Access Getting Started The Access Window

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1 Microsoft QUICK Source Access 2007 Getting Started The Access Window u v w x y z Creating a Database Based on a Template When you create a database based on a template, preformatted tables, queries, forms, and reports are included with the database. 1. Click the Microsoft Office button. 2. Select New from the resulting menu. 3. In the Template Categories pane, do one of the following: To download an online template, click the Business, Education, Personal, or Sample shortcut. To use a template stored on your computer, click the Local Templates shortcut. 4. Select the template you want to use. 5. Enter a file name in the File Name box. 6. Click the Browse for a location to put your database button. 7. Select a location to save the database and click the OK button. 8. Click the Download or Create button. { u Quick Access Toolbar contains shortcuts for the most commonly used tools. v Microsoft Office Button contains common file and system commands. w Tab Bar contains tabs that display tools and commands in the ribbon. x Ribbon contains groups of tools for use with Access y Object Tabs display tabs for open database objects. z Navigation Pane allows you to work with all database objects. { Status Bar contains worksheet information and shortcuts, including View buttons. Object Window displays the currently open database object. Using the Navigation Pane The Navigation pane replaces the Database window and allows you to work with all objects contained in the database. u Navigation Pane Menu allows you to change the objects displayed in the pane. v Shutter Bar Open/Close Button allows you to expand or collapse the pane. (You can also press F11.) w x Group Bar displays database objects. Expand/Collapse Button allows you to expand or collapse a group. Creating a New Blank Database When you create a blank database, you must add the tables, queries, forms, and reports to the database. 1. Click the Microsoft Office button, and select New from the resulting menu, or press Ctrl + N. 2. In the Getting Started with Microsoft Office Access page, click the Blank Database shortcut under New Blank Database. 3. Enter a file name in the File Name box. 4. Click the Browse for a location to put your database button. 5. Select a location to save the database and click the OK button. 6. Click the Create button. w u v x Opening an Existing Database 1. Click the Microsoft Office button and select Open from the resulting menu, or press Ctrl + O. 2. Locate and select the file you want to open. 3. Click the Open button. Note: To open a recently used database, click the Microsoft Office button and select a database under Recent Documents. Database Objects Access database files consist of objects that help you manage all your information. Database objects include: Tables for storing data in spreadsheet form. Forms for viewing, adding, and updating data. Reports for analyzing or printing data in a specific layout. Queries for finding, filtering, and retrieving data. Macros for automating tasks. Modules for automating tasks using Microsoft Visual Basic. Note: To open a database object, double-click the object in the Navigation pane, or right-click the object in the Navigation pane and select Open from the shortcut menu. Working with Tabs To switch between open objects, click on the object tab for the object you want to view. To switch the object view, right-click the object tab and select a view from the shortcut menu. To close an object, right-click the object tab and select Close from the shortcut menu, or click the Close button in the upper-right corner of the Object window. To close all open objects, right-click the object tab and select Close All from the shortcut menu. Saving a Database Object 1. Select the object, click the Microsoft Office button and select Save from the resulting menu, or right-click the object tab and select Save from the resulting menu. 2. Enter a name for the object in the Object Name box and click the OK button. (Note that when you save a query, you are not given the option to enter a name.) Note: To quickly save after the initial save, click the Save button on the Quick Access toolbar, or press Ctrl + S. 1

2 Views & Tables Views Working with Views Each type of database object has different views available. Datasheet View allows you to view and enter data in tables, forms, and queries in a spreadsheet format. Design View allows you to change the design of objects. Form View allows you to display, enter, or edit data from a table or query. Layout View allows you to edit forms and reports while you view a live form or report. Report View allows you to view a report without printing or previewing it. Print Preview View allows you to preview a report as it will look when it is printed. PivotTable View allows you to create a pivottable from table or query data. PivotChart View allows you to create a pivotchart from table or query data. SQL View allows you to create data definition queries. Changing the View 1. Click on the Home tab. 2. Click the bottom section of the View button in the Views group. 3. Select a view from the resulting menu. Note: You can also click the view buttons Status Bar. on the Navigating in Form, Datasheet, or Layout View In Form, Datasheet, and Layout views, use the Navigation buttons at the bottom of the Object window to move between records. First Record Previous Record Current Record Next Record Last Record New Blank Record Tables Creating a New Blank Table A table is a collection of data about a topic in spreadsheet form. Tables contain records made up of fields. By default, a table is automatically created when you create a new blank database. To create a new blank table and open it in Datasheet view, click the Table button in the Tables group. To create a table based on a template, click the Table Templates button in the Tables group and select a template from the resulting menu. To create a new blank table and open it in Design view, click the New Object: Table button in the Tables group. Adding a Field to a Table in Design View 1. In Design view, click on the Design tab. 2. Click the Insert Rows button in the Tools group. 3. Enter a name in the space provided and press the Enter key. 4. Optional: To change the data type, click in the cell adjacent to the field name in the Data Type column, click the arrow on the field, and select a data type from the resulting menu. 5. Optional: To view or change the field properties, click the Property Sheet button in the Show/Hide group. Enter or select properties in the Property Sheet pane. 6. Optional: To enter a description, enter details in the cell adjacent to the field name in the Description column. Adding a Field to a Table 1. In Datasheet view, click on the Datasheet tab. To insert a field based on a template, click the New Field button in the Fields & Columns group. In the Field Templates pane, double-click the field you want to add. To insert a blank field, double-click the Add New Field column header and enter a field name. To insert a field based on a field in another table, click the Add Existing Fields button in the Fields & Columns group. Click the plus sign next to a table in the Field List pane to expand the fields in the table and double-click the field you want to add. 3. Optional: To rename a field, select the field and click the Rename button in the Fields & Columns group. Enter the new name over the current text and click outside the field. 4. Optional: Do any of the following in the Data Type & Formatting group: To change the data type, click the arrow on the Data Type box and select a data type from the resulting menu. (The default field type is text. You cannot change the data type for certain template fields.) To change the field format, click the arrow on the Format box and select a format from the resulting menu. To require the field data to be unique to the table, check the Unique box. To make the field required, check the Is Required box. Note: You can also drag a field from the Field Templates or the Field List pane to place it in the table. Adding a Totals Row 1. Open a table or query in Datasheet view. 2. Click on the Home tab. 3. Click the Totals button in the Records group. 4. In the Totals row, click in the column you want to add a sum, average, count, maximum, minimum, standard deviation, or variance, click the arrow in the column, and select Count from the resulting menu. Note: To hide the Totals row, click the Totals button in the Records group. Setting Table Properties 1. In Design view, click on the Design tab. 2. Click the Property Sheet button in the Show/Hide group. 3. In the Property Sheet pane, enter or select the property in each field. 4. Click the Save button on the Quick Access toolbar. 5. Click the Close button to close the Property Sheet pane. Setting or Changing Field Properties 1. In Design view, click on the General tab in the Field Properties pane. 2. Select the field you want to set or change properties for. 3. In the Field Properties pane, enter or select properties. Deleting a Field 1. Select the field you want to delete. In Datasheet view, click on the Datasheet tab and click the Delete button in the Fields & Columns group. In Design view, click on the Design tab and click the Delete Rows button in the Tools group. 3. Click the Yes button to confirm deletion. 2

3 Table Relationships & Data Table Relationships Creating a Table Relationship A relationship links tables together to provide distribution and organization to a large amount of data to prevent redundancy. A relationship works by matching key fields in each table. 1. Click on the Database Tools tab. 2. Click the Relationships button in the Show/Hide group. 3. In the Show Table dialog box, click on the Tables, Queries, or Both tab. (If the Show Table dialog box is not displayed, click the Show Table button in the Relationships group.) 4. Select the table or query you want to add and click the Add button. (Repeat for each table or query you want to add.) 5. Click the Close button to close the Show Table dialog box. 6. Drag the field in one table to the common field in another table. 7. Optional: Make changes to the relationship in the Edit Relationships dialog box. 8. Click the Create button to create the relationship. 9. Click the Save button on the Quick Access toolbar. 10. Click the Close button in the Relationships group. Editing Relationships 1. Click on the Database Tools tab. 2. Click the Relationships button in the Show/Hide group. 3. Do any of the following: To make changes to the relationship, select the relationship link line and click the Edit Relationships button in the Tools group. Make changes and click the OK button. To delete a relationship, click the relationship link line and press the Delete key. Click the Yes button to confirm deletion. To create a report of relationships in the layout, click the Relationship Report button in the Tools group. To hide a table, select the table in the layout and click the Hide Table button in the Relationships group. To display direct relationships, select the table and click the Direct Relationships button in the Relationships group. To clear the entire relationship layout, click the Clear Layout button in the Tools group. 4. Click the Save button on the Quick Access toolbar. 5. Click the Close button in the Relationships group. Data Entering Data in Datasheet or Form View To enter data in a blank record, click in the field and enter data. To copy information from the same field in the previous record, press Ctrl +. To enter the current date, press Ctrl + ;. To enter the current time, press Ctrl + Shift + ;. To move to the next field, press the Tab or Enter key. To edit data, select the data in the field and enter new data. Note: Changes made to a record are saved automatically when you move to the next record. Sorting Data 1. Open a table, form, or query in Datasheet, Form, or Layout view. 2. Select the field you want to sort. 3. Click on the Home tab. 4. Click the Ascending or Descending button in the Sort & Filter group. (Note that the sort options vary depending on the data type.) 5. Optional: To remove the sort, click the Clear All Sorts button in the Sort & Filter group. Filtering Data 1. Open a table, form, query, or report in Datasheet, Form, Report, or Layout view. 2. Select the field you want to filter. 3. Click on the Home tab. 4. Click the Filter button in the Sort & Filter group. 5. Check or clear the boxes for values to filter by. 6. Click the OK button. 7. Optional: To remove the filter, click the Toggle Filter button in the Sort & Filter group. Note: To filter by selection, select all or part of a value in the field that you want to base the filter on. Click the Selection button in the Sort & Filter group and select an option from the resulting menu. Importing Data 1. Click on the External Data tab. 2. In the Import group, do one of the following: To import an Access database, click the Import Access database button. To import an Excel spreadsheet, click the Import Excel spreadsheet button. To import a SharePoint list, click the Import SharePoint list button. To import a text file, click the Import text file button. To import an XML file, click the Import XML file button. To import other types of files, click the More button and select a file type from the resulting menu. 3. Follow the instructions provided by the Get External Data wizard. Enabling Rich Text Formatting in a Table Rich text formatting allows you to format individual blocks of text. You can only enable rich text formatting in Memo fields. 1. To enable rich text formatting for a field, select the field in Design view. 2. Click in the Data Type column, click the arrow in the field, and select Memo from the resulting menu. 3. Click in the Text Format field in the Field Properties pane. 4. Click the arrow in the field and select Rich Text from the resulting menu. (If a dialog box appears, click the Yes button.) 5. If the field already contains data, click in the Append Only box in the Field Properties pane, click the arrow in the field, and select No from the resulting menu. 6. Click the Save button on the Quick Access toolbar. Note: When you apply formatting to a table field, Access uses that formatting in the forms and reports that are linked to that field. Formatting Text 1. In Datasheet view, click on the Home tab. To format plain text, select any field and click the buttons in the Font group. (Plain text formatting applies to all fields in the table.) To format rich text, select the text you want to format and click the buttons in the Font or Rich Text group. Working with the Mini Toolbar The Mini toolbar gives you quick access to formatting tools when you select fields enabled for rich text formatting. 1. Select the text you want to format. 2. Place your mouse pointer over the Mini toolbar to display it. 3. Click a button on the Mini toolbar to format text. 3

4 Queries, Forms & Reports Queries Using the Query Wizard A query can summarize data from multiple tables, sort and filter data, and perform calculations on groups of records. A query can also be used as a data source for forms and reports. 2. Click the Query Wizard button in the Other group. 3. In the New Query dialog box, select the type of query you want to create and click the OK button. 4. Follow the instructions provided by the wizard. 5. Click the Finish button when you are finished. Designing a Query 2. Click the Query Design button in the Other group. 3. Click the Tables, Queries, or Both tab in the Show Table dialog box and select a table or query. (To select multiple related items, hold the Ctrl key and click on each item.) 4. Click the Add button. 5. Click the Close button. 6. To add a field to the query, select the field in the field list and drag it to a column in the design grid. 7. Optional: To enter criteria for the query, click in the Criteria cell for the field and enter the criteria expression. (To use the Criteria Builder, click the Builder button in the Query Setup group.) 8. Click the Run button in the Results group to process the query. Forms Creating a Form Forms provide a customized way to enter, edit, or display data from a table or query. Forms can be used to edit existing records, display information from multiple tables, and display calculated values. 1. In Datasheet view, select the table or query with the data you want to use. 3. In the Forms group, do one of the following: To create a simple form, click the Form button. To create a form that displays multiple records, click the Multiple Items button. To create a form using the Form Wizard, click the More Forms button and select Form Wizard from the resulting menu. Follow the wizard to create the form. Designing a Form 2. Click the Blank Form button in the Forms group. 3. Do one of the following: To add a control, click a button in the Controls group and make selections. To add an existing field, click and drag the field from the Field List pane to the form. (To expand the fields, click the plus sign next to a table in the Field List task pane.) 4. Optional: To format a control or field, select the item and click the buttons in the Font group. Creating a Split Form The Split Form tool allows you to view the data in Form or Layout view and Datasheet view at the same time. 1. Select the table or query with the data you want to use. 3. Click the Split Form button in the Forms group. Reports Creating a Report 1. Select the table or query with the data you want to base the report on. 3. In the Reports group, do one of the following: To create a simple report, click the Report button. To create a report using the Report Wizard, click the Report Wizard button and follow the wizard to create the report. Designing a Report 2. Click the Report Design button in the Reports group. 3. Do one of the following: To add a control, click a button in the Controls group and click and drag in the form to create the control. To add an existing field, click and drag the field from the Field List pane to the form. (To expand the fields, click the plus sign next to a table in the Field List pane.) 4. Optional: To format a control or field, select the item and click the buttons in the Font group. Using the Group, Sort, and Total Pane By default, when you create or design a report, the Group, Sort, and Total pane will appear. If the pane is not displayed, click the Group & Sort button in the Grouping & Totals group on the Format or Design tab. To add a group, click the Add a group button in the pane and select a field in the box that appears. To add a subgroup, select the group in the pane, click the Add a group button in the pane and select a field in the box that appears. To add a sort, click the Add a sort button in the pane and select a field in the box that appears. To move a group or a sort in the pane, select the group or sort and click the Move up or Move down button. To delete a group or a sort, select the group or sort and click the Delete button. To close the Group, Sort, and Total pane, click the Close Grouping Dialog Box button or click the Group & Sort button in the Grouping & Totals group on the Format or Design tab. Creating Labels 1. Select the table or query you want to use to create labels. 3. Click the Labels button in the Reports group. 4. Follow the instructions provided by the Label Wizard. QUICK To order call toll-free Microsoft Access 2007 copyright 2007 by QUICK Source. All rights reserved. No portion of this material may Source be saved in any retrieval system without the express written permission of the copyright owner. QUICK Source is not responsible for errors or omissions in this guide or damages resulting from the use of this material. Microsoft Access is a registered trademark of Microsoft Corporation. Printed in USA. Visit our Web site: 4

5 Extras & Output Extras Viewing Information on Object Dependencies You can view dependencies between database objects to help maintain a database and avoid missing record source errors. For example, before deleting a database query that is no longer needed, you can find out which other objects in the database use the query. 1. Select the object in the Navigation pane. 2. Click on the Database Tools tab. 3. Click the Object Dependencies button in the Show/Hide group. 4. In the Object Dependencies pane, select Objects that depend on me or Objects that I depend on. 5. Click the plus sign next to an object in the pane to view dependency information for the object. Note: The Track name AutoCorrect info option must be enabled to view dependency information. To enable this option, click the Microsoft Office button, click the Access Options button, and click the Current Database shortcut. Check the Track name AutoCorrect info box. Click the OK button in the dialog box that appears and click the OK button. Finding and Replacing Data 1. Click on the Home tab. 2. Click the Replace button in the Find group. 3. In the Find What box, enter the data you want to find. 4. In the Replace With box, enter the replacement data. 5. Optional: Specify additional search parameters. 6. Click the Find Next button. 7. Click the Find Next, Replace, or Replace All button. 8. Click the OK button and click the Close button. Using Repeat, Undo, and Redo To undo your last action, click the Undo button on the Quick Access toolbar or press Ctrl + Z. To undo multiple actions, click the arrow on the Undo button and select the actions you want to undo. To redo an action, click the Redo button on the Quick Access toolbar or press Ctrl + Y. Customizing the Quick Access Toolbar 1. Click the Customize Quick Access Toolbar button to the right of the toolbar. 2. Select More Commands from the resulting menu. 3. Click the arrow on the Choose commands from box and select a category from the resulting menu. 4. In the left box, select the command you want to add and click the Add button. 5. Optional: To remove a command from the toolbar, select the command in the right box and click the Remove button. 6. Click the OK button when you are finished. Note: To quickly add a default command button to the Quick Access toolbar, click the Customize Quick Access Toolbar button and select a command from the resulting menu. Cutting, Copying, and Pasting Text 1. Select the text you want to cut or copy. 2. Click on the Home tab and do one of the following; To cut the text, click the Cut button in the Clipboard group or press Ctrl + X. To copy text, click the Copy button in the Clipboard group or press Ctrl + C. 3. Click where you want to paste the selection. 4. Click the top section of the Paste button in the Clipboard group or press Ctrl + V. Using the Office Clipboard The Office Clipboard can collect text or other items that you copy or cut from all Office programs. You can place up to 24 items on the Office Clipboard and paste them directly into a database object. 1. Click where you want to paste the text or item. 2. Click on the Home tab. 3. Click the Show the Office Clipboard Task Pane launcher in the Clipboard group. 4. Select the text or item you want to paste. 5. Optional: To clear the items on the Clipboard, click the Clear All button at the top of the Clipboard task pane. 6. Click the Close button to close the Clipboard task pane. Output Backing Up a Database 1. Save and close all objects in the database. 3. Select Manage. 4. Select Back Up Database from the resulting menu. 5. Select a location for the backup up copy. 6. Enter a name for the backup copy in the File name box. 7. Click the Save button. Using Print Preview 1. Open the database object you want to preview. 3. Click the arrow next to Print. 4. Select Print Preview from the resulting menu. 5. Optional: Click the buttons in the Page Layout group. 6. Do one of the following: To close the preview, click the Close Print Preview button in the Preview group. To print the object, click the Print button in the Print group, select print options, and click the OK button. Printing a Database Object 1. Select the database object you want to print. 3. Click the arrow next to Print. 4. Select Print from the resulting menu. 5. Optional: To print selected records, select Selected Record(s). 6. Click the OK button to print. Note: To quickly print the object with default printer settings, click the Microsoft Office button, click the arrow next to Print, and select Quick Print from the resulting menu. ing an Object 1. Select the database object you want to send as an attachment. 3. Select from the resulting menu. 4. In the Send Object As dialog box, select an output format and click the OK button. 5. Enter recipient information in the To box. 6. Click the Send button to send the object as an attachment. 5

6 Other Shortcuts, Home Tab Shortcuts & Getting Help Other Shortcuts Quick Access Toolbar Save... Ctrl + S Undo... Ctrl + Z Redo... Ctrl + Y Home Tab Shortcuts Views Group View... none Clipboard Group Paste... Ctrl + V Cut... Ctrl + X Copy... Ctrl + C Format Painter... none Font Group Font... none Font Size... none Bold... Ctrl + B Italic... Ctrl + I Underline... Ctrl + U Align Text Left... Ctrl + L Center... Ctrl + E Align Text Right... Ctrl + R Font Color... none Gridlines... none Alternate Fill/Back Color... none Rich Text Group Decrease List Level... Ctrl + X Increase List Level... Ctrl + C Left-to-Right Text Direction... none Numbering... none Bullets... none Text Highlight Color... none Getting Help Using Access Help 1. Click the Microsoft Office Access Help button on the Tab Bar or press F1. To browse Access Help, select a topic heading in the Browse Access Help box. To browse the Help Table of Contents, click the Show Table of Contents button on the Standard toolbar. Click a book icon to open a topic and view its subtopics. 3. Click once on a topic to view Help information. Note: Click the Home button on the Standard toolbar to return to the Browse Access Help box. Click the Back and Forward buttons to navigate through Access Help. Printing a Help Topic 1. Display the Help topic you want to print. 2. Click the Print button on the Standard toolbar. 3. Select print options. 4. Click the Print button to print the topic. Records Group Refresh All... none New... Ctrl + + Save... Shift + Enter Delete... Delete Totals... Spelling... More... none F7 none Sort & Filter Group Ascending... none Descending... none Clear All Sorts... none Filter... none Selection... none Advanced Filter Options... none Toggle Filter... none Find Group Find... Ctrl + F Replace... Ctrl + H Go To... none Select... none Using Access Keys Access keys provide quick access to commands. To display access keys for the ribbon, press the Alt or F10 key. KeyTip icons are displayed over each feature. Press an access key or key combination to execute the command. Searching for a Help Topic 1. Click the Microsoft Office Access Help button on the Tab Bar or press F1. 2. Click the arrow on Search button and select where you want to search from the resulting menu. 3. Do one of the following: To search for a new Help topic, enter what you want to search for in the Type words to search for box and click the Search button. To search for a recently used search topic, click the arrow on the Type words to search for box and select a topic from the resulting menu. 4. Click once on a topic to view Help information. Connecting to Microsoft Office Online 1. Click the Offline button at the bottom-right corner of the Help window. 2. Select Show content from Office Online from the resulting menu. 6

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