1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 11 Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Access 2007 Chapter 6 Data Protection Robert Grauer, Keith Mulbery, Maurie Wigman Lockley

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Establish Data Validity Create a Lookup Modify a Lookup by Adding and Deleting Values Create and Modify a Multivalve Lookup Field Work with Input Masks Add and remove pivot fields

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Objectives Create Forms Using the Forms Tools Create Custom Forms Using Design View Add Action Buttons and Combo Box Controls Create Subforms Fashion Functional Formats

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Data Validity It is important data be accurate and valid  It is the only way to ensure accuracy Remember:  Reports, forms, queries all based on table data  Garbage In = Garbage out

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Data Validation in Access Tools that help control the type and accuracy of data entered Some validation provided in Access by default  Once data type declared, data entered must match  Primary key fields must be populated  Data in primary key fields cannot be duplicated

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Types of Validation Required – data must be entered in field Default Values – supplies a given value in each field automatically Required property Default Value property

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 77 Types of Validation Input Mask – forces data conformity Lookup Lists – values that can be chosen for a field Input Mask property Lookup field properties tab

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Setting Required Field Properties In Design view  Select the field  In Field Properties pane, select Required Ensures field must be populated in all records Required property YES value in Required property

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Setting Default Value Field Properties In Design view  Select the field  Select Default Value field  Enter the value desired Ensures that field must be populated in all records Used primarily when the majority of records will share the same field value Value entered in Default property Default Value property

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Validation Rule Allows the construction of a logical rule that data must comply with Mathematical rules may be built with the Expression Builder Validation Text

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Validation Text Serves as an informative message or prompt  Informs the user that data entered is invalid  Provides a general explanation of why validation was not met Validation Text

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Validation Message Validation text  A user friendly message  Appears when data entry is violated No validation text  Results in a difficult to understand message With validation text Without validation text

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Creating Lookup Fields Lookup fields  Speeds data entry  Ensure data accuracy Create a lookup field in the easiest manner  Select Lookup Wizard in the drop-down data type field box  The Lookup Wizard will begin Select Lookup Wizard

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Using the Lookup Wizard – Screen 1 Type your own values OR Use existing values Choose this options to type in values Choose this option to use existing values Field list

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Using the Lookup Wizard – Screen 2 Type field values you desire OR Choose the table/query and the fields needed Choose the field you wish to pull values from Choose the tables and/or queries needed Type the values you wish to use OR

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Using the Lookup Wizard – Screen 3 When supplying your own values  You will be prompted to label (name) the column  Click Finish to end the Wizard Click Enter a label for the column

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Using the Lookup Wizard – Screen 3 When using fields from a table/query  You will be prompted to choose the sort order for your field Click Enter a label for the column

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Using the Lookup Wizard – Screen 4 When using fields from an existing table or query  You will be prompted to adjust the width of your column Drag column edge to adjust width

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Using the Lookup Wizard – Screen 5 When using existing fields  You will be prompted to label (name) the column  Click Finish to end the Wizard Click Enter a label for the column

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Modifying a Lookup Field Identify the record source of the data Change the data in the source object (add or delete values) Data immediately added or deleted to the field This step does not reclassify existing data  Existing data must be updated manually or with a query

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Trouble Identifying Record Source? Click the Lookup tab in the Field Properties section Locate the Row Source property Object name after the word FROM identifies source Row Source value

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Create a Multivalue Lookup Field To allow for more than one value  Select the Allow Multiple value check box Click Enter a label for the column

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Input Masks Specifies exact formatting of input data Uses special characters for format specification Only used with text and date fields Common mask characters  0 Digit (0 to 9, entry required)  9 Digit or space (entry not required)  # Digit or space (entry not required)

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Create an Input Mask May be entered directly OR May use the Input Mask Wizard Use the Input Mask Wizard Enter mask characters directly into Field Properties

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Forms Provide an attractive user interface Aids in data entry

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Methods of Form Creation You can create a form using:  Form, Split and Multiple Form Tools  Datasheet Tool  Form Wizard  Blank Form Tool  Pivot Chart and Table Tools  Form Design View

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 The Form Tool One click method Creates a very simple and basic form Can be altered and enhanced in Design view Drop data field Form created with Form tool

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 The Split Form Tool Creates a two part form including all fields  One section is in Form view  One section is in Datasheet view Edits are synchronized Form View Datasheet view Split Form Tool

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Multiple Items Tool Resembles a datasheet Faster navigation/data entry than normal forms Multiple Items Tool

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30 Datasheet Forms Identical copy of a form in terms of looks Has different protection features applied than the original form To create  Choose More Forms from the Forms group  Select Datasheet from the drop down list More Form command

31. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 31 PivotTable and PivotChart Forms Work the same as in query/table view Create from PivotChart button on the Forms group OR Click More Forms Tool in the Forms group Choose PivotTable from the drop down list More Form Tool

32. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 32 Using Design View to Create a Form Allows for customization and personalization of forms Click the Blank Form tool in the Forms group Drag Fields onto the Design grid Field List Design Grid

33. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 33 Action Buttons Allows you to add navigational/other types of buttons Wizard guides you through the creation Button tool Navigational Button

34. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 34 Subforms Form that exists within another form Updated/viewed separately or with its parent form Normally, a one-to-many relationship exists between the two forms Subform (child) Primary form (parent)

35. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 35 Form Customization To customize a form  First remove the default layout Accomplished with the Remove Layout tool Reposition controls as desired Reposition several controls at once by selecting multiple (shift-click) controls

36. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 36 Form Customization Also customize by:  Adding a theme Click Autoformat on the Format Tab  Add additional unbound controls where useful  Use groupings, labels and pictures for visual effect

37. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 37