Access 2010 Advanced - Microsoft Training London

Microsoft Application Series
Access 2010
Advanced
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training while you are on the
course.
Contains unit objectives,
exercises and space to
write notes.
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Quick reference: Access shortcut keys
Command
Keystroke
Add new record
Ctrl +
Builder
Ctrl-F2
Check/uncheck box or option button
spacebar
Close
Ctrl-W
Copy
Ctrl-C
Cut
Ctrl-X
Cut current line and copy to Clipboard
Ctrl-Y
Cycle through sections
F6/Shift-F6
Cycle through tab of each object's type (toggle)
Ctrl-Tab/Shift-Ctrl-Tab
Database window
F11
Delete current record
Ctrl -
Edit/Navigation mode (toggle)
F2
Exit subform and move to next/previous field in next record
Ctrl-Tab/Shift-Tab
Extend selection to next/previous record
Shift-Down/Up
File/Save As
F12
Find
Ctrl-F
Find Next
Shift-F4
Find Previous
Shift-F3
Go To
Ctrl-G
Insert current date
Ctrl ;
Insert current time
Ctrl :
Insert default value
Ctrl-Alt-spacebar
Insert new line
Ctrl-Enter
Insert value from same field in previous record
Ctrl '
Menu bar
F10
Move to beginning/end of multiple-line field
Ctrl-Home/End
Move to current field in first/last record (Navigation mode)
Ctrl-Up/Down
Move to first field in first record (Navigation mode)
Ctrl-Home
Move to first/last field in current record (Navigation mode)
Home/End
Move to last field in last record (Navigation mode)
Ctrl-End
Move to left edge of page
Home or Ctrl-Left
Move to page number/record number box
F5
Move to right edge of page
End or Ctrl-Right
Next window
Ctrl-F6
Open combo box
F4
Open in Design view
Ctrl-Enter
Quick reference: Access shortcut keys
Command
Keystroke
Paste
Ctrl-V
Print
Ctrl-P
Property sheet
Alt-Enter
Refresh combo box
F9
Replace
Ctrl-H
Re-Query underlying tables in subform
Shift-F9
Save current record
Shift-Enter
Screen left/right
Ctrl-PgUp/PgDn
Select/unselect column (Navigation mode)
Ctrl-spacebar
Switch to Form view
F5
Turn on Move mode
Ctrl-F8
Undo
Ctrl-Z
Undo previous extension
Shift-F8
Zoom box
Shift-F2
Course Objectives
1.
2.
3.
4.
5.
6.
7.
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PivotTables and PivotCharts
Creating advanced forms
Creating macros
Exploring Access SQL
Using Hyperlinks And Customising Access
Managing databases
Security fundamentals
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Page 1
PivotTables and PivotCharts
Unit 1 objectives
• Create a PivotTable to analyze and
compare large amounts of data
• Summarize data, display different views of
data by moving fields and showing and
hiding details, and format the table’s fields
• Create a PivotChart to graphically display
the data from a record source
Your notes: Unit 1
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Page 2
Your notes: Unit 1
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Page 3
Pivot Table View
Pivot Chart View
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Page 4
Unit 1 Practice Activity
1. Open Pivot Tables. Open the PivotPrac table.
2. Create a PivotTable based on the data in the table.
3. First move Year to the Row area. Then move Quarter to the Column area and
Product to the Row area (after the Year field).
4. Calculate totals for sales data.
5. Modify the view to display the data for 1999 and 2000 only
(Hint: clear all the other options from the Year list.)
6. Create a PivotChart. Plot the sales value in the chart. Display the legend for the
chart.
7. Change the type of the chart to display the sales value in a single data marker.
8. Change the PivotTable to display the first quarter sales only.
9. Save the table and close it.
10. Close the database.
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Page 5
Creating advanced forms
Unit 2 objectives
• Build a form based on joined tables
• Use functions to automate data entry in
forms
• Create and use grouped controls in forms
• Make a form’s interface user-friendly
• Create and use a subform to view data
from multiple forms
Your notes: Unit 2
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Page 6
Your notes: Unit 2
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Page 7
Create A Form From A MultiTable Query
Output All Fields
Select A Query then in
the Ribbon Select
Create, Form
Then create the form
Query – Include all Fields
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Page 8
Date Function
The Date-Add Function
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Page 9
Create An Option Group
Select the Option Group
Tab Controls
Select the Tab Control
Setting Form Properties for a Read-Only Form
Select Properties and
the Data tab
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Page 10
The Switchboard
The Sub Form
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Unit 2 Practice Activity
1. Open Practice_Advanced_forms
2. Create a form based on the query Products_suppliers. You’ll need to display
all the fields from the Tables Products and Suppliers. Modify the properties of the
query to show all the fields from both the tables. Save the form as
Product_supplier and close it.
3. Open the form Orderform in Design view. Add an option group control to the
form to display Cash and Credit Card as the two payment modes. Cash should
be the default mode of payment. The value of the option group should be stored
in the Payment_mode field of the Order_details table.
4. Switch to form view and add a record to the table. Verify that the correct value is
stored in the Order_details table. Update and close the form.
5. Open the form Order_shipment_dates in Design view. Change the properties in
this form to prevent modification or deletion of any data in the form. However,
you should be able to add new records to the form. Switch to Form view and try
to change the value of Order date with the Order ID as 1, to 12/10/99. Verify that
the data does not change. Save and close the form.
6. Open the form Productform in Design view. Add Orderform as a subform to
this form.
7. Switch to Form view and navigate through the records in the main form. Verify
that the corresponding data is shown in the subform. Update and close the form.
8. Close the database.
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Page 12
Creating macros
Unit 3 objectives
• Create and run macros to automate tasks
• Attach macros to the events of database
objects
Your notes: Unit 3
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Page 13
Your notes: Unit 3
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Page 14
Macro in Design View
The macro design sheet in 2010 has been completely redesigned to allow a wider
range of actions and better control flow logic
Attach Macro to an Event on a form
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Page 15
Data Validation Macro
On the Customerform, call the macro from the On Lost Focus Event of the
Address text box.
AutoKeys
Create keyboard shortcuts
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Page 16
Unit 3 Practice Activity
1. Open Practice _macro.
2. Create a macro to open the Customers table. The table should open in the Edit
mode.
3. Save the macro as Add_customer.
4. Run the macro to open the Customers table and in the Customers table edit the
Customer_name for the last record to read Brian Johnson. Close the table.
5. Modify the macro to also display a message. Click OK to add details for a new
customer.
6. Update and run the macro to verify the modification and then close the table.
Close the macro.
7. Create a new macro to open the form Orderform. Save the macro as
Open_order.
8. Open the Customerform in Design view. Add a command button to the form.
9. Change the caption of the command button to read “View orders”.
10. Attach the macro Open_order to the command button. The macro should run
when you click the command button.
11. Switch to form view. Click the command button to verify that Orderform opens.
Update and close the forms.
12. Close the database.
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Page 17
Exploring Access SQL
Unit 4 objectives
• Identify different clauses in an SQL
statement
• Write SQL statements to create queries
• Attach an SQL statement to a database
object
Your notes: Unit 4
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Page 18
Your notes: Unit 4
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Page 19
Structured Query Language (SQL)
SQL statement to display Matching Data
SQL statement to find Unmatched Data
SQL can be inserted directly into the row source property of either a combo box or
list box, thus enabling more customised selections than would be available if the
control had been built with the wizard
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Page 20
Unit 4 Practice Activity
1. Open Practice_sql.
2. Write a query to display all details about all customers from the Customers table.
Save the query as Show_customers.
3. Run the query to view the results.
4. Modify the Show_customers query to display only the Customer_ID,
Customer_first_name, and Customer_last_name from the table Customers.
5. Update and run the query. Close it.
6. Write a query to view the details of orders from the Order_details table where
the Quantity is greater than 50. Save the query as Bulk_order.
7. Create a command button on the form Orderform.
8. Attach the query Bulk_order to this command button. The query should run
when you click the command button. Set the command button’s caption to View
Bulk Orders.
9. Run the form and click the command button to verify that the query runs. Update
and close the form.
10. Close the database.
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Page 21
Using Hyperlinks And Customising
Access
Unit 5 objectives
• Create and use hyperlink fields in tables
• Customise Access
Your notes: Unit 5
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Page 22
Your notes: Unit 5
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Page 23
Hyperlink field in Design View
Insert E-Mail Hyperlink
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Customising Access
Access can be modified to suit every facet of your needs.
Click Access Options on the File Tab to view the options dialog box
The Options dialog box
General – This pane will allow you modify some of the more basic options.
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Current Database – Adjust the settings, look and functionality of the database you
currently have opened.
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Datasheet – The options in this pane adjust how datasheets are displayed, the color
schemes used in the cells, the font, and the effects applied directly to the datasheet.
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Proofing – These options deal with AutoCorrection and the error checking Access
uses when dealing with input from a user.
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Unit 5 Practice Activity
1. Open Practice_internet_access.
2. Open the Retailer table in design view.
3. Insert a new hyperlink field, Contact_email, in this table. You’ll store the email
address of each contact person.
4. Enter the address for the Retailer with the Retailer_code R001 as
Carol@somecompany.com.
5. Update and close the table.
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Page 29
Managing databases
Unit 6 objectives
• Work with database utilities to optimize
resources
• Use database utilities to secure data
• Encrypt and decrypt databases
Your notes: Unit 6
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Page 30
Your notes: Unit 6
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Page 31
Work Backwards
To open a database in an earlier version, search Files of Type: for the required
version
To save a database in a previous format click Save As and select the required file
type
Default Database Saving to an Earlier version
If you make databases in Access 2010 for use in older versions of Access, use the
Popular tab in the Access Options window to set the file format.
Modify the file format in the Creating Databases section
NB If you create a file to use on an older version of Access, it is a good idea to
periodically check the file on the old version.
As not all of the features from one version to the next will work correctly in an older
version, your database object design may need to be modified.
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Performance Analyzer
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Split A Database
NB: Before splitting your database, it is
recommended you create a backup copy first.
You must also close all open database
objects
The database removes the tables from the source file
and saves them in the back-end database.
All of the tables, when viewed in the objects section of
the database, are shown as linked to the back-end
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Unit 6 Practice Activity
1. Open Practice_manage_database.
2. Save this database to the Access 2002-2003 version as Practice_access2003.
(NB This database will be saved with a 2003 Access icon)
3. Open Practice_manage_database. Analyse the performance of all the objects
in the database.
4. Split the database
5. Observe both the database and the Back-end paying attention to the linked
tables
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Page 35
Security fundamentals
Unit 7 objectives
• Use a password to secure database files
Your notes: Unit 7
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Page 36
Password Protect Database
Open the database as Exclusive to password protect it
Select Encrypt with Password and set the password
Password is needed to open the database
Remove Password
Open Exclusive
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Page 37