Access 2003 Tutorial 2.pdf

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Microsoft
®
Access 2003
Student Edition
Complete
Your Organization’s Name Here
CustomGuide
Computer Courseware
© 2004 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403
This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced,
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CustomGuide, Inc.
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expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
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The names of software products referred to in this manual are claimed as trademarks of their respective companies.
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Table of Contents
Introduction .......................................................................................................................... 7
Chapter One: The Fundamentals...................................................................................... 11
Lesson 1-1: Introduction to Databases.................................................................................12
Lesson 1-2: What’s New in Access 2003?...........................................................................14
Lesson 1-3: Starting Access and Opening a Database .........................................................16
Lesson 1-4: Understanding the Access Program Screen......................................................18
Lesson 1-5: Using Menus ....................................................................................................20
Lesson 1-6: Using Toolbars .................................................................................................22
Lesson 1-7: Filling Out Dialog Boxes .................................................................................24
Lesson 1-8: Keystroke and Right Mouse Button Shortcuts .................................................26
Lesson 1-9: Opening and Modifying Database Objects ......................................................28
Lesson 1-10: Working with Multiple Windows ...................................................................30
Lesson 1-11: Tour of a Table ...............................................................................................32
Lesson 1-12: Adding, Editing, and Deleting Records..........................................................34
Lesson 1-13: Tour of a Form ...............................................................................................36
Lesson 1-14: Tour of a Query ..............................................................................................38
Lesson 1-15: Tour of a Report .............................................................................................40
Lesson 1-16: Previewing and Printing a Database Object...................................................42
Lesson 1-17: Selecting Data ................................................................................................44
Lesson 1-18: Cutting, Copying, and Pasting Data ...............................................................46
Lesson 1-19: Using Undo ....................................................................................................48
Lesson 1-20: Checking Your Spelling .................................................................................50
Lesson 1-21: Getting Help from the Office Assistant..........................................................52
Lesson 1-22: Changing the Office Assistant and Using the “What’s This” Button .............54
Lesson 1-23: Using the Zoom Box ......................................................................................56
Lesson 1-24: Closing a Database and Exiting Access .........................................................57
Chapter One Review............................................................................................................58
Chapter Two: Creating and Working with a Database ............................................... 67
Lesson 2-1: Planning a Database .........................................................................................68
Lesson 2-2: Creating a Database Using the Database Wizard .............................................70
Lesson 2-3: Creating a Blank Database ...............................................................................72
Lesson 2-4: Creating a Table Using the Table Wizard.........................................................74
Lesson 2-5: Modifying a Table and Understanding Data Types ..........................................76
Lesson 2-6: Creating a New Table from Scratch .................................................................78
Lesson 2-7: Creating a Query in Design View ....................................................................80
Lesson 2-8: Modifying a Query...........................................................................................82
Lesson 2-9: Sorting a Query Using Multiple Fields ............................................................83
Lesson 2-10: Developing AND and OR Operators..............................................................84
Lesson 2-11: Creating a Form with the Form Wizard..........................................................86
Lesson 2-12: Creating a Report with the Report Wizard .....................................................88
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Microsoft Access 2003
Lesson 2-13: Creating Mailing Labels with the Label Wizard ............................................90
Lesson 2-14: Database Object Management........................................................................92
Lesson 2-15: File Management............................................................................................94
Lesson 2-16: Compacting and Repairing a Database...........................................................96
Lesson 2-17: Converting an Access Database......................................................................97
Chapter Two Review............................................................................................................98
Chapter Three: Finding, Filtering, and Formatting Data......................................... 105
Lesson 3-1: Finding and Replacing Information................................................................106
Lesson 3-2: Sorting Records ..............................................................................................108
Lesson 3-3: Filtering by Selection .....................................................................................110
Lesson 3-4: Filtering by Form ...........................................................................................112
Lesson 3-5: Creating an Advanced Filter...........................................................................114
Lesson 3-6: Adjusting Row Height and Column Width.....................................................116
Lesson 3-7: Rearranging Columns.....................................................................................118
Lesson 3-8: Changing Gridline and Cell Effects ...............................................................119
Lesson 3-9: Freezing a Field..............................................................................................120
Lesson 3-10: Hiding a Column ..........................................................................................121
Lesson 3-11: Changing the Datasheet Font........................................................................122
Chapter Three Review .......................................................................................................124
Chapter Four: Working with Tables and Fields ......................................................... 129
Lesson 4-1: Understanding Field Properties ......................................................................130
Lesson 4-2: Indexing a Field..............................................................................................132
Lesson 4-3: Adding a Primary Key to a Table ...................................................................134
Lesson 4-4: Inserting, Deleting, and Reordering Fields.....................................................136
Lesson 4-5: Changing a Field’s Data Type ........................................................................138
Lesson 4-6: Using Field Descriptions ................................................................................140
Lesson 4-7: Adding a Caption............................................................................................141
Lesson 4-8: Changing the Field Size .................................................................................142
Lesson 4-9: Formatting Number, Currency, and Date/Time Fields ...................................144
Lesson 4-10: Formatting Number, Currency, and Date/Time Fields by Hand...................146
Lesson 4-11: Formatting Text Fields..................................................................................148
Lesson 4-12: Setting a Default Value.................................................................................150
Lesson 4-13: Requiring Data Entry ...................................................................................151
Lesson 4-14: Validating Data .............................................................................................152
Lesson 4-15: Creating an Input Mask ................................................................................154
Lesson 4-16: Creating a Lookup Field...............................................................................156
Lesson 4-17: Creating a Value List ....................................................................................158
Lesson 4-18: Modifying a Lookup List .............................................................................160
Chapter Four Review .........................................................................................................162
Chapter Five: Creating Relational Databases ............................................................. 167
Lesson 5-1: Understanding Table Relationships ................................................................168
Lesson 5-2: Creating Relationships Between Tables .........................................................170
Lesson 5-3: Enforcing Referential Integrity.......................................................................172
Lesson 5-4: Testing Referential Integrity and Printing and Deleting Table Relationships.174
Lesson 5-5: Understanding Relationship Types.................................................................176
Chapter Five Review..........................................................................................................178
Chapter Six: Working with Queries ..............................................................................181
Lesson 6-1: A Quick Review .............................................................................................182
Lesson 6-2: Understanding the Different Types of Queries ...............................................183
Lesson 6-3: Creating a Multiple Table Query ....................................................................184
Lesson 6-4: Creating a Calculated Field ............................................................................186
Lesson 6-5: Working with Expressions and the Expression Builder..................................188
Lesson 6-6: Using an IIF Function ....................................................................................190
2004 CustomGuide, Inc.
Introduction
Lesson 6-7: Summarizing Groups of Records ................................................................... 192
Lesson 6-8: Display Top or Bottom Values ....................................................................... 194
Lesson 6-9: Parameter Queries .......................................................................................... 196
Lesson 6-10: Finding Duplicate Records........................................................................... 198
Lesson 6-11: Finding Unmatched Records........................................................................ 200
Lesson 6-12: Crosstab Queries .......................................................................................... 202
Lesson 6-13: Delete Queries.............................................................................................. 204
Lesson 6-14: Append Queries............................................................................................ 206
Lesson 6-15: Make-Table Queries ..................................................................................... 208
Lesson 6-16: Update Queries............................................................................................. 210
Chapter Six Review ........................................................................................................... 212
Chapter Seven: Working with Forms ........................................................................... 219
Lesson 7-1: Creating a Form with AutoForm .................................................................... 220
Lesson 7-2: Modifying a Form .......................................................................................... 222
Lesson 7-3: Adding and Deleting Fields............................................................................ 224
Lesson 7-4: Moving and Sizing Controls .......................................................................... 226
Lesson 7-5: Changing the Tab Order ................................................................................. 228
Lesson 7-6: Working with Control Properties ................................................................... 230
Lesson 7-7: Control Property Reference ........................................................................... 232
Lesson 7-8: Working with Form Properties ....................................................................... 234
Lesson 7-9: Form and Report Property Reference ............................................................ 236
Lesson 7-10: Working with Multiple Controls .................................................................. 238
Lesson 7-11: Adding, Cutting, Copying, and Pasting Controls ......................................... 239
Lesson 7-12: Changing a Control’s Data Source ............................................................... 240
Lesson 7-13: Creating a Calculated Control...................................................................... 242
Lesson 7-14: Changing a Control’s Default Value............................................................. 243
Lesson 7-15: Using the Control Wizard ............................................................................ 244
Lesson 7-16: Creating a Subform ...................................................................................... 246
Lesson 7-17: Modifying and Working with Subforms....................................................... 248
Chapter Seven Review....................................................................................................... 250
Chapter Eight: Working with Reports .........................................................................255
Lesson 8-1: Creating a Report with AutoReport................................................................ 256
Lesson 8-2: Modifying a Report........................................................................................ 258
Lesson 8-3: Adding and Deleting Fields ........................................................................... 260
Lesson 8-4: Moving and Sizing Controls .......................................................................... 262
Lesson 8-5: Adjusting Page Margins and Orientation ....................................................... 264
Lesson 8-6: Adding Page Numbers and Dates................................................................... 266
Lesson 8-7: Understanding Report Sections...................................................................... 268
Lesson 8-8: Grouping and Sorting Records....................................................................... 270
Lesson 8-9: Creating Calculated Controls ......................................................................... 272
Lesson 8-10: Working with Section Properties.................................................................. 274
Lesson 8-11: Creating Charts with the Chart Wizard ........................................................ 277
Chapter Eight Review........................................................................................................ 279
Chapter Nine: Formatting Forms and Reports...........................................................285
Lesson 9-1: Formatting Fonts with the Formatting Toolbar .............................................. 286
Lesson 9-2: Changing Text Alignment .............................................................................. 288
Lesson 9-3: Using AutoFormat.......................................................................................... 289
Lesson 9-4: Changing Colors ............................................................................................ 290
Lesson 9-5: Applying Special Effects................................................................................ 291
Lesson 9-6: Using the Format Painter ............................................................................... 292
Lesson 9-7: Adding Pictures and Lines ............................................................................. 294
Lesson 9-8: Aligning Controls with One Another ............................................................. 296
Lesson 9-9: Changing a Control’s Formatting Properties.................................................. 299
Chapter Nine Review......................................................................................................... 301
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