MOS Access 2013 Quick Reference

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1 MOS Access 2013 Quick Reference Exam : MOS Access 2013 Objectives Create and Manage a Database Create a New Database This bjective may include but is nt limited t: Creating new databases Open Access 2013 Click ptin such as Blank desktp database Chse file lcatin Enter file name OK Create Creating databases using templates Open Access 2013 Search fr a template OR click n ne already visible that has desktp in the title Chse file lcatin Enter file name OK Create Creating databases in lder frmats Open Access 2013 Click ptin such as Blank desktp database Chse file lcatin Enter file name Select file frmat frm Save as type drp dwn list OK Create Creating databases using wizards This has largely been replaced by the three methds mentined abve and Applicatin Parts (shwn later in this guide). Manage Relatinships and Keys This bjective may include but is nt limited t: Setting primary key fields Open table in Design View Click field Table Tls: Design tab Tls grup Primary Key buttn Save and clse table Setting freign keys There is n Freign Key buttn. Just ensure that yu have a freign key in anther table. It is ften the linking field in the Many table f a ne-t-many relatinship as is the case with ARTIST_ID in the tables belw. Viewing relatinships Database Tls tab Relatinships grup Relatinships buttn Creating and mdifying relatinships MOS Access 2013 Quick Reference 04/23/2014 Page 1 f 11

2 Open Relatinships windw Display tables Drag frm primary key field in ne table t freign key in secnd table Create Enfrcing referential integrity Open Relatinships windw Duble click jin line between tables Check Enfrce Referential Integrity OK Editing references between tables Open Relatinships windw Duble click jin line between tables Click additinal checkbxes if desired Click Jin Type t adjust jin prperties if necessary Click OK n all bxes Navigate Thrugh a Database This bjective may include but is nt limited t: Navigating t specific recrds Find navigatin at bttm f table, query, r frm Click buttns t mve frm recrd t recrd OR enter a search term Setting a frm as the startup ptin File Optins Current Database Applicatin Optins sectin Display Frm Chse frm OK Using navigatin frms Create tab Frms grup Navigatin buttn Select ne Drag bjects (such as frms and reprts) t the Add New area Setting navigatin ptins File Optins Current Database Navigatin sectin Navigatin Optins buttn Make changes OK OK Changing views Drp dwn arrw n Navigatin Pane cntrls view f bjects in that pane Open bject such as a table Hme tab Views grup View buttn Select view Prtect and Maintain a Database This bjective may include but is nt limited t: Cmpacting databases File Inf Cmpact & Repair Database File Optins Current Database Applicatin Optins sectin Cmpact n Clse OK Repairing databases File Inf Cmpact & Repair Database Backing up databases File Save As Save Database As Advanced sectin Back Up Database Save As buttn Chse file lcatin Edit file name if necessary Save Splitting databases Database Tls tab Mve Data grup Access Database buttn Split Database Chse file lcatin Split OK Encrypting databases with a passwrd Clse database Open database exclusively (File Open Cmputer Brwse Click n file Drp dwn arrw n Open Open Exclusive) File Inf Encrypt with Passwrd Fill ut Set Database Passwrd bx OK MOS Access 2013 Quick Reference 04/23/2014 Page 2 f 11

3 Merging databases External Data tab Imprt & Link grup Access buttn Brwse fr file Select Imprt tables ptin OK Select bjects n varius tabs Click Optins > > Set ptins OK Clse Recvering data frm a backup External Data tab Imprt & Link grup Access buttn Brwse fr backup database file Select Imprt tables ptin OK Select bjects n varius tabs OK Clse Print and Exprt a Database This bjective may include but is nt limited t: Printing reprts Duble click reprt File Print Print Set ptins if necessary OK Printing recrds Duble click table File Print Print Set ptins if necessary OK If nly selected recrds are needed, highlight them. Chse Selected Recrds in the Print dialg bx. Maintaining backward cmpatibility File Save As Save Database As Database File Types sectin Select frmat Save As buttn Chse file lcatin Enter file name Save Saving databases as templates File Save As Save Database As Database File Types sectin Template Save As buttn Fill ut Create New Template frm This Database bx OK OK Templates are saved by default t: C:\Users\%USERNAME%\AppData\Raming\Micrsft\Templates\Access Saving databases t external lcatins One ptin fr an external lcatin culd be OneDrive (instead f saving t a flash drive r the hard drive.). File Save As Save Database As Advanced sectin SharePint Save As buttn Fill ut remaining dialg bxes Exprting t alternate frmats Right click bject (table, query, frm, r reprt) Exprt Select frmat Set ptins and fllw steps in wizard Build Tables Create a Table This bjective may include but is nt limited t: Creating new tables Create tab Tables grup Table Design buttn Enter field names, chse data types, set prperties at bttm Save and clse table Imprting external data int tables External Data tab Imprt & Link grup Chse frmat (such as Excel r Text) Brwse fr the file Read wizard screens carefully t set crrect ptins Creating linked tables frm external surces MOS Access 2013 Quick Reference 04/23/2014 Page 3 f 11

4 External Data tab Imprt & Link grup Excel, Access, ODBC, r Text buttn Brwse fr file Link t the data surce by creating a linked table Read wizard screens carefully t set crrect ptins Imprting tables frm ther databases External Data tab Imprt & Link grup Access buttn Brwse fr file Imprt tables, queries, frms, reprts, macrs, and mdules int the current database Select table(s) OK Clse Creating tables frm templates and applicatin parts Create tab Templates grup Applicatin Parts buttn Select ptin (e.g., The Cntacts ptin will insert tables, frms, reprts, and a query.) Frmat a Table This bjective may include but is nt limited t: Hiding fields in tables Open table in Datasheet View Right click field heading Hide Fields Changing data frmats Open table in Datasheet View Select field Table Tls: Fields tab Frmatting grup Set Data Type and Frmat Adding ttal rws Open table in Datasheet View Hme tab Recrds grup Ttals buttn Chse functin fr desired field in Ttals rw Adding table descriptins Right click table Table Prperties Enter descriptin OK Renaming tables Right click table Rename Enter new name Press Enter Manage Recrds This bjective may include but is nt limited t: Updating recrds Open table in Datasheet View Scrll t recrd t update Click in the apprpriate field Edit data Press the dwn arrw n the keybard t mve t the next recrd t save the edited data Adding new recrds Open table in Datasheet View Hme tab Recrds grup New buttn Enter data Mve t next recrd t save Deleting recrds Open table in Datasheet View Select recrd Hme tab Recrds grup Drp dwn arrw n Delete buttn Delete Recrd Yes Appending recrds frm external data External Data tab Imprt & Link grup Click apprpriate type (e.g., Excel r Text) Brwse fr file Append a cpy f the recrds t the table: <Chse table> OK Fllw steps in wizard Finding and replacing data Open table in Datasheet View Click apprpriate clumn Hme tab Find grup Replace buttn Fill in Find What and Replace With Set ther ptins Replace OR Replace All Yes Clse bx MOS Access 2013 Quick Reference 04/23/2014 Page 4 f 11

5 Example: Yu are given a BIRD table with a COLOR field. The clr field cntains varius instances f the fllwing: red bird, blue bird, black bird, yellw bird. Yu must use find and replace t remve the space and the wrd bird ( bird) frm the entire field. Find What: bird <include the space befre bird> Replace With: <leave blank> Match: Any Part f Field Replace All Srting recrds Open table in Datasheet View Click apprpriate clumn Hme tab Srt & Filter grup Chse a srt Filtering recrds Open table in Datasheet View Click apprpriate clumn Hme tab Srt & Filter grup Filter buttn Set ptins OK Tggle Filter buttn will turn the filter ff (NOT clear it). Click the filter icn in the field heading t see the ptin fr clearing the filter. Create and Mdify Fields This bjective may include but is nt limited t: Adding fields t tables Open table in Design View Click in empty rw Enter field name, chse data type, set prperties at bttm Click rw selectr and drag t repsitin field if necessary Save and clse table Ntice the varius prperties in the Field Prperties sectin at the bttm f the screen. Varius prperties will be n the test. Adding validatin rules t fields Open table in Design View Click field Enter Validatin Rule and Validatin Text in prperties at bttm Save and clse table Example f Validatin Rule fr GRADE_TYPE wuld be: ="EXCELLENT" Or "AVERAGE" Or "FAILING" Example f Validatin Text fr GRADE_TYPE wuld be: Enter EXCELLENT, AVERAGE, r FAILING fr GRADE_TYPE. Changing field captins Open table in Design View Click field Edit Captin prperty at bttm Save and clse table Changing field data types Open table in Design View Click field Change Data Type (beside f field name) Save and clse table If creating a Lkup field, chse Lkup Wizard fr the Data Type, and fllw the steps in the wizard. Prperties fr the Lkup field can be tweaked using the Lkup tab in Field Prperties. Changing field sizes Open table in Design View Click field Edit Field Size prperty at bttm Save and clse table Cnfiguring fields t aut-increment Open table in Design View Add new field with AutNumber Data Type Ensure that Increment is chsen fr the New Values prperty at the bttm Save and clse table Setting default values MOS Access 2013 Quick Reference 04/23/2014 Page 5 f 11

6 Open table in Design View Click field Edit Default Value prperty at bttm Save and clse table Using input masks Open table in Design View Click field Click Input Mast prperty at bttm Click the ellipsis fr it Chse an input mask Fllw the steps in the wizard Save and clse table Custm input masks can be entered directly in the Input Mask prperty bx if an input mask is needed fr smething nt available in the wizard. Deleting fields Open table in Design View Click field Table Tls: Design tab Tls grup Delete Rws buttn Yes Save and clse table Create Queries Create a Query This bjective may include but is nt limited t: Creating multi-table queries Create tab Queries grup Query Design buttn Shw tables at tp f query design windw Add jin lines between tables if necessary Drag fields t bttm f design grid Running queries Open query in Design View Query Tls: Design tab Results grup Run buttn Saving queries Click Save buttn n Quick Access tlbar OR File tab Save As Save Object As Save As buttn Enter query name OK Creating crsstab queries Create tab Queries grup Query Wizard buttn Select Crsstab Query Wizard OK Cntinue fllwing steps in wizard Creating actin queries Create tab Queries grup Query Design buttn Shw table(s) at tp f query design windw Add jin lines between tables if necessary Drag fields t bttm f design grid Query Tls: Design tab Query Type grup Make Table buttn Enter table name OK Run the query t build the table Make Table is nly ne type f actin query. The thers are cvered in the article at this link: Creating parameter queries Open query in Design View Shw tables Add fields t design grid Click Criteria rw in field Enter parameter such as [Enter GRADE_TYPE such as EXCELLENT, AVERAGE, r FAILING] Run the query T set a data type fr a parameter: Cpy parameter frm Criteria rw Query Tls: Design tab Shw/Hide grup Parameters buttn Paste parameter in Parameter clumn Chse data type fr it OK Run query Save and clse query Deleting queries Right click query Delete Yes MOS Access 2013 Quick Reference 04/23/2014 Page 6 f 11

7 Mdify a Query This bjective may include but is nt limited t: Renaming queries Right click query Rename Enter name Press Enter Adding new fields Open query in Design View Drag fields dwn t design grid Save and clse query Remving fields Open query in Design View Click field in design grid Query Tls: Design tab Query Setup grup Delete Clumns buttn Save and clse query Hiding fields Open query in Design View Find field in design grid Remve check frm Shw rw Save and clse query Srting data within queries Open query in Design View Find field in design grid Chse Ascending r Descending in Srt rw Save and clse query Frmatting fields within queries Open query in Design View Click field in design grid Query Tls: Design tab Shw/Hide grup Prperty Sheet buttn Update the Frmat prperty Save and clse query Utilize Calculated Fields and Gruping within a Query This bjective may include but is nt limited t: Adding calculated fields Open query in Design View Click Field rw in new blank clumn in design grid Enter calculatin such as: MARKUP: [RETAIL_PRICE]-[WHOLESALE_PRICE] Save and clse query Right click the Field rw, and click Build if cmplex functins are needed. Adding cnditinal lgic Open query in Design View Right click Field rw in empty clumn Build Enter IIF functin such as STOCK_WARNING: IIf([ONHAND_QTY]<2,"REORDER NOW!","Stck Level OK") OK Run query Save and clse query Open query in Design View Click in Criteria rw f field Enter smething such as Red OR Black fr the COLOR field Run query Save and clse query Gruping and summarizing data Open query in Design View Query Tls: Design tab Shw/Hide grup Ttals buttn (if it s nt already activated) Chse expressin in Ttal rw Save and clse query Using cmparisn peratrs Open query in Design View Click Criteria rw fr field Enter a cmparisn such as >5 fr ONHAND_QTY Run query Save and clse query Using basic peratrs Refer t adding calculated fields bjective abve. Other basic math peratrs include: + fr additin, * fr multiplicatin, and / fr divisin. Review the article at this link fr mre examples f peratrs: MOS Access 2013 Quick Reference 04/23/2014 Page 7 f 11

8 Create Frms Create a Frm This bjective may include but is nt limited t: Creating new frms Create tab Frms grup Frm Wizard buttn Fllw steps in wizard Click bject such as table Create tab Frms grup Frm buttn Save and clse frm Creating frms with applicatin parts Create tab Templates grup Applicatin Parts buttn Select frm Open it in Design View t custmize it Save and clse frm Saving frms Click Save buttn n Quick Access tlbar OR File tab Save As Save Object As Save As buttn Enter frm name OK Deleting frms Right click frm Delete Yes Set Frm Cntrls This bjective may include but is nt limited t: Mving frm cntrls Open frm in Design View Drag cntrls t repsitin them Save and clse frm Adding frm cntrls Open frm in Design View Frm Design Tls: Design tab Cntrls grup Mre buttn Click cntrl Click area n frm Custmize cntrl if necessary Save and clse frm Mdifying data surces Open frm in Design View Click Frm Selectr in upper left crner Display the Prperty Sheet if necessary Update the Recrd Surce prperty Save and clse frm Remving frm cntrls Open frm in Design View Click n cntrl Press Delete key Save and clse frm Setting frm cntrl prperties Open frm in Design View Click n cntrl Display the Prperty Sheet if necessary Click the All tab Update prperties Save and clse frm Managing labels Open frm in Design View Click n label Display the Prperty Sheet if necessary Click the All tab Update prperties Save and clse frm Labels can als be repsitined and resized using the muse. Frmat a Frm This bjective may include but is nt limited t: Mdifying tab rder in frms Open frm in Design View Frm Design Tls: Design tab Tls grup Tab Order buttn Select Sectin n left Click selectr fr field Drag t repsitin OK Aut-rdering frms MOS Access 2013 Quick Reference 04/23/2014 Page 8 f 11

9 Open frm in Design View Frm Design Tls: Design tab Tls grup Tab Order buttn Select Sectin n left Aut Order buttn OK Frmatting print layuts Open frm in Print Preview Print Preview tab Page Layut grup Page Setup buttn Set ptins OK Als nte the ther grups and buttns available n the Print Preview tab. Srting recrds Open frm in Frm View Click field Hme tab Srt & Filter grup Select a srt Applying themes Open frm in Design View Frm Design Tls: Design tab Themes grup Themes buttn Click theme (Right click theme t apply it t current frm nly) Changing margins Open frm in Design View Scrll t right Drag the right brder back t the left t make the frm narrwer Open frm in Print Preview Print Preview tab Page Layut grup Page Setup buttn Set margins OK Open frm in Design View Frm Design Tls: Arrange tab Select cntrls Psitin grup Cntrl Margins buttn Inserting backgrunds Open frm in Design View Frm Design Tls: Frmat tab Backgrund grup Backgrund Image buttn Brwse fr Image OK Inserting headers and fters Open frm in Design View Frm Design Tls: Design tab Header/Fter grup Insert desired ptin Mve cntrls if they are inserted in the header but yu need them in the fter Inserting images Open frm in Design View Frm Design Tls: Design tab Cntrls grup Insert Image buttn Brwse fr Image OK Mdifying existing frms Review items in the Prperty Sheet fr varius areas f the frm (header, detail, fter). Knw hw t mdify prperties such as Captin, Back Clr, Brder Style, etc. fr frm sectins and frm cntrls. The Prperty Sheet will update t shw prperties fr the item selected. Create Reprts Create a Reprt This bjective may include but is nt limited t: Creating new reprts Create tab Reprts grup Reprt Wizard buttn Fllw steps in wizard Click bject such as table Create tab Reprts grup Reprt buttn Save and clse reprt Creating reprts with applicatin parts Create tab Templates grup Applicatin Parts buttn Select a Quick Start ptin Depending n the ptin chsen (e.g., Cntacts), varius reprts will be autmatically created Deleting reprts Right click reprt Delete Yes MOS Access 2013 Quick Reference 04/23/2014 Page 9 f 11

10 Set Reprt Cntrls This bjective may include but is nt limited t: Gruping data by fields Open reprt in Design View Reprt Design Tls: Design tab Gruping & Ttals grup Grup & Srt buttn Use Grup, Srt, and Ttal pane at bttm T make mdificatins, use the Mve up, Mve dwn, and Delete icns n right side f any grups and srts already inserted. Srting data Open reprt in Design View Reprt Design Tls: Design tab Gruping & Ttals grup Grup & Srt buttn Use Grup, Srt, and Ttal pane at bttm Adding sub-reprts Open reprt in Design View Reprt Design Tls: Design tab Cntrls grup Mre buttn Subfrm/Subreprt cntrl Fllw steps in wizard Mdifying data surces Open reprt in Design View Click Reprt Selectr in upper left crner Display the Prperty Sheet if necessary Update the Recrd Surce prperty Save and clse reprt Adding reprt cntrls Open reprt in Design View Reprt Design Tls: Design tab Cntrls grup Mre buttn Select a cntrl Fllw steps in wizard Open reprt in Design View Reprt Design Tls: Design tab Tls grup Add Existing Fields buttn Drag fields nt the reprt Managing labels Open reprt in Design View Click n label Display the Prperty Sheet if necessary Click the All tab Update prperties Save and clse reprt Labels can als be repsitined and resized using the muse. There are als sme frmatting tls n the Hme tab in the Text Frmatting grup. Thse can be used n varius bjects in the database, nt just labels. Frmat a Reprt This bjective may include but is nt limited t: Frmatting reprts int multiple clumns Open reprt in Design View Reprt Design Tls: Page Setup tab Page Layut grup Clumns Set ptins OK Adding calculated fields Open reprt in Design View Insert Text Bx cntrl Prperty Sheet Right click Cntrl Surce Build Enter frmula OK Setting margins Open reprt in Design View Reprt Design Tls: Page Setup tab Page Size grup Margins buttn Select ne Open reprt in Design View Reprt Design Tls: Page Setup tab Page Layut grup Page Setup buttn Enter margins OK Adding backgrunds Open reprt in Design View Reprt Design Tls: Frmat tab Backgrund grup Backgrund Image buttn Brwse fr File OK MOS Access 2013 Quick Reference 04/23/2014 Page 10 f 11

11 Changing reprt rientatin Open reprt in Design View Reprt Design Tls: Page Setup tab Page Layut grup Page Setup buttn Page tab OK Changing srt rder Open reprt in Design View Reprt Design Tls: Design tab Gruping & Ttals grup Grup & Srt buttn Use Grup, Srt, and Ttal pane at bttm Inserting headers and fters Open reprt in Design View Reprt Design Tls: Design tab Header / Fter grup Insert desired ptin Mve cntrls if they are inserted in the header but yu need them in the fter Inserting images Open reprt in Design View Reprt Design Tls: Design tab Cntrls grup Insert Image buttn Brwse fr image OK Inserting page numbers Open reprt in Design View Reprt Design Tls: Design tab Header / Fter grup Page Numbers buttn Select ptins OK Applying themes Open reprt in Design View Reprt Design Tls: Design tab Themes grup Themes buttn Click theme (Right click theme t apply it t current reprt nly) Mdifying exiting reprts Open reprt in Design View Varius ptins n the fur Reprt Design Tls tabs (Design, Arrange, Frmat, Page Setup) Display Prperty Sheet and mdify prperties MOS Access 2013 Quick Reference 04/23/2014 Page 11 f 11

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