Key Applications Module Lesson 22 — Managing and Reporting Database Information Computer Literacy BASICS

2 Objectives Change the datasheet layout. Create a form. Enter and edit data in a form. Sort data in Datasheet view. Find and replace data in Datasheet view.

Computer Literacy BASICS 3 Objectives (cont.) Create a query. Print a report. Create mailing labels.

Computer Literacy BASICS 4 Vocabulary Field selector Orientation Query Report

Computer Literacy BASICS 5 Changing the Datasheet Layout Rearrange the order of the fields in Datasheet view: Position the pointer over the field selector (the box containing the field name) to select that column. – Click the mouse when the pointer changes to a downward-pointing arrow.

Computer Literacy BASICS 6 Changing the Datasheet Layout (cont.) Drag the mouse left or right. – As you drag, a vertical bar follows the mouse to indicate where the column will go when you release the mouse button. – When you have the column where you want it, release the mouse button to insert the column in the new location.

Computer Literacy BASICS 7 Creating a Form It is not always convenient to view and edit data in Datasheet view. Access allows you to create forms to view and edit data. Creating a form adds a new object to the database. You can create a form manually or use the Form Wizard to guide you through the process.

Computer Literacy BASICS 8 Creating a Form with the Form Wizard Click the Forms icon in the Objects bar. Then double-click the Create form by using wizard link in the Database Objects window. – The Form Wizard dialog box will open. Select the table to use for the form.

Computer Literacy BASICS 9 Form Wizard Dialog Box Click this button to add all the fields in the database table to the form layout. Select a table to use for the query from the drop-down list. Click on each field to select it, then click the arrow button to add it to the form.

Computer Literacy BASICS 10 Form Wizard Layout Choices Select a form layout from these options. A preview of the selected layout appears here.

Computer Literacy BASICS 11 Form Wizard Style Choices Select a style from the options list.

Computer Literacy BASICS 12 A Customized Form An Access form contains a naviga- tion bar just as Datasheet view does so that you can browse or locate specific records.

Computer Literacy BASICS 13 Entering and Editing Data in a Form Entering data in a form is like entering data in Datasheet view. You can use the same keys to move the insertion point among the fields. Use the mouse to click in a field and then enter data or edit the data currently in the field.

Computer Literacy BASICS 14 Entering and Editing Data in a Form (cont.) Use the navigation bar at the bottom of the form to move around in the records in the table. Click the New Record button to clear the form so you can enter data for a new record.

Computer Literacy BASICS 15 Sorting Data Databases often contain numerous records, and it becomes difficult to keep track of all of the information. Access allows you to sort the information in a database so that records appear in a specific order.

Computer Literacy BASICS 16 Sorting Data (cont.) You can sort text and numbers in either ascending or descending order. – Ascending order sorts alphabetically from A to Z and numerically from the lowest to the highest number. – Descending order sorts alphabetically from Z to A and numerically from the highest to the lowest number.

Computer Literacy BASICS 17 Sorting Data (cont.) You can quickly sort table data using toolbar buttons: Open the table in Datasheet view. Click the pointer in any row for the field you want to sort on. Click the Sort Ascending or Sort Descending button on the toolbar. The records are now sorted on that field according to the sort you chose.

Computer Literacy BASICS 18 Reversing the Action of a Sort You cannot use Undo to reverse a sort. If you change your mind after sorting a table, you can revert to the original order using the Remove Filter/Sort command: – Open the Records menu. – Select the Remove Filter/Sort command.

Computer Literacy BASICS 19 Finding and Replacing Data Locating a particular value, one record, or a group of related records is not difficult with a small database. If the database is large, finding a particular record or value can be tedious. You can scroll through a database to find data or use the Find command to quickly locate information in a very large table.

Computer Literacy BASICS 20 Scrolling in a Datasheet or Form If your database is not too large, you can often locate data by scrolling in a datasheet table or form. Use the horizontal and vertical scroll bars and scroll boxes in Datasheet view to move quickly through a table. If you have a form with many fields, you will also see a vertical scroll bar and scroll buttons in Form view, and you can use these to scroll through the list of fields in a form.

Computer Literacy BASICS 21 The Find Command The Find command allows you to quickly locate a record containing specific data. Open the Edit menu and then select Find to open the Find tab in the Find and Replace dialog box.

Computer Literacy BASICS 22 Using the Find Command Enter the word or words you are looking for in the Find what text box. Click the list arrow for the Look in box to select the field to be searched. Set your match option. Select All in the Search box. Click the Find Next button to start the search. Access will scroll to the first row that matches the search value.

Computer Literacy BASICS 23 The Replace Command You can use the Replace command to replace the contents of a field with new data. Replace looks for records containing your search value and updates them with the replacement value. – You can correct an incorrect spelling of a name. – You can replace an abbreviation with the full value or vice versa. – You can update data, such as prices or dates.

Computer Literacy BASICS 24 Using the Replace Command If you change your mind about a replacement, you can use the Undo command to reverse the action. If you do not want to replace an occurrence of the word or phrase, click the Find Next button to go to the next occurrence without replacing it. – No changes are made until you click the Replace button.

Computer Literacy BASICS 25 Replace All Use the Replace All button in the Find and Replace dialog box to change all matching entries automatically. Only use the Replace All option when you are confident about making all replacements without reviewing them—you cannot undo Replace All.

Computer Literacy BASICS 26 Queries A query is a question that you ask about your database. It looks for data in your tables, similar to the Find command, but it can return multiple records at one time. – When you create a query, you must identify the fields you want to see. – You can select specific fields that you want to include in the query and exclude all other fields.

Computer Literacy BASICS 27 Creating a Query Click the Query icon on the Objects bar and then double-click the Create query in Design View link. The Show Table dialog box will appear. Select the table to be used for the query and then click the Add button to add the fields for that table to the query.

Computer Literacy BASICS 28 The Query Window When you close the dialog box, the query grid displays with the field list for the selected table. Click the down arrow next to the Field label in the grid to see a list of the field names for the table and then click on a name to select it.

Computer Literacy BASICS 29 Completing the Query Grid The order in which you select the fields is the order in which they will be displayed, but how they are laid out in the table does not matter to a query. Click in the Criteria field and enter a search value. The query grid below designates that all records written by authors with the last name Dickens will display.

Computer Literacy BASICS 30 Saving the Query When all fields are added, click the Save button on the toolbar to open the Save As dialog box to save the query with a descriptive name. Use the Close command on the File menu to close query Design view and display the Database Objects window with your new query in the list of Query objects. Select the query in the list of objects and then click the Open button in the Database Objects button.

Computer Literacy BASICS 31 Query Results The query will run and display the results in a datasheet view. Note that only the two fields selected for the query grid are displayed—all the other fields in the table are excluded from the query results.

Computer Literacy BASICS 32 Reports A report is a database object that lets you organize, summarize, and print all or a portion of your data. Reports can be based on a table or on a query. You can create a report manually in Design view, but the Report Wizard guides you through the process of creating and printing a report. To create a report, first click the Reports icon in the Object bar and then click Create a report by using wizard in the Database Object window to open the Report Wizard.

Computer Literacy BASICS 33 Report Wizard Dialog Box In the Report Wizard dialog box, select the table or query to use for the report, and the field names will display. Select a field and click the arrow button to add it to the report, or click the double arrow button to add all of the fields.

Computer Literacy BASICS 34 Creating a Report with Report Wizard The first step in creating the report is to select each field to include in the report and click the arrow button to move it to the Selected Fields list. Step 2 in the Wizard allows you to group fields in the report. For a simple report, you do not have to create groups.

Computer Literacy BASICS 35 Creating a Report with Report Wizard (cont.) In step 3, you select sort fields for the report to determine how the data in your report will be organized. – You can sort up to four fields. – Click the list arrow next to the text boxes to select from a list of fields. – Choose Ascending or Descending order by clicking a button.

Computer Literacy BASICS 36 Creating a Report with Report Wizard (cont.) In step 4, you select the layout and orientation options. – You can see a preview of each layout as you select it. – Select portrait orientation, with the short side of the paper at the top, or landscape orientation, with the long side of the paper at the top when the report prints.

Computer Literacy BASICS 37 Creating a Report with Report Wizard (cont.) Step 5 provides a selection of style choices for the report. – Click an option to see a preview of the style.

Computer Literacy BASICS 38 Report Wizard Title Dialog Box In the final step, you assign a title for the report. Make the title a name to reflect what the report shows. You can print the report from the Print Preview window if you select the Preview the report option, and then click Finish.

Computer Literacy BASICS 39 Mailing Labels Because databases often contain data regarding names and addresses, it is common to create mailing labels based on the database information. You can easily print mailing labels using a specialized report Wizard called the Label Wizard.

Computer Literacy BASICS 40 Using the Label Wizard First click the New button in the Database Objects bar to open the New Report dialog box and then click the Label Wizard option. Select Mailing List from the drop-down list. The dialog box that opens lets you decide whether you want to create custom labels or use standard choices provided by Access.

Computer Literacy BASICS 41 Using the Label Wizard (cont.) To use the standard options for mailing labels, you must select a label size, label manu- facturer, and label type.

Computer Literacy BASICS 42 Label Wizard Dialog Box In this step, select your font and set font attri- butes, in- cluding text color. A preview dis- plays at left.

Computer Literacy BASICS 43 Label Wizard Dialog Box (cont.) In this step, you choose the fields to include on the label and the order in which they will appear. Insert spaces between fields, and press Enter to go to the next line. Select a field and click the arrow to include it.

Computer Literacy BASICS 44 Label Wizard Dialog Box (cont.) In this step, you can choose one or more fields to sort your labels. When you click Next in this box, the final step will be to assign a name to your labels and then preview them before printing them on label paper.

Computer Literacy BASICS 45 Summary To rearrange database fields in Datasheet view, you must select the columns containing the fields and then drag them to a new location. The Form Wizard helps you create a professional-looking, customized form for entering data.

Computer Literacy BASICS 46 Summary (cont.) Entering and editing data in a form is similar to entering and editing data in a table in Datasheet view. You use the same navigation buttons to move from one record to another. You can sort records in Datasheet view in either ascending or descending order.

Computer Literacy BASICS 47 Summary (cont.) The Find command can save you time looking for records and specific values in a table. The Replace command can save you time finding and replacing specific text. You can create a query to find records that match specified criteria. Access searches for and retrieves data from the table(s) that match the criteria you identify.

Computer Literacy BASICS 48 Summary (cont.) A report allows you to organize, summarize, and print all or a portion of the data in a database. You can choose a Wizard to guide you through the process in creating and formatting a report. When you want to create mailing labels, you create a report object and use the Label Wizard.