1. Microsoft Office Access 2010 Lab 2
2016
Modifying and Filtering a Table and Creating a Form
In this lab, you will learn how to modify a database by changing field properties, default values, and create a lookup field. You will also learn how to sort and filter; as well as how to create, modify, and print a form.

2. Access Lab 2 Objectives Change field format properties
Set default field values
Define validation rules
Hide and redisplay fields
Create a lookup field
Search, find and replace data

3. Objectives continued…
Sort records
Format a datasheet
Filter a table
Create and use a form
Modify the layout of a form
Add a record using a form

4. Objectives continued…
Organize the Navigation Pane
Preview, print, close, and save a form
Identify object dependencies

5. Concept Preview Format Property Default Value Property Validity Rule
Expression
Lookup Field
Find and Replace
Sorting
Filter
Form
Controls
Theme
Format Property - Use the Format property to create custom formats that change the way numbers, dates, times, and text display and print.
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.
Validity Rule - 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.
Expression - An expression is a formula consisting of symbols
Lookup Field – This field provides a list of values from which the user can choose to make entering data into that field simpler and more accurate
Find and Replace - The Find and Replace feature helps you quickly find specific information and automatically replace it with new information.
Sorting – Sorting is used to quickly rearrange the records in a table in a different order.
Filter – A filter is a restriction placed on records in the open datasheet or form to quickly isolate and display certain records.
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.
Controls – Controls are objects that display information, perform actions, or enhance the design of a form or report.
Theme – A theme is a predefined set of formatting choices that can be applied to an entire document in one simple step.

6. Concept 1
Format Property
Used to specify the way numbers, dates, times, and text in a field are displayed and printed
Does not change the way Access stores data, only the way data is displayed
Can create a custom format or choose from predefined formats
Use the Format property to create custom formats that change the way numbers, dates, times, and text display and print.

7. Concept 2 Used to specify a value when a new record is created
Default Value Property
Used to specify a value when a new record is created
Used when most of the entries in a field will be the same for the entire table
Users can accept this value or enter another value
Saves time while entering data
The Default Value property saves time while entering data because it enters a default value for you
The Default Value property is used to specify a value that is automatically entered in a field when a new record is created
For example, if you are entering state information where most of the entries live in the same state
Commonly used when most of the entries in a field will be the same for the entire table
When users add a record to the table, they can either accept this value or enter another value

8. Concept 3
Validation Rule
Validation rules are used to control the data that can be entered in a field
Validation checks are done automatically
Validation text
Message that appears if invalid data is entered
Can create your own message or use default message
Validity check - A check to make sure the entry is valid
For example – text entered in text fields and numbers entered in numeric fields
Validation rules – An expression that defines acceptable values
Expression – A formula consisting of a combination of symbols that evaluates to a single value
Validation text - Is an explanatory message that appears if a user attempts to enter invalid information in a text field for which there is a validity check
If you do not specify a message, Access will display a default error message, which will not clearly describe the reason for the error

9. Concept 4 An expression is a formula consisting of symbols
Produces a single value
Create an expression by combining
identifiers
operators
values
In a table, you can enter an expression to restrict the data entry in a Gender field to the letters "F" or "M".

10. Concept 5
Lookup Field
Provides a list of values from which the user can choose to make entering data into that field
Simpler and more accurate.
Gets the values from an existing table or a fixed set of values that are defined when the lookup field is created.
Two Lookup field types :
Lookup list – uses another table as the source for values
Creates a relationship between the tables
Value list – uses fixed values for the source values
Used only for values that will not change often
A lookup field provides a list of values from which the user can choose to make entering data into that field simpler and more accurate.
The lookup field can get the values from an existing table or a fixed set of values that are defined when the lookup field is created.
Lookup List - When the lookup field uses a table for the values it displays, an association is created between the two tables.
Value List - A lookup field that uses a fixed list of values entered when the lookup field is created.
A value list should be used only for values that will not change very often and do not need to be stored in a table.

11. Concept 6 Quickly finds specific information
Find and Replace
Quickly finds specific information
Automatically replaces value with new information
Find Command
Locates all specified values in a field
Replace Command
Finds a value and replaces it with another
Use the Find and Replace to avoid scrolling through all the records to locate those that need to be modified.

12. Concept 7 Sorting rearranges the order of the records
Ascending order (A to Z)
Descending order (0 – 9)
Sorting helps you find information quickly
Can sort by a single field or by multiple fields
Sorting - Rearranges data so you can find specific information quickly
In Access you can sort data in ascending order (A to Z or 0 to 9) or descending order (Z to A or 9 to 0).
Can sort all records in a table:
By a single field, such as State
By selecting adjacent columns
By selecting more than one field, such as State and then City
When you select multiple columns to sort, Access sorts records starting with the column farthest left, then moves to the right across the columns. For example, if you want to quickly sort by State, then by City, the State field must be to the left of the City field
Access saves the new sort order with your table data and reapplies it automatically each time you open the table. To return to the primary key sort order, you must remove the temporary sort.

13. Concept 8
Filter
A restriction placed on records in order to quickly display a subset of records
Created by specifying criteria
Can be printed
Filter results cannot be saved
Last filter criteria can be saved & reapplied
Ideal to display the subset for a brief time and then return to the full set of records.

14. Creating a Simple Form 2-14
You can create an onscreen form to make the table easier to view and use.
The onscreen form could be similar to the paper form that is completed (see example above of Employee Data form completed by newly hired employees).
The information from the paper form is used as the source of input for the new record.

15. Concept 9 A form is a database object used to display records onscreen
Forms
A form is a database object used to display records onscreen
Forms are based on underlying tables
Can include design control elements
Descriptive text
Titles & labels
Lines, boxes, and pictures
Forms can use calculations
What are the advantages of using a form?
Can view one record at a time
Fewer errors
Can add instruction buttons like SAVE, FIND, etc.
Can include images
Allows you to work easier with data
Visually more attractive

16. Concept 10
Controls
Controls are objects that display information, perform actions, or enhance the design of a form or report
Most common controls are:
Text controls – display information from the record source
Label controls – display descriptive labels
Controls can be bound or unbound
Access has controls for many types of objects: labels, text boxes, check boxes, list boxes, command buttons, lines, rectangles, option buttons, and more.
The most common controls are text controls and label controls.
Two basic types of controls:
A bound control is linked to a field in an underlying table
An unbound control is not connected to an underlying record source.

17. Concept 11
Theme
A theme is a predefined set of formatting choices that can be applied to an entire document in one step.
Access includes 40 named, built-in themes
Each theme includes two subset of themes: colors and fonts.
Create your own custom themes by modifying an existing theme and saving it as a custom theme.
Make changes to the form colors and fonts by changing the form’s design theme.
Each color theme consists of 12 colors that are applied to specific elements in the form or report.
Each fonts theme includes a set of different body and heading fonts.

18. Stop Here