Access 2000 Basic User Manual

Access 2000 Basic User Manual
Access 2000
Basic User Manual
Ebit Solutions Limited
September 1999
Ebit Solutions Limited
www.ebitsolutions.net
IT Support London
Free Microsoft Office Training Manuals
EBIT SOLUTIONS LIMITED
SEPTEMBER 1999
TABLE OF CONTENTS
INTRODUCTION
What Is A Database?
Multiple Users
This Manual
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NEW FEATURES IN ACCESS 2000
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STARTING ACCESS 2000
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To Close A Database
To Open Another Database
To Exit Out Of Access
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THE DATABASE WINDOW
6
TABLES
7
To Open A Table
Title Bar
Menu Bar
Toolbar
Maximise, Minimise & Close Buttons
Row
Column
Vertical Scroll Bar
Horizontal Scroll Bar
VIEWING THE DATA
Navigation Commands
SUBDATASHEETS
To View The Subdatasheet
To Hide The Subdatasheet
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SELECTING DATA
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ENTERING DATA
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To Edit An Existing Record
Creating A New Record
Drop Down Lists
Tick Boxes
To Delete A Record
HIDING, SHOWING AND RESIZING COLUMNS
To Hide A Column(s)
To Unhide Hidden Columns
TO RESIZE A COLUMN
To Move A Column
PRINTING TABLES
To Print The Whole Table
To Print Part Of The Table
PAGE SETUP OPTIONS
To Set Landscape Or Portrait Paper
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PRINT PREVIEW
To Close Print Preview
COPYING DATA TO WORD OR EXCEL
Copying Data To Word
Copying Data To Excel
FINDING DATA
To Find Data
FIND AND REPLACE
To Find And Replace Data
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SORTING THE TABLE
20
To Sort The Table
20
QUERIES
Sorting
Criteria
Calculations
CREATING A QUERY
To Create A New Query
To Print The Query
To Save The Query
To Close A Query
To Open A Query
Changing A Query
Switching Between The Query Datasheet View And Design View
USING CRITERIA IN A QUERY
To Use Criteria In A Query
CRITERIA EXAMPLES
Operators
Wildcard Characters
TEXT EXAMPLES
NUMBER EXAMPLES
DATE EXAMPLES
THE SHOW BOX
To Hide Fields In A Query
SPECIFYING MULTIPLE CRITERIA
SEVERAL CRITERIA IN SEVERAL FIELDS
SEVERAL CRITERIA IN ONE FIELD
Examples Of Several Criteria In One Field
SORTING A QUERY
To Sort A Query
SORTING ON SEVERAL FIELDS
PERFORMING CALCULATIONS IN A QUERY
To Perform A Calculation In A Query
Examples
USING AN ALIAS IN A QUERY
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FORMS
To Open A Form
USING A FORM
To Move Between Records
To Move Between Fields
To Enter Data
To Close A Form
FIELD CONTROLS
Text Box
Drop Down Menu (Combo Box)
Scrolling Menu (List Box)
Option Buttons
Check Boxes
A MAIN/SUBFORM
To Move Between Records On The Main Form
To Move Between Records On The Subform
To Close The Form
REPORTS
TYPES OF REPORT
Columnar AutoReport
Tabular AutoReport
Report Wizard
Label Wizard
Chart Wizard
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CREATING AN AUTOREPORT
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SAVING, CLOSING, OPENING AND PRINTING REPORTS
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To Save A Report
To Close A Report
To Open A Report
To Print A Report
EXPORTING A REPORT TO WORD OR EXCEL
EXPORTING A REPORT TO WORD
EXPORTING A REPORT TO EXCEL
USING THE REPORT WIZARD
TO RENAME A REPORT
MAIL MERGE
USING WORD TO MAIL MERGE WITH AN ACCESS DATABASE
CREATING MAILING LABELS IN ACCESS
To Print The Report
To Close The Report
CONVERTING A DATABASE
To Convert A Database To Access 2000
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INTRODUCTION
Access is a database program, created by Microsoft. The Trust has now started to
use Access 2000 in the Windows NT operating system (which has replaced Access
2.0 running in Windows 3.1).
What Is A Database?
Databases are used to store information in a structured way.
Computerised databases enable you to store large amounts of information. You can
then search for any piece of information or sort the information by any criteria. You
can cross reference the data easily, and extract data to be viewed on screen or
printed out in a variety of different formats.
For example, if you have a database of staff working at a company, you can extract
the names of all staff who work at a certain location and have been with the company
for over 5 years. You can then sort the extracted list alphabetically by surname and
print it out.
Multiple Users
Unlike Word documents and Excel spreadsheets, an Access database can be used by
several people at the same time. The changes made by all the users will be saved
into the same database. This avoids the need to duplicate data as you can create one
single database that everyone can access at any time.
This Manual
This Basic manual is aimed at people needing to use an existing Access 2000
database. If you need to create a new database, you should read this manual and
then read the Intermediate manual.
This manual assumes a knowledge of Windows NT. A familiarity with Excel will also
be useful.
All the pictures in this manual are based on a demonstration Access 2000 database
called Staff2000. you can request a copy of the database from the IT Training team.
All the important instructions in this manual appear in bold. Toolbar button and Menu
commands appear bold and in quotation marks. Keyboard instructions are bold and in
square brackets. For example: In the "Edit" menu, select "Undo", or use the
combination command [Ctrl]+[Z].
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NEW FEATURES IN ACCESS 2000
If you are upgrading from Access 2.0, you will find that Access 2000 looks slightly
different to begin with, but works in the same way.
These are some of the basic new features in Access 2000.
Feature
Description of Change
Toolbars
Toolbar buttons are now flatter.
Menus
In an attempt to simplify the drop down menus, less
popular commands do not initially appear in each menu.
But you can click on the arrow at the bottom of the menu to
view all the available commands.
Database Window
The Database Window has been reformatted.
There is also a new database object, called a Page.
2
Drop Down Lists in
Tables
This is a useful new feature. You can now create a drop
down list in a table to allow users to input values by
selecting them in the list. (Previously you could only do
this on a form).
Sorting
The sort order of records is now saved when you save the
layout of a table (so that the records will appear in the
saved order when you next open the table).
Two Digit Year Dates
Access 2000 recognises two digit dates between the
period 1930 to 2029.
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Feature
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Description of Change
Conditional Formatting
on a Form
You can now format a field on a form so that its formatting
changes depending on its current value. (Editing forms is
covered in the Intermediate Access 2000 manual).
Subdatasheets in
Tables
This is another useful new feature. If two tables are linked
together in a one to many relationship, you can actually
view the data from the sub-table in the main table.
Printing
The Print button now prints out the whole of the current
object (ie table, query, form or report) without opening the
Print dialog box.
Page Setup
Print Setup is now called Page Setup (in the File menu).
This is where you go to change the page orientation, size
and margins.
Print Relationships
You can now print out the relationships between the tables
in your database.
Converting Old
Databases
You can covert old Access databases to Access 2000.
You can also convert an Access 2000 database down to
Access 97 if you need to share it with an Access 97 user.
Access Pages
Pages are a new type of Access object (like tables, queries
and forms).
A Page is like a web form, allowing people to input data
into an Access database via the Internet (or Intranet) using
a web browser such as Microsoft Explorer.
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STARTING ACCESS 2000
Access 2000 can be started up using the Start button.
•
Click on the “Start” button, select “Programs” and then select “Microsoft
Access”
The Microsoft Access window will open up…
… and then a dialog box will appear asking you if wish to open an existing database or
create a new one.
This manual does not cover creating a new database (see the Intermediate Access
2000 manual).
•
Select “Open an Existing
Database”
The four most recently used databases are
shown in the list. If the database you wish
to open is shown in the list.
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Select the database
•
Click “OK”
If the database is not shown in the list you
can use the More Files option to locate all
other databases.
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Select “More Files”
•
Click “OK”
The Open dialog box will appear.
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The Open Database dialog box allows you to open any existing Access database.
•
Navigate through the folder structure to select the folder the database is
stored in
The Access databases stored in that folder will be displayed.
•
Select the database
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Click "OK"
The database will open up in the Database Window.
To Close A Database
•
In the "File" menu, select "Close"
To Open Another Database
You can only have one database open at a time. If you already have one open, it will
automatically be closed when you try to open another.
•
In the "File" menu, select "Open"
The Open Database dialog box will appear. Follow the steps shown above.
To Exit Out Of Access
•
In the "File" menu, select "Exit"
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THE DATABASE WINDOW
When you open an existing database, the first window you will see is the Database
window.
The Database window
contains the seven different
elements of an Access
database: Tables, Queries,
Forms, Reports, Pages,
Macros and Modules.
Each element is accessed through a tab on the left of the window.
The Tables tab is currently selected, so that all the tables of the database are visible.
Here is a brief description of each element.
Element
6
Function
Tables
Tables are the key part of the database. Tables are used to store all
the information that is contained in the database.
Queries
Queries are the questions that you ask your database about the data
stored in it. To run a query is to extract a particular set of information
from the database.
Forms
Forms are used to provide an easy way to view or enter data into the
database. You can input data straight into the Tables. But Forms
can be created containing colours, design elements and drop down
menus, that make it easier to enter new data.
Reports
Reports are used to print out data from your database. You can print
out Tables and Queries as well, but Reports can be formatted to
produce more professional looking documentation.
Pages
Pages are Internet/Intranet Forms. They can be used to input data
into an Access database via the Internet (or Intranet) using a web
browser such as Microsoft Explorer.
Macros
Macros are an advanced way of automating common tasks in the
database.
Modules
Modules are an advanced way of automating common tasks in the
database using Visual Basic programming.
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TABLES
Tables are the main part of the database. Tables are used to store all the information
that is contained in the database.
You can have many tables in a database, and you can tell Access the relationships
between the data in each table so that it can link all the tables together.
Access Tables look similar to Excel spreadsheets (a grid of intersecting rows and
columns).
To Open A Table
The database tables are visible in the Tables tab in the Database window.
•
Click on the Tables tab
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Select the table
•
Click on the "Open" button
The Table will open up, containing many
basic windows elements that you will be
familiar with from Word or Excel.
Title Bar
Menu Bar
Column (Field)
Minimise
Maximise
Close
Toolbar
Row
(Record)
Vertical
Scroll Bar
Record
Selector
Horizontal
Scroll Bar
Title Bar
The blue Title Bar contains the name of the application (Microsoft Access) and the
name of the table currently open.
Menu Bar
The Menu Bar allows you to access all the 'commands' that are used to make things
happen in your database.
Toolbar
The Toolbar contains buttons that are shortcuts for actions that can otherwise be
performed through the menu commands.
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Maximise, Minimise & Close Buttons
the Maximise, Minimise and Close buttons are used to control the size of the Access
window.
The Minimise button is used to minimise the window down to a small button on the
Taskbar at the bottom of the screen. Click on the button to open the window up again.
The Maximise button is used to maximise the size of the Access window, to make it fill
the screen. The button will then change to the Restore button. Click on the Restore
button to return the window to its previous size.
The Close button is used to exit out of Access.
Row
Each row in the table represents one Record of information. For example, in our Staff
List table, each record contains information about one member of staff.
Column
Each column in the table contains Fields. The information in the fields in one column
all relate to one fact or type of information. For example, in our Staff List table, each
field in the third column contains the surname of each member of staff.
At the top of each column is a Field Heading, describing the type of data stored in the
column.
Fields
Records
For example - in our Staff database, the Staff List table contains information about the
people working at a company - each row in the table contains data relating to one
person, and each column will contain data relating to different facts about each
person, such as Surname, Department, Date of Birth, Sex, etc.
Vertical Scroll Bar
The Vertical Scroll Bar is used to move up and down the table. Click on the up arrow
at the top of the bar to scroll up. Click on the down arrow at the bottom of the bar to
scroll down.
Horizontal Scroll Bar
The Horizontal Scroll Bar is used to move left and right across the table. Click on the
right arrow to scroll right. Click on the left arrow to scroll left.
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VIEWING THE DATA
You can use the Vertical Scroll bar to scroll up and down the table. If there are a large
number of fields (columns) of data, you can use the Horizontal Scroll Bar to scroll, left
and right, across the table.
You can also use the Record Selector at the bottom of the screen to move between
records.
First
Record
Previous
Record
Current
Record
Next
Record
Last
Record
New
Record
Total
Number of
Records
First Record
Returns you to record 1
Previous Record
Moves you back one record
Current Record
Displays the record currently selected. You can click in this
area and type the record number you would like to move to,
then press [Return]
Next Record
Moves you forward one record
Last Record
Moves you to the last record in the table
New Record
Creates a new record at the bottom of the table
Total Number of
Records
Displays the total number of records in the table
Navigation Commands
There are some keyboard navigation commands that can be used to move around the
table.
[Tab]
Moves you to the next field
[Shift]+[Tab]
Moves you to the previous field
[Home]
Moves you to the first field in the current record
[End]
Moves you to the last field in the current record
Arrow Keys
Move you up, down, left and right by one field
[Ctrl]+[Home]
Moves you to the very first field in the table
[Ctrl]+[End]
Moves you to the very last field in the table
[Page Up]
Moves you one screen view up the table
[Page Down]
Moves you one screen view down the table
[Ctrl]+[+]
Moves you to the new blank record at the bottom of the table
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SUBDATASHEETS
Subdatasheets are a handy new feature in Access 2000.
If a table is linked to another table, you can view and edit the data from both tables in
the main table.
The expand subdatasheet control at the beginning of a record
the subdatasheet for that record.
allows you to view
To View The Subdatasheet
•
Click on the Expand control for the appropriate record
To Hide The Subdatasheet
When the subdatasheet is showing, the expand control changes to the collapse
control.
•
10
Click on the Collapse control
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SELECTING DATA
You can select fields, records and columns in any table.
The Field Headings are used to select columns. The Record Selectors are used to
select records.
Column Selector
(containing Field Heading)
Record
Selector
You will need to select data if you wish to delete it, move it or copy it.
☺ TIP
You can copy and paste data from an Access table into any Word document
or Excel spreadsheet (see section on Copying Data to Word or Excel).
These are the techniques for selecting data:
Selection
Method
One Record
Click on the record selector at the beginning of the record.
Several Records
Click and drag down across the record selectors.
Every Record
In the "Edit" menu, select "Select All Records". Or use the
[Ctrl]+[A] command.
One Column
Click on the Column Selector (containing the field heading) at
the top of the column.
Several Columns
Click and drag across the field headings at the top of the
columns.
One Field
Position the cursor at the very beginning of the field, so that the
cursor changes to a white cross, and click.
Several Fields
You can use the Excel method of dragging across the fields to
select them, but only if you position at the very beginning of the
first field, so that the cursor changes to a white cross. Then
click and drag across all the fields you wish to select.
Alternatively you can click in the first field, then hold down the
[Shift] key and click in the last field.
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ENTERING DATA
You can create new records at the bottom of the table, or edit existing records.
To Edit An Existing Record
•
Click in the field you wish to edit, to insert the flashing Text Insertion Point
You can then use the [Backspace] key to delete text to the left of the flashing line, or
the [Delete] key to delete text to the right of the flashing line. You can also use the left
and right arrow keys to move left and right, one character at a time, through the text.
•
Type in the appropriate changes
The changes made to any row are automatically saved when you move out of that row.
When you edit a row, the
symbol appears in the record selector for that row. This
symbol means that the row is being edited. When you move out of the row, the edit
symbol disappears, and the changes to that row are saved.
Creating A New Record
•
Click on the "New" button
You will be moved to the empty row at the bottom of the table. You can use the [Tab]
key to move through the fields in the row.
•
☺ TIP
Type in the new data
You can use the [Ctrl]+['] command to automatically enter the same text into
a field that appears in the field directly above.
Drop Down Lists
A new feature in Access 2000 allows you to create a drop down list in a table.
If a drop down list has been
created for a field, an arrow will
appear when you click in that
field.
•
Click on the arrow to
bring up the full list
•
Click in the list to select
the appropriate value
Your selection will be entered into the field.
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Tick Boxes
Check boxes in Access 2.0 tables have been replaced with tick boxes in Access 2000
tables. These are used in fields which can only contain a yes or no value.
For example, is the person a car user.
A tick means yes, an empty box means no.
•
Click in the box to add and remove the tick
To Delete A Record
You cannot always delete records in a table. It depends on how the table was set up,
or whether old data is kept for archiving purposes. Ask the owner of your database if
you should delete records.
•
Select the record
•
In the “Edit” menu, select “Delete” or press the [Delete] key
A dialog box will appear, asking you if you are sure you wish to delete the record.
•
Click "Yes"
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HIDING, SHOWING AND RESIZING COLUMNS
If there are a lot of columns in a table, you can hide columns to make it easier to
navigate around the table.
To Hide A Column(s)
•
Select the column(s)
•
In the "Format" menu, select "Hide Columns"
The selected columns will now be hidden.
To Unhide Hidden Columns
•
In the "Format" menu, select "Unhide Columns"
The Unhide Columns dialog box will appear.
This contains a list of all your column
headings. The column headings without a
tick by them are not showing in the table.
•
Click on the box next to the Column
Heading to add a tick
•
Repeat for each column you wish to
unhide, then click on the "Close"
button
To Resize A Column
Columns are resized using the right side of the column selectors, at the top of the
column.
•
Position the cursor at the right side of the column selector for the column
you wish to resize
•
Click and drag to the right to increase the width, or to the left to decrease the
width
To Move A Column
You can change the order of the columns in a table.
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Click on the column selector to select the column (and then release the
mouse button)
•
Click and drag on the column selector to move the column
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PRINTING TABLES
You can print out a whole table, or just a few records or columns of information.
To Print The Whole Table
•
Click on the "Print" button
To Print Part Of The Table
Select the fields, records or columns that you want to print.
•
In the “File” menu, select “Print”
The Print dialog box will appear.
You can use the Print Range
options to control how much of the
table is printed:
All - prints the whole table
Selection - prints just the selected
records or columns
Pages - allows you to specify a
range of pages if the table is too big
to fit on one page
•
Select the appropriate Print
Range
•
Click "OK"
PAGE SETUP OPTIONS
You can change the page setup options to make the table print out on portrait or
landscape paper.
To Set Landscape Or Portrait Paper
•
In the "File" menu, select "Page Setup"
The Page Setup dialog box will appear.
•
Click on the “Page” tab
•
In the Orientation options, select Portrait or
Landscape
•
Click “OK”
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PRINT PREVIEW
Print Preview can be used to see how a table will look when it is printed out.
•
Click on the "Print Preview" button
The Print Preview screen will appear, showing how the table fits on the A4 page.
You can click on the page to zoom in to see the page in more detail. Then click again
to zoom out.
These are the main buttons you will need to use on the Print Preview toolbar.
Print
Zoom
Close
Print - prints the whole table out.
Zoom - zooms you in and out on the page.
Close - closes Print Preview and returns you to your table.
You can use the page navigation buttons at the
bottom of the window to see how many pages
the data will print out on.
First
Page
Previous
Page
Next
Page
Last
Page
To Close Print Preview
•
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Click on the “Close” button on the Print Preview toolbar
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COPYING DATA TO WORD OR EXCEL
You can copy all, or part of, the data in your table into Word or Excel.
Copying Data To Word
•
Use the Record Selectors or the Field Selectors to select the rows or
columns you wish to copy
•
Click on the “Copy” button
•
Open Word
In Word.
•
Click in the document text to choose the insertion point
•
Click on the “Paste” button
The data will be pasted into your document as a Word table.
Copying Data To Excel
In your Access table.
•
Use the Record Selectors or the Field Selectors to select the rows or
columns you wish to copy
•
Click on the “Copy” button
•
Open Excel
In Excel.
•
Click in the spreadsheet to choose the insertion point
•
Click on the “Paste” button
The data will be pasted into your spreadsheet.
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FINDING DATA
The Find facility allows you to locate specific data in your table quickly.
The Find facility also contains Find and Replace, used to find all the occurrences of a
particular word and to replace it with something else.
To Find Data
If you know which field contains the data you wish to search for, and you wish to
search the whole column from the top.
•
Click in the first cell in the column you wish to search
•
Click on the "Find" button
The Find dialog box will
appear.
•
In the Find What
box, enter the text
you wish to find
The Look In field specifies which field to search through. This will display the last field
you clicked in. But you can change it to select the whole table.
The Match control allows you choose how the find text must match the contents of the
field.
Whole Field – looks for fields that contain exactly the text entered in the Find What
box.
Any Part of Field – looks for fields that contain at least the text entered in the Find
What box.
Start of Field – looks for fields that start with the text entered in the Find What box.
•
Select the appropriate options
•
Click on the "Find Next" button to find the next instance of the search text
(starting from the cell you last clicked in)
Access will find and select the field containing this text in your table.
•
Click on the "Find Next" button to find each subsequent instance of the search
text
If you keep clicking, a message will appear that Access has finished searching.
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•
Click “OK” to get rid of the message
•
Click on the "Cancel" button to close down the Find dialog box
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FIND AND REPLACE
Find and Replace is used to find all the occurrences of a particular word (or number or
date) and to replace it with something else.
To Find And Replace Data
If you know which field contains the data you wish to find and replace, and you wish to
search the whole column from the top.
•
Click in the first cell the column you wish to search
•
Click on the "Find" button
The Find dialog box will appear.
•
Select the
“Replace” tab
•
In the Find What
box, enter the text
you wish to find
•
In the Replace With
box, enter the text
you wish to replace
it with
•
Click on the “Find Next” button to find the next instance of the Find What text
•
Click on the “Replace” button to replace it with the contents of the Replace
With box
☺ TIP
•
You can click on the “Replace All” button to replace every occurrence of the
text.
Click on the “Cancel” button to close the dialog box
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SORTING THE TABLE
The Sort facility allows you to sort your data into alphabetical or numerical order.
There are two sort buttons on the Table Toolbar.
Sort
Ascending
Sort
Descending
Sort Ascending
Sorts text alphabetically from A to Z.
Sorts numbers from lowest to highest.
Sorts dates from earliest to most recent.
Sort Descending
Sorts text from Z to A.
Sorts numbers from highest to lowest.
Sorts dates from most recent to earliest.
To Sort The Table
•
Click in the column you wish to sort by
•
Click on the "Sort Ascending" or the "Sort Descending" button
In Access 2000, the sort order of records is now saved when you save the layout of a
table, so that the records will appear in the saved order when you next open the table.
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QUERIES
Queries are the questions that you ask your database about the information stored in
it. To run a query is to extract a particular set of data from the database.
Queries allow you to view particular data, analyse the data and even make edits to the
data.
You can view the data from just one table, or you can view data from several tables.
For example, in our Staff2000 database, you could run a simple query to ask the
database to show you the first name, surname and date of birth of all staff.
The results of a query are called a Dynaset. A dynaset is a datasheet that looks like a
table, but is not. It is a dynamic view of data that is actually stored in one or more
tables. It is dynamic because changes made to the query dynaset will affect the data
tables.
CHANGES TO THE QUERY DATA WILL ALSO CHANGE THE UNDERLYING TABLE
DATA.
Queries are usually based on tables, but you can base a query on another query.
Sorting
When you create a query it is often easier to read the data if the records are sorted
into some alphabetical or numerical order. You can sort a query by any field.
Criteria
More complicated queries involve the use of Criteria. Criteria are used to extract only
records that match certain conditions. For example, you could run a query to extract
the first name and surname of only the staff who work at the Grove office.
Calculations
You can perform calculations in queries. For example to create totals, averages or
count the number of records that match a certain criteria.
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CREATING A QUERY
There are four main steps to create a new query:
1. Select the table(s) you wish to extract the data from
2. Choose which data fields you wish to extract from the selected table(s)
3. Establish the criteria (if any) of the data you wish to extract
4. Run the query
To Create A New Query
New queries are created in the Query tab in the Database window.
•
In the Database window, click on
the "Query" tab
•
Click on the "New" button
The New Query dialog box will appear.
It is more versatile if you create queries in
Design View.
•
Select Design View
•
Click “OK”
The Add Table dialog box will appear. This
is used to choose which tables you wish to
extract data from.
You can extract data from one table, or
from several.
•
Click to select a table
•
Click on the "Add" button
Repeat these steps for each table you wish
to add.
•
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Click on "Close"
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The Query window will appear, containing a Field List for each table you selected and
the QBE grid (Query By Example).
Each Field List contains the field headings for each column of data in the selected
table. The name of the table is shown at the top of the Field List box. You can use
the vertical scroll bar, on the right of the box, to view all the field names.
Field List
QBE Grid
Field Row
Table Row
Sort Row
Show Row
Criteria Row
The QBE grid is used to choose the data that is extracted from the database.
Field Row - is used to choose which fields of data are extracted.
Table Row - is used to specify which table each selected field is located in
Sort Row - is used to sort the extracted data into alphabetical or numerical order (see
section on Sorting a Query).
Show Row - is used to show or hide the data for a particular field. This is used in
conjunction with Criteria to enable you to filter data using a particular field, without
showing data from that field in the final query (see section on Criteria).
Criteria Row - is used to extract only certain records in a particular field (see section
on Criteria).
To choose which fields are displayed in the query, you add the field names into the
Field Row in the grid.
•
Click and drag each field name from the Field list into the first empty cell in
the Field Row.
Having chosen all the fields that you want to appear in your query, you can run the
query.
•
Click on the "Datasheet View" button on the toolbar to view the query results
The query datasheet will appear.
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You may now want to print the query. You may also want to save the query.
To Print The Query
•
Click on the "Print" button
The query will be sent straight to the printer.
To Save The Query
•
Click on the “Save” button
The Save As dialog box will appear.
Query names can be longer than 8 characters, and they can have spaces in them. It
is good practice to save all queries with a name beginning with the letters "qry".
24
•
Enter a name for the query
•
Click "OK"
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To Close A Query
•
In the "File" menu, select "Close"
The query will then be visible in the Query tab in the Database window.
To Open A Query
Each time you open a query it displays the most up to date information from the
underlying tables.
•
Select the Query tab in the Database window to view the existing queries
•
Select the query you wish to open
•
Click on the "Open" button
Changing A Query
If you wish to redefine the fields (or criteria) used in an existing query, you will need to
open the query in Design view.
If the query is closed, you can open it straight up in design view.
•
Select the query in the Query tab in the Database window
•
Click on the "Design" button
Switching Between The Query Datasheet View And Design View
If the query is open you can switch between the query datasheet view and the query
design view using these toolbar buttons.
Design View
Datasheet View
•
Click on the "Design View" button to view the query design
•
Click on the "Datasheet View" to view the query results
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USING CRITERIA IN A QUERY
Criteria are used to control and limit the amount of information that is extracted from
the database when you run a query. It is a way of filtering out the data you want from
the data you don't want.
For example, in our Staff database, you could run a query to show the first names,
surnames and office location of only the staff who work at the Grove office.
Criteria are entered into the Criteria row in the query QBE grid.
Criteria Row
The text that is entered into the Criteria row limits the query to only records that match
the text for that particular field.
For example - to limit the query to only staff whose Office is Grove, you must enter the
text Grove into the Criteria row underneath the Office field (it will change to "Grove").
You can enter the text in a variety of different formats that will all work. These are:
Grove
=Grove
"Grove"
="Grove"
You can also enter numbers into the Criteria Row, in the format:
100
=100
You can also enter dates into the Criteria Row, in the format:
16/1/98
16 Jan 98
=16/1/98
#16/1/98#
=#16/1/98#
To Use Criteria In A Query
In the QBE grid, in the Query window.
•
Enter the criteria text/number into the Criteria Row, underneath the field
name that it relates to
•
Click on the "Datasheet View" button on the toolbar to view the query results
The query will appear in its own window.
The next section contains examples of how criteria can be used.
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CRITERIA EXAMPLES
You can use text, numbers and dates in criteria.
You can use Operators to look for data that is 'equal to', 'greater than' or 'less than'
certain values.
You can also use Wildcard Characters in criteria to represent any one character or
any string of characters.
Operators
Operators are used to specify whether you look for data that is equal to, more than,
less than, etc, the criteria value. These are the basic operators:
=
equal to
<>
not equal to
>
greater than
>=
greater than or equal to
<
less than
<=
less than or equal to
Wildcard Characters
There are two wildcard characters that can be used in criteria. These are the ? and *
symbols. When using wildcard characters you will also need to use the expression
Like instead of the = symbol (otherwise the query looks for fields actually containing
an asterisk or question mark).
? represents any one text character. For example using Like "c?t" would bring up
fields containing cut, cot, and cat.
* represents any string of characters. For example using Like "work*" would bring up
fields containing works, worker, workers, working, workings and worked.
TEXT EXAMPLES
Expression
Things Found By Query
"Grove"
All fields containing exactly Grove
Not "Grove"
All fields not containing exactly Grove
Like "J*"
All fields that start with the letter J
Like "*Road"
All fields that end in the word Road
Like "[A-C]*"
All fields starting with the letters between A and C
Null
All blank fields
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NUMBER EXAMPLES
Expression
Things Found By Query
=50
Numbers equal to 50
>50
Numbers greater than 50
<50
Numbers less than 50
>=50
Numbers greater than or equal to 50
<=50
Numbers less than or equal to 50
DATE EXAMPLES
Expression
Things Found By Query
=1/6/1998
Fields containing 1 June 1998
=#01/06/1998#
Fields containing 1 June 1998
>1/6/1998
Dates later than 1 June 1998
<1/6/1998
Dates earlier than 1 June 1998
<=1/6/1998
Dates earlier than or equal to 1 June 1998
THE SHOW BOX
Just because you are using a field in your query does not mean that you want to
display it in the query results. For example you may wish to create a query that shows
the dates of birth for all staff at the Grove office without having to display the fields
containing the Office data.
The Show boxes in the QBE grid control which fields are displayed in the query. Each
box is turned on by default for each field.
Show Boxes
To Hide Fields In A Query
•
28
Click in the Show box to turn it off (by removing the tick)
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SPECIFYING MULTIPLE CRITERIA
A simple criteria will contain one criteria in one field. But you can specify several
criteria in one field or several criteria for several fields. This allows you to create more
complex queries.
SEVERAL CRITERIA IN SEVERAL FIELDS
For example you could run a query to display the names of all staff who work at the
Grove office and whose date of birth is after 1/1/65.
•
Enter the appropriate criteria in the Criteria row for each field you wish to
filter by
SEVERAL CRITERIA IN ONE FIELD
For example you could run a query to display the names of all staff who work at the
Grove office or at the Windmill office.
To specify multiple criteria, in the same field, use the And and Or operators.
Use And when you want to find records that match both criteria.
Use Or when you want to find records that match either criteria.
•
Enter the appropriate criteria into the same cell in the Criteria row, separated
by the And or Or operators
Examples Of Several Criteria In One Field
Expression
Things Found By Query
"Grove" Or "Windmill"
All fields containing exactly Grove or exactly Windmill
Like "A*" And Like "*S"
Fields starting with an A and ending with an S
>=50 And <=100
Numbers between 50 and 100 (including 50 and 100)
Between 50 And 100
Numbers between 50 and 100 (including 50 and 100)
Between 1/6/98 And
30/6/98
All dates between 1 June 98 and 30 June 98 (including 1
June and 30 June)
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SORTING A QUERY
You can choose to sort a query by any text, number or date field.
You can perform an Ascending sort on data, or a Descending sort.
Ascending
Sorts text alphabetically from A to Z.
Sorts numbers from lowest to highest.
Sorts dates from oldest to most recent.
Descending
Sorts text from Z to A.
Sorts numbers from highest to lowest.
Sorts dates from most recent to oldest.
To Sort A Query
•
Click in the Sort cell, underneath the Field you wish to sort by
This will bring up a drop down menu arrow
•
Click on the drop
down menu arrow,
and select the
Ascending or
Descending sort
option
When you run the query, the resulting dynaset will be sorted by the field you specified.
SORTING ON SEVERAL FIELDS
You can sort by more than one field at a time. This is useful if there is identical data in
the main sort field for any records. For example if you sort by surname, if any people
share the same surname you will then need to sort them by some other field, ie by first
name.
The priority of the fields
sorted is determined by
their order in the QBE
grid. The first sorted field
(from the left) is the main
sort field. The next sorted
field is the secondary sort
field, etc.
1st Sort Field
2nd Sort Field
•
Ensure that the first field you wish to sort by appears in the QBE grid before
the other fields you wish to sort by
•
Click in the Sort cell, underneath each Field you wish to sort by
This will bring up a drop down menu arrow
•
Click on the drop down menu arrow, and select the Ascending or Descending
sort option
When you run the query, the resulting dynaset will be sorted by the fields you
specified.
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PERFORMING CALCULATIONS IN A QUERY
You can use a query to calculate totals, averages or to count the number of records
that satisfy certain criteria.
You cannot create a query that lists all the data AND performs a calculation at the same
time.
To perform a calculation in a query you must decide which field you wish to group the
information by (eg by office, department or sex, etc) and which field contains the data
you wish to total, average or count.
If you wish to total everything, you should put only the field containing the values you
wish to total in the query.
To Perform A Calculation In A Query
•
Create the query in the normal way
and add the field you wish to group
the data by, and the field you wish
to perform the calculation on
•
Click on the "Totals" button
The Total row will appear in the query grid.
The 'Group By' function will appear in this row for each field.
•
Click in the Total row for the field you wish to perform the calculation on
A drop down arrow will appear.
•
Click on the drop down arrow
A list of all the available calculations
(functions) will appear.
Sum - calculates a total.
Avg - calculates an average.
Count - counts the number of records.
•
Select a function
•
Click on the "Datasheet View"
button to view the query results
The results of the query will appear.
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Examples
Here are some examples of queries that perform calculations.
This calculates the average salary for
each ethnic category.
This calculates the total salary for all staff.
This counts the number of people in each
department.
This counts the number of staff living in
W6.
☺ TIP
You can change the headings that appear at the top of a query by using an
Alias.
USING AN ALIAS IN A QUERY
Instead of having a heading such as
AvgOfSalary, or SumOfLastname, in your
query results, you can create a different
heading.
This is done in the Field row in the query
grid.
•
Enter the name you wish to appear
followed by a colon, a space and
then the field name
eg Average Salary: Salary
When you run the query, the name before
the colon will appear in the query datasheet
as the column heading.
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FORMS
Forms are used to input or look up data in the database tables.
Forms are often used instead of Tables because they are versatile and can be
customised to create a more user-friendly screen in which to work.
Forms display fields for one record at a time.
Here is an example of a
Form than could be
used to input data into
the Staff List table.
This manual does not cover how to create new Forms (see the Intermediate Access
manual).
This chapter is designed to introduce you to the concept of a Form as any database
you have to use will probably contain some sort of Form.
To Open A Form
Existing Forms are visible in the Forms tab in the Database window.
•
Click on the Forms tab to view the existing Forms
•
Click to select the form you wish to open
•
Click on the "Open" button
The Form will open up.
Form design is so versatile that two Forms could be made to look very different from
each other. Thus it is hard to document the Forms you may have to work with. But
there are certain elements that are present on most Forms, regardless of the style of
the Form.
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USING A FORM
A Form displays information for one record at a time from a particular table (or a
combination of tables).
Each form contains Fields that link directly to the fields in the underlying table. The
Field Label describes the data stored in the field.
Field
Label
Field
Record
Selector
The information entered into the form fields are entered into the corresponding table
fields, enabling you to use the form to view and edit the data in the underlying table.
To Move Between Records
The Record Selector at the bottom of the form is used to move between the records in
the form. This works in exactly the same way as for a table.
First
Record
34
Previous
Record
Current
Record
Next
Record
Last
Record
New
Record
Total
Number of
Records
First Record
Returns you to record 1
Previous Record
Moves you back one record
Current Record
Displays the record currently selected. You can click in this
area and type the record number you would like to move to,
then press [Return]
Next Record
Moves you forward one record
Last Record
Moves you to the last record
New Record
Creates a new blank record
Total Number of
Records
Displays the total number of records
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To Move Between Fields
There are some keyboard navigation commands that can be used to move around the
form.
[Tab]
Moves you to the next field
[Shift]+[Tab]
Moves you to the previous field
[Home]
Moves you to the first field in the current record
[End]
Moves you to the last field in the current record
Arrow Keys
Move you up, down, left and right by one field
[Ctrl]+[Home]
Moves you to the first field of the first record
[Ctrl]+[End]
Moves you to the last field of the last record
[Ctrl]+[Page Up]
Moves you to the same field on the next record
[Ctrl]+[Page Down]
Moves you to the same field on the previous record
[Ctrl]+[+]
Moves you to the new blank record
To Enter Data
The method of entering data into each field can vary slightly depending on the type of
field control used. The different types of field controls are listed on the next page.
•
Enter text or select the appropriate option
To Close A Form
•
In the "File" menu, select "Close"
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FIELD CONTROLS
There are several different types of field control that can be used in a form. You will
be familiar with these control types as they are consistently used across all Microsoft
programs for making choices and inputting text in dialog boxes.
The most common field controls are: text boxes, drop down menus, scrolling menus,
option buttons and check boxes.
Text Box
The text box is probably the most common
field control. You can type text, numbers or
dates directly into the text box.
(There may be restrictions on the text box to stop you from entering too much text or
an 'Input Mask' to force you to enter dates in the correct format).
Drop Down Menu (Combo Box)
Drop Down Menus are used to provide you
with a list of available options. The list is
accessed by clicking on the drop down arrow
at the right of the box. You then click on the
appropriate option in the list to select it.
If there is no appropriate option in the list you
can type something different into the box at
the top of the list.
Scrolling Menu (List Box)
Scrolling Menus are used to provide you with
a list of available options and to force you to
choose one of those options.
If the list is long a scroll bar will appear on
the right to enable you to scroll up and down
the list.
Click to select the appropriate option.
Option Buttons
Option buttons are another way of presenting
you with a list of options out of which you can
only choose one.
Click on the appropriate button to select the
option.
Check Boxes
A Check Box is a yes/no option.
Click on the box to add a tick (yes).
Click again to remove the tick (no).
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A MAIN/SUBFORM
A Main/Subform is used to display and edit data from two separate tables that are
linked together.
The following picture shows a main/subform containing staff training details.
Main
Form
Subform
Main Form
Record Selector
Subform
Record Selector
The main form contains data about each staff member.
The subform contains data about the training courses attended by the staff member
selected in the main form (displayed in Datasheet view).
Because there are two forms displayed, there could be two separate record selectors
to navigate through the records in each form.
The main form record selector buttons move you through the records of each staff
member.
The subform record selector buttons move you through the records of the training
courses attended by the staff member showing in the main form.
To Move Between Records On The Main Form
•
Click on the left and right arrow buttons on the Main Form Record Selector
To Move Between Records On The Subform
•
Click on the left and right arrow buttons on the Subform Record Selector
To Close The Form
•
In the "File" menu, select "Close"
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REPORTS
Reports are used to print out data from the database in a format that is meaningful or
simply more attractive to look at than a table.
Reports are based on a tables or queries.
Reports can also be used to perform calculations on data (totals and subtotals) and to
create mailing labels.
Once a report has been created it will update to display the latest data in the database
each time you open it.
TYPES OF REPORT
There are five default report types that you can use to quickly create a report.
The Columnar AutoReport and Tabular AutoReport create the report for you
automatically once you have selected the table or query you wish to base the report
on.
The Report Wizard, Chart Wizard and Label Wizard take longer to create the report,
but are more versatile. A series of dialog boxes will appear to guide you through the
creation process.
These are the two AutoReports:
Columnar AutoReport
The Columnar AutoReport displays
fields in a single column spreading
down the page.
(See section on creating an
AutoReport).
Tabular AutoReport
The Tabular AutoReport displays
each record as a row of fields.
(See section on creating an
AutoReport).
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These are the three report wizards.
Report Wizard
The Report Wizard is the most
versatile wizard.
It can be used to create a report
that contains sorting, grouping or
calculations.
(See section on Using the Report
Wizard).
Label Wizard
The Label Wizard creates mailing
labels using the standard Avery
label sizes.
In Access 2000 you can also
create customised labels in case
you are not using Avery labels.
(See section on Creating Mailing
Labels).
Chart Wizard
The Chart Wizard creates a chart
based on some numerical data.
Creating a Chart Report is not
covered in this manual.
It takes a lot of tweaking to get a
chart to look good, so I would
suggest exporting the data to
Excel and creating the chart in
Excel (see section on Exporting a
Report to Word or Excel).
New and existing reports are accessed through the Report tab in the Database
window.
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CREATING AN AUTOREPORT
New and existing reports are accessed through the Report tab in the Database
window.
•
Click on the "Report" tab
•
Click on the "New" button
The New Report dialog box will open up.
The New Report dialog box is used to
choose which type of report you wish to
create
•
Select AutoReport Columnar or
AutoReport Tabular
You must now choose which table or
query you wish to base the report on.
•
In the ‘Choose a Table or
Query…' drop down list select
the table or query you wish to
base the report on
•
Click "OK"
The report will automatically be created
containing all the fields that appear in the
selected table or query.
The name of the table or query that the
report is based on will automatically
appear as a title at the top of the report.
☺ TIP
40
If you do not wish the report to contain all the information in a table, or if you
wish to create a report that is based on more than one table - create a query
that extracts the relevant data first, then base the new report on that query.
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SAVING, CLOSING, OPENING AND PRINTING REPORTS
The finished report appears in its
own 'Print Preview' window.
You can use the controls at the
bottom of the screen to move
through the pages in the report.
Previous Page
Next Page
First Page
Last Page
If you want to see part of the page in more detail, you can click on the page to zoom
in. Click again on the page to zoom out.
If the report has just been created then it will need to be saved.
To Save A Report
•
In the “File” menu, select “Save”
The Save As dialog box will appear.
It is good practice to start all your report names with the letters “rpt”, eg “rpt Staff
Phone List”.
•
Enter a name for your report
•
Click “OK”
The report is now saved with that name,
and is visible in the Report tab in the
Database window.
To Close A Report
•
In the "File" menu, select "Close"
To Open A Report
In the Report tab, in the Database Window.
•
Click to select the report, and then click on the "Open" button
To Print A Report
•
When the report is open, click on the "Print" button
on the toolbar
The whole report will be sent to the printer. If you only want to print part of the report,
you should use the “Print” command in the “File” menu to bring up the Print dialog box,
and then specify the appropriate print range.
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EXPORTING A REPORT TO WORD OR EXCEL
If you do not like the layout or formatting of the report you can edit it in Design view
(but those steps are not covered in this manual). Alternatively you can export the
report to Word or Excel and then use the formatting options in either program to
customise the report.
EXPORTING A REPORT TO WORD
When the report is open on screen.
•
•
Click on the drop down arrow on the right hand side
of the "OfficeLinks" button - which might look like…
or
In the drop down menu that appears, select “Publish it with MS Word”
Word will open up with a new document containing your report as a 'tabbed' table.
You can now use the normal Word formatting options to change the layout of the
report, and then print and save it as a Word document.
☺ TIP
You can convert a tabbed table into a proper Word table by
selecting the table and clicking on the “Insert Table” button
If you wish to keep this document or mail it to anyone else, you need to save it as a
Word document.
An exported report appears in Word as an 'Rich Text Format' file rather than a Word
document. You must use the "Save As" command to save it as a Word document.
•
In the "File" menu, select "Save As"
The Save As dialog box will appear.
•
Enter a File Name and choose the folder you wish to store the document in
•
In the "Save As Type" drop down menu, at the bottom of the dialog box, select
Word Document
•
Click "OK"
EXPORTING A REPORT TO EXCEL
If the report contains lots of numbers that you want to perform calculations on, or if
you need to be able to change the column widths of the fields, you may wish to export
it to Excel. When the report is open on screen:
•
•
Click on the drop down arrow on the right hand side
of the "OfficeLinks" button - which might look like…
or
In the drop down menu that appears, select “Analyse it with MS Excel”
Excel will open up with a new workbook containing your report. You can now use the
normal Excel features to format and print the data.
When you save the workbook, use the "Save As" command to bring up the Save As
dialog box. In the "Save as Type" box ensure that 'Microsoft Excel Workbook' is
selected (not 'Microsoft 5.0/95 Excel Workbook').
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USING THE REPORT WIZARD
The Report Wizard is used to create reports that contain grouping, sorting or
calculations.
Because it is so versatile, it is difficult to document this wizard. The steps that appear
depend on the number of tables that you base the report on and the type of fields you
choose to include (ie text or numerical data).
Here is an example report to display a breakdown of salaries by department (from the
Staff List table).
New reports are created in the Report tab in the Database window.
•
Click on the "Report" tab
•
Click on the "New" button
The New Report dialog box will open up.
The New Report dialog box is used to
choose which type of report you wish to
create
•
Select Report Wizard
You must now choose which table or
query you wish to base the report on.
•
In the ‘Choose a Table or
Query…' drop down list select
the table or query you wish to
base the report on
•
Click “OK”
A dialog box will appear, which is used to
select which fields are shown to be on
the report.
The box on the left displays all the fields
in the table or query you are building the
report from. The box on the right will
contain only the fields you actually wish
to include in the report.
•
Click in the 'Available Fields' list
to select a field
•
Click on the "Add" button
to
add the field to the box on the
right
☺ TIP
You can double click on a field to add it to the selected fields list.
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Repeat these steps for each field you wish to add. The order that you add the fields
determines the order in which they will appear on the report. The top field becomes
the first column on the page.
If you make a mistake, you can select a field and remove it using the "Remove" button
.
☺ TIP
To add all the fields in one go, click on the "Add All" button
When you have added all the fields you wish to display on the report.
•
Click on the "Next" button
Another dialog box will appear.
You can now choose to group the data
by one of the fields included in the report.
•
Select the field you wish to group
by
•
Click on the “Add” button
•
Click “Next”
Another dialog box will appear.
You can now choose to sort the data by
one of the fields included in the report.
You can actually set up to four sort
levels.
•
Click in the first sort box and
select a field to sort by.
The button on the right of the sort box
allows you to choose and Ascending (A
to Z) sort, or Descending (Z to A).
If you have included a number field in the report you will be able to perform Statistical
Analysis on the data using the Summary Options.
•
Click on the “Summary Options”
button
The Summary Options dialog box will appear.
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There are four calculations available:
Sum - calculates a total.
Avg - calculates an average.
Min - displays the minimum value.
Max - displays the maximum value.
•
Select the appropriate
calculation
•
Click “OK”
You will then return to the sorting dialog
box.
•
Click “Next”
You can now choose a Layout style for
the report.
•
Select a Layout style
You can also choose the Orientation of
the report.
•
Select Portrait or Landscape
•
Click “Next”
You can now choose a format style.
•
Select a format style
•
Click “Next”
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You can now choose a title to appear at
the top of the report.
•
Enter a title for the report
Unfortunately the report will also be
saved with this title as the report name,
but you can rename the report later.
•
Click on the “Finish” button
The report will appear in the Print
Preview window.
You can now print and close the report
To print the report.
•
Click on the “Print” button
To close the report.
•
Click on the “Close” button
TO RENAME A REPORT
Reports can be renamed in the Report tab in the Database window.
•
Click once to select the
report you wish to rename
•
Click again on the report
name
This will highlight the whole name.
You can either type a new name over the old name, or click again to insert the flashing
text insertion point and then edit the existing name using the left and right arrow keys
and the [Backspace] and [Delete] keys.
46
•
Type a new name
•
Press [Return]
BASIC ACCESS 2000
EBIT SOLUTIONS LIMITED
SEPTEMBER 1999
MAIL MERGE
You can use an Access database to create mailing labels within Access. Or you can
use the database as the data source in a Word Mail Merge to create mailing labels
and bulk letters.
USING WORD TO MAIL MERGE WITH AN ACCESS DATABASE
If you are already familiar with mail merging in Word to create bulk letters or mailing
labels then you might prefer to use this method to merge with a database.
The following steps relate to the part of a mail merge (in Word) that deals with linking
to an Access database (see Word Advanced manual for more instructions).
In Word, having created your Main Document, you will be ready to attach a Data
Source.
•
In the "Tools" menu, select "Mail Merge" to bring up the Mail Merge Helper
dialog box
•
Click on the "Get Data" button, and select "Open Data Source"
The Open Data Source dialog
box will appear.
•
In the "Files of Type"
drop down menu at the
bottom of the dialog box,
select MS Access
Databases
•
Navigate through the
appropriate folders and
select the database
•
Click "Open"
The Microsoft Access dialog will
open containing a Tables tab
listing all the tables in the
database (and a Queries tab
listing all the queries).
•
Select the table or query
you wish to merge with
•
Click "OK"
You will then asked if you wish to
Edit the Main Document (to insert
the Merge Fields).
•
Click "Edit Main
Document"
Your Word document is now connected to the Access database. Follow the usual
steps to insert your merge fields into the document, and then merge the document
with the database.
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CREATING MAILING LABELS IN ACCESS
If your database contains names and addresses then you may wish to create mailing
labels. You can either do this in Word using a Mail Merge that links to your Access
database (see previous page), or you can create a report in Access to produce the
mailing labels.
Mailing label reports are created in the Report tab.
•
Click on the "New" button to create a new
report
The New Report dialog box will open up.
•
Select “Label Wizard”
•
In the ‘Choose a Table or Query…' drop
down list select the table or query that
contains the names and addresses for the
labels
•
Click “OK”
You must now tell Access what
labels you are using.
If you are using Avery labels,
you can…
•
Select Avery in the
Filter by Manufacturer
list
•
Select the appropriate
Avery label code
If the right code is not showing
you may need to switch
between English and Metric
unit of measure.
If you are using Dudley labels.
•
Click on the Customize
button
If you clicked on the Customise
button, you will now have to
select an existing custom label
or create a new one (and input
the label measurements).
If you wish to work in
centimetres select the Metric
option.
•
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Click on the “New”
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BASIC ACCESS 2000
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SEPTEMBER 1999
These label measurements
will be saved for later use.
•
Enter a name for the
labels
•
Enter the label
measurements
•
Click “OK”
•
Click “Close”
•
Click “Next”
You can now specify the text
formatting for the labels.
•
Select the
appropriate
formatting
•
Click “Next”
You can now choose which
fields appear on the labels.
The available fields are
shown on the left.
The ‘prototype’ label is
constructed on the right.
To add a field:
•
Select the field and
click on the “Add”
button
To add a space, new paragraph or other punctuation:
•
Type the appropriate key on the keyboard
When the prototype label is constructed.
•
Click “Next”
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You can now choose a
field to sort the labels by.
•
Select a field and
then click on the
“Add” button
•
Click “Next”
You can now choose a
name for the report. In this
case this is the name the
report is saved as (not a
title).
•
Enter a name for
the report
•
Click “Finish”
The label report will open
in a Print Preview window.
You can now print and
close the report
To Print The Report
•
Click on the “Print”
button
To Close The Report
•
Click on the “Close”
button
The new label report will be displayed in the Report tab in the Database window.
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CONVERTING A DATABASE
You can open an Access 2 or an Access 97 database in Access 2000. But the
database will open in read-only mode. This means you can view the data, but you
can’t create any new tables, queries, forms or reports, or modify any existing ones. To
do that you will need to convert your database to Access 2000.
If the database is simple, ie it does not contain lots of clever features using Access
Basic programming, it should convert easily. If in doubt, contact the IT Helpdesk or
the person who originally created the database.
To Convert A Database To Access 2000
•
Open Access 2000, but do not open a database
•
In the “Tools” menu, select “Database Utilities”, then “Convert Database”,
then “To Current Access Database Version”
The Database to Convert From
dialog box will appear.
•
Navigate through the
folder structure and
select the database you
wish to convert
•
Click on the “Convert”
button
An identical looking dialog box
will appear. This one is used to
save a copy of the converted
database.
In the Convert Database Into
dialog box.
•
Enter a name for the
converted database and
select a folder to save it in
•
Click on the “Save” button
A new copy of the database will be created that is Access 2000 compatible. The
original database will still exist in the old format.
You should then open the converted database in Access 2000 and check to see that it
functions properly and contains all the correct data.
Do not delete the old database until you are certain there are no problems with the
new one.
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