Technology Education Program
Access XP
Basics
Richland School District Two
June 2004
Access XP Basics
Access XP
Description:
A database is a collection of related information or data. A relational database is one in
which the data is stored in a structure of rows and columns, usually called tables.
Access is an electronic relational database-management system. It enables you store,
organize, and manipulate collections of information in an electronic format.
Objectives:
Participants will be able to:
• Identify and use basic screen features, menu commands, and buttons of Access to
design tables, queries, and reports;
• Open an existing database from a file;
• Use database terminology;
• Create and save a new database;
• Create and design tables;
• Input, delete, find, and sort data;
• Sort data in queries;
• Use database Wizards to build queries;
• Enter data using a form;
• Use the Form Wizard;
• Design a form using Form Design;
• Design a form based on several tables;
• Create a form from records filtered in a table, query, or another form.
• Create and print reports;
• Use database Wizards to build reports.
Standards:
The following Educator Technology Standards have been covered in the Access XP
class and will be met if the program is utilized by the classroom teacher in lessons and
to communicate information:
Plan and design effective learning environments and experiences supported by
technology.
II. 1. Identify the benefits of technology to maximize student learning and facilitate
higher order thinking skills (Navigator)
II 2. Engage in ongoing planning of developmentally appropriate lessons that use
technology resources which apply strategies to support the diverse needs of
learners (Integrator)
II. 6. Plan lessons that integrate technology and address curriculum standards
(Navigator)
II. 7. Plan lessons that address Student Technology Benchmarks (Navigator)
Implement curriculum plans that include methods and strategies for applying
technology to maximize student learning.
III. 1. Facilitate technology-enhanced experiences that address curriculum standards
and maximize student learning (Navigator)
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III. 4. Integrate appropriate content software to meet curriculum standards
(Integrator)
III. 8. Apply technology to maximize students’ higher order thinking skills
(Integrator)
Apply technology to facilitate a variety of effective assessment and evaluation
strategies.
IV. 7. Use electronic evaluation reports to monitor and communicate findings for
student improvement (Navigator)
Use technology to enhance productivity and professional practice.
V. 1. Use technology resources to enrich professional knowledge (Navigator)
V. 2. Use appropriate technology resources for learning and productivity
(Navigator)
V. 3. Use technology to effectively and appropriately communicate information
(Navigator)
V. 5. Use technology resources for staff and student collaboration
(Navigator)
V. 6. Use electronic resources to gather information to enhance productivity
(Navigator)
The following Student Technology Standards will be met if students use
Microsoft Access in the classroom to compile, synthesize, produce and disseminate
information as related to instruction or assessment.
Students are proficient in the use of technology.
I. B. 8. Demonstrate the use of tool bar icons
I. B. 9. Demonstrate how to create, edit, save, save as, open, close, and print files
Students use technology tools to enhance learning, increase productivity, and
promote creativity.
III. A. 8. Recognize the uses and characteristics of a database
III. A. 9. Demonstrate the use of a database to access information
III. A. 10. Demonstrate how to create and edit a simple database
III. A. 11. Demonstrate how to manipulate and retrieve information based on various
parameters in a database
Students use technology tools to process data and report results.
V. B. 1. Demonstrate the use of appropriate information resources and software to
collect, analyze, and display data
VI. B. Students employ technology in the development of strategies for solving
problems in the real world
VI. B. 2. Demonstrate collaboration with peers, experts and others by using
technology to compile, synthesize, produce and disseminate information,
models and other creative works
Database Concepts and Terminology
A database-management system is a tool for the storage and retrieval of information. It
enables you to find and rearrange specific items of information. An electronic database-
management system such as Access can store large amounts of information and can
quickly select and rearrange needed data.
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• Database is a collection of data related to a particular topic or purpose, and the tools
for using the data.
• Table is a collection of related information stored in rows and columns.
• Field is a column in a table that contains a category of information. For example, in
a phone book, the fields are last name, first name, address, and phone number.
• Record is a row in a table containing all of the information on one person, thing, or
event. For example, in a phone book, a record is the last name, first name, address,
and phone number for one person.
• Data value is one item of data. For example, a specific phone number.
Access Objects
The various components of an Access database are referred to as objects. Objects
include tables, forms, queries, and reports.
• Table is an Access object used to store a collection of related information in a
rectangular arrangement of rows and columns.
• Form is an Access object that enables you to view and use the information stored in
a table in a format other than rows and columns.
• Query is an Access object for storing questions that you ask about the information in
a table.
• Report is an Access object for storing the design of a printed report.
• Dynaset is a group of records that answers a query.
• Datasheet is a view of the records and fields stored in a table. Datasheets are
arranged in rows and columns.
• Groups allows you to organize different database objects into a group. The objects
in the group might be related in some way. For example, you can mange a form
with multiple sub forms more easily if you create a group that contains the main
form, sub forms, and the tables or queries that they are based on.
The Database Window
The Access Database Window is the primary
workspace, which provides more options for
viewing and manipulating database objects.
The columns on the left side of the window
contain the Objects bar and the Groups bar.
The Objects bar includes a button for each
object type; the Groups bar, a button for each
group. On the right side of the window is a
list of the objects of the type selected on the
left. The database toolbar includes Open,
Design, and New buttons.
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Naming Conventions
Sound database development includes naming objects consistently. Naming
conventions are not necessary, but they do make your work consistent and easy to use.
Object Tag
Table Tbl
Form Frm
Query Qry
Report Rpt
Name Autocorrect
Renaming objects and fields can create different problems. Access now allows you to
rename a table, query, form, report, page, macro, module and Access renames all
occurrences of an object within the database as it is
changed. This feature is called the Name AutoCorrect.
To change this option, Choose Tools, Options
Click General.
Creating a New Database Based on a Template
Access provides several templates on which you can base a new database. The
templates provide a database designed to hold certain type of data (such as an address
book or order entry).
1. Choose File, select New, select General Templates if you wish to use one the
templates or Choose Blank Database.
2. Key the name for the database.
3. Click Create.
Designing a Relational Database
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A standard procedure is used to design relational databases. Follow these steps:
1. Identify the purpose of the database.
2. Review the existing data.
3. Make a preliminary list of fields.
4. Organize the fields into tables.
5. Enter sample data, review for possible data maintenance problems, and revise the
table design as necessary.
6. Identify the primary and foreign keys.
7. Identify the relationships between the data in tables.
8. Finalize the design.
Creating and Saving a Table Design
A well-organized table design is essential to the usefulness of a database. Before you
create a table in Access, consider the type of information and reports you want to
produce.
Four Steps In Creating A Table
1. Examine data you want to include, and decide on the categories (fields) of
information that you need and what data types they should be.
2. Decide if this information is closely related and should be in one table or it should be
split into multiple tables.
3. Anticipate what questions will be asked about the data and how you will want to sort
and group the data.
4. Identify the reports that you will need to produce.
Creating a Table in Design View
The design of a table includes the definition of field names, the order in which fields will
appear in the table, the type of data that each field will contain, and the size and format
of the fields. A table can contain up to 255 fields for each record. A table design can
also include field descriptions and a primary key. If a primary key is defined, the
records in the table will be sorted by the field(s) in the key, and no duplicate information
will be allowed in the key field(s).
Once you enter information into the grid,
a properties pane becomes available
below to setup more specific field
properties.
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Table and Field Names
In Access, table and field names can be up to 64 characters long and can include any
combination of letters, numbers, spaces, and special characters except:
• leading spaces
• periods (.)
• exclamations points (!)
• square brackets ([ ])
• control character (ASCII values 0-32)
Names should be brief but descriptive so that another user will know what they mean.
Table names are usually plural. A table should hold information on only one subject.
Data Types
Data Type Use For
Text Text and numbers on which you will not do calculations or that contain
leading zeros (such as phone numbers and zip codes).
Number Numerical data on which you will perform calculations, except calculations
involving money.
Currency Values representing money.
Date / Time Dates and times; a variety of display formats are available.
Yes / No Fields that will contain one of two values (such as Yes/No, True/False)
Memo Lengthy text and numbers, such as comments or explanations.
AutoNumber Sequential numbers assigned by Access.
OE Object An Object Linking and Embedding object created in another application.
Hyperlink A hyperlink address of a Web site or a file.
Lookup Wizard Allows you to choose a value from a table of a list of values that you enter.
Primary Key
A primary key is a field or combination of fields that uniquely identify each record in a
table (for example, an identification or part number). A primary key speeds retrieval of
data from large tables and enables you to define default relationships between tables.
When you define a primary key for a table, Access
automatically sorts the records in the table by the
values in the primary key field. Access will not
permit you to enter records that contain duplicate
values in the primary key field.
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Types of Primary Key Description
Auto-number Used to automatically enter a sequential number when a new
record is added to the table
Single-field Commonly set for fields that contain unique values, such as
social security number, employee identification numbers, or part
numbers
Multi-field Used in situations when one field is not unique, but two fields in
combination contain unique values
Foreign Key
The foreign key is the key in some other table that relates to the primary key.
Creating a Table Using a Wizard
A new blank database is just that—blank. You also need to create all the appropriate
tables to store your data. There is a wizard available to help you in creating tables.
1. In the Database window, select Tables in the Objects bar
2. Double-click on Create Table By Using Wizard
3. Select the appropriate sample table
4. From the sample table, add the sample fields
you want to the new table
5. If you wish, rename any field by selecting the
field and clicking Rename Field
6. Enter the new name and click OK
7. Click Next
8. Assign a name to your table and select
whether you want the wizard to set the
primary key or whether you wish to select it
yourself.
9. Click Next
10. If you choose the primary key yourself
Select the field that contains a unique value
for each record
Indicate the type of data you want the primary key field to contain
11. Click Next
12. If there are already other tables in your database:
Indicate whether the new table in related to any of them
If the new table is related to an existing table, select the table, click Relationships
and select the type of relationship.
13. Click OK
14. Click Next
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Relationships
Because Access is a relational database-management system, you can view the
information from all of the tables at the same time by joining, or relating, the tables to
one another. After you define a relationship between the tables, you have the flexibility
to bring the data from multiple tables together in a query, form or report.
Types of Relationships
• One-to-One relationships exist when one of each data value in the common field of
the first table matches one of these values in the second table. Data contained in
the two tables can be combine to one table.
• One-to-Many relationships exist when one of each data value in the common field of
the first table matches more than one of the values in the second table.
Creating Relationships Between Tables
You cannot create or modify relationships between open tables. Close all tables and
open the Database window.
1. Click the Relationship icon on the toolbar
or Select Tools, Relationships.
2. If your database does not have any relationships defined, the Add Tables/Queries
box will automatically be displayed. If you need to add the tables you want to relate
and the Add Table dialog box is not displayed, click the Show Table or choose
Relationships, Select Show Table.
3. In the Show Table dialog box, select the tables you
want to work with and click Add.
4. Close the Show Table dialog box.
5. Select the primary key field in one table that you
want to relate to the foreign key field in the second
table.
6. Drag the primary key to the foreign key.
7. In the Edit Relationships dialog box, check Enforce
Referential Integrity.
8. Click Create.
9. Close the Relationships window, saving changes to
its layout.
In most cases, you drag the primary key field (which is displayed in bold text) from one
table to a similar field (often with the same name) called the foreign key in the other
table. The related fields may not have the same names, but they must have the same
data type (with two exceptions) and contain the same kind of information.
In addition, when the matching fields are Number fields, they must have the same
FieldSize property setting. The two exceptions to matching data types are that you can
match an AutoNumber field with a Number field whose FieldSize property is set to Long
Integer; and you can match an AutoNumber field with a Number field if both fields have
their FieldSize property set to Replication ID.
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-You can create relationships using queries as well as tables. However, referential
integrity is not enforced with queries.
-To create a relationship between a table and itself, add that table twice. This is
useful in situations where you need to perform a lookup within the same table.
Referential Integrity
Referential integrity ensures that you do not
accidentally delete or change data that would
invalidate the relationship tables. Do not set Enforce
Referential Integrity when establishing relationships
unless you desire that the data you change and
delete in one table will be changed and deleted in the
second table in which the relationship was established.
You can set referential integrity between two tables if
the following are true:
-The matching field is a primary key in one table or has a unique index.
-The related fields have the same data type (the exception is that an AutoNumber field
can be related to a Number data type field with field size of Long Integer).
-Both tables are in the same Access database.
Field Properties
Each field has a set of properties that you can use to customize how a field’s data are
stored, handled, or displayed. The properties that are available for each field are
determined by the data type you select for the field.
• Field Size—In the field of Text type, the field size is the number of characters
allowed in the field. The default is 50 and the maximum field size is 255.
• Format--Use the format field property to specify how you want Access to display
numbers, dates, times, and text.
• Input Masks allows you to control the data pattern or format allowed in the field. You
can also specific characters that will be inserted into the field automatically. Set the
input mask before entering data even though you may set the mask after data has
been entered in the table.
- Click the Build button next to the Input Mask property box to start the Input
Mask Wizard, and then follow the instructions in the wizard dialog boxes.
Input Mask Characters
Character Description
0 Digit (0 through 9, entry required; plus [+] and minus [-] signs not allowed).
9 Digit or space (entry not required; plus and minus signs not allowed).
# Digit or space (entry not required; blank positions converted to spaces,
plus and minus signs allowed).
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L Letter (A through Z, entry required).
? Letter (A through Z, entry optional).
A Letter or digit (entry required).
a Letter or digit (entry optional).
& Any character or a space (entry required).
C Any character or a space (entry optional).
.,:;-/ Decimal placeholder and thousands, date, and time separators. (The
actual character used depends on the regional settings specified in
Microsoft Windows Control Panel.)
Causes all characters that follow to be converted to uppercase.
! Causes the input mask to display from right to left, rather than from left to
right. Characters typed into the mask always fill it from left to right. You
can include the exclamation point anywhere in the input mask.
\ Causes the character that follows to be displayed as a literal character.
Used to display any of the characters listed in this table as literal
characters (for example, \A is displayed as just A).
• Caption--The test you provide in the caption field will be used instead of field names
in forms, tables in datasheet view, reports and queries.
• Default value allows you to have a filed that usually contains the same value.
• Required field specifies whether you must enter a value. This field cannot be left
blank when records are entered.
• Lookup fields--you can define a lookup field in a
table as a field that actually “looks up” and pulls
data from a field in another table or query in the
database. Looking up data from existing tables can
help prevent data entry errors. You can create a
lookup field by using the Lookup Wizard. You can
also click the Lookup tab in the Field properties and
specify the table or query containing the data you
want to look up.
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Setting Validation Rules--You can enhance the efficiency of
data entry by setting validation rules. Validation rules are
properties applied to a field that either require certain values
to be entered or prevent them from being entered. When you
set a validation rule, you are given the option to create a
message that explains the validation rule to the data entry
person. The validation text is displayed in a message box
that appears when data is entered into the cell that does not
meet the validation rule.
An AutoNumber Field as a Foreign Key
When you have an AutoNumber field as the primary key in one table and wish to use
that same field as a foreign key in another table, in that second table, you must set the
field’s data type to Number and the Field Size property to Long Integer.
Adding Records
Datasheet view of a table contains a blank record at the end of the table. This record is
marked by an asterisk ( * ) on the record selector. The record selector is a small gray
box to the left of the record. In Datasheet view, you must add new records at this
location.
When you click on a record, that record becomes current and has the focus. It is
marked by a triangle on the record selector. As you begin to add data, the triangle is
replaced by the pencil icon. The pencil icon indicates that you have added or edited
data that have not yet been saved.
Symbol What It Means
The triangle indicates the current record. The record has been saved as it
appears.
The pencil indicates that you have added or edited data that have not been
saved.
The asterisk indicates a new record that you can enter information into.
Each table contains a blank record at the end of the table; you must add
new records at this location.
Multiple Undo and Redo
You can now undo several actions or redo them in Design View in all objects and in
views, stored procedures, and functions in your Access project.
Saving Data
When you move the focus off a record by using a mouse or arrow key, or by pressing
Tab or Enter in the last data field in Datasheet view, the data is automatically saved.
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Modifying a Table Design
To modify the design of a table, you must be in the Design View. In design view you
can make changes to the names of fields, data formats, and
description. You can add fields to the end of the list, or you
can insert a new row for a field between existing fields.
While the design of a table can and should be modified to
increase the usefulness of the table, you should remember
that:
• It is recommended that you make a backup copy of a
table before you modify a table design.
• Deleting a field also deletes any data that the field
contains.
• When you delete a field in the table design, you must
also delete it from other objects. Until you do, any
queries in which the field appears will not work, and
forms and reports containing the field will display an
error message.
• When you rename a field in the table design, you must also rename it in other
objects.
• Resizing a field to a smaller size or type can result in truncation of data that will
not fit in the smaller field.
• If you change a field’s data type, Access tries to convert the data in that field.
Adding Fields
You can add a field anywhere in the table. To insert a field between fields, select the
field in the position where you want to add the new field and then click on the insert
row button. You always insert above the selected field.
Deleting Fields
To delete a field, select the field that you want to delete and the click on the delete row
button.
Moving Fields
To move a field to a different location In the table, select the field and drag it to its new
location. As you drag the field, Access displays a dark line to indicate where the field
will be placed when you release the mouse button.
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Keyboard Navigation In the Datasheet
What you do: Action:
Press Tab Select the next field to the right
Press Shift + Tab Select the next field to the left
Press End Select the last (rightmost) field of the record
Press Home Select the first field in the next record
Press the down arrow Select the same field in the next record
Press the up arrow Select the same field in the previous record
Press Ctrl + End Select the last field to the last record in the table
Press Ctrl + Home Select the first field to the first record in the table
Shift + Tab Move the window focus back to the design surface
Ctrl + Tab Moves the focus from a form or report to subsection
F6 Switch between panes in design view
Subdatasheets
Subdatasheets enables you to browse hierarchical data from related tables in
Datasheet view. Table from a related table is displayed. Click the + sign (the Expand
Indicator) to view related data.
Sorting Records
Ascending Filter by Selection Remove Filter
Descending Filter by Form Find
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You can sort records in alphabetic, numeric, or date order. Sorting records can make
data easier to review and to edit. To perform a sort on more than one field, you use the
Filter/Sort buttons.
Finding Records
Data management frequently involves finding and editing a value in a specific record.
The Find button, or the Edit, Find command, enables you to search for specific values
that identify records. After you find a record you can edit the values in that record.
The Find Dialog Box
In the What text box, you can choose conditions of the search in the field:
• Match Whole Field: The value in the field must exactly math the value in the Find
What text box (except for capitalization, unless you also check Match Case).
• Any Part Of Field: The Value in the Find What text box can be located anywhere in
the field. For example: a search for “berg” finds Bergen and Heidelberg.
• Start Of Field: The value in the Find What text box must be present at the beginning
of the field in the table. For example. A search for “las” finds Las Vegas, but not
Dallas.
Editing Records
You can edit records in Datasheet view. In this view, pressing the F2 key acts as a
toggle between placing the insertion point within a field and selecting the value in the
field.
Searching All Fields
The Find Dialog box can search all fields for specific data. For example, if you don’t
know which field contains the information you need, you can have Access search all
fields.
Deleting, Adding, and Copying Records and Values
Before you can delete values or records, you must select them.
To Select: Do This:
A value Click and drag over the value; or
Place the insertion point at the start or the end of the value; press Shift and
the appropriate arrow key.
A field Place the insertion point in the field and press F2; or
Click on the left edge of the field.
A record Move to the record; Click on its record selector; Choose Edit, Select Record
or select a field and press Shift + the Spacebar.
Multiple Move to and select the first record and press Shift + Up Arrow or Shift +
records Down Arrow to select contiguous records; or
Click on the record selector of the first record and drag to the last record in a
contiguous series.
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Deleting Values and Records
After you have selected values or records, you can delete them by:
• Pressing Delete; or
• Choosing Edit, Delete.
Adding Records
In Access, you must add new records at the end of the datasheet. A blank record is
always available and is indicated by an asterisk ( * ) in the record selector.
Copying Values and Records
When the insertion point is in the field, you can copy the value in the same field from the
previous record by pressing Ctrl + “.
Special Keys
Key: Action:
Ctrl + ; Enters today’s date
Ctrl + “ Copies value from previous record
To copy any other value or record:
1. Select the value or record that you want to copy.
2. Choose Edit, Copy.
3. Place the insertion point where you want to place the copied data.
4. Choose Edit, Paste or Paste Append. (The Edit, Paste Append command
pastes a record at the end of the datasheet.
Database File Format
Because Access has been around since 1992, many databases have been created
using this program. If you attempt to open a database created in a previous version of
Access, you will be prompted to either convert the database or open the database.
(Access XP can open and modify Access 200 databases without applying the new
format). If you convert the database, Access creates a brand new file from the older
version. A table is created if an error occurs during the conversion. The table lists
information about each error. You must use a new name for the database when you
convert.
Within the program, Access provides some options for converting databases, so that
you can work among several different versions of Access. Choose Tools, Database
Utilities, Convert Database.
Data Access Page
A Data Access Page is an HTML document bound to data stored in a database. Data
access pages are similar to a form; however they are specifically designed to view, sort,
filter, edit, and report on data that is hosted within a browser. You can use data access
pages as you use Access forms, and run them within the Access shell, but their
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extended use enables you to interact with live data over a corporate intranet or the
Internet.
When you create a data access page, you are actually creating a Web page. Using this
feature, you can create files for the Web. You can create a data access page using
data Access page wizard, design view, make an existing web page into a data access
page; or save an existing table, query, form, report, or report as a data access page.
Creating a Data Access Pages Using the Wizard
1. On the pages object, double click on Create data access page by using wizard.
2. From the Tables/Queries drop-down list, select the object that the page will be
3. based on.
4. Choose the fields to add to the page.
5. Click Next to advance to the grouping level dialog box.
6. Click Next to advance to the sorting dialog box.
7. Click Next to advance to the last wizard dialog box.
8. In the Title text book, key the title.
9. Select Open the Page rather than looking at the design.
10. Click Finish.
Note: After designing the page, you can edit the page and add themes.
Saving Access Files on a Floppy or CD
Using Windows Explorer, you must drag the Access file to the floppy or other drive in
order to save a copy on another device.
Sorting and Querying
• Sorting enables you to view data in a table in a particular way. You can sort the data
on any field or combination of fields in a table. For example, you can sort records to
view them in order by last name and first name, by date, or by an invoice number.
Sorting records according to the task at hand makes information easier to find.
• Querying enables you to view only certain fields or records or both. For example,
you might want to display only the names and phone extensions for people who
work in a certain department, Querying enables you to select only those pieces of
information that you need for a particular purpose. The result of a query is called a
dynaset.
• Reports enable you to present your data in a printed document. In Access, you can
also print data from datasheets and from forms, but using a report gives you greater
control over the format at the printed output. You can design custom reports or use
the Report Wizards to create a report in a selected style and format. You can base
a report on a table or a query, and you can include summary information.
• Forms enable you to enter data into a table and open other forms. By using forms
you can customize the display of data in a table or query.
Copying and Pasting Access Objects
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When working with important data, it is important that you make a backup copy of the
table and data.
− Select the table to copy
− Click the right mouse (shortcut menu)
− Choose Copy
− Click the right mouse and select
Paste
− Key the name for the new table
− Select one of the following selections
Structure Only, this is a copy of the
table with no data. Structure and
Data will paste a replicate of the
table.
− Click OK
Queries
Queries allow the user to view, change, and analyze data in different ways. You can
also use them as the source of records for forms and reports.
Filtering
Sort Filter Apply
Ascending By Selection Filter
Sort Filter Find
Descending By Form
Filter By Selection, Filter By Form, and Filter For Input are different ways to filter records
in a form or datasheet.
• If you can easily find and select the value you want the filtered records to contain,
use Filter By Selection.
• If you want to choose the values you're searching for from a list without scrolling
through all the records, or if you want to specify multiple criteria at once, use Filter
By Form.
• If the focus is in a field and you just want to type in place the exact value you're
searching for or the expression whose result you want to use as your criteria, or if
you want to specify multiple criteria at once, use Filter For Input.
For complex filters, use Advanced Filter/Sort. You can:
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• Search for records that meet multiple criteria.
• Search for records that meet one criteria or another criteria.
• Enter expressions as criteria.
Sorting Records
You can sort records in alphabetic, numeric, or date order. Sorting records can make
data easier to review and to edit. To perform a sort on more than one field, you use the
Filter/Sort buttons or choose Records, Filter, Advanced Filter/Sort.
Creating a Query
You can use queries in Access to view, change and
analyze data in many different types of ways. A select
query is the most commonly used type of query in
Access. A select query retrieves data from one or
more tables and enables you to ask questions about
your data. You select what fields you want to view and
can use criteria to select records. You can also use a
select query to group records and perform summary
calculations. In Access, the result of a query is a
dynaset. You create a query in the Query Design
window. You can design the query or allow Access to
design the query using the Query wizard.
The Query Design Environment
The query design environment has two panes. The upper pane displays a graphical
representation of the table or tables from which the query will retrieve data and, if
multiple tables are included, it shows the relationships between them. The lower pane
contains the design grid. The fields included in the grid are displayed in the query’s
Datasheet view. You can also set criteria to select the records you want to view.
Query Design Environment
Designing a Query using the Wizard
1. In the Database window, in the Objects
bar, select Queries.
2. Double-click on Create Query By Using
Wizard.
3. Select the first table (or query) you wish to
include in the query.
4. Add the Available Fields you wish to
include to the Selected Fields list.
5. Repeat steps 3 and 4 if you want to
include additional tables (or queries).
6. Click Next.
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7. If you have included Numeric or Currency fields in the query, you can select whether
you want to view detail or summary information. If you select Summary, you can
also set certain Summary Options.
8. Click Next
9. Enter a title for the query and select whether you want to open the query in
Datasheet view or Design view.
10. Click Finish.
Data Sources for a Query
Queries can be based on one table, multiple tables as long as they have a relationship
or can be related, or on another query.
Query By Design View
The wizard is fast and easy, but did you notice that—in the wizard—you could select
what fields you wanted to include but there was no opportunity to specify criteria to
select only certain records. To display just what you want the way you want it, you will
need to be able to create or modify queries in Design view.
1. Select Query in Design View
2. Add the tables that will be used in the query by clicking on the table name and
selecting Add
3. Select the fields for the Query
• To display a field in the dynaset, drag the
field from the field list to a column of the
QBE grid.
• Double clicking on the field name will
also place the field in the grid.
• Select multiple fields in the graphic of the
table by using the [Shift]-click or [Ctrl]-
click techniques and drag them to the
design grid.
• Add all the fields to the design grid, by double clicking on or dragging the (*) in
the graphic to the table.
4. Run the Query
Joining Tables
If tables do not have an established relationship and so are not automatically joined by
Access when you include them in a query, you can join them temporarily by dragging
the appropriate field from one table to the other. To join tables, the fields must be of the
same or a compatible data type and must contain similar data.
Using Criteria to Select Records
You can select specific records to appear in a query’s dynaset by entering criteria for
one or more fields in the QBE grid. Each field column includes a criteria cell.
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Selecting Records and Editing Values
Queries enable you to extract the exact data you want to see, in the order that you want
to see it. By choosing the fields you want, and setting criteria for those fields, you can
extract the precise information you want.
Wildcards
You can use the asterisk wildcard as part of a criteria to select a group of records.
Entering */*/92 as the criterion in a date field causes Access to select all records with
dates in 1992. Use the ? to indicate one character.
Comparison and Selection Operators
You can use comparison operators in criteria to limit selections to specific ranges of
values. The comparison operators are:
Comparison
Operator: Meaning:
greater than
= equal to
= greater than or equal to
not equal to
Some of the selection operators that you can use in queries include:
• Between: Use this operator to select values between two values. For example,
between 10 and 20.
• Like: Use this operator to compare the values in a table to a specific criterion. For
example, like MK.
• Is: Use this operator to determine if the value in a field meets a certain condition.
For example, is null determines if a field is empty. Is not null determines if a field
contains any value.
AND Conditions
In the QBE grid, you can create two basic types of AND conditions:
• You can create an AND condition for two fields by entering criteria on the same
row of the grid. For example, entering the criterion MK for the Department Field
and 10 and <20 causes Access to select those
records with values greater than 10 AND less than 20.
OR Conditions
In the QBE grid, the Or row is directly under the Criteria row. Entering criteria in this
row creates an OR condition. For example, entering NY in the criteria cell and entering
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CA in the OR cell for the State field causes Access to select those records that have
New York or California as the state.
Null Values
When a record does not have a value in a field, Access treats this value as null. Null
values are not included in calculations and are not allowed in primary key fields.
Calculated Fields
You can perform a horizontal calculation on fields in a table by adding a calculated field
to the QBE grid. You can use aggregate functions and constants in expressions.
Aggregate Function Meaning
Sum the total of the values in a field
Avg the average of the values in field
Count the number of values in a field
(excluding empty values)
Min the lowest value in a field
Max the highest value in a field
Expression Action
[price]*1.06 multiples each value in the Price field by the constant
1.06 (an increase of 6%
[sales]/sum([sales])*100 calculates the values of sales in each record as a
percentage of total sales in all records
[date]+30 adds 30 days to each value in the Date field
Expressions
When you create a calculated field in the design grid, Access automatically assigns it a
name such as “Expr1.” You can enter your own name for the calculated field before you
create the expression, or you change the name assigned by Access to something more
meaningful. In the design grid, the calculated field name must be followed by a colon
(:).
Field Properties
Each field in a query has properties associated with it; the properties available depend
on the data type of the filed. To view and set the properties for a field, right-click on the
filed and choose Properties.
Editing Records in the Query
If you add records after executing the query, the data will be added to the table
Relationships
Because Access is a relational database-management system, you can view the
information from all of the tables at the same time by joining, or relating, the tables to
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one another. After you define a relationship between the tables, you have the flexibility
to bring the data from multiple tables together in a query, form or report.
Types of Relationships
• One-to-One relationships exist when one of each data value in the common field of
the first table matches one of these values in the second table. Data contained in
the two tables can be combine to one table.
• One-to-Many relationships exist when one of each data value in the common field of
the first table matches more than one of the values in the second table.
Calculations for Group of Records
1. In the design grid, add the field(s) on which you want to group records and the
fields(s) you wish to summarize.
2. Click the Totals buttons to display the Total row.
3. Enter any criteria necessary to select the records you wish to view.
If you need to enter criteria for a field on which you are not grouping records, include
that field in the design grid and select Where from the Total drop-down list.
4. For each field, open the Total drop-down list and choose Group By or the summary
function.
Total Row
When you display the Total row in the design grid by clicking the Total buttons, each
field included in the grid must have an entry in that row. Normally, you should include
just the fields on which you want to group the records and the field on which you want to
perform summary calculations. The Totals button is a toggle that turns the display of
the Total row on and off.
Summary Functions
The following are the summary functions available when using the Total row:
SUM: totals the values
AVG: averages all values (excludes null values from calculation)
MIN: returns the smallest value
MAX: returns the largest values
STDEV: calculates the standard deviation
VAR: calculates the variance
FIRST: returns the first record entered according to chronological order
LAST: returns the last record entered
Printing Queries
When you want to print a query, you can print all records that meet the criteria by
clicking on the printer. The data will be printed in a datasheet view. You can also
specify the number of copies to print and the page orientation (portrait and landscape).
Other printing options include margins and paper size.
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Saving a Query
In design view, you can save the query by closing the window or clicking the Save Icon.
Forms
A form is an Access object that enables you to view and use the information stored in a
table in a format other than rows and columns. Forms are used to enter data into a
table and open other forms.
AutoForms
An AutoForm displays the fields from one record at a time with the field names and
fields arranged in columns. If you create an AutoForm for a table that is not related to
any other tables in the database, only the
records from that table are displayed in the
form. If you create an AutoForm for a table
that has an established relationship with one
or other tables, related records from those
tables are displayed in subdatasheets.
Creating An AutoForm
1. In the database window, in the Objects
bar, select Forms
2. Select the table for which you want to
create an Autoform
3. Click the New Object, AutoForm button
Creating A Form Using the Wizard
Whenever you need to create a form, using a wizard is a timesaver.
1. In the Database window, in the Objects bar, select Forms.
2. Double-click on Create Form Using Wizard.
3. Use the Tables/Queries drop-down list to select the first data source for the form.
4. Add the fields you want in the form to the Selected Fields list.
5. Repeat steps 3 and 4 for any additional data sources and fields. Click Next.
6. If you have fields from more than one table, decide how you want the wizard to
organize it.
7. Decide whether you want subforms or linked forms for the related data. Click Next.
8. Choose the form layout and click Next.
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9. Choose the form style and click Next.
10. Enter a title for the form and, if
necessary, the subform. Select the view
in which you want to open the form.
Click Finish.
Form Environment
Toolbox Design Grid Field List
Creating a Form Using Form Design
1. In the database window, click on Tables
2. Select the New Object
3. Select Forms 4. Select Design View
5. Select the Table
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6. In the Design Grid drag the fields on the form . If the list of fields do not show,
click the field list icon.
Form Controls
Each part of the form design is an object
called a control. The labels, text boxes,
header section, detail section, and the
form itself are controls. There are two
types of controls bound and unbound.
Control Description
Bound Control Field from the table are contained in bound controls, referred
to as textboxes on a form. Text boxes are like windows that
enable you to view data.
Unbound controls By default, each field control has its field name as a label in
an unbound control. Unbound controls are not linked to
fields in the underlying table or query.
Form Properties
Each of the controls displayed in your forms has a set of
properties that determine the general appearance and
behavior of that control. Each kind of control has a slightly
different set of properties that can be customized on the
property sheet.
Property Window
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Record Source Property
You cannot determine which object a form is based on by viewing it. However, you can
tell whether the form is based on a table or query by checking the Record
Source property.
Toolbox Objects
The set of tools you use in Design View to place controls on a form or report.
You can show or hide the toolbox by clicking Toolbox on the View menu.
Labels
You use labels on a form or report to display descriptive text such as titles,
captions, or brief instructions. Labels don't display values from fields or
expressions; they're always unbound and they don't change as you move from
record to record.
A label can be attached to another control. When you create a text box, for
example, it has an attached label that displays a caption for that text box. This
label appears as a column
heading in the Datasheet
view of a form.
Textboxes
You use text boxes on a form or report to display data from a table, query, or SQL
statement. This type of text box is called a bound text box because it's bound to data in
a field. Text boxes can also be unbound.
For example, you can create an unbound
text box to display the results of a
calculation, or to accept input from a user.
Data in an unbound text box isn't stored
anywhere.
Control Wizards
When adding certain types of controls to a form, you can use a wizard to create the
control. Collectively, this group of wizards is referred to as Control Wizards. To toggle
Control wizards on and off, click the Control Wizards button in the toolbox. Use
Control Wizards to create any of these controls, a list box, combo box, option
group, command button, chart, subreport, and subform. After you place the
control on the form, you can move, size, and adjust its properties to meet your needs.
List Box or Combo Box
The rows for a list box or combo box can come from a fixed list of values that you enter
when you create the list box or combo box (use when the list won't change very often),
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or they can come from a table or query (use when you'll frequently update the list). For
example, you could use a fixed list for a list box containing entries for Mr., Mrs., or Ms.
If, on the other hand you have a form and you want to display a list box that lists
information that will change frequently, base the list box on a table or query. The list box
looks up values in the table and displays the data to choose from.
When a user selects a value in a list box or combo box, you have two choices. You can
store the selected value in a table (not the same table that the list gets its rows from), or
you can pass the value to another control. Since you're storing a value based on a
selection in the list box, the list box is bound.
If, on the other hand, you want to use the value selected in the list box or combo box to
determine the contents of another control or controls, you would create an unbound list
box or combo box. For example, you
might want to create a list box or combo
box that you can use to find a related
record on a form. Or you might want to
create a list box or combo box that you
use to filter the records in another list box
or combo box.
Combo Box
Combo Box Control
- Activate the Control Wizards button.
- Click the Combo Box button in the toolbox.
- Select whether you want to type in the value or create them and click Next.
- Choose whether to store the values in the field and specify a field, and then click
Next.
- Enter a name for the combo box and click Finish.
- Adjust the size of the combo box label and text object, if necessary.
List Box Control
- Activate the Control Wizard button.
- Click the List Box.
- Select the source of values for the list and click Next.
- Follow through the rest of the wizard's steps.
- Adjust the size of the list box label and text object, if necessary.
When you use a wizard to create a list box or combo box based on a table or query,
Microsoft Access creates an SQL statement based on the fields you select and sets the
RowSource property for the control to that SQL statement. If the list box or combo box
isn't sorted the way that you want, you can modify the SQL statement by clicking the
Build button next to the RowSource property
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Option Groups
You can use an option group on a form or report to display a limited set of alternatives.
An option group makes selecting a value easy since you can just click the value you
want. Only one option in an option group can be selected at a time.
An option group consists of a group frame and a set of check boxes, option buttons, or
toggle buttons.
If an option group is bound to a field, only the group frame itself is bound to the field, not
the check boxes, toggle buttons, or option buttons inside the frame. Instead of setting
the ControlSource property for each control in the option group, you set the
OptionValue property of each check box, toggle button, or option button to a number
that's meaningful for the field the group frame is bound to. When you select an option in
an option group, Microsoft Access sets the value of the field to which the option group is
bound to the value of the selected option's
OptionValue property. The OptionValue property is
set to a number because the value of an option group
can only be a number, not text. Microsoft Access
stores this number in the underlying table. An option
group can also be set to an expression, or can be
unbound. You can use an unbound option group in a
custom dialog box to accept user input and then carry
out an action based on that input.
Option Group Control
- Activate the Control Wizards button.
- Click the Option Group button toolbox.
- Enter the labels for the options you want to show on the form and click Next.
- From the drop-down list, select a default vale for the field and click Next.
- Accept the default values or change them to suit your needs and click Next.
- Specify whether the value is saved for later use or stored in a selected field and click
Next.
- Choose a control type and select a style and click Next.
- Enter a caption to be displayed above the option group and click Finish.
Checkboxes
You can use a check box on a form or report as a stand-alone control to display a
Yes/No value from an underlying table, query, or SQL statement. For example, the
check box in the following illustration is bound to the Discontinued field in the Products
table. The data type of the Discontinued field is Yes/No. If the box contains a check
mark, the value is Yes; if it doesn't, the value is No.
Command Button
You use a command button on a form to start an action or a set of actions. For example,
you could create a command button that opens another form. To make a command
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button do something, you write a macro or event procedure and attach it to the button's
OnClick property. You can create over 30 different types of command buttons with the
Command Button Wizard. When you use the Command Button Wizard, Microsoft
Access creates the button and the event procedure for you.
You can display text on a command button by setting its Caption property, or you can
display a picture by setting its Picture property.
Command button
Switchboard
When you use the Database Wizard
to create a database, Microsoft
Access automatically creates a
switchboard that helps you to
navigate around the database. This
switchboard has buttons that you
can click to open forms and reports
(or open other switchboards that
open additional forms and reports),
quit Microsoft Access, or customize
the switchboard. You can create a
switchboard similar to the one that
the Database Wizard creates by
using the Switchboard Manager.
Create a Switchboard Form by Using the Switchboard Manager
1. On the Tools menu, point to Add-ins, and then click Switchboard Manager
2. If Microsoft Access asks if you'd like to create a switchboard, click Yes.
3. In the Switchboard Manager dialog box, click Edit.
4. In the Edit Switchboard Page dialog box, type a name for the switchboard in the
Switchboard Name box, and then click New.
5. In the Edit Switchboard Item dialog box, type the text for the first switchboard button
in the Text box, and then click a command in the Command box.
6. Depending on which command you click, Microsoft Access displays another box
below the Command box.
7. Repeat the steps until you have added all the items to the switchboard. If you want
to edit or delete an item, click the item in the Items On This Switchboard box, and
then click Edit or Delete. If you want to rearrange items, click the item in the box, and
then click Move Up or Move Down.
8. Click Close.
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Adding Graphics To A Form
1. Right mouse click, choose Properties
2. On the Format tab, click Picture, click the Build button
Automating the Switchboard
You can make the switchboard open every time you open the file.
1. Click the Tools menu and choose Startup.
2. Click the box under Display Form/Page and choose Switchboard.
3. Click OK.
Reports
Reports enable you to present your data in a printed document. In Access, you can
also print data from datasheets and from forms, but using a report gives you greater
control over the format at the printed output. You can design custom reports or use the
Report Wizards to create a report in a selected style and format. You can base a report
on a table or a query, and you can include summary information. Most of the
information in a report comes from an underlying table, query, or SQL statement, which
is the source of the report's data. Other information in the report is stored in the report's
design.
AutoReports Wizard
The AutoReport Wizard creates a report
automatically. Follow these steps to use the
AutoReport wizard.
1. In the Database Window, select the table or
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query on which you want to base the report.
2. On the toolbar, open the New Object drop-down list and choose AutoReport.
Note: Data Sources for Reports-reports can be based on one or more tables or
queries.
Report in Design View
Report Design Concepts
The design of a report includes the following sections that control where information is
printed in a report.
• Report header: Access prints the information in this section at the beginning of the
report. This section is often used for the title and date of the report, as well as to
create a cover page for a long report.
• Page header: Access prints the information in this section at the top of each page of
the report. In a tabular report, you might place column headings in the page-header
section.
• Group header: Access prints the information in this section once at the start of each
group. When you create a report containing groups, you can place the field on
which the report is grouped in this section.
• Detail section: This section contains the fields that you want Access to print for
every record in the report.
• Group footer: When you create a report containing groups, you can use the group
footer section to include summary calculations that you want Access to perform for
each group.
• Page footer: Access prints the information in this section at the bottom of every
page. You can place the expression “=Page” in this section (in an unbound control)
to provide page numbers for a report.
• Report footer: Access prints the information in this section at the end of the report.
You can use this section to place summary calculations for all records in the report.
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Create A Report Using a Wizard
1. In the Database Window, in the Objects bar, select Reports.
2. Double-click on Create Report By Using Wizard.
3. Using the Tables/Queries drop-down list, select the data source for the report.
4. Move the fields you want included in the report from the Available Fields list by using
the arrow buttons.
5. Repeat Steps 3 and 4 for any additional data sources.
6. Click Next.
7. If necessary, choose the grouping level and grouping options you want and click
Next.
8. Select the sort order for the detail records and click Next.
9. Select the layout for the report and click Next.
10. Select the style for the report and click Next.
11. Enter a title for the report and select whether you want the report displayed in Print
Preview or Design view. Click Finish.
Order of Field
When using the Report Wizard, the order in which fields appear in the Select Fields list
determines their left-to-right order in the report. The placement of the controls
representing the fields can be changed in Design View.
Grouping and Sorting
When a group level is included in a report, the records are automatically sorted first by
the values in the grouping field.
Report Title and Object Name
When you enter a title for a report, that entry will be printed at the top of the report and
is also used as the name of the report object in the Database Window. You can change
the name of the report object in the Database window, or you can change the printed
title by opening the report in Design view.
Report Sections
The design of a report is organized by sections and the placement of controls in a
particular section determines how often the data or text in a control will print. For
example, information in the Report Header section will print once at the beginning of the
report. Information in the Page Footer section will print at the bottom of every page.
Controls in the Detail section will print for every record in the report.
The Property Sheet
In Access, everything is an object and almost all objects have properties associated
with them. In modifying the design of a report, you can use these properties to change
or enter settings that affect how the report will look. You access the properties of a
report object by selecting the object in Design view and clicking the Properties button;
this opens the property sheet containing all the associated properties.
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Calculated Fields
If the calculation you need is not part of the query on which you have based a report,
you do not have to go back and revise the query. You can create the calculation right in
the report design.
1. Open the report in Design View.
2. If necessary, display the Toolbox by clicking on the Toolbox button.
3. In the toolbox, click on the Text Box tool.
4. Click (or drag) on the report design surface where you wish to place the calculated
control.
5. If necessary, click in the text box control to place the insertion point.
6. Type an equal sign (=) and the formula for the calculation.
7. Press [Enter] or click away from the control.
Example of formula-- =[PurchasePrice]/3
Note: Field Names and Brackets—when you type an expression, each field name must
be enclosed in brackets.
Toolbox
You use the Toolbox to create new controls in the design of a report. The Select
Objects and Control Wizard tools are selected in the Toolbox by default. The Select
Objects tool enables you to click on controls in the report design to select them. The
Control Wizard tool automatically runs a wizard if one is available for the control you
are creating.
Changing the Format of a Control
− Open the report in Design view.
− Select the control and click the Proprieties button or right-click on the control and
choose Properties.
− If necessary, select the Format tab in the property sheet.
− In the Format property box, open the drop-down list and choose the format you
want.
− Close the property sheet.
− Preview the report to see the new format.
Changing the Style of a Report
− Open the report in Design view.
− Choose Edit, Select Report, or click the Report Selector.
− On the Report Design toolbar, click the AutoFormat button.
− In the Report AutoFormat list, select the new format.
− Click OK.
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− Preview the report to see the new style.
Adjusting Report Width
The default margins for an Access report is 1 inch at the top, bottom, left and right.
Choose File, Page Setup and enter the Left and Right margin values.
Report Grouping
To build grouping and sorting features into your report, use the Report Wizard. At your
discretion, you can include design features such as record grouping to arrange data by
related groups and record sorting to arrange data in sort order.
If, after using the Report Wizard, you decide to add record grouping and sorting, you
can still do so. To add a Report Grouping section manually to a report:; do the
following:
1. Open the report.
2. Display the report in Design view.
3. Open the Sorting and Grouping dialog box.
4. To specify a sort, click in the first blank line
under the Field/Expression section to show
its drop-down arrow, and then select the
field you want from the list of fields.
5. Under the Sort Order heading, specify
Ascending or Descending.
6. In the bottom half of the dialog box, select the group properties you would like, such
as a header or a footer.
7. Close the Sorting and Grouping dialog box.
The Keep Together Property
If you set the Keep Together property to Yes, you can force a page break when an
entire group does not fit on one page.
Report Layouts refers to how the data and labels are displayed on the report. You can
choose from six layouts.
Report Styles defines how the title and the information in the Detail section will be
displayed on the report.
Report Properties--you can enhance the appearance of the report by modifying the
properties of the control. To do this, select the control, display the property sheet, and
change specific property settings.
Editing Reports
1. You can change the appearance of an entire report or just parts of it by using the
AutoFormat on the toolbar and selecting a new AutoFormat.
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2. To change the appearance of one control, click on the control to select it, then click
on the formatting toolbar, select a font, font size and other formatting options.
3. To change the display format of the data in a control, click the Properties
icon.
4. You can add other fields from the report’s record source by clicking the field list and
dragging the field name to the report’s Detail section.
5. Moving, sizing or aligning control, click the control. To select
several controls hold the shift key as you click on the control.
Select Format
Select Align
6. To change the text or data that’s displayed in a control--click the control, select the
text, and type the new text.
7. To change the field that the text box or
other control is bound-- select the control,
perform a right mouse click, select
Properties, select control source.
8. Reports can be inserted into Word or
Excel for editing--click the Officelink
icon.
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Access XP Basics
Printing Reports
When you want to print a report, you can print all records, a selection of records, or a
specified range of pages. You can also specify the number of copies to print and the
page orientation (portrait and landscape). Other printing options include margins and
paper size.
Notes
Compiled By Pam Hanfland and Jacqueline K. Howard June 2004 36