Access 2007 ® Use Databases How can Microsoft Access 2007 help you to enter and organize information?

Lesson 3: Enter and Organize Data Access helps you organize information by allowing you to enter data records, to sort records into groups, and to print them into a single report.

Lesson 3: Enter and Organize Data How can I enter, edit, and delete records? Why should I use a form to enter data records? How can I create multiple item and split forms? How can I create a report? How can I create and print labels? What vocabulary words should I review? View This Presentation to Answer the Following Questions:

Lesson 3: Enter and Organize Data To enter a small amount of data into a record, use the Datasheet View to add data manually. A record is a set of data that describes one item, shown in one row of a table.

Lesson 3: Enter and Organize Data You can also change and delete a table’s fields and records in Datasheet View. Datasheets are not just for adding data to a table.

Lesson 3: Enter and Organize Data If you want to find and replace a small amount of data in a single table, use the Find and Replace tools. You can find and replace data in an individual field or in the entire table.

Lesson 3: Enter and Organize Data To refine your search when using the Find and Replace tools, use specific conditions, or criteria, to narrow your results. You can also use wildcard characters similar to your criteria to search for different forms of the same word.

Lesson 3: Enter and Organize Data Tech Check When is it easier to use Datasheet View to add data manually rather than to create an entire form? Answer: When working with a smaller amount of data, it is easier to use the Datasheet View to add data manually.

Lesson 3: Enter and Organize Data Tech Check What tool can you use to find and replace data in a single table? Answer: Use the Find and Replace tools to find and replace data in a single table.

Lesson 3: Enter and Organize Data Forms provide an easy way to enter, edit, and display data from a table or query. When you need to enter larger amounts of data in a table, use a form. The easiest way to create multiple item and split forms is to use the Form Wizard.

Lesson 3: Enter and Organize Data Access provides several tools that help you avoid having to create every form from scratch. Use the datasheet form tool to create a simple form that presents the information from a specific table in Datasheet View.

Lesson 3: Enter and Organize Data A multiple item form shows multiple items in a datasheet, with each record from the datasheet making up one row in the form. To display multiple records, use the multiple items tool.

Lesson 3: Enter and Organize Data You can create a split form from a table using the Split Form Tool button, or you can split an existing form. Select data from a datasheet and edit it in the form. A split form contains a datasheet and a form. datasheet form

Lesson 3: Enter and Organize Data A subform is a form that is inserted into a another form. Use the Subform Wizard to create a form with subforms. You can use a form to view a product category, and use a subform to see specific products in that category. subform

Lesson 3: Enter and Organize Data You can add a new control to forms by adding new fields as controls. You can bind the new controls to other data sources once they are on the form.

Lesson 3: Enter and Organize Data To move through a form more efficiently, press Tab to move from one control or field to the next. Use the Tab Order tool to define the order in which the Tab key moves from control to control through a form.

How can forms in Access help you share your work with others? Academic Skills Check Answer: Forms in Access can help you present information in an organized and easy to read format, which is critical when sharing your work with others. Lesson 3: Enter and Organize Data

Tech Check How do split forms allow you to work with both a datasheet and a form at the same time? Answer: Split forms split the screen, allowing you to select data from a datasheet at the bottom of the screen and edit that data in a form at the top of the screen.

Lesson 3: Enter and Organize Data Tech Check What does a multiple item form show? Answer: A multiple item form shows multiple items in a datasheet, with each record from the datasheet making up one row in the form.

Lesson 3: Enter and Organize Data Tech Check What is the easiest way to create a form with subforms? Answer: The Subform Wizard is the easiest way to create a form with subforms.

Lesson 3: Enter and Organize Data The format controls in Access help you make forms more presentable and the information more readable. You can change font sizes, colors, the background color, and even the font.

Lesson 3: Enter and Organize Data In professional forms and reports, controls are equally sized, neatly aligned, and evenly spaced. Access provides tools to align and space controls automatically.

Lesson 3: Enter and Organize Data The simplest way to create a report is to use the Access Report Wizard, which creates a report from a table or query. The Report Wizard makes it easy to create and change a simple report.

Lesson 3: Enter and Organize Data You can also build or change a report manually in Design View. Using the Report Design tool to start your form gives you the most control over report formatting, since Design View gives you the most control over the form.

Lesson 3: Enter and Organize Data A group header helps further refine reports by sorting information into helpful groups. Use the Group & Sort tool to sort information into groups and group headers.

Lesson 3: Enter and Organize Data Instead of designing every element for a form or report from scratch, use AutoFormat. Select the formats while viewing the form or report in Design View or Layout View.

Lesson 3: Enter and Organize Data To see how your data will look when printed, use Layout View. Layout View also allows you to make design changes and make sure the data is in the right place with the correct formatting.

Lesson 3: Enter and Organize Data The easiest way to create a label is to use the Label Wizard. The Label Wizard allows you to create labels quickly based on information stored in your database tables. You can easily create address labels for a mailing list or to send orders to customers.

Lesson 3: Enter and Organize Data What are some formatting changes you can make to improve the readability of a report? Answer: To improve the readability of a report, you can change font sizes, colors, the background color, and the font. Tech Check

Lesson 3: Enter and Organize Data What is the simplest way to create a report in Access? Answer: The simplest way to create a report is to use the Report Wizard, which creates a report from a table or query. Tech Check

Lesson 3: Enter and Organize Data How do you sort information into groups and group headers? Answer: Use the Group & Sort tool to sort information into groups and group headers. Tech Check

Lesson 3: Enter and Organize Data How do you create labels based on information in your database tables? Answer: Use Label Wizard to create labels based on information stored in database tables. Tech Check

Lesson 3: Enter and Organize Data form An onscreen display where data can be added or changed. Vocabulary Review

Lesson 3: Enter and Organize Data Vocabulary Review multiple item form A form that shows multiple items in a database.

Lesson 3: Enter and Organize Data A form that is split into a datasheet in one half and a form in the other. split form Vocabulary Review

Lesson 3: Enter and Organize Data subform A form inserted within another form. Vocabulary Review

Lesson 3: Enter and Organize Data AutoFormat Vocabulary Review A design format in Access to apply to an existing database object.

Lesson 3: Enter and Organize Data Layout View A view that allows you to see how your data will look when printed Vocabulary Review

Lesson 3: Enter and Organize Data datasheet A visual representation of the data contained in an Access table, or the results returned by a query. Vocabulary Review

Lesson 3: Enter and Organize Data wildcard Using characters similar to your criteria to find information. Vocabulary Review