Microsoft Access (selected reference material) 1

Learning Step by Step

Microsoft Access

Remember:
Nothing is our

but Time.

ICMS
Institute of Computer &
Management Sciences
Peshawar
Phone #
822138,822139

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 2

A Few Terms
These words are used often in Access so you will want to become familiar
with them before using the program and this tutorial.
 A database is a collection of related information.

 An object is a competition in the database such as a table, query,

form, or macro.

 A table is a grouping of related data organized in fields (columns) and

records (rows) on a datasheet. By using a common field in two tables,
the data can be combined. Many tables can be stored in a single
database.

 A field is a column on a datasheet and defines a data type for a set of

values in a table. For a mailing list table might include fields for first
name, last name, address, city, state, zip code, and telephone number.

 A record in a row on a datasheet and is a set of values defined by

fields. In a mailing list table, each record would contain the data for
one person as specified by the intersecting fields.

 Design View provides the tools for creating fields in a table.

 Datasheet View allows you to update, edit, and delete in formation

from a table.

Getting Started

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 3

After opening Access, you will be presented with the window shown below.
Select one of the first two options if you are creating a new database, or the
third if you want to edit an existing database. All three choices are explained
in detail below.

Blank Access database

 Unlike Word documents, Excel worksheets, and Power Point

presentations, you must save an Access database before you start
working on it. After selecting "Blank Access database", you will first be
prompted to specify a location and name for the database.

 Find the folder where the database should reside in the Save in drop-
down menu.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 4

 Type the name of the database in the File name line and click the
Create button.

Access database wizards, pages, and projects

Access' wizards and layout are existing database structures that only need
data input. Select a database type and click OK. Name the database on the
next screen.

Open an existing database

If the database was opened recently on the computer, it will be listed on the
main window. Highlight the database name and click OK. Otherwise,
highlight "More Files..." in the list and click OK. From the subsequent
window, click the "Look In:" drop-down menu to find the folder where the
database is located, highlight the database name in the listing and click OK.
Converting to Access 2000
Before opening an existing file that was created in a previous version of
Access, it must first be converted to Access 2000 format. Convert a database
by following these steps:
 Open Access and select Tools|Database Utilities|Convert
Database|To Current Access Database Version from the menu
bar.

 Select the database that should be converted and click the Convert
button.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 5

 The new version will be a completely separate database and the old
one will remain intact so you must then name the new version of the
database.

Database Window

The Database Window organizes all of the objects in the database. The
default tables listing provides links for creating tables and will list all of the
tables in the database when they have been added.

Design View

Design View customizes the fields in the database so that data can be
entered.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 6

Datasheet View

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 7

The datasheet allows you to enter data into the database

Introduction to Tables

Tables are grids that store

information in a database
similar to the way an Excel
worksheet stores
information in a workbook.
Access provides three ways
to create a table for which
there are icons in the
Database Window. Double-
click on the icons to create a
table.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 8

The Database Window

 Create table in Design view will allow you to create the fields of the
table. This is the most common way of creating a table and is
explained in detail below.

 Create table using wizard will step you through the creation of a
table.

 Create table by entering data will give you a blank datasheet with
unlabelled columns that looks much like an Excel worksheet. Enter
data into the cells and click the Save button. You will be prompted to
add a primary key field. After the table is saved, the empty cells of the
datasheet are trimmed. The fields are given generic names such as
"Field1", "Field2", etc. To rename them with more descriptive titles
that reflect the content of the fields, select Format|Rename Column
from the menu bar or highlight the column, right-click on it with the
mouse, and select Rename Column from the shortcut menu.

Create a Table in Design View

Design View will

allow you to
define the fields
in the table
before adding
any data to the
datasheet. The
window is
divided into two
parts: a top
pane for
entering the
field name, data
type, and an
option
description of
the field, and a
bottom pane for
specifying field
properties.

 Field
Name -
This is
the name
of the

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 9

field and should represent the contents of the field such as "Name",
"Address", "Final Grade", etc. The name can not exceed 64 characters
in length and may include spaces.

 Data Type is the type of value that will be entered into the fields.

 Text - The default type, text type allows any combination of

letters and numbers up to a maximum of 255 characters per
field record.

 Memo - A text type that stores up to 64,000 characters.

 Number - Any number can be stored.

 Date/Time - A date, time, or combination of both.

 Currency - Monetary values that can be set up to automatically

include a dollar sign ($) and correct decimal and comma
positions.

 AutoNumber - When a new record is created, Access will

automatically assign a unique integer to the record in this field.
From the General options, select Increment if the numbers
should be assigned in order or random if any random number
should be chosen. Since every record in a datasheet must
include at least one field that distinguishes it from all others,
this is a useful data type to use if the existing data will not
produce such values.

 Yes/No - Use this option for True/False, Yes/No, On/Off, or

other values that must be only one of two.

 OLE Object - An OLE (Object Linking and Embedding) object is

a sound, picture, or other object such as a Word document or
Excel spreadsheet that is created in another program. Use this
data type to embed an OLE object or link to the object in the
database.

 Hyperlink - A hyperlink will link to an Internet or Intranet site,

or another location in the database. The data consists of up to
four parts each separated by the pound sign (#):
DisplayText#Address#SubAddress#ScreenTip. The Address is
the only required part of the string. Examples:
Internet hyperlink example: FGCU Home Page#http://www.fgcu.edu
Database link example: #c:\My Documents\database.mdb#MyTable
 Description (optional) - Enter a brief description of what the contents
of the field are.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
 Microsoft Access (selected reference material) 10

 Field Properties - Select any pertinent properties for the field from
the bottom pane.

Field Properties

Properties for each field are set from the bottom pane of the Design View
window.

 Field Size is used to set the number of characters needed in a text or

number field. The default field size for the text type is 50 characters. If
the records in the field will only have two or three characters, you can
change the size of the field to save disk space or prevent entry errors
by limiting the number of characters allowed. Likewise, if the field will
require more than 50 characters, enter a number up to 255. The field
size is set in exact characters for Text type, but options are give for
numbers:

 Byte - Positive integers between 1 and 255

 Integer - Positive and negative integers between -32,768 and

32,768

 Long Integer (default) - Larger positive and negative integers

between -2 billion and 2 billion.

 Single - Single-precision floating-point number

 Double - Double-precision floating-point number

 Decimal - Allows for Precision and Scale property control

 Format conforms the data in the field to the same format when it is
entered into the datasheet. For text and memo fields, this property
has two parts that are separated by a semicolon. The first part of the
property is used to apply to the field and the second applies to empty
fields.
Text and memo format.
Text Format
Format Datasheet Entry Display Explanation
@ indicates a required
@@@-@@@@ 1234567 123-4567
character or space
& indicates an optional
@@@-@@@& 123456 123-456
character or space
< converts characters to
< HELLO hello
lowercase
> converts characters to
> hello HELLO
uppercase

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
 Microsoft Access (selected reference material) 11

@\! Hello Hello! \ adds characters to the end

@;"No Data Entered" Hello Hello
@;"No Data Entered" (blank) No Data Entered
Number format. Select one of the preset options from the drop down
menu or construct a custom format using symbols explained below:
Number Format
Format Datasheet Entry Display Explanation
###,##0.00 123456.78 123,456.78 0 is a placeholder that
displays a digit or 0 if
there is none.
$###,##0.00 0 $0.00 # is a placeholder that
displays a digit or
nothing if there is none.
% multiplies the
###.00% .123 12.3% number by 100 and
added a percent sign

Currency format. This formatting consists of four parts separated by
semicolons:
format for positive numbers; format for negative numbers; format for
zero values; format for Null values.
Currency Format
Format Explanation
Positive values will be normal currency
format, negative numbers will be red
$##0.00;($##0.00)[Red];$0.00;"none" in parentheses, zero is entered for
zero values, and "none" will be written
for Null values.
Date format. In the table below, the value "1/1/01" is entered into the
datasheet, and the following values are displayed as a result of the
different assigned formats.
Date Format
Format Display Explanation
dddd, mmmm, and yyyy print
dddd","mmmm d","yyyy Monday, January 1, 2001 the full day name, month
name, and year
ddd, mmm, and yy print the
first three day letters, first
ddd","mmm ". " d", '"yy Mon, Jan. 1, '01
three month letters, and last
two year digits

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
 Microsoft Access (selected reference material) 12

"Today is " dddd Today is Monday

"n" is used for minutes to
h:n:s: AM/PM 12:00:00 AM
avoid confusion with months

• Yes/No fields are displayed as check boxes by default on the

datasheet. To change the formatting of these fields, first click the
Lookup tab and change the Display Control to a text box. Go back to
the General tab choices to make formatting changes. The formatting is
designated in three sections separated by semicolons. The first section
does not contain anything but the semicolon must be included. The
second section specifies formatting for Yes values and the third for No
values.
Yes/No Format
Format Explanation
;"Yes"[green];"No"[red] Prints "Yes" in green or "No" in red
 Default Value - There may be cases where the value of a field will
usually be the same for all records. In this case, a changeable default
value can be set to prevent typing the same thing numerous times.
Set the Default Value property.

Primary Key

Every record in a table must have a primary key that differentiates it from
every other record in the table. In some cases, it is only necessary to
designate an existing field as the primary key if you are certain that every
record in the table will have a different value for that particular field. A social
security number is an example of a record whose values will only appear
once in a database table.

Designate the primary key field by right-clicking on the record and selection
Primary Key from the shortcut menu or select Edit|Primary Key from the
menu bar. The primary key field will be noted with a key image to the left. To
remove a primary key, repeat one of these steps.

If none of the existing fields in the table will produce unique values for every
record, a separate field must be added. Access will prompt you to create this
type of field at the beginning of the table the first time you save the table
and a primary key field has not been assigned. The field is named "ID" and
the data type is "autonumber". Since this extra field serves no purpose to
you as the user, the autonumber type automatically updates whenever a
record is added so there is no extra work on your part. You may also choose
to hide this column in the datasheet as explained on a later page in this
tutorial.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 13

Indexes

Creating indexes allows Access to query and sort records faster. To set an
indexed field, select a field that is commonly searched and change the
Indexed property to Yes (Duplicates OK) if multiple entries of the same
data value are allowed or Yes (No Duplicates) to prevent duplicates.

Field Validation Rules

Validation Rules specify requirements (change word) for the data entered in
the worksheet. A customized message can be displayed to the user when
data that violates the rule setting is entered. Click the expression builder
("...") button at the end of the Validation Rule box to write the validation
rule. Examples of field validation rules include <> 0 to not allow zero values
in the record, and ??? to only all data strings three characters in length.

Input Masks

An input mask controls the value of a record and sets it in a specific format.
They are similar to the Format property, but instead display the format on
the datasheet before the data is entered. For example, a telephone number
field can formatted with an input mask to accept ten digits that are
automatically formatted as "(555) 123-4567". The blank field would look like
(___) ___-____. An an input mask to a field by following these steps:

 In design view, place the cursor in the field that the input mask will be
applied to.

 Click in the white space following Input Mask under the General tab.

 Click the "..." button to use the wizard or enter the mask, (@@@)
@@@-@@@@, into the field provided. The following symbols can be
used to create an input mask from scratch:
Input Mask Symbols
Symbol Explanation
A Letter or digit
0 A digit 0 through 9 without a + or - sign and with blanks displayed as zeros
9 Same as 0 with blanks displayed as spaces
# Same as 9 with +/- signs
? Letter
L Letter A through Z
C or & Character or space
< Convert letters to lower case
> Convert letters to upper case
Lecturer : Arshad Zia Siddiqui
.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 14

Adding Records

Add new records to the table in datasheet view by typing in the record beside
the asterisk (*) that marks the new record. You can also click the new record
button at the bottom of the datasheet to skip to the last empty record.

Editing Records

To edit records, simply place the cursor in the record that is to be edited and
make the necessary changes. Use the arrow keys to move through the record
grid. The previous, next, first, and last record buttons at the bottom of the
datasheet are helpful in maneuvering through the datasheet.

Deleting Records

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 15

Delete a record on a datasheet by placing the cursor in any field of the record
row and select Edit|Delete Record from the menu bar or click the Delete
Record button on the datasheet toolbar.

Adding and Deleting Columns

Although it is best to add new fields (displayed as columns in the datasheet)

in design view because more options are available, they can also be quickly
added in datasheet view. Highlight the column that the new column should
appear to the left of by clicking its label at the top of the datasheet and
select Insert|Column from the menu bar.

Entire columns can be deleted by placing the cursor in the column and
selecting Edit|Delete Column from the menu bar.

Resizing Rows and Columns

The height of rows on a datasheet can be changed by dragging the gray

sizing line between row labels up and down with the mouse. By changing the
height on one row, the height of all rows in the datasheet will be changed to
the new value.

Column width can be changed in a similar way by dragging the sizing line
between columns. Double click on the line to have the column automatically
fit to the longest value of the column. Unlike rows, columns on a datasheet
can be different widths. More exact values can be assigned by selecting
Format|Row Height or Format|Column Width from the menu bar.

Freezing Columns

Similar to freezing panes in Excel, columns on an Access table can be frozen.

This is helpful if the datasheet has many columns and relevant data would
otherwise not appear on the screen at the same time. Freeze a column by
placing the cursor in any record in the column and select Format|Freeze
Columns from the menu bar. Select the same option to unfreeze a single
column or select Format|Unfreeze All Columns.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 16

Hiding Columns

Columns can also be hidden from view on the datasheet although they will
not be deleted from the database. To hide a column, place the cursor in any
record in the column or highlight multiple adjacent columns by clicking and
dragging the mouse along the column headers, and select Format|Hide
Columns from the menu bar.

To show columns that have been hidden, select Format|Unhide Columns

from the menu bar. A window displaying all of the fields in the table will be
listed with check boxes beside each field name. Check the boxes beside all
fields that should be visible on the data table and click the Close button.

Finding Data in a Table

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 17

Data in a datasheet can be quickly located by using the Find command.

 Open the table in datasheet view.

 Place the cursor in any record in the field that you want to search and
select Edit|Find... from the menu bar.

 Enter the value criteria in the Find What: box.

 From the Look In: drop-down menu, define the area of the search by
selecting the entire table or just the field in the table you placed your
cursor in during step 2.

 Select the matching criteria from Match: to and click the More >>
button for additional search parameters.

 When all of the search criteria is set, click the Find Next button. If
more than one record meets the criteria, keep clicking Find Next until
you reach the correct record.

Replace

The replace function allows you to quickly replace a single occurrence of data
with a new value or to replace all occurrences in the entire table.

 Select Edit|Replace... from the menu bar (or click the Replace tab if
the Find window is already open).

 Follow the steps described in the Find procedure for searching for the
data that should be replaced and type the new value of the data in the
Replace With: box.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 18

 Click the Find Next button to step through occurrences of the data in
the table and click the Replace button to make single replacements.
Click Replace All to change all occurrences of the data in one step.

Check Spelling and AutoCorrect

The spell checker can be used to flag spelling errors in text and menu fields
in a datasheet. Select Tools|Spelling from the menu bar to activate the
spell checker and make corrections just as you would using Word or Excel.
The AutoCorrect feature can automatically correct common spelling errors
such as two INitial CApitals, capitalizing the first letter of the first word of a
sentence, and anything you define. Select Tools|AutoCorrect to set these
features.

Print a Datasheet

Datasheets can be printed by clicking the Print button on the toolbar or

select File|Print to set more printing options.

Table Relationships

To prevent the duplication of information in a database by repeating fields in

more than one table, table relationships can be established to link fields of
tables together. Follow the steps below to set up a relational database:

 Click the Relationships button on the toolbar.

 From the Show Table window (click the Show Table button on the
toolbar to make it appear), double click on the names of the tables you
would like to include in the relationships. When you have finished

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
 Microsoft Access (selected reference material) 19

adding tables, click Close.

 To link fields in two different tables, click and drag a field from one table to
the corresponding field on the other table and release the mouse button. The
Edit Relationships window will appear. From this window, select different
fields if necessary and select an option from Enforce Referential Integrity if
necessary. These options give Access permission to automatically make
changes to referential tables if key records in one of the tales is deleted.
Check the Enforce Referential Integrity box to ensure that the
relationships are valid and that the data is not accidentally deleted when data
is added, edited, or deleted. Click Create to create the link.

 A line now connects the two fields in the Relationships window.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 20

 The datasheet of a relational table will provide expand and collapse

indicators to view subdatasheets containing matching information from
the other table. In the example below, the student address database
and student grade database were related and the two can be shown
simultaneously using the expand feature. To expand or collapse all
subdatasheets at once, select Format|Subdatasheet|Expand All or
Collapse All from the toolbar.

Sorting and Filtering

Sorting and filtering allow you to view records in a table in a different way
either by reordering all of the records in the table or view only those records
in a table that meet certain criteria that you specify.

Sorting

You may want to view the records in a table in a different order than they
appear such as sorting by a date or in alphabetical order, for example. Follow
these steps to execute a simple sort of records in a table based on the values
of one field:
Lecturer : Arshad Zia Siddiqui
.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 21

 In table view, place the cursor in the column that you want to sort by.

 Select Records|Sort|Sort Ascending or Records|Sort|Sort

Descending from the menu bar or click the Sort Ascending or Sort
Descending buttons on the toolbar.

To sort by more than one column (such as sorting by date and then sorting
records with the same date alphabetically), highlight the columns by clicking
and dragging the mouse over the field labels and select one of the sort
methods stated above.

Filter by Selection

This feature will filter records that contain identical data values in a given
field such as filtering out all of the records that have the value "Smith" in a
name field. To Filter by Selection, place the cursor in the field that you want
to filter the other records by and click the Filter by Selection button on the
toolbar or select Records|Filter|Filter By Selection from the menu bar. In
the example below, the cursor is placed in the City field of the second record
that displays the value "Ft. Myers" so the filtered table will show only the
records where the city is Ft. Myers.

Filter by Form

If the table is large, it may be difficult to find the record that contains the
value you would like to filter by so using Filter by Form may be advantageous
instead. This method creates a blank version of the table with drop-down
menus for each field that each contain the values found in the records of that
field. Under the default Look for tab of the Filter by Form window, click in
the field to enter the filter criteria. To specify an alternate criteria if records
may contain one of two specified values, click the Or tab at the bottom of the
window and select another criteria from the drop-down menu. More Or tabs
will appear after one criteria is set to allow you to add more alternate criteria

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 22

for the filter. After you have selected all of the criteria you want to filter, click
the Apply Filter button on the toolbar.

The following methods can be used to select records based on the record
selected by that do not have exactly the same value. Type these formats into
the field where the drop-down menu appears instead of selecting an absolute
value.

Filter by Form
Format Explanation
Like "*Street" Selects all records that end with "Street"
<="G" Selects all records that begin with the letters A through G
>1/1/00 Selects all dates since 1/1/00
<> 0 Selects all records not equal to zero
Saving A Filter

The filtered contents of a table can be saved as a query by selecting File|

Save As Query from the menu bar. Enter a name for the query and click
OK. The query is now saved within the database.

Remove a Filter

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 23

To view all records in a table again, click the depressed Apply Filter toggle
button on the toolbar.

Introduction to Queries

Queries select records from one or more tables in a database so they can be
viewed, analyzed, and sorted on a common datasheet. The resulting
collection of records, called a dynaset (short for dynamic subset), is saved
as a database object and can therefore be easily used in the future. The
query will be updated whenever the original tables are updated. Types of
queries are select queries that extract data from tables based on specified
values, find duplicate queries that display records with duplicate values for
one or more of the specified fields, and find unmatched queries display
records from one table that do not have corresponding values in a second
table.

Create a Query in Design View

Follow these steps to create a new query in Design View:

 From the Queries page on the Database Window, click the New
button.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 24

 Select Design View and click OK.

 Select tables and existing queries from the Tables and Queries tabs
and click the Add button to add each one to the new query.

 Click Close when all of the tables and queries have been selected.

 Add fields from the tables to the new query by double-clicking the field
name in the table boxes or selecting the field from the Field: and
Table: drop-down menus on the query form. Specify sort orders if
necessary.
Enter the criteria for the query in the Criteria: field. The following
table provides examples for some of the wildcard symbols and
arithmetic operators that may be used. The Expression Builder
can also be used to assist in writing the expressions.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 25

Query Wildcards and Expression Operators

Wildcard / Operator Explanation
The question mark is a wildcard that takes the place of a
? Street
single letter.
The asterisk is the wildcard that represents a number of
43th *
characters.
<100 Value less than 100
>=1 Value greater than or equal to 1
<>"FL" Not equal to (all states besides Florida)
Between 1 and 10 Numbers between 1 and 10
Is Null Finds records with no value
Is Not Null or all records that have a value
Like "a*" All words beginning with "a"
>0 And <=10 All numbers greater than 0 and less than 10
"Bob" Or "Jane" Values are Bob or Jane
 After you have selected all of the fields and tables, click the Run
button on the toolbar.

 Save the query by clicking the Save button.

Query Wizard

Access' Query Wizard will easily assist you to begin creating a select query.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 26

 Click the Create query by using wizard icon in the database window
to have Access step you through the process of creating a query.

 From the first window, select fields that will be included in the query
by first selecting the table from the drop-down Tables/Queries
menu. Select the fields by clicking the > button to move the field from
the Available Fields list to Selected Fields. Click the double arrow
button >> to move all of the fields to Selected Fields. Select another
table or query to choose from more fields and repeat the process of
moving them to the Selected Fields box.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 27

 Click Next > when all of the fields have been selected.

 On the next window, enter the name for the query and click Finish.

 Refer to steps 5-8 of the previous tutorial to add more parameters to

the query.

Find Duplicates Query

This query will filter out records in a single table that contain duplicate values
in a field.

 Click the New button on the Queries database window, select Find
Duplicates Query Wizard from the New Query window and click
OK.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 28

 Select the table or query that the find duplicates query will be applied
to from the list provided and click Next >.

 Select the fields that may contain duplicate values by highlighting the
names in the Available fields list and clicking the > button to
individually move the fields to the Duplicate-value fields list or >> to
move all of the fields. Click Next > when all fields have been selected.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 29

 Select the fields that should appear in the new query along with the
fields selected on the previous screen and click Next >.

 Name the new query and click Finish.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 30

Delete a Query

To delete a table from the query, click the table's title bar and press the
Delete key on the keyboard

Forms

Forms are used as an alternative way to enter data into a database table.

Create Form by Using Wizard

To create a form using the assistance of the wizard, follow these steps:

 Click the Create form by using wizard option on the database

window.

 From the Tables/Queries drop-down menu, select the table or query

whose datasheet the form will modify. Then, select the fields that will
be included on the form by highlighting each one the Available Fields
window and clicking the single right arrow button > to move the field
to the Selected Fields window. To move all of the fields to Select
Fields, click the double right arrow button >>. If you make a mistake
and would like to remove a field or all of the fields from the Selected
Fields window, click the left arrow < or left double arrow << buttons.
After the proper fields have been selected, click the Next > button to
move on to the next screen.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 31

 On the second screen, select the layout of the form.

 Columnar - A single record is displayed at one time with labels

and form fields listed side-by-side in columns

 Justified - A single record is displayed with labels and form

fields are listed across the screen

 Tabular - Multiple records are listed on the page at a time with

fields in columns and records in rows

 Datasheet - Multiple records are displayed in Datasheet View

Click the Next > button to move on to the next screen.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 32

 Select a visual style for the form from the next set of options and click
Next >.

 On the final screen, name the form in the space provided. Select
"Open the form to view or enter information" to open the form in Form
View or "Modify the form's design" to open it in Design View. Click
Finish to create the form.

Create Form in Design View

To create a form from scratch without the wizard, follow these steps:

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 33

 Click the New button on the form database window.

 Select "Design View" and choose the table or query the form will be
associated with the form from the drop-down menu.

 Select View|Toolbox from the menu bar to view the floating toolbar
with additional options.

 Add controls to the form by clicking and dragging the field names from
the Field List floating window. Access creates a text box for the value
and label for the field name when this action is accomplished. To add
controls for all of the fields in the Field List, double-click the Field List
window's title bar and drag all of the highlighted fields to the form.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 34

Adding Records Using A Form

Input data into the table by filling out the fields of the form. Press the Tab
key to move from field to field and create a new record by clicking Tab after
the last field of the last record. A new record can also be created at any time
by clicking the New Record button at the bottom of the form window.
Records are automatically saved as they are entered so no additional manual
saving needs to be executed.

Editing Forms

The follow points may be helpful when modifying forms in Design View.

 Grid lines - By default, a series of lines and dots underlay the form in
Design View so form elements can be easily aligned. To toggle this
feature on and off select View|Grid from the menu bar.

 Snap to Grid - Select Format|Snap to Grid to align form objects

with the grid to allow easy alignment of form objects or uncheck this
feature to allow objects to float freely between the grid lines and dots.

 Resizing Objects - Form objects can be resized by clicking and

dragging the handles on the edges and corners of the element with the
mouse.

 Change form object type - To easily change the type of form object
without having to create a new one, right click on the object with the
mouse and select Change To and select an available object type from
the list.

 Label/object alignment - Each form object and its corresponding

label are bounded and will move together when either one is moved
with the mouse. However, to change the position of the object and
Lecturer : Arshad Zia Siddiqui
.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 35

label in relation to each other (to move the label closer to a text box,
for example), click and drag the large handle at the top, left corner of
the object or label.

 Tab order - Alter the tab order of the objects on the form by selecting
View|Tab Order... from the menu bar. Click the gray box before the
row you would like to change in the tab order, drag it to a new
location, and release the mouse button.

 Form Appearance - Change the background color of the form by

clicking the Fill/Back Color button on the formatting toolbar and click
one of the color swatches on the palette. Change the color of individual
form objects by highlighting one and selecting a color from the
Font/Fore Color palette on the formatting toolbar. The font and size,
font effect, font alignment, border around each object, the border
width, and a special effect can also be modified using the formatting
toolbar:

Page Header and Footer - Headers and footers added to a form will only
appear when it is printed. Access these sections by selecting View|Page
Header/Footer on the menu bar. Page numbers can also be added to these
sections by selecting Insert|Page Numbers. A date and time can be added
from Insert|Date and Time.... Select View|Page Header/Footer again to
hide these sections from view in Design View.

What Is A Subform?

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 36

A subform is a form that is placed in a parent form, called the main form.
Subforms are particularly useful to display data from tables and queries that
have one-to-many relationships. For example, in the sample below, data on
the main form is drawn from an item information table while the subform
contains all of the orders for that item. The item record is the "one" part of
this one-to-many relationship while the orders are the "many" side of the
relationship since many orders can be placed for the one item.

The remainder of this page explains three methods for creating subforms and
they assume that the data tables and/or queries have already been created.

Create a Form and Subform at Once

Use this method if neither form has already been created. A main form and
subform can be created automatically using the form wizard if table
relationships are set properly or if a query involving multiple tables is
selected. For example, a relationship can be set between a table containing
customer information and one listing customer orders so the orders for each
customer are displayed together using a main form and subform. Follow
these steps to create a subform within a form:

 Double-click Create form by using wizard on the database window.

 From the Tables/Queries drop-down menu, select the first table or

query from which the main form will display its data. Select the fields
that should appear on the form by highlighting the field names in the
Available Fields list on the left and clicking the single arrow > button

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 37

or click the double arrows >> to choose all of the fields.

 From the same window, select another table or query from the
Tables/Queries drop-down menu and choose the fields that should
appear on the form. Click Next to continue after all fields have been
selected.

 Choose an arrangement for the forms by selecting form with

subform(s) if the forms should appear on the same page or Linked
forms if there are many controls on the main form and a subform will

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 38

not fit. Click Next to proceed to the next page of options.

 Select a tabular or datasheet layout for the form and click Next.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 39

 Select a style for the form and click Next.

 Enter the names for the main form and subform. Click Finish to create
the forms.

 New records can be added to both tables or queries at once by using

the new combination form.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 40

Subform Wizard

If the main form or both forms already exist, the Subform Wizard can be
used to combine the forms. Follow these steps to use the Subform Wizard:

 Open the main form in Design View and make sure the Control
Wizard button on the toolbox is pressed in.

 Click the Subform/Subreport icon on the toolbox and draw the

outline of the subform on the main form. The Subform Wizard dialog
box will appear when the mouse button is released.

 If the subform has not been created yet, select "Use existing Tables
and Queries". Otherwise, select the existing form that will become the
subform. Click Next to continue.

 The next dialog window will display table relationships assumed by

Access. Select one of these relationships or define your own and click

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 41

Next.

 On the final dialog box, enter the name of the subform and click
Finish.

Drag-and-Drop Method

Use this method to create subforms from two forms that already exist. Make
sure that the table relationships have already been set before proceeding
with these steps.

 Open the main form in Design View and select Window|Tile

Vertically to display both the database window and the form side-by-
side.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 42

 Drag the form icon beside the name of the subform onto the detail
section of the main form design.

Multiple-Page Forms Using Tabs

Tab controls allow you to easily create multi-page forms. Create a tab control
by following these steps:

 Click the Tab Control icon on the toolbox and draw the control on the
form.

 Add new controls to each tab page the same way that controls are
added to regular form pages and click the tabs to change pages.
Existing form controls cannot be added to the tab page by dragging
and dropping. Instead, right-click on the control and select Cut from
the shortcut menu. Then right-click on the tab control and select

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 43

Paste. The controls can then be repositioned on the tab control.

 Add new tabs or delete tabs by right-clicking in the tab area

and choosing Insert Page or Delete Page from the shortcut
menu.

 Reorder the tabs by right-clicking on the tab control and

selecting Page Order.

 Rename tabs by double-clicking on a tab and changing the

Name property under the Other tab.

Conditional Formatting

Special formatting that depends on the control's value can be added to text
boxes, lists, and combo boxes. A default value can set along with up to three
conditional formats. To add conditional formatting to a control element,
follow these steps:

 Select the control that the formatting should be applied to and select
Format|Conditional Formatting from the menu bar.

 Under Condition 1, select one of the following condition types:

 Field Value Is applies formatting based upon the value of the

control. Select a comparison type from the second drop-down
menu and enter a value in the final text box.

 Expression Is applies formatting if the expression is true.

Enter a value in the text box and the formatting will be added if
the value matches the expression.

 Field Has Focus will apply the formatting as soon as the field
has focus.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 44

 Add additional conditions by clicking the Add >> button and delete
conditions by clicking Delete... and checking the conditions to erase.

Password Text Fields

To modify a text box so each character appears as an asterisk as the user

types in the information, select the text field in Design View and click
Properties. Under the Data tab, click in the Input Mask field and then click
the button [...] that appears. Choose "Password" from the list of input masks
and click Finish. Although the user will only see asterisks for each character
that is typed, the actual characters will be saved in the database.

Change Control Type

If you decide the type of a control needs to be changed, this can be done
without deleting the existing control and creating a new one although not
every control type can be converted and those that can have a limited
number of types they can be converted to. To change the control type, select
the control on the form in Design View and choose Format|Change To from
the menu bar. Select one of the control types that is not grayed out.

Multiple Primary Keys

To select two fields for the composite primary key, move the mouse over the
gray column next to the field names and note that it becomes an arrow. Click
the mouse, hold it down, and drag it over all fields that should be primary
keys and release the button. With the multiple fields highlighted, click the
primary key

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 45

Reports
Reports will organize and group the information in a table or query and
provide a way to print the data in a database.

Using the Wizard

Create a report using Access' wizard by following these steps:

 Double-click the "Create report by using wizard" option on the Reports

Database Window.

 Select the information source for the report by selecting a table or

query from the Tables/Queries drop-down menu. Then, select the
fields that should be displayed in the report by transferring them from
the Available Fields menu to the Selected Fields window using the
single right arrow button > to move fields one at a time or the double
arrow button >> to move all of the fields at once. Click the Next >
button to move to the next screen.

 Select fields from the list that the records should be grouped by and
click the right arrow button > to add those fields to the diagram. Use
the Priority buttons to change the order of the grouped fields if more

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 46

than one field is selected. Click Next > to continue.

 If the records should be sorted, identify a sort order here. Select the
first field that records should be sorted by and click the A-Z sort button
to choose from ascending or descending order. Click Next > to
continue.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 47

 Select a layout and page orientation for the report and click Next >.

 Select a color and graphics style for the report and click Next >.

 On the final screen, name the report and select to open it in either
Print Preview or Design View mode. Click the Finish button to create

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 48

the report.

Create in Design View

To create a report from scratch, select Design View from the Reports
Database Window.

 Click the New button on the Reports Database Window. Highlight

"Design View" and choose the data source of the report from the drop-
down menu and click OK.

 You will be presented with a blank grid with a Field Box and form
element toolbar that looks similar to the Design View for forms. Design

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 49

the report in much the same way you would create a form. For
example, double-click the title bar of the Field Box to add all of the
fields to the report at once. Then, use the handles on the elements to
resize them, move them to different locations, and modify the look of
the report by using options on the formatting toolbar. Click the Print
View button at the top, left corner of the screen to preview the report.

Printing Reports

 Select File|Page Setup to modify the page margins, size, orientation,

and column setup. After all changes have been made, print the report
by selecting File|Print from the menu bar or click the Print button on
the toolbar.

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)
Microsoft Access (selected reference material) 50

Keyboard Shortcuts
Action Keystroke Action Keystroke
Database actions Editing
Open existing Select all CTRL+A
CTRL+O
database Copy CTRL+C
Open a new database CTRL+N Cut CTRL+X
Save CTRL+S Paste CTRL+V
Save record SHIFT+ENTER Undo CTRL+Z
Print CTRL+P Redo CTRL+Y
Display database Find CTRL+F
F11
window
Replace CTRL+H
Find and Replace CTRL+F
Spell checker F7
Copy CTRL+C
Toggle between Edit
Cut CTRL+X mode and Navigation F2
Paste CTRL+V mode
Undo CTRL+Z Open window for editing
SHIFT+F2
Help F1 large content fields
Toggle between Form Switch from current field
F5 ESC
and Design view to current record

Other Navigating Through a datasheet

Insert line break in a Next field TAB
CTRL+ENTER
memo field Previous field SHIFT+TAB
Insert current date CTRL+; First field of record HOME
Insert current time CTRL+: Last field of record END
Copy data from DOWN
CTRL+' Next record
previous record ARROW
Add a record CTRL++ Previous record UP ARROW
Delete a record CTRL+- First field of first record CTRL+HOME
Last field of last record CTRL+END

Lecturer : Arshad Zia Siddiqui

.(M.Com, MCS, M.A Economics)