In this section you will learn how to:

1
SECTION 1 Adv. File Tasks

• In this section you will learn how to
• Use the My Computer window to browse, create,
  rename, and delete files
• Perform a number of database management tasks
• Create a backup of an entire database or a single
  database object
• Export a database object to a different file
  format
• Export data directly into another program
• Create links between your database file and other
  file types/programs

2
Lesson 1.1 Using My Comp.

• In this lesson, we will explore the functionality
  available when using a dialogue box to navigate
  the contents of your computer.
• In fact, most programs for the Windows Operating
  system use this window to save and manage files.

3
Lesson 1.1 Using My Comp.
Navigating with My Computer Look In, My Places
toolbar, My Computer toolbar, Tools button
4
Lesson 1.1 Using My Comp.
Performing Basic Tasks New folder/file, rename,
delete
5
Lesson 1.1 Using My Comp.
Changing Views Views menu on My Computer toolbar
6
Lesson 1.1 Using My Comp.
Using the My Places Toolbar Lists common
locations on computer
7
Lesson 1.2 Database Mgmt

• Every once in a while you will encounter
  technical difficulties when working with Access
  that are beyond your control.
• Access and a number of other Microsoft
  applications have fairly robust error detection
  and correction services when something goes
  wrong.

8
Lesson 1.2 Database Mgmt
Compact and Repair a Database Office Menu ?
Manage ? Compact and Repair Database
9
Lesson 1.2 Database Mgmt
Backing Up Your Database Office Menu ? Manage ?
Back Up Database
10
Lesson 1.2 Database Mgmt
Editing Database Properties Office Menu ? Manage
? Database Properties
11
Lesson 1.3 Saving Your Files

• Much of the file management functionality of
  Access takes place in the background and
  automatically saves most changes you make to a
  database.
• Access does give you a bit of flexibility when it
  comes to saving different objects.

12
Lesson 1.3 Saving Your Files
Using the Save As Dialogue Office Menu ? Save As
13
Lesson 1.3 Saving Your Files
Using the Save As Menu Office Menu ? Save As ?
Choose Option
14
Lesson 1.3 Saving Your Files
Using File Properties Office Menu ? Manage ?
Database Properties
15
Lesson 1.3 Saving Your Files
Using AutoRecover Access, by default, saves the
current working file every ten minutes.
16
Lesson 1.4 Exporting Files

• One of the features about the Microsoft Office
  package is the ability to share and use data
  between one program and another.
• Access also has the ability to export and import
  data to and from non-Microsoft products such as
  Lotus and Corel applications.

17
Lesson 1.4 Exporting Files
Exporting to PDF or XPS Download add-in, command
in Save As menu
18
Lesson 1.4 Exporting Files
Exporting to Word or Excel Export chunk of
External Data ribbon
19
Lesson 1.4 Exporting Files
Exporting to Other Destinations More command,
Export chunk of External Data ribbon
20
Lesson 1.4 Exporting Files
Using Saved Exports Check option to save after
exporting use Saved Exports command on External
Data ribbon
21
Lesson 1.4 Exporting Files
Exporting to a CAB File Office Menu ? Publish ?
Package and Sign
22
Lesson 1.4 Exporting Files
Exporting to Older Versions of Access More
command, Export chunk of External Data ribbon
23
Lesson 1.5 Linking Files
In addition to being able to export different
files and file formats, you can also link the
data from Access to other applications.
24
Lesson 1.5 Linking Files
Linking to an Excel Spreadsheet Import chunk of
External Data ribbon
25
Lesson 1.5 Linking Files
Linking to Another Database Import chunk of
External Data ribbon
26
Lesson 1.5 Linking Files
Linking to a SharePoint Site Import chunk of
External Data ribbon
27
Lesson 1.5 Linking Files
Other Linked Documents More command, Import chunk
of External Data ribbon
28
Lesson 1.5 Linking Files
Creating a Hyperlink Open table, add Hyperlink
field
29
SECTION 2 Working w/Tables

• In this section you will learn how to
• Modify the properties of a table
• Create a primary key
• Format how data is entered and displayed in a
  table using default and required values
• Create a list of values based on data in another
  table
• Create a list of values you specify
• Create, remove, and edit table relationships

30
Lesson 2.1 Customizing Tables

• You should now be familiar with the basics of
  tables and understand fields and rows.
• In this lesson, we will explore tables in more
  depth and learn about their attributes and how
  they can be modified.

31
Lesson 2.1 Customizing Tables
Understanding Field Properties Open table in
Design view
32
Lesson 2.1 Customizing Tables
Adding a Primary Key to a Table Select row
Primary Key command
33
Lesson 2.1 Customizing Tables
Indexing a Field Table in design view, field
properties
34
Lesson 2.1 Customizing Tables
Inserting, Deleting, Moving Fields Right-click
menu, click and drag
35
Lesson 2.1 Customizing Tables
Importing a Table from Another Source Access
command, Get External Data ribbon
36
Lesson 2.2 Formatting Tables

• We have entered all kinds of information into a
  table in Access, but so far we have only typed in
  raw data.
• In this lesson we will learn how to make tables
  in Access easier to use and more robust.

37
Lesson 2.2 Formatting Tables
Formatting Number Fields AutoNumber, Number,
Currency
38
Lesson 2.2 Formatting Tables
Formatting Text Fields Text or Memo
39
Lesson 2.2 Formatting Tables
Adding Field Descriptions Located on right side
of Table Design view
40
Lesson 2.2 Formatting Tables
Changing Field Data Types Open table, pick new
Data Type
41
Lesson 2.2 Formatting Tables
Adding Captions Found in Field Properties
42
Lesson 2.3 Controlling Data Entry
We will continue our examination of tables in
this lesson by learning how to make table entry
even more precise, further eliminating the risk
of having bad or incorrect data entered into the
database.
43
Lesson 2.3 Controlling Data Entry
Setting a Default Value Open table in Design
view, edit field property
44
Lesson 2.3 Controlling Data Entry
Setting a Required Value Open table in Design
view, edit field property
45
Lesson 2.3 Controlling Data Entry
Creating and Using Input Masks Open table in
Design view, click field, click Input Mask symbol
46
Lesson 2.3 Controlling Data Entry
Creating and Removing Table Relationships Relation
ships command in the Database Tools ribbon
47
Lesson 2.4 Managing Data Entry

• In the final lesson of this section, we will
  explore some more advanced table data entry
  techniques.
• These methods, combined with all of the controls
  that can be enforced from previous sections, help
  protect your database from bad data entry.

48
Lesson 2.4 Managing Data Entry
Using the Table Design Ribbon Opens when in table
Design view
49
Lesson 2.4 Managing Data Entry
How to Validate Data Validation Rule field
property
50
Lesson 2.4 Managing Data Entry
Creating a Lookup Field Data Type cell, click
Lookup Wizard
51
Lesson 2.4 Managing Data Entry
Modifying a Lookup Field Open table in Design
view, Lookup tab
52
Lesson 2.4 Managing Data Entry
Creating a Value List Open lookup wizard, choose
to create custom
53
Lesson 2.4 Managing Data Entry
Modifying a Value List Open table in Design view,
Lookup tab
54
SECTION 3 Working w/Forms

• In this section you will learn how to
• Create a form based on a table
• Create a blank form
• Learn about the different controls available for
  use in a form
• Use different object modification commands
• Adjust the look and feel of a control
• Add a corporate logo or title picture to a form
• Use the QuickFormat option to format an entire
  form at once

55
Lesson 3.1 Basic Form Controls
Forms in a database are just like paper forms
information is written on a form, and the
information on the form is entered into a
database or kept on file in some way for
retrieval later.
56
Lesson 3.1 Basic Form Controls
Adding a Control Use Create ribbon for Form
commands
57
Lesson 3.1 Basic Form Controls
Using the Control Wizard Click and drag in form
Design view
58
Lesson 3.1 Basic Form Controls
Cutting, Copying, Pasting, Moving
Controls Standard shortcut keys, drag and drop
59
Lesson 3.1 Basic Form Controls
Formatting a Control Font chunk of Home/Form
Design ribbon
60
Lesson 3.2 Adv. Form Controls

• In the last lesson we learned that adding
  controls and formatting them is easy to do.
• Now we will introduce how to make the forms work
  for you by making controls interact with each
  other and your database.

61
Lesson 3.2 Adv. Form Controls
Modifying a Controls Properties Open form in
design view, click control, click Property Sheet
62
Lesson 3.2 Adv. Form Controls
Changing a Controls Data Source Open form in
design view, click control, click Property Sheet,
Data tab
63
Lesson 3.2 Adv. Form Controls
Changing Controls Default Value Open form in
design view, click control, click Property Sheet,
Data tab
64
Lesson 3.2 Adv. Form Controls
Creating a Calculated Control Open form in design
view, click control, click Property Sheet, Other
tab
65
Lesson 3.2 Adv. Form Controls
Using Form Properties Property Sheet Select Form
66
Lesson 3.3 Formatting Form

• We have seen how to adjust the properties of the
  controls in a form.
• In this lesson we will explore a few more useful
  options and customizable features of forms.

67
Lesson 3.3 Formatting Form
Formatting Gridlines Property Sheet Format tab
68
Lesson 3.3 Formatting Form
Modifying the Font Font chunk of Form Tools -
Design ribbon
69
Lesson 3.3 Formatting Form
Adding Logos Logo command, Form Tools - Design
ribbon
70
Lesson 3.3 Formatting Form
Changing the Layout Home ribbon View menu
Layout view
71
Lesson 3.4 Formatting Controls
In this lesson we will cover a few more commands
that are available when working with a form.
72
Lesson 3.4 Formatting Controls
Changing the Color of a Control Form Tools -
Design ribbon
73
Lesson 3.4 Formatting Controls
Using Control Properties Select object Property
Sheet command
74
Lesson 3.4 Formatting Controls
Aligning Controls Form Tools - Arrange ribbon
75
Lesson 3.4 Formatting Controls
Applying Special Effects Form Tools - Design
ribbon or Property Sheet
76
Lesson 3.5 Formatting Records
In the final lesson on forms, we will cover the
last of the commands and functionality available
for use.
77
Lesson 3.5 Formatting Records
Modifying Fonts Font section of the Home ribbon,
Form Tools - Formatting ribbon (Layout view),
Form Tools - Design ribbon (Design view)
78
Lesson 3.5 Formatting Records
Using AutoFormat Form Tools - Arrange ribbon
79
Lesson 3.5 Formatting Records
Using the Format Ribbon Visible in form Layout
view
80
Lesson 3.5 Formatting Records
Using the Arrange Ribbon Visible in form Layout
view
81
SECTION 4 Working w/Reports

• In this section you will learn how to
• Recognize the different report sections
• Group and sort data in a report
• Create a calculated control in a report
• Adjust the look and feel of a report
• Add images to a report
• Adjust header and footer properties
• Make page numbers
• Create mailing label reports

82
Lesson 4.1 Organizing Report Data

• You can use a report to display data retrieved
  from a query.
• Reports are also used as a formal way to display
  the data contained in a table.

83
Lesson 4.1 Organizing Report Data
Adding or Removing Fields Layout/Design view use
Add Existing Fields command or Delete key
84
Lesson 4.1 Organizing Report Data
Using Report Sections Three standard, two
optional sections
85
Lesson 4.1 Organizing Report Data
Changing Section Properties Click section title
to select, click Property Sheet command
86
Lesson 4.1 Organizing Report Data
Grouping and Sorting in a Report Group and Sort
command - Report Tools - Design ribbon
87
Lesson 4.1 Organizing Report Data
Changing Group Properties More command on a group
88
Lesson 4.1 Organizing Report Data
Using Calculated Controls New text box Property
sheet Control source
89
Lesson 4.2 Formatting Reports
Once you have decided what information you would
like in the report and have added the elements,
you can begin the task of making your report look
nice.
90
Lesson 4.2 Formatting Reports
Formatting Gridlines Report Properties Format
tab Arrange ribbon
91
Lesson 4.2 Formatting Reports
Modifying the Font Report Tools - Design or Home
ribbon
92
Lesson 4.2 Formatting Reports
Adding Logos Logo command in the Controls section
93
Lesson 4.2 Formatting Reports
Changing the Layout Grid size, canvas size, move
objects
94
Lesson 4.2 Formatting Reports
Using AutoFormat Report Tools - Arrange ribbon
95
Lesson 4.3 Common Tasks

• As all the pieces of your report begin to come
  together, you can apply the formatting and ensure
  that the report gives you the information you
  need to know.
• Then your report will be ready to publish and
  print as handouts or catalogues.

96
Lesson 4.3 Common Tasks
Adding a Photo Image command in Report Tools -
Design ribbon
97
Lesson 4.3 Common Tasks
Adjusting Page Properties Report Tools - Page
Setup
98
Lesson 4.3 Common Tasks
Adding Headers and Footers Report Header/Footer
command in Report Tools - Arrange ribbon
99
Lesson 4.3 Common Tasks
Adding Page Numbers Text box with a formula in
the Control Source property
"Page " Page " of " Pages
100
Lesson 4.3 Common Tasks
Using the Label Wizard Labels command Create
ribbon
101
SECTION 5 Working w/Queries

• In this section you will learn how to
• Create a query by hand
• Create a query with the help of the Query Wizard
• Sort and Filter query results
• Query multiple tables at one time
• Use the Expression Builder to create complex
  search criteria
• Create a Parameter query Create a table based on
  the results of a query
• Append, Delete, and Update data using Action
  Queries

102
Lesson 5.1 Basic Queries
Queries are really the second most important
objects in a database (next to tables) because
they have the ability to find information for
you.
103
Lesson 5.1 Basic Queries
Review of Queries A query is a question that is
asked of the data in a database.
104
Lesson 5.1 Basic Queries
Creating a Query Query Wizard Create ribbon
105
Lesson 5.1 Basic Queries
Sorting a Query Sort Filter section of the Home
ribbon Header menu
106
Lesson 5.1 Basic Queries
Filtering a Query Sort Filter section of the
Home ribbon
107
Lesson 5.1 Basic Queries
Hiding Fields Right-click the column name and
click Hide Columns
108
Lesson 5.1 Basic Queries
Using AND OR Operators Both conditions of AND
must be satisfied in order to produce a true
result. The OR operation is true as long as one
condition is true.
109
Lesson 5.1 Basic Queries
Using IIF Functions Offers alternate action if
neither condition is met
110
Lesson 5.2 Multiple Table Queries
Database programs or third-party middleware are
used to not only query multiple tables of data,
but multiple databases as well.
111
Lesson 5.2 Multiple Table Queries
Creating a Multiple Table Query Use the Query
wizard
112
Lesson 5.2 Multiple Table Queries
Creating a Calculated Field Add a column with an
expression
113
Lesson 5.2 Multiple Table Queries
Using the Expression Builder Right-click in
field, click Build
114
Lesson 5.2 Multiple Table Queries
Using Queries to Summarize No Summary Query
command build based on data needed
115
Lesson 5.3 Advanced Queries
Action queries do more than simply retrieve
records they also perform some action on the
database that modifies the data.
116
Lesson 5.3 Advanced Queries
Creating a Parameter Query Lets you add specific
search criteria every time you run a query
117
Lesson 5.3 Advanced Queries
Using Parameter Queries Run query, enter criteria
118
Lesson 5.3 Advanced Queries
Creating Crosstab Queries Query Wizard command
Crosstab Query Wizard
119
Lesson 5.3 Advanced Queries
Using Crosstab Queries Double-click in
Navigation Pane
120
Lesson 5.3 Advanced Queries
Using Make-Table Queries Make-Table command on
Query Tools - Design ribbon
121
Lesson 5.4 Management (Action) Queries
These queries actively seek out and modify data
instead of merely searching for it.
122
Lesson 5.4 Management (Action) Queries
Append Queries Append command in the Query Type
section of the Query Tools - Design ribbon
123
Lesson 5.4 Management (Action) Queries
Delete Queries Replace Sort with Delete command
124
Lesson 5.4 Management (Action) Queries
Update Queries Update command in the Query Type
section of the Query Tools - Design ribbon
125
Lesson 5.4 Management (Action) Queries
Exporting Queries Right-click Query, click Export