Microsoft Access 2010 For the End User. 9/12/2011 Archdiocese of Chicago Mike Riley

Transcription

1 Microsoft Access 2010 For the End User 9/12/2011 Archdiocese of Chicago Mike Riley i

2 VIDEO TUTORIALS AVAILABLE Almost 100,000 video tutorials are available from VTC. The available tutorials include Windows 7, GroupWise 8 and Office 2010 applications. To access these tutorials, visit and click the link for VTC Online Training. Login with your GroupWise username and password. You MUST use our custom login page from the list of Archdiocesan Web Links. You will NOT be able to login directly at VTC.com. Once logged into the VTC site, you can view any of the available tutorials (the Flash versions tend to load that fastest). You can view as many tutorials as you want. We have a limit of 5 concurrent users (only 5 people from our network can be logged in at one time). If all of the seats are currently in use, you will receive an error message. You can also access these tutorials from home. Simply use the link provided at

3 CONTENTS About Databases... 1 About Access... 1 Relational Database... 1 Data and user interface... 1 Developing a Database... 2 Starting Access... 2 Programs Menu... 2 By Opening a File... 2 The Access Interface... 3 The Ribbon... 3 The Quick Access Toolbar... 3 Tabs... 4 Contextual Tabsets... 4 Group Tabs... 5 Context Menu (Shortcut Menu)... 5 Opening a database... 6 Navigating... 8 Navigation Pane... 8 Navigation Form... 8 Custom Form/Switchboard... 9 Opening Objects Parameters Closing Objects Saving Changes i

4 Datasheets Sub datasheets Datasheet Navigation Keyboard Navigation Record Navigation Buttons Home Ribbon Forms Form Controls Form Navigation Adding Records Field Types and Settings Field Size Validation Rule Required Primary Key No Duplicates Related Records Deleting Records Referential Integrity/Cascade Update Finding Records Filtering Selection Filter Additional Filter Options Removing Filters Sorting Saving Changes ii

5 Exporting Objects/Data Exporting Data Printing Reports Other Database Objects iii

6 iv

7 ACCESS 2010 FOR THE END USER ABOUT DATABASES A database is a collection of information. Most of us use databases on a regular basis (although we might not be aware that it s actually a database). When you record a payment in a checkbook, you are using a database. When you look up a number in a phone book, you are using a database. If you search for a book using a library s card catalog, you are using a database. Nowadays, many databases are computerized which allow for easier and faster storage and retrieval of information. ABOUT ACCESS Microsoft Access is a relational database management system from Microsoft that includes the database engine (to process the data), user interface tools, and automation tools (for developers). Access is intended for small, non-critical databases. Enterprise-wide or critical database would NOT be appropriate for Microsoft Access (although Access might be used as the front-end for the database). RELATIONAL DATABASE Microsoft Access lets you create relational database that store information in multiple, linked tables. Relational database offer many advantages over flat-file databases (which store all of their information in a single table). In a flat-file database, information tends to be duplicated (often inconsistently) and changes to data often require multiple changes. A flat-file database is often just the collection of data with no tools to analyze/manipulate the data. Microsoft Excel and Microsoft Word can be used to create flat-file databases. Sometimes, a flat-file database is a better choice than creating a relational database. DATA AND USER INTERFACE Unlike some enterprise-quality database systems, Microsoft Access includes user interfaces for the database (and stores the interface and raw data in the same file). Higher-end database servers like SQL (pronounced sequel) server only store raw data and data storage/retrieval tools. Data entry forms and reports are created using other applications (such as Crystal Reports). It is unlikely that a full-time database developer would create a database using Microsoft Access. 1

8 DEVELOPING A DATABASE Designing a database can be compared to designing and building a house. Many of us could design and build a simple house, such as a birdhouse, without too much difficulty. Designing and building a 4-bedroom home (complete with electricity, plumbing, phones, etc) is beyond most of us. Creating a simple, single-user database with no automation is a fairly simple process. Creating a full-fledged multi-user, database application typically requires an experienced database developer. Keep in mind that some elements of a database may be quite involved. Just because something is possible with Microsoft Access doesn t mean it s within your capabilities as a new, amateur database developer. Thinking that someone can simply show you how to accomplish a specific task using Access is often a false assumption. STARTING ACCESS Many organization hire full-time, experienced database developers. Bear this in mind when designing an Access database and accept the fact that some things may simply be beyond your capabilities/skill-level. PROGRAMS MENU Like almost every Windows program, when Office is installed, it adds a group to the Programs Menu. To start Microsoft Access 2010: Choose Start, All Programs Choose Microsoft Office Choose Microsoft Access 2010 You can also pin Access 2010 to the start menu or task bar or use a desktop shortcut. BY OPENING A FILE Opening a file that uses Microsoft Access as its default application will launch Microsoft Access AND open the file at the same time. To start Microsoft Access 2010 by opening a file: Browse to the file you want to open using My Computer or Windows Explorer Double-click the file 2

9 THE ACCESS INTERFACE Unlike other Microsoft Office applications, the user interface within Access is primary used during database development and is rarely used after the database has been designed. THE RIBBON The large area of tools and commands at the top of the document is the Ribbon. THE QUICK ACCESS TOOLBAR This toolbar contains commonly used commands and can be customized by adding additional commands. To add a new command to the Quick Access Toolbar, select the desired command from the drop-down list to the right of the QAT. You can also right-click any button from any tab and choose Add to Quick Access Toolbar. 3

10 TABS Tabs make up the main context of the ribbon. You'll find different options available from the different tabs. FILE TAB The File tab replaces the File menu (in Office 2003 and earlier) and the Office button in Office Clicking the File tab opens the Backstage view that includes commands for working with the entire database. To close the File tab without choosing an option, simply click the File tab again or click a different tab. CONTEXTUAL TABSETS When designing objects in a database, additional commands will become available on contextual tabsets. 4

11 GROUP TABS Commands on tabs are often grouped by functionality. The Text Formatting group (shown to the left), provides the formatting tools that text formats of fields. When there's not enough screen space to display all of the tools for a group, the group will collapse. CONTEXT MENU (SHORTCUT MENU) The Context Menu (Shortcut Menu) appears when you right-click on different elements in your database. 5

12 OPENING A DATABASE When you start Access from the Programs menu or a shortcut (rather than opening a specific database), you ll need to create or open a database before you can proceed. Recently accessed databases appear in the main selection on the File tab. Additional recent databases appear on the Recent list. 6

13 If the database you want to work with is not on the Recent list, you can use the Open command to browse to, select and open the database. 7

14 NAVIGATING After opening the database, you ll need to open various objects within the database. Depending on how the database is designed, you may have different options available for selecting and opening database objects. NAVIGATION PANE When you open a database, it will typically display a Navigation Pane on the left site of the window. The Navigation Pane can be collapsed by clicking the << indicator toward the upper-right of the Navigation Pane. To expand a collapsed Navigation Pane, simply click on the Navigation Pane button. Database objects listed in the Navigation Pane can be grouped in 5 different ways. Each grouping includes filters that can limit which objects are displayed. Most groups also include an unfiltered option. Navigation Pane Group Filters Custom Custom groups or unassigned Object Type Tables, Queries, Forms, Reports (Macros and Modules will be included on the list if these objects exist in the database) Tables and Related Views Each table in your database or Unrelated Objects Created Date Today, Yesterday and Older Modified Date Today, Yesterday and Older When you open an existing database, it is likely to open with a filter already applied. If a database includes a Navigation Form or Custom Form/Switchboard for Navigation, the Navigation Pane might NOT be displayed. NAVIGATION FORM Access 2010 lets novice database designers easily create a Navigation Form. The Navigation Form displays button or tabs that open the selected Forms and/or Reports within the database. 8

15 CUSTOM FORM/SWITCHBOARD A database might include a custom navigation form instead of the new Access 2010 Navigation Form. The capabilities of a custom form are limited only by the programming skills of the person who created the form. 9

16 OPENING OBJECTS When opening a database object from the Navigation Pane, double-click the object to open it. If you re using a Navigation Form (of any kind) to open an object, you typically click ONCE on the specified button or tab to launch the object. PARAMETERS When you open a query (or object based on a query), you might be prompted to enter a value. This prompt is a parameter that is used as criteria for the query (or source of the object). Parameters are used in query design to prevent having to create multiple variations of the same query so that the user can specify values to match when they run the query. A query that references a field that no longer exists in the source data will also prompt for a parameter value. CLOSING OBJECTS When you open an object in Access 2010, it normally opens a new tab. To close an object, click the X to the righthand side of the tabs or right-click the tab to close and choose Close. You MUST close and reopen an object if you want to provide a new value as a parameter. 10

17 SAVING CHANGES When you close an object, if you have made any design changes, you will be prompted to save these changes. Unless you are intentionally redesigning a database object, you should NEVER save design/layout changes. Database designers who do NOT lock down their database design can only blame themselves if users make accidental design changes that break a database. Database users who intentionally make design changes (that unintentionally break a database) can only blame themselves. 11

18 DATASHEETS All tables and most queries open in Datasheet View. The Datasheet View displays multiple records in a table layout. Field Headings Column headings for each field in the datasheet. Field Headings include a drop-down arrow to allow for easy access to sorting and filtering options. The right-hand edge of each field heading can be grabbed and dragged to resize the column. Sub Datasheet Indicators Icon to click on to expand/collapse sub datasheets (if available). Record Selectors Buttons that let you select records. You can drag over the buttons to select several records in a row. This is useful for copying/pasting information. Navigation Buttons Buttons that allow you to move backwards and forwards through the objects records, jump to the start/end of records, and add new records. Filter Toggle Indicates whether a filter is currently applied. When a filter is applied, clicking this button will remove the filter (or reapply the last filter if possible). Search Box Type a value in this box to jump to the FIRST match on that value. Tapping the Enter key within the box jumps to the next match. 12

19 SUB DATASHEETS When you open a table in a database containing multiple, related tables, the table may also include access to sub datasheets. Sub datasheets show related records from a table that is a child of the current (parent) table. DATASHEET NAVIGATION When viewing records in a datasheet, you can use a variety of techniques to move to different records (and fields within a record). KEYBOARD NAVIGATION Tab /Shift - Tab Arrows Page Up / Page Down Home/End Ctrl-Home/Ctrl-End Ctrl-+ Tab moves you to the right, or to the next row if at the end of a record. Shift-Tab moves you to the left. The arrow keys move you from one field to the next (left/right arrows) or one record to the next (up/down arrows). If you are editing the contents of a field, the arrows move you one character at a time within that field. Page Up/Down moves you one page of records at a time (the distance varies depending on your window height). The Home key moves you to the first column in the datasheet. End moves you to the last column in the datasheet. If you are editing the contents of a field, Home and End move you to the beginning/end of that field s data. Ctrl-Home/End move you to the very corners of your datasheet. Ctrl-Home moves you to the first field in the first record. Ctrl-End moves you to the last field in the last record. Ctrl-+ moves you to the new record row of the datasheet. 13

20 RECORD NAVIGATION BUTTONS The Current Record box displays the row number of the currently selected record. The order of records can be changed due to sorting and filtering, so record #4 is not always the same record. To jump to a specific row number, click inside the current record box, type the row number (to jump to) and tap the Enter key. HOME RIBBON The Find group on the Home ribbon also contains navigation buttons. Simply click the Go To button and choose the desired option. 14

21 FORMS Forms contain many of the same elements as datasheets. The form s designer might hide these elements if desired. Forms typically display a single record at a time. A form may be designed to display as a datasheet. Record Selector(s) Buttons that let you select records. A form that displays only one record at a time will only display a single record selector button. Navigation Buttons Buttons that allow you to move backwards and forwards through the objects records, jump to the start/end of records, and add new records. Filter Toggle Indicates whether a filter is currently applied. When a filter is applied, clicking this button will remove the filter (or reapply the last filter if possible). Search Box Type a value in this box to jump to the FIRST match on that value. Tapping the Enter key within the box jumps to the next match. Aside from the appearance, Forms differ from datasheets in three important ways. A form typically displays a single record at a time, reducing the changes of modifying the wrong record. Forms can include automation via macro buttons or event triggers. Forms also can be locked down to limit activities when using the form (such as preventing you from deleting records). Newer versions of Access (2007 and 2010) do let you set event triggers on Tables. 15

22 FORM CONTROLS A basic form in Access includes text boxes and labels. While this is adequate for many forms, a form designer might include other types of controls on a form to simplify data entry and/or provide automation. Controls in a form are either bound to data in the underlying record, unbound and independent of the record being displayed, or calculated from data in the underlying record. Data in unbound fields is typically used for reference, as part of data automation, or for visual purposes only. Despite how a control looks, you should always assume that it is bound to the underlying record. Changing what is displayed in a field will (most likely) actually change the value that is saved in that record. The screenshot below provides examples of some other (fairly common) form controls. ❶ ❷ ❸ ❹ ❺ ❻ ❼ ❽ ❾ ❿ Label and Text controls. Text controls are the most commonly used in Access forms. Stand-alone Label. Normally used to provide instructions. Calculated Text box. This is a calculated text box. You can t change the data displayed here unless you change the value of Sample Field which is used in the calculation. Command Button. Normally used for automation. Combo Box. Drop-down lists where you can also type a value to either jump to a matching value or enter a value not provided in the list. Push Button. Used for binary (On/Off) values. List Box. List of possible choices. Can display as a drop-down list. Check Box. Used for binary (On/Off values). Option Group. Used to limit choices to those provided. Image. Can be bound to the underlying data or unbound and constant for each record. 16

23 FORM NAVIGATION The same techniques for navigating a datasheet apply to navigating a form. There are, however, two important things to be aware of when navigating a form: navigation options can be disabled on a form by the form designer and a form can have a custom Tab order. ADDING RECORDS You typically add record to a database using a form. If the database doesn t include forms for adding/viewing records (and incomplete database), you will have no choice but to enter records directly into the table(s). It is possible to add records from some queries. New records are created as the last record in the table (or form). Closing and reopening the table/form might resort the records (based on the underlying sort order). There are several ways you can move to the New Record Row (form): Ctrl-+ Click the New button from the Records group or Find, Go To Click the New Record button in the record navigation buttons at the lower-left of the table/form A form might also contain a command button for you to click on when creating new records. 17

24 FIELD TYPES AND SETTINGS Each field in a table has a data type. The data type determines what types of values you can enter for that field. AutoNumber AutoNumber fields are read only. AutoNumbers are usually included to set a unique value for each record in a table. AutoNumbers are either generated sequentially or randomly. Once an AutoNumber has been assigned to a record, it will never be used again (even if the original record has been deleted). Text/Memo Text/Memo fields store alphanumeric data. Some types of data, while composed of digits, are normally stored as Text fields (zip codes, phone numbers, ID numbers, etc). A text field has a max length of 255 characters, but can be set to less than 255. Memo fields can store up to 63,999 characters. Memo fields are typically used for descriptions and notes. Number/Currency A number or currency field stores numbers. Number fields include further settings that specify the allowable range of number and decimal precision (how many decimal places are stored). A common Number field size is a Byte, which allows whole numbers only (no decimals) between 0 and 256. Any value enter that contains a decimal will be stored as the closest whole number. Date/Time Date/Time fields store Dates and/or Times. When entering a time, if you enter AM or PM, do NOT user periods. Yes/No Yes/No fields are typically displayed as checkboxes. 18

25 Aside from the data types, there are some other field properties that might prevent you from adding a record (or change the value you enter). FIELD SIZE A field size limit for a Text field will prevent you from entering a string that exceeds the limit. If the field size is set to 4, you won t be able to enter a 5 th character. The field size for Number fields limits the range of values and decimal precision. If the value you enter exceeds the range of possible values, you will receive an error message. A Number field size also specifies the decimal precision (amount of decimal places actually stored). Access will automatically round the number to the closest decimal precision when necessary. VALIDATION RULE A field might also include a Validation Rule conditions on the values entered in that field. If you violate the rule, a pop-up will display the Validation Text (if specified) or a generic message. 19

26 REQUIRED Several fields in a table may be required. If you fail to enter a value in a required field, you will receive an error message. PRIMARY KEY The primary key of a table is one (or more) fields that identify unique records in that table. Primary key values are, by definition, required. If the Required property is NOT set on the field, the following error message will display. If the Required property is set, the Required error message displays instead. NO DUPLICATES Fields can also be set to prevent duplicate values from being entered. 20

27 RELATED RECORDS Another issue that can prevent you from adding records is not having a corresponding record in a related table. For example, trying to enter a registration for a non-existent class will cause an error. DELETING RECORDS If you add a record by mistake or truly no longer need a record, you can delete it. There are several ways you can delete a record. Click anywhere within the record and use Ctrl - - Click on record selector and tap the Del key. Click on record and use Delete command from Records group of Home ribbon Use caution when deleting records. Rather than deleting a record, the database might simply ask for a date the record is closed or a record status. Otherwise, you risk deleting useful, archival information. REFERENTIAL INTEGRITY/CASCADE UPDATE Due to established relationships between tables in your database, you may be unable to delete a record if there are related records in another table. Attempting to delete a record that would create orphaned data will display the following message (if Referential Integrity is enforced). You will need to delete the child records before deleting the parent record. When deleting a record in a parent table, the related child records might be automatically deleted (when Cascade Delete is defined). The database designer must establish relationships between table to set Referential Integrity and/or Cascade Update. 21

28 FINDING RECORDS Use the Find command to quickly locate a record whose data you need to view, edit, or delete. You can use the find command in datasheets, forms and reports (Report View). When using the Find command, you can either search in a specific field or all fields. If you are searching in a specific field, you will need to click anywhere within that field before you click the Find button (from the Home tab). Enter the value to search for in the Find What box, choose whether to look in the current field or all fields, specify whether you are matching the entire field or part of field, choose the Search direction (if necessary) and click Find Next. Continue clicking Find Next as needed to jump to the next match. Match Case indicates that the results must match the case as you entered the values in Find What (uppercase vs lowercase). Search fields as formatted is used in numeric fields. You can enter Wildcard characters in the Find What box. Use of Wildcards is covered in the Basic Queries course. 22

29 FILTERING Filtering a datasheet or form can also help you locate records. When you apply a filter, you hide all other records so that you are only working with the records you selected. This can reduce the chances of changing the wrong record and make it easier to make edits. To apply a filter, click in the field you are filtering against and choose the desired filter option. Datasheets also display drop-down arrows at the right-hand edge of each column heading that you can use to filter. SELECTION User the filter Selection button if you want to match the value currently displayed (exact or partial match), or you want to EXCLUDE the currently displayed value (exact or partial match). Other options may be available depending on the data type of the current field. FILTER Clicking the Filter button opens the filter settings from the current field. In datasheet view, you can also click the dropdown arrow at the right edge of a column heading. The Filter button lets you select multiple records to match, find blanks or use other filter options. Simply check or uncheck the desired options. Unchecking (Select All) will remove all checkmarks. Filtering to show Blanks is a common practice that lets you easily locate records with missing information. 23

30 ADDITIONAL FILTER OPTIONS Some data types include additional filter options (Text Filters, Numbers Filters and Date Filters). Simply choose the desired option and enter any required values when prompted. REMOVING FILTERS To remove a filter and display all records, click the Toggle Filter button or the Filtered indicator (next to the record navigation buttons in the lower-left). SORTING When you close a datasheet or form that you have set filter conditions on, you will be prompted to save changes. Only the last set of filter conditions are saved and objects normally open with their filters turned OFF. This is a DESIGN change and unless you are responsible for the entire database, you should never save design changes. Another option that will help you locate records is to change the sort order of the datasheet or form. To sort against a column/field, simply click within that column/field and click Sort Ascending or Sort Descending. SAVING CHANGES Sorting against multiple fields is covered in the Basic Queries course. Unless a designer has modified the saving of data entered into a database, changes to records (additions, edits and deletions) are saved automatically. Any changes you make to data are PERMANENT and can only be undone by restoring a backup of the database. When you close a database object, if you are prompted to save changes, it is asking you to save Design Changes. Unless you are the database designer, you should NEVER save design changes. Otherwise, you run the risk of breaking other objects in the database that are based on the current object. 24

31 EXPORTING OBJECTS/DATA While Access is incredibly powerful, there will still be times where you will need to save or manipulate the information from an Access database using Microsoft Word or Excel. In addition, if you want to data from an Access database, you will want to export that data to a separate file for ing (rather than sending someone the entire database). EXPORTING DATA To export data to an Excel spreadsheet, Word document or PDF file, open the desired option and choose the desired Export format from the External Data tab. Normally, you would export datasheet views to an Excel spreadsheet and reports to PDF or RTF (Rich Text Format files that can be edited using Microsoft Word). Background shading doesn t typically export well. If your report uses white text on a shaded background, that text might appear invisible in an export (white text on a white background). You may need to click the More button to choose the desired Export option. When sending data via , you can reduce the steps needed by clicking from the Export group and choosing the desired output format. PRINTING Whether you re printing an invoice to send to a customer or a roster of attendees for a conference, there are many times when you will need to print information from an Access database. Unlike other Office 2010 applications, the Print dialog in Access does NOT include an automatic print preview. 25

32 REPORTS Most reports in an Access database are intended for printing. To print a report in Access, open the report and choose File, Print, Print. Choose any desired print options and click OK. Beginning with Access 2007, reports can be opened in a Report View which is intended for viewing the data without printing. A database designer could create a report that is NOT intended to be printed and only viewed on screen. OTHER DATABASE OBJECTS You can also print tables, queries and forms. When you print a non-report object, you should use File, Print, Print Preview so that you know how it will print before wasting paper and ink/toner. 26

33 When printing a non-report object, all records that are currently returned in that object will print. When printing a form, if you only want to print the currently displayed record, when you choose File, Print, Print, you ll need to specify Selected Records from the Print dialog. 27

34 28

35

36 Direct any questions or comments to the IT Assistance Line at (312)