The Original Quick Reference Guides Microsoft Access 2010 Access is a tool for creating and managing databases collections of related records structured in an easily accessible format such as a table, form, or report. You can use Access databases to store, organize, analyze, and retrieve data. The Ribbon in Access 2010 is now completely customizable, and you ll find a number of improvements to both the layout and application of database creation tab. Many tools, all conveniently stored on the features introduced in 2007 have also been enhanced, including Conditional Formatting, Calculated Fields, Split Forms, and Filters. The Ribbon. See Using the Ribbon, below. Help button. Click to open Microsoft Online Help. File button. See Using the Backstage View, below. Object Dependencies pane. See Displaying Object Discrepancies, page 6. Tabbed objects. AutoFilters. See Editing, Entering and Filtering Data, page 2. Navigation Pane. See Using the Navigation Pane, page 6 Totals row. See To calculate totals in a table or query, page 5. View selector. Using the Backstage View Using the Ribbon The Backstage View replaces the File menu and Office Button from previous versions of Microsoft Office. You can access common commands such as Open, Save, and Print here. Save. If needed, type a file name, choose To save a database: press CTRL+S, or click a location to save the file to, and click Save. To open a database: press CTRL+O, or click Open. Select the database and click for a menu of options (e.g. Open Read-Only). Open, or click the arrow To print a database: press CTRL+P, or click Print. Set printing options using the dropdown menus, then click the Print button. To access program preferences: click, then click Options. The Ribbon contains common commands and tasks used to make changes in Access, grouped in context-sensitive tabs. To fully customize the Ribbon: right-click anywhere on the Ribbon and choose Customize the Ribbon. Using the Quick Access Toolbar To add a command to the Quick Access Toolbar: right-click the command icon on the Ribbon and choose Add to Quick Access Toolbar. To customize the Quick Access Toolbar: right-click anywhere on the Ribbon and choose Customize Quick Access Toolbar. TABLE OF CONTENTS 2 Database Structure & Tables Understanding a Database Creating a Database Creating Tables Editing, Entering & Filtering Data Creating Calculated Fields 3 Lookup Fields & Table Relationships Creating a Lookup Field Exploring Table Relationships Primary & Foreign Keys Creating Table Relationships Using Subdatasheets 4 Forms & Reports Creating a Form Creating a Split Form Presenting Data with Reports Grouping & Sorting Preview & Printing www.nlearnseries.com 5 Design, Formatting & Queries Design Tools Themes Conditional Formatting Creating a Query Editing Queries 6 Importing Data, Navigation & Exporting Importing from Excel Object Dependencies The Navigation Pane Exporting Objects Backing Up & Restoring...plus Shortcut and New Feature Flap!
Database Structure & Tables 2 Understanding Database Structure A database is like a filing cabinet, except that instead of containing folders, documents, and types of data, a database contains tables (or Objects), records, and fields within those records. The Database contains information in organized tables. Tables can be either self-contained, or share information with other related tables. Open tables in your database to view the records they contain. Creating a Database Tables (or Objects) are database components that look like spreadsheets and contain information arranged in rows and columns. Look through any table (e.g. Clients) to find specific pieces of information, called Records. See Creating Tables, below, and Exploring Table Relationships, page 3. Records contain a complete set of information about something in the table (e.g. a sales executive named William Beckett). Each record contains smaller units of information (e.g. William Beckett s sales territory), called Fields. Creating a Database Using a Template To create a database using a template: click New, and select a template from those displayed. In the pane on the right, select an appropriate file name and save location, and then click Create or Download. The template opens, and all available reports and forms appear in the Navigation pane. Creating a Blank Database 1. Click New Blank Database. Select a file name and save location in the right pane if necessary, then click Create. 2. A default table opens in Datasheet View. Click the first cell in the column and begin entering data, or copy and paste data from another location (e.g. an Excel spreadsheet). Note: If you want to remove the default table, right-click its header tab (e.g. ) and choose Close. Alternatively, click in the top-right corner of the database window. Creating Tables Tables contain data, and are the basis for other database objects such as forms and queries (see Creating a Form, page 4, and Creating a Query, page 5). Creating a Table Each table should contain information about a single subject (e.g. Clients). One field (column) should contain a Primary Key, which you can later use to create relationships with other tables containing a similar field. To create a table in Datasheet View: click the tab, then click Table in the Tables group. A table appears, with the first cell in the field selected. To add a new field to a table: scroll to the last field in the table, click and select a field type from the menu. Note: Alternatively, on the tab, in the Add & Delete group, select a field type to add to the table. Click More Fields for additional options. To rename or move a field: double-click the field header and enter a new name to rename it, or click and drag the field header to move it to another location. To create a table in Design View: Note: In Design View, you first create the table s structure, and then return to Datasheet view to enter data. 1. On the tab, click Table Design in the Tables group. 2. Enter the column names in the Field Name column, then click the cells in the Data Type column and choose the appropriate data formats from the menus. Tip: The Description field can be used to provide additional information about a field, which will appear in the status bar when the cursor is placed in the field. 3. Select the field that will correspond with a similar field in a related table and, on the tab, in the Tools group, click Primary Key (see Understanding the Primary and Foreign Key, page 3). Primary Key field 4. When finished, right-click the table s tab (e.g. ) and choose Database View. Click in the dialog box that opens to save the table. Name the table in the Save As dialog box and click OK. Note: The Primary Key is automatically defined as an AutoNumber ID field if you do not select one, but you can change the Primary Key at anytime. Entering, Editing and Filtering Data Open tables and forms to enter or edit data. Note that after editing a form, the related table will only be updated after it is reopened (see Streamlining Data with Forms, page 4). Entering and Editing Data in a Table or Form To insert or delete a field: in Datasheet View, right-click the field header after the place you want to insert a field and choose Insert Field or Delete Field. To edit default field properties: 1. Right-click the table s tab (e.g. ) and choose Design View. 2. On the tab, click Property Sheet. In the Property Sheet pane on the right, click the field you want to alter, then click, and alter as needed. To enter data in a form: click at the bottom of the form window to open a new record, and then click a blank field. Filtering Data in a Database Object 1. Open a database object (e.g. a table) and click anywhere in the column header for the field that you want to filter. 2. On the tab, click Filter in the Sort & Filter group. To apply a common filter: point to Text Filters, Number Filters or Date Filters and then choose a filter option from the fly-out menu. Enter the necessary value in the dialog box that opens. To apply a filter based on field values: clear the boxes next to the values that you do not want to filter and click OK. Creating Calculated Fields 1. Click and choose Calculated Field, then the type of field you want to create (e.g. Number). 2. In the Expression Builder dialog box, create the calculation you want to use for the field, using the Expression Categories and the Expression Values sections. 3. Click OK, and then name the new field. To modify a calculated field expression: right-click the calculated field header and choose Modify Expression from the menu. Modify the expression as needed in the Expression Builder dialog box and click OK. Copyright 2010 Nevada Learning Series USA Inc.
Lookup Fields & Table Relationships 3 Creating a Lookup Field Creating a Lookup Field that displays values a user can choose from helps to make entering data quicker and more accurate. A Lookup Field can be based on either an existing field or a Value List. To Create a Lookup Field based on a table or query field: 1. With a table or query open in Datasheet View, click the empty column header and choose Lookup & Relationship from the menu. 2. In the Lookup Wizard, click. Select the table or query you want to draw the Lookup values from and click. 3. Move the field(s) you want draw the Lookup values from to the Selected Fields section and click. If necessary, click and to change the sort order of the selected fields. Otherwise, click. 4. Click again. Enter a label for the Lookup field and click. To Create a Lookup Field based on a specific list of values: 1. With a table open in Design View, click the cell in the data type column next to the column field you want to create a Lookup field for. Click and choose Lookup Wizard from the menu. 2. In the Lookup Wizard, select I will type in the values that I want and click. Select the Number of Columns, and then enter the values you want users to choose from in the column(s) available. Click. 3. Enter a label for the Lookup field, and check the Limit To List box to restrict entries to the choices in the list, if desired. Click. Exploring Table Relationships Fields from two or more tables can be joined to form relationships, which will then allow you to create more useful reports and queries based on those tables. The most common relationship is one-to-many, in which a single record in one table (e.g. a client record) relates to several records in another table (e.g. several job or order records). Understanding the Primary and Foreign Key The Primary Key is used to define the relationship between one table and another by linking a shared field (e.g. a Client or Employee ID field). Note: Only fields in which each record contains a value, and in which each value is unique, can be used as a Primary Key. The Foreign Key is a field relating to the Primary Key field of another table. In the example of a one-to-many table relationship, you can copy the Primary Key column from the one table and insert it as an additional column in the many table. Note: Tables can contain one or more Primary or Foreign Keys. Similarly, the Foreign Key column can (and likely will) contain duplicate entries (e.g. orders). Creating and Editing Table Relationships Table relationships can be created using the Relationships window. To create a table relationship: 1. On the tab, in the Relationships group, click Relationships. 2. The Show Table dialog box opens if no relationships have been created. If it doesn t open, click Show Table in the Relationships group. Select a table you want to create a relationship for and click. Repeat until all tables have been added, then click. 3. Drag the Primary Key field from the first table to the corresponding field (the desired Foreign Key field) in the second table. 4. In the Edit Relationships dialog box, ensure that the fields displayed are the fields to be used for the relationship. To edit an incorrect field, select it and choose the correct field from the drop-down menu. Click. The relationship between the Clients table and the Design Jobs table. Primary Key field Client Foreign Key field Client Tip: Content in the Primary Key field will likely have multiple corresponding entries in the Foreign Key field, but Foreign Key data should only have one corresponding entry in the Primary Key field. To edit a relationship: in the Relationships window, right-click the line connecting two tables and choose Edit Relationships. Make changes as needed in the Edit Relationships dialog box and click OK. To delete a relationship: in the Relationships window, right-click the line connecting two tables and choose Delete. Click. Using Subdatasheets to View or Edit Related Records When a one-to-many relationship is created between two tables, each record on the one side of the relationship includes a subdatasheet containing related records from the many side. For example, records in a Clients table may have a subdatasheet containing data from an Orders table relating to each client. To view a subdatasheet: click to the left of any record. Note: If you edit a data in a subdatasheet, changes will be reflected in the related table. Click to reveal a subdatasheet containing records from the many table in a one-to-many table relationship. Primary Key field ( Client ) copied to the Design Jobs table to be used as the Foreign Key. To set or change a table s Primary Key: 1. Right-click the table s tab (e.g. ) and choose Design View. 2. Select the field or fields you want to use as the Primary Key (hold CTRL to select multiple fields) and, in the Tools group, click Primary Key. To remove a table s Primary Key: in Primary Key. Copyright 2010 Nevada Learning Series USA Inc. Design View, in the Tools group, click Important: Review the content in subdatasheets to ensure the correct relationship has been constructed.
Forms & Reports 4 Streamlining Data Entry with Forms A form is an interface tool used to help simplify the process of viewing and editing table data, and can contain buttons and controls to help perform database tasks. Creating a Form Note: To use fields from more than one table, create a query that contains those fields, and then base the form on that query (see Creating a Query, page 5.) To create a form: 1. In the Navigation pane, click the table or query containing the fields and data you want to include in your form. Then, on the tab, in the Forms group, click Form. The form is displayed in Layout View, allowing you to make changes to form design. 2. Right-click the form s tab and click Save. Name the form in the Save As dialog box and click OK. Click to display the layout of columns and rows in a form. Press ALT+F8 to open the Field List pane. Double-click fields to add them to the form, then drag them to the desired location. Creating a Split Form Split Forms display a set of data in Form View and Datasheet View at the same time, allowing you the benefits of both views. To create a new split form using the Split Form tool: 1. In the Navigation pane, click the table or query containing the data you want to include in the form. Then, on the tab, in the Forms group, click More Forms Split Forms. 2. Right-click the form s tab (e.g. ) and click Save. Name the form in the Save As dialog box and click OK. To convert an existing form into a split form: 1. Right-click the form s tab (e.g. ) and choose Design View. In the Tools group, click Property Sheet (or press ALT+ENTER). 2. Select Form from the drop-down list. On the tab, click Default View. Then, click and choose Split Form from the drop-down list. Editing or Deleting a Form Open forms in Layout View to edit them. Return to Form View to enter data. To add a field to a form: press ALT+F8 to open the Field List pane, and click the form to display columns and rows. Then: To insert a row or column: select the field above or beside the place you want to add a row or column and, in the Rows & Columns group, select the desired option (e.g. Insert Below). To insert a field: select the location on the form, and then double-click the field in the Field List to insert it. To delete a form: with the form closed, click the form name in the Navigation pane and press DELETE. Copyright 2010 Nevada Learning Series USA Inc. Use to navigate between records in a form. Click to create a new entry. Presenting Data with Reports Reports present database information in a printer-friendly format. Like a form, a report contains selected fields from the tables or queries they are based on. Note: To include fields from more than one table, create a query containing those fields and base the report on that query (see Creating a Query, page 5). To create a report: 1. In the Navigation pane, click the table or query containing the data you want to include on your report. Then, on the tab, in the Reports group, click Reports. 2. On the tab, in the Tools group, click Add Existing Fields (or press ALT+F8) to open the Fields List pane. If needed, click and drag field names (e.g. First Name) from the Field List pane to the places on the report you want them displayed, or select fields and press DELETE to remove them. 3. When finished, right-click the report s tab (e.g. ) and click Save. Name the report in the Save As dialog box and click OK. To add design elements to a report: open the report in Design View, and then use the tools in the Controls and Header/Footer groups on the tab. Grouping and Sorting in Reports Grouping content within a report can be useful in highlighting trends and other pertinent info. Perform simple grouping and sorting operations in Layout View. To group or sort a report: 1. Open a report from the Navigation Pane in Layout View (right-click the report in the Navigation pane and choose Layout view). Note: To save space, consider deleting any unwanted columns before grouping. Right-click the desired column and choose Delete Column. 2. Right-click the column you want to group or sort and choose Group On <column name>, or select a Sort option from the menu. Using the Group, Sort, and Total Pane Use the Group, Sort, and Total pane if you want to modify a grouped report or sort more than one field. To display or hide the Group, Sort, and Total pane: on the tab, in the Grouping & Totals group, click Group & Sort. To add a new grouping or sorting level: click or in the Group, Sort, and Total pane. In the new group line that appears, choose one of the fields from the list. Note: To change the new grouping or sorting level, click the drop-down arrow beside the newly added level and select a different field. To change grouping or sorting options: click More on the level you want to change. To change the priority of a grouping or sorting level: select the row in the Group, Sort, and Total pane and click the up or down arrow. To delete a grouping or sorting level: click on the grouping or sorting level. Previewing and Printing Reports To preview a report: 1. Double-click the report in the Navigation pane. On the tab, click Print Preview in the Views group. Click the report in the Navigation pane to return to the previous view. Note: Alternatively, right-click the report and click Print Preview. 2. Choose an option from the Zoom group to preview report pages, or use the navigation controls at the bottom of the window (e.g. ). To print a report: press CTRL+P, or click Print Print. In the Print dialog box, choose print settings and, if necessary, click to make changes to margins, data, and formatting. Click OK.
Design, Formatting & Queries 5 Working with Design Tools Add functionality and creativity to your database with format graphics, shapes and controls. Working with Controls and Layouts to a Form or Report Controls allow you to better view and edit data in a database. Open a form or report, and then right-click it s tab and choose Design View to display the tab and Controls group on the Ribbon. Here are some frequently used controls: Text - allows you to insert a blank text box. Label - creates a label box for naming fields or adding descriptive text. Image - creates an image box. Once placed, choose an image from the Insert Picture dialog box and click OK. Line and Rectangle - used to create lines and rectangles when you click and drag in the design layout area. To add a control to a layout: with the form or report open in Design View, on the tab, choose the control you want to add from the Controls group. Note: Return to Report View or Forms View to view the altered layout. Tip: To allow for more space while placing controls, click the divider (e.g. ) at the bottom of the section, then mouse over and drag the bottom of the desired section downwards to expand it. To remove a control to a layout: click the control and press DELETE. To configure controls: place the control, and then right-click it and choose Properties. Use the various tabs in the property sheet to edit the control. Working with Themes The Themes group on the tab replaces the AutoFormat gallery from Access 2007, and allows you to apply consistent colors, fonts, and theme styles throughout your database. Themes can also be customized. To apply a theme to a form or report: with the form or report open, right-click its tab and choose Layout View. On the tab, in the Themes group, click Themes. Mouse over the themes in the gallery to see their names and to preview the theme in the design window. Click to select one. To apply a theme to multiple database objects: on the tab, in the Themes group, click Themes. Right-click the theme you want to apply and choose an Apply... option from the menu, or choose Make This Theme the Database Default. To customize the colors in a theme: 1. In the Themes group, click Colors, and then select the applied theme. 2. Click Colors again, and then click Create New Theme Colors at the bottom of the menu. In the Create New Theme Colors dialog box, alter colors as need. 3. Name the theme and click. The new theme is added in the Custom section of the Colors menu. Applying Conditional Formatting Conditional Formatting tools have been extended in Access 2010, with more formatting styles available to add better readability to your database. To apply a conditional format to a control: 1. Open the form or report in Layout View, and click the control you want to apply conditional formatting to. 2. On the tab, click Conditional Formatting in the Control Formatting group. 3. In the Conditional Formatting Rules Manager dialog box, click. In the New Formatting Rule dialog box, set the conditions for the new rule using the options provided and click OK. Note: Click, then select Compare to other records to apply Data Bars. To edit or delete a rule: click Conditional Formatting in the Font group. Do one of the following: Double-click the rule to open the Edit Rule Description dialog box. Make changes as need and click OK, then. Select the rule you want to delete and press DELETE, or click. Click OK. Querying a Database Use Queries to extract, sort, and view data from any table in your database. You can view query results in a table, or use the query as the basis for forms and reports. Creating a Query 1. On the tab, click Query Design in the Queries group. 2. In the Show Table dialog box, on the tab, double-click the table you want to query to add it to the query window. Click. Tip: If needed, click Show Table in the Query Setup group to reopen the Show Table dialog box. 3. In the selected table, double-click the fields you want to query to add them to the design grid. On the tab, click Run in the Results group. Note: To save the query, right-click its tab and click Save (or press CTRL+S). To edit a query: right-click the query s tab (e.g. ) and choose Design View. Make edits as needed. Querying Data from Multiple Tables Queries can be applied to more than one table simultaneously, allowing you to review results based on data drawn from multiple tables. 1. On the tab, click in the Queries group. 2. In the Show Table dialog box, on the tab, double-click the tables you want to query to add them. Click. Editing a Query Open queries in Design View to edit them. Keep in mind that changes to a query may affect forms and reports based on that query. To assign a sorting order to a field in a query: open a query in Design View. Click the Sort cell in the design grid below the field you want to sort, and then click and choose a sorting order (e.g. Ascending) from the list. To limit which records are displayed in a query: click the Criteria cell below the field you want to limit, and then type the criteria in quotation marks. For example, to only display records for a client named Peter Falk, click the related cell (e.g. Clients) and type Peter Falk. Note: Alternate criteria can be entered in the Or rows below a filled Criteria row. To delete a field: position your cursor in the column you want to delete in the design grid, and then choose Delete Columns from the Query Setup group. To calculate totals in a table of query: with a table or query open in Datasheet View, on the, in the Records group, click Totals. The Totals row appears below the table. Click the Totals cell, then click and choose a calculation option. To remove a table from the query window: right-click the table and choose Remove Table. Clear checked boxes to hide fields in the query results. Enter criteria for a desired field to limit results. Click to select fields to be used in the query. Copyright 2010 Nevada Learning Series USA Inc.
Importing Data, Navigation & Exporting 6 Importing Data from an Excel Spreadsheet 1. With a table open, on the tab, click Excel in the Import & Link group. 2. In the Get External Data dialog box, click, locate the Excel file you want to import content from and click. 3. In the Specify how and where... section, select the appropriate option to determine how you want the source data to be added to your database and click OK. 4. In the Import Spreadsheet Wizard, complete all necessary instructions and click. In the Get External Data dialog box, check the Save Important Steps box. This allows you to repeat these steps in the future without having to use the wizard. 5. Name the save file and click, then. Displaying Object Dependencies The Object Dependencies pane allows you quickly view and keep track of database objects that draw data from one another, like a query that relies on a table, or a table that is linked to another table. To open the Object Dependencies pane: on the tab, in the Relationships group, click Object Dependencies. As you open tables and forms, click to update the Object Dependencies pane. Using the Navigation Pane The Navigation Pane displays all of the objects (e.g. tables, forms) in a database. Click / to hide or display the Navigation pane. Double-click a database object to open it. Creating Custom Categories and Groups. You can create a custom category in the Navigation pane, and then organize database objects into custom groups located within them. Right-click the menu at the top of the Navigation pane and click Navigation Options. Then: To create a custom category: in the Navigation Options dialog box, click. Type a new category name and press ENTER. A default Unassigned Objects group is created containing all of your database objects. To Create a Custom Group: in the Navigation Options dialog box, click. Create a name for the group and press Enter. Note: Your new group is added to the Navigation pane under Custom, along with the Unassigned Objects group. To view a custom category: right-click the Navigation pane menu and choose the custom category from the menu. To add objects to a custom group: click the menu at the top of the Navigation pane and choose Custom. Drag and drop items from the Unassigned Objects group into the desired custom group. Tip: To select multiple items, press and hold the CTRL key while selecting items, then drag them to the custom group. Copyright 2010 Nevada Learning Series USA Inc. Click and drag objects to the desired group to store them there. Exporting a table, form, or Report Database objects can be exported in a number of popular formats using the options found in the Export group on the tab. Important: Review source data before exporting to ensure that there are no error values. Errors will be displayed with a null value once exported. To export a table, form, query, or report as a Word document: 1. Select the object containing the data you want to export. On the tab, in the Export group, click Word File. 2. In the Export - Text File dialog box, click, choose an appropriate save location and click. 3. Check the Open the destination file... box if you want to view the file in Word once exported and click OK, then click. To export a table, form, query, or report as an Excel document: 1. Select the object containing the data you want to export. On the tab, in the Export group, click Excel File. 2. In the Export - Excel Spreadsheet dialog box, click, choose an appropriate save location and click. Note: To export a table or a query with the applied formatting, check the Export data with formatting and layout box. Generally, formatting cannot be correctly exported for reports and forms. 3. To view the Excel document after it is exported, check both the Export data with formatting... and Open the destination file after export... boxes. Click OK. Tip: Checking the Save export steps box will allow you to create an Outlook task that will let you perform this export in the future by clicking a button in Outlook. In the Save as field, enter an appropriate name, then check the Create Outlook Task box. Click. Outlook will open if installed, allowing you to create and save the task. To export a table, form, query, or report as a PDF or XPS document: 1. Select the object containing the data you want to export. On the tab, in the Export group, click PDF or XPS. 2. In the Publish as PDF or XPS dialog box, click Save as type to select the file type and navigate to the desired save location. 3. In the Optimize for section, choose the appropriate option, and then click. Backing Up and Restoring Your Database Backup your database regularly to protect against possible data loss. To backup a database: on the tab, click Save & Publish Save Database As Back Up Database Save As. In the Save As dialog box, verify the file name and click. To restore a database: open Windows Explorer and locate either the database backup file, or a copy of the database that you are confident in. Copy the backup file to the location of the database file that you want to replace. Note: Replace the existing file if you are prompted to do so.
Shortcuts & What s New? 7 Shortcuts General Database Operations Create a new database...ctrl+n Open an existing database...ctrl+o Save a database...ctrl+s Print a database...ctrl+p Spell-check the active object... f7 Preview the active object... Print Print Preview Viewing Objects Show/hide the Navigation Pane...f11 Open selected object in Datasheet view...enter Open selected object in Design view...ctrl+enter Move to the first/last object in the Navigation pane...home/end Cycle between open objects...ctrl+f6 Close active object...ctrl+f4 Editing and Entering Text (All Object Views) Copy selected text... ctrl+c Copy and cut selected text... ctrl+x Paste copied text at cursor location... ctrl+v Find text in the active object... ctrl+f Delete all text to the right of the cursor... ctrl+delete Move cursor one word to the right...ctrl+_ Move cursor one word to the left...ctrl+^ Move to the first field in the current record...home Move to the first field in the first record....ctrl+home Move to the last field in the current record...end Move to the last field in the last record...ctrl+end Move to the next field...tab Move to the previous field...shift+tab Open the Zoom text entry box for the selected field... SHIFT+F2 Undo edit... ctrl+z Redo edit...ctrl+y Working in Design View Show/hide the property sheet...alt+enter Switch between Edit (with cursor displayed) and Navigation modes... f2 Switch to Form View (Forms only)... f5 Switch between Design, Field Properties area, and Navigation pane... f6 Move selected field or control up/down/left/right...ctrl+ / /^/_ Increase/decrease height of selected field or control...shift+ / Increase/decrease width of selected field or control...shift+_/^ Open the Field List Pane... ALT+f8 Working in Datasheet View Show/hide the property sheet...alt+enter Switch between Edit (with cursor displayed) and Navigation modes... f2 Move to field in the next/previous record...ctrl+ / /^/_ Select current text... f8 Open the Field List Pane...ALT+F8 To customize this guide, visit our website at www.nlearnseries.com/custom To order other guides in our series, please contact us by fax (416-487-3121) or by email (info@nlearnseries.com) Microsoft Access 2010: Quick Reference Guide copyright 2010 Nevada Learning Series USA Inc. We assume no responsibility for errors or omissions in this guide. Access is a registered trademark of Microsoft. ISBN: 978-1-55374-238-8E Printed in the USA What s New in Access 2010 Backstage View The Backstage View replaces the File menu and Office Button from previous versions of Microsoft Office. You can access common commands such as Open, Save, and Print here. The Backstage View also provides access to file property information, a list of recently-opened documents and versions, security and permission settings, file sharing tools, and preference options. To access Backstage View, click on the Ribbon. Customize the Ribbon You can now fully customize the Office Ribbon, adding or removing commands, groups, and tabs as desired. Hide features that you don t use, or create a new tab for the commands you use frequently. To fully customize the Ribbon: right-click anywhere on the Ribbon and choose Customize the Ribbon. Improved Creation Tools The tab contains all of the tools you need to quickly design new tables, forms, reports, and queries with a few simple mouse clicks. Create a new form or report based on a table or query by selecting the object in the Navigation pane and clicking Form or Report on the tab. Report & Layout View The new Report View allows you to quickly review, filter, and search a report without having to use the Print Preview screen. Similarly, you can make changes to a form or report while viewing data using the Layout View. Analysing Data with Split Forms Split Forms display data both Datasheet View and Form View simultaneously, offering the advantages of both views. To create a Split Form, on the tab, in the Forms group, click More Forms Split Forms. Enhanced Sorting and Filtering Sorting and Filtering options first introduced in Access 2007 have been extended in 2010 and now feature more options to help you quickly pick out the data you need. With the object or field selected, on the tab, click Filter in the Sort & Filter group and select an option from the menu. Calculated Fields Use calculated fields to display values in a table based on other data from the same table. In an empty table field, click, choose Calculated Field, then the type of field you want to create (e.g. Number). Then, use the Expression Builder to create the calculation. See Apply Creating Calculated Fields, page 2. Conditional Formatting First introduced in Access 2007, Conditional Formatting now includes a number of new features such as Data Bars to help you better highlight numbers and trends in a database. See Applying Conditional Formatting, page 5.