relational database- is a collection of tables which combines the data in one table with the data in other tables to create forms, queries and reports. Field- the type of data that will be collect. For example Name, Address, Phone. Record / Row is the unique information collected in fields on particular person or item. For example Harry Smith, 123 Happy lane Design View the view used to create and edit the data structure Datasheet View- The view used when entering particular data Primary Key- data that is unique to each record (example SS #, student ID #, Teacher SAP #). The uniqueness of this number is important when setting up relational databases. Launch Access 1. Click on the Start button 2. Choose Programs 3. Drag to Microsoft Office 4. Choose Microsoft Access Click on Blank Database (located on the top left of the screen) 6. On the right side type in the name of the database 7. Choose the save location by clicking on the small folder and browsing to a location. Select the location and click OK 8. Click Create Design/Data View There are two ways in which you can create an Access Database. The first is the Datasheet View. In this view you start by entering the actual data. There are no field names. Access will automatically detect the type of data you are entering and will let you know if current data type is mismatched to other data in that field. For example, if you are entering students grades and you have already typed 1, 4, 6 and then on the fourth record you enter K for kindergarten, Access will alert you that this is mismatched data and ask you to reenter or change the data type to text. The second method is the Design View. In this view you will start with the database structure and decide the data type that is allowed in each field. Switching Views 1. Click on the View button (top left corner) to switch to Design View Page 1 6/18/2013

5 2. The first time you change a view, you will be asked to save and name the table. (In our example we will name it TblStudentInformation) It is a good idea to use a naming convention in order to keep the tables, queries, forms and reports grouped together. Do not use spaces between words. Table names start with Tbl. Access Version 2007 and later allow you to group by objects, however using the naming convention below may help you until you become more familiar with the Access icons. Queries names- start with Qry Form names-start with FRM Report names-start with RPT Data view Alternative Click on the desired view from the status bar located in the lower right corner Design View Creating the Table Structure The first line of the Design View will be the ID field which is designated as a primary key field. It is a personal preference whether you wish to keep the ID field as the primary key or whether you want to change it to another unique field such as SS#, SAP ID, or Student ID. The primary key is necessary if this is a relational database. It does not hurt if you just leave it. Before deciding on the structure think about how this data will be used. Separate the fields so the table can be easily sorted, filtered or merged. For example: consider having two separate fields for someone s name (last and first), instead of just a name field. This will insure correct alphabetizing and the ability to use the first name OR the last name in a merge. 1. From the Design view, click on the line below the ID Field 2. Type in your first field label 3. Press the tab key to go to the Data Type column. Click on the down arrow by the word Text and a drop down menu will appear a. Text- allows up to 255 characters of any type (text, numbers, date, ) to be typed in the field b. Memo- allows an unlimited amount of any characters to be typed in the field. Great for comment fields c. Number- Only numbers may be typed d. Date/Time-Only dates or time entered in an allowable format will be permitted e. Currency allows the use of money symbols f. AutoNumber-Automatically numbers your records g. Yes/No- a checkbox field appear. Check for Yes and leave unchecked for No h. Ole Object- Allows you to insert clipart, pictures i. Hyperlink- will allow a live link to a website j. Attachment- Allows you to add more pieces of data to the record(images, PowerPoint, Spreadsheet, Word Documents) Page 2 6/18/2013

6 k. Calculated- Create a field that calculates values, calculations include other field with in the tables. Calculations are read only and cannot include fields from other tables or queries l. Lookup Wizard- allows you to create a drop down menu OR to choose a field from a related table. 4. The field description is optional and used to describe a field label that may need further description. After you type in the field name you can just click the down arrow to automatically accept the Text data type option. Alternatives Add Fields- Click the Insert Rows option on the Table Tools Design tab to add another field. Delete Fields- Click on the row to be deleted and either press the delete key on the keyboard or choose the Delete Rows option. * Remember Fields are on every record so delete a field with caution. OR Right click on a field and choose Insert Row or Delete Row. Field Properties There are field properties options that vary depending on the data type you have chosen. After you have entered the field name and decided on the data type you may want to further define the field or add parameters. 1. Be sure your cursor is on the desired field 2. Click on the bottom half in the Field properties and make your selection a. Field Size-allows you to change the number of characters typed in a field up to 255. b. Format- Allows you to pick a predefined format. For example Short Date- if the data is entered as October 18, 2007 and the format has been change to short date, as soon as the data is accepted (tabbed out to the next field) it will convert it to 10/18/07. c. Input Mask-allows you to choose a pattern for the data such as automatically typing the hyphens for a phone number, social security or long zip. d. Caption- is used when you want a different field label to appear. An example would be a database created for speakers of other languages. The field names would be typed in English but the captions would be done in Spanish. e. Default Value-will automatically fill-in data in all records. For example type in FL in the State field. f. Validation Rule-an expression written that set parameters as to the type of data that may be entered in the field. Example M or F. Only these two letters may be entered in that field to designated gender. Page 3 6/18/2013

7 g. Validation Text- The message the person will see if incorrect data is typed in the Validation Rule field. h. Required-This option mandates that this field is completed before the record will be saved or even deleted. i. Indexed- Use this option to assure that duplicated data is not entered into another record. Works well for SS#, SAP ID, or student ID. i. Click the down arrow at the end of the Indexed line and choose Yes (No Duplicates) Input Mask-Phone, SS#, 4 digit zip An Input mask is used to create the hyphens or parenthesis around area codes and social security numbers. 1. Type in the field name: example, Phone, SS#, or long Zip. The data type must be TEXT. 2. Click in the Input Mask in the Field Properties. Small dots will appear at the end of the line 3. Click on the dots. You will be asked to save the table again, click Yes. 4. An Input Mask Wizard window will open. Click on the desired mask and continue to choose Next to follow the wizard until the Finish. (If you are going to use the information in a merge document click on the option with the symbols in the mask like this (655) , otherwise the parenthesis and hyphen will not appear in Word document. Date of Entry It may be useful to have Access automatically fill in the date of record entry. 1. Type the field name as Date of Entry. (If you use just the word Date Access will send an error message that this word is a reserved word and may cause problems). 2. From the Data Type options choose the Date/Time. 3. Click on the Default Value line and select the little dots that appear at the end of the line. 4. In the first column of the expression Builder window double click on Function. a. In the sub menu single click on Built in functions. 5. In the middle column single click on Date and Time. 6. In the last column double click on Now. (You will see =NOW() in the Expression Builder window) 7. Click OK. 8. In the Field Properties click on Format and choose short date. You may also type =NOW() in the Default line and skip the Expression Builder Look Up Wizard-Drop Down Menu 1. Type the name of the field. 2. At the data type column choose Look up Wizard or click the Lookup Column Icon on the Toolbar. 3. Click the radio button that read I will type the values that I want and click Next. 4. Type your list (one under the other). 5. Click Next and Finish. Page 4 6/18/2013

8 The list is currently editable which means that if someone wishes they may type additional text if they don t find a choice they desire. You may force the person to make a selection from your list (this is very helpful when sorting data) by: 1. Clicking on the Lookup Tab in the Field Properties. 2. Change the Limit to List to YES. 3. Change Allow Value List Edit to No. You may add to a currently created list by: 1. Click on the Lookup Tab in the Field Properties. 2. In the Row Source line type a semicolon (;) and your choice in quotes. Example- ; Italian. Drop Down with Multiple Values The Allow Multiple Values allows the user to choose more than one option in the field For Example an Elective list: 1. Create the drop down list as above using the look up wizard. 2. On the last screen check Allow Multiple Values. 3. Click on the Look up tab of this field and check the following settings. a. Limit to List choose Yes. b. Allow Multiple Values, choose Yes. c. Allow Value List Edits, choose No. Do not use periods in the PE abbreviation. Field Order It is easy to change the field order in the Design View 1. Click on the field line to be moved 2. Click, hold, and drag the field to the desired location Save Access automatically saves after each record after it is entered in the Data view. The first time you create a table or if you edit a table in the Design view you will need to save the table. Enter Data The Data View is the location where you will type in the individual records. If you wish to add or edit a field remember to return to the Design View. 1. From the Data View, click in the desired cell and begin to enter the data. Page 5 6/18/2013

9 2. Press the tab key to go to the next field. 3. When one record is complete another will automatically appear Alternatives to Add more records o Click the New Record Icon on the Home Tab OR press CTRL + +. o Delete a record by: Selecting the record (row), click on the Delete option on the Home tab, OR Right click to Delete Record, OR press the Delete key. o Click on the new record icon on the left side of the status bar (included with the navigation arrows. Spell Check There are two ways to spell check Press the f7 key. Or Click the Spelling icon on the Home Tab. Freeze Column This feature works well when you have a database with many fields. Highlight the columns to be frozen by dragging across the field names. Right click to Freeze Field. *Remember to right click in the column heading and choose unfreeze when you are finished. Alternative From the Home tab click on the down arrow by More. Choose Freeze or Unfreeze Field. Navigate to Records Click on the arrow pointing to the right for next record. Click on the arrow pointing to the right with a line for the last record. Click on the arrow pointing to the left for previous record. Click on the arrow pointing to the left with a line for the first record. Autofit Column There are several ways to narrow or widen the column: 1. Place your cursor in the header row on the line between the two fields to be resized. a. Click, hold, and drag to the desire width. Or b. Position the cursor between the field headings until a cross with two arrows appear. Double click to autofit to the biggest piece of data. 2. Autofit the entire table at the same time: a. Click in the Select all icon located in the upper left corner of the Data View. b. Position your cursor between any two columns until the cursor turns into cross with two arrows and then double click. Page 6 6/18/2013

10 Gridlines/Alternate Fill You may display gridlines in several ways: From the Home Tab, click on the down arrow by the Gridline icon and choose either Gridlines - both, horizontal, vertical, or none. OR Alternate Fill allows you to fill in every other line with a different shade to make it easier to read. Click on the down arrow by the Alternate Fill icon and choose a color. Sort Records Alphabetize your records by: Click on the column to be alphabetized. From the Home Tab choose AZ Ascending. OR Right click on a field name and choose AZ or ZA. OR Click on the down arrow by the field name and make a selection. Find Records This option allows you to quickly locate a record. 1. Click in any cell in the desired field. 2. Click on the Binoculars located on the Home tab. 3. At the Find and Replace window, type the information you are looking for in the Find What field. 4. Be sure the correct field is listed in Look In and choose Find Next. 5. The field will be highlighted that matches the requested data. Filter Records Use this feature to filter out specific records. Click the down arrow by the field name and uncheck any of the undesired option, and click OK. Alternative Place your cursor in a field in the column that will be filtered. Click on the Filter option on the Home tab and select the desired fields. Remove the Filter Click on the Toggle Filter to remove the filter. Page 7 6/18/2013

11 Filter by Form 1. Click on the arrow by the Advanced option and choose Filter By Form. 2. Small down arrows will appear by each field. 3. Make a choice under any field or choose several field options. 4. Click on the Toggle Filter to run the filter. *Click the Toggle Filter option again to see all the records. Filter by Selection 1. Click in a cell that contains the information you are looking for. 2. Click on the arrow by Selection icon. 3. Pick your selection from the drop down menu. *Click the Toggle Filter option again to see all the records. Close Close a table, query, form, or report by clicking on the X on the right corner of the object on the same line as the tab. Navigation Pane The task pane on the left side of the screen is called a Navigation Pane. Click on the double arrows pointing left to close the pane. Open the pane by double clicking on the arrows pointing to the right. AND You can group all of the objects together such as all the table, queries, forms and reports by choosing the down arrow by All Access Objects and choosing the Object Type option. Queries A query is a subset of the original table that can be designed to meet specific criteria. Each time a new record is added that matches the criteria in a query it will be automatically added to that query. Create a query Click on the Create tab and choose either Query Wizard or Query Design. Query Wizard This query type works best if there is no criteria in the query subset. Page 8 6/18/2013

12 1. Click on the Query Wizard. 2. Choose Simple Query and click OK. 3. Select the desired fields and click Next. 4. Choose Detail and click Next. 5. Name the Qry (start with Qry) and click Finish. *if you have a multiple values field (electives.value) do NOT include it in the query or it will add multiple records for the same student. Query Design Use this type of a query creator if you have specific criteria to match. 1. Click on the Create Tab and choose Query Design. 2. Choose the table which contains the data and click Add and then Close. 3. Select the desired fields a. Double click on each field. or b. Drag each field to the preferred column. or c. Click on the down arrow by the Field name. 4. Type in the desired criteria in the criteria line. 5. Click on the Run icon (Red Exclamation Point) to preview the results. 6. Save the query by clicking the save icon on the Quick Access toolbar or by choosing the Save As option under the Office Button, choose Save Object As. 7. Name the query (start with Qry). Form A form is a database object you can use to enter, edit, or display data. One Record at a Time 1. Click on the original table first from the navigation task pane on the left. 2. Click on the Create Tab. 3. Choose the Form icon. 4. A form will be instantly created which shows you one record at a time. 5. Click on the undesired label, hold the SHIFT key to select the data field as well. When both are selected press the delete key to remove the both the field and the label simultaneoulsy. 6. Save the form (Start with Frm). Format the Form The lower right corner you will see three options; Form, Layout, and Design be sure you have Layout selected. OR Right click on the tab name and choose Layout View OR Page 9 6/18/2013

13 Choose Format from the Form Layout Tools Add a Background 1. From the Format Layout Group, choose the Format tab. 2. Choose Background Image, and browse to desired image. Add a Logo From the Format Layout Group, choose the Design tab and select the Logo Button and browse to your logo picture. 1. Right click on the picture, choose Properties. 2. At the Properties Task Pane (right), click on the Format Tab. 3. Choose the Size Mode and select Zoom. Split View A Split form gives you the form view on the top and the datasheet view (table) below 1. Click on the Create tab, choose More Forms. 2. Select the Split Form button. A form is automatically created. 3. Save this form if desired. Multiple Items 1. From the Create Tab, choose More Forms. 2. Select the Multiple views. In this view you see all the records at one time similar to the datasheet (table) View. A new form is created. 3. Save this form if desired. Changing Tab Order Sometimes when a form is automatically created the fields may not be placed in the correct tab order, fix this by: 1. From the Design View select the Form. 2. From the Format Layout Tools Arrange Tab choose Tab Order. 3. From the Tab Order window choose Auto Order. 4. Click OK. Alternative 1. From the Tab Order window, click on the field to be moved. 2. Click, hold and drag to the desired location. 3. Click OK when done. Page 10 6/18/2013

14 Report There are two ways to create a report: Report and Report Wizard Report In the Report option you can create an instant report based on the table or query you have selected. 1. Click on the desired Table or Query in the left task pane. 2. Select the Create tab and choose the Report option. A report will automatically be created and you will be in the Layout View (third option in the lower right corner). Header row and Records In order to select an entire column (including the header and all the records) click the desired header field. From the Arrange tab choose Select Column. Delete Column- Once the select column is highlighted press the Delete or Backspace key to remove it from the report. Multiple Select-to choose more than one column at a time, o Click the first column header, o Then hold the CTRL key and click on each subsequent column header o Finally chose Select Column from the Arrange tab. Press delete or edit the column as desired Change column Width-Click on a column, place your cursor on the right edge and drag to the left to decrease the size and to the right to increase the column width. Change Orientation-Click on Page Setup tab and choose portrait or landscape. Edit the Title- (Layout View) Double click on the title to highlight and then type the desired text. Group- Click on the Add a group option in the lower part of the screen o A fields list will appear, click on the desired field. o You may add a second grouping if you wish by repeating the above steps o Use the up or down to change the order of the grouping. o Click on the X to close/delete a grouping. Group and Sort Group-It may be easier to understand information on a report when the data is divided into groups. From the Design tab choose Group and Sort option 1. Click on Add a group in the lower part of the screen. 2. A field list will open choose the desired grouping. 3. Continue to add a group if you want further grouping. Sort once a report has been group you can then decide how each group will be sorted, example last 1. Click on Sort. 2. On the Field list window select the field to be sorted. Calculations 1. On the Group, Sort and Total pane click on the More option by the grouping to be calculated Page 11 6/18/2013

15 2. Click on the down triangle by with no totaled or Last Totaled and make a selection a. Show Grand Total with count all the records. (Be sure you ask for a count not a sum). b. Show group totals as % of Grand total will yield results in percentages. c. Show in group header will count the records in the group and place the result in the header. d. Show in group footer will count the records in the group and place the result in the footer. Design View Click on the Design icon under the View button or on the View status bar (lower right). In this view you may add a logo by pressing the logo button, move fields, or add existing fields. Click on the Report View in the lower right status bar when you have finished Report Wizard The wizard allows you to create a simple report by walking you through the steps necessary to create a report. 1. Double click on the original table. 2. Click on the Create tab. 3. Choose Report Wizard. 4. A window will appear, choose the Table as the source for the data. 5. Double click on each field to be placed in the report, click Next. 6. A grouping window will appear. Double click on the field(s) you wish to group by and click Next. 7. Choose the fields to be sorted and click Next. 8. Choose the Layout and click Next. 9. Title the report (start with Rpt) and choose Finish. Layout and Calculations When you use the wizard you will need to: Click on the Layout View from the lower right status bar and choose Group and Sort from the Design tab in order to calculate or regroup *You can change the way a yes/no field is displayed in the report. You have three options, Yes/No, True/False or On/Off. From the Layout view, choose the Design tab and select the Property Sheet option. Click on the down arrow by the Format option and make your selection. Page 12 6/18/2013

16 Printing Groups Click on the More options in the Group, Sort and Total pane. Click on the down arrow by do not keep group together on one page - Use this option if you are not concerned about groups being broken up by page breaks. For example, a group of 30 items may have 10 items on the bottom of one page and the remaining 20 items at the top of the next page. Choose keep whole group together on one page to have each group appear in separate pages - This option helps minimize the number of page breaks in a group. If a group cannot fit in the remaining space on a page, Access leaves that space blank and begins the group on the next page instead. Large groups may still span multiple pages, but this option minimizes the number of page breaks within the group as much as possible. Choose keep header and first record together on one page - For groups with group headers, this ensures that the group header will not print by itself at the bottom of a page. If Access determines that there is not enough room for at least one row of data to be printed after the header, the group begins on the following page. Print Groups on Separate Sheets Click on the Design view. From the Design Tab choose the Property Sheet option. Click on the Field header option. Be sure it is NOT the page Header. On the Force New Page option choose Before Section. Mail Merge A mail merge uses your created data and merges it to make labels or individualized letters. Label 1. Click on the Create tab 2. Choose the Labels option from the Report group. 3. The label wizard window will open. Choose the desired label (5960 or 5160 is the standard 30 address label) and click Next. 4. Choose the preferred text effects and click Next. 5. In the prototype label double click on each field to be placed in the label. *Remember to press the space bar between the fields and click Next. 6. Choose a Sort (optional), and click Next. 7. Title your report (start with Rpt) and click Finish. Page 13 6/18/2013

17 Merged with Word 1. Click on the table to select it. 2. Click on the External Data tab. 3. Click on Word Merge. *If you get a message that reads it is in exclusive mode Close and reopen the database 4. At the wizard window choose Create a document and then link your data to it. Click OK. 5. A new Microsoft Word document will open. 6. Click on the down arrow by the Insert Merge Field icon from the Mailings tab. Choose the field. Remember to press the space bar BFEORE inserting the next field. The inserted fields will appear <<Last>>. 7. Click on the Preview Button to see the actual data. 8. Click on the navigation arrow to scroll through your letters. 9. The Finish and Merge option will print all your letters or you may choose the preferred record to print. Import an Excel File You may export an Excel file into Access in order to create simple queries and reports. 1. Click on the External Data Tab. 2. Choose the Excel icon from the Import and Link group. 3. At the window click the Browse and locate the Excel file. Be sure Import source data into a new table in the database is selected and click OK. 4. Be sure the correct sheet is chosen an click Next. 5. First Row contains Column Headings should be selected. Click Next. 6. Click the Next button on the Field options. a. Click on each column and then check the data type and the index status. b. Leave the index set to NO unless you want to insure no duplicates. In the case of SAP, SS#, And Student ID which are all unique numbers, choose Yes, no duplicates. 7. You may choose to Let Access add primary key, or pick a unique value as a primary click Next. 8. Name the table (start with Tbl) and click Finish. 9. Close the Save Steps window. Microsoft Security Alert When Access reopens a database a message bar appears Security Warning.. You then have to click the options button and be sure Help protect me. Is selected and click OK. Page 14 6/18/2013

18 If you wish to by pass this step 1. Clicking on the Open Trust Center hyperlink 2. Choose Macro settings 3. Click on Enable all macros (not recommended..) 4. Click OK Page 15 6/18/2013

19 Design View Data View Today s Date will be automatically entered if you add the now() formula. Page 16 6/18/2013

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