Microsoft Access 2007 Tutorial Lesson 1: Getting Familiar with Microsoft Access 2007 for Windows

Microsoft Access is a database software package. A database is an organized collection of records. Telephone and address books are examples of paper databases. With Access, you can create a computerized database. For example, you can use Access to organize the students who attend a school, the courses they take, and the instructors who teach them. After you create an Access database, you can search it, manipulate it, and extract information from it. This lesson introduces you to Access windows and teaches you how to create a database.

Getting Started
You use windows to interact with Access. To begin, start Access 2007. You screen will look similar to the one shown here.

Northwind is a sample database you can download from the Microsoft website. I will use the Northwind database to introduce you to Access windows. If the Northwind database is already on your system, open it, otherwise download it and then open it. To open Northwind:
1. Click the Microsoft Office button. A menu appears.

2. Click Open. The Open dialog box appears.

3. Locate the Northwind database. 4. Click the Open button. Access opens the Northwind database. To download Northwind, connect to the Internet and then follow these steps:

1. Click Sample. The Northwind 2007 icon appears in the center of the window. 2. Click the Northwind icon. 3. Click the Browse button. The File New Database window appears. 4. Locate the folder in which you want to save the Northwind database. 5. Click OK. The File New Database window closes. 6. Click Create. Access creates the Northwind database and opens it.

Understanding Security
It is possible for an Access database to contain malicious code, such as a computer virus. Access has security settings that disable code and display a security warning when you open a database. If you know a database is trustworthy, you can perform the following steps to enable it. You may need to enable the Northwind database. To enable a database:

1. Click the Options button. The Microsoft Office Security Options dialog box appears. 2. Click Enable This Content. 3. Click OK. Access enables the content. If you are enabling the Northwind database, the Login dialog box appears.

4. Click Login. Access opens the Northwind database. If you know a database is safe, you can store it in a trusted location. Databases stored in trusted locations do not require you to enable security. To create a trusted location: 1. Click the Microsoft Office button. A menu appears. 2. Click Access Options in the bottom-right corner. The Access Options pane appears. 3. Click Trust Center. 4. Click Trust Center Settings. 5. Click Trusted Locations.

forms. Click OK. The Navigation pane displays the objects in a database. The Microsoft Office Trusted Location dialog box appears. To organize objects by type: . You can use the down-arrow on the top of the Navigation pane to change the manner in which objects are organized. 11. If you are not already logged in to Northwind. If you want to trust subfolders. The arrows change to double right-arrows . 8. which is not the default setting. or click Browse to locate the folder. You have created a trusted location. To manipulate the Navigation pane: • • Click the double right-arrows Click the double left-arrows . the objects are organized by type.6. The Navigation Pane The Access window used in this example has been set up to make it easier to explain. The arrows change to double left-arrows to close it. to open it. click the Login button. Click Add New Locations. You may want to organize the objects in your database by type also. 10. reports. This section shows you how to set up your window so that it matches the example. The location is now a trusted location. 9. Click OK. In this example. 7. An Access database consists of the following objects: tables. macros. and modules. select The Subfolders Of This Location Are Also Trusted. queries. Click OK again. Enter the path to the location you want to trust.

you can fit less information on your screen. the size of your monitor. a menu appears. you can use settings in Access 2007. and the resolution to which your monitor is set. The Microsoft Office Button In the upper-left corner of the Access window is the Microsoft Office button. In Access 2007. Also. Windows Vista. Click the All Access Objects button on the Navigation pane. save a file. Note: Your window probably does not look exactly like the one shown. The Access window with the Northwind database open is shown here. A menu appears. Resolution determines how much information your computer monitor can display. and perform many other tasks. If you use a low resolution. you can fit more information on your screen. 2. The Quick Access Toolbar . If you use a high resolution. Access displays the objects in the database by type. the window display depends on the size of the window. and Windows XP to change the color and style of your windows.1. open an existing file. but the size of the text and images are smaller. You can use the menu to create a new file. but the size of your text and images are larger. When you click the button. Click Object Type.

The Quick Access toolbar provides you with access to commands you frequently use. When you click the dialog box launcher additional commands available. The Title bar displays the name of the database on which you are currently working. below the Quick Access toolbar. you use the Ribbon to issue commands. Within each group are related command buttons. a dialog box makes Access Objects To view or hide the objects on the Navigation pane: . In Access 2007. At the top of the Ribbon are several tabs. Save. You click buttons to issue commands or to access menus and dialog boxes. You use Save to save an object. and Redo to reapply an action you have rolled back. By default. and Redo appear on the Quick Access toolbar. Undo. Undo to roll back an action you have taken. The Ribbon is located near the top of the Access window. You may also find a dialog box launcher right corner of a group. in the bottom- . The Title Bar The Title bar is located at the top in the center of the Access window. clicking a tab displays related command groups.Next to the Microsoft Office button is the Quick Access toolbar. The Ribbon You use commands to tell Access what to do.

data is stored in tables. form. to hide objects. and module. or control. report. Forms give you the ability to choose the format and arrangement of fields. and display data. You use queries to retrieve specific data from your database and to answer questions about your data. Objects always display with an icon to the right. report. query. the Navigation pane stores the objects in your database: tables. reports. Each row of a table is referred to as a record. whereas modules are written in Visual Basic for Applications. or control. macro. report. macros. forms. Tables Queries Forms Reports Macros Modules Objects In Access. you can use a query to find the names of the employees in your database who live in a particular state. The icon tells you the object type: table. to view objects. with each column referred to as a field. modules give you the ability to automate tasks and add functionality to a form. The double up-arrows change to As stated earlier.• You click the double down-arrows to double up-arrows . Each value in a field represents a single type of data. . For example. Reports organize or summarize your data so you can print it or view it onscreen. You often use reports when you want to analyze your data or present your data to others. and modules. Macros give you the ability to automate tasks. queries. Macros are created by choosing from a list of macro actions. You can use a form to enter. The double down-arrows change • You click the double up-arrows double down-arrows . You can use a macro to add functionality to a form. A table is a set of columns and rows. edit. Like macros.

Right-click a tab to view a menu of options you can perform. such as save the object. A menu appears. or change the view. The following describes how you close a database and exit Access. rename objects. or you can click the proper button in the lower-right corner of the window. You can use the View button on the Home tab to change views. A menu appears. 2. Click the Microsoft Office button. data is stored in tables. Close a Database and Exit Access This completes the introduction to Access using the Northwind database. Two of the possible ways you can view a table are Datasheet view and Design view. To exit Access: 1. When you open an object. You can see the design of a table in Design view. You right-click an object to view a menu of options. You can see the data contained in a table in Datasheet view. . Change Views A view is a way of looking at an object. in Access. For example. and delete objects. Access closes the database.You double-click an object to open the object. Click the Microsoft Office button. close the object. Click Close Database. You can use the menu to do such things as open objects. buttons appear in the lower-right corner of the Access window. Objects that are open appear on tabs. To close a database: 1.

You can use this screen to create a database. Other templates are available online. When you use a template. Within a database. Access creates forms you can use to enter data. forms to enter data. Locate the folder in which you want to store your database. reports. Click Local Templates. The following templates are included with Access: Assets. and reports to display data. Click Exit Access. You exit Access. and more. Icons representing local templates appear in the center of the window. For example. . 4. and retrieve data. and reports related to faculty. The Getting Started With Microsoft Office Access screen appears. Sales Pipeline. the Getting Started With Microsoft Office Access screen appears. you use tables to store data. create reports. Create a Database When you start Access. Click the icon for the template you want to use. Faculty.2. This tutorial will teach you how. You can modify the forms. and Tasks. 2. Click the Browse button. queries. You can create a blank database or you can use one of the templates provided by Microsoft. 5. the Faculty template creates a faculty database that includes tables. and other objects to suit your needs. Each template creates a database related to the title. Marketing Projects. To use a template to create a database: 1. Events. Students. Issues. Start Access. you can do such things as enter data. forms. The File New Database window appears. Contacts. queries to retrieve data. reports you can use to retrieve data. Projects. 3. In Access.

Locate the folder in which you want to store your database. 5. queries. 8. . Make sure you are connected to the Internet. Access downloads and opens your database. Click Create. forms. Click Download. The Getting Started With Microsoft Office Access screen appears. Access creates and opens your database. 7. Click OK. Icons representing Internet templates appear in the center of the window.6. Start Access. 4. Access prompts you. You may wish to display the objects by type. To create a database based on one of these templates: 1. Personal. Access displays the tables. 8. 3. and Nonprofit. 2. Click the Browse button . Education. How do I create a database based on the templates that are found online? Online templates fall into the following categories: Business. Open the Navigation pane. Click the icon for the template you want to use to create your database. 6. 7. reports and other objects related to the database you selected. Click the category for the template you want to create. Click Continue.

Locate the folder in which you stored your database. To create a blank database: . A menu appears. 3. forms.9. How do I open an existing database? 1. Tip: You can also open an existing database by pressing Ctrl-O and then following steps 3 through 5. 4. Open the Navigation pane. Click Open. Click the database name. reports. 5. Creating tables is the first step in building a database. Click Open. queries. After you create the database. Access opens the database. Create a Blank Database A blank database is a database with nothing in it. If you cannot find a template that suits your needs. Access displays the tables. 2. You must create all the tables. reports. You will learn more about creating tables in the next lesson. create a blank database. Access opens to a datasheet and makes available the tools you need to create objects. forms. Click the Office button. and other objects related to your database. and so on. queries.

Click Blank Database. The columns are called fields and the rows are called records. A datasheet displays the information stored in a table in columns and rows. 2. Click the Create button. retrieve data. Access creates the database and opens a datasheet with the Table Tools available to you. and perform other tasks. Note the Table Tools in the upper-right portion of the Ribbon. Start Access. 3. Click OK. enter data. 5.1. Note that the name of the file appears in the File Name field. Type the name you want to give your database in the File Name field. The File New Database window appears. Access will automatically append . What is a Datasheet? In Access. 4. data is stored in tables. Lesson 2: Creating Microsoft Access Tables Tables are the foundation of an Access database . Click the Browse button. Locate the folder in which you want to store your database. 7. 6.accdb to the name. You can use a datasheet to create a table.

Datasheet view displays a table as a set of columns and rows. The table consists of three columns: one for last name. Within a table. Access stores data in tables. and Phone Number. Each value in a field represents a single category of data. and one for phone number. Each column is called a field. in a database that contains tables for Employees. Last Name Smith Smith First Name John John City Jonestown Jonestown . For example. For example. the Students table lists students. the First Name field contains the first name. the following should not occur in a table. In every row of the table. A primary key is a field or combination of fields that uniquely identify each record in a table. all of the data in the Students table should refer to students.. each field must be given a name and no two fields can have the same name. Students. and all of the data in the Courses table should refer to courses. all of the data in the Employees table should refer to employees. the Last Name field contains the last name. and the Courses table lists the courses students can take. it opens in Datasheet view and makes available the tools you need to create a table. After Access creates a blank database. add fields to a table. For example. one for first name. Each row in a table is called a record. All of the data in a table should refer to the same subject. When you view a blank database for the first time in Datasheet view. Understanding Tables A table is a set of columns and rows. assign data types to fields. a table might have three fields: Last Name. and set field properties. you see a column named ID. This lesson teaches you how to create a table. First Name. This column is by default the primary key field. You can view an Access database as a collection of related tables. the Employees table lists the employees. No two records in a table should have the same values in every field. For example. and Courses. and the Phone Number field contains the phone number.

A menu appears. When choosing a table name. hence. Press Enter without entering a field name to end your entries. Access creates the field. try to keep it short. When you save your table for the first time. Right-click the Add New Field column label. 6. and can be up to 64 characters long. you can use the ID field as the primary key field and use it to make each record unique. two tables in the same database cannot have the same name. When choosing a field name. 7. Press Enter. Field names can include letters. . numbers. Click Rename Column. Access automatically creates a unique number for each record in the database. as a result. Continue until you have created all of the fields in your table. 2. The ID field has a data type of AutoNumber. Each table name must be unique. try to keep it short. and spaces and can be up to 64 characters long. In cases like this. You can save a table by clicking the Save button on the Quick Access toolbar or by rightclicking the Tables tab and then choosing Save from the menu that appears. Type the field name. can consist of letters. 5. Or 1. 3. Access creates the field. Activate the Datasheet tab. ID 1 2 Last Name Smith Smith First Name John John City Jonestown Jonestown Access provides several methods for creating a table. Click the Add New Field column label. Access gives you the opportunity to name your table.In the real world. numbers. Type the next field name. and spaces. 2. Click Rename in the Fields & Columns group. it is possible to have two people from the same city with the same first and last name. The table name should describe the data in the table. One method is to use the Rename option with the Add New Field column label to give each column the field name you want it to have and then to type or paste your data into the table. To add fields to a table: 1. The resulting table will look like the one shown here. 4.

Access names your table.3. Tip: You can use the Rename option at any time to rename any column. you can use a text field to store a street address. Continue until you have created all of the fields in your table. you cannot perform mathematical calculations by using a text field. Access creates the field. or perform other calculations with the numbers. Type the next field name. Press Enter. 2. sum. Data Types Data Type Text Use Alphanumeric data. you must name and save it. Alternatively. For example. You can enter numbers into the field and then average. Name and Save a Table After you create a table. A field with a data type of text can store alphabetic characters and numbers. . because you probably do not want to. you cannot use the numbers in the street address in mathematical calculations. The Save As dialog box appears. Unless you do some manipulation. Click OK. you use data types to specify the type of data each field can capture. which is fine. you can assign a Test Score field a data type of Number. Click the Save button on the Quick Access toolbar. You will not be able to sum or average the numbers in an address field. Understanding Data Types In Access. Type the name you want to give your table. Access creates the field. 4. 5. Generally speaking. For example. Use for text and for numbers that are Notes . 3. Type the field name. you can rename the ID column Employee ID. However. To name and save a table: 1. you cannot enter an alphabetic character in a number field.

Use to store attachments. and other relatively short pieces of text. Assigned Data Types Sample Entry Smith http://www.000. Prevents rounding during calculation. Excel spreadsheet.000 characters. Number Date/Time Currency AutoNumber Yes/No Hyperlink Attachment OLE Object After you create the fields for a table. Double . Use to create a primary key. As you type. Can store up to 64. Use to store hyperlinks. use the currency type. Use for long pieces of text. Numeric data.com 10000 10. etc. Yes/No. If you are working with currency. such as notes and long descriptions. Long Integer Number. addresses. Logical data. or PowerPoint presentation. Unique sequential numbers or random numbers automatically inserted when you create a record. Can store up to 255 characters. Use when only one of two values is valid. Use for currency. True/False. Double Number.99 10000. Long Integer Number. Access assigns a data type to each field based on your entry. Use for dates and times. Use for names. you can enter data by typing in each field.999 Data Type Assigned Text Hyperlink Number.not used in mathematical calculations. Memo Long text. Use to attach an OLE object such as a Word document.000 10.website. Use for numbers you want to use in mathematical calculations.

By formatting. .00% 1. times.456. 2008 Use the Windows Control panel’s Regional and Language options to view or change regional settings. Double Number. the currency setting uses a dollar sign. any number you enter will appear with a Euro sign in front.00 3:39:44 PM 7/28/2008 Monday.50 25. For example.23E+02 Date/Time Date/Time Date/Time Date/Time Date/Time Number. Double Explicitly Assign Data Types and Formats You may want to change the data type Access assigned to a field. July 28. You can do so by choosing the Datasheet tab and then selecting the proper option in the Data Type field in the Data Type & Formatting group. Double Number. and currency that match the standards or language used in the country in which you live.00 $123. Data Types Data Type Number Format General Number Currency Euro How Numbers Display As typed. if you live in the United States. Uses currency format with Euro symbol. For example. Regional Settings for English (United States) Number Currency Time Short Date Long Date 123. if you choose a data type of number and a format of Euro.789.789.456. Windows regional settings enable you to display information such as dates. or you may want to explicitly assign a data type to each field. you determine how data in a field displays. 2009 12:10:33 12:30 am 16:50 100. Follows regional settings. January 1. Some data types allow you to select the formatting you want. Uses thousands separator.01/01/2009 The date and time formats recognized are those of your user locale.

Date values display as numbers and time values as hours. Uses hours. minutes. Uses thousands separator. Uses hours and minutes. Uses scientific notation. Uses thousands separator. Displays hours and minutes followed by AM or PM. Yes/No Long Date Medium Date Short Date Long Time Medium Time Short Time Yes/No . Follows regional setting. and seconds followed by AM or PM. Uses the separator specified in the Time setting in your Windows regional settings. Uses scientific notation. Follows regional setting. Converts entry to percent. Converts entry to percent. Uses thousands separator. Uses currency format with Euro symbol. Uses the separator specified in the Time setting in your Windows regional settings. Follows regional settings. Uses the separator specified in the Time setting in your Windows regional settings. Follows regional settings. As typed. Follows regional settings. Follows regional settings. using the date separator specified in your Windows regional settings. minutes. Uses dd/mmm/yy.Fixed Standard Percent Scientific Currency General Number Currency Euro Fixed Standard Percent Scientific Date/Time General Date Displays at least one digit. and seconds followed by AM or PM. Uses the Short Date format specified in your Windows regional settings. Displays at least one digit. Uses the Long Date format specified in your Windows regional settings.

if you want to use a Comma number . there are several formatting options you can apply to numbers. Tip: If you want every record in a field to be unique. click the Increase Decimal Tip: You can create a new table at any time by activating the Create tab and then clicking Table. Click the field label for the field to which you want to assign a data type. if you . decimal place. Click the down-arrow next to the Format field and then choose a format. 3. check the Is Required box. or if you want to increase or decrease the number of or Decrease Decimal button .True/False On/Off To explicitly assign a data type or format to a field: 1. 2. Tip: In the Data Type & Formatting group. Access assigns a data type and format to the field you selected. If you do not want the user to leave a field blank. Click the down-arrow next to the Data Type field and then choose a data type. click the Percent button format. . check the Unique box on the Datasheet tab in the Data Type & Formatting group. If you want to use the Currency format. Activate the Datasheet tab. click the Comma button . click the Currency button want to use the Percent format. 4.

Understanding Design View Access provides several ways to view the objects in your database.767 (No fractions) –2. The default is 255.4 x 1038 numeric floating point values. (No fractions) –9.797 x 10308 to +1. Up to seven significant digits.147. –1.. Using Design view is the preferred method for creating a table because it provides you with the most options and enables you to precisely define your table. Follows regional setting. Globally Unique Identifier (GUID).4 x 1038 to +3. you can set all of the following options in Design view. x 1027 –32. Uses thousands separator. Design View Options Field Property Field Size Data Type Text Comments Enables you to restrict the number of characters stored in a text field to 0 to 255 characters. Up to fifteen significant digits. fixed. Determines how numbers display. standard. You can use the View button on the Home tab or the Table Design button on the Create tab to change to Design view. Displays as typed..647 –3.797 x 10308 1038 numeric floating point values. Used by Access to establish a unique identifier for replication.147.648 to +2.999. You can use Design view to create or modify an Access table..768 to +32. In addition to selecting a data type. x 1027 through +9.483. and percent formats. and decimal places. Values Stored 0 to 255. Access follows the settings specified in Regional Settings in the Windows Control Panel for negative amounts.483.999.. decimal and currency symbols. Number Number Types Byte Decimal Integer Long Integer Single Double Replication ID Format Number Currency Number General Number Currency . When you use the currency. Enables you to select the type of number stored in a field.

Uses thousands separator. Caption . Auto. Follows regional settings. January 02. Converts entry to percent. Displays one digit. Determines the number of digits that display to the right of the decimal point. Example: 01/02/99. Number of decimals displayed depends on the format setting. Changes all characters to uppercase. 0–15. Medium Date Short Date Long Time Medium Time Short Time Text and Memo @ & < > Yes/No Yes/No True/False On/Off Decimal Places Determines number of decimal places Access displays. Follows regional settings. Input Mask Special characters used to control the values the user can input. displays On/Off. Uses scientific notation. Field name displayed on forms. If the Lookup Display Control is a text box. If the Lookup Display Control is a text box. 06:28:21 PM Displays Day of Week and Date: Example: Saturday. displays Yes/No. displays True/False. Used with format property. 1999 Example: 02-Jan-99 Example: 01/02/99 Example: 6:28:21 PM Example: 6:28 PM Example: 18:28 Text character required. Changes all characters to lowercase. If the Lookup Display Control is a text box. Displays date and time. Text character not required.Euro Fixed Standard Percent Scientific Date/Time General Date Long Date Uses currency format with Euro symbol.

Default Value Sets the value that appears in the field by default when a record is created. Sets the requirements for user input. Click Table Design in the Tables group. Click the down-arrow that appears when you click in the Data Type field and then select a data type. Access changes to Design view and the Table Tools become available. Click Primary Key if the column you created is a primary key. 3. No: Do not create index. Specifies whether the field Yes: Required is required or not. Activate the Create tab. Validation Rule Validation Text Required Allow Zero Length Index To use Design view to create a new table: 1. Press the Tab key.Yes: Is valid length field is a valid entry. A small key appears next to the field name. No: Not Required Determines whether a zero. should be created in a field. Text for error messages that are sent when validation rules are broken. 4. 6. Type the first field name in the Field Name field. 5. No: Not valid Specifies whether an index Yes: Create index. 2. Indexes speed up queries. .

7. To set field properties: 1. 4. 3. Click the field for which you want to set the field properties. Press the Tab key. 10. 8. Repeat steps 1 through 3 until you have set all the properties for all fields. Access moves to the Field Name field. Activate the General tab in the Field Properties area. 2. You can use Design view to create or modify a table. Press the Tab key. Type a description. After you finish the task. Set the properties you want to set. . 9. The description is optional. Repeat steps 3 through 10 until you have created all of your fields. you must save the table by clicking the Save button on the Quick Access toolbar.

Create a Lookup Column If a field can contain a finite list of values. Pivot Chart view. A menu appears. Computer Science. Click the Table Templates button in the Tables group. History. or view data. To change the view: 1. Activate the Create tab. For example. What are views? Views are different ways of looking at the same object. You use Datasheet view to create a table. You can now access the table by using the Navigation pane. Click the view you want. Pivot Table view. Tables have four views: Datasheet view. Type the name you want to give your table. 1. You can create a table Departments table that lists the departments and then use the list in the Employee table to assign each employee to a department. Activate the Home tab. Access creates a table based on the template. Pivot Chart view to create a pivot chart. edit data. When using a template.1. Click the Save button on the Quick Access toolbar. English. 2. 3. Access has several templates from which you can choose. Click the down-arrow under the View button. Access saves the table unless you are saving for the first time. Departments Department ID Primary Key 1 2 3 4 Administration Computer Science English History Department . Pivot Table view to create a pivot table. Click the template you want to use. if the employees at a school can only work in one of the following departments: Administration. you create the table and then modify it to suit your needs. 3. Access saves the table. the Save As dialog box appears. Tip: You can also use a template to create a table. and Design view to create a table or modify an existing table. you can create a Lookup Column and users can select the value they want from a list. 3. or Math. and Design view. 2. 2. Click OK. A menu appears. Access changes to the view you chose. If you are saving for the first time.

To use the Lookup Wizard to create a lookup column: Open the Lookup Wizard 1. Make sure the radio button next to “I want the lookup column to look up the values in a table or query. Select your table or query A lookup column can be based on a table. A query only displays the rows and columns you specify.” is selected. Creating a Lookup column creates a relationship between two tables. If you base your lookup column on a table or query. Activate the Datasheet tab. 5. Click the Lookup Column button in the Fields & Columns group.5 Math Access has a wizard to help you create lookup columns. (You must be in Datasheet view. The Lookup Wizard moves to the next page. See the section Create Relationships in Lesson 3 to learn more about relationships. The Lookup Wizard appears. a query. Open the table to which you want to add a lookup column. . you must create the table or query before creating the lookup column. 6. A query is a list of rows and columns based on one or more tables.) 4. 2. Click Next. or a list of values you type. Click the field label for the field before which you want to add a lookup column. 3.

Click the single right-arrow button . 3. 1. The Lookup Wizard moves to the next page. Repeat this process to select additional fields. Select fields You choose the fields you want to appear in your lookup column. 3. Queries. Click to select the table or query you want. Access places the field in the Selected Fields column. 2. click the double right-arrow button . Click the field you want. Note: Use the single left-arrow and the double left-arrows to deselect fields. The Lookup Wizard moves to the next page. Click a radio button to select what you want to base your lookup column on. Click Next. Be sure to include the primary key. or Both.1. Click Next. 2. Sort fields . Choose from Tables. If you want all the fields in the table.

Click the down-arrow and then select the field you want to sort by. 3. You can sort within a sort for up to four levels. You can also sort within a sort. create the highest level sort on line one. the city on line two. city. Click Next. and then within each city by street address. 2. The Lookup Wizard moves to the next page. you create the state on line one. In the state. either ascending (alphabetical from A to Z. . and so on. You may. highest number to lowest number. For example. you can sort by state and then within each state by city.The Lookup Wizard allows you to sort the records in a lookup column. Adjust column widths A key column is the column that connects one table or query to another table or query. and the street address on line three. If you are creating a sort within a sort. leave the Hide Key Column box checked. earliest date to latest date) or descending (alphabetical from Z to A. if so. however. the next level sort on line two. want to display the name of the department when you view the table but not the department ID. latest date to earliest date). For example. you can use the Department ID field in the Employees table and the Department ID field in the Departments table to connect the two tables. 1. Click to select a sort direction (the button toggles between ascending and descending). You can display records in order. lowest number to highest number. and street address example.

Click Next. if you wish. The Lookup Wizard moves to the next page.1. Deselect Hide Key Column. you must tell Access which field is the key field. 2. click the Allow Multiple Values checkbox if you want to allow multiple values. 1. Specify the Key Field (if you deselected Hide Key Column) A key field is a field that uniquely identifies a record. If you deselected Hide Key column. Click Next. On this page of the Wizard you tell Access what you want to name your lookup column. In Access 2007. . Adjust the column widths by dragging or double-clicking the right vertical border for the column. The Lookup Wizard moves to the next page. Click the key field. Name the column Field names appear at the top of each column. 2. 3. multiple values can appear in a field.

Type the number of Columns you want in the Number Of Columns field. 8. (These instructions assume you are in the Datasheet view. 9. Access creates a lookup column based on your list. The Lookup Wizard moves to the next page.) 2. This lesson teaches you how to modify a table and enter data. such as Excel. enter data into it manually or import data from somewhere else. The Lookup Wizard appears. Click the radio button next to “I will type the values I want. Type the values you want under the column heading. Enter Records After you have created a table. The Lookup Wizard moves to the next page. Lesson 3: Working with Microsoft Access Tables After you create an Access table. you can enter data into it. Click Next. Activate the Datasheet tab. Click Finish. Click Next. you can modify it. . Click the Lookup Column button in the Fields & Columns group.” 4. 3. How do I create a lookup column by typing a list? 1. 3. 7. 6. Click if you want to allow multiple values in the field. Access creates the lookup column. Click Finish. 5. Type the column label you want.1. 2. Type the name you want to give the column.

Click Add. Press the Tab key. . Click the down-arrow that appears when you click in the field. The Choose File dialog box appears. 2. 2. When you make an entry into another field in the record.To enter data into an AutoNumber field: • Press the Tab key. 3. To enter data into a Yes/No field: • Click the checkbox for Yes. To add an attachment to an attachment field: 1. leave the checkbox unchecked for No. Click to select the entry you want. To enter data into fields that have a lookup list: 1. Access will automatically make an entry into the AutoNumber field. The Attachments dialog box appears. Double-click in the attachment field.

Note: You can attach multiple files to a single attachment field. Use the left-arrow at the top of the calendar to move to the previous month. 4. To enter data into a date field: • Type the date. The Choose File dialog box closes. Click Open. Click OK. use the right-arrow at Or • . Select the date from the calendar that appears to the left of the field when you click in the field. 5. Click the file you want to add.3. You click the calendar to open it. Access attaches the file.

When you reach the proper month. Click Insert Object. 2. The Microsoft Office Access dialog box appears. Right-click in the field. 1. Create New: .the top of the calendar to move to the next month. click the proper date. To add data to an OLE Object field: An OLE object is an object such as a Word document or an Excel Spreadsheet. A menu appears.

Click the Create New radio button if you want to create a new object. b. Click OK. Access links to the object. Click the Create From File radio button if you want to use an existing file. a. b. Create From File: 3. You can create the object. Access opens the program for the object type you selected. Type the path to the file or click the Browse button and locate the file.3. Access links to the object. Click OK. type your entry and then press the Tab key. a. c. Create the object and then close the program for the object type you selected. To add data to other field types: For all other fields. Click the object type you want to create. Import a Table into Access from Excel .

Click the Excel button in the Import group.Excel organizes data into columns and rows. To import data from Excel: Open the Excel Spreadsheet Wizard 1. Click the Open button. you can import an entire worksheet or a named range. The path to the file you selected appears in the File Name field. 4. To import a worksheet. you can import those columns and rows into Access by using the Excel Spreadsheet Wizard. If you have data in Excel that you want to use in Access. Choose the sheet or named range you want to import When importing from Excel. The File Open window appears. click the Show Named Ranges radio button and then click the named range you want. Activate the External Data tab. Click the Browse button. click the Show Worksheets radio button and then click the worksheet you want. The Get External Data – Excel Spreadsheet Wizard appears. Click OK. 6. . To import a named range. Locate the spreadsheet you want to import. Access moves to the next page. 5. 3. 2.

the first row can contain column headings. otherwise click Next. Access moves to the next page. click First Row Contains Column Headings. Make the first row your field names When you create a worksheet in Excel. Click the worksheet or named range you want to import. or click Show Named Ranges to import a named range. If this is the case. Click Show Worksheets to import a worksheet. Click Next. 2.1. 3. .

Click First Row Contains Column Headings if the first row of your Excel spreadsheet contains column headings. the Yes (No Duplicates) option creates an index in which duplicate values in the field are not allowed. You can also skip fields you do not want to import. Set data types Access attempts to assign the correct data type to each column. Access moves to the next page. An Index speeds up Access’s ability to search a column. You can view the assignment made by Access and then make changes. . The Yes (Duplicates OK) option creates an index in which duplicate values in the field are allowed. 2.1. 1. Type the Access table’s column heading in the Field Name field. Click Next. You can use the Indexed field to assign an index. The primary key should be indexed and you should use the Yes (No Duplicates) option. Click a column heading to select a column. a.

2. click Let Access Add Primary key. c. Access moves to the next page. Indicate if the field should be indexed and. if so.b. Click to choose the proper radio button. 1. Choose a primary key You can let Access assign the primary key. or have no primary key by selecting the correct option on this page. Choose a Data type. . Click Next. 2. choose the primary key yourself. d. click Choose My Own Primary Key and then click the down-arrow and select the field you want to use as the key field. If you want to add the primary key. Check the Do Not Import Field box for any column you do not want to import. If you want Access to add the primary key. click No Primary Key. Access moves to the next page. If you do not want to add a primary key. select the type of index. Click Next.

insert columns. Delete Columns The Delete option permanently deletes columns and all the data contained in them.Name your table 1. Click Close. 2. To delete columns: . or move columns. Access imports the table. Access moves to the next page. You can delete columns. 3. Click Finish. you may need to modify it. Modify a Table After you create a table. You cannot undo a column delete. Type the name you want to give your table.

. Insert Columns The Insert option inserts a column before the selected column. 3. 4. Click Yes.1. Click Delete in the Fields & Columns group. Access deletes the columns you selected. 2. Click and drag to select the columns you want to delete. A prompt appears. Activate the Datasheet tab. Click the column head of the column before which you want to insert a column. To insert a column: 1.

Click Delete Column. To delete a column: 1. A menu appears. Access inserts a new column. 2. A dark line appears at the new location. Right-click the column head you want to delete. To move a column: 1. The navigation bar appears at the bottom of the table. Access moves the column. Release you left mouse button. previous. or next record in your table. 2. On the Home tab. When you click it. You can also use special keys and the navigation bar in Access to move around a table. last. 4. You can click the New option to add a new record. Move a Column You can use the Move option to move a column from one location to another. 2.2. To use the Go To button to move around a table: . Move around a Table Access provides several methods for moving around a table. Right-click the column head before which you want to insert a column. Activate the Datasheet tab. Your mouse pointer turns into a four sided arrow. you can use the menu that appears to insert or delete columns. Tip: If you right-click a column label. A menu appears. Press your left mouse button 3. Click Insert in the Fields & Columns group. a menu of options appears. Click and drag the field to the new location. You can use the menu to go to the first. Click Insert Column. To insert a column: 1. 3. there is a Go To button. Move your mouse pointer over the horizontal line under the column label.

1. Activate the Home tab. 2. Click the Go To button in the Find group. A menu appears. 3. Click First to go to the first record, Previous to go to the previous record, Next to go to the next record, Last to go to the last record, or New to create a new record.

Tip: You can also create a new record by choosing the Home tab and then clicking New in the Records group. To use keys to move around a table:
Key to Press Tab Action Moves to the next field to the right. If you are in the last field in a record, moves you to the next record. If you are in the last record in a table, creates a new record. Moves to the next field to the left. If you are in the first field in a record, moves you to the previous record. Moves to the previous field. If you are in the first field in a record, moves you to the previous record. Moves to the next field. If you are in the last field in a record, moves you to the next record. If you are in the last record in a table, creates a new record. Moves you up one record. Moves you down one record. Creates a new record.

Left-Arrow

Shift+Tab Right-Arrow

Up-Arrow Down-Arrow Ctrl++

To use the Navigation bar to move around a table:

1 2 3 4 5 6

Go to First Record Go to Previous Record The Current Record Go to Next Record Go to Last Record Create a New (Blank) Record

Select Columns and Rows
Before you can perform an operation on a column or row, you must select it. To select a column, click the column head. To select several columns, click a column head and then drag. To select a row, click the blank area to the left of the row. To select several rows, click the blank area to the left of a row and then drag. To select the entire table, click the Select All button left corner of the table. in the upper-

Delete a Record
If enter a record by error, you can delete it. To delete a record:
1. Select the record you want to delete. 2. Activate the Home tab. 3. Click Delete in the Records group. A prompt appears. 4. Click the Yes button.

Or

highest number to lowest number. latest date to earliest date). and Creating Relationships You can sort Access data so you can view records in the order you want to view them. Click the Yes button. you may want to make the column or row larger. This lesson also teaches you how to create relationships. Access data is stored in multiple tables. you can put a column of information in alphabetical. or date order. You can sort in ascending order (alphabetical from A to Z. you may want to make a column or row smaller. When sorting within a sort. 2. Lesson 4: Sorting. you can sort by state and then sort within each state by city. perform the innermost sort first. To add a sort: 1. lowest number to highest number. Click the column label for the column you want to sort.• • • • Select the record you want to delete. Sort a Table By sorting. This lesson teaches you how to sort and filter an Access table. and you can filter data so you only see the records you want to see. sort the city first and then sort by state. earliest date to latest date) or descending order (alphabetical from Z to A. if you are sorting by state and then city. Click Delete Record. For example. You can also sort within a sort. Filtering. A menu appears. numerical. Right-click. If you want to fit more information on the screen. A prompt appears. To resize a column or row: 1. . you can click and drag to increase or decrease column width or row height. For example. Place the cursor over the line that separates two columns or two rows. Relationships join tables together so you can work with the data from multiple tables. Resize a Column or Row If all of the information in a column or row does not display. In either case. The cursor turns into a double-sided arrow. Hold down the left mouse button and drag to increase or decrease the width of a column or the height of all of the rows.

it replaces any previous filter you applied to that column. Click the Ascending or Descending button in the Sort & Filter group. For example. if you apply a filter so you only see students in DE.2. 3. You can filter your data so only DE students display. For example. . and PA and you only want to see the students from DE. Each time you apply a filter to a column. by applying a filter first to the State field and then to the Last Name field. Filter a Table You can apply a filter to see only the records you want to see. you can see all of the students in the state of DE whose last names are Adams. Click the Clear All Sorts button in the Sort & Filter group. For example. Activate the Home tab. perhaps your database contains students from the states of DE. Activate the Home tab. To apply a filter: 1. and later you apply a filter so you only see students in NJ. 2. To remove a sort: 1. Access clears the DE filter and then applies the NJ filter. Access clears all of the sorts you have applied. NJ. You can apply filters to multiple columns in the same table. Access sorts the column in ascending or descending order. Click the column label for the column you want to filter.

A menu appears. To remove a filter: 1. For example. Click Advanced in the Sort & Filter group. Access filters your data and displays the word Filtered at the bottom of the window. 2. Text Filters Equals Finds every record in the table where the . Access clears all the filters you have applied.2. Click the Filter button. you can find all of the records that do not equal the value you specify or you can find all of the records that fall between two dates. Activate the Home tab. 3. Tip: After you apply a filter. 3. Uncheck the items you do not want to appear. The following are lists of specialized filters. 4. Click OK. Apply a Specialized Filter In addition to simply searching for a specific value. you can use the Toggle Filter button to toggle the application of the filter on and off. making sure only the items you want are checked. 5. Click Clear All Filters. you can apply several specialized filters. A menu appears. Activate the Home tab.

Finds every record in the table where the field’s value is between the values you enter. Finds every record in the table where the field’s value does not contain the value you enter. Finds every record in the table where the field’s value ends with the value you enter. Finds every record in the table where the field’s value does not equal the value you enter. Finds every record in the table where the field’s value does not end with the value you enter. Finds every record in the table where the field’s value begins with the value you enter. Less Than Greater Than Between .field’s value equals the value you enter. Does Not Equal Finds every record in the table where the field’s value does not equal the value you enter. Finds every record in the table where the field’s value is greater than the value you enter. Finds every record in the table where the field’s value is less than the value you enter. Begins With Does Not Begin With Contains Does Not Contain Ends With Does Not End With Number Filters Equals Does Not Equal Finds every record in the table where the field’s value equals the value you enter. Finds every record in the table where the field’s value does not begin with the value you enter. Finds every record in the table where the field’s value contains the value you enter.

Finds every record in the table where the field’s value does not equal the date you enter. Finds every record in the table where the field’s date is between the dates you enter. Click the Last Name column label. 3. Before Greater Than Between All Dates in a Period To apply a specialized filter: 1.Date Filters Equals Does Not Equal Finds every record in the table where the field’s value equals the date you enter. . Activate the Home tab. Finds every record in the table where the field’s date is in the period you enter. Finds every record in the table where the field’s value is before the date you enter. Click the Filter button. Finds every record in the table where the field’s value is greater than (comes after) the date you enter. 2. A menu appears.

Click Hide Columns. A Custom Filter dialog box appears. you can temporarily hide the column or columns from view. Hide Columns There may be times when you may not want to display a certain column or set of columns. Select the columns you want to hide. Later. 5. A menu appears. Click OK. In such cases. 3. Activate the Home tab. Click the More button in the Records group. if you want to display them column again. you can unhide them. A menu appears. .4. 2. Enter the appropriate information. Access filters your data and displays the word Filtered at the bottom of the window. Access hides the columns you selected. 6. Click the option you want. 7. Click the Text Filters option. To hide columns: 1. 4.

City. Street Address. Activate the Home tab. Select the columns you want to hide. if you have a Students table and you want the Student Number. 5. When you freeze a column. Click the Close button. Click Unhide Columns. and Last Name to remain onscreen as you scroll across the table. If you want it to remain there. State. First Name. Click the More button in the Records group. you must save the table. Access displays the columns you selected. Click Hide Columns. 2. First Name. A menu appears. 4.In the figure. Right-click any column label. Select the column you want to display. you can freeze the Student Number. 3. To freeze columns: . and Last Name fields. 3. 2. A menu appears. Click Unhide columns. you may want to freeze columns so the frozen columns stay in view as you scroll across the page. Select the columns you want to display. or 1. 3. Right-click. Freeze Columns If your table has a large number of columns. Or 1. 2. The Unique Columns dialog box appears. the Birth Date. To unhide columns: 1. Access moves it to the far left side of your table. Access displays the columns you chose. 4. and Zip fields are hidden. For example. A menu appears. Click Close.

2. Click Freeze. . As you scroll. Click the More button in the Records group. Click Unfreeze. Italicize all of the data in a table. 4. A menu appears. Left-align a column. Activate the Home tab. Activate the Home tab. Select the columns you want to freeze. 2. Access freezes the columns. Bold all of the data in a table. 3. Format a Table You can use the features in the Font group on the Home tab to apply a variety of formats to your table.1. A menu appears. Click the More button in the Records group. 3. Underline all of the data in a table. Format a Table Button Function Apply a font to all of the data in a table. Apply a font size to all of the data in a table. the frozen columns remain stationary. To unfreeze columns: 1. Access unfreezes the columns.

2. on a datasheet you can have every other row appear in an alternating color. or alternating color: 1. Change the font color. right-align. This option allows you to display gridlines for columns only (vertical). 4. or gridlines. Click the down-arrow to the right of the option you want to apply. Change the alternating color. or center. gridlines for both columns and rows. A menu appears. Place the cursor anywhere within the table. or underline: 1. Gridlines separate columns and rows. font size. 3. the background color is white. To change the font. Select the option you want. Change the gridlines. To change the font color. or center: 1. Access applies the format.Right-align a column. Activate the Home tab. Place the cursor anywhere within the table. gridlines for rows only (horizontal). By default. Access applies the format. Access changes the font. right-align. 3. Place the cursor anywhere within the table. To bold. To left-align. Activate the Home tab. or no gridlines at all. 2. italicize. Change the background color. Click the button for the format you want to apply. 2. font size. 2. Activate the Home tab. background color. For example. or gridlines: 1. Click the button for the format you want to apply. . Center a column. Place the cursor anywhere within the column you want to left-align. 3. Activate the Home tab.

minimum. Activate the Home tab. or minimum of a date field.3. Click the down-arrow to the right of the option you want to apply. Find and Replace If you need to find a sequence of characters. 2. Compute Totals On the Home tab. maximum. For example. A down-arrow appears on the left side of the field. 4. Open the table or query for which you want to compute totals. or a phrase in a table or field. the Find command has three options: You can find all instances in a table or field that match a sequence of characters. a word. maximum. 3. all instances that begin with a sequence of characters. or the count of a text field. Access changes the font color or the alternating color. In Access. average. or variance of a number field. standard deviation. average. Click on the Total line under the column you want to total. Click the Totals button in the Records group. A Total line appears at the bottom of the table or query. Select the color you want. A menu of colors appears. count. To compute totals: 1. you can use the Find command. you can find all . or all instances that contain a sequence of characters. Click the down-arrow and then choose the function you want to perform. 4. Access performs the calculation and displays the results in the proper column on the Totals row. the count. you can use the Total button in the Records group to compute the sum. 5.

To do a Find: 1. The Find and Replace dialog box appears. After you find the word. 5.students with the last name Smith. Complete the other fields on the tab the same as you would if you were doing a Find. In the Replace With field. Click Find Next to begin your search. 6. If you want to search another field. phrase. Click Find Next to find the first instance for . open the Find and Replace dialog box (follow steps 1 through 3) and then activate the Replace tab. you can replace it with a new sequence of characters by executing the Replace command. or all instances of 08 anywhere in the field. Access finds the first entry that matches your find criteria. Continue clicking Find Next to find additional matches. Activate the Home tab. 3. Note: If you want to find and replace. or Down to search downward from your current location. Type what you want to find in the Find What field. Click the Find button in the Find group. 2. Place your cursor in the column you want to search. Activate the Find tab. all students whose last name begins with S. Up to search upward from your current location. Choose All in the Search field if you want to search the entire table. 9. 7. 4. 8. click in that field and then select it in the Look In field. choose Whole Field if you want the field to match the sequence of characters you entered. or choose Start Of Field if you want the field to begin with a sequence of characters you entered. Choose Any Part Of Field if you want to search for your entry anywhere within a field. Choose the name of the table you want to search in the Look In field if you want to search the entire table or select the field you selected in step 1 if you want to search that field. or sequence of characters you are searching for. enter the sequence of characters you want to use to replace what you find.

When tables have a one-to-many relationship. A foreign key is a value in one table that must match the primary key in another table. a school has students. The Students table is the primary table and the Payments table is the related table. After you have created relationships. if the only valid Student IDs are 1. the data is usually stored in a single table. referential integrity prevents you from entering a value of 4 in the Student ID field in the Payments table. There are two valid types of relationships: one-to-one and one-to-many. and 3. In a one-to-many relationship. for every occurrence of a value in table A. Student ID 1 is no longer valid in the Payments table. form. you use primary keys and foreign keys to create relationships.which you are searching. you can use data from all of the related tables in a query. One-to-one relationships are rare because if there is a one-to-one relationship. Click Replace to replace that instance. Create Relationships In Access. Students Student ID Primary Key 1 2 3 Payments Payment ID Primary key 1 2 3 4 5 Last Name John Mark Valerie Student ID Foreign key 1 2 3 2 3 Amount Due 500 700 500 400 250 First Name Smith Adams Kilm Amount Paid 500 300 250 300 250 If you delete Student ID 1 from the Students table. and for every occurrence of a value in table B. 2. Referential integrity ensures that the validity of the relationship between two tables remains intact. or for other reasons. Each student can make several payments. You use primary keys and foreign keys to join tables together—in other words. For example. However. A primary key is a field or combination of fields that uniquely identify each record in a table. but each payment can only be from one student. In a one-to-one relationship. there can only be one matching occurrence in table A. there can only be one matching occurrence of that value in table B. when tables have a large number of fields. and for every one occurrence in table B. a one-toone relationship can occur when you want to store the information in a separate table for security reasons. there can only be one matching occurrence of that value in table A. or report. It prohibits changes to the primary table that would invalidate an entry in the related table. the table with the one value is called the primary table and the table with the many values is called the related table. A foreign key without a . for every occurrence of a value in table A. there can be zero or more matching occurrences in table B. Also. Referential integrity prevents you from deleting Student ID 1 from the Students table. Click Replace All to replace every instance. you store data in multiple tables and then use relationships to join the tables.

3. Referential integrity prevents you from creating orphans. Close all tables and forms. If anything appears in the relationships window. The Show Table dialog box appears. . (Right-click on the tab of any Object. A menu appears. Click the Show Table button in the Relationships group.primary key reference is called an orphan.) 2. Activate the Database Tools tab. To create relationships: 1. click the Clear Layout button in the Tools group. If you are prompted. 5. 4. The Relationships window appears. Click Close All. click Yes. Click the Relationships button in the Show/Hide group.

activate the Queries tab if your relationships will be based on queries. 11. Make sure the arrow points to the foreign key. Click the Close button to close the Show Table dialog box. or activate the Both tab if your relationships will be based on both. The tables appear in the Relationships window. Access creates a one-to-many relationship between the tables. Click the Enforce Referential Integrity checkbox.6. the cursor changes to an arrow. After you drag the primary key to the related table’s box. 10. The Edit Relationships Dialog box appears. Double-click each table or query you want to use to build a relationship. Click Create. 7. . 9. Drag the Primary table’s primary key over the related table’s foreign key. Activate the Tables tab if your relationships will be based on tables. 8.

Tip: When you create a relationship. To open tables or queries in Query Design view: . To create a query. Tip: When you create a lookup column. 2. if you want to view a list of student names and email addresses. You can save queries for later use. Open Tables or Queries in Query Design View A query can be based on tables or on other queries.12. you can restrict your list to those students. Click the Save button on the Quick Access toolbar to save the relationship. you can create a query that displays the student’s first name. For example. you can view the related table as a subdatasheet of the primary table. if you want to know which students live in DE. Access creates a relationship between the tables. Alternatively. Click the minus sign to hide the subdatasheet. click the table you want to view as a subdatasheet and then click OK. you open the tables or queries on which you are going to base your query in Query Design view. and email address only. but you do not want to see addresses and other data. you must delete the relationship before you can make modifications to the fields on which the relationship is based. Access displays the subdatasheet each time you click the plus sign in the far left column. The plus sign turns into a minus (-) sign. and then use the options in Design view to create your query. To delete a relationship: 1. last name. If the Insert Subdatasheet dialog box opens. This lesson teaches you how to create a query. Open the primary table and click the plus (+) in the far left column. You then click the Run button to display the results. Click the line that connects the tables. Lesson 5: Creating Microsoft Access Queries You can use a query to view a subset of your data or to answer questions about your data. Tip: After a relationship has been created between two tables. Press the Delete key.

a. Continue clicking tables or queries until you have all the tables and queries you plan to use. each table has an option that allows you to display all of the fields and all of the records in a table. Click Close. Click Add. The table appears in the window. Click the Query Design button in the Other group. Access changes to Query Design view. 5. Click to choose the table or query on which you want to base your query. 4. Activate the Create tab. 2. Display All Records and All Fields In Query Design view. activate the Queries tab if you want base your query on queries or activate the Both tab if you want to base your query on both tables and queries. Activate the Tables tab if you want to base your query on tables. This option appears on the field line on the drop-down menu as the table name followed by a period and an asterisk (tablename. To display all records and all fields: . Click to choose the next table or query on which you want to base your query. 6.*). b.1. The Show Table dialog box appears. 3.

* option.1. The table name appears on the table line. 3. Open a table or query in Query Design view. you can easily change back to Query Design view and make modifications to your query or create a new query. Access retrieves all of the fields and records for the table and displays them in Datasheet view. Change from Datasheet View to Query Design View After you run a query. Click the down-arrow in the first field on the Field row and then select the tablename. 2. Click the Run button. .

2. Click Design View. choose the name of the field you want to retrieve. A menu appears.* option on the Field line in Query Design view. Click the down-arrow below View in the Views group.To change to Query Design view: 1. You can modify your query. Instead of choosing the tablename. Activate the Home tab. in the lower-right corner of the Access Retrieve a Single Column You can use an Access query to retrieve a single column of data. 3. Tip: You can also click the Design button window to change to Design view. Access changes to Query Design view. To retrieve a single column: .

Click the Run button. 2. Open a table or query in Query Design view. Access retrieves the column you chose. Choose the field name you want to display in the field line.1. Retrieve Multiple Columns . 3.

To retrieve multiple columns: 1. 3. Open a table or query in Query Design view. choose the field name of each field you want to retrieve in the order you want to retrieve them. Choose the field names you want to retrieve in the order you want to retrieve them. Access retrieves the columns you chose. . 2. On the Field line in Query Design view.You can use an Access query to retrieve multiple columns of data. Click the Run button.

you can sort the rows you retrieve in ascending or descending order by choosing the option you want on the Sort row in Query Design view. To perform a sort: .Sort a Query When creating a query.

click the down-arrow and then choose Ascending or Descending. 4. Under the field you want to sort. Access retrieves the columns you chose and displays the rows in the order you specified. 2. Click the Run button. 3.1. . Choose the field names you want to retrieve in the order you want to retrieve them. Open a table or query in Query Design view.

You can also create sorts within a sort. You specify the sort in the order you want the sort to occur. In such a case. To prevent a field from displaying. last name. you can sort by last name and then by first name. deselect the Show box on the Show row. If you want to sort by state and then by last name within a state and then by first name within last name. For example. you enter the sort in the following order: city. you can sort the rows your query returns. you can sort by state and then within a state.Sort Multiple Columns in a Query As you learned in the previous section. Your sort order may not agree with the order in which you want to display fields. you can use fields that do not display to enter your sort order. To sort multiple columns: . first name.

Access retrieves the columns you chose and displays the rows in the order you specified. 6. Choose the field names you want to sort by in the order you want to sort. 2. Under the fields you want to sort by. 5. Choose the field names you want to retrieve in the order you want to retrieve them. . 3. 4. Click the Run button. Open a table or query in Query Design view. Deselect the Show button for the columns you do not want to display.1. choose Ascending or Descending.

or dE. so Access will retrieve records where the entry is DE. you have been retrieving all of the records (rows) in your table.Retrieve Specific Records In the examples so far. For example. Access will only retrieve records where the value in the State column is equal to DE. you can retrieve only those students who live in DE. De. or only those students whose birth date is 2/16/88. only the student whose student number is 5. <> (not equal). de. You use logical operators such as = (equal). For example. or < (less than) to restrict the records you retrieve. specify which records you wish to retrieve. enter = "DE" in the State column on the Criteria line. You can. if you only want to display students who live in DE. > (greater than). however. Logical Operators Operator = Meaning Equal to Field Type Character Number Date Character Number Date Character Number Entry Format = "DE" =5 = #2/16/88# <> "DE" <> 5 <> #2/16/88# > "DE" >5 <> Not equal to > Greater than . Selection criteria are not case-sensitive.

9. Number greater than or Date equal to one and less than or equal to the other Not between two values Character Number Date Character Number Date Not Between Not Between "C" And "F" Not Between 5 And 10 Not Between #1/1/88# And #12/31/88# Is Null Is Null Is Null Is Not Null Is Not Null Is Not Null Like "S*" Like "1*" Not Applicable Is Null The value is missing from the field Is Not Null The value is not Character missing from Number the field Date Like a specified Character pattern. "NJ") Not In (5.Date >= Greater than or Character equal to Number Date Less than Character Number Date Character Number Date Character Number Date Character Number Date > #2/16/88# > = "DE" >=5 > = #2/16/88# < "DE" <5 < #2/16/88# <= "DE" <= 5 <= #2/16/88# In ("DE". 17) In (#2/16/88#. #12/15/88#) Between "C" And "F" Between 5 And 10 Between #1/1/88# And #12/31/88# < <= Less than or equal to Equal to any item in a list In Not In Not equal to any item in a list Between Between two Character values. #12/15/88#) Not In ("DE". Number * means any Date series of characters. 9. "NJ") In (5. Like . 17) Not In (#2/16/88#. #2/3/90#. #2/3/90#.

It would find Ben. Like "Jo*" finds all records in the field that begin with Jo. The sequence Like "Jo?" finds all three character field entries where the first and second characters are Jo. Choose the field names you want to retrieve in the order you want to retrieve them. and Tam. and Jen. Like "*456*" finds all records that contain 456 anywhere in the field. Johnson. It would find Stevenson. It would return Tim. 123456789. and Jordan. It would find 456123789. Not Like Not like a Character specified Number pattern. The sequence Like "?en" finds all three character field entries where the second and third characters are en. 2. Joy. Like "S*" Like "1*" Not Applicable When using the Like and Not Like criteria. . Open a table or query in Query Design view. and Peterson. Len. It would return Joe. To retrieve specific records: 1. Jackson. where you place the asterisk(*) or question mark (?) determines the type of search Access performs. ? means many single character. Like "*son" finds all records in the field that end with son. and 123789456. and Jon. It would find Jones. The sequence Like "T?m" finds all three character field entries where the first and third characters are T and m. Tom. Date * means any series of characters.? means any single character.

choose Ascending or Descending. For And clauses. 7. you would set the State field to = "DE" and the Last Name field to = "Smith" and you would place both criteria on the same line. For example. Under the fields you want to sort by. For example. Click the Run button. If you place one set of criteria on the Criteria line and the second set of criteria on the Or line. Apply Multiple Criteria You can apply multiple criteria to the same table. Choose the field names you want to sort by in the order you want to sort. 6. place the criteria on the same line. 4. if you want all records where the State is equal to "DE" and the Last Name is equal to Smith. Access will bring back all records where the state equals DE and all records where the Last Name is equal to Smith no matter what the State is. You can add additional and and or statements by using the lines below the Or line. Access will retrieve records if either criteria are met. you want all records where the State is equal to "DE" or the Last Name is equal to Smith. If you place two criteria on the same line. 5. To apply multiple criteria: . for Or clauses. Access retrieves the columns you chose and displays the rows in the order you specified.3. place the criteria on separate lines. Deselect the Show button for columns you do not want to display. You would set the State field to = "DE" and the Last Name field to = "Smith" and you would place one set of criteria on the Criteria line and the other set of criteria on the Or line. Enter your selection criteria on the Criteria line. Access will only retrieve records where both criteria are met.

Choose the field names you want to retrieve in the order you want to retrieve them. 6.1. as needed. Create a Query That Uses Two or More Tables . Deselect the Show button for columns you do not want to display. 2. 3. Under the fields you want to sort by. Choose the field names you want to sort by in the order you want to sort. 5. Access retrieves the columns you chose and displays the rows in the order you specified. Enter your selection criteria on the Criteria line and the Or line. 4. 7. Click the Run button. Open a table or query in Query Design view. choose Ascending or Descending.

you can save it. 2. Under the fields you want to sort by. Deselect the Show button for columns you do not want to display (Not applicable in this example). 6.If you want to view data from two or more tables or queries. 3. you will see the changes when you rerun the query. 4. The tables and queries from which you pull your data should have a relationship. you can create a query that pulls the data from multiple tables or queries. You can rerun a saved query at any time. If you change the data on which the saved query is based. Choose the field names you want to retrieve in the order you want to retrieve them. choose Ascending or Descending. Choose the field names you want to sort by in the order you want to sort. Open the tables and/or queries you want to use in Query Design view. Save a Query After you create a query. if necessary (Not applicable in this example). To create a query that uses two or more tables: 1. . 5. Access retrieves the columns you chose and displays the rows in the order you specified. Enter your selection criteria. Click the Run button.

Use the Insert Rows button to insert a row in the criteria area. Click anywhere in the row before which you want to insert a new row and then click the Insert Rows button. . change the criteria. Tip: You can also save by right-clicking a query’s tab and then selecting Save from the menu that appears. You can now access the query by using the Navigation pane. Access saves the query. change the sort order. Simply open the query in Query Design view and make the changes. Type the name you want to give your query. Click the Save button on the Quick Access toolbar. the Query Setup group offers several options that can assist you. Access saves the query unless you are saving for the first time. the Save As dialog box appears. you can run it by opening the Navigation pane and then clicking the name of the query. You can now access the query by using the Navigation pane. Click anywhere in the column before which you want to insert a column and then click the Insert Column button . If you are saving for the first time. 3. a query can be modified. 2. Access saves the query. You can add columns. and make other changes.To save a query: 1. Use the Insert Columns button to insert a column. Type the name you want to give the query and then click OK. Tip: After you have saved a query. Access saves the query unless you are saving for the first time. If you are saving for the first time. Click OK. Modify a Query Once created. the Save As dialog box appears. In Query Design view.

The Make Table dialog box appears. Click OK.Use the Delete Rows button to delete a row in the criteria area. 3. You see the following prompt. Click anywhere in the row you want to delete and then click the Delete Row button. Enter the criteria on which you want to base your new table. Click anywhere in the column you want . To create a table: 1. Click the Make Table button. Type the name you want to give your new table. . 4. Click Run. to delete and then click the Delete Column button Use a Query to Make a Table You can use a query to create a table. Open the table or query on which you want to base your new table on in Query Design view. 5. This is useful when you want to create a new table that includes the fields and data from an existing table. 2. 6. Use the Delete Columns button to delete a column.

2. (Right-click the query’s tab and then click Close. You create a parameter query by enclosing a question in square brackets ([]). type the prompt within square brackets. if you want to create a parameter query that asks users which State they want to use from the Student’s table. For example. . Access prompts you. 8. Click the Run button. you would type [Which State?] on the Criteria line under the State column. Double-click the new table’s name in the Navigation pane to view the new table. Open a table or query in Query Design view.) 9. Create your query. To create a parameter query: 1.7. Close the query. you want to prompt users when a query runs. 3. Create a Parameter Query If instead of entering predetermined criteria. 4. On the Criteria line. Access will prompt the user for the answer to your question. Click Yes. When the query runs. you can create a parameter query.

>= (greater than or equal to). Access returns all records that are greater than 5 Like "*" & [Prompt] Like [Prompt] & "*" > [Prompt] Note: You can also use < (less than) . Example: If you enter ad. Note: If you want to make your user prompt more flexible. Access displays the results of your query in Datasheet view. Returns all records that end with the value you enter. Example: If you enter 5.<= (less than or equal to) >=. Find all records with a value greater than the value you enter.5. Example: If you enter S. Like "*" & [Prompt] & "*" Returns all records that contain the value you enter. Access returns all records that include the sequence ad anywhere in the field. Click OK. or <> (not equal) . Example: If you enter S. 6. Respond to the prompt. Access returns all records that begin with S. Access returns all records that end with S. Returns all records that begin with the value you enter. use one of the following formats.

Click Form in the Forms group. or display data.Lesson 6: Creating Forms Access forms are much like paper forms: you can use them to enter. If there are several tables with a one-to-many relationship. Activate the Create tab. and which fields you want to display. you can choose the format. Access creates a form. Access does not create the datasheet. Using the Form Button Access can automatically create several types of forms. Access creates a stacked form (the records are displayed in a column) for the primary table and a datasheet for the related table. This lesson teaches you how to create forms. Access places all fields in the selected table on a form. They are based on tables. the arrangement. edit. For example. . 4. When using a form. 2. If the table has a one-to-many relationship with one other table or query. when you click the Form button on the Create tab. Open the Navigation pane. To create a form: 1. 3. Click the table or query on which you want to base your form.

1 2 3 4 5 6 Go to First Record Go to Previous Record The Current Record Go to Next Record Go to Last Record Create a New (Blank) Record Tip: After you create a form. .You can use the Navigation bars to move through the records on a form. To save a form: 1. If you are saving for the first time. Click the Save button on the Quick Access toolbar. You can open a saved form at any time. the Save As dialog box appears. 2. Access saves the form unless you are saving for the first time. Type the name you want to give the form. you can save it.

You can also save by right-clicking a form’s tab and then selecting Save from the menu that appears. Open the Navigation pane. Click OK. One part of the form displays in Form view (stacked fields). change. The two views are synchronized. it is automatically selected in the other view. 2.3. Access saves the form unless you are saving for the first time. Click the table or query on which you want to base your form. or delete the data in either view. while the other part displays in Datasheet view. Type the name you want to give the form and then click OK. To create a split form: 1. you can use the datasheet portion to locate records and the form portion to edit records. If you are saving for the first time. You can now access the form by using the Navigation pane. 3. For example. . 4. Activate the Create tab. You can add. the Save As dialog box appears. Create a Split Form A split form is a form in which the same data is displayed in two views simultaneously. Access saves the form. so as you select a field in one view. Access creates a split form. Access saves the form. You can now access the form by using the Navigation pane. Using a split form gives you the benefits of two types of forms in a single form. Click Split Form in the Forms group.

To create a multiple items form: . one record per row.Create a Multiple Items Form You can use the Multiple Items button on the Forms tab to create a form that displays multiple records.

4. Click Multiple Items in the Forms group. 2. To change the view: 1. Layout view. Access creates a multiple items form. edit. but not all. Click the view you want. and the form you see closely resembles what your form will look like when you view it in Form view. you can see your data. Activate the Format tab.1. Design view displays the structure of your form. where you can modify it. Click the down-arrow under the View button. and Design view. In this view you cannot see the underlying data. To change the size of a field: . Click the table or query on which you want to base your form. 3. Open the form. it opens in Layout view. You can modify a form in Layout view or Design view. A menu appears. In Layout view. 4. Forms have three views: Form view. You can enter. This tutorial focuses on Layout view. Open the Navigation pane. 3. changes to your form in Layout view. and view data in Form view. Activate the Create tab. Tip: A view is a way of looking at an Access object. You can make most. but you can perform some tasks in Design view that you cannot perform in Layout view. 2. Modify a Form After you create a form.

and fonts. Activate the Format tab. To select a field or field label. field label colors. Click the datasheet to select it. Activate the Format tab. 2. 1. 1. Access uses the form name as the title. Change Fonts and Formats You can use options on the Format tab to manually apply individual formats to your report. 2. Click the datasheet to select it. However. you must select it. Click the top or bottom of a field and drag to change the height of a field. such as background colors. You can change the title. Font Group Apply a font to the current selection. Click AutoFormat. Change Fonts and Formats Button Shortcut Key Function Layout View—Format Tab. Select the date and time format you want. The AutoFormat menu appears. Activate the Format tab. To change a form title: When you create a form. 3. To select multiple items. Click a side of the datasheet and drag to change the width. To apply an AutoFormat: The AutoFormat option on the Format tab enables you to apply formats quickly. Type the new title. Click the top or bottom of the datasheet and drag to change the height. 2. Click and drag the four-sided arrow in the upper-right corner to move the datasheet. The Date and Time dialog box appears. A box surrounds selected items. Click the Date and Time button. Click the Title button.1. 1. by default. 3. before you can apply a format to a field or field label. To resize a datasheet: 1. To move a datasheet: 1. Click a side of the field and drag to change the width of the field. . 3. field colors. click it. To add the date and time: You can easily add the date and time to your form. 2. The date and time appear on your form. 2. hold down the Shift key and then click each item you want to select. Click the format you want to apply. 2.

Use a currency symbol.Set the size of the font for the current selection. Change the font color. Increase decimal places. Formatting Group Apply a Number format. Left-align the selection. Change the alternating color. . Gridlines Group Add gridlines. Change to percent. Layout View—Format Tab. Ctrl-b Ctrl-i Ctrl-u Ctrl-l Ctrl-r Ctrl-e Bold the current selection. Center the selection. Right-align the selection. For example. Italicize the current selection. Use thousand separators. Layout View—Format Tab. you can have every other row on a datasheet appear in an alternating color. Change the background color. Decrease decimal places. Underline the current selection.

Layout View—Format Tab. Add a date and time. Add or change a title. Controls Group Add a logo. and percentages in a detail report. Set line style. This lesson teaches you how to create reports. To use the Report button: . counts. Lesson 7: Creating Reports Reports organize and summarize data for viewing online or for printing.Change the weight of gridlines. Set line thickness. counts. A detail report displays all of the selected records. You can include summary data such as totals. A summary report does not list the selected records but instead summarizes the data and presents totals. Access has several report generation tools that you can use to create both detail and summary reports quickly. Set line color. percentages. Use the Report Button The Report button creates a simple report that lists the records in the selected table or query in a columnar format. or other summary data only. Change the color of gridlines. Change the style of gridlines.

Click the Report button in the Reports group. Access saves the report unless you are saving for the first time. Type the name you want to give your report. 3. Access creates your report and displays your report in Layout view. 1. Tip: After you create a report. 2. you can save it. 2.1. If you are saving for the first time. You can modify the report. Click the Save button on the Quick Access toolbar. Activate the Create tab. Open the Navigation pane. . 4. Click the table or query on which you want to base your report. the Save As dialog box appears.

As with other objects. Appears at the bottom of every page and displays the page number and total number of pages. Access saves the report. Appears on the last page of the report and displays summary information such as grand totals. Sections of a Report Report Header Page Header Appears at the top of the first page and displays the report title. Tip: Access reports created simply by using the Report button have several sections. Appears between the page header and page footer and displays the records from the table or query. Click OK. This section is optional. Saved reports appear in the Navigation pane. They are detailed in the following table. The Modify a Report section of this lesson teaches you how to customize a report to meet your needs. Tip: Reports created by using the Report button are plain and simple. Appears at the top of every page and displays the headings (field labels) for each column. You can now access the report by using the Navigation pane. you can also save a report by right-clicking the reports tab and selecting Save.3. Page Footer Detail Section Report Footer .

Click Report Wizard in the Reports group. choose a layout and orientation. You can choose the tables and fields. and title your report. sort the data. group the data. . 2. you can use fields from multiple tables and/or queries if the tables/queries have a relationship. The Report Wizard provides you with more flexibility than you get by using the Report button. Follow the steps shown here to create a report by using the Report Wizard: To create a report by using the Report Wizard: Open the Report Wizard 1.Use the Report Wizard You can also use the Report Wizard to create a report. summarize the data. Select tables. Activate the Create tab. apply a style. queries and fields When using the Report Wizard. The Report Wizard appears.

4. Click the down-arrow next to the Table/Queries field and then click the table from which you want to select fields. Repeat steps 1 and 2 for each table from which you want to select fields. . or click the double-left arrow to deselect all fields. Group When using the Report Wizard. and all of the data for the English department together. For example. click a field and then click the single-left arrow to deselect a single field. all of the data for the Computer Science department together. 3. click the double-right arrows to select all fields. Click Next. you can group data. if your data is grouped by the Department field and the records in the Department field have values such as Administration. Access will group all of the data for the Administration department together. The Report Wizard moves to the next page. 2. Click a field and then click the single-right arrow to select a single field. Computer Science. Grouping puts all of the values in a field into a group based on the field’s value. and English.1.

1. Click to select the field by which you want to group your data. 2. The Report Wizard moves to the next page. You may not see this page of the wizard if you are selecting data from a single table. . Click Next.

and minimum or maximum value for each numeric field. Click Next. and then sorts the second level within that sort.and down-arrows to change the order of the groupings. 2. Click the down-arrow and then select the field you want to sort by. There is also an option that allows you to display the percent the sum of each group is of the grand total. Click the right-arrow to select a field. You can choose to have your report display just the summary data or each detail line and the summary data. 6. Use the up. Click the button to choose ascending or descending order. you can create up to four levels of sort. Click the Summary Options button. click a field and then click the left arrow to deselect a field. 5. If you are only using one table. You can sort up to four levels. If you have grouped your data. 4. you can summarize it by displaying the sum. Clicking the button toggles between Ascending and Descending. Access sorts the first level.3. Sort and summarize By using the Report Wizard. this may be your first opportunity to select a field to group by. average. Click a field you want to group by. 1. The Report Wizard moves to the next page. You can have Access automatically adjust the size of the font so that every field fits. . The Summary Options window appears. and so on. 3. Repeat steps 3 and 4 for each field you want to group by. All of the fields in your report may not fit on a single page.

The layout determines where each field appears on the page. Block. the longest edge of the paper becomes the top of the page. The Summary Options window closes. such as paper sized 8 1/2 by 11. If you print Landscape. Click Next. 6. the shortest edge of the paper becomes the top of the page. Portrait is the default option. 7. If you print in Portrait. Click to select whether you want detail and summary data or if you want summary data only. the left side of the window displays a graphic of the layout. Click OK. Click if you want to calculate the percent to the total for sums. is longer on one edge than it is on the other. . and Outline. The Report Wizard moves to the next page. Click to select the summary data you want. Orientation determines whether Access creates the report in portrait or landscape. Access provides three options to choose from: Stepped. Most paper. Layout and orientation You can choose the layout and orientation of your report.4. When you choose an option. 8. 5.

and font sizes. font colors. the left side of the window displays a preview. Style A style is a set of formats consisting of such things as background colors. Access supplies predesigned styles that format titles. 2. When you choose a style. Click to select a layout. Click Next. Choose the Adjust The Field Width So All Fields Fit On A Page option if you want all fields to fit on a single page.1. 3. 4. and more. . fonts. The Report Wizard moves to the next page. labels. Click to select a page orientation.

. The Report Wizard moves to the next page.1. Click Next. 2. Create a title On the final page of the Report Wizard. Click to select a style. you can title your report. The title appears at the top of the report and on the Navigation pane.

1. Access creates. saves. Type the title you want to give the report. . Click Finish. and opens your report in Layout view. 2.

Tip: Reports created with the Report Wizard may have the following two sections in addition to the sections found in reports created by using the Report button.
Sections of a Report

Group Header Group Footer

Appears before a group and displays information about the group. Appears after a group and summarizes the group data.

Modify a Report
After you create a report, you can modify it. You can add groups or sorts, add fields, change labels, and perform many other tasks. You can view a report in Report view, Layout view, Design view, and Print Preview. You can modify a report in Layout view or Design view. In Layout view, you can see your data, and the report you see closely resembles how your report will look when you print it. You can make most, but not all, changes to your report in Layout view. Design view displays the structure of your report. In this view you cannot see the underlying data, but you can perform some tasks in Design view that you cannot perform in Layout view. This tutorial focuses on Layout view. To change to Layout view:
1. Open your report. 2. Activate the Home tab. 3. Click the View button. A menu appears. 4. Click Layout View. Access changes to Layout view.

Change the Size of a Field or Label If the data in a field or label seems crowded, if some of the data in the field or label does not appear, or if the data appears as pound signs (####), the field or label is too small.

To change the size of a field or label:
1. Click the field or label. A border appears around it.

2. Click a side of the border and drag outward to increase the width. Click a side of the border and drag inward to decrease the width.

Tip: Incidentally, if you want to change the height of records, click the top or bottom of a field border and drag upward or downward. Add a Group or Sort When you create a report by clicking the Report button, you are not given options that enable you to group or sort. You can use the Group & Sort button on the Format tab to create a group or sort. When you create a report by using the Report Wizard, you can use the Group & Sort button to add or modify a group or sort. To Group or Sort: Open the Group, Sort, and Total pane

1. Open your report in Layout view. 2. Activate the Format tab. 3. Click Group & Sort in the Grouping and Totals group. The Group, Sort, and Total pane appears.

Add a group

4. Click Add A Group and then select the field by which you want to group. Access groups and sorts the field.

Add a sort

5. Click Add A Sort and then select the field on which you want to sort. Access sorts the field.

Groups and sorts display in the Group, Sort, and Total pane in levels. Access performs the highest-level group or sort first, the second level next, and so on.

totals as a Totals . average. Set how you want to group. count. and Total Pane Options Option Sort order With A on top From smallest to largest From oldest to newest Group interval Description Use these options to choose from ascending or descending order. you can select By First Character. all Bs are together. Sort.After you have added a group or sort. Select the field you want to total on and the type of total you want. you can set several options by clicking the More button and then clicking the down-arrow next to each option and making your choices.. if you want to group by the first letter of the last name so that all As are together. Your total can be a sum. Group. You can also choose whether you want to show a grand total. For example. etc. etc.

or display totals in the footer. Title With or without a header section Allows you to add or change the field label. This option prevents page breaks within a group. and Total pane. If you want to change the order of execution. Sort. This option allows you to determine whether you want a footer section. Group headers precede each group. To add a field: .percentage of a grand total. click the group or sort you want to delete and then click the Delete button. click the group or sort you want to move up or down and then click the Move Up or Move Down button to move a group or sort up or down a level. With or without a footer section Keep group together There are three buttons on the right side of the Group. This option allows you to determine whether you want a header section. Sort. Keep whole group together on one page. This option allows page breaks within a group. Group footers are printed at the bottom of each group. Use these options to determine where a page break will occur when you print: Do not keep group together on one page. Keep header and first record together on one page. This option prevents a header from printing at the bottom of a page with no records. display totals in the header. If you want to delete a group or sort. and Total pane. Groups and sorts execute in the order they are listed in the Group.

Click Show All Tables if the field you want to add does not appear. Activate the Format tab. Open your report in Layout view. Click the Add Existing Fields button in the Controls group. . 3. 4.1. 2. The Field List pane appears.

Click anywhere outside the Title field. 4. Click anywhere outside the label. . 2. 3. Click the Size button in the Page Layout group. 2. Activate the Page Setup tab. Open your report in Layout view. 4. Open your report in Layout view. To change paper orientation: 1. Open your report in Layout view. Access moves the column to the new location. If you want the field to appear in the detail area. Press the Delete key. 2. Access deletes the field. Click Portrait or Landscape to choose the orientation you want to use. Open your report in Layout view.5. 5. Type the new label name. 4. 3. 3. Double-click the field label. To change the paper size: 1. Activate the Page Setup tab. Double-click in the Title field. Access changes the page orientation. To change margins: 1. Access changes the field label. A menu appears. 3. Access changes the title. Activate the Page Setup tab. 2. Click and drag to select the current title. Open your report in Layout view. 3. 2. Click the column label. Click the field you want to add and drag it onto your report. Type a new title. Open your report in Layout view. Access places the field before the line. Open your report in Layout view. To change a field label: 1. Drag the column to the new location. be sure to drag it to the detail area. 5. Click the size of the paper you are going to print on. To delete a field: 1. A thick line appears on the report. To move a column: 1. 2. 3. Click the field you want to delete. To change a title: 1. Click and drag to select the label name. 2.

Click to select a format if you are including the date. 3. Click the down-arrow in the Alignment field and then choose an alignment. To add page numbers: 1.3. Click the Date and Time button dialog box appears. Click a radio button to choose a format. Click the Margins button in the Page Layout group. 6. 4. 8. Click the margin size you want. Open your report in Layout view. . 2. Click to select a format if you are including the time. Deselect the Include Time box if you do not wish to include the time. 4. Access places the page number in your report. The Page Numbers dialog box appears. 7. 6. 3. Open your report in Layout view. 2. The Date and Time 4. Deselect the Include Date box if you do not wish to include the date. Click a radio button to choose a position. in the Controls group. To add current date or time: 1. Click the Insert Page Number button in the Controls group. 5. Activate the Format tab. 5. Activate the Format tab. Click OK. Deselect Show Number On First Page if you do not want the page number to appear on the first page. 7. Access changes the page margin. A menu appears.

before you can apply a format to a field or field label. 3. Set the size of the font for the current selection. you must select the field or field label by clicking it. Apply an AutoFormat You can use the AutoFormat option on the Format tab to apply formats such as background colors. fonts. Left-align the selection. However.8. Right-align the selection. Underline the current selection. Access places the date and/or time in your report. Click the format you want to apply. Center the selection. To select multiple items. To apply an AutoFormat: 1. Italicize the current selection. Click OK. Change Fonts and Formats You can use options on the Format tab to manually apply formats to your report. A box surrounds selected items. . Activate the Format tab. 2. Ctrl-b Ctrl-i Ctrl-u Ctrl-l Ctrl-r Ctrl-e Bold the current selection. and font sizes quickly. The AutoFormat menu appears. Change Fonts and Formats Button Shortcut Function Key Layout View—Format Tab. Font Group Apply a font to the current selection. Click AutoFormat. hold down the Shift key and then click each item you want to select.

. Use thousand separators. Use a currency symbol. Change the color of gridlines. Change the weight of gridlines. Layout View—Format Tab. Change to percent.Change the font color. Gridlines Group Add gridlines. Decrease decimal places. you can have every other row in the detail area appear in alternating colors. Formatting Group Apply a Number format. Layout View—Format Tab. Increase decimal places. Change the background color. Change the alternating color. Change the style of gridlines. For example.

Set line color. you must save it if you want to keep the changes. Add a title. To save.Layout View—Format Tab. The Label Wizard extracts name and address data from your database and formats it so you can print it on commercially available labels. To create labels: . the data are extracted from the database. Set line thickness. Controls Group Add a logo. the easiest way to create a mailing label is to use the Label Wizard. click the Save button on the Quick Access toolbar or right-click the report’s tab and then click Save. so as you update your database. Each time you view or print labels. Access updates your labels. Set line style. Tip: After you modify your report. Create Mailing Labels In Access.

2. 2. . 1. You use the product number to tell Access the dimensions of your labels and the number of columns and rows that are on a page. Choose a product number Most commercially available labels have a product number. 3. Click Next. The Labels Wizard appears. Click to select the Product Number in the Product Number field.Open the Labels Wizard 1. Activate the Create tab. You should be able to find the number on the box. Click the table or query you want to use to create a label. Click Labels in the Reports group. The Label Wizard moves to the next page.

A preview appears in the Sample box. A preview appears in the Sample box. Click the down-arrow next to the Font Weight field and then select the font weight. 1. Click the down-arrow next to the Font Name field and then select the font. font size. A preview appears in the Sample box.Choose a font. 2. You type any text or spaces that you want to appear on your label. Click Next. A preview appears in the Sample box. Click the button next to the Text Color field and then select a color you want your text to have. 7. The Label Wizard has options that allow you to select a font. weight. 6. 4. . font size. Each character within a font is created by using the same basic style. The Label Wizard moves to the next page. Create a layout You create the layout of your labels by selecting fields and placing them in the Prototype Label box. Click the Italic box if you want to italicize. 5. and color. font weight. and color A font is a set of characters (text) represented in a single typeface. Click the down-arrow next to the Font Size field and then select the font size. 3. Click the Underline box if you want to underline. A preview appears in the Sample box. A preview appears in the Sample box. You can also choose to italicize or underline the text in your labels.

. Press the Enter key to move to a new line. 5. The Label Wizard moves to the next page. Press the spacebar to leave spaces. Click Next. Click a field name and then click the right-arrow to place the field on the prototype label. Type any text you want to appear on the label. For example. you can sort by last name and then by first name. you can sort on any field and you can have multiple levels of sort. Sort When creating labels. 2. 4. 3.1.

Title the report 1. click the double right-arrow to select all fields. Type a title for your report. click the double left-arrow to deselect all fields. Access displays the labels in Print Preview. click the single left-arrow to deselect a single field. Click Finish.1. 2. Click the single right-arrow to select a single field. The Label Wizard moves to the next page. Click to choose the fields you want to sort by. Click Next. The title will appear in the Navigation pane. . 2.

In some cases it is necessary to rotate the page orientation from portrait to landscape to accommodate the selected print width. .Tip: When you complete your labels you may get the following message. Usually this message can be ignored. you can usually ignore this message. Reduce the width of the report to make sure the report is not wider than the printable area of the page. When printing mailing labels. If you do need to change the layout. Note that page size is dependent on the printer and the physical size of the paper you are printing to. try one or both of the following: • • Reduce the width of the controls on the report. Click the Show Help button to read the following: This message may be the result of using a report created with the Label Wizard. This error message is commonly encountered when printing to label pages that have three or more labels per row.

Prints the report data without other elements such as titles. A menu appears. Click the Margins button to select a margin size of Normal. Wide. Activate the Home tab. and you can print it. and number of copies. Print a Report Often. 2. To see how your labels will appear when printed. 3. Click the Size button to set the size of the paper you are going to print on. Click Print Preview. Margins define the amount of white space that surrounds your report. The Print dialog box opens and you can select your print options. and labels. the people who use Access data only see a printed report. Open your report. Access changes to Print Preview. In Print Preview. You can select such options as the printer. Several options are available to you in Print Preview.Tip: When you view labels in Report view. Click the Portrait button to print with the shortest side of the paper as the top. To change to Print Preview: 1. Changes the cursor to a magnifying Size Portrait Landscape Margins Print Data Only Zoom . they may appear in a single column. print range. you can make changes to it. use Print Preview. click the Print button in the Print group. Click the Landscape button to print with the longest side of the paper as the top. 4. Click the down-arrow under the View button. or Narrow. To print. Print Preview Options Print Displays the Print dialog box. you can see exactly how your report will look when printed. Use this option to print your report.

When the magnifying glass displays a plus sign (+). Click Report view.glass. When the magnifying glass displays a minus sign (–). Activate the Home tab. Click the down-arrow under the Zoom button to display a menu and choose a zoom level. Displays two pages of the report in the Access window. One Page Two Page More Pages Displays one page of the report in the Access window. Open your report. . Click the down-arrow under the View button. Your report displays in Report view. you can zoom out. you can zoom in. use Report view. Tip: To view a report online. Displays a menu from which you can choose the number of page you want to display.

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