Microsoft Access Basics

Transcription

1 Microsoft Access Basics

2 2006 ipic Development Group, LLC Authored by James D Ballotti Microsoft, Access, Excel, Word, and Office are registered trademarks of the Microsoft Corporation Version 1 - Revision 103 ii

3 Table of Contents Introduction... 1 Objectives... 1 Prerequisites... 1 Database Basics... 1 Tables... 2 Queries... 2 Forms... 3 Reports... 4 Other Database Components... 4 Designing Your Database... 4 Relationships... 4 Access Environment... 5 Access Database Window... 6 Creating Tables... 6 Datasheet View... 7 Design View... 7 Table Wizard... 9 Import Table Import from Other File Types Link Table Create Table Exercise Working with Data in Tables Adding and Changing Data to the Datasheet Sub-Datasheets Scrolling Through the Records Add Text Exercise Using Find and Replace Filtering and Sorting Data Sorting Data Filtering Data Sorting and Filtering Exercise Changing a Field s Data Type Change Data Type Exercise Understanding Table Relationships Relationship Types One to Many Many to Many One to One Viewing Relationships Changing Relationships Referential Integrity Join Type...35 Create New Relationships Exercise Forms iii

4 Creating Forms Create Form Exercise Modifying a Form s Design Design Basics Modify Form Exercise Adding Controls Form Properties Using Forms Main Switchboard Create Main Switchboard Edit Switchboard Finish the Switchboard Open the Switchboard Automatically Switchboard Exercise Queries Creating Queries Select Query Reports Creating Reports Create Report Exercise Modify a Report Modify Report Exercise Document Your Database Describe Your Fields Describe Your Objects Database Documenter Backup Your Database More Information Using Help Sample Files Other Sources Appendix A... 1 Table of Figures Figure 1 Access Table... 2 Figure 2 Microsoft Access Application Window... 5 Figure 3 Database Window... 6 Figure 4 New Table Window... 7 Figure 5 Table Design View... 8 Figure 6 Table Wizard Dialog Window Figure 7 Table Wizard Step Figure 8 Table Wizard Relationships Figure 9 Relationships Window Figure 10 Table Wizard Finish Figure 11 Import Browser Window Figure 12 Import Objects Dialog Window Figure 13 Import Spreadsheet Wizard iv

5 Figure 14 Spreadsheet Wizard Step Figure 15 Spreadsheet Wizard Step Figure 16 Spreadsheet Wizard Step Figure 17 Spreadsheet Wizard Step Figure 18 Import Spreadsheet Finish Figure 19 Link Tables Dialog Window Figure 20 Datasheet View Figure 21 Change Field Size Figure 22 Expanded Sub-Datasheet View Figure 23 Record Navigation Buttons Figure 24 Find and Replace Dialog Window Find Figure 25 Find and Replace Replace Figure 26 Sorted Ascending by First Name Figure 27 Filtered by Selection First Name Figure 28 Filter Menu Figure 29 Filter by Form Figure 30 Advanced Filter/Sort Window Figure 31 Lookup Wizard Step One Figure 32 Lookup Wizard Tables & Queries Figure 33 Lookup Wizard Type Your Values Figure 34 Lookup Wizard Select Fields Figure 35 Lookup Wizard Sort Figure 36 Lookup Wizard Column Widths Figure 37 Lookup Wizard Finish Figure 38 Lookup Wizard Save Warning Figure 39 Field Properties Lookup Tab Figure 40 Relationships Window Figure 41 Show Table Window Figure 42 Table Popup Menu Figure 43 Edit Relationships Window Figure 44 Join Properties Figure 45 Create New Relationship Window Figure 46 New Form Window Figure 47 Form Wizard First Step Figure 48 Form Wizard Second Step Figure 49 Form Wizard Third Step Figure 50 Form Wizard Last Step Figure 51 Customers Form Figure 52 Customers Columnar Form, Design View Figure 53 Blank Form Figure 54 Resize Indicator Figure 55 Notes Control Figure 56 Move Both Figure 57 AutoFormat Window Figure 58 Control Toolbar Figure 59 Command Button Wizard v

6 Figure 60 Command Button Wizard Figure 61 Command Button Wizard Figure 62 Command Button Wizard Figure 63 Command Button Wizard Figure 64 Command Button Wizard Last Figure 65 Form Properties Format Tab Figure 66 Form Properties Data Tab Figure 67 Form Properties Event Tab Figure 68 Visual Basic Editor Window Figure 69 Choose Builder Window Figure 70 Expression Builder Window Figure 71 Macro Builder Window Figure 72 Form Properties Other Tab Figure 73 Database Utilities Menu Figure 74 Switchboard Manager Warning Message Figure 75 Switchboard Manager Dialog Window Figure 76 Create New Switchboard Page Figure 77 Edit Switchboard Page Figure 78 Edit Switchboard Item Window Figure 79 Switchboard Commands Figure 80 Main Switchboard Figure 81 Startup Window Figure 82 New Query Window Figure 83 Simple Query Wizard Start Figure 84 Simple Query Wizard Step Figure 85 Simple Query Wizard Summary Options Figure 86 Simple Query Wizard Step Figure 87 Simple Query Wizard Last Step Figure 88 Query Design View Figure 89 Show Table Window Figure 90 Query Add Table Figure 91 Field Drag & Drop Figure 92 Parameter Prompt Figure 93 New Report Window Figure 94 Report Wizard First Page Figure 95 Report Wizard Second Page Figure 96 Report Wizard Tips Information Window Figure 97 Report Wizard Examples Information Window Figure 98 Grouping Example Window Figure 99 Report Wizard Third Page Figure 100 Report Wizard Fourth Page Figure 101 Report Summary Options Window Figure 102 Report Wizard Fifth Page Figure 103 Report Wizard Sixth Page Figure 104 Report Wizard Last Page Figure 105 Report Example vi

7 Figure 106 Report Design View Figure 107 Data Properties for Text Figure 108 Expression Builder Figure 109 Database Window Detail View Figure 110 Object Properties Window Figure 111 Documenter Window Figure 112 Print Definition Options Window Figure 113 Save Backup As Browser Window Figure 114 Help Task Pane Table of Procedures Procedure 1 Create Tables Procedure 2 Add Text Exercise Procedure 3 Sorting and Filtering Exercise Procedure 4 Changing Data Type Exercise Procedure 5 Relationships Exercise Procedure 6 Create Forms Procedure 7 Modify Form Design Exercise Procedure 8 Switchboard Exercise Procedure 9 Query Exercise Procedure 10 Create Report Exercise Procedure 11 Modify Report Exercise vii

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9 Introduction Objectives Prerequisites Microsoft Access is an application for building and maintaining databases. This training manual was designed and created to help students learn how to use Microsoft Access to create and maintain databases that provide useful data management solutions for their personal or business use. At the conclusion of this training course, students will be able to: Explain the basics of database design Create a database using Microsoft Access Create tables in a Microsoft Access database Explain table relationships in a database Create forms for the input of data into the database Create queries to find and sort data Create reports based on query results Before taking this course, students should be familiar with the Microsoft Windows operating system, as well as have basic computer skills. It is also helpful if students are also familiar with any of the other Microsoft Office applications such as Microsoft Word or Microsoft Excel. Database Basics To use Microsoft Access successfully for organizing the data you want to track, it is important to understand the basics of what a database is. A database is comprised of the following basic elements: Tables used to store data in records. Records are a collection of fields that store the data elements. Queries used to select specific data from the tables based on user defined criteria Forms used to enter and/or edit data in the tables and also to perform other tasks such as printing reports Reports used to display specific data based on either data in the tables or queries 1

10 Together these elements combine to create a powerful tool for managing business or personal affairs such as keeping track of contacts or keeping track of inventory. In addition, programming code can be added, making the database application even more powerful 1. Tables Table Tables are a collection of records that store a set of information about a specific subject. Records are a collection of fields where each field is a single bit of information about the subject of the record. For example, an address book contains records about the contacts you want to keep track of and the records have fields like name, address, city, state, etc. Record Field Queries Figure 1 Access Table A database usually contains multiple tables that contain related data. For example, this database contains three main tables. One table contains data about customer information, which is related to a second table containing information about the orders placed by each customer. This second table is related to a third table that contains detail information for each order. Queries are used to find subsets of the data in one or more of the tables based on user defined criteria. Queries can then sort the data, manipulate the data, perform calculations on data, and other powerful functions. The most common use of queries is for the generation of reports based on the user-defined criteria. For example, you may want to know which customers purchase certain categories of products you re selling. You can then use this information to target just those customers when you have new products that fall into those categories. Queries can also be used to find duplicate entries in a table or to delete a group of records. Queries can be designed that request the user to enter criteria before searching the tables. For example, if you wanted to know what your sales were for a specific period the query would prompt the user to enter a beginning and ending date. 1 Adding programming code to a Microsoft Access database is beyond the scope of this course. 2

11 Forms While it is possible to add or edit data directly in the tables, this application uses forms for the primary method of accomplishing this task. Forms for adding or editing data are bound to one or more table and can contain the following controls: Text Boxes used by typing text directly in the control Dropdown Lists used to select a predefined value from a list Labels contain text but are not bound to a field in a table Option Buttons used to indicate a yes or no choice Check Boxes used to indicate a yes or no choice Option Group used to create groups of either Option Buttons or Check Boxes. When Option Buttons are used only one may be selected. Multiple Check Boxes may be selected in an Option Group. List Box used to display a list of choices to select Command Buttons used to perform predefined tasks such as selecting or finding specific records Image control used to put an image in the form (this image is not bound to a table) Bound Object Frame used to put an OLE object in a table. OLE objects are things like images, audio files, or program files Unbound Object Frame used to put an OLE object in the form but not in the table the form is bound to Page Break used to put a page break in the form or report Tab Control used to change from one page to another in a form Subform used to add a subform to a form or report. Subforms can contain any of the controls Most of these controls are bound to a specific field in the table records. Information entered in the form control is saved in the table records. Other controls are also available for controlling a host of other applications including applications written by companies other than Microsoft. 3

12 Reports Reports present selected information to the user based on user defined criteria. Reports usually use queries to get the information but may use information directly from the tables. Like forms, reports use controls to get data from the tables or queries. Controls can also be added that perform calculations on other controls used in the report. Other Database Components Designing Your Database Microsoft Access also contains the components Pages, Macros, Modules, and Favorites, all of which are beyond the scope of this training course. The first step in creating a database is to sit down with paper-andpencil and layout your design. Ask the purpose of the database. Think about the data that you need to store and create a list. Categorize the list. For example, if you re creating a database to keep track of your business selling items on the internet you re going to keep track of customer information so one of your categories would be customers. You ll also want to keep track of what each customer orders, so another category would be orders, and so on. Think about the reports you d like the database to produce. Gather any current form you re using to collect the data. Relationships The next step is to figure out how many different tables are needed to store the data and what the relationships are between those tables. This concept is extremely important for a good database design. Think about a simple address book. That example may only require one table to store the contact information of the people entered into it. On the other hand, a more complex database where you re tracking customers and their orders may require a separate table for each of your defined categories. For example, you may need to create one table to store information about your customers and another table to keep track of customer orders. The two tables can then be related to each other using a key field so that only orders placed by a specific customer are displayed for that customer. As you think about the fields you need, the tables these fields will be stored in, and the relationships between tables, keep the following rules of thumb in mind. You should not put the same field in more than one table. 4

13 You should not put a field in a table that will create duplicate entries in the table. Once you have a good understanding of the data you want to collect, and the relationships between the data, you can start creating your database. HELP Access Environment For more information on relationships press the F1 key and search for the word relationships. If you are already familiar with other Microsoft Office applications you can understand that these applications are designed for a single purpose; Word creates documents, Excel creates spreadsheets, PowerPoint creates presentations, and so on. Microsoft Access, on the other hand, is used to create applications whose purpose is defined by the user; I need to manage my company s inventory, or I want to keep track of my DVD collection. Therefore, Microsoft Access can be thought of as an application development environment. When you start Microsoft Access, it opens with a blank window with the Getting Started task pane open on the right hand side. Menu Bar Basic Toolbar Workspace Task Pane Status Bar Figure 2 Microsoft Access Application Window 5

14 Access Database Window It s in this window that you work with all the other windows used by the application. In fact, every window opened in Access is given its own button on the Windows Taskbar. From the task pane, you can open an existing database or create a new one. Note: The window on your computer may appear different from the one in this manual depending on your Windows settings and add-ins installed. When Microsoft Access opens a new or existing database, it opens the database window. All of the tasks necessary to create and maintain a database are launched from this window. Creating Tables Figure 3 Database Window Using this window the user selects the database object type from the Objects list on the left hand side of the window. Users are then presented with a list of objects or object tasks to perform, such as creating a new object or editing an existing one. Tables form the backbone of the database. Creating tables is the first step in creating your database. Microsoft Access provides a number of different ways to create a table. Clicking the New button ( ) at the top of the database window opens the New Table Window. 6

15 Figure 4 New Table Window You select the type and method of creating your table from this window. Datasheet View Selecting Datasheet View opens a new table where you can enter the data directly into the table s records (see Figure 1 Access Table). You can create field names by typing the name in the column heading. This method is useful for creating small tables like those you intend to use as a list for a dropdown control in a form. You can also create a table in datasheet view by double clicking on the Create table by entering data icon. Design View Selecting Design View opens a new table in design view where you create the fields for the table s records individually. Using the design view, users can set the data type and properties for each field. The design view is also used to modify a table s design after its initial creation. This includes adding or deleting fields from a table. 7

16 Enter Field Name Select the field s data type Provide an optional description of the field Set the field properties Figure 5 Table Design View In design view, users enter a name for each field of the table s records, select a data type for the field, provide an optional description for the field, and set the field s properties. Field properties change depending on the data type selected. Available data types are: Text Text or text and numbers. Also, numbers that don t require calculations like phone numbers. This is the default data type and is limited to a maximum of 255 characters. If you create a table using datasheet view then all the fields have a text data type. Memo Lengthy text or combinations of text and numbers. The field is limited to a maximum of 65,535 characters. Number Numeric data that will be used in calculations. The field size can be up to 8 bytes. Date/Time Date and time values. Field is set to 8 bytes. Currency Currency values and numeric data used in calculations involving data with one to four decimal places. Accurate to 15 digits on the left side of the decimal separator and to 4 digits on the right side. 8

17 AutoNumber A unique sequential number or random number assigned by Microsoft Access whenever a new record is added to the table. The field is four bytes in length and cannot be updated. This is usually the data type used for the table s primary key. Yes/No A field that contains only one of two possible values (yes/no, true/false, on/off). The field is 1 bit in length. OLE Object An object such as a spreadsheet, picture, sound file, etc. that can be linked to or embedded in the table. The field can be up to 1 gigabyte (limited by available disk space). Hyperlink Links to an internet address or file on your computer or network. The field can be up to 2048 characters. Lookup Wizard Clicking this option starts the Lookup Wizard, which creates a Lookup field that selects data from another table or list box or combo box. After you complete the wizard, Microsoft Access sets the data type based on the values selected in the wizard. Users also use design view to make changes to fields in existing tables as required. Changing the data type in a table where data has already been entered can potentially cause lengthy data conversion times when the file is saved, especially if you have a lot of data in the table. Therefore, it is important to try to specify the right data type from the beginning. Table Wizard The fastest way to create a new table is to use the table wizard. The wizard gathers information from the user about the table the user wants to create and then creates the initial table automatically. Users can then make changes to the table in design view. When you select this option, Microsoft Access provides the user with a number of sample tables from which to choose. Each table has a number of sample fields users can select to include in the table s records. 9

18 Figure 6 Table Wizard Dialog Window Following the directions on the wizard, users first select one of the sample tables from either the business list or the personal list. Then select and the fields they want included in the table they are creating. Rename any of the fields you want to and click the Next button. Figure 7 Table Wizard Step 2 Give the table a new name if desired and click one of the primary key option buttons, then click the Next button. The final Table Window dialog window opens. If you already have other tables in your database, the wizard asks you to define the relationships between the new table and existing tables. 10

19 Figure 8 Table Wizard Relationships The wizard analyzes the new table s possible relationship to other tables in the database and makes a recommendation. Clicking the Relationships button opens the Relationships window. Figure 9 Relationships Window This window displays the three possible relationships that are possible between the tables. You can change the recommendation made by the wizard, but it is recommended that they not be changed 2. 2 Relationships are fully discussed in the Understanding Table Relationships lesson of this course. 11

20 Figure 10 Table Wizard Finish From this screen, users decide what to do with the table after the wizard completes creating the table. Users can open the table in design mode to make changes to the fields, open it in datasheet mode to add data directly into the table, or have the wizard automatically create a form 3 for entering data into the table. Import Table Import table is a wizard that imports tables and other objects from another file into this database. This feature makes in simple to copy tables or other objects from another database into the new database you re creating. When you select this wizard, the first thing to do is select the database file from which you want to import objects. 3 Forms are covered fully in the Forms lesson of this course. 12

21 Figure 11 Import Browser Window When you select the file you want and click the Import button, the Import Objects window opens. Figure 12 Import Objects Dialog Window This dialog window has tabs that list the entire list of objects for an object type in the database selected. Select the objects you want to import and click the OK button. Click the Options>> button to expand the window to view the import options. Import from Other File Types Tables can also be created from files other than database files. For example, many businesses and users store data in Microsoft Excel worksheets; these are often perfect candidates for conversion to a Microsoft Access database. 13

22 In the Import browser window (see Figure 11) change type of file to Microsoft Excel, select the Excel file you want to import, and click the Import button. Microsoft Access opens the Import Spreadsheet wizard. Figure 13 Import Spreadsheet Wizard Find the spreadsheet you want to import and click the next button. The Import wizard goes to the next step. Figure 14 Spreadsheet Wizard Step 2 If the first row of your Microsoft Excel spreadsheet contains column headings then Microsoft Access will create field names from the column headings when the table is created. If not, then Microsoft Access adds default field names which you can then edit 14

23 in design view. When you click the next button, the wizard asks you where you want to store the data. Figure 15 Spreadsheet Wizard Step 3 You can store the data from the spreadsheet in a new table or in an existing table. When you click the next button, Microsoft Access gives you the opportunity to change information about each field, including deciding to skip importing a field. Figure 16 Spreadsheet Wizard Step 4 You can change the field name, whether the field is indexed or not, and in some cases the data type. 15

24 When you click the next button, Microsoft Access lets you add a primary key or not. Figure 17 Spreadsheet Wizard Step 5 A primary key is not required but is highly recommended. If you choose to select your own primary key, Microsoft Access lets you choose one of the existing fields. Remember that the primary key uniquely identifies the table s records so the field chosen must not contain duplicate information. When you click the next button, the wizard goes to the last page of the wizard and allows you to enter a name for the table. Figure 18 Import Spreadsheet Finish 16

25 You can have the wizard analyze the table after importing the data and/or display help after the wizard is finished. Link Table Link Table is a wizard that creates a table that is linked to one or more tables in another file. These can even be database files of types other than Microsoft Access as long as they support ODBC 4. When you select Link Table, Microsoft Access opens the Link browser window, which is similar to all file browser windows used in Microsoft Windows (see Figure 11). After you select the type of file and select the file you want to link to, the Link Tables window opens. Create Table Exercise Figure 19 Link Tables Dialog Window A list of tables in the selected file is displayed. Select the tables you want to link to and click the OK button. Microsoft Access creates a link to the tables in the external file. When you add or modify data the changes are made to the external file. Note: Data cannot be changed in a linked Microsoft Excel worksheet. The steps in the following exercise will lead you through the process of creating tables you can use in your everyday life. Procedure 1 Create Tables Step Instructions 1 Start Microsoft Access and click Create a new file at the bottom of the Getting Started task pane 2 Select Blank database 4 Open DataBase Connection is a technical specification that allows the interchange of data between databases of different types. 17

26 Step Instructions 3 Give your database a name and click the Create button 4 Click the New button in the database window 5 Double click on Table Wizard in the New Table window 6 Select Customers from the Sample Tables list 7 Select the fields you want in your table and move them to Fields in my new table 8 Click the Next button. 9 Leave Customers as the name and Yes, set primary key for me and click the Next button 10 Click the Finish button 11 Close the Customer table that opened 12 Repeat steps 4 & 5 13 Select Orders from the Sample Tables list 14 Repeat steps 7 &8 15 Leave Orders as the name and Yes, set primary key for me and click the Next button 16 Click the Next button when the wizard asks about relationships, leave the recommended relationship setting 17 Click Finish 18 Close Microsoft Access, the file is automatically saved. We will return to this database later in the course. HELP For more information on tables press the F1 key and search for the word tables. Working with Data in Tables Now that there are a couple of tables for us to work, with we can talk about adding data to and changing data in the tables. After data has been loaded into a table, there are ways to filter and sort the data. 18

27 You can also use queries 5 to select subsets of data from one or more tables based on user-defined criteria. Adding and Changing Data to the Datasheet The simplest way to add data to a table is to type directly into the record fields in datasheet view. While there are good reasons not to do it this way in large tables or complex databases, for a simple database or a new table this method is perfectly acceptable. Figure 20 Datasheet View When the table is first created and opened to datasheet view the first record is blank and the insertion point is set to the first field of the first record. Typically, the first field is set as the primary key and the data type is set to AutoNumber. When you move to the next field by pressing the tab or enter key, Microsoft Access automatically inputs a number into this field. The number entered depends on whether the New Values property is set to Increment or Random. Note: It is not required that the primary key s data type be set to AutoNumber. You can, for example, set the data type to Text and enter your own values, as long as those values remain unique. Add data to the next field and move to the next field by again pressing the tab or enter key. Continue adding data until you get to the last field defined in the record. When you get to the last field and press the tab or enter key the insertion point returns to the first field of the next record. Using this method, you can add record after record to the table. You can change any data in any field (accept fields where the data type is set to AutoNumber and the Indexed property is set to Yes (No Duplicates)) by going to the field and overtyping the existing data. If you need to change the size of field, rest the cursor between two fields until it changes shape to a vertical line with arrows pointing left and right. 5 Queries are discussed more fully in the Queries lesson of this course. 19

28 Change size cursor Figure 21 Change Field Size Once the cursor changes shape click and hold the mouse s left button and drag the mouse to the left or right. You can also double click to automatically expand or contract the field to fit the text. Sub-Datasheets If the table you are working with is related to another table then the left-most column will show a small plus sign. This indicates that there is a sub-datasheet linked to the related table that can be expanded for data entry. Scrolling Through the Records Figure 22 Expanded Sub-Datasheet View Data entered in the sub-datasheet is entered into the related child table rather than the parent table. The sub-datasheet is used just like the datasheet. After adding a number of records, you may need to scroll through the records to find the one you want. Microsoft Access provides tool for you to scroll through the records in a table. Figure 23 Record Navigation Buttons Located at the bottom left-hand corner of the table datasheet view, the record navigation button are, from left to right: First Record Clicking this button takes you to the first record in the table Previous Record Clicking this button takes you to the previous record (not active at the first record) Record Number Displays the current record number 20

29 Add Text Exercise Next Record Clicking this button takes you to the next record Last Record Clicking this button takes you to the last record New Record Clicking this button take you to a new record in the table Use the steps in the following procedure to practice adding text to a table in datasheet view. Procedure 2 Add Text Exercise Step Instructions 1 Start Microsoft Access and open the database created in Procedure 1 2 Double click the Customers table to open it in datasheet view 3 Press the enter key to move to the Company Name field and enter a company name 4 Click on the New Record button at the bottom of the table window and press the enter key to move to the Company name field of record number 2 5 Enter another company name 6 Repeat steps 4 & 5 until you have at least 5 records 7 Close the table 8 Click the First Record button to go to the first record you just added 9 Click the Next button to go to the next record 10 Click the Last button to go to the last record 11 Close the table Using Find and Replace Microsoft Access also provides a tool to find any text in the table. You can also use this tool to replace one text string with another. To use this feature, first open the table and click in the field you want to search. Then select Find from the Edit menu. The Find and Replace dialog window opens. 21

30 Figure 24 Find and Replace Dialog Window Find Type the text string in the Find What: text box. The Look In: dropdown lets you specify to search only in the selected field or search the whole table. The Match: dropdown lets you specify to match what you typed in the Find What: box with the whole field, any part of the field, or from the beginning of the field. The Match Case check box forces the search to match the case of what you typed. When you have completed the settings, press the Find Next button to begin the search. If you need to change one string of text with another, click on the replace tab. Figure 25 Find and Replace Replace The Replace dialog window works just like the find window with the addition of a text box to enter text to replace the text in the find box with. Plus the addition of Replace and Replace All buttons. Filtering and Sorting Data Microsoft Access provides several methods of sorting and filtering data in a table. Sorting Data Sorting data arranges the records in a table in the order specified by the user. Sorting can be either in ascending or descending order. For example, suppose you wanted to sort a mailing list table alphabetically by the last name of all the entries in the list; to do 22

31 this, click in the last name field of the table and then click the Sort Ascending button ( ) on the table toolbar. You can also sort in the reverse order by clicking on the Sort Descending button ( ). Figure 26 Sorted Ascending by First Name Filtering Data Filter by Selection Filtering data filters and then displays only the records that contain the data specified by the user. Microsoft Access provides several methods of filtering data in a table. Filter by Selection Filter Excluding Selection Filter by Form Advanced Filter/Sort To Filter by Selection, select a field that contains the information you want to filter on and click the Filter by Selection button ( ). Microsoft Access will then display only those records where the fields match. Figure 27 Filtered by Selection First Name Click the Apply Filter button ( ) to remove the filter. Filter Excluding Selection Filter Excluding Selection works the same way except that only those records where the fields do not match the selection are displayed. To access this feature, select Filter Excluding Selection from the Filter menu in the Records menu. 23

32 Figure 28 Filter Menu Filter by Form When you select Filter by Form, Microsoft Access opens a form similar in appearance to the table. The form has all the same fields as the table to be filtered. The difference is the tabs at the bottom right-hand corner of the form. Criteria Tabs Figure 29 Filter by Form Enter the criteria you want to filter on in the appropriate field. You can enter multiple filter criteria in multiple fields which is then logically AND ed together. By clicking on the Or tab at the bottom left hand side of the form you can specify multiple criteria that is then logically OR ed together to create your filter. To start the filter, click the Apply Filter button on the toolbar. Advanced Filter/Sort Advanced Filter/Sort lets users create even more complex filters, and sorts the filter results at the same time. Select Advanced Filter/Sort from the Filter menu. 24

33 Figure 30 Advanced Filter/Sort Window Using the window users determine the fields they want to filter on by clicking in the field cell and selecting the field from the dropdown list. Users then decide whether and how to sort the filtered results. Finally, users enter the criteria for the fields they are filtering. Criteria entered on the same line are logically AND ed together while criteria entered on different lines are logically OR ed together. Sorting and Filtering Exercise The steps in the following procedure will give you practice on using the filtering and sorting capabilities built into Microsoft Access. Procedure 3 Sorting and Filtering Exercise Step Instructions 1 Open the Customers table created in Procedure 2. 2 Click in the Company Name field and then click the Sort Ascending and the Sort Descending buttons. Observe how you re table changes. 3 Return to the original order by clicking in the Customer ID field and then clicking the Sort Ascending button. 4 Click in the Company name field and then click the Filter by Selection button. 5 Click the Apply Filter button to remove the filter. 25

34 Step Instructions 6 Click the Filter by Form button. The form should have the company name of the field where the insertion point is currently located. 7 Click the OR tab at the bottom of the form and enter the name of a second company in your table. 8 Click the Apply Filter button to apply the filter. 9 Click the Apply Filter button again to remove the filter. 10 Close the table. HELP For more information, press the F1 key and search for the word filter or on the word sort. Changing a Field s Data Type After creating a table, especially with a wizard, it may be necessary to change the data type of one or more fields. Changing a field s data type is done in the table design view. (For more information on data types, see Creating Tables-Design View). Suppose, for example, you created a Customers table using the Table Wizard and you want to be able to pick the customer s state from a list. The wizard sets the state field to a data type of Text by default. To change this so the field picks from a list you need to run the lookup wizard on the state field. Open the table in design mode and click in the data type column for the state field, then select Lookup Wizard from the dropdown list. The Lookup wizard opens. 26

35 Figure 31 Lookup Wizard Step One The first step is to tell Microsoft Access how the lookup column will get its data. You can have the lookup column get the data from another table or query, or manually type in the values for the column. The next step depends on the choice made in the first step. If you chose to look up values in a table or query, the wizard opens the following window. Figure 32 Lookup Wizard Tables & Queries Select the table or query you want and click the Next button. For our example, we would choose Table: tbl_states. If you selected to type in your own values, the wizard opens the following window. 27

36 Figure 33 Lookup Wizard Type Your Values Enter the number of columns you want then enter the values in the column cells. Clicking the Next button takes you to the final window. If you selected a table or query to look up the values in, then the wizard goes to the following window. Figure 34 Lookup Wizard Select Fields Select the field or fields you want and click the Next button. The wizard opens the following window that lets you define how to sort the list. 28

37 Figure 35 Lookup Wizard Sort If you want to sort the records, select the field from the dropdown and then select either Ascending or Descending. When you click the Next button, the wizard opens the following window where you can define the width of the column. Figure 36 Lookup Wizard Column Widths Define the width of the column and click the Next button. The wizard opens the final window where you define a label for the column. 29

38 Figure 37 Lookup Wizard Finish Type in a label name and click the Finish button to complete the wizard. You can also choose to have the wizard automatically open Microsoft Access help on customizing the lookup column. When you click the Finish button, Microsoft Access needs to save the table to make the change complete and displays a warning message to give you the opportunity not to make the change. Figure 38 Lookup Wizard Save Warning When you click the Yes button, Microsoft Access returns you to the table s design mode window setting the data type to the type of the underlying lookup column (in this case, Text). Click the Lookup tab of the Field Properties to view the changes made to the field. Figure 39 Field Properties Lookup Tab 30

39 To understand what s been done, compare this to the Lookup tab of another field where the data type is Text but the data is not looked up from another source. Note: When you use the Lookup Wizard to create a lookup column the wizard creates a relationship between the lookup table and the primary table. Once this relationship is created, you cannot change the data type without first deleting the relationship in the relationship window 6. Change Data Type Exercise The steps in the following procedure will lead you through the process of changing a data type and creating a lookup column. Procedure 4 Changing Data Type Exercise Step Instructions 1 Open the database created in Procedure 1 2 Click the New button the database window and import the tbl_states table in the Training database on the CD included with this manual 3 Open the Customers table and click on the StateOrProvence data type column 4 Select Lookup Wizard from the dropdown list 5 Click the Next button leaving the default option of looking up the values in a table or query 6 Select the tbl_states table from the list and click the Next button 7 Move the States field to the Selected Fields pane and click the Next button 8 Select States in the first sort field and click the Next button 9 Resize the column width and click the Next button 10 Click the Finish button 11 Click the OK button the Save warning message box 12 Click the Lookup tab of the field properties for the StateOrProvence field 13 Close the Customer table 6 See the lesson Understanding Table Relationships for more information. 31

40 Understanding Table Relationships Relationship Types We have touched on table relationships in the Designing Your Database lesson earlier in this course. Relationships coordinate related data between different tables. This lesson expands the discussion and shows users how to view and change the relationships between tables. Relationships between tables are created by defining a relationship between the primary key of one table with a foreign key in the related table. There are three types of relationships between tables. One-to-Many Many-to-Many One-to-One One to Many Many to Many One to One A one-to-many relationship would mean that a record in table A could have many related records in table B but records in table B have only one related record in table A. For example, the tables created in Procedure 1 have a one-to-many relationship. Each customer in the Customers table can be related to multiple entries in the Orders table, but each order in the Orders table can only be related to one customer. This is the most common type of relationship. A many-to-many means that an entry in table A can be related to multiple entries in table B and an entry in table B can be related to multiple entries in table A. Creating a third table called a junction table makes this type of relationship possible. The junction table has two primary keys consisting of the foreign keys of the two tables to be joined in a many-to-many relationship. A many-tomany relationship is really two one to many relationships with the third table. In a one-to-one relationship a record in table A would have only one matching record in table B and a record in table B would have only one matching record in table A. Because data related in this manner would typically be included in a single table, this type of relationship is not common. You might create this type of 32

41 Viewing Relationships relationship between two tables to keep track of customers participating in a promotion as an example. Select Relationships from the tools menu or click the Relationships button ( ) on the database window toolbar to open the Relationships window. One to Many relationship Figure 40 Relationships Window The relationships window displays the relationships between all the tables. If there are tables that you know exist but don t show up in the relationships window click the Show Table button ( ). This opens the Show Table window. Figure 41 Show Table Window Select the table you want to display and click the Add button. You can also hide a table by right clicking on the table you want to hide and select Hide Table from the popup menu. 33

42 Figure 42 Table Popup Menu Click the Clear Layout button ( ) to remove all the tables from the relationships window. Note: This does not delete the tables or the relationships; it simply removes them from the window. Changing Relationships You can edit the relationship by double clicking on the join line. The Edit Relationships window opens. Tables Related Fields Figure 43 Edit Relationships Window Using this window, you can change what tables are related, what fields in the tables are related, and turn on or off referential integrity. Referential Integrity Setting referential integrity on enforces rules ensuring that relationships of the related fields are valid, and that related fields are not accidentally changed or deleted. You cannot delete a record from a primary table if there are related records in the related table. For example, you cannot delete a customer s record from the Customers table if there are related order records in the Orders table. You also cannot change the value of the primary key in the primary table if that record has related records. You can change these rules by selecting either Cascade Update Related Fields or Cascade Delete Related Records. If the user sets either of these, the changes that would have been prevented are allowed. When you change the primary key in the primary 34

43 table or delete records from the primary table Microsoft Access makes all the necessary changes to the related tables. Note: If the primary key of the primary number has a data type of AutoNumber, then selecting Cascade Update Related Fields has no effect because you cannot update an AutoNumber field. Join Type When you click the Join button, you can change the join properties of the relationship. Figure 44 Join Properties Select the property choice that suits your requirements and click the OK button. Create New When you click the Create New button, you can create a new relationship between two tables. Figure 45 Create New Relationship Window Select the primary table from the Left Table Name dropdown and the related table in the Right Table Name dropdown. In the Left Column Name dropdown, select the primary key of the table. In the Right Column Name dropdown, select the foreign key. Relationships Exercise Follow the steps in the following procedure to learn how to view and change table relationships. 35

44 Procedure 5 Relationships Exercise Step Instructions 1 Open the database created in Procedure 1 2 Click on the Relationships button 3 If you don t see any tables in the window, click the Show All Relationships button 4 Double click the line joining the two tables 5 In the Edit Relationships window click the Enforce Referential Integrity check box 6 Click the Cascade Deleted Related Records check box 7 Click the Join Type button 8 In the Join Properties window select option number 2 and click the OK button 9 Click the OK button in the Edit Relationship window 10 Close the Relationships window 11 Close the database HELP For more information press the F1 key and search for the word relationships. Forms Microsoft Access provides a method to enter data into and display data from tables without having to open the table itself. You accomplish this by creating forms that are bound to the underlying tables. Data entered in the form is automatically entered into the table or tables. There are many advantages to using forms. Forms make entering data easier than entering data directly into a table s datasheet view. Using forms lets you enter data into more than one table at a time. You can also use forms to limit the data that other users can view or edit. Forms can also include information not included in the table, such as calculations on numerical data in the form. This can be things like totals of amounts or counts of entries. Forms can also be created that are not bound to a table. An example would be a form that opens other forms or prints reports. 36

45 Creating Forms As with tables, Microsoft Access provides several ways to create a form. To create a form first click on the Forms button under the Objects column of the database window. Clicking the New button on the database window opens the New Form window. Figure 46 New Form Window This window lists all of the different choices for creating forms. For the rest of this section we will be discussing the Form Wizard, which is the easiest way of creating a form. You can also start the form wizard by double clicking on Create form by using wizard in the database window. Either method opens the Form Wizard. Select Tables or Queries Select the Fields to include in the form Figure 47 Form Wizard First Step Select the table you want to bind the form to and then select to the fields from that table. You can then select another table and fields from that table. When you have selected all the fields you want included in the form and click the Next button. 37

46 Note: If the primary key has a data type of AutoNumber there is usually no reason to include it in the form since it can t be changed. Figure 48 Form Wizard Second Step The second step is to choose a layout for your form. Columnar arranges the fields in columns (top to bottom) in the form and typically displays only one record at a time. Tabular arranges the fields in rows (left to right) in the form and displays multiple records in the form. Datasheet creates a form that looks like the datasheet view of a table. Justified creates a form where the controls are justified within the boundaries of the form and typically only shows one record at a time. PivotTable and PivotChart are beyond the scope of this training course. The choice of layout is purely a matter of personal preference. We will experiment with the different layouts later in this lesson. After clicking the Next button, the wizard goes to the third step. 38

47 Figure 49 Form Wizard Third Step The third step is to choose a style. Styles define the font and font size for the labels and text boxes as well as the background. Once again, the choice here is a matter of personal preference. Styles can be changed in the form design view after the form is created. The wizard takes you to the final step after checking the Next box. Figure 50 Form Wizard Last Step Give the form the name you want. Select whether to open the form in view mode or in design mode. Decide whether you want help and click the Finish button. The wizard creates the form and opens the form in the selected mode. 39

48 Create Form Exercise Figure 51 Customers Form The steps in the following procedure will lead you through the process of creating a form using the wizard. Procedure 6 Create Forms Step Instructions 1 Open the database created in Procedure 1 2 Click on the Forms button under Objects in the database window 3 Double click on the Create form by using wizard icon 4 Select the Customers table and the fields you want included in the form in the wizard and click the Next button 5 Select the Columnar layout option and click the Next button 6 Select a style in the wizard and click the Next button 7 Click the Finish button without making any other changes 8 Repeat steps 3 through 7 changing your selections until you have forms for the first four layouts in step 5 9 You should have four forms; Customers, Customers1, Customers2, and Customers3 40

49 Step Modifying a Form s Design Instructions 10 Make a note of the differences between the different forms 11 Create a form for the Orders table 12 Close all of the forms Depending on the layout chosen for your form, you may find it necessary to modify the design of the form. Modifying the form is done in design mode. Select a form and then click on the Design button in the database window. Microsoft Access opens the form in design mode. Figure 52 Customers Columnar Form, Design View Design Basics Whenever a form is created using the Form Wizard, the wizard uses the field properties from tables to create controls in the form. The wizard also uses the forms template to create the form in a pre-defined form size. Depending on the layout chosen, the form template and layout may not allow the controls and the labels to be well matched to the intuitive use of those who will use the form for data input. Regardless of the design layout chosen, all forms and the controls in them all have common design characteristics. A form consists of three design areas, the form header, detail area, and form footer. These areas are defined by a grid of black dots on a grey background. 41

50 Note: If you don t see the header and footer select Form Header/Footer from the View menu. Design Grid Figure 53 Blank Form All three areas can be resized to suit the needs of the form. Resizing is accomplished by clicking and dragging. To resize the form header, rest the mouse cursor at the bottom of the header area and wait until it changes shape to a horizontal line with arrows pointing up and down. When the cursor changes shape click and drag the mouse up or down. Resize Cursor Figure 54 Resize Indicator To widen or narrow the form, rest the mouse cursor at the right hand edge of the form area and wait for the cursor to a vertical line with arrows pointing left and right, then click and drag the mouse to the left or right. Form Controls A form control bound to a table field usually consists of two parts, the control bound to the field and a label. The text in the label is taken from the caption property of the field. If the caption property is blank then the label text is taken from the field s name. 42

51 The controls in a form can also be resized as well as moved to any position on the form. When a control is selected move and resize handles appear. Move Handle Resize Handle Figure 55 Notes Control Resizing a control is much like resizing a window. Rest the mouse cursor on one of the eight resize handles. The cursor will change to a double-sided arrow and then click and drag the mouse up, down, left, right, or diagonally. Moving a control can be done in one of two possible ways. To move both the control and the label, rest the cursor on the edge of the control and wait for the cursor to change shape to a hand. Move Hand Pointing Finger Figure 56 Move Both When the cursor changes to a hand, click and drag both the control and the label anywhere in the design area. You can also select a control and use the arrow keys on the keyboard to move a control. To move either the control or label independent of the other, rest the cursor on the move handle until it changes shape to a hand with the index finger pointing at the handle. When the cursor changes shape, click and drag the mouse to move either the control or the label to where you want it on the form. Selecting Multiple Controls Microsoft Access provides a number of ways to select more than one control. The easiest method is to put the cursor in the ruler and then click and drag to select multiple controls. When you move the cursor into the ruler the cursor changes shape to an arrow. If the cursor is moved to the vertical ruler the arrow points to the right. If the cursor is moved to the horizontal ruler the arrow points down. You can also click in the design area of the form then click and drag a rectangle to select any control that is captured in the rectangle. 43

52 The third way to select multiple controls is to hold down the shift key and click on the different controls you want to select. Multiple selected controls can be resized or moved as a group. However, you cannot move a group by using the move handle. AutoFormat You can change the background of the form by selecting AutoFormat from the Format menu. Figure 57 AutoFormat Window From this window user can select a new format to apply to the background and controls. They can also select what to apply the changed attributes to. Modify Form Exercise The steps in the following procedure will lead the user through the process of modifying a form. Procedure 7 Modify Form Design Exercise Step Instructions 1 Open the form created using the columnar layout in design mode 2 Widen the by a couple of inches 3 Put the cursor in the horizontal ruler over the controls on the right side of the form and click to select them all 4 Move the controls to the right of the form 5 Select all the labels for those controls 44

53 Adding Controls Step Instructions 6 Using the resizing handles of any of the labels, expand the labels to the left until all the labels are legible 7 Repeat the process for the controls on the left 8 Position the controls neatly on the form and change from design mode to view mode Users can add controls to their form not included by the wizard. This can include labels, text boxes, command buttons, and a whole host of other controls 7. Users use the control toolbar to add controls to their form. Figure 58 Control Toolbar The control toolbar contains buttons to create the most commonly added controls to a form. There is a wizard available to help users add controls to accomplish the tasks the user desires. Click the wizard button ( ) and then click the button for the control you want to create. For example, suppose you want to add a command button to a form that opens another form. The first thing to do is open the form you want to add the button to in design mode. Then make certain that the wizard button is toggled to on then click the Command Button button ( ) and then click in the form where you want to put the button. A preliminary button is placed on the form and the Command Button wizard opens. 7 The complete list of the most common controls on the toolbar is listed in the Forms section of the Database Basics lesson. 45

54 Figure 59 Command Button Wizard By making selections and answering the questions in this wizard, users can create buttons that can carry out a number of tasks. For our example, we would select Form Operations under Categories and Open Form under Actions and then click the Next button. Since we selected Open Form, we are presented with a list of forms to select. Figure 60 Command Button Wizard 2 For our example, we re going to select the Orders form and then click the Next button. The wizard then wants to know how to open the form. Note: Keep in mind that the wizard changes depending on choices made in previous steps. 46

55 Figure 61 Command Button Wizard 3 Since we only want to see orders placed by the current customer in the Customers form, we will select the first option and click the Next button. Figure 62 Command Button Wizard 4 In this step we tell the wizard how to find the orders that are related to the customer. When we created the Customers table and the Orders table, we created a relationship between the two tables using the CustomerID field. By selecting the CustomerID fields in both forms and clicking the <-> button we re telling the wizard about that relationship. Clicking the Next button takes the user to the next step 47

56 Figure 63 Command Button Wizard 5 In this step, the wizard wants to know how to format the button. Users can add text to the button or select a representative picture or icon for the button. Clicking the Next button takes users to the last page of the wizard. Form Properties Figure 64 Command Button Wizard Last The last step is to provide the wizard with a name for the control. Clicking the Finish button puts the button on the form where it can be moved to where ever the user wants it. Every part of a form, including the controls in a form, has a set of properties associated with them. Properties define every aspect of each element of a form. Open the properties window for a form or control by first selecting it and then clicking the properties button ( ). You can also right click on an object and select properties from the popup menu. 48

57 Figure 65 Form Properties Format Tab The list of properties changes depending on the control selected. All the properties are grouped into their functional categories. The properties listed in the Format tab control how the control appears in the form. These properties control things like size, color, font, and position. Figure 66 Form Properties Data Tab The properties in the data tab define where the control gets the data it displays in the form. That property, Control Source, would be the name of the table for the form or the name of a table s field for a control like a text box. The control source does not have to come from a table. The control source can also be an expression. For example, you could build and expression that adds values contained in another control. In addition, you can define an input mask, default value, validation rules, and other properties. 49

58 Figure 67 Form Properties Event Tab Properties in the Event tab define what happens when the selected event happens to the form or control. For example, when we added the command button to the form the wizard added an Event Procedure to the On Click event. An event procedure is visual basic code added to a visual basic module attached to the form. Click the ellipse button ( ) to the right of the event TO view the event procedure. This opens the Visual Basic 8 editor window. Figure 68 Visual Basic Editor Window In addition to event procedures, users can also attach a macro or event or an expression 9 to an event. If you click in a blank event and then click on the ellipse button you open the Choose Builder window. 8 Writing Visual Basic Code is beyond the scope of this course. 9 Creating macros and expressions are beyond the scope of this course. 50

59 Figure 69 Choose Builder Window Selecting Expression Builder and click OK to open the Expression Builder window. Figure 70 Expression Builder Window This window is used to build expressions that can be attached to an event or a control. Expressions are used to manipulate data in a control. Selecting Macro Builder from the Choose Builder window opens the Macro Builder window. Figure 71 Macro Builder Window 51

60 Macros consist of a name, optional condition, an action, an optional comment, and action arguments if required (not all actions require arguments). The other tab contains properties that do not fall into the first three groups. Figure 72 Form Properties Other Tab Properties in this tab include the ability to add text to the control that is then displayed in the status bar of the Access window or in a popup control tip. You can also remove a control from the tab stop index, which means that the control will not get the focus 10 by pressing the tab key. The All tab displays all of the properties in alphabetical order. HELP For more information press the F1 key and search for the word properties. Using Forms A well-designed form is intuitive and easy to use. When the form first opens in Form View, focus (where the insertion point goes) is given to the control with the tab index property set to zero (assuming the tab stop property is set to Yes). You can then move to the next control in the tab index be pressing either the tab or the enter key. You can move to the previous control by pressing Shift + tab (you cannot use Shift + Enter to do this). Of course, you can also use the mouse to click in any control whose Enabled property is set to Yes. You can use the record selector at the bottom left-hand corner of the form to move to individual records in the form, or click the New Record button to move to the end of the underlying table and add a new record. 10 More information about controls and focus is contained in the Using Forms section of this lesson. 52

61 Main Switchboard You can also use the Find and Replace function in the same way you use it in tables (see Using Find and Replace). Microsoft Access provides a special form called the main switchboard, which provides a way to open other forms, reports, and perform other tasks including exiting the database. The Main Switchboard is created by selecting Switchboard Manager from the Database Utilities menu under the Tools menu. Figure 73 Database Utilities Menu Create Main Switchboard Since a valid switchboard doesn t yet exist in the database, the following message is displayed. Edit Switchboard Figure 74 Switchboard Manager Warning Message Clicking the Yes button creates the Main Switchboard and opens the Switchboard Manager Dialog window. Figure 75 Switchboard Manager Dialog Window 53

62 The Switchboard Manager lets the user create multiple switchboard pages. For example, you can have one page that opens different forms and a second page that opens a page that runs reports. Click the New button to create a new switchboard page. Figure 76 Create New Switchboard Page Give the new page a name and click the OK button. The new page is created and its name and to the list of Switchboard Pages in the Switchboard Manager. To add items and commands to the switchboard pages, select the page you want and click the Edit button. Figure 77 Edit Switchboard Page Click the New button to add an item to the page. Figure 78 Edit Switchboard Item Window Enter text to be displayed for the command you re adding. Select a command from the dropdown list. Finally select the item the command is to be carried out on from its dropdown list. This last list changes depending on the command selected. Switchboard Commands The following commands are available for the switchboard pages. 54

63 Finish the Switchboard Figure 79 Switchboard Commands Go to Switchboard Opens another switchboard page. Select the switchboard page to open. Open Form in Add Mode Opens the selected form in add mode, which means that users can add new records to the underlying table but cannot view or edit existing records. Open Form in Edit Mode Opens the selected form where users can view and edit existing records as well as add new records. Open Report Opens a selected report. Design Application Opens the Switchboard Manager. Exit Application Exits the database. Run Macro Runs a selected macro. Run Code Runs a selected Visual Basic function. When you ve added all the commands you want click the Close button on all the open windows. You will find a new form in the database window named Switchboard. This new form is bound to the table named Switchboard Items. Open the Switchboard form to use it. Figure 80 Main Switchboard 55

64 The switchboard can be updated and modified at anytime using the Switchboard Manager. Should you decide to delete the Switchboard form at any time, don t forget to also delete the Switchboard Items table. Open the Switchboard Automatically Microsoft Access can have the switchboard (or any form) open automatically whenever the database is opened. To accomplish this, click Startup from the Tools menu. The Startup window opens. Display the Switchboard when the database opens Switchboard Exercise Figure 81 Startup Window The startup window defines how the database behaves when it opens. Using this window, you can create a unique name for the database. You can define which form to display at startup. You can define whether to display the database window when the database opens, which can help protect parts of the database from inadvertent or malicious changes. You can use your own icon for the application, its forms, and reports. You can define your own Menu and Shortcut Menu bars. You can also decide whether to allow full menus, default shortcut menus, built-in toolbars, to allow toolbar or menu changes. The steps in the following procedure will lead you through the process of creating and managing a Switchboard. Procedure 8 Switchboard Exercise Step Instructions 1 Open the database created in previous exercises 2 Select Database Utilities from the Tools menu, and then click on Switchboard Manager 3 Click on Yes in the warning message box 56

65 Step Instructions 4 Click on New in the Switchboard Manager window 5 Enter Reports in the Create New window and click the OK button 6 In the Switchboard Manager window select the Main Switchboard and click edit 7 In the Edit Switchboard Page window, click New 8 In the Edit Switchboard Item window, type Customers in the Text box 9 Select Open Form in Edit Mode from the command dropdown 10 Select Customers from the Form dropdown and click the OK button 11 In the Edit Switchboard Page window, click New 12 In the Edit Switchboard Item window, type Reports in the Text box 13 Select Go to Switchboard from the command dropdown 14 Select Reports from the Switchboard dropdown and click the OK button 15 In the Edit Switchboard Page window, click New 16 In the Edit Switchboard Item window, type Exit in the Text box 17 Select Exit Application from the command dropdown and click the OK button 18 Click the Close button in the Edit Switchboard Page window 19 Click Close in the Switchboard Manager window 20 From the Tools menu, select Startup 21 In the Application Title text box type Training Database 22 Select Switchboard from the Display Form/Page dropdown and click the OK button 23 Close the database and reopen it and verify that the Switchboard opens when the database does 57

66 Queries Queries, as mentioned earlier in this course, provide a powerful method of sorting though data in one or more tables or other queries. In other words, queries are used to put your data to use. One of the features that make queries more powerful than even advanced filters is the ability to search and sort more than one table in a single query. When you run a query, the data it produces is called a recordset. You can also use one query to provide data for a second query as you drill down deeper and deeper into the data. Microsoft Access provides several different types of queries to allow users to view, analyze, and change data in a variety of ways. The different query types are: Select Queries Retrieves data from one or more tables displaying the results in a datasheet. You can also use select queries to group records and calculate sums, counts, averages, and other types of totals. Select queries are the most common type of query. Parameter Query A query that displays a dialog box prompting the user to enter information, like a value to enter into a field or criteria to for retrieving data. More than one piece of information can be prompted for, for example, the user can be asked to enter a beginning date and an end date, and the query will search for records that fall between the two dates. Crosstab Queries Used to restructure data for easier analysis. Crosstab queries calculate a sum, average, count, or other type of total for data that is grouped by two types of information one down the left side of the datasheet and another across the top. Action Queries Used to change or move many records in one operation. There are four types of action queries: 11 Update Queries Used to make global changes to multiple records in one or more table. For example, you can raise the price of a whole category of product with one operation. Append Queries Used to append data from one database to another. For example, suppose you acquire a new group of customers along with a database that contains information about those customers. Rather than manually entering the information about the new customers into your 11 Creating action queries is beyond the scope of this training course. 58

67 Creating Queries customers database you can use an append query to add the information to your existing database. Delete Queries Deletes a group of records from one or more tables. For example, you could delete a group of products that have been discontinued. Delete queries always delete entire records, not individual fields within the tables. Make Table Query Creates a new table from all or part of the data in one or more tables. This is useful for creating tables for export to another database or for creating history tables containing old records. SQL Query Creates a query using a Structured Query Language statement 12. Before creating a query, think through the question you want the query to answer. For example, what s our best moving product in a certain region or who is our top 5 sales people. In the database window click the Queries object and then click the New button ( ), which opens the New Query window. Figure 82 New Query Window Select Query You can create a select query using either the Design View or the Simple Query Wizard. Since the wizard leads the user through the process of creating a query, we ll start with the wizard. You can modify the query created by the wizard later in design view. In the New Query window, select the Simple Query Wizard and click the OK button 13 to start the wizard. 12 A full discussion of the Structured Query Language (SQL) is beyond the scope of this training course. 13 You can also double click on the Simple Query Wizard selection or double click on Create query by using wizard in the database window. 59

68 Select one or more table or query Select the field you want in the query Figure 83 Simple Query Wizard Start After you have selected the fields about which you want to gather data, click the Next button to proceed to the next step. Figure 84 Simple Query Wizard Step 2 In this step, you tell the wizard whether to produce a detail recordset or a summarized recordset. If you select detail, clicking the Next button takes you to the last step. If you select summary, click the Summary Options button to tell the wizard how to summarize the data. 60

69 Figure 85 Simple Query Wizard Summary Options The Summary Options summarizes fields with data types of Number or Currency. Click on the type of summary you want for each field, check whether to count the records in the tables or queries, and click the OK button to return to the wizard. Then click the Next button in the wizard to take you to the next step. Figure 86 Simple Query Wizard Step 3 Tell the wizard how you want dates grouped in the results recordset then click the Next button to proceed to the last step. Note: This step only occurs if you ve selected summary and included fields with a data type of Date/Time. 61

70 Figure 87 Simple Query Wizard Last Step In this last step, give the query a meaningful name and decide whether to run the query and view the results or open the query in design view for further modification. You can also have Microsoft Access open help on working with queries. Modifying a Query If the query doesn t give you the data you expect, you can tweak the query s design. You can keep tweaking the design until you get the results you expect. Click the design view button ( ) with the query open to change to design view. Figure 88 Query Design View The design view has two parts. The top part shows the tables or queries to search. The bottom part shows the fields to be searched as well as how to search and organize the results. 62

71 ADD A TABLE OR QUERY Users can add a table or query to the top part of the query by selecting Show Table from the Query menu, which opens the Show Table window. Figure 89 Show Table Window The Show Table window provides tabs for Tables, Queries, or both. Select the table or query you want to add to the query and click the Add button. If there are any relationships between the added table or query and existing tables or queries in the existing query, a join line is automatically added. To add a join that isn t created automatically, click on a field in one table or query and drag it to a field in another table or field. Figure 90 Query Add Table You can also delete a table by selecting it and selecting Remove Table from the Query menu. ADD A COLUMN Adding a column is a simple process of drag and drop. Select the field you want to create a column from and drag it to the query grid where you want it. 63

72 Field Drag and Drop cursor Figure 91 Field Drag & Drop You can also click in the field row and select the field from the dropdown list. If there is more than one table listed, the dropdown list displays the field names in the format Table.Field. The name of the table is automatically added to the Table row. You may see columns without a table name where the field contains an expression 14. If you ve used the wizard to create a summary query, the wizard may have added an expression to one of the columns. TOTALS If the users created a summary query using the wizard, the Totals row will be visible. Summary information by clicking the Totals button ( ) on the toolbar and selecting one of the aggregate functions, Sum, Ave, Min, Max, Count, StDev, Var, or one of the other functions, First or Last. SORTING Users can sort one or more columns in either ascending or descending order by selecting the appropriate order in the sort row for any of the columns. SHOW FIELD The check box in the Show row determines whether the field is displayed in the results. It is still possible to set criteria and/or sort the field, but un-checking the box simply hides it from view. SETTING CRITERIA The Criteria row allows users to define criteria to look for in the field to limit the results of the query. For example, suppose you wanted to limit the results to those from a single city. In the City field criteria row, you would insert an expression defining the city to look for, such as: Like Chicago 14 Expressions in queries is beyond the scope of this training course. 64

73 Since Chicago is a text string, it is enclosed in double quotes. Microsoft Access will do this for you automatically. You can also use wildcards (*,?) to look for text strings beginning with, containing, or ending with a specified text string. For example, defining using the expression Like Ch* in the city field will return all cities beginning with CH. You can also use mathematical expressions. For example, if you only wanted to see orders above a specific amount, you could define the amount preceded by the greater than symbol, such as: >25 Multiple criteria in multiple fields on the same row are logically ANDed together. Multiple criteria on different rows are logically ORed together. PROMPTING FOR CRITERIA A query can be created to prompt the user to input values in an expression in criteria. By placing the prompt text between square braces ([]), the query will use that text to prompt the user for input. For example, if you create the expression Like [Enter Company Name] the query will display a prompt asking the user to enter the company name when run. Figure 92 Parameter Prompt Query Exercise The following steps will lead you through the process of creating and modifying a simple select query. Procedure 9 Query Exercise Step Instructions 1 Open the Training database included on the CD supplied with this course 2 In the Database window, Click the Query object and double click the Create query by using wizard icon 3 Select the Customers table and select the CustomerName field 65

74 Step Instructions 4 Select the Orders table and select the OrderDate and ShipDate fields 5 Select the Order Details table and select the UnitPrice and Quantity fields 6 Select the Products table and select the ProductName field 7 Click the Next button 8 Verify that Detail is selected and click the Next button 9 Click the Next button and select Modify the query design option and click the Finish button 10 Under the CustomerName field in the Criteria row, enter the expression Like [Enter Customer Name] 11 Click the Run Query button ( ) 12 In the Enter Parameter Value window, enter A* and click the OK button 13 View the results HELP For more information press the F1 key and search for the word queries. Reports Microsoft Access provides users with powerful tools for organizing and presenting data in a read-only format like a printed document. Access reports provide a convenient method of organizing and formatting data to suit your purposes and requirements. Access Reports gives users precise control over how the data is organized and presented, allowing the use of a variety of different design elements. Users can use text, data, lines, pictures, boxes, graphs, and other elements to create the needed report. The elements you use in your report are completely up to you. Invoices, sales summaries, and mailing labels are all examples of reports. You should use a report when: You need to print data you use on a regular basis You need to print information for distribution to others 66

75 You need to summarize or group information for others You need precise control over the appearance and format of information when printed Once your report is designed and saved, it can be used repeatedly. The report design stays the same but the report uses the latest available data each time it is printed. You can change the report s design anytime the need arises, or create a new, similar report based on the original. Using Microsoft Access, you can create reports that: Organize and present information in groups. Present the data in an attractive format with lines, fonts, pictures, graphics, charts, and conditional formatting. Calculate running totals, group totals, grand totals, and percentages of totals. Include subforms, subreports, and graphs. Print header and footer information at the report, page, and group level. Creating Reports As with Tables, Forms, and Queries, Microsoft Access provides multiple methods for creating the reports you need. The following report creation methods are available to users: Report Wizard The report wizard will quickly create reports using data from one or more table or query. It is possible to use a combination of tables and queries. AutoReport AutoReport quickly creates a report from all the data in a table or query. Only one table or query can be specified using AutoReport. If you have well designed queries, this is the quickest way to create your reports. Manually, using Design View Creating a report manually takes more time than using the wizard or AutoReport, but gives the users greater control over the data included and the format of the report. Of course, it is also possible to create a report using AutoReport or the wizard and then modify it in design view. In the database window, click on the reports button under Objects and then click the New button on the database window to open the New Report window. 67

76 Select the report creation method Select the table or query to use Figure 93 New Report Window If you select anything other than Design View or Report Wizard, you must choose a table or query to use for the report. When you select Report Wizard and click OK, the Report Wizard opens. Figure 94 Report Wizard First Page Using this wizard is very similar to using the Forms Wizard (see Creating Forms). From this first page, select fields from one or more tables or queries and click the Next button. 68

77 Figure 95 Report Wizard Second Page Depending on the relationships of the tables chosen, either in the report wizard or selected query, the wizard offers a variety of ways to group the information in the report. Clicking the Show me more information button opens an information window that further explains the choices. The pane on the right presents an example of how the grouping with affect the report s design. Figure 96 Report Wizard Tips Information Window Clicking the Show me examples button opens another information window that will show the user different examples of data grouping. 69

78 Figure 97 Report Wizard Examples Information Window When you click any of the example buttons ( ) the wizard displays an example of how the chosen example will group the data. Figure 98 Grouping Example Window After you ve selected the grouping you want, click the Next button to go the third page of the wizard. 70

79 Figure 99 Report Wizard Third Page Using this page, users can add additional groupings to their reports. Microsoft Access supports up to four levels of groupings in reports. Add any additional groupings desired and click the Next button to go to the fourth page. Figure 100 Report Wizard Fourth Page You can define a sort order for the detail records (those records not used for groupings) on this page. Microsoft Access can sort on up to four fields. If you click the Summary Options button, you can also define if and how to summarize detail records. 71

80 Figure 101 Report Summary Options Window In the above example, the report will show a total (Sum) of both the UnitPrice and Quantity fields. The report will show all the detail records as well as the sum, and will not calculate a percent of total for the sums. Clicking the OK button returns you to the wizard. Clicking the Next button on the wizards takes you to the fifth page. Figure 102 Report Wizard Fifth Page From this page, the user selects one of six available layouts and the report orientation. Users can also select a check box that forces the field widths to fit on a single page. After making your selections, click the Next button to go to the sixth page of the wizard. 72

81 Figure 103 Report Wizard Sixth Page Users define one of six available styles to apply to their report. The report style defines things like label and text font and color as well as line weights and colors. Clicking the Next button takes you to the last page. Figure 104 Report Wizard Last Page The last page asks the user to create a name for the report and decide whether to preview the report or open the report in design view so it can be modified. Clicking the Finish button creates the report and opens it in the mode determined in the last page. 73

82 Create Report Exercise Figure 105 Report Example The following steps will lead you through the process of creating a report using the wizard. Procedure 10 Create Report Exercise Step Instructions 1 Open the Training database used in Procedure 9 2 Click the New button on the database toolbar and then double click on Report Wizard 3 Select the Query created in Procedure 9, select all the fields in the query, and then click the Next button 4 Click on each grouping choice and observe how they change 74

83 Modify a Report Step Instructions 5 Select by Customer and click the Next button 6 Add ProductName to the groupings and click the Next button 7 Click the Summary Options button and select Sum for both the UnitPrice and Quantity fields in the Summary Options window 8 Click the OK button and then click the Next button 9 Click the different layout options and observe the layout changes 10 Select the Outline 1 layout and click the Next button 11 Click on each of the Style choices and observe the differences 12 Select the Corporate style and click the Next button 13 Type Customer Orders Report 1 as the title of the report and click the Finish button 14 Enter a* in the Enter Parameter Value parameter prompt window 15 Observe report results. You can leave the report open as we will be using this report later in this lesson. Although the wizard is the fastest way to produce your initial report, you may find that the format doesn t exactly suit your needs or otherwise needs certain adjustments. For example, you may want to change the formatting of either the page or the data or you may want to change the position of text on the page. You may also want to add additional information to the report. To modify a report, it must be opened in design view. If the report is not open, select it in the database window and click the design button on the database toolbar. If the report is open in Print Preview, click the Design View button ( ) on the toolbar. Either action opens the report in design view. 75

84 Report Header printed on the first page of the report Printed on every page Report Footer printed on the last page Figure 106 Report Design View The report design view is much like the Forms design view and works in exactly the same way. (Refer to Modifying a Form s Design for more information). The user can change every aspect of a control or design element. Users can change formatting by selecting a control and using the formatting tools on the toolbar or by changing the report control s properties. Click the Properties button ( ) to open the properties window. Figure 107 Data Properties for Text8 In some cases, making changes is done more easily by using the control s properties. For example, controls with expressions in them are usually more easily edited by using the data properties for the control. Where the expression is quite long, using the 76

85 Expression Builder can make editing even easier. Click the ellipses button ( ) to open the Expression Builder. Figure 108 Expression Builder Users can also add controls to a report that changes the report s format or adds additional information. For example, users can add lines that make the division of report data more apparent or other controls to better format the report. To create a report with a title page and force each company in the report to start on its own page, a Page Break control could be added to the top of the CompanyName Header. Modify Report Exercise The following steps will lead you through the process of modifying a report to meet your requirements. Procedure 11 Modify Report Exercise Step Instructions 1 Open the report created in Procedure 10 in design view 2 Make all the changes outlined in Appendix A 3 Compare your changes to the Modified Customer Orders Report included with the Training database 4 When you are done, close the report and save the modified report HELP For more information press the F1 key and search for the word reports. 77

86 Document Your Database Describe Your Fields Documenting your database is important for several reasons. First, it helps new users understand what they re doing. Second, it can help another developer the purpose of each object in the database. Finally, a well-documented database can be invaluable should all or any part of the database need to be recreated due to a catastrophic computer failure. Adding descriptions to the fields when creating or modifying tables ensures that other developers or users understand the exact purpose of the fields. Adding descriptions is done in the table design view. Describe Your Objects The same reason for adding descriptions to fields applies to adding descriptions to the objects in your database. Object descriptions are viewed when the database window view option is set to details. Click the Detail button ( ) on the database window toolbar to change the view. Figure 109 Database Window Detail View To add or change a description, select an object and then select Properties from the View menu. You can also right click on an object s icon and select Properties from the shortcut menu. You can also use the Properties window to view the description. 78

87 Figure 110 Object Properties Window Add or change the description and click the OK or Apply button. Database Documenter Microsoft Access provides a tool that will document every aspect of your database. Select Documenter from the Analysis menu under the Tools menu to open the Documenter window. Figure 111 Documenter Window Using this window you can select a single object, multiple objects in an object type group, or all objects in the database. You can select multiple objects under each of the object type tabs. The Documenter creates a report for the selected objects suitable for printing. By default, the report contains all the information about the selected objects. Clicking the Options button lets the user change the information included in the report. 79

88 Figure 112 Print Definition Options Window The Print Definition options are a little different for type of object selected. You can exclude any category of information you need. After completing the creation of a database, running the documenter on all objects and printing the report ensures that you have a hard copy report that details the database s design that can be filed for safekeeping. HELP Backup Your Database For more information, press the F1 key and search for the word Documenter. Information is valuable. A lot of time is spent collecting and storing the information you use in your business and your personal life. Loosing that data can be devastating, or, at least, costly to recreate. The best way to protect the investment you ve made in the information you ve saved is to back up your database frequently. By backing up your database, you ensure that only those changes made since the last backup is lost in the event of a catastrophic system failure. Microsoft Access provides an easy and convenient method of backing up your database. Selecting Back Up Database from the File menu opens the Save Backup As browser window with a default file backup name. 80

89 Figure 113 Save Backup As Browser Window The default backup file name is the original file name with the current date appended to it. You can change this name if you desire. By default, Microsoft Access saves the backup file in the same folder as the original database. For even greater security, consider saving the backup to removable media. HELP More Information Using Help For more information, press the F1 key and search for the word backup. Microsoft Access provides extensive on-line help. Throughout this document, we have referred to Microsoft Office Access Help for more information. While finding exactly the information you need is often daunting, it is well worth the effort more often than not. The key to finding what you need is to enter the most relevant keywords into the help search box. Selecting Microsoft Office Access Help from the Help menu, or press the F1 key will open the Help task pane. Figure 114 Help Task Pane 81

90 Enter one or more keyword in the Search for text box and press the enter key. Microsoft Access will search through all of its on line help files and return a list of relevant files for your review. If the first list doesn t give you want you re looking for, enter a new keyword at the bottom of the task pane. This method may take some time, but it usually will give you what you need. Sample Files Other Sources Microsoft Access includes sample databases when it is installed. These are available by selecting the Sample Databases menu from the Help menu. Depending on how the installation options where set when the application was installed, you should at least have the Northwind Sample Database available. There are a number of Microsoft Access user forums on the web. When all else fails, try posting your question or problem to one of these message boards. 82

91 Appendix A The following image shows the changes to make to the report created in Procedure 10 Create Report Exercise. CHANGES MADE The following modifications have been made the to the report design created in Procedure 10 Create Report Exercise. Added a Page Break control to the top of the CompanyName Header Added a 2 point red line to the top of the CompanyName Header Removed the grey box surrounding the ProductName Header Changed the formatting of the Text Box controls (changed the font and font sizes) A1

92 Added a 1 point blue line to the bottom of the OrderDate Footer Edited the expression in the summary text boxes for each grouping heading Edited the text boxes for each of the Sum labels Repositioned the UnitPrice and Quantity detail and summary information on the page These changes accomplish two things: First, they allow more data to be displayed on the page; second, they make the data easier to read and understand. A2