1. Skills © Paradigm Publishing, Inc. 1 Skills © Paradigm Publishing, Inc. 1

2. Skills © Paradigm Publishing, Inc. 2 Skills © Paradigm Publishing, Inc. 2 SECTION 3 SKILLS Creating Queries, Forms, and Reports 3.1Use the Simple Query WizardUse the Simple Query Wizard 3.2Create a Query Using a Single TableCreate a Query Using a Single Table 3.3Add Multiple Tables to a QueryAdd Multiple Tables to a Query 3.4Add Criteria Statements to a QueryAdd Criteria Statements to a Query 3.4Hide ColumnsHide Columns CHECKPOINT 1 3.5Extract Records Using AND CriteriaExtract Records Using AND Criteria 3.5Sort Query ResultsSort Query Results 3.6Extract Records Using OR CriteriaExtract Records Using OR Criteria 3.7Perform Calculations in a QueryPerform Calculations in a Query 3.8Create and Edit FormsCreate and Edit Forms CHECKPOINT 2 3.9Add Fields to a FormAdd Fields to a Form 3.10Add a LogoAdd a Logo 3.10Resize and Edit ObjectsResize and Edit Objects 3.11Create and Edit a ReportCreate and Edit a Report 3.12Resize and Move Columns in a ReportResize and Move Columns in a Report 3.12Report SectionsReport Sections CHECKPOINT 3

3. Skills © Paradigm Publishing, Inc. 3 Use the Simple Query Wizard  A query is an Access object designed to extract data from one or more tables.  Usually a query is created to select records that answer a question.  Query results display in a datasheet that pulls the data from existing tables.  A query can be created to serve a variety of purposes, from very simple field selection to complex conditional statements or calculations.  In its simplest form, a query can be used to display or print selected fields from two tables.

4. Skills © Paradigm Publishing, Inc. 4 Use the Simple Query Wizard…continued To create a query using the Simple Query Wizard: 1. Click the Create tab. 2. Click Simple Query Wizard. 3. Click OK. 4. Choose the table(s) and field(s) to include in the query. 5. Click Next. steps continued on next slide… New Query dialog box selected fields

5. Skills © Paradigm Publishing, Inc. 5 Use the Simple Query Wizard…continued 6. Choose Detail or Summary query. 7. Click Next. 8. Type a title for the query. 9. Click Finish. query title

6. Skills © Paradigm Publishing, Inc. 6 Create a Query Using a Single Table To create a query in Design view with a single table: 1. Click the Create tab. 2. Click the Query Design button in the Queries group. 3. Double-click the required table in the Show Table dialog box. 4. Close the Show Table dialog box. 5. Add the required field names from the field list box to the columns in the design grid. steps continued on next slide… design grid

7. Skills © Paradigm Publishing, Inc. 7 Create a Query Using a Single Table…continued 6. Click the Save button on the Quick Access toolbar. 7. Type a query name in the Save As dialog box. 8. Click OK. 9. Click the Run button in the Results group in the Query Tools Design tab. Run button Save As dialog box

8. Skills © Paradigm Publishing, Inc. 8 Add Multiple Tables to a Query To create a query in Design view with multiple tables: 1. Click the Create tab. 2. Click the Query Design button in the Queries group. 3. Double-click the required tables in the Show Table dialog box. 4. Close the Show Table dialog box. 5. Add the required field names from the field list box to the columns in the design grid. steps continued on next slide… multiple tables

9. Skills © Paradigm Publishing, Inc. 9 Add Multiple Tables to a Query…continued 6. Click the Save button on the Quick Access toolbar. 7. Type a query name in the Save As dialog box. 8. Click OK. 9. Click the Run button in the Results group in the Query Tools Design tab. Run button Save As dialog box

10. Skills © Paradigm Publishing, Inc. 10 Add Criteria Statements to a Query To add a criteria statement to a query: 1. Open the query in Design view. 2. Click in the Criteria row in the column to attach the criterion to. 3. Type the criterion statement. 4. Save the revised query. 5. Click the Run button in the Results group in the Query Tools Design tab. criterion statement

11. Skills © Paradigm Publishing, Inc. 11 Add Criteria Statements to a Query…continued Criterion StatementRecords That Would Be Extracted “Finance Department”Those with Finance Department in the field Not “Finance Department”All except those with Finance Department in the field “Fan*”Those that begin Fan and end with any other characters in the field >15000Those with a value greater than 15,000 in the field #5/1/09#Those that contain the date May 1, 2009 in the field >#5/1/09#Those that contain dates after May 1, 2009 in the field

12. Skills © Paradigm Publishing, Inc. 12 Hide Columns To hide columns: 1. Click the check box in the Show row in the desired column to clear the box. check box

13. Skills © Paradigm Publishing, Inc. 13 CHECKPOINT 1 1)This is an Access object designed to extract data from one or more tables. a.datasheet b.report c.form d.query 1)This is an Access object designed to extract data from one or more tables. a.datasheet b.report c.form d.query 3)This command instructs Access to carry out the instructions and display the results of a query. a.Run b.Go c.Start d.Begin 3)This command instructs Access to carry out the instructions and display the results of a query. a.Run b.Go c.Start d.Begin 2)This is the dialog box used to add tables to a query. a.Query Table b.Edit Table c.Show Table d.Add Table 2)This is the dialog box used to add tables to a query. a.Query Table b.Edit Table c.Show Table d.Add Table 4)Adding this type of statement to the query design grid will cause Access to display only certain records. a.comment b.criterion c.description d.objective 4)Adding this type of statement to the query design grid will cause Access to display only certain records. a.comment b.criterion c.description d.objective Next Question Next Slide Answer

14. Skills © Paradigm Publishing, Inc. 14 Extract Records Using AND Criteria To extract records using AND criteria: 1. Start a new query in Design view. 2. Add the desired table(s) and field(s) to the design grid. 3. Click in the Criteria row in the first column. 4. Type the criterion statement. 5. Repeat Steps 3-4 for the remaining criterion fields. 6. Save the query. 7. Run the query. multiple criterion statements

15. Skills © Paradigm Publishing, Inc. 15 Sort Query Results To sort query results: 1. Open the query in Design view. 2. Click in the Sort row in the field by which to sort. 3. Click the down-pointing arrow. 4. Click Ascending or Descending. 5. Save the query. 6. Run the query. Sort row

16. Skills © Paradigm Publishing, Inc. 16 Extract Records Using OR Criteria To extract records using OR criteria: 1. Start a new query in Design view. 2. Add the desired table(s) and field(s) to the design grid. 3. Click in the Criteria row in the first column. 4. Type the criterion statement. 5. Click in the or row in the column in which to attach the next criterion. 6. Type the criterion statement. 7. Repeat Steps 5-6 as necessary, moving down one Criteria row for each new criterion. 8. Save the query. 9. Run the query. or row

17. Skills © Paradigm Publishing, Inc. 17 Perform Calculations in a Query To create a calculated field in a query: 1. Open the query in Design view. 2. Click in the first available blank field row in the design grid. 3. Type a column heading for the calculated field. 4. Type a colon (:). 5. Type the mathematical expression. 6. Press Enter. 7. Click the Save button. 8. Click the Run button. mathematical expression

18. Skills © Paradigm Publishing, Inc. 18 Perform Calculations in a Query…continued To format a calculated field: 1. Open the query in Design view. 2. Click in the field containing the calculated expression. 3. Click the Query Tools Design tab. 4. Click the Property Sheet button. 5. Click in the Format property box. 6. Click the down-pointing arrow. 7. Click the desired format at the drop-down list. 8. Close the Property Sheet task pane. 9. Click the Save button. 10. Click the Run button. Format property box

19. Skills © Paradigm Publishing, Inc. 19 Create and Edit Forms To create a form using the Form button: 1. Click once to select the table name in the Navigation pane. 2. Click the Create tab. 3. Click the Form button in the Forms group. Form button

20. Skills © Paradigm Publishing, Inc. 20 Create and Edit Forms…continued To change the theme: 1. Click the View button in the Views group of the Home tab to return to Layout view. 2. Click the Themes button in the Themes group of the Form Layout Tools Design tab. 3. Click the desired option at the drop-down gallery. Themes button

21. Skills © Paradigm Publishing, Inc. 21 Create and Edit Forms…continued To create a form using the Form Wizard: 1. Click the Create tab. 2. Click the Form Wizard button. 3. Choose the table for which to create the form. 4. Select the fields to include in the form. 5. Click Next. 6. Choose the form layout. 7. Click Next. 8. Type the form title. 9. Click Finish. Form Wizard dialog box

22. Skills © Paradigm Publishing, Inc. 22 CHECKPOINT 2 1)Multiple criteria entered in the same Criteria row becomes this type of statement. a.AND b.OR c.ELSE d.SUM 1)Multiple criteria entered in the same Criteria row becomes this type of statement. a.AND b.OR c.ELSE d.SUM 3)This is the character between the text and the mathematical expression for the values. a.plus sign b.minus c.colon d.asterisk 3)This is the character between the text and the mathematical expression for the values. a.plus sign b.minus c.colon d.asterisk 2)Multiple criteria entered in different Criteria rows becomes this type of statement. a.AND b.OR c.ELSE d.SUM 2)Multiple criteria entered in different Criteria rows becomes this type of statement. a.AND b.OR c.ELSE d.SUM 4)Use this to be guided through a series of dialog boxes to generate a form. a.Form button b.Form Wizard c.Form Generator d.Form box 4)Use this to be guided through a series of dialog boxes to generate a form. a.Form button b.Form Wizard c.Form Generator d.Form box Next Question Next Slide Answer

23. Skills © Paradigm Publishing, Inc. 23 Add Fields to a Form To add fields from another table to the form: 1. Open the Form. 2. Switch to Layout view. 3. Click the Add Existing Fields button in the Tools group of the Form Layout Tools Design tab. 4. Click Show all tables. steps continued on next slide… Show all tables option Add Existing Fields button

24. Skills © Paradigm Publishing, Inc. 24 Add Fields to a Form…continued 5. Click the expand button next to the desired table. 6. Drag the desired field from the Field List pane to the desired location on the form. 7. Repeat Step 6 for all fields to be added. 8. Close the Field list pane. 9. Save and close the form. Field List pane expand button

25. Skills © Paradigm Publishing, Inc. 25 Add a Logo To add a logo to a form: 1. Open the form in Layout view. 2. Click the logo container object. 3. Click the Logo button in the Header/Footer group in the Form Layout Tools Design tab. 4. Navigate to the location of the graphic file. 5. Double-click the graphic file name. Logo button logo container object

26. Skills © Paradigm Publishing, Inc. 26 Resize and Edit Objects To resize a control object: 1. Open the form in Layout view. 2. Select the desired control object. 3. Point to the left, right, top, or bottom edge, or to a corner. 4. Drag the height or width to the desired size. pointer

27. Skills © Paradigm Publishing, Inc. 27 Resize and Edit Objects…continued To edit a control object: 1. Click to select the label control object. 2. Click the label control object a second time to place an insertion point inside the selected control. 3. Position the insertion point. 4. Add or remove spaces or characters as desired. insertion point

28. Skills © Paradigm Publishing, Inc. 28 Create and Edit a Report To create a report: 1. Click the object name in the Navigation pane. 2. Click the Create tab. 3. Click the Report button in the Reports group. Report button

29. Skills © Paradigm Publishing, Inc. 29 Create and Edit a Report…continued To change to landscape: 1. Click the Report Layout Tools Page Setup tab. 2. Click the Landscape button in the Page Layout group. Landscape button

30. Skills © Paradigm Publishing, Inc. 30 Resize and Move Columns in a Report To resize report columns: 1. Open the report in Layout view. 2. Click the column heading. 3. Drag to the right or left border of the selected column heading to the desired width. 4. Save the report. resize pointer

31. Skills © Paradigm Publishing, Inc. 31 Resize and Move Columns in a Report…continued To move report columns: 1. Open the report in Layout view. 2. Click the column heading. 3. Shift + click over the data below the column heading. 4. Position the mouse pointer inside the selected column. 5. Drag the column to the desired location. 6. Save the report. move pointer

32. Skills © Paradigm Publishing, Inc. 32 Report Sections Report SectionDescription Report HeaderControls in this section are printed once at the beginning of the report, such as the report title. Page HeaderControls in this section are printed at the top of each page, such as column headings. DetailControls in this section make up the body of the report by printing the data from the associated table or query. Page FooterControls in this section are printed at the bottom of each page, such as the report date and page numbers. Report FooterControls in this section are printed once at the end of the report, such as column totals.

33. Skills © Paradigm Publishing, Inc. 33 CHECKPOINT 3 1)The Add Existing Fields button is in this group of the Form Layout Tools Design tab. a.Views b.Tools c.Themes d.Controls 1)The Add Existing Fields button is in this group of the Form Layout Tools Design tab. a.Views b.Tools c.Themes d.Controls 3)Use this object when you want to specify which fields to print. a.table b.form c.query d.report 3)Use this object when you want to specify which fields to print. a.table b.form c.query d.report 2)Use this key to select multiple control objects in a form or report. a.F1 b.Alt c.Shift d.Ctrl 2)Use this key to select multiple control objects in a form or report. a.F1 b.Alt c.Shift d.Ctrl 4)This is the default orientation. a.Portrait b.Landscape c.Full d.AutoFit 4)This is the default orientation. a.Portrait b.Landscape c.Full d.AutoFit Next Question Next Slide Answer