Lesson 23 Managing and Reporting Database Information Computer Literacy BASICS: A Comprehensive Guide to IC3, 3rd Edition Morrison / Wells

Objectives Create a form. Enter and edit data in a form. Sort data in Datasheet view. Find and replace data in Datasheet view. Create a query. Create and print a report. Create mailing labels. 2 2

Vocabulary form query report 3 3

Introduction Access has features that help you work with larger databases. These features help you enter the data, order the data, find the data, and summarize and report the data. 4 4

Creating a Form You can create a form, which provides a convenient way to enter, edit, and view data from a table. A professional-looking form can also make the process of entering data more efficient and more accurate. Access offers two features that make creating a form quick and easy: the Form tool and the Form Wizard. 5 5

Creating a Form (continued) Creating a Form Using the Form Tool: You can create a form with a single click using the Form tool. 6 6

Creating a Form (continued) Creating a Form Using the Form Tool (cont): All the fields from the table or query are included on the form. You can modify the form layout and design using either Layout view or Design view. 7 7

Creating a Form (continued) Creating a Form Using the Form Wizard: The Form Wizard makes it easy to create a form with your preferences because it prompts you to select the fields, the form layout, and the style for the new form. 8 8

Entering and Editing Data in a Form Entering data in a form is similar to entering data in a table in Datasheet view. When you enter or edit a record in Form view, Access automatically updates the records in the table. 9 9

Sorting Data in Datasheet View You can sort text and numbers in either ascending or descending order using the buttons in the Sort & Filter group on the Home tab. Ascending order sorts alphabetically from A to Z and numerically from the lowest to the highest number. Descending order sorts alphabetically from Z to A and numerically from the highest to the lowest number. 10 10

Finding and Replacing Data Finding Data: The Find command, located in the Find group on the Home tab, provides a quick and easy way for you to locate specific records or find certain values within fields. You can search for data within a specific field, or you can search the entire table. 11 11

Finding and Replacing Data (continued) Finding Data (cont): Use options in the Find and Replace Dialog box to locate data. 12 12

Finding and Replacing Data (continued) Using the Replace Command: The Replace command locates the search text and replaces it with new text that you specify. You can choose to view and confirm each replacement individually or you can choose to replace all occurrences of the search text with a single click. 13 13

Creating a Query A query is a database object which enables you to locate multiple records matching specified criteria. The New Object: Query button is located in the Other group on the Create tab. 14 14

Creating a Query (continued) When you create a query, you must identify all the fields for which you want to retrieve and show information. 15 15

Creating and Printing a Report A report is a database object which allows you to organize, summarize, and print all or a portion of the data in a database. 16 16

Creating and Printing a Report (continued) You can create a report based on a table or a query. You can create a report manually, but the Report Wizard provides an easy and fast way to design and create a report. 17 17

Creating and Printing a Report (continued) The wizard will ask you questions about which data you want to include in the report and how you want to format that data. 18 18

Creating Mailing Labels It is common to create mailing labels based on the database information. Access provides a wizard to use a report format to create the labels. 19 19

Summary 20 20 In this lesson, you learned: The Form Wizard helps you create a professional-looking, customized form for entering data. Entering and editing data in a form is similar to entering and editing data in a table in Datasheet view. You use the same navigation buttons to move from one record to another. You can sort records in Datasheet view in either ascending or descending order. 20 20

Summary (continued) The Find command can save you time looking for records and specific values in a table. The Replace command can save you time finding and replacing specific text. You can create a query to find records that match specified criteria. Access searches for and retrieves data from the table that matches the criteria you specify. 21 21

Summary (continued) A report allows you to organize, summarize, and print all or a portion of the data in a database. You can choose the Report Wizard to guide you through the process in creating and formatting a report. When you want to create mailing labels, you create a report object using the Label Wizard. 22 22