1. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. Office Access 2003 Lab 2 Modifying a Table and Creating a Form Quiz 3: Access Chapter 1 Monday

2. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-2 Objectives 1.Navigate a large table. 2.Change field format properties. 3.Set default field values. 4.Insert a field. 5.Define validation rules.

3. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-3 Objectives continued 6.Hide and redisplay fields. 7.Find and replace data. 8.Use Undo. 9.Sort records 10.Format a Datasheet.

4. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-4 Objectives continued 11.Create a form to simplify data entry. 12.Preview, print, close, and save a form. 13.Identify object dependencies. 14.Add file and object dependencies. 15.Add file and object documentation.

5. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-5 Concept Preview Format Property Default Value Property Validity Rule Expression Find and Replace Sort Form

6. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-6 Outline Navigating a Large Table –Moving Using the Keyboard –Moving Using the Navigation Buttons –Moving Between Fields

7. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-7 Outline continued Customizing and Inserting Fields –Setting Display Formats –Setting Default Values –Inserting a Field –Defining Validation Rules Hiding and Redisplaying Fields –Hiding Fields –Redisplaying Hidden Fields

8. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-8 Outline continued Finding and Replacing Data –Finding Data –Using Undo –Replacing Data Sorting Records –Sorting on a Single Field –Sorting on Multiple Fields

9. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-9 Outline continued Formatting the Datasheet –Changing Background and Gridline Color –Changing Text Color Creating and Using Forms –Using the Form Wizard –Navigating in Form View –Adding Records in a Form

10. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-10 Outline continued Previewing and Printing a Form –Printing a Selected Record Identifying Object Dependencies Setting Database and Object Properties –Documenting a Database

11. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-11 Outline continued Key Terms FAQs Discussion Questions

12. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-12 Navigating a Large Table Total records in table

13. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-13 Moving Using the Keyboard KeysEffect [Page Down]Down one page [Page Up]Up one page [Ctrl] + [Page Up]Left one window [Ctrl] + [Page Down]Right one window [End]Last field in record [Home]First field in record [Ctrl] + [End]Last field of last record [Ctrl] + [Home]First field of first record [Ctrl] + [up arrow]Current field of first record [Ctrl] + [down arrow]Current field of last record

14. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-14 Moving Using the Navigation Buttons ButtonEffect First record, same field Previous record, same field Next record, same field Last record, same field New (blank) record

15. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-15 Moving Between Fields

16. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-16 Customizing and Inserting Fields Add and delete fields Add restrictions on data Define how data will be displayed

17. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-17 Setting Display Formats

18. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-18 Concept 1 Used to specify the way data are displayed and printed Does not change the way Access stores data, only the way it is displayed Can create a custom format or choose from predefined formats Format Property

19. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-19 Predefined Formats Text and Memo Data Types SymbolMeaningExample @Required text character or space @@@-@@-@@@@ 123456789 as 123-45-6789 >Forces to uppercase smith as SMITH <Forces to lowercase SMITH as smith &Optional text character @@-@@& 12345 as 12-345 Check page 9

20. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-20 Concept 2 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 Default Value Property

21. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-21 Setting the Default Value

22. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-22 Inserting a Field New field inserted and defined

23. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-23 Concept 3 Validation rules Used to control the data that can be entered in a field Expression that defines acceptable data Validation checks are done automatically Validation text Message that appears if invalid data is entered Can create your own message or use default message Validation Rules

24. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-24 An expression is a formula consisting of symbols. Produces a single value Create an expression by combining – identifiers – operators – values Concept 4 Expression

25. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-25 Comparison Operators OperatorMeaning =Equal to <>Not equal to <Less than >Greater than <=Less than or equal to >=Greater than or equal to

26. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-26 Expression Examples ExpressionResult =[Sales Amount] + [Sales Tax]Sums value in two fields =“F” OR “M”Includes F or M entries only >=#1/1/99# AND <=#12/31/99#Greater than or equal to 1/1/99 and less than or equal to 12/31/99 =“Workout Gear”Includes the entry Workout Gear only

27. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-27 Entering an Expression Expression Error message text

28. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-28 Valid Entries Error message appears when an invalid entry is made

29. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-29 Hiding And Redisplaying Fields Hide fields to see more on screen –Choose Format/Hide Redisplay hidden fields –Choose Format/Unhide

30. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-30 Hiding Fields Street field through phone field is hidden

31. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-31 Redisplaying Hidden Fields Hidden fields are not selected

32. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-32 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 Concept 5 Find and Replace

33. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-33 Finding Data Enter text to find

34. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-34 Find and Replace Dialog Box Options OptionEffect Look inSearches current field or entire table MatchLocates matches SearchSpecifies the direction in which the table will be searched Match caseCase-sensitive search Search fields as formatted Finds data based on its display format

35. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-35 Finding Data Find occurrence of located text

36. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-36 Using Undo Undo will cancel your last action as long as you have not made any further changes Can undo if record has been saved by using Undo Saved Record Original name restored

37. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-37 Replacing Data Search table to find data Replace one entry with another More efficient than searching one record at a time

38. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-38 Find & Replace Replacement text

39. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-39 Rearrange a table's records by sorting in a different order Sorting helps you find information quickly Can sort by a single field or by multiple fields Concept 6 Sort

40. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-40 Sorting on a Single Field Ascending order Sorting options

41. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-41 Sorting on Multiple Fields Records sorted by last name and by first name within the same last name

42. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-42 Formatting the Datasheet Enhance the appearance of the datasheet by applying formatting options Can change the appearance of –Cells –Gridlines –Background and gridline colors –Border and line styles Datasheet formats affect the entire datasheet

43. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-43 Changing Background and Gridline Color Sample of selected background and gridline color

44. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-44 Changing the Text Color Adds bold Adds background color Changes text color

45. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-45 Concept 7 A form is a database object used to display records onscreen Forms are based on underlying tables Include design control elements –Descriptive text –Titles & labels –Lines, boxes, and pictures Forms can use calculations Forms

46. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-46 A form provides an easy way to enter and display the data stored in a table. You can see all of the fields in a single record without scrolling.  Form View  Design View - Three types of controls (objects):  A bound control: has a data source.  Unbound control: no data source, used to display title, label.  A calculated control: contains an expression rather than field( +,-, /)

47. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-47 Form Design View Click and drag to move Toolbox Sizing handles

48. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-48 Form View Current RecordTotal Number of Records

49. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-49 The Form Wizard An easy way to create Access forms Select fields from underlying table Place fields in tab order – the order you want them to appear on the form Select layout Select style Enter a name for the form

50. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-50 Using the Form Wizard Fields in selected table Table to use as source for forms Specify fields to display in forms

51. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-51 Select Fields First field to display in form Adds all fields to form Adds selected field to form

52. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-52 Select Form Layout

53. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-53 FormLayout StyleDescription Columnar Presents data in columns Tabular Presents data in a table layout Datasheet Selected data in rows and columns Justified Presents data in rows Layout Style

54. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-54 Form Style Sample of selected style Form styles

55. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-55 Enter Name for Form Enter name for form

56. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-56 Completed Form Form view toolbar Formatting toolbar View

57. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-57 Viewing Data Field data Field names

58. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-58 Navigating in Form View Use the same navigation keys in Form view that are used in Datasheet view Move between fields by using –TAB –ENTER –SHIFT +TAB –The directional keys on the keyboard

59. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-59 Finding a Record in Form View Picture displayed in form

60. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-60 Adding Records in a Form Use form to enter a new record

61. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-61 Previewing and Printing a Form Print Preview displays the view you were using last

62. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-62 Printing a Selected Record Display record in the form Click the selector bar to select the record Next, select File/Print Record selector bar

63. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-63 Identifying Object Dependencies A form is an object added to the database Many objects are dependent on other objects –A form is dependent on the database table –A form needs a table for content data

64. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-64 Dependencies from view menu Object Dependencies task pane Shows objects depends on the Employee Records table

65. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-65 Documenting a Database Title Subject Author Keywords Comments

66. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-66 File Properties

67. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-67 Key Terms character string comparison operator Default Value property expression Find and Replace form format Format property identifier operator sort tab order validation rule validation text value

68. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-68 FAQs 1.I typed the name data in lower case in my table and now I would like the name to be in upper case. Is there an easy way to do this? 2.How do I make sure a certain value is entered in a field?

69. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-69 FAQs 3.My table is large and I can't see all the fields on the screen. Any suggestions? 4.How does the Undo command work in Access?

70. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-70 FAQs 5.How can I sort on more than one field? 6.How can I enhance the appearance of my datasheet? 7.What is a form and how do I use it? 8.Are forms required in order to view the data and add records in a database?

71. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-71 Discussion Questions 1.Discuss several different format properties and how they are used in a database. 2.Discuss the different types of form layouts and why you would use one layout type over another.

72. McGraw-Hill Technology Education © 2004 by the McGraw-Hill Companies, Inc. All rights reserved. 2-72 Discussion Questions 3.Discuss how validity checks work. What are some advantages of adding validity checks to a field? Include several examples. 4.Discuss the different ways records can be sorted. What are some advantages of sorting records?