Beruflich Dokumente
Kultur Dokumente
for Windows
Microsoft Access is a database software package. Adatabase is an organized collection of records. Telephone and
address books are examples of paper databases. With Access, you can create a computerized database. For
example, you can use Access to organize the students who attend a school, the courses they take, and the
instructors who teach them. After you create an Access database, you can search it, manipulate it, and extract
information from it. This lesson introduces you to Access windows and teaches you how to create a database.
Getting Started
You use windows to interact with Access. To begin, start Access 2007. You screen will look similar to the one shown
here.
Northwind is a sample database you can download from the Microsoft website. I will use the Northwind database to
introduce you to Access windows. If the Northwind database is already on your system, open it, otherwise download
it and then open it.
To open Northwind:
1.
2.
3.
4.
To download Northwind, connect to the Internet and then follow these steps:
1.
2.
3.
4.
5.
6.
Click Sample. The Northwind 2007 icon appears in the center of the window.
Click the Northwind icon.
Click the Browse button. The File New Database window appears.
Locate the folder in which you want to save the Northwind database.
Click OK. The File New Database window closes.
Click Create. Access creates the Northwind database and opens it.
Understanding Security
It is possible for an Access database to contain malicious code, such as a computer virus. Access has security
settings that disable code and display a security warning when you open a database. If you know a database is
trustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database.
To enable a database:
1.
2.
3.
Click the Options button. The Microsoft Office Security Options dialog box appears.
Click Enable This Content.
Click OK. Access enables the content. If you are enabling the Northwind database, the Login dialog box
appears.
4.
If you know a database is safe, you can store it in a trusted location. Databases stored in trusted locations do not
require you to enable security.
In this example, the objects are organized by type, which is not the default setting. You may want to organize the
objects in your database by type also. You can use the down-arrow on the top of the Navigation pane to change the
manner in which objects are organized.
Click the All Access Objects button on the Navigation pane. A menu appears.
Click Object Type. Access displays the objects in the database by type.
The Access window with the Northwind database open is shown here.
Note: Your window probably does not look exactly like the one shown. In Access 2007, the window
display depends on the size of the window, the size of your monitor, and the resolution to which your monitor is set.
Resolution determines how much information your computer monitor can display. If you use a low resolution, you can
fit less information on your screen, but the size of your text and images are larger. If you use a high resolution, you
can fit more information on your screen, but the size of the text and images are smaller. Also, you can use settings in
Access 2007, Windows Vista, and Windows XP to change the color and style of your windows.
In the upper-left corner of the Access window is the Microsoft Office button. When you click the button, a menu
appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to
commands you frequently use. By default, Save, Undo, and Redo appear on the Quick Access toolbar. You use Save
to save an object, Undo to roll back an action you have taken, and Redo to reapply an action you have rolled back.
The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the database
on which you are currently working.
The Ribbon
You use commands to tell Access what to do. In Access 2007, you use the Ribbon to issue commands. The Ribbon
is located near the top of the Access window, below the Quick Access toolbar. At the top of the Ribbon are several
tabs; clicking a tab displays related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher
in the
bottom-right corner of a group. When you click the dialog box launcher
, a dialog box makes additional commands
available.
Access Objects
To view or hide the objects on the Navigation pane:
As stated earlier, the Navigation pane stores the objects in your database: tables, queries, forms, reports, macros,
and modules. Objects always display with an icon to the right. The icon tells you the object type:
query,
form,
report,
macro, and
module.
table,
Tables
Queries
Forms
Reports
Macros
Modules
Objects
In Access, data is stored in tables. A table is a set of columns and
rows, with each column referred to as a field. Each value in a field
represents a single type of data. Each row of a table is referred to
as a record.
You use queries to retrieve specific data from your database and to
answer questions about your data. For example, you can use a
query to find the names of the employees in your database who
live in a particular state.
Forms give you the ability to choose the format and arrangement
of fields. You can use a form to enter, edit, and display data.
Reports organize or summarize your data so you can print it or
view it onscreen. You often use reports when you want to analyze
your data or present your data to others.
Macros give you the ability to automate tasks. You can use a
macro to add functionality to a form, report, or control.
Like macros, modules give you the ability to automate tasks and
add functionality to a form, report, or control. Macros are created
by choosing from a list of macro actions, whereas modules are
written in Visual Basic for Applications.
You double-click an object to open the object. You right-click an object to view a menu of options. You can use the
menu to do such things as open objects, rename objects, and delete objects.
Objects that are open appear on tabs. Right-click a tab to view a menu of options you can perform, such as save the
object, close the object, or change the view.
Change Views
A view is a way of looking at an object. For example, in Access, data is stored in tables. Two of the possible ways you
can view a table are Datasheet view and Design view. You can see the data contained in a table in Datasheet view.
You can see the design of a table in Design view. When you open an object, buttons appear in the lower-right corner
of the Access window. You can use the View button on the Home tab to change views, or you can click the proper
button in the lower-right corner of the window.
To close a database:
1.
2.
To exit Access:
1.
2.
Create a Database
When you start Access, the Getting Started With Microsoft Office Access screen appears. You can use this screen to
create a database. Within a database, you can do such things as enter data, create reports, and retrieve data. You
can create a blank database or you can use one of the templates provided by Microsoft. When you use a template,
Access creates forms you can use to enter data, reports you can use to retrieve data, and more. You can modify the
forms, reports, and other objects to suit your needs. This tutorial will teach you how.
The following templates are included with Access: Assets, Contacts, Events, Faculty, Issues, Marketing Projects,
Projects, Sales Pipeline, Students, and Tasks. Other templates are available online. Each template creates a
database related to the title. For example, the Faculty template creates a faculty database that includes tables,
queries, forms, and reports related to faculty. In Access, you use tables to store data, queries to retrieve data, forms
to enter data, and reports to display data.
1.
2.
3.
4.
5.
6.
7.
Start Access. The Getting Started With Microsoft Office Access screen appears.
Click Local Templates. Icons representing local templates appear in the center of the window.
Click the icon for the template you want to use.
Click the Browse button. The File New Database window appears.
Locate the folder in which you want to store your database.
Click OK.
Click Create. Access creates and opens your database.
8.
Open the Navigation pane. Access displays the tables, queries, forms, reports and other objects related to
the database you selected. You may wish to display the objects by type.
How do I create a database based on the templates that are found online?
Online templates fall into the following categories: Business, Education, Personal, and Non-profit. To create a
database based on one of these templates:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Start Access. The Getting Started With Microsoft Office Access screen appears.
Make sure you are connected to the Internet.
Click the category for the template you want to create. Icons representing Internet templates appear in the
center of the window.
Click the icon for the template you want to use to create your database.
Click the Browse button
.
Locate the folder in which you want to store your database.
Click Download. Access prompts you.
Click Continue. Access downloads and opens your database.
Open the Navigation pane. Access displays the tables, queries, forms, reports, and other objects related to
your database.
Tip: You can also open an existing database by pressing Ctrl-O and then following steps 3 through 5.
opens to a datasheet and makes available the tools you need to create objects. Creating tables is the first step in
building a database. You will learn more about creating tables in the next lesson.
1.
2.
3.
4.
5.
6.
7.
Start Access.
Click Blank Database.
Type the name you want to give your database in the File Name field. Access will automatically append
.accdb to the name.
Click the Browse button. The File New Database window appears.
Locate the folder in which you want to store your database. Note that the name of the file appears in the File
Name field.
Click OK.
Click the Create button. Access creates the database and opens a datasheet with the Table Tools available
to you.
What is a Datasheet?
In Access, data is stored in tables. A datasheet displays the information stored in a table in columns and rows. The
columns are called fields and the rows are called records. You can use a datasheet to create a table, enter data,
retrieve data, and perform other tasks.
Understanding Tables
A table is a set of columns and rows. Each column is called a field. Within a table, each field must be given a name
and no two fields can have the same name. Each value in a field represents a single category of data. For example, a
table might have three fields: Last Name, First Name, and Phone Number. The table consists of three columns: one
for last name, one for first name, and one for phone number. In every row of the table, the Last Name field contains
the last name, the First Name field contains the first name, and the Phone Number field contains the phone number.
Each row in a table is called a record.
All of the data in a table should refer to the same subject. For example, all of the data in the Employees table should
refer to employees, all of the data in the Students table should refer to students, and all of the data in the Courses
table should refer to courses.
You can view an Access database as a collection of related tables. For example, in a database that contains tables
for Employees, Students, and Courses, the Employees table lists the employees, the Students table lists students,
and the Courses table lists the courses students can take.
After Access creates a blank database, it opens in Datasheet view and makes available the tools you need to create
a table. Datasheet view displays a table as a set of columns and rows. When you view a blank database for the first
time in Datasheet view, you see a column named ID. This column is by default the primary key field.
A primary key is a field or combination of fields that uniquely identify each record in a table. No two records in a table
should have the same values in every field. For example, the following should not occur in a table.
Last Name
First Name
City
Smith
John
Jonestown
Smith
John
Jonestown
In the real world, it is possible to have two people from the same city with the same first and last name. In cases like
this, you can use the ID field as the primary key field and use it to make each record unique. The ID field has a data
type of AutoNumber; as a result, Access automatically creates a unique number for each record in the database. The
resulting table will look like the one shown here.
ID
Last Name
First Name
City
Smith
John
Jonestown
Smith
John
Jonestown
Access provides several methods for creating a table. One method is to use the Rename option with the Add New
Field column label to give each column the field name you want it to have and then to type or paste your data into the
table. Field names can include letters, numbers, and spaces and can be up to 64 characters long. When choosing a
field name, try to keep it short.
When you save your table for the first time, Access gives you the opportunity to name your table. Each table name
must be unique; hence, two tables in the same database cannot have the same name. The table name should
describe the data in the table; can consist of letters, numbers, and spaces; and can be up to 64 characters long.
When choosing a table name, try to keep it short.
You can save a table by clicking the Save button on the Quick Access toolbar or by right-clicking the Tables tab and
then choosing Save from the menu that appears.
1.
2.
3.
4.
5.
6.
7.
Or
1.
2.
3.
4.
5.
1.
2.
3.
Click the Save button on the Quick Access toolbar. The Save As dialog box appears.
Type the name you want to give your table.
Click OK. Access names your table.
Tip: You can use the Rename option at any time to rename any column. For example, you can rename the
ID column Employee ID.
Data Types
Data Type
Use
Notes
Text
Number
Date/Time
Currency
AutoNumber
Yes/No
Hyperlink
Attachment
OLE Object
After you create the fields for a table, you can enter data by typing in each field. As you type, Access assigns a data
type to each field based on your entry.
Smith
Text
http://www.website.com
Hyperlink
10000
10,000
10,000.99
Number, Double
10000.999
Number, Double
01/01/2009
The date and time formats
recognized are those of your user
locale.
Date/Time
January 1, 2009
Date/Time
12:10:33
Date/Time
12:30 am
Date/Time
16:50
Date/Time
100.50
Number, Double
25.00%
Number, Double
1.23E+02
Number, Double
123,456,789.00
Currency
$123,456,789.00
Time
3:39:44 PM
Short Date
7/28/2008
Long Date
Use the Windows Control panels Regional and Language options to view or change regional settings.
Data Types
Data Type
Format
Number
Currency
Date/Time
General
Number
As typed.
Currency
Euro
Fixed
Standard
Percent
Scientific
General
Number
As typed.
Currency
Euro
Fixed
Standard
Percent
Scientific
General Date
Long Date
Medium Date
Short Date
Long Time
Yes/No
Medium Time
Short Time
1.
2.
3.
4.
Click the field label for the field to which you want to assign a data type.
Activate the Datasheet tab.
Click the down-arrow next to the Data Type field and then choose a data type.
Click the down-arrow next to the Format field and then choose a format. Access assigns a data type and
format to the field you selected.
Tip: If you want every record in a field to be unique, check the Unique box on the Datasheet tab in the
Data Type & Formatting group. If you do not want the user to leave a field blank, check the Is Required box.
Tip: In the Data Type & Formatting group, there are several formatting options you can apply to numbers.
If you want to use the Currency format, click the Currency button
Percent button
; if you want to use a Comma number format, click the Comma button
increase or decrease the number of decimal place, click the Increase Decimal
button
; or if you want to
or Decrease Decimal
Tip: You can create a new table at any time by activating the Create tab and then clicking Table.
Data Type
Comments
Field Size
Text
Number
Number Types
Values Stored
Byte
Decimal
Integer
Long Integer
2,147,483,648 to +2,147,483,647
Single
Double
Replication ID
Number
Format
Date/Time
Yes/No
Decimal Places
General Number
Displays as typed.
Currency
Euro
Fixed
Standard
Percent
Scientific
General Date
Long Date
Medium Date
Example: 02-Jan-99
Short Date
Example: 01/02/99
Long Time
Example: 6:28:21 PM
Medium Time
Example: 6:28 PM
Short Time
Example: 18:28
&
<
>
Yes/No
True/False
On/Off
Determines number of
decimal places Access
displays.
setting.
015. Used with format property.
Determines the number of digits
that display to the right of the
decimal point.
Input Mask
Caption
Default Value
Validation Rule
Validation Text
Required
Determines whether a
zero-length field is a valid
entry.
Index
Yes: Is valid
No: Not valid
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
1.
2.
3.
4.
Click the field for which you want to set the field properties.
Activate the General tab in the Field Properties area.
Set the properties you want to set.
Repeat steps 1 through 3 until you have set all the properties for all fields.
You can use Design view to create or modify a table. After you finish the task, you must save the table by clicking the
Save button on the Quick Access toolbar.
1.
2.
3.
Click the Save button on the Quick Access toolbar. Access saves the table unless you are saving for the first
time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give your table.
Click OK. Access saves the table. You can now access the table by using the Navigation pane.
Tip: You can also use a template to create a table. Access has several templates from which you can
choose. When using a template, you create the table and then modify it to suit your needs.
1.
2.
3.
Departments
Department ID
Department
Primary Key
1
Administration
Computer Science
English
History
Math
Access has a wizard to help you create lookup columns. Creating a Lookup column creates a relationship between
two tables. See the section Create Relationships in Lesson 3 to learn more about relationships.
1.
2.
3.
4.
5.
6.
1.
2.
3.
Click a radio button to select what you want to base your lookup column on. Choose from Tables, Queries,
or Both.
Click to select the table or query you want.
Click Next. The Lookup Wizard moves to the next page.
Select fields
You choose the fields you want to appear in your lookup column. Be sure to include the primary key.
1.
2.
3.
Sort fields
The Lookup Wizard allows you to sort the records in a lookup column. You can display records in order, either
ascending (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending
(alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a
sort. For example, you can sort by state and then within each state by city, and then within each city by street
address. If you are creating a sort within a sort, create the highest level sort on line one, the next level sort on line
two, and so on. In the state, city, and street address example, you create the state on line one, the city on line two,
and the street address on line three.
1.
2.
3.
Click the down-arrow and then select the field you want to sort by.
Click to select a sort direction (the button toggles between ascending and descending). You can sort within a
sort for up to four levels.
Click Next. The Lookup Wizard moves to the next page.
1.
2.
3.
Specify the Key Field (if you deselected Hide Key Column)
A key field is a field that uniquely identifies a record. If you deselected Hide Key column, you must tell Access which
field is the key field.
1.
2.
1.
2.
3.
Activate the Datasheet tab. (These instructions assume you are in the Datasheet view.)
Click the Lookup Column button in the Fields & Columns group. The Lookup Wizard appears.
Click the radio button next to I will type the values I want.
Click Next. The Lookup Wizard moves to the next page.
Type the number of Columns you want in the Number Of Columns field.
Type the values you want under the column heading.
Click Next. The Lookup Wizard moves to the next page.
Type the column label you want.
Click Finish. Access creates a lookup column based on your list.
Enter Records
After you have created a table, you can enter data into it.
Press the Tab key. When you make an entry into another field in the record, Access will automatically make
an entry into the AutoNumber field.
1.
2.
3.
Click the down-arrow that appears when you click in the field.
Click to select the entry you want.
Press the Tab key.
Click the checkbox for Yes; leave the checkbox unchecked for No.
1.
2.
3.
4.
5.
Or
Select the date from the calendar that appears to the left of the field when you click in the field. You click the
calendar to open it. Use the left-arrow at the top of the calendar to move to the previous month; use the
right-arrow at the top of the calendar to move to the next month. When you reach the proper month, click the
proper date.
1.
2.
Create New:
3.
Click the Create New radio button if you want to create a new object.
a. Click the object type you want to create.
b. Click OK. Access opens the program for the object type you selected. You can create the object.
c. Create the object and then close the program for the object type you selected. Access links to the
object.
3.
Click the Create From File radio button if you want to use an existing file.
a. Type the path to the file or click the Browse button and locate the file.
b. Click OK. Access links to the object.
1.
2.
3.
4.
5.
6.
1.
2.
3.
Click Show Worksheets to import a worksheet, or click Show Named Ranges to import a named range.
Click the worksheet or named range you want to import.
Click Next. Access moves to the next page.
1.
2.
Click First Row Contains Column Headings if the first row of your Excel spreadsheet contains column
headings.
Click Next. Access moves to the next page.
(No Duplicates) option creates an index in which duplicate values in the field are not allowed. The primary key should
be indexed and you should use the Yes (No Duplicates) option. You can also skip fields you do not want to import.
1.
2.
You can let Access assign the primary key, choose the primary key yourself, or have no primary key by selecting the
correct option on this page.
1.
2.
Click to choose the proper radio button. If you want Access to add the primary key, click Let Access Add
Primary key. If you want to add the primary key, click Choose My Own Primary Key and then click the downarrow and select the field you want to use as the key field. If you do not want to add a primary key, click No
Primary Key.
Click Next. Access moves to the next page.
1.
2.
3.
Modify a Table
After you create a table, you may need to modify it. You can delete columns, insert columns, or move columns.
Delete Columns
The Delete option permanently deletes columns and all the data contained in them. You cannot undo a column
delete.
To delete columns:
1.
2.
3.
4.
Insert Columns
The Insert option inserts a column before the selected column.
To insert a column:
1.
2.
3.
Click the column head of the column before which you want to insert a column.
Activate the Datasheet tab.
Click Insert in the Fields & Columns group. Access inserts a new column.
Tip: If you right-click a column label, you can use the menu that appears to insert or delete columns.
To delete a column:
1.
2.
To insert a column:
1.
2.
Right-click the column head before which you want to insert a column. A menu appears.
Click Insert Column.
Move a Column
You can use the Move option to move a column from one location to another.
To move a column:
1.
2.
3.
4.
Move your mouse pointer over the horizontal line under the column label. Your mouse pointer turns into a
four sided arrow.
Press your left mouse button
Click and drag the field to the new location. A dark line appears at the new location.
Release you left mouse button. Access moves the column.
1.
2.
3.
Tip: You can also create a new record by choosing the Home tab and then clicking New in the Records
group.
To use keys to move around a table:
Key to Press
Tab
Left-Arrow
Shift+Tab
Right-Arrow
Up-Arrow
Down-Arrow
Ctrl++
Action
Moves to the next field to the right. If you are in the last field in a record,
moves you to the next record. If you are in the last record in a table,
creates a new record.
Moves to the next field to the left. If you are in the first field in a record,
moves you to the previous record.
Moves to the previous field. If you are in the first field in a record, moves
you to the previous record.
Moves to the next field. If you are in the last field in a record, moves you to
the next record. If you are in the last record in a table, creates a new
record.
Moves you up one record.
Moves you down one record.
Creates a new record.
1
2
3
4
5
6
Go to First Record
Go to Previous Record
The Current Record
Go to Next Record
Go to Last Record
Create a New (Blank) Record
Delete a Record
If enter a record by error, you can delete it.
To delete a record:
1.
2.
3.
4.
Or
1.
2.
Place the cursor over the line that separates two columns or two rows. The cursor turns into a double-sided
arrow.
Hold down the left mouse button and drag to increase or decrease the width of a column or the height of all
of the rows.
Sort a Table
By sorting, you can put a column of information in alphabetical, numerical, or date order. You can sort in ascending
order (alphabetical from A to Z, lowest number to highest number, earliest date to latest date) or descending order
(alphabetical from Z to A, highest number to lowest number, latest date to earliest date). You can also sort within a
sort. For example, you can sort by state and then sort within each state by city. When sorting within a sort, perform
the innermost sort first. For example, if you are sorting by state and then city, sort the city first and then sort by state.
To add a sort:
1.
2.
Click the column label for the column you want to sort.
Activate the Home tab.
3.
button in the Sort & Filter group. Access sorts the column in
To remove a sort:
1.
2.
button in the Sort & Filter group. Access clears all of the sorts you have
Filter a Table
You can apply a filter to see only the records you want to see. For example, perhaps your database contains students
from the states of DE, NJ, and PA and you only want to see the students from DE. You can filter your data so only DE
students display.
Each time you apply a filter to a column, it replaces any previous filter you applied to that column. For example, if you
apply a filter so you only see students in DE, and later you apply a filter so you only see students in NJ, Access clears
the DE filter and then applies the NJ filter.
You can apply filters to multiple columns in the same table. For example, by applying a filter first to the State field and
then to the Last Name field, you can see all of the students in the state of DE whose last names are Adams.
To apply a filter:
1.
2.
3.
4.
5.
Click the column label for the column you want to filter.
Activate the Home tab.
Click the Filter button. A menu appears.
Uncheck the items you do not want to appear, making sure only the items you want are checked.
Click OK. Access filters your data and displays the word Filtered at the bottom of the window.
To remove a filter:
1.
2.
3.
Tip: After you apply a filter, you can use the Toggle Filter button to toggle the application of the filter on
and off.
Begins With
Contains
Ends With
Number Filters
Equals
Less Than
Greater Than
Between
Date Filters
Equals
Before
Greater Than
Between
1.
2.
3.
4.
5.
6.
7.
Hide Columns
There may be times when you may not want to display a certain column or set of columns. In such cases, you can
temporarily hide the column or columns from view. Later, if you want to display them column again, you can unhide
them.
To hide columns:
1.
2.
3.
4.
In the figure, the Birth Date, Street Address, City, State, and Zip fields are hidden.
Or
1.
2.
3.
To unhide columns:
1.
2.
3.
4.
5.
1.
2.
3.
4.
or
Freeze Columns
If your table has a large number of columns, you may want to freeze columns so the frozen columns stay in view as
you scroll across the page. For example, if you have a Students table and you want the Student Number, First
Name, and Last Name to remain onscreen as you scroll across the table, you can freeze the Student Number, First
Name, and Last Name fields. When you freeze a column, Access moves it to the far left side of your table. If you want
it to remain there, you must save the table.
To freeze columns:
1.
2.
3.
4.
To unfreeze columns:
1.
2.
3.
Format a Table
You can use the features in the Font group on the Home tab to apply a variety of formats to your table.
Format a Table
Button
Function
Apply a font to all of the data
in a table.
Apply a font size to all of the
data in a table.
Bold all of the data in a table.
Italicize all of the data in a
table.
Underline all of the data in a
table.
Left-align a column.
Right-align a column.
Center a column.
Change the font color.
Change the background color.
By default, the background
color is white.
Change the gridlines. Gridlines
separate columns and rows.
This option allows you to
display gridlines for columns
only (vertical), gridlines for
rows only (horizontal),
gridlines for both columns and
rows, or no gridlines at all.
Change the alternating color.
For example, on a datasheet
you can have every other row
appear in an alternating color.
Place the cursor anywhere within the column you want to left-align, right-align, or center.
Activate the Home tab.
Click the button for the format you want to apply. Access applies the format.
Compute Totals
On the Home tab, you can use the Total button in the Records group to compute the sum, average, count, minimum,
maximum, standard deviation, or variance of a number field; the count, average, maximum, or minimum of a date
field; or the count of a text field.
To compute totals:
1.
2.
3.
4.
5.
Open the table or query for which you want to compute totals.
Activate the Home tab.
Click the Totals button in the Records group. A Total line appears at the bottom of the table or query.
Click on the Total line under the column you want to total. A down-arrow appears on the left side of the field.
Click the down-arrow and then choose the function you want to perform. Access performs the calculation
and displays the results in the proper column on the Totals row.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Note: If you want to find and replace, open the Find and Replace dialog box (follow steps 1 through 3)
and then activate the Replace tab. In the Replace With field, enter the sequence of characters you want to use to
replace what you find. Complete the other fields on the tab the same as you would if you were doing a Find. Click
Find Next to find the first instance for which you are searching. Click Replace to replace that instance. Click Replace
All to replace every instance.
Create Relationships
In Access, you store data in multiple tables and then use relationships to join the tables. After you have created
relationships, you can use data from all of the related tables in a query, form, or report.
A primary key is a field or combination of fields that uniquely identify each record in a table. A foreign key is a value in
one table that must match the primary key in another table. You use primary keys and foreign keys to join tables
togetherin other words, you use primary keys and foreign keys to create relationships.
There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one relationship, for every
occurrence of a value in table A, there can only be one matching occurrence of that value in table B, and for every
occurrence of a value in table B, there can only be one matching occurrence of that value in table A. One-to-one
relationships are rare because if there is a one-to-one relationship, the data is usually stored in a single table.
However, a one-to-one relationship can occur when you want to store the information in a separate table for security
reasons, when tables have a large number of fields, or for other reasons. In a one-to-many relationship, for every
occurrence of a value in table A, there can be zero or more matching occurrences in table B, and for every one
occurrence in table B, there can only be one matching occurrence in table A.
When tables have a one-to-many relationship, the table with the one value is called the primary table and the table
with the many values is called the related table. Referential integrity ensures that the validity of the relationship
between two tables remains intact. It prohibits changes to the primary table that would invalidate an entry in the
related table. For example, a school has students. Each student can make several payments, but each payment can
only be from one student. The Students table is the primary table and the Payments table is the related table.
Students
Student ID
Primary Key
1
2
3
Payments
Payment ID
Primary key
1
2
3
4
5
Last Name
First Name
John
Mark
Valerie
Smith
Adams
Kilm
Student ID
Foreign key
1
2
3
2
3
Amount Due
Amount Paid
500
700
500
400
250
500
300
250
300
250
If you delete Student ID 1 from the Students table, Student ID 1 is no longer valid in the Payments table. Referential
integrity prevents you from deleting Student ID 1 from the Students table. Also, if the only valid Student IDs are 1, 2,
and 3, referential integrity prevents you from entering a value of 4 in the Student ID field in the Payments table. A
foreign key without a primary key reference is called an orphan. Referential integrity prevents you from creating
orphans.
To create relationships:
1.
Close all tables and forms. (Right-click on the tab of any Object. A menu appears. Click Close All.)
2.
3.
4.
If anything appears in the relationships window, click the Clear Layout button in the Tools group. If you are
prompted, click Yes.
Click the Show Table button in the Relationships group. The Show Table dialog box appears.
5.
6.
7.
8.
Activate the Tables tab if your relationships will be based on tables, activate the Queries tab if your
relationships will be based on queries, or activate the Both tab if your relationships will be based on both.
Double-click each table or query you want to use to build a relationship. The tables appear in the
Relationships window.
Click the Close button to close the Show Table dialog box.
9.
Drag the Primary tables primary key over the related tables foreign key. After you drag the primary key to
the related tables box, the cursor changes to an arrow. Make sure the arrow points to the foreign key. The
Edit Relationships Dialog box appears.
12. Click the Save button on the Quick Access toolbar to save the relationship.
Tip: When you create a relationship, you can view the related table as a subdatasheet of the primary
table. Open the primary table and click the plus (+) in the far left column. The plus sign turns into a minus (-) sign. If
the Insert Subdatasheet dialog box opens, click the table you want to view as a subdatasheet and then click OK.
Access displays the subdatasheet each time you click the plus sign in the far left column. Click the minus sign to hide
the subdatasheet.
Tip: After a relationship has been created between two tables, you must delete the relationship before you
can make modifications to the fields on which the relationship is based. To delete a relationship:
1.
2.
Tip: When you create a lookup column, Access creates a relationship between the tables.
1.
2.
3.
4.
5.
6.
Click the Query Design button in the Other group. The Show Table dialog box appears.
Activate the Tables tab if you want to base your query on tables, activate the Queries tab if you want base
your query on queries or activate the Both tab if you want to base your query on both tables and queries.
Click to choose the table or query on which you want to base your query.
Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base your query.
b. Continue clicking tables or queries until you have all the tables and queries you plan to use.
Click Close. Access changes to Query Design view.
1.
2.
3.
1.
2.
3.
1.
2.
3.
1.
2.
3.
Sort a Query
When creating a query, you can sort the rows you retrieve in ascending or descending order by choosing the option
you want on the Sort row in Query Design view.
To perform a sort:
1.
2.
3.
4.
1.
2.
3.
4.
5.
6.
Logical Operators
Operator
=
<>
>
>=
Meaning
Equal to
Field Type
Character
Number
Date
Not equal to
Character
Number
Date
Greater than
Character
Number
Date
Greater than or Character
Entry Format
= "DE"
=5
= #2/16/88#
<> "DE"
<> 5
<> #2/16/88#
> "DE"
>5
> #2/16/88#
> = "DE"
equal to
Number
Date
Character
Number
Date
Character
Number
Date
Character
Number
Date
<
Less than
<=
Less than or
equal to
In
Equal to any
item in a list
Not In
Not equal to
any item in a
list
Character
Number
Date
Between
Between two
values,
greater than or
equal to one
and less than or
equal to the
other
Not between
two values
Character
Number
Date
Not Between
Is Null
Is Not Null
Like
Not Like
Character
Number
Date
The value is
Character
missing from Number
the field
Date
The value is not Character
missing from Number
the field
Date
Like a specified Character
pattern.
Number
* means any
Date
series of
characters.
? means any
single
character.
Not like a
Character
specified
Number
pattern.
Date
* means any
>=5
> = #2/16/88#
< "DE"
<5
< #2/16/88#
<= "DE"
<= 5
<= #2/16/88#
In ("DE", "NJ")
In (5, 9, 17)
In (#2/16/88#, #2/3/90#,
#12/15/88#)
Not In ("DE", "NJ")
Not In (5, 9, 17)
Not In (#2/16/88#, #2/3/90#,
#12/15/88#)
Between "C" And "F"
Between 5 And 10
Between #1/1/88# And
#12/31/88#
Like "S*"
Like "1*"
Not Applicable
series of
characters.
? means many
single
character.
When using the Like and Not Like criteria, where you place the asterisk(*) or question mark (?) determines the type of
search Access performs. Like "Jo*" finds all records in the field that begin with Jo. It would find Jones, Johnson, and
Jordan. Like "*son" finds all records in the field that end with son. It would find Stevenson, Jackson, and
Peterson.Like "*456*" finds all records that contain 456 anywhere in the field. It would find 456123789, 123456789,
and 123789456. The sequence Like "?en" finds all three character field entries where the second and third
characters are en. It would find Ben, Len, and Jen. The sequence Like "Jo?" finds all three character field entries
where the first and second characters are Jo. It would return Joe, Joy, and Jon. The sequence Like "T?m" finds all
three character field entries where the first and third characters are T and m. It would return Tim, Tom, and Tam.
To retrieve specific records:
1.
2.
3.
4.
5.
6.
7.
1.
2.
3.
4.
5.
6.
7.
1.
2.
3.
4.
5.
6.
Open the tables and/or queries you want to use in Query Design view.
Choose the field names you want to retrieve in the order you want to retrieve them.
Choose the field names you want to sort by in the order you want to sort. Under the fields you want to sort
by, choose Ascending or Descending.
Enter your selection criteria, if necessary (Not applicable in this example).
Deselect the Show button for columns you do not want to display (Not applicable in this example).
Click the Run button. Access retrieves the columns you chose and displays the rows in the order you
specified.
Save a Query
After you create a query, you can save it. You can rerun a saved query at any time. If you change the data on which
the saved query is based, you will see the changes when you rerun the query.
To save a query:
1.
2.
3.
Click the Save button on the Quick Access toolbar. Access saves the query unless you are saving for the
first time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give your query.
Click OK. Access saves the query. You can now access the query by using the Navigation pane.
Tip: You can also save by right-clicking a querys tab and then selecting Save from the menu that
appears. Access saves the query unless you are saving for the first time. If you are saving for the first time, the Save
As dialog box appears. Type the name you want to give the query and then click OK. Access saves the query. You
can now access the query by using the Navigation pane.
Tip: After you have saved a query, you can run it by opening the Navigation pane and then clicking the
name of the query.
Modify a Query
Once created, a query can be modified. Simply open the query in Query Design view and make the changes. You
can add columns, change the sort order, change the criteria, and make other changes.
In Query Design view, the Query Setup group offers several options that can assist you. Use the Insert Rows button
to insert a row in the criteria area. Click anywhere in the row before which you want to insert a new row and then
click the Insert Rows button.
to delete a column. Click anywhere in the column you want to delete and then
.
1.
2.
3.
4.
5.
6.
Open the table or query on which you want to base your new table on in Query Design view.
Enter the criteria on which you want to base your new table.
Click the Make Table button. The Make Table dialog box appears.
Type the name you want to give your new table.
Click OK.
Click Run. You see the following prompt.
7.
8.
9.
Click Yes.
Close the query. (Right-click the querys tab and then click Close.)
Double-click the new tables name in the Navigation pane to view the new table.
If instead of entering predetermined criteria, you want to prompt users when a query runs, you can create a
parameter query. You create a parameter query by enclosing a question in square brackets ([]). For example, if you
want to create a parameter query that asks users which State they want to use from the Students table, you would
type [Which State?] on the Criteria line under the State column. When the query runs, Access will prompt the user for
the answer to your question.
To create a parameter query:
1.
2.
3.
4.
5.
6.
Note: If you want to make your user prompt more flexible, use one of the following formats.
> [Prompt]
1.
2.
3.
4.
You can use the Navigation bars to move through the records on a form.
1
2
3
4
5
6
Go to First Record
Go to Previous Record
The Current Record
Go to Next Record
Go to Last Record
Create a New (Blank) Record
Tip: After you create a form, you can save it. You can open a saved form at any time.
To save a form:
1.
2.
3.
Click the Save button on the Quick Access toolbar. Access saves the form unless you are saving for the first
time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give the form.
Click OK. Access saves the form. You can now access the form by using the Navigation pane.
You can also save by right-clicking a forms tab and then selecting Save from the menu that appears. Access saves
the form unless you are saving for the first time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give the form and then click OK. Access saves the form. You can now access the form by
using the Navigation pane.
1.
2.
3.
4.
1.
2.
3.
4.
Tip: A view is a way of looking at an Access object. Forms have three views: Form view, Layout view, and
Design view. You can enter, edit, and view data in Form view. You can modify a form in Layout view or Design view.
In Layout view, you can see your data, and the form you see closely resembles what your form will look like when you
view it in Form view. You can make most, but not all, changes to your form in Layout view. Design view displays the
structure of your form. In this view you cannot see the underlying data, but you can perform some tasks in Design
view that you cannot perform in Layout view. This tutorial focuses on Layout view.
To change the view:
1.
2.
3.
4.
Modify a Form
After you create a form, it opens in Layout view, where you can modify it.
To change the size of a field:
1.
2.
Click a side of the field and drag to change the width of the field.
Click the top or bottom of a field and drag to change the height of a field.
To move a datasheet:
1.
2.
To resize a datasheet:
1.
2.
3.
To apply an AutoFormat:
The AutoFormat option on the Format tab enables you to apply formats quickly, such as background colors, field
colors, field label colors, and fonts.
1.
2.
3.
You can easily add the date and time to your form.
1.
2.
Shortcut
Key
Function
Ctrl-i
Ctrl-u
Ctrl-l
Ctrl-r
Ctrl-e
Add gridlines.
1.
2.
3.
4.
Click the Save button on the Quick Access toolbar. Access saves the report unless you are saving for the
first time. If you are saving for the first time, the Save As dialog box appears.
Type the name you want to give your report.
Click OK. Access saves the report. You can now access the report by using the Navigation pane.
As with other objects, you can also save a report by right-clicking the reports tab and selecting Save. Saved reports
appear in the Navigation pane.
Tip: Reports created by using the Report button are plain and simple. The Modify a Report section of this
lesson teaches you how to customize a report to meet your needs.
Tip: Access reports created simply by using the Report button have several sections. They are detailed in
the following table.
Sections of a Report
Report Header
Page Header
Page Footer
Detail Section
Report Footer
1.
2.
1.
2.
3.
4.
Click the down-arrow next to the Table/Queries field and then click the table from which you want to select
fields.
Click a field and then click the single-right arrow to select a single field, click the double-right arrows to select
all fields, click a field and then click the single-left arrow to deselect a single field, or click the double-left
arrow to deselect all fields.
Repeat steps 1 and 2 for each table from which you want to select fields.
Click Next. The Report Wizard moves to the next page.
Group
When using the Report Wizard, you can group data. Grouping puts all of the values in a field into a group based on
the fields value. For example, if your data is grouped by the Department field and the records in the Department field
have values such as Administration, Computer Science, and English. Access will group all of the data for the
Administration department together, all of the data for the Computer Science department together, and all of the data
for the English department together.
1.
2.
Click to select the field by which you want to group your data. You may not see this page of the wizard if you
are selecting data from a single table.
Click Next. The Report Wizard moves to the next page.
3.
4.
5.
6.
Click the right-arrow to select a field; click a field and then click the left arrow to deselect a field. Use the upand down-arrows to change the order of the groupings. If you are only using one table, this may be your first
opportunity to select a field to group by.
Repeat steps 3 and 4 for each field you want to group by.
Click Next. The Report Wizard moves to the next page.
1.
2.
3.
Click the down-arrow and then select the field you want to sort by.
Click the button to choose ascending or descending order. Clicking the button toggles between Ascending
and Descending. You can sort up to four levels.
Click the Summary Options button. The Summary Options window appears.
4.
5.
6.
7.
8.
1.
2.
3.
4.
Style
A style is a set of formats consisting of such things as background colors, fonts, font colors, and font sizes. Access
supplies predesigned styles that format titles, labels, and more. When you choose a style, the left side of the window
displays a preview.
1.
2.
Create a title
On the final page of the Report Wizard, you can title your report. The title appears at the top of the report and on the
Navigation pane.
1.
2.
Tip: Reports created with the Report Wizard may have the following two sections in addition to the
sections found in reports created by using the Report button.
Sections of a Report
Group Header
Group Footer
Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change labels, and perform
many other tasks.
You can view a report in Report view, Layout view, Design view, and Print Preview. You can modify a report in Layout
view or Design view. In Layout view, you can see your data, and the report you see closely resembles how your
report will look when you print it. You can make most, but not all, changes to your report in Layout view. Design view
displays the structure of your report. In this view you cannot see the underlying data, but you can perform some tasks
in Design view that you cannot perform in Layout view. This tutorial focuses on Layout view.
Tip: Incidentally, if you want to change the height of records, click the top or bottom of a field border and
drag upward or downward.
To Group or Sort:
Open the Group, Sort, and Total pane
1.
2.
3.
Add a group
4.
Click Add A Group and then select the field by which you want to group. Access groups and sorts the field.
Add a sort
5.
Click Add A Sort and then select the field on which you want to sort. Access sorts the field.
Groups and sorts display in the Group, Sort, and Total pane in levels. Access performs the highest-level group or sort
first, the second level next, and so on.
After you have added a group or sort, you can set several options by clicking the More button and then clicking the
down-arrow next to each option and making your choices.
Group, Sort, and Total Pane Options
Option
Description
Sort order
With A on top
From smallest to largest
From oldest to newest
Group interval
Totals
Title
There are three buttons on the right side of the Group, Sort, and Total pane. If you want to delete a group or sort,
click the group or sort you want to delete and then click the Delete button. Groups and sorts execute in the order they
are listed in the Group, Sort, and Total pane. If you want to change the order of execution, click the group or sort you
want to move up or down and then click the Move Up or Move Down button to move a group or sort up or down a
level.
To add a field:
1.
2.
3.
4.
5.
Click the field you want to add and drag it onto your report. A thick line appears on the report. Access places
the field before the line. If you want the field to appear in the detail area, be sure to drag it to the detail area.
To delete a field:
1.
2.
3.
To move a column:
1.
2.
3.
To change a title:
1.
2.
3.
4.
5.
1.
2.
3.
4.
To change margins:
1.
2.
3.
4.
3.
in the Controls group. The Date and Time dialog box appears.
4.
5.
6.
7.
8.
Deselect the Include Date box if you do not wish to include the date.
Click to select a format if you are including the date.
Deselect the Include Time box if you do not wish to include the time.
Click to select a format if you are including the time.
Click OK. Access places the date and/or time in your report.
Apply an AutoFormat
You can use the AutoFormat option on the Format tab to apply formats such as background colors, fonts, and font
sizes quickly.
To apply an AutoFormat:
1.
2.
3.
Shortcut Function
Key
Ctrl-b
Ctrl-i
Ctrl-u
Ctrl-l
Ctrl-r
Ctrl-e
Add a title.
Set line thickness.
Tip: After you modify your report, you must save it if you want to keep the changes. To save, click the
Save button on the Quick Access toolbar or right-click the reports tab and then click Save.
To create labels:
Open the Labels Wizard
1.
2.
3.
1.
2.
1.
2.
Click the down-arrow next to the Font Name field and then select the font. A preview appears in the Sample
box.
Click the down-arrow next to the Font Size field and then select the font size. A preview appears in the
Sample box.
3.
4.
5.
6.
7.
Click the down-arrow next to the Font Weight field and then select the font weight. A preview appears in the
Sample box.
Click the button next to the Text Color field and then select a color you want your text to have. A preview
appears in the Sample box.
Click the Italic box if you want to italicize. A preview appears in the Sample box.
Click the Underline box if you want to underline. A preview appears in the Sample box.
Click Next. The Label Wizard moves to the next page.
Create a layout
You create the layout of your labels by selecting fields and placing them in the Prototype Label box. You type any text
or spaces that you want to appear on your label.
1.
2.
3.
4.
5.
Click a field name and then click the right-arrow to place the field on the prototype label.
Press the spacebar to leave spaces.
Press the Enter key to move to a new line.
Type any text you want to appear on the label.
Click Next. The Label Wizard moves to the next page.
Sort
When creating labels, you can sort on any field and you can have multiple levels of sort. For example, you can sort by
last name and then by first name.
1.
2.
Click to choose the fields you want to sort by. Click the single right-arrow to select a single field, click the
double right-arrow to select all fields, click the single left-arrow to deselect a single field, click the double leftarrow to deselect all fields.
Click Next. The Label Wizard moves to the next page.
1.
2.
Type a title for your report. The title will appear in the Navigation pane.
Click Finish. Access displays the labels in Print Preview.
Tip: When you complete your labels you may get the following message.
When printing mailing labels, you can usually ignore this message. Click the Show Help button to read the following:
This message may be the result of using a report created with the
Label Wizard. This error message is commonly encountered when
printing to label pages that have three or more labels per row.
Usually this message can be ignored.
If you do need to change the layout, try one or both of the
following:
Note that page size is dependent on the printer and the physical size
of the paper you are printing to. In some cases it is necessary to
rotate the page orientation from portrait to landscape to
accommodate the selected print width.
Tip: When you view labels in Report view, they may appear in a single column. To see how your labels will
appear when printed, use Print Preview.
Print a Report
Often, the people who use Access data only see a printed report. In Print Preview, you can see exactly how your
report will look when printed, you can make changes to it, and you can print it. To print, click the Print button in the
Print group. The Print dialog box opens and you can select your print options.
Size
Portrait
Landscape
Margins
Zoom
One Page
Two Page
More Pages
Tip: To view a report online, use Report view. Open your report. Activate the Home tab. Click the downarrow under the View button. Click Report view. Your report displays in Report view.