Access 2010 Intermediate. Access 2010 Intermediate SAMPLE

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1 Access 2010 Intermediate Access 2010 Intermediate

2 Access 2010 Intermediate Page Cheltenham Courseware Pty. Ltd. All trademarks acknowledged. E&OE. No part of this document may be copied without written permission from Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham Courseware. All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made, expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or consequential damages arising from the use of any material contained in this document. If you find any errors in these training modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and will help us to maintain the highest possible standards. Sample versions of courseware from Cheltenham Courseware (Normally supplied in Adobe Acrobat format): If the version of courseware that you are viewing is marked as NOT FOR TRAINING,, or similar, then it cannot be used as part of a training course, and is made available purely for content and style review. This is to give you the opportunity to preview our courseware, prior to making a purchasing decision. Sample versions may not be re-sold to a third party. For current license information This document may only be used under the terms of the license agreement from Cheltenham Courseware. Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. Please see the site license agreement available at: Contact Information Australia / Asia Pacific / Europe (ex. UK / Ireland) / Rest of the World info@cheltenhamcourseware.com.au Web: USA / Canada info@cheltenhamcourseware.com Web: UK / Ireland info@cctglobal.com Web: Cheltenham Courseware Pty. Ltd.

3 Access 2010 Intermediate Page 3 TUTOR SETUP INFORMATION... 6 FILES FOR THIS COURSE... 7 QUERIES... 8 What are queries?... 8 Creating a query... 9 Adding (and removing) criteria to a query Running a query Editing criteria in a query Saving a query Creating a two table query and sorting the results Refining your query What are Wildcards? Deleting a query Hiding and un-hiding fields within a query REPORTS What are reports? Creating a simple report Using the Report Wizard Modifying the layout of a report Widening a report column Modifying the report title Adding a logo to a report Formatting a form using themes Modifying field names within a report Inserting and formatting the date & time Adding existing fields to a report Resizing reports for printing Totals Closing a report Deleting a report EXPORTING What does exporting data mean? What is a spread sheet format? What is text only and CSV format? What is a PDF file? What is an XML file? Exporting a table as an Excel file Exporting a table as a text file (keeping data format & layout) Exporting a table as a text CSV formatted file Exporting a table as a PDF formatted file Exporting a table as an XML formatted file PRINTING Considerations before printing Print previewing Which orientation, portrait or landscape? Cheltenham Courseware Pty. Ltd.

4 Access 2010 Intermediate Page 4 Adjusting layout in Print Preview Setting margins Printing a complete table Printing selected records Printing a query or reports Printing forms REFERENCE: THE ACCESS 2010 INTERFACE Opening the Access 2010 program Opening a database within your samples folder Opening a table The Ribbon (Toolbar) Ribbon tabs Groups Dialog box launcher Navigating - Quick keys (shortcut keys) Navigating Pointer keys & quick keys Contextual tabs Minimising the Ribbon The File tab Microsoft Access Help Closing Access DATABASE TERMINOLOGY & THEORY What is a database? What is a table? What is a record? What is a field? What is meant by 'Field data types'? What are 'Field properties'? What is a primary key? Types of Database Database Design Stages Large scale database systems TRUSTED LOCATIONS Allowing Access to your sample folder for this course FIELDS What is a table lookup? Creating a lookup within a field Modifying a lookup within a field Deleting a lookup within a field What is an input mask? Creating an input mask Modifying an input mask Deleting an input mask What does data entry required/not required mean? Modifying a field to require data entry Modifying a field so that it does not require data entry RELATIONSHIPS Cheltenham Courseware Pty. Ltd.

5 Access 2010 Intermediate Page 5 What is a one-to-one relationship? Creating a one-to-one relationship Modifying a one-to-one table relationship Deleting a one-to-one table relationship What is a one-to-many table relationship? Creating a one-to-many relationship Modifying a one-to-many relationship Deleting a one-to-many relationship What is a many-to-many relationship? Creating a many-to-many relationship using a junction table Modifying or deleting a many-to-many relationship What is referential integrity? Enforcing referential integrity Applying automatic updating of related fields Applying automatic deletion of related records JOINS Applying an inner join Modifying an inner join Applying an outer join Modifying an outer join Creating a subtract join Modifying a subtract join What is a self join? Applying a self join Cheltenham Courseware Pty. Ltd.

6 Access 2010 Intermediate Page 6 Tutor Setup Information Copy the sample files folder, called Access 2010 Intermediate Course to the Documents folder on the PC. At the end of the course, remove all files modified or created during the course, prior to re-running the course. At the end of the course, reset all program and operating system defaults that may have been modified during the course, prior to re-running the course Cheltenham Courseware Pty. Ltd.

7 Access 2010 Intermediate Page 7 Sample files for this Course During this course you will need to open samples files. These are stored under the Documents folder in a sub-folder called: Access 2010 Intermediate Course. If you create any new files, unless otherwise instructed, you should also save the files in this folder Cheltenham Courseware Pty. Ltd.

8 Access 2010 Intermediate Page 8 Queries What are queries? Using a query is similar to filtering and sorting tables but much more powerful. Unlike filters, multiple criteria can be used in one or more fields to be highly specific about the information you wish to extract from a table. Queries are used to extract and analyse data within one or more tables. Queries can be saved, edited and reused. They provide output for use by other database objects, such a forms and reports. Queries are also capable of working with data across multiple tables. Different queries are designed to perform different functions, for example an update query searches for and updates field information in one or more tables, whilst a delete query searches for and deletes records from one or more tables. An update query is similar to the Find & Replace function found in most Microsoft applications, only more advanced. For example, if telephone area codes change to accommodate an increasing population, an update query might be created to find all existing area codes affected by the change and at the same time, replace the old area code with a new area code. NOTE: Update queries cannot create new records, only update existing records. A select query is used to search for and display data according to the specified criteria. This data can then be viewed as a table, in a form created specifically on the query or as a report. A delete query is used when you need to remove entire records (rows) from a table. Delete queries, by default, remove all of the data in each field, along with the unique key field, (normally the primary key field) When the query is run, it removes the entire record (row) from the table. Before creating a delete query, you would create a select query first to ensure it returns the records that you want to delete. This way you are able to test the query first, rather than inadvertently deleting the wrong records. Only when the select query is tested and returns the correct results, would you convert the query to a delete query. An append query, is used when you want to extract information (records) from one or more tables and append (add) it to one or more tables. Normally the tables would reside in the same database however other database can also be used Cheltenham Courseware Pty. Ltd.

9 Access 2010 Intermediate Page 9 A make table query retrieves data from one or more tables, and then loads the result set into a new table. That new table can reside in the database that you have open, or you can create it in another database. As with all objects, Access provides a Wizard tool to help create different types of queries or blank queries that can be configured from scratch. NOTE: Tables do not have to be open or selected to create a query. Creating a query Start the Access program. Open a file called Queries. The database opens with two tables (Orders and Sales Employees) displayed in the Navigation Pane. Click on the Create tab and from within the Macros & Code group click on the Query Wizard button. The New Query dialog box is displayed Cheltenham Courseware Pty. Ltd.

10 Access 2010 Intermediate Page 10 With the Simple Query Wizard selected, click on the OK button. The Simple Query Wizard dialog opens. Use the down arrow in the upper part of the dialog box to select the table or query you intend working with, in this case select Table: Orders Cheltenham Courseware Pty. Ltd.

11 Access 2010 Intermediate Page 11 In the lower part of the dialog box are two field selection boxes, Available Fields and Selected Fields. Available Fields can be added to the Selected Fields box by first highlighting the field and then clicking on the right pointing arrow button. Or you could double click on a field within the Available Fields list. Alternatively, clicking on the button below adds all fields to the Selected Fields box. NOTE: When fields are displayed in the Selected Fields box, this button will remove all fields Cheltenham Courseware Pty. Ltd.

12 Access 2010 Intermediate Page 12 This button removes a single highlighted field. Add the following fields: First Name Last Name Category Product Name Quantity Order Date. Click on the Next button Cheltenham Courseware Pty. Ltd.

13 Access 2010 Intermediate Page 13 Click on the Next button. At this point you can accept the default name provided by Access or type your own. Highlight the Query Name and type in Customer Orders, as illustrated Cheltenham Courseware Pty. Ltd.

14 Access 2010 Intermediate Page 14 Click on the Finish button. The Customer Orders query displays the result in table form. The new query can be seen as a new object in the Navigation Pane Cheltenham Courseware Pty. Ltd.

15 Access 2010 Intermediate Page 15 Currently all this query has done is to display information from the Orders table using only the fields chosen as you worked through the wizard. NOTE: By default, Access has already saved the query using the name provided during the wizard process. Adding (and removing) criteria to a query To utilise the power of a query and locate specific records, criteria must be entered to give the query something to work with. For example, if there is a need to locate orders placed between certain dates, we would use the AND operator with the following type of criteria entered into the date field of the query. >=01/01/2006 AND <=01/06/2006 Using the OR operator you could enter the following criteria into the date field. 22/01/2006 OR 9/04/2006 This criteria would locate records with either of those two dates. The NOT operator could be used to exclude records with certain dates from the query results. For example: NOT 22/01/2006 This criteria would exclude all records dated 22/01/2006 from the query results. TIP: Operators used to create criteria in queries are the same operators used to create validation rules Cheltenham Courseware Pty. Ltd.

16 Access 2010 Intermediate Page 16 To add criteria to a query, the query must first be in Design View. Click on the Home tab. Click on the down arrow under the View button to switch to Design View. Your screen will now look like this Cheltenham Courseware Pty. Ltd.

17 Access 2010 Intermediate Page 17 Similar to other objects when in Design View, queries have their own specific ribbon, functions and tools. NOTE: Although this is currently a Select query, this query can be modified at any stage to become a different type of query and therefore perform a different function. When working with existing queries, the table field list, located in the Query Design window, is similar to that used when creating relationships between tables. The underlying table can be identified by the name at the top of the list, in this case Orders. NOTE: One difference with this table field list is the * symbol above the Primary Key. When used, the * represents All fields in the table and is used to save time. The Query Design Grid is where selected fields from one or more tables are added, criteria entered, the sort order set and fields set to display or not when the query is run Cheltenham Courseware Pty. Ltd.

18 Access 2010 Intermediate Page 18 NOTE: Fields can be included in the query design grid for criteria (record search) purposes only and they do not have to be displayed when the query is run. Place the mouse pointer in the Criteria row under the Order Date field in the query design grid and type the following. >=1/06/2006 AND <=31/05/2007 Press the Enter key or use the keyboard cursor key to move to another cell in the grid. Notice how the criteria entered changes. Access places hash symbols either side of the dates to signify this value as a date Cheltenham Courseware Pty. Ltd.

19 Access 2010 Intermediate Page 19 NOTE: You may have to widen the column to see this clearly. NOTE: Don t do this now, but if you wanted to remove this criteria, you would simply select it in Design View and then press the Del key to delete it. Running a query When all the necessary fields, criteria, sort parameters, etc., have been entered into a query and it is ready to be tested or used, you will need to run the query. As an example, when you run a select query, you are giving the query a command to look at its parameters, go and search the table or tables for records matching the criteria and produce a list of those records. Click on the Design tab and from within the Results group click on the Run button. The results of the query are displayed in table form, as illustrated Cheltenham Courseware Pty. Ltd.

20 Access 2010 Intermediate Page 20 Look at the data within the Order Date column and you should see that all the dates displayed are within the range specified by the query criteria. In the Navigation Pane, click once on the Customer Orders query to select it. Click on the Design View button to return to Design View. Next we want to narrow down the search to purchases made for products which fall under the Dried Fruit & Nuts and Grains categories, between the date criteria previously set. Place the mouse pointer into the Criteria row of the query design grid in the Category field. Type in the following. Dried Fruit & Nuts Cheltenham Courseware Pty. Ltd.

21 Access 2010 Intermediate Page 21 Use the keyboard down arrow pointer key or mouse to move down to the row below (the or row) in the same field (Category). Type in the following and press the Enter key. Grains NOTE: This time Access encloses the text with Speech marks to set the data type to search for as text. When run, the query will now search for any records between the date range specified which contain either Dried Fruit & Nuts or Grains. Click on the Design tab and from within the Results group click on the Run button. When the results are displayed however they are not what we might have expected. There are no records listing Dried Fruit & Nuts Cheltenham Courseware Pty. Ltd.

22 Access 2010 Intermediate Page 22 It is possible that none of the sales of Dried Fruit & Nuts took place between the dates specified but this is unlikely. Either way, it is worth checking the query design to make sure the criteria is correct. TIP: The easiest way to check the results is to take a look at the table or tables the query is working with. If records matching the criteria are available in the table but not the query, there must be an issue with the query design. Editing criteria in a query Switch back to Design View (using the View button). As we know the data range works, having run the query prior to adding the Category criteria, the problem must be elsewhere. Look at the criteria in the Category field Cheltenham Courseware Pty. Ltd.

23 Access 2010 Intermediate Page 23 When you entered the criteria and moved to the next row, Access added speech marks. The criteria went from Dried Fruit & Nuts to "Dried Fruit" & "Nuts". Despite all good intentions, Access does not always interpret entries in the way there were intended. Access has seen the & between Dried Fruit and Nuts and interpreted this to be two statements; 1) Dried Fruit 2) Nuts. As no such entries exist in the table, nothing was displayed. Place the pointer into the Criteria row of the Category field and remove the two speech marks either side of the & symbol. The result should be "Dried Fruit & Nuts". Press Enter to commit the changes. Click on the Design tab and from within the Results group click on the Run button. The results are displayed and this time includes records which contain the category Dried Fruit & Nuts according to the criteria set Cheltenham Courseware Pty. Ltd.

24 Access 2010 Intermediate Page 24 Saving a query When first created using the Access wizard, a query is saved automatically. If the query is then modified at a later stage or you create a blank query, you will need to save using the Save button. If you make changes to a query and then run the query, then when you exit the query without saving, you will be prompted to save the query. Click on the Yes button to save any changes, otherwise they will be lost and you will have to start afresh. Right click on the Customers Orders query tab Cheltenham Courseware Pty. Ltd.

25 Access 2010 Intermediate Page 25 This will display a popup menu. Select the Close command. If prompted, click on the Yes button to save the query. Creating a two table query and sorting the results More often than not, the information in a database will be split across multiple tables. For a query to work with multiple tables, a relationship between the tables must be established. Continuing with the Queries database and the Customer Orders query, the next objective is to search for records matching a given criteria, using both the Orders and Sales Employees table. Click on the Create tab and from within the Macros & Code group, click on the Query Design button. The Query Design window is displayed Cheltenham Courseware Pty. Ltd.

26 Access 2010 Intermediate Page 26 The Show Table dialog box is also displayed, similar to the one used to add tables when creating table relationships. Click on the Add button to add the Orders table Cheltenham Courseware Pty. Ltd.

27 Access 2010 Intermediate Page 27 Select the Sales Employees table and click on the Add button again. TIP: Double clicking on both table names quickly adds them to the query design window. When both tables have been added to the query design window, click on the Close button to close the Show Table dialog box. NOTE: If you inadvertently add a table twice to the query design window, with the pointer in the name area at the top of the additional table, (normally identified by the Original Table name with a _1 after the name), click using the right mouse button and from the shortcut menu, select Remove. See next image. When the Show Table dialog box is closed, the design window should be left with two linked tables Cheltenham Courseware Pty. Ltd.

28 Access 2010 Intermediate Page 28 The purpose of this query is to check the sales performance of staff. The Sales Employees table contains the names of each of the sales teams and other staff information. The Orders table contains information about products sold, quantities, dates, etc. A relationship between the two tables has already been established with the Employee Number (Primary key) field in the Sales Employees table linked to the Employees ID (Foreign key) field in the Orders table. Employee names are not listed in the Orders table. To have the query display the names of staff against the orders they have processed, a query will have to include fields from both tables. In the Orders table, click once to select the Category field. Now hold down the Ctrl key and click once on each of the following fields. NOTE: You may need to scroll down the list to see all these items. Product Name Quantity Order Date. Release the Ctrl key and the four fields should now be highlighted within the Orders table Cheltenham Courseware Pty. Ltd.

29 Access 2010 Intermediate Page 29 In one movement, place the pointer over one of the highlighted fields, click and drag to the design grid below. When the pointer is in the grid, release the mouse button. The fields are added to the design grid and are ordered from left to right as they would be in the table. Next click to select the Employee Name field in the Sales Employee table Cheltenham Courseware Pty. Ltd.

30 Access 2010 Intermediate Page 30 Click and drag the Employee Name field down and to the next blank column to the right of the Order Date field. With the pointer correctly positioned, release the mouse button to add the field. NOTE: The table row of the query design grid displays the names of the tables used in this query. Click on the Save button. When prompted to name the query, type in Staff Sales Figures. Click on the OK button to name and save the query. Click on the Design tab and within the Results group click on the Run button. The query displays a table containing a list of all the sales staff and the orders placed with each member of staff. At this time the table is arranged in order of Employee ID, the primary key field, even though this field was not included in the 2010 Cheltenham Courseware Pty. Ltd.

31 Access 2010 Intermediate Page 31 query design. Switch to Design View by clicking on the View button. Move the mouse pointer to just above the Employee Name field name (within the lower section of the screen) where there is a thin grey line and until the pointer changes to a down arrow shape. With the down arrow shape as the pointer, click to highlight the Employee Name field Cheltenham Courseware Pty. Ltd.

32 Access 2010 Intermediate Page 32 Move the pointer once more to just above the Employee Name field name where there is a thin line and until the pointer this time changes to an arrow shape. In one movement, click and drag the field to the left of the Category field, then release the mouse button. NOTE: As always, Access provides a thick black guideline to highlight the current position of the moving field before release. The Employee Name field should now be on the left side of the query design grid Cheltenham Courseware Pty. Ltd.

33 Access 2010 Intermediate Page 33 Using the pointer, click in the Sort row under the Sales Employees field. Then click on the down arrow displayed in this cell. Select Ascending from the drop down option box. When run, this query will display the results in alphabetical order of Employee Names, rather than order of Employee ID. Click into the Criteria row of the Category field, type in the following word and then press the Enter key. Beverages When run, this query will return only records which match Beverages in the Category field Cheltenham Courseware Pty. Ltd.

34 Access 2010 Intermediate Page 34 Click on the tick box above the criteria you just entered in the Category field. This will remove the tick. Although the Category field is used by the query to specify search criteria, the field does not have to be displayed in the final results. Click on the File tab and click on the Save Object As button. In the Save As dialog box, replace the default name with: Staff Sales Figures Beverages Click on the OK button Cheltenham Courseware Pty. Ltd.

35 Access 2010 Intermediate Page 35 Click on the Home tab and the Navigation Pane displays the newly saved query. The query tab also changes to display the new name, as illustrated Click on the Design tab and from within the Results group click on the Run button. The results of the modified query are displayed. Only records matching the search criteria Beverages in the Category field are displayed and the Category field is hidden Cheltenham Courseware Pty. Ltd.

36 Access 2010 Intermediate Page 36 Save your changes and close the Access program. Refining your query Start the Access program. Open a database called Refining a query. Double click on the Staff Sales Figures Beverages query Cheltenham Courseware Pty. Ltd.

37 Access 2010 Intermediate Page 37 What if there was a bonus incentive for staff who sold more than 40 items of any Sauce products since 01/01/2007. Also Nancy Freehafer has left the company; therefore we want to exclude her from the search. You can use and modify an existing query; however the query should be given a new name and saved before changes go ahead. Click on the File tab and click on the Save Object As button. In the Save As dialog box, replace the default name with: Staff Incentive Sauce Sales. Click on the OK button. Click on the Home tab and the Navigation Pane displays the newly saved query Cheltenham Courseware Pty. Ltd.

38 Access 2010 Intermediate Page 38 The query tab also changes to display the new name. Click on the Home tab, click on the View button and then click on Design View. Move the pointer to just above the Category field name where there is a thin grey line and until the pointer changes to a down arrow shape. With the down arrow shape as the pointer, click to highlight the Category field Cheltenham Courseware Pty. Ltd.

39 Access 2010 Intermediate Page 39 With the field highlighted, press the Delete key on the keyboard to delete the field from the grid. Click within the Criteria row of the Employee Name field and type: <>Nancy Freehafer Then press the Enter key Cheltenham Courseware Pty. Ltd.

40 Access 2010 Intermediate Page 40 Click into the Criteria row of the Product Name field and type: Like *Sauce* Then press the Enter key. NOTE: Wildcards such as the * can be used to signify, in this case for example, that the word Sauce can appear anywhere in the Product Name description. Click into the Criteria row of the Quantity field and type the following and press the Enter key. >40 Click into the Criteria row of the Order Date field and type >=01/01/2007 and press the Enter key Cheltenham Courseware Pty. Ltd.

41 Access 2010 Intermediate Page 41 Click on the Save button in the Quick Access toolbar to save the changes to the new query. Click on the Design tab and from within the Results group click on the Run button. Your screen will now look like this. Right click on the Staff Incentive Sauce Sales query tab and from the popup menu displayed select the Close command Cheltenham Courseware Pty. Ltd.

42 Access 2010 Intermediate Page 42 Close the Access program. What are Wildcards? Wildcards are special characters that you can use within a query to specify or exclude certain characters. If you examine the charts below, they should become more understandable. Wildcard Function Examples % Matches multiple characters within a string at the start or finish of a character string. wh% would find: when what which It would not find: awhile watch water _ Matches a single alphabetic character B_ll would find: within a string bull ball bell It would not find: Bail [ ] Matches any single character defined B[ae]ll would find: within the brackets. ball bell It would not find: bill ^ Matches any character not defined within the brackets. b[^ae]ll would find: bill 2010 Cheltenham Courseware Pty. Ltd.

43 Access 2010 Intermediate Page 43 bull It would not find: ball bell - Matches any one of a range of characters defined within the brackets, which must be defined in ascending order, i.e. A to Z and not Z to A. z[a-c]z would find: xaz xbz xcz Deleting a query In the Navigation Pane, click once to highlight the Staff Sales Figures query. Press the Delete key on the keyboard. Access displays a warning dialog box. Click on the Yes button to continue and delete the query. The screen will now look like this 2010 Cheltenham Courseware Pty. Ltd.

44 Access 2010 Intermediate Page 44 Close Access. Hiding and un-hiding fields within a query Open the Access program. Open a database called Hiding. Your screen will look like this. Double click on the query called Customers Query and you will see the following. To hide the City field, we need to select the City column. To select this column click at the top of the City column, as illustrated below Cheltenham Courseware Pty. Ltd.

45 Access 2010 Intermediate Page 45 Right click over the top cell containing the word City and from the popup menu displayed select the Hide Fields command. The screen will change as illustrated below. The City column has been hidden. To unhide the hidden column you need to select the columns either side of the hidden column, as illustrated below. Now when you right click over the selected columns you will now see the Unhide Columns command. Clicking on this command will display the Unhide Columns dialog box Cheltenham Courseware Pty. Ltd.

46 Access 2010 Intermediate Page 46 Click on the column that is hidden, in this case City and then click on the Close button. The column will then become visible, as illustrated below. Save your changes and close the database Cheltenham Courseware Pty. Ltd.

47 Access 2010 Intermediate Page 47 Reports What are reports? In Access, a report is a summary generated from information in a table or query. Access provides you with a number of tools that help you to quickly build reports that present the data in an organised, meaningful and easy-to-read layout. These reports can then be printed. You can use the commands on the Create tab to create a simple report with a single click, use the Report Wizard to create a more complicated report or create a report from scratch by adding all the data and formatting elements. Whichever method you choose, you will probably need to make at a few changes to the design, for example, adjusting column positions and widths to fine tune the final output of the report (how it displays on the screen or printed). Creating a simple report Reports are based on information in tables or queries. If the report is to be based on information contained in more than one table, a relationship must exist, however it is far more likely that a query has already been created to produce the information required for the report. Click on the File tab and click on Open and open a file called Reports contained within your samples folder. The database opens with two tables (Orders and Sales Employees) and two queries (Beverage Sales and Customer Orders) displayed in the Navigation Pane Cheltenham Courseware Pty. Ltd.

48 Access 2010 Intermediate Page 48 In the Navigation Pane, click once on the Beverage Sales query to highlight the query, but do not open it. Click on the Create tab and from within the Reports group, click on the Report button. A report based on the Beverage Sales query is displayed on your screen. The simple report is displayed for any modifications that may be required. Editing and modifying a report is similar to editing a form. The title, field text labels and logo images can all be resized, moved or deleted as necessary. Even the style can be altered at the click of a button using the pre-set styles in the AutoFormat group Cheltenham Courseware Pty. Ltd.

49 Access 2010 Intermediate Page 49 Simple reports are not saved until you either click on the Save button in the Quick Access toolbar or attempt to close the report, at which point Access will prompt you to save the report. Click on the Save button. The Save As dialog box is displayed. Click on the OK button. The new report is displayed in the Navigation Pane. Click on the Close button towards the top right of the report window, to close the report Cheltenham Courseware Pty. Ltd.

50 Access 2010 Intermediate Page 50 Using the Report Wizard Click on the Create tab and from within the Reports group click on the Report Wizard button. First fields from one or more table must be selected. Click on the Tables/Queries dropdown list and select the Table: Orders. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

51 Access 2010 Intermediate Page 51 From the Available Fields, double click each of the follow fields: Category Product Name Unit Qty Quantity Click on the Tables/Queries drop down list and select the Table: Sales Employees Cheltenham Courseware Pty. Ltd.

52 Access 2010 Intermediate Page 52 The dialog box will now look like this. From the Available Fields, double click on the Employee Name field Cheltenham Courseware Pty. Ltd.

53 Access 2010 Intermediate Page 53 NOTE: The report will now use information from the Orders table and also from the Sales Employees table. Click on the Next button. Leave the default by Orders selected. NOTE: When the report is complete, because by Orders is selected, information 2010 Cheltenham Courseware Pty. Ltd.

54 Access 2010 Intermediate Page 54 will be grouped according to a field or fields in the Orders table. This field or fields will be selected in the next section of the wizard. For example, the ideal field to use to group information in the report is the Category field. If by Sales Employees was selected instead, the employees names would take priority in the report and products would be grouped under each employee. Click on the Next button. NOTE: When the report is complete, you will see that the report is broken down into Categories first, then Products, Quantities, Dates and finally Employees. Select Category, and then click on the right arrowed button to add the grouping level. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

55 Access 2010 Intermediate Page 55 Click on the Next button. In the Sort Order dialog box, click on the drop down arrow and select Product Name Cheltenham Courseware Pty. Ltd.

56 Access 2010 Intermediate Page 56 The dialog box will look like this. NOTE: By selecting a field, in this case the Product Name field, when the report is complete, information will be organised in Ascending order of Product Name, within each category. Click on the Next button. Leave the Layout as the default setting Cheltenham Courseware Pty. Ltd.

57 Access 2010 Intermediate Page 57 NOTE: The three Layout options control how the report will be laid out when finished. Depending upon the number of fields included in a report, consideration should be given to the report Orientation. If there are too many fields for a single page width, select Landscape, otherwise (in this case) Portrait will be sufficient. Orientation can be changed at any stage before printing. Click on the Next button Cheltenham Courseware Pty. Ltd.

58 Access 2010 Intermediate Page 58 Access has given the report the name Orders. Click on the Finish button to accept the name and complete the wizard. The report is now displayed in Print Preview view. Take a while to see what has been produced. Click on the Close Print Preview button. The report will be displayed in Design View Cheltenham Courseware Pty. Ltd.

59 Access 2010 Intermediate Page 59 Modifying the layout of a report Click on the Layout View button, displayed at the bottom-right of the screen. The report will be displayed as illustrated below. Widening a report column We need to widen the Category column as some of the items within the column are wider than the column. To do this click on the Category field name to first select the column Cheltenham Courseware Pty. Ltd.

60 Access 2010 Intermediate Page 60 Move the pointer to the dotted line running down the right side of the Category column. When the pointer changes to a horizontal line with arrows on each end, click and drag the line to the right, increasing the width of the column until it is wide enough to display all categories. The columns will now look like this Modifying the report title Click once on the report title (Orders). Double click to highlight and select the word Orders. Type in the following to replace the existing label and press the Enter key to complete the modification Cheltenham Courseware Pty. Ltd.

61 Access 2010 Intermediate Page 61 Product Orders by Category Position the pointer over the report title box again, this time until the pointer changes to crosshair. Click and drag the report title box to the right as illustrated below. Adding a logo to a report Click on the Design tab and from within the Header / Footer group click on the Logo button. The Insert Picture dialog window is displayed Cheltenham Courseware Pty. Ltd.

62 Access 2010 Intermediate Page 62 Double click on the Images folder to display your sample images. Double click on the Beverage Logo file to add the image to the report Cheltenham Courseware Pty. Ltd.

63 Access 2010 Intermediate Page 63 The new image is too small. Position the pointer over the right edge of the logo box until the pointer displays an arrow. Click and drag the right side of the box to the right (expand size). Expand the box a small amount and let go of the mouse button. As the box expands, the image increases in size. Keep expanding the box until the image fits in the box from top to bottom. With the logo resized, position the pointer over the report title box again, this time until the pointer changes to crosshair. Click and drag the title box to the left until there is a small gap between the title and the new logo, as illustrated below. Formatting a form using themes Click on the Design tab and within the Themes group, click on the Themes button Cheltenham Courseware Pty. Ltd.

64 Access 2010 Intermediate Page 64 A drop down theme menu will be displayed. As you move the mouse pointer over each theme the format will preview the theme formatting. Click on any one of the themes and the theme will be applied to the form Cheltenham Courseware Pty. Ltd.

65 Access 2010 Intermediate Page 65 Modifying field names within a report Click on the Product Name field title. Double click on the word Name and press the Del key. Press the Enter key. The column will now be called Product, rather than Product Name. Inserting and formatting the date & time Within the Design tab you will see the Header / Footer group. Click on the Date and Time button. The Date and Time dialog box is displayed Cheltenham Courseware Pty. Ltd.

66 Access 2010 Intermediate Page 66 Click on the OK button. The date and time are inserted into the top (header) section of the report to the right of the report title but are very hard to read as they are displayed using a dark coloured font, on a dark background. NOTE: The date and time are inserted separately; therefore each will require individual modification. Click once on the date to select it. Within the Home tab you will see the Text Formatting group Cheltenham Courseware Pty. Ltd.

67 Access 2010 Intermediate Page 67 Use the normal font formatting techniques to make the date display using bold. Also increase the font size and maybe use a different font type. Repeat the steps to modify the time. Adding existing fields to a report Click on the Design tab, and within the Tools group, click on the Add Existing Fields button. The Field List opens (to the right of your form) and displays the tables within the database and the available fields. Click within the Employee Name column. In the Fields List, double click on the Position field to add it to the report Cheltenham Courseware Pty. Ltd.

68 Access 2010 Intermediate Page 68 The new field will be displayed as illustrated. NOTE: When adding fields to an existing report, the new field is added to the right of whichever field (column) is selected. For example, if the Employee Name was selected, the Position field would have been inserted to the right of Employee Name. Click on the Close button to close the Field List Cheltenham Courseware Pty. Ltd.

69 Access 2010 Intermediate Page 69 Resizing reports for printing With the field list closed and the Unit Qty field added to the report, it is possible that you may to see a dotted line running down and through the field displayed at the extreme left of the report. NOTE: This line represents print guidelines (margins) and in this case, indicates that part of the field will fall outside of the printing area. If printed, the report would be two pages wide, instead of one. The fields need to be resized to fit within the dotted line. Click in each of the field name at the top of each column and one by one, use the normal drag and drop techniques to resize each column so that you will be able to print on a single page. Save and changes you have made and close the Access program Cheltenham Courseware Pty. Ltd.

70 Access 2010 Intermediate Page 70 Totals Start Access. Open a database called Totals. Double click on a report called Orders. The screen will look like this. The report is to include the total number of items sold and the number of sales in each category. Click on the Product field name Cheltenham Courseware Pty. Ltd.

71 Access 2010 Intermediate Page 71 Click on the Totals button, located under the Design tab within the Grouping & Tools group From the drop down list displayed, select Count Records.. Click on the Quantity field name. Click on the Totals button, located under the Design tab within the Grouping & Tools group From the list displayed select the Sum command Cheltenham Courseware Pty. Ltd.

72 Access 2010 Intermediate Page 72. Below each group (category) a value is displayed in both the Product Name and Quantity columns. On the last page of the report, grand totals of all groups are also displayed. NOTE: The format of the totals can be modified by selecting them first, then from the Font group in the Home ribbon tab, selecting a different size, font or simply making them bold. Closing a report Right click on the Orders report tab. Select the Close command from the list displayed, to close the report Cheltenham Courseware Pty. Ltd.

73 Access 2010 Intermediate Page 73 Deleting a report In the Navigation Pane, click once on the Beverage Sales report to highlight. Press the Delete key to delete the report. Access prompts for confirmation. Click on the Yes button. The report is deleted from the database Cheltenham Courseware Pty. Ltd.

74 Access 2010 Intermediate Page 74 Exporting What does exporting data mean? When you save data you save it to disk in the same file format used by the application, in this case Microsoft Access. Exporting data means saving the data in a different format. For instance we could save our database in a spread sheet format (such as Microsoft Excel format), or as text or in XML format. It is important to note that you cannot use the Access Save As command to save the database in an alternative format such as an Excel workbook, text file or XML file. You need to export the file. What is a spread sheet format? The file is actually stored as a workbook and each workbook can contain many worksheets (which contains the tables of data). A typically example is Microsoft Excel. What is text only and CSV format? As the name implies, if you export a database in text only format, then only text will be saved. You will lose all formatting and other non-text information. A common text format is called a CSV format. This is short for Comma Separated Vales. A CSV file maintains the record and field database structure by inserting a comma after each field within the file. You could then import the CSV formatted files into a database or spread sheet and it would be able to delimit, i.e. separate, the rows and columns to correctly display the basic data. CSV files will not retain any formatting or other non-text related information. What is a PDF file? The Adobe Acrobat PDF file format is useful because if you save your objects as PDF files these can be viewed by other people who may not have access to the Access program. The PDF files can also be displayed within web sites or attached to s and send to colleges. The Adobe Acrobat Reader program is required to view PDF formatted files and is available as a free download from the Adobe web site. What is an XML file? XML is short for Extensible Mark-up Language. It is a general-purpose mark-up language that allows you to share data created by different hardware and software via the Internet Cheltenham Courseware Pty. Ltd.

75 Access 2010 Intermediate Page 75 Exporting a table as an Excel file Start the Access program. Open a database called Exporting. Select but do not open the table called Next Weeks Courses. Click on the External Data tab and from within the Export group, click on the Excel button. You will see the following dialog box. Click on the Browse button Cheltenham Courseware Pty. Ltd.

76 Access 2010 Intermediate Page 76 You should see the Access 2010 Intermediate Course folder displayed within the right section of the dialog box. Double click on the Access 2010 Intermediate Course folder to change to that folder. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

77 Access 2010 Intermediate Page 77 Enter a file name such as Excel Version Next Weeks Courses. Click on the Save button and you will see the following dialog box displayed. Click on the OK button to save the database table in an Excel file format. You will see a final dialog box displayed, click on the Close button to close the dialog box Cheltenham Courseware Pty. Ltd.

78 Access 2010 Intermediate Page 78 Don t actually do this now, but if you used the Windows Explorer program to view the contents of your Access 2010 Intermediate Course folder you would see the new Excel file listed as illustrated. Close the Access program. Exporting a table as a text file (keeping data format & layout) Start the Access program. Open a database called Exporting. Select but do not open the table called Next Weeks Courses. Click on the External Data tab and from within the Export group, click on the Text File button Cheltenham Courseware Pty. Ltd.

79 Access 2010 Intermediate Page 79 You will see the following dialog box. Click on the Browse button Cheltenham Courseware Pty. Ltd.

80 Access 2010 Intermediate Page 80 You should see the Access 2010 Intermediate Course folder displayed within the right section of the dialog box. Double click on the Access 2010 Intermediate Course folder to change to that folder. The dialog box will now look like this. Enter a file name such as Text File Version Next Weeks Courses. Click on the Save button to export the table to a text file. You will see the following dialog box Cheltenham Courseware Pty. Ltd.

81 Access 2010 Intermediate Page 81 Select the first option which will keep the column structure intact. Click on the OK button and you will see the following dialog box displayed Cheltenham Courseware Pty. Ltd.

82 Access 2010 Intermediate Page 82 Use the default encoding option and click on the OK button. The following dialog box will be displayed. Click on the Close button. Don t actually do this now, but if you used the Windows Explorer program to view the contents of your Access 2010 Intermediate Course folder you would see the new Excel file listed as illustrated Cheltenham Courseware Pty. Ltd.

83 Access 2010 Intermediate Page 83 If you were to open the file to a text only editing program, such as Notepad, the data would look like this. NOTE: This format is NOT what many programs will expect when importing data from Access. Normally you would save to a text file in CSV format. Close the Access program. Exporting a table as a text CSV formatted file Start the Access program. Open a database called Exporting. Select but do not open the table called Next Weeks Courses Cheltenham Courseware Pty. Ltd.

84 Access 2010 Intermediate Page 84 Click on the External Data tab and from within the Export group, click on the Text File button. You will see the following dialog box. Do not select one of the three export options, but simply click on the OK button to continue. You will see the following dialog box displayed. Make sure that the Delimited option is selected Cheltenham Courseware Pty. Ltd.

85 Access 2010 Intermediate Page 85 Click on the Next button. You will see a dialog box allowing you to specify delimitation type. Make sure that the Comma option is selected Cheltenham Courseware Pty. Ltd.

86 Access 2010 Intermediate Page 86 Click on the Next button. The following dialog box will be displayed. You will notice that the default file name extension is.txt. You can change this to CSV Cheltenham Courseware Pty. Ltd.

87 Access 2010 Intermediate Page 87 You can also manually modify the save location, as illustrated, to save the file in the same folder as your other sample files. Finally you could change the actual file name from Next Week Courses to CSV Formatted Courses. The dialog box should now look like this. Click on the Finish button and you will see the following dialog box displayed. Click on the Close button Cheltenham Courseware Pty. Ltd.

88 Access 2010 Intermediate Page 88 Don t actually do this now, but if you used the Windows Explorer program to view the contents of your Access 2010 Intermediate Course folder you would see the new CSV file listed as illustrated. Close the Access program. Exporting a table as a PDF formatted file Start the Access program. Open a database called Exporting. Select but do not open the table called Next Weeks Courses. Click on the External Data tab and from within the Export group, click on the PDF or XPS button. This will display the following window Cheltenham Courseware Pty. Ltd.

89 Access 2010 Intermediate Page 89 Change to the Access 2010 Intermediate Course folder, by double clicking on the folder. In the Save as Type section make sure that PDF is selected. Click on the Publish button. If you have the Adobe PDF Reader program installed you may see the file displayed, as illustrated. Close the PDF Reader program Cheltenham Courseware Pty. Ltd.

90 Access 2010 Intermediate Page 90 Close the Export PDF window by clicking on the Close button. Don t actually do this now, but if you used the Windows Explorer program to view the contents of your Access 2010 Intermediate Course folder you would see the new Adobe PDF file listed as illustrated. Close the Access program. Exporting a table as an XML formatted file Start the Access program. Open a database called Exporting Cheltenham Courseware Pty. Ltd.

91 Access 2010 Intermediate Page 91 Select but do not open the table called Next Weeks Courses. Click on the External Data tab and from within the Export group, click on the XML File button. You will see the following dialog box. Click on the Browse button Cheltenham Courseware Pty. Ltd.

92 Access 2010 Intermediate Page 92 You should see the Access 2010 Intermediate Course folder displayed within the right section of the dialog box. Double click on the Access 2010 Intermediate Course folder to change to that folder. The dialog box will now look like this Cheltenham Courseware Pty. Ltd.

93 Access 2010 Intermediate Page 93 Click on the Save button and you will see the following dialog box displayed. Click on the OK button and you will see the following dialog box. Click on the OK button. You will see a final dialog box displayed, click on the Close button to close the dialog box Cheltenham Courseware Pty. Ltd.

94 Access 2010 Intermediate Page 94 Click on the Close button. Don t actually do this now, but if you used the Windows Explorer program to view the contents of your Access 2010 Intermediate Course folder you would see the new XML file listed as illustrated. Close the Access program Cheltenham Courseware Pty. Ltd.

95 Access 2010 Intermediate Page 95 Printing Considerations before printing Tables, queries and reports all use a grid layout which includes columns and rows. It is therefore important to consider the number and width of columns when it comes to printing. If the number of fields can be kept to a single sheet (width), either portrait or landscape, it will save on the number of pages you need to print. Although information can be printed directly from a table, consider using a query to extract only the fields and records that are actually required. Print previewing Print Preview view shows how the report, table, etc. will look when printed. This includes the layout of columns (fields) on the page(s), how many pages are required to print the information, the margin sizes, titles, page numbers, etc. Before you can preview your print job, the object must either be selected within the Navigation Pane or open in the object window. To print only selected records from a table, the table would have to be open first to select the records. Open Access and open a file called Printing. You will see the following. Double click on the Orders report to open it, as illustrated Cheltenham Courseware Pty. Ltd.

96 Access 2010 Intermediate Page 96 To use Print Preview, click on the File tab and from the drop down list displayed, click on the Print button. Click on the Print Preview button. The screen will now look like this Cheltenham Courseware Pty. Ltd.

97 Access 2010 Intermediate Page 97 A previously unseen Print Preview ribbon appears, offering you the most common tools required to adjust and modify the layout of you object to achieve the best printing results. A Page Navigation Bar, similar to the Record Navigation Bar used in tables, queries and forms can be seen at the bottom-left of the object window. When you first run Print Preview, the document displayed may appear unreadable. By placing the pointer over the document, the pointer changes to a magnifying glass. One click will zoom in to make the document readable and another click zooms out again Cheltenham Courseware Pty. Ltd.

98 Access 2010 Intermediate Page 98 The Zoom group also offers further tools to enhance the focus and view of the document when working within Print Preview. The Zoom button offers zoom pre-sets in percentages and the three pages per view options offer the chance to preview multiple pages at once. This is useful when you are more interested in the layout than the actual data content Cheltenham Courseware Pty. Ltd.

99 Access 2010 Intermediate Page 99 In the Page Layout group the buttons control page size and page orientation, as well as margin sizes. Clicking on the Page Size button displays a dialog box listing common International pages sizes Cheltenham Courseware Pty. Ltd.

100 Access 2010 Intermediate Page 100 By default, Access previews pages in portrait orientation. If you are unsure which orientation you are viewing, look at the Layout group in the ribbon. Whichever of the two orientation buttons is active, i.e. brightly shaded, indicates the current page orientation. When the Portrait button is selected and active, the page orientation is Portrait The page will look like this. When the Landscape button is selected and active. The page orientation is Landscape. The screen will look like this Cheltenham Courseware Pty. Ltd.

101 Access 2010 Intermediate Page 101 Close the Access program and save any changes you may have made. Which orientation, portrait or landscape? When printing portrait pages, the advantage, assuming the report is only one page wide, is that more records can be printed per page, resulting in less pages being printed. Landscape orientation on the other hand is useful when the table, report, etc. has more fields (columns) than a portrait page can accommodate. NOTE: When columns overflow the first page, a second page is used, in effect creating a two page wide printout. If those who the printouts are intended for are to make good use of the printouts, reports, etc., it is recommended that the printouts be kept to a manageable size. Adjusting layout in Print Preview Start the Access program. Open the database called Printing. Double click on Orders in the Navigation Pane to open the Orders table Cheltenham Courseware Pty. Ltd.

102 Access 2010 Intermediate Page 102 Click on the File tab and then click on the Print button. Click on the Print Preview button. The displayed is illustrated below Cheltenham Courseware Pty. Ltd.

103 Access 2010 Intermediate Page 103 The Page Navigation Bar is displayed below the table preview. Click on the right arrowed button once. Make a note of the fields in page 2 and then click on the right arrowed button again and note which fields are in page 3. Currently, a print of this table would be 3 pages wide, multiplied by the number of pages require to print all or selected records. Click on the Landscape button Cheltenham Courseware Pty. Ltd.

104 Access 2010 Intermediate Page 104 In Landscape orientation, the printout only requires two pages (width), again multiplied by the number of pages require to print all or selected records. NOTE: You use the same page orientation techniques for tables, forms, query output and reports. Setting margins Next, click on the Margins button within the Ribbon. This will display some pre-set options. Select the Narrow option from the list. More records are visible in the preview and this could result in fewer pages being printed Cheltenham Courseware Pty. Ltd.

105 Access 2010 Intermediate Page 105 NOTE: Another option to help further reduce the number of pages required to print a table, is to resize and reduce column widths or even hide columns not necessary to the printout. Printing a complete table When the layout has been optimised in Print Preview and the table is ready to be printed, click on the Print button. This displays the Print dialog box Cheltenham Courseware Pty. Ltd.

106 Access 2010 Intermediate Page 106 In the Print dialog box, make sure the correct printer name is selected. To print the whole table, leave the Print Range set to All and click on the OK button to print. Exit from the Print Preview by click on the Close Print Preview button within the ribbon. Printing selected records Instead of printing the whole table, Access is able to print selected records. First select a few records by click on the vertical bar to the left of the records and then drag up or down the screen Cheltenham Courseware Pty. Ltd.

107 Access 2010 Intermediate Page 107 Click on the File tab and then click on the Print button. This will display the Print dialog box. Click on the Selected Record(s) button. If you click on the OK button only the selected records will be printed. Close the table. Printing a query or reports Follow the same steps used when printing tables. Reports have the obvious advantage over tables and queries, in that reports are specifically designed to be printed, therefore a report layout can be modified even before previewing Cheltenham Courseware Pty. Ltd.

108 Access 2010 Intermediate Page 108 Printing forms In Access, it is possible to print from a form, in the same way as you would from a table. The only difference is in the layout of the data. Open the Customer Orders form, by double clicking on Customer Orders as illustrated below. NOTE: Be careful to open the Customer Orders form, NOT the Customer Orders query This will display the Customers Order form as illustrated below Cheltenham Courseware Pty. Ltd.

109 Access 2010 Intermediate Page 109 With the form open, click on the File tab and then click on the print button. Click on the Print Preview button. In Print Preview, the layout of data on the page is similar to that of the form itself Cheltenham Courseware Pty. Ltd.

110 Access 2010 Intermediate Page 110 If the form column spills over into a second page, click on the Columns button in the Page Layout group. You will now see the Page Setup dialog box allowing you to adjust the number of columns, if required. Close the dialog box. Within the Print Preview Tab, in the Page Layout section click on the Page Setup button. This will display the Page Setup dialog Cheltenham Courseware Pty. Ltd.

111 Access 2010 Intermediate Page 111 You can adjust margins as required using this dialog box. Experiment. Click on the Columns tab within the Page Setup dialog box and you can also experiment with setting column sizes. When you have finished experimenting close the dialog box. Save any changes you have made and close Access Cheltenham Courseware Pty. Ltd.

112 Access 2010 Intermediate Page 112 Reference: The Access 2010 Interface Opening the Access 2010 program Opening Access 2010 installed on Windows XP, Windows Vista or Windows 7 will visually look different, however the steps required to open Access are identical in most versions of Windows systems. NOTE: These instructions use Windows 7. Click on the Start button (bottom left of screen). Select All Programs. Scroll through the list until you locate the Microsoft Office folder button and click to select. Finally click on the Microsoft Access 2010 icon Cheltenham Courseware Pty. Ltd.

113 Access 2010 Intermediate Page 113 The Access program window will open as illustrated. Opening a database within your samples folder The sample files for this course are stored in a folder called Access 2010 Intermediate Course, which in turn is stored under the Documents folder. You will now open to a database file called First Look. To do this, click on the Open button, which you will find under the File tab. This will display the Open dialog box Cheltenham Courseware Pty. Ltd.

114 Access 2010 Intermediate Page 114 If necessary select the Documents folder within the left section and within the right section of the window select the Access 2010 Intermediate Course folder. Double click on the Access 2010 Intermediate Course folder to see the sample files. Double click on a file to open the file. You will see the database displayed Cheltenham Courseware Pty. Ltd.

115 Access 2010 Intermediate Page 115 Opening a table To open a table, such as Next Weeks Courses in the example illustrated, double click on the table. The Ribbon (Toolbar) If necessary, click on the Home tab Cheltenham Courseware Pty. Ltd.

116 Access 2010 Intermediate Page 116 You will see the Access ribbon displayed, as illustrated. The Ribbon has been designed to offer a standardised layout across all Microsoft Office applications and help users quickly locate frequently used functions. The Ribbon is designed to display the most appropriate tools / functions according to the task at hand and each is divided into Groups. As you work with various objects and views within Access, the Ribbon will change accordingly, displaying the options considered most useable at that point. Ribbon tabs Ribbon tabs separate functions across different Ribbons according to the Object or View you are working in. Undertaking different tasks within the database, i.e. editing an object or switching between Datasheet / Design views generally causes the Ribbon tabs and consequently Ribbons to auto select or display additional options (Contextual tabs). Ribbon tabs can also be selected manually, however only active items will function. Groups All functions are clustered into groups and set out across the Ribbon. Groups have been designed to help identify tools quickly. An example is illustrated below. If you look at the groups under the Home tab that are displayed on your screen you will see the following groups displayed. In the example illustrated these include, Views, Add & Delete, Properties, Formatting and Field Validation Cheltenham Courseware Pty. Ltd.

117 Access 2010 Intermediate Page 117 Dialog box launcher A Dialog Box launcher is available in some groups and when clicked the Dialog Box Launcher displays additional features within a dialog box. Currently this option may be greyed out, as it is currently unavailable. Navigating - Quick keys (shortcut keys) Shortcut or quick keys provide an alternative means of navigating the Ribbon, Ribbon tabs and Quick Access Tool Bar. By pressing the Alt once Office will display the shortcut characters associated with the various Ribbon tabs or Quick Access Toolbar functions. Having identified the number / letter, selecting it on the keyboard will activate the functions or tab associated with the quick key. In certain circumstances, Quick key characters continue to display until another Quick key is selected, the Alt key is pressed again or the Esc key is used. Navigating Pointer keys & quick keys Pressing the ALT once displays the shortcut letters associated with the various Ribbon tabs or Quick Access Toolbar functions. This operation also engages a select zone and by using the left and right pointer keys, you will be able to navigate through the Ribbon tabs. Use the up pointer key to jump to the Quick Access Toolbar and use the down pointer key to return to the Ribbon tabs again. Contextual tabs Contextual tabs provide additional functionality and will only be displayed when required. When working on tables for example, the Contextual tab Table Tools 2010 Cheltenham Courseware Pty. Ltd.

118 Access 2010 Intermediate Page 118 appears to the right of the Ribbon tab. Minimising the Ribbon Normally the Ribbon will look something like this. Double clicking on a Ribbon tab minimises the Ribbon, offering a greater work area. To make selections from a minimised ribbon, click on a ribbon tab. The ribbon expands for you to make your selection, then minimises again Cheltenham Courseware Pty. Ltd.

119 Access 2010 Intermediate Page 119 To restore the ribbon to a fixed state, double click on any of the ribbon tabs. The File tab The File tab (new to Office 2010 products) provides many of the options previously found under the File drop down menu in earlier versions of Microsoft Office, or under the Microsoft Office button, within Access Commands include: NOTE: The Save Object As command is used to save copies of Objects (Tables, Forms, etc.) within the database, not the database itself. If you need to 2010 Cheltenham Courseware Pty. Ltd.

120 Access 2010 Intermediate Page 120 rename the database filename or create a copy of the file, this needs to be done using other methods. Microsoft Access Help As with all Microsoft applications, Help is always available. In the upper righthand corner of the application window, is a Help button. When clicked, it will open the Access Help window. Alternatively, pressing the F1 function key, normally located in the top row of the keyboard, will also activate the help window. From the help window, you will be able to select and click on the topics listed or type in a word or words into the Search box and have Access Help search the 2010 Cheltenham Courseware Pty. Ltd.

121 Access 2010 Intermediate Page 121 files for all matching help topics. As an example of using Help, type in the subject you need help with, such as tables and then press the Enter key on the keyboard or click on the Search button. Then click on the links displayed to get detailed help. Closing Access 2010 To close the Access program click on the Close icon at the top-right corner of the program window. This icon contains a small X shape Cheltenham Courseware Pty. Ltd.

122 Access 2010 Intermediate Page 122 TIP: The keyboard shortcut for closing Access is Alt+F Cheltenham Courseware Pty. Ltd.

123 Access 2010 Intermediate Page 123 Database Terminology & Theory What is a database? A simple definition of a database is: A STRUCTURED COLLECTION OF RELATED DATA ABOUT ONE OR MORE SUBJECTS. In normal daily life we make frequent use of databases, and probably don t realise it. Here are a number of simple examples: - The telephone directory - Bus or train timetable - Personal address book - Filing cabinet SQL is a query language used for querying information from the database. You will not need to use SQL within this course, but if you need to find more information relating to SQL, perform a search on the Internet to find many excellent tutorials. What is a table? A table holds data about a particular item, such as products or suppliers. Each row represents a record, while each column holds field information. What is a record? A record is a collection of information which relates to a particular item within your database table. For instance, a record in an address book may consist of the first and second name of a person, plus their phone number and address details. Each item within a record is called a field. What is a field? Fields are the individual items which make up a record within your database. In the example of an address book database, first and second names of your contacts would both be field names, as would the telephone number. What is meant by 'Field data types'? A field must have a specific data type format. We will see more about this later, but for now the illustration shows you the data types which are available within Microsoft Access, including TEXT, NUMBER, CURRENCY etc Cheltenham Courseware Pty. Ltd.

124 Access 2010 Intermediate Page 124 What are 'Field properties'? Each field has a range of field properties associated with it. For instance the Field Size (set to 50 in the example shown), means that the field will hold a maximum of 50 characters. Other properties include items such as data validation, which means that the sort of information which is being entered into a field makes sense! What is a primary key? Primary keys uniquely identify each record in your table and provide the following advantages: - An index is automatically created for the primary key. This speeds up data retrieval and sorting. Also, the primary key is often used in establishing relationships. - Records in a form or Datasheet are displayed in primary key order. - Duplicate records are not allowed. Therefore all records are unique. - A primary key can be made up of one or more fields Cheltenham Courseware Pty. Ltd.

125 Access 2010 Intermediate Page 125 Types of Database The Flat Model Database model The flat model database is basically a single table of data. A common example would be a table of information within a spreadsheet, with each column representing a field and each row representing a record. While simple to create, this type of dataset is inflexible and can become hard to maintain over time. The Relational database model In a relational database, data is stored in many separate tables, as opposed to being stored in one, very large table. A vital component within a relational database is the concept of a key which allows unique identification of records within in a table. This method of storage then allows the database administrator to define relationships between the separate tables, allowing the data from the many different tables to be manipulated using queries and produce reports. Relational databases are ideal for combining very large volumes of data. The Hierarchical database model. In a hierarchical database, the data is organized into a tree structure. The tree structure allows information to be repeated using a parent and child type relationship. Each parent item can have many child items; however each child item can have only one parent. Attributes for each record are stored within entity types, which are the equivalent of tables. Records are stored in rows while associated attributes are stored within columns. A common example of a hierarchical database is IBMs IMS database. The Object-Oriented database model. An object orientated database allows for the modelling and creation of data as objects. This includes support for classes of objects and the inheritance of class properties by sub-classes and their objects. Dynamic websites. Originally websites were all created using standard HTML techniques. HTML will display a static website that will be the same each time a particular webpage is loaded. Using standard HTML, there is little or no user interactivity, apart from the ability to click on a button and load another page or link to an object. Within a dynamic website what you see on your webpage is often stored 2010 Cheltenham Courseware Pty. Ltd.

126 Access 2010 Intermediate Page 126 within a database contained on the web server. For instance, let's say you have visited a website that will display restaurants within your particular area, when you type your area into the search box on the page, this can display just the restaurants within your area. You could then ask for just restaurants in your area, of a particular type, such as only those restaurants serving Chinese food. Again the database will be interrogated and the requested list will be displayed. As you can see, this type of website is a lot more flexible than the traditional HTML-based websites, however it can be a lot more complicated to set up in the first place, and in some cases even more complicated to maintain over time. There are a number of different competing technologies that can be used to produce dynamic websites and a common example would involve PHP, which is a programming language commonly used behind this sort of website. Database Design Stages When creating a database there are a number of steps that should be performed in a logical sequence. Firstly an analysis of user needs must be performed so that the end product is what the user actually needs as opposed to what the designer thought the user might need. The stages outlined below illustrate the ideas behind the design concept starting with the logical design and then moving through to design a database for ease of use by the users and then moving on to database maintenance. In practice the database may go through the cycle a number of times in order to improve the effectiveness of the database. Logical Design: This process defines what the database is supposed to achieve rather than the detailed process of creating a database within a program such as Access. It might include defining what data is required and how it will be divided into separate tables that will later be manipulated within a database program. Database Creation: This stage involves creation of the database within a program such as Access. The individual tables will be created along with their keys to uniquely identify data. The relationships will also be set up by the database administrator. Data Entry: In this step the tables are populated with real data which can either be created from scratch or more likely imported from existing data tables. Data Maintenance: This stage describes the day-to-day maintenance of the data and will include the updating of records as well as deletion of records or adding new records to the existing data. Information Retrieval: The whole point of a database is to create a structure which makes it easy to 2010 Cheltenham Courseware Pty. Ltd.

127 Access 2010 Intermediate Page 127 query and retrieve data and eventually produce reports. This stage involves interrogating the database to produce relevant information which can then be used within the organisation. Large scale database systems Website Content Management Systems (CMS). A content management system for a web site allows non-technical writers or administrators to add, edit, and delete web page content without the need for detailed programming knowledge. Often a series of templates are supplied which are combined with an authoring or administration tool to allow you to enter your data. A content management system will then format your data with a consistent look and feel across the entire website. Customer relationship management systems. There are many different Customer Relationship Management software packages available that help to build long-term relationships with customers. The software allows all contacts with customers to be centrally stored and organised, so the customer s needs and trends can be easily identified, allowing better interaction with customers with a goal of maximising the marketing opportunities leading to increased sales. Enterprise Resource Planning Systems. Enterprise Resource Planning Systems help to consolidate the operation of each department within an organisation using centrally based software that integrates each department's needs. In reality, each department may have different and sometimes conflicting software implementations, specific to the needs of that department. The concept of an enterprise resource planning system demands that all these separate requirements be integrated under the umbrella of one large computer system. This has the benefit that the data generated from different departments can be shared analysed and acted on. The idea is that this can result in a better experience for the customers while the information that is generated within the company can be more easily exploited to produce more targeted marketing and ultimately an increase in sales Cheltenham Courseware Pty. Ltd.

128 Access 2010 Intermediate Page 128 Trusted Locations Allowing Access to your sample folder for this course Start the Access 2010 program, and the default opening screen will look something like this. The files required for this course are stored in a folder called Access 2010 Intermediate Course, which in turn is stored under the Documents folder. We need to tell Access that files stored in this location are stored in a trusted location which means Access will open files within this folder without worrying about their content. To add a trusted folder to that list of trusted folder locations you need to click on the File tab and when you see a drop down menu displayed click on the Options button which is located towards the bottom of the list Cheltenham Courseware Pty. Ltd.

129 Access 2010 Intermediate Page 129 This will display the Access Options dialog box. Within the left-hand section of the screen click on the Trust Center button. This will display information related to the Trust Centre. Click on the Trust Center Settings button. This will display the Trust Center dialog box. Click on the Trusted Locations button, and you will see the following Cheltenham Courseware Pty. Ltd.

130 Access 2010 Intermediate Page 130 Click on the Add new location button. You will see another dialog box displayed. Click on the Browse button and navigate to the Documents folder and then select the Access 2010 Intermediate Course folder Cheltenham Courseware Pty. Ltd.

131 Access 2010 Intermediate Page 131 Click on the OK button and you will see the following. Click on the OK button again and you will now see that the new location has been added to the list of trusted locations. Click on the OK button a further two times, to close the remaining dialog boxes Cheltenham Courseware Pty. Ltd.

132 Access 2010 Intermediate Page 132 Access will now remember the settings until you change them and will happily allow you to open files from your samples folder. Close the Access program Cheltenham Courseware Pty. Ltd.

133 Access 2010 Intermediate Page 133 Fields What is a table lookup? If a value for a field in a target table is looked up from another table (which is separate from its source tables), then that table is called a lookup table. Creating a lookup within a field. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Creating a lookup within a field, and you will see a database displayed within the Access program. Double click on the TblCustomer table to open the table. This will display the Customer table Cheltenham Courseware Pty. Ltd.

134 Access 2010 Intermediate Page 134 Click on the down arrow under the View button and select Design View. This will display the table in Design View. Within the Field Name column, click on the Company field Cheltenham Courseware Pty. Ltd.

135 Access 2010 Intermediate Page 135 Within the Field Properties section of the window, displayed towards the bottom of the screen, click on the Lookup tab. Click within the text box and you will see the following. Click on the down arrow to the right of the text box, and you will see a drop down list displayed. Select Combo Box from the list Cheltenham Courseware Pty. Ltd.

136 Access 2010 Intermediate Page 136 Your screen will now look like this. Click within the section to the right of Row Source. Your screen will now look like this. Next you need to click on the Edit button, which is a button containing three small dots, displayed at the right edge of the Row Source field properties section. You will see the Show Table dialog box displayed Cheltenham Courseware Pty. Ltd.

137 Access 2010 Intermediate Page 137 Make sure that TblCompanies is selected within the dialog box and then click on the Add button. Click on the Close button to close the dialog box. Your screen will now look like this. Within the TblCompanies box, double click on the CompanyID, and then double click on CompanyName Cheltenham Courseware Pty. Ltd.

138 Access 2010 Intermediate Page 138 If you look at the bottom of the screen you will see that both of these fields are now displayed, as illustrated. Press Ctrl+F4 to close the Query Builder window. You will see a warning dialog box displayed. Click on the Yes button and your screen will now look like this Cheltenham Courseware Pty. Ltd.

139 Access 2010 Intermediate Page 139 Within each company record, the first column is the company ID and the second column is the company name. So now we will adjust the settings so that just the company name rather than the ID and company name are displayed. More precisely we will tell Access to use the first two fields within the company name record, but then hide the first field. To do this, click within the Column Count section of the Field Properties box and type in the number 2. This tells Access to use the first two fields within the record. Click within the Column Widths section of the Field Properties window and enter 0; Cheltenham Courseware Pty. Ltd.

140 Access 2010 Intermediate Page 140 NOTE Be careful to enter 0, then a semi-colon, then a 2. Do not accidentally use a comma, rather than a semi-colon. This will hide the first column i.e. the company ID field, but display the second column, which is the company name field. Within the Access ribbon click on the View button. A dialog box will be displayed asking you to save the table. Click on the Yes button. Your screen will now look like this Cheltenham Courseware Pty. Ltd.

141 Access 2010 Intermediate Page 141 The company details will now be displayed within the table but you may need to widen the column displaying the company details. Once you have widened the table, the screen will look like this. Within the Company column, click on Novo Consulting. If you look to the right of the company name you will now see a drop down arrow displayed which will allow you to select values Cheltenham Courseware Pty. Ltd.

142 Access 2010 Intermediate Page 142 Click on the drop down arrow and select Oil Western. The value will then be updated as illustrated below, to display the company Oil Western Cheltenham Courseware Pty. Ltd.

143 Access 2010 Intermediate Page 143 This illustrates the power and flexibility of using lookup fields. Rather than a Company ID being displayed within your table, you can select from the drop down list of actual company names which is much easier to use. Press Alt+F4 to close Access. You will see a warning dialog box displayed. Click on the Yes button to save your changes and exit the Access program. Modifying a lookup within a field. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Modifying a lookup within a field, and you will see a database displayed within the Access program. This database already contains a lookup table which we will now modify. Double click on TblCustomer to open the customer table Cheltenham Courseware Pty. Ltd.

144 Access 2010 Intermediate Page 144 This will display the TblCustomer table. Click on the down arrow under the View button displayed in the Microsoft Access ribbon. From the drop down list displayed, select the Design View Cheltenham Courseware Pty. Ltd.

145 Access 2010 Intermediate Page 145 This will now display the table in Design View. Click on the Company field name to select it. Within the Field Properties section displayed towards the bottom of your screen, click on the Lookup tab Cheltenham Courseware Pty. Ltd.

146 Access 2010 Intermediate Page 146 Within the Field Properties section of the window click within the Column Widths section and change the first value from 0 to 1. This means that when we apply this change the first field will no longer be hidden. The first field within the customer table is the Company ID field, so this means that both the Company ID field and the Company Name will now be displayed. Click on the View button within the Microsoft Access ribbon Cheltenham Courseware Pty. Ltd.

147 Access 2010 Intermediate Page 147 You will see a dialog box displayed. Click on the Yes button. If you look at the table of data you will now see the company ID listed within the company field. Click within one of the items displayed within the Company column and you will see that you can still use the drop down controls; the only difference is that you now see the company ID listed as well. As you can see, the original version was much more convenient Cheltenham Courseware Pty. Ltd.

148 Access 2010 Intermediate Page 148 Press Alt+F4 to close the Access program and if prompted also save your changes. Deleting a lookup within a field. Start the Access program. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Deleting a lookup within a field, and you will see a database displayed within the Access program. This database already contains a lookup table which we will now delete. Double click on TblCustomer to open the customer table. Click on the down arrow under the View button displayed within the Microsoft Access ribbon. Select Design View Cheltenham Courseware Pty. Ltd.

149 Access 2010 Intermediate Page 149 You will now see the Design View displayed. Within the Field Name column click on Company Cheltenham Courseware Pty. Ltd.

150 Access 2010 Intermediate Page 150 Within the Field Properties section of the window, click on the Lookup tab. Within the Field Properties section of the window click within the Display Control area which currently displays the words Combo Box. Click on the down arrow to the right of the Display Control area, and from drop down list displayed, select Text Box. Your screen will now look like this Cheltenham Courseware Pty. Ltd.

151 Access 2010 Intermediate Page 151 Click on the View button displayed within the Microsoft Access ribbon. You will see a dialog box asking you to save your changes. Click on the Yes button. Your data will now look like this. Click on one of the values displayed within the company field and as you can see; you no longer see any drop down options displayed. The Company ID rather than the Company Name is now displayed Cheltenham Courseware Pty. Ltd.

152 Access 2010 Intermediate Page 152 Exit Access and save your changes. What is an input mask? By using an input mask you can minimise the risk of users entering the wrong type of information into a database. For instance you could use an input mask to specify that only numbers or only letters are typed into a field. You can specify how numbers or letters are typed into a field, for instance you could specify that the first character has to be a capital letter and that the remaining characters are all letters rather than numbers. You could specify how many letters in total are entered into a field. You can specify other exact formats such as a telephone number format or a format customised to a particular company relating to an item such as an invoice format. Input masks are particularly useful to specify the exact format when entering a date. Date formats are often specific to a country or region. For instance in the USA dates are normally entered in the format month/day/year whereas in Europe dates would normally be entered in the format of day/month/year. You could also specify whether to use two or four digits to specify the year. Creating an input mask. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Creating an input mask. Double click on the table called TblCustomer Cheltenham Courseware Pty. Ltd.

153 Access 2010 Intermediate Page 153 This will display the Customer table. Click on the down arrow displayed under the View button, displayed within the Microsoft Access ribbon, and select Design View Cheltenham Courseware Pty. Ltd.

154 Access 2010 Intermediate Page 154 This will display the Customer table in Design View. Click on the Age field. Within the Field Properties section of the window, click on the Input Mask field property and enter two zeroes, i.e. 00. Press Enter to confirm your changes Cheltenham Courseware Pty. Ltd.

155 Access 2010 Intermediate Page 155 NOTE: A zero will force the value entered to be a number, so by entering two zeros we are forcing a number to be entered rather than a letter, and that number must be made up of two digits. This will therefore exclude anyone from entering a value of 100 or more. It will also exclude them from accidentally entering a letter rather than a number. If you had wanted to force the entry of a letter, rather than a number, you could have entered the letter L, rather than zero. Click on the FirstName within the field list Cheltenham Courseware Pty. Ltd.

156 Access 2010 Intermediate Page 156 We will create an input mask to force the data entered within the first name field to be text rather than numbers and will also force the first letter to be an upper-case letter. Click within the Input Mask section within the Field Properties and enter the information illustrated below. The information to enter is: >L<???????????? NOTE: The > symbol is used to indicate a capital letter. The L is used to indicate a letter, which in this case must be a capital as it is preceded by the greater than symbol. The < symbol is used to indicate that items following this must be in lowercase. The question marks are used to specify that data can include, in this case, up to 12 characters, as we have specified 12 question mark symbols. Click on the View button. You will see a dialog box displayed. Click on the Yes button Cheltenham Courseware Pty. Ltd.

157 Access 2010 Intermediate Page 157 You will now see your table displayed, as illustrated. Click in the Age field within the first row of data. Try entering a number such as 103. You will find that you are unable to do this, as you can only input 2 digits not 3 digits within the Age field. Click in the FirstName field within the top row displayed within the table Cheltenham Courseware Pty. Ltd.

158 Access 2010 Intermediate Page 158 Double click to select the data within the cell. Try entering a first name but without using a capital (upper case) letter for the first character. In the example illustrated, we have entered the name susan and even though we didn't capitalise the first letter, it is still displayed with the first letter being capitalised. Try over typing another first name within the table using numbers rather than letters and again you will find you are not able to do this. Close the Access program and save your changes. Modifying an input mask. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Modifying an input mask. This database already contains a table with an input mask. Double click on the customer table called TblCustomer Cheltenham Courseware Pty. Ltd.

159 Access 2010 Intermediate Page 159 This will display the customer table. Click on the down arrow under the View icon displayed within the Microsoft Access ribbon. Select Design View. We will modify the input mask for the FirstName field. To do this, click on the FirstName field name as illustrated Cheltenham Courseware Pty. Ltd.

160 Access 2010 Intermediate Page 160 Within the Field Properties section of the window displayed towards the bottom of the page, click at the end of the line of question marks, and then type in a few more question marks. Once we have saved these changes we will be able to enter longer first names into this field. Click within the Age section under the Field Name, as illustrated Cheltenham Courseware Pty. Ltd.

161 Access 2010 Intermediate Page 161 Currently the input mask for the age consists of two zeros, which means that only two digits are allowed and you must use digits rather than letters. Click within the Input Mask section within the Field Properties area and modify the input mask as follows. 00;0_ Click on the View button within the Microsoft Access ribbon. A dialog box will be displayed. Click on the Yes button. You will now see your table data displayed Cheltenham Courseware Pty. Ltd.

162 Access 2010 Intermediate Page 162 Click within the Age field in the top row of the table and delete the existing data and then try to enter an age of 102. If you look carefully at what happens when you enter the data, you will notice that now you can only enter two digits. Save your changes and exit the Access program. Deleting an input mask. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Deleting an input mask. Double click on the TblCustomer table to open the table. Display the table in Design View Select the Age field within the Field Name column. Select the characters within the Input Mask section of the Field Properties Cheltenham Courseware Pty. Ltd.

163 Access 2010 Intermediate Page 163 Press the Del key to remove these characters. You have now successfully removed the input mask. Save your changes and close the Access program. What does data entry required/not required mean? If you set a field as required then once this has been set you must always enter a value into this field when creating a new record. For instance a table might contain a field of the first name and another field of the second name. In some cases we might have the first name but you will generally always have the second name. We can set a requirement that when entering data into a new record you must always enter the second name and this means we are setting up a requirement to always enter data into this field. Not required simply means that we do not necessarily have to enter data into a field. Modifying a field to require data entry. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Data for field required. Double click on the TblCustomer table to open it Cheltenham Courseware Pty. Ltd.

164 Access 2010 Intermediate Page 164 Display the table in Design View. Within the Field Name column click on SecondName. Within the Field Properties, look at the value next to Required. As you can see, it is currently set to No. Double click on the word No and as you will see the word No toggles to the word Yes. Double click a few more times and you will see you can toggle between No and Yes. Before continuing, make sure the value is set to Yes Cheltenham Courseware Pty. Ltd.

165 Access 2010 Intermediate Page 165 Click on the View button. You will see a dialog box asking if you want to save your changes. Click on the Yes button. You will then see a second dialog box explaining that the data integrity rules have changed and the existing data may not be valid for the new rules. If you want the existing data to be tested for the new rules click on the Yes button. After clicking on the Yes button, all the data in the existing table will be checked to ensure that a value has been entered into the second name field. If no data was entered into this field, then the entire record relating to that empty field will be deleted. You will now see your data displayed in a table and if you scroll down you will find that all the entries relating to the second name field contain a value. Double click on any first name within the table and then press the Del button to delete the value. In the example illustrated we have deleted the First Name relating to CustomerID 3, and after pressing the Enter key no error message was displayed Cheltenham Courseware Pty. Ltd.

166 Access 2010 Intermediate Page 166 Double click on any second name within the table and then press the Del button to delete the value. When you press the Enter key to confirm the deletion you will see the following dialog box displayed. Click on the OK button and type in a second name. When you press the Enter key you will no longer see an error message displayed. Save your changes and close the Access program. Modifying a field so that it does not require data entry. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Tables - Data for Field Not Required. Open the Customer table. View the table in Design View. Within the Field Name column click on SecondName. Within the Field Properties section, double click within the Required section to change the value from Yes to No Cheltenham Courseware Pty. Ltd.

167 Access 2010 Intermediate Page 167 Save your changes and exit the Access program Cheltenham Courseware Pty. Ltd.

168 Access 2010 Intermediate Page 168 Relationships What is a one-to-one relationship? A one-to-one relationship has only one matching row in each related table. One-to-one relationships are not common. An example would be a table with many columns divided into multiple tables that relate to one master key value. Creating a one-to-one relationship. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Creating a one-to-one relationship. Within the Access ribbon click on the Database Tools tab. Click on the Relationships button contained within the Relationships group. This will display the Show Table dialog box. Double click on the TblCustomer table to add this table to the Relationships window Cheltenham Courseware Pty. Ltd.

169 Access 2010 Intermediate Page 169 Double click on TblCustomer_Confidential table to add a second table to the Relationships window. Click on the Close button to close the Show Table dialog box. Your screen will now look like this, with two tables displayed within the Relationships window Cheltenham Courseware Pty. Ltd.

170 Access 2010 Intermediate Page 170 As you can see, both these tables have the same primary key of CustomerID. NOTE: A primary key is indicated by the following symbol. Within the TblCustomer table click on the primary key i.e. the CustomerID. Press the mouse button and while keeping the mouse button pressed, drag across to the primary key within the second table which is also called CustomerID. Then release the mouse button. The Edit Relationships dialog box will be displayed. If you look within this dialog box towards the bottom of the dialog box it displays the relationship type which as you can see, is One-To-One. Click on the Create button within the dialog box to establish the one-to-one relationship between these tables. Your screen will now look like this Cheltenham Courseware Pty. Ltd.

171 Access 2010 Intermediate Page 171 Click on the Close button within the Access ribbon. You will see a dialog box displayed, click on the Yes button to save your changes. Close the Access program. Modifying a one-to-one table relationship Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying a One-To-One Relationship. This database already has a one-to-one table relationship established within it. Within the Access ribbon click on the Database Tools tab. Click on the Relationships button contained within the Relationships group. This will display the Relationships window and as you can see, a one-to-one relationship has already been established Cheltenham Courseware Pty. Ltd.

172 Access 2010 Intermediate Page 172 Click once on the line joining the two tables. Once the line joining the tables has been selected, double click on the line joining the tables. The Edit Relationships dialog box will be displayed. The options that you can modify include clicking on the Enforce Referral Integrity check box or clicking on the Join Type button. Do not actually do this now, as these topics are covered elsewhere within this course. Click on 2010 Cheltenham Courseware Pty. Ltd.

173 Access 2010 Intermediate Page 173 the Cancel button to close the dialog box. Just remember how to edit relationships if you need to. Close the Access program. Deleting a one-to-one table relationship Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Deleting a One-To-One Relationship. This database already has a one-to-one table relationship established within it. Within the Access ribbon click on the Database Tools tab. Click on the Relationships button contained within the Relationships group. This will display the Relationships window, and as you can see, a one-to-one relationship has already been established. Click on the line joining the two tables and once the line has been selected press the Del key. A warning dialog box will be displayed. Click on the Yes button to delete the selected relationship. Close the Access program Cheltenham Courseware Pty. Ltd.

174 Access 2010 Intermediate Page 174 What is a one-to-many table relationship? A one-to-many relationship has a row in one table that matches many rows in a related table. This is the most common type of relationship. An example is the relationship between the Customers and Orders table. This relationship is described as one customer having many orders and each order belonging to only one customer. Creating a one-to-many relationship. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Creating a one-to-many relationship. Click on the Database Tools tab within the Access ribbon and within the Relationships group click on the Relationships button. The Show Table dialog box will be displayed. NOTE: If the Show Table dialog box is not displayed automatically, click on the Show Table button and try again Cheltenham Courseware Pty. Ltd.

175 Access 2010 Intermediate Page 175 Double click on the Company table. Double click on the Customer table. Click on the Close button to close the dialog box. Your screen will now look like this, with the Company and Customer tables displayed within the Relationships window. Within the Customer table, click on CompanyID field and use the mouse to drag this to CompanyID field within the Company table. When you release the mouse button you will see the Edit Relationships dialog box displayed. If you look at the bottom part of this dialog box you will see that the Relationship Type is indeed One-To-Many. Click on the Create button to create the relationship and close the dialog box. You will now see the relationship as illustrated Cheltenham Courseware Pty. Ltd.

176 Access 2010 Intermediate Page 176 Close Access and you will see the following dialog box displayed. Click on the Yes button to save the relationship. Modifying a one-to-many relationship. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying a One To Many Relationship. This database already contains a one-to-many table relationship. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. You will see the one-to-many relationship displayed within the Relationships window Cheltenham Courseware Pty. Ltd.

177 Access 2010 Intermediate Page 177 Double click on the line joining the two tables. This will display the Edit Relationships dialog box. The options that you can modify include clicking on the Enforce Referral Integrity check box or clicking on the Join Type button. Do not actually do this now, as these topics are covered elsewhere within this course. Click on the Cancel button to close the dialog box. Just remember how to edit relationships if you need to. Close the Access program. Deleting a one-to-many relationship. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Deleting a One To Many Relationship. This database already contains a one-to-many table relationship Cheltenham Courseware Pty. Ltd.

178 Access 2010 Intermediate Page 178 Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. You will see the one-to-many relationship displayed within the Relationships window. Click on the line joining the two tables and once the line is selected press the Del key. You will see a warning dialog box displayed. Click on the Yes button to delete the selected relationship. Close the Access program. What is a many-to-many relationship? A many-to-many relationship has many rows in one table that match many rows in a related table. This is a special relationship that involves a third table 2010 Cheltenham Courseware Pty. Ltd.

179 Access 2010 Intermediate Page 179 called a junction table. An example is a relationship between Orders and Products. These two tables are joined by a junction table called Order Details. This relationship is described as many orders having many products and many products belonging to many orders. Creating a many-to-many relationship using a junction table. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Creating a many-to-many relationship. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. The Show Table dialog box will be displayed. Double click on the TblCustomer table. Double click on the TblCourseBooking table, which we will use as the junction table. Double click on the TblCourses table. Click on the Close button to close the Show Table dialog box. The Relationships window will now look like this Cheltenham Courseware Pty. Ltd.

180 Access 2010 Intermediate Page 180 Within the TblCustomer table, click on the CustomerID and drag this to the CustomerID in the TblCourseBooking table. The Edit Relationships dialog box will be displayed. Click on the Create button. You will see the relationship between these two tables displayed as illustrated. Within the TblCourses table click on CourseID and drag this to CourseID within the TblCourseBooking table. The Edit Relationships dialog box will be displayed. Click on the Create button. The Relationships window will now look like this Cheltenham Courseware Pty. Ltd.

181 Access 2010 Intermediate Page 181 The TblCourseBooking table is now the junction table linking the TblCustomer and TblCourses tables. Close the Access program and you will be prompted to save the relationships. Click on the Yes button and close Access. Modifying or deleting a many-to-many relationship. S tart Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying a many-to-many relationship. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. The Relationships window will now look like this Cheltenham Courseware Pty. Ltd.

182 Access 2010 Intermediate Page 182 Double click on the line joining the Customer and Course Booking tables. This will display the Edit Relationships window. You can make any changes that you want, such as clicking on the Enforce Referral Integrity button. You could click on the Join Type button to change the type of join. In this case do not make any changes, just remember how to modify the relationship, if you wanted to. You can also double click on the line joining the Course Booking and Courses table. The Edit Relationships dialog box will be displayed and you can make changes as required. Close any open dialog boxes, without making any changes Cheltenham Courseware Pty. Ltd.

183 Access 2010 Intermediate Page 183 Close the Access program. NOTE: If you wanted to delete a relationship, you can display the tables within the Relationships window and delete the tables. What is referential integrity? Referential integrity ensures that related records between tables are valid. Enforcing referential integrity. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Enforcing referral integrity. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. The Show Table dialog box will be displayed. Double click on the TblCustomer table. Double click on the TblCompanies table. Click on the Close button. The Relationships window will now look like this Cheltenham Courseware Pty. Ltd.

184 Access 2010 Intermediate Page 184 Within the TblCompanies table drag the CompanyID to Company within the TblCustomer table. The Edit Relationships dialog box will be displayed. As you can see, a One-To-Many relationship has been established. Click on the Enforce Referral Integrity check box. Click on the Create button and you will see the following Cheltenham Courseware Pty. Ltd.

185 Access 2010 Intermediate Page 185 Close the Access program and save your changes. Applying automatic updating of related fields. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Automatic updating of related fields. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. The Relationships Window will display the following information. Double click on the relationships line that joins the two tables. This will display the Edit Relationships dialog box Cheltenham Courseware Pty. Ltd.

186 Access 2010 Intermediate Page 186 Click on the Cascade Update Related Fields check box. Click on the OK button to close the dialog box and to enforce the automatic update of related fields. NOTE: This means that from now on, if you make changes within the TblCompanies table, these changes will automatically be applied to details stored in the TblCustomer table. Close the Access program. Applying automatic deletion of related records. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Automatic deletion of related records. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button Cheltenham Courseware Pty. Ltd.

187 Access 2010 Intermediate Page 187 The Relationships Window will display the following information. Double click on the relationship line that joins the two tables. This will display the Edit Relationships dialog box. Click on the Cascade Delete Related Fields check box Cheltenham Courseware Pty. Ltd.

188 Access 2010 Intermediate Page 188 Click on the OK button to close the dialog box and to enforce the cascade deletion of related records. Close the Access program Cheltenham Courseware Pty. Ltd.

189 Access 2010 Intermediate Page 189 Joins Applying an inner join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Applying an inner join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. This will display the Show Table dialog box. Double click on the TblCompanies table. Double click on the TblCustomer table. Click on the Close button. The Relationships window will now look like this Cheltenham Courseware Pty. Ltd.

190 Access 2010 Intermediate Page 190 Within the TblCompanies table click on the CompanyID and drag this to Company within the TblCustomer table. The Edit Relationships dialog box will be displayed. As you can see, a One-To-Many relationship has been established. Click on the Create button and the Relationships window will now look like this. Click on the relationship line that joins the window to select the line. Once the line is selected double click on the line. The Edit Relationships dialog box will be displayed Cheltenham Courseware Pty. Ltd.

191 Access 2010 Intermediate Page 191 Click on the Join Type button, which will display the Join Properties dialog box. As you can see, there are three types of join properties that you can select from. NOTE: The first option is entitled Only include rows where the joined fields from both tables are equal. This is called an inner join. Make sure that the first option is selected and then click on the OK button. This will close the dialog box and return you to the Edit Relationships dialog box. Close the Edit Relationships dialog box, by clicking on the OK button. Close Access and save the changes to your relationships. Modifying an inner join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying an Inner Join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button Cheltenham Courseware Pty. Ltd.

192 Access 2010 Intermediate Page 192 This will display the Relationships window. Double click on the line joining the two tables. The Edit Relationships dialog box will be displayed. You can now edit the relationship as required. For instance you could remove the tick in the Enforce Referral Integrity check box. If you click on the Join Type button the Join Properties dialog box will be displayed. You can select a different join type, as required Cheltenham Courseware Pty. Ltd.

193 Access 2010 Intermediate Page 193 Click on the OK button to close the Join Properties dialog box. Click on the OK button to close the Edit Relationships dialog box. Close Access and save the changes to your relationships. Applying an outer join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Applying an Outer Join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. This will display the Show Table dialog box. Double click on the TblCompanies table. Double click on the TblCustomer table Cheltenham Courseware Pty. Ltd.

194 Access 2010 Intermediate Page 194 Click on the Close button and you will see the following displayed within the Relationships window. Within the TblCompanies table select CompanyID and drag this to Company within the TblCustomer table. This will display the Edit Relationships dialog box. Click on the Create button to close the dialog box and establish the relationship. You will now see the following displayed within the Relationships window. Click on the relationship line joining the two tables to select it. Once the line is selected, double click on the selected line to display the Edit Relationships dialog box Cheltenham Courseware Pty. Ltd.

195 Access 2010 Intermediate Page 195 Click on the Join Type button which will display the Join Properties dialog box. As you can see, by default, the first option is selected. The second and third options are both types of outer joins. NOTE: Option 2 is a left outer join. This type of join includes all records from TblCompanies and only those records from TblCustomer where the joined fields are equal. Option 3 is a right outer join. This type of join includes all records from TblCustomer and only those records from TblCompanies where the joined fields are equal. In this case we will apply a left outer join so you need to click on the second option as illustrated Cheltenham Courseware Pty. Ltd.

196 Access 2010 Intermediate Page 196 Click on the OK button which will return you to the Edit Relationships dialog box. Click on the OK button again to close this dialog box and then you will see the following displayed within the Relationships window. NOTE: The direction of the arrow on the relationships line between the tables indicates that in this case we have used a left outer join. If you had created a right outer join then the arrow would be pointing in the opposite direction. Close the Access program and save the relationship changes that you have made. Modifying an outer join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying an Outer Join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. This will display the Relationships window Cheltenham Courseware Pty. Ltd.

197 Access 2010 Intermediate Page 197 Double click on the line joining the two tables. The Edit Relationships dialog box will be displayed. You can now edit the relationship as required. For instance you could remove the tick in the Enforce Referral Integrity check box. If you click on the Join Type button the Join Properties dialog box will be displayed. You can select a different join type, as required. Click on the OK button to close the Join Properties dialog box. Click on the OK button to close the Edit Relationships dialog box. Close Access and save the changes to your relationships. Creating a subtract join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Creating a subtract join. Double click on the TblCourses table to open the table Cheltenham Courseware Pty. Ltd.

198 Access 2010 Intermediate Page 198 As you can see, this table contains 4 courses. MS Access MS Visual Basic C Sharp MS PowerPoint Press Ctrl+F4 to close the table. Double click on the TblCourses2 table to open the table. As you can see this table contains 6 courses. MS Access MS Visual Basic C Sharp 2010 Cheltenham Courseware Pty. Ltd.

199 Access 2010 Intermediate Page 199 MS PowerPoint PLUS Windows Mobile Java Press Ctrl+F4 to close the table. You will now create a subtract join query to identify the courses in TblCourses2 that are not contained within TblCourses. Within the objects section click on the down arrow. From the drop down list displayed click on Queries Cheltenham Courseware Pty. Ltd.

200 Access 2010 Intermediate Page 200 Your screen will now look like this. Click on the Create tab and within the Macros & Code group click on the Query Design button. The Show Table dialog box will be displayed. Double click on the TblCourses table. Double click on the TblCourses2 table Cheltenham Courseware Pty. Ltd.

201 Access 2010 Intermediate Page 201 Click on the Close button and your screen will now look like this. Within the TblCourses table click on CourseID and drag to the CourseID in the TblCourses2 table. Your screen will now look like this. Double click on the line joining the two tables. The Join Properties dialog box will be displayed Cheltenham Courseware Pty. Ltd.

202 Access 2010 Intermediate Page 202 Click on the button next to option 3 within the dialog box. Click on the OK button to close the Join Properties dialog box. The query window will now look like this. Within the TblCourses2 table double-click on the CourseID field. Within the TblCourses2 table double-click on the CourseName field Cheltenham Courseware Pty. Ltd.

203 Access 2010 Intermediate Page 203 Within the TblCourses table double-click on the CourseID field. The query window will now look like this. Within the third column click in the Criteria cell and enter: is null Click on the Save button to save the query. Enter the query name SubtractQuery and then click on the OK button Cheltenham Courseware Pty. Ltd.

204 Access 2010 Intermediate Page 204 Click on the Run button to run the query. The results of the query will be displayed. As you can see the second table contains two courses not contained within the first table. Close the Access program. Modifying a subtract join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Modifying a Subtract Join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button Cheltenham Courseware Pty. Ltd.

205 Access 2010 Intermediate Page 205 This will display the Relationships window. Double click on the line joining the two tables. The Edit Relationships dialog box will be displayed. You can now edit the relationship as required. For instance you could tick the Enforce Referral Integrity check box. Click on the OK button to close the Edit Relationships dialog box. Close Access and save the changes to your relationships Cheltenham Courseware Pty. Ltd.

206 Access 2010 Intermediate Page 206 What is a self join? A self join is used to join two copies of the same table or query. This join combines records from the same table when there are matching values in the joined fields. Applying a self join. Start Access. Press Ctrl+O to display the Open dialog box, and if necessary change to the Access 2010 Intermediate Course folder. Open a database called Relationships - Applying a Self Join. Click on the Database Tools tab within the Access ribbon. Within the Relationships group click on the Relationships button. This will display the Show Table dialog box. Double click on the TblCustomer table In this case we are going to create a self join so double click again on the TblCustomer table. Click on the Close button and you will see the following displayed within the Relationships window Cheltenham Courseware Pty. Ltd.

207 Access 2010 Intermediate Page 207 Remember we are creating a self join here so, as an example, select SecondName within the first table, and drag to SecondName in the second table. The Edit Relationships dialog box will be displayed. Click on the Create button and you will see the following displayed in the Relationships window. NOTE: This type of relationship is very rarely used. Close the Access program and save the changes to your relationships Cheltenham Courseware Pty. Ltd.

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