Exploring Microsoft Access 97 Chapter 2 Tables and Forms: Design, Properties, Views, and Wizards Office graphic copyright by Microsoft Corp.

Objectives (1 of 2) Describe how to design a table Describe data types and properties; set a primary key Use Table Wizard; add and delete fields Discuss importance of data validation Exploring Access 97 Chapter 2

Objectives (2 of 2) Use Form Wizard Distinguish between bound unbound and calculated controls and a control is entered on a form Modify existing form Switch between Form view, Design view, Datasheet view Exploring Access 97 Chapter 2

Overview Basic principles of table and form design Design guidelines Implement design in Access Use the Form Wizard This is a overview of why we use word processing software and the tasks to perform. Do you remember typing your term papers in high school? Recount to your students how much easier creating term papers are with the advantages of word processing. Exploring Access 97 Chapter 2

Table Design Basics Include necessary data Store data in smallest parts Do not use calculated fields Word Wrap - text automatically wraps text from one line to the next without pressing the enter key Hard Return - created by the user when the enter key is pressed Soft Return - created by the word processor as it wraps text from one line to the next Insertion Point - Flashing vertical line that marks the place where text will be entered Toggle Switch - A switch that causes the computer to alternate between two modes. For example, Caps Lock alternates between uppercase and lower case. Insert Mode - Moves existing text to the right as new characters are being added. Insert key toggles between insert and overtype mode., Overtype Mode - Types over existing characters as new characters are added. Used for correcting typos. Normal View - this view shows the only the body of the current page; faster and preferable when entering text and editing (See Figure 1.6 page 15 in textbook) Page Layout View - this view shows the complete page with headers, footers and all formatting applied (See Figure 1.7 page 16 in textbook) AutoCorrect Feature - corrects predefined spelling errors and/or mistakes in capitalization, automatically as the words are entered. Exploring Access 97 Chapter 2

Creating a Table Using Table Wizard Designing a table yourself Field names Data types Primary key Views--Datasheet or Design Properties Word Wrap - text automatically wraps text from one line to the next without pressing the enter key Hard Return - created by the user when the enter key is pressed Soft Return - created by the word processor as it wraps text from one line to the next Insertion Point - Flashing vertical line that marks the place where text will be entered Toggle Switch - A switch that causes the computer to alternate between two modes. For example, Caps Lock alternates between uppercase and lower case. Insert Mode - Moves existing text to the right as new characters are being added. Insert key toggles between insert and overtype mode., Overtype Mode - Types over existing characters as new characters are added. Used for correcting typos. Normal View - this view shows the only the body of the current page; faster and preferable when entering text and editing (See Figure 1.6 page 15 in textbook) Page Layout View - this view shows the complete page with headers, footers and all formatting applied (See Figure 1.7 page 16 in textbook) AutoCorrect Feature - corrects predefined spelling errors and/or mistakes in capitalization, automatically as the words are entered. Exploring Access 97 Chapter 2

Data Types Number field Text field Memo field Date/Time field Currency field Yes/No field OLE field AutoNumber field Hyperlink field Word Wrap - text automatically wraps text from one line to the next without pressing the enter key Hard Return - created by the user when the enter key is pressed Soft Return - created by the word processor as it wraps text from one line to the next Insertion Point - Flashing vertical line that marks the place where text will be entered Toggle Switch - A switch that causes the computer to alternate between two modes. For example, Caps Lock alternates between uppercase and lower case. Insert Mode - Moves existing text to the right as new characters are being added. Insert key toggles between insert and overtype mode., Overtype Mode - Types over existing characters as new characters are added. Used for correcting typos. Normal View - this view shows the only the body of the current page; faster and preferable when entering text and editing (See Figure 1.6 page 15 in textbook) Page Layout View - this view shows the complete page with headers, footers and all formatting applied (See Figure 1.7 page 16 in textbook) AutoCorrect Feature - corrects predefined spelling errors and/or mistakes in capitalization, automatically as the words are entered. Exploring Access 97 Chapter 2

Access 97 New Database Screen Exploring Access 97 Chapter 2

Access 97 New Table Screen Exploring Access 97 Chapter 2

Access 97 Table Wizard Screen Exploring Access 97 Chapter 2

Access 97Table Fields Screen Exploring Access 97 Chapter 2

Creating a Table Hands-On Exercise 1 Create a New Database Create the Table The Table Wizard Add the Additional Fields Change the Primary Key Add an Input Mask Change the Field Properties Add a Validation Rule The Datasheet View Enter Additional Data Print the Students Table Exploring Access 97 Chapter 2

Properties 1 of 2 Field size Format Input Mask Caption Default Value Exploring Access 97 Chapter 2

Properties 2 of 2 Validation Rule Validation Text Required Allow Zero Length Indexed Exploring Access 97 Chapter 2

Creating a Form Controls--objects Bound control has a data source Unbound control has no data source Calculated control has an expression as data source Properties Form Wizard Exploring Access 97 Chapter 2

Creating a Form Hands-On Exercise 2 Open the Existing Database The Form Wizard Move the Controls Add a Calculated Control Modify the Property Sheet Align the Controls Create the Form Header Add the Date The Form View Exploring Access 97 Chapter 2

A More Sophisticated Form Hands-On Exercise 3 Modify the Table The Lookup Wizard Add the New Controls Create an Option Group Add a Command Button Create Additional Buttons Align the Buttons Reset the Tab Order The Page Setup Command The Completed Form Exit Access Exploring Access 97 Chapter 2

Chapter 2 Summary (1 of 2) Information depends on underlying data Database design is critical Use Table Wizard to create tables easily Form provides easy way to enter and display data Exploring Access 97 Chapter 2

Chapter 2 Summary (2 of 2) Form consists of objects called controls Property is a characteristic or attribute of an object Exploring Access 97 Chapter 2

Practice with Access 2. Insert Graphic 3. Employee Database 1. Student Form 2. Insert Graphic 3. Employee Database 4. USA Database 5. Create an Address book 6. National Basketball Association Exploring Access 97 Chapter 2

Case Studies Personnel Management The Stockbroker Metro Zoo Form Design File Compression Copyright Infringement The Digital Camera This transparency lists the Case Studies on page 45 of the textbook. At least one additional practice exercise or case study should be assigned because students can follow the “recipes” of the Hands-On Exercises without having a clue as to what they are doing or why. The additional exercises give a problem and the student must figure out how to do the solution. Exploring Access 97 Chapter 2