Access Chapter 1

Finding and replacing data

1. Click Find button 2. type data you want to search in the Find What box 3. click Find Next to go to the first record that matches the search criteria 4.Click the X to FIND AND REPLACE: 1. click the find button 2. click the replace button 3. enter data in the find what box 4. enter the data to rpelace it in the replace with box 5. click the replace button to find and replace just the first instance,or click the replace ALL to replace all instances at once 6. click yes 7. click x to close it

Setting the Default Value Property

1. Select what u want 2. on the table tools fields tab, in the properties group, click the default value button to open the expression builder 3. in the expressions builder enter the numerical value 4. click ok to set the default value form design view: 1. select field 2. click default value 3. if you want to use the expression bulder click the build button at the right side of the default value 4. save

Creating a desktop database from a template

1. click File and click New 2.The New page displays templates included in Access 3. click a template icon 4.in file name tpe what u wanna name it 5. click create

Changing data type

1. click anywehre in the field you want to change 2. on the table tools fields tab, in the formatting group, expand the Data Type list and select what u want 3. click yes

creating a new desktop database

1. click file and click new 2. click BLANK DESKTOP DATABASE icon and then same steps as above for renaming

Using compact & Repair

1. click the File tab 2. backstage view opens the info page automatically 3. click the Compact & Repair Database button

Creating and Saving a Table in the Datasheet View

1. in the create tab, in the Tables group, click the Table button to insert a new table 2. The new table opens in Datasheet View 3. to add a new field begin typing data for the first record

Adding Fields in Datasheet View

1. on the Table Tools Fields tab, in the Add & Delete group, click the button for the data type you want to ass 2. access add the field to the right of the active field 3. type the new field name and press enter

Creating relationships

1. open the Relationships window, on the Database Tools tab, in the relationships group, click the relationships button 2. to create a new relationship, click the primary key field name in the primary table and drag the related field name in the seondary table 3.3. review the relationship in the Edit Relationship dialog, note the type of relationship 4. click the Enforce Referntial Integretiy check box 5. click create button

sorting records in a datasheet

1. open the table in datasheet view 2. click anywhere in the field you want to start 3. on the home tab, in the SORT AND FILTER group, click the button for the sort order you want to apply: Assending or descending to clear all sorting forms from the database object, on Home tab, in the Sort and Filter group, click REMOVE Sort button

Moving Fields in Datasheet View

1. select the column by moving the mouse pointer over the column header & clicking when the mouse pointer changes to an arrow 2. access highlights the entire column to show it is selected. Hold down the mouse button and drag to the new position in the Datasheet. As you drag, the mouse pointr changes to the move shape and access displays a thick black line to show you where the column will be placed 3. release the mouse button to finish moving the field

Using Quick Start to Add Related Fields

1. the Quick Start fields will be inserted to the left of the selected field. to add them to the far right of the table click anwhere in the Click To Add button 2. on the table tools design tab, in the add and delete group, click more fields button 3. scroll to the bottom of the field types gallery to the quick start section 4. click quick start option you want

Applying an input Mask

1. w/ the table open in design view, click the field to want to apply the input mask to 2. click Input Mask box in the Field Properties pane 3. click the Build button to open the Input Mask Wizard 4. click yes 5. click the input mask format you want 6. to test the format click the try it box, and type sample data to see how the input mask will affect data entry 7. click next 8. Click NEXT AGAIN 9. click finish save table

Organzing Objects in the navigation pane

If you would rather group the database objects by object type, you can change the category by which the navigation Pane is grouped: 1. click the top of the navigation pane to display the category and group list 2. in the navigation to category section, select object type.

Switching between Database Object views

Tables open in Datasheet view- where you can enter, sort, and filter data.From datasheet view you can also add new fields and modify some field properties Forms open in Form view- which provides a user-friendly inteerface for entering data Report view- shows a static view of the report.you can change the layout or formatting of the report from this view

Understanding and viewing table relationships

To display a table that isn't already showing in the Relationships window: 1.)m On the Relationship Tools Design tab, in the Relationships group, click the Show Table button to open the Show Table dialog. 2.) Double‐click the table you want to add to the Relationships window. You can also select the table name and then click the Add button in the Show Table dialog. 3.) When you are finished adding tables to the Relationships window, click the Close button to close the Show Table dialog.

Renaming Fields

change the field name by modyfying the field properties: 1. click anywhere in the field to select it 2. on the Table Tools Field tab, in the Properties group, click the Name & Caption button 3. in the name box, type the new field name 4. in the caption box, type the field name as it should appear in labels and column headings 5. description box... 6. click ok

Inserting Deleting and Moving Fields in design view

to change the order of the fields in design view: 1. select the row you wan to move by placing the mouse pointer over the row selector,where the mouse pointer chnanges to an arrow, and then clicking the row selector 2. hold the mouse button and darg to the new position 3. release the mouse button to finish moving the field

Backing Up a Database

to create a backup of your database: 1. click file 2. Save as 3. click Back Up Database in the save database as section 4. click save as to make a copy: same steps but in save as page, select Access Database in the Save Database As section then click save

Adding a Lookup Field from Another Table

to create a new lookup field from Datasheet view: 1. on the Table tools field tab, in the Add & Delete group, click the More Fields button 2. from the Basc Types section of the Field Types gallery, click Lookup & Relationship 3. the lookup wizard opens to create a new lookup field from Design view: 1. type a name for the new field in the Field Name column in the first empty room. Press TAB 2. Expand the Data Type list, and select Lookup Wizard.... to open the lookup wizard to modify an existing field to use a lookup list: 1. open a table in Design view 2. select the field u wanna change to use a lookup list 3.Expand the Data Type list, and select Lookup Wizard..to open Lookup Wizard TO BE CONTINUEDDDDD PAGE 81

Creating a Table in Design Viiew and Setting the Primary Key

to create a table in design view: 1. on the create tab, in the tables group, click the table design button 2. type the name of the first field and press TAB 3. expand the list of data types, and select the data type you want and press TAB again To set the primary key in a table: 1. in design view, click the field that is going to be the primary key 2. on the table tools design tab, in the tools group, click the primary key button

Deleting and renaming database objects

to delete a database object: 1. right click the object name in the navigation pane and select delete to rename a database object: right click the object name in the navigation pane and select rename 2. type and press enter

Deleting records

to delete a record in Datasheet View: 1. click the record selector ( *) 2. in home tab, click delte button deleting a record in a Form view: 1. click delete button ARROW and select delete record

enforcing deletions and updates in Relationships

to enforce cascading options between related tables: 1. on the Database Tools tab, in the Relationships group, click the Relationships button 2. double click the line collecting the 2 related tables to open the Edit Relationships dialog 3. to update related records in the "many:" table when the "one" record is updated in the primary table, click the cascade delete related records check box 4. to delete related records in the "many:" table when the "one" record is deleted in the primary table, click the cascade delete related records check box 5. Click OK

Creating a new record in a Form and Entering Data

to enter data in a new form: 1. open the form in Form view 2. if nessacry, you can start a blank new record by click new blank record button at the bottom of the form window or in home tab in records group click NEW OR click all the way to right of the next column remember star

Formatting Fields

to make changes to the Format field property from Datasheet view: 1. click anywhere in the field you want to format 2. on the Table Tools Fields tab, in the formatting group, expand the format list, and select what you want to modify the Format field property from Desing view: click what u want to forat 2. in the Field Properties pane, click in the Format property box 3. click the arrow at the right endof box and sleect 4. if you want this property to change affect all other database objects that use this field, click Property Update Options button and select Update Format Everywhere (field name) is used 5. save

Adding a Lookup Field from s List

to modify an existing field to use a lookup field w/ values you specify: 1. open the table in design view 2. click the field you want to modify to use a lookup list 3. click the Data Type drop down arrow and select Lookkup Wizard 5.click I WILL TYPE VALUES I WANT radio button click Next to go to the next step to be continueeeeeeeeeeeeeeeeeed p.85

Previewing and printing database objects

to preview a database object for printing: 1. click file 2. print 3. on the print page, click Print Preview button 4. access switches to print preview view

Adjusting table column widths

to use Column Width dialog to change the column size: 1.On the Home tab, in the Records group, click the More button, and select Field Width to open the column width dialog 2. type the width you want in column width box or click best fit button 3. click ok To Use mouse: 1. move the mouse to the right border of the field header 2. the curser changes to a t shape 3. click and drag to rezise the column or double click the right column border to automatically resize the column the best fit the data

Using Quick Start application parts

to use a quick start application part: 1. on the Create tab, in the Templates group, click the Application Parts button to expand the gallery 2. in the quick start section click the option you want

Working with Attachment Fields

too add an attachment field from datasheet view: 1. at the far right side of the table, there is a column with the header Click to Add. Click the arrow to expand the list of available field types, adn click Attachment to add an attachment: 1. double click the attachment field in the record to which u want to add the attachment 2. attachment dialog opens 3. click the ADD button and browse for the file u want 4. double click the fild to add it or click the fild once and then click open button 5.Click ok