1. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall1 PowerPoint Presentation to Accompany GO! with Microsoft ® Access 2010 Chapter 4 Enhancing Tables

2. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall2 Objectives Manage existing tables Modify existing tables Create and modify table relationships Create a table in Design view Change data types

3. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall3 Objectives Create a lookup field Set field properties Create data validation rules and validation text Attach files to records

4. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall4 Manage Existing Tables Back up database before modifying structure –Original database available when needed Regular backups avoid losing data Date added to back up file name

5. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall5 Manage Existing Tables Trust Center is a security feature that checks for macros and digital signatures My Documents folder is never used as trusted location

6. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall6 Manage Existing Tables Trust Center

7. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall7 Manage Existing Tables Copying table creates duplicate version –Copied to Clipboard Clipboard stores up to 24 items –Original remains intact Paste moves copy to new location –Must rename copied table

8. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall8 Manage Existing Tables Append adds data to another table –From source table –To destination table

9. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall9 Manage Existing Tables Splitting one table into two –Separates tables with multiple subjects

10. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall10 Manage Existing Tables When starting Access, an instance opens –No multiple databases per Access instance Can open multiple Access instances to –Enable display of multiple databases –Enable appending from database to database

11. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall11 Managing Existing Tables

12. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall12 Modify Existing Tables Data in database usually dynamic –Must be accurate, up-to-date Locate field through Find and Replace –Looks for current field content –Once record(s) found, can delete or edit

13. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall13 Modify Existing Tables Can navigate through table’s records using keyboard Useful Key Combinations for Navigating a Table KeystrokeMovement [PageUp]Moves the selection up one screen at a time. [PageDown]Moves the selection down one screen at a time. [Ctrl]+[Home]Moves the selection to the first field in the table or the beginning of the selected field. [Ctrl]+[End]Moves the selections to the last field in the table or the end of the selected field. [Tab]Moves the selection to the next field in the table. [Shift]+[Tab]Moves the selection to the previous field in the table.

14. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall14 Modify Existing Tables Advantages using Design view to add field(s) –Can insert field name and data type –Can drag to new location

15. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall15 Modify Existing Tables Spell checker helps find spelling errors

16. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall16 Modify Existing Tables Spelling dialog box buttons: Sample of Spelling Dialog Box Buttons ButtonAction IgnoreIgnores this one occurrence of the word but continues to flag other instances of the word. Ignore AllDiscontinues flagging any instance of the word anywhere in the table. ChangeChanges the identified word to the word highlighted under Suggestions. Change AllChanges every instance of the word in the table to the word highlighted under Suggestions. AddAdds the word to the custom dictionary, which can be edited.

17. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall17 Create and Modify Table Relationships Access databases are relational Tables relate through common fields Create relationships prior to creating: –Queries –Forms –Reports

18. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall18 Create and Modify Table Relationships Referential integrity ensures validity of table data

19. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall19 Create and Modify Table Relationships Cascade options update table records when referential integrity is enforced Cascade Update enables changes to a primary key field and automatically updates related table(s) Cascade Delete permits record deletion to table and related table(s)

20. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall20 Create a Table in Design View Gives most control over table and fields

21. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall21 Create a Table in Design View Field properties related to field data type

22. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall22 Change Data Types Determine each field’s data type before creating table –Ensures proper data entry in fields –Determines acceptable data entry in fields Change data type with caution on existing field

23. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall23 Create a Lookup Field Lookup field can restrict data entry –Can be based on list of values: List box Combo box –Can be based on data from another table Created manually or through wizard

24. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall24 Set Field Properties Field properties are characteristics of a field –Controls display of data –Controls input of data Field data types determine field properties

25. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall25 Set Field Properties Input mask field property determines: –Data entry –Data display –Data storage Input mask provides data validation Set through Input Mask Wizard or manually

26. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall26 Set Field Properties Sample of Most Common Input Mask Characters 0Required digit (0 through 9) 9Optional digit or space # Optional digit or space. Plus sign or minus sign; blank positions are converted to spaces LRequired letter (A through Z) ?Optional letter ARequired digit or letter &Any character or space; required CAny character or space; optional <All characters that follow are converted to lowercase >All characters that follow are converted to uppercase !Characters typed into the mask are filled from left to right

27. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall27 Set Field Properties Required field property –Field entry necessary if “Yes” –Ensures field cannot be blank

28. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall28 Set Field Properties Default Value field property –Field content displays in new records –Can be changed by user –Increases efficient data entry

29. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall29 Set Field Properties Index field property –Speeds up searches and sorts –Visible to Access, not users

30. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall30 Create Data Validation Rules and Validation Text Validation rule defines acceptable data entry Validation rule is an expression –A combination of functions –Field values –Constants –Operators

31. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall31 Create Data Validation Rules and Validation Text Violation of validation rule –Triggers validation text message –Validation text provides user error message Numerous validation rule operators

32. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall32 Create Data Validation Rules and Validation Text Sample of Operators Used in Expressions NotTests for Values NOT meeting a condition. InTests for values equal to existing members in a list. Between… And Tests for a range of values, including the values on each end LikeMatches pattern strings in Text and Memo fields. AndSpecifies that all of the entered data must fall within the specified limits. OrSpecifies that one of many entries can be accepted. <Less than. >Greater than. =Equal to. <>Not equal to.

33. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall33 Attach Files to Records Attachment data type enables –Addition of one or more files to database records –System tables created by Access Used to track multiple entries in field

34. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall34 Covered Objectives Manage existing tables Modify existing tables Create and modify table relationships Create a table in Design view Change data types

35. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall35 Covered Objectives Create a lookup field Set field properties Create data validation rules and validation text Attach files to records

36. with Microsoft Access 2010 © 2011 Pearson Education, Inc. Publishing as Prentice Hall36 36 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2011 Pearson Education, Inc. Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall