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Copyright 2010 West Virginia University

Introduction to
Access 2010



Technical Support Services
Office of Information Technology, West Virginia University


OIT Help Desk (304) 293-4444, oithelp@mail.wvu.edu

Workshop Materials: oit.wvu.edu/training/classmat/db/











OIT Technical Support Services
Last Revised: December 16, 2010
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Introduction to Access 2007 3
Contents
Contents .............................................................................................................. 3
Getting Started .................................................................................................... 4
What is a database/relational database? ......................................................... 4
Database applications ..................................................................................... 4
Access Environment .......................................................................................... 5
Starting Access ................................................................................................ 5
Opening an Access Database ......................................................................... 6
Database window ............................................................................................ 6
Ribbons and Tabs ........................................................................................... 7
Navigation Pane .............................................................................................. 9
Types of Objects .............................................................................................. 9
Table Basics ...................................................................................................... 10
Open a table .................................................................................................. 10
Navigate to records ....................................................................................... 10
Edit records in a table .................................................................................... 11
Add records to a table ................................................................................... 11
Sort records ................................................................................................... 12
Filter records .................................................................................................. 12
Inside Access .................................................................................................... 13
Design View ................................................................................................... 14
Types of Fields (data types) .......................................................................... 14
Modifying the table structure.......................................................................... 17
Looking at Lookup Properties ........................................................................ 17
View & Navigate Records with a Form ............................................................ 21
The Form tool ................................................................................................ 21
Create a basic form ....................................................................................... 21
Create a form using the Form Wizard ............................................................ 22
Working with Reports ....................................................................................... 23
The Report tool .............................................................................................. 23
Creating a simple report ................................................................................ 23
Using Layout View to touch up a report ......................................................... 25
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Getting Started
What is a database/relational database?
Microsoft Office Access is a database management system that provides a graphical
user interface for creating and maintaining relational databases. A relational database is
a database management system in which data is stored in the form of tables, and the
relationship among the data is also stored in the form of tables. Relational databases
are the most common kind of database in use today.
Database applications
Access is commonly used for small-scale applications, such as you would find within
departments of large institutions. It is best used by individuals or small groups of people.
In addition to its ease of use in designing and building a database from scratch, Access
also features a variety of pre-built database solutions. You can use these applications to
track contacts, events, issues, assets, and tasks or you can treat them like templates
Introduction to Access 2007 5
Access Environment
Starting Access
There are a variety of ways to start Access. Here is a basic way that will work in our
OIT training lab:
1. Click Start on the Windows task bar
2. Select All Programs and navigate to the Microsoft Office menu item
3. When you move your pointer over Microsoft Office, a sub-menu of Office
components and tools will appear to one side
4. Click on Microsoft Office Access 2010
When you start Access 2010 this way, you will be presented with a Getting Started with
Microsoft Office Access page. From here you can create a new database, open an
existing database, or view content from Microsoft Office Online.

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Opening an Access Database
A new feature of Access 2010 is the addition of a File tab or ribbon, which replaces
most of the functions previously found in the Office Button.
1. In the File ribbon, click the Open icon to bring up the Open dialog box.
2. In the Open dialog box, navigate to the location on your computer where the
Faculty.accdb file resides (your instructor will tell you where to look).
3. Select the Faculty.accdb file and click on the Open command button that is on
the lower-right of the dialog box.
4. A Database window, similar to the one below, should appear.
Database window
Following is an illustration of a typical Access database window with some of the key
components labeled:

1. Quick Access Toolbar this is a small area that allows one-click access to
common commands such as Save, Undo and Redo.
2. Tabs command tabs include File, Home, Create, External Data, and
Database Tools. Note also that in certain circumstances you may also see
Contextual tabs, such as Table Tools, which is just to the left of the arrow.
Contextual tabs often include sub-tabs.
3. The Ribbon is a replacement for menus and toolbars, and it provides the main
command interface in Access 2007. It consolidates, in one place, those tasks or
entry points that used to require menus, toolbars, task panes, and other user
interface components. The Ribbon contains a series of command tabs: Home,
Create, External Data, and Database Tools.
Introduction to Access 2007 7
4. Navigation pane contains the names of your database objects, such as tables,
forms, reports, pages, etc. This replaces the Database window used by previous
versions of Access.
5. Tabbed documents in place of overlapping windows in previous versions of
Access, database objects are now displayed as tabbed documents.
6. Record navigation controls this player style control lets you move between
records, add a new record, and find text in a document.
Ribbons and Tabs
The Ribbon is a new feature that first appeared in Access 2007. Made up of tabs,
groups, and commands, it is designed to help you quickly find the commands that you
need to complete a task. Commands are organized in logical groups, which are
collected together under tabs. Each tab relates to a type of activity. As a way to reduce
clutter, some tabs are only shown when needed, for example a Design tab will appear
when you start to create a table or form.
File Tab
New to Access 2010, the File tab displays as an entire window with commands running
down the left side.

The File tab provides what is called a Backstage view. It includes all of the document-
and file-related commands, including Info, Save, Save As, Open, Close, Recent, New,
Print, and Save & Publish.
Home Tab
This general-purpose tab controls your view of the database, traditional edit functions,
as well as record manipulation tools.
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Views sets the view of the tabbed document to Form, Datasheet, Layout, or
Design
Clipboard holds icons for Cut, Copy, Paste, and Form Painter
Sort & Filter perform column sorts and apply different types of filters
Records contains commands to refresh, add, save, and delete records, as well
as calculating sums and spell-checking
Find perform find/replace operations, go-to, or selection tasks
Text Formatting font-related effects, such as bold, italics, font color, text
alignment. This is also where you can add or modify gridlines and themes
Create Tab
Use the Create tab to create basic Access components, such as tables, queries, forms,
and reports.

External Data Tab
The External Data tab helps you to import and export data.

Import & Link allows you to import data from Excel, Access, and a variety of
text formats.
Export allows you to export your data to Excel, Adobe PDF, Word, and other
formats, as well as perform merge operations with Word.
Collect Data provides tools that let you create and manage emails to be used
for data collection forms
Introduction to Access 2007 9
Database Tools Tab
The Database Tools tab lets you work with Visual Basic and Macros; display
relationships, properties and object dependencies; document and analyze the database;
move data; and perform miscellaneous functions.

Navigation Pane
The Navigation Pane is a central location from which
you can view and access database objects (more on
objects below) such as tables, queries, forms and
reports. The Navigation Pane in Access 2007 replaces
the Database Window of previous versions.

For example, if you want to open a table in Design view or run a report, you can perform
those tasks in the Navigation Pane.
You can change and customize the layout of the Navigation Pane to sort and display
your database objects in different ways, such as by object type, categories, and dates.
Types of Objects
Major database components in Access are referred to as database objects. The four
major types of database objects in Access are tables, queries, forms, and reports.
Tables
A Table is an object that you define and use to store data. Ideally, each table
contains information (in the form of records) about a particular subject. Tables
contain fields that store different kinds of data, such as names and addresses.
Queries
A Query is an object that provides a custom view of data from one or more tables
(e.g., all students from New J ersey). In addition, you can define queries to
select, update, insert, or delete data.
Forms
A Form is an object designed primarily for data input or display. A form can be
used to customize the presentation of data.
Reports
A Report is an object designed for formatting, calculating, printing, and
summarizing selected data. You can view a report on your screen before you
print it.
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Table Basics
Open a table
The sample database that we will work with in this class is called Faculty. It consists
of a Contacts-style database of faculty names, addresses, and miscellaneous
department information. Data in the table is organized in a format of rows and columns.
The information in a row is referred to as a record. Each vertical column, called a field,
describes a record element, such as Faculty ID, First Name, or E-mail Address.
Navigate to records
If you use your mouse pointer to click in the blank square to the left of a row, you will
highlight and select one record. Try this for the record with ID #5, Kathryn Rogers.
When you select record #5, note the record navigation panel at the bottom of the
datasheet displays that you are on record 5 of 57.
Record navigation in Access uses a standard interface, like the one pictured below:

1. go to first record
2. go to previous record
3. go to next record
4. go to last record
5. current record
6. total number of records
7. create new record
Find a record
The Find command is on the Home tab. It looks like a pair of binoculars. This
command has many features, letting you search specific fields.
Lets use it to find the last name Guzman in the Faculty table:
1. Highlight the Last Name field at the top of the Faculty table by left-clicking on it.
2. Click on the binoculars in the Find group of the Home tab.
3. In the Find and Replace dialog box, make sure the Find tab is selected. In the
Find What: text box, type the name Guzman and click the Find Next command
button.
Introduction to Access 2007 11
4. Note that the Find and Replace dialog box remains in view, but the data sheet
beneath jumps down and places a selection field around the name Guzman.
5. Note also the list features in the Find and Replace dialog box: recent searches
are saved and can be recalled, you can use the Look In list box to expand the
search to the entire table, and you can modify other aspects of the search
Edit records in a table
To edit a record in a table, you need only place your cursor in a field and double-click
with the left mouse button. Emily Guzmans E-mail Address has a mistake it says
doggit.edu but its supposed to be dodgit.edu. Make the correction in her E-mail
Address field and then press Tab or hit Enter.
Access automatically saves the record you are adding or editing as soon as you move
the insertion point to a different record or if you close the form or datasheet you are
working on.
Once you have made the change and moved to another field, the information has been
modified in the table. The Save command is not used to save changes to your data in
Access it is only there to save changes to the format and layout of your tables.
Note that when you change the data, the Undo key in the Quick Access Toolbar will let
you undo a recent change.
Add records to a table
You can add a new record to your table directly in the datasheet view. If you navigate
down to the last record, you will notice that the next row which is blank has an
asterisk (*) in front of it. This is the standard symbol for a new record.
You can also get to the new record row by several other ways:
By clicking on the new icon in the Records group of the Home tab
By using the tab key to tab past the last field in the last record (this is a handy
data entry feature)
By clicking on the New (blank) record icon in the record navigation panel at the
bottom of the datasheet.
Type in the new record
1. Tab to the first field ID if your insertion point is elsewhere. Note the
highlighted frame around the field, which indicates it is your active field. In this
table, the ID field is an automatically generated AutoNumber (more on this
later). This means that Access will control the numbering sequence of ID for you.
Press tab twice (once to move to the next field Company and once to bypass
that field and go on to the next field.
2. In the Last Name field, type in Newby and tab to the First Name field. Fill in
the rest of the record with this information:
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First Name: John
E-mail Address: John.Newby@mailinator.com
Date of Birth: 4/23/1966
ID Number: 5673
Faculty ID: 5472
Department: Computer Science
Faculty Type: Lecturer
Office: 1013 Ebcdic
Education: Ph.D.
School/Program Name: Arts and Sciences
Chair: (leave box blank)
Note that there are additional fields as well. For other records, some of these fields are
blank and some are not. Dont worry about these this isnt a typing or data entry
class.
Sort records
In Access, you can sort or rearrange the records in a way that makes it easier for you to
understand your data. The default sort order for records is by their primary key. In this
case, the primary key is ID, which is a number.
A simple sort
1. Identify a field on which you would like to
sort. In this example, lets sort by Last
Name. To the right of the field title is a
downward-pointing arrow. Click this arrow
to display a sort/filter shortcut menu.
2. This menu can be quite versatile,
allowing you not only to sort, but also to
apply specific text filters. For now, lets
just do a simple A-to-Z sort of the last
name: click Sort A to Z
3. Note that the datasheet now shows
records sorted alphabetically by Last
Name.
To remove a sort order from a table, query, or form, on the Home tab, in the Sort &
Filter group, click Clear All Sorts.
Filter records
A record filter allows you to narrow or filter the display of information down to records
that meet a certain criteria. For example, a department field in the faculty table can
currently be one of the following:
Chemistry
Introduction to Access 2007 13
Computer Science
Geology
Mathematics
Physics
We could apply a filter that would let us display any or all of those departments. Note
that a filter is a lot like a Query, except that a filter shows your results on the fly, while
a Query can be incorporated into a subsequent record management procedure, such as
a Form or Report.
A simple filter
Identify a field on which you would like to apply a filter.
In this example, lets filter the Department field to display only Chemistry faculty.
1. To the right of the Department field title
is a downward-pointing arrow. Click
this arrow to display a sort/filter
shortcut menu. The filter portion is
beneath the sort commands.
2. By default, all of the Departments are
selected to be viewed. Click on the
Select All checkbox to unselect all of
the Departments.
3. Click the checkbox in front of the
Chemistry department to select just
that department.
4. Click the OK command button.
After you click OK, the Faculty table display
will be filtered to show only Chemistry Department faculty.
To remove a filter from a table, on the Home tab, in the Sort & Filter
group, click the Toggle Filter .button.
Back in the Sort & Filter shortcut menu, notice the filter for Blanks this filter can be a
handy way to scan for missing data!
Inside Access
So far, youve looked at an Access table at the datasheet level, where you can view and
modify records. While designing a new database is the subject of another Access
tutorial, its useful for you to become acquainted with some fundamental software
features and terminology.
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Design View
Underlying the datasheet view of any Access table is the Design View, where you can
view and modify the tables structure. You can look at the data type for each field
(e.g., whether it is a text or numeric field), find input masks, or see if the table
uses any lookup fields.
Types of Fields (data types)
Access 2007 supports ten different data types.
Attachment
This field is used for storing binary files, such as digital photos, that you cannot
read by using a text editor. Multiple files can be attached per record. This data
type is new to Access 2007.
AutoNumber
Numbers that are automatically generated for each record. An incremented
AutoNumber field is a convenient way to create a unique identifier called a
primary key.
Currency
Monetary values.
DateTime
Use this field for storing dates and time values. Each stored value includes both
a date component and a time component.
Hyperlink
Hyperlinks provide single-click access to a URL, such as an e-mail address or a
web page.
Memo
Use this field for long blocks of text (more than 255 characters), as well as for
text that uses rich text formatting. An example of a Memo field might be a
detailed course description.
Number
Numeric values (integers or fractional) that will be used in calculations. Note that
there is a separate data type for currency.
OLE Object
(Object Linking and Embedding) This is a protocol that lets you create a field that
consists of an embedded link to an OLE object, such as a Windows Paint picture,
and Excel spreadsheet, or a Word document. The Attachment field (discussed
above) is now recommended over the use of OLE Object.
Text
This general-purpose field type can be any short (up to 255 characters),
alphanumeric value, such as a last name or a street address.
Yes/No
Introduction to Access 2007 15
Boolean datatype having one of two values (e.g., paid/unpaid, or active/inactive)
Lookup Wizard
There really are just ten data types. However, when you set data types in Design
View, youll notice that theres an 11th choice, called Lookup Wizard. The
Lookup Wizard is not an actual data type. However, you can use the Lookup
Wizard to create lookup fields, so that the user will enter only the proper types of
data in the table field.
Table Design data types and field properties

1. Field Name can be up to 64 characters long, including any combination of
letters, number and special characters (except period, exclamation mark, accent
grave, or brackets)
2. Data Type displays the field data type via a dropdown list (see #4 below)
3. Description entering a description property for a field helps document your
application.
4. List of data types dropdown when you place the mouse pointer over the data
type for a field, a dropdown arrow appears on the right side of the column.
Clicking on this arrow will display a list of data types.
5. Primary key indicator key symbol, which denotes the primary key field of a
table
Primary Keys
A primary key is a field (or set of fields) that uniquely identifies a record in a table. For
example, a list of faculty could use an employee number or some other unique identifier.
Note that although a Social Security Number is considered a unique identifier, privacy
concerns discourage its use.
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Designating a field as a primary key ensures that you do not enter the same record
more than once; primary keys do not permit duplicate entries within the database.
Field Properties
Beneath the Table Design panel is a Field Properties panel where you can further
define and control a fields attributes and appearance. The list of specific properties can
vary, depending upon the related data type. For example a Date/Time data field wont
have an associated Field Size.

Some field properties, such as Field Size, let you type in a specific value. Other field
properties, such as Default Value or Required, will display an expression builder or a
selection list when you click in their spaces.
Its difficult to cover all of the possible field properties in an introductory tutorial.
Following are some useful field properties:
Format
Customizes the way that the field appears by default when it is displayed or
printed. Although format is dependent upon the data type, you should be aware
that there are special formats to help you display date/times, numbers &
currency, text, and yes/no data types.
Input Mask
An input mask can help you with data entry, providing you with a template or
mask for data such as telephone numbers, social security, or ZIP codes.
Validation Rule
An expression that limits the values that can be entered in the field. For
example, you can set rules to control what kind of character (e.g., numeral or
letter) and how many characters can be entered. When data is entered that
violates the rule, you can supply a Validation Text message to inform the user.
Required
Assures that a necessary and important data field cannot be left blank.
Introduction to Access 2007 17
Modifying the table structure
Once a database has been created, its still possible to make modifications to the
underlying structure. You can insert, delete, and rename data fields (i.e., columns).
Backing up the database
Before you modify design elements or field properties in a database, you should make
sure that you can undo your changes in the event that some unforeseen problem might
arise. One of the most important things you can do to protect yourself (and your data) is
to create backups of your database. Access has a Back Up Database command its
just not in the Database Tools tab, where you might expect it to be.
To access the Back Up Database command:
1. Click on the Office Button
2. Click on Manage from its menu.
3. Click on Back Up Database.
When you run the Back Up Database command, youll see a Save As dialog box, which
lets you save a copy of your active database with the current date appended as part of
the filename.
Deleting a field from a table
You can delete a field from your table, but it is up to you to remember if any database
objects (such as queries) contain references to the deleted field. If one of your objects
contains a reference (e.g., a bound control) to the deleted field, Access wont be able to
find the data, and it will generate an error message.
You dont have to be in Design View in order to insert, delete, or rename a data field.
While in datasheet view of the Faculty table, lets delete the Company field (located
between ID and Last Name)..
1. Place the mouse pointer over the column header (i.e., directly over the word
Company) and right click with the mouse button.
2. Click on the Delete Column command, near the bottom of the shortcut menu.
3. A Microsoft Office Access dialog box will appear, asking you to confirm that you
want to permanently delete the field. Click Yes.
4. The Company field has been deleted from the table.
Looking at Lookup Properties
When we were looking at the Field Properties panel, you may have noticed that there was
a Lookup tab in addition to the General tab. Initially, theres no information in that Lookup
tab you must first activate it and associate it with a field by using the Lookup Wizard.
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Lookups are great for:
Speeding up data entry its usually much easier to pick from a list of items
than it is to actually type in the item name
Assuring data integrity if you plan on making special use of data in a field,
such as being able to break it down into categories, that data must be uniform
and accurate. The best way to assure this is to control its correct entry.
Creating a Lookup list
The data field Department in the Faculty table is an excellent candidate for a Lookup
list. We want these values to be uniform and correctly spelled:
Chemistry
Computer Science
Geology
Mathematics
Physics
Were going to do our modification in the Design View of the Faculty table:
1. Right-click your mouse pointer
over Faculty in the Tables
section of the Navigation
Pane. In the shortcut menu,
click on Design View. You will
see the Faculty table in the
tabbed documents view
displayed in Design View.
2. Locate the Department field
(between Faculty ID and
Faculty Type).
3. Click your mouse pointer in the
Data Type column for
Department. Then click the List
Arrow, which appears on the
right side of the box.
4. In the List of data types
dropdown, click on Lookup
Wizard, which is at the bottom of the list. A Lookup Wizard dialog will appear.
Introduction to Access 2007 19
5. In this dialog box, you are asked how you want your lookup column to get its
values. Click on the radio button that says I will type in the values that I want.

Click the Next command button at the bottom.
6. The next page of the Lookup Wizard asks you to enter the number of columns
that you want in the list.
The default is 1, which is what we want.

Below that, type in the list of departments in the Col1 column. Use the Tab key to
go to the next blank row after typing in a value. (If you inadvertently get to the
next dialog page before you are done, you can click the Back command button)
Click the Next command button at the bottom.
7. The final step in the Lookup Wizard asks you to type in a label for your lookup
column. The default, Department, is acceptable. Were not storing multiple
values for this lookup, so do not place a check in the box labeled Allow
Multiple Values. Click the Finish command button.
When you have completed these steps, youll notice that nothing appears to have changed
Department still has a data type of Text. Down below, in the Field Properties section,
click on the Lookup tab. Notice that new fields have now been added to the Lookup tab.
At this point, can still to type an entirely different department name directly into this field. If
you want to prevent this, go back to the Lookup tab in Field Properties and set the property
for Limit to List as Yes. Now the Department fields will accept text only if it matches one
of the pre-existing field choices.
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Save your recent changes. Click the Save icon on the Quick Access Toolbar.
Go back to the Datasheet View of the Faculty table and click on the Department field for
one of the records. You will see that a selection list arrow now appears on the right side
of the field, allowing you to pick a Department name from the list.
You dont need to rely on your mouse pointer to make a selection from the list. You can
type in the leading letter(s) of a list item to select it. As an example, if you are in the
Department field, you can type m and hit tab to select Mathematics. If you have
identical leader letters (e.g., Chemistry and Computer Science), you would type two
letters (e.g., co) in order to select the second item.
Can you think of any other fields in the Faculty table where a Lookup could help speed
the data entry process and maintain consistency?
If you want to add a new department (or change an existing one), dont forget to update
the Row Source field in your Lookup!
Introduction to Access 2007 21
View & Navigate Records with a Form
A form is a database object that you can use to enter, edit, or display data from a table
or a query. Think of forms as windows through which people see and reach your
database. An effective form speeds the use of your database, because people don't
have to search for what they need.
The Form tool
Form tools are found in their own Forms group on the Create tab. Following is a
description of some of the main form tools:
Form
With the Form tool, you can create a form with a single mouse-click. When you
use this tool, all the fields from the underlying data source are placed on the
form. You can begin using the new form immediately, or you can modify it in
Layout view or Design view to better suit your needs.
Split Form
A split form is a new feature in Access 2007 that gives you two views of the data at
the same time a Form view and a Datasheet view. The two views are connected
to the same data source and are synchronized with each other at all times.
Multiple Items
The basic Form tool creates forms that display a single record at a time.
The Multiple Items tool creates a form where multiple records are displayed.
Form Wizard
The Form Wizard (which is hiding within More Forms) lets you determine what
fields will appear on your form, as well as how your data is grouped and sorted.
There are other form tools, but their use requires an understanding of form design
concepts, which are beyond the scope of this document.
Create a basic form
1. In the Navigation Pane, click on the table that you want to see on your form.
For this exercise, well continue using the Faculty table.
2. On the Create tab, in the Forms group, click Form.
Access creates a form that displays every field in a record. This form starts out in design
view, meaning that you can make design changes to the form while it is displaying data.
The form is a friendlier version of the data table you can make changes to fields by re-
typing the information, or you could use the familiar record navigation tool at the bottom
of the form to navigate, search for information, or add a new record.
If you have completed the exercise above for adding a Lookup list, you should notice
that the Department field in your form uses that Lookup list, and that it does not allow
you to enter a department name that is not already on that list!
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Create a form using the Form Wizard
As you have seen from all of the data fields in the Faculty table, there are a number of
fields that are blank and not being used in this database. Rather than deleting all of
these unused fields (somewhere down the road, we may actually want them), we can
design a form that displays just those data fields that we want to work with. This is a job
for the Forms Wizard.
1. On the Create tab, in the Forms group, click More Forms.
2. Select the Form Wizard icon from the top of the More Forms menu.
3. In the first Form Wizard panel, you must select the Table/Query that you will
use. By clicking on the selection arrow to the right of the Tables/Queries box,
select Table: Faculty.
4. The next step involves the selection of fields from the list of Available Fields on
the left side and placing them in the Selected Fields box on the right side by
clicking the single selection button. These are the data fields we will like to
use (if you select them in this order, that is how theyll appear later):
ID
Faculty ID
First Name
Last Name
E-mail Address
Office Phone
Department
Faculty Type
5. When you have completed the selection process, click the Next button to continue.
6. The second Form Wizard panel asks you to select the type of layout you would
like. The preview window on the left will display each layout for you as you select
the various buttons (try this). Well stick with the default Columnar form, so
select that button and click Next.
7. The third Form Wizard panel asks you to select a style for the display of your
form. Again, the preview window on the right will show what your selection will
look like. Choose a style that you like, and click Next.
8. The fourth and final Form Wizard panel asks you to type in a name for your form.
If the name hasnt been used yet, the default will be the name of the table or
query on which you based the form. Well call our new form Faculty List. You
then have the choice of going directly to your form or going into Design View to
make further changes. Were done, so select the first choice, and click Finish.
Take a moment to look over your new form. Note that it is just like the previous form that
you created. You can navigate, search for information, or add a new record, just like in
the previous form. The difference is that this form includes only the subset of data fields
that you want to see and work with. If you add a new record using this form, you will
obviously be leaving blank the many other data fields that exist for this record.
Introduction to Access 2007 23
Working with Reports
Reports are the best way to create a printed copy of information that is extracted or
calculated from data in your database. With a report, you can compare, summarize,
subtotal, and total large sets of data. You can also use reports to present your output in
a useful and attractive layout.
A couple of uses for reports using the faculty data that weve been working with so far
might be a phone directory or mailing labels.
The Report tool
Report tools are found in their own Reports group on the Create tab. Following is a
description of some of the main report tools:
Report
With the Report tool, you can create a report with a single mouse-click. It will
take the data from the current table, form or query that you have been working
with and automatically create a report in which you can then edit the features.
Labels
The Labels wizard will let you create standard or custom labels using a variety of
label formats from a variety of manufacturers.
Blank Report
Create a new blank report, where you can use drag and drop to place the various
components and data fields.
Report Wizard
The Report Wizard guides you through the creation of simple, customizable
reports.
Report Design
Create a new blank report in Design View, where you can use advanced design
tools to create custom reports.
Creating a simple report
This exercise will demonstrate how to use the Report Wizard tool to create a
departmental phone directory.
With that goal in mind, we will once again use the faculty table. Our simple directory will
be organized by department, with faculty sorted by last name, followed by their office
phone number.
1. On the Create tab, in the Reports group, click Report Wizard.
2. In the first Report Wizard panel, you must select the Table/Query that you will
use. By clicking on the selection arrow to the right of the Tables/Queries box,
select Table: Faculty
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3. The next step involves the selection of fields from the list of Available Fields on
the left side and placing them in the Selected Fields box on the right side by
clicking the single selection button . These are the data fields we would like to
use (this isnt the order we eventually want to place them in):
Last Name
First Name
Department
Office Phone
4. When you have completed the selection process, click the Next button to
continue.
5. The second Report Wizard panel asks if you want to add any grouping levels.
Since we want to organize our phone directory by department, select
Department in the preview window on the left and click the single selection
button. The preview window on the right now shows Department as the first
item. Click the Next button to continue.
6. The third Report Wizard panel asks what sort order you would like for detail
records. Note that you can sort records by up to four fields. Since its not
unusual to have two people with the same last name, well sort by Last Name
(keep the default ascending order) and by First Name. After making the sort
selections, click the Next button to continue.
7. The fourth Report Wizard panel asks you to select a layout for the report.
The preview window on the left will show you a rough idea of what your choice
will look like.
a. The default Stepped layout will work fine.
b. Since were using a relatively small number of data fields, the default
Portrait orientation should also work for us.
c. As an added measure, be sure theres a check mark where it says to
Adjust the field width so all fields fit on a page.
d. Click the Next button to continue.
8. The fifth Report Wizard panel asks you to select a style for the report. Again, the
preview window on the right will show what your selection will look like. Choose
a style that you like, and click Next.
9. The sixth and final Report Wizard panel asks you to type in a name for your
report. If the name hasnt been used yet, the default will be the name of the table
or query on which you based the report. Well call our new report Faculty
Directory. You then have the choice of going directly to your report or going into
Design View to make further changes. Were done, so select the first choice
(Preview the report), and click Finish.
10. Your report should now be displayed in a Print Preview layout. This layout is
probably not quite right, but we cant fix it here. Click on the Close Print Preview
button (on the right side of the ribbon) to turn off this view.
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Using Layout View to touch up a report
When you previewed the completed report, there were some formatting problems:
Long department names, like Computer Science, were truncated
There was probably too much space being taken up by the Last Name and First
Name fields, leaving Office Phone truncated and only partially visible on the right.
These problems can be remedied in Layout View.
1. On the Home tab, click the down arrow at the bottom of the Views icon, which is
at the far left side of the ribbon.
2. Click the Layout View icon from the submenu.
This displays your report in Layout View.

3. Click over the area on your report where the Department header appears (see
arrow above). This causes field boundaries (broken-lined box) to appear down
the Department column.
4. Place your mouse pointer over the right side of the column boundary until the
cursor changes into a double-headed arrow.
5. With the double-headed arrow over the column boundary, left-click and drag it
slowly to the right, until you can see the entire Computer Science department
header (its the widest).
6. You can use this same technique to click over the other headers (i.e., Last
Name, First Name, and Office Phone) and resize them so that everything is now
visible on the page.
7. When you are done resizing the columns, you can switch back to Report View
and admire your work.