MOS 2013 Study Guide. Microsoft Access EXAM Microsoft IT Academy
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1 MOS 2013 Study Guide EXAM Microsoft Access Microsoft IT Academy
2 Note This content aso pubished as MOS 2013 Study Guide for Access Avaiabe at your favorite bookseers ISBN MOS 2013 Study Guide John Pierce EXAM Microsoft Access See a our tites at: microsoftpressstore.com
3 PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington Copyright 2013 by John Pierce A rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the pubisher. Library of Congress Contro Number: ISBN: Printed and bound in the United States of America. First Printing Microsoft Press books are avaiabe through bookseers and distributors wordwide. If you need support reated to this book, emai Microsoft Press Book Support at mspinput@microsoft.com. Pease te us what you think of this book at Microsoft and the trademarks isted at EN-US.aspx are trademarks of the Microsoft group of companies. A other marks are property of their respective owners. The exampe companies, organizations, products, domain names, emai addresses, ogos, peope, paces, and events depicted herein are fictitious. No association with any rea company, organization, product, domain name, emai address, ogo, person, pace, or event is intended or shoud be inferred. This book expresses the author s views and opinions. The information contained in this book is provided without any express, statutory, or impied warranties. Neither the authors, Microsoft Corporation, nor its reseers, or distributors wi be hed iabe for any damages caused or aeged to be caused either directy or indirecty by this book. Acquisitions Editor: Rosemary Caperton Editoria Production: Onine Training Soutions, Inc. (OTSI) Technica Reviewer: Rob Carr (OTSI) Copyeditor: Victoria Thuman (OTSI) Indexer: Joan Lambert (OTSI) Cover: Microsoft Press Brand Team
4 Microsoft IT Academy (ITA) E-Book License Agreement Microsoft Corporation grants to Microsoft IT Academy (ITA) teachers and students the non-excusive right to downoad, view, and use, this e-book at no additiona charge in connection with an ITA cass. ITA teachers may aso dispay and/or make digita copies of this e-book soey for distribution to ITA students currenty enroed in their cass. ITA teachers and students may ony print imited sections of the e-book (but not the entire e-book) for reference purposes ony. To obtain a compete print version of this e-book, pease purchase the book from an avaiabe retaier or from Other than as stated in this E-Book Agreement, you may not copy, print, modify, remove, deete, augment, add to, pubish, transmit, se, rese, icense, create derivative works from, or in any way expoit any of the e-book s content, in whoe or in part, in print or eectronic form, and you may not aid or permit others to do so. A other rights are reserved.
5 Contents Introduction...ix Who this book is for...ix How this book is organized...ix Downoad the practice fies...x Sidebar: Adapting exercise steps...xi Ebook edition....xii Get support and give feedback....xii Errata xii We want to hear from you...xiii Stay in touch....xiii Taking a Microsoft Office Speciaist exam...xv Microsoft Office Speciaist certification...xv Seecting a certification path....xv Test-taking tips.... xvi Certification benefits....xvii For more information...xviii Exam Microsoft Access 2013 Prerequisites Create and manage databases Create new databases Creating desktop databases....5 Creating Access web apps...7 Working with appication parts....9 Using earier Access fie formats...14 Practice tasks...15 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continuay improve our books and earning resources for you. To participate in a brief onine survey, pease visit: microsoft.com/earning/booksurvey iii
6 iv Contents 1.2 Manage reationships and keys...16 Specifying primary keys...16 Setting and viewing reationships Practice tasks Navigate through databases...22 Working with Access views Finding records...23 Configuring the Navigation pane...25 Buiding navigation forms...28 Practice tasks Protect and maintain databases...31 Compacting and repairing databases...31 Encrypting database fies...32 Backing up databases...34 Restoring data from a backup Merging Access databases...36 Spitting databases...37 Practice tasks Print and export databases Printing in Access Working in Print Preview...39 Exporting data...41 Saving databases as tempates...46 Using the Save Database As options...48 Practice tasks...51 Objective review Buid tabes Create a tabe...53 Defining tabes in Design view...54 Creating tabes in Datasheet view Importing data into a tabe...58 Sidebar: Creating an import spec Sidebar: Importing data from other formats...63 Using inked tabes...63
7 Contents v Creating tabes in Access web apps...66 Practice tasks Format tabes...68 Hiding fieds in tabes...68 Changing data formats Adding a Tota row...71 Adding tabe descriptions...71 Renaming tabes...72 Practice tasks Manage records...73 Adding, updating, and deeting records Appending records...75 Finding, sorting, and fitering data...76 Practice tasks Create and modify fieds Adding and deeting fieds Working with fied properties Sidebar: Other fied properties avaiabe in Datasheet view...90 Changing fied data types...91 Sidebar: Configuring fieds to auto-increment Using input masks...92 Practice tasks...94 Objective review Create queries Create a query...95 Running queries...96 Saving and deeting queries Creating seect queries...97 Creating parameter queries Creating action queries Viewing data in a crosstab query Sidebar: Union, pass-through, and data definition queries Managing mutipe tabes and joins Practice tasks...115
8 vi Contents 3.2 Modify queries Changing the fieds in a query Showing and hiding query fieds Specifying the sort order for queries Formatting fieds in a query Sidebar: Practice tasks Utiize cacuated fieds and grouping within queries Grouping and summarizing query records Sidebar: Creating custom fied names Using cacuated fieds Using operators in query criteria and expressions Entering expressions in the Zoom diaog box Sidebar: Getting hep from the Expression Buider Practice tasks Objective review Create forms Create a form Buiding forms by using the Form wizard Sidebar: Creating a main form and a subform Creating forms in Layout view Creating forms in Design view Creating subforms Setting form properties Sidebar: Modifying existing forms Saving and deeting forms Creating views in an Access web app Practice tasks Set form contros Adding, moving, and deeting form contros Sidebar: Using contro wizards Formatting form contros...152
9 Contents vii Modifying data sources Sizing and ordering contros in Design view Working with contro ayouts in Layout view Managing abes Practice tasks Format forms Setting the tab order for forms Formatting print ayouts Sorting records Appying themes to a form Modifying a form s background Using a form header and footer Inserting images Practice tasks Objective review Create reports Create a report Running the Report wizard Buiding reports in Layout view Using report design toos Using subreports Deeting reports Sidebar: Practice tasks Set report contros Adding contros to a report Managing report fieds and properties Formatting report contros Working with abes Modifying data sources Grouping and sorting fieds Practice tasks...194
10 viii Contents 5.3 Format reports Appying themes to reports Adding information to report headers and footers Adding backgrounds and images to a report Appying page setup options Adding cacuated fieds Sorting records in a report Practice tasks Objective review Index About the author What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continuay improve our books and earning resources for you. To participate in a brief onine survey, pease visit: microsoft.com/earning/booksurvey
11 Introduction The Microsoft Office Speciaist (MOS) certification program has been designed to vaidate your knowedge of and abiity to use programs in the Microsoft Office 2013 suite of programs, Microsoft Office 365, and Microsoft SharePoint. This book has been designed to guide you in studying the types of tasks you are ikey to be required to demonstrate in Exam : Microsoft Access Who this book is for MOS 2013 Study Guide for Microsoft Access is designed for experienced computer users seeking Microsoft Office Speciaist certification in Access MOS exams for individua programs are practica rather than theoretica. You must demonstrate that you can compete certain tasks or projects rather than simpy answering questions about program features. The successfu MOS certification candidate wi have at east six months of experience using a aspects of the appication on a reguar basis, for exampe, using Access at work or schoo to create and manage databases, buid database tabes, import and export data, design and run queries, create and format forms, and design detai and summary reports. As a certification candidate, you probaby have a ot of experience with the program you want to become certified in. Many of the procedures described in this book wi be famiiar to you; others might not be. Read through each study section and ensure that you are famiiar with not ony the procedures incuded in the section, but aso the concepts and toos discussed in the review information. In some cases, graphics depict the toos you wi use to perform procedures reated to the ski set. Study the graphics and ensure that you are famiiar with a the options avaiabe for each too. How this book is organized The exam coverage is divided into chapters representing broad ski sets that correate to the functiona groups covered by the exam, and each chapter is divided into sections addressing groups of reated skis that correate to the exam objectives. Each section incudes review information, generic procedures, and practice tasks you can compete on your own whie studying. When necessary, we provide practice fies you can use to work ix
12 x Introduction through the practice tasks. You can practice the procedures in this book by using the practice fies suppied or by using your own fies. (If you use your own fies, keep in mind that functionaity in Access 2013 is imited in fies created in or saved for earier versions of the program.) Downoad the practice fies Before you can compete the exercises in this book, you need to downoad the book s practice fies to your computer. These practice fies can be downoaded from the foowing page: Important The Access 2013 program is not avaiabe from this website. You shoud purchase and insta that program before using this book. If you woud ike to be abe to refer to the competed versions of practice fies at a ater time, you can save the practice fies that you modify whie working through the exercises in this book. If you save your changes and ater want to repeat the exercise, you can downoad the origina practice fies again. The foowing tabe ists the practice fies for this book. Foder and functiona group MOSAccess2013\Objective1 1 Create and manage databases MOSAccess2013\Objective2 2 Buid tabes MOSAccess2013\Objective3 3 Create queries MOSAccess2013\Objective4 4 Create forms MOSAccess2013\Objective5 5 Create reports Fies Marketing_1.accdb Empoyees.accdb Marketing_2.accdb Northwind.accdb Tasks.txt Marketing_3.accdb Marketing_4.accdb Marketing_5.accdb
13 Introduction xi Adapting exercise steps The screen images shown in this book were captured at a screen resoution of , at 100 percent magnification. If your settings are different, the ribbon on your screen might not ook the same as the one shown in this book. For exampe, you might have more or fewer buttons in each of the groups, the buttons you have might be represented by arger or smaer icons than those shown, or the group might be represented by a button that you cick to dispay the group s commands. As a resut, exercise instructions that invove the ribbon might require a itte adaptation. Our instructions use this format: On the Insert tab, in the Iustrations group, cick the Chart button. If the command is in a ist or on a menu, our instructions use this format: On the Home tab, in the Editing group, cick the Find arrow and then, on the Find menu, cick Advanced Find. Tip On subsequent instances of instructions ocated on the same tab or in the same group, the instructions are simpified to refect that we ve aready estabished the working ocation. If differences between your dispay settings and ours cause a button to appear differenty on your screen than it does in this book, you can easiy adapt the steps to ocate the command. First cick the specified tab, and then ocate the specified group. If a group has been coapsed into a group ist or under a group button, cick the ist or button to dispay the group s commands. If you can t immediatey identify the button you want, point to ikey candidates to dispay their names in ScreenTips. If you prefer not to have to adapt the steps, set up your screen to match ours whie you read and work through the exercises in this book. In this book, we provide instructions based on the traditiona keyboard and mouse input methods. If you re using the program on a touch-enabed device, you might be giving commands by tapping with a styus or your finger. If so, substitute a tapping action any time we instruct you to cick a user interface eement. Aso note that when we te you to enter information, you can do so by typing on a keyboard, tapping an on-screen keyboard, or even speaking aoud, depending on your computer setup and your persona preferences.
14 xii Introduction Get support and give feedback The foowing sections provide information about getting hep with this book and contacting us to provide feedback or report errors. Errata We ve made every effort to ensure the accuracy of this book and its companion content. Any errors that have been reported since this book was pubished are isted on our Microsoft Press site: If you find an error that is not aready isted, you can report it to us through the same page. If you need additiona support, emai Microsoft Press Book Support at: Pease note that product support for Microsoft software is not offered through the preceding addresses.
15 Introduction xiii We want to hear from you At Microsoft Press, your satisfaction is our top priority, and your feedback our most vauabe asset. Pease te us what you think of this book at: The survey is short, and we read every one of your comments and ideas. Thanks in advance for your input! Stay in touch Let s keep the conversation going! We re on Twitter at:
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17 Taking a Microsoft Office Speciaist exam Desktop computing proficiency is increasingy important in today s business word. When screening, hiring, and training empoyees, empoyers can fee reassured by reying on the objectivity and consistency of technoogy certification to ensure the competence of their workforce. As an empoyee or job seeker, you can use technoogy certification to prove that you aready have the skis you need to succeed, saving current and future empoyers the time and expense of training you. Microsoft Office Speciaist certification Microsoft Office Speciaist certification is designed to assist empoyees in vaidating their skis with Office programs. The foowing certification paths are avaiabe: A Microsoft Office Speciaist (MOS) is an individua who has demonstrated proficiency by passing a certification exam in one or more Office programs, incuding Microsoft Word, Exce, PowerPoint, Outook, Access, OneNote, or SharePoint. A Microsoft Office Speciaist Expert (MOS Expert) is an individua who has taken his or her knowedge of Office to the next eve and has demonstrated by passing a certification exam that he or she has mastered the more advanced features of Word or Exce. Seecting a certification path When deciding which certifications you woud ike to pursue, you shoud assess the foowing: The program and program version(s) with which you are famiiar The ength of time you have used the program and how frequenty you use it Whether you have had forma or informa training in the use of that program Whether you use most or a of the avaiabe program features Whether you are considered a go-to resource by business associates, friends, and famiy members who have difficuty with the program xv
18 xvi Taking a Microsoft Office Speciaist exam Candidates for MOS-eve certification are expected to successfuy compete a wide range of standard business tasks, such as formatting a document or worksheet and its content; creating and formatting visua content; or working with SharePoint ists, ibraries, Web Parts, and dashboards. Successfu candidates generay have six or more months of experience with the specific Office program, incuding either forma, instructor-ed training or sef-study using MOS-approved books, guides, or interactive computer-based materias. Candidates for MOS Expert eve certification are expected to successfuy compete more compex tasks that invove using the advanced functionaity of the program. Successfu candidates generay have at east six months, and may have severa years, of experience with the programs, incuding forma, instructor-ed training or sef-study using MOS-approved materias. Test-taking tips Every MOS certification exam is deveoped from a set of exam ski standards (referred to as the objective domain) that are derived from studies of how the Office programs are used in the workpace. Because these ski standards dictate the scope of each exam, they provide critica information about how to prepare for certification. This book foows the structure of the pubished exam objectives; see How this book is organized in the Introduction for more information. The MOS certification exams are performance based and require you to compete business-reated tasks or projects in the program for which you are seeking certification. For exampe, you might be presented with a fie and tod to do something specific with it, or presented with a sampe document and tod to create it by using resources provided for that purpose. Your score on the exam refects how we you perform the requested tasks or compete the project within the aotted time. Here is some hepfu information about taking the exam: Keep track of the time. Your exam time does not officiay begin unti after you finish reading the instructions provided at the beginning of the exam. During the exam, the amount of time remaining is shown at the bottom of the exam interface. You can t pause the exam after you start it. Pace yoursef. At the beginning of the exam, you wi receive information about the questions or projects that are incuded in the exam. Some questions wi require that you compete more than one task. Each project wi require that you compete mutipe tasks. During the exam, the amount of time remaining to compete the questions or project, and the number of competed and remaining questions if appicabe, is shown at the bottom of the exam interface.
19 Taking a Microsoft Office Speciaist exam xvii Read the exam instructions carefuy before beginning. Foow a the instructions provided competey and accuratey. Enter requested information as it appears in the instructions, but without dupicating the formatting uness you are specificay instructed to do so. For exampe, the text and vaues you are asked to enter might appear in the instructions in bod and underined text, but you shoud enter the information without appying these formats. Cose a diaog boxes before proceeding to the next exam question uness you are specificay instructed not to do so. Don t cose task panes before proceeding to the next exam question uness you are specificay instructed to do so. If you are asked to print a document, worksheet, chart, report, or side, perform the task, but be aware that nothing wi actuay be printed. When performing tasks to compete a project-based exam, save your work frequenty. Don t worry about extra keystrokes or mouse cicks. Your work is scored based on its resut, not on the method you use to achieve that resut (uness a specific method is indicated in the instructions). If a computer probem occurs during the exam (for exampe, if the exam does not respond or the mouse no onger functions) or if a power outage occurs, contact a testing center administrator immediatey. The administrator wi restart the computer and return the exam to the point where the interruption occurred, with your score intact. Certification benefits At the concusion of the exam, you wi receive a score report, indicating whether you passed the exam. If your score meets or exceeds the passing standard (the minimum required score), you wi be contacted by emai by the Microsoft Certification Program team. The emai message you receive wi incude your Microsoft Certification ID and inks to onine resources, incuding the Microsoft Certified Professiona site. On this site, you can downoad or order a printed certificate, create a virtua business card, order an ID card, view and share your certification transcript, access the Logo Buider, and access other usefu and interesting resources, incuding specia offers from Microsoft and affiiated companies.
20 xviii Taking a Microsoft Office Speciaist exam Depending on the eve of certification you achieve, you wi quaify to dispay one of three ogos on your business card and other persona promotiona materias. These ogos attest to the fact that you are proficient in the appications or cross-appication skis necessary to achieve the certification. Using the Logo Buider, you can create a personaized certification ogo that incudes the MOS ogo and the specific programs in which you have achieved certification. If you achieve MOS certification in mutipe programs, you can incude mutipe certifications in one ogo. For more information To earn more about the Microsoft Office Speciaist exams and reated courseware, visit:
21 Exam Microsoft Access 2013 This book covers the skis you need to have for certification as a Microsoft Office Speciaist in Microsoft Access Specificay, you need to be abe to compete tasks that demonstrate the foowing ski sets: 1 Create and manage databases 2 Buid tabes 3 Create queries 4 Create forms 5 Create reports With these skis, you can create, popuate, and manage the types of databases most commony used in a business environment. Prerequisites We assume that you have been working with Access 2013 for at east six months and that you know how to carry out fundamenta tasks that are not specificay mentioned in the objectives for this Microsoft Office Speciaist exam. The certification exam and the content of this book address the processes of designing and buiding Access databases. We assume that you are famiiar with the Microsoft Office ribbon and that you understand basic Access features for exampe, that you know how to enter and edit data. We aso assume you are famiiar with the definition and function of reationa databases and database objects such as tabes and forms. To 1
22 2 Exam Microsoft Access 2013 provide context and an opportunity for review, the foowing ist provides brief expanations of five important terms. Reationship Heps maintain the integrity of the information in a database and aso reduce data redundancy. You can create severa types of reationships between tabes in an Access database. In a one-to-many reationship, a record in one tabe can be reated to one or many records in another. You can aso create one-to-one reationships and many-to-many reationships. Reationships are created by inking a tabe s foreign key (a customer ID fied in an order tabe) with another tabe s primary key (the customer ID fied in the customer tabe). Reationships protect data integrity by preventing you from creating orphan records (for exampe, an order with no customer). Reationships hep reduce data redundancy by etting you store information in separate tabes that you ink together. For exampe, you can create a customer tabe and then reate each order in an order tabe to the record for a particuar customer. This prevents you from having to enter a custom record for each separate order. Tabe Defines the data stored in a database. Tabes are composed of fieds, and each fied is defined as a particuar data type (text, number, date, or another data type). Each fied aso has certain properties. For exampe, you can specify that a fied is required. You can aso define the size of a fied (such as the maximum number of characters a fied can contain). Users of a database fi in fieds (and must fi in required fieds) with vaues to create a record in the database. In most tabes, each record is identified by a unique vaue caed a primary key, which might be a singe fied (such as a product ID) or a combination of fieds. Query Can be used to seect records that meet specific criteria and to perform actions such as updating a group of records. To buid a seect query, you add fieds from one or more tabes and then define criteria that Access uses to retrieve the records you want to view. For exampe, you might want to retrieve records with a certain vaue in a date fied (a records created after 1/1/2014, for exampe) or records associated with a specific project. Using criteria, you can aso create and run action queries that insert, update, or deete seected records. Form Used to dispay, enter, and edit data. Forms are often bound to tabes (or to queries) as a record source. Forms use contros such as text boxes, check boxes, and ist boxes to provide a user interface for a database. Forms can aso be used to confirm and execute database operations and to navigate from one database object to another. Access provides severa buit-in form designs, a gaery of form contros, and toos you use to design and ay out a form. Report Used to share and present data and to summarize data for a specific fied or fieds. You might print reports for a meeting or distribute them eectronicay as a PDF fie or in emai.
23 1 Create and manage databases The skis tested in this section of the Microsoft Office Speciaist exam for Microsoft Access 2013 reate to creating and managing databases. Specificay, the foowing objectives are associated with this set of skis: 1.1 Create new databases 1.2 Manage reationships and keys 1.3 Navigate through databases 1.4 Protect and maintain databases 1.5 Print and export databases Many of the operations and tasks invoved in creating and managing Access databases originate in the Backstage view. The New page presents many tempates that you can use to create a database and a search box that ets you ocate other tempates. You can use the Save As page to back up a database and to save a database in a fie format that s compatibe with an earier version of Access. The Info page provides commands that hep you maintain and secure a database. This chapter guides you in studying how to perform these operations and describes other important concepts and techniques invoved in creating and managing an Access database how to set and manage reationships between Access tabes, how to navigate through a database, and how to export the data you store in Access to other programs and to other formats. Practice Fies To compete the practice tasks in this chapter, you need the practice fies contained in the MOSAccess2013\Objective1 practice fie foder. For more information, see Downoad the practice fies in this book s Introduction. 3
24 4 Chapter 1 Create and manage databases 1.1 Create new databases When you start Access (provided that you don t open a database you ve used recenty or doube-cick a database fie), the program opens to its startup screen. Aong the eft side of the window, Access dispays a ist of recent fies and a ink you can use to open other fies. Most importanty, the startup screen dispays a set of thumbnais for tempates you can use to create a variety of desktop databases or Access web apps (a type of database stored in the coud). In addition to the tempates for specific types of databases, Access provides an option for creating a bank desktop database or a custom (bank) web app. The same tempate thumbnais are dispayed on the New page in the Backstage view. Tip The tempates shown by defaut incude those for asset and issue tracking, project and task management, and contacts. For each category, a thumbnai is incuded for a desktop database and for an Access web app. At the top of the window is the search box, with the prompt Search for onine tempates, and just beow the search box is an array of suggested search terms. Cick one of the suggested search terms, or use the search box to ocate other tempates that might be avaiabe. Access databases are made up of database objects, incuding tabes, queries, forms, reports, and supporting objects (such as macros). Tempates come with database objects in pace. The Project Management desktop tempate, for exampe, incudes tabes that define records for common tasks (tasks that occur in more than one project), project detais, and task definitions, and other tabes. This tempate aso incudes severa queries (such as one to view open projects); forms for working with data such as project, empoyee, and task detais; and severa reports (such as Tasks By Assigned To). Tip Access 2013 incudes the Northwind sampe database, which has been part of Access for many versions of the program. The Northwind database provides exampes of features, incuding a ogin diaog box, and sampe macros and Microsoft Visua Basic for Appication (VBA) modues. Use the search box to find the Northwind database (the thumbnai identifies the database as the Desktop Northwind 2007 Sampe Database), and then refer to it when you re ooking for a particuar soution, or just work with it from time to time to gain an understanding of the extent of the work you can do in Access. The foowing sections provide more detais about creating a desktop database and an Access web app by using a tempate as your starting point. This section aso describes the toos for creating tabes, forms, and other objects when you start with a bank
25 1.1 Create new databases 5 database; how to buid and add to a database by using appication parts; and how to create a data base that uses an earier Access fie format. Creating desktop databases When you cick a thumbnai for a desktop database tempate on the startup screen, Access dispays a window that provides a description of the tempate and indicates the initia fie size and a rating. (You can use the arrows that appear to the eft and right of this window to browse through the set of tempates.) By defaut, Access names fies by using Databasen, where n is a number such as 1 or 2. Enter a descriptive name, and then cick the foder icon to seect a foder, other than the defaut Documents foder, in which to store the database fie. When you cick Create, Access prepares the tempate and opens the new database. (Depending on your security settings, you might need to cick Enabe Content in the Message Bar to work with VBA macros.) In most cases, Access dispays a defaut tabe or opens a form for data input. Aong the eft side of the window is the Access Navigation pane. If the Navigation pane is coapsed, cick the chevron at the top of the pane to view the database objects incuded in this tempate.
26 6 Chapter 1 Create and manage databases See Aso For more information about how to view objects in the Navigation pane, see the Configuring the Navigation pane topic in section 1.3, Navigate through databases. A tempate is designed to provide each object and feature you need, but you can aso create additiona objects for the database. To create database objects, you work with options on the ribbon s Create tab, which incudes command groups reated to tabes, queries, forms, reports, and macros and code modues. The Create tab is aso the starting point for working with appication parts. See Aso For more information about appication parts, see the Working with appication parts topic ater in this section. Tip If you base your database on a tempate, you can begin entering data by using one of the defaut tabes and forms. You can aso use commands in the Import & Link group on the Externa Data tab to import data into your database. For more information, see the Importing data into a tabe topic in section 2.1, Create a tabe. If you prefer to start from scratch and create your own desktop database, on the startup screen or the New page, cick Bank Desktop Database. A bank database opens with the Navigation pane expanded. Access aso creates a singe defaut database object, caed Tabe1, which serves as a starting point. (To give the tabe a more meaningfu name, right-cick Tabe1 in the Navigation pane, and then cick Rename.) In a new bank database, Access aso dispays the fied ist, which is empty at this point. After you define fieds for the tabes in your database, you use the fied ist to add fieds to queries, forms, and other database objects. To create a desktop database 1. On the startup screen or the New page, cick a tempate thumbnai (use the search box to ocate a tempate that s not dispayed) or cick Bank desktop database. 2. In the Fie Name box, enter a name for the database. 3. Cick the foder icon to the right of the Fie Name box if you want to store the database in a ocation other than your Documents foder. 4. Cick Create. Access prepares the tempate and opens the new database. 5. If the Message Bar appears with a security warning, cick Enabe Content.
27 1.1 Create new databases 7 Creating Access web apps The steps to create an Access web app from a tempate are essentiay the same as those for creating a desktop database. First, on the startup screen or the New page in the Backstage view, cick a thumbnai (one that s dispayed by defaut, a tempate you ocate through a search, or the thumbnai for the custom web app). In the window that Access dispays, enter a name for the app and then seect a ocation from the Avaiabe Locations ist. (You can aso enter a URL in the Web Location box.) These ocations are derived from Microsoft SharePoint sites associated with your Microsoft Office 365 account or on a SharePoint server at your organization. Important Access Services must be enabed for the SharePoint site before you can save an Access web app to that ocation. In addition, you need Fu permissions to a ocation to create a web app there. For more information, see Overview of Access Services in SharePoint Server 2013 at
28 8 Chapter 1 Create and manage databases After Access contacts the server and creates the app, Access dispays the Add Tabes window, with the tempate s defaut tabes isted aong the eft side. To add another tabe to the web app, use the search box to ocate a tabe tempate, or cick the ink provided to add a bank tabe. At the bottom of the Add Tabes window are icons that you can use to create a tabe from other data sources, incuding another Access database, a Microsoft Exce workbook, a Microsoft SQL Server or Open Database Connectivity (ODBC) database, a text fie (.txt or.csv), or a SharePoint ist. Web apps are used mosty for adding and viewing data. You do the design work required to buid a database in Access and not in your browser. On the pared-down ribbon that s dispayed for a web app, you can dispay the Navigation pane, create a subset of database objects (tabes, queries, views, and macros), and open the web app in your browser by cicking Launch App. Views are simiar to forms in a desktop database. By defaut, Access creates List and Datasheet views for each tabe in a web app. In your browser, after you update and add data, cick the Settings button (the gear icon) in the upper-right corner, and then cick Customize In Access to open the database in Access and make changes to its design. To save changes to your web app, cick Save on the Quick Access Toobar or on the Fie tab.
29 1.1 Create new databases 9 See Aso For more information about adding tabes to an Access web app, see section 2.1, Create a tabe. For more information about queries, see a sections of Chapter 3, Create queries. For more information about web app views, see the Creating views in an Access web app topic in section 4.1, Create a form. To create an Access web app 1. On the startup screen or the New page, cick a tempate thumbnai for a web app (use the search box to ocate a tempate that s not dispayed), or cick Custom web app. 2. In the App Name box, enter a name for the web app. 3. In the Web Location box, enter a URL for the site where you want to store the web app, or use the Avaiabe Locations ist to specify the ocation. 4. Cick Create. Working with appication parts One of the ways in which you can incorporate tabes, forms, and other objects into a database is by using an appication part. An appication part can be a singe form (which is not yet bound to the records in any tabe or query) or a set of database objects (a tabe or two and reated forms and reports, for exampe). On the Create tab, cick Appication Parts (in the Tempates group) to dispay the bank forms and Quick Start tempates you can work with. The foowing sections cover the detais of working with the different types of appication parts. Tip As a step in creating a database tempate, you can create an appication part. The tempates you save appear in the Appication Parts gaery, under the heading User Tempates by defaut. You can define a different category when you save the tempate. For more information, see the Saving databases as tempates topic in section 1.5, Print and export databases. Inserting bank forms Each of the bank forms that Access provides as appication parts comes with basic command button contros and design eements (a tite, for exampe, and pacehoders for fieds and abes) that you buid on to compete the form s design and ayout. The command buttons that appear on appication part forms are programmed to perform certain actions. For exampe, the Diaog form in the Appication Parts gaery comes with a Save button and a Save & Cose button. By defaut, the Save button saves the current
30 10 Chapter 1 Create and manage databases record, and the Save & Cose button saves the record and then coses the form. (You can repace the defaut action performed by a command button by assigning a different macro to the button s OnCick event.) See Aso For information about creating a form and using form contros, see a sections in Chapter 4, Create forms. You can choose from severa types of buit-in bank forms. (Access dispays a ScreenTip that briefy describes each bank form s ayout and design). Singe-coumn forms (1 Right and 1 Top) with abes to the right of the fied names or above the fied names. Two-coumn forms (2 Right and 2 Top) with abes to the right of the fied names or above the fied names. Detais form, which is a singe-record form with a subform that shows detaied records reated to the record dispayed in the main form. Diaog form that you can design as a diaog box and use to execute and confirm operations (such as saving a record). List form, which dispays mutipe items in a ist format. The command buttons that come with this form are set up to create a new record, edit a record, and deete a record. Media form, which dispays a singe record with pacehoders for media objects such as images or videos. Message box (MsgBox) form, which is used to dispay messages to users of a database. This form comes with Yes, No, and Cance buttons. You can use this form to notify users of an impending action and have users indicate whether the action shoud proceed. Tabs form, which presents a form on which you define tabs (or pages) to present and manage a set of reated data. When you seect a bank form in the Appication Parts gaery, Access prepares the form tempate and then adds an entry for the form to the Navigation pane. (If the Navigation pane is fitered so that forms are not dispayed, you need to change the fiter to dispay the form.) To view the form, in the Navigation pane, right-cick the entry for the form, and then cick Open. This ets you view what the basic form ooks ike, but the form is not operationa at this point.
31 1.1 Create new databases 11 Tip Appication part forms that you add to a database use a contro ayout so that a the contros move and resize together. For more information about working with a contro ayout, see the Working with contro ayouts in Layout view topic in section 4.2, Set form contros. To start designing the form, right-cick the entry, and then choose Layout View or Design View. (The foowing screenshot shows the Diaog form open in Design view.) To specify a record source for the form (the tabe or query that contains the records you want to dispay and work with in the form), dispay the property sheet by using its command on the Form Design Toos Design tab. On the property sheet s Data tab, open the ist for the Record Source property, and then choose a tabe or query. To add fieds to the form, cick Add Existing Fieds in the Toos group, and then cick Show A Tabes in the fied ist. (You can t assign a record source to a form unti you define at east one tabe in the database.)
32 12 Chapter 1 Create and manage databases See Aso For more information about defining a record source for a form and adding fieds, see section 4.2, Set form contros. Tip When you cick the eipsis ( ) beside the Record Source in the property sheet, you start the Query Buider. For more information about buiding queries, see section 3.1, Create a query. To insert a bank form as an appication part 1. On the Create tab, in the Tempates group, cick Appication Parts. 2. In the Appication Parts gaery, cick the type of form you want to add. 3. To view the basic form, in the Navigation pane, doube-cick the entry for the form. 4. To rename the form, in the Navigation pane, right-cick the entry for the form, cick Rename, and then enter a name for the form. 5. To add contros, fieds, and formatting to the form, in the Navigation pane, rightcick the form s entry, and then cick Design View or Layout View. Using Quick Start eements The Quick Start group in the Appication Parts gaery provides a Comments tabe and four compound appication parts for managing contacts, issues, tasks, and users. You can appy these appication parts to many types of databases. The ScreenTip that Access dispays when you point to an item in this group identifies the objects that the appication part contains. (For exampe, the Issues appication part inserts a tabe named Issues and two forms.) When you add a Quick Start appication part to a database that aready incudes tabes, Access might dispay the Create Reationship wizard. (Access dispays the wizard when it detects that the appication part you re adding incudes a tabe that is probaby reated to one or more existing tabes.) See Aso For more information about tabe reationships and their purpose in an Access database, see section 1.2, Manage reationships and keys. The first page in the wizard dispays two options for creating a reationship and an option that specifies that there is no reationship. (If you cick the There Is No Reationship option, you can sti set up a reationship ater.)
33 1.1 Create new databases 13 The first option paces the tabe you re adding on the many side of a one-to-many reationship. The second option paces that tabe on the one side of the reationship. A one-to-many reationship occurs when a record in one tabe is reated to many records in another tabe. The cassic exampe is the reationship between customers and orders. Each customer record in a database is unique (the one side of the reationship), but each customer record is reated to a the orders paced by the customer (the many side of the reationship). Another exampe is adding the Issues appication part to a project or task management database. In this case, each record in the Tasks or Projects tabe coud be reated to one or more (many) records in the Issues tabe. Cick the option for the reationship you want to create. On the next page of the wizard, you specify the fied from the tabe on the one side of the reationship that Access wi use to create a reationship with the records from the tabe on the many side. In an exampe invoving issues and tasks, you coud seect a fied such as TaskID or TaskTite to add to the Issues tabe so that you coud associate each issue with a task. Access adds the fied you specify to the tabe on the many side of the reationship, creating a ookup coumn in that tabe. In the What Name Woud You Like For Your Lookup Coumn box, enter a name for that coumn. When you cick Create in the wizard, Access adds the tabe and other objects defined by the appication part. To insert a Quick Start eement as an appication part 1. On the Create tab, in the Tempates group, cick Appication Parts. 2. In the Appication Parts gaery, cick the Quick Start appication part you want to add. 3. If prompted by Access, compete the Create Reationship wizard to set up a reationship between the tabe being added by the appication part and a tabe aready defined in the database. 4. Right-cick the entries for any forms added by the appication part, cick Rename, and then enter a name for the form. 5. Right-cick the tabe added by the appication part, cick Design View, and then review the fieds and properties defined in the tabe. 6. To add contros, fieds, and formatting to a form, right-cick the form s entry in the Navigation pane, and then cick Design View or Layout View.
34 14 Chapter 1 Create and manage databases Using earier Access fie formats When you create a desktop database either a bank database or a database based on one of the defaut Access tempates the fie uses the.accdb fie format. This format is compatibe with Access 2007, Access 2010, and Access 2013, but it can t be read by earier versions of Access. If members of your organization, department, or workgroup use an earier version of Access Access 2000, Access 2002, or Access 2003 you can change the fie format in which Access creates new databases by defaut. By changing the defaut format to the Access 2000 format or the Access format (these formats use the fie name extension.mdb), you can more easiy share the fies with those members. You contro the fie format by adjusting a setting in the Creating Databases area on the Genera page in the Access Options diaog box. Tip You can aso convert a database by saving it in a format that is compatibe with earier versions of Access. For more information, see the Using the Save Database As options topic in section 1.5, Print and export databases. To change the defaut fie format 1. Cick the Fie tab, and then cick Options. 2. In the Access Options diaog box, cick Genera. 3. In the Creating databases area, in the Defaut fie format for Bank Database box, seect the fie format you want as the defaut, and then cick OK.
35 1.1 Create new databases 15 Practice tasks The practice fie for these tasks is ocated in the MOSAccess2013\Objective1 practice fie foder. You can save the resuts of the tasks in the same foder. Start Access and create a database by using the Desktop Contacts tempate. (You can view the videos that come with this tempate to expore it and other features in Access.) Open the New page, and use the Custom web app thumbnai to create an Access web app. (Note that you must have access to a SharePoint site that has Access Services enabed, and you must have Fu permissions to this site to compete this task.) Use the search box on the New page to ocate the Northwind database, and then save this database to the practice fie foder. Open the Marketing_1 database from the practice fie foder. Add a Diaog form and a Detais form by using appication parts. Add the Tasks appication part to the Marketing_1 database. In the Create Reationship wizard, cick There Is No Reationship. Open the Access Options diaog box. On the Genera tab, expore the options in the Creating databases area. Review other Access options, incuding those on the Current Databases tab, where you can name your Access appication, specify a dispay form, and seect the option Compact On Cose.
36 16 Chapter 1 Create and manage databases 1.2 Manage reationships and keys This section describes the roe of tabe reationships, primary keys, and foreign keys in an Access database. First, you study the purpose of defining a primary key for a tabe and how you set up the primary key. The sections that foow cover the different types of reationships, how to create reationships, and how to edit them. Specifying primary keys A tabe s primary key uniquey identifies each record in the tabe. You can use a singe fied (for exampe, a unique product or customer code, or an ID fied that is set to the AutoNumber data type that Access provides) or a combination of fieds as a tabe s primary key. A mutified primary key is caed a composite key. For an AutoNumber fied, Access assigns a unique number to each record in a tabe, so you don t need to keep track of vaues that might be dupicates. If you don t use the AutoNumber data type but instead use a fied whose vaue you enter, be sure that you set the fied s Required property to Yes and that you use a fied or a combination of fieds whose vaues change infrequenty or not at a. See Aso For information about setting fied properties, see section 2.4, Create and modify fieds. Tip When you create a new tabe by cicking Tabe on the Create tab, Access incudes an ID fied in the tabe and sets this fied to be the tabe s primary key. In Access, key fieds are used when you estabish tabe reationships. For exampe, if you have a tabe named ProjectManagers whose primary key is the ProjectManagerID fied, you can add the ProjectManagerID fied to the Projects tabe to create a reationship between the tabes that ets you identify the manager for each project. In the Projects tabe, the ProjectManagerID fied is referred to as a foreign key. Primary keys and foreign keys can aso be used in queries to join tabes; Access uses that reationship to retrieve the set of records that match the criteria you define. To set the primary key for a tabe, you must first open the tabe in Design view. (Seect the tabe in the Navigation pane and then, on the Home tab, on the View menu, cick Design View, or simpy right-cick the tabe in the Navigation pane and then cick Design View.) Cick the row seector for the fied or fieds you want to designate as the primary
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