Microsoft Office Access 2003: The Complete Reference

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Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio i

Microsoft Office Access 2003: The Complete Reference ®

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About the Author Virginia Andersen became a writer and consultant after retiring from her defense contracting career. Since then, she has written over 35 books about personal-computer-based applications, including database management, word processing, and spreadsheet analysis. Virginia spent nearly 15 years teaching computer science, mathematics and systems analysis at the graduate and undergraduate levels at several southern California universities. During her years as a programmer/systems analyst, Virginia used computers for many diverse projects, including lunar mapping for the Apollo astronauts’ landing, reliability engineering, undersea surveillance, weapon system simulation, and naval communications. She has also recently published her memoirs, “Digital Recall: Computers Aren’t the Only Ones with Memory” describing many of these hands-on experiences.

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Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio iii

Microsoft Office Access 2003: The Complete Reference ®

Virginia Andersen

McGraw-Hill/Osborne New York Chicago San Francisco Lisbon London Madrid Mexico City Milan New Delhi San Juan Seoul Singapore Sydney Toronto

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/ Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter Blind Folio FM:iv

McGraw-Hill/Osborne 2100 Powell Street, 10th Floor Emeryville, California 94608 U.S.A. To arrange bulk purchase discounts for sales promotions, premiums, or fund-raisers, please contact McGraw-Hill/Osborne at the above address. For information on translations or book distributors outside the U.S.A., please see the International Contact Information page immediately following the index of this book. Microsoft® Office Access 2003: The Complete Reference Copyright © 2003 by The McGraw-Hill Companies. All rights reserved. Printed in the United States of America. Except as permitted under the Copyright Act of 1976, no part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of publisher, with the exception that the program listings may be entered, stored, and executed in a computer system, but they may not be reproduced for publication. 1234567890 DOC DOC 019876543 Book p/n 0-07-222918-7 and CD p/n 0-07-222919-5 parts of ISBN 0-07-222917-9 Publisher Brandon A. Nordin

Copy Editor Marcia Baker

Vice President & Associate Publisher Scott Rogers

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This book was composed with Corel VENTURA™ Publisher. Information has been obtained by McGraw-Hill/Osborne from sources believed to be reliable. However, because of the possibility of human or mechanical error by our sources, McGraw-Hill/Osborne, or others, McGraw-Hill/Osborne does not guarantee the accuracy, adequacy, or completeness of any information and is not responsible for any errors or omissions or the results obtained from the use of such information.

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Contents at a Glance

Part I Getting Started 1 2 3 4 5 6

Quick Tour of Microsoft Office Access 2003 . . . . . . . . . . . . . . . . . . . . The World of Relational Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating and Modifying Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Relating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering and Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3 27 41 57 95 113

Part II Retrieving and Presenting Information 7 8 9 10 11 12 13 14 15

Sorting, Filtering, and Printing Records . . . . . . . . . . . . . . . . . . . . . . . . Extracting Information with Queries . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Advanced Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Form and Report Designs . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Report Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Charts and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Microsoft Office Access 2003: The Complete Reference

Part III Improving the Workplace 16 17 18 19 20 21

Customizing the Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Improving Database Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Events and the Event Model . . . . . . . . . . . . . . . . . . . . Automating with Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Custom Switchboards and Dialog Boxes . . . . . . . . . . . . . . .

437 461 481 497 525 553

Part IV Sharing Data with Others 22 23 24 25 A B

Exchanging Database Objects and Text . . . . . . . . . . . . . . . . . . . . . . . . Exchanging Data with Outside Sources . . . . . . . . . . . . . . . . . . . . . . . . Sharing with Multiple Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Securing a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Converting to Access 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What’s on the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

585 609 629 643 667 675

Index

679

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Contents

Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

xxiii xxv

Part I Getting Started 1 Quick Tour of Microsoft Office Access 2003 . . . . . . . . . . . . . . . . . . . Starting Access and Opening a Database . . . . . . . . . . . . . . . . . . . . . . . Touring the Access Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . Opening a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Database Window . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at Menu Options and Toolbar Buttons . . . . . . . . . . . Using Shortcut Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Opening a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Datasheet View . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at a Subdatasheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at Data in a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at the Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Asking a Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Microsoft Access Help Task Pane . . . . . . . . . . . . . . Asking the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Asking What’s This? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Help with What You’re Doing . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Microsoft Office Access 2003: The Complete Reference

2 The World of Relational Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . What Is a Relational Database? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Purpose of Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Types of Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Referential Integrity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Database Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inspecting the Sample Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at the Data Distribution . . . . . . . . . . . . . . . . . . . . . . . . Viewing Table Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . The Payoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A Custom Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

27 27 28 29 30 32 33 33 34 36 36 38 39

3 Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Designing the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introducing Home Tech Repair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Determining Goals of the Database . . . . . . . . . . . . . . . . . . . . . . Distributing the Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Specifying Key Fields and Relationships . . . . . . . . . . . . . . . . . Completing the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Database Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Previewing the Database Templates . . . . . . . . . . . . . . . . . . . . . Stepping Through the Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . Running the New Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting with a Blank Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

41 41 42 42 42 46 47 48 48 49 53 55 56

4 Creating and Modifying Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Table Structure with the Table Wizard . . . . . . . . . . . Adding Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting the Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Relating to Existing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Table from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Table Design View . . . . . . . . . . . . . . . . . . . . . . . . . Adding Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing a Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Other Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving the Table Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

57 57 58 59 61 63 63 63 75 77 78

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Modifying the Table Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Switching Table Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding/Deleting Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Field Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing a Field Name or Type . . . . . . . . . . . . . . . . . . . . . . . . Changing a Field Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying or Deleting the Primary Key . . . . . . . . . . . . . . . . . . Ensuring Data Validity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining Field Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Record Validation Rule . . . . . . . . . . . . . . . . . . . . . . Requiring an Entry and Preventing Duplicates . . . . . . . . . . . . Handling Blank Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning a Default Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Copying an Existing Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Table Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How to Change the Default Table Design Properties . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

79 79 80 81 81 83 83 84 85 87 88 88 89 91 92 92 93

5 Relating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Ready-Made Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Relationships Window . . . . . . . . . . . . . . . . . . . . . . . . Viewing and Editing Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Existing Relationships . . . . . . . . . . . . . . . . . . . . . . . . . Modifying or Deleting a Relationship . . . . . . . . . . . . . . . . . . . . Changing a Table Design from the Relationships Window . . Printing the Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

95 95 96 96 106 107 107 108 109 110

6 Entering and Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Entering New Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Copying and Moving Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inserting Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inserting Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Custom Input Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Lookup Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

113 113 115 118 120 125 125 129

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Changing the Datasheet Appearance . . . . . . . . . . . . . . . . . . . . . . . . . . Displaying Subdatasheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Moving and Resizing Columns and Rows . . . . . . . . . . . . . . . . Freezing and Hiding Columns . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Grid Lines and Cell Appearance . . . . . . . . . . . . . . . Setting Datasheet Default Options . . . . . . . . . . . . . . . . . . . . . . . Changing Table Definition in Datasheet View . . . . . . . . . . . . . . . . . . . Inserting a Subdatasheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inserting/Deleting a Column . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Field Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing Record Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting Records and Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . Locating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Finding and Replacing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Spelling Checker and AutoCorrect . . . . . . . . . . . . . Printing Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

135 136 137 139 141 141 143 144 144 145 146 146 146 147 151 153 153 154 155

Part II Retrieving and Presenting Information 7 Sorting, Filtering, and Printing Records . . . . . . . . . . . . . . . . . . . . . . . Sorting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sorting on a Single Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sorting by Two or More Fields . . . . . . . . . . . . . . . . . . . . . . . . . . Saving the Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering By Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using an Exclusion Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering By Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing Filter By Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering For . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering with Advanced Filter/Sort . . . . . . . . . . . . . . . . . . . . . Modifying a Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving a Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Removing and Deleting Filters . . . . . . . . . . . . . . . . . . . . . . . . . .

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Printing Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

177 178

8 Extracting Information with Queries . . . . . . . . . . . . . . . . . . . . . . . . . How Do Queries Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Access Query Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When to Use a Filter and When to Use a Query . . . . . . . . . . . Creating Select Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Simple Query Wizard . . . . . . . . . . . . . . . . . . . . . . . . Touring the Query Design Window . . . . . . . . . . . . . . . . . . . . . Without the Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Relating Multiple Tables in a Query . . . . . . . . . . . . . . . . . . . . . Adding/Removing Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running and Saving the Query . . . . . . . . . . . . . . . . . . . . . . . . . Hiding/Showing Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Specifying the Record Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . Showing Highest or Lowest Values . . . . . . . . . . . . . . . . . . . . . . Adding Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Wildcards and Operators . . . . . . . . . . . . . . . . . . . . . . . . . Using a Single Criterion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Help from the Expression Builder . . . . . . . . . . . . . . . . Handling Blank Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Query Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Inserting a Field and Changing the Field Order . . . . . . . . . . . Changing Field Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Performing Calculations in a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Calculated Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summarizing with the Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . Summarizing with Aggregate Functions . . . . . . . . . . . . . . . . . Creating Special Queries with the Query Wizard . . . . . . . . . . . . . . . . Creating a Find Duplicates Query . . . . . . . . . . . . . . . . . . . . . . . Creating a Find Unmatched Query . . . . . . . . . . . . . . . . . . . . . . Creating a Crosstab Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing the Query Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

179 179 180 180 182 182 184 187 189 191 192 194 194 195 196 197 199 200 202 204 204 205 205 205 207 207 209 210 214 214 215 216 219 220 220

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9 Creating Advanced Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Special Purpose Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Parameter Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . AutoLookup Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Designing Action Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Update Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Append Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Delete Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make-Table Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introducing Structured Query Language . . . . . . . . . . . . . . . . . . . . . . . Looking at SQL Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . SQL Conventions and Syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Subquery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a Criterion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Defining a New Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

221 221 221 225 226 227 231 233 234 236 236 238 241 241 242 243

10 Creating Form and Report Designs . . . . . . . . . . . . . . . . . . . . . . . . . . . Deciding Which Database Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Describing the Common Design Elements . . . . . . . . . . . . . . . . . . . . . . Choosing a Record Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Form and Report Design Properties . . . . . . . . . . . . . . . . . . . . . Working in the Design Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Form Design Window . . . . . . . . . . . . . . . . . . . . . . Starting a New Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting Controls and Other Objects . . . . . . . . . . . . . . . . . . . . Moving and Resizing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . Aligning and Spacing Controls . . . . . . . . . . . . . . . . . . . . . . . . . Using Property Sheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Formatting Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . Formatting Conditionally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing a Control Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deleting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Other Objects and Special Effects . . . . . . . . . . . . . . . . . . . . . . Linking vs. Inserting Objects . . . . . . . . . . . . . . . . . . . . . . . . . . .

245 245 246 246 246 247 249 249 254 255 261 261 263 265 266 269 270 272 273 273 273

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Adding Bound Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding an Unbound Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Form and Report Properties . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Record Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying Filters and Sort Orders . . . . . . . . . . . . . . . . . . . . . . . . Resizing a Form or Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using AutoFormat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Background Picture . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a New Object to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

274 274 275 277 277 278 278 279 280 281 282

11 Using the Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Designing the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting a New Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing an AutoForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting the Form Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing the Form Layout and Style . . . . . . . . . . . . . . . . . . . . Modifying the Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at Some of the Form Properties . . . . . . . . . . . . . . . . . Changing Form Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Moving and Adding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . Sorting and Filtering Data in a Form . . . . . . . . . . . . . . . . . . . . . Using the Form for Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sizing the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Navigating in the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Tab Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Locating Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Multiple Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Looking at the Other Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Hierarchical Form from Related Tables . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

283 283 283 285 286 287 289 291 291 292 294 297 298 299 299 300 302 302 303 303 304 306

12 Customizing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting a New Custom Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing and Customizing Data-Related Controls . . . . . . . . . .

307 307 307

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Adding Yes/No Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding User-Interactive Controls . . . . . . . . . . . . . . . . . . . . . . . Creating a Multiple-Page Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Page Break Control . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Tab Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing a Tab Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Special Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Calculated Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . ActiveX Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Introducing the Police Department Database . . . . . . . . . . . . . . . . . . . Adding a Subform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . With the Subform Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Without the Subform Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Hierarchical Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying a Subform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Linking and Synchronizing Forms . . . . . . . . . . . . . . . . . . . . . . Adding Custom Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Custom Control Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Status Bar Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Validating or Restricting Data in Forms . . . . . . . . . . . . . . . . . . . . . . . . Validating with Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Validating with Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

312 315 320 320 321 323 323 324 327 330 332 333 335 335 336 337 339 340 340 341 341 342 343

13 Using the Report Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Report Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . What Is the Purpose of the Report? . . . . . . . . . . . . . . . . . . . . . . Selecting, Sorting, and Grouping the Data . . . . . . . . . . . . . . . . Starting a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing an AutoReport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Report Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Previewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Working in the Print Preview Window . . . . . . . . . . . . . . . . . . . Using the Layout Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying the Report Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Report Design Window . . . . . . . . . . . . . . . . . . . . .

345 345 345 346 348 349 350 358 359 361 362 362 364 364

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Examining Report Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Report and Section Properties . . . . . . . . . . . . . . . . . . . . Placing and Adjusting Controls . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Report Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Page Numbers and Date/Times . . . . . . . . . . . . . . . . . Adding Page Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving the Report Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Report Snapshots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Report Snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing the Report Snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending the Report Snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

364 365 366 366 367 370 370 370 371 372 373 373

14 Customizing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Report Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing with Special Controls . . . . . . . . . . . . . . . . . . . . . . Basing a Report on a Parameter Query . . . . . . . . . . . . . . . . . . . Sorting and Grouping Records in a Report . . . . . . . . . . . . . . . . . . . . . Changing the Sort Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Group Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customizing Group Headers and Footers . . . . . . . . . . . . . . . . Adding Summaries and Running Totals . . . . . . . . . . . . . . . . . . Applying the Finishing Touches . . . . . . . . . . . . . . . . . . . . . . . . Modifying and Adding Groups . . . . . . . . . . . . . . . . . . . . . . . . . Adding a Subreport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Subreport Control . . . . . . . . . . . . . . . . . . . . . . . . . . . Inserting an Existing Subreport . . . . . . . . . . . . . . . . . . . . . . . . . Linking the Report and Subreport . . . . . . . . . . . . . . . . . . . . . . . Modifying a Subreport Control . . . . . . . . . . . . . . . . . . . . . . . . . Designing a Multiple-Column Report . . . . . . . . . . . . . . . . . . . . . . . . . Grouping Records in a Multiple-Column Report . . . . . . . . . . Printing Mailing Labels and Envelopes . . . . . . . . . . . . . . . . . . . . . . . . Using the Label Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manipulating Text Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Printing Addresses on Envelopes . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

375 375 376 378 381 384 385 385 387 388 390 390 395 395 397 398 399 400 401 402 403 405 406 407

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15 Creating Charts and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a New Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The Anatomy of a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting the Data for the Chart . . . . . . . . . . . . . . . . . . . . . . . . . Using the Access Chart Wizard . . . . . . . . . . . . . . . . . . . . . . . . . Printing and Saving the Chart . . . . . . . . . . . . . . . . . . . . . . . . . . Linking to Record Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding an Existing Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying the Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying with Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Editing with Microsoft Graph . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

409 409 410 413 413 417 418 420 420 420 425 434

Part III Improving the Workplace 16 Customizing the Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Personalizing the Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Rearranging Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Shortcut . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Workplace Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Some Command Bar Default Options . . . . . . . . . . . . . Creating Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing the Way Access Starts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Showing and Hiding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Office Assistant Options . . . . . . . . . . . . . . . . . . . . . . . . Choosing a Different Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

437 437 437 439 439 453 455 455 458 458 458 460 460

17 Improving Database Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Analyzer Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing Tables and Queries . . . . . . . . . . . . . . . . . . . . . . . . . Working with Linked Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing Filter By Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing Forms and Reports . . . . . . . . . . . . . . . . . . . . . . . . . Optimizing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Avoiding Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

461 461 461 467 469 469 469 471 472

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Backing Up and Restoring a Database . . . . . . . . . . . . . . . . . . . . . . . . . Compacting and Repairing a Database . . . . . . . . . . . . . . . . . . . . . . . . . Documenting a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

474 475 477 479

18 Understanding Events and the Event Model . . . . . . . . . . . . . . . . . . . What Are Events? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Types of Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding the Sequence of Events . . . . . . . . . . . . . . . . . . . . . . . . Form Control Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Form Record Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Form and Subform Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Keystrokes and Mouse Click Events . . . . . . . . . . . . . . . . . . . . . Report and Report Section Events . . . . . . . . . . . . . . . . . . . . . . . Setting Event Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

481 481 482 487 488 489 490 492 493 494 495

19 Automating with Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How Do Macros Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Touring the Macro Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Simple Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Choosing Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Action Arguments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Testing and Debugging a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Starting the Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Stepping Through a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding Conditions to a Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Running a Macro with a Condition . . . . . . . . . . . . . . . . . . . . . . Choosing Between Two Actions . . . . . . . . . . . . . . . . . . . . . . . . . Assigning a Macro to an Event Property . . . . . . . . . . . . . . . . . . . . . . . Deciding Which Event to Use . . . . . . . . . . . . . . . . . . . . . . . . . . . Some Common Uses for Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Displaying a Message Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Validating Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Values and Properties . . . . . . . . . . . . . . . . . . . . . . . . . . .

497 497 498 498 500 501 502 502 503 504 504 505 506 506 507 508 509 509 510 511 514

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Changing the Flow of Operations . . . . . . . . . . . . . . . . . . . . . . . Nesting Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create a Macro Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Assigning AutoKeys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Documenting Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating an AutoExec Macro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

516 519 520 520 522 523 523

20 Customizing Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Access Command Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Showing/Hiding Built-in Toolbars . . . . . . . . . . . . . . . . . . . . . . Showing/Hiding Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . Moving/Resizing Command Bars . . . . . . . . . . . . . . . . . . . . . . . Changing Menu and Toolbar Options . . . . . . . . . . . . . . . . . . . . Customizing Command Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Global Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating Custom Toolbars and Menu Bars . . . . . . . . . . . . . . . . Attaching a Custom Command Bar to an Object . . . . . . . . . . Specifying Global Command Bars . . . . . . . . . . . . . . . . . . . . . . . Deleting a Custom Command Bar . . . . . . . . . . . . . . . . . . . . . . . Modifying Command Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Moving Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding and Deleting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying a Selected Control . . . . . . . . . . . . . . . . . . . . . . . . . . . Restoring Built-in Command Bars . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

525 525 527 528 530 531 532 533 533 541 542 543 543 545 545 545 551 552

21 Creating Custom Switchboards and Dialog Boxes . . . . . . . . . . . . . . Creating Switchboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the Switchboard Manager to Create Switchboards . . . Modifying the Switchboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating a Switchboard from Scratch . . . . . . . . . . . . . . . . . . . . Copying the Button Event Procedure . . . . . . . . . . . . . . . . . . . . Creating a Custom Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Designing the Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating and Attaching the Macros . . . . . . . . . . . . . . . . . . . . . . Setting Form Properties and Style . . . . . . . . . . . . . . . . . . . . . . .

553 553 554 562 565 567 571 572 575 576

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Creating a Dialog Box for User Input . . . . . . . . . . . . . . . . . . . . . . . . . . Setting the Input Form Properties . . . . . . . . . . . . . . . . . . . . . . . Creating the Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying the Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

579 580 580 580 581

Part IV Sharing Data with Others 22 Exchanging Database Objects and Text . . . . . . . . . . . . . . . . . . . . . . . Copying Objects Among Access Databases . . . . . . . . . . . . . . . . . . . . . Copy-and-Paste . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Drag-and-Drop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing or Linking Access Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting Import Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Linking Access Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing or Linking to Other Data Sources . . . . . . . . . . . . . . . . . . . . Using Data from dBASE or Paradox . . . . . . . . . . . . . . . . . . . . . Importing and Linking Text Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Delimited Text Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Fixed-Width Text Files . . . . . . . . . . . . . . . . . . . . . . . . . . . Changing Import Specifications . . . . . . . . . . . . . . . . . . . . . . . . . Using Linked or Imported Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Renaming a Linked Table in Access . . . . . . . . . . . . . . . . . . . . . Changing Linked Table Properties . . . . . . . . . . . . . . . . . . . . . . Updating Links with the Linked Table Manager . . . . . . . . . . . Unlinking Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Exporting to an Existing Access Database . . . . . . . . . . . . . . . . . . . . . . Exporting to Another Database Format . . . . . . . . . . . . . . . . . . . . . . . . Exporting to Text Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

585 585 586 587 587 588 590 591 592 593 594 595 599 600 600 601 601 602 603 604 605 606 608

23 Exchanging Data with Outside Sources . . . . . . . . . . . . . . . . . . . . . . . Copying or Moving Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Copying or Moving Data from a Word Processor . . . . . . . . . . Copying or Moving Data from a Spreadsheet . . . . . . . . . . . . .

609 609 609 611

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AM FL Y

Copying or Moving Records from Access to Another Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving Access Output as an External File . . . . . . . . . . . . . . . . . . . . . . Working with Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving in Rich Text Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Saving an Access Table or Query as a Mail Merge Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Publishing with Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Merge It with Microsoft Word . . . . . . . . . . . . . . . . . . . . . Working with Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing from and Linking to Excel Spreadsheets . . . . . . . . Exporting a Table or Query to Excel . . . . . . . . . . . . . . . . . . . . . Using Analyze It with Microsoft Excel . . . . . . . . . . . . . . . . . . . Working with HTML Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Importing Data from HTML Documents . . . . . . . . . . . . . . . . . Exporting Data to HTML Documents . . . . . . . . . . . . . . . . . . . . Mailing Access Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

612 612 614 614 614 615 616 618 618 622 623 624 624 625 625 627

24 Sharing with Multiple Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sharing a Database on a Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sharing an Entire Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Splitting the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Preventing Exclusive Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . Replicating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Database Administration in a Multiuser Environment . . . . . . . . . . . Controlling Data Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Minimizing Conflicts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Updating Records with Refresh and Requery . . . . . . . . . . . . . Editing Shared Database Objects . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

629 629 630 630 633 634 635 636 638 639 640 641

25 Securing a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Securing a Database with a Password . . . . . . . . . . . . . . . . . . . . . . . . . . Securing a Multiple-User Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . Understanding the User-Level Security Model . . . . . . . . . . . . What Is Needed to Secure a Database? . . . . . . . . . . . . . . . . . . . Securing a Database with the User-Level Security Wizard . .

643 643 645 645 647 647

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Creating a Workgroup Without the Wizard . . . . . . . . . . . . . . . Assigning or Changing Permissions and Ownerships . . . . . . Securing a Replicated Database . . . . . . . . . . . . . . . . . . . . . . . . . Removing User-Level Security . . . . . . . . . . . . . . . . . . . . . . . . . . Other Security Measures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Encoding and Decoding a Database . . . . . . . . . . . . . . . . . . . . . Hiding Database Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

652 659 662 662 663 664 665 666

A Converting to Access 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Deciding on a Conversion Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . Converting a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Converting a Workgroup Information File . . . . . . . . . . . . . . . . Converting a Secured Database . . . . . . . . . . . . . . . . . . . . . . . . . Converting a Replicated Database . . . . . . . . . . . . . . . . . . . . . . . Enabling a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sharing a Database Across Several Access Versions . . . . . . . . . . . . . . Converting from Access 2002–2003 to Access 97 . . . . . . . . . . . . . . . . . Converting from Access 2002–2003 to Access 2000 . . . . . . . . . . . . . . .

667 667 668 669 669 670 670 672 672 673

B What’s on the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Instructions for Using the Access Quick Reference on the CD-ROM Instructions for Using the Access Database Files on the CD-ROM . . .

675 675 676

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

679

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Acknowledgments

evising this book for the third edition was a pleasure, due especially to working with the talented and highly professional Osborne editorial and production staff. Megg Morin, my Acquisitions Editor, is not only an efficient and professional member of Osborne’s staff—I also consider her a good friend. I would also like to thank Tana Allen and Athena Honore for their efforts on behalf of this complex book. I appreciate Elizabeth Seymour for seeing this project through as my project editor. Margaret Levine Young, as the technical editor, applied her keen eye and clear understanding of the subject matter. I would also like to express my appreciation to the production staff. Thanks go, too, to the Coronado Police Department for sharing its Access database with me and my readers, as well as to my friends and neighbors who posed good-naturedly for the badge photos you can see in one of the databases. They tell me it’s a good thing I’m a writer, not a photographer. I also owe a big debt of gratitude to my literary agent of many years, Matt Wagner of Waterside Productions, for his continuing support and encouragement. Finally, my husband, Jack, and all the cats must get a lot of credit for being so patient with me throughout this long, involved process. The cats don’t really mind because, when I am working, I have a lap.

R

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Introduction

successful database is efficient, quick, accurate, and easy to use. This book shows you how to create just such a database with Microsoft Office Access 2003. The clearly written explanations of the database processes present exactly what you need to create an Access object or present information. The step-by-step exercises that follow the explanations further enhance your understanding by illustrating exactly how to complete the process successfully. The many tips, notes, and cautions help guide you to faster and better database management.

A

Whom Is This Book For? This book is the ideal resource for anyone currently using Microsoft Office Access 2003 or who wants to learn how to use it. In planning this book, I envisioned it in the form of a large triangle, with the base scaled from the beginning user at the left end to advanced user at the right end. This book has enough material to get even the newest user of Access started with relational database management and has enough at the other end to help advanced users wade into the depths of customizing the Access workplace and designing special user interactive tools. The bulk of the material lies between the two extremes under the peak of the triangle and that is of the utmost interest to the readers who fall in between. This book is extremely rich in the art of designing and creating efficient relational databases with all the appropriate queries, forms, and reports. Many different approaches are taken with respect to extracting and summarizing information in useful arrangements, including charts and graphs. After all, what good is data stored in a database if you can’t get it out and turn it into useful and easy to interpret information?

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This book is also intended for the users of the other Office applications, such as Word and Excel, who need to know how to interface with Access. With the boundaries between the programs rapidly vanishing, use of Access isn’t limited to database managers. All the Office members can now interact with each other smoothly and with little translation.

What’s in This Book? This book is organized so you can progress at your own pace beginning with basic database and Access principles, and followed by increasingly advanced topics. The book is divided into four parts, each focusing on a specific aspect of Access database management.

Part I: Getting Started Part I takes a quick tour of Microsoft Office Access 2003 and examines the concept of relational databases. Many tips are included to help you design an efficient database that is easy to maintain and can ensure data integrity. In Part I, the reader creates and relates tables, and then enters data into them. Several methods of validating new data are investigated and means of presenting data for editing are also addressed.

Part II: Retrieving and Presenting Information Part II is concerned with retrieving information with filters and queries, as well as presenting that information in forms and reports. This important set of chapters includes how to create expressions to extract exactly the information you want. Five chapters are devoted to creating form and report designs (including synchronized data entry forms), creating reports that summarize grouped information, and even printing mailing labels in conjunction with Word 2003. The final chapter in this part describes how to create charts and graphs to include in forms and reports.

Part III: Improving the Workplace Part III is a little more advanced and discusses customizing the workplace with special toolbars, menus, and dialog boxes for the more interactive applications. Several important means of optimizing Access performance are included in this part. Part III also introduces programming techniques with chapters about using macros, as well as understanding events and when events occur.

Part IV: Exchanging Data with Others Part IV discusses the important topic of exchanging information with other users of Access and with other applications. Importing and exporting information in many forms, including text, is an integral part of developing a complete user application. This part also covers using Access in a multiple-user environment and investigates measures to ensure information security.

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In Every Chapter Every chapter is constructed to include basic learning tools, such as the following:

• Complete explanations of all processes involved in the creation and management of effective relational databases

• Numbered, step-by-step exercises with illustrations and explanations of each step • Many tips, notes, and cautions that add shortcuts for many of the activities and pinpoint potential pitfalls

• A summary at the end of each chapter that reviews the material covered and highlights the more important topics discussed in that chapter

Quick Reference In addition to the chapter material, this book includes a Quick Reference section on the accompanying CD. The Quick Reference contains complete lists and descriptions of elements of Microsoft Office Access 2003 database design and maintenance. This reference serves as an immediate resource for any details in question. It can save time when you need a specific piece of information by presenting concise lists and tables you can jump directly to without having to browse through the more descriptive chapter material in the book itself.

What’s on the Companion CD? Appendix B presents a thorough explanation of the contents of the CD that accompanies this book. This appendix explains how to install the Access databases on your computer and how to look up specific information in the Quick Reference. The CD includes the following:

• The Quick Reference lookup resource • The complete Home Tech Repair database • A set of tables to use as the basis for creating the Home Tech Repair database • The complete Police database • A set of tables to use as the basis for creating the Police database • Scanned image files required by the two databases

Conventions Used in This Book To help make this book more useful and interesting, we included a few conventions and margin art that will attract your attention to important pieces of information. Following are descriptions of these conventions:

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NOTE This is a note. Notes further define terms used in the text or point you in the direction of more information about the subject under discussion.

TIP This is a tip. Tips often provide shortcuts to the process under discussion or offer useful pieces of advice about how to make better use of Access 2003.

CAUTION This is a caution. Cautions warn you to be careful when you’re about to make crucial decisions or take risky steps. Access tries hard not to put you in harm’s way, but this does happens now and then. I post a caution for you when this does happen. This is an example of the margin icons that often accompany a step in the numbered exercises in this book. The margin icons illustrate the toolbar button you need to click to accomplish the activity under way.

Sidebars This is a sidebar. Sidebars are set somewhat apart from the normal text and include information related to the current subject, but that doesn’t necessarily fit in the flow of information. Rather than interrupt the flow, I set the sidebars aside where you can return later to read this tangential information in detail.

What’s New in Microsoft Office Access 2003? This book attempts to show you the new look and feel that comes with Microsoft Office Access 2003. There are the many time-saving and user-friendly features that make Microsoft Office Access 2003 a total database management system. Some of the new features in Microsoft Office Access 2003 apply to database design; others apply to creating database objects or to customizing the workplace itself. Here are some of the more significant improvements covered in this book:

• The new and improved task panes that include Getting Started, Help, Search Results, and Research give Access 2003 a new, more flexible and interactive look.

• An automatic error checking system helps you detect and fix common errors in forms and reports. When you enable error-checking, you can see the reason for the error and some suggestions for correcting it.

• You now have more control over the Name AutoCorrect feature so you can undo the automatic corrections, if necessary.

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• When you modify a field property that is inherited by a control in a form or report, Access displays an option to update the property of all or only a few of the controls that are bound to that field.

• You can view the interdependencies among Access objects. You can ask to see what objects depend on the object you selected or see what objects your selected object relies on. These are just a few of the new features you will see when you get to work on your database with Microsoft Office Access 2003.

Got Comments? During my years spent teaching at the University of Southern California, I discovered, to my dismay, that I often learned as much from my students as I hoped they would learn from me. With this philosophy in mind, I invite you to share with me any new tricks or clever shortcuts you’ve devised. Please e-mail them to me at [email protected] In fact, I would enjoy hearing any comments, good and bad, you might have about the book or the databases I have developed as examples. Only by tapping fresh minds can I hope to make these books better and better. I’ve been delighted to hear from readers all over the world about the last two editions of The Complete Reference. Some readers are from far away places as South Africa, Scotland, and Japan. I have certainly benefited from the correspondence and I hope I could resolve some of the readers’ problems as well.

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I Getting Started

CHAPTER 1 Quick Tour of Microsoft Office Access 2003

CHAPTER 2 The World of Relational Databases

CHAPTER 3 Creating a Database

CHAPTER 4 Creating and Modifying Tables

CHAPTER 5 Relating Tables

CHAPTER 6 Entering and Editing Data

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1 Quick Tour of Microsoft Office Access 2003

I

n this, the Information Age, we are surrounded by mountains of data. To use this data effectively, the information must be stored so it can be retrieved and interpreted with flexibility and efficiency. Microsoft Office Access 2003 is a top-notch database management system that you can use for all your information management needs—from a simple address list to a complex inventory management system. It provides tools not only for storing and retrieving data, but also for creating useful forms, reports, and interactive web data pages. All you need is a basic acquaintance with Microsoft Windows and a sense of exploration to build the database you need. This chapter shows you how to start Microsoft Office Access 2003 and gives you a tour of the Access workplace. If you’re already an experienced user, you might want to scan the material in this chapter quickly and move on to Chapter 2 for insight into the power of the tool called a relational database.

Starting Access and Opening a Database You can start most software built for the Windows environment in the same way: by clicking the Start button and pointing to Programs in the Start menu. Depending on how you installed Access 2003, the name might appear as a separate item in the Programs (or All Programs, if you’re using Windows XP) list or as one of the programs in the Microsoft Office menu. If you don’t see Microsoft Access in the Programs list, choose Microsoft Office, and then click Microsoft Access 2003. When first opened, the Access main window displays a Getting Started task pane, offering you a choice of accessing Microsoft Office Online, opening one of the existing database files, or creating a new file, as shown in Figure 1-1. The Open panel contains the names of recently opened databases (your list will be different). The Access opening window is where your session with Access begins. The Getting Started task pane shown in Figure 1-1 appears automatically wh en Access first starts or when you choose File | New. Several other task panes are available to help with other activities. For now, click the Close button (the × in the upper-right corner) to close the task pane and leave the Access window empty for a tour of the window.

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FIGURE 1-1

The Access opening window with the Getting Star ted task pane

Touring the Access Window The Access window shows a title bar, a menu bar, and a toolbar common to Windows programs. In addition to displaying the program name—Microsoft Access—the title bar contains buttons you can use to manipulate the window: Close button Maximize button Control menu

Status bar

Minimize button

Resize handle

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• The Close button closes the program. • The Maximize button appears only when the window is less than maximum size and enlarges the window to fill the screen.

• The Restore button replaces the Maximize button when the window is maximized and returns the window to its previous reduced size.

• The Minimize button reduces the window to an icon on the Windows taskbar. • The Control Menu icon at the far-left end of the title bar opens a menu with the commands that accomplish the same things as the other buttons. Click the Control Menu icon to open the menu. When the window is less than maximum size, you can move it to a new position on the desktop by dragging its title bar. You can also change its height and width by dragging either its borders or the resize handle in the lower-right corner, where you see the three diagonal lines. Most of the menu commands are dimmed and unavailable in the empty Database window. The File menu offers options to create a new database, to open an existing one, or to search for a specific file. Other options, such as the Toolbars option in the View menu, let you tailor the database workplace. All the Help menu options are available. The buttons on the toolbar offer shortcuts to many of the commonly used menu commands. Even if a button is dimmed, you can still rest the mouse pointer on the button and see its name displayed below the button in a ScreenTip (called a ToolTip in earlier versions of Access). The toolbar, as well as the menu bar, presents different options, depending on the current activity.

The status bar, located at the bottom of the Access window, provides a running commentary about the ongoing task and the Access working environment. The right side of the status bar also shows boxes that indicate the presence of a filter and the status of various toggle keys such as INSERT, CAPS LOCK, SCROLL LOCK, and NUM LOCK. You’ll see some of these when you start working with a database.

Opening a Database If the database you want to open is listed in the Getting Started task pane that appears when Access starts, you can open it by simply clicking the filename. If the one you want isn’t on the list, click More. The Open dialog box appears, as shown in Figure 1-2. (Your list of folders and files will be different.) The same dialog box appears if Access is already running when you choose File | Open or click the Open toolbar button.

TIP If Access is already running, you can open a recently opened file by choosing File on the menu bar and selecting the filename from the list.

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Search the Web Delete Up one level Create new folder Folder list Views Tools To previous folder

FIGURE 1-2

The Open dialog box

The Groups pane at the left contains five buttons, which you can click to open other folders or to return to the Windows desktop.

• The top button, My Recent Documents, opens the new Recent folder that contains the name, size, type, and date of the last modification for each recently accessed database. When you click the My Recent Documents button, the Recent folder name appears in the Look in box.

• The Desktop button displays a list of the desktop components on your computer that you can move to, including such items as My Computer, My Documents, Network Neighborhood, and Online Services.

• The My Documents button (or the name of your personal default folder) shows the contents of that folder. This is the default display in the Open dialog box.

• The My Computer button displays the list of available hard disks, floppy disk drives, CD drives, and other data storage systems.

• In Windows 2000, the My Network Places button displays the folders and objects you saved in web folders. In Windows XP, you see the network drives on your LAN, as well as the names of any web folders you’ve set up. The trick is to know where you stored your database. If you have used other applications, such as Word or Excel, you know how to find the file you want with the Open dialog box.

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You use the Look in box to zero in on the folder that contains the database, double-click the folder name or icon to open it, and then simply select the one you want from the list that appears in the dialog box. The Open dialog box contains several buttons that help you find the file you want to open. You can see the name of each button by resting the mouse pointer on the button in the command bar. The Views drop-down list includes the following options:

• Large Icons Displays the names of the files and subfolders located in the folder specified by the Look in box in rows accompanied by large type icons.

• Small Icons Displays the file and subfolder names in rows with small type icons. • List Displays the file and subfolder names in a columnar list. • Details Displays the size, type, and date last modified for each file in the list. • Properties Displays the properties of the currently selected file, such as title, author, and application.

• Preview Shows a preview of the file, if one is available, without opening it. • Thumbnails Creates thumbnail graphics of files in the selected folder if their file formats permit.

• WebView Shows the web view of files in the selected folder, if available. The Tools drop-down list includes the following options:

• Search Opens the File Search dialog box that you can use to locate a database by means other than its name.

• Delete Deletes the currently selected item. You’re always asked to confirm the deletion before Access removes the file. Same as Delete command bar button.

• Rename Enables you to change the name of the item. • Add to “My Places” Adds a shortcut to the Groups pane. The item appears in the dialog box list when you click the My Network Places button or the Web Folders button, depending on which version of Windows you’re using.

• Map Network Drive Enables you to indicate the drive and path to a network connection.

• Properties Opens the Properties dialog box for the currently selected database. To choose a different file type to open, click the down arrow next to the Files of type box and choose from the list of 18 types or All Files. The default file type for Access 2003 is Microsoft Access, which includes all Access databases and any other Office documents that have been linked to an Access database, such as an Excel spreadsheet or a Word document. Choose Microsoft

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Access Databases to see only the database files in the current folder or Microsoft Access Projects to see only the list of projects.

Once you locate the database you want to open, double-click the name or select it and click Open.

NOTE The Open button offers other ways to open the database, such as read-only, exclusive, or both. More about these options in later chapters. To start working with a database in Access 2003, let’s open the Northwind sample database that comes with Microsoft Office. The Northwind database is an order-processing application that demonstrates the power and usefulness of a relational database. Even though the purpose of the database seems straightforward enough—taking and filling orders from customers for the company products—a lot of data still must be manipulated. The database is introduced in this chapter and discussed further in Chapter 2. To open the Northwind sample database: 1. Start Access and click More in the opening Getting Started task panel. If Access is running and you closed the Getting Started task pane, click the Open button. The Open dialog box appears. 2. Click the Look in arrow at the top of the dialog box and click C: to revert to the root directory of your hard drive. (If Access is installed on another drive, choose that one instead.) 3. In the list of folders and files in the C: directory, double-click Program Files. Program Files now appears in the Look in text box. A list of the subfolders and files in that folder shows in the window. 4. Continue to open the folders for the Program Files\Microsoft Office\Office\ Samples path. If Office 2003 is installed in a different directory, use that pathname. 5. Select Northwind and click Open. If the Northwind Traders welcoming screen appears, click OK to close the screen. 6. If you’re greeted by the Main Switchboard, click the Display Database Window button to open the Database window (see Figure 1-3).

TIP If you don’t have the Northwind database installed, you might need to reinstall Access and add the sample database. Also, if you don’t want to be greeted by the Northwind welcoming screen every time you open the database, check the Don’t show this screen again check box.

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Small Icons Large Icons Delete

FIGURE 1-3

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List Details Database window

Access window

Viewing the Nor thwind database in the Database window

NOTE In the next section, a distinction is made between the Access window with the menu bar and toolbars, and the Database window that contains lists of all the objects in the database and has a separate command bar.

Touring the Database Window The Database window represents the database itself. When you close the window, you also close the database. You can see all the components of the database in the Database window. The left pane of the Database window shows a set of buttons grouped under the Objects title button. The buttons are labeled with the names of the Access database objects: Tables, Queries, Forms, Reports, Pages, Macros, and Modules. Another title button named Groups includes buttons that open other folders, such as the Favorites folder. Groups can be quite useful if your database is used by more than one

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department, such as personnel and marketing. Each department can have a group of database objects they can use, such as favorite reports or data entry forms. In Access 2003, you can define and name your own custom groups similar to the Favorites group. A user-defined group can contain any type of Access object, as well as objects from other Office applications, just like the Favorites group. When you click Groups, the Objects list collapses and the list of your custom groups appears in its place. Before opening one of the tables in the Northwind database, let’s examine the Database window more closely. More menu commands are now available, all of which are relevant to the open database. Many more toolbar buttons are also available now that a database is open. The Database window is made up of several pages, each represented by a button in the left pane under Objects. Clicking an object button opens the page, which displays the names of any existing objects of that type. For example, if you want to see the names of all the forms you created for the database, click the Forms button in the left pane of Database window. Each object page also includes two or three “new object” shortcuts you can use to quickstart a new object design with or without the help of a wizard.

NOTE Not only can you resize the Database window by dragging its borders, you can also change the width of the left pane by dragging the divider between it and the object pages.

TE

The toolbar at the top of the Database window includes buttons to open an existing object for viewing or modification, to create a new object, or to delete an existing object. In addition, you can change how the objects are listed in the Database window. You can list the objects using large or small icons in alphabetical order by name or another arrangement. In addition, you can show details with the object name. Each of these options is available by clicking a button on the Database window toolbar or by selecting from the View menu. Table 1-1 describes the object list viewing options. Figure 1-4 shows the Northwind queries displayed with the Large Icons option. The object icons in the left pane also appear larger when you choose Large Icons.

Option

Description

Large Icons

Displays a large icon above each object name, arranged alphabetically across rows.

Small Icons

Displays a small icon before each object name, arranged alphabetically across rows.

List

Displays a small icon before each object name, arranged alphabetically in one column. If the number of objects exceeds the table height, the list moves to a second column, and so on.

Details

Displays a small icon before each object name, arranged alphabetically in a list with a description, date last modified, date created, type, and, often, the owner.

TABLE 1-1

Access Object Viewing Options

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Viewing queries with Large Icons

TIP Notice the icon indicates the type of query. For example, the Customers and Suppliers by City query is a Union query, as specified by the joined rings icon, while the spreadsheet icon above the Quarterly Orders By Product query indicates a Crosstab query. See Chapters 8 and 9 for more information about creating and running queries. The list of tables when displayed with the Details option shows the same object properties you can view when using the Windows Explorer. The columns can be widened to see more of the detail or narrowed to hide some of the information. To resize a column, move the mouse pointer to the column divider in the header and, when it changes to a plus (+) sign with a double-pointed horizontal arrow, click-and-drag the boundary.

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You can also rearrange the objects to list them in a different order. Choose View | Arrange Icons and you have a choice of arranging in alphabetical order by name (the default), by type of object, by date of creation, or by the date the object was last modified. All the arrangements are in ascending order, as you can tell from the arrows in the icons.

Each object page also has a toolbar with a set of buttons appropriate to that object type. All the object pages include the Design and New buttons. The first button depends on the object:

• The Tables, Queries, Forms, and Pages pages show the Open button, which opens the selected object for data entering or editing.

• The Reports page shows the Preview button that displays the report as it will be printed. • The Macros page shows the Run button that executes the selected macro. • The first button is dimmed on the Modules page.

NOTE If you maximize the Database window, the command bar appears immediately below the Database toolbar in the Access window. In addition to the objects in the list, each object page—except the Macros and Modules pages—includes two or three shortcut items that start the process of creating a new object. For example, the Tables page, as shown earlier in Figure 1-3, has the following three items in the list:

• Create table in Design view • Create table by using wizard • Create table by entering data More about using these features in Chapter 4.

Looking at Menu Options and Toolbar Buttons The standard Database menu bar and toolbar appear in the Access window. Not all the options are available to all the database objects and, some, such as the Save button, aren’t available until a table or other object is opened. The Paste button is dimmed until you copy something to the clipboard. Table 1-2 describes the Database toolbar buttons and their equivalent menu commands and keyboard shortcuts, if any.

TIP If you don’t see the toolbar, right-click in the menu bar and check Database in the list of available toolbars.

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Button Name

Menu Equivalent

Shortcut

Description

New

File | New…

CTRL-N

Opens the New File task pane with options for creating databases using wizard templates or a blank database.

Open

File | Open…

CTRL-O

Opens the Open dialog box where you can locate and open the desired database file.

Save

File | Save

CTRL-S

Saves the current object. If not already named, prompts for a name.

File Search

File | File Search

(none)

Opens the Basic File Search side pane, where you can specify search criteria.

Print

File | Print

CTRL-P

Prints the current object. The button sends the document directly to the default printer. File | Print and CTRL-P open the Print dialog box.

Print Preview

File | Print Preview

(none)

Opens the current document in the Print Preview window.

Spelling

Tools | Spelling

F7

Checks the spelling of all text and memo fields in the current document. If no document is open, the currently selected object is opened and the spelling is checked.

Cut

Edit | Cut

CTRL-X

Removes selected text or object and places it on the clipboard.

Copy

Edit | Copy

CTRL-C

Copies selected text or object to the clipboard.

Paste

Edit | Paste

CTRL-V

Copies contents of the clipboard to the active object or window.

Undo/Can’t Undo

Edit | Undo/ Can’t Undo

CTRL-Z

Reverses previous editing action. Not available if no reversible action has been taken.

OfficeLinks

Tools | Office Links

(none)

Opens a submenu with options for linking with MS Word or MS Excel.

Database Toolbar Buttons and Corresponding Menu Options

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Button Name

Menu Equivalent

Shortcut

Description

Analyze

Tools | Analyze

(none)

Opens a submenu with choices of Analyzer tools.

Code

View | Code or Tools | Macro | Visual Basic Editor

ALT-F11

Opens the Visual Basic Editor window showing code for the selected object.

Microsoft Script Editor

Tools | Macro | Microsoft Script Editor

ALT-SHIFTF11

Opens the Microsoft Script Editor window where you can add or view data access page script.

Properties

View | Properties

ALT-ENTER

Opens the General property dialog box for selected object.

Relationships

Tools | Relationships

(none)

Opens the Relationships window.

New Object: AutoForm

Insert | AutoForm

(none)

Creates a new object of the type selected in the drop-down list.

Microsoft Access Help

Help | Microsoft Access Help

F1

Starts the MS Office Assistant.

Database Toolbar Buttons and Corresponding Menu Options (continued)

CAUTION The Undo button works with many actions, but not with all of them, so be careful. Some actions cannot be undone. When you’re about to perform an action that’s irreversible, Access displays a warning message. Take the time to read the message carefully and make sure you want to proceed. You can move the menu bar and toolbar to different locations in the window, docked at another edge or free-floating. To move either one, click the move handle located at the farleft edge of the bar (it looks like a stack of dots). Then, drag the bar away from the top of the window to another edge or leave it in the center of the window. Dragging the bar borders resizes the floating toolbar. To restore the menu bar to the top of the screen, click-and-drag the move handle. To restore the floating toolbar, drag it by its title bar to the top of the window.

Using Shortcut Menus Shortcut menus are context-sensitive menus that appear when you click the right mouse button. The commands in the menu depend on where the mouse pointer is and what’s happening when you click the button. Click anywhere outside the menu to close it. Pressing ENTER, ESC, or ALT also closes the shortcut menu. Only the most commonly used commands are included in the shortcut menu, but they might also include commands from several different menus on the menu bar.

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FIGURE 1-5 Choosing from the Database shortcut menu

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Shortcut menu

To choose a command from a shortcut menu, click the command or type the letter underlined in the name of the command. If the command shows a right arrow, such as View in Figure 1-5, it’s a submenu. Rest the pointer on the item to open the list of commands, and then choose from the list. If the command shows an ellipsis (…) such as Import, a dialog box opens when you click it. See Chapter 20 for information on how to customize menu bars, toolbars, and shortcut menus.

Opening a Table To open one of the tables in the current database, double-click its name in the Tables page or select the name and click Open. The table appears with the data in rows and columns, much like a spreadsheet. This view of table data is called Datasheet view. Figure 1-6 shows the open Northwind Orders table in Datasheet view. Each row contains a single record with information for one order. Each column contains values for one field. Each field has a unique name and contains a specific item of data, such as the customer or employee name. The column headings show the field names. When you enter data in the table, you’re putting actual values in the cells at the intersections of rows with columns.

TIP Another way to open a table is to click the right mouse button on the table name in the Tables page, and then choose Open from the shortcut menu. Other commands on this menu will be useful later. The status bar at the bottom of the Access window displays the description of the current field included in the table definition. For example, if the cursor is in the first field—Order ID—the status bar displays “Unique order number.”

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Scroll box

Scroll bar

FIGURE 1-6

Scroll arrow

The Northwind Orders table in Datasheet view

Touring the Datasheet View You might have noticed some changes that occur in the window when you open a table. For example, the title bar of the Database window now shows the name of the open table.

NOTE If the Database window is maximized, the name appears in the Access window title bar. The menu bar includes two new options—Format and Records—that are relevant to the open table. More of the toolbar buttons are also available. The datasheet window shows scroll bars at the right side and in the right side at the bottom. To the left of the bottom (horizontal) scroll bar is a set of navigation tools you can use to move through the records in the table. The following paragraphs give you more detail about the toolbar buttons and the scroll bars.

Looking at the Table Datasheet Toolbar The Database toolbar has been replaced by the Table Datasheet toolbar, which has many new buttons.

TIP If you right-click anywhere on the toolbar, you can see the Table Datasheet option is checked in the shortcut menu. This is a sure way to tell which toolbar is visible on the screen. You can also choose additional toolbars from the list to show in addition to, or instead of, the default toolbar.

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Filter By Selection

Apply/Remove Filter

Sort Ascending

New Record

Database Window

Sort Descending Filter By Form

Find

Delete Record

Several buttons on the Table Datasheet toolbar relate to activities involving table data, such as sorting, filtering, and locating. Among the new buttons on the Table Datasheet toolbar, the only buttons with keyboard shortcuts are Find (CTRL-F), New Record (CTRL-++), and Database Window (F11).

TIP If you want to reach a specific record quickly, click on the scroll box and drag it down the scroll bar. You can see the record numbers as the scroll box moves.

Navigating Among Records and Fields You can move the cursor around the records and fields in your table in several ways, including simply clicking the desired location if it’s visible. You should try them all and settle on the one that suits you best. The other methods are the following:

• Selecting from the Go To submenu on the Edit menu. • Clicking the record navigation buttons at the bottom of the datasheet. • Using keystrokes such as TAB and the arrow keys. The Go To submenu on the Edit menu enables you to move to the first, last, next, previous, or to an empty new record. The record navigation buttons at the bottom of the datasheet window give you the same options as the Edit | Go To submenu. You can also enter a specific record number (if you know the number of the record you want to see) in the text box between the navigation buttons, and then press ENTER. This area also tells you what record the cursor is in and the total number of records in the table. Previous Record First Record

Record Number

Next Record Last Record New Record

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NOTE If this is a filtered subset of the table, then the word “(Filtered)” appears after the total number of records, which is the number of records remaining after the filter has been applied. Pressing a key or combination of keys can be a faster way to move around the datasheet once you get used to the correlation between the keys and the resulting cursor movement. Here are some examples of what happens when you press various keys and key combinations.



UP or DOWN ARROW moves to the same field in the previous or next record.



RIGHT ARROW or TAB moves right one field in the same record. If you’re in the last field in the record, the cursor moves to the first field in the next record.



LEFT ARROW or SHIFT-TAB moves left one field in the same record. If in the first field in the record, the cursor moves to the last field in the previous record.



PGUP or PGDN moves up or down one screen of records.



HOME or END moves to the first or last field in the same record.



CTRL-HOME or CTRL-END moves to the first field of the first record or the last field of the last record.

TIP You can change the behavior of the ENTER and arrow keys. For example, you can prevent the cursor from moving to another record after you fill in the last field in one record. See Chapter 16 for information about customizing your workplace by setting options.

Looking at a Subdatasheet In a relational database, it’s important to be able to view information related to the current data on the screen when you want to. This has always been possible with forms and subforms in which the main form contains data from one record in one table, while the subform contains data from one or more records in a related table. When viewing data in Datasheet view, the related data is contained in a subdatasheet, which can easily be displayed. If the records shown in Datasheet view display a plus sign at the left end of the row, additional information in another table in the database is related to that record. To see this data, expand the subdatasheet by clicking the plus sign. The plus sign changes to a minus (-) sign when the subdatasheet expands. To collapse the subdatasheet, click the minus sign. You can have as many subdatasheets expanded as you want in a single Datasheet view. Each subdatasheet corresponds to one record in the datasheet. You can expand them individually or set a table property that automatically expands all the subdatasheets when the table opens in Datasheet view. See Chapter 4 for information about setting table and other properties. Figure 1-7 shows the Northwind Orders table with two subdatasheets expanded to show the products from the Order Details table, which were included in two of the orders in the Orders table. Notice the plus and minus signs indicating the current state of the subdatasheet.

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FIGURE 1-7

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Viewing subdatasheets in the Orders table in Datasheet view

NOTE If fields haven’t been specified with which to link records in the subdatasheet with records in the datasheet, when you expand the subdatasheet, you’ll see all the records in the related table. See Chapter 3 for more information about relating tables and what that can do.

Looking at Data in a Form So far, you’ve viewed the Northwind Products table data only in Datasheet view. This view is fine for reviewing the data in small tables, but the full datasheet is often too wide to fit all the fields on a single screen. A much more convenient way to see the data is in a form with only one record on the screen at once. Then you can usually see all the fields and move freely among them without having to use the scroll bars. Forms are dual-purpose objects: You can use a form to look up data or to enter and edit data.

Creating the Form To create an AutoForm for a table, you needn’t open the table first. Simply select the table’s name in the Database window and click the arrow next to the New Object button. The list of new objects you can create includes AutoForm and AutoReport. Notice you can use this button to begin creating any of the Access database objects.

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NOTE If you simply click the New Object toolbar button without choosing from the list, you automatically create an AutoForm because it’s first on the list and, therefore, the default option. To create one of the other objects, click the down arrow and choose from the list.

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The AutoForm feature is a special wizard that doesn’t ask you for any input about how you want the form to look or what data you want it to show: it falls back on a default form layout and style. The form includes every field in the table, arranged in a single column with the field names to the left, so you can identify the fields. The name of the table appears in the title bar of the form window. Figure 1-8 shows the Northwind Orders table in Form view after creating the AutoForm. The Orders table has a related table—Order Details—which was available as a subdatasheet (refer to Figure 1-7). When Access creates an AutoForm, it automatically creates a subform containing data from the related table, which corresponds to the current record in the main form.

NOTE If more fields exist than can fit on a single screen, you can use the vertical scroll bar to see the rest.

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To use the form to add a new record to the Orders table, click the New Record navigation button to display an empty form. Use the TAB key to move from field to field as you enter data. To add a new record in the subform, enter the data in the blank row at the bottom of the subform datasheet.

Main form

Subform

FIGURE 1-8

Creating an AutoForm from the Orders table

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When you finish with the form, you can give it a name and save it as a new database object or you can close the form without saving it. You can also choose to enter the form Design window and make changes to the AutoForm, and then save it as a custom form. You learn more about form design in Chapter 10.

Navigating in Form View Moving about the table when it’s in Form view isn’t very different from moving around in Datasheet view. You still have the navigation buttons at the bottom of the window, which you can use to move to other records (and the Go To options in the Edit menu). The subform also has a navigation bar referring to the records in the subform. Moving from one field to another is a little different, however. Of course, you can simply click in the field you want to work with, but you might find using keystrokes easier. Experiment with the keystrokes to see where they take you in the form. If the form contains a subform, pressing TAB cycles the cursor through all the fields of the main form, and then through the fields and records of the related subform. After leaving the last field of the last record in the subform, the cursor moves to the first field in the next record in the main form. The path is reversed when you press CTRL-TAB. To switch back to Datasheet view, click the down arrow on the right side of the View button, and then choose Datasheet view from the list. You can also choose View | Datasheet View. The Form View option remains on the View drop-down list until you close the table without saving the new form.

Looking at the Wizards If you used earlier versions of Access, you’ve already met some of the wizards, the experts that guide you through complicated processes in a few simple steps. Wizards can help create new databases, tables, and queries, as well as customize forms, reports, and data access pages with special features. A wizard presents each step as a dialog box in which you choose what you want to do and how you want the results to look. As you make choices, the wizard works in the background to create the Visual Basic code that can accomplish your goals. Access 2003 has improved many of the old wizards and has added new ones, so you can get help with virtually anything you want to create. Some of the wizards are installed when you choose Typical Wizards during Setup. Additional wizards, such as the Security Wizard, Subform/Subreport Wizard, Input Mask Wizard, and many of the database utilities are installed when you select Additional Wizards from the feature tree during Setup. See “Changing the Access Environment” in the Quick Reference on the CD for a complete list of the wizards, builders, and add-ins, as well as how to reach them.

Getting Help No matter how easy Access makes database management, you can’t possibly remember how to do every task. That’s where the Access Help feature comes in. You can get help with what you’re doing in two ways:

• Use the Ask a Question box • Use the Microsoft Access Help task pane

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The Ask a Question box is always available in the upper-right corner of the menu bar so you can always get help, no matter where you are or what you’re doing in Access. The box shows the Type a question for help message. The Help menu is always on the menu bar as well. The Help button is also available on all built-in toolbars.

Asking a Question You can use the Ask a Question box to get help quickly. Simply type a key word or phrase in the box, press ENTER, and then the Search Result task pane displays a list of relevant topics (see Figure 1-9). Scroll down the list and click on the one that matches your question. The Help window opens and displays the text of the topic you chose. The topic often includes expandable items, such as Predefined calculations that use aggregate functions, as shown in Figure 1-10. To see the whole subtopic, click the expand arrow at the left of the selection. If you want to see all the subtopics expanded, click the Show All link at the top right of the window. In addition to the list of subtopics, you might see many terms showing in a different color, which indicates they’re expandable to show definitions and other short explanations. These are also expanded when you click Show All. You can also expand them individually by clicking the colored term. To collapse a single item, click it again. To collapse

FIGURE 1-9

Looking at the Search Results task pane

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Auto Tile

Print

Back Forward

FIGURE 1-10

Viewing the selected Help topic

all the items, click the Hide All button. All items automatically collapse when you move to another topic. The four buttons in the Help page do the following:

• The Auto Tile button tiles the Help window vertically with the Search Result task pane, so you can select another topic without closing the Help window.

• The Back and Forward buttons move among recently accessed Help topics. • The Print button opens the Print dialog box, so you can print the current Help topic.

NOTE If you’re working in a different language, the Ask a Question feature might not be supported.

Using the Microsoft Access Help Task Pane You have four ways to open the Microsoft Access Help task pane (see Figure 1-11):

• Press F1 • Choose Help | Microsoft Access Help

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Opening the Microsoft Access Help task pane

• Click the Help toolbar button • If you already see a task pane, click anywhere in the task pane title bar and choose Help from the list of available task panes

NOTE If you selected an object or other item before pressing F1, you might see a brief definition of the selected item rather than the Help task pane. You can use the Help task pane to search for a topic. Type specific words or phrases in the Search box and click the right-pointing arrow button. If you want to browse through the Help file table of contents, click the Table of Contents hyperlink. The TOC displays a list of topics marked with the closed book icon. Click these to expand the topics into individual Help articles (see Figure 1-12). If you’re currently connected to the Internet, you also have access to all the current Help topics. Additional online help includes assistance, training courses, the latest product updates, click art and media, and a research library.

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FIGURE 1-12

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Viewing the Help Table of Contents

Asking the Office Assistant If you want a little variety, you can activate the Office Assistant by choosing Microsoft Access Help | Show Office Assistant. When the assistant appears, click on the character to open a balloon asking What would you like to do? Type your question in the balloon and click Search. This functions much like typing your question in the Ask a Question box. You’ll see a list of relevant topics in the same Search Results task pane as before and you can choose one to open the Help window.

NOTE If you haven’t installed the Office Assistant, you’ll see a dialog box asking whether you want to install it now. Click Yes and you’ll be prompted to insert the Microsoft Office CD To remove the Office Assistant from the screen, choose Help | Hide Office Assistant or right-click the character and choose Hide from the shortcut menu. If you get tired of the paperclip, you can choose from six other characters. See Chapter 16 for information about customizing the Office Assistant and other features of the Access workplace.

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Asking What’s This? Most of the Access dialog boxes include the What’s This? tool. This gives you brief information about a specific element or choice in the box. Activating the What’s This? help feature is a two-step process. First, click the ? button in the dialog box title bar. The mouse changes to an arrow accompanied by a question mark. Then, click the element you want to know more about. To return the mouse printer to its normal state without opening the What’s This? help, press ESC.

Getting Help with What You’re Doing Without opening the Help window, Access gives you many hints and clues while you’re working. The status bar offers information about the current activity or the position of the cursor. Many design windows include hint boxes that tell you about aspects of the design. Other windows and dialog boxes include samples or previews of the selections made. For example, when you’re working in the table Design window status bar information tells you how to move around the Design view and get help. The hint box on the right describes what should appear in the Field Name column.

Summary This chapter has shown you ways to start Access 2003 and get around in the Access window. You had a chance to try out the viewing options, menu bar commands, and toolbar buttons. Using the Access 2003 Northwind sample database, you were given a tour of the Database window and a glimpse of the power behind the Access design capabilities, including the many available wizards. The final section covered the ways to get help while you’re working with Access: by typing a question in the Ask a Question box, by using the Microsoft Access Help task pane, and with guidance from the Office Assistant. Armed with this familiarity with the Access database management system, the next chapter introduces you to the concepts behind the relational database model and examines the types of relationships you can define between tables. That chapter also looks at the structure and components of a sample database, and how the data is related for efficiency. Subsequent chapters present details about designing and creating a database, as well as populating it with tables and other Access objects.

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2 The World of Relational Databases

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very day, we’re surrounded by databases, ranging in complexity from the weekend gardening list to what resides in the archives at the Internal Revenue Service. Our ability to succeed in this information age is directly related to the ability to manage information. Managing information means storing it efficiently and retrieving it quickly— in such a form as can be instantly useful. The relational database model has been developed to meet those requirements.

What Is a Relational Database? A database is an organized collection of related information used for a specific purpose, such as keeping track of ongoing work order activities or maintaining a library. If you gathered data about the climate in East Africa and about the mineral deposits in southern Utah, you wouldn’t call this a database because the data wouldn’t normally be used together for a specific purpose. If you collected information about your company’s work orders, the customers who contracted for the work, and your employees who would carry out the work, however, this would constitute a database.

NOTE The terms “data” and “information” aren’t interchangeable. Bits of data are combined in a logical way to impart specific information. For example, the numbers 999090009 constitute an item of data, but they don’t constitute information until modified with special characters: 999-09-0009. Then the numbers become information in the form of a Social Security number. When you use a computerized database management system such as Access, the database is called relational. The principle behind a relational database is this: The information is divided into separate stacks of logically related data, each of which is stored in a separate table in the file. Tables are the fundamental objects at the heart of a relational database. They form the active basis for the information storage and retrieval system.

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Once the information is arranged in separate tables, you can view, edit, add, and delete information with online forms; search for and retrieve some of or all the information with queries; and print information as customized reports. In Access, the term database is more precisely used to define the collection of objects that store, manipulate, and retrieve data. These components include tables, queries, forms, reports, pages, macros, and modules.

Purpose of Relationships Many advantages exist to distributing data among individual tables, rather than storing it all in one large two-dimensional table, called a flat file, such as you might find in a Word document or an Excel spreadsheet. Topping the list of advantages of using a relational database structure is the reduction of data redundancy, which not only reduces the required disk storage space, but also speeds processing. Other important advantages gained by implementing a relational database are the following:

• Flexibility If your data changes, you need to update the value in only one place. All the queries, forms, and reports look in that place for the current values.

• Simplicity The flat-file model used as the basis for a relational system dictates a simple, nonredundant method of data storage. Each table in the relational design is a single object containing data pertinent to a particular aspect of the database, such as an employee, a product, or an order.

• Power Storing the data in separate related tables allows grouping, searching, and retrieving the information in almost unlimited ways.

• Ease of management With smaller, less-complicated tables, the information is much easier to locate and manage. For example, if you’re tracking customer work orders, you could put all the data in a single table, creating a flat-file database. A separate record would exist for every work order under contract. Storing all the customer data with the work order information would mean repeating the same information. In addition, if the customer’s phone number changed, every record containing that customer’s information would have to be updated. Employee information in the work order table would also be repeated. How much more efficient to have one table for work order information and separate tables for the customer and employee information. A short field containing a customer identifier could be added to the customer and work order tables to form a connection between the tables, called a relationship. Similarly, an employee identifier can link the work orders to the employee who is acting as the job supervisor. Figure 2-1 shows how to implement the work order database as a relational database. The information is split into an efficient relational database containing three tables, with special fields added to provide the relationships. The relationship line drawn between the CustomerID field in the Customers table and the CustomerID field in the Workorders table links the two tables. This relationship enables you to look up all the work order information for one customer, as well as the customer’s name and phone number for a specific work order.

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FIGURE 2-1

The World of Relational Databases

An example of a relational database

Similarly, the three relationship lines from the Employees table to the Supervisor, Principal Worker, and Helper fields in the Workorders table link the two tables in three ways. For example, you can ask Access for the name and pager number of the supervisor on a specific job. When you’re building a database, one of the main tasks is to decide how to distribute the data. Three clues guide you while designing a relational database. The first clue is the data that can be divided by user, such as by the personnel office or the production manager. The second clue is the data redundancy. For example, in a customer-related service company, one customer might contract for several services. Storing all the customer data with the work order information would mean repeating the customer information in every work order record. This would result in many copies of the same information (if your business were successful enough to encourage repeat business). The third clue is how many records you’ll have in each category. For example, if you have 500 employees and 1,500 work orders, you can see that employees and work orders belong in separate tables. The fourth clue is the dimension of time. If you have information you seldom use, such as an archive of completed work orders, storing this separately—and out of the way—and bringing it out only as needed is better.

Types of Relationships Tables can be related in three different ways: one-to-many, one-to-one, and many-to-many. The type you define depends on how many records in each table are likely to have the same value. To relate tables, one of them must have a field that contains a unique value in every record. This can be a primary key field or a field with a unique index that allows no duplicate values. A primary key or a unique index can also be a combination of two or more fields whose combined value is unique for all records. For example, the Employee ID can be a unique

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number that identifies an employee. If you want to use names in a key or index, you’d probably need to include both the first and last names to ensure unique values. The most commonly used type of relationship is the one-to-many relationship, in which one record in one table can have one or many matching records in another table, or maybe none at all. The table on “one” side is often called the parent table and the other is called the child table. For example, the Customers table would have one record for each customer. The Workorders table might have more than one work order for the same customer. Both tables would include a field with a value representing that specific customer. In the parent table— Customers—the field must be the primary key or a field with an index that contains a unique value. In the child table, the field is called the foreign key and needn’t be unique.

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TIP You can speed processing, however, if the child table is indexed on the foreign key. See Chapter 4 for information on defining table structures including specifying indexes.

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In the previous Figure 2-1, both relationships are one-to-many, as denoted by the symbols at the ends of the relationship lines. The 1 appears at the end of the line attached to the table on the “one” side and the infinity symbol appears at the table on the “many” side of the relationship. Primary key fields are indicated by the field name appearing in boldface in the field lists. As you can see in the figure, all three tables in the database have primary keys. The foreign keys are identified by the relationship line pointing to the field name in the child table field list. The one-to-one relationship is sometimes used as a form of lookup, in which each record in one of the tables has a matching record in the other table. Neither table is designated as the parent. The key fields in both tables are the primary keys. One use for this type of relationship is to store additional, seldom-accessed information about an item in the first table, such as an abstract of a book or the details of a work order. The many-to-many relationship isn’t permitted as such in a relational database. Many records in one table have the same values in the key field as many records in the second table. To implement this in Access, you must create a third table, called a junction table, to place between the first two, converting the many-to-many to two one-to-many relationships. Figure 2-2 shows how the three types of relationships differ. Chapter 5 contains more information about defining and modifying relationships.

Referential Integrity Referential integrity is an optional system of rules that guarantees the relationships are valid and the database will remain intact as data is entered, edited, or deleted. The basic rule of referential integrity is this: For every record in a child table (the “many” side), one and only one matching record must be in the parent table (the “one” side). For example, in the relationship between the Customers table (parent) and the Workorders table (child), every current work order must have a reference to a customer. You cannot have a work order without a customer. The referential integrity rules also prevent you from deleting a customer record if work orders are still in progress. To summarize the referential integrity rules that Access can enforce

• You cannot enter a child record for which no parent exists (start a work order without a customer).

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FIGURE 2-2

Three types of database relationships

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• You cannot delete a parent record if related child records still exist (remove a customer before the job is completed).

• You cannot change a child record so its foreign key doesn’t have a match in the parent table (change the customer field in a work order record to a nonexistent customer).

• You cannot change the primary key value in a parent table as long as related records are in the child table (change a customer link before the work order is finished). These rules help to maintain an accurate and complete database with no loose ends. Before you can set referential integrity, you must make sure you meet the following conditions:

• The matching field in the parent table is the primary key or at least has a unique value, such as an AutoNumber field.

• Related fields are the same data type. • Both tables are in the same Access database. You can set referential integrity between linked tables, providing they are both in Access format and you open the database that contains the linked tables. The same rules can apply to a one-to-one relationship. Enforcing the referential integrity rules in such a relationship guarantees that every record in one table has one and only one matching record in the other table.

Defining Database Objects Before going any further, let’s take a closer look at the objects that make up a database. Access is an object-oriented database management system (DBMS), which means the entire database is composed of objects with certain characteristics or attributes called properties that determine their structure, appearance, and behavior. For example, table properties include a description of the table, the subject of the table, and the arrangement of records in the table, such as in alphabetic or chronological order, based on one or more fields. In turn, each of the major Access objects is a container for other objects, which also have properties. For example, tables are made up of fields that are considered objects with properties of their own, such as name, size, format, data type, and so on. Reports and forms contain design objects, such as data fields, titles and labels, command buttons, page numbers, graphics, and so on. Each of these has a list of properties you can set to achieve the effect you want. As you see in the Database window, the major database objects are tables, queries, forms, reports, pages, macros, and modules. The tables are the containers for all the data in your database. In a relational database system, the data is distributed among several related tables, instead of being placed in one large table. A query is a question you ask of your database. You usually use a query to extract a specified set of records from one or more tables. For example, you might ask the database to show you a list of delicatessen customers who are vegetarians or who have a preference for exotic pasta products. Access answers your question by displaying the requested data. Because a query is a stored question instead of a stored answer, when you ask the question again, the results include the latest information. You not only can view the results, you can also use them in reports and forms.

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Forms are often more convenient than a tabular datasheet for entering and editing table data, especially if a table includes more data than can fit across the screen and you have to scroll right to see the rest. A form can display a single record at a time, so all the data is visible at once and the fields can be arranged any way you want in a form design. You can also include data from more than one table or query as the basis for a single form. Forms are especially useful for creating a comfortable visual environment for data management. For example, you can create a form that resembles the paper form used to collect data in the workplace. When you want to print the data, you usually create a report. The report can be a quick and easy dump of the table data—useful for checking specific data items—or it can be a glossy presentation of the data in a custom format suitable for the stockholders or a business manager. The report can also include totals and other summaries of values in a particular field, such as gross sales and monthly profitability. Adding charts and graphs to a report makes the report even more visually informative. Access provides a special type of report you can use for printing mailing labels or envelopes. If you keep a mailing list in a database table, this type of special report can come in handy. You can also create form letters and merge them with the address list to print a personalized copy for each recipient. The data access page object, which was new to Access 2000, is a special document containing data from an Access database designed to be viewed on a web site. The data access pages are designed specifically for Internet Explorer 5 or later and make use of dynamic Hypertext Markup Language (HTML) and Extended Markup Language (XML). The final two types of objects are macros and modules. Macros contain a sequence of commands that perform a certain task and are useful for defining the actions that respond to button clicks or other events. Modules are programs written in Visual Basic for Applications, the programming language used by Access 2003. Procedures contained in the modules are the cornerstone of advanced Access applications.

Inspecting the Sample Database The Northwind sample database introduced in Chapter 1 is an order-processing application. If it weren’t for the use of the Access relational-database management features, the process could be both cumbersome and time-consuming. The following sections examine the sample database in more detail.

Looking at the Data Distribution As mentioned earlier, a relational database consists of several tables, each of which contains data focused on an aspect of the database. After distributing the data among the tables, the tables are related to one another by means of identifying the matching fields. The Northwind data is distributed among eight tables as shown in Figure 2-3. The principal tables are Products, Orders, and Customers. The other tables support the order-processing by providing additional data, such as the name of the employee who took the order, the category of product, product suppliers, and shipping methods. Each of these tables is a good example of grouping data items used for the same purpose. The Orders table contains all the order information, such as order number; customer identifier; employee identifier; order date, date required, and date shipped; shipping method; and the complete name and address of destination.

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FIGURE 2-3

Northwind data distributed among eight tables

The Customers table contains the customer identifier, as well as the complete address and phone number. If this weren’t in a separate table, the information would be repeated in every order placed by the customer. The Products table contains the current state of the inventory of each product. The fields include the product identifier, name, supplier identifier, category, quantity per unit, unit price, units in stock and on order, the reorder level, and a field that indicates whether the product has been discontinued. The other tables contain peripheral information for the purpose of reducing data redundancy. The Employees table contains the employee identifier, birth date and hire date, name and address, telephone, a photo, the name of the employee’s supervisor, and a memo field for notes. The Suppliers table includes the supplier identifier, name and address, and a point of contact. The Shippers table contains the company name and phone number, as well as the shipper identifier. The Categories table lists the categories of products with an identifier for each. The last table—Order Details—is a junction table that links Products and Orders. This table is required to establish the many-to-many relationship between the Products and Orders tables. (An order could contain several products and a product might appear in several orders.)

Viewing Table Relationships Most of the tables in the Northwind database are related in some way. To see the relationship scheme, click the Relationships button in the Database toolbar or choose Tools | Relationships. The Relationships window (see Figure 2-4) shows the eight tables with their relationship lines. Each of the eight tables is related to at least one other table, thereby creating a relational database. All the relationships are one-to-many and specify the following:

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• The Suppliers table is related to the Products table using the SupplierID as the linking field. The linking fields needn’t have the same name, but it should be the same data type. More about creating relationships in Chapter 5.

• The Categories table is related to the Products table by the CategoryID field in both tables.

• The Products table is related to the Order Details table by the ProductID field in both tables.

• The Orders table is related to the Order Details table by the OrderID field in both tables. • The Employees table is related to the Orders table by the EmployeeID field in both tables. • The Customers table is related to the Orders table by the CustomerID field in both tables. • The Shippers table is related to the Orders table by the ShipperID field in the Shippers table and the ShipVia field in the Orders table.

Identifying Primary Keys and Linking Fields As you can tell from the symbols at the end of the relationship lines, all these relationships are one-to-many, the most common type. The parent table must be linked to the child table by its primary key. The primary key field appears in bold in the table field list. Notice all the primary keys are short identifiers for the subject of the table: customer, employee, order, category, supplier, and shipper. The primary key field in the Order Details junction table consists of two fields: OrderID and ProductID. This combination guarantees the primary key will have a unique value.

FIGURE 2-4

The Northwind database relationships

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Looking at Relationship Properties In addition to the relationship type, you can find out more about a relationship, such as whether referential integrity is enforced, the specific names of the linking fields, and the type of join implemented. The Edit Relationships dialog box opens when you right-click the middle of a relationship line and choose Edit Relationship from the shortcut menu, or when you choose Relationships | Edit Relationship. This dialog box specifies which are the linking fields in each table, the enforcement of referential integrity, and the type of relationship.

NOTE If you click the Join Type button, a second dialog box opens in which you can choose the join property you want to use for the relationship. See Chapter 5 for more information on join types and how they affect the data displayed.

The Payoff In addition to the efficiency of data storage, a relational database system offers large benefits when it comes to data retrieval. Forms can be designed for entry or display of data from related tables. As you enter data in the form, it’s dispersed to and updates the proper table. As you view data in a multiple-table form, the data is synchronized automatically.

A Custom Form The Northwind sample database includes several custom forms. To view the Orders form (shown in Figure 2-5), do the following: 1. In the Access window, choose File | Open and locate the Northwind database in the Open dialog box. Select the database name and click Open.

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2. Click the Forms object button in the Database window to show the Forms page. 3. Double-click the Orders form name or select it, and then click Open. The form is used to enter new orders or to view existing orders. Each order includes data from the related Customers, Employees, Products, and Shippers tables. While this form looks complicated, you’ll see in Chapter 12 that such forms are easy to construct with Access 2003. The Bill To: field has a down arrow button that controls the display of a list of customers derived from the Customers table. When the name is selected from the list, the address is automatically filled out in both the billing and shipping areas of the form. The user can enter a different shipping address, if necessary, as you can see from the white background in that area. The billing information is not editable from within the form, as indicated by the background shading in that area. The Salesperson is also filled in from a list of employees. When the user checks the shipping method in the Ship Via group, the shipper information is automatically copied to the invoice, which is then printed by clicking the Print Invoice button. The Order ID is a special type of field that’s automatically incremented by Access, thereby guaranteeing a unique value for each record. The Order Date has a default value set to the current date, while the other dates must be entered. The Product information is contained in a subform and the name is selected from a dropdown list. The Unit Price is copied from the Products table, while the quantity and discount fields are entered by the user. The Extended Price, Subtotal, Freight, and Total fields are calculated based on the entered information. The Orders form has several class modules, such as the OnClick event procedure that executes when the Print Invoice button is clicked. A class module is a block of VBA code that belongs to, and is stored with, the form or report object. Figure 2-6 shows the printed invoice for the order in Figure 2-5.

FIGURE 2-5

The Northwind Orders form

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FIGURE 2-6

A printed Northwind invoice

A Custom Report To preview the Products by Category report in the Northwind database, click the Reports button in the Database window. Then double-click the report name or select it and click Preview. Figure 2-7 shows a preview of the Products by Category report. The Products by Category report is an example of a report containing information from more than one table. The report is based on a select query that gathers information from the Products and Categories tables. The query also excludes discontinued products. The products are grouped in this report by category with a count of the number of products in each category.

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FIGURE 2-7

The World of Relational Databases

The Products by Category report

Summary This chapter contains some insight into the theory of relational database systems and how they can be used for efficient information storage and retrieval. The major building blocks of an Access database—tables, queries, forms, reports, pages, macros, and modules—were briefly discussed and samples shown. The relationships among the tables in the Northwind sample database were examined. The next chapter discusses in-depth the process of designing a relational database and how to distribute data among tables. You see how to create a new database with the Database Wizard and how to create a blank database without the help of the Database Wizard.

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3 Creating a Database

T

he information in a relational database system is distributed among related tables to optimize information storage and retrieval. Common fields relate the tables so information can be extracted and presented in useful ways. A database can be an essential tool in managing personal or business information if it’s properly designed and constructed. A poorly designed database is of less than no value. The more time spent on task and data analysis, the better the results. Once the design is completed and reviewed, building the database with Access is easy, with or without the Database Wizard.

Designing the Database The design process begins with an analysis of the tasks to be required of the database. First, you find out what the system is intended to do for the prospective users. Interview all the users and get thorough descriptions of their expectations. What’s essential to remember is the design process is also an iterative one: as the users get used to a new system, they can think of more features they can use, such as an additional data entry form, a special query, or a calculated field. On the other hand, freezing the design at some point is critical, so you can proceed with the development. Then you can accumulate the user’s later requirements and desires for the upgraded version. Also important is to acquaint the user with the comprehensive form and report capability of Access 2003 by demonstrating some data entry forms and showing examples of printed reports. The database design process can be broken down into seven steps, each with specific goals and products: 1. Determine what the users want from the database and what data is needed to provide the output. 2. Decide what tables to include in the database. 3. Identify the fields for each table. 4. Assign a unique field or combination of fields for each table that ensures no two records are the same.

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5. Determine how the tables are related to one another. 6. Review design and step through procedures with users. 7. Create tables and enter data. While numbering steps in a process implies one step is completed before the next begins, in reality, the design process is more fluid—each step overflowing into the next. You can return to a previous step anywhere along the line. This chapter covers only the design and creation of the database itself. Chapter 4 discusses creating tables with and without the Table Wizard, Chapter 5 describes how to relate the tables, and Chapter 6 contains more information on entering and editing data in the database.

Introducing Home Tech Repair The example used in the first chapters of this book is the Home Tech Repair database. Home Tech Repair is a small company specializing in maintenance and improvement of home structures. Its specialties are electrical, plumbing, structural, painting, and heating and air conditioning systems in the home. It doesn’t undertake large construction or remodeling jobs. The main purpose of the database is to keep track of work orders and to print invoices. Figure 3-1 shows an example of the manual record-keeping system in use before the development of the Access database.

Determining Goals of the Database Step 1. Determine the Purpose of the Database What do the users want to get from the database? What kind of reports do they want, and how do they want the information arranged and summarized? If adequate data collection forms already exist, use them as patterns for the Access forms. Look at other databases that address similar information management situations. Once the tasks are defined, a list of the required data items can be developed. The main purpose of the Home Tech Repair database is to maintain up-to-date information about current work orders. To do this, the information must include forms for data entry and viewing of all table data, and it must relate the individual work orders to specific customers or employees. In addition to the work-order tracking, the owner wants to conduct financial analyses, for example, to determine how much revenue has been generated by each employee or to review the total sales on a monthly basis. These analyses can include summary reports with charts and graphs depicting trends, as well as proportional distributions of types of jobs over a period of time. Such studies are helpful when planning for future work.

Distributing the Data Step 2. Determine How the Information Should Be Divided Among Tables

This isn’t as easy as it

sounds, but you can follow these guidelines:

• A table shouldn’t contain duplicate information among its records. With only one copy of each data item, you need to update it in only one place.

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• The information in a table should be limited to a single subject. This enables you to maintain data about each subject independently of the others. In the Home Tech Repair case, employee and customer information is repeated on several work order sheets. To reduce the redundancy, pull out both sets of information and put them in separate tables. Keeping payments in a separate table would add flexibility, especially if the work is paid for in installments, such as a deposit at the start of the contract and the remainder during the work. If specific parts are routinely used, such as plumbing fixtures or electrical devices, the list should be kept in a separate table. The data in the parts table can be accessed by the form or report that brings the work order expenses together. Other peripheral data can be included in separate small tables, such as shipping or payment methods. The Home Tech Repair company information can also be kept separately in one place, accessible to the report that prints the invoice. This table can include the company address, phone and fax numbers, e-mail and web addresses, and any short, standard message to include in correspondence.

FIGURE 3-1

The Home Tech Repair manual work order record

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Step 3. Determine the Fields to Contain the Individual Facts About Each Subject All the fields should relate directly to the subject and not include any information that can be derived from other fields. Include all the information you need, but nothing extra. Break up the information into small logical parts, such as First Name and Last Name fields, rather than a single field. Name the fields, so you can locate specific records and sort by individual field values. You can always combine the fields later for finding and searching, if necessary.

CAUTION The word “Name” is also a reserved word in Access. Name is one of the properties of Access objects and controls, as discussed in later chapters. Using a word that has a special meaning to Access as a field name isn’t a good idea because this can cause unpredictable problems. Access offers ten data types that cover all the types of data you’re going to include in your database. For example, text, memo, date/time, currency, AutoNumber, Yes, No, OLE Object, Hyperlink, and the most useful Lookup Wizard. You meet all these in later chapters. Meanwhile, try to categorize the data into specific data types. Table 3-1 lists the fields in each of the Home Tech Repair tables and shows the data type and size, as well as a brief description of the data to be stored in the field. Field

Data Type

Field Size

Description

Workorder Number

Number

Integer

Uniquely identifies work order

Customer ID

Text

50

Customer name

Bid Number

Text

5

Original bid number that contained text and well as numbers

Start Date

Date

N/A

Scheduled start date

Completion Date

Date

N/A

Expected completion date

Supervisor

Text

20

Name of employee in charge

Principal Worker

Text

20

Name of employee who is second in charge

Helper

Text

20

Name of helper

Material Cost

Currency

2 decimals

Cost of materials

Labor Cost

Currency

2 decimals

Cost of labor

Description

Memo

N/A

Description of work order

Drawing

Hyperlink

N/A

File of drawing, as required

Workorders Table

TABLE 3-1

Distributing Data Among Home Tech Repair Tables

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Data Type

Field Size

Description

Employee ID

Number

Integer

Uniquely identifies employee

First Name

Text

20

Employee’s first name

Last Name

Text

25

Employee’s last name

SSN

Text

10

Social Security number

Specialty

Text

25

Special labor skills

Address

Text

50

Employee’s home address

City

Text

50

City

State

Text

2

State

ZIP

Text

9

ZIP code

Work Phone

Text

12

Office phone or pager

Pager

Text

12

Home phone

Hourly Rate

Currency

2 decimals

Salary hourly rate

Billing Rate

Currency

2 decimals

Customer’s billing rate

Comments

Memo

N/A

Additional information

Badge Picture

OLE Object

N/A

Employee picture

Customer ID

Number

Integer

Uniquely identifies customer

First Name

Text

20

Customer’s first name

Last Name

Text

25

Customer’s last name

Billing Address

Text

50

Address to send bill to

City

Text

50

City

State

Text

2

State

ZIP

Text

9

ZIP code

Phone Number

Text

12

Customer’s phone

FAX Number

Text

12

Customer’s FAX number

Notes

Memo

N/A

Additional customer information

Employees Table

Customers Table

TABLE 3-2

Distributing Data Among Home Tech Repair Tables (continued)

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NOTE The AutoNumber data type would be better for the fields you intend to use as the primary key fields, such as Employee ID, Customer ID, Bid Number, and so on. Access creates the AutoNumber values to ensure they’re unique within a table. The Home Tech Repair business already had a system of identifying the employees, work orders, and so on and, sometimes, it’s easier to accommodate the users with codes they’re familiar with. You can set those field properties so the value is always unique. After arranging the data in the tables, review the distribution carefully for further normalization. Remove any redundancies and make sure all fields in each table apply directly to that subject. For example, the overhead and the total work order costs are calculated fields, and so aren’t included in the Workorders table.

Specifying Key Fields and Relationships Step 4. Be Sure Each Table Has a Field That Will Contain a Unique Value If no field exists, plan on asking Access to assign a special field to act as the primary key, so you can be sure each record in the table is unique. Each of the three main tables of the Home Tech Repair database has a field that uniquely identifies a record: Workorder Number, Employee ID, and Customer ID. The values in these fields can be entered by the user or assigned by Access in the form of an incremental AutoNumber. If the number has no other significance, such as identifying the general location of the job, let Access enter the number, and then you can be sure no duplicates occur. Step 5. Determine How the Tables Will Relate to One Another Identify the common fields and the type of relationship. The Workorders table has a field named Customer ID. Instead of using the customer’s name, use the Customer ID, which is the primary key in the Customers table and can be used as the linking field between the two tables. Similarly, use the Employee ID in the Supervisor, Principal Worker, and Helper fields in the Workorders table, instead of the employee names. The Employee ID is the primary key field in the Employees table, which links it to three foreign keys in the Workorders table. The relationship between the Customers and Workorders table is one-to-many because a customer might contract for more than one job. The relationship between the Employees table and the Workorders table is also one-to-many because an employee can work on more than one job at a time and in one of three slots in a single job. Figure 3-2 shows the Home Tech Repair tables in the Access Relationships window. The field lists have been lengthened to display all the fields. The figure also shows a fourth table, Bid Data, which we’ll add later. Three instances of the Employees table are in the Relationships window because it’s linked to three separate fields in the Workorders table. The table isn’t really replicated, it’s only displayed in the Relationship window, so the three separate relationships can be illustrated. Chapter 5 contains information about working in the Relationships window and defining or editing relationships.

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FIGURE 3-2

Creating a Database

The Home Tech Repair tables

Completing the Database Step 6. Thoroughly Review the Design, Complete with Sketches of Planned Reports and Prototype User Interfaces Now it’s time to consult with the users for additional comments and suggestions. Step through the operations you plan to carry out with the information.

Step 7. Create the Table Structures in Accordance with the Design and Enter Data You might want to limit the data to only enough to test the application, and then complete the tables later. Create the forms, reports, and queries. If the database is for inexperienced users, you can add a switchboard and other custom tools to make their jobs easier. A switchboard is the user’s main interface with the database and displays a list of actions the user could take. Clicking an item in the list opens a data entry form, previews a report, or offers the chance to change items on the switchboard. Carefully test the entire system. Time spent refining and verifying the design can save time revising the database later, after it’s been populated with data. After the design is established, Access gives you three ways to create a new database: • Starting with the Database Wizard • Starting from scratch with a blank database If you start a new database with help from the wizard, you have a choice of ten different types of commonly used database templates, such as Contact Management or Order Entry. When you choose one, the wizard creates a complete version of the database, with all the relevant tables, forms, reports, and queries. You can even ask for sample data in the new database to try out the database and see how it looks with your own data.

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When you build a new database from scratch, the Database window opens as before, but all the pages are blank because the database contains no objects as yet.

NOTE A third method is via the Windows Start menu by choosing New Office Document. There you again have a choice between a blank document and one of the wizard’s templates. When you make your selection, Access launches and you proceed as usual.

Using the Database Wizard If you need a database for a common personal or business purpose, the Database Wizard can get you started. Once you build the database with the help of the wizard, you can add your own data and make modifications to the forms and reports that came with the turnkey application. To start the Database Wizard, do either of the following:

• If you’re only launching Access, choose More in the New section of the Home task pane.

• If you’re already running Access, whether or not you have another database active, choose File | New, or click the New toolbar button. Both steps open the New File task pane where you choose On My Computer in the Other Templates section to open the Templates dialog box. If you’ve used any of the templates recently, their names will also appear in the Other Templates section. The Templates dialog box has two tabs: General and Databases. The General tab originally contains the Blank Database option, a Blank Data Access Page template, and two blank project templates: one for an existing database and one for a new database. The Databases tab (see Figure 3-3) contains ten database templates for prefabricated applications, ranging from a list of categorized expenses to a complex event-management system. If you’re currently online, you can click the Templates on Microsoft.Com button to browse for templates on the Microsoft.Com web site.

NOTE The three buttons above the Preview pane change the way the templates are listed: Large icons, List, or Details. You can scroll through the sample templates on the Databases tab to find one close to the system you want. Looking through the icons, the Service Call Management database seems to match the Home Tech Repair requirements most closely.

Previewing the Database Templates The Service Call Management database used as an example in this chapter uses nine related tables to contain all the relevant data. As you highlight each icon, the Preview pane shows an image reflecting the template style. To get an idea of what information each database contains, you can start the Database Wizard. After defining the location where you want to store the database, the next window describes the information the database tables will contain. After reviewing the contents of the database template, you can proceed with the wizard or click Cancel and start over.

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FIGURE 3-3

Creating a Database

The Databases tab shows predefined database templates.

To start the Database Wizard, double-click the icon in the Templates dialog box, or select it and choose OK. The File New Database dialog box opens where you specify the location for the database file and give it a name or accept the suggested name. Then, click Create to continue with the wizard. A blank Database window appears briefly while the wizard is looking for the database elements in the template, and then a window appears listing the contents of the tables to be in the design. Figure 3-4 shows the opening Database Wizard screen for the Service Call Management database.

NOTE If you want to see the details of any other template, click Cancel and go back to the Templates window. Then repeat the previous steps.

Stepping Through the Wizard Once you select the basis for your database—asset management, membership maintenance, order control, or whatever—the wizard leads you through a series of design steps. The steps include the following:

• Adding optional fields from a list of suggested fields for each table. • Selecting your preferred screen display appearance. • Selecting a report style for printed output. • Entering a title for the new database. • Including a picture to appear in forms and reports, such as a company logo.

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FIGURE 3-4

This is the information the database will include.

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You have a chance to customize your database to a limited degree during the process. After the wizard is through, you have much more flexibility with the design. To continue creating the Home Tech Repair database with the Service Management template as the basis, choose Next to accept the template.

Selecting Tables and Fields The second wizard dialog box displays the list of tables to appear in the Home Tech Repair database. You have no choice about the table list, but you can add more fields than the wizard has planned. As you highlight each table name, a list of fields appears in the right box. The field names that appear in regular font are required fields and are already checked. Optional fields appear in italic and aren’t checked. Checking an optional field adds it to the table. Figure 3-5 shows the CCAuthoriz. # field as an optional field that can be added to the Payment information table. Click Next to move to the third dialog box.

REMEMBER If you change your mind or forget to select a particular option, you can always return to previous dialog boxes by clicking Back.

Choosing Form and Report Styles The next two dialog boxes give you a choice of ten different screen displays and six report styles. As you select an option, a sample appears in the preview pane on the left. Select an option and view the appearance in the sample pane. When you’re satisfied, click Next.

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FIGURE 3-5

Creating a Database

Adding an optional field to a table

TIP The screen display and report style formats are also available when you click the AutoFormat button on the Form or Report Design toolbar. When you open the AutoFormat dialog box, you also have a chance to customize the format and put it back on the list, either as an updated format or as a new format. The customized formats are then available to the Database Wizard.

Naming the Database In the last wizard dialog box (see Figure 3-6), you can give the database a special name to appear in the switchboards and the title bar. You can also include a picture. The picture you

FIGURE 3-6

Enter a name for the database.

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specify in this dialog box automatically appears in the header of all the reports generated by the wizard. If you don’t select the picture in this dialog box, you have to add it individually to each report later. To add a picture, check the Yes, I’d like to include a picture option and click the Picture button. The Insert Picture dialog box opens, in which you can browse for the folder that contains the picture you want. As you select images from the list, a preview appears in the right pane. Click OK to add the selected image and return to the previous dialog box. Choose Next, and then accept the Yes, start the database option in the last dialog box to start the database and click Finish. While the wizard is constructing the database, you can see the process in the background behind the Database Wizard odometers. After a while, a message appears asking for your company name, address, and related information. Click OK and fill in the dialog box. When you close the form, the main switchboard for the new database appears on the screen (see Figure 3-7). This is the main user interface for working with the database.

NOTE The minimized Service Call Management Database window appears in the lower-left corner of the screen. Click the Database toolbar button or press F11 to restore the Database window at any time. You can also click the Control button in the minimized title bar and choose Restore. When the wizard is finished, you have a complete database application, with all the relevant reports, forms, and queries. All you need to do is input your data. Figure 3-8 shows the structure of the application the Database Wizard created with the Service Call Management template. The Main Switchboard leads to several forms for entering and viewing table data, many of which include data from more than one table. The application also includes five reports that present and summarize current information.

FIGURE 3-7

The Home Tech Repair main switchboard

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The application structure

Running the New Application The Home Tech Repair application automatically displays the main switchboard at startup. The first option opens the main form for the application—Workorders by Customer—where you can enter new work orders or edit existing records.

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NOTE Depending on the choices you made in the Wizard dialog boxes, your form background and fonts might look different. To see individual work order information, select the work order in the subform and click the Workorders command button. The Workorders form contains specifics about a single work order, including the employees who work on the job, their billing rate, and the hours spent. The costs are calculated and displayed with payments credited to the work order and the remaining balance computed. To return to the previous form, close this form.

To see the payment history of a specific work order, select the work order and click the Payments command button. To preview an invoice for the work order, click the Preview Invoice command button. When you display the Print Invoice dialog box, you have the opportunity of rewording the default message that accompanies the invoice. The message is part of the company information table.

The third option in the main switchboard opens another switchboard listing the other data entry forms you can use. Figure 3-9 shows the list of reports designed and included in the Home Tech Repair application. Most of them require some user entry, such as a time interval, to create the report.

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Creating a Database

Choosing a report from the Reports switchboard

Many changes are required to have the wizard’s database conform to the needs of the Home Tech Repair Company. Some fields are unnecessary and should be removed; others should be renamed. Additional forms and reports that depend on different queries, filters, or sort orders might be necessary. All these changes can be made to the Home Tech Repair database built from the Service Call Maintenance template. Changes to the table design are discussed in the next chapter. Queries are covered in Chapter 8, and form and report designs are discussed in Chapter 10 and later chapters.

Starting with a Blank Database To create a new blank database, do the following: 1. Click the New toolbar button or choose File | New to open the New File task pane. Then select Blank Database in the New File task pane. 2. The File New Database dialog box opens as before, where you can enter a name for the new database and specify the folder in which you want to store it. Access opens the most recently opened folder or, if you are just launching Access, the My Documents folder. Then it gives a unique name to the new database: db1, db2, db3, and so on. 3. After entering a custom name for the new database and opening the folder where you want to store the database, click Create. An empty Database window opens (see Figure 3-10) showing the Tables page. The first thing to do when starting a new blank database is to create one or more tables. To start a new table, do one of the following:

• Click New on the Database window toolbar.

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Opening the new Database window

• Double-click Create table in Design view. • Double-click Create table by using wizard. • Double-click Create table by entering data. More information about creating and modifying tables is available in Chapter 4.

Summary In this chapter, the seven-step database design process was described and put into practice in the design of the Home Tech Repair database. You saw how to distribute the data among the tables, and then how to determine the key fields and specify the relationships between the tables. After completing the design, the wizard was invoked to create a database similar to the one the Home Tech Repair Company requires.This chapter also addressed starting a new application from a blank database, rather than a prefabricated template. In the next chapter, you learn how to create new and modify existing table structures. The many field properties that determine the appearance and behavior of the data are also discussed. You also learn how to improve the value of the information in a database by adding validation rules, default field values, and other features.

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4 Creating and Modifying Tables

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ables form the essential foundation of a relational database and the development of a database begins with building the tables to store the distributed data. Carefully designed table structures can make the difference between a smooth-running, error-free information system and a total disaster. Access provides many useful tools for creating and customizing tables that help ensure accurate data entry, and facilitate information selection and retrieval. This chapter covers not only how to create a new table structure, but also how to customize the design for your specific data requirements.

NOTE In the New Table dialog box, the Table Wizard is only one option. You can also start from Design View or Datasheet View, import a table from an external source, or link with an external table. This chapter first discusses starting with the Table Wizard, and then looks at using Design View and Datasheet View. Tapping external sources is covered in Chapters 22 and 23.

Creating a New Table Structure with the Table Wizard In Access, a wizard is only a click away, no matter where you want help. Creating a new table is no different. The quickest way to start the Table Wizard is to double-click the Create Table by Using Wizard item in the Tables page of the Database window.

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You can also begin a new table structure with the Table Wizard by choosing from the New Table dialog box.

To start the Table Wizard, do the following: 1. Open the New Table dialog box with one of the following actions:

• Click the New button in the Tables page of the Database window. • Click the arrow on the New Object button on the Database toolbar and choose Table from the list.

• Choose Insert | Table. 2. Double-click Table Wizard in the New Table dialog box or select the option and click OK. 3. The first Table Wizard dialog box (see Figure 4-1) contains two lists of sample tables: one with the names of 25 common business tables and the other with 20 tables for storing data with more personal applications. Each sample table in the list contains a list of appropriate sample fields. You use this dialog box to build the basis for your new table by selecting the fields you want in the table. 4. Choose the category of table and the fields you want by clicking the Business or Personal radio button, and then scroll down the list of sample tables until you see the one that most closely matches your requirements. When you select a table in the list, the sample fields available for that table appear in the middle box. The next step is to select the fields you want in the new table from the list of sample fields in the sample table.

Adding Fields You can add all the fields from the sample table or only selected ones using the following methods:

• To include all the fields, click the double right arrow button. • To remove all the fields from the new table list and start over, click the double left arrow button.

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C r e a t i n g a n d M o d i f y i n g Ta b l e s

Selecting a table from the Table Wizard

• To add one field at a time, select the field name and click the single right arrow button. • To remove a field from the new table list, select the field name and click the single left arrow button.

TIP You aren’t limited to the fields in the sample table you chose. Fields from other tables can be added to the new table list. Simply select another sample table and choose fields from that. If you later discover you added unnecessary fields, they’re easy to remove from the table structure. The fields appear in the table design in the order in which you select them from the list, so planning ahead pays. If you placed them in the wrong order, you can remove one or more and reinsert them, or you can rearrange them later in Design View. A field is inserted above the currently selected field in the new field list. You also have the opportunity to rename the fields while you’re creating the table design. Select the field in the Fields in My New Table list and choose Rename Field. Edit the name or enter a new one and click OK. Figure 4-2 shows the Table Wizard dialog box where a new Customer table is under construction and the default ContactFirstName field is being renamed to First Name. After you select the names you want to appear in the table, click Next to move to the next Table Wizard dialog box.

Setting the Primary Key The second Table Wizard dialog box lets you name the new table and offers to set a primary key for you. You can accept the default sample table name or enter your own. If you choose the first option, Yes, set a primary key for me, Access assigns consecutive numbers to the AutoNumber CustomerID field. If you want to set your own primary key, choose the

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FIGURE 4-2

Renaming a field for the new Customers table

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second option, No, I’ll set the primary key, and then choose Next. If you chose to set your own key, the next dialog box asks you to name the field you want to use as the primary key (see Figure 4-3). If you let Access set the primary key, this box is skipped. In the dialog box shown in Figure 4-3, you also specify what type of data the primary field will contain:

• The first option, Consecutive Numbers Microsoft Access Assigns Automatically to New Records, requires Access to make sure the field contains unique values.

FIGURE 4-3

Specifying the primary key for the new table

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• The second option, Numbers I Enter When I Add New Records, relies on the user to assign a unique numeric value in each record.

• The third option, Numbers and/or Letters I Enter When I Add New Records, allows a unique combination of numbers and letters in the key value.

Relating to Existing Tables In the next dialog box (see Figure 4-4), the wizard inquires about the relationship of the new table to the other tables in your database. To define a new relationship, select the appropriate Not Related To statement and click the Relationships button. The Relationships dialog box opens (see Figure 4-5), where you can choose the type of relationship you want between the tables. Notice Access is quite specific about the one-tomany relationship because it knows the Customers table has the Customer ID field as the primary key, so it must be the parent table. The Bid Data table also has a field named Customer ID, but it isn’t the primary key, so this table must be the child table. If there’s an obvious similarity between fields in the new table and those in an existing table, Access might assume a relationship exists and the previous dialog box says Related To instead of Not Related To. If this happens, you can accept the link or delete the relationship by selecting the statement and clicking Relationships. In the Relationships dialog box, choose The Tables Aren’t Related and click OK. Access removes the relationship and the Table Wizard dialog box now shows the tables aren’t related. You can also reverse the roles of the tables by choosing the third option in the Relationships dialog box.

NOTE If you specify a relationship between two tables that don’t have a field name in common, Access copies the primary key field name to the child table to use as the foreign key, and then creates the relationship.

FIGURE 4-4

Examining existing relationships

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FIGURE 4-5

Setting a one-to-many table relationship

After clicking OK in the Relationships dialog box, you return to the Table Wizard where you can relate the new table to other tables, as necessary. In the final dialog box, you can choose to go directly to the table Design View to make changes, open the table in Datasheet View to enter data, or have the wizard create a form for data entry. After making the final choice, click Finish. Here’s a default form for entering data in the new Customers table.

NOTE This form is the same as the AutoForm created by clicking the New Object:AutoForm button. You can begin entering data in the form now or name and save the form design for later data entry.

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Creating a New Table from Scratch The easiest way to start a new table from a blank table design is to double-click the Create Table in Design View item in the Tables page of the Database window. You can also open the New Table dialog box as before and double-click Design View, or select Design View and click OK. An empty table appears in the table Design window, ready to add fields as shown in Figure 4-6.

Touring the Table Design View The table Design window is divided horizontally into two panes. The upper pane is the field entry area where you enter the field name, data type, and an optional description. You also specify the field to serve as the primary key for the table in the upper pane. The lower pane is devoted to specifying the individual field properties that correspond to the field selected in the upper pane, such as size, display appearance, validity rules, and many more. The list of properties depends on the type of field you’re entering. To the right of the Field Properties pane is a description of the currently active area of the screen. Once you start adding fields to the design, you can jump from one pane to the other, simply clicking where you want to be or pressing F6 with the cursor in an active row. Some new buttons on the Table Design toolbar relate to the task of creating and modifying a table definition: Datasheet view

Primary key

Indexes

Insert rows

Delete rows

Properties

Build

NOTE Several of these buttons have menu command equivalents on the View, Edit, or Insert menu. The Properties button is the only one with a shortcut key combination (Alt-Enter).

Adding Fields To begin adding fields to the table structure, do the following: 1. Click the first row of the field entry area and type the first field name. Field names can have up to 64 characters, including letters, numbers, and spaces. Don’t begin a field name with a space, however. You also cannot use any of the characters Access attaches special meanings to, such as a period, exclamation mark, and brackets. Using a mixture of uppercase and lowercase letters can help explain the field to the user, but Access doesn’t differentiate between cases in field names. 2. Choose an appropriate data type from the Data Type drop-down list. 3. Enter an optional description that can provide additional information about the field. The description appears in the status bar when the field is selected in a datasheet or form. 4. Move to the Field Properties panel and set any desired properties for each new field, such as a default value, a custom format, or a validation rule.

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CAUTION Although including spaces in field names makes them easier to read, if there’s a possibility you might want to export the table or the complete database to another database program, use a mixture of uppercase and lowercase instead. Access accepts spaces, but other applications might not. Because the most commonly used field type is Text, Access automatically specifies a new field as a Text field by default. To change it to another type, select from the drop-down list in the Data Type box.

TIP Once you get used to the names of the available data types, you can simply type the first letter of the type name and Access then fills in the name.

FIGURE 4-6

An empty table design window

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Specifying Field Data Types Several factors come into play as you decide what data types to use, including the following:

• The kind of values you plan to allow in the field and how you plan to use them. • The availability of storage space. With some data types, the field size can be reduced for efficiency.

• The types of operations you can execute with the data. You can count the number of records containing a specific value of most data types in a field, but you can add up values only from Number and Currency fields.

• The way you want to sort or index records. You can sort or index on any field type except OLE Objects.

• The way you want to group records for a report or query. You can group on any field type except Memo, Hyperlink, and OLE Object fields.

TIP You can use the Access Field Builder to help add new fields to your table. Simply click an empty row in the table design, and then click the Build toolbar button (the one that looks like a magic wand). The Field Builder contains the same sample table and field lists as the Table Wizard. The predefined fields are complete with names, data types, and other common properties.

The following paragraphs briefly describe each of the ten data types and how they’re used. If you’re interested in the amount of disk space each type of field requires, refer to the Quick Reference section “Table Fields” on the CD that accompanies this book.

Text The Text data type is the most common data type and can contain any combination of up to 255 characters and/or numbers. You would use the Text type for storing values that contain combinations of numbers and letters, such as addresses and job descriptions. Even when you think the field will contain only numbers, but you aren’t expecting to perform any calculations with the values in the field, using the Text type is better. For example, ZIP codes might seem like numbers, but they often contain a dash, which isn’t considered a number or a leading 0 that would be truncated. In addition, you won’t be computing the sum or average of all ZIP codes, so using a Text type is more efficient.

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TIP If you’re planning to sort records on a field that will contain only numbers, but won’t perform any calculations, you’re better off using the Number type rather than the Text type. When Access sorts numbers in a Text field, it reads the numbers from left to right, instead of right to left. For example, the numbers 9, 46, and 175 in a Text field would be sorted (ascending) in the reverse of their numerical order: 175, 46, and 9 because Access reads the first digits and sorts accordingly. If the first digits are the same, it reads the second, and so on. Access gives Text fields a default size of 50 characters, but you can reduce the size to 1 or increase it up to a maximum of 255 characters. If you expect the field to contain more characters than 255, you should consider using the Memo field type instead, which can contain much more data.

Memo Use a Memo field to store long, but variable-length, text possibly relating to the other field data. For example, you could add comments to your employee records about their efficiency on the job or their skills when dealing with customers. You don’t expect every record to include memo data, but when one does, the text can vary in size from a few words to up to 65,535 characters.

NOTE The handy Spelling Checker can be used to catch misspelled words in both Text and Memo fields. See Chapter 6 for more information about this useful tool. Select the Number data type when you plan to sort on the values or use them in calculations, such as adding up the labor hours for a plumbing job or the hours worked by a certain employee during the fall season. If you’re working with dollar sales figures, it’s better to use a Currency type because you can choose from several monetary display formats. Currency values also maintain higher precision during calculations.

Number

Currency Use the Currency type when you want to store monetary values, such as the cost and bid price of contracted jobs. Currency fields can be used in arithmetic calculations, just like the Number fields. You have many more ways to specify the display appearance of Currency fields than Number fields, including how to indicate negative values. Currency values are accurate to 15 digits to the left of the decimal point and 4 digits to the right. Using Currency instead of the Number data type prevents inaccuracies caused by rounding off the results of calculations to two decimal points.

CAUTION Number and Currency fields are automatically assigned 0 as the default value. This can cause a problem if you plan to use the field to store lookup values. This also becomes a problem if you want to count records that contain a value in the field. Zero is considered a value and the record is then falsely included in the count. To prevent this complication, remove the setting in the Default Value property. See Chapter 6 for more information about lookup lists. When you specify an AutoNumber field, Access guarantees each record in the table has a unique value in the field, thereby creating a field you can use as a primary key. Access generates a unique value for the field as you enter each new record. You have a choice of two types of AutoNumbers: Long Integers and Replication ID numbers. If you choose Long Integer, you have a choice of how Access generates new values: Increment or

AutoNumber

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Random. The most commonly used are incremental numbers, which start with 1 and simply count the records as you add them.

Date/Time The Date/Time type is most useful when you want to sort records chronologically by the value in the field. You can also use a Date/Time field in calculations to determine elapsed time. With the Date/Time data type, you have a variety of ways to display the data as well. Formatting Date/Time and other data types is discussed in the section “Date/Time Fields.” Yes/No The Yes/No field is useful when you want the equivalent of a check mark in your records. For example, suppose you want to know if a transaction has been posted or a job has been completed. By default, a Yes/No field appears as a check box in a datasheet, as well as in forms and reports. You can choose to display Yes or No, On or Off, or True or False. You can also create your own custom display for Yes/No fields.

NOTE The Yes/No data type is also called “Boolean” because of its binary logic. OLE Object When you want to embed or link an object from another source in your table, you use an OLE Object type field. With this type of field, you can acquire data from such objects as an Excel spreadsheet, a Word document, graphics, sound, or other binary data. Hyperlink When you want the field to jump to another location, or to connect to the Internet or an intranet, store the hyperlink address in a hyperlink field. A hyperlink field can contain up to four parts, separated by the pound sign (#): • DisplayText Optional text that’s displayed instead of the full hyperlink address (commonly referred to as a “friendly” link).

• Address A Universal Resource Locator (URL) or a Universal Naming Convention (UNC) path.

• SubAddress A page within the web address or a location within the file. • ScreenTip Text that displays when the mouse pointer rests on the hyperlink. You see these when you rest the mouse pointer on a toolbar button. Only the address is required unless the subaddress points to an object in the current Access database. The other parts are optional.

Lookup Wizard The Lookup Wizard creates a field limited to a list of valid values. When you select this data type, a wizard helps you create the list and attaches it to your table. You can type in the values you want to use or have the Lookup Wizard consult another table for the set of valid values. Then, as you enter table data, you can choose the value you want from a drop-down list. The field inherits the same data type as the primary key field in the lookup list, which is the value stored in the lookup field.

TIP Field descriptions are helpful. For example, if the field name itself isn’t informative enough or you want to remind yourself the field is a link to another table, add a description. The text you enter in the Description column appears in the status bar when the field is highlighted in Datasheet View or in a form.

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Setting Field Properties Field properties determine how the values in the field are stored and displayed. Each type of field has a particular set of properties. For example, you might want certain currency values displayed with two decimal places, a dollar sign, and a comma as the thousands separator. Or, you could specify the currency values be rounded off to the nearest whole dollar. To specify a property setting, first select the field in the field entry pane (the upper portion of the window) in Design View, and then click the desired property in the Field Properties pane. Many of the properties show a down arrow when they’re selected. Clicking the arrow displays a list of property options from which to choose. In most cases, you can also type in the setting you want. A useful field property is the Caption, which is the text that appears in the column header in Datasheet View and as the label attached to a field in a form or report. The Caption property can display a more descriptive name for the values than the field name itself. Access attaches default properties to every field. You can accept or change the settings to customize your fields. Because Text fields are the most common and most of the field properties apply to the Text data type, let’s look at their properties first. Table 4-1 describes the properties of a Text field, most of which are also available to other types of fields, although they have different default settings for different data types. Property

Effect

Field Size

Specifies the maximum number of characters allowed in the field. Default is 50 characters. The maximum is 255 characters.

Format

Determines the display appearance, such as forcing uppercase or lowercase characters. In a text field, a default format isn’t specified.

Input Mask

Provides a template for data conforming to a pattern, such as telephone numbers or Social Security numbers, and adds literal characters to the field, if desired. Default is none.

Caption

Displays a name other than the field name in datasheets, forms, and reports. Default is none.

Default Value

Automatically enters the specified value in the field. Default is none.

Validation Rule

Specifies an expression that checks for invalid data. Default is none. (Unless the validation rule specifies that the field can be left blank, it can also have the same effect as setting the Required property to Yes.)

Validation Text

Displays this message if the entered data fails the validity rule. Default is none.

Required

Indicates this field cannot be left blank. Default is No.

Allow Zero Length

Differentiates between a blank field and a field containing an empty string of text (““). Helpful when a value is known not to exist (such as a fax number). Default is Yes.

Indexed

Indicates the table is indexed on this field. Default is No.

Unicode Compression

Allows string data that is now stored in Unicode format to be compressed to save storage space. Default is Yes.

TABLE 4-1

Describing the Text Field Properties

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Property

Effect

IME Mode

Sets the IME mode for a field when focus is moved to it. IME is a program that enters East Asian text into programs by converting keystrokes into complex East Asian characters. Default is No Control.

IME Sentence Mode

Sets the type of IME sentence. Default is None.

Smart Tags

Recognizes and labels the field as a particular type. Default is none.

TABLE 4-1

Describing the Text Field Properties (continued)

The Text, Number, and AutoNumber field types are the only ones for which you can specify a field size. Access automatically sets fixed field sizes for the other types. Number and Currency fields have a property that lets you specify the number of decimal places to display as well. The AutoNumber data type also has the New Values property, which determines the method of assigning a unique number to the new record. Other properties, such as Input Mask and Validation Rule, include a Build button that shows as a button displaying three dots (...) to the right of the property text box, which you can click to get help with the property. For example, if you click the button next to the Validation Rule property, the Expression Builder dialog box opens where you can get help with creating a valid expression. If you don’t need help building an expression, you can simply type it in the property box. If the expression is invalid, Access lets you know. You learn more about validation rules in the section “Ensuring Data Validity.”

Choosing a Field Size A text field, such as a postal code or a job number that contains only a few characters, needn’t take up the default 50 characters of disk space. You can change the size of the field by entering a different number. Another reason to specify the field size is to prevent data entry errors by limiting the number of characters that can be entered. Number fields are sized a little differently, specifying the name of the number layout, rather than the number of characters. The options are as follows:

• Byte Used to store positive integers (whole numbers) between 1 and 255. Uses 1 byte of storage.

TIP Save space with Number field sizing. If you know the field will contain only small integers, choose the Byte field size property to save disk space. This might not sound like much of a savings, but with extremely large tables, the results are significant.

• Integer Used to store larger integers and negative integers, between –32,768 and +32,768. Uses 2 bytes of storage.

• Long Integer Default Number field size, which is used to store even larger integers between roughly –2 billion and +2 billion. Uses 4 bytes.

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• Single Stores single-precision floating-point numbers in IEEE format. Floating point numbers are expressed in exponential terms, for example .35 × E05. Uses 8 bytes.

• Double Stores double-precision floating-point numbers in IEEE format. Uses 16 bytes.

• Replication ID Used to store a globally unique identifier (GUID). • Decimal Makes the Precision and Scale properties available to control number entries.

Formatting Field Data

AM FL Y

AutoNumber fields are limited to Long Integer and Replication ID field sizes. Changing the size of a Number field only changes the way it’s stored, not the appearance of the numbers. To change their appearance, you need to change the Format property.

TE

The Format property is used to specify the appearance of the value when displayed. This has no effect on the way the value is stored and it doesn’t check for invalid entries. A format makes sure all the field values look alike, no matter how you entered the data. For example, you can force all names to be displayed in uppercase characters or all dates to include fourdigit year values. Access provides predefined formats for most data types, but you can also create custom formats for all data types except OLE Object.

TIP You can go through the Windows Control Panel to change the Country setting on the General Tab of the Regional Options dialog box to apply foreign currency and other formats to field values. For example, changing English (United States) to English (United Kingdom) changes the currency symbol from dollars ($) to pounds (£). When you set a field’s Format property in Design View, Access applies that format to the values in Datasheet View. Any new controls on forms and reports also inherit the new formatting. Controls added to the form or report design prior to setting the custom formats are unaffected. You can use the following custom formatting symbols with any data type:

• ! Enters characters from left-to-right instead of right-to-left, forcing left alignment. • (space) Enters a space as a literal character when the SPACEBAR is pressed. • “xyz” Displays the characters or symbols within the quotation marks. • * Fills available space with the character that follows. • \ Indicates the character that follows is to be treated as a literal character. Often used with reserved symbols and characters.

• [color] Displays the field data in the color contained within the brackets. You can use black, blue, green, cyan, red, magenta, yellow, or white. Other custom formatting symbols are valid only for specific data types, as described in the following paragraphs.

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Text and Memo Fields Text and Memo fields use the same format settings, some of which are character placeholders that apply to individual characters and other settings affecting the entire entry. You can use the following symbols with Text and Memo field format settings: • @ Indicates a character or a space is required. • & Indicates a character or a space is optional. • < Converts all characters to lowercase. • > Converts all characters to uppercase. Custom Text and Memo format settings can have two sections, separated by a semicolon. The first section applies to fields containing text and the second applies to fields containing zero-length strings or null values. Here are some examples of using the Text and Memo Format settings: Format Setting

Entered As

Displays

@@@@[email protected]@[email protected]@@@

123456789

123-45-6789

>

jimmy

JIMMY