McGraw-Hill/Irwin The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft Access 2002 Lab 2 Modifying a Table and Creating a Form

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Objectives 1.Navigate a large table. 2.Change field format properties. 3.Set default field values. 4.Insert a field. 5.Add validity checks. 6.Hide and redisplay fields. 7.Find and replace data. 8.Use Undo. 9.Sort records. 10.Create and enter records into a form.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Concepts 1.Format Property - Use the Format property to create custom formats that change the way numbers, dates, times, and text display and print. 2.Default Value Property - The Default Value property is used to specify a value to be automatically entered in a field when a new record is created. 3.Validity Check - Access automatically performs certain checks, called validity checks, on values entered in a field to make sure that the values are valid for the field type.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Concepts 4.Find and Replace - The Find and Replace feature helps you quickly find specific information and automatically replace it with new information. 5.Sort - You can quickly rearrange a table ’ s records by sorting the table data in a different order. 6.Form - A form is a database object used primarily to display records onscreen to make it easier to enter new records and to make changes to existing records.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Outline Navigating a Large Table Customizing and Inserting Fields –Setting Display Formats –Setting Default Values –Inserting a Field –Adding Validity Checks Hiding and Redisplaying Fields –Hiding Fields –Redisplaying Hidden Fields

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Outline Finding and Replacing Data –Finding Data –Using Undo –Replacing Data Sorting Records –Sorting on a Single Field –Sorting on Multiple Fields

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Outline Creating And Using Forms –Using the Form Wizard –Navigating in Form View –Adding Records in a Form –Previewing and Printing a Form –Closing and Saving a Form Lab Review

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin KeysEffect [Page Down]Down one page [Page Up]Up one page [Ctrl] + [Page Up]Left one window [Ctrl] + [Page Down]Right one window [End]Last field in record [Home]First field in record [Ctrl] + [End]Last field of last record [Ctrl] + [Home]First field of first record [Ctrl] + [up arrow]Current field of first record [Ctrl] + [down arrow]Current field of last record NAVIGATING A LARGE TABLE Using the Keyboard

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin ButtonEffect First record, same field Previous record, same field Next record, same field Last record, same field New (blank) record NAVIGATING A LARGE TABLE Using the Navigation Buttons

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin CUSTOMIZING AND INSERTING FIELDS Add and delete fields Add restrictions on data Define how data will be displayed

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Concept 1: FORMAT PROPERTY

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin text character or space as >Forces to uppercasesmith as SMITH <Forces to lowercaseSMITH as smith &Optional text character as PREDEFINED FORMATS Text and Memo Data Types

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Concept 2: DEFAULT VALUE PROPERTY

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin WORKING WITH FIELDS What if you forget to include a field?  Can insert one at a later time But I don't want the field to be at the end!  Can insert a new blank row where you want

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin  Validation check Automatic checks on data  Validation rules Expression that defines acceptable data  Validation text Message that appears if invalid data is entered Concept 3: VALIDITY CHECK

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin VALIDITY CHECK OperatorMeaning =Equal to <>Not equal to <Less than >Greater than <=Less than or equal to >=Greater than or equal to Values Operator Comparison operators

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin ExpressionResult =[Sales Amount] + [Sales Tax]Sums value in two fields =“M” OR “F”Includes M or F entries only >=#1/1/95# AND <=#12/31/95#Greater than or equal to 1/1/95 and less than or equal to 12/31/95 =“Tennis Rackets”Includes the entry Tennis Rackets only Entered in the Validation Rule field of the field's property. VALIDITY CHECKS Identifiers and Expressions

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin HIDING AND REDISPLAYING FIELDS Hide fields to see more on screen –Choose Format/Hide Redisplay hidden fields –Choose Format/Unhide

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Quickly find specific information Automatically replace with new information Find Command –Locates all specified values in a field Replace Command –Finds a value and replaces it another Concept 4: FIND AND REPLACE

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin OptionEffect Look inSearches current field or entire table MatchLocates matches SearchSpecifies the direction table will be searched Match caseCase-sensitive search Search fields as formatted Finds data based on its display format FIND AND REPLACE Dialog Box Options

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Sort Sorting on a single field Sorting on multiple fields Concept 5: SORT

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin SORTING

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin MODIFYING THE DATASHEET Formatting the datasheet Changing background and gridline color Changing the font color

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin CREATING AND USING FORMS What is a form?  Database object used to display records onscreen Why use a form?  Easier to enter new records and make changes to existing ones

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Based on underlying tables Include design control elements –Descriptive text –Titles –Labels –Lines –Boxes –Pictures Can use calculations Concept 5: FORM

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin CREATING A FORM Use Design View Use the Form Wizard –Tab order –Form layout –Form style –Form title

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin BASIC FORM LAYOUTS FormLayout StyleDescription Columnar Presents data in columns Tabular Table layout Datasheet Selected data in rows and columns Justified Presents data in rows

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin MORE ON FORMS Navigating in Form View Adding records in a form Previewing and printing a form –Access prints out all records in the table in Form View –Select only the record you want printed Edit/Select Record Print selected record

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Character string – A group of characters. Comparison operator – Symbol that you to make comparisons between values. Expression - Description of acceptable values in a validity check, which can contain any combination of the following elements: operators, identifiers, and values. Form - A database object used primarily for data entry and making changes to existing records. Key Terms

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Format – To enhance the appearance of an object. Identifier - A part of an expression that refers to the value of a field, control, or property. Operator- A symbol or word used to make a comparison. Sort - A temporary record order in the Datasheet that reorders records in a table. Tab order - The order in which Access moves through a form or table when the Tab key is pressed. Key Terms

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin Key Terms Validation rule – A restriction placed on entering text. Validation text - Text that is displayed when a validation rule is violated. Validity check - Process of checking to see whether data meets certain criteria. Value - A part of an expression that is a number, date, or character.

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Discussion Questions 1.Discuss several different format properties and how they are used in a database. 2.Discuss the different types of form layouts and why you would use one layout type over another. 3.Discuss how validity checks work. What are some advantages of adding validity checks to a field? Include several examples. 4.Discuss the different ways records can be sorted. What are some advantages of sorting records?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Frequently Asked Questions I typed the name data in lower case in my table and now I would like the name to be in upper case. Is there an easy way to do this? How do I make sure a certain value is entered in a field? My table is large and I can't see all the fields on the screen. Any suggestions? How does the Undo command work in Access?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Frequently Asked Questions How can I sort on more than one field? How can I enhance the appearance of my datasheet? What is a form and how do I use it? Are forms required?

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Web Links Microsoft Access Tutorials – Creating Basic Forms – ls.htmlhttp://mis.bus.sfu.ca/tutorials/MSAccess/tutoria ls.html Access Tutorial – Introduction to Forms – Access 97/2000 – Forms – ppdf/dwa19.pdfhttp://www1.harlingen.isd.tenet.edu/images/hel ppdf/dwa19.pdf

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Web Links Microsoft Access Forms; Tek-Tips – tips.com/gthreadminder.cfm/lev2/4/lev3/27/pid/ 702http:// tips.com/gthreadminder.cfm/lev2/4/lev3/27/pid/ 702 Filtering Data with Access Forms – icleID=9037http:// icleID=9037 Gaining Access – What is a Form? – es/ga/form_index.htmlhttp:// es/ga/form_index.html

The O’Leary Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Web Links Practical Advanced Microsoft Access Forms and macros – Creating and Using Access Forms – _3.htmhttp://s9000.furman.edu/DD/labs/Access/access _3.htm