1. ACG 4401 Access 2007 Tables Part I Datasheet vs. Design View

2. Creating the Database Start Access  Getting Started Page Appears Choose Blank Database  Type in filename Extension will be.accdb  Choose your folder Click Crate Button

3. Backing up the Database Office Button  Manage Back Up Database

4. What the database file contains? Tables  New database starts with one (blank) Forms Reports Queries Macros Modules

5. Creating Tables Datasheet View  Fast and Easy Similar in Appearance to Excel Columns become fields  Drawbacks Data types are “guessed” by Access Design View  Full Control over each field in your table  Full control over Data Types  Full control over other Field Properties

6. Datasheet – Creating Table Select your table (or create a new one) Enter data in each column Use a different column for each field Add Column Names  These will be the names of your fields in your table  Double-click the column heading and edit Save your table

7. Multiple Datasheets Each table will appear as a Tab (Access 2007) Each table will appear as a separate Window (Access 2003 or earlier)

8. Design View Complete Control over the structure of your Tables  Fields/Attributes Data Types Other Data Properties Used to:  Add Fields End of Table  Move to last row of field list Between Fields  Move to the row below where you want the new field Right-click, Choose Insert Rows  Rearrange Fields Just drag and drop  Delete Fields

9. Fields Descriptions Description will appear in the Status Bar  Control: Provide prompting/feedback to users

10. For Each Field Enter Field Name Enter Data Type Enter Description (optional) Enter/Change Data Type Properties

11. What are the Data Types Text Memo Number Currency Date/Time Yes/No Hyperlink Attachment AutoNumber OLE Object

12. Text Any Character accepted Limited to 255 characters  ~ 1 paragraph Properties:  Text Length For most fields use 50 If you know exact length (e.g. SS#) use the exact length (e.g. 9)

13. Memo Used to store a large amount of Unformatted text  65k worth of data  ~ 1 average book chapter To Edit large blocks of text (or anything)  Shift-F2

14. Number Field Size depends on Number Type  Byte 0-255 No decimals  Integer -32,768 – 32,768 No decimals  Long Integer (Access Default) -2,147,483,648 – 2,147,483,648 No decimals  Single (Best choice for decimals) +/- up to 38 zeroes Decimals to 7 places  Double +/- up to 308 zeroes Decimals to 15 places  Decimal +/- up to 28 zeroes Decimals to 28 places

15. Currency Most Efficient for Financial Calculations

16. Date/Time Access stores the Date and Time Choose how it’s Displayed in the Format Field

17. Yes/No Any field that can be one of two states  Yes/No  On/Off  True/False  Male/Female

18. Hyperlink URL File Address Email Address

19. Attachment Access Stores the file inside the database  Pictures  Music Files  Word Files  Excel Files

20. AutoNumber Remember Primary Keys Access automatically creates this field type when you crate a new Table  Unless: Create>>Tables>>Table Design Default is sequential numbering  Two Options Random # Replication ID  Guaranteed to be unique Useful if database is distributed but will later be merged

21. Access 2007 Tables Part II Data Input Controls

22. Input Control From Design  Format the Datasheet Home>Font  Gridlines  Every other Row Color  Fonts  Text Color  Background

23. Data Entry Controls Preventing Blank Fields  Required Property  Allowed Zero Length Preventing Duplicate Values Default Values Input Masks Validation Rules Lookups

24. Preventing Blank Fields For any required field  Change Required Property to “Yes” But Access considers “ “ to be data  Change Allow Zero Length Property to “No” This also works for number field types if you want do not want to accept “0” as a number

25. Preventing Duplicate Values Indexed Property  Sorts a field in your table Improves Performance when searching/querying  Three Options No (Default) Yes [Allow Duplicates] Yes [No Duplicates]

26. Default Values Eliminates Need for User Input Use Default Value Property  Same data is usually entered For Example, Orlando for city  Dynamic default values Access inputs the data but it changes based on condition  Date() Today's date is entered  Text default values must be enclosed in “”

27. Input Masks Enforce data value pattern  Phone Number (407) 823-5739  (999) 000-0000  Social Security Number 111-23-7456  999-99-9999  Inventory Item Number MB678-Z123  >LL999->L999

28. Input Mask Open table in Design View Select field that will have pattern Choose Input Mask Property Click on the small ellipse... Choose from the Access provided Masks or Create your Own Choose how to store the Data  Store only the data 4078235739  Store the data and extra characters (407) 823-5739

29. Creating Your Own Mask Placeholders  Where should the user input data, and what type of data is allowed Special Characters  How to treat data that is entered in the mask Literals  Formatting for the mask () in phone number, - for SS #

30. Placeholder Characters CharacterDescription 0A required digit 9An optional digit #An optional digit or + or - LA required letter ?An optional letter AA required letter or digit aAn optional letter or digit &A required character of any type CAn optional character of any type

31. Special Characters CharacterDescription !Mask is filled left to right <Converts all characters that follow to lowercase >Converts all characters that follow to uppercase PasswordAny character typed in is replaces on screen with a *

32. Field Validation Rules Restrict data allowed  If data matches rule it can be entered  If data does not match rule Access keeps it out Applying Validation Rule  Open table in Design View  Select field  Go to Validate Rule Property Type Expression  Type Error Message in Validation Text Property

33. Writing Expressions Validating Numbers , <>, =, =, Between Validating Dates  Dates must be entered between ## #05/23/2008# , =  Date Functions Date () Today’s date, one second after midnight Now(0 Today’s date and current time  Validating Text  Starts with  Ends with  Contains Like Operator and * wildcard or ? Single character Combining Validation Conditions  And  Or

34. Validating Text Examples Start of text  Like “ACG*” End of text  Like “*4401” Contains text anywhere  Like “*A*B*” Contains text specific place  Like “????7Y2” if 1 st 4 characters are text  Like “####7Y2” if 1 st 4 characters are numbers Restrict character to certain letters or symbols  Like “[AE]*” Must begin with A or E  Like “[ABCD]*” or Like “[A-D]*” Must begin with A, or B, or C, or D

35. Table Validation Rules Allows comparison of multiple fields from a table For example:  Ship Date can NOT be before Order date  Validation Rule = Order Date < Ship Date To create table validation rule  Open table in Design View Table Tools > Design > Show/Hide > Property Sheet  Set Validation Rule  Set Validation Text field names must appear between []  [DateOrdered] < [DateShipped] or  [DateOrdered] <= [DateShipped]

36. Lookups Helps to standardize data Enter a value by choosing from a list Two Types  List has fixed set values  List comes from another table

37. Fixed Lookup Lists Open Table in Design View Go to field which will have lookup Change Data type to Lookup Wizard Choose “I will type in the values that I need” Enter the values Choose if lookup can store multiple values

38. Lookup List Property Disable user ability to add to or override list  Set the Limit to List property = “Yes” Allow list modification  Set the Limit to List property = “No”

39. Access 2007 Tables Part III Linking Tables

40. Defining a Relationship Each relationship links two tables  Primary Key from one table  Foreign key from another table Primary key value from 1 st table Choose:  Database Tools > Show/Hide > Relationships  Add tables that participate in relationship  Drag the field from one table (the one side) to the related field in the other table (the many side)  Edit relationship Set Enforce Referential Integrity  Prevents Insert, Deletion or Update anomalies Cascade Deletes  You don’t want to do this, but... It deletes every record in all related tables Cascade Updates  Any changes made in a link field (the one side) are automatically made in the linked field (the many side)

41. Lookups with Related Tables 2 nd Lookup Option Data values come from related table You must remove any defined relationship before doing the lookup Same steps as Lookup described earlier  Choose “I want the lookup column to look up values in a table or query”  Choose the table  Choose the field for the lookup  Choose a field that describes the lookup field  Choose a field to sort  Choose “Hide Key Column”  Name the lookup  Finish

42. Access 2007 Queries

43. Types of Queries Select  Display data that matches criteria Action Queries  Append data  Delete data  Update data Matches criteria All Queries are Objects stored in the database

44. Steps to Create Select Query Create > Other > Query Design Select table(s) Select fields you want displayed  Double click or  Drag  Choosing * field will select all fields Arrange fields from left to right  Best done by selecting in order you want  But you can drag fields around to re-arrange To Hide a Column  Uncheck the Show checkbox Choose a field to sort by Create your Criteria Run Your Query Save the Query

45. Join Queries Combine two related tables  Primary key  Foreign key Just add two (or more) tables to your Query Design Create Relationship  If relationship doesn’t already exist Everything else is the same.

46. Inner Joins vs Outer Joins Inner Joins  Only shows linked records Each Inventory item related to a Vendor Each Sales order related to a Customer Outer Joins  Show linked records AND  Other records from one of the two linked tables All Sales order that match a criteria based on Customer AND remaining Customers not linked to a Sales Order

47. Creating Outer Joins Right Click Join line in Query Choose:  Only choose rows where joined fields from both tables are equal (inner join)  Include All records from “xxxxx” table and only those records from “yyyyy” table where joined fields are equal (outer join)  Include All records from “yyyy” table and only those records from “xxxx” table where joined fields are equal (outer join)

48. Creating a Calculated Field Two Parts: Calculated field name: Expression  Using field names for the table(s) Enclose in [] and  [TableName.FieldName] [Customer.FirstName]

49. Math Expressions + - * / ^ - Exponentiation 2 2 \ - Integer Division 5/2 = 2 Mod – Modulas 5/2 = 1 (the remainder)

50. Writing Expressions Long Expression? Shift-F2

51. Expressions with Text &  Joins or concatenates fields together  Fullname: [FirstName] & “ “& [LastName]

52. Query Functions Function Name()  Inside () put in parameters (if any) that are needed Expression Builder  Right Click empty field box in Query Design  Build  Add/Edit the experssion

53. Formatting Expressions Format(Number, format)  Currency  Fixed  Standard  Percent  Scientific  Yes/No No if number is 0 Yes if number is anything else

54. Math Functions Sqr()  Square root Sqr(9) Abs()  Absolute Value Round()  Round(number, # of decimal places) Val()  Converts text field number to number for a calculation

55. Text Functions Ucase(text)  Capitlizes text LCase(text)  Changes text to lowercase Left(text,Number)  Starting from left, get’s number of characters Right(text, Number)  Starting from end, gets number of characters Mid(text, startnumber, endnumber) Trim(text)  Removes blank spaces from either side Len(text)  Counts number of characters

56. Date Functions Date() Now() DatePart(partofmonth, date)  yyyy – 4 digit year  q – Quarter 1 to 4  m – month, 1-12  y – Day of year, 1-365  d – Day, 1-31  w – Day of week, 1-7  ww – Week of the year, 1- 52  h – hour, 1-24  n – Minute, 1-60  S – Second, 1-60 DatePart(“m”, [DatePlaced]=DatePart(“m”, Date()) And DatePart(“yyyy”, [DatePlaced]=DatePart(“yy yy, Date()) The order was placed in the same month and year as today's month and year

57. Other Date Functions DateSerial() DateAdd() DateDiff() MonthName() WeekdayName() Format()

58. Blank Values Finding blank values  Is Null Nz()  Two Parameters Value (usually a field from your query) What to replace that field with if its Null  0 is the default so you can leave this parameter out OrderItemCost: Nz([Quanity]) * Nz([Price])

59. Summarizing Data Count Sum Average Maximum Minimum First Last Group By 1. Create Query 2. Add table(s) 3. Add fields 4. Query Tools|Design > Show/Hide > Totals 5. Total row appears in Query Design form

60. Total Query Quirks Each field in the design must be:  Used in a Summary Calculation  Used for Grouping (Sorting)  Used for Filtering

61. Query Parameters Flexible Queries User Supplied Criteria Steps 1. Create Query 2. QueryTools | Design > Show/Hide > Parameters 3. Choose name and data type for parameter 1. Data type should match the field data type that you are using the parameter for 4. OK 5. Run The Query

62. Access 2007 Forms

63. Why Use Forms Ease of Use  Reviewing  Editing  Data Entry Input Process Control

64. A Simple Form Two Types  Stacked Each Field is listed top to bottom One Record per screen (default)  Tabular Each Field name becomes a Column Record’s listed in rows Similar to DataSheet

65. Create a Simple Form Select Table Create > Forms > Form Changes to the Form:  Arrange field placement (dragging)  Adjust column widths  Edit field header text  Adjust formatting Fonts, Colors, etc.

66. Different Form Views Form View  Where you Review, Add, Edit data Layout View  See what your form looks like with Live data Design View  Total control over the form  No Live Data

67. The Layout Container for various controls on the Form:  Widen one field all others are widened  Move the layout all fields are moved  Rearrange a field in the layout, consistent spacing is maintained Create > Forms > Form  Creates One Layout container  You might want more to aid in form design

68. Using Multiple Layouts Open form in Design View  Resize for to eliminate all Blank Spaces Open Property Sheet for Form  Choose Form  Format Tab  Default View  Continuous To do this from the beginning  Create > Forms > Multiple Items

69. Split Forms Two Views of Data  Datasheet  Form Layout Create > Forms > Split Form

70. Split Form Properties Orientation  Top, Bottom, Left, Right Size  Controls size of datasheet Datasheet  Read Only Prevents editing to data in the datasheet

71. Other Form Properties Source  Where does the data come from Table or Query Allow Edits  No Can’t change anything, but can copy Allow Deletions  No, Can’t Delete Allow Additions  No, Can’t add new records Data Entry  Yes, the form can only be used to enter data  Form opens blank, no data

72. Access 2007 Advanced Forms Using Design View

73. Design View No Layout  Access Created Container for Fields More Control Types More Responsibility To crate a form in Design View:  Crate – > Forms -> Form Design

74. Control Types Label  Fixed Text, anywhere Text Box  Displays value of field  Combines with Label Check Box  Checked for Yes  Unchecked for No Toggle Button  Depressed for Yes  Not-pressed for No Line and Rectangle  Use to separate sections on the form Combo Box  Displays list from drop-down box User Supplied Table or Query Automatically uses for:  Lookup fields  Linked tables List Box  Displays entire list on form Tab Control  Create Tabbed pages on a form Subform  A form inside a form  Usually linked records from related table

75. Adding Controls to your Form 1. Design Tools|Design > Control 2. Select control you want (click it) 3. Move control to position on form (release mouse) 4. Complete Control Wizard (if any) 5. View Property sheet for Control 6. Modify property settings 7. Change name of control 8. Format control (optional)

76. Bound vs. Unbound Bound Control  Displays value from a field  Changes field value  Adds new data to a field Unbound  Not linked to any field in the table/query

77. Control Steps 1. Create a Control 2. Move a Control 3. Resize a Control 4. Modify a Control 5. Delete a Control

78. Changing multiple controls Select group of controls  Selection Box  Align to Left, Right, Top, or Bottom edges Sizing  To Widest, To Narrowest, To Tallest, To Shortest Spacing  Design Tools | Arrange > Position Make Vertical Spacing Equal Make Horizontal Spacing Equal Increase Vertical/Horizontal Spacing Decrease Vertical/Horizontal Spacing

79. Form Sections Detail  Most data fields from table/query Header/Footer  Title  Summary Information  To create Right click on Form Choose Page Header/Footer

80. Tab Order Tab Key  Moves cursor to next field on form  Net field may NOT be next closest If you moved fields around  Fields controls are numbered In order of creation To Control Tab Order  Right-click on form  Choose Tab Order  Choose Details Section  Auto Order Access sets order  Drag control to corrected order

81. Tab Control Properties Tab Stop (No)  cursor never goes to control; Auto Tab (only used with Input Mask)  once field is complete Tab automatically moves to next control Tab Index  change the index number of the control

82. Locked Vs. Enabled Controls Locked  “Yes”, Can’t edit the field  You can copy the field contents Enabled  “No”, dims control  No interaction, Can’t edit & Can’t Copy

83. Performing Calculations Text Box Control Unbounded In Property Sheet, go to Data tab  Add Expression in Control Source

84. Using the Tab Control If you have a lot of data to display  Not usually to add new data Tabs allow you to utilize limited space And organize related data

85. Navigation Form using Lists Make sure Control Wizard is on Choose List box or Combo Box  Combo Box saves screen space Place control on the form Wizard appears:  Find a Record on my Form  Choose field to use for Lookup  Make sure Hide Key column is checked  Enter Text Caption  Finish

86. The Subform Control Form with a form Usually the Many part of a 1:M relationship  1: part is created as a form with controls used to create a well designed form  :M part typically uses data sheet view But can use a designed form as well  Usually would change property to continuous display

87. Creating SubForm Form Design Tools | Design > Controls Adding manually  Source Object Table or Query  Displays as Datasheet Designed Form  Displays customized form  Link Master Field Field in the form that links to related records in the sub-form  Link Child Field Field in sub-form linked to related record(s) in the main-form

88. Command Buttons User Triggered Actions  Open a Form  Run a Query  Run a Report Types of Actions  Record Navigation  Record Operations  Form Operations  Report Operations  Application  Miscellaneous You can use these controls to create a menu system  More about this later.....

89. Access 2007 Using Forms to Build a Menu

90. SwitchBoard A special Form with Command Buttons One Page is Default Can have unlimited Pages  Menu  Sub-Menu

91. Creating SwitchBoard 1. Database Tools > Database Tools > SwitchBoard Manager 2. Choose Yes to Create one 3. Or Click Edit if one Exists 4. New, to create new Menu 5. Write Menu Text and Choose Command option 6. Close

92. SwitchBoard Options Go to Switchboard  Used to navigate to/from menu and sub- menu pages Open Form in Add Mode Open Form in Edit Mode Open Report (in Print Preview mode) Exit Application Run Macro or Run Code

93. Starting Access with Switchboard 1. Choose Office Button > Access Options 2. Click Current Database 3. Applications Options > Display Form box 1. Choose Switchboard Form 4. Optionally, clear checkbox for navigation pane

94. Ensure your Switchboard appears on Top of open windows Open Switchboard in Design View Go to form properties Other Tab Pop up to “Yes”

95. Access 2007 Creating Reports

96. Create a Simple Report 1. First select your Table or Query 2. Create > Reports > Report 3. Resize columns if needed 4. Rearrange columns if needed 5. Change Formatting 6. Save Report

97. Report Views Report View Layout View Design View Print Preview View

98. Formatting Reports AutoFormat  Entire Report Report Layout Tools | Formatting > AutoFormat > AutoFormat list Format Columns and Headers  Select what you want to format  Choose Font section in Ribbon Alternate Row Formatting  Click to the left of any row  Font > Alternate Fill button Select color

99. Conditional Formatting Define a condition and if its True  Access applies formatting to the ‘true’ values To do:  Select a Value in the column you want to apply conditional formatting  Report Layout Tools | Formatting > Font > Conditional  Set the conditions Evaluate data from field, “Field Value Is” Use data in calculation, “Expression Is”  Set the Formatting  Add 2 nd or 3 rd Conditions  Click OK

100. Access 2007 Designing Advanced Reports

101. Report Sections Report Header  Appears once at beginning of the report Page Header  Appears before detail at the stat of each new page Detail  Repeats for each record that appears in your report Page Footer  Appears after detail at the end of each new page Report Footer  Appears once at the end of the report

102. Report Controls Label Text Box Image Rectangle Page Break

103. Creating a Mailing Label Report Use Label Wizard  Select table/Query to use  Create > Reports > Labels  Follow Wizard

104. Report Grouping Why create a Report vs. a Form? Grouping! Arrange data in small sorted groups  You can Create Total Queries or  Reports with Groups

105. Creating Reports with Groups 1. Create a Report 2. Switch to Layout or Design View 3. Choose a field to sort the form by Right Clicking the Field 4. Choose the field to group by Right Clicking

106. Group, Sort, Total Extra sorting within a group Summary calculations for group Force page breaks for each group Report Design Tools | Design > Grouping & Totals > Group & Sort or Report Layout Tools | Formatting > Grouping & Totals > Group & Sort

107. Sort by Chooses the field to sort report by

108. Group on Choose a Field to Group by  By Entire Value Creates a group for each unique value in the field  Group a Range of Values Creates a group for values in a field that is within a range  Use for Numbers and/or Dates fields

109. With... Subtotals most common Title  Creates a header/footer for each group section Keep group Together on a page

110. Multiple Groups Just click on the next field you want to group by....