Microsoft®. Access®. Step by Step. Joyce Cox. Joan Lambert .. Ability to export to PDF and XPS files When you want to make a report or other database. by CustomGuide, Inc. Nicollet Avenue South, Suite 1; Minneapolis, MN This material is copyrighted and all rights are. Step-by-Step Instructions. Plus, each month you can win valuable prizes by entering our teshimaryokan.info sweepstakes. *. Want a weekly dose of Dummies?.
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Microsoft®. Access®. Step by Step. Joyce Cox. Joan Lambert .. it, you can export the object in either PDF or XPS format. You can. teshimaryokan.info Mobile. There Create a customized report that you design step-by-step with the help of the Report Wizard . Microsoft Office Access Class 1: Getting Started with Database Design. Page 2 of Step 2: Fields. List out all the pieces of information you need in your .
Click Cancel to close the Print dialog box, and then in the Close Preview group, click When we instruct you to give a command from the ribbon in an exercise, we do it in this format: Clicking the File tab displays the Backstage view, where you can manage database files and customize the program. You can also switch the view by clicking one of the buttons on the View Shortcuts toolbar in the lower-right corner of the program window. The Print dialog box opens. This group includes all the forms that have been saved as part of this database.
Some appear in galleries in which you can choose from among multiple options. Some groups have related dialog boxes or task panes that contain additional commands. Throughout this book, we discuss the commands and ribbon elements associated with the program feature being discussed. You can make these commands available by adding them to the Quick Access Toolbar. A command might be displayed on the ribbon in the form of a large button, a small button, a small labeled button, or a list entry.
As the width of the ribbon decreases, the size, shape, and presence of buttons on the ribbon adapt to the available space. Drop-down list Small labeled button Large button The Review tab of the Word program window at pixels wide.
If you decrease the width of the ribbon, small button labels disappear and entire groups of buttons are hidden under one button that represents the group. Click the group button to display a list of the commands available in that group. Group button Small unlabeled buttons The Review tab of the Word program window at pixels wide.
Click the scroll arrow to display hidden groups. Scroll arrow The Review tab of the Word program window at pixels wide. Changing the Width of the Ribbon The width of the ribbon is dependent on the horizontal space available to it, which depends on these three factors: You can resize the program window by clicking the button in its upper-right corner or by dragging the border of a non-maximized window.
On a computer running Windows 7, you can maximize the program window by dragging its title bar to the top of the screen. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are dependent on your monitor. In the case of the ribbon, the greater the number of pixels wide the first number , the greater the number of buttons that can be shown on the ribbon, and the larger those buttons can be.
You set the resolution by dragging the pointer on the slider. This increases the legibility of information, but it means that less information fits onto each screen. On a computer running Windows 7, you can change the screen magnification from the Display window of Control Panel. The screen magnification is directly related to the density of the text elements on screen, which is expressed in dots per inch dpi or points per inch ppi. The terms are interchangeable, and in fact are both used in the Windows dialog box in which you change the setting.
The greater the dpi, the larger the text and user interface elements appear on screen. By default, Windows displays text and screen elements at 96 dpi. You can choose a custom setting of up to percent magnification, or dpi, in the Custom DPI Setting dialog box.
You can choose a magnification of up to percent from the lists, or choose a greater magnification by dragging the ruler from left to right. If any of your settings are different, the ribbon on your screen might not look the same as the one shown in the book. When we instruct you to give a command from the ribbon in an exercise, we do it in this format: If the command is in a list, we give the instruction in this format: The first time we instruct you to click a specific button in each exercise, we display an image of the button in the page margin to the left of the exercise step.
If differences between your display settings and ours cause a button on your screen to not appear as shown in the book, you can easily adapt the steps to locate the command. First, click the specified tab. Then locate the specified group. Finally, look for a button that features the same icon in a larger or smaller size than that shown in the book. If necessary, point to buttons in the group to display their names in ScreenTips. If you prefer not to have to adapt the steps, set up your screen to match ours while you read and work through the exercises in the book.
If you start at the beginning and work your way through all the exercises, you will gain enough proficiency to be able to manage complex databases through Access. However, each topic is self contained. If you have worked with a previous version of Access, or if you completed all the exercises and later need help remembering how to perform a procedure, the following features of this book will help you locate specific information: These conventions are listed in the following table.
Convention Meaning SET UP This paragraph preceding a step-by-step exercise indicates the practice files that you will use when working through the exercise. It also indicates any requirements you should attend to or actions you should take before beginning the exercise.
CLEAN UP This paragraph following a step-by-step exercise provides instructions for saving and closing open files or programs before moving on to another topic. It also suggests ways to reverse any changes you made to your computer while working through the exercise. Troubleshooting This paragraph alerts you to a common problem and provides guidance for fixing it.
Tip This paragraph provides a helpful hint or shortcut that makes working through a task easier. Important This paragraph points out information that you need to know to complete a procedure. Keyboard Shortcut This paragraph provides information about an available keyboard shortcut for the preceding task.
Pictures of buttons appear in the margin the first time the button is used in an exercise. Black bold In exercises that begin with SET UP information, the names of program elements, such as buttons, commands, windows, and dialog boxes, as well as files, folders, or text that you interact with in the steps, are shown in bold black type.
You should purchase and install that program before using this book. The following table lists the practice files for this book. Chapter File Chapter 1: Import and Export Data Customers. Getting Help Every effort has been made to ensure the accuracy of this book. If you do run into problems, please contact the sources listed in the following sections. If you do not find your answer on the errata page, send your question or comment to Microsoft Press Technical Support at: This system is a combination of tools and files stored on your computer when you installed Access and, if your computer is connected to the Internet, information available from the Microsoft Office Online Web site.
You can find general or specific Help information in the following ways: For example, to display a ScreenTip for a button, point to the button without clicking it. Sometimes, topics related to the functions of that dialog box are already identified in the window. Start Access, and then follow the steps. At the right end of the ribbon, click the Microsoft Access Help button. The Access Help window opens. Your Help window might look different from this one because the material on the Office Online Web site is constantly being updated.
You can change the size of the font by clicking the Change Font Size button on the toolbar. Toward the bottom of the window, below the bulleted list under Browse Access support, click see all. If your Search option is set to one of the Content From This Computer choices, the complete list is already displayed. To switch among the available Search options, click the Search arrow and then click your choice in the list.
The window changes to display a list of help topics. In the list of topics, click Activating Access. Access Help displays a list of topics related to activating Microsoft Office programs. You can click any topic to display the corresponding information. On the toolbar, click the Show Table of Contents button, and then scroll down the pane that appears on the left. Like the table of contents in a book, the Help table of contents is organized in sections. In the Table of Contents pane, click a few sections and topics.
Then click the 6. At the right end of the Table of Contents title bar, click the Close button. At the top of the Access Help window, click the Search box, type relationships, Back and Forward buttons to move among the topics you have already viewed. The Access Help window displays topics related to the word you typed. Next and Back buttons appear below the search term to make it easier to search for the topic you want. In the results list, click the Guide to table relationships topic.
The selected topic appears in the Access Help window. Below the first paragraph of the topic, click Database design basics. Access jumps to the related topic about database design.
This type of hyperlink is identified by blue text. You might also see a Show All button that displays hidden auxiliary information available in the topic. The button changes to Hide All when the hidden information is displayed. Only the displayed information is printed. Location-specific software support options are available from: Chapter at a Glance Explore tables, page 17 Explore forms, page 24 Explore queries, page 29 Explore reports, page 33 Microsoft Access is part of Microsoft Office , so the basic interface—such as the Quick Access Toolbar, the ribbon, the Backstage view, and dialog boxes—should be familiar if you have used other Office programs.
However, Access has more dimensions than many of those programs, so it might seem more complex until you become familiar with it. As you complete the exercises in this book, you will develop an assortment of tables, forms, queries, and reports, which are called database objects.
These objects can be used to enter, edit, and manipulate the information in a database in many ways. Working in Access As with all programs in Office , the most common way to start Access is from the Start menu displayed when you click the Start button at the left end of the Windows Taskbar. When you start Access without opening a database, the program window opens in the Backstage view, with the New page active.
In the Backstage view, commands related to managing Access and Access databases rather than their objects are organized as buttons and pages, which you display by clicking the page tabs in the left pane. You can display the Backstage view at any time by clicking the colored File tab in the upper-left corner of the program window. Clicking the File tab displays the Backstage view, where you can manage database files and customize the program.
From the Backstage view, you can also open a database you worked in recently, or navigate to any database on your computer and open it. When you create or open a database, it is displayed in the program window. For those of you who are not familiar with this interface, which was first introduced with Microsoft Office Access , here is a quick survey of the program window elements: The designation Access after the database name indicates that the database is in the.
At the left end of the title bar is the Access icon, which you click to display commands to move, size, and close the program window. You can change the location of the Quick Access Toolbar and customize it to include any command that you use frequently.
All the commands for working with your Access database content are available from this central location so that you can work efficiently with the program. Clicking the File tab displays the Backstage view.
Clicking any other tab displays a set of related commands represented by buttons and lists. The Home tab is active by default. You might have installed programs that add their own tabs to the Access ribbon. Depending on your screen resolution and the size of the program window, the commands in a group might be displayed as labeled buttons, as unlabeled icons, or as one or more large buttons that you click to display the commands within the group.
You can also change the language of ScreenTip content on the Language page. If a button and its arrow are integrated, clicking the button will display options for refining the action of the button. You can change the default action by clicking the arrow and then clicking the action you want.
Instead they are available in a dialog box or task pane, which you display by clicking the dialog box launcher located in the lower-right corner of the group.
Clicking this button hides the commands but leaves the tab names visible. You can then click any tab name to temporarily display its commands. Clicking anywhere other than the ribbon hides the commands again. When the full ribbon is temporarily visible, you can click the button at its right end, shaped like a pushpin, to make the display permanent.
When the full ribbon is hidden, you can click the Expand The Ribbon button to permanently redisplay it. You can collapse and expand the You can drag the right border of the pane to the left or right to make it wider or narrower. You can control the contents of the status bar by right-clicking it to display the Customize Status Bar menu, on which you can click any item to display or hide it.
The goal of all these interface features is to make working with a database as intuitive as possible. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to find. Just follow the steps. Access starts and displays the program window in the Backstage view. For example, you can create a database, but not a database object.
In the left pane of the Backstage view, click Open. The database opens in the program window.
A security warning appears below the ribbon. In the security warning bar, click Enable Content. Click the File tab to display the Backstage view, click Save Database As, and then in the Save As dialog box, save the database in your Chapter01 practice file folder with the name GardenCompany When we refer to your practice file folders in the instructions, simply substitute the save location you chose. In the program window, the title bar tells you that you can work with this database in Access as well as Access On the left, the Navigation pane displays a list of all the objects in this database.
Spanning the top of the window, the ribbon includes five tabs: Because no database object is currently open, none of the buttons on the Home tab are available. You can open database files created in earlier versions of Access which have an. You can then either work with and save them in the old format or work with and save them in the new format. If you convert them, you can no longer open them in versions prior to Access The Navigation pane now lists only the tables in the database.
In the Navigation pane, under Tables, double-click Categories. The Categories table opens on a tabbed page. Because a table is displayed, two Table Tools contextual tabs Fields and Table appear on the ribbon. These contextual tabs are displayed only when you are working with a table.
Buttons representing commands related to working with database content are organized on the Home tab in six groups: Only the buttons for commands that can be performed on the currently selected database object—in this case, a table—are active.
On the Home tab, click the Text Formatting dialog box launcher. The Datasheet Formatting dialog box opens. From this dialog box, you can access settings not available as buttons in the Text Formatting group, such as Gridline Color and Border And Line Styles.
In the Datasheet Formatting dialog box, click Cancel. Click the Create tab. Buttons representing commands related to creating database objects are organized on this tab in six groups: The Create tab. Double-click the Create tab. Double-clicking the active tab hides the ribbon and provides more space for the current database object. The ribbon is hidden. Click the External Data tab. The ribbon temporarily drops down, with the External Data tab active.
Buttons representing commands related to moving information between a database and other sources are organized on this tab in four groups: Clicking any tab—in this case, the External Data tab—displays the ribbon temporarily. As a result, the Collect Data and Web Linked Lists groups are represented in this graphic as buttons. Click anywhere in the open table.
The ribbon disappears again. Double-click the Database Tools tab. Double-clicking a tab permanently displays the ribbon and activates that tab. Buttons representing commands related to managing, analyzing, and ensuring data reliability are organized on the Database Tools tab in six groups: The Database Tools tab.
To the right of the Categories table page tab, click the Close button to close the table without closing the database. Clicking this button closes the active object. Click the File tab to display the Backstage view, and then click Close Database. When you close a database without exiting Access, the New page of the Backstage view is displayed so that you can open another database or create a new one.
You cannot have two databases open simultaneously in a single instance of Access. If you want to have two databases open at the same time, you must start a new instance of Access. In most cases, the code is there to perform a database-related task, but hackers can also use macros to spread a virus to your computer. When you open a database that is not stored in a trusted location or signed by a trusted publisher, Access displays a security warning below the ribbon.
The security warning. While the security warning is displayed, the macros in the database are disabled. You can enable macros in three ways: Access will then automatically enable macro content in any database that is also signed by that publisher.
Access automatically enables macro content in any database saved in that location. The trusted locations you specify within Access are not also trusted by other Office programs. To enable macros for the current database session only: To add the publisher of a digitally signed database to the trusted publishers list: Click For More Details. Note that the Trust All From Publisher option is available only if the database is digitally signed. To add the location of a database to the trusted locations list: Display the Backstage view, and then click Options.
In the left pane of the Trust Center, click Trusted Locations. In the Browse dialog box, browse to the folder containing the current database, and then click OK. If you prefer, you can change the way Access handles macros in all databases: Display the Trust Center, and then in the left pane, click Macro Settings. Select the option for the way you want Access to handle macros: These simple databases are often called flat file databases, or just flat databases.
More complex database programs, such as Access, can store information in multiple related tables, thereby creating what are referred to as relational databases.
If the information in a relational database is organized correctly, you can treat these multiple tables as a single storage area and pull information electronically from different tables in whatever order meets your needs. A table is just one of the object types you work with in Access.
Other object types include forms, queries, reports, macros, and modules. Of all these object types, only one—the table—is used to store information.
The rest are used to enter, manage, manipulate, analyze, retrieve, or display the information stored in a table—in other words, to make the information as accessible and therefore as useful as possible. Over the years, Microsoft has put a lot of effort into making Access not only one of the most powerful consumer database programs available, but also one of the easiest to learn and use.
Because Access is part of Office , you can use many of the same techniques you use with Microsoft Word and Microsoft Excel. For example, you can use familiar commands, buttons, and keyboard shortcuts to open and edit the information in Access tables. And you can easily share information between Access and Word, Excel, or other Office programs. In its most basic form, a database is the electronic equivalent of an organized list of information. Typically, this information has a common subject or purpose, such as the list of employees shown in the following table.
Each column represents a field—a specific type of information about an employee: Each row represents a record—all the information about a specific employee. But because the database stores information in an electronic format, you can manipulate the information in powerful ways to extend its utility. For example, suppose you want to find the phone number of a person who lives in your city. You can look up this information in the telephone book, because its information is organized for this purpose.
If you want to find the phone number of someone who lives further away, you can go to the public library, which probably has a telephone book for each major city in the country. When the information published in a phone book is stored in a database, it takes up far less space, it costs less to reproduce and distribute, and, if the database is designed correctly, the information can be retrieved in many ways.
Exploring Tables Tables are the core database objects. Their purpose is to store information. The purpose of every other database object is to interact in some manner with one or more tables. An Access database can contain thousands of tables, and the number of records each table can contain is limited more by the space available on your hard disk than by anything else.
Every Access object has two or more views. To open a table in Datasheet view, either double-click its name in the Navigation pane, or right-click its name and then click Open. To open a table in Design view, right-click its name and then click Design View. When a table is open in Datasheet view, clicking the View button in the Views group on the Home tab switches to Design view; when it is open in Design view, clicking the button switches to Datasheet view.
To switch to either of the two remaining table views PivotTable view or PivotChart view , you click the View arrow and then click the view you want in the list. You can also switch the view by clicking one of the buttons on the View Shortcuts toolbar in the lower-right corner of the program window.
The first row contains column headings field names. In this format, the table is often simply referred to as a datasheet. Field names Field Record Field names, fields, and records in a table. If two tables have one or more field names in common, you can embed the datasheet from one table in another. By using an embedded datasheet, called a subdatasheet, you can see the information in more than one table at the same time. For example, you might want to embed an Orders datasheet in a Customers table so that you can see the orders each customer has placed.
Open the GardenCompany01 database, ensure that tables are listed in the Navigation pane, and then follow the steps. In the Navigation pane, double-click Products. Each row in this table contains information about a product and each column contains one field from each record. In the row of field names at the top of the table, point to the right border of the Product Name field name, and when the pointer changes to a double-headed arrow, double-click the border.
Access adjusts the width of the field to accommodate its longest entry. The Categories page is active, but the Products page is still open and available if you need it. At the left end of the record for the Bulbs category, click the Expand button. The Bulbs category expands to reveal a subdatasheet containing all the records from the Products table that are assigned to the Bulbs category.
This is possible because a relationship has been established between the two tables. Subdatasheet You can display records from two related tables simultaneously. To the left of the record for the Bulbs category, click the Collapse button to hide the subdatasheet. Click the Close button at the right end of the tab bar not the Close button in the 8. Close the Products table, and when Access asks whether you want to save your upper-right corner of the program window to close the Categories table.
If you want those changes to be in effect the next time you open the table, you must save them. In the Navigation pane, double-click the Orders table.
This table contains order-fulfillment information. The record navigation bar at the bottom of the window indicates that this table contains 87 records, and that the active record is number 1 of On the record navigation bar, click the Next Record button several times. The selection moves down the OrderID field, because that field is active. Press the Page Up or Page Down key to move one screen at a time. Click the record navigation bar, select the current record number, type 40, and then press the Enter key.
The selection moves directly to record On the View Shortcuts toolbar, click the Design View button. Datasheet view displays the data stored in the table, whereas Design view displays the underlying table structure. Retain the GardenCompany01 database for use in later exercises. Overlapping Windows By default, Access displays database objects on tabbed pages in the program window. If you prefer to display each object in a separate window rather than on a separate page, you can do so.
Topics include building an Access database from scratch or from templates; publishing your database to the Web; exchanging data with other databases and Microsoft Office documents; creating data-entry forms; using filters and queries; designing reports; using conditional formatting; preventing data corruption and unauthorized access; and other core topics.
Create Databases and Simple Tables. Create Simple Reports in Microsoft Access Download the sample content. We've made every effort to ensure the accuracy of this book and its companion content. Any errors that have been confirmed since this book was published can be downloaded below. Download the errata.
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