Access Review Relational Databases Different tables can have the same field in common. This feature is used to explicitly specify a relationship between two tables. Values appearing in field A in one table are shared with another table. Each table also must have a special field called the Key (Primary Key) that is used to uniquely identify records in the table. Values in this primary key field may never be duplicated. CustomerID; AccountNumber; BookNumber; PartNumber, etc. Review of Creating and Viewing Tables Creating a new table requires the following steps: 1. Click on the Tables tab on the Access main screen 2. Click on the New button. 3. Choose the Design View and click the OK button. 4. Fill in the name, data type and description of each of the fields in the table. 5. Designate a primary key by clicking on one of the fields with the right mouse button and then choose Primary Key from the pop-up menu. 6. Save the table by clicking the Save icon in the Quick Access Toolbar or by pulling down the File menu and choosing Save. 7. Close the new table by pulling down the File menu and choosing Close or by clicking the X in the upper-right corner of the table. To change the design of an existing table (e.g., to add, change or delete a field): 1. Click on the Tables tab on the Access main screen 2. Highlight the name of the table to be modified and click on the Design button. 3. Make the necessary changes. 4. Save the table by clicking the Save icon in the Quick Access Toolbar or by pulling down the File menu and choosing Save. 5. Close the new table by pulling down the File menu and choosing Close or by clicking the X in the upper-right corner of the table. To add, delete or change data in an existing table: 1. Click on the Tables tab on the Access main screen 2. Highlight the name of the table to be modified and click on the Open button. 3. Make the necessary changes to the data. 1
4. Save the table by clicking the Save icon in the Quick Access Toolbar or by pulling down the File menu and choosing Save. 5. Close the new table by pulling down the File menu and choosing Close or by clicking the X in the upper-right corner of the table. Review of Creating and Running a Data Entry Form The basic steps for creating a simple data entry form are: 1. Choose a table and a form wizard. 2. Specify the fields (columns) that will appear in the form. 3. Specify the layout for the form. 4. Specify the style (fonts/colors, etc.) for the form. 5. Save, create and run the new form. Review of Creating Relationships Between Tables To create or edit relationships between tables: 1. Pull down the Tools menu and select the Relationships menu item. 2. To display tables, right click and choose Add Tables. 3. To create new relationships, drag a key field from one table and drop it on the associated field in another table. 4. To edit an existing relationship, double click on the relationship line. 5. To delete an existing relationship, click on the relationship line and press the delete key. Review of Sorting and Filtering 1. Sorting records in a table: a. click in any field. b. on the Home Ribbon in the Sort & Filter group click the AZ icon or ZA icon. c. to remove the sort and get the list back in its original order, click the Remove Sort icon. 2. Filtering records in a table: a. click the down arrow next to the field name and unselect everything. b. select the criteria item you want and click OK. c. to clear the filter, go back and click the down arrow and select Clear filter from.... 2
Creating and Running Queries 1. From the Access main screen, click on the Create tab. Then click on the Query Design button. 2. In the Show Table dialog box, select the Accounts table and click the Add button and then click Close. 3. Double-click on the Account Number, Account Type and Balance fields to move the fields to the bottom Criteria section. 4. Run the Query. 5. Save and name the query: Accounts Balance. Review of Creating and Running a Report Create a report showing all of the Accounts information. 1. From the Access main screen, click on the Create tab and Click on the Report Wizard button. 2. Select all of the fields in the Accounts table by moving them all over to the Selected Fields side and then click Next 3. If necessary group the report by Customer ID by clicking on the Customer ID field and then clicking on the right arrow button. This is shown in the following figure: Click on the Next button to continue. 4. Choose to sort the report on the Account Number field. Note that a new button will appear called Summary Options. 5. Click on the Summary Options button. Choose the Balance field and select the Sum option. Choose the option to show both Detail and Summary data. Then click on the OK button. Click on the Next button. 6. Choose a Block layout and click on the Next button. 7. Finally, name the report Accounts Report and click on the Finish button to create, save and run the report. Review of Creating and Running a Master/Detail Form 1. From the Access main screen, click on the Create tab and click on the Form Wizard. Select the Customer table first and move the Customer ID, First Name and Last Name fields to the Selected Fields list. Next, select the Accounts table and move the Account Number, Account Type, Date Opened and Balance fields to the Selected Fields list as shown below. 3
2. Click the Next button to move to the next step. 3. At this point MS Access detects that this form will involve data from two different tables. The first prompt asks how the form should be organized at the top or Master level. The by Customer selection should be highlighted. The second prompt asks how the forms should be created. For this example, select Form with Subform(s) as shown below and click the Next button to move to the next step. 4. The Subform is the form that will display the detailed data from the Accounts table. Selecting the Datasheet layout will make it easy for the user to view the multiple accounts a Customer may have. Select Datasheet and click the Next button to move to the next step. 5. Finally, give the main form the name Customer Master Form and the Subform the name Accounts Subform. 6. After clicking on the Finish button the new Master/Detail form will appear as shown below. Review of Creating and Running a Navigation Form 1. To get started, click on the Create tab on the Access 2013 ribbon bar. Under the section for Forms look for the item labeled Navigation Form. Note that this may be located on the button labeled Other Forms. 2. Note that there are 6 different default styles of Navigation Forms. Each one places the buttons in a different configuration on the screen. Buttons can be aligned across the top, either side or some combination. For this tutorial select the Horizontal Tabs configuration which appears as the first item on the list. 3. At this point a new Navigation Form will be created with a row of tabs across the top. The first tab will be labeled [Add New] 4. To add items to the Navigation form, drag the items from the list on the left over to the spot on the Navigation Form labeled [Add New]. This is shown by the arrow in the above figure. For example, drag over the Customer Data Entry form to the Navigation Form. The result is shown below. 5. Next drag and drop the Customer Master Form as shown below. 6. Next drag and drop the Customer Report as shown below. 7. At this point we have created a new navigation Form and added three items along the top of the page. Save the Navigation Form by right-clicking on the name of the form and choosing Save as shown below. 8. Name the Navigation Form: Bank Navigation Form and click the OK button. 9. Close up the Navigation Form by right-clicking again on the name of the form and choosing Close. At this point the new Navigation Form has been created and saved. The next step will be to view the Navigation Form and navigate the different forms and reports linked to it. 10. To view the Navigation Form, look for the Forms group on the left side of the screen. Double click on the Bank Navigation Form item as shown below: The Navigation Form will appear: 4
Note that each form or report can be displayed simply by clicking on the different tabs across the top of the Navigation Form. Modifying a Navigation Form For this exercise, edit the Bank Navigation Form in Layout View and add the following new items to the Navigation Form: 1. To edit the Bank Navigation Form right-click on the name of the form and choosing Layout View as shown below. 2. To add the Accounts Data Entry and Accounts Report forms to the Navigation form, drag the items from the list on the left over to the spot on the Navigation Form labeled [Add New]. Right-click on the form name and choose Save to save the form. 3. Right-click on the form name and choose Form View. Setting the Navigation Form as the Default MS Access 2007 and 2010 (as well as earlier versions) have the ability to set a default form that will open up automatically once the MS Access data file is opened. This is especially useful for end users so that they always see the same form when they open up the database. 1. To set the Default Form, pull down the File menu and select the Options menu item. 2. The Database Options form will appear. Click on the Current Database item on the left hand side. 3. Under the Application Options heading, look for the Display Form: prompt and set this to the Bank Navigation Form as shown below: 4. Click on the OK button to close up the Database Options screen. 5. Close the entire database and reopen it. The next time this database (bankdb.accdb) is opened, the Bank Navigation Form will open up. Lookup Field See other printout. Calculated Fields 1. Select the Calculated data type for the Total Sale field. 5
2. In the Expression Builder window type in an = ; then double-click the Price field; type in an *; then double-click the Quantity field; and then click OK. 3. Enter in a description for the field. Total Rows 1. In Query Design view, locate the Show/Hide group, then click the Totals command. 6
2. This creates a Total: row in the design grid. 3. In the desired field click in the Total: row to bring up the down arrow. 4. Click on the down arrow and select the desired setting. Logo 1. Open the form or report in Layout view. In the Navigation Pane, right-click the form or report and then click Layout View on the shortcut menu. 2. On the Design tab, in the Header/Footer group, click Logo. 7
The Insert Picture dialog box appears. 3. Browse to the folder where your logo file is stored, and then double-click the file. The logo is added to the form or report header. If you want to reposition the logo, you can drag it to another location. You can also resize the logo by moving the cursor to the edge of the logo until it changes to a double-ended arrow, and then dragging in the direction of the arrows. You may need to go into Design View to reposition other items in the header, such as the Title of the form. Combo Box Controls See other printout. 8