Access ComprehGnsiwG. Shelley Gaskin, Carolyn McLellan, and. Nancy Graviett. with Microsoft

Transcription

1 with Microsoft Access 2010 ComprehGnsiwG Shelley Gaskin, Carolyn McLellan, and Nancy Graviett Prentice Hall Boston Columbus Indianapolis New York San Francisco Upper Saddle River Imsterdam Cape Town Dubai London Madrid Milan Munich Paris Montreal Toronto Delhi Mexico City Sao Paulo Sydney Hong Kong Seoul Singapore Taipei Tokyo

2 GO! Walkthrough xxiv Common Features Chapter 1 Using the Common Features of Microsoft Office PROJECT 1A PowerPoint File 2 Objective 1 Use Windows Explorer to Locate Files and Folders 3 Activity 1.01 Using Windows Explorer to Locate Files and Folders 3 Objective 2 Locate and Start a Microsoft Office 2010 Program 6 Activity 1.02 Locating and Starting a Microsoft Office 2010 Program 6 Objective 3 Enter and Edit Text in an Office 2010 Program 9 Activity 1.03 Entering and Editing Text in an Office 2010 Program 9 Objective 4 Perform Commands from a Dialog Box 11 Activity 1.04 Performing Commands from a Dialog Box 11 Objective 5 Create a Folder, Save a File, and Close a Program 13 Activity 1.05 Creating a Folder, Saving a File, and Closing a Program 13 Objective6 Add Document Properties and Print a File 18 Activity 1.06 Adding Document Properties and Printing a File 18 PROJECT IB Word File 21 Objective 7 Open an Existing File and Save it with a New Name 22 Activity 1.07 Opening an Existing File and Saving it with a New Name 22 Objective 8 Explore Options for an Application 25 Activity 1.08 Viewing Application Options 25 Objective 9 Perform Commands from the Ribbon 26 Activity 1.09 Performing Commands from the Ribbon 26 Activity 1.10 Minimizing and Using the Keyboard to Control the Ribbon 31 Objective 10 Apply Formatting in Office Programs 32 Activity 1.11 Formatting and Viewing Pages 32 Activity 1.12 Formatting Text 34 Activity 1.13 Using the Office Clipboard to Cut, Copy, and Paste 38 Activity 1.14 Viewing Print Preview and Printing a Word Document 41 Objective 11 Use the Microsoft Office 2010 Help System 43 Activity 1.15 Using the Microsoft Office 2010 Help System in Excel 43 Objective 12 Compress Files 44 Activity 1.16 Compressing Files 44 Summary, Key Terms, Matching, and Multiple Choice v

3 Access Chapter 1 Getting Started with Access Databases 49 PROJECT 1A Contact Information Database with Two Tables 50 Objective 1 Identify Good Database Design 51 Activity 1.01 Using Good Design Techniques to Plan a Database 51 Objective 2 Create a Table and Define Fields in a New Database 52 Activity 1.02 Starting with a New Blank Database 53 Activity 1.03 Assigning the Data Type and Name to Fields 55 Activity 1.04 Renaming Fields and Changing Data Types in a Table 58 Activity 1.05 Adding a Record to a Table 59 Activity 1.06 Adding Additional Records to a Table 60 Activity 1.07 Importing Data from an Excel Workbook into an Existing Access Table 61 Objective 3 Change the Structure of Tables and Add a Second Table 64 Activity 1.08 Deleting a Table Field in Design View 64 Activity 1.09 Modifying a Field Size and Adding a Description 65 Activity 1.10 Viewing a Primary Key in Design View 66 Activity 1.11 Adding a Second Table to a Database by Importing an Excel Spreadsheet 67 Activity 1.12 Adjusting Column Widths 69 Activity 1.13 Printing a Table 71 Objective 4 Create and Use a Query, Form, and Report 74 Activity 1.14 Using the Simple Query Wizard to Create a Query 74 Activity 1.15 Creating and Printing a Form 76 Activity 1.16 Creating, Modifying, and Printing a Report 78 Objective 5 Save and Close a Database 80 Activity 1.17 Closing and Saving a Database 80 PROJECT 1B Student Workshops Database 81 Objective 6 Create a Database Using a Template 82 Activity 1.18 Creating a New Database Using a Template 82 Activity 1.19 Building a Table by Entering Records in a Multiple Items Form 83 Objective 7 Organize Objects in the Navigation Pane 86 Activity 1.20 Organizing Database Objects in the Navigation Pane 86 Objective 8 Create a New Table in a Database Created with a Template 88 Activity 1.21 Creating a New Table and Changing Its Design 88 Objective 9 Print a Report and a Table in a Database Created with a Template 90 Activity 1.22 Viewing and Printing a Report 90 Activity 1.23 Printing a Table 90 Summary, Key Terms, Matching, and Multiple Choice Skills Review 94 Mastering Access 101 GO! Fix It 108 GO! Make It 109 GO! Solve It 110 Rubric 112 GO! Think 113 You and GO! 114 vi

4 Chapter 2 Sort and Query a Database 115 PROJECT 2A Instructors and Courses Database 116 Objective 1 Open an Existing Database 117 Activity 2.01 Opening and Renaming an Existing Database 117 Activity 2.02 Resolving Security Alerts and Renaming Tables 117 Objective 2 Create Table Relationships 118 Activity 2.03 Creating Table Relationships and Enforcing Referential Integrity 118 Activity 2.04 Printing a Relationship Report and Displaying Subdatasheet Records 122 Objective 3 Sort Records in a Table 123 Activity 2.05 Sorting Records in a Table in Ascending or Descending Order 123 Activity 2.06 Sorting Records in a Table on Multiple Fields 125 Objective 4 Create a Query in Design View 126 Activity 2.07 Creating a New Select Query in Design View 126 Activity 2.08 Running, Saving, Printing, and Closing a Query 128 Objective 5 Create a New Query from an Existing Query 129 Activity 2.09 Creating a New Query from an Existing Query 129 Objective 6 Sort Query Results 130 Activity 2.10 Sorting Query Results 130 Objective 7 Specify Criteria in a Query 132 Activity 2.11 Specifying Text Criteria in a Query 132 Activity 2.12 Specifying Criteria Using a Field Not Displayed in the Query Results 134 Activity 2.13 Using Is Null Criteria to Find Empty Fields 135 PROJECT 2B Athletic Scholarships Database 137 Objective 8 Specify Numeric Criteria in a Query 138 Activity 2.14 Opening an Existing Database and Importing a Spreadsheet 138 Activity 2.15 Creating Table Relationships 139 Activity 2.16 Specifying Numeric Criteria in a Query 140 Activity 2.17 Using Comparison Operators 141 Activity 2.18 Using the Between...And Comparison Operator 142 Objective 9 Use Compound Criteria 143 Activity 2.19 Using AND Criteria in a Query 143 Activity 2.20 Using OR Criteria in a Query 144 Objective 10 Create a Query Based on More Than One Table 145 Activity 2.21 Creating a Query Based on More Than One Table 145 Objective 11 Use Wildcards in a Query 147 Activity 2.22 Using a Wildcard in a Query 147 Objective 12 Use Calculated Fields in a Query 149 Activity 2.23 Using Calculated Fields in a Query 149 Objective 13 Calculate Statistics and Group Data in a Query 152 Activity 2.24 Using the MIN, MAX, AVG, and SUM Functions in a Query 152 Activity 2.25 Grouping Data in a Query 153 Objective 14 Create a Crosstab Query 155 Activity 2.26 Creating a Crosstab Query Using One Table 155 Summary, Key Terms, Matching, and Multiple Choice Skills Review 158 Mastering Access 167 GO! Fix It 175 GO! Make It 176 GO! Solve It 177

5 Rubric 179 GO! Think 180 You and GO! 181 Chapter 3 Forms, Filters, and Reports 183 PROJECT 3A Students and Majors 184 Objective 1 Create and Use a Form to Add and Delete Records 185 Activity 3.01 Creating a Form 185 Activity 3.02 Adding Records to a Table by Using a Form 187 Activity 3.03 Deleting Records from a Table by Using a Form 189 Activity 3.04 Printing a Form 190 Objective 2 Create a Form by Using the Form Wizard 191 Activity 3.05 Creating a Form by Using the Form Wizard 191 Objective 3 Modify a Form in Layout View and in Design View 193 Activity 3.06 Grouping Controls and Applying a Theme to a Form in Layout View 193 Activity 3.07 Modifying a Form in Design View 195 Activity 3.08 Adding, Resizing, and Moving Controls in Layout View 197 Activity 3.09 Formatting and Aligning Controls in Layout View 198 Objective 4 Filter Records 201 Activity 3.10 Filtering Data by Selection of One Field 201 Activity 3.11 Using Filter By Form and Advanced Filter/Sort 203 PROJECT 3B Job Openings 206 Objective 5 Create a Report by Using the Report Tool 207 Activity 3.12 Creating a Report Using the Report Tool 207 Activity 3.13 Modifying a Report in Layout View and Printing a Report 208 Objective 6 Create Reports by Using the Blank Report Tool and the Report Wizard 210 Activity 3.14 Creating a Report Using the Blank Report Tool 210 Activity 3.15 Creating a Report by Using the Report Wizard 213 Objective 7 Modify the Design of a Report 217 Activity 3.16 Formatting and Deleting Controls in Layout View 217 Activity 3.17 Modifying Controls in Layout View 218 Activity 3.18 Aligning Controls in Design View 219 Objective 8 Print a Report and Keep Data Together 221 Activity 3.19 Keeping Data Together and Printing a Report 221 Summary, Key Terms, Matching, and Multiple Choice Skills Review 226 Mastering Access 234 GO! Fix It 242 GO! Make It 243 GO! Solve It 244 Rubric 246 GO! Think 247 You and GO! 248 Business Running Case 1: Access Chapters

6 Chapter 4 Enhancing Tables 253 PROJECT 4A City Directory 254 Objective 1 Manage Existing Tables 255 Activity 4.01 Backing Up a Database 255 Activity 4.02 Adding File Locations to Trusted Locations 256 Activity 4.03 Copying a Table and Modifying the Structure 257 Activity 4.04 Appending Records to a Table 259 Activity 4.05 Splitting a Table into Two Tables 260 Activity 4.06 Appending Records from Another Database 262 Objective 2 Modify Existing Tables 264 Activity 4.07 Finding and Deleting Records 264 Activity 4.08 Finding and Modifying Records 266 Activity 4.09 Adding and Moving Fields in Design View and Datasheet View 268 Activity 4.10 Checking Spelling 269 Objective 3 Create and Modify Table Relationships 271 Activity 4.11 Creating Table Relationships and Testing Referential Integrity 271 Activity 4.12 Setting and Testing Cascade Options 273 PROJECT 4B IT Tasks 276 Objective 4 Create a Table in Design View 277 Activity 4.13 Creating a Table in Design View 277 Objective 5 Change Data Types 281 Activity 4.14 Changing Data Types 281 Objective 6 Create a Lookup Field 282 Activity 4.15 Creating a Lookup Field Based on a List of Values 282 Activity 4.16 Creating a Lookup Field Based on Data in Another Table 283 Objective 7 Set Field Properties 285 Activity 4.17 Creating an Input Mask Using the Input Mask Wizard 285 Activity 4.18 Creating an Input Mask Using the Input Mask Properties Box 288 Activity 4.19 Specifying a Required Field 290 Activity 4.20 Setting Default Values for Fields 292 Activity 4.21 Indexing Fields in a Table 293 Objective 8 Create Data Validation Rules and Validation Text 294 Activity 4.22 Creating Data Validation Rules and Validation Text 294 Activity 4.23 Testing Table Design and Field Properties 297 Objective 9 Attach Files to Records 299 Activity 4.24 Attaching a Word Document to a Record 299 Summary, Key Terms, Matching, and Multiple Choice Skills Review 304 Mastering Access 310 GO! Fix It 316 GO! Make It 317 GO! Solve It 318 Rubric 320 GO! Think 321 You and GO! 322 ix

7 Chapter 5 Enhancing Queries 323 PROJECT 5A Inventory 324 Objective 1 Create Calculated Fields in a Query 325 Activity 5.01 Creating a Calculated Field Based on Two Existing Activity 5.02 Creating a Calculated Field Based on One Existing Field Fields 325 and a Number 328 Objective 2 Use Aggregate Functions in a Query 331 Activity 5.03 Adding a Total Row to a Query 331 Activity 5.04 Creating a Totals Query 333 Objective 3 Create a Crosstab Query 335 Activity 5.05 Creating a Select Query as the Source for the Crosstab Query 336 Activity 5.06 Creating a Crosstab Query 337 Objective 4 Find Duplicate and Unmatched Records 339 Activity 5.07 Finding Duplicate Records 339 Activity 5.08 Finding Unmatched Records 341 Objective 5 Create a Parameter Query 342 Activity 5.09 Creating a Parameter Query Using One Criteria 342 Activity 5.10 Creating a Parameter Query Using Multiple Criteria 344 PROJECT SB Orders 346 Objective 6 Create a Make Table Query 347 Activity 5.11 Creating a Select Query 347 Activity 5.12 Converting a Select Query to a Make Table Query 348 Objective 7 Create an Append Query 350 Activity 5.13 Creating an Append Query for a Table in the Current Database 350 Activity 5.14 Creating an Append Query for a Table in Another Database 352 Objective 8 Create a Delete Query 355 Activity 5,15 Creating a Delete Query 355 Objective 9 Create an Update Query 358 Activity 5.16 Creating an Update Query 358 Activity 5.17 Creating an Update Query with an Expression 359 Objective 10 Modify the Join Type 361 Activity 5.18 Viewing the Results of a Query Using an Inner Join 361 Activity 5.19 Changing the Join Type to an Outer Join 363 Summary, Key Terms, Matching, and Multiple Choice Skills Review 368 Mastering Access 375 GO! Fix It 382 GO! Make It 383 GO! Solve It 384 Rubric 386 GO! Think 387 You and GO! 388

8 Chapter 6 Customizing Forms and Reports 389 PROJECT 6A Franchises 390 Objective 1 Create a Form in Design View 391 Activity 6.01 Creating a Form in Design View 391 Activity 6.02 Adding Sections to the Form 393 Objective 2 Change and Add Controls 395 Activity 6.03 Changing Controls on a Form 395 Activity 6.04 Adding Controls to a Form 397 Objective 3 Format a Form 401 Activity 6.05 Adding a Background Color 401 Activity 6.06 Adding a Background Picture to a Form 403 Activity 6.07 Modifying the Borders of Controls 405 Objective 4 Make a Form User Friendly 407 Activity 6.08 Adding a Message to the Status Bar 407 Activity 6.09 Creating Custom ControlTips 409 Activity 6.10 Changing the Tab Order 410 PROJECT 6B SDC 415 Objective 5 Create a Report Based on a Query Using a Wizard 416 Activity 6.11 Creating a Report Using a Wizard 416 Activity 6.12 Modifying a Report Created Using a Wizard 417 Objective 6 Create a Report in Design View 419 Activity 6.13 Creating a Report in Design View 419 Activity 6.14 Modifying the Sections of a Report 421 Objective 7 Add Controls to a Report 422 Activity 6.15 Adding Label and Text Box Controls to a Report 422 Activity 6.16 Adding an Image Control and a Line Control to a Report 425 Objective 8 Group, Sort, and Total Records in Design View 427 Activity 6.17 Adding a Grouping and Sort Level to a Report 427 Activity 6.18 Adding Calculated Controls to a Report 430 Summary, Key Terms, Matching, and Multiple Choice Skills Review 438 Mastering Access 446 GO! Fix It 453 GO! Make It 454 GO! Solve It 455 Rubric 457 GO! Think 458 You and GO! 459 Business Running Case 2: Access Chapters xi

9 Chapter 1 Creating Advanced Forms and Reports PROJECT 7A SWG Episodes Objective 1 Create a Split Form 4^ Activity 7.01 Creating a Split Form Using the Split Form Tool 467 Activity 7.02 Formatting a Split Form 468 Activity 7.03 Converting an Existing Form into a Split Form 472 Objective 2 Create a Form and a Subform 474 Activity 7.04 Creating a Form and a Subform Using the Form Tool 474 Activity 7.05 Creating a Form and a Subform Using the Form Wizard 4?8 Activity 7.06 Creating a Subform by Dragging a Related Table onto an Existing Form Objective 3 Create a Multi-Page Form 486 Activity 7.07 Creating a Multi-Page Form Using the Tab Control ^ PROJECT 7B Online Orders - ^ Objective 4 Create and Modify a Subreport 492 Activity 7.08 Using the SubReport Wizard to Create a Subreport 492 Activity 7.09 Modifying a Subreport 494 Activity 7.10 Creating a Subreport by Adding an Object to an Existing Report 495 Activity 7.11 Displaying a Total from a Subreport on the Main Report 498 Objective 5 Create a Report Based on a Parameter Query 502 Activity 7.12 Creating a Report Based on a Parameter Query 502 Activity 7.13 Printing the Parameters in the Report 504 Objective 6 Create an Alphabetic Index 506 Activity 7.14 Creating an Alphabetic Index 506 Summary, Key Terms, Matching, and Multiple Choice Skills Review 512 Mastering Access 520 GO! Fix It 528 GO! Make It 529 GO! Solve It Rubric GO! Think You and GO! Chapter 8 Creating Macros, PivotTables, and PivotCharts 537 PROJECT 8A Benefit Sessions 538 Objective 1 Create a Standalone Macro with One Action 539 Activity 8.01 Creating a Standalone Macro 539 Activity 8.02 Opening a Form in Its Own Window 543 Activity 8.03 Creating a Second Standalone Macro that Executes Automatically 545 Objective 2 Add Multiple Actions to a Standalone Macro 546 Activity 8.04 Adding Multiple Actions to an Existing Standalone Macro 546

10 Objective 3 Create a Macro Group Activity 8.05 Creating the First Macro in a Macro Group Activity 8.06 Creating a Second Macro in a Macro Group Activity 8.07 Creating a Third Macro in a Macro Group Objective 4 Associate a Macro with an Event Activity 8.08 Associating a Command Button with a Macro Objective 5 Activity 8.09 Objective Activity 8.10 Create an Embedded Macro Creating an Embedded Macro 6 Print Macro Details Printing Macro Details PROJECT SB Nursing Salaries 567 Objective 7 Create a PivotTable from a Query Activity 8.11 Creating a PivotTable from a Query Activity 8.12 Pivoting the Data and Adding Totals Activity 8.13 Removing Fields from and Adding Fields to the PivotTable Objective 8 Create a PivotChart from a PivotTable Activity 8.14 Creating a PivotChart from a PivotTable Summary, Key Terms, Matching, and Multiple Choice Skills Review Mastering Access GO! Fix It GO! Make It GO! Solve It Rubric GO! Think You and GO! Chapter 9 Integrating Access with Other Applications 599 PROJECT 9A Liberty Motors 600 Objective 1 Import Data from a Word Table 601 Activity 9.01 Preparing a Word Table for Importing 601 Activity 9.02 Importing Data from a Word Table 604 Objective 2 Import Data from an Excel Workbook 610 Activity 9.03 Importing Data from an Excel Worksheet 610 Activity 9.04 Appending Data from Excel to a Table 612 Objective 3 Insert an Excel Chart into a Report 613 Activity 9.05 Creating a Query and a Report 614 Activity 9.06 Inserting an Excel Chart into a Report 615 Objective 4 Import from and Link to Another Access Database 617 Activity 9.07 Importing Data from Another Access Database 617 Activity 9.08 Linking to a Table in Another Access Database 620 PROJECT 9B Used Car Inventory 621 Objective 5 Export Data to Word 622 Activity 9.09 Exporting an Access Query to Word 622 Activity 9.10 Exporting an Access Report to Word 626 xiii

11 2003 Objective 6 Use Mail Merge to Integrate Access and Word 627 Activity 9.11 Merging an Access Table with a Word Document 627 Objective 7 Export Data to Excel 632 Activity 9.12 Exporting Selected Records to Excel 633 Activity 9.13 Copying Selected Records to an Existing Excel Workbook 635 Objective 8 Export Data to an HTML File and an XML File 637 Activity 9.14 Exporting a Report to an HTML File 637 Activity 9.15 Exporting a Report to an XML File 639 Summary, Key Terms, Matching, and Multiple Choice Skills Review 644 Mastering Access 651 GO! Fix It 657 GO! Make It 658 GO! Solve It 659 Rubric 661 GO! Think 662 You and GO! 664 Business Running Case 3: Access Chapters Chapter 10 Administering Databases 669 xiv PROJECT 10A Customers 670 Objective 1 Compact and Repair a Database 671 Activity Compacting and Repairing a Database 671 Objective 2 Back Up a Database 672 Activity Backing Up a Database 672 Objective 3 Convert Databases to an Earlier Version of Access 674 Activity Converting to a Database 674 Objective 4 Replicate and Synchronize a Database 675 Activity Creating a Replica of a Database 676 Activity Synchronizing a Database 677 PROJECT 10B Invoices 679 Objective 5 Use Microsoft Access Analysis Tools 680 Activity Using the Table Analyzer 680 Activity Using the Performance Analyzer 682 Activity Viewing Object Dependencies 684 Activity Using the Database Documenter 685 Objective 6 Add Action Tags 687 Activity Adding Action Tags 687 Objective 7 Modify Access Views and Behaviors 689 Activity Modifying Access Options 689 Activity Customizing the Quick Access Toolbar 690 Activity 10,13 Setting Current Database Options 692 Activity Customizing the Navigation Pane 693 Summary, Key Terms, Matching, and Multiple Choice Skills Review 698 Mastering Access 703 GO! Fix It 710 GO! Make It 711

12 60! Solve It 712 Rubric 714 GO! Think 715 You and GO! 716 Chapter 11 Securing Databases and Writing SQL Statements 717 PROJECT 11A Lawyers 718 Objective 1 Utilize the Trust Center 719 Activity Viewing Trust Center Options 719 Objective 2 Use the Database Splitter 723 Activity Splitting a Database 723 Objective 3 Encrypt and Decrypt Databases 725 Activity Encrypting Databases with a Password 725 Activity Decrypting a Database with a Password 727 Objective 4 Create a Locked Database (ACCDE File) 727 Activity Creating a Secure ACCDE File 728 PROJECT 11B Overdue Accounts 730 Objective 5 Modify a Query in SQL View 731 Activity Modifying a Query in SQL View 731 Objective 6 Create a Query in SQL View 733 Activity Creating SQL Statements 733 Activity Specifying the Join Type in SQL 735 Objective 7 Create a Union Query Using SQL 736 Activity Creating a Union Query in SQL View 736 Objective 8 Create Calculated Fields and SQL Aggregate Functions 738 Activity Creating Calculated Fields in SQL 738 Activity Writing SQL Aggregate Functions 739 Summary, Key Terms, Matching, and Multiple Choice 742 Skills Review 744 Mastering Access 749 GO! Fix It 755 GO! Make It 756 GO! Solve It 757 Rubric 759 GO! Think 760 You and GO! 761 Business Running Case 4: Access Chapters Glossary G-1 Index M xv