1. Exploring Microsoft Access 2003
Chapter 2- Tables and Forms: Properties, Views, and Wizards
Robert Grauer and Maryann Barber
Committed to Shaping the Next Generation of IT Experts.
Exploring Office 2003 Vol 1 2/e- Grauer and Barber

2. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
Table Design Basics
Include necessary data
Store data in its smallest parts
E.g., first name, last name
Avoid calculated fields
E.g., birth date rather than age
E.g., employee’s date of hire rather than employee’s length of service
Ensure students understand how to begin the design process by determining the desired output first.
Provide example of splitting fields into their unique values:
Name into first name, last name
address into address, city, state, zipcode
Explain that calculated fields are derived, not stored.
Exploring Office 2003 Vol 1 2/e- Grauer and Barber

3. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
Creating a Table
Two ways to create a table:
Table Wizard is easiest
Design a table yourself
Every field has a field name
Every field has a data type
Primary key – Makes each record unique
Views: Datasheet or Design
Properties – characteristics of an object
Inform students that it is a good idea to use the Table Wizard for their first few tables until they have a better understanding of how to create tables.
Explain the necessity of a primary key, and to let Access create one if there is no obvious unique field for this.
Exploring Office 2003 Vol 1 2/e- Grauer and Barber

4. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
New Table Screen
Click on New Button
Select view for new table
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Table Design View
Primary Key
Field Names
Data Type
Field Properties
Field Descriptions
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Table Wizard Screen
Click Create table using wizard
Select Fields
Discuss the Table Wizard and how it provides a variety of predefined databases including related fields. Also explain how the buttons work that move a single field or all fields to and from the new table.
Click to add selected field
Select from Sample Tables
Exploring Office 2003 Vol 1 2/e- Grauer and Barber

7. Table Wizard Screen (continued)
Enter name for table
Let Table Wizard set the primary key
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8. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
Create an Input Mask
Select Social Security Number
Use Try It box
Select Input Mask
Explain how the input mask can display characters that are not actually saved with the data. This is used to ensure the data entered fits the required format.
Provide examples of using input masks: phone numbers, SSN, part numbers, etc.
Click Build button
Select Yes for Required property
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9. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
Forms
Form view
Displays completed form
Used to enter or modify data in underlying table
Design view
Used to create or modify the form
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What They Look Like
Form View
Design View
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Form Wizard
Click New button
Click Form Wizard
Select Table
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Form Wizard (continued)
Click >> to select all fields for form
Click Next >
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13. Exploring Office 2003 Vol 1 2/e- Grauer and Barber
Creating a Form
Controls
Bound control — has data source
Unbound control — no data source
Calculated control — expression as data source
Discuss each of the three controls and when you would use each:
Bound control – to display data from the underlying table
Unbound control – to display a title or heading
Calculated control – The combination of data and an expression (e.g. GPA)
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Form Design View
Unbound control
Sizing handles
Bound Control
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Form View
Unbound control
Bound Control
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Sophisticated Forms
Additional controls to use on forms
Drop-down list box (using Lookup Wizard)
Check box
Option group
Command buttons
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Lookup Wizard
Enter the Majors
Explain how the Lookup Wizard works and what it can be used for. Especially useful in providing options to choose from.
Select to type the values
Select Lookup Wizard
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Add New Controls
Describe how to access the toolbar and use floating field names window. It is very easy to click and drag another field onto the form.
View->Field List
Click and drag field from field list to form design grid
Major is then added as a combo box
Exploring Office 2003 Vol 1 2/e- Grauer and Barber