Microsoft Access: Let s create the tblperson. Today we are going to use advanced properties for the table fields and use a Query.
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1 : Let s create the tblperson. Today we are going to use advanced properties for the table fields and use a Query.
2 Add a SSN input mask to the PersonID field using the Wizard.
3 Limit the first and last name to just 20 characters.
4 Limit the state to just two characters.
5 Program your own simple input mask for field PersonZipCode: The digit 0 is used to indicate a number is required. The \ is used to display the next character as entered, which is the - hyphen in this case. There are required five digits, a hyphen, and then an optional four digit code. The last four digits indicate a more specific location within a given ZIP code. Since the last four digits aren t always used, a 9 indicates the last four digits are optional.
6 Add a semicolon ; and a use a 0 (zero) to indicate that the hyphen should be stored with the data, or use a 1 if you don t want to store the hyphen with the data. Using the value 1 can help save space in a large database because the hyphens (or other characters that you used in the input mask) won t be stored.
7 Add another semicolon ; and type in the placeholder character you would like to use. The default placeholder is an underscore _.
8 Program your own simple input mask for field PersonCreditCardNumber: The digit 0 is used to indicate a number is required. The \ is used to display the next character as entered, which is the - hyphen in this case. There are 16 digits in the, in groups of 4 separated by hyphens. All digits are required, so we use a 0 (zero).
9 Then program the table to save the hyphens and to use the placeholder #.
10 Use DataType Date/Time for the PersonCreditCardExpirationDate.
11 Add the PersonCreditCardSecurityCode as DataType Text and program the Input Mask to be 000. Remember, 0 is used to indicate that a digit is required. Three zeros in a row means three digits must be entered.
12 Add the field PersonCreditCardVerified as Data Type Yes/No.
13 The tblperson so far.
14 Now that we know about programming input masks, let s add an input mask for the two-letter state abbreviation. We don t use 00 (zero-zero), but instead we use LL. The letter L indicates a letter is required, and users need to type two letters.
15 Now add a greater than sign > in front of the LL. The > sign converts all characters that follow to uppercase.
16 Program input masks for the first and last name fields. Add > and < symbols and then repeated? (up to 20 total characters). The < symbol is used to indicate all following characters will be lowercase.
17 Program input masks for the first and last name fields. Add > and < symbols and then repeated? (up to 20 total characters). The < symbol is used to indicate all following characters will be lowercase.
18 The completed tblperson. Close the Table.
19 REMINDER: Forms are created to easily add raw data to your tables. For example, you could quickly teach someone unfamiliar with Access how to use a form, as you ll see in a moment Extra Information From the Microsoft Office website: Forms in Access are like display cases in stores that make it easier to view or get the items that you want. Since forms are objects through which you or other users can add, edit, or display the data stored in your Access desktop database, the design of your form is an important aspect. If your Access desktop database is going to be used by multiple users, well-designed forms are essential for efficiency and data entry accuracy. - support.office.com
20 Create a form to conveniently add data to the table: After setting up the table, close it then select the table you would like to create the form for first, then click Form. Close the form and save it with the appropriate prefix: frm.
21 Use the Design View and the Form Design Tools tabs to modify the appearance of the form.
22 Set the form to Pop-Up by adjusting properties in the property sheet task pane:
23 Try disabling the form Close Button (when you do this a form can be closed by right-clicking the top bar and selecting close):: Try disabling the ability to move the form: Set it to Auto Center. This will center the form in your Access window only (it doesn t center the form on the screen): After you test these out return the settings back to normal.
24 After adjusting the form appearance and properties, go to Form View to add data to the table tblperson. Let s add two fictitious records. When you add data to the form it will automatically add the data to the table. Scroll through the records. You can make changes with the form.
25 Confirm that tblperson has been successfully populated with data by viewing the table in data sheet view.
26 Let s create a report: Remember, a report object summarizes the fields and records from a table or query in an easy-to-read format suitable for printing or distribution.
27 We would like an easy-to-read document that only displays the first and last name of the people in the tblperson, and their credit card information. Use the Report Wizard. (Make sure all forms and tables are closed first.) Add spaces in the text and move things around, and work with text alignment so the text can be read. This can be done in report design view.
28 Be careful which boxes you fix in this report the light grey text with dots behind it indicates the headings. The text in the other boxes should not be touched it is programmed according to the table field name. Add spaces in the text and move things around, and work with text alignment so the text can be read. This can be done in report design view.
29 And the repaired report in Print Preview:
30 Let s build another table, and then add connections between it and the other table: The table Balance (tblbalance) will store the person s Account Balance information. Reminder: When you add connections, you are making use of the relational aspect of the Access DBMS (Database Management System). Use an input mask for SSN.
31 Add data to table AccountBalance in datasheet view to save time. Normally a form is created and then used to add data to a table, but sometimes using table datasheet view works just fine.
32 Use the same SSN that you used before when adding data to the tblperson. Save and close the table.
33 Let s add a relationship between the PersonID field of the two tables: And then we ll create a report that uses data from both tables.
34 A report that uses data from both tables:
35 Queries, from the Microsoft website: When you want to review, add, change, or delete data from your database consider using a query. Using a query, you can answer very specific questions about your data that would be difficult to answer by looking at table data directly. You can use queries to filter your data, to perform calculations with your data, and to summarize your data. You can also use queries to automate many data management tasks and to review changes in your data before you commit to those changes. We ll use a query to answer a question about the people in our database: what is the total amount of all of the account balances? The query will perform a calculation with the data (a basic sum function).
36 One of the most basic queries is a summary query. A summary query can sum fields in a table. So, for example, we can easily find out the total of all accounts in the tblaccountbalance. If there were hundreds, or even thousands, of entries in the tblaccountbalance this would be a big time saver. Start by making sure all objects are closed, then go to the Create tab, Query Wizard command:
37 - Simple Query Wizard - Send over the AccountBalance field:
38 - Select Summary: - Then Summary Options: - Then Finish. Check the boxes next to the functions you are interested in. Sum is the only function for now.
39 The query is created. This query simply sums all of the AccountBalance fields. This type of basic query can be very useful.
40 Save and close the query. Make sure you use the correct prefix: qryaccountbalance
41 Another way to find out the sum of all of the account balances in our tblaccountbalance is to add a total row to the table itself. - Open tblaccountbalance - In the Home tab, Records group, press the Totals command:
42 Select Sum from the pull-down menu: Other useful functions are available, also. Link to Definitions Source
43 What if you want to use data from a table in Excel? You can easily export table contents to an Excel workbook. - Open tblperson - Select the External Data tab, Export group, Excel command:
44 Open the exported table in Excel to see what it looks like:
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