ACG 4401

Access 2007

Tables Part I

Datasheet vs. Design View

Creating the Database

Start Access Getting Started Page Appears

Choose Blank Database Type in filename

Extension will be .accdb Choose your folder

Click Crate Button

Backing up the Database

Office Button Manage

Back Up Database

What the database file contains?

Tables New database starts with one (blank)

Forms Reports Queries Macros Modules

Creating Tables

Datasheet View Fast and Easy

Similar in Appearance to Excel Columns become fields

Drawbacks Data types are “guessed” by Access

Design View Full Control over each field in your table Full control over Data Types Full control over other Field Properties

Datasheet – Creating Table

Select your table (or create a new one) Enter data in each column Use a different column for each field Add Column Names

These will be the names of your fields in your table

Double-click the column heading and edit Save your table

Multiple Datasheets

Each table will appear as a Tab (Access 2007)

Each table will appear as a separate Window (Access 2003 or earlier)

Design View

Complete Control over the structure of your Tables Fields/Attributes

Data Types Other Data Properties

Used to: Add Fields

End of Table Move to last row of field list

Between Fields Move to the row below where you want the new field

Right-click, Choose Insert Rows Rearrange Fields

Just drag and drop Delete Fields

Fields Descriptions

Description will appear in the Status Bar Control: Provide prompting/feedback to

users

For Each Field

Enter Field Name Enter Data Type Enter Description (optional) Enter/Change Data Type Properties

What are the Data Types

Text Memo Number Currency Date/Time Yes/No Hyperlink Attachment AutoNumber OLE Object

Text

Any Character accepted Limited to 255 characters

~ 1 paragraph Properties:

Text Length For most fields use 50 If you know exact length (e.g. SS#) use the

exact length (e.g. 9)

Memo

Used to store a large amount of Unformatted text 65k worth of data ~ 1 average book chapter

To Edit large blocks of text (or anything) Shift-F2

Number Field Size depends on Number Type

Byte 0-255 No decimals

Integer -32,768 – 32,768 No decimals

Long Integer (Access Default) -2,147,483,648 – 2,147,483,648 No decimals

Single (Best choice for decimals) +/- up to 38 zeroes Decimals to 7 places

Double +/- up to 308 zeroes Decimals to 15 places

Decimal +/- up to 28 zeroes Decimals to 28 places

Currency

Most Efficient for Financial Calculations

Date/Time

Access stores the Date and Time Choose how it’s Displayed in the

Format Field

Yes/No

Any field that can be one of two states Yes/No On/Off True/False Male/Female

Hyperlink

URL File Address Email Address

Attachment

Access Stores the file inside the database Pictures Music Files Word Files Excel Files

AutoNumber

Remember Primary Keys Access automatically creates this field type

when you crate a new Table Unless: Create>>Tables>>Table Design

Default is sequential numbering Two Options

Random # Replication ID

Guaranteed to be unique Useful if database is distributed but will later be

merged

Access 2007

Tables Part II

Data Input Controls

Input Control

From Design Format the Datasheet

Home>Font Gridlines Every other Row Color Fonts Text Color Background

Data Entry Controls

Preventing Blank Fields Required Property Allowed Zero Length

Preventing Duplicate Values Default Values Input Masks Validation Rules Lookups

Preventing Blank Fields

For any required field Change Required Property to “Yes”

But Access considers “ “ to be data Change Allow Zero Length Property to

“No” This also works for number field types if you

want do not want to accept “0” as a number

Preventing Duplicate Values

Indexed Property Sorts a field in your table

Improves Performance when searching/querying

Three Options No (Default) Yes [Allow Duplicates] Yes [No Duplicates]

Default Values

Eliminates Need for User Input Use Default Value Property

Same data is usually entered For Example, Orlando for city

Dynamic default values Access inputs the data but it changes based on

condition Date() Today's date is entered

Text default values must be enclosed in “”

Input Masks

Enforce data value pattern Phone Number

(407) 823-5739 (999) 000-0000

Social Security Number 111-23-7456

999-99-9999

Inventory Item Number MB678-Z123

>LL999->L999

Input Mask

Open table in Design View Select field that will have pattern Choose Input Mask Property Click on the small ellipse ... Choose from the Access provided Masks or Create

your Own Choose how to store the Data

Store only the data 4078235739

Store the data and extra characters (407) 823-5739

Creating Your Own Mask

Placeholders Where should the user input data, and what type

of data is allowed Special Characters

How to treat data that is entered in the mask Literals

Formatting for the mask () in phone number, - for SS #

Placeholder CharactersCharacter Description

0 A required digit

9 An optional digit

# An optional digit or + or -

L A required letter

? An optional letter

A A required letter or digit

a An optional letter or digit

& A required character of any type

C An optional character of any type

Special Characters

Character Description

! Mask is filled left to right

< Converts all characters that follow to lowercase

> Converts all characters that follow to uppercase

Password Any character typed in is replaces on screen with a *

Field Validation Rules

Restrict data allowed If data matches rule it can be entered If data does not match rule Access keeps it out

Applying Validation Rule Open table in Design View Select field Go to Validate Rule Property

Type Expression

Type Error Message in Validation Text Property

Writing Expressions Validating Numbers

<, >, <>, <=, >=, =, Between Validating Dates

Dates must be entered between ## #05/23/2008#

<, >, <=, >= Date Functions

Date () Today’s date, one second after midnight Now(0 Today’s date and current time

<, > Validating Text

Starts with Ends with Contains

Like Operator and * wildcard or ? Single character Combining Validation Conditions

And Or

Validating Text Examples

Start of text Like “ACG*”

End of text Like “*4401”

Contains text anywhere Like “*A*B*”

Contains text specific place Like “????7Y2”

if 1st 4 characters are text Like “####7Y2”

if 1st 4 characters are numbers Restrict character to certain letters or symbols

Like “[AE]*” Must begin with A or E

Like “[ABCD]*” or Like “[A-D]*” Must begin with A, or B, or C, or D

Table Validation Rules

Allows comparison of multiple fields from a table For example:

Ship Date can NOT be before Order date Validation Rule = Order Date < Ship Date

To create table validation rule Open table in Design View

Table Tools > Design > Show/Hide > Property Sheet Set Validation Rule Set Validation Text

field names must appear between [] [DateOrdered] < [DateShipped] or [DateOrdered] <= [DateShipped]

Lookups

Helps to standardize data Enter a value by choosing from a list Two Types

List has fixed set values List comes from another table

Fixed Lookup Lists

Open Table in Design View Go to field which will have lookup Change Data type to Lookup Wizard Choose “I will type in the values that I

need” Enter the values Choose if lookup can store multiple

values

Lookup List Property

Disable user ability to add to or override list Set the Limit to List property = “Yes”

Allow list modification Set the Limit to List property = “No”

Access 2007

Tables Part III

Linking Tables

Defining a Relationship Each relationship links two tables

Primary Key from one table Foreign key from another table

Primary key value from 1st table Choose:

Database Tools > Show/Hide > Relationships Add tables that participate in relationship Drag the field from one table (the one side) to the related field in

the other table (the many side) Edit relationship

Set Enforce Referential Integrity Prevents Insert, Deletion or Update anomalies

Cascade Deletes You don’t want to do this, but...

It deletes every record in all related tables Cascade Updates

Any changes made in a link field (the one side) are automatically made in the linked field (the many side)

Lookups with Related Tables

2nd Lookup Option Data values come from related table You must remove any defined relationship before doing the

lookup Same steps as Lookup described earlier

Choose “I want the lookup column to look up values in a table or query”

Choose the table Choose the field for the lookup Choose a field that describes the lookup field Choose a field to sort Choose “Hide Key Column” Name the lookup Finish

Access 2007

Queries

Types of Queries

Select Display data that matches criteria

Action Queries Append data Delete data Update data

Matches criteria

All Queries are Objects stored in the database

Steps to Create Select Query

Create > Other > Query Design Select table(s) Select fields you want displayed

Double click or Drag Choosing * field will select all fields

Arrange fields from left to right Best done by selecting in order you want But you can drag fields around to re-arrange

To Hide a Column Uncheck the Show checkbox

Choose a field to sort by Create your Criteria Run Your Query Save the Query

Join Queries

Combine two related tables Primary key Foreign key

Just add two (or more) tables to your Query Design

Create Relationship If relationship doesn’t already exist

Everything else is the same.

Inner Joins vs Outer Joins

Inner Joins Only shows linked records

Each Inventory item related to a Vendor Each Sales order related to a Customer

Outer Joins Show linked records AND Other records from one of the two linked tables

All Sales order that match a criteria based on Customer AND remaining Customers not linked to a Sales Order

Creating Outer Joins

Right Click Join line in Query Choose:

Only choose rows where joined fields from both tables are equal (inner join)

Include All records from “xxxxx” table and only those records from “yyyyy” table where joined fields are equal (outer join)

Include All records from “yyyy” table and only those records from “xxxx” table where joined fields are equal (outer join)

Creating a Calculated Field

Two Parts: Calculated field name: Expression

Using field names for the table(s) Enclose in [] and

[TableName.FieldName] [Customer.FirstName]

Math Expressions

+ - * / ^ - Exponentiation 22

\ - Integer Division 5/2 = 2 Mod – Modulas 5/2 = 1 (the remainder)

Writing Expressions

Long Expression? Shift-F2

Expressions with Text

& Joins or concatenates fields together Fullname: [FirstName] & “ “& [LastName]

Query Functions

Function Name() Inside () put in parameters (if any) that

are needed Expression Builder

Right Click empty field box in Query Design

Build Add/Edit the experssion

Formatting Expressions

Format(Number, format) Currency Fixed Standard Percent Scientific Yes/No

No if number is 0 Yes if number is anything else

Math Functions

Sqr() Square root

Sqr(9) Abs()

Absolute Value Round()

Round(number, # of decimal places) Val()

Converts text field number to number for a calculation

Text Functions

Ucase(text) Capitlizes text

LCase(text) Changes text to lowercase

Left(text,Number) Starting from left, get’s number of characters

Right(text, Number) Starting from end, gets number of characters

Mid(text, startnumber, endnumber) Trim(text)

Removes blank spaces from either side Len(text)

Counts number of characters

Date Functions

Date() Now() DatePart(partofmonth,

date) yyyy – 4 digit year q – Quarter 1 to 4 m – month, 1-12 y – Day of year, 1-365 d – Day , 1-31 w – Day of week, 1-7 ww – Week of the year, 1-

52 h – hour, 1-24 n – Minute, 1-60 S – Second, 1-60

DatePart(“m”, [DatePlaced]=DatePart(“m”, Date()) And DatePart(“yyyy”, [DatePlaced]=DatePart(“yyyy, Date())

The order was placed in the same month and year as today's month and year

Other Date Functions

DateSerial() DateAdd() DateDiff() MonthName() WeekdayName() Format()

Blank Values

Finding blank values Is Null

Nz() Two Parameters

Value (usually a field from your query) What to replace that field with if its Null

0 is the default so you can leave this parameter out

OrderItemCost: Nz([Quanity]) * Nz([Price])

Summarizing Data

Count Sum Average Maximum Minimum First Last Group By

1. Create Query

2. Add table(s)

3. Add fields

4. Query Tools|Design > Show/Hide > Totals

5. Total row appears in Query Design form

Total Query Quirks

Each field in the design must be: Used in a Summary Calculation Used for Grouping (Sorting) Used for Filtering

Query Parameters

Flexible Queries User Supplied Criteria Steps

1. Create Query2. QueryTools | Design > Show/Hide >

Parameters3. Choose name and data type for parameter

1. Data type should match the field data type that you are using the parameter for

4. OK5. Run The Query

Access 2007

Forms

Why Use Forms

Ease of Use Reviewing Editing Data Entry

Input Process Control

A Simple Form

Two Types Stacked

Each Field is listed top to bottom One Record per screen (default)

Tabular Each Field name becomes a Column Record’s listed in rows Similar to DataSheet

Create a Simple Form

Select Table Create > Forms > Form Changes to the Form:

Arrange field placement (dragging) Adjust column widths Edit field header text Adjust formatting

Fonts, Colors, etc.

Different Form Views

Form View Where you Review, Add, Edit data

Layout View See what your form looks like with Live

data Design View

Total control over the form No Live Data

The Layout

Container for various controls on the Form: Widen one field all others are widened Move the layout all fields are moved Rearrange a field in the layout, consistent

spacing is maintained Create > Forms > Form

Creates One Layout container You might want more to aid in form design

Using Multiple Layouts

Open form in Design View Resize for to eliminate all Blank Spaces

Open Property Sheet for Form Choose Form Format Tab Default View Continuous

To do this from the beginning Create > Forms > Multiple Items

Split Forms

Two Views of Data Datasheet Form Layout

Create > Forms > Split Form

Split Form Properties

Orientation Top, Bottom, Left, Right

Size Controls size of datasheet

Datasheet Read Only

Prevents editing to data in the datasheet

Other Form Properties

Source Where does the data come from

Table or Query Allow Edits

No Can’t change anything, but can copy

Allow Deletions No, Can’t Delete

Allow Additions No, Can’t add new records

Data Entry Yes, the form can only be used to enter data Form opens blank, no data

Access 2007

Advanced Forms

Using Design View

Design View

No Layout Access Created Container for Fields

More Control Types More Responsibility To crate a form in Design View:

Crate – > Forms -> Form Design

Control Types

Label Fixed Text, anywhere

Text Box Displays value of field Combines with Label

Check Box Checked for Yes Unchecked for No

Toggle Button Depressed for Yes Not-pressed for No

Line and Rectangle Use to separate sections on

the form

Combo Box Displays list from drop-down

box User Supplied Table or Query Automatically uses for:

Lookup fields Linked tables

List Box Displays entire list on form

Tab Control Create Tabbed pages on a

form Subform

A form inside a form Usually linked records from

related table

Adding Controls to your Form

1. Design Tools|Design > Control2. Select control you want (click it)3. Move control to position on form (release

mouse)4. Complete Control Wizard (if any)5. View Property sheet for Control6. Modify property settings7. Change name of control8. Format control (optional)

Bound vs. Unbound

Bound Control Displays value from a field Changes field value Adds new data to a field

Unbound Not linked to any field in the table/query

Control Steps

1. Create a Control

2. Move a Control

3. Resize a Control

4. Modify a Control

5. Delete a Control

Changing multiple controls

Select group of controls Selection Box Align to Left, Right, Top, or Bottom edges

Sizing To Widest, To Narrowest, To Tallest, To Shortest

Spacing Design Tools | Arrange > Position

Make Vertical Spacing Equal Make Horizontal Spacing Equal Increase Vertical/Horizontal Spacing Decrease Vertical/Horizontal Spacing

Form Sections

Detail Most data fields from table/query

Header/Footer Title Summary Information To create

Right click on Form Choose Page Header/Footer

Tab Order

Tab Key Moves cursor to

next field on form Net field may NOT

be next closest If you moved fields

around

Fields controls are numbered In order of creation

To Control Tab Order Right-click on form Choose Tab Order Choose Details

Section Auto Order

Access sets order

Drag control to corrected order

Tab Control Properties

Tab Stop (No) cursor never goes to control;

Auto Tab (only used with Input Mask) once field is complete Tab automatically

moves to next control Tab Index

change the index number of the control

Locked Vs. Enabled Controls

Locked “Yes”, Can’t edit the field You can copy the field contents

Enabled “No”, dims control No interaction, Can’t edit & Can’t Copy

Performing Calculations

Text Box Control Unbounded In Property Sheet, go to Data tab

Add Expression in Control Source

Using the Tab Control

If you have a lot of data to display Not usually to add new data

Tabs allow you to utilize limited space And organize related data

Navigation Form using Lists

Make sure Control Wizard is on Choose List box or Combo Box

Combo Box saves screen space Place control on the form Wizard appears:

Find a Record on my Form Choose field to use for Lookup Make sure Hide Key column is checked Enter Text Caption Finish

The Subform Control

Form with a form Usually the Many part of a 1:M

relationship 1: part is created as a form with controls

used to create a well designed form :M part typically uses data sheet view

But can use a designed form as well Usually would change property to continuous

display

Creating SubForm

Form Design Tools | Design > Controls Adding manually

Source Object Table or Query

Displays as Datasheet Designed Form

Displays customized form Link Master Field

Field in the form that links to related records in the sub-form

Link Child Field Field in sub-form linked to related record(s) in the

main-form

Command Buttons

User Triggered Actions Open a Form Run a Query Run a Report

Types of Actions Record Navigation Record Operations Form Operations Report Operations Application Miscellaneous

You can use these controls to create a menu system More about this later.....

Access 2007

Using Forms to Build a Menu

SwitchBoard

A special Form with Command Buttons One Page is Default Can have unlimited Pages

Menu Sub-Menu

Creating SwitchBoard

1. Database Tools > Database Tools > SwitchBoard Manager

2. Choose Yes to Create one3. Or Click Edit if one Exists4. New, to create new Menu5. Write Menu Text and Choose

Command option6. Close

SwitchBoard Options

Go to Switchboard Used to navigate to/from menu and sub-

menu pages Open Form in Add Mode Open Form in Edit Mode Open Report (in Print Preview mode) Exit Application Run Macro or Run Code

Starting Access with Switchboard

1. Choose Office Button > Access Options

2. Click Current Database3. Applications Options > Display Form

box1. Choose Switchboard Form

4. Optionally, clear checkbox for navigation pane

Ensure your Switchboard appears on Top of open windows

Open Switchboard in Design View Go to form properties Other Tab Pop up to “Yes”

Access 2007

Creating Reports

Create a Simple Report

1. First select your Table or Query

2. Create > Reports > Report

3. Resize columns if needed

4. Rearrange columns if needed

5. Change Formatting

6. Save Report

Report Views

Report View Layout View Design View Print Preview View

Formatting Reports

AutoFormat Entire Report

Report Layout Tools | Formatting > AutoFormat > AutoFormat list

Format Columns and Headers Select what you want to format Choose Font section in Ribbon

Alternate Row Formatting Click to the left of any row Font > Alternate Fill button

Select color

Conditional Formatting

Define a condition and if its True Access applies formatting to the ‘true’ values

To do: Select a Value in the column you want to apply

conditional formatting Report Layout Tools | Formatting > Font > Conditional Set the conditions

Evaluate data from field, “Field Value Is” Use data in calculation, “Expression Is”

Set the Formatting Add 2nd or 3rd Conditions Click OK

Access 2007

Designing Advanced Reports

Report Sections

Report Header Appears once at beginning of the report

Page Header Appears before detail at the stat of each new page

Detail Repeats for each record that appears in your report

Page Footer Appears after detail at the end of each new page

Report Footer Appears once at the end of the report

Report Controls

Label Text Box Image Rectangle Page Break

Creating a Mailing Label Report

Use Label Wizard Select table/Query to use Create > Reports > Labels Follow Wizard

Report Grouping

Why create a Report vs. a Form? Grouping! Arrange data in small sorted groups

You can Create Total Queries or Reports with Groups

Creating Reports with Groups

1. Create a Report

2. Switch to Layout or Design View

3. Choose a field to sort the form by Right Clicking the Field

4. Choose the field to group by Right Clicking

Group, Sort, Total

Extra sorting within a group Summary calculations for group Force page breaks for each group Report Design Tools | Design >

Grouping & Totals > Group & Sort or Report Layout Tools | Formatting >

Grouping & Totals > Group & Sort

Sort by

Chooses the field to sort report by

Group on

Choose a Field to Group by By Entire Value

Creates a group for each unique value in the field

Group a Range of Values Creates a group for values in a field that is

within a range Use for Numbers and/or Dates fields

With...

Subtotals most common Title

Creates a header/footer for each group section

Keep group Together on a page

Multiple Groups

Just click on the next field you want to group by....