Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-1 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary MODIFYING AND MANAGING TABLES Microsoft Access 2007 – Level 1 Chapter 3

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-2 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Performance Objectives Modify a table design by adding, deleting, or moving fields Assign a default value and validate a field entry Insert a Total row Use the Input Mask Wizard and the Lookup Wizard Complete a spelling check on data in a table Find specific records in a table Find specific data in a table and replace with other data Backup a database Compact and repair a database Use the Help feature

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-3 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Modifying a Table Change the table structure to –Add, delete fields (columns) –Change data type, description, or length –Set defaults and validation rules Adding, deleting, changing data in records is not the same as changing the structure of the table Modifying a table = changing its structure Click Home tab, View to switch views bottom button opens a list of views OR

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-4 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Adding a Field Click in row that will follow the new field then Click the Insert Rows button (in Design tab, Tools group) In Table Design view OR In Table Datasheet view Type in column ‘Add New Field’

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-5 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Deleting a Field Click in row to be deleted Click the Delete button (in Table Tools tab) In Table Design view OR In Datasheet view Click in the column to be deleted then Warning message appears … (see next slide)

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-6 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Deleting a Field…/2 Cannot UNDO after clicking Yes; all data in the deleted field(s) will be gone Read and consider this message carefully, then click Yes

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-7 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Assigning a Default Value Enter the Default Value Default value must match the data type for the field Table Design view Click on the desired field, then its properties:

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-8 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Validation Rules and Text Ensures that data being added or edited in records meets specific conditions –value entered is compared against expression (validation rule) –if the value satisfies the validation rule, Access accepts the entry –if the value does not satisfy the validation rule, Access displays a message

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-9 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Validation Rules and Text…/2 Enter the Validation Rule Enter the Validation Text If the value entered does not meet the Validation Rule, Access displays the message entered in the Validation Text field property Table Design view Click on field to be validated, then its properties:

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-10 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Inserting a Total Row Datasheet view Click Totals button Click in Totals row in desired column Click desired function for that column

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-11 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Creating an Input Mask An input mask is a pattern for how to enter data into the field –data in all records will conform to a standard format –Examples: mm/dd/yy The Input Mask Wizard can be used to create the Input Mask property entry for a field Input mask only works with Text or Date field types

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-12 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Input Mask Wizard Controls the data entered in the field (sets a pattern for how data is entered) Select desired field Click in the Input Mask property Click the Build button (three dots)

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-13 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Input Mask Wizard…/2 Click desired input mask Click First dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-14 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Input Mask Wizard…/3 Try it and make any desired changes Click Second dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-15 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Input Mask Wizard…/4 Choose how to store the data Click Third dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-16 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Input Mask Wizard…/5 Fourth dialog box Always test the input mask by adding a few records to the table Click

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-17 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Creating Lookup Fields Confines the data entered to a selection from a list of values –looked up from an existing table or query or a fixed set of values that you define Promotes consistency and accuracy The Lookup Wizard can be used to facilitate creating the Lookup field

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-18 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Lookup Wizard Click drop-down arrow in Data Type column Click Set the field’s Data Type to Lookup Wizard

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-19 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Lookup Wizard…/2 Click to indicate that you want to type in the values Click First dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-20 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Lookup Wizard…/3 Click and type desired values (press Tab key to move to next line) Click Second dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-21 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Lookup Wizard…/4 Type the name for the field Click Third dialog box

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-22 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Using the Lookup Wizard…/5 Click the arrow to display and select an available entry Try it … Alternatively, as you start typing the entry, Access will fill in from the list Opens a dialog box to add or change the list entries

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-23 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Modifying Lookup Fields Can edit list items Change to Yes so that entries are limited to only those in the drop-down list In Design View, click in the correct field row to display the Field Properties Click the Lookup tab

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-24 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Moving a Field Click Record Selector to select entire row Drag to desired location Table Design view

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-25 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Sorting Records Click in column Click Datasheet view Ascending Descending

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-26 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Completing a Spelling Check Spelling checker … looks up words in its dictionary offers replacement words for misspelled ones finds duplicate words finds irregular capitalizations In Datasheet view Click

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-27 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Finding and Replacing Data Datasheet view Click Type text to find Set desired search options

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-28 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Finding and Replacing Data…/2 Datasheet view Click Replace button Type text to find, text to replace it Set desired search options

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-29 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Backing Up a Database File Office button, Manage, Back Up Database Opens Save As dialog box Makes a copy of the current database

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-30 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Compacting and Repairing Compacting rearranges the space used by the file on the disk –to use disk space efficiently –to optimize the performance of the database Compacting the database will automatically repair it as well Be sure that no other users have the database open before compacting

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-31 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Compacting and Repairing…/2 You may also compact an Access database that is not open Office button, Manage, Compact and Repair Database While the database file is open…

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-32 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Compacting and Repairing…/3 Office button, Access Options, Current Database Set the option to compact and repair a database file each time it is closed Click to insert a checkmark

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-33 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Use Access Help Click or press the F1 key Type subject and press Enter key OR Click a topic Can set where to search

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-34 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary How can you add a field to a table? In Design view click in a row then Click the Insert Rows button OR In Datasheet view Type under ‘Add New Field’ Features Summary

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-35 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary How do you delete a field from a table? In Design view, Click in row to be deleted Click the Delete button In Datasheet view Click in the column to be deleted then OR Features Summary

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-36 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary How do you save a modified table design? Quick Access Save button OR Office, Save Ctrl + S OR Features Summary

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-37 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary How do you back up a database? Office, Manage, Back Up Database Features Summary

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-38 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary How do you compact and repair a database? Features Summary Office button, Manage, Compact and Repair Database

Copyright 2007, Paradigm Publishing Inc. ACCESS 2007 Chapter 3 BACKNEXTEND 3-39 LINKS TO OBJECTIVES Modify a Table – Add, Delete, Move Fields Modify a Table – Add, Delete, Move Fields Assign a Default Value Assign a Default Value Validate Data Insert a Total Row Input Masks Lookup Fields Sorting Records Spelling Check Find and Replace Data Find and Replace Data Backup a Database Compact and Repair a Database Compact and Repair a Database Use Help Features Summary Coming Next PERFORMING QUERIES Chapter 4