MS-Access XP Lesson 2

Input Mask Property 1.Field : Phone No Data Type : Number Input Mask : Character 0 represent a single digit and phone no field need to be contain 10 digits 2.Field : Sex Data type : Text Input Mask : L Character L represent a single character and sex field need to be contains 1 character only

Input Mask Property 1.Field : Phone No Data Type : Number Input Mask : (0000) Field : NIC Data type : Text Input Mask : v

Default Value Property 1.Field : Index No Data Type : Number Default Value : 100 Default value of index no field is 100

Indexed Property 1.Primary Key field Indexed: Yes (No Duplicates) 2.Field: Name Data type: Text Indexed: Yes (Duplicates OK)

Primary Key 1.Auto Number Primary Key 2.Single field primary key Select field, right click and select primary key 3. Multiple field primary key Select multiple keys with Shift or Ctrl Key and assign primary key with Shift or Ctrl key

Foreign Key 1.Supplier Table Supplier ID, Supplier Name, Address, Telephone Supplier ID is a primary key of a Supplier table 2.Product Table Product ID, Product Name, Unit Price, Quantity in Stock, Reorder Level, Supplier ID Product ID is a primary key of a Product table and Supplier ID is a foreign key of a Product table

Relationships 1.One product supply by only one supplier but One supplier supply many products 2.Supplier to Product One to Many Relationship 3.Create two tables 4.Tools menu, Relationship menu item 5.Or relationship button in database tool bar 6.Relationship menu, Show table menu item 7.Tables tab, Select tables and click add, finally click close 8.Drag the primary key field from supplier table to the corresponding foreign key field in the product table 9.Click create

Enforcing Referential Integrity 1.Double click the line representing the relationship 2.Select enforce referential integrity check box 3.Selecting the cascade update related fields check box means Access will change the values in foreign key fields when the corresponding primary key file’s value is changed 4.Selecting the cascade delete related records check box means that deleting a record from the primary field in a relationship will cause Access to delete all related records in the second table

Copying Table from Other Database 1.File menu, Get External Data sub menu 2.Select import 3.Browse the database and click import 4.Select table from tables tab sheet 5.Click ok Printing Table Object 1.Select table 2.File menu, Print menu item 3.Select all or pages from to values 4.Select no of copies 5.Click ok

Printing Selected Records 1.Open the table 2.Select records that you want to print 3.File menu, Print menu item 4.Select all or pages from to values 5.Select no of copies 6.Click ok

Add a Field to a Table 1.Click tables on the objects bar 2.Select table and click design view button 3.Click the row selector of the row below where you want the new field to appear 4.Click the insert rows button on the table design tool bar 5.Or right click and select insert rows menu item

Delete a Field from a Table 1.Click tables on the objects bar 2.Select table and click design view button 3.Click the row selector of the row you want to delete 4.Click the insert delete rows button on the table design tool bar 5.Or right click and select delete rows menu item

Arrange Fields 1.Click tables on the objects bar 2.Select table and click design view button 3.Click the row selector of the row you want to move 4.Drag the row selector to the new position 5.A line appears to show where the row will be moved in the table

Filtering Table Records 1.Click tables on the objects bar 2.Select table 3.Click open 4.Select the text to serve as the base for the filter 5.Click the filter by selection button 6.Click remove filter button to remove a filter

Viewing a Sub Data Sheet 1.When two tables are in a one to many relationship you can create a sub data sheet that display records from the table on the many side of the relationship 2.A plus sign will appear next to the key field of the data sheet on the one side of the relationship, indicating a sub data sheet is available 3.Open table (one side in one to many relationship) 4.Click plus sign next to the value for which you want to see records in the related sub data sheet 5.Click minus sign to hide the sub data sheet