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  Create database storing information manipulation extracting.

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  1. M icrosoft Access 2007 Tutorial Lesson 1 : Getting Familiar with M icrosoft Access 2007 for Windows M icrosoft Access is a database software package. A database is an organized collection of records. Telephone and address books are exam ples of paper databases. With Access, you can create a computerized database. For exam ple, you can use Access to organize the students who attend a school, the courses they take, and the instructors who teach them. Getting Started You use windows to interact with Access. To begin, start Access 2007. You screen will look similar to the one shown here. Getting Started with Microsoft Office -Access Understanding Security It is possible for an Access database to contain malicious code, such as a computer virus. Access has security settings that disable code and display a security warning when you open a database. If you know a database is trustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database.
  2. To enable a databaæ: Welcome to the Northwi 'Options..: on the Messa database from a Trusted The Navigation Pane To manipulate the Navigation pane: Hame 'kro: Il 0 Create Calibri s sample, click tively» open the Northwin External Data Database Tools 11 Acr View - Views Paste Clipboard Double-right arrows Fant Northwind Traders Andrew Cencini I am Active Orders New Cust Status 81 New 80 New Oate Customer 4/25/2006 Company C 4/25/2006 Company O
  3. The Title Bar Northwind 2007 : Database (Access 2007) - Microsoft Access The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the database on which you are currently working. The Ribbon Buttonsp Croup Dialog Box Launcher Access Objects To view or hide the objects on the Navigation pane: All Access Objects Tables Forms Reports Macros ModLAes You click the double down-arrows to view objects. The double down-arrows change to double up-arrows You click the double up-arrows down-arrows icon tells you the object type: module. to hide objects. The double up-arrows change to double a table, form, macro, and report, query, Objects
  4. Tables Queries Forms Reports M acros Modules In Access, data is stored in tables. A table is a set of columns and rows, with each column referred to as a field. Each value in a field represents a single type of data. Each row of a table is referred to as a record. You use queries to retrieve specific data from your database and o answer questions about your data. For example, you can use a query to find the names of the employees in your database who live in a particular state. Forms give you the ability to choose the format and arrangement of fields. You can use a form to enter, edit, and display data. Reports organize or summarize your data so you can print it or iew it onscreen. You often use reports when you want to analyze your data or present your data to others. M acros give you the ability to automate tasks. You can use a macro to add functionality to a form, report, or control. Like macros, modules give you the ability to automate tasks and add functionality to a form, report, or control. M acros are created by choosing from a list of macro actions, whereas modules are ritten in Visual Basic for Applications. You double-click an object to open the object. You right-click an object to View a menu Of options. r Addr ss Ota." Open objects appear on tabs. Right-click a tab to view a menu of o tions. SS' Stet You double-click an object to open the object. You right-click an object to view a menu of options. You can use the menu to do such things as open objects, rename objects, and delete objects.
  5. Objects that are open appear on tabs. Right-click a tab to view a menu of options you can perform, such as save the object, close the object, or change the view. Change Views A view is a way of looking at an object. For example, in Access, data is stored in tables. Two of the possible ways you can view a table are Datasheet view and Design view. You can see the data contained in a table in Datasheet view. You can see the design of a table in Design view. When you open an object, buttons appear in the lower-right corner of the Access window. You can use the View button on the Home tab to change views, or you can click the proper button in the lower-right corner of the window.
  6. Lesson 2: a-eating M icrosoft Access Tables Tables are the foundation of an Access database. Access stores data in tables. This lesson teaches you how to create a table, add fields to a table, assign data types to fields, and set field properties. Understanding Tables A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name and no two fields can have the same name. Each value in a field represents a single category of data. For example, a table might have three fields: Last Name, first Name, and Phone Number. The table consists of three columns: one for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains the last name, the First Name field contains the first name, and the Phone Number field contains the phone number. Each row in a table is called a record. Employes Table Name Last Name Smith Jones Record Adams Field First Name John Mary Steve Phone Number (555) 123-4567 (555) 123-1234 555 123-5678 All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should refer to employees, all of the data in the Sudents table should refer to students, and all of the data in the Courses table should refer to courses. To add fields to a table: _a SOP*' : 3 H•rtt 2 .3 T.W,I. 4
  7. 1. 2. 3. 4. 5. 6. 7. Click the Add New Feld column label. Activate the Datasheet tab. Click Rename in the fields & Columns group. Type the field name. Press Enter. Access creates the field. Type the next field name. Access creates the field. Continue until you have created all of the fields in your table. Press Enter without entering a field name to end your entries. Name and a Table After you create a table, you must name and save it. To name and eve a table: 1 2 1. 2. 3. Click the Save button on the Quick Access toolbar. The Save As dialog box appears. Type the name you want to give your table. Click OK. Access names your table. Tip: You can use the Rename option at any time to rename any column. For example, you can rename the ID column Employee ID.
  8. Understanding Data Types In Access, you use data types to specify the type of data each field can capture. Data Type Text Memo Number Date/Time Qrrency AutoNumber Yes/ NO Data Types Use Alphanumeric data. Use for text and for numbers that are not used in mathematical calculations. Use for names, addresses, and other relatively short pieces of text. Can store up to 255 characters. Long text. Use for long pieces of text, such as notes and long descriptions. Can store up to 64,000 characters. Numeric data. Use for numbers you want to use in mathematical calculations. Use for dates and times. Use for currency. Unique sequential numbers or random numbers automatically inserted when you create a record. Use to create a primary key. Logical data. Use when only one of two values is valid. Yes/ No, True/ False, etc. Notes If you are working with currency, use the currency type. Prevents rounding during calculation.
  9. To asign a data type or format to a field: 2 Database Tc Hyperlink Use to store hyperlinks. Attachment Use to store attachments. OLE Object Use to attach an OLE object such as a Word document, Excel spreadsheet, or PowerPoint presentation. *eta 'Table Tools Datasheet School : Database (Access 2007) elete ename Employee Data Type: Format: La Number I General Number Currency Euro Fixed Standard Percent Scientific :in 3 s Required 4 1 hips Object Dependencies Relati onships Add New Field (New) To uæ Design view to create a new table: Home ame Create S h=tePoint Age 1 11 Form. Split Form Templetu• Lists Tables Activate the Create tab. 1. 2. Click Table Design in the Tables group. Access changes to Design view and the Table Tools become available.
  10. Sch Rows ROWå 6 Column - Oat. Type Ptope 3 5 Field Name Student ID To set field properties: -a AutoNumber CW VOOI# •e Inset Glumn guyes AutoNumber text te/Time Text Text text Text Sheet tion * The student 10 Number Acrobat Oesion The student ID Number Stwdent last name Student first name student date birth Street adddress City State Postal Cede student to Last Name First Name oate Street Address City State Postal Cede Vague Rue Mode text Obte 2 t'»tt Oste L.ong Oat e time Med Short Fot Tu•esuy, June XO' 649,077 1. 2. 3. 4. Click the field for which you want to set the field properties. Activate the General tab in the Feld Properties area. Set the properties you want to set. Repeat steps 1 through 3 until you have set all the properties for all fields.
  11. Create a Lookup Column If a field can contain a finite list of values, you can create a Lookup Column and users can select the value they want from a list. For example, if the employees at a school can only work in one of the following departments: Administration, Computer Science, English, History, or Math. You can create a table Departments table that lists the departments and then use the list in the Employee table to assign each employee to a department. Departments Department ID Primary Key 1 2 3 4 5 Department Administration Computer Science English History Math Access has a wizard to help you create lookup columns. Creating a Lookup column creates a relationship between two tables. See the section Create Relationships in Lesson 3 to learn more about relationships. To uæ the Lookup Wizard to create a lookup column: 1. 2. 3. 4. 5. 6. Open the table to which you want to add a lookup column. Click the field label for the field before which you want to add a lookup column. Activate the Datasheet tab. (You must be in Datasheet view.) Click the Lookup Column button in the fields & Columns group. The Lookup Wizard appears. M ake sure the radio button next to " I want the lookup column to look up the values in a table or query." is selected. Click Next. The Lookup Wizard moves to the next page.
  12. Open the Lookup Wizard ±lect your table or query 2 5 A lookup column can be based on a table, a query, or a list of values you type. If you base your lookup column on a table or query, you must create the table or query before creating the lookup column. A query is a list of rows and columns based on one or more tables. A query only displays the rows and columns you specify.
  13. Lookup Wizard 1. 2. 3. Vfrizh sh3dd provide for yc•-r lcOup Tube : table } SOJ&nE o Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries, or Both. Click to select the table or query you want. Click Next. The Lookup Wizard moves to the next page. ±lect fields You choose the fields you want to appear in your lookup column. Be sure to include the primary key. 1. 2. 3. lockup Wizvd Click the field you want. fields he vaå-jes you W&'t rdJded 60k'LO The fie4df select become in YO." 3 Click the single right-arrow button . Access places the field in the Selected Felds column. Repeat this process to select additional fields. If you want all the fields in the table, click the double right-arrow button . Note: Use the single left-arrow and the double left-arrows to deselect fields. Click Next. The Lookup Wizard moves to the next page.
  14. 5rt fields The Lookup Wizard allows you to sort the records in a lookup column. You can display records in order, either ascending (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending (alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a sort. For example, you can sort by state and then within each state by city, and then within each city by street address. If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line two, and so on. In the state, city, and street address example, you create the state on line one, the city on line two, and the street address on line three. Wt»t wont foc items sutrecuds by to fov ids, CZZZZ= 3 2 asce&o descen&" 1. 2. 3. Click the down-arrow and then select the field you want to sort by. Click to select a sort direction (the button toggles between ascending and descending). You can sort within a sort for up to four levels. Click Next. The Lookup Wizard moves to the next page. Adjust column widths A key column is the column that connects one table or query to another table or query. For example, you can use the Department ID field in the Employees table and the Department ID field in the Departments table to connect the two tables. You may, however, want to display the name of the department when you view the table but not the department ID; if so, leave the Hide Key Column box checked.
  15. 1. 2. 3. L "kup Ota its ebae to cc @ key Creputrrmt. Deselect Hide Key Column, if you wish. Adjust the column widths by dragging or double-clicking the right vertical border for the column. Click Next. The Lookup Wizard moves to the next page. *ecify the Key Field (if you deelected Hide Key Column) A key field is a field that uniquely identifies a record. If you deselected Hide Key column, you must tell Access which field is the key field. 1. 2. Lockup Wæurd Click the key field. elect row a from ri database, you the gerfo«m a field Whith YOU 'he vaOe went to cue Click Next. The Lookup Wizard moves to the next page.
  16. Name the column field names appear at the top of each column. On this page of the Wizard you tell Access what you want to name your lookup column. In Access 2007, multiple values can appear in a field; click the Allow Multiple Values checkbox if you want to allow multiple values. Leekup thrse re he oee% h,Z'.et 1. 2. 3. 1. 2. 3. 4. 5. 6. 7. 8. 9. Type the name you want to give the column. Click if you want to allow multiple values in the field. Click Finish. Access creates the lookup column. How do I create a lookup column by typing a list? Activate the Datasheet tab. (These instructions assume you are in the Datasheet view. ) Click the Lookup Column button in the Felds & Columns group. The Lookup Wizard appears. Click the radio button next to " I will type the values I want." Click Next. The Lookup Wizard moves to the next page. Type the number of Columns you want in the Number Of Columns field. Type the values you want under the column heading. Click Next. The Lookup Wizard moves to the next page. Type the column label you want. Click Finish. Access creates a lookup column based on your list.
  17. Lesson 3: Working with M icrosoft Access Tables After you create an Access table, you can modify it, enter data into it manually or import data from somewhere else, such as Excel. This lesson teaches you how to modify a table and enter data. Enter Records After you have created a table, you can enter data into it. To enter data into an AutoNumber field: • Press the Tab key. When you make an entry into another field in the record, Access will automatically make an entry into the AutoNumber field.
  18. To enter data into fields that have a lookup list: 10879 Administration 10101 computer Science 10056 English 1 222 History 98,cco.co 102,000.00 124000.00 103,000.00 1 Math Math 1. 2. 3. Click the down-arrow that appears when you click in the field. Click to select the entry you want. Press the Tab key. To enter data into a Yes/ No field: Salary Oate of Birth Full -time 75,000.001 ao,ooo.oo 86,000.00 5/3/1986 9/14/1360 7/26/1953 Click the checkbox for Yes; leave the checkbox unchecked for No. M odify a Table After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns. Delete Columns The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column delete.
  19. Insert Columns The Insert option inserts a column before the selected column. To inert a column: 2 To delete columns: 2 3 1 us sss.ssss 4 tsssjsss..,ü93 1. 2. 3. 4. Click and drag to select the columns you want to delete. Activate the Datasheet tab. Click Delete in the Felds & Columns group. A prompt appears. Click Yes. Access deletes the columns you selected. Nur • • V *ene Ivhri Nuffi • 1 ; 456 way IS.SSJ jsssj isssj Crump owumgamai'.cc
  20. Lesson 4: Sorting, Filtering, and Ceating Relationships You can sort Access data so you can view records in the order you want to view them, and you can filter data so you only see the records you want to see. This lesson teaches you how to sort and filter an Access table. Access data is stored in multiple tables. Relationships join tables together so you can work with the data from multiple tables. This lesson also teaches you how to create relationships. Sort a Table
  21. By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending order (alphabetical from Ato Z, lowest number to highest number, earliest date to latest date) or descending order (alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a sort. For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state. To add a 2 Countrv 4iS/i3B 9B Len Valene •01m jumte6St.ate• United Sra t" umtedState• State 1. 2. 3. Click the column label for the column you want to sort. Activate the Home tab. Click the Ascending button in the Sort & Filter group. Access sorts the or Descending column in ascending or descending order. To remove a 1. 2. Activate the Home tab. Click the Clear All Sorts have applied. button in the Sort & Filter group. Access clears all of the sorts you Filter a Table You can apply a filter to see only the records you want to see. For example, perhaps your database contains students from the states of DE, NJ, and PA and you only want to see the students from DE. You can filter your data so only DE students display. Each time you apply a filter to a column, it replaces any previous filter you applied to that column. For example, if you apply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clears the DE filter and then applies the NJfilter.
  22. You can apply filters to multiple columns in the same table. For example, by applying a filter first to the Sate field and then to the Last Name field, you can see all of the students in the state of DE whose last names are Adams. To apply a filter: TWO 2 Byt •Cane 14 uz/uaw 1.2* 6t24,ii9'l i.jstrwd.e 24 •e i.L./'Sii94• 44 923 R •9/L$/'1.99ü W Carter 1 iöi±4 3 united State united Sta t" 1. 2. 3. 4. 5. Click the column label for the column you want to filter. Activate the Home tab. Click the Filter button. A menu appears. Uncheck the items you do not want to appear, making sure only the items you want are ch ecked. Click OK. Access filters your data and displays the word Filtered at the bottom of the window.
  23. united State* United Scat" To remove a filter: 1. 2. 3. Activate the Home tab. Click Advanced in the Sort & filter group. A menu appears. Click Clear All filters. Access clears all the filters you have applied. Tip: After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on and off. Hide Columns There may be times when you may not want to display a certain column or set of columns. In such cases, you can temporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide them.
  24. To hide columns: 1 Sv•t 8 urnes 10 Jane To create relationships: 3 Stee•s mne Warren 4 Grand 1 jennsei 1. 2. 3. 4. 5. Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click Close All.) 2 Home Create Visual Basic Run Macro : Create Shortcut Menu fr•-- Convert Macros to Visual Basic Macro Database Tools Relationships Show Activate the Database Tools tab. Click the Relationships button in the Snow/ Hide group. The Relationships window appears. 4 Rela 'onships Cler Layout Relationship Report Tools i+_ Hide Table Ouect Relationships Show Close able *Alt Relationships Relationsh*ps If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are prompted, click Yes. Click the Snow Table button in the Relationships group. The Snow Table dialog box appears.
  25. Show Table Tables Courses OE StudenS Deparhents Employees Enrolled Studen& Add ses s 6 8 7 6. 7. 8. 9. Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if your relationships will be based on queries, or activate the Both tab if your relationships will be based on both. Double-click each table or query you want to use to build a relationship. The tables appear in the Relationships window. Click the Close button to close the Snow Table dialog box. Students 9 i? Student 10 First Name Last Name Street Address City State Postal Code Payments i/ Payment Student ID Amount Oue Payment Amo unt Drag the Primary table's primary key over the related table's foreign key. After you drag the primary key to the related table's box, the cursor changes to an arrow. M ake sure the arrow points to the foreign key. The Edit Relationships Dialog box appears.
  26. Edit Relationships lable/Query,' Students Student ID aelated Table/Queryww F'syments Student ID Create -loin 11 New, Q'fpr.ce scade Update Related Fields Cascade Delete Related Records I ip Type: One-To-Many R 10. Click the Enforce Referential Integrity checkbox. 1 1 . Cick Create. Access creates a one-to-many relationship between the tables. Students Student 10 First Name Last Name Street Address City State Postal Code 1 Payments Payment 10 Student 10 Amount Due Paym ent Amount 12. Click the Save button on the Quick Access toolbar to save the relationship. Tip: When you create a relationship, you can view the related table as a subdatasheet of the primary table. Open the primary table and click the plus (+) in the far left column. The plus sign turns into a minus (-) sign. If the Insert &lbdatasheet dialog box opens, click the table you want to view as a subdatasheet and then click OK. Access displays the subdatasheet each time you click the plus sign in the far left column. Click the minus sign to hide the subdatasheet. Tip: After a relationship has been created between two tables, you must delete the relationship before you can make modifications to the fields on which the relationship is based. To delete a relationship.
  27. Lesson 5: Creating M icrosoft Access Queries A query can be based on tables or on other queries. To create a query, you open the tables or queries on which you are going to base your query in Query Design view, and then use the options in Design view to create your query. You then click the Run button to display the results. You can save queries for later use. To open tables or queries in Query Design view: 4 1. 2. 3. 4. 5. 6. Activate the Create tab. Click the Query Design button in the Other group. The Show Table dialog box appears. Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base your query on queries or activate the Both tab if you want to base your query on both tables and queries. Click to choose the table or query on which you want to base your query. Click Add. The table appears in the window. a. Cick to choose the next table or query on which you want to base your query. b. Continue clicking tables or queries until you have all the tables and queries you plan to use. Click Close. Access changes to Query Design view. Display All Records and All Fields In Query Design view, each table has an option that allows you to display all of the fields and all of the records in a table. This option appears on the field line on the drop-down menu as the table name followed by a period and an asterisk (tablename. *).
  28. To di*lay all remrds and all fields: 3 2 1. 2. 3. Open a table or query in Query Design view. Cick the down-arrow in the first field on the Feld row and then select the tablename. * option. The table name appears on the table line. Cick the Run button. Access retrieves all of the fields and records for the table and displays them in Datasheet view. h..rne urte *IIS Stree Pine Street vet: Street 'L' Grand Mie St•tes Orated unit ed unded Urated unvieø Orated unded Unit •d unded St*es Sues tsssjsss.3S02 vssqsss (Wlsssasu tsss:sss, Change from Datasheet View to Query Design View
  29. After you run a query, you can easily change back to Query Design view and make modifications to your query or create a new query. To change to Query Deggn view: 1 externar Data Database Toou Aco Home ste Pivgtrabde View PivotCha.lt View rst Name n rk lgrie rt SQL Activate the Home tab. S John 10 Grant 11 chris 12 Nancy 13 Jane cast Name Smith Adams Kilm Singleton Smith 'ones Norris Fox Sarious Green Crump Cook Bi Kingsley Street Add 123 Main 05 Elm stre 67 Spruce Pine strj 10 Notcom 34 Holly Av orchart 23 Grant st 78 cord 12 Mill Roa 13 stride Sl 24 stratme 1. 2. 3. Click the down-arrow below View in the Views group. A menu appears. Click Design View. Access changes to Query Design view. You can modify your query. Tip: You can also click the Design button in the lower-right corner of the Access window to change to Design view. Retrieve a Sngle Column You can use an Access query to retrieve a single column of data. Instead of choosing the tablename. * option on the field line in Query Design view, choose the name of the field you want to retrieve.
  30. To retrieve a single mlumn: 3 1. 2. 3. 2 Open a table or query in Query Design view. Choose the field name you want to display in the field line. Click the Run button. Access retrieves the column you chose. Queryi First Nane Mark Vaterie gart Cindy Lisa James John Grant chris Nancy Jane George Nanty sally Jim Adam Grate Paul Mary
  31. Retrieve M ultiple Columns You can use an Access query to retrieve multiple columns of data. On the Feld line in Query Design view, choose the field name of each field you want to retrieve in the order you want to retrieve them. To retrieve multiple columns: 1. 2. 3. Open a table or query in Query Design view. Choose the field names you want to retrieve in the order you want to retrieve them . Click the Run button. Access retrieves the columns you chose.
  32. Queryi Last Name Smith Adams Kilm Singleton Smith Jones Norris Serious Green Crump Cook Billingsley Harrison Morgan Petre Kinkiey n•chardson SingEeten Sort a Query First Name John Mark Valerie Bart Cindy Lisa James John Grant Chrß Nanty Jane Nanty sally Jim Adam G race Paul Mary Street Address 123 Main street 45 Elm Street spruce street 83 Pine Street 10 Nalcom Orwe '34 Holt'/ Avenue 4SS Orchard 7 way 29 Gr:nt Street Cord Road 12 Mill Red 24 stratmere I-a ne 967 Kingston Way SS Echohdl Road High street Andover Road 923 Leon Road 100 Warren Street 21 grown Street 122 Berkshire Drive City Grand Rapid Geno Holbrook Morris Holbrook Jackson Menlo Fait Notley Név.ffléZ gerry Grand Rapid Boston London New Hanover Kennedy Bradford 'Holyoke Woodlane Elberta State NJ DE IPA DE PA code • 08971 10777 05645 10677 oss77 08907 10966 05113 oscus 08971 10134 05047 1013-4 When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option you want on the Sort row in Query Design view.
  33. To perform a sort: 1. 2. 3. 4. Open a table or query in Query Design view. Choose the field names you want to retrieve in the order you want to retrieve them . Under the field you want to sort, click the down-arrow and then choose Ascending or Descending. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you specified.
  34. Last Name Green Adams Fine petro Harrison Jones Singleton Kilm S insleton Smith Crump Lovelace Kinkle'/' Smith Sarious Fox Norris Billingsley Morgan Richardson Cook First Name Grant Mark Adam sally George Lisa May Valerie gart Cindy Chris Jim Grace John John James -Bill Jane Nancy Paul N Sr'1CY street Address 78 cord Road 43 Elm Street 323 Leon Road 997B High Street 967 Kingston 'Way 34 Hot iy Avenue 122 Serkshire Drive 67 Spruce street 83 Pine Street 10 Nolcom Ofive 12 Mill Read Andover Road 100 warren Street 123 Main Street 29 Grant Street 7 Fancrest wav 456 Orchard Ave 24 stratmere Lane SS Echahill Road 21 Brown Street 13 stride street City Notley Geno Bradford New Ha nover Boston Jackson Elberta Holbrook Morris Holbrook Newnez Kennedy Holyyoke Grand Rapid Falt Fait Menlo Grand Rapid London wood!a ne Berry state DE PA PA PA Postal code 10761 10190 10677 10134 05589 05545 osssg 05113 05047 08971 08907 08907 08577 08971 08892 0097 08045 Sort M ultiple Columns in a Query As you learned in the previous section, you can sort the rows your query returns. You can also create sorts within a sort. For example, you can sort by state and then within a state, you can sort by last name and then by first name. You specify the sort in the order you want the sort to occur. If you want to sort by state and then by last name within a state and then by first name within last name, you enter the sort in the following order: city, last name, first name. Your sort order may not agree with the order in which you want to display fields. In such a case, you can use fields that do not display to enter your sort order. To prevent a field from displaying, deselect the Snow box on the Snow row.
  35. To sort multiple mlumns: 6 'OVA .11 tew:i 1 1. 2. 3. 4. 5. 6. Veti Open a table or query in Query Design view. Choose the field names you want to retrieve in the order you want to retrieve them . Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort by, choose Ascending or Descending. Deselect the Snow button for the columns you do not want to display. Click the Run button. Access retrieves the columns you chose and displays the rows in the order you specified.
  36. Last Name Adams *dams Adams Fine Green Green Harrison Pette Singleton Crump Kilm Kinki ev Singleton Smith cook Fox Morgan Norris Richardson Serious Smith Name Betty Fred Vark Adam Grant kisten George Lisa -Sally Marv Chris Valerie Grace Jim Ban Cindy lane Nano lames Nancy Bill john Address 45 El m Street 45 El m Stret 45 Elm Street 923 Leon Roed 78 Cord Road card Road 367 {invion Way 34 HOI Avenue High street 122 geckshire Olive 12 Mill Read 67 Spruce Street 100 Vlarren Street 44 Andover Road Street 10 Noltem Drive 24 Stratmere Cane 13 stride Street 7 WAV SS Echohill Road 456 Orchard Ave 21 grown Street 29 street 123 Main Street Geno Gene Geno Bfédford Natley Preston Jackson New HåftOvéf Elöerta Holbrook Holvyoke Kennedy Morris Holbrook Rapid Berry Fait London Menlo Woodlane Rapid State DE NJ NJ Postal Code 10777 10777 10761 10194 10134 05113 ossss 03047 05260 osus 08.892 08577 Create a Query That Uses Two or M ore Tables If you want to view data from two or more tables or queries, you can create a query that pulls the data from multiple tables or queries. The tables and queries from which you pull your data should have a relationship.
  37. To create a query that uses two or more tables: "real 6 688: NWT 2 1. 2. 3. 4. 5. 6. Open the tables and/or queries you want to use in Query Design view. Choose the field names you want to retrieve in the order you want to retrieve them . Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort by, choose Ascending or Descending. Enter your selection criteria, if necessary (Not applicable in this exam ple). Deselect the Snow button for columns you do not want to display (Not applicable in this exam ple). Click the Run button. Access retrieves the columns you chose and displays the rows in the order you specified. Student iD• Save a Query f Name Valene V' terce Amount Ouo Adams 2/15/203 After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on which the saved query is based, you will see the changes when you rerun the query.
  38. To save a query: Home VIEW Run Resvtts — 1 Create Oatåbase Toots ed Uød•te Que«yType Design Union PauaThreugh Definition 2 Fillt Last StreetAddreg St*te DE or 3 1. 2. 3. Click the button on the Quick Access toolbar . Access saves the query unless you are saving for the first time. If you are saving for the first time, the As dialog box appears. Type the name you want to give your query. Click OK. Access saves the query. You can now access the query by using the Navigation pane. Create a Parameter Query If instead of entering predetermined criteria, you want to prompt users when a query runs, you can create a parameter query. You create a parameter query by enclosing a question in square brackets ([]). For example, if you want to create a parameter query that asks users which Sate they want to use from the Sudent's table, you would type [Which Sate?] on the Criteria line under the Sate column. When the query runs, Access will prompt the user for the answer to your question.
  39. To create a parameter query: 1. 2. 3. 4. Open a table or query in Query Design view. Create your query. On the Criteria line, type the prompt within square brackets. Click the Run button. Access prompts you.
  40. Lesson 6: Ceating Forms Access forms are much like paper forms: you can use them to enter, edit, or display data. They are based on tables. When using a form, you can choose the format, the arrangement, and which fields you want to display. This lesson teaches you how to create forms. Using the Form Button Access can automatically create several types of forms. For example, when you click the Form button on the Create tab, Access places all fields in the selected table on a form. If the table has a one-to-many relationship with one other table or query, Access creates a stacked form (the records are displayed in a column) for the primary table and a datasheet for the related table. If there are several tables with a one-to-many relationship, Access does not create the datasheet. To create a form: Home Table Table Create SharePoint Nata 3 Table Form Design 2 School : Database (Acc Database Tools Acrobat PivotChart Blank Farm plit 4 tiple Farm erns More Forms * Design Form Farms Templates Lists Tables All Access Objects Tables Courses OE Students Departments Employees Enrolled Students Payments Student Addresses Students Queries Forms Reports Open the Navigation pane. 1. 2. 3. 4. Click the table or query on which you want to base your form. Activate the Create tab. Click Form in the Forms group. Access creates a form .
  41. rtments Depa 10 First Nune a Joe 2 rtm George 20 Alice Last Cortez Siegel Corte $ Sex street Juniper Road 33 East South Street Franklin Blvd Wenh Sort Worth st George Mayville Primary . Table Related Table The Navigation bar tor the related table. The Navi ation bar for the ima table. You can use the Navigation bars to move through the records on a form. 6 Sea rch 1 2 3 4 5 6 1 14 413 21 Go to first Record Go to Previous Record e Current Record Go to Next Record Go to Last Record Create a New (Blank) Record Tip: After you create a form, you can save it. You can open a saved form at any time.
  42. To save a form. 1. Click the Save button on the Quick Access toolbar. Access saves the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears. 2. Type the name you want to give the form. 3. Click OK. Access saves the form. You can now access the form by using the Navigation pane. You can also save by right-clicking a form's tab and then selecting Save from the menu that appears. Access saves the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears. Type the name you want to give the form and then click OK. Access saves the form. You can now access the form by using the Navigation pane. Create a *lit Form A split form is a form in which the same data is displayed in two views simultaneously. One part of the form displays in Form view (stacked fields), while the other part displays in Datasheet view. The two views are synchronized, so as you select a field in one view, it is automatically selected in the other view. You can add, change, or delete the data in either view. Using a split form gives you the benefits of two types of forms in a single form. For example, you can use the datasheet portion to locate records and the form portion to edit records.
  43. To create a *lit form: Home Table Table Create SharePoint Nata 3 Table Form Design 2 Database Tools Split Form Multipl rtems School : IDatabase (Acc Acrobat PivotChart 4 Blank Farm Farm - More Forms * Design Templates • Lists Tables All Access Objects Tables Courses OE Students Departments Employees Enrolled Students Payments Student Addresses Students Queries Forms Reports Open the Navigation pane. Farms 1. 2. 3. 4. Click the table or query on which you want to base your form. Activate the Create tab. Click Split Form in the Forms group. Access creates a split form.
  44. Employees First Name; 'ped.n Street 6M Street State: Cede: Deputment.• Salary: Birth: English gemc.03 2 S Joe Yitn lee Tam Martin Nadia Mitchell *'ér.eh sel&é Johnson Main street r g.dåd gg Mullford goad Street 78 East seutn street Worth seastoe Maw" 'e St George Fort Wont' Fulton 1032S 1042* tons Administration Math Administration Create a M ultiple Items Form You can use the Multiple Items button on the Forms tab to create a form that displays multiple records, one record per row.
  45. To create a multiple items form: Home Table Table Create SharePoint oata 3 Form Database Tools Split Form School : Database (Acc Acrobat PivotChart Form ms 'Y Design Templates Lists Tables All Access Objects Tables Courses DE Students Departments Employees Enrolled Students Payments Student Addresses Students Open the Navigation pane. Table Design 2 Multiple Items Forms 1. 2. 3. 4. Click the table or query on which you want to base your form. Activate the Create tab. Click M ultiple Items in the Forms group. Access creates a multiple items form .
  46. DE Students 10 A dams a AGms Fine G f eeri 74 Green Harrisctl 21 Singleton qrs.* Name Fred Lisa Street Address 45 AS Street Road 967 Kingston Wav 34 Halt} Avenue High Street ge"shite Orive Seych Tip: A view is a way of looking at an Access object. Forms have three views: Form view, Layout view, and Design view. You can enter, edit, and view data in Form view. You can modify a form in Layout view or Design view. In Layout view, you can see your data, and the form you see closely resembles what your form will look like when you view it in Form view. You can make most, but not all, changes to your form in Layout view. Design view displays the structure of your form. In this view you cannot see the underlying data, but you can perform some tasks in Design view that you cannot perform in Layout view. This tutorial focuses on Layout view. To change the view: 1. 2. 3. 4. Open the form. Activate the Format tab. Click the down-arrow under the View button. A menu appears. Click the view you want. M odify a Form After you create a form, it opens in Layout view, where you can modify it. To change the size of a field: 1. Click a side of the field and drag to change the width of the field. 2. Click the top or bottom of a field and drag to change the height of afield.
  47. To move a datasheet: 1. Click the datasheet to select it. 2. Cick and drag the four-sided arrow in the upper-right corner to move the datasheet. To resize a data"eet: 1. Click the datasheet to select it. 2. Click a side of the datasheet and drag to change the width. 3. Click the top or bottom of the datasheet and drag to change the height. To apply an AutoFormat: The AutoFormat option on the Format tab enables you to apply formats quickly, such as background colors, field colors, field label colors, and fonts. 1. Activate the Format tab. 2. Click AutoFormat. The AutoFormat menu appears. 3. Click the format you want to apply. To change a form title: When you create a form, by default, Access uses the form name as the title. You can change the title. 1. 2. 3. Activate the Format tab. Click the Title button. Type the new title.
  48. Lesson 7: Ceating Reports Reports organize and summarize data for viewing online or for printing. A detail report displays all of the selected records. You can include summary data such as totals, counts, and percentages in a detail report. A summary report does not list the selected records but instead summarizes the data and presents totals, counts, percentages, or other summary data only. Access has several report generation tools that you can use to create both detail and summary reports quickly. This lesson teaches you how to create reports. Use the Report Button The Report button creates a simple report that lists the records in the selected table or query in a colum nar format. To uæ the Report button: 3 4 2 1. 2. 3. 4. Open the Navigation pane. Click the table or query on which you want to base your report. Activate the Create tab. Click the Report button in the Reports group. Access creates your report and displays your report in Layout view. You can modify the report.
  49. ? 9 Employee 5 “ ries END

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