Access Tutorial Menu Getting Started Customize Access

Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located in the File
menu of older versions of Access. This button allows you to create a new database, open
an existing database, save and save as, print, send, or close.
The Ribbon
The ribbon is the panel at the top portion of the document t has four tabs! "ome,
#reate, $xternal %ata, and %atabase Tools. $ach tab is divided into groups. The groups are
logical collections of features designed to perform function that you will utili&e in developing
or editing your Access database.
#ommonly utili&ed features are displayed on the 'ibbon. To view additional features within
each group, clic( the arrow at the bottom right corner of each group.
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Home! )iews, #lipboard, Fonts, 'ich Text, 'ecords, *ort + Filter, Find
Create! Tables, Forms, 'eports, Other
!ternal "ata! mport, $xport, #ollect %ata, *hare,oint -ists
"atabase Tools! Macro, *how."ide, Analy&e, Move %ata, %atabase Tools
#uic$ Access Toolbar
The %uic$ access toolbar is a customi&able toolbar that contains commands that you may
want to use. /ou can place the 0uic( access toolbar above or below the ribbon. To change
the location of the 0uic( access toolbar, clic( on the error at the end of the toolbar and clic(
Sho& Belo& the Ribbon.
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'a(igation )ane
The 1avigation ,ane displays database ob2ects such as tables, forms, 0ueries, and reports.
Tabbed "ocument *indo& +ie&ing
Tabbed document viewing opens tables, forms, 0ueries and reports in the same window.
#lic( the tabs to switch between windows.
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Access Tutorial Menu Getting Started
Customize access:
Getting Started Customize Access "atabase Terms
Access 3445 offers a wide range of customi&able options that allow you to ma(e Access
wor( the best for you. To access these customi&able options!
#lic( the Office Button
#lic( Access O,tions
)o,ular
These features allow you to personali&e your wor( environment with the use of *creenTips,
the location and file format of the databases, and the username.
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Current "atabase
This feature allows you to set options for the Application, 1avigation, 'ibbon and Toolbars,
Auto#orrect, and Filters.
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"atasheet
This features allows you to personali&e options in the way the datasheet loo(s, including
default colors, gridlines and cell effect, and font.
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Ob-ect "esigners
This feature allows you to customi&e the options for creating and modifying database
ob2ects in Access including Table %esign, 6uery %esign, Forms.'eports, and $rror #hec(ing.
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)roofing
This features allows you to change how Access automatically correct and formats the
contents of the database and how it indicates errors.
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Ad(anced
This feature allows for advanced customi&ation of Access including, $diting, %isplay,
,rinting, and other advanced options.
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Customize
#ustomi&e allows you to add features to the 6uic( Access Toolbar. f there are tools that
you are utili&ing fre0uently, you may want to add these to the 6uic( Access Toolbar.
Getting Started Customize Access
DATABASE TERMS:
Cutomize Access "atabase Terms
Create a 'e& "atabase

Table
A table is a collection of information arranged in rows and columns. nformation about an
item is displayed in a row. #olumns contain the same type of information for each item.
The table has a header row that tells you what data is contained in the columns.
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To view data in a table!
#lic( the arro& to open the navigation pane
%ouble7clic( on the table name to open the table
#uer.
6ueries select records from one or more tables in a database so they can be viewed,
analy&ed, and sorted on a common datasheet. A 0uery can also perform calculations and
display the results. The resulting collection of records, called a d.naset 8short for dynamic
subset9, is saved as a database ob2ect and can therefore be easily used in the future. The
0uery will be updated whenever the original tables are updated. Types of 0ueries are select
queries that extract data from tables based on specified values, find duplicate 0ueries
that display records with duplicate values for one or more of the specified fields, and find
unmatched 0ueries display records from one table that do not have corresponding values
in a second table.
To run a 0uery!
#lic( the arro& to open the navigation pane
%ouble7clic( on the 0uery name
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Recordset
A recordset is a table that displays groups of records from a base table or as a 0uery result.
/orm
A form is a graphical interface that is used to display and edit data. Forms can be
developed from a table or a 0uery. Forms can include calculations, graphics and ob2ects.
To view data using a form!
#lic( the arro& to open the navigation pane
%ouble7clic( on the form name
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Re,ort
A report is an output of data arranged in the order you specify. 'eports can perform
calculations and display the results. 'eports can be used to print data.
To view data using a form!
#lic( the arro& to open the navigation pane
%ouble7clic( on the report name
Customize Access "atabase Terms
CREATING NEW DATA BASE:
"atabase Terms Create a 'e& "atabase Create a Table
/ou can create a new database from scratch or you can create a database from the
database wi&ard.
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'e& "atabase
To create a new database from scratch!
#lic( the Microsoft Office Button
#lic( 1ew
#lic( the 'e& Blan$ "atabase icon
Type in a name for the database
#lic( Create
"atabase Tem,lates
To create a new database from the database templates!
#lic( the Microsoft Office Button
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#lic( 'e&
#hoose the type of database you wish to create
Type in the name for the database
#lic( Create
"atabase Terms Create a 'e& "atabase
CREATING TABLES:
Create a 'e&
"atabase
Create a Table Manage Tables
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Table +ie&s
There are two ways to view a table in Access to add data to the table! "esign +ie& and
"atasheet +ie&.
n "esign +ie& you can view all the fields with the data types and descriptions. The
records of information that has been added to the database is not viewable.
To go to "esign +ie&!
#lic( the down arrow on the +ie& button
#lic( "esign +ie&
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n "atasheet +ie& you can display the records in a table, where one row is one record.
The column headers are the fields you have defined for the database.
To go to "atasheet +ie&!
#lic( the down arrow on the +ie& button
#lic( %atasheet )iew
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Adding 'e& /ields
There are many ways to enter new fields into a database. 1ew fields can be added in the
%atasheet )iew or in the %esign )iew.
There are two ways to add a new field in %atasheet )iew! Add A 1ew Field or the 1ew Field
Button.
To add a 1ew Field within the %atasheet!
#lic( the Add 'e& /ield column
To add a new field by using the 'e& /ield Button
#lic( the "atasheet tab on the 'ibbon
#lic( the 'e& /ield Button
#hoose the type of field you wish to add from the /ield Tem,lates window
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To add a new field in %esign )iew!
#lic( the "esign +ie& button
#lic( on the next available field
Type in the 'ame of the field
"ata T.,es
There are many types a data that a field can be predefined to hold. :hen you create a new
field in a database you should closely match the data type to what will be entered into the
field.
Text Text, number, or a combination up to 3;;
characters
Memo *imilar to the text field, can contain text,
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numbers, or a combination up to 3 <B of
data.
1umber 1umbers up to => bytes of data
%ate.Time %ate and Time information
#urrency #urrency up to ? bytes and precise to @
decimal places
Auto1umber Access creates a uni0ue number for each
new record. This is often the primary (ey
for the table
/es.1o /es and 1o, stored as 7= for yes and 4 for
no
O-$ Ob2ect mages, documents, graphs up to 3 <B
"yperlin( :eb addresses
Attachment Attachments such as images, spreadsheets,
documents, and charts.

diting "ata T.,es in /ields
:hen creating tables, you should define the data types of the tables to most closely match
the type of data that will be entered in the field.
To edit the "ata T.,e in "atasheet +ie&!
#lic( the field you wish to define
#lic( the "atasheet tab on the 'ibbon
#lic( the down arrow next to "ata T.,e
#hoose the type of data that will be entered into the field
To edit the format of the data!
#lic( the field you wish to define
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#lic( the "atasheet tab on the 'ibbon
#lic( the down arrow next to /ormat
To edit the "ata T.,e in the "esign +ie&!
#lic( "esign +ie&
#lic( the field name you wish to define or create a new field
#lic( the "ata T.,e
#hoose the appropriate "ata T.,e
Format the field in the /ield )ro,erties "ialog bo!
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Create a 'e& "atabase Create a Table Manage Tables
MANAGE TABLES:
Create a Table Manage Tables 0e.s
"elete a Table
To delete a table!
Open the desired database by clic(ing the Microsoft Office Button and clic(ing O,en
'ight clic( on a table and choose "elete
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Rename a Table
To rename a table!
Open the desired database by clic(ing the Microsoft Office Button and clic(ing O,en
'ight clic( on a table and choose Rename
Type in the new name
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Add a "escri,tion to a Table
To add a description to a table
Open the desired database by clic(ing the Microsoft Office Button and clic(ing O,en
'ight clic( on a table and choose Table )ro,erties
#lic( the "escri,tion text box
Type in the description

Create a Table Manage Tables
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KEYS:
Manage Tables
0e.s Table Relationshi,s
)rimar. 0e.
The primary (ey is a uni0ue identifier for a record. The primary (ey cannot be the same
for two records. This field can never be blan(.
Com,osite 0e.
A composite (ey is a primary (ey that is comprised of two or more fields. t can also be
called a compound or concatenated (ey.
/oreign 0e.
A foreign (ey is a field or combination of fields that are related to the primary (ey of
another table.
Manage Tables 0e.s Table Relationshi,s
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Table Relationshi,s
0e.s
Table Relationshi,s Managing "ata
Table relationships are the associations of data between tables. By defining table
relationships, you can pull records from related tables based on matching fields.
One1to1One Relationshi,
A one7to7one relationship is between two tables where the primary (ey in one table and
the foreign (ey in another table are the same. For each record in the first table, there is a
single matching record in the second table.
One1to1Man. Relationshi,
A one7to7many relationship occurs between two tables where the primary (ey in one table
can be duplicated many times in another table
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Creating Table Relationshi,s
To create relationships between tables!
#lic( the "atabase Tools tab on the 'ibbon
#lic( the Relationshi,s button
#lic( on the "esign tab
#lic( Sho& Table
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*elect the desired tables
#lic( Add
#lic( Close
#lic( the field you wish to create a relationship from
%rag it to the matching field in the other table
#lic( Create
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)rint a Table Relationshi,
#lic( the "atabase Tools tab
#lic( the Relationshi,s Button
#lic( the Relationshi, Re,ort Button on the "esign tab

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#lic( the )rint button
0e.s Table Relationshi,s Managing "ata
MANAGING THE DATA:
Table Relationshi,s Managing "ata #uer.ing a "atabase
Add Records to a Table
To add a new record to a table!
Open the table in "atasheet +ie&
#lic( the 'e& #ell
Type in your new record
/ind and Re,lace
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To find data!
#lic( the /ind button on the "ome tab
To find and replace data!
#lic( the Re,lace button on the "ome tab
:hen you are searching for data for a find, replace or go to, you have several options in the
Find %ialog Box. These options are!
Find :hat Text Box Type the text you wish to
find
-in( in %rop %rop7%own -ist Ase the drop7down list to
specify a table or a column
to search
Match %rop7%own -ist Ase the drop7down list to
narrow down the search to a
field or the beginning of a
field
*earch %rop7%own -ist Ase this drop7down to
specify the direction to
search.
Match #ase #hec( Box Ase this chec( box to specify
whether to search by the
same upper and lower case
letters.
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Totals
The totals button provides you the opportunity to add a totals row to your database. The
total can be the sum, average, a count, minimum, maximum, standard deviation, or the
variance. To set up a totals row!
#lic( the Totals button on the "ome tab
#lic( the down arrow of the cell where you want the totals
#lic( the appropriate choice
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Sort Records
/ou can sort records in a datasheet by a single column or by two ad2acent columns. To sort
records by a single column!
*elect the field you wish to sort
#lic( the Sort Ascending or Sort "escending button
To sort two columns!
Move the columns to they are ad2acent to each other
*elect the desired columns for sorting by holding the shift (ey and clic(ing the columns
#lic( the Sort Ascending or Sort "escending button
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To clear the sort!
#lic( the Clear Sort button
/ilter
/ou can filter records to include only records that you want to display. To filter by a column!
Open the database in %atasheet )iew
#lic( the do&n arro& in the field label
#hoose the appropriate filter criteria
#lic( O0
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To remove a filter!
#lic( the filter button on the field label
#lic( #lear Filter
#lic( O0
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Table Relationshi,s Managing "ata #uer.ing a "atabase
QERYING DATA BASE:
Managing "ata
#uer.ing a "atabase Calculated /ields
A 0uery allows you to select and filter data from multiple tables. 6ueries can be saved
and utili&ed as often as you need them.
#uer. *izard
The 6uery :i&ard wal(s you through the steps to set up a 0uery. To run a 0uery using the
0uery wi&ard!
#lic( the Create tab
#lic( the #uer. *izard button
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#hoose the type of 0uery you wish to run
#lic( O0
#hoose the fields you wish to include from each table
To select fields from different tables, clic( the Tables2#ueries down arrow
#lic( 'e!t
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nsert pic of 0uery wi&ard
Type in a title for the 0uery
#lic( /inish
The 0uery will display
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To switch between tables and 0ueries!
Open the 'a(igation )ane
%ouble clic( the name of the table or 0uery you wish to view
#uer. "esign /eature
/ou can also design a 0uery with the 6uery %esign Button. To design a 0uery using the
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6uery %esign Button!
#lic( the 6uery %esign Button on the #reate tab
*elect the tables that you would li(e to 0uery
#lic( Add
%ouble clic( the name of the field you would li(e to 0uery
'epeat this process for as many fields as you would li(e in the 0uery
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#lic( 'un
#uer. Criteria
6uery criteria are search conditions used in a 0uery to retrieve specific data. /ou can set
0uery criteria to be a specific number or data set, or you can set the criteria to be a range
of data.
BvalueC :ill only display items that
are that exact value
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8replace the word value with
what you want to search by9
D s e0ual to
E -ess than
ED -ess than or e0ual to
F <reater than
FD <reater than or e0ual to
EF 1ot e0ual to
Between G And / :ithin a range 8replace G +
/ with values9
s 1ull 1ull values
And True only if both conditions
exist
Or True if either condition
exists
1ot True if the single instance is
not true
To specify search criteria!
#lic( the 0uery that you wish to add conditions
Type in the appropriate 0uery criteria in the Criteria Bo!
Managing "ata #uer.ing a "atabase Calculated /ields
CALCLATED !IELDS:
#uer.ing a "atabase Calculated /ields "esigning /orms
A calculated field is a field that gets its information from the calculations performed on
other fields. /ou can build calculated fields in the 6uery screen by using the addition 8H9,
subtraction 879, multiplication 8I9 and division 8.9 operators.
!,ressions
$xpressions a combination of functions, field names, numbers, text, and the operators
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listed above.
To build an expression to create a calculated field!
Open an existing 0uery or start a new 0uery
#lic( on the +ie& Button
#lic( on "esign +ie&
n the #uer. ,ane, right7clic( on the field where you would li(e to create the calculation
#lic( Build
#hoose the tables that you wish to build the calculation from
%ouble7clic( the field that you want to include in the calculation
#lic( the o,erator that you wish to include in the calculation
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#lic( the second field you wish to include in the calculation
#lic( O0
#lic( 'un
3oom
The Joom %ialog Box allows you to view an entire expression at one time. To view the
Joom %ialog Box!
n "esign +ie&, right clic( on the field you want to display
#lic( 3oom
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#uer.ing a "atabase Calculated /ields "esigning /orms
DESIGNING !"RMS:
Calculated /ields "esigning /orms Generating Re,orts
Forms allow you to control the loo( and feel of the screen for the input of data and the
reports generated.
/orm +ie&s
There are three ways to view forms in Access!
%esign )iew
Allows you to design a form
that includes a header, a
footer, and details in the
form. /ou can also add
images and control which
fields appear on the form.
Form )iew This is a dynamic page
which allows the user to
enter and edit data or
navigate through data in a
field.
-ayout )iew This view allows you to
design the form and
manipulate data.

Create a /orm
/ou can create a form from a table or a 0uery. To create a form!
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#lic( the Create tab
#lic( the /orm "esign button
#lic( the /ormat tab
#lic( the Add !isting /ields Button
n the /ield 4ist box on the right, clic( and drag the fields you would li(e on the form
To change the colors and fonts, clic( the )ro,ert. Sheet button on the Arrange tab
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nsert pic of property sheet button
#hoose the Section you wish to modify
#hoose the properties you wish to modify
To preview the form!
#lic( the +ie&s button on the "ome tab
#lic( the /orm +ie& button
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/orm *izard
/ou can create forms with the help of the Form :i&ard. To use the form wi&ard!
On the create tab, clic( the More /orms down arrow
#lic( /orm *izard
#hoose the Tables2#ueries that you wish to have on the form
#hoose the fields you wish to have on the forms
#lic( 'e!t
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#hose the layout for the form
#lic( 'e!t
#hoose a style
#lic( 'e!t
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#reate a title for the form
#hoose whether you want to open the form to view it or modify the formKs design
#lic( /inish
Calculated /ields "esigning /orms Generating Re,orts
GENERATING RE#"RTS:
"esigning /orms Generating Re,orts )rint a Re,ort
'eports are a means to view and analy&e large amounts of data. /ou can use the 'eport
:i&ard or create a custom report that meets your specific needs.
Re,ort +ie&s
'eports can be displayed in four views!
%esign )iew
This view provides you with the
structure of your report. /ou
can add, modify or delete
components of the report but
you cannot manipulate the data
in the tables associated with the
report.
'eport )iew This view allows you to view the
data from the table but not to
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change any layout of the report.
-ayout )iew This view allows you to see data
from the table and add, modify,
and delete components of the
report.
,rint ,review This view allows you to see what
your report will loo( li(e when it
is printed.
To change report views!
#lic( the +ie& button on the "ome tab
Create a Re,ort
To create a blan( report!
#lic( the Blan$ Re,ort button on the Create tab
#lic( the Add !isting /ields button
From the field list, #lic( and drag the fields to the report
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Re,ort *izard
To create a report using the report wi&ard!
On the Create tab, clic( the Re,ort *izard button
#hoose the Tables2#ueries that you wish to have on the form
#hoose the fields you wish to have on the forms
#lic( 'e!t
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#hoose the sort order for your report
#hose the layout for the form
#lic( 'e!t
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#hoose a style
#lic( 'e!t
#reate a title for the form
#hoose whether you want to open the form to view it or modify the formKs design
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#lic( /inish
Custom Calculated /ields
/ou can create reports that include calculated fields. These reports will display information
that you wish to report with an arithmetic calculation. To add a custom calculated field to a
report!
Open the Re,ort that you wish to add to
#lic( the +ie& button
#lic( "esign )iew
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#lic( the "esign tab
#lic( the Te!t Bo! button
#lic( the section on the report where you would li(e to locate the textbox
#lic( the )ro,ert. Sheet )ane
#lic( the "ata tab
#lic( the three dots next to Control Source
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nsert the fields you wish to include in the calculation and the mathematical operations.
#lic( O0
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"esigning /orms Generating Re,orts
#RINT RE#"RT:
Generating a Re,ort )rint a Re,ort
Access 5667 Tutorial
Menu
After you have generated a report, you can print the report. To print the report!
)rint a Re,ort
To print a report!
*elect the report you wish to print
'ight7clic( on the Re,ort 'ame
#lic( )rint )re(ie&
#hoose the appropriate layout, margins, and paper si&e in the ,age -ayout group
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#lic( )rint
#lic( O0
Generating a Re,ort )rint a Re,ort
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