Microsoft Office 2010: Introductory Q&As Access Chapter 3

Transcription

1 Microsoft Office 2010: Introductory Q&As Access Chapter 3 Is the form automatically saved the way the report was created when I used the Report Wizard? (AC 142) No. You will need to take specific actions if you want to save the form. Which command on the shortcut menu gives me Form view? I see both Layout View and Design View, but no option for Form View. (AC 145) The Open command opens the form in Form view. Can I find records in Datasheet view or in Form view? (AC 145) Yes. You use the same process to find records whether you are viewing the data with a split form, in Datasheet view, or in Form view. Why does the button in the dialog box read, Find Next, rather than simply Find? (AC 146) In some cases, after locating a record that satisfies a criterion, you might need to find the next record that satisfies the same criterion. For example, if you just found the first client whose business analyst number is 14, you then may want to find the second such client, then the third, and so on. To do so, click the Find Next button. You will not need to retype the value each time. Can I replace one value with another using this dialog box? (AC 146) Yes. Either click the Replace button (Home tab Find group) or click the Replace tab in the Find and Replace dialog box. You then can enter both the value to find and the new value. Could I have changed the contents of the field in the datasheet portion of the split form? (AC 146) Yes. You will first need to ensure the record to be changed appears in the datasheet. You then can change the value just as in the form. Do I need to save my change? (AC 146) No. Once you move to another record or close this form, the change to the name will become permanent. That technique works in the datasheet portion. How do I select the record in the form portion? (AC 147) With the desired record appearing in the form, click the record selector (the triangle in front of the record) to select the entire record. Could I have selected the City field on another record where the city is also Burles to select the same city? (AC 148) Yes. It does not matter which record you select as long as the city is Burles.

2 Can I also filter in Form view? (AC 149) Yes. Filtering works the same whether you are viewing the data with split form, in Datasheet view, or in Form view. Does that action clear the filter? (AC 150) No. The filter is still in place. If you click the Toggle Filter button a second time, you will again see only the filtered records. I selected the City field and then clicked the Filter button on the Home tab Sort & Filter group. My screen looks the same. Is this right? (AC 151) Yes. That is another legitimate way to display the common filter menu. If I wanted certain cities included, could I use the check boxes? (AC 151) Yes. Be sure the cities you want are the only ones checked. Can I use the same technique in Form view? (AC 151) In Form view, you would need to click the field and then click the Filter button to display the Common Filter menu. The rest of the process would be the same. Is there any difference in the process if I am viewing a table in Form view rather than in Datasheet view? (AC 152) In Form view, you will make your entries in a form rather than a datasheet. Otherwise, the process is the same. Why are those particular records included? (AC 154) The first record is included because the postal code is and the amount paid is $0.00. The other two records are included because the amount paid is over $4,000. Shouldn t I have cleared all filters before closing the table? (AC 154) If you are closing a table and not saving the changes, it is not necessary to clear the filter. No filter will be active when you next open the table. When would I use the other option button? (AC 156) You would use the other option button if the data to be entered in this field is found in another table or query. I notice you can press either the DOWN ARROW or the TAB key to move to the second row. Can you also press the ENTER key? (AC 157) No. Pressing the ENTER key will exit the Lookup Wizard without finishing the process of adding a Lookup field. Why does the data type for the Client Type field still show Text? (AC 158) The data type is still Text because the values entered in the wizard were entered as text.

3 I don t have the list of fields in the Expression Categories area. What should I do? (AC 160) Click Client in the Expression Elements area. Could I select the plus sign from a list rather than typing it? (AC 160) Yes. Double-click Operators in the Expression Elements area to display available operators and then click the plus sign. Could I have simply typed the expression in the Expression Builder dialog box rather than selecting the fields from a list? (AC 161) Yes. You can use whichever technique you find more convenient. When I entered a calculated field in a query, I typed the expression in the Zoom dialog box. Could I have used the Expression Builder instead? (AC 161) Yes. To do so, you would click Build rather than Zoom on the shortcut menu. Don t I have to enter a criterion? (AC 162) If you only want the change to be made on some of the records, you would need to enter a criterion to identify those records. Without a criterion, the change will be made on all records, which is what you want in this update. Why don t I click the View button to update the records? (AC 163) The purpose of the View button is to simply view results. The Run button causes the updates specified by the query to take place. Why doesn t the dialog box appear on my screen when I click the Run button? (AC 163) If the dialog box does not appear, it means that you did not click the Enable Content button when you first opened the database. Close the database, open it again, and enable the content. Then, create and run the query again. Is there any way to see the records that will be updated before performing the update, in case you are not sure you are updating the correct records? (AC 163) Yes. Click the Select button (Query Tools Design tab Query Type group) to convert the query to a select query, add any additional fields that would help you identify the records, and then view the results. Return to Design view and make any necessary corrections to the query. When you are satisfied, click the Update button to once again convert the query to an update query. Is there any way to see the records that will be deleted before performing the deletion, in case you are not sure you are deleting the correct records? (AC 164) Yes. Prior to running the query, you would click the Select button (Query Tools Design tab Query Type group) to convert the query to a select query, add any additional fields that would help you identify the records, and then view the results. You would then return to Design view and make any corrections to the query. When you are satisfied, click the Delete button to once again convert the query to a delete query.

4 What is the effect of this change? (AC 166) Users cannot leave the Client Name field blank when entering or editing records. What is the effect of this change? (AC 166) Users now will be prohibited from entering a current due amount that either is less than $0.00 or greater than $30, when they add records or change the value in the Current Due field. What is the effect of this change? (AC 167) Users now will be allowed to enter only NON, RET, or SER in the Client Type field when they add records or make changes to this field. What is the effect of this change? (AC 168) From this point on, any lowercase letters will appear automatically as uppercase when users add records or change the value in the Client Number field. Should I always click the No button when saving validation rules? (AC 168) If this were a database used to run a business or to solve some other critical need, you would click Yes. You would want to be sure that the data already in the database does not violate the rules. I got the drop-down list as soon as I clicked. I didn t need to click the arrow. What happened? (AC 171) If you click in the position where the arrow would appear, you will get the drop-down list. If you click anywhere else, you would need to click the arrow. Could I type the value instead of selecting it from the list? (AC 172) Yes. Once you have either deleted the previous value or selected the entire previous value, you can begin typing. You do not have to type the full entry. When you begin with the letter, R, for example, Access will automatically add the ET. All the services currently appear in the box. What if there were too many services to fit? (AC 173) Access would automatically include a scroll bar that you could use to scroll through all the choices. What if I closed the table without saving the layout changes? (AC 174) You would be asked if you want to save the changes. Do I have to be exact? (AC 175) No. Make sure, however, that you can see all the data in the client name for client HC10. If not, you need to drag the border further to the right.

5 Did I have to select the column heading or could I have selected one of the entries in the column? (AC 175) You could have selected any of the entries in the column. Why are there two Services Needed fields in the list? (AC 176) They serve different purposes. If you were to select Services Needed, you would get all the services for a given client on one line. If you were to select Services Needed.Value, each service would be on a separate line. You are not selecting either one for this report. What if I make a mistake? (AC 176) You can delete the field by clicking the field and then pressing the DELETE key. You can move the field by dragging it to the correct position. What would I do if the field list covered the portion of the report where I wanted to insert a new field? (AC 177) You can move the field list to a different position on the screen by dragging its title bar. Will I always get the same list? (AC 178) No. You will only get the items that are applicable to the type of data in the column. You cannot calculate the sum of text data, for example. Does it matter whether I click the button or the arrow? (AC 180) In this case, it does not matter. Either one will produce the same result. Does it matter whether I click the button or the arrow? (AC 181) Yes. Clicking the arrow produces a color palette. Clicking the button applies the currently selected color. When in doubt, you should click the arrow. Does the order in which I make these selections make a difference? (AC 181) No. You could have made these selections in any order. Can I include criteria for the multivalued field? (AC 184) Yes. You can include criteria for the multivalued field. I don t see the word, Services. Did I do something wrong? (AC 184) No. There is not enough room to display the entire name. If you wanted to see it, you could point to the right boundary of the column selector and then either drag or doubleclick. Can I now include criteria for the multivalued field? (AC 185) Yes. You could enter a criterion just like in any other query. Do I need to resize the field lists? (AC 188) No. You can use the scroll bars. Before completing the next step, however, you would need to make sure the Business Analyst Number fields in both tables appear on the screen.

6 Do I actually move the field from the Business Analyst Table to the Client table? (AC 188) No. The mouse pointer will change shape to indicate you are in the process of dragging, but the field does not move. The Cascade check boxes were dim until I clicked the Enforce Referential Integrity check box. Is that correct? (AC 188) Yes. Until you have chosen to enforce referential integrity, the cascade options are not applicable. Can I change the join type like I can in queries? (AC 188) Yes. Click the Join Type button in the Edit Relationships dialog box. Just as with queries, option button 1 creates an INNER join, option button 2 creates a LEFT join, and option button 3 creates a RIGHT join. What is the symbol at the lower end of the join line? (AC 189) It is the mathematical symbol for infinity. It is used here to denote the many end of the relationship. Can I print a copy of the relationship? (AC 189) Yes. Click the Relationship Report button (Relationship Tools Design tab Tools group) to produce a report of the relationship. You can print the report. You also can save it as a report in the database for future use. If you do not want to save it, close the report after you have printed it and do not save the changes. Can I later modify the relationship if I want to change it in some way? (AC 189) Yes. Click Database Tools on the Ribbon to display the Database Tools tab, and then click the Relationships button (Database Tools tab Relationships group) to open the Relationships window. To add another table, click the Show Table button on the Design tab. To remove a table, click the Hide Table button. To edit a relationship, select the relationship and click the Edit Relationships button. How do I hide the subdatasheet when I no longer want it to appear? (AC 192) When you clicked the plus sign, it changed to a minus sign. Click the minus sign. Did I have to click the field on the first record? (AC 194) No. Any other record would have worked as well. What if I wanted the cities to appear in reverse alphabetical order? (AC 195) Click the Descending button.