The Visibooks Guide to Access 2003 9781597060257, 1597060259

Citation preview

Table of Contents Database Basics ............................................. 1 Create a new database ..........................................................................2 Create tables ........................................................................................13 Create records......................................................................................21 Create forms .........................................................................................28 Create queries ......................................................................................40 Create reports ......................................................................................47

Working with Tables ..................................... 63 Modify tables ........................................................................................64 Create new tables.................................................................................82 Specify data types................................................................................86 Specify field properties .....................................................................101 Edit records ........................................................................................104 Find records .......................................................................................108 Sort and filter records........................................................................113 Create table relationships .................................................................119

TABLE OF CONTENTS

i

Working with Forms ....................................131 Modify forms ...................................................................................... 132 Add/delete records ............................................................................ 146 Edit records........................................................................................ 150 Find records....................................................................................... 153 Filter records...................................................................................... 156

Working with Queries ..................................161 Create queries.................................................................................... 162 Sort results......................................................................................... 169 Add criteria......................................................................................... 172 Employ Boolean operators ............................................................... 175 Find duplicate records ...................................................................... 181 Create Update queries....................................................................... 189 Create Delete queries ........................................................................ 197

Working with Reports..................................207 Format reports ................................................................................... 208 Create mailing labels......................................................................... 225

ii

TABLE OF CONTENTS

Database Basics In this section, you’ll learn how to: • Create a new database • Create tables • Create records • Create forms • Create queries • Create reports

DATABASE BASICS

1

Create a new database 1.

Start Microsoft Access 2003. Your screen should look like this:

2

DATABASE BASICS

2.

In the Getting Started pane, click Create a new file.

DATABASE BASICS

3

3.

4

When the New File pane appears, click Blank Database.

DATABASE BASICS

4.

When the File New Database window appears, create a new folder in the My Documents folder called Practice Access Files.

Tip: To create a new folder, double-click the My Documents folder so it appears in the Save in drop-down list.

Then click the

icon.

DATABASE BASICS

5

5.

Double-click the Practice Access Files folder. It should appear in the Save in box.

6

DATABASE BASICS

6.

In the File name box, type: Friends.mdb

Tip: The file extension for Access databases is .mdb.

Just like Word files are something.doc, and Web pages are somethingelse.html, Access databases are database.mdb. MDB stands for “Microsoft DataBase.”

DATABASE BASICS

7

7.

Click the

button.

The window for the Friends database should open:

8

DATABASE BASICS

Identify database elements Elements of databases A database stores information in an organized way, and makes it easy to get information in and out.

Tables store data within the database. Forms make it easy to put data into tables. Queries pull out specific data. Reports put data in an easily-read format.

Form

Query

Table

Table

Report

DATABASE BASICS

9

10

1.

In the Objects list, click Tables.

2.

Click Queries.

DATABASE BASICS

3.

Click Forms.

4.

Click Reports.

DATABASE BASICS

11

5.

Click Tables.

6.

Click the

button.

The Friends database window should expand to fill the screen:

12

DATABASE BASICS

Create tables 1.

Double-click Create table by entering data.

A blank table should open:

DATABASE BASICS

13

Name fields 1.

Double-click the Field 1 column header.

2.

Type: First Name

3.

Press the ENTER key on your keyboard. The column header should look like this:

14

DATABASE BASICS

4.

Double-click the Field2 column header.

5.

Type: Last Name It should look like this:

6.

Press the ENTER key on your keyboard.

7.

Double-click the Field3 column header, type: City then press ENTER.

DATABASE BASICS

15

8.

Double-click the Field4 column header, type: Zip then press ENTER.

9.

Double-click the Field5 column header, type: Phone Number then press ENTER. The table should now look like this:

16

DATABASE BASICS

Delete unused fields 1.

Right-click the Field6 column header.

2.

When the menu appears, click Delete Column.

DATABASE BASICS

17

3.

When the alert window appears, click the

4.

Right-click the Field7 column header.

button.

When the menu appears, click Delete Column. When the alert window appears, click the

5.

Delete the Field8, Field9, and Field10 columns the same way. The table should now look like this:

18

button.

DATABASE BASICS

6.

On the Menu Bar, click File, then Save.

7.

When the Save As window appears, type: Friends of Mine in the Table Name box.

8.

Click the

button.

DATABASE BASICS

19

9.

When the alert window that reads There is no primary key defined appears, click the

button.

Access will insert an ID field—the Key field—in the table:

The key field

10.

When the alert window popped up, and you clicked the Yes button, Access added the ID field to the table. The ID field is now the table’s primary key, or key field. That means it can’t contain any duplicates. Every table should have a key field. For example, if a hospital keeps a database, each patient can have a unique ID number in the key field. That way, if it has more than one patient named John Baker, it can easily distinguish John Baker, ID #326 in for a checkup, from John Baker, ID #298 who needs his gall bladder removed.

20

DATABASE BASICS

Create records 1.

Click in the box under the First Name column header.

2.

Type: Elvis

3.

Press the TAB key on your keyboard. The table should now look like this:

4.

Type: Presley then press the TAB key.

5.

Type: Baltimore then press TAB.

DATABASE BASICS

21

6.

Type: 21212 then press TAB.

7.

Type: 4105551212 then press TAB. The table should now look like this:

Tip: Notice how the cursor in the row selector has moved down

to the second (new) record. When you move on to a new record, Access automatically saves the previous record.

22

DATABASE BASICS

Add new fields 1.

Right-click the Zip column heading.

2.

When the menu appears, click Insert Column.

The table should now look like this, with a new blank field:

3.

Double-click the column heading and type: State

4.

Press the ENTER key.

DATABASE BASICS

23

5.

Click inside the new State field for the first record.

6.

Type: MD

7.

Press TAB until the cursor moves down to a new record.

Record number 1 is saved and complete.

24

DATABASE BASICS

Move fields 1.

Click the Phone Number column heading.

The entire column should be selected.

2.

Place the cursor on the Phone Number column heading. Then drag the column so the cursor rests between the Last Name and City columns.

3.

When you see a thick black line between the two columns, release the mouse button.

The Phone Number column should now rest between the Last Name and City columns:

DATABASE BASICS

25

4.

On the Menu Bar, click File, then Close.

5.

When prompted to save the changes to the table layout, click the button.

26

DATABASE BASICS

The Friends database window should now look like this:

DATABASE BASICS

27

Create forms

28

1.

In the Objects list, click Forms.

2.

Double-click Create form by using wizard.

DATABASE BASICS

3.

When the Form Wizard window appears, click the

button.

DATABASE BASICS

29

All the table fields should be added to the form:

4.

30

Click the

DATABASE BASICS

button.

5.

When the next screen appears, leave Columnar selected, then click the

button.

DATABASE BASICS

31

6.

When the next screen appears, make sure Standard is selected, then click the

32

DATABASE BASICS

button.

7.

When the last screen appears, type: Friends of Mine Data Input Form in the box.

DATABASE BASICS

33

8.

Click the

button.

The form should open and look like this:

34

DATABASE BASICS

Add a new record 1.

In the form window, click the

button.

A blank record should appear:

DATABASE BASICS

35

2.

Press TAB to advance to the First Name box.

3.

Type: Bo then press the TAB key.

4.

Type: Diddley then press the TAB key.

5.

Type: Richmond then press the TAB key.

6.

Type: VA then press the TAB key.

36

DATABASE BASICS

7.

Type: 23220 then press the TAB key.

8.

Type: 8005557890 The form should now look like this:

DATABASE BASICS

37

9.

Press the TAB key again. The form should progress to a new, blank record:

The old record has been saved.

38

DATABASE BASICS

10.

On the Menu Bar, click File, then Close to return to the database window.

DATABASE BASICS

39

Create queries What’s a query? A query is a way to get specific information from the database. Essentially, it’s a question. You use queries to ask the database things like, “Who are my customers in Montana?”, or “How many pipe fittings have I sold this month?”

1.

40

In the Objects list, click Queries.

DATABASE BASICS

2.

Double-click Create query by using wizard.

3.

When the Simple Query Wizard opens, double-click First Name in the Available Fields list.

DATABASE BASICS

41

First Name should appear in the Selected Fields column:

42

DATABASE BASICS

4.

Click the

button.

This should add the Last Name field to the Selected Fields list:

DATABASE BASICS

43

5.

44

Double-click Phone Number.

DATABASE BASICS

This should add the Phone Number field to the Selected Fields list:

6.

Click the

button.

DATABASE BASICS

45

7.

When the final screen appears, type: Names and Numbers

8.

Click the

button.

The query is automatically saved and executed. It should look like this:

9.

46

On the Menu Bar, click File, then Close to return to the database window.

DATABASE BASICS

Create reports 1.

In the Objects list, click Reports.

2.

Double-click Create report by using wizard.

DATABASE BASICS

47

3.

When the Report Wizard window appears, click the Tables/Queries drop-down arrow. When the list appears, click Table: Friends of Mine.

48

DATABASE BASICS

4.

Click the Fields list.

button to move all the fields into the Selected

DATABASE BASICS

49

5.

In the Selected Fields list box, click ID, then click the button. The ID field should be removed. The report wizard should now look like this:

6.

50

Click the

DATABASE BASICS

button.

7.

When the next screen appears, click the

button.

DATABASE BASICS

51

52

8.

When the next screen appears, click the first drop-down arrow, then click State in the list.

9.

Click the

DATABASE BASICS

button.

Choose layout and style 1.

When the next screen appears, make sure Tabular is checked in the Layout section.

Then click the

button.

DATABASE BASICS

53

2.

When the next screen appears, click Soft Gray in the list of available styles.

Then click the

54

DATABASE BASICS

button.

View the report 1.

When the final screen appears, type: My Friends in the box.

Then click the Preview the report radio button.

DATABASE BASICS

55

2.

Click the

button.

The report is automatically created, saved and opened. It should look like this:

3.

56

On the Menu Bar, click File, and then Close to return to the Friends database window.

DATABASE BASICS

4.

On the Menu Bar, click File, then Exit to close Access.

DATABASE BASICS

57

Practice: Database Basics 1.

Open Microsoft Access.

2.

Create a blank Access database in the Practice Access Files folder called Music Library.mdb.

3.

Create a new table with these fields: CD Title Artist Genre Date Purchased Number of Songs

4.

Delete unused fields from the table.

5.

Save the table as CDs. Allow Access to create a Primary Key.

6.

58

Rename the ID field (the Primary Key) Album ID.

DATABASE BASICS

7.

Enter these data into the table to create the first record: CD Title: Pearls on a String Artist: Dusty Trails Genre: Folk Date purchased: 05/10/2001 Number of Songs: 14 It should look like this:

8.

Close the CDs table.

9.

Create a form for inputting data into the CDs table.

10.

Save it as CDs Table Data Input. It should look like this:

11.

Use the form to enter information for four more CDs. Tip: Feel free to make things up.

DATABASE BASICS

59

12.

Create a query that pulls out this information: CD Title Genre Number of Songs

13.

Save the query as Quick CD Notes.

14.

Run the query. It should look like this:

15.

Create a report based on the CDs table.

16.

Include all the fields of the CDs table in the report, and sort the records based on Genre. Tip: Format the report using the Soft Gray style.

60

DATABASE BASICS

17.

Name the report CD Inventory. It should look like this:

18.

Close the report.

19.

Exit Microsoft Access.

DATABASE BASICS

61

62

DATABASE BASICS

Working with Tables In this section, you’ll learn how to: • Modify tables • Create new tables • Specify data types • Specify field properties • Edit records • Find records • Sort and filter records • Create table relationships

WORKING WITH TABLES

63

Modify tables 1.

Open a web browser and go to: www.visibooks.com/books/acc2003

2.

Right-click the FoodStore1.mdb link. When the menu appears, click Save Target As.

3.

When the Save As window appears, open the Practice Access Files folder on your hard drive. Then click the

64

WORKING WITH TABLES

button.

4.

Wait for the database to download completely, then close the web browser.

WORKING WITH TABLES

65

Open an existing database

66

1.

Start Microsoft Access.

2.

In the Getting Started pane, click More.

WORKING WITH TABLES

3.

Open the Practice Access Files folder, then double-click FoodStore1.mdb.

WORKING WITH TABLES

67

4.

When the database opens, click the

button in its window.

The FoodStore1 database window should now look like this:

68

WORKING WITH TABLES

Employ an input mask 1.

Make sure Tables is selected, then right-click the Customers table.

WORKING WITH TABLES

69

2.

70

When the menu appears, click Design View.

WORKING WITH TABLES

The Customers table should open in Design View.

3.

Click in the Phone Number row.

WORKING WITH TABLES

71

72

4.

In the Field Properties area of the window, click in the Input Mask property.

5.

Click the

WORKING WITH TABLES

button beside the Input Mask property.

6.

When the Input Mask Wizard window appears…

…make sure the Phone Number input mask is selected. Then click in the Try It: box.

WORKING WITH TABLES

73

7.

In the Try It box, type: 2125551515

8.

74

Click the

WORKING WITH TABLES

button.

9.

When the next screen appears, click the

button.

WORKING WITH TABLES

75

10.

When the next screen appears, click the radio button in front of With the symbols in the mask, like this.

Then click the

76

WORKING WITH TABLES

button.

11.

When the final screen appears, click the

button.

The Input Mask for the Phone Number field should now look like this:

WORKING WITH TABLES

77

78

12.

On the Menu Bar, click View, then Datasheet View.

13.

When the alert window appears, click the the Customers table.

14.

Use the TAB key to move across the first record until you are in the Phone Number field.

WORKING WITH TABLES

button to save

15.

Type: 3015551212

16.

Press the TAB key four times to move to the next record. The new phone number has been saved.

17.

On the Menu Bar, click File, then Close. You should return to the FoodStore1 database window.

WORKING WITH TABLES

79

Adjust table layout

80

1.

Double-click the Customers table to open it.

2.

Place your cursor on the divider between the Company Name and Address 1 column headings.

WORKING WITH TABLES

The cursor should turn into a double-headed arrow:

3.

Double-click. The Company Name column should resize to fit the widest piece of data in that field:

Tip: Instead of double-clicking, you can also drag column

heading dividers to set column widths manually.

4.

Double-click the divider between the Address 1 and Address 2 column headings. The Address 1 field should resize to fit the data in it.

5.

Click the window’s

6.

When the alert window appears, click the changes.

button to close the Customers table. button to save

WORKING WITH TABLES

81

Create new tables 1.

82

Double-click Create table in Design view.

WORKING WITH TABLES

A blank table will open in Design View:

WORKING WITH TABLES

83

2.

In the first box in the Field Name column, type: Order ID then press the TAB key. It should look like this:

3.

84

On the Toolbar, click the

WORKING WITH TABLES

icon.

4.

When the Save As window appears, type: Orders in the Table Name box.

5.

Click the

6.

When the alert window appears, click the

button. button.

Tip: You’ll assign a Primary Key later.

WORKING WITH TABLES

85

Specify data types Assign the AutoNumber data type 1.

In the Data Type column beside the Order ID field, click the drop-down arrow. When the list appears, click AutoNumber.

2.

In the Description column, type: This is the Generic Order ID Number then press TAB.

Tip: Filling in a Description is optional, but it helps you to

remember what sort of information is supposed to be stored in a field.

86

WORKING WITH TABLES

Assign the Date/Time data type 1.

In the Field Name column, in the second row, type: Order Date then press TAB.

2.

In the Data Type column, click the drop-down arrow.

3.

When the menu appears, click Date/Time, then press TAB.

WORKING WITH TABLES

87

4.

In the Description column, type: Date the order was placed then press TAB.

88

WORKING WITH TABLES

Employ the Lookup Wizard What does the Lookup Wizard do? The Lookup Wizard allows you to create a field where database users can choose from a list of things. This list can come from a table or query, or list items can be specified manually.

1.

In the Field Name column, type: Customer then press TAB.

2.

In the Data Type column, click the down arrow, then Lookup Wizard …

WORKING WITH TABLES

89

3.

When the Lookup Wizard appears, click the I want the lookup column to look up the values in a table or query radio button.

Then click the

90

WORKING WITH TABLES

button.

4.

Click the Customers table, then click the

5.

When next screen appears, double-click First Name.

button.

WORKING WITH TABLES

91

92

6.

Double-click Last Name.

7.

Click the

WORKING WITH TABLES

button.

8.

Click the first drop-down arrow, then Last Name.

WORKING WITH TABLES

93

9.

Click the

button.

The Lookup Wizard should show how the field will look with data in it:

10.

94

Click the

WORKING WITH TABLES

button.

11.

In the label box, type: Customer Name

Then click the

button.

12.

When the alert window appears, click the

13.

In the Description column, type:

button.

Name of the customer who placed the order then press TAB.

WORKING WITH TABLES

95

14.

On the Toolbar, click the

icon.

The Orders table should look like this:

15.

On the Toolbar, click the

icon.

The table should change to Datasheet View:

96

WORKING WITH TABLES

16.

Click in the Customer Name field, then click the drop-down arrow.

A list of customers should appear:

17.

On the Toolbar, click the

icon.

WORKING WITH TABLES

97

The table should change back to Design View:

98

WORKING WITH TABLES

Assign a Primary Key 1.

Right-click the Order ID field.

2.

When the menu appears, click Primary Key.

The field should now show a key beside it:

WORKING WITH TABLES

99

3.

100

On the Menu Bar, click File, then Save.

WORKING WITH TABLES

Specify field properties 1.

Click in the Order Date field.

2.

In the Field Properties section of the window, click in the Format box.

3.

Click the drop-down arrow at the end of the box.

WORKING WITH TABLES

101

4.

In the menu of formats that appears, click Short Date.

The Order Date field should now look like this:

102

WORKING WITH TABLES

5.

On the Toolbar, click the

icon.

The table design window should now look like this:

6.

On the Toolbar, click the

icon.

The table should look like this:

7.

On the Menu Bar, click File, then Close to return to the FoodStore1 database window.

WORKING WITH TABLES

103

Edit records 1.

Open the Customers table. Make sure it’s displayed in Datasheet View.

2.

Click inside the Address 1 field for record number 3, between the two fives in 35546 York Ave.

3.

Press the BACKSPACE key on your keyboard. The first 5 in the address should be gone:

4.

104

Press TAB to move to the next field.

WORKING WITH TABLES

5.

Type: Unit L It should replace the previous text:

6.

Click in any other record. Tip: Remember—changed data in a record is saved when you

move off that record. The Customers table should now look like this:

WORKING WITH TABLES

105

Delete records 1.

Right-click the

2.

In the menu that appears, click Delete Record.

106

WORKING WITH TABLES

row heading for Chris Happ’s record.

3.

When the alert window appears, click the

button.

Tip: Once a record has been deleted from the database, it

cannot be recovered. There is no Undo feature in Access.

WORKING WITH TABLES

107

Find records Navigate records 1.

In the Customers table window, click the

button.

The last record in the database should be highlighted:

108

WORKING WITH TABLES

2.

Click the

button.

The sixth record should be highlighted.

3.

Click the

button again.

The fifth record should be highlighted.

4.

Click the

button.

The first record should be highlighted.

5.

Click the

button.

The second record should be highlighted.

6.

Click the

button.

The Customers table should look like this:

WORKING WITH TABLES

109

Search for records 1.

Click the Company Name column header.

The table should look like this:

2.

110

On the Toolbar, click the

WORKING WITH TABLES

icon.

3.

When the Find and Replace window appears, type: BBC in the Find What box.

4.

In the Match list, click the drop-down arrow, then Any Part of Field.

WORKING WITH TABLES

111

5.

Click the

button.

The Customers table should now look like this, with BBC highlighted:

6.

112

In the Find and Replace window, click the

WORKING WITH TABLES

button.

Sort and filter records Sort in descending order 1.

Click the State column header.

The table should look like this:

2.

On the Toolbar, click the

icon.

WORKING WITH TABLES

113

The Customers table should now look like this, with the States arranged in descending alphabetical order:

114

WORKING WITH TABLES

Sort in ascending order 1.

Click the Customer ID column header to highlight the column.

2.

On the Toolbar, click the

icon.

The Customers table should now look like this, with the customer ID numbers arranged in ascending order:

WORKING WITH TABLES

115

Filter records 1.

Click in the State field for customer number 1.

Notice that the State is Florida.

2.

On the Toolbar, click the

icon.

The Customers table should now look like this, showing all customers whose State is Florida:

116

WORKING WITH TABLES

3.

On the Toolbar, click the

icon.

The Customers table should show its original contents:

4.

On the Menu Bar, click File, then Close to return to the FoodStore1 database window.

5.

When the alert window appears, click the

button.

WORKING WITH TABLES

117

When to filter Filtering records works like a query, bringing up specific information from a table. But unlike a query, your filtering doesn’t remain part of the database. When you perform a query and save it, the query remains with the database, even after you close it. Filtering does not. Since you can’t save filtering like a query, filter records when you need quick results. Think of filtering as a temporary, quick, “on the spot” query.

118

WORKING WITH TABLES

Create table relationships What are “relationships?” Relationships are links that associate a field in one table with a field in another. An example is a school database with two tables: • Students • Classes The Students table holds students’ names and addresses: Students Student Name John Jane

Address Elm St. Oak St.

The Math Class table holds information about the students in math class: Math Class Student Name John Jane

Grade A B

Both tables have a Student Name field. By linking the Student Name fields, you make sure that John in the Students table is the same John listed in the Math Class table: Students Student Name John Jane

Address

Math Class Student Name John Jane

Grade

WORKING WITH TABLES

119

Examine current table relationships 1.

On the Toolbar, click the

icon.

2.

On the Toolbar, click the

icon.

3.

When the Show Table window appears, double-click Customers.

120

WORKING WITH TABLES

The Customers table should appear in the Relationships field:

4.

In the Show Table window, double-click Employees. The Employees table should appear in the Relationships field:

5.

Double-click Order Details.

6.

Double-click Orders.

WORKING WITH TABLES

121

7.

Double-click Products.

8.

In the Show Tables window, click the

button.

The relationships window should now look like this:

122

WORKING WITH TABLES

Add relationships 1.

Place the cursor on the Title Bar at the top of the Employees table.

2.

Click and drag the Employees table to place it under the Customers table.

WORKING WITH TABLES

123

3.

Click and drag the Orders table to place it between the Customers table and Order Details table.

4.

Click the Order ID field in the Order Details table, then drag it and rest it on top of the Order ID field in the Orders table.

The Orders table should look like this:

124

WORKING WITH TABLES

5.

Release the mouse button. When the Edit Relationships window appears, click the button.

The relationships window should now look like this:

The Order ID field in the Orders table is linked to the Order ID field in the Order Details table. The same Order ID number in both tables refers to the same order.

WORKING WITH TABLES

125

6.

On the Menu Bar, click File, then Close to return to the FoodStore1 database window.

7.

When the alert window appears, click the

8.

On the Menu Bar, click File, then Exit.

126

WORKING WITH TABLES

button.

Practice: Working with Tables 1.

Start Microsoft Access.

2.

Open the Music Library database in the Practice Access Files folder.

3.

Create a new table in Design View.

4.

Add the following fields in the new table (data type in parentheses): Artist ID (Autonumber) Artist Name (Text) Band or Solo Artist? (Lookup Wizard) Good Artist? (Yes/No) Tip: When assigning the Lookup Wizard datatype to the Band or Solo Artist field, click the radio button for: I will type in the values that I want.

Then type in the two values: Band Solo Artist

WORKING WITH TABLES

127

5.

Set the Artist ID field as the key field. The table design should look like this:

6.

Save the table as Artists, then close it.

7.

Create a new table with the following fields (data type in parentheses): Track ID (Autonumber) Album ID (Text) Track Name (Text) Track Length (Text) Favorite Track on Album? (Yes/No)

8.

Set the Track ID field as the key field. The table design should look like this:

128

WORKING WITH TABLES

9.

Save the table as Tracks, then close it.

10.

Open the CDs table and view it in Design View.

11.

Change the name of the Artist field to Artist ID. Set its data type to Number.

12.

Change the data type of the Date Purchased field to Date/Time, and its format to Short Date.

13.

Save the CDs table, then close it. Tip: An alert window will appear saying there was an error, due

to switching the Artist data type to Number. Click the button.

WORKING WITH TABLES

129

14.

Open the Relationships window.

15.

Add the three tables: CDs, Artists, and Tracks.

16.

Link the Artist ID fields of the Artists and CDs tables.

17.

Accept the default options in the Create Relationship window.

18.

Link the Album ID field of the CDs table to the Album ID field in the Tracks table.

19.

Accept the default options in the Create Relationship window. When you’re done, it should look like this:

20.

Close the Relationships window and save the changes.

21.

Exit Access.

130

WORKING WITH TABLES

Working with Forms In this section, you’ll learn how to: • Modify forms • Add/delete records • Edit records • Find records • Filter records

WORKING WITH FORMS

131

Modify forms 1.

Start Access, then open the FoodStore1 database.

2.

In the Objects list, click Forms.

3.

Double-click Customer Form.

132

WORKING WITH FORMS

4.

When Customer Form opens, click the Toolbar.

Tip: The

icon on the

icon changes to Form View:

The form should look like this in Design View:

WORKING WITH FORMS

133

Add a field 1.

On the Toolbar, click the

icon.

A list of fields in the Customers table should appear:

134

WORKING WITH FORMS

2.

Click and drag the Address 2 field from the Customers field list to the form. Place it between the Address 1 box and the City box:

WORKING WITH FORMS

135

3.

Release the mouse button. There should be a new box on the form:

4.

136

Close the Field List window.

WORKING WITH FORMS

Change field position 1.

Click the Address 2 box.

2.

Position the cursor over the move handle of the Address 2 box. It should turn into a black hand with a finger:

WORKING WITH FORMS

137

3.

Click-and-drag the box to line it up with the other boxes.

Then release the mouse button. The form should now look like this:

4.

138

Position the cursor over the move handle of the Address 2 label.

WORKING WITH FORMS

5.

Drag the label to line it up with the other labels.

Then release the mouse button. The form should now look like this:

WORKING WITH FORMS

139

6.

On the Toolbar, click the

icon.

The form should now look like this:

7.

140

On the Toolbar, click the

WORKING WITH FORMS

icon to return to Design View.

Adjust size of fields 1.

Click the Address 1 box.

2.

Press and hold down the SHIFT key, then click the Address 2 text box. Both objects should be selected:

WORKING WITH FORMS

141

3.

On the Menu Bar, click Format, then Size, then To Widest.

The form should now look like this:

142

WORKING WITH FORMS

Change caption 1.

Double-click the Address 1 label.

The Properties window should appear:

Tip: Access automatically creates names when something is

added to a form. Don’t worry if your computer has given the label a name different from the one above.

WORKING WITH FORMS

143

2.

Click the Format tab.

3.

Click the Caption item to highlight it.

4.

Type: Street Address then press ENTER.

144

WORKING WITH FORMS

5.

On the Toolbar, click the

icon.

The label should look like this:

6.

On the Toolbar, click the

icon to return to Form View.

WORKING WITH FORMS

145

Add/delete records Add a new record 1.

146

Click the

WORKING WITH FORMS

button.

2.

Fill in the following information: Amy Preston Preston Publishing 1214 North Ave. Suite 118 Redmond, WA 98049 4255556113 4255557441 [email protected] Tip: Using the TAB key to move through the form doesn’t

access the field in the right sequence. To correct this, click the

icon to enter Design View.

Then on the Menu Bar, click View, then Tab Order.

3.

When the Tab Order window appears, click and drag the row headers to place the fields in correct order.

WORKING WITH FORMS

147

The record should look like this:

4.

148

Click the one.

WORKING WITH FORMS

button to save the record and advance to a new

Delete records 1.

Click the just added.

2.

On the Toolbar, click the

3.

When the alert window appears, click the

button to go back to record number 9, the one you

icon. button.

WORKING WITH FORMS

149

Edit records Navigate to a specific record number 1.

Click in the Current Record box.

2.

Highlight the current record number, then type: 2

3.

Press the ENTER key. The form should now show record number 2:

150

WORKING WITH FORMS

Edit data in a record 1.

Delete the contents of the Street Address field.

2.

Type: 476 New York Ave.

WORKING WITH FORMS

151

3.

Press the TAB key. The record should look like this:

152

WORKING WITH FORMS

Find records 1.

Click the

2.

Click in the Company Name box to place the cursor there.

3.

On the Toolbar, click the

button.

icon.

WORKING WITH FORMS

153

4.

When the Find and Replace window appears, type: Metro-Corp in the Find What box.

5.

Click the

button.

The window should look like this:

154

WORKING WITH FORMS

6.

Click the

button.

WORKING WITH FORMS

155

Filter records 1.

156

Click in the State box.

WORKING WITH FORMS

2.

On the Toolbar, click the

icon.

The form should now look like this:

Tip: Notice the number of records now reads 1 of 1 (Filtered).

3.

On the Toolbar, click the

4.

On the menu bar, click File, then Close.

icon.

When the Alert window appears, click the

button.

WORKING WITH FORMS

157

The database window should now look like this:

5.

158

On the Menu Bar, click File, then Exit to close Access.

WORKING WITH FORMS

Practice: Working with Forms 1.

Open a web browser and go to: www.visibooks.com/books/acc2003

2.

Right-click the Music Library 2.mdb link, and save the database in the Practice Access Files folder.

3.

Close the browser and start Microsoft Access.

4.

Open the Music Library 2 database.

5.

Using the Form Wizard, create a new form based on the Artists table, using all the fields.

6.

Save the form as Artist Information Input.

7.

Using the form, enter information for Elvis: Artist ID: (Autonumber) Artist Name: Elvis Presley Band or Solo Artist? Solo Good Artist? Yes

8.

Close the form.

9.

Open the Artists table to check that Elvis’ information was entered.

WORKING WITH FORMS

159

10.

Close the Artists table.

11.

Exit Microsoft Access.

160

WORKING WITH FORMS

Working with Queries In this section, you’ll learn how to: • Create queries • Sort results • Add criteria • Employ Boolean operators • Find duplicate records • Create Update queries • Create Delete queries

WORKING WITH QUERIES

161

Create queries 1.

Start Access, and open the FoodStore1 database.

2.

In the Objects list, click Queries.

3.

Double-click Create query in Design view.

162

WORKING WITH QUERIES

The query Design View window should appear:

4.

In the Show Table window, click Customers, then click the button.

WORKING WITH QUERIES

163

5.

Click the

button.

This adds the Customers table to the query. The query window should look like this:

164

WORKING WITH QUERIES

Add fields to query 1.

Drag the Customer ID field from the Customers table to the first column of the query design grid.

Release the mouse button. The query design grid should look like this:

WORKING WITH QUERIES

165

2.

Drag the First Name field and Last Name field to the design grid the same way. The design grid should look like this:

The query is now set up to show the Customer ID, First Name, and Last Name of each customer in the Customers table.

166

WORKING WITH QUERIES

Run the query 1.

On the Toolbar, click the

icon.

The query window should now look like this:

WORKING WITH QUERIES

167

The query shows the Customer ID, First Name, and Last Name of each customer in the Customers table:

168

WORKING WITH QUERIES

Sort results 1.

On the Toolbar, click the View.

2.

In the Last Name field, click in the Sort row.

icon to return to the query Design

When the drop-down arrow appears, click it, then click Ascending.

WORKING WITH QUERIES

169

It should look like this:

3.

On the Toolbar, click the

icon.

The query should run, and sort the records alphabetically by Last Name:

4.

170

On the Toolbar, click the View.

WORKING WITH QUERIES

icon to return to the query Design

5.

In the Customer Last Name field, click in the Sort row, then click (not sorted).

It should look like this:

WORKING WITH QUERIES

171

Add criteria 1.

In the query’s Customer table, scroll down to the State field.

2.

Add the State field to the query design grid.

3.

In the State field, click in the Criteria row.

172

WORKING WITH QUERIES

4.

Type: FL

5.

Press the ENTER key. It should look like this:

WORKING WITH QUERIES

173

Tip: Notice that Access automatically surrounded the FL criterion with double quotes. That’s because the State field

stores text data. In database query language, double quotes signify a string of text. If this field held date data, Access would have surrounded it with hash marks (#). If the field stored number data, Access wouldn’t have added anything.

6.

On the Toolbar, click the

icon.

The query results should look like this:

It has returned all customers who live in the State of FL.

174

WORKING WITH QUERIES

Employ Boolean operators What are Boolean operators? Boolean operators are expressions such as AND, OR, NEITHER, and NOR that allow you to add multiple criteria to a query. They take their name from George Boole, the mathematician who first used them. If you had a T-shirt store with an Access database, for instance, and you wanted to find out how many of your California customers had ordered blue T-shirts, you’d employ the AND operator in your query:

customers from California AND

who also bought blue T-shirts If you wanted to see how many customers were from California (these California customers could have bought T-shirts of any color), and how many customers bought blue T-shirts (these blue T-shirt customers could be from anywhere), you’d employ the OR operator:

customers from California OR

customers who bought blue T-shirts

WORKING WITH QUERIES

175

Employ the OR operator 1.

Click the

2.

In the State field, click in the or row under the criterion “FL”.

3.

Type:

icon to return to the query Design View.

MD then press the ENTER key. The design grid should look like this:

176

WORKING WITH QUERIES

Tip: The two common Boolean operators are AND and OR.

They’re easily confused. If you don’t know which to use, ask yourself the purpose of the query: Do I want to find customers with a state of both Florida AND Maryland? No—a customer can’t be in two places at once. Do I want to find customers with a state of either Florida OR Maryland? That makes sense, so this query would use the OR operator.

4.

Click the

icon.

The query results should look like this:

WORKING WITH QUERIES

177

Employ the AND operator 1.

Click the

2.

Remove the query criteria from the State field.

icon.

(Highlight them, then press the DELETE key.) The Criteria row in the design grid should be blank:

3.

Add the Company Name field to the query: Drag it from the field list in the Customers table and drop it in the blank field to the right of the State field in the design grid.

178

WORKING WITH QUERIES

4.

In the Company Name field, click in the Criteria row.

5.

Type: A* then press the ENTER key. Tip: An asterisk (*) stands for any character or combination of characters. For instance, Ap* would match Ape, Aptitude, Apparent, etc.

6.

Click the

icon.

The query results should look like this:

The query shows all companies whose names begin with A.

7.

On the Menu Bar, click File, then Save.

WORKING WITH QUERIES

179

8.

When the Save As window appears, type: Companies that begin with A in the Query Name box.

9.

Click the

10.

On the Menu Bar, click File, then Close.

button.

You should return to the FoodStore1 database window.

180

WORKING WITH QUERIES

Find duplicate records 1.

Make sure Queries is selected in the Objects list.

2.

On the Toolbar, click the

3.

When the New Query window appears, click Find Duplicates Query Wizard.

Then click the

icon.

button.

WORKING WITH QUERIES

181

4.

When the next screen appears, click Table: Customers, then click the

182

WORKING WITH QUERIES

button.

5.

When the next screen appears, double-click First Name, then Last Name to add the fields to the query:

Then click the

button.

WORKING WITH QUERIES

183

6.

Click the

button.

The screen should look like this:

Then click the

184

WORKING WITH QUERIES

button.

7.

When the final screen appears, type: Find Duplicate Customers in the name box.

8.

Click the

button.

The query should run, and look like this:

There are two identical entries for Jane Doe in the database.

WORKING WITH QUERIES

185

Remove duplicates 1.

Click the row selector button for the Jane Doe record with the Customer ID of 7.

2.

On the Toolbar, click the

186

WORKING WITH QUERIES

icon.

3.

When the alert window appears, click the

button.

The query results should now look like this:

Record number 7 is removed from the database. Tip: Deleting a record from a query also deletes it from the table

it was stored in.

WORKING WITH QUERIES

187

Verify results 1.

On the Menu Bar, click File, then Close.

2.

In the Objects list, click Tables.

3.

Double-click the Customers table. It should now look like this, with only one record for Jane Doe:

4.

188

Close the Customers table.

WORKING WITH QUERIES

Create Update queries 1.

Double-click the Products table to open it.

2.

Note the price (to customers) of French Truffles ($8.99) and Blue Mountain Coffee ($9.99).

3.

Note the cost (to the store) of French Truffles ($6.15) and Blue Mountain Coffee ($8.00).

4.

On the Menu Bar, click File, then Close to return to the FoodStore1 database window.

WORKING WITH QUERIES

189

5.

In the Objects list, click Queries.

6.

Double-click Create query in Design view.

190

WORKING WITH QUERIES

7.

When the Show Table window appears, click Products.

Then click the

button.

WORKING WITH QUERIES

191

8.

Click the

button.

The query window should look like this:

9.

192

On the Menu Bar, click Query, then Update Query.

WORKING WITH QUERIES

10.

In the field list of the Products table, scroll down and doubleclick the Price field.

The query design grid should now look like this:

11.

In the Price column, click in the Update To row.

WORKING WITH QUERIES

193

12.

Type: [Cost]*1.25

Then press the ENTER Key. This will raise prices for all products by 25%. Tip: The square brackets [ ] tell Access that Cost is a field.

13.

On the Toolbar, click the

14.

When the alert window appears, click the

icon. button.

Tip: No records will appear.

This is a type of Action query, which affects records directly, rather than a Select query, which retrieves records.

194

WORKING WITH QUERIES

15.

On the Menu Bar, click File, then Save.

16.

When the Save As window appears, type: Update Product Prices in the Query Name box.

Then click the

17.

button.

On the Menu Bar, click File, then Close to return to the FoodStore1 database window. WORKING WITH QUERIES

195

Verify results 1.

In the Objects list, click Tables.

2.

Double-click the Products table. It should open and look like this:

Note the updated price of French Truffles ($7.69) and Blue Mountain Coffee ($10.00).

3.

196

Click File, then Close to return to the FoodStore1 database window.

WORKING WITH QUERIES

Create Delete queries 1.

Double-click the Employees table. It should open and look like this:

Note that Tom Gumman and Tina Gumman are currently employees.

2.

Click File, then Close to return to the FoodStore1 database window.

3.

In the Objects list, click Queries.

4.

Double-click Create query in Design view.

WORKING WITH QUERIES

197

5.

When the Show Table window appears, click Employees.

Then click the

button.

6.

Click the

7.

On the Menu Bar, click Query, then Delete Query.

198

WORKING WITH QUERIES

button.

The query window should now look like this:

WORKING WITH QUERIES

199

Add fields 1.

In the field list of the Employees table, click-and-drag the * field to the first column of the design grid.

2.

Release the mouse button. The query design grid should look like this:

200

WORKING WITH QUERIES

3.

In the field list of the Employees table, double-click the Last Name field.

The query design grid should now look like this:

WORKING WITH QUERIES

201

Add criteria 1.

In the Last Name column of the design grid, click in the Criteria row.

2.

Type: Gumman then press the ENTER key. It should look like this:

202

WORKING WITH QUERIES

3.

On the Menu Bar, click the

icon.

When the alert window appears, click the

button.

Tip: Be careful when designing Delete queries. Once a record is

deleted, the deletion cannot be undone. You may want to run the query as a regular query first, to verify it’s choosing the correct records, and then switch the type to a Delete query.

4.

Click File, then Save.

5.

When the Save As window appears, type: Delete Old Employees in the Query Name box.

6.

Click the

7.

Click File, then Close to return to the database window.

button.

WORKING WITH QUERIES

203

Verify results 1.

In the Objects list, click Tables.

2.

Double-click the Employees table. It should look like this:

Note that Tom Gumman and Tina Gumman are no longer listed as employees.

3.

204

Exit Microsoft Access.

WORKING WITH QUERIES

Practice: Working with Queries 1.

Start Microsoft Access.

2.

Open the Music Library 2 database.

3.

Create a new query in Design view based on the Artists table.

4.

Add all the fields to the design grid.

5.

Sort Artist Names in Ascending order.

6.

Add the criteria True to the Good Artist field.

7.

Run the query. Its results should look like this:

8.

Close the query, saving it as Good Artists.

WORKING WITH QUERIES

205

9.

Create a new query in Design view based on the Artists table.

10.

Add the Good Artist? field to the design grid area.

11.

Add the criteria False to the Good Artist field.

12.

Change the query type to an Update query.

13.

Update all artists to designate them as Good artists. Tip: Set the Update To value to True. The query design grid should look like this:

14.

Run the query.

15.

Close the query, saving it as Make All Artists Good.

16.

Exit Microsoft Access.

206

WORKING WITH QUERIES

Working with Reports In this section, you’ll learn how to: • Format reports • Create mailing labels

WORKING WITH REPORTS

207

Format reports 1.

Open a web browser and go to: www.visibooks.com/books/acc2003

2.

Right-click the FoodStore2.mdb link and save that database in the Practice Access Files folder.

3.

Close the web browser and start Access.

4.

On the Toolbar, click the

208

WORKING WITH REPORTS

icon.

5.

Navigate to the Practice Access Files folder, then click FoodStore2.mdb.

6.

Click the

button.

WORKING WITH REPORTS

209

7.

Click the

button in the database window.

The FoodStore2 database should look like this:

8.

210

In the Objects list, click Reports.

WORKING WITH REPORTS

9.

Double-click Customer Orders.

The Customer Orders report should look like this:

WORKING WITH REPORTS

211

10.

Click the

icon.

The report’s Design View should look like this:

212

WORKING WITH REPORTS

Edit label captions 1.

Click the label with the caption Orders.

2.

Click the label again.

Now the label can be edited.

WORKING WITH REPORTS

213

3.

Edit the label to read Customer Orders.

Then press ENTER.

4.

Click the CustomerID label in the Customer ID Header section.

5.

Click it again.

214

WORKING WITH REPORTS

6.

Edit the label to read Customer Name:

Then press ENTER. It should look like this:

WORKING WITH REPORTS

215

7.

Click the

icon.

The report should look like this:

216

WORKING WITH REPORTS

8.

Click on the report. The view should zoom in:

WORKING WITH REPORTS

217

Change font size 1.

Click the

2.

Place the cursor in the vertical ruler bar beside the Customer Name label.

218

WORKING WITH REPORTS

icon.

3.

Click the mouse button, then drag the cursor to just above the Order ID Header section. Release the mouse button. Everything in the Customer ID Header section should be selected:

WORKING WITH REPORTS

219

4.

On the Formatting toolbar, click the down arrow next to the Font Size box. When the list appears, click 10.

The report should now look like this:

220

WORKING WITH REPORTS

5.

Click the

icon, then click on the report to zoom out.

The report should now look like this:

WORKING WITH REPORTS

221

Set page margins 1.

222

On the Menu Bar, click File, then Page Setup.

WORKING WITH REPORTS

2.

When the Page Setup window appears, type: 0.5 in the Top box, and 0.5 in the Bottom box.

Then click the

button.

WORKING WITH REPORTS

223

The report should now look like this:

3.

On the Menu Bar, click File, then Close.

4.

When the alert window appears, click the

224

WORKING WITH REPORTS

button.

Create mailing labels 1.

On the toolbar, click the

2.

When the New Report window appears, click Label Wizard.

icon.

WORKING WITH REPORTS

225

3.

In the drop down list, click the Customers table.

Then click the

226

WORKING WITH REPORTS

button.

4.

In the Filter by manufacturer box, click Avery.

5.

In the list of labels, under Product number, click Avery USA 5160.

WORKING WITH REPORTS

227

6.

Click the

button.

7.

Click the

button again.

228

WORKING WITH REPORTS

8.

In the Available Fields list, double-click First Name.

9.

Press the SPACE bar on the keyboard.

10.

Double-click Last Name, then press the ENTER key. The label window should look like this:

WORKING WITH REPORTS

229

11.

Double-click Company Name, then press ENTER. It should look like this:

12.

Double-click Street Address, then press the ENTER key.

13.

Double-click City, then type a comma and a space on the keyboard.

14.

Double-click State, then type two spaces.

15.

Double-click Zip, then press ENTER. The label window should look like this:

16.

230

Click the

WORKING WITH REPORTS

button.

17.

When the next screen appears, double-click Last Name.

Then click the

button.

WORKING WITH REPORTS

231

18.

When the next screen appears, type: Shipping Labels in the box.

232

WORKING WITH REPORTS

19.

Click the

button.

The shipping labels should look like this:

Tip: If you receive a warning box saying “Some data may not be

displayed,” you can click the OK button and ignore it. Your labels should still look like the picture above.

20.

Exit Microsoft Access.

WORKING WITH REPORTS

233

Practice: Working with Reports 1.

Start Microsoft Access and open the MusicLibrary2 database.

2.

Create a new report based on the CDs table using the Report Wizard.

3.

Use all the fields except the ID field.

4.

Group the CDs by Genre.

5.

Sort by Title.

6.

Choose the Stepped layout, and the Soft Gray style.

7.

Title the report My CD Collection.

8.

Switch to the Report Design view.

9.

Change the font for the heading of the report to Arial Black. Tip: You may need to resize the label afterwards.

234

WORKING WITH REPORTS

10.

Preview the changes. The report should look like this:

11.

Close the report and exit Microsoft Access.

WORKING WITH REPORTS

235

Glossary Boolean Operators Boolean logic is a system of logical thought developed by George Boole. Boolean operators allow you to construct complex queries which can be understood by computers. The most common Boolean operators are “AND” and “OR”. Data A series of facts. When data is organized, it becomes useful information, which can be processed and used to draw conclusions. Database A collection of information organized into tables of data. Field A single unit of data stored as part of a database record. Form A database object primarily used to enter or display data. Key Field A field in a table that can contain no duplicates. The key field is each record’s unique identifier. Query A set of questions presented to a database to retrieve specific information. Record One row in a given table. In a relational database, records correspond to rows in each table. Relationship An association established between common fields in two tables.

236

GLOSSARY

Report Presents information retrieved from a table or query in a preformatted, easy-to-read way. Select Query A query that asks a question about the data stored in tables, and provides a result in the form of a datasheet. Table A collection of rows and columns that organize data. Update Query A query that changes a set of records according to specified criteria.

GLOSSARY

237

238

GLOSSARY

Where to Get Visibooks If you liked using this book, and would like to use more like it, visit: www.visibooks.com

Visibooks offers more than 30 titles on subjects such as: • Computer Basics • Microsoft Office • Desktop Linux • OpenOffice.org • Web Site Layout • Web Graphics • Web Programming

Visibooks: the simplest way to learn and teach computer subjects.

www.visibooks.com