Acknowledgments The author and editors wish to thank the following instructors for their technical and academic contributions:

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2 Project Editor Developmental Editor Consulting Editor Senior Designer Technical Reviewer Cover Designer Copyeditor Desktop Production Specialists Proofreader Indexer Photo Researcher Sonja Brown James Patterson Denise Seguin Leslie Anderson Desiree Faulkner Jennifer Wreisner Susan Capecchi Erica Tava, Lisa Beller Joy McComb Nancy Fulton Paul Spencer Publishing Team George Provol, Publisher; Janice Johnson, Director of Product Development and Instructional Design; Tony Galvin, Acquisitions Editor; Lori Landwer, Marketing Manager; Shelley Clubb, Electronic Design and Production Manager Acknowledgments The author and editors wish to thank the following instructors for their technical and academic contributions: Susan Lynn Bowen, Valdosta Technical College, Valdosta, GA, for testing the exercises and assessing instruction Ann Lewis, Ivy Tech State College, Evansville, IN, for creating the case studies and for preparing the IG materials Denise Seguin, Fanshawe College, London, Ontario, Canada for writing the introductions to Word 2003, Excel 2003, Access 2003 and PowerPoint Photo Credits: : S1 (counterclockwise from top), William Gottlieb/CORBIS; CORBIS; CORBIS; Will & Deni McIntyre/CORBIS. E1, Bernado Bucci/CORBIS; E2, Jose Luis Pelaez, Inc./CORBIS; E3 Jon Feingersh/CORBIS Library of Congress Cataloging-in-Publication Data Rutkosky, Nita Hewitt. Microsoft Access 2003 specialist and expert certification / Nita Rutkosky and Meredith Flynn. p. cm. -- (Benchmark series) Includes index. ISBN Electronic data processing personnel--certification. 2. Microsoft software--examinations--study guides. 3. Microsoft Access. I. Flynn, Meredith. II. Title. III. Benchmark series (Saint Paul, Minn.) QA76.3.R dc Care has been taken to verify the accuracy of information presented in this book. However, the author, editors, and publisher cannot accept any responsibility for Web, , newsgroup, or chat room subject matter or content, or for consequences from application of the information in this book, and make no warranty, expressed or implied, with respect to its content. Trademarks: Some of the product names and company names included in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers. The author, editors, and publisher disclaim any affiliation, association, or connection with, or sponsorship or endorsement by, such owners. Microsoft and the Microsoft Office Logo are trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries, and the Microsoft Office Specialist Logo is used under license from owner. EMC/Paradigm Publishing is independent from Microsoft Corporation, and not affiliated with Microsoft in any manner. This publication may be used in assisting students to prepare for a Microsoft Office Specialist Exam. Neither Microsoft, its designated program administrator or courseware reviewer, nor EMC/Paradigm Publishing warrants that use of this publication will ensure passing the relevant exam. Text: ISBN Product Number by Paradigm Publishing, Inc. Published by EMCParadigm 875 Montreal Way St. Paul, MN (800) educate@emcp.com Web site: All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical photocopying, recording, or otherwise, without prior written permission of Paradigm Publishing, Inc. Printed in the United States of America

3 C O N T E N T S Microsoft Office Specialist Certification Getting Started Using Windows XP Browsing the Internet Using Internet Explorer Microsoft Access 2003 Specialist Specialist Unit 1: Creating Database Tables, Queries, and Filters Unit 1 Microsoft Office Specialist Skills Table Chapter 1 Creating a Database Table Organizing Data in a Database Table Determining Fields Assigning a Data Type to Fields Creating a Database Table Entering Data in a Table Opening a Database File Entering Data in a Database Table Printing a Database Table Changing Page Setup Changing Field Width Maintaining a Database Table Adding a Record to a Table Deleting a Record in a Table Modifying a Table Adding a Field Deleting a Field Using the Input Mask Wizard Using the Lookup Wizard Moving a Field Sorting Records Chapter 2 Creating Relationships between Database Tables Creating Related Tables Determining Relationships Creating a Primary Field Creating a Foreign Key Establishing a Relationship between Tables Creating a One-to-Many Relationship Printing Database Relationships Relating Tables in the Southwest Insurance Database File Editing and Deleting a Relationship Displaying Related Records in a Subdatasheet Chapter 3 Using Wizards and Help viii GS1 W1 IE1 S1 S5 S6 S7 S8 S8 S9 S11 S17 S17 S18 S20 S21 S22 S25 S25 S26 S26 S27 S32 S33 S34 S35 S36 S36 S40 S41 S41 S42 S43 S43 S46 S47 S50 S50 S57 S58 S60 S61 S62 S62 S65 S67 Creating a Database Table Using the Table Wizard S67 Completing a Spelling Check S76 Finding and Replacing Data S77 Backing Up a Database File S81 Compacting and Repairing a Database File S81 Using Help S83 Getting Help Using the Ask a Question Text Box S83 Getting Help from the Microsoft Access Help Task Pane S84 Chapter 4 Performing Queries and Filtering Records Performing Queries Designing a Query Establishing Query Criteria Sorting Fields in a Query Performing a Query with the Simple Query Wizard Creating a Calculated Field Designing Queries with Aggregate Functions Changing Query Column Headings Creating a Crosstab Query Creating a Find Duplicates Query Creating an Unmatched Query Filtering Data Using Filter By Selection Using Filter By Form Specialist Unit 1 Performance Assessment Specialist Unit 2: Creating Forms and Reports Unit 2 Microsoft Office Specialist Skills Table Chapter 5 Creating Forms Creating a Form Creating a Form Using AutoForm Creating a Form Using the Form Wizard Creating a Form with Related Database Tables Creating a Form in Design View Using Fields to Add Controls Moving Control Objects Resizing Control Objects Formatting Control Objects Aligning Control Objects Adding Controls Using the Toolbox Adding a Form Header and Form Footer Adding a Calculated Control Chapter 6 Creating Reports, Mailing Labels, and Charts Creating Reports Creating a Report Using Auto Report Creating a Report Using the Report Wizard Preparing a Report Based on Two Database Tables Creating a Report in Design View Using Fields to Add Controls Moving, Resizing, and Customizing Control Objects S85 S86 S87 S87 S91 S93 S93 S94 S95 S100 S101 S105 S108 S111 S113 S115 S119 S120 S120 S122 S124 S125 S126 S126 S130 S131 S131 S137 S138 S138 S139 S140 S141 S141 S142 S145 S150 S151 S152 S152 S153 S153 S154 S158 S159 S161 S164 S165 S166 S166 S169 S171 S171 S172 S172 S178 S179 ACCES S iii

4 Adding Controls Using the Toolbox Adding a Report Header and Report Footer Preparing Mailing Labels Creating a Chart Summarizing Data by Changing Views Summarizing Data using PivotTable View Summarizing Data Using PivotChart View Chapter 7 Importing and Exporting Data Using OfficeLinks Exporting Data to Excel Exporting Data to Word Merging Access Data with a Word Document Merging Query Data with a Word Document Importing and Linking Data to a New Table Importing Data to a New Table Linking Data to a New Table Using the Office Clipboard Viewing Objects and Object Dependencies Displaying Database Contents Viewing Object Dependencies Chapter 8 Creating Web Pages and Using Database Wizards Creating a Data Access Page Saving a Table as a Web Page Applying a Theme to a Web Page Previewing a Web Page in Web Page Preview Creating Hyperlinks Creating a Database with a Wizard Specialist Unit 2 Performance Assessment Index Microsoft Access 2003 Expert Expert Unit 1: Advanced Tables, Forms, Queries, and Reports Unit 1 Learning Objectives Table Chapter 1 Creating and Modifying Advanced Tables Data Types Creating a Table Using the Table Wizard Creating a Table Using Design View Modifying a Table s Design Controlling Data Entry in Tables Field Size Validation Rules and Text S186 S190 S194 S194 S199 S202 S203 S203 S204 S207 S212 S215 S219 S221 S221 S223 S224 S226 S227 S227 S230 S231 S231 S232 S235 S238 S S251 S252 S252 S253 S255 S257 S257 S264 S265 S265 S267 E1 E5 E6 E7 E8 E9 E14 E16 E18 E18 E19 Creating and Modifying an Input Mask Creating and Modifying Lookup Fields Formatting Field Values Propagating Field Properties Backing Up A Database File Compacting and Repairing a Database Chapter 2 Creating and Modifying Forms Creating Controls Creating a Form Using the Form Wizard Building a Form Using Design View Adding Titles and Graphics to a Form Adding Titles Inside Label Boxes Adding a Picture to a Form Customizing the Form Header, Detail, and Form Footer Sections Moving and Resizing Control Objects and Displaying the Grid Moving Control Objects Resizing Control Objects Displaying the Grid Modifying Control Properties Creating a Calculated Control Form Properties Creating a Form with Two Tables Modifying the Subform Creating a Switchboard Using Error Checking in Forms Applying Themes to Views, Dialog Boxes, and Controls Chapter 3 Refining Queries Applying Filters to a Query Refining a Query Using the Filter By Selection Button Refining a Query Using the Filter By Form Button Creating and Applying Advanced Filters Joining Two Tables in a Query Performing Calculations in a Query Creating a Totals Query Creating a Custom Calculation Creating A Crosstab Query Creating a Parameter Query Creating an Action Creating a Delete Query Creating an Append Query Creating a Make-Table Query Creating an Update Query Specifying Multiple Criteria for a Query in Design View Modifying Field Properties Chapter 4: Using Advanced Report Features Understanding the Parts of a Report E20 E24 E27 E28 E31 E31 E33 E34 E34 E35 E38 E41 E42 E42 E45 E50 E51 E53 E54 E57 E57 E59 E59 E60 E62 E64 E66 E68 E71 E73 E74 E75 E77 E77 E78 E81 E83 E90 E96 E98 E101 E105 E106 E107 E107 E108 E110 E111 E115 E116 E117 E117 E121 E123 E123 iv ACCESS

5 Creating a Report in Design View Modifying a Report in Design View Formatting Text in a Control Adding Page Numbers to a Report Adding the Current Date and Time to a Report Printing a Report Sorting Records in a Report Grouping Records in a Report Adding Graphics to a Report Modifying Properties for a Report, Section, or Control Calculating a Total or an Average Embedding a Subreport Using Error Checking in Reports Expert Unit 1 Performance Assessment E168 E126 E130 E131 E131 E132 E133 E135 E136 E139 E141 E142 E148 E151 E153 E154 E154 E155 E158 E159 E159 E167 E167 Expert Level Unit 2: Automating, Securing, and Integrating Databases E169 Unit 2 Learning Objectives Table E170 Chapter 5: Defining Relationships E171 Understanding Relationships in an Access Database Defining Relationships between Tables Viewing Existing Relationships between Tables Printing the Relationships Window Understanding Referential Integrity Editing an Existing Relationship Using Cascade Update and Cascade Delete Options Understanding Join Types Using Indexes Chapter 6: Using Access Tools Assigning User-Level Security Setting a Database Password Removing a Database Password Adding Permissions to a Database Encoding and Decoding a Database Setting Startup Options Using the Table Analyzer Wizard Converting an Access Database to Access 97 or Access 2000 Creating Macros Creating a Command Button That Runs a Macro Understanding Macro Security Levels E172 E176 E177 E178 E183 E184 E185 E187 E189 E192 E193 E194 E194 E196 E197 E198 E198 E201 E206 E208 E210 E213 E214 E218 E220 Using AutoCorrect Chapter 7: Creating Database Applications Using the Database Splitter Wizard Linking an External Table Making a Local Table from a Linked Table Create Access Modules Using Visual Basic Routines Creating an MDE File Chapter 8: Using Data from the Internet and Other Sources Exporting Records to Excel Exporting Records Using OfficeLinks Exporting Records Using Drag and Drop Presenting Data in a Chart Linking an Excel Workbook to an Access Database Creating a Data Access Page Using the Group and Sort Features of Data Access Pages Creating a Hyperlink Field Creating a Lookup Field to Use Sorted Data in Another Table Creating PivotTables and PivotCharts in Data Access Pages Creating a PivotTable in a Data Access Page Saving a PivotChart as a Data Access Page Using XML to Share Data XML Design Rules Governing the Design of XML Documents Advantages of Self-Documenting XML Files XML Schemas Provide Structure XML Style Sheet Transformations Importing XML Data into Access 2003 Exporting XML Data Exporting File Options Exporting Multiple Tables Unit 2 Performance Assessment Index E221 E223 E224 E224 E225 E230 E231 E231 E233 E237 E238 E244 E246 E246 E247 E247 E249 E251 E252 E252 E255 E257 E262 E265 E269 E273 E275 E278 E278 E284 E286 E286 E287 E288 E289 E289 E290 E294 E295 E301 E306 E307 E307 E308 E312 E313 E313 E316 E316 E317 E318 ACCES S v