1. Microsoft Access Lesson 2 Lexington Technology Center February 13, 2003 Bob Herring On the Web at www.lexington1.net/AdultEd/computer/microsoft_access.htm

2. Access Lesson 2 Review of Tuesday’s Lesson Relational Databases Starting and Quitting Access The Database Window Toolbars and Menus Creating a Blank Database 2

3. Access Lesson 2 Template Databases Choose File, then New Database. Select the “Databases” Tab. Scroll down to the “Service Call Management” Template. Select it and click “OK.” OK Service Call Management 3

4. Access Lesson 2 Naming and Saving the Template Database In order to begin, the database must be named and saved. Select the Floppy Disk Drive (A:) or other location Name the database “Fixit Fast” Click the “Create” button Create Type the File Name 4

5. Access Lesson 2 Database Wizard, Step 1 The database wizard appears Step 1 gives an overview of the types of information in the database Click “Next” Next 5

6. Access Lesson 2 Database Wizard, Step 2 Step 2 presents the tables in the new database Click on each table, then select the fields to be used Check the box marked “Yes, include sample data” Click “Next” Next Sample Data 6

7. Access Lesson 2 Database Wizard, Step 3 Choose the screen displays to use in the new database Click “Next” Next Background Choices 7

8. Access Lesson 2 Database Wizard, Step 4 Choose the report style to use in the new database Click “Next” Next Report Styles 8

9. Access Lesson 2 Database Wizard, Step 5 Choose the title to use in the new database Type “Fixit Fast Home Repair” in the entry box If you want a picture, click the check box, then click “Picture” Click “Next” [C:\Program Files\Common Files\Microsoft Shared\Clipart\cagcat50\Pe02002_.wmf] Next Picture 9

10. Access Lesson 2 Database Wizard, Step 6 On the Finish screen, check the box marked, “Yes, start the database” Click “Finish” Finish Button 10

11. Access Lesson 2 Fixit Fast Database Switchboard When the database is opened, the Database Window is minimized Access opens a form called the “Switchboard” Click “Enter/View Workorders by Customer” Database Window Click Top Button Database Title 11

12. Access Lesson 2 Workorders by Customer Form This form shows customer information, with a sub-form that shows all of the workorders associated with that customer Use the Record buttons to step through the customer list Sub-Form Record Buttons Main Form 12

13. Access Lesson 2 Workorders by Customer Form in Design View Click the Design View Button on the Standard Toolbar, or Select View, then Design View from the Menu bar Design view allows the user to see and change the form’s layout and controls View Button 13

14. Access Lesson 2 Form Controls Click the text box with “ContactFirstName” to select it Click the Properties button on the Standard Toolbar The Properties dialog box allows the user to see and change the box and its contents ContactFirstName Text Box Properties Button 14

15. Access Lesson 2 Button Controls Scroll down to the bottom of the form Click the “Workorders…” button, then the Properties button Click the “Event” tab “Work- orders” Button Event Tab 15

16. Access Lesson 2 Visual Basic Subroutines Supporting Buttons In the “Event” tab, the “On Click” property is associated with an Event Procedure Click the Build button to view the procedure Build Button 16

17. Access Lesson 2 Entering Your Own Information On the main switchboard, click “Enter/View Other Information” Click “Enter/View My Company Information” Customize the form with the correct company information Type: Fixit Fast, etc 17

18. Access Lesson 2 Employees Form Click “Enter/View Employees” Customize the form with the correct company information To add a new employee, click the “New Record” button New Record Button Enter/ View Employees 18

19. Access Lesson 2 Previewing Reports Click “Return to Main Switchboard” Click “Preview Reports,” then “Preview the Sales by Month Report” Enter a beginning date of 1/1/94 and an end date of 12/31/95; click “Preview” Preview Button Preview Report 19

20. Access Lesson 2 Report Preview Window Access generates this report based on your picture/style choice To print the report, click the Print button Click the Design View button to see the report’s design Design View Button Print Button 20

21. Access Lesson 2 Microsoft Access The style and content of the report can be changed here 21

22. Access Lesson 2 Database Window, Tables Tab All of the tables in the database are shown according to the view selected on the standard (database) toolbar To work with a table, select it and click the “Open” or “Design” button depending on the view required 22

23. Access Lesson 2 Database Window, Queries Tab This tab shows saved queries 23

24. Access Lesson 2 Database Window, Forms Tab All forms are listed here The switchboard form is only the format; switchboards are handled by the switchboard manager 24

25. Access Lesson 2 Database Window, Reports Tab Reports are stored and managed under this tab 25

26. Access Lesson 2 Database Window, Macros Tab Any macros in the database appear under this tab 26

27. Access Lesson 2 Database Window, Modules Tab Visual Basic code modules are managed here 27

28. Access Lesson 2 Visual Basic Code Module This is the code in the global code module This code defines a function called “IsLoaded,” which checks to see if the form named in a calling function is open 28

29. Access Lesson 2 Review Template Databases Database Wizard Switchboard Forms Forms and Controls Reports Database Window 29