07 Ms-Access

LESSON 1: INTRODUCTION TO DATABASES
INTRODUCTION
By the end of this lesson, learners should be able to:

Understand the usefulness of a database
Define a relational database
Appreciate databases using real world examples
Organizing Our World

The world generates an enormous amount of data from virtually every
imaginable aspect of living -- credit cards, store merchandise,
telephone systems, web sites, etc. Years ago this was a manual effort to
track and report against this information. Today, computer systems
and databases manage this information. Databases simplify our lives.
Think of an address book you might buy in a pharmacy. In it, you will
write all your important contacts -- friends, family, relatives, companies,
recruiters, and other people in your network. The address book
contains all the data you need to contact anyone at any time.
Organizing Our World (continued)

Now what if you needed to pull out those contacts that represent
family members? Perhaps another family member might want this
information. You would have to flip through all the pages of the
address book and write down the exact same information onto another
piece of paper, or perhaps even another address book. This is time-
consuming. Contact records are duplicated. A change to one phone
number means it has to be changed in two or more places: in the
address book and anywhere else where you recorded the information.
Over time, your address book will become old and worn. The records
in it will be crossed out and changed as people move from one place
to another, or change their phone number. You need a new address
book. And then you need to rewrite all that information again in a
brand new book.
It's a lot of work.
What you need is a database.
What is a relational database?

A database maintains order and structure in our lives. It is easy to
maintain. It manages information and then shares it with other tables
and databases.
Many entries in your address book will undoubtedly contain identical
information -- name, address, city, state, zip code, and phone number.
This information might be written into a table called
the Contacts table.
You may want to structure your address book so that family members
are separated from companies called during an employment search,
for example. These categories -- family, friend, relative, company --
might appear in a second table called Contact Types.
Maybe you want write notes for certain calls. This is useful during an
employment search. Information pertaining to a telephone call -- date,
time, and notes, for example -- might be saved to a third table
called Calls.
LESSON 2: DATABASE CONCEPTS
Introduction
Understand the relationship of database components
Understand the specific roles of tables, forms, queries, and
records
What is a Database?
A database is a collection of information organized and presented
to serve a specific purpose. Database programs are created using a
program like Microsoft Access 2003.
A Microsoft Access database is made up of several components
including:
Tables
Forms
Queries
Reports
These components are called database objects. One or more of
these objects are formed when a database is created. These
components are stored in a single database file.
What is a Table?
Data is stored in one or more tables. Separate tables are usually
created for specific topics, such as products or suppliers. Tables
can be related to one another to access the different types of
information. Because data is stored only once -- you probably
would not save the same information in two different tables -- your
database becomes more efficient.
The columns and rows in an Access table resemble an Excel
spreadsheet. Tables organize data into columns (called fields) and
rows (called records). A record is comprised of one or more
fields, depending on the number of fields defined to the table.
Individual fields in an address book table might consist of name,

street address, city, state, zip code, and phone number. A single
record is an entry that uses all these fields, such as your brother or
sister's contact information.
What is a Query?
A query lets you find and retrieve information from one or more
tables based on a set of search conditions you define (e.g., certain
fields in one or more tables). The results can be displayed in a
manner of your choosing. Queries can be created using a wizard
or developed from scratch in the Query Design view.
What is a Form?
An online form can be created to view, input or change
information in one or more tables. In this course, we will see how
forms are used as both menus and as data entry forms to database
tables. Forms can retrieve data from one or more tables, and
display the output on the screen.
What is a Report?
A report is an effective way to analyze and present data in a
printed format using a specific layout. You have control over the
size and appearance of information printed on the report, similar
to formatting you perform in a Microsoft Word document.
Challenge!
The best way to understand databases is to learn how to view the
world and the things in it, and then think of structures that best
serve to organize this information.
For example, think of your music collection in terms of a
database. The database might be called music collection. What
tables might be in this database?
Do you have both CDs and tapes, or just tapes? Could this
media type be an example?
Do you listen to different styles of music? Could music style
be a table?
Do you listen to different musical artists? Could musical artists
be a table?
Do you have more than one recording for any artist? Could
specific recordings be a table?
Here is your challenge:
1. Using the questions above, outline a structure using those
questions for which you answered "yes" (or any other questions
that you might think of).
2. List at least five items from your collection that could go into
each category created in step #1. If your music collection is not
large enough to list five items in each category, then think of
artists that you know about and use this information as if you
owned it.
3. After completing step #2, the database has some information
defined to it. What report might you want to print that tells
you about some part of the information in the database?
This step, looking at the information to be categorized, is the first
step toward designing a database.
What is a relational database? (continued)
The information contained in any one table might in and of itself
tell us very little. The Contact Types table, for example, provides
relatively little information that stands on its own: Family, Friends,
Relatives, Companies, Recruiters and Network.
However, if you could relate this table to the Contacts table --
name, address, and phone -- then you could separate contacts by
category. TheContact Types table becomes useful, therefore,
when related to another table.
Similarly, by relating the Calls table with the Contacts table you
can relate specific phone calls to specific people.
The power of a relational database is twofold: 1) information is

managed in separate tables to make maintenance easier, 2) data
can be combined by relating different tables.
Real world examples of database applications
Databases play an enormous role in nearly every aspect of our
lives. Think of the amount of credit card transactions that take
place during a given day, from receiving authorization at the point-
of-sale, to applying the purchase to your credit card, to the store
receiving payment from the credit card company. There are many
stores, many banks, and many credit cards involved. Databases are
all around you. You only need to learn how to view the world in
terms of databases.
Think of your favorite department store. Chances are the one you
shop at is just one of several in the chain. And these stores are
probably located in different states. Databases manage this
information.
Inside the store there are different departments: Ladies', Men's,
and Electronics, to name a few. Within Electronics, there are
different categories called classes and these might be represented
by radios, televisions, CDs, and DVDs. More databases.
And within any given class -- CDs, for example -- there are
subclasses like jazz, rock, country, and classical. Within rock there
are bands and within bands there are recordings.
Get the idea? Even more databases.
This structure categorizes different kinds of information at nearly
every level of the store. It is essential to maintaining order and
accuracy.
Real world examples of database applications (continued)
How do these databases work together? Well, everything in retail
begins with the product or item. Each item has a barcode that
uniquely identifies it. These items are defined in an Item
database and associated with a specific department defined in
a Department database.
When a buyer decides to purchase some products for sale in a
store, he or she creates an order in a Purchase Order database,
pulling the individual items to buy from the Item database. The
order might then be transferred to Communications databases that
electronically transmit the order to the vendor, and also to
an Accounts Payable database to pay for the merchandise.
Trucks deliver merchandise to the store (don't forget the vendor
has their own databases that tells what they shipped), where the
products received are input into a Receiving database. The
received quantities are then matched against the original Order
database to make sure that all products ordered were received.
An Inventory database might tell the sales clerk which items to
move to the selling floor because the shelves are bare, and what
other items might be stored in the stockroom. For items moved to
the selling floor, a Shelf Planning database might tell the clerk
exactly where to place the product on the shelf.
When you shop and take items to the checkout counter, the cash
register will lookup the price of each item in the Price Lookup
database. Want to pay by check or credit card? Databases are
used to ensure that sufficient funds are available in the account.
Every item sold in the store needs to be removed from inventory
so that it can be re-ordered. This adjustment might be made in
the Inventory table to alert the buyer that a certain amount of
items need to be ordered to refresh the store's inventory.
Many things happen and many databases are used to make sure
the products you want make their way from the manufacturer to
the stores and then into your homes.
Challenge!
The next time you are in a restaurant, a supermarket, or just driving through a stop light,
think of what is going on around you, and try to see what goes on behind the scenes as if
everything supporting it is managed by a database.
Here are some examples:
A restaurant needs to buy food to make menu items. The menu is structured in
some manner. The restaurant has to pay bills. Customers have to pay for meals.
The supermarket is stocked with items. Items are ordered, shipped, and stocked in
the store. The supermarket has bills to pay. The cash register looks up prices. The
customer pays for products.
Streets are built in towns. Traffic lights are installed at intersections. How do these
lights work? Do they all turn red at the same time? Do they all turn green at the
same time?
Now think of your home and view it in terms of a database. For example, you buy
products. How is your checkbook managed? There are different rooms in your house.
What are they and what is contained in each? You develop dinner throughout the week.
Is there a menu driving what you have or do you eat certain dishes on certain nights?
Come up with two different aspects of home living and think about whether or not it can
be supported by a database. This is not to say that we are going to create a database for
it; only to think of a structure or organization behind some process.
LESSON 3: IDENTIFYING THE BASIC PARTS OF THE ACCESS WINDOW
Introduction
Identify the parts of the main Access window
Identify the parts of the database window
Understand the role of the design windows
Launching Microsoft Access from the Windows Desktop
Microsoft Access is launched from the Windows desktop in a
manner similar to that used to launch Microsoft Word, Excel, or
PowerPoint. You can launch Microsoft Access either from the
desktop shortcut or from the Start program.
To open Microsoft Access using the desktop shortcut:
Double-click the Microsoft Access shortcut icon on the
Windows desktop.
To open Microsoft Access using the Start program:

Click the Start button located in the lower left corner of the
Windows screen.
Click the Programs option on the Start menu.
Click the Microsoft Access selection.
(If Access does not appear, then click the double down areas
immediately below the Microsoft PowerPoint entry and locate
Access from a complete list of software installed on your
computer.
The Main Access Window
When you open Microsoft Access, many items you see are
standard in most Microsoft software programs like Word, Excel,
and PowerPoint.
Menu bar
The Menu bar displays all the menus available for use in Access
2003. The contents of any menu can be displayed by clicking on
the menu with the left mouse button.
The Main Access Window (continued)
Toolbar
The pictured buttons in the toolbar are quick and easy shortcuts
to specific actions. For example, if you want to save a spreadsheet
using the menus then you would first click File and then
click Save. Using the toolbar to perform this save operation
actually saves you a click. Click the save button once to save the
spreadsheet.
Some commands in the menus have pictures or icons associated

with them. These pictures may also appear as shortcuts in the
Toolbar.
The Database window
Database Toolbar
The Database toolbar presents operations that can be performed

against different database objects, including buttons to open an
object, design an object, create a new object and delete an object.
Left Pane
Database objects are created and opened by choosing any of the
buttons listed in the left pane of the database window.
Right Pane
Any of the first four options -- Tables, Queries, Forms, or Reports

-- opens additional choices related to that selection in the right
pane.
Choosing the Tables button, for example, displays at least three
options in the right pane: 1) Create a table in Design view, 2)
Create a table by using wizard, and 3) Create table by entering
data. It also shows any objects that you created in the database.
Challenge!
Display the contents of the File, Edit, View, Insert, Tools, Window, and Help menus in
the main Access menu bar. As each menu is displayed, you may want to write down all the
contents listed under each.
Identify the operation performed by each button in the main Access toolbar.
Some buttons in the toolbar also appear alongside options listed in a menu. For each
button in the main Access toolbar, identify the menu where that operation can be
performed.
LESSON 4: DATABASE TABLES
Introduction
Understand datasheet basics
Understand field properties
Understand table relationships
Understand the role of the primary key
Datasheet basics
The core component of a database is a table. Data is defined and
stored in a table. Multiple tables -- each consisting of different
types of data -- can be created in a database.
Each row in the database is called a record. The entry for John
Smith is called a record. The entry for Martha Tompkins is also a
record. Each row or record is made up of columns or fields --
L.Name, F.Name, Phone, Address, City, State, Zip -- which
contain a particular piece of information.
L.Name F.Name Phone Address City State Zip
100 Paramount
Smith John 919.555.6320 Morrisville NC 27560
Parkway
97
Tompkins Martha 919.555.6427 Hummingbird Cary NC 27513
Court
In a Contact Management database, a list of names -- those
contacts to whom you have sent resumes or have met through
your personal network -- might be maintained in a table, along
with address, phone number, and other personal information.
Field Properties
Every table contains a number of columns
called fields or datatypes. Fields are unique pieces of information
that make up the information in a table. Tables usually contain
multiple fields.
In a previous example we mentioned that a table might consist of
the fields: Last Name, First Name, Phone, Address, City, State,
and Zip. Each field has unique properties. Some contain
characters. Others contain numbers. These Field Properties are
defined when the table is created.
Understanding Table Relationships
Databases can be simple -- consisting of a single table -- or made
up of many different tables. If you were to convert your resume
into a database, for example, you might have a table that contains
your name and personal mailing address. We might call this the
Contact Information table.
Your work experience is a different kind of information. Instead

of identifying who you are or where you live, it identifies the
companies you worked for, their addresses, your job title, and
responsibilities. Because this set of information is independent
from the contact information, we might instead create a second
table called the Work_Experience table.
The same is true of your educational background. It has no direct
bearing on your contact information or the companies where you
worked. A third table might be created called the Education
table to save this kind of data.
The database contains three tables, each independent of the other,
and all containing different types of information. The database
needs a way to connect these three tables.
Primary Keys
Every table in Microsoft Access must have at least one field that
uniquely identifies each record in the table. This field is known as
a primary key. This primary key essentially opens the door to the
table and allows you to retrieve information from the table.
The primary key is the mechanism by which you relate different
tables and combine information for viewing (query) or printing
(report).
Challenge!
Let us pretend that you are going to start your own home business.
You are going to need to prepare a database for your business and
the first step is to design a table that will contain a list of all your
contacts that may one day be your clients or suppliers.
Let us assume that a database table called Business Contacts
contains all the fields listed in the first column of the following
chart. The chart also contains four other columns:
Text, Numbers or Both -- should the field accept data entry
input in the form of text, numbers, or both?
Field Size -- the number of spaces you think the field should
have.
Required Entry -- should the field be required entry (the
record cannot be added to the database without the
information) or optional entry (a record can be added without
entry in the field)
Allow Duplicates -- should the database allow duplicate entries
for the field (e.g., can several people in the database share the
same zip code)?
Practice designing fields by filling out the following table.
Text,
Required Allow
Numbers, Field Size
Entry? Duplicates?
or Both?
First
Name
Last Name
Company
Company
Type
Address
City
State
Zip Code
Contact Id
Title
Work
phone
Fax
Number
LESSON 5: GETTING TO KNOW THE CONTACT MANAGEMENT DATABASE
Introduction
Download a database from the Web
Open a database in Microsoft Access 2003
Understand the tables, forms, and reports in the Contact
Management database
Download the Contact Management Database
The Contact Management database used in this course can be
downloaded from the GCFLearnFree.org® Web site and
installed on your computer.
GCFLearnFree.org's Access 2003 lessons all use examples from
the Contact Management Database. However, if you'd rather work
with another existing database, you should have little problem
following our lessons.
To Download the Contact Management Database:
Click the link, and download and save the Contact
Management database (992k).
(Note, you must have an open connection to the Internet in

order to download the database).
The following dialog box appears:
Click the Save button.

You are prompted to save the database in some location on
your computer. You will want to save the database in
the c:\My Documentsfolder.
Click the Save button to download the database.

Open the Contact Management database
Now that you've downloaded the Contact Management database,
let us open and become familiar with it. We will briefly discuss
how it was created and look at some of its database components.
If properly downloaded, the Contact Management database will
be present in the c:\My Documents folder on your computer. It is
recommended that you do not move the database from this
location until after you have completed the Access 2003 course.
To Open the Contact Management database:
Open Microsoft Access by selecting its associated icon on the
Windows desktop.
Choose File Open from the menu bar.
The Look In box in Microsoft Access 2003 defaults to

the c:\My Documents when the application is first opened.
If the My Documents folder does not appear in the Look

In box, then click in the Look In drop-down box, and locate
and select the My Documents folder.
Select the Contact Management.mdb file.
Click the Open button to open the Contact Management

database.
The main Contact Management database screen appears on your
computer screen:
Reviewing the Contact Management Tables

Tables are found in the database Object called Tables. The
Contact Management database contains four tables: Calls, Contact
Types, Contacts, and Switchboard Items.
Reviewing the Contact Management Forms
Forms are found in the database Object called Forms. The
Contact Management database has seven forms that are used as
both menus and data entry screens. These forms are Call Details
Subform, Call Listing Subform, Calls, Contact Types, Contacts,
Report Date Range, and Switchboard. You can define additional
forms to meet your data entry needs.
Reviewing the Contact Management Reports
Reports are found in the database Object called Reports. The
Contact Management database has two reports defined to it:
Alphabetical Contact Listing and Weekly Call Summary reports.
You can define additional reports in the database depending on
your reporting needs.
Challenge!
If you haven't already done so, download and save the Contact
Management database. (Note, you must have an open
connection to the Internet in order to download the database).
Open the Contact Management database and view each of the
following:
Tables object
Queries object
Forms object
Reports object
LESSON 6: USING A WIZARD TO CREATE THE CONTACT MANAGEMENT DATABASE
Introduction
Launch the database wizard
Create a database using the database wizard tool
Launching the Database Wizard
The Contact Management database was created using the
Microsoft Access Database Wizard. We will briefly review the
steps involved in creating this database.
Microsoft Access 2003 is equipped with a database wizard that can
be used to create any of ten simple databases: Asset Tracking,
Contact Management, Event Management, Expenses, Inventory
Control, Ledger, Order Entry, Resource Scheduling, Service Call
Management, and Time and Billing.
In this lesson we will briefly review the steps involved in creating
the Contact Management database.
How the Contact Management Database was Created Using the
Database Wizard:
Choose File New from the menu bar.
Click once on the Databases tab near the top of the New
window.
If the Templates window does not show, you may need to
select On my computer from the task pane on the right side of
your screen.
Click once to select on the Contact Management icon.

Click the OK button to launch the wizard.
Specify the location where the database will be saved.

Verifying the Intent of the Contact Management Database
The first screen of the wizard verifies the type of information that
will be stored in the Contact Management database: Contact
information and Call information.
Click the Next button to continue.
Selecting the Tables and Fields to be included in the Contact
Management Database
The second screen of the wizard identifies the tables to be created.
Three tables were created: Contact information, Call information,
and Contact Types.
Click on any table to display the fields contained to it in the Fields
in the table column. Click on a different table and other fields
used by that table will replace the ones displayed for the table
selected.
Accept all other default field selections by leaving those
checkboxes marked by a check.
Defining the Format of the Screen Display
The third screen asks the question, What style would you like for
screen displays? Microsoft Access provides ten different screen
displays for your use. A thumbnail picture is also provided for
each format listed.
Click through the different format options displayed on the
screen -- Blends, Blueprint, Expedition, etc. -- to display a
picture of each format on the left side of the wizard screen.
Highlight the desired format -- the Contact Management
database used the Standard format -- to be used.
Defining the Format of the Report Display
The third screen asks the question, What style would you like for
printed reports? Microsoft Access provides six different report
displays for your use. A thumbnail picture is also provided for
each format listed.
screen -- Bold, Casual, Compact, etc. -- to display a picture of
each format on the left side of the wizard screen. Highlight the
desired format -- the Contact Management database used the
Corporate format -- to be used.
Naming the Database
The next step is to assign a name to the database.
Assign a name to the database by typing a file name in
the What would you like the title of the database to be field.
Finishing the Wizard
The final step asks whether the database being created is to be
opened after it is built by the wizard? It has no bearing whatsoever
on the actual building of the database. If you don't want to open
the new database at this point then you can always return to it later
and open it in Microsoft Access.
Leave or remove the checkmark that appears in the checkbox
associated with the Yes, start the database prompt.
Click the Finish button to initiate the database build.
Challenge!
Review the Database Wizard screens shown in this lesson.
These are the same screens used to create the Contact
Management database.
Open Microsoft Access.
Choose File and then New from the menu bar.
Select On my computer... under the Templates section of
the Task Pane.
Select the Expenses database. This is a good example of a
database that could be used by a business to track expenses.
Follow the steps indicated by the wizard to create the database.
Make sure the box beside Yes, start the database is checked
on the screen of the wizard.
Navigate through the database by selecting various forms,
tables, etc.
Save and close the database.

LESSON 7: OPENING A TABLE AND LEARNING TO NAVIGATE RECORDS
Introduction
Open a table in Datasheet View
Navigate through table records and across fields
Understand the function of the Record Selector field
Opening an Existing Table in Datasheet View
Tables are created and maintained in the Tables tab of
the Objects palette in Microsoft Access. The Contact
Management database contains four tables: Calls, Contact Types,
Contacts, and Switchboard Items. We will discuss the Contacts
table in this lesson.
A table opened in Datasheet View resembles a Microsoft Excel
spreadsheet. It is used to input records into the database and will
be discussed in this lesson.
To Open an Existing Table (Contacts) from the Tables Object:
Open the Contact Management database.
In the database window, click on the Tables tab from
the Object palette.
(If the database window is not displayed, then

choose Window Contact Management: Database from the
menu bar.)
To open the table in Datasheet View, double-click
the Contacts table in the right window pane.
(You could also either click once on the Contacts form and
then click the Open button, or you could right-click on
the Contacts form and select Open from the shortcut menu.
Using the Status Area to Navigate through the Records in a Table
The Datasheet View looks like an Excel spreadsheet. It consists of
columns and rows. Field names -- Contact ID, First Name, Last
Name, Dear, Address, City, State, etc. -- appear as column
headings. Records represent rows with data input into the fields.
The number of rows that appear in the table will equal the
number of records that have been added to the table. One blank
row always appears as the last row of the database. This blank row
is used to add a new record the table.
The status area in the lower left area of the window indicates the
number of records in the table as well as the record number
displayed in the window.
To Navigate Using the Status Area:

Click the arrows in the status area to move to the first record,
previous record, next record, or last record in the table.
The new record button displays a blank row into which
information for a new record can be added to the table.
Displaying Records by Scrolling Through the Table
The vertical scroll bar is located along the right edge of the screen
and can be used to move up or down the table if the total number
of records exceed the records shown on the screen. Similarly,
the horizontal scroll bar located at the bottom of the screen can be
used to move left or right across the window if the fields in a table
exceed the number of fields displayed on the screen.
Using the Vertical Scroll Bar:

Click the up or down arrows in the scroll bar to move up or
down through the table records.
Using the Horizontal Scroll Bar:
Click the left or right arrows in the scroll bar to move left or
right through the fields in a table.
Using the Keyboard to Navigate Table Records
Another way to navigate records in a table is to scroll up and down
one screen at a time using the PageUp and PageDown keys on the
keyboard. Other keys also provide shortcuts to move through
fields and records, including:
Key: Selects the:
Tab Next field to the right
Shift + Tab Next field to the left
End Last field of the record
Home First field of the record
Down
Same field in the next record
Arrow
Up Arrow Same field in the previous record
Page Down Next screen of table records
Page Up Previous screen of table records
Last field of the last record in the
Ctrl + End
table
Ctrl + First field in the first record in the
Home table
The Record Selector

The Record Selector located to the left of each record in
Datasheet View identifies the operation being performed against a
selected record at any given time.
The Record Selector can display any of the following symbols:

indicates the current record. The record is saved with the
information displayed on the screen.
indicates the selected record is being edited and the
changes have not yet been saved.
indicates a blank record into which information for a new
record can be added to the table.
A blank record row always appears as the last row in a table.
You must add new table records using this row.
Challenge!
Open the Contacts table in Datasheet View.
Click through each of the following buttons in the Status Area:
Next Record, Last Record, Previous Record, and First
Record.
Practice scrolling through the table using the horizontal and
vertical scroll bars.
Take a screen print of the window showing the horizontal and
vertical scroll bars.
Practice using the keyboard to navigate through table records.
Notice how the cursor moves from record to record for each
of the following keys:
Tab
Shift + Tab
End
Home
Page Down
Page Up
Down Arrow
Up Arrow
Ctrl + End
Ctrl + Home
LESSON 8: VIEWING AND ADDING TABLE RECORDS
Introduction
Add a table record in Datasheet View
Resize table columns
Adjust row heights
Enter/Add a Table Record in Datasheet View
Each record in a table is represented by a row. Field names are
represented as columns in the table. To add a new record,
navigate to the last row in the table -- it is a blank row -- or click
the new record button in the Status Area. Then, input the
requested information into each field in the new record. In this
lesson, you will add a new record to the Contact Table.
To Enter/Add a Table Record in Datasheet View:
If not already displayed, open the Contacts table in the
Contact Management database.
Click on the New Record button to display a blank row for
data entry.
Moving left to right across the screen, type the requested
information into each field of the record. If the field label
reads, First Name, type the first name of the individual being
entered into the table.
Press the Tab key to move from one field to the next, or left-
click with your mouse in the next field.
Complete entries in the remaining form fields: Last Name,

Company, Address, City, State/Province, Postal Code,
Country, Title, Work Phone, Work Extension, Mobile
Phone, Fax Number, Contact Type, Email Name, Referred
By, and Notes pertaining to the contact.
Press the Tab key at the last column to start another record, or
click the New Record button again.
Saving Your Work: Information in a table is saved automatically
when the mouse, an arrow key, the Tab key, or the Enter key is
used to move the cursor out of that row and into a different
record.
You can manually save data being entered for a record as you
work your way across the different fields in the record -- there are
many fields in the record. Choose Records Save on the standard
toolbar to save data without moving the cursor out of the record's
row.
Resizing table columns
Adjusting a column width in Access is similar to Microsoft Excel.
By default, each column in Access is 15.6667 characters wide.
Each individual column can be enlarged to 363 characters wide.
When entering records, you may need to resize columns to view
the information as it is being typed. The width of an address
column, for example, might be smaller than the actual address.
You can adjust the column width of any field so it is wide enough
to view the complete field entry.
In Access, you can adjust column width manually, use AutoFit, or

use the menu bar.
Manually adjust a column width:
Place your mouse pointer to the right side of the gray column
header.
The mouse pointer changes to the adjustment tool (double-
headed arrow).
Drag the Adjustment tool left or right to the desired width and
release the mouse button.
Resizing table columns (continued)

Adjusting the Column Width Using the Menu Bar:
Click anywhere in the column where the column width is to be
changed.
Choose Format Column Width on the standard toolbar.
Type a new specification in the Column Width field.
Click the OK button to accept the change.
AutoFit the column width:
Place your mouse pointer to the right side of the column
header.
The mouse pointer changes to the adjustment tool (double-
headed arrow).
Double-click the column header border.
Access "AutoFits" the column, making the entire column
slightly larger than the largest entry contained in it.
To access AutoFit from the menu bar, choose Format
Column Width, and then check the Best Fit checkbox.
Adjusting row height
Each row in Access defaults to a height of 12.75 but can be
enlarged to 1638. Changing the height of a row is similar to
adjusting a column width with two exceptions: 1) a row height
change applies to all the rows in a table, and 2) auto-fit is not
available at the row level.
To Adjust the Row Height:
Choose Format Row Height on the standard toolbar.
Type a new specification in the Row Height field.
Click the OK button to accept the change.

Saving Your Work: If you changed the table layout, you will be
prompted to save the changes when you exit Microsoft Access.
Challenge!
Open the Expenses database you created with the database
wizard in lesson 6.
Open the Employees table in Datasheet View and input the
following records in the proper fields:
Joe Smith, 44 Highhouse Road, Cary, NC 27513, United States, 111-11-1111 (Social Security
Number), 40 (Employee Number), Salesperson (Title), 919-555-1212 (Work Phone), and 100
(Extension).
Jane Allen, 123 Atlantic Avenue, Raleigh, NC 27516, United States, 222-22-2222 (Social
Security Number), 56 (Employee Number), Director of Sales (Title), 919-555-1234 (Work
Phone), and 200 (Extension).
Pete Moss, 567 Helix Court, Raleigh, NC 27606, United States, 333-33-3333 (Social Security
Number), 75 (Employee Number), Clerk (Title), 919-555-5678 (Work Phone), and 300
(Extension).
Resize the Social Security Number column using the menu bar method.
Resize the Employee Number column using the manual adjust method.
Resize the State/Province column using the auto-fit method.
Save and close the document
.
LESSON 9: EDITING AND DELETING TABLE RECORDS
Introduction
Edit a field in a table record in Datasheet View
Cut, copy, and paste table records
Use the Undo feature
Check the spelling of data
Delete table records
Editing a Table Record in Datasheet View
Information in a record is likely to change over time, when
someone moves from one address to another, or when someone
else changes his or her phone number. Information can be
changed in any field of any table record.
To Edit a Single Word in a Field:
Move the mouse over the field you want to edit. The mouse
pointer changes to an I-beam.
To add characters to the field information (e.g., a letter needs
to be added to a word), click once in the field at the spot
where the information needs to be changed. An insertion
point | appears.
To overwrite a word in the field (e.g., "Road" needs to change
to "Street"), double-click (or click-and-drag across the word) on
the word in the field. Type the new information directly over
the highlighted word.
To Edit an Entire Field:
Sometimes, you will need to change the entire contents of a field
(e.g., someone has a new address). In Access, you can select an
entire field for editing.
Move the mouse pointer to the left edge of the field you want
to edit.
The mouse pointer changes to a selection tool, a large cross.
Click to select the field.
Type the new information.
Warning! When attempting to edit an entire field, be careful
not to move the mouse pointer so far to the left that you click on
the Record Selector (pointer changes to an arrow pointing right)
and select the entire record. In Access, you cannot edit fields
when the entire record selected.
Saving Your Work: Unlike the Word, Excel, or PowerPoint
applications, you will not be prompted to save the data you
entered when you exit the screen or close application. In Access,
each record is saved automatically when you move to another
record.
Cutting, Copying, and Pasting Table Records
Cut, Copy, and Paste are very useful operations in Microsoft
products, including Access 2003. These operations allow you to
quickly copy and/or cut information in fields for pasting into other
fields. These operations save you a lot of time from having to type
and retype the same information.
The Cut, Copy, and Paste buttons are located on the Standard
toolbar.
The Cut, Copy, and Paste operations also appear as choices in

the Edit menu:
The Cut, Copy, and Paste operations can also be performed
through shortcut keys:
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Cutting, Copying, and Pasting Table Records (continued)

To Cut Data from a Table:
Select the data that is to be cut from the table.
Click the Cut button on the Standard toolbar, or press the Ctrl
+ X shortcut keys, or choose Edit Cut from the standard
toolbar.
To Copy Data in a Table:
Select the table data that is to be copied.
Click the Copy button on the Standard toolbar, or press the
Ctrl + C shortcut keys, or choose Edit Copy from the
standard toolbar.
To Paste Data in a Table:

Perform either a cut or copy operation on the selected data.
Position the mouse pointer over the field where the
information is to be pasted.
Click the Paste button on the standard toolbar, or press the
Ctrl + V shortcut keys, or choose Edit Paste from the
standard toolbar.
Using the Undo Feature

There might be occasions when you do something to a table --
type the wrong number in a cell, for example -- that you didn't
mean to do. Fortunately, you can undo an operation in Access
2003. The Undo operation recovers the last single action
performed.
Certain rules govern use of the Undo feature. First, the record
needs to be edited in Datasheet View. Also, Undo becomes
unavailable when:
A different field is edited (Undo of the last field edit cannot be
performed).
A different record is edited (Undo of the last saved record
cannot be performed).
A different window is displayed.
A filter is applied or removed (filters are discussed in a later
lesson.)
To Undo the Last Change to the Current Field, use one of the
following methods:
Click the Undo button on the Standard toolbar.
Choose Edit Undo Current Field/Record from the menu
bar.
Press the Esc key on the keyboard.
Check the Spelling of Data
Spelling data correctly in Microsoft Access is essential. Sloppy
data-entry work -- the customer name Smithsson is mistakenly
typed when the name is actually Smithson -- can potentially leave
the contact out of future queries or reports. The Spelling
Check feature searches for spelling errors in a table, form, or
query. In a table, Spelling Check specifically checks the spelling of
records, fields, or text within a field.
To Check Spelling in a Table:
Click on the Spelling button , or choose Tools Spelling from
the menu bar, or press the F7 shortcut key. The Spelling
dialog boxopens.
Access provides an alert whenever a word is found that is not
in the Dictionary file. The unrecognized word is displayed in
the Not in Dictionary text box.
Correct the word either by performing any of the following
actions:
Type the correct word in the Change To field
Click the Ignore button to ignore the change and move to the
next word
Highlight the correct word from a list of Suggestions and click
the Change button
Click the Add to add the word to the custom dictionary.
A notification dialog box is opened when Access completes
the spelling check. Click the OK button to close the dialog
box.
Deleting Table Records

One or more table records can be deleted from an Access table at
any time while in Datasheet View.
To Delete a Table Record:
Locate the record to be deleted.
Click the Record Selector to the left of the record's first field
to select the entire record.
Press the Delete key or click the Delete Record button on the
toolbar.
A dialog box is displayed to confirm that the record is to be
deleted. Click the Yes button to complete the delete
operation.
Deleting Table Records (continued)

To Delete Multiple Consecutive Table Records:
Click the Record Selector to the left of the first record to be
deleted, and then drag the cursor up or down across multiple
Record Selectors to select consecutive records.
(or hold the Shift key and click the Record Selector field in
each consecutive record to be marked for delete.)
Press the Delete key to mark the records for delete, click
the Delete Record button, or choose Edit Delete from the
menu bar.
A dialog box is displayed to confirm the record(s) to be
deleted. Click the Yes button to complete the delete
operation.
Important to Remember:
Deleting records is permanent. It cannot be reversed through
an Undo operation. Use caution when the dialog box is displayed
to confirm the record(s) to be deleted.
Challenge!
 Open theExpenses database you created.
 Edit theJane Allen record by changing the word "Avenue" in the
Street Address to "Road."
 Navigate to the Joe Smith record, cut the City entry and then
type "Apex" as the new City.
 CopyJane Allen's Work Phone and paste it in Pete Moss's Work
Phone.
 Delete theJoe Smith record
 Save and close the document.
LESSON 10: ADDING FORM RECORDS
Introduction
Open a form using the Forms Object button
Navigate through the Switchboard Menu
Navigate through records in a form
Add new records to the Contacts table
Add new records to the Calls table
Add new records to the Contact Types table
Opening Forms in the Contact Management Database
Forms can be opened several ways in the Contact Management
database. When the Contact Management database is first
opened, a main switchboard of menu items is automatically
displayed. A form can also be displayed by opening it from the
Forms object.
If a table has been defined to a database, it does not matter
whether records are inputted into the table using the Datasheet
View discussed in lesson 7, or through a data entry form presented
in this lesson. Both methods update the same table.
To Open a Form from the Forms Object:
In the database window, click on the Forms tab from
the Object palette.
In the right white pane, double-click the Contacts form
(You could also either click once on the Contacts form and
then click the Open button, or you could right-click on
the Contacts form and select Open from the shortcut menu.
Using the Contact Management Main Switchboard
The Contact Management database has been created in such a
way that you may never have to access a table in Datasheet View.
Forms have been created and linked together in a menu structure
to allow you to navigate quickly and easily to different forms.
These forms collectively retrieve information from or are used to
input and update records in any given table in the Contact
Management database.
To Open a Form Using the Main Switchboard Form:
The Main Switchboard form automatically loads each time the
Contact Management database is opened. You can manage all the
contact information in the database by using any of the forms
linked to the Switchboard.
The Main Switchboard form lists five options:
Enter/View Contacts is selected to enter contact information,
or the specifics about a given phone call, in the database.
Enter/View Other Information is an administrative function
that allows you to define Contact Types (e.g., family, friends,
relatives, etc.).
Preview Reports provides access to different reports.
Change Switchboard Items (will not be discussed in this
course).
Exit this database is selected to exit the Contact Management
database.
To display any of the Contact Management subforms:
Click on the option you want to access. For example, click on
the Enter/View Contacts menu selection to add new records to
the Contact Management database.
The Contacts Table: Adding Records Using the Enter/View
Contacts Form
The Contacts form is used to add or change information in the
Contacts table. The only time the Contacts form is blank is when
the new table to which it is associated does not yet have any
records added to it. Otherwise, information reflecting the first
record in the table is presented when the form is displayed. When
adding new records, you are required to input information in the
required fields of a blank data entry form.
To Add a Contact Record:
Click on the New Record button to display a blank data entry
form. A blank entry form is displayed.
Type the requested information in each field on the form. If
the field label reads, First Name, type the first name of the
individual being entered into the database.
Press Enter or Tab to move from one field to the next, or
click in the field using your mouse.
Complete entries in the remaining form fields: Last Name,
Company (if applicable), Address, City, State/Province, Postal
Code, Country, Title, Work Phone, Work Extension, Mobile
Phone, and Fax Number fields.
When finished entering information on this page, click the
Page 2 button to display additional fields.
On page 2, complete entries in the Contact Type, Email
Name, Referred By, and Notes fields.
record or exit the form.
The Calls Table: Adding Records Using the Calls Form
The Calls form is used to add details about specific phone calls to
the the Calls table. It is accessed by using the Calls button on the
Contacts form. If looking for a job, for instance, and several calls
are made to a company, then you can use the Calls table to record
a history of notes about each phone call.
To Add a Call Record:

Click on the Calls button located at the bottom of the Contact
form. The Calls form is displayed for data entry.
Type the requested information in each field on the form. In
the Call Date field, type the date of the phone call.
Press Enter or Tab to move from one field to the next, or
click in the field using your mouse.
In the Call Time field, type the time of the phone call.
In the Subject field, type a description that briefly describes
the nature of the phone call.
In the Call Notes field, type specific notes or action items
discussed during the phone call.
The Contact Types Table: Adding Records Using the Enter/View
Contact Types Form
On page 2 of the Contacts form, a field appears called Contact
Type. This field is a drop-down menu list that contains only one
entry -- Family -- when the Contact Management database is
downloaded from the GCFLearnFree.org® Training web site.
This field tells the database that the record entered is a family
member.
We previously talked about how you could separate your contacts

into different categories: Family, Friends, Relatives, Companies,
and Recruiters, for example. The Contact Types form, which
provides input to the Contact Types table, accepts these
definitions.
This form illustrates how different tables interact with each other
in the database. When you enter a new record in the Contact
Types table, it will appear in the Contact Type field when a record
is added or changed using the Contacts form.
To display the Contact Type Form:
Click once on the Enter/View Other Information menu
selection on the Main Switchboard.
Click once on the Enter/View Contact Types on the

Switchboard subform to display the Contact Types form.
The Contact Type Table: Adding Records Using the Enter/View
Contact Types Form (continued)
To add a new Contact Type:
Click on the New Record button to display a blank data entry
form.
(Do not type anything in the Contact Type ID field as it is the

primary key.)
Type the entry, Friends, in the Contact Type field.

Remember, you can always add records to the Contact Types
table while in Datasheet View. First, click on the Tables tab from
theObject palette of the database window. Then double-click
the Contact Types table to open the table in Datasheet View.
Challenge!
Use the Switchboard to navigate to the Contacts form and
input the following new records:
John Smith, 44 Smith Street, Garner, North Carolina,
27505, United States, 919-555-1111 (Work Phone)
Martha Brinson, 175 Seltzer Street, Cary, North Carolina,
27560, United States, 919-222-1212 (Work Phone)
Michelle George, 45 Williams Street, Wendell, North
Carolina, 26541, United States, 919-513-4634 (Work
Phone)
Use the Switchboard to navigate to the Contact Types form

and input the following new contact type records:
Friend
Relative
Work
Recruiter
Company
Network

LESSON 11: EDITING FORM RECORDS
Introduction
Locate an existing form record
Edit a form record
Using the Status Area to Navigate through Records in a Form:
Contact records need to be updated whenever information
changes. Changes occur when people move from one address to
another, switch companies, or change phone numbers. In the
Contact Management database, you can change this information
using the Contacts form.
Navigating through records in a form works very much like

navigating through records in Datasheet View. The Form
View window contains astatus area in the lower left corner. Use
the arrows to navigate through the forms.
Click the arrows in the status area to move to the first record,
previous record, next record, or last record in the table.
The new record button displays a blank form into which
information for a new record can be added to the table.
Use the keyboard to navigate the fields in a form.
Key Selects the
Tab Next field to the right
Shift + Tab Next field to the left
Down
Field below the current record
Arrow
Up Arrow Field above the current record
Editing Form Records

Information will undoubtedly change in your database. Contacts
move to a different address, change their telephone numbers, or
switch companies. You can either change the information for any
of these records, or, if no longer needed, even delete the record
from the database.
Editing a form record in Access is very easy. It entails locating the
record and then typing the corrected information in the
appropriate field.
To Edit a Form Record:
Using the status area to navigate the forms, display the form
record that is to be edited.
Either click in a field or use the keyboard to navigate to the
first field to be changed or added.
Type the new information or correct the information in the

selected field.
Navigate to the next field that needs to be corrected and make
any necessary changes.
When finished editing information on this page, click the Page
2 button to display additional fields.
In the previous lesson, we saw how to enter new Contact Types on
the Contact Types form. These entries are now available for use in
the Contact Type field of the Contacts form.
Click on the drop-down button associated with Contact Type.
If you successfully completed the challenge in the last lesson,
this drop-down list now contains several entries: Family,
Friend, Relative, Work, Recruiter, Company, and Network.
Saving Your Work: After you input the data into a form
record, Access automatically saves the record when you use
the mouse, anarrow key, the Tab key, or the Enter key to move
the cursor out of that field and into a different field, or record.
Remember, you can always add records to the Contact Types
table while in Datasheet View. First, click on the Tables tab from
theObject palette of the database window. Then double-click
the Contact Types table to open the table in Datasheet View.
Challenge!
Display the Contacts form and use the Status area to display
each record shown.
Change the Contact Type of each contact record to that
indicated below:
Assign a "Company" Contact Type for the John
Smith record
Assign a "Friend" Contact Type for the Michelle
George record
Assign a "Friend" Contact Type for the Martha
Brinson record
Add make-believe Mobile Phone numbers and Email
Name for any record(s) missing this information.
Display the John Smith record.
Click the Calls button on the Contacts form to open the
Calls table.
In the Subject field, type: "Redesign"
In the Call Notes field, type: "Reviewed possible plant
redesign. Waiting for quote."
LESSON 12: SORTING RECORDS
Introduction
Review table records and form records concepts
Perform a simple sort
Perform a multi-field sort
Remove a sort
Save a sort
Sorting Records to Find Information
Sorting is one method that helps you find information quickly and
easily in a database. Records can be sorted in ascending order (A-
Z), anddescending order (Z-A). You can sort by zip code, last
name, first name, company, contact type (e.g., family, friend,
relative), etc. You can even sort by contact type and then by last
name within each contact type.
It's easiest to see the results of a sort if you work in Datasheet
View.
To Sort Records:
Open the desired form or table (e.g., Contacts table).
Choose View Datasheet View from the menu bar if
Datasheet View is not already displayed.
Click anywhere in the column you want to sort by (e.g., Last
Name).
Click the Ascending or Descending button on the toolbar (or
choose Records Sort Sort Ascending or Sort
Descending from the menu bar).
To sort by Form View, switch to Form View, select the field you
want to sort by, and click the Sort button on the toolbar. To see
the results, use the status area to move through the records.
Performing a multi-field sort
Multi-field sorting allows you to define multiple fields in your sort.
You specify the column to sort by, (e.g., Last Name), and within
that column sort by some other specified field (e.g., First Name).
For example, you could sort all the Brown records by first name.
To Sort by Multiple Fields:

Open the desired form or table in Datasheet View.
Move the columns to be included in the sort so they are
positioned alongside one another.
Moving a column in Access is much like moving a column in
Excel. Click in the column heading of one field to highlight the
entire column. Then, drag the entire column so that it sits
alongside the other column(s) to be used in the sort.
The column to be sorted first should be positioned to the left
of the second column to be sorted, and so on.
Select all fields (columns) involved in the multiple sort

process.
Click the Ascending or Descending button on the toolbar to
sort the records (or choose Records Sort Sort
Ascending or Sort Descending from the menu bar).
Multiple field sorts cannot be performed

in Columnar or Tabular Form View.
Removing a Sort
After a sort is performed, you will be given the option to save the
sort or to remove it to allow the records to return to the way they
were ordered before you applied the sort.
To Remove the Sort Order:
Choose Records Remove Filter/Sort from the menu bar.
The records revert to their ordering before the sort was

applied.
If you add new records to a table that has been sorted, any new
records are automatically saved.
Saving a sort
When you open a table in Access -- any table -- the records are
displayed in order based on values that appear in the primary key
field. In other words, Access defaults to a sort on the primary key
when a table is opened. A sort can be performed against any field
listed in a table, however. Sorting table records actually change the
table design. When you attempt to close a table after a sort,
Access will prompt you tosave the changes to the table design.
To save a sort:
Exit the table
Click the Yes button in response to the question, Do you want
to save changes to the table?
The sort order is saved. When you open the table again, the
records will still be sorted.
To cancel a sort:
Exit the table
Click the No button in response to the question, Do you want
The change is not saved; the table remains in its original

design.
Challenge!
Perform the following single-field sorts:
Sort (descending or ascending) the records by the Last Name field.
Sort (descending or ascending) the records by
the State/Province field.
Sort (descending or ascending) the records by the Contact ID field.
Perform the following multi-field sorts:
Move the City field to the right of the State field and sort
(descending or ascending) the records by State and City.
Move the City field to the right of the Last Name field and sort
(descending or ascending) the records by Last Name and City.
Remove the last sort performed
Cancel the sort when you close the Contacts table, and click the NO button in
response to the Do you want to save changes to the design of table 'Contacts' system
prompt.
LESSON 13: FINDING RECORDS
Introduction
Perform a simple find
Use a wildcard to find a record
Performing a Simple Find
When you have an extremely large database consisting of
thousands of records, you may need to quickly locate one of
them. Access provides an easy way to find individual records:
the Find function.
To use the Find Function:
Click anywhere in the field that contains the data you want to
search (e.g., Last Name).
Choose Edit Find on the menu bar or click the Find button
on the toolbar to open the Find and Replace dialog box.
In the Find What field, type the information you want to
search. It may be a last name (e.g., Manning) or a portion of
the last name (e.g., Man).
The Look In drop-down box defaults to the field or column

where the cursor was positioned when the Find was initiated.
You can leave the definition as is if you know the information
is contained in this field, or you can select search the entire
table from the drop-down menu list.
In the Match field, Access defaults to Whole Field but you

can optionally select either Any Part of Field or Start of Field.
Click the Find Next button to search for the first occurrence of
a record that matches the search.
Performing a Simple Find (continued)
Click the Cancel button if the record was found. The Find and
Replace dialog box will close.
OR
Click the Find Next button to search for the next record that
meets the Find criteria.
In the event that Access did not find a match for the search, the
Office Assistant will pop up to inform you that there were not any
matched records found.
Using Wildcards to find records

If the simple Find did not find the record you sought then you can
try typing an operator in the Find What text box of the Find and
Replacedialog box. A common Access operator is a wildcard, a
symbol representing one or more characters.
Wildcard Usage Example
Used at the
beginning or Sch* finds Schlotz
the end of a and
*
(Asterisk) search string to Schwartz. *ingfinds
match one or Wheeling and
more characters Browning.
Matches any
? single Sp?ll finds spell
(Question alphabetic and spill.
Mark) character
Matches any
# single numeric 9#1 finds 901, 911,
(Pound Sign) character 921, etc.
To Search for a Record Using a Wildcard:

Choose Edit Find on the menu bar or click the Find button
on the toolbar to open the Find and Replace dialog box.
In the Find What field, type the wildcard combination (e.g.,
B*) to find the first record where the Last Name begins with
the letter B.
Click the Find Next button to begin the search. The first
record found that matches the search is highlighted.
(The Office Assistant will provide notification if no matching

records were found).
Click the Cancel button if the record was found. The Find and
Replace dialog box will close.
OR
Click the Find Next button to search for the next record that
meets the Find criteria.
Challenge!
Perform a Find Next function against the Contacts:Table Look In field
to locate the William Henderson record.
Perform a Find function against the Contacts:Table Look In field and
using an A* wildcard combination to locate the first record.
Perform and repeat a Find Next function against the same wildcard
combination as you move your way throughout the records in the
database.
Close the Contacts table and, if displayed, click the NO button in
response to the Do you want to save changes to the design of table
'Contacts' system prompt.
LESSON 14: FILTERING RECORDS
Introduction
Perform a Filter By Selection
Remove a Filter
Perform a Filter Excluding Selection
Perform a Filter By Form
Performing a Filter by Selection
At times, you might want to view only those records that match a
specific criterion. A filter is a technique that lets you view and
work with asubset of data. Applying a filter to an Access table,
form, or query temporarily hides records that don't meet your
search criteria. For example, you may only want to work with data
pertaining to a specific zip code.
To Filter By Selection:
Click anywhere in the field that you want to filter the records
in the table.
Click the Filter by Selection button in the standard toolbar or

choose Records Filter Filter By Selection from the menu
bar to apply the filtering.
The filter produces a display that shows only those records
that match the filter's definition (e.g., North Carolina).
The status area reflects only the filtered records.
Removing a Filter
To Remove a Filter:
Click the Remove Filter button on the standard toolbar or
choose Records Remove Filter/Sort from the menu bar.
The records revert to their ordering before the sort was
applied.
Optional, if you wish to reapply the filter, click the Apply

Filter button (This button acts like a toggle to turn the filter on
and then turn the filter off).
Saving a Filter
Access defaults to displaying all records in a table. Filters are not
applied to the table initially. Filtering table records actually change
the table design. When you attempt to close a table after a filter,
Access will prompt you to save the changes to the table design.
To save a filter:
Exit the table.
Click the Yes button in response to the question, Do you want
The filter order is saved.

When you open the table or form later, all the records will be
visible. Click the Apply Filter button to reapply the filter.
However, Access saves only the last filter you create.
You can apply filters to filtered data to narrow your search even
further.
To cancel a filter:
Exit the table
Click the No button in response to the question, Do you want
The change is not saved; the table remains in its original

design.
Performing a Filter Excluding Selection
The Filter Excluding Selection works in the opposite manner as
the Filter by Selection. Instead of specifying the filter to be used to
view records (e.g., everybody in North Carolina), Filter Excluding
allows you to view data that does not include the specified
criterion (e.g., everybody not in North Carolina).
To Apply Filter Excluding Selection:
Click anywhere in the field that is to be excluded from the
filter.
Choose Record Filter Excluding Selection from the menu

bar or right-click and choose Filter Excluding Selection from
the shortcut menu.
All records except the criterion you excluded are now visible.
The status area shows only the filtered records displayed on

the screen.
Remove this filter by clicking the Remove/Apply Filter button.
Performing a Filter By Form

The Filter by Form feature is used when you are working in Form
view and not in Datasheet View. Filter by Form works the same
way as theFilter by Selection method, except the filtering is
defined on a blank contact data entry form as if you were creating
a new contact record.
To Filter by Form:
In Form View or Datasheet View, click the New
Record button to create a blank form or datasheet.
Click the Filter By Form button in the standard toolbar.

When you click in a field (e.g., State/Province), a drop-down
list is opened and displays all the criteria (filter values)
available for selection.
Select a filter value from the drop down list (e.g., North
Carolina, to view all records in North Carolina).
To display records meeting more than one search criteria,
click the Or tab located at the bottom of the screen.
Otherwise, continue to the next step.
Click the Apply Filter button to apply the filter and view the
filtered records.
Challenge!
Open the Content Management database.
Filter by Selection on any record that reveals a City of "Apex."
Remove the filter.
Perform a Filter Excluding Selection on any record that
reveals a City of "Raleigh."
Remove the filter.
Filter By Form on the City of "Raleigh."
Remove the filter.
Close the Contacts table, and if displayed, click the NO button
in response to the Do you want to save changes to the design
of table 'Contacts' system prompt.
LESSON 15: RUNNING DATABASE QUERIES
Introduction
Run an existing query
Create a Single-table query
Create a Multiple-table query
Run an Existing Query
Like tables and forms, a query is another type of database
object in Access 2002 XP. A query is a search for records that
match the exact criteria you define. In this example, we will run a
query against the Contacts table and list all records found by Last
Name, First Name, and Work phone.
To Run an Existing Query:

In the database window, choose the Queries tab from
the Object palette.
To open a query, double-click the query title, or click once on
the query title and then click the Open button, or right-click
the title and choose Open from the shortcut menu.
The query searches the database and then displays the results
on the screen.
Creating a Single Table Query
In this example, we will create a new query and run it against that
very same Contacts table. We will type the following command in
the table: Show me the mailing address of all records in the
Contacts table. When we create the query, we need to select the
following fields in the Contacts table: Last Name, First Name,
Address, City, State/Province, and Postal Code.
To Create a Simple Query:
Open the Contacts Management database.
the Object palette.
Select the Create query by using wizard option and click
the Open button .
The Simple Query Wizard opens.
From the Tables/Queries drop-down list, choose the

table/query containing the fields you want to include in the
query.
Creating a Single Table Query (continued)
The Available Fields text box displays all the fields contained
in the table selected in the Tables/Queries field. You are to
select the fields to be used in the new query. You can pick one
or more, or even all fields in the query.
Click to highlight the first field to be included in the query --

Last Name, for example -- and then click the right arrow
button. Repeat until you have selected all fields to be used
(First Name, Address, City, State/Province, and Postal Code).
If the fields you selected include a number field, you are asked
to select a summary or detail query. To see each record,
choose Detail. To see sums, averages, etc.,
choose Summary and set the summary options. Click
the Next button.
Type a name for the query (e.g., Contacts Mailing Address) in
the What title do you want for your query? field.
(Leave the Open the query to view information radio button
turned on).
Click the Finish button to run the query.

Creating a Multiple-table Query
Queries are not confined to just a single table. You can create a
query that runs against multiple fields in multiple tables. This
query is created in an identical manner to the single-table query
defined on the previous page. The only difference when creating
a multiple-table query is that after selecting the fields in one table,
as we saw in the last example, you then select the next table and
choose additional fields.
In this query, we will ask for the name, contact type, and phone
number of all records in the Contacts table. When we create the
query, we will select fields from two tables: Contacts table (Last
Name, First Name, and Work Phone fields) and Contacts Type
table (Contact Type field).
To Create a Multiple-table Query:
Open the Contacts Management database.
the Object palette.
Select the Create query by using wizard options and click
the Open button .
The Simple Query Wizard opens.
From the Tables/Queries drop-down list, choose the first table
where you would like to perform the query (e.g., Contacts).
From the Available Fields, select the fields to be included

from this table (e.g., Last Name, First Name, and Work
Phone).
Creating a Multiple-table Query (continued)

Select the next tables or query from the Tables/Queries drop-
down list and pick the fields in that table in which you would
like to perform the query.
Type a name for the query (e.g., Contacts by Contact Type) in
the What title do you want for your query? field.
Click the Finish button to run the query.

Sorting, Finding, and Filtering Query Results
Throughout this lesson, we have learned several different ways to
quickly locate information in the Contact Management database:
sort records (lesson 12), find records (lesson 13), filter records
(lesson 14), and queries. Can you run a query and then sort, find,
or filter records? Absolutely. This is the power of a database.
Everything that you previously learned about how to save sorts and
filters applies to queries as well. Once a query is defined, you can
come back into the database at any time -- even after new contact
records have been added -- and run that query.
After you run a query and defined a sort, you will be asked to save
the sort and the query design when you close the query or exit
Access. If you save those changes, the sort will be saved to the
query the next time you run the query. If you do not save the
changes, the query returns to the original order the next time you
run it.
When a filter is applied to a query, Access will ask if the changes

to the query design are to be saved the next time you close the
database or exit Access.
An answer of yes will save the filter but not the filtered query.
The next time the query is run, all records that match the
query are visible.
To apply the saved filter, click the Apply Filter button to
reapply the filter. Remember, Access saves only the last filter
you create.
Challenge!
Use the Wizard to create a Single-table Query:
Select the Contacts table.
Select the following fields in the Contacts table: Last Name,
First Name, Address, City, State/Province, Postal Code,
Work Phone, Work Extension, and Email Name.
When prompted to name the query, call it "Address Book
Contacts."
Use the Wizard to create a Multiple-table Query:
Select the following fields in the Contacts table: Last Name,
First Name, Company Name, Work Phone, and Work
Extension.
Select the following fields in the Calls table: Call Date,
Subject, and Notes.
Select a Detail query.
When prompted to name the query, call it "Job Search
Progress."
Build onto the Sorting, Finding, and Filtering capabilities
learned in previous lessons by applying these techniques on
the queries that you have created in this Challenge!
Close the Contacts table, and if displayed, click the NO button
in response to the Do you want to save changes to the design
of table 'Contacts'? system prompt.
.
LESSON 16: RUNNING AND PRINTING DATABASE REPORTS
Introduction
Run Contact Management database reports
Create a report using AutoReport
Create a report using the Report Wizard
Running Contact Management Reports
The Contact Management database contains two reports that you
can use to print a complete list of contacts in the database
(Alphabetical Contact Listing Report), as well as a call log to recap
phone-call summaries made between any two dates (Weekly Call
Summary Report).
To run the Alphabetical Contact Listing Report:
On the Main Switchboard form, click once on the Preview
Reports menu selection.
On the Reports Switchboard, click once on the Preview the
Alphabetical Contact Listing Report menu selection.
The Alphabetical Contact Listing Report is displayed.
The Contact Management reports can also be run in Datasheet

View by selecting the Reports tab from the Object palette of the
database window. Then double-click on the Alphabetical Contact
Listing report.
Running Contact Management Reports (continued)

To run the Weekly Call Summary Report:
On the Main Switchboard form, click once on the Preview
Reports menu selection.
On the Reports Switchboard, click once on the Preview the
Weekly Call Summary Report menu selection.
In the Weekly Call Summary dialog box, type the date range
in the Begin Call Date and Ending Call Date fields. This lets
you search the database for calls made between two defined
dates.
The Weekly Call Summary Report is displayed

Creating a Report using AutoReport
The reports object in Access allows you to create a report to
present your data in a meaningful and attractive printout. One way
to create a report in Access is to use AutoReport. This report
format quickly generates a columnar or tabular report format for
records in a selected table.
To Create an AutoReport:
Open the database window and choose the Reports selection
from the Objects palette.
Click the New button to open the New Reports dialog box.
Choose either the AutoReport: Columnar (prints one record

in columnar format) or the AutoReport: Tabular options
(prints all records in tabular format.)
Click the drop-down list and choose the table or query on
which the report or query is based.
Click the OK button to create the report and open it in Print

Preview. (The mouse pointer changes to a magnifying glass.
Remember, you cannot edit data in Print Preview.>
Columnar Report Example:
Tabular Report Example:
After you have created a report, you will be asked to save the
report when you close it or exit Access. When you save a report,
only the structure of the report is saved and not the underlying
data seen in print preview.
Creating a Report Using the Report Wizard
Another way to create reports in Access is to use the Report
Wizard. The Report Wizard asks a series of questions that you
must answer. Access uses your responses to create the report.
To Create a Report using the Report Wizard:
Open the database window and choose the Reports option
from the Object palette.
Click the New button to open the New Reports dialog box.
Click on the Report Wizard selection.
Click the drop-down list and choose the table or query on

which the report or query is based.
Click the OK button to begin the Report Wizard.

Creating a Report Using the Report Wizard (continued)
In the Report Wizard's first dialog box,
Choose the table or query in which you would like to base the
report.
Highlight the first field from the Available Fields that will be
included in the report and click the right arrow to move the
field to theSelected Fields box.
Repeat so that each field is included in the report, or the click
the double arrow to move all the fields for the report.
When finished, click the Next button.
In the Report Wizard's second dialog box, you can select a field
name for grouping purposes. For example, by selecting First
Name, notice how First Name becomes the group header (blue
text) in the right side of the picture. You do not have to select any
grouping levels.
Highlight the field that you would like to use as a group level,
and click the right arrow to move the field to the Selected
Fields box.
When finished or to bypass this screen, click the Next button.
In the Report Wizard's third dialog box, you can specify how or if
the reports are to be sorted on the report. For example, if you
wanted to show names alphabetically and by state, you would first
sort by State and then by Last Name.
In the first field (optional), select a field name from the drop-
down box only if records in the report are to be sorted by that
field. Then, click the button to define whether records are to
be sorted in ascending or descending order.
If necessary, repeat for each of the remaining three sort fields.
When finished or to bypass this screen, click the Next button.
In the Report Wizard's fourth dialog box,
Select one of the three listed Layout options: Columnar,
Tabular, or Justified.
Select an Orientation for the report, either Portrait or
Landscape.
(Optional), select or deselect the Adjust the field width so all
fields fit on a page field.
In the Report Wizard's fifth dialog box,
screen -- Bold, Casual, Compact, etc., to display a picture of
each report format on the left side of the wizard screen.
Highlight the desired format you would like to use.
In the Report Wizard's sixth dialog box,
Assign a name to the report by typing a file name in the What
title do you want for your report? field.
Click the Finish button to complete the wizard and generate
the report.
You can decide to include any or all of the Report Wizard's

selections in your report.
Very Important! When working in tables, forms, queries, and
reports, use the New Object button on the toolbar to create
new database objects (tables, forms, queries, reports).
Using Print Preview
When your report opens in Print Preview, it is usually displayed at
100%. However, to get a better look at various report features, you
may need to resize your window.
Viewing a Report using the Print Preview Toolbar:

In Print Preview, your mouse pointer is the Zoom tool
(magnifying glass), which allows you to "zoom" in and out.
Click on the document (or the Zoom button on the toolbar) to
"zoom" in for a closer look. Notice Print Preview's drop-down
menu reads "100%."
Click again on the document (or the Zoom button) to "fit" the
document to the Print Preview window.
Use the Resize drop-down menu to further resize your
document.
Use the display buttons to display one or more pages.

Click the Database window button to bring the database
window to the front.
Click the Officelinks button to "Publish it with
Word" or "Analyze it with Excel". Clicking either of these
choices will allow you to print your document as a Word or
Excel document.
For Help, click the question mark.

Click the Close button to close your report and return to the
database window.
Printing a Report
Any report in the Contact Management database can be outputted
to a printer of your choice.
To Print a Report from Print Preview:
Click the Print button on the Print Preview toolbar to print
your document (the Print dialog box will not open).
To Print a Report using the Menubar or Toolbar:
Choose File Print from the menu bar to open
the Print dialog box.
Make any necessary changes to the Print Range, Copies,
or Zoom sections of the Print dialog box.
Click the OK button to print the report.

Print Preview and Print are fully explained in the Office 2002
XP course.
Challenge!
Open the Contacts table in Datasheet View and Print all the
records in the table.
Open the Calls table in Datasheet View and Print all the
records in the table.
Open the Contact Types table in Datasheet View and Print all
the records in the table.
Open the Main Switchboard form.
Run the Alphabetical Contact Listing Report and
then Print the completed report.
Run the Weekly Call Summary Report and then Print the
completed report.
Create a report using AutoReport:
Create a columnar report against the Calls table.
Print the completed report.
Close the report and click the NO button in response to
the Do you want to save changes to the design of report
'Report1'? system prompt.
Create a report using the Report Wizard:
Select the Calls table.
Select the following fields in the Calls table: Contact ID, Call
Date, Subject, and Notes.
Do not add any grouping levels.
Do not define any sorting.
Keep the Layout and Orientation default settings.
Pick a Style of your choosing.
Name the report "Job Search Progress."
Print the completed report.
Bottom of Form

07 Ms-Access

Diunggah oleh

Informasi Dokumen

Deskripsi Asli:

Judul Asli

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

07 Ms-Access

Diunggah oleh

Hak Cipta:

Format Tersedia

LESSON 1: INTRODUCTION TO DATABASES

By the end of this lesson, learners should be able to:

Organizing Our World

Organizing Our World (continued)

What is a relational database?

Individual fields in an address book table might consist of name,

The power of a relational database is twofold: 1) information is

To open Microsoft Access using the Start program:

Some commands in the menus have pictures or icons associated

The Database toolbar presents operations that can be performed

Any of the first four options -- Tables, Queries, Forms, or Reports

Your work experience is a different kind of information. Instead

(Note, you must have an open connection to the Internet in

Click the Save button.

Click the Save button to download the database.

The Look In box in Microsoft Access 2003 defaults to

If the My Documents folder does not appear in the Look

Click the Open button to open the Contact Management

Reviewing the Contact Management Tables

Click once to select on the Contact Management icon.

Specify the location where the database will be saved.

Save and close the database.

(If the database window is not displayed, then

To Navigate Using the Status Area:

Using the Vertical Scroll Bar:

The Record Selector

The Record Selector can display any of the following symbols:

Complete entries in the remaining form fields: Last Name,

In Access, you can adjust column width manually, use AutoFit, or

Resizing table columns (continued)

Type a new specification in the Row Height field.

Click the OK button to accept the change.

The Cut, Copy, and Paste operations also appear as choices in

Cutting, Copying, and Pasting Table Records (continued)

To Paste Data in a Table:

Using the Undo Feature

Deleting Table Records

Deleting Table Records (continued)

To Add a Call Record:

We previously talked about how you could separate your contacts

Click once on the Enter/View Contact Types on the

(Do not type anything in the Contact Type ID field as it is the

Type the entry, Friends, in the Contact Type field.

Use the Switchboard to navigate to the Contact Types form

Save and close the database.

Navigating through records in a form works very much like

Editing Form Records

Type the new information or correct the information in the

To Sort by Multiple Fields:

Select all fields (columns) involved in the multiple sort

Multiple field sorts cannot be performed

The records revert to their ordering before the sort was

The change is not saved; the table remains in its original

The Look In drop-down box defaults to the field or column

In the Match field, Access defaults to Whole Field but you

Using Wildcards to find records

To Search for a Record Using a Wildcard:

(The Office Assistant will provide notification if no matching

Click the Filter by Selection button in the standard toolbar or

Optional, if you wish to reapply the filter, click the Apply

The filter order is saved.

The change is not saved; the table remains in its original