Exploring Microsoft Access 2003 Chapter 2- Tables and Forms: Properties, Views, and Wizards Robert Grauer and Maryann Barber Committed to Shaping the Next Generation of IT Experts. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Table Design Basics Include necessary data Store data in its smallest parts E.g., first name, last name Avoid calculated fields E.g., birth date rather than age E.g., employee’s date of hire rather than employee’s length of service Ensure students understand how to begin the design process by determining the desired output first. Provide example of splitting fields into their unique values: Name into first name, last name address into address, city, state, zipcode Explain that calculated fields are derived, not stored. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Creating a Table Two ways to create a table: Table Wizard is easiest Design a table yourself Every field has a field name Every field has a data type Primary key – Makes each record unique Views: Datasheet or Design Properties – characteristics of an object Inform students that it is a good idea to use the Table Wizard for their first few tables until they have a better understanding of how to create tables. Explain the necessity of a primary key, and to let Access create one if there is no obvious unique field for this. Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber New Table Screen Click on New Button Select view for new table Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Table Design View Primary Key Field Names Data Type Field Properties Field Descriptions Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Table Wizard Screen Click Create table using wizard Select Fields Discuss the Table Wizard and how it provides a variety of predefined databases including related fields. Also explain how the buttons work that move a single field or all fields to and from the new table. Click to add selected field Select from Sample Tables Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Table Wizard Screen (continued) Enter name for table Let Table Wizard set the primary key Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Create an Input Mask Select Social Security Number Use Try It box Select Input Mask Explain how the input mask can display characters that are not actually saved with the data. This is used to ensure the data entered fits the required format. Provide examples of using input masks: phone numbers, SSN, part numbers, etc. Click Build button Select Yes for Required property Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Forms Form view Displays completed form Used to enter or modify data in underlying table Design view Used to create or modify the form Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber What They Look Like Form View Design View Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Form Wizard Click New button Click Form Wizard Select Table Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Form Wizard (continued) Click >> to select all fields for form Click Next > Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Creating a Form Controls Bound control — has data source Unbound control — no data source Calculated control — expression as data source Discuss each of the three controls and when you would use each: Bound control – to display data from the underlying table Unbound control – to display a title or heading Calculated control – The combination of data and an expression (e.g. GPA) Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Form Design View Unbound control Sizing handles Bound Control Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Form View Unbound control Bound Control Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Sophisticated Forms Additional controls to use on forms Drop-down list box (using Lookup Wizard) Check box Option group Command buttons Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Lookup Wizard Enter the Majors Explain how the Lookup Wizard works and what it can be used for. Especially useful in providing options to choose from. Select to type the values Select Lookup Wizard Exploring Office 2003 Vol 1 2/e- Grauer and Barber

Exploring Office 2003 Vol 1 2/e- Grauer and Barber Add New Controls Describe how to access the toolbar and use floating field names window. It is very easy to click and drag another field onto the form. View->Field List Click and drag field from field list to form design grid Major is then added as a combo box Exploring Office 2003 Vol 1 2/e- Grauer and Barber