Access 2002

What you will do: When you need a flexible system for organizing and analyzing a large
amount of data, it’s a good idea to build a database. Microsoft® Access
 Explore the 2002 adds valuable capabilities to the proven Access database
features of technology. It offers new ways to view data, along with compatibility
Access 2002 and integration with other programs.
 Create a This chapter will show you how to use Access 2002 to:
database
 Create a table • Build a database. Plan and create a database; create a table;
add fields and data to the table.
 Add data to a
table • Manage data. Sort records; use filters to sort data; create and
 Sort records run a query.
 Use filters and
• Analyze data. Create and use forms to access and analyze
queries
information in a database; create Microsoft PivotTable® and
 Create a form Microsoft PivotChart® dynamic views.
 Add data through
• Report findings. Create a report based on an aspect of the
the Web
data collected.
 Create PivotTable
and PivotChart For example, if you’re beginning an assignment on the history of
views shipwrecks in the Great Lakes, and you need to obtain data from
 Create a report various sources and use a filter to sort data, it makes sense to store
your records in a database. You can use Access 2002 not only to store
all kinds of information, but also to analyze the data and create
professional reports.
Access 2002

New for Access 2002

Access 2002 has several new features that make it even easier to view
and share information from a database. These features include:
An Access project
does not contain any
data; it’s a file that • PivotTable and PivotChart views. If you’re already familiar with
contains code-based PivotTable and PivotChart reports in Microsoft Excel, you’ll be
database objects happy to know that they are now available in Access 2002. With
stored in a SQL Server PivotTable and PivotChart views, you can dynamically change
database.
the types of data that you can compare and analyze in a chart
or table format.

• Compatibility with Access 2000. You can work with and modify
Access 2000 files in Access 2002 without converting the file
format.

• Conversion error logging. If you encounter problems when

converting from Access 95 and other versions prior to Access
2000, Access 2002 will create a table that lists information
about each error, making it much easier to identify and solve
problems.
New keyboard
commands in • Multiple undo and redo. You can now undo or redo multiple
Access 2002 include: actions in Design view in all objects (such as tables, queries,
• F8, in form or and reports) in your Access databases.
report Design
view, displays the
field list. • XML support. You can easily import and export XML data
• ENTER, after between Access databases and other databases, such as
selecting a field in Microsoft SQL Server™.
the field list in
form or report
Design view, • Extended property support with Microsoft SQL Server
automatically 2000. Integration of Access 2002 and SQL Server 2000
adds the field to includes support for extended SQL database properties from
the form or report
within an Access project. Using extended properties makes it
design surface.
• CTRL+TAB moves easy to save column widths, row heights, and fonts from one
the focus from a Access project to another. You can also use extended properties
form or report to migrate your education data applications from Access
section to a databases to Access projects connected to SQL Server.
subsection.

• Improved accessibility features. There are new keyboard

commands. In addition, two powers (1,000 percent and 500
percent) have been added to the Zoom option in Print Preview.

Touring Access 2002

Before you begin to use Access 2002 in the classroom, you should be
familiar with the basic terminology of the program. A database consists
of a collection of tables, queries, forms, reports, and pages that you

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Access 2002

use to manage and present data. These components are also called
database objects. When you build a database, you create as many of
these objects as you need, and Access 2002 stores them in one
database file. Each object you create in the database is dependent on
other objects. That is, a query, form, or report draws information from
tables, so changing data in any one of these objects changes the data
in all of these objects.

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Access 2002

There are seven main elements of a database in Access 2002:

• Tables. Use tables to store data.

• Forms. Use forms to enter or edit the data in your tables.

Forms let you view one record at a time.

• Queries. Filter data so that you retrieve selected records or

fields from the database.

• Data access pages. Create HTML pages from a database

quickly and efficiently.

• Reports. Use reports to deliver a professional presentation or

written report.

• Macros. Automate tasks that you perform on a regular basis in

a database.

• Modules. Automate a group of related procedures in Access

2002.

You create and open database objects from the Access 2002 database
window, which lists the objects in the left pane of the window. When
you click one of the first five items, the right pane gives options for
creating the object, and it shows all existing objects of that type in the
database. You can open an object by double-clicking it.

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Exploring tables

In Access, each row of a table is called a record. Each column of a

table is called a field.

Field

Record

There are two ways to

access the list of
views from the
database window. You There are four ways to view a table in Access 2002. When you
can click View on the double-click a table in the Access 2002 database window, it opens
standard toolbar, or
you can click the in Datasheet view. You use Datasheet view when you want to view,
arrow next to the add, or delete data from a table, or when you want to reformat your
View button. table to change the size and order of its fields. Use Design view
when you want to change the structure of a table. You use this view
to add or delete fields, change a field caption or size, or select the
type of data you plan to enter into a field. You use PivotTable and
PivotChart views when you want to analyze the data by making a
table or chart.

Planning Your Database

Because the objects in a database are related to one another, building
a database requires careful planning.
During the planning
phase, create a
worksheet to map out
what your database Determining the purpose of the database
will look like.

Brainstorm with your class about the questions that you would like
the database to answer, and the reports that you would like the
database to produce. For example, you might want to look at the
causes of shipwrecks and whether those causes changed over the
years as ship construction evolved, leading to a report on how
future wrecks can be prevented. Or, your students can gather data
first and then look for patterns in where, when, or how shipwrecks
occur. Think about the information sources that you want to use to
obtain data.

Mapping the structure of the database

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As you determine what information you want from the database,

you can decide what facts you need to store in the database and
what subject each fact belongs to. You might decide, for example,
to create multiple tables. Or, with an assignment like the one for
shipwrecks, you may need only one table. Each record within the
table can contain information about an individual ship.

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Each field in your database represents a fact about a particular

subject. For example, certain facts about shipwrecks are historically
important, such as name of ship, type of ship, dimensions, date
built, date of first voyage, date of sinking, cause of sinking,
location, cargo aboard, number of crew, and number of passengers.
You might want to create a separate field for each of these. Here
are some guidelines for determining the fields you need:

• Include all of the information you will need.

• Store information in the smallest logical parts. For example, if

you believe that the majority of shipwrecks have been caused
by storms, and you want to examine which months have the
highest concentrations of sinkings due to storms, you should
create separate fields for months and years.

• Create fields for data that contains only one item, not lists of
multiple items. For example, instead of creating one field for
ship dimensions, create separate fields for length, width, and
weight. To ensure that you can sort and filter data effectively,
make sure your fields contain discrete data types.

• Don’t include derived or calculated data—for example, a field

If it’s logical to divide that multiplies the values of two other fields—as you might in
your database into an Excel spreadsheet.
multiple tables, you
need to think about
relationships between • Create fields that are different from each other in a way that is
common fields among relevant, even if the type of data you will enter under them will
the tables.
be similar. For example, instead of creating fields like Date 1,
Establishing these
relationships will help Date 2, and Date 3, create self-explanatory fields for dates: Year
you bring related Built, Year of First Voyage, Month Sunk, and Year Sunk.
information together
in meaningful ways.
For example, you may
After you determine the purpose and structure of the database,
eventually want to study your plan and look for potential flaws. Although you can
use the Cause of modify and extend your database at any time after it has been
Sinking field to list all created, it is easier to change your overall design in the planning
ships that sank due to
storms.
phase than it is after the tables are filled with data.

Creating Your Database

Use the Database
Wizard when you To get started with Access 2002, you can create a database to store
want to model your information about ships that sank in the Great Lakes. Students can
database on one of gather this information from scientific and anecdotal data found on the
the templates that Web and in other sources, like film documentaries. They can then use
Access 2002 provides.
The templates are Access 2002 queries to study trends and analyze the data.
generally business
related and include There are two ways to create a database. You can use the Database
Expenses, Inventory Wizard to create the required tables, forms, and reports for the type of
Control, and Order
Entry, though you can database that you choose. Or, you can create a blank database and
change them to suit then add the tables, forms, reports, and other objects later.
your needs. The
options for accessing
templates are
available under in the
New File task pane,
under New from
template.
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Access 2002

To create a blank database

1. Open Access 2002.

2. On the File menu, click New.

3. In the New File task pane, under New, click Blank Database.

4. In the File New Database dialog box, browse to the location

where you want to save the database, type Shipwrecks as
the file name, and then click Create.

Among the options

for creating a table,
the Table Wizard can
be helpful because it
provides sample
tables and sample
fields, though these
samples are geared
toward business or When you click Create, the Shipwrecks database window opens.
personal use. You can now create and store tables, forms, queries, and reports
in the database.

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Access 2002

Adding objects and data to your database

The first object to add to your database is a table. For example,

after you create the Shipwrecks database, you can create one
table; each record in the table will store data about one specific
ship. It’s easy to create a table in Design view.

To create a table in Design view

A data type is the
characteristic of a 1. In the Shipwrecks database window, click the Tables button.
field that determines
the type of data the 2. Double-click Create table in Design view.
field can hold. Some
of the more common
data types are: 3. In the first row of the Field Name column, type the first field
Text. Use for fields (for example, Ship Name) that will appear on a table in
where you plan to your database.
enter text.
Date/Time. Use to
indicate the date. 4. Click the Data Type column. The default data type of Text
Currency. Use to automatically appears.
prevent rounding off
during calculations.
Hyperlink. Use to Note In this case, the default data type works well. If you
add a hyperlink. wanted to change the data type, you could do so by
placing your cursor in the Data Type column, clicking the
arrow that appears, and then clicking the data type in the
list.

5. Type all the other fields in the Field Name column, and
select the corresponding data type for each.

6. Click the field that you want to be the primary key, and
then on the toolbar, click the Primary Key button .

7. Click the Save button. In the Save As dialog box, type the
name of the table (for example, All Ships), and then click
OK.

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8. If you want to create additional tables for your database,

you can do either of the following:

• If the tables will have significantly different fields, repeat

this procedure.

• If the tables will contain the same fields (for example, if

you were making a shipwrecks table for each of the five
Great Lakes), you can use your first table as a template
for the others. In the database window, right-click the
table you want to copy, and then click Copy. Right-click
the white background area of the window, click Paste,
type a table name, click Structure Only, and then click
OK.

9. Close the table in Design view. You can see that the table is
contained in the database window.

Adding data
For now, don’t worry
about the order of the
records you intend to After you create your tables and the fields within those tables, you
add. You can organize are ready to add data.
them later.

To add data to a table

1. In the database window, double-click the table. The table
opens in Datasheet view.

2. Type data—for example, Edmund Fitzgerald—in the first

field of the first record. As soon as you begin to enter a
value in the first field, Access 2002 automatically adds
another record to the table.

3. Press TAB or the RIGHT ARROW key to move to the second

field, and type the data. For example, type freighter under
the Type of Ship field. If you need to change data that you
already typed, you can move to the left by pressing
SHIFT+TAB or the LEFT ARROW key.

Note Unless a field is required, you can leave it empty.

4. Add data in the remaining fields in the record.

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5. When you reach the end of the first record, press TAB or
the RIGHT ARROW key to move to the next record in the
table.

To quickly move from 6. Continue to add records and data.

record to record, you
can use the buttons
Note The following illustration shows a sample database about
at the bottom of the
table window in shipwrecks in the Great Lakes. It is not complete or
Datasheet view. comprehensive, but provides enough data to show the
capabilities of Access 2002. The procedures in this
To delete an entire
chapter that refer to the All Ships table refer to this table
record, select it by
clicking the bar on exactly as it is.
the left, press
DELETE, and then
click Yes.

New record
Next record
First record
Previous record Last record

7. When you finish adding data, if you close the table,

changes are saved automatically.

Finding records in a table

At times, you may want to quickly make changes to a record, but

because there are so many records in your table, the record you
want isn’t immediately visible when you open the table. If you know
the number of the record you want to see, you can double-click the
number in the record number box (in the lower-left corner in
Datasheet view), type the number of the record you want, and then
press ENTER.

Another way to quickly find a record—or to find information within a

record— is by using the Find tool.

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To find a record
1. Open the table, and then activate the field for which you
plan to enter a value. For example, if you want to find the
record for the ship Lady Elgin, click Ship Name so that the
whole column is selected.

2. On the Standard toolbar, click the Find button .

3. In Find and Replace dialog box, in the Find What box, type
what you are looking for. For example, type Lady Elgin

4. In the Look in box, Ship Name is automatically entered. In

the Match box, Whole Field is automatically entered.
Because, in this case, you are searching for a whole entry
in the Ship Name column, the information in these boxes is
correct. Click Find Next.

5. When you find the item, click Cancel to close the Find and
Replace dialog box.

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Managing Data
After you add data to your database, you can use the sort, filter, and
query features in Access 2002 to organize the data in more meaningful
ways.

Sorting data

Access 2002 displays information in a table in alphabetical or

numerical order based on the primary key. However, you can sort
information so that it appears in an order that works best for you.
For example, if you want to organize ships alphabetically, you can
select the Ship Name field in your All Ships table and then click the
Sort Ascending button.

In Datasheet view, you can sort all of a table’s records in ascending

or descending order, but you cannot use both sort orders on more
than one field. When you sort in Design view, PivotTable view, or
PivotChart view, you can sort records in ascending order by some
fields and in descending order by others.

To sort records in Datasheet view

1. With the table open in Datasheet view, click the header of
the field to sort so that the whole column is selected.

Note If you select multiple columns, Access sorts records

starting with the leftmost selected column.

2. On the Datasheet toolbar, click the Sort Ascending button

or the Sort Descending button .

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Using filters

A filter is a set of criteria applied to data in order to display a

subset of the data or sort the data. In general, you use a filter to
temporarily view or edit records that contain a specific item. The
rest of the records are then hidden from view. For example, if you
want to find out how many ships sank in Lake Superior in the
1900s, you can use a filter to sort shipwreck data by location and
chronologically at the same time.

In Access 2002, you can filter records in four ways:

• Filter By Form. Use this option when you want to choose the
values you’re searching for from a list without scrolling through
all the records, or when you want to specify multiple criteria at
once.

• Filter By Selection. Use this option when you can easily find
and select the value you want the filtered records to contain.

• Filter For Input. Use this option when the focus is in a field and
you just want to type in place the exact value you’re searching
for or the expression whose result you want to use as your
criteria, or when you want to specify multiple criteria at once.

• Advanced Filter/Sort. Use this option to search for records that

meet multiple criteria, search for records that meet one
criterion or another criterion, or enter expressions as criteria.

To filter by form
1. With the table open in Datasheet view, on the toolbar, click
the Filter By Form button to switch to the Filter by Form
window.

2. Click the field in which you want to specify the criterion

that records must meet to be included in the filtered set of
records, and then in the pull-down list that appears, click
the criterion. For example, click the Lake field, and then
click Michigan in the list.

3. On the toolbar, click the Apply Filter button .

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4. When you want to view the full table again, on the toolbar,
click the Remove Filter button.

Note When you run a filter, the Apply Filter button becomes
the Remove Filter button.

To filter by selection
1. With the table open in Datasheet view, click the item that
you want to use to filter data. For example, if you want the
table to show only those ships that sank due to storms (so
you can see what else those ships might have in common),
click storm in any record in the table.

2. On the toolbar, click the Filter By Selection button .

3. When you want to view the full table again, on the toolbar,
To use the other two
methods of filtering,
click the Remove Filter button.
see Access 2002
Help.

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Using queries

Queries are great for viewing only certain data contained in a table.
You establish a set of criteria when you create the query. Then,
when you run the query, Access 2002 returns only those fields or
records that are of interest to you. The results appear in a table in
Datasheet view.

There are several types of queries in Access. A select query is the

most common type. It does not change the data that it retrieves
from tables, but after its results are displayed, you can update the
records. You can also use a select query to group records and
calculate sums, counts, averages, and other types of totals.

Select queries are similar to filters in that you can use either to:

• Retrieve a subset of records from an underlying table or query.

• Produce results that can be used as the source of data for a

form or report.

• Sort records.

• Edit data if editing is allowed.

Whether you choose to use a query or filter depends on how you

want to use the records that are returned. In general, you use a
query if you want to do any number of the following:

• View the subset of records without first opening a specific table

or form.

• Choose the tables containing the records you want to work with
and add more tables at a later date if necessary.

• Control which fields from the subset of records appear in the

results.

• Perform calculations on values in fields.

The design grid is the
grid that you use to
design a query or You can filter records first, and then save the filter as a query.
filter in query Design Through this method, you can bypass the query’s design grid
view. For queries, this altogether (unless you want to make additional changes to the
was formerly known
as the QBE grid. query). Even so, when you open the query in Design view, you’ll
see how Access filled in the design grid by using the information
from the filter. You can then use this information as a guide for
making additional changes.

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Suppose you want to view a simplified version of your All Ships

table to compare only certain types of information, such as the
causes of shipwrecks and types of ships over time. The following
procedure shows you how to create a select query to obtain this
information.

To create a select query by using a wizard

1. In the Shipwrecks database window, under Objects, click
Queries, and then double-click Create query by using
wizard.

2. In the Simple Query Wizard dialog box, enter the correct

table or tables in the Tables/Queries box. For example, if
you want to base your select query on the All Ships table,
select that from the list.

3. For each field that you want to include in the query, click
the field in the Available Fields box, and then click the
forward arrow to move the field to the Selected Fields
box. For example, add the Ship Name, Type of Ship, Year
Sunk, and Cause of Sinking fields. Click Next.

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4. In the appropriate box, type the name of the query (for

example, type Shipwreck Causes) or accept the name that
Access 2002 suggests. Click Open the query to view
information, and then click Finish.

5. The query opens in Datasheet view. If you want to look at

the design grid, switch to Design view by clicking the arrow
next to the View button, and then clicking Design View.

After you create a query and save it in the database, you never
need to create that query again. When you change or add new
records, the new data automatically appears in the query the
next time you run it. Likewise, whatever changes you make in
the query appear in the full table.

To run a query
1. In the database window, under Objects, click Queries.

2. Double-click the query you want to run. Access 2002 runs

the query and displays the results in Datasheet view.

SQL queries

An SQL query is a query you create by using a Structured Query

Language (SQL) statement. You can use SQL to query, update, and
manage relational databases such as Access 2002.
For more information
about creating SQL
queries, see When you create a query, Access automatically constructs the
Access 2002 Help. equivalent SQL statements for you. If you want, you can view or
edit the SQL statement in SQL view. However, after you make
changes to a query in SQL view, the query might not be displayed
the way it previously was in Design view.

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To view a query in SQL view

1. Run the Shipwreck Causes query. The results appear in
Datasheet view.

2. On the toolbar, click the arrow next to the View button ,

and then click SQL View. The query is now in SQL view.

Using Forms
Forms make it easy for you and your students to access information in
a database. You can use a form to focus on one record at a time for
viewing, adding, and deleting data. In addition, you can customize a
form to view and print information in a style that you like—you can
even add pictures to make the form more visually appealing. If you
want to organize fields into subcategories, you can create a multipage
form.

Creating forms

The easiest way to build a form is by using the Form Wizard. The
Form Wizard helps you choose the layout of records in the form and
also the background, color, and format of the display. You can also
preview the layout and style options when you create a form by
using the Form Wizard.

A form can be based on a table or a query. For the shipwrecks

assignment, you might decide to base the form on the full table so
that students can enter data in all the fields. After you create a
basic form, you can customize it in Design view.

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To create a form
1. In the Shipwrecks database window, under Objects, click
Forms, and then double-click Create Form by using wizard.

2. In the Tables/Queries list box, click the table or query from

which you want to create the form. For example, select the
All Ships table from the list.

3. Select the fields that you want your form to include. To

base the form on the full All Ships table, select all the fields
by clicking the double forward arrow . Click Next.

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4. Click the layout that you want or that is most appropriate

for the database. For example, to make sure that the form
has enough room to display all field names, click Columnar.
Click Next.

5. Click the style you want, and then click Next.

6. In the appropriate box, type the name of the form or accept

the name that Access 2002 suggests. Click Open the form
to view or enter information, and then click Finish.

The form opens in Form view, which is the default view when you
open a form. You can enter information in a form through Form view
or Datasheet view. Any changes you make to a record in a form
automatically appear in the table that the form draws information
from.

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To customize a form
You can customize the form in a number of ways. For example,
because there is a finite number of Great Lakes, you can change
the text box under the Lake field to a combo box to make entering
data in that field faster (and to minimize possible data-entry
errors).

The following procedure shows a couple of the possibilities for

customizing the form for the Shipwrecks assignment.

1. In the open form, on the toolbar, click the arrow next to the
View button, and then click Design View.

2. To change a text box to a combo box:

• Under Detail, right-click the text box in the Lake field,

point to Change To, and then click Combo Box.

• On the toolbar, click the Properties button .

• In the Combo Box: Lake dialog box, on the Data tab, click
the Row Source Type box. In the list that appears, click
Value List. In the Row Source Box, type
Erie;Huron;Michigan;Ontario;Superior and then close the
dialog box.

3. To insert a picture in the form:

• Click the Toolbox button .

• In the toolbox, click the Image button , and then in

the area under Form Footer, drag the mouse to create
the image size that you want.

• In the Insert Picture dialog box, locate the image file that
you want to insert, and then click OK.

Switch to Form view to see how the image looks in the

form. To further customize, switch back to Design view.

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A data access page

Adding Data Through the Web
gets its data from an
Access database or
from a SQL Server
Your students do not need to use the classroom computer where the
database. However, database is housed to add data. In fact, they can easily view and add
Microsoft Office Web information to a database from your school intranet, from home, or
Component controls from anywhere in the world. You accomplish this by creating a data
on the page can
display data from
access page, which is a Web page published from Access.
other sources, like an
Excel spreadsheet or When you create a data access page, add it to the database, and save
chart. Microsoft Office the database to a network server, your students can enter data directly
Web Component
controls are into the page while viewing it in Microsoft Internet Explorer 5 or later.
interactive This view is called Page view. Everything students add to the Web page
components, such as is immediately saved in the database.
worksheets and
charts on Web pages,
that facilitate data In addition to helping you manage records, data access pages
analysis. For more encourage collaboration by providing an efficient way for students to
information, see contribute to a single assignment. For example, you can give a
“About data access homework assignment in which students use the Web to add data to
pages” in
Access 2002 Help. the table in the Shipwrecks database.

Designing a data access page does not require any programming

knowledge. From Access 2002, you can create the page in Design view,
or you can use the Page Wizard.

To create a data access page by using the

Page Wizard
1. In the Shipwrecks database window, under Objects, click
Pages.

2. Double-click Create data access page by using wizard.

3. In the Tables/Queries list box, click the table or query from

which you want to create the form. For example, select the
All Ships table from the list.

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Access 2002

4. Select the fields that you want your data access page to
include. To base the data access page on the full All Ships
table, select all the fields by clicking the double forward
arrow. Click Next.

5. On this page of the wizard, you can create a hierarchy that

groups records from general categories to specific details.
Click Next.

Note If you wanted to set up a hierarchy, you would use the

buttons next to the list of fields to add and prioritize
grouping levels. For an example of what grouping levels
look like, go to the topic in Access 2002 Help titled “About
grouping records,” and then click On a data access page.

6. Select a sort order for the fields. For the Shipwrecks

database, a logical way to order records is alphabetically by
ship name. To do this, in the first list box, click Ship Name
(the Ascending button is selected by default). Click Next.

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7. Type a title for the page, click Open the page, and then
click Finish.

The database appears in Page view.

Although you create the data access page in Access 2002, it is not
stored in the database. Data access pages are saved as HTML files
in one of the Windows desktop folders; Access 2002 then adds a
shortcut to the file in the database window.

To save a data access page

1. In Page view, on the File menu, click Save.

2. Browse to the folder where you want to store the HTML file.

3. Click Save.

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PivotTable and PivotChart views

Access 2002 offers PivotTable and PivotChart views of tables,

queries, views, stored procedures, functions, and forms. To
understand the technology that these views are based on, it is
helpful to know what PivotTable and PivotChart reports are.

In a spreadsheet program like Excel 2002, you can use a PivotTable

report to highlight data that meets specific criteria, while hiding the
remainder. PivotTable reports make this especially easy when you
are analyzing large quantities of data that contain both numeric
and nonnumeric data; for example, shipwreck location, year, and
cause. After all the data is collected in a spreadsheet, the
organization of the data can be manipulated by rearranging, or
pivoting, the layout based on specified row and column headings.

Based on the shipwrecks example, an Excel 2002 user might want

to further explore the data to see if more ships wrecked in a certain
area because of fire or grounding. The layout can be changed at
any time by adding or removing headings to find these trends or
exceptions, while the original data set remains intact. The data
analysis can then be graphically expressed as a PivotChart report.
This type of comparative analysis is where Access can help
students get beyond just reporting on information, and dig into rich
analysis.

With Access 2002, you can perform data analysis and build rich
PivotTable and PivotChart views more quickly than ever before. For
example, you can open a query in PivotTable view or PivotChart
view to analyze data. You can rearrange row headings, column
headings, and filter fields until you achieve the desired layout. Each
time you change the layout, the form immediately recalculates the
data based on the new arrangement. PivotTable and PivotChart
views can be saved as data access pages that can be viewed by
anyone who has Internet Explorer 5 or later.

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To create a PivotTable view

1. In the Shipwrecks database window, under Objects, click
Queries, and then double-click the query you want to open.
You can use the same For example, open the Shipwreck Causes query.
procedure to create
PivotTable views for 2. On the toolbar, click the arrow next to the View button, and
other objects, like
tables and forms.
then click PivotTable View.

You see a blank PivotTable view without any fields or data; you
now must add the fields from the PivotTable Field List dialog
box, which appeared on the right side of your screen.

Note You can open and close this dialog box by clicking the
Field List button on the toolbar.

3. In the PivotTable Field List dialog box, drag each field to the
place where you want it to appear in the PivotTable view.
For example, if you want to compare types of ships and
causes of sinking, drag the Type of Ship field to the area for
column fields, and drag the Cause of Sinking field to the
area for row fields.

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Note The next procedure is for creating a PivotChart view from

the same query.

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To create a PivotChart view

1. On the toolbar, click the arrow next to the View button, and
then click PivotChart View. You see a PivotChart view with
some of the fields and data added from the PivotTable view
that you created.

2. Drag Count of Type of Ship to the area for data fields.

3. To customize the appearance of the PivotChart view, on the

toolbar, click PivotChart. For example, click PivotChart, and
then click Show Legend. Your PivotChart view is now a bar
chart that compares types of ships with causes of sinking.

4. To save the object with the new PivotTable and PivotChart

views, on the toolbar, click Save.

Creating Reports
After you and your students add information to the Shipwrecks
database, you may want your students to report on some aspect of the
data they’ve collected. Reports let you customize the display of
information from the database. You can select the data you want to
include—for example, a particular query—and then select the report
layout from a variety of design and format options. You can insert
pictures; add headers, footers, and page numbers; group the
information; and change the background colors, among other things.

You can create different types of reports quickly by using wizards. For
example, the Label Wizard creates mailing labels, the Chart Wizard
creates charts, and the Report Wizard creates a standard report. For
your first report, use the Report Wizard. The Report Wizard asks you a
series of questions to help you design the data exactly as you want.

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After you create the report, you can open it in Design view to modify its
structure.

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To create a report
1. In the Shipwrecks database window, under Objects, click
Reports.
This procedure is the
quickest way to 2. Double-click Create report by using wizard.
access the Report
Wizard. To see the
other report options, 3. In the Tables/Queries list box, click the table or query from
follow step 1. Then, which you want to generate a report. For example, select
on the database the Shipwreck Causes query from the list.
window toolbar, click
the New button.
4. Select the fields that you want your report to include. To
base the table on the full Shipwreck Causes query, select
all the fields by clicking the double forward arrow. Click
Next.

Note If you want to include fields from multiple tables and

queries in your report, don’t click Next after selecting the
fields from the first table or query in the Report Wizard.
Repeat the steps to select a table or query, and pick fields
that you want to include in the report, until you have
selected all the required fields.

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5. Create a hierarchy for the records, if appropriate, and then

click Next.

6. Select a sort order for the fields. For the Shipwrecks

database, a logical way to order records is alphabetically by
ship name. To do this, in the first list box, click Ship Name
(the Ascending button is selected by default). Click Next.

7. Click the option buttons to view the different options for the
layout and orientation of your report. Decide which ones
you want, and then click Next.

8. In the list, click the style that you want for the report, and
then click Next.

9. Type a title for the report, click Preview the report, and then
click Finish.

The report window opens in Print Preview. To modify the design—for

example, to add a picture—switch to Design view.

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Taking It Further
As you explore the new features of Access 2002, you will continue to
think of new ways to manage information. You can try the following
activities to experiment further:

• Survey students at a certain grade level about the people they

admire, and use Access to store that information. You can
continue this process for several years to track how attitudes
change over time.

• A department head can create an Access database to track

class resources, like books, videos, and video equipment.

• In a social studies class, convert an existing Web page that

contains local census data to a data access page. Students can
then use the data access page from their Web browsers to find
information and add it to a database they are building.

• Students in an economics class can use some of the information

contained in a large database to create a PivotChart view of
stock market upturns and downturns over a period of time.

• Students in a chemistry class can draw correlations between

tables in a multi-table database. They can use the primary key
field to view common properties between compounds made
from metals and compounds made from nonmetals.

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