CHAPTER 1: CREATING A DATABASE TABLE
- WITH
ACCESS, YOU CAN ORGANIZE, STORE, MAINTAIN, RETRIEVE, SORT, AND PRINT ALL
TYPES OF BUSINESS DATA.
- ORGANIZING DATA IN A DATABASE TABLE THE FIRST STEP IN ORGANIZING DATA IS TO DETERMINE
THE FIELDS. A FIELD IS ONE PIECE OF INFORMATION ABOUT A PERSON, A PLACE OR AN ITEM. ALL FIELDS FOR ONE UNIT ARE CONSIDERED
A RECORD. DETERMINE FIELDS FOR INFORMATION TO BE INCLUDED BASED ON HOW YOU
PLAN TO USE THE DATA. BE SURE TO CONSIDER NOT ONLY CURRENT NEEDS FOR THE
DATA, BUT ALSO ANY FUTURE NEEDS.
- NAMING FIELDS EACH
FIELD MUST CONTAIN A UNIQUE NAME. USE A NAME THAT DESCRIBES THE CONTENTS.
IT MAY BE UP TO 64 CHARACTERS, CAN CONTAIN LETTERS, NUMBERS, SPACES AND
SYMBOLS.
- ASSIGNING DATA TYPE TO FIELDS THE DATA TYPE SPECIFIES THE TYPE OF DATA YOU CAN ENTER IN A
FIELD. THE TYPES OF FIELDS ARE (1) TEXT TEXT SUCH AS NAMES AND
NUMBERS THAT DO NOT REQUIRE CALCULATIONS (SOCIAL SECURITY NUMBERS,
ADDRESSES, ZIPS). A MAXIMUM OF 255 CHARACTERS CAN BE STORED. (2) MEMO
USED WHEN MORE THAN 255 CHARACTERS ARE NEEDED. (UP TO 64,000
CHARACTERS). (3) NUMBER POSITIVE OR NEGATIVE NUMBERS FOR
MATHEMATICAL CALCULATIONS, EXCEPT CALCULATIONS THAT INCLUDE MONEY OR
REQUIRE A HIGH DEGREE OF ACCURACY. THERE IS A 15 DIGIT MAXIMUM. (4)
CURRENCY ASSIGN TO A FIELD WHERE YOU DO NOT WANT CALCULATIONS
ROUNDED OFF DURING A CALCULATION. THERE IS A 15 DIGIT MAXIMUM. (5)
DATE/TIME FOR DATE OR TIME (8 DIGITS). (6) AUTONUMBER USED
TO AUTOMATICALLY ENTER A NUMBER WHEN A RECORD IS ADDED. (7) YES/NO
FOR DATA LIMITED TO YES/NO, TRUE/FALSE, OR ON/OFF. DURING THE PROCESS OR
CREATING A DATABASE TABLE, FIELD SIZES ARE ASSIGNED.
- CREATING A DATABASE TABLE
AFTER THE FIELDS, FIELD NAMES, AND DATA TYPES HAVE BEEN DETERMINED, YOU
ARE READY TO CREATE THE DATABASE TABLE. *OPEN ACCESS, CLICK ON BLANK
DATABASE, CHANGE TO DESIRED DRIVE, GIVE THE DATABASE A NAME OK. AT THE
DATABASE DIALOG BOX, MAKE SURE THE TABLES TAB IS SELECTED AND THEN CLICK
ON NEW. AT THE NEW TABLE DIALOG BOX, CLICK DESIGN VIEW IN THE LIST BOX
OK. AT THE TABLE 1: TABLE DIALOG BOX, KEY THE FIRST FIELD NAME PRESS
TAB. IN THE DATA TYPE, CHOOSE THE CORRECT TYPE AND CORRECT SPECIFICATIONS.
HIT TAB AND TYPE IN A DESCRIPTION OF THE FIELD. CONTINUE THIS FOR ALL
FIELDS IN THE DATABASE. WHEN ALL FIELDS HAVE BEEN KEYED, CHOOSE FILE-SAVE.
- ENTERING DATA IN A TABLE
AFTER A DATABASE TABLE HAS BEEN DESIGNED WITH THE NECESSARY FIELDS AND
HAS BEEN CREATED IN ACCESS, THE NEXT STEP IS TO INPUT DATA. ONE METHOD FOR
ENTERING DATA IS TO CHANGE TO THE DATASHEET VIEW. THIS WILL LOOK SIMILAR
TO ROWS IN A TABLE IN WORD OR EXCEL. OPEN THE DATABASE BY CHOOSING
FILE-OPEN. CLICK ON THE DESIRED DATABASE. WHEN A DATABASE IS OPENED, IT IS
AUTOMATICALLY DISPLAYED IN THE DATASHEET VIEW. KEY THE DATA IN EACH FIELD,
PRESS TAB TO MOVE TO THE NEXT FIELD. THE DESCRIPTION YOU KEYED FOR EACH
FIELD WHEN CREATING THE DATABASE IS DISPLAYED AT THE LEFT OF THE STATUS
BAR. WHEN ALL RECORDS HAVE BEEN KEYED, SAVE THE TABLE AGAIN.
- PRINTING A DATABASE TABLE
IF YOU CLICK ON THE PRINT BUTTON OR CHOOSE FILE-PRINT-OK, THE DATABASE
MAY NOT PRINT COMPLETELY AND MAY BE PUT IN A DIFFERENT ORDER. CHANGING
PAGE SETUP CHOOSE FILE-PAGE SETUP. AT THE MARGINS TABS, THE DEFAULT
MARGINS ARE 1". YOU CAN CONTROL THE PRINTING OF THE HEADINGS. AT THE
PAGE TAB, YOU CAN CHANGE THE ORIENTATION AND/OR PAPER SIZE.
- CHANGING FIELD WIDTH
YOU CAN CHANGE THE WIDTH OF THE FIELDS SO THAT ALL OF THE CONTENTS PRINT
BY DOUBLE-CLICKING ON THE MARKERS BETWEEN THE HEADINGS. THIS WILL CAUSE
THE LONGEST ENTRY TO FIT. WHEN THIS PRINTS, ALL OF THE CONTENTS WILL
APPEAR COMPLETELY.
- MAINTAINING A DATABASE
ONCE A DATABASE TABLE HAS BEEN CREATED, MORE THAN LIKELY IT WILL REQUIRE
MAINTENANCE. OPEN THE DATABASE IN QUESTION. HAVE IT IN THE DATASHEET VIEW.
TO DELETE A RECORD, HAVE THE INSERTION POINT IN THE ROW OF THE RECORD TO
DELETE AND CLICK ON THE DELETE RECORD BUTTON. TO CREATE A NEW RECORD,
CLICK ON THE NEW RECORD BUTTON AND TYPE IN INFORMATION. WHEN DONE, SAVE
THE DATABASE TABLE AGAIN.
- MODIFYING A TABLE AT
THE DESIGN VIEW, YOU CAN MODIFY THE STRUCTURE OF A DATABASE TABLE. CLICK
ON THE VIEW PULL DOWN MENU AND CHOOSE DESIGN VIEW. ADDING A FIELD
A ROW FOR A NEW FIELD CAN BE ADDED BY CLICKING ON INSERT ROW BUTTON ON
TOOLBAR. THE NEW ROW WILL BE ADDED IMMEDIATELY ABOVE THE ROW WITH THE
INSERTION POINT. DELETING A FIELD HAVE INSERTION POINT IN THE
FIELD ROW, CLICK ON DELETE ROW BUTTON. MOVING A FIELD IN THE
DATASHEET VIEW, FIELDS CAN BE MOVED TO DIFFERENT LOCATIONS. SELECT THE ROW
TO MOVE (ON GRAY BUTTON AT LEFT CLICK). DRAG TO NEW LOCATION.
- SORTING RECORDS THE
TABLE DATASHEET TOOLBAR CONTAINS 2 BUTTONS FOR SORTING. POSITION THE INSERTION POINT IN THE FIELD TO SORT AND CLICK ON DESIRED SORT
BUTTON.
- USING INPUT WIZARD USED TO SET UP CONTROLS FOR HOW DATA IS
INPUT. IT RESTRICTS THE INPUT TO
MATCH A SPECIFIC FORMAT (SS#, PHONE #, DATES, etc.)
- USING LOOKUP WIZARD LIKE THE INPUT MASK WIZARD, YOU CAN USE THE
LOOKUP WIZARD TO CONTROL WHAT DATA CAN BE PUT IN A FIELD (A DROP DOWN
LIST).
CHAPTER 2: CREATING RELATIONSHIPS
BETWEEN DATABASE TABLES
- ACCESS
IS CONSIDERED A RELATIONAL DATABASE PROGRAM BECAUSE YOU CAN CREATE TABLES
THAT HAVE A RELATION OR CONNECTION TO EACH OTHER WITHIN THE SAME DATABASE
FILE. DATABASE TABLES IN A DATABASE FILE CAN BE CONNECTED THROUGH A COMMON
FIELD THAT APPEARS IN ALL TABLES.
- CREATING A PRIMARY FIELD
IN A DATABASE TABLE, THERE MUST BE A LEAST ONE FIELD THAT IS UNIQUE SO
THAT ONE RECORD CAN BE DISTINGUISHED FROM ANOTHER. A FIELD (OR SEVERAL
FIELDS) WITH A UNIQUE VALUE IS CONSIDERED A PRIMARY KEY. WHEN A PRIMARY
KEY IS DEFINED, ACCESS WILL NOT ALLOW DUPLICATE VALUES IN THE PRIMARY
FIELD. IN A PRIMARY FIELD, ACCESS EXPECTS A VALUE. THIS IS REFERRED TO AS
ENTITY INTEGRITY. IF A VALUE IS NOT ENTERED, ACCESS WILL ENTER A NULL
VALUE BUT YOU WONT BE ABLE TO CLOSE THE DATABASE. TO DEFINE A FIELD AS A
PRIMARY KEY, OPEN THE DATABASE TABLE AND THEN CHANGE TO THE DESIGN VIEW.
SELECT THE ROW CONTAINING THE FIELD FOR THE PRIMARY KEY,
CLICK THE PRIMARY KEY BUTTON ON THE TABLE DESIGN TOOLBAR. AN IMAGE OF A
KEY IS PLACED AT THE LEFT.
- CREATING A FOREIGN KEY
A PRIMARY KEY FIELD IN ONE TABLE WITHIN A DATABASE FILE CAN BE INCLUDED AS
A FIELD IN ANOTHER TABLE WITHIN THE SAME DATABASE FILE. WHEN A PRIMARY KEY
FIELD IS INCLUDED IN ANOTHER DATABASE TABLE, IT IS REFERRED TO AS A FOREIGN
KEY. THE PRIMARY KEY FIELD AND THE FOREIGN KEY FIELD FORM A RELATIONSHIP
BETWEEN THE TWO TABLES. A PRIMARY KEY FIELD MUST CONTAIN UNIQUE DATA WHILE
A FOREIGN KEY FIELD CAN CONTAIN DUPLICATE DATA.
- CREATING A DATABASE FILE WITH RELATED TABLES IN ACCESS, YOU CAN DIVIDE DATA INTO LOGICAL
GROUPINGS WITHIN DATABASE TABLES. A DATABASE DIVIDED INTO SEVERAL DATABASE
TABLES IS MORE EFFICIENT AND EASIER TO MANAGE THAN ONE LARGE DATABASE.
WHEN ORGANIZING DATABASE TABLES IN A DATABASE FILE, TRY TO MINIMIZE THE AMOUNT
OF DUPLICATE INFORMATION. IN ACCESS, ONE DATABASE TABLE CAN BE RELATED TO
ANOTHER, GENERALLY REFERRED TO AS A JOIN. WHEN DATABASE THAT HAVE A COMMON FIELD ARE JOINED, DATA CAN BE EXTRACTED
FROM BOTH TABLES AS IF THEY WERE ONE LARGE TABLE. ANOTHER REASON FOR
RELATING TABLES IS TO ENSURE THE INTEGRITY OF THE DATA. A ONE-TO-MANY
RELATIONSHIP MEANS THAT ONE RECORD IN A PRIMARY TABLE WILL MATCH ZERO, ONE
OR MANY RECORDS IN A RELATED TABLE. ACCESS FOLLOWS A SET OF RULES REFERRED
TO AS REFERENTIAL INTEGRITY THAT ENFORCES CONSISTENCY BETWEEN RELATED
TABLES. THE REFERENTIAL INTEGRITY RULES ENSURE THAT A RECORD ADDED TO A
RELATED TABLE HAS A MATCHING RECORD IN THE PRIMARY TABLE.
- CREATING A ONE-TO-MANY
RELATIONSHIP A RELATIONSHIP IS SPECIFIED BETWEEN EXISTING TABLES IN
A DATABASE FILE (1) OPEN THE DATABASE FILE CONTAINING THE TABLES TO
BE RELATED. (2) CHOOSE TOOLS-RELATIONSHIPS OR CLICK ON THE
RELATIONSHIPS BUTTON AT THE RIGHT SIDE OF THE DATABASE TOOLBAR. (3) AT
THE SHOW TABLE DIALOG BOX, EACH TABLE THAT WILL BE RELATED MUST BE ADDED
TO THE RELATIONSHIPS WINDOW. TO DO THIS, CLICK THE FIRST TABLE TO BE
INCLUDED, THEN CLICK ADD. DO THIS FOR ALL TABLES
TO BE INCLUDED, THEN CLICK CLOSE. (4) AT
THE RELATIONSHIPS WINDOW, USE THE MOUSE TO DRAG THE COMMON FIELD FROM THE
PRIMARY TABLE (ONE) TO THE RELATED TABLE (MANY). (5) AT THE
RELATIONSHIPS DIALOG BOX, CHECK TO MAKE SURE THE CORRECT FIELD NAME
DISPLAYS ON THE TABLE/QUERY AND RELATED/TABLE QUERY LIST BOXES AND THE
RELATIONSHIP TYPE AT THE BOTTOM OF THE DIALOG BOX DISPLAYS AS
"ONE-TO-MAY". (6) SPECIFY THE RELATIONSHIP OPTIONS BY
CHOOSING ENFORCE REFERENTIAL INTEGRITY AS WELL AS CASCADE UPDATE RELATED
FIELDS AND/OR CASCADE DELETE RELATED RECORDS. (7) CLICK THE CREATE
BUTTON. (8) CLICK THE SAVE BUTTON. (9) CLOSE THE RELATIONSHIPS
WINDOW.
- SPECIFY REFERENTIAL INTEGRITY REFERENTIAL INTEGRITY CAN BE SET UP IF THE FIELD FROM THE
PRIMARY TABLE IS A PRIMARY KEY AND THE RELATED FIELDS HAVE THE SAME DATA
TYPE. WHEN REFERENTIAL INTEGRITY IS ESTABLISHED, A VALUE FOR THE PRIMARY
KEY MUST FIRST BE ENTERED IN THE PRIMARY TABLE BEFORE IT CAN BE ENTERED IN
THE RELATED TABLE.
- EDITING AND DELETING A RELATIONSHIP CHANGES CAN BE MADE TO A RELATIONSHIP THAT HAS
BEEN ESTABLISHED BETWEEN DATABASE TABLES. THE RELATIONSHIP CAN ALSO BE
DELETED. TO EDIT A RELATIONSHIP, OPEN THE DATABASE FILE, CLICK ON THE
RELATIONSHIPS BUTTON. THIS DISPLAYS THE RELATIONSHIPS WINDOW WITH THE
RELATED DATABASE TABLES DISPLAYED IN BOXES. POSITION THE ARROW POINTER ON
THE THIN PORTION OF ONE OF THE BLACK LINES THAT CONNECTS THE RELATED
TABLES AND THEN CLICK THE RIGHT MOUSE BUTTON. YOU CAN CHOOSE EDIT OR
DELETE THE RELATIONSHIP.
- DISPLAYING RELATED RECORDS IN A SUBDATASHEET WHEN TABLES ARE
RELATED YOU CAN VIEW AND EDIT FIELDS IN RELATED TABLES WITH A SUBDATASHEET.
TO DISPLAY THE SHEET, CLICK ON THE PLUS SYMBOL (+) NEXT TO THE
RECORD THAT IS THE ONE IN THE ONE TO MANY
RELATIONSHIP. TO REMOVE, CLICK THE
MINUS (-) SYMBOL.
CHAPTER 3: CREATING
A DATABASE TABLE USING THE TABLE WIZARD
- ACCESS
HAS A WIZARD THAT CAN HELP DESIGN AN ENTIRE DATABASE AS WELL AS A DATABASE
TABLE.
- AT
THE TABLES TAB, DOUBLE CLICK THE CREATE TABLE BY USING WIZARD CHOOSE FROM
SAMPLE TABLES, CHOOSE AND/OR CREATE FIELDS, DETERMINE PRIMARY KEY, CHOOSE
ENTER DATA DIRECTLY.
- FIND AND REPLACE JUST LIKE OTHER PROGRAMS IN OFFICE.
- CONDUCTING A SPELL CHECK JUST LIKE OTHER PROGRAMS IN OFFICE.
CHAPTER
4: PERFORMING QUERIES AND FILTERING
RECORDS
- ONE OF THE PRIMARY USES OF A DATABASE FILE IS TO
EXTRACT SPECIFIC INFORMATION FROM THE DATABASE. A QUERY IS USED TO EXTRACT
SPECIFIC INFORMATION. ACCESS PROVIDES A FILTER BY SELECTION BUTTON AND A FILTER
BY FROM BUTTON WHICH YOU CAN USE TO TEMPORARILY ISOLATE SPECIFIC RECORDS
IN A TABLE. LIKE A QUERY, A FILTER LETS YOU SELECT SPECIFIC FIELD VALUES
FROM A DATABASE TABLE.
- PERFORMING QUERIES EXTRACTING DATA IN ACCESS IS CALLED PERFORMING
A QUERY.
- DESIGNING A QUERY DESIGNING A QUERY CONSISTS OF IDENTIFYING THE
TABLE FROM WHICH YOU ARE GATHERING DATA, THE FIELD OR FIELDS FROM WHICH
THE DATA WILL BE DRAWN, AND THE CRITERIA FOR SELECTING THE DATA.
- ESTABLISHING QUERY CRITERIA (PAGE C-88) A QUERY DOES NOT
REQUIRE THAT SPECIFIC CRITERIA BE ESTABLISHED. IF THE CRITERION IS NOT
SPECIFIC, ACCESS WILL RETURN ALL DATA THAT MEETS THE GENERAL CRITERION.
ACCESS MAKES WRITING A CRITERION FAIRLY SIMPLE BECAUSE IT INSERTS THE
NECESSARY SYMBOLS IN THE CRITERION. ACCESS WILL PUT IN THE NECESSARY
SYMBOLS IN THE CRITERION.
- PERFORMING A QUERY (1)
OPEN THE DESIRED DATABASE FILE (2) CLICK ON THE QUERIES TAB AND
CLICK ON NEW. (3) AT THE SHOW TABLE DIALOG BOX, CLICK ON THE
DESIRED TABLE AND CHOOSE ADD THEN CLICK ON CLOSE. (4) DRAG THE
DESIRED FIELDS INTO THE TABLE LIST BOX. (5) INSERT THE CRITERIA
TEXT IN THE CRITERIA BOX UNDER THE FIELD TO QUERY. (6) CLICK ON THE
RUN (!) BUTTON ON THE QUERY TOOLBAR. (7) USE THE NORMAL PRINTING AND SAVING PROCEDURES.
- PERFORMING A QUERY ON A RELATED DATABASE FILE AT THE SHOW TABLE BOX, JUST ADD THE DESIRED
TABLES THEN MAKE CHOICES FOR FIELDS AND CRITERIA.
- PERFORMING A QUERY WITH THE SIMPLE QUERY WIZARD THE SIMPLE QUERY WIZARD WALKS YOU THROUGH THE
STEPS FOR PREPARING A QUERY. (1) CLICK ON QUERIES TAB. (2) DOUBLE CLICK ON SIMPLE QUERY WIZARD. (3) CHOOSE
THE DESIRED TABLE(S) AND CHOOSE THE DESIRED FIELDS. CLICK ON NEXT. (4)
CHOOSE A DETAIL OR SUMMARY QUERY. (5) IF YOU WANT TO ADD CRITERIA,
CLICK ON MODIFY OR JUST CLICK ON FINISH TO VIEW
ALL RECORDS.
- CREATING A CALCULATED FIELD A CALCULATED CONTROL USES A MATHEMATICAL
EQUATION TO DETERMINE THE CONTENTS THAT ARE DISPLAYED IN THE CONTROL
OBJECT. IN A QUERY, YOU CAN INSERT
A CALCULATED FIELD THAT PERFORMS MATHEMATICAL EQUATIONS. IN THE FIELD BOX, KEY IN THE DESIRED NAME
FOLLOWED BY A COLON (:) [FIELD]
MATHEMATICAL OPERATOR [FIELD]
- FILTERING DATA- YOU CAN PLACE A SET OF RESTRICTIONS, CALLED A FILTER, ON
RECORDS IN A DATABASE TABLE OR FORM TO TEMPORARILY ISOLATE SPECIFIC
RECORDS. A FILTER, LIKE A QUERY, LETS YOU SELECT SPECIFIC FIELD VALUES IN
A DATABASE OR FORM.
- USING FILTER BY SELECTION
WITH THE FILTER BY SELECTION BUTTON ON THE TABLE DATASHEET TOOLBAR, YOU
CAN SELECT SPECIFIC DATA IN A FIELD AND THEN TELL ACCESS TO DISPLAY ONLY
THOSE RECORDS CONTAINING THE SELECTED DATA. THE DATASHEET TOOLBAR CONTAINS
A BUTTON NAMED APPLY FILTER. WHEN A FILTER IS DONE BY SELECTION, THIS
BUTTON CHANGES T REMOVE FILTER. IF YOU WANT TO REMOVE THE FILTER AND
DISPLAY THE ORIGINAL DATA IN THE DATABASE TABLE, CLICK THE REMOVE FILTER
BUTTON. (1) AT THE TABLES TAB, OPEN THE DESIRED TABLE. (2) CLICK
ON A FIELD THAT CONTAINS THE DESIRED RESULT. (3) CLICK ON FILTER BY
SELECTION. (4) THIS WILL SHOW ALL RECORDS THAT HAVE THIS SAME VALUE
IN THAT FIELD. (5) CLICK ON REMOVE FILTER TO DISPLAY ALL THE
RECORDS.
- USING FILTER BY FORM
THE DATASHEET TOOLBAR CONTAINS A FILTER BY FORM BUTTON THAT, WHEN CLICKED,
DISPLAYS THE DATABASE TABLE WITH A BLANK RECORD. YOU SET THE VALUES YOU
WANT FILTERED RECORD TO CONTAIN AT THIS BLANK RECORD. THERE ARE TWO WAYS TO FILTER: LOOK FOR AND OR. LOOK FOR TO MATCH
THE EXACT AND OR WILL ALLOW FOR ANOTHER CRITERIA.
CHAPTER 5: CREATING FORMS
- ACCESS
OFFERS A VARIETY OF OPTIONS FOR PRESENTING DATA ON THE SCREEN FOR EASIER
DATA ENTRY OR FOR PRESENTING DATA IN PRINTED FORM.
- CREATING A FORM AT THE
DATASHEET VIEW, MULTIPLE RECORDS ARE DISPLAYED AT THE SAME TIME. IF THERE
ARE SEVERAL FIELDS WITHIN EACH RECORD, YOU MAY NOT BE ABLE TO VIEW ALL
FIELDS WITHIN A RECORD. IF YOU CREATE A FORM, ALL FIELDS FOR ONE RECORD
ARE DISPLAYED AND VISIBLE AT ONE TIME.
- CREATING A FORM USING AUTOFORM DATA IN A DATABASE TABLE CAN BE VIEWED, ADDED,
OR EDITED IN NUMEROUS VIEWS. THE ADVANTAGE TO A FORM IS THAT THE FUNCTIONS
ARE GENERALLY EASIER TO PERFORM BECAUSE THE DATA IS EASIER TO READ. ACCESS
HAS THE AUTOFORM FUNCTION THAT WILL TAKE AN
EXISTING DATABASE AND PLACE IT INTO A FORM. NAVIGATION BUTTONS WILL APPEAR
AT THE BOTTOM OF THE FORM. A FORM A CAN BE PRINTED IN THE SAME MANNER AS A
DATABASE TABLE. (1) OPEN THE DESIRED DATABASE FILE. (2) CLICK
ONCE ON THE DESIRED TABLE. (3) CLICK ON NEW OBJECT (DOWN POINTING
ARROW ON RIGHT SIDE) ON THE DATABASE TOOLBAR (NEXT TO RELATIONSHIP BUTTON)
AND CLICK ON THE AUTOFORM OPTION. (4) SAVE
THE FORM. YOU CAN GIVE IT A NEW NAME OR USE THE OLD ONE. (5) YOU
CAN DELETE OR ADD RECORDS IN A FORM WITH BUTTONS ON THE FORM TOOLBAR.
- CREATING A FROM WITH THE FORM WIZARD ACCESS OFFERS A FORM WIZARD THAT WILL GUIDE
YOU THROUGH THE CREATION OF A FORM. THE FORM WIZARD OFFERS MORE FORMATTING
CHOICES THAN THE AUTOFORM. (1) OPEN THE
DESIRED DATABASE FILE, MAKE SURE THE FORMS TAB IS SELECTED AND CLICK ON
THE NEW BUTTON. (2) AT THE NEW FORM DIALOG BOX, CLICK ON CHOOSE THE TABLE OR QUERY WHERE THE OBJECTS
DATA COMES FROM AND CLICK THE DESIRED TABLE AND THEN DOUBLE CLICK FORM
WIZARD IN THE LIST BOX. (3) AT THE FIRST DIALOG BOX, SPECIFY THE
FIELDS THAT YOU WANT TO BE INCLUDED IN THE FORM. USE THE GREATER THAN
(>) TO PUT SELECTED FIELD ON REPORT; LESS THAN (<) TO REMOVE IT.
CLICK ON NEXT TO CONTINUE. (4) AT THE SECOND BOX, SPECIFY THE
LAYOUT FOR THE RECORDS (COLUMNAR, TABULAR, DATASHEET, JUSTIFIED). CLICK
NEXT (5) AT THE NEXT BOX, CHOOSE THE DESIGN FOR THE FORM. CLICK
NEXT. (6) AT THE LAST FORM WIZARD BOX, YOU CAN GIVE THE FORM A
TITLE AND ALSO OPEN THE FORM.
- CREATING A FORM WITH RELATED DATABASE TABLES FORMS CAN BE CREATED THAT USE FIELDS FROM MORE
THAN ONE DATABASE TABLE. A FORM CAN BE CREATED WITH FIELDS FROM TABLES
THAT ARE CONNECTED BY A ONE TO MANY RELATIONSHIPS. AT THE FIRST FORM
WIZARD DIALOG BOX, CHOOSE FIELDS FROM THE SELECTED DATABASE TABLE AND THEN
CHOOSE FIELDS FORM A RELATED DATABASE TABLE. (1) OPEN THE DATABASE
FILE AND MAKE SURE THE FORMS TAB IS SELECTED. (2) CLICK ON NEW AND
DOUBLE CLICK ON FORM WIZARD. (3) CHOOSE THE DESIRED TABLE AND PICK
FIELDS. CHOOSE THE RELATED TABLE AND CHOOSE THE DESIRED FIELDS.
- STOP AT C-125
CHAPTER
6: CREATING REPORTS
·
THE PRIMARY
PURPOSE FOR INSERTING DAT INTO A FORM IS TO IMPROVE THE DISPLAY OF THE DATA AND
MAKE DATA ENTRY EASIER. DATA CAN ALSO BE
INSERTED INTO A REPORT.
·
THE PURPOSE OF A
REPORT IS TO CONTROL WHAT DATA APPEARS ON THE PAGE WHEN PRINTED. REPORTS GENERALLY ANSWER SPECIFIC QUESTIONS.
·
YOU CAN USE THE AUTOREPORT (JUST LIKE AUTOFORM)
OR THE REPORT WIZARD.