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Microsoft Office 365 & Access 201 9, Compre he nsive iii
BRIEF CONTENTS
Getting to Know Microsoft Office Versions . ... . .... .. ... .. ...... .. ... . . OFF-1
Using SAM Projects and Textbook Projects ........ . ................... SAM-1
Module 1 Creating a Database .... . . . ........ . ... . . . .......... . . . . .AC 1-1

Tracking Patient, Visit, and Billing Data
Module 2 Building a Database and Defining Table Relationships ........... AC 2-1
Creating the Billing and Patient Tables
Module 3 Maintaining and Querying a Database ...... . ................ AC 3-1

Updating and Retrieving Information About Patients, Visits, and Invoices
Module 4 Creating Forms and Reports ..... . .. . . . . .. . ... . .. . . . . .. . ... AC 4-1

Using Forms and Reports to Display Patient and Visit Data
Module 5 Creating Advanced Queries and Enhancing Table Design ........ AC 5-1
Making the Clinic Database Easier to Use
Module 6 Using Form Tools and Creating Custom Forms . . . . ...... . . . ... .AC 6-1
Creating Forms for Lakewood Community Health Services
Module 7 Creating Custom Reports . . . . . ...... . . . . . . . . . ...... . . . . . . .AC 7-1
Creating Custom Reports for Lakewood Community Health Services
Module 8 Sharing, Integrating, and Analyzing Data ... . ... . ........ . ... .AC 8-1
Importing, Exporting, Linking, and Analyzing Data in the Clinic Database
Module 9 Using Action Queries and Advanced Table Relationships .... . .... AC 9-1
Enhancing User Interaction with the Health Database
Module 10 Automating Tasks with Macros ...........................AC 10-1

Creating a User Interface for the Health Database
Module 11 Using and Writing Visual Basic for Applications Code .........AC 11 -1
Creating VBA Code for the Health Database
Module 12 Managing and Securing a Database .......................AC 12-1

Administering the Health Database
Appendix A Relational Databases and

Database Design ................................................ AC A-1
Index IDX 1
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New Perspect ives Series
TABLE OF CONTENTS
Getting to Know Microsoft Office Versions ...... OFF-1 Creating a Simple Query ................. . . AC 1-39
Using SAM Projects and Textbook Projects ..... SAM-1 Creating a Simple Form .................... AC 1-42
Creating a Simple Report ..... . ........... . AC 1-45
ACCESS MODULES Printing a Report ......... . ...... . ...... AC 1-48
Module 1 Creating a Database Viewing Objects in the Navigation Pane ..... . . AC 1-48
Tracking Patient, Visit, and Billing Data . . ... AC 1-1 Using Microsoft Access Help ................ AC 1-49
Session 1.1 Visual Overview: Managing a Database . . ...... . ........... . AC 1-50
The Access Window .. . .. ........ . ..... .. . .. AC 1-2 Compacting and Repairing a Database ..... AC 1-51
Introduction to Database Concepts ... . ....... AC 1-4 Backing Up and Restoring a Database ..... . AC 1_52
Organizing Data · · · · · · · · · · · · · · · · · · · · · · · · AC 1-4 Session 1.2 Quick Check ................... AC 1-53
Databases and Relationships ........ . ..... AC 1-4 Review Assignments ...................... AC 1-54
Relational Database Management Systems ......AC 1-6 case Probl ems ... . ....................... AC 1-55
Starting Access and Creating a Database ....... AC 1-7
Module 2 Building a Database and Defining
Working in Touch Mode . ......... . ....... AC 1-9 Table Relationships
Creating a Table in Datasheet View ............ AC 1_11 Creating the Billing and Patient Tables . . . AC 2-1
Renaming the Default Primary Key Field .... AC 1-12 Session 2.1 Visual Overview:
Table Window in Design View .. . . . ......... . . AC 2-2
Changing the Data Type of the Default
Primary Key Field ... . . . ......... . ... . .. AC 1-13 Guidelines for Designing Databases ........... AC 2-4
Adding New Fields ..................... AC 1-14 Guidelines for Setting Field Properties ......... AC 2-6
Saving the Visit Table Structure .... . ...... AC 1-16 Naming Fields and Objects ............ . .. AC 2-6
Creating a Table in Design View .............. AC 1-17 Assigning Field Data Types ................ AC 2-6
Defining Fields ..... . . . ......... . .......AC 1-17 Setting Field Sizes ......... . ........... . . AC 2-7
Specifying the Primary Key ............... AC 1-21 Setting the Caption Property for Fields .. . ... AC 2-8
Renaming Fields in Design View ........... AC 1-22 Modifying a Table in Design View ............. AC 2-9
Saving the Billing Table Structure .......... AC 1-23 Saving the Table Structure ............... AC 2-15
Closing a Table and Exiting Access ... . .. . .... AC 1-24 Modifying the Structure of an Access Table .. . . AC 2-16
Session 1.1 Quick Check . . ................. AC 1-25 Moving a Field in Design View ............ AC 2-16
Adding a Field in Design View . .. ........ . AC 2-17
Session 1.2 Visual Overview:
The Create Tab Options . . . . ......... . ...... AC 1-26 Modifying Field Properties . . . . . . . . . . . . . . . . . AC 2-18
Entering Data into Tables ................... AC 1-28 Changing the Format Property
in Datasheet View ...................... AC 2-18
Copying Records from Another Access Database .. AC 1-34
Changing Properties in Design View ....... AC 2-20
Navigating a Datasheet .................... AC 1-38
. C~pyri,g_ht 2020 Ccn,gagc Learning. All Rights R~rvcd. May not ~copied, 5eanncd, or duplicated, in whole or in pan. Due to electronic rights. some third party content may be suppressed fronthc cBook and/or cCha tcr{s).
restrictio~
&htonal revJew has deemed that any s uppre-Ssed content does not mate natly affect the overnll learning experience. Cengage Learning reserves the right to remove additiooal content at any time jf s utlrequent rights require it.
Microsoft Office 365 & Access 2019, Comprehensive
Session 2.1 Quick Check ... . ............... AC 2-23 Finding Data in a Table ........ . .......... AC 3-7
Session 2.2 Visual Overview: Deleting Records........................ AC 3-8

Understanding Table Relationships ....... . . .. AC 2-24 Introduction to Queries ......... . .......... AC 3-10
Adding Records to a New Table . .... . .. . . . .. AC 2-26 Creating and Running a Query ... . . . . . ...... AC 3-11
Importing Data from an Excel Worksheet ...... AC 2-28 Updating Data Using a Query ............... AC 3-14
Creating a Table by Importing an Existing Creating a Multitable Query ................ AC 3-15
Table or Table Structure ....... . ...... .... .. AC 2-32 Sorting Data in a Query ............. . ...... AC 3-17
Adding Fields to a Table Using the Data Using an AutoFilter to Sort Data . . ........ AC 3-17
Type Gallery .. . ........ . .. . .......... . ... AC 2-34
Sorting on Multiple Fields in Design View .. . AC 3-18
Modifying the Structure of an Imported Table . . ...AC 2-36
Filtering Data ...... . ........... . ......... AC 3-22
Deleting Fields from a Table Structure . . . . .. AC 2-36
Session 3.1 Quick Check ..... . . .... .... . . .. AC 3-25
Renaming Fields in Design View ....... . ... AC 2-38
Changing the Data Type for a Field
Selection Criteria in Queries .. . ............. AC 3-26
in Design View ......... . .......... . .... AC 2-38
Defining Record Selection Criteria for Queries . ... AC 3-28
Setting the Default Value Property
Specifying an Exact Match . . .. . .. .. .. . ... AC 3-28
for a Field .... . ........ .. . . .......... .. .. AC 2-41
Modifying a Query . ................... . AC 3-30
Adding Data to a Table by Importing
a Text File .... . ...................... . ... AC 2-43 Using a Comparison Operator to Match
a Range of Values ............ . ......... AC 3-33
Defining Table Relationships ...... .. . . ... .. . AC 2-45
Defining Multiple Selection Criteria for Queries .. AC 3-35
One-to-Many Relationships .......... . ... AC 2-46
The And Logical Operator ............... AC 3-36
Referential Integrity . ...... . . ... . . .... . . . AC 2-47
The Or Logical Operator................. AC 3-38
Defining a Relationship Between
Two Tables ... .... . .. .... ........ ... ... AC 2-47 Changing a Datasheet's Appearance ......... AC 3-40
Session 2.2 Quick Check .. . ............ . ... AC 2-51 Modifying the Font Size ................ . AC 3-40
Review Assignments . .. ..... ...... ..... ... AC 2-52 Changing the Alternate Row Color
in a Datasheet .... . ......... . ......... . AC 3-40
Case Problems .. ....... .. . .. .. . ... .. . .. .. AC 2-53
Creating a Calculated Field ....... . ..... . ... AC 3-42
Module 3 Maintaining and Querying a Database
Updating and Retrieving Information Formatting a Calculated Field ........... . AC 3-46
About Patients, Visits, and Invoices . ..... AC 3-1 Using Aggregate Functions . .. ...... ... .. . .. AC 3-47
Session 3.1 Visual Overview: Working wit h Aggregate Functions
Query Window in Design View ..... . . . . .. .... AC 3-2 Using the Total Row .. . . .. . . .... ... .. . .. AC 3-48
Updating a Database ...... . .......... . ..... AC 3-4 Creating Queries with Aggregate
Modifying Records . . ...... ... . .. .... .. . . AC 3-4 Functions .. . . ...... . .... . ..... .. . . . . .. AC 3-49
Hiding and Unhiding Fields................ AC 3-5 Using Record Group Calculations . .. ....... AC 3-52
Copyright 2020 Ccn,gagc Learning. All Rights R~rvcd. M ay not be copied, 5eanncd, or duplicated, in whole or in pan. Due to electronic rights. some third party content may be suppressed fronthc cBook and/or cChaptcr{s).
Editorial review has deemed that any s uppre-Ssed content does not materially affect the overnlllearning experience. Cengage Learning reserves the right to remove additiooal content at any time if s utlrequent rights restrictions require it.
New Perspectives Series
Working with the Navigation Pane ........... AC 3-53 Module 5 Creating Advanced Queries and Enhancing
Table Design
Session 3.2 Quick Check ............... . ... AC 3-55 Making the Clinic Database Easier
Review Assignments ... . ........... . ...... AC 3-56 to Use . . . . .. . ... . ... . ...... . . . . .. . . AC 5-1
Case Problems ........................... AC 3-57 Session 5.1 Visual Overview: Calculated Field .... AC 5-2
Reviewing the Clinic Database................ AC 5-4
Module 4 Creating Forms and Reports
Using Forms and Re p orts to Display Using a Pattern Match in a Query ............. AC 5-5
Patient and Visit Data ....... . . . . . . . . . AC 4-1
Using a List-of-Values Match in a Query ........ AC 5-8
Session 4.1 Visual Overview: Using the Not Logical Operator in a Query ... . . AC 5-9
Form Displayed in Form View ................ AC 4-2
Using an AutoFilter to Filter Data .......... AC 5-10
Creating a Form Using the Form Wizard ........ AC 4-4
Assigning a Conditional Value to a
Modifying a Form's Design in Layout View ...... AC 4-7 Calculated Field .......................... AC 5-13
Applying a Theme to a Database Object ...... AC 4-7 Creating a Parameter Query ... . ........... . AC 5-17
Adding a Picture to a Form.·············· AC 4-11 Creating a More Flexible Parameter Query ... AC 5-19
Changing the Color of Text on a Form . . .... AC 4-13 Session 5.1 Quick Check ...... . ........... . AC 5-21
Navigating a Form ........................ AC 4-15
Finding Data Using a Form · · · · · · · · · · · · · · · · · AC 4-16 Advanced Query Wizards .................. AC 5-22
Maintaining Table Data Using a Form ......... AC 4-19 Creating a Crosstab Query ................. AC 5-24
Previewing and Printing Selected · a F.md Dup 1·1cates Query . . . . . . . . . . . . AC 5-30
c reat1ng
Form Records ............................ AC 4-20 C . F' d U h dQ AC 5 32
reat1ng a m nmatc e uery . . . . . . . . . . . -
Creating a Form with a Main Form
Creating a Top Values Query ... . ........... . AC 5-34
and a Subform ........................... AC 4-22
Session 5.2 Quick Check ....... . ........... AC 5-35
Session 4.1 Quick Check ... ......... .. .. . .. AC 4-27
Lookup Fields and Input Masks . . . . ......... . AC 5-36
Report Displayed in Print Preview ..... . ...... AC 4-28
Creating a Lookup Field .................... AC 5-38
Creating a Report Using the Report Wizard .... AC 4-30
Using the Input Mask Wizard ... . ........... . AC 5-42
Modifying a Report's Design in Layout View .. . . AC 4-34
Identifying Object Dependencies ............ AC 5-47
Applying a Theme to a Report ............ AC 4-34
Defining Data Validation Rules . . ............ AC 5-48
Changing the Alignment of Field Values .... AC 4-35
Defining Field Validation Rules ............ AC 5-49
Moving and Resizing Fields on a Report .... AC 4-36
Defining Table Validation Rules . . ........ . AC 5-50
Changing the Font Color and Inserting
. · R AC Working with Long Text Fields .............. AC 5-52
a P1cture m a eport . . . . . . . . . . . . . . . . . . . . 4-38
Designating a Trusted Folder .. . . .. ........ . AC 5-55
Using Conditional Formatting in a Report. ..... AC 4-39
Session 5.3 Quick Check ................... AC 5-57
Session 4.2 Quick Check ............ . ...... AC 4-43
Review Assignments ...................... AC 5-58
Review Assignments ...................... AC 4-44
Case Problems ........................... AC 5-59
Case Pro bl ems......... . . . .......... . .... Ac 4- 45
Microsoft Office 365 & Access 2019, Comprehensive vii
Module 6 Using Form Tools and Creating Custom Session 6.3 Visual Overview:
Forms Custom Form in Form View ......... . ....... AC 6-44
Creating Forms for Lakewood Community
Health Services ..................... AC 6-1 Adding a Combo Box to Find Records ....... . AC 6-46
Session 6.1 Visual Overview: Adding a Subform to a Form ................ AC 6-50

Anchoring Controls ....... . ................ AC 6-2 Displaying a Subform's Calculated
Designing Forms ......... . ................ AC 6-4 Controls in the Main Form .................. AC 6-53
Changing a Lookup Field to a Adding Calculated Controls to a

Short Text field ......................... AC 6-4 Subform's Form Footer Section ........... AC 6-54
Creating a Relationship Report and Using Adding Calculated Controls to a Main Form .. AC 6-56
the Documenter ........................... AC 6-7 Resizing, Moving, and Formatting
Creating Forms Using Form Tools ........ . ... AC 6-1 1 Calculated Controls . ........ .. . . ....... . AC 6-58
Creating a Form Using the Changing the Tab Order in a Form ........... AC 6-61
Data sheet Tool ........................ AC 6-11 Improving a Form's Appearance ............. AC 6-64
Creating a Form Using the Adding a Line to a Form ................. AC 6-64
Multiple Items Tool ..................... AC 6-13 Adding a Rectangle to a Form .. . ......... AC 6-65
Creating a Form Using the Modifying the Visual Effects of the
Split Form Tool ........ . ............... AC 6-14 Controls in a Form ...................... AC 6-66
Modifying a Split Form in Layout View ...... AC 6-15 Session 6.3 Quick Check ................... AC 6-69
Anchoring Controls in a Form ............. AC 6-19 Review Assignments ...................... AC 6-70
Session 6.1 Quick Check . .. . . ....... . .. . ... AC 6-21 Case Problems ...... . ......... . . . ....... . AC 6-72
Session 6.2 Visual Overview: Module 7 Creating Custom Reports
Custom Form in Design View . . ...... . .. . ... AC 6-22 Creating Custom Reports for Lakewood
Community Health Services . ... . . . . . . . . AC 7-1
Planning and Designing a Custom Form ....... AC 6-24
Session 7.1 Visual Overview: Report Sections .. . . AC 7-2
Creating a Custom Form in Design View . .. . ... AC 6-24
Customizing Existing Reports ................ AC 7-4
Working in the Form Window in
Design View . ........ .. . .. .. . ...... . ... AC 6-25 Viewing a Report in Report View .. . ......... . . AC 7-4
Adding Fields to a Form ... . .. . .. . .... . . . AC 6-27 Copying and Pasting a Report into Word ..... AC 7-6
Selecting, Moving, and Modifying a Report in Layout View .......... . . AC 7-8
Aligning Form Controls .................... AC 6-28 Modifying a Report in Design View ........ . ...AC 7-15
Resizing and Deleting Controls .......... . ... AC 6-32 Session 7.1 Quick Check. .. . .... .. ......... . .AC 7-19
Adding a Combo Box Control to a Form ... . . . AC 6-34 Session 7.2 Visual Overview:
Using Form Headers and Form Footers ... . ... AC 6-40 Form in Design View and Print Preview ........ AC 7-20
Adding a Title to a Form ................. AC 6-41 Planning and Designing a Custom Report ..... AC 7-22
Session 6.2 Quick Check ... . ............... AC 6-43 Creating a Query for a Custom Report ........ AC 7-23
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Editorial review has deemed that a ny s uppre-Ssed content does not materially affect the overnlllearning experience. Cengage Learning reserves the right to remove additiooal content at any time if s utlrequent rights restrictions require it.
viii New Perspectives Series
Creating a Custom Report . . . ............... AC 7-25 Session 8.2 Visual Overview:

Sorting and Grouping Data in a Report ..... AC 7-27 Tabbed Control with a Chart ............... AC 8-24
Working with Controls in Design View . . ...... AC 7-32 Using a Tab Control in a Form .. . . . ......... . AC 8-26
H.d.
1 mg Dup11ca
· t e a1ues m v
· a Report . . . . . . . . . . AC 7-38 Creating a Chart Using the Chart Wizard ...... AC 8-30
Session 7.2 Quick Check ... . ............... AC 7-39 Using Templates and Application Parts ........ AC 8-36
Exporting a Report to a PDF File ............. AC 8-40
Custom Form in Design View ............... AC 7-40 Integrating Access with Other Applications .... AC 8-42
Understanding Page Header and Linking Data from an Excel Worksheet. ..... AC 8-43
Page Footer Sections ...................... AC 7-42 Session 8.2 Quick Check ................... AC 8-47
Adding the Date to a Report ............. AC 7-42 Review Assignments ...................... AC 8-48
Adding Page Numbers to a Report ........ AC 7-46 Case Problems ........................... AC 8-49
Adding a Report Title to a Module 9 Using Action Queries and Advanced Table
Page Header Section ............ . ...... AC 7-48 Relationships
Enhancing User Interaction with the
Creating Mailing Labels . . .. . ........ . ...... AC 7-50 Health Database ... . . . . . . . .......... AC 9-1
Review Assignments .... . . . ....... . .. . .... AC 7-55 Action Queries ............................ AC 9-2
Case Problems ........................... AC 7-56 Action Queries ............................ AC 9-4
Module 8 Sharing, Integrating, and Analyzing Data Creating a Make-Table Query ... . ........ . . AC 9-5
Importing, Exporting, Linking,
and Analyzing Data in the Creating an Append Query ............... AC 9-9
Clinic Database ..................... AC 8-1 Creating a Delete Query .... . .. . ........ . AC 9-12
Session 8.1 Visual Overview: Creating an Update Query ... . ........... AC 9-15
Exporting Data to XM L and HTML ............ AC 8-2 Session 9.1 Quick Check ....... . ........... AC 9-17
Exporting an Access Query to an
HTML Document ......... . ................ AC 8-4
Many-to-Many Relationship ................. AC 9-18
Viewing an HTML Document in a
Understanding Types of Table Relationships ... . AC 9-20
Web Browser ........................... AC 8-6
Many-to-Many Relationships .............. AC 9-21
Importing a CSV File as an Access Table . ....... AC 8-7
One-to-One Relationships .. . ............ AC 9-22
Analyzing a Table with the Table Analyzer ... AC 8-11
Defining M:N and 1:1 Relationships
Working with XML Files .................... AC 8-12
Between Tables .. .. .. . ...... . .. . ........ . AC 9-24
Importing Data from an XML File .......... AC 8-13
Understanding Join Types . . .. .. ............ AC 9-27
Saving and Running Import Specifications ... AC 8-14
Inner and Outer Joins ...... . ........... . AC 9-27
Exporting an Access Table as an XML File ... AC 8-17
Self-Joins ............................. AC 9-31
Saving and Running Export Specifications . . . AC 8-20
Using Indexes for Table Fields .............. . AC 9-36
Creating an Index ...................... AC 9-39
Copyright 2020 Cc n,gagc Learning . All Rights R~rvcd. M ay not be copied, 5eanncd, or duplicated, in whole or in pan. Due to electronic rights . some third party content may be suppressed fronthc cBook and/or cChaptcr{s).
Microsoft Office 365 & Access 2019, Comprehensive
Session 9.2 Quick Check ... . ............... AC 9-41 Review Assignments . ........... . ........ AC 10-50
Review Assignments ............. . .... . ... AC 9-42 Case Problems .......................... AC 10-51
Case Problems . ...................... . ... AC 9-43 Module 11 Using and Writing Visual Basic for
Applications Code
Module 10 Automating Tasks with Macros Creating VBA Code for the
Creating a User Interface for the Health Health Database ... . . . . .. .......... AC 11-1
Dat abase ............... ....... ... AC 10-1
Session 10.1 Visual Overview: Session 11.1 Visual Overview:
The Macro Designer Window ............... AC 10-2 VBA Code Window · · ..................... AC 11-2
Introduction to Visual Basic for Applications .... AC 11-4
Introduction to Macros ................ . ... AC 10-4
Understanding Procedures ............... AC 11-4
Running a Macro ......................... AC 10-4
Understanding Modules ....... . ......... AC 11-5
Viewing a Macro in the Macro Designer ... . ... AC 10-6
Using an Existing VBA Procedure ............ AC 11-6
Using Arguments in a Macro ............. AC 10-7
Examining a VBA Event Procedure ........ . AC 11-8
Adding Actions to a Macro . . .......... . .... AC 10-7
Modifying an Event Procedure ............ AC 11-11
Single Stepping a Macro .................. AC 10-12
Creating Functions in a Standard Module ..... .AC 11-13
Using a Command Button with an
Attached Macro ......................... AC 10-13 Creating a Function .................. . .. AC 11-14
Understanding Events . . .. . .......... . .. AC 10-15 Testing a Procedure in the

Immediate Window ....................... AC 11-17
Understanding Submacros ......... . .... AC 10-16
Session 11.1 Quick Check.. . .... .. . . ....... .AC 11-19
Adding a Submacro ...................... AC 10-18
Adding a Command Button to a Form ....... AC 10-21 Session 11.2 Visual Overview:
Example of an Event Procedure . . .. . ....... AC 11-20
Attaching a Submacro to a
Command Button ......... . .............. AC 10-22 Understanding How an Event
Procedure Processes Commands .. . ........ AC 11-22
Session 10.1 Quick Check ................. AC 10-25
Adding an Event Procedure ..... . .. . ....... AC 11-24
Compiling Modules . ................... AC 11-25
A Navigation Form ....................... AC 10-26
Designing a User Interface.. . .. ......... . .. AC 10_28 Testing an Event Procedure ... . ......... AC 11-26
Creating an Unbound Form ................ AC 10_28 Adding a Second Procedure to a

Class Module ....... . ........ . .. . ....... AC 11-27
Adding a List Box Control to a Form ...... . .. AC 10-30
Designing the Field Validation
Introduction to SOL ...................... AC 10-32
Procedure ........................... AC 11-27
Viewing a SOL Statement for a Query . . ... AC 10-33
Adding a Field Value Event Procedure ..... AC 11-30
Using a SOL Statement for a
List Box Control. ........ . ............. AC _ Adding an Event Procedure to Change the
10 35
Case of a Field Value ..................... AC 11-32
Creating Multiple Macros for a Form ........ AC 10-40
Hiding a Control and Changing a
Creating a Navigation Form . . .............. AC 10-45 Control's Color .......................... AC 11-33
Session 10.2 Quick Check .............. . .. AC 10-49
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·
&htonal revJew has deemed that any suppre-Ssed content does not materially affect the overnlllearning , .
expenence. engage ammg reserves the nght to remove additiooal content at any time if sutlrequent rights restrictions require it.
New Perspectives Series
Session 11.2 Quick Check . . . .............. AC 11-37 Session 12.2 Quick Check ................. AC 12-49
Review Assignments .................. . .. AC 11-38 Review Assignments ......... . ........... AC 12-50
Case Problems . ........... . ....... . .. . .. AC 11-38 Case Problems .............. . ........... AC 12-51
Module 12 Managing and Securing a Database Appendix A Relational Databases and

Administering the Health Database . . . . AC 12-1 Database Design ........................ AC A-1
Session 12.1 Visual Overview: Tables ................................... AC A-2
Multivalued Fields and Subqueries .... . ...... AC 12-2 Keys . . ......... . .......... . ........... . . AC A-3
Additional Filtering Options ........ . ....... AC 12-4 Relationships .... . .......... . . . ......... . . AC A-5
Filter By Form ......................... AC 12-5 One-to-Many Relationship ................ AC A-5
Saving a Filter as a Query ............ . ... AC 12-8 Many-to-Many Relationship ............... AC A-6
Creating a Subquery .... . ................. AC 12-11 One-to-One Relationship ....... . .. . .. . ... AC A-7
Using Multivalued Fields .. . ......... . .. .. .. AC 12-14 Entity Subtype ............ . ........... . . AC A-8
Session 12.1 Quick Check ................. AC 12-21 Entity-Relationship Diagrams .. .. .. .. . . .. . .... AC A-9
Session 12.2 Visual Overview: Integrity Constraints ......... . ............ AC A-11
Database Options . . .. ..... . . .. .. . ...... . AC 12-22 Dependencies and Determinants .... . . . .. . .. AC A-12
Creating an Attachment Field .............. AC 12-24 Anomalies....... . . . ......... . ......... . . AC A-14
Using an AutoNumber Field .. . . . . . ..... .. . AC 12-26 Normalization ............................ AC A-15
Saving an Access Database as a First Normal Form .. . ...... . . .. ........ . AC A-15
Previous Version . . ........... .. .. . ...... . AC 12-29 Second Normal Form ...... . ........... . AC A-17
Analyzing Database Performance Third Normal Form ........ . ........... . AC A-19
with the Performance Analyzer . . . ....... . . . AC 12-30
Natural, Artificial, and Surrogate Keys ......... AC A-21
Linking Tables between Databases .... .. .. . . AC 12-33
Microsoft Access Naming Conventions ........ AC A-25
Using the Database Splitter........ . ..... .. AC 12-38
Review Assignments ......... . ........... . AC A-28
Securing an Access Database ........ . ..... AC 12-42
Index .................................. IDX 1
Setting the Database Startup Options ....... AC 12-44
Getting to Know
Microsoft Office Versions
Cengage is proud to bring you the next edition of Microsoft Office. This
edition was designed to provide a robust learning experience that is not
dependent upon a specific version of Office.
Microsoft supports several versions of Office:
• Office 365: A cloud-based subscription service that delivers
Microsoft's most up-to-date, feature-rich, modern productivity tools
direct to your device. There are variations of Office 365 for business,
educational, and personal use. Office 365 offers extra online storage
and cloud-connected features, as well as updates with the latest
features, fi xes, and security updates.
• Office 2019: Microsoft's "on-premises" version of the Office apps,
available for both PCs and Macs, offered as a static, one-time
purchase and outside of the subscription model.
• Office Online: A free, simplified version of Office web applications
(Word, Excel, PowerPoint, and OneNote) that facilitates creating and
editing files collaboratively.
Office 365 (the subscription model) and Office 2019 (the one-time pur-
chase model) had only slight differences between them at the time this
content was developed. Over time, Office 365's cloud interface will con-
tinuously update, offering new application features and functions, while
Office 2019 will remain static. Therefore, your onscreen experience may
differ from what you see in this product. For example, the more advanced
features and functionalities covered in this product may not be available
in Office Online or may have updated from what you see in Office 2019.
For more information on the differences between Office 365, Office 2019,
and Office Online, please visit the Microsoft Support site.
Cengage is committed to providing high-quality learning solutions for
you to gain the knowledge and skills that will empower you throughout
your educational and professional careers.
Thank you for using our product, and we look forward to exploring the
future of Microsoft Office with you!
Getting to Know Microsoft Office Versions ~

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Using SAM Projects
and Textbook Projects
SAM and MindTap are interactive online platforms designed to transform
students into Microsoft Office and Computer Concepts masters. Practice
with simulated SAM Trainings and MindTap activities and actively apply
the skill s you learned live in Microsoft Word, Excel, PowerPoint, or Access.
Become a more productive student and use these skills throughout
your career.
If your instructor assigns SAM Projects:
1. Launch your SAM Project assignment from SAM or MindTap.
2. Click the links to download your Instructions file, Start file, and
Support files (when available).
3. Open the Instructions fi le and follow the step-by-step instructions.
4 . When you complete the project, upload your file to SAM or MindTap
for immediate feedback.
To use SAM Textbook Projects:
1. Launch your SAM Project assignment from SAM or MindTap.
2. Click the links to download your Start file and Support files
( when available).
3. Locate the module indicated in your book or eBook.
4 . Read the module and complete the project.
saTi'+ Open the Start f ile you downloaded.
saTi'+ Save, close, and up load your completed p roject to receive

immediate feed back.
IMPORTANT: To receive full credit for your Textbook Project, you must
complete the activity using the Start file you downloaded from SAM
or MindTap.
Using SAM Projects and Textbook Projects ~
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MODULE 1
Creating a Database ~
OBJECTIVES
Session 1.1 Tracking Patien t, Visit, and Billing Data
u
U
• Define basic database
concepts and terms <(
Case I Lakewood Community Health Services
• Start and exit Access
• Identify the Mic rosoft Access
w indow and Backstage view Lakewood Community Health Services, a nonprofit health clinic
• Create a b lank database
located in the greater Atlanta, Georgia area, provides a range of
• Create and save a table in
medical services to patients of all ages. The clinic specializes in
Datasheet v iew and Design view
• Add fields to a table in Datasheet chronic disease management, cardiac care, and geriatrics. Donna
view and Design view Taylor, the office manager for Lakewood Community Health
• Set a table's primary key in Services, oversees a small staff and is responsible for maintaining
Design view records for the clinic's patients.
Session 1.2 In order to best manage the clinic, Donna and her staff rely on
• Open an Access database electronic medical records for patient information, bi lling, inventory
• O pen a tabl e using the control, purchasing, and accounts payable. Several months ago,
Navigation Pane the clinic upgraded to Microsoft Access 2019 (or simply Access),
• Copy and paste records from a computer program used to enter, maintain, and retrieve related
another Access database
data in a format known as a database. Donna and her staff want to
• N avigate a table datasheet and
use Access to store information about patients, billing, vendors, and
enter records
• Create and navigate a simple products. She asks for your help in creating the necessary Access
query database.
• Create and navigate a simple
form
• Create, prev iew, navigate, and
print a simple report
• Use Help in Access
• Identify how to compact, back
up, and restore a database
STARTING DATA FILES
\t;;;;J- IM~dulel I Re~;ew I
Support_AC_1_Donna.accdb Support_AC_l _ Company.accdb
Support_AC_l _Records.accdb Support_AC_l _Residents.accdb
AC 1-1
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AC 1-2 Access I Mo dule 1 Creating a Database

The Quick Access Toolbar The Table Tools Fields tab
provides one-click access to provides options for adding,
commonly used commands, removing, and formatting
such as Save. the fields in a table.
~
8 ; Tab I~ Tools
File Home Create External Data Database Tools Help Fields Table p
The Shutter Bar Open/Close AB 12 ~ ~ Date&Time
r-§: /x
Button allows you to close 0 V~o
X
and open the Navigation View Short Number Currency
Pane; you might want to Text WJ More Fields •
close the pane so that you V1ews Add & ~l~t~-+----------, Properties
have more room on the
screen to view the object's
contents.
IAll Access Obje ... ~ « 1J:J ~ID • Cltek to Add •
T ables : I~* (New)l..___
CJ Ta ble1 -+---- Access assigns the -

default name ,-_..._ _ _ _____
"Table1" to the By default, The Click to
first new table you Access creates Add column
create. When you the ID field as provides another
save the table, you the primary key way for you to
can give it a more field for all new add new fields
meaningful name. tables. to a table.
The Add & Delete group

contains options for adding
different types of fields,
including Short Text and
Number, to a table.
--------'
The Navigation Pane lists all
the objects (tables, reports,
and so on) in the database; it
is the main control center for
opening and working with
database objects.
Datasheet view shows

the table's contents as
a datasheet.
Datash~~t View
------'-' Record. 14 1 of 1 Search
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Module 1 Creating a Database I Access AC 1-3
The Access Window

You use the window
The Access window is the buttons to minimize,
program window that appears maximize, and close
when you create a new database the Access window.
or open an existing database.
If you are signed into your

Office account, your name
appears here. If not are not
L-----------~-1 signed in, the Sign in link
will appear here, and you
The ribbon provides the can click it to sign into your
}-ooll; .-----1 main Access commands Office account.
Vahdatlon
organized by task into
tabs and groups.
F1tld Vahdatlon J
The title bar displays the

name of the open file and
the program.
A datasheet displays the

table's contents in rows and
columns, similar to a table
that you create in a Word
document or an Excel
worksheet. Each row will be
The status bar provides information about a separate record in the
the program or open file, as well as buttons table, an each column wil l
for working with the file. At the far left, the contain the field values for
status bar indicates the current view, in this one field in the table.
case, Datasheet view.
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Editorial review has deemed that any suppre-Ssed content does not materially affect the overnlllearning experience. Cengage Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
AC 1-4 Access I Module 1 Creating a Database
Introduction to Database Concepts

Before you begin using Access to create the database for Donna, you need to
understand a few key terms and concepts associated with databases.
Organizing Data
Data is a valuable resource to any bu siness. At Lakew ood Community Health Servi ces,
for example, important data includes the patients' names and addresses, visit dates,
and billing information. Organizing, storing, maintaining, retrieving, and sorting this
type of data are critica l activities that enable a bu siness to find and use information
effectively. Before sto ring data on a computer, however, you must organize the data.
Your first step in organizing data is to identify the individual fields. A field is a single
characteri stic or attribute of a person, place, object, event, or idea. For example, some of
the many fields that Lakewood Community Health Services tracks are the patient ID, first
name, last name, address, phone number, visit date, reason for visit, and invoice amount.
Next, you group rel ated fields together into tables. A table is a col lection of fields
that describes a person, place, object, event, or idea. Figure 1- 1 shows an example of
a Patient table that contains the following four fields: PatientiD, FirstName, LastName,
and Phone. Each field is a column in the table, w ith the field name displayed as the
co lumn heading.
Data organization for a table of patients
l' fields )
~Patient Table ~ ~ ~
~
PatientiD FirstName LastName Phone
13264 Alex Olsen 404-555-9132
13273 Sofia Garcia 470-555-3 126
13276 Claire Wilson 678-555-1247

ecords
13283 Harper Rowe 404-555-171 2
13290 Jim Williams 770-555-4910
13299 Terry Cruz 470-555-9982
The specific content of a fi eld is called the field value. In Fi gure 1- 1, the first set of
field values for PatientiD, FirstName, LastName, and Phone are, respectively: 13264,
Alex, Olsen, and 404-555-91 32. This set of field values is called a record. In the
Patient table, the data for each patient is stored as a separate record. Figure 1- 1 show s
six records; each row of field values in the table is a record.
Databases and Relationships

A col lection of related tables is cal led a database, or a relational database. In this
module, you wil l create th e database for Lakewood Community Health Services, and
w ithin that database, yo u' ll crea te a table named Visit to store data about patient visits.
Laler on, you'll creale Lwo more Lables, named Palienl and Billing, Lo slore relaled
information about patients and th eir invoices.
As Donna and her staff use the database that you will create, they will need to
access information about patients and their visits. To obtain thi s information, you must
have a way to connect records in the Patient table to records in the Visit table. You
connect the records in the separate tab les through a common field that appears in both
tables.
In the sample database shown in Figure 1-2, each record in the Patient table has a
field named Pati entiD, which is also a field in the Visit table. For example, Jim Williams
is the fifth patient in the Patient table and has a PatientiD f ield value of 13290. This
same PatientiD field va lue, 13290, appears in two records in the Visit table. Therefore,
Jim W il liams is the patient that was seen at th ese two visits.
- i @ ! i $ 1 - Database relationship between tables for patients and visits

Patie nt t a ble
PatientiD FirstName Last Name Phone
~
13264 Alex O lsen 404-555-9132
13273 Sofia Garcia 470-555-3126
13276 Claire Wilson 678-555-1247
13283 Harper Rowe 404-555-1712
13290 Jim Wil liams 770-555-4910

( p rimary keys ) -
13299 Terry Cruz 470-555-9982
( common field
Visit table
( foreign key )
two visits for
Jim Williams
J
_____,. VisitiD PatientiD
+ VisitDat e Reason
1459 13276 11 /3/2020 Asthma
1483 13264 12/ 1/ 2020 Influenza
1509 13273 1/ 7/ 2021 Annual wellness visit
1565
1567
13290
13283
2/24/2021
2/ 26/ 2021
Laceration of right calf
Annual wellness visit
I
1575 13290 3/10/2021 Laceration follow-up I~
1596 13299 3/24/ 2021 Pneumonia
Each 10 va lue in the Patient tab le must be unique so that you can distinguish one
patient from another. Th ese unique PatientiD values also identify each patient's specific
visits in the Visit table. The PatientiD field is referred to as the primary key of the Patient
table. A primary key is a f ield, or a collection of fields, w hose va lues uniquely identify
each record in a tab le. No two records can contain the same value for the primary
key field. In the Visit table, the Vi sitiD field is the primary key because Lakewood
Community Health Services assigns each visit a unique identification number.
When you include the primary key from one table as a field in a second table to
fo rm a relationship between the two tables, it is ca l led a foreign key in the second
table, as shown in Figure 1-2 . For example, PatientiD is the primary key in the Patient
table and a foreign key in the Visit table.
The PatientiD field must have the same characteristics in both tables. Although the
primary key PatientiD contains unique values in the Patient table, the same f ield as a
foreign key in the Visit table does not necessarily contain unique values. The PatientiD
value 13290, for example, appears two times in the Visit table because Jim Williams
made two vi sits to the clinic.
Each foreign key va lue, however, must match one of the field values for the primary
key in the other table. In the example shown in Fi gure 1-2, each PatientiD value in th e
Visit table must match a Patienti D value in the Patient table. The two tables are related,
enabling users to connect the facts about pat ients w ith the facts about their visits to the
clinic.
AC 1-6 Access I Mod ule 1 Creating a Database
Storing Data in Separate Tables

1-
-"-'
::I: When you create a database, you must create separate tables that contain only
C) fields that are directly related to each other. For example, in the Lakewood
database, the patient and visit data should not be stored in the same table because
z doing so would make the data difficult to update and prone to errors. Consider
Jim W illiams and his visits to the clinic, and assume that he has many more than
just two visits. If all the patient and visit data was stored in the same table, so that
each record (row) contained all t he information ab out each visit and the p atient, the
patient data would appear multiple t imes in the table. This causes problems when
the data changes. For example, if the phone number for Jim Williams changed, you
would have to upd at e the multiple occurrences of the pho ne number through o ut
the table. Not only would this be time-consuming, it would increase the likelihood
of errors or inconsistent data.
Relational Database Management Systems

To ma nage its databases, a company uses a database management system. A database
management system (DBMS) is a software program that lets you create databases, and
then manipulate the data they contain. Most of today's database management systems,
including Access, are called relational database management systems. In a relational
database management system, data is organized as a collection of tables. As stated
earlier, a relationship between two tables in a relational DBMS is formed through a
common field.
A relational DBMS controls the storage of databases and faci litates the creation,
manipulation, and reporting of data, as illustrated in Figure 1-3 .
Relational database ent system
storage
store, retrieve, and protect data

computer memory
relational DBMS
display ~
query int eract wit h
results the database
user interface printer
Specifically, a relational DBMS provides the fol lowing functions:

• It allows you to create database structures conta ining fields, tab les, and table
relationsh ips.
• It lets you easi ly add new records, change field values in existing records, and delete
records.
• It contains a built-in query language, which lets you obtain immediate answers to the
questions (or queries) you ask about your data.
• It contains a built-in report generator, which lets you produce professional-looking,
formatted reports from your data.
• It protects databases through security, control, and recovery facilities.
An organization such as Lakewood Community Health Services benefits from a
relational DBMS because it allows users working in different groups to share the same
data. More than one user can enter data into a database, and more than one user can
retri eve and analyze data that other users have entered. For example, the database for
Lakewood Commun ity Health Services will contain only one copy of the Visit table,
and al l employees wil l use it to access visit information.
Finally, unlike other software programs, such as spreadsheet programs, a DBMS can
handle massive amounts of data and allows relationships among mu ltiple tables. Each
Access database, for example, can be up to two gigabytes in size, can contain up to
32,768 objects (tables, reports, and so on), and can have up to 255 people using the
database at the same time. For instructional purposes, the databases you w ill create and
work w ith throughout thi s text contain a relatively small number of records compared
to databases you wou ld encounter outside the classroom, which would likely contain
tables with very large numbers of records.
Starting Access and Creating a Database

Now that you've learned some database terms and concepts, you're ready to start
Access and create the Lakewood database for Donna.
To start Access:
t 1. On the Windows taskbar, click the Start button EEJ. The Start menu opens.
t 2. On the Start menu, scroll down the list of apps, and then click Access.
Access starts and d isplays the Recent screen in Backstage view. See
Figure 1-4.
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Recent screen in view
option for creating a

new, blank database
a list of recently p 'tOOrName

opened databases -·~
• - - YN
might appear here
-- _ ....
--
When yo u start Access, the f irst screen that appears is Backstage view, wh ich is the
starting place for your work in Access. Backstage view contains commands that allow
you to manage Access files and options. The Recent screen in Backstage view provides
options for you to create a new database or open an existing database. To create a new
database that does not contain any data or objects, you use the Blank database option.
If the database you need to create contains objects that match those found in common
databases, such as databases that store data about contacts or tasks, you can use one
of the templates provided w ith Access. A template is a predesigned database that
inc ludes professionally designed tab les, reports, and other database objects that can
make it quick and easy for you to create a database. You can also search for a template
onl ine using the Search for online templates box.
In this case, the temp lates provided do not match Donna's needs fo r the c linic's
database, so you need to create a new, blank database from scratch.
To create the new Lakewood database:

t 1. sa'ri'+ Make sure you have the Access starting Data Files on your computer.
Trouble? If you don't have the starting Data Files, you need to get them
before you can proceed. Your instructor will either give you the Data Files or
ask you to obtain them from a specified location (such as a network drive). If
you have any questions about the Data Files, see your instructor or technical
support person for assistance.
t 2. On the Recent screen, click Blank database (see Figure 1-4). The Blank
database screen opens.
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Editorial review has deemed that any s uppressed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
Be sure to type Lakewood t 3. In the File Name box, type Lakewood to replace the selected database
or you'll create a database
name provided by Access, Database1. Next you need to specify the location
named Database1.
for the fi le.
t 4. Click the Browse button D
to the right of the File Name box. The File New
Database dialog box opens.
t 5. Navigate to the drive and folder where you are storing your files, as specified
by your instructor.
t 6. Make sure the Save as type box displays "Microsoft Access 2007-2016
Databases."
Trouble? If your computer is set up to show file name extensions, you will
see the Access file name extension " .accdb" in the File name box.
~·
7. Click OK. You return to the Blank database screen, and the File Name box
If you don't type the now shows the name Lakewood.accdb. The filename extension ".accdb"
filename extension, Access identifies the file as an Access 2007-2016 database.
adds it automatically.
8. Click Create. Access creates the new database, saves it to the specified
location, and then opens an empty table named Table1.
Trouble? If you see only ribbon tab names and no buttons, click the Home
tab to expand the ribbon, and then in the lower-right corner of the ribbon,
click the Pin th is pane button to pin the ribbon. B
Refer back to the Session 1.1 Vi sual Overview and spend some time becoming
famil iar w ith the components of the Access w indow.
Understanding the Database File Type

1-
--
:x: Access 2019 uses the .accdb file extension, which is the same fi le extension used
"'z
V)
for databases created with Microsoft Access 2007, 2010, 2013, and 2016. To ensure
compatibility between these earlier versions and the Access 2019 software, new
databases created using Access 2019 have the same file extension and file format as
Access 2007, Access 2010, Access 2013, and Access 2016 databases.
Working in Touch Mode

~If yo u are worki ng on a touch device, such as a tablet, you can switch to Touch Mode
~ in Access to make it easier for you to tap buttons on the ribbon and perform other
tap instead of click. touch actions. Your screens wi ll not match those shown in the book exactly, but th is
w il l not cau se any problems.
Note: The foll owing steps assume that yo u are using a mouse. If you are instead using
a touch devi ce, please read these steps but don't complete them, so that you remain
working i n Touch Mode.
To switch to Touch Mode:

t 1. On the Quick Access Toolbar, click the Customize Quick Access Toolbar
button II·
A menu opens listing buttons you can add to the Quick Access
Toolbar as well as other options for customizing the toolbar.
Trouble? If the Touch/Mouse Mode command on the menu has a checkmark
next to it, press ESC to close the menu, and then skip to Step 3.
t 2. Click Touch/Mouse Mode. The Quick Access Toolbar now contains the
Touch/Mouse Mode button EJI,
which you can use to switch between Mouse
Mode, the default display, and Touch Mode.
t 3. On the Quick Access Toolbar, click the Touch/Mouse Mode button EJI.
A menu opens with two commands: Mouse, which shows the ribbon in the
standard display and is optimized for use with the mouse; and Touch, which
provides more space between the buttons and commands on the ribbon and
is optimized for use with touch devices. The icon next to Mouse is shaded to
indicate that it is selected.
Trouble? If the icon next to Touch is shaded red, press ESC to close the
menu and skip to Step 5.
t 4. Click Touch. The display switches to Touch Mode with more space between
the commands and buttons on the ribbon. See Figure 1-5.
Touch/Mouse Mode ribbon includes more space

0 button on Quick around buttons and options
Access Toolbar
The figures in this text show the standard Mouse Mode display, and the
instructions assume you are using a mouse to click and select options, so
you'll switch back to Mouse Mode.
Trouble? If you are using a touch device and want to remain in Touch Mode,
skip Steps 5 and 6.
t 5. On the Quick Access Toolbar, click the Touch/Mouse Mode button and EJI,
then click Mouse. The ribbon returns to the standard display, as shown in the
Session 1.1 Visual Overview.
t 6. On the Quick Access Toolbar, click the Customize Quick Access Toolbar
button 11.
and then click Touch/Mouse Mode to deselect it. The Touch/
Mouse Mode button is removed from the Quick Access Toolbar.
Creating a Table in Datasheet View

Tables contain all the data in a database and are the fundamental objects for your work
in Access. You can create a table in Access in d ifferent ways, including entering the
fields and records for the table directly in Datasheet view.
Creating a Table in Datasheet View

w • On the ribbon, click the Create tab.
u
zw • In the Tables group, click the Table button.
• Rename the default ID primary key field and change its data type, if necessary; or
0:::
w accept the default ID field with the Auto Number data type.
u.
w • On the Fields tab in the Add & Delete group, click the button for the type of field you
0::: want to add to the table (for example, click the Short Text button}, and then type the
field name; or, in the table datasheet, click the Click to Add column heading, click the
type of field you want to add from the list that opens, and then press TAB or ENTER
to move to the next column in the datasheet. Repeat this step to add all the neces-
sary fields to the table.
• In the first row below the field names, enter the value for each field in the first record,
pressing TAB or ENTER to move from one field to the next.
• After entering the value for the last field in the first record, press TAB or ENTER to
move to the next row, and then enter the values for the next record. Continue this
process until you have entered all the records for the table.
• On the Quick Access Tool bar, click the Save button, enter a name for the table, and
then click OK.
For Lakewood Community Health Services, Donna needs to track information about
each patient visit at the clinic. She asks you to create the Visit table according to the
plan shown in Figure 1-6.
Plan for the Visit table
field Purpose
VisitiD Unique number assigned to each visit; will serve as the table's primary key
PatientiD Unique number assigned to each patient; common field that will be a foreign
key to connect to the Patient table
VisitDate Date on which the patient visited the clinic
Reason Reason/diagnosis for the patient visit
Walkln Whether the patient visit was a walk-in or scheduled appointment
As shown in Donna's plan, she wants to store data about visits in five fields,
including fields to contain the date of each visit, the reason for the visit, and if the visit
was a walk-in or scheduled appointment. These are the most important aspects of a visit
and, therefore, must be tracked. Also, notice that the VisitiD field w ill be the primary
key for the table; each visit at Lakewood Community Health Services is assigned
a unique number, so this field is the logica l choice for the primary key. Finally, the
PatientiD field is needed in the Visit table as a foreign key to connect the information
about visits to patients. The data about patients and their invoices will be stored in
separate tables, which you w il l create later.
Notice the name of each field in Figure 1-6. You need to name each field, table, and
object in an Access database.
Decision Making: Naming Fields in Access Tables

"'
:j One of the most important tasks in creating a table is deciding what names to specify for
~ the table's fields. Keep the following guidelines in mind when you assign field names:
\n • A field name can consist of up to 64 characters, including letters, numbers, spaces,
~ and special characters, except for the period (.). exclamation mark (!), grave accent('),
0.. and square brackets ([ ]).
• A field name cannot begin with a space.
• Capitalize the first letter of each word in a field name that combines multiple words,
for example VisitDate.
• Use concise field names that are easy to remember and reference and that won't take
up a lot of space in the table datasheet.
• Use standard abbreviations, such as Num for Number, Amt for Amount, and Oty for
Quantity, and use them consistently throughout the database. For example, if you use
Num for Number in one field name, do not use the number sign (#)for Number in
another.
• Give fields descriptive names so that you can easily identify them when you view or
edit records.
• Although Access supports the use of spaces in field names (and in other object
names), experienced database developers avoid using spaces because they can
cause errors when the objects are involved in programming tasks.
By spending time obtaining and analyzing information about the fields in a table, and
understanding the rules for naming fields, you can create a well-designed table that wi ll
be easy for others to use.
Renaming the Default Primary Key Field

As noted earlier, Access provides the 10 field as the default primary key fo r a new table
you create in Oatasheet view. Reca ll that a p rimary key is a field, or a col lection of
fie lds, whose va lues uniquely identify each record in a table. H owever, according to
Donna's plan, the VisitiO f ield should be the primary key for th e V isit table. You ' ll begin
by renaming the default 10 fie ld to create the Vis itiO field.
To rename the 10 field to the VisitiD field:

t 1. Right-click the ID column heading to open the shortcut menu, and then click
A shortcut menu opens Rename Field. The column heading ID is selected, so that whatever text you
when you right-dick type next will replace it.
an object and provides
options for working with t 2. Type VisitiD and then click the row below the heading. The column heading
that object. changes to VisitiD, and the insertion point moves to the row below the
heading. The insertion point is a flashing cursor that shows where text you
type will be inserted. In this case, it is hidden within the selected field va lue
(New). See Figure 1-7.
Trouble? If you make a m istake while typi ng the field name, use
BACKSPACE to delete characters to the left of the insertion point or use
D ELETE t o delete characters to the right of the insertion point. Then type the
correct text. To correct a field name by replacing it entirely, press ESC, and
then type the correct text.
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ID field renamed to VisitiD
AutoN umber data type

'------'=-----1 assigned to the default
primary key field (I D)
VisitiD field name entered option for specifying

in the column heading the data type for a field
Not ice that the Table Tools Fields tab is active on the ribbon . This is an example of
a contextual tab, which is a tab that appears and provides options for working with a
specific object that is selected-in this case, the table yo u are creating. As you work
w ith other objects in the database, other contextual tabs wi ll appear with commands
and options related to each selected object.
Buttons and Labels on the Ribbon

Depending on the size of the monitor you are using and your screen resolution settings,
you might see more or fewer buttons on the ribbon, and you might not see labels
next to certain buttons. The screenshots in these modules were created using a screen
resolution setting of 1366 x 768 with the program window maximized. If you are using
a smaller monitor or a lower screen resolution, some buttons will appear only as icons,
with no labels next to them, because there is not enough room on the ribbon to display
the labels.
You have renamed th e default primary key field, ID, to VisitiD. However, the VisitiD
field still retains the characteristics of the ID f ield, including its data type. Your next task
is to change the data type of th is f ield .
Changing the Data Type of the Default Primary Key Field

Notice the Formatting group on the Table Tools Fields tab. One of the options available
in this group is the Data Type option (see Fi gure 1-7). Each field in an Access tab le
must be assigned a data type. The data type determines what field values you can enter
for the field. In this case, the AutoN umber data type is displayed. Access assigns the
AutoN umber data type to the default ID primary key f ield because the AutoNumber
data type automatically inserts a unique number in this field for every record,
beginning w ith the number 1 for the first record, the number 2 for the second record,
and so on. Therefore, a field using the AutoN umber data type can serve as the primary
key for any table you create.
Visit numbers at Lakewood Community Health Services are specific, four-digit
numbers, so the AutoN umber data type is not appropriate for the VisitiD field, wh ich
is the primary key field in the table you are creating. A better choice is the Short Text
data type, wh ich allows field va lues containing letters, digits, and other characters, and
which is appropriate for identifying numbers, such as v isit numbers, that are never used
in ca lculations. So, Donna asks you to change the data type for the VisitiD field from
AutoN umber to Short Text.
AC 1-14 Access I Mod ule 1 Creating a Database
To change the data type for the VisitiD field:

t 1. Make sure that the VisitiD column is selected. A column is selected when you
click a field value, in whi ch case the background color of the column heading
changes to orange (the default color) and the insertion point appears in the
f ield value. You can also click the column heading to select a column, in
which case the background color of both the column heading and the field
value changes (the default colors are gray and blue, respectively).
t 2. On the Table Tools Fields tab, in the Formatting group, click the Data Type
arrow, and then click Short Text. The VisitiD field is now a Short Text f ield.
See Figure 1-8.
Note the Unique check box in the Field Validation group. This check box is
selected because the VisitiD field assumed the characteristics of the default
primary key field, ID, including the fact that each value in the field must be
unique. Because this check box is selected, no two records in the Visit table
will be allowed to have the same value in the VisitiD f ield.
With the VisitiD field created and established as the primary key, you can now enter
the rest of the fields in the V isit table.
Adding New Fields

When you create a table in Datasheet view, you can use the options in the Add &
Delete group on the Table Tools Fields tab to add fields to your table. You can also use
the Click to Add column in the table datasheet to add new fields. (See Figure 1- 8.)
You' ll use both methods to add the four remaining fields to the Visit table. The next
field you need to add is the PatientiD field. Similar to the VisitiD field, the PatientiD
field wil l conta in numbers that will not be used in calculations, so it should be a Short
Text field.
To add the rest of the fields to the Visit table:

t 1. On the Table Tools Fields tab, in the Add & Delete group, click the Short
Text button. Access adds a new field named "Field1" to the right of the
VisitiD field. See Figure 1-9.
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indicates the data

type of the new field
' - - - - - - - - - i default name highlighted

in the new field
The text "Field1" is selected, so you can simply type the new field name to
replace it.
2. Type PatientiD. Access adds the second field to the table. Next, you'll add
the VisitDate field. Because this field will contain date values, you'l l add a
f ield with the Date/Time data type, which allows field values in a variety of
date and time formats.
3. In the Add & Delete group, click the Date & Time button. Access adds a
third field to the table, this t ime with the Date!Time data type.
4. Type VisitDate to replace the selected name "Field1." The fourth field in
the Visit table is the Reason field, which will contain brief descriptions of the
reason for the visit to the clinic. You'll add another Short Text field-this time
using the Click to Add column.
5. Click the Click to Add column heading. Access d isplays a list of available
data types for the new field.
6. Click Short Text in the list. Access adds a fourth f ield to the table.
7. Type Reason to replace the high lighted name "Field1," and then press
ENTER. The Click to Add column becomes active and displays the list of
field data types.
The fifth and fina l fie ld in the Visit table is the Walkln fie ld, which will indicate
whether the patient had a schedu led appointment. The Yes/No data type is
suitable for this field because it defines fields that store values representing
one of two options-true/false, yes/no, or on/off.
~·
8. Click Yes/No in the list, and then type Walkln to replace the highlighted
You can also type the name "Field1."
first letter of a data type
to select it and close the
Trouble? If you pressed TAB or ENTER after typing the Wa lkln field name,
Click to Add list. press ESC to close the Click t o Add list.
9. Click in the row below the VisitiD column heading. You have entered all five
fields for the Visit table. See Figure 1-10.
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Editorial review has deemed that any suppre-Ssed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if subsequent rights restrictions require it.
The table contains three Short Text fields (VisitiD, PatientiD, and Reason), one
Date/Time field (VisitDate), and one Yes/No field (Walkln). You'll learn more
about field data types in the next module.
As noted earlier, Datasheet view shows a table's contents in rows (records) and
columns (fields). Each column is headed by a field name inside a field selector, and
each row has a record selector to its left (see Figure 1- 10). Cl icking a field selector or
a record selector selects that entire column or row (respectively), which you then can
manipulate. A field selector is also called a column selector, and a record selector is
also ca lled a row selector.
Saving the Visit Table Structure

As you find out later, the records you enter are immediately stored in the database
as soon as yo u enter them; however, the table's design- the field names and
characteristi cs of the fields themselves, plus any layout changes to the datasheet-are
not saved until you save the tabl e. When you save a new table for the f irst time, you
should give it a name that best identifies the information it contains. Like a field name,
a table name can contain up to 64 characters, inc lud ing spaces.
Saving a Table
w • Make sure the table you want to save is open.
u
zw • On the Quick Access Toolbar, click the Save button. The Save As dialog box opens.
0::: • In the Table Name box, type the name for the table.
w • Click OK.
u.
w
0:::
According to Donna's plan, you need to save the table with the name "Visit."
To save, name, and close the Visit table:

1. On the Quick Access Toolbar, click the Save button I!J. The Save As dialog
box opens.
command in Backstage
view to save and name a
new table.
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t 2. With the default name Table1 selected in the Table Name box, type V isit and
then click OK. The tab for the table now displays the name "Visit," and the
Visit table design is saved in the Lakewood database.
t 3. Click the Close 'Visit' button ~ on the object tab (see Figure 1-10 for the
location of this button). The Visit table closes, and the main portion of the
Access window is now blank because no database object is currently open.
The Lakewood database file is stil l open, as indicated by the filename in the
Access window title bar.
Creating a Table in Design View

The Lakewood database also needs a table that w il l hold all of th e invoices generated
by each office visit. Donna has decided to cal l this new table the Billing table. You
created the structure for the Vi sit table in Datasheet view. An alternate method of
creating the structure of a table is by using Design view. You wi ll create the new Billing
table using Design view.
Creating a table in Design view involves entering the field names and defining the
properties for the fields, specifying a primary key for the table, and then saving the
table structure. Donna began documenting the design for the new Billing table by
listing each field's name, data type, and purpose, and w ill continue to refine the design.
See Figure 1- 11.
table
field Name Data Type Pu rpose

InvoiceNum Short Text Unique number assigned to ea ch invoice; will serve as
the table's primary key
Visit!O Short Text Unique number assigned to ea ch visit; common field that
will be a foreign key to connect to the Visit table
InvoiceAmount Currency Dollar amount of each invoice
InvoiceDate Date/Time Date the invoice was gen erated
Invoice Paid Yes/No Whether the invoice has been paid or not
You' ll use Donna's design as a guide for creati ng the Billing table in the Lakewood
database.
To begin creating the Billing table:

t 1. If the Navigation Pane is open, click the Shutter Bar Open/ Close Button ~
to close it.
t 2. On the ribbon, click the Create tab.
t 3. In the Tables group, click the Table Design button. A new table named
Table1 opens in Design view.
Defining Fields
When you fi rst create a table in Design view, the insertion point is located in the first
row's Field Name box, ready for you to begin defining the first field in the table. You
enter values for the Field Name, Data Type, and Descripti on field properties (optional),
and then select values for all other f ield properties in the Field Properties pane. These
other properties wi ll appear w hen you move to the first row's Data Type box.
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Defining a Field in Design View

w • In the Field Name box, type the name for the field, and then press TAB.
u
zw • Accept the default Short Text data type, or click the arrow and select a different data
a::: type for the f ield. Press TAB.
w • Enter an optional description for the field, if necessary.
u..
w • Use the Field Properties pane to type or select other field properties, as appropriate.
a:::
The f irst f ield you need to define is the lnvoiceNum field. Thi s field wil l be the
primary key for the Bi lling table. Each invoice at Lakewood Community Health Services
is assigned a specific five-d igit number. Although the lnvoiceNum field w ill contain
these number values, the numbers will never be used in calculati ons; therefore, you' ll
assign the ShortText data type to thi s field. Any time a field contains number values that
w ill not be used in calculations- such as phone numbers, postal codes, and so on- you
should use the Short Text data type instead of the Number data type.
To define the lnvoiceNum field:

t 1. Type lnvoiceNum in the first row's Field Name box, and then press TAB to
You can also p ress advance to the Data Type box. The default data type, Short Text, appears
ENTER to move from one highlighted in the Data Type box, which now also contains an arrow, and the
property to the next in the field properties for a Short Text field appear in the Field Properties pane. See
Table Design grid.
Figure 1-12.
Table window after entering the first field name
........,, . ,___ (-- ----- -

-- --·-- - -
-.....
~-
~
r'l
cu
clicking the arrow displays

a list of data types
_...,......,....__ _, identifies the Field
·-.-__
Properties pane
.....
-...--. ....
:_ .....,.
.._..
-
..."''" } default property values
awu..,....,...-. .. ,.. .,..,..
.,...,.,, c.. . . . . . . ,... "''", ....
-eft-·"""'
......_..,,.=-
:"::.'-"- :; -+--....l.......l for a Short Text field
:s---......
~--------------------------------------------------------------~~
The right side of the Field Properties pane now provides an explanation for
the current property, Data Type.
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Trouble? If you make a typing error, you can correct it by clicking to position
the insertion point, and then using either BACKSPACE to delete characters to
the left of the insertion point or DELETE to delete characters to the rig ht of
the insertion point. Then type the correct text.
Because the lnvoiceNum field values will not be used in calculations, you will
accept the default Short Text data type for the field.
t 2. Press TAB to accept Short Text as the data type and to advance to the
Description (Optional) box.
Next you'll enter the Description property value as " Primary key." The va lue
you enter for the Description property will appear on the status bar when
you view the table datasheet. N ote that specifying "Primary key" for the
Description property does not establish the current field as the primary key;
you use a button on the ribbon to specify the primary key in Design view,
which you will do later in this session.
~-
3. Type Primary key in the Description (Optional) box and press ENTER.
You can also use TAB to
At this point , you have entered the first field (lnvoiceNum) into the table and
advance to the second
are ready to enter the remaining fields into the table.
lnvoiceNum field defined

~ ., . • w. ' !...._._, ............_ .J,., .... ·~~ . . . . . :.to. .,.,a;• ,I'J .......... ..
,. - "- -- -- ...., o..lan p,.. __ ,... ........

.._ =::. c r
.._.,-. c-o.. ..._ .........,..
r-,; -:
- --·-- ·-
~ Olp<t
-,I-... - --· - - ......,__
Sho rt Text data Description

type is selected pro perty e nt ere d
Donna's Bi ll ing table design (Figure 1- 11) shows Visit iD as the second field.
Because Donna and other staff members need to relate information about i nvoices to
the visit data in the Visit table, the Bi lling table must include the VisitiD field, which is
the Visit table's primary key. Recall that when you include the primary key from one
table as a field in a second tab le to connect the two tables, the field is a foreign key in
the second tab le.
To define the VisitiD field:

t 1. If the insertion point is not already positioned in the second row's Field
Name box, cl ick the second row's Field Name box. Once properly
positioned, type VisitiD in the box, and then press TAB to advance to the
Data Type box.
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Editorial review has deemed that any s uppre-Ssed content does not materially affect the O\'ernlllearning experience. Cengag.e Learning reserves the right to remove additiooal content at any time if s ubsequent rights restrictions require it.
t 2. Press TAB to accept Short Text as the field's data type. Because the VisitiD
field is a foreign key to the Visit table, you'll enter "Foreign key" in the
Description (Optional) box to help users of the database understand the
purpose of this field.
t 3. Type Foreign key in the Description (Optional) box and press ENTER.
The third field in the Billing table is the lnvoiceAmt field, wh ich w il l display the
The quickest way to move dollar amount of each invoice the clin ic sends to the patients. The Currency data type
back to the Table Design is the appropriate choice forth is field.
grid is to use the mouse.
To define the lnvoiceAmount field:

t 1. In the third row's Field Name box, type lnvoiceAmount and then press TAB
to advance to the Data Type box.
t 2. Click the Data Type arrow, click Currency in the list, and then press TAB to
advance to the Description (Optional) box.
The lnvoiceAmount field is not a primary key, nor does it have a relationship
with a field in another table, so you do not need to enter a description for
this field. If you've assigned a descriptive field name and the fie ld does not
fulfill a special function (such as primary key), you usually do not enter a va lue
for the optional Description property.
t 3. Press TAB to advance to the fourth row's Field Name box.
The fourth field in the Billing table is the lnvoiceDate field. This field w ill contain
the dates on wh ich invoices are generated for the cl inic's patients. You'l l define the
lnvoiceDate field using the Date!fime data type.
To define the lnvoiceDate field:

t 1. In the fourth row's Field Name box, type lnvoiceDate and then press TAB to
advance to the Data Type box.
You can select a value from the Data Type list as you did for the
lnvoiceAmount field. Alternately, you can type the property value in the box
or type just the first character of the property value.
t 2. Type d . The value in the fourth row's Data Type box changes to "date/Time,"
with t he letters "ate/Time" highl ighted. See Figure 1-14.
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a va lue for the Data
-Doll -- . . .
"'
£t-- - p ,,....,_,_ _ 4o
--
- O..t
r, i'"""1
.. '="- ~.:-.::.:.. ~ o,.:::..
-
-- L.. t:::.: m
._..~
-
t 3. Press TAB to advance to the Description (Optional) box. Note that Access
changes the value for the Data Type property to "Date/Time."
t 4. Because the lnvoiceDate field does not need a special description, press TAB.
The fifth, and final, field to be defined in the Bil ling table is lnvoicePaid. Thi s field
w i ll be a Yes/No field to indicate the payment status of each invoice record stored in
the Billing table. Recall that the Yes/N o data type defines fields that store true/false,
yes/no, and on/off field values. When you create a Yes/No f ield in a table, the default
Format property is set to Yes/No.
To define the lnvoicePaid field:

t 1. In the fifth row's Field Name box, type lnvoicePaid and t hen press TAB to
advance to the Data Type box.
t 2. Type y. Access completes the data type as "yes/No." Press TAB to select the
Yes/No data type and move to the Description (Optional) box.
t 3. Because the lnvoicePaid field does not need a special description, press TAB.
You've finished defining the fields for the Bill ing table. Next, you need to specify the
primary key fo r the table.
Specifying the Primary Key

As you learned previously, the primary key for a table uniquely identifies each record
in the tab le.
Specifying a Primary Key in Design View

w • Display the table in Design view.
u
zw • Click in the row for the f ield you've chosen to be the primary key to make it the active
0::
field. If the primary key will consi st of two or more fields, click the row selector for the
w first field, press and hold down CTRL, and then click the row selector for each addi-
u..
w t ional primary key field.
0:: • On the Table Tools Design tab in the Tools group, click the Primary Key button.
According to Donna's design, you need to specify lnvoiceNum as the primary key
for the Bi lling table. You can do so while the table is in Design view.
To specify lnvoiceNum as the primary key:

1. Click in the row for the lnvoiceNum field to make it the current field.
2. On the Table Tools Design tab in the Tools group, click the Primary Key
The Primary Key button is button. The Primary Key button is highlighted and a key symbol appears in
a toggle; you can click it to the row selector for the first row, indicating that the lnvoiceNum field is the
remove the key symbol. table's primary key. See Figure 1-15.
1!:-f ., · • ._.,. .~ ,........._, ~ r',J...,.u''~~ •• a~,A. .....m• .,.• , .. ,u..
Primary Key -- - _.__

button
key symbol indicates

the table's primary key
- ..,
- ·- .....
L- ·
Renaming Fields in Design View
Donna has decided to rename the lnvoiceAmount field in the Billing table to
lnvoiceAmt. Since Amt is an appropriate abbreviation for Amount, this new name wi ll
be just as readable, yet a little shorter.
To rename a field in Design view:

1. Click to position the insertion point to the right of the word " lnvoiceAmount"
You can also select an in the third row's Field Name box, and then press BACKSPACE four times
entire field name and then to delete the letters "ount." The name ofthe fourth field is now lnvoiceAm.
type new text to replace it. Now add the fina l letter by pressing the letter t . The name of the new field is
now lnvoiceAmt as Donna wants it to be. See Figure 1-16.
t 2. Click in the row for the lnvoiceAmt field to make it the current field.
table after renamed field

'="' ., . • w... ... ,......._, ~ r .Jo.,._,..,~....__. .. ,..,t.Ao. .....w• .'tl •• ,,.,,~...
•• - "- - -
- -- --
t.loMJ~
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Copyright 2020 Cc n,gagc Learning. All Rights R~rvcd. May not be copied, 5eanncd. or duplicated. in whole or in pan. Due to electronic rights. some third party content may be suppressed fronthc cBook and/or cChaptcr{s).
Editorial review has deemed that a ny s uppre-Ssed conte nl does not male riatly affect lhe overnll learning experience. Cengage Learning reserves the righl lo remove additiooal cootent at any time if s utlrequent rights restriclions require it.
Saving the Billing Table Structure

As w ith the Visit table, the last step in creating a table is to name the table and
save th e table's structure. When you save a table structure, the table is stored in the
database f ile (in thi s case, the Lakewood database file). After saving the table, you
can enter data into it. According to Donna's plan, you need to save th e table you've
defined as " Billing."
To save, name, and close the Billing table:

t 1. On the Quick Access Toolbar, click the Save button IIJ.The Save As dialog
box opens.
t 2. With t he default name Table1 selected in the Table Name box, type Billing,
and then click OK. The tab for the table now displays th e name "Billing," and
the Bi lling table design is saved in the Lakewood database.
t 3. Click the Close 'Billing' button ~ on the object tab. The Bi lling table
closes, and the main portion of the Access window is now blank because no
database object is currently open. The Lakewood database file is still open,
as indicated by the filename in the Access window t it le bar.
You have now successfully created and saved the structures for the Visit and Bil li ng
tables; however, you have not yet added any data to these tables. You can view and
work with these objects in the Navigation Pane.
To view objects in the Lakewood database:

t 1. On the Navigation Pane, click the Shutter Bar Open/Close Button ~ to
open it. See Figure 1-17.
Visit and Billing tables (database JSola'•ed in the Navigation Pane

.., • a L-~ ~~ lA. • ..., ~· ...,_....,., . . . . rw.,'WI .~6'•'- ...- A. .....
flo - tr- ~- ._..._ .... />Ttl _ _ ,.._..,,.
_.. _
the Billing and Visit
- .... ''"""
tables are now saved in

the Lakewood database
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Closing a Table and Exiting Access

When you are finished working in an Access tab le, it's a good idea to close the table
so that you do not make unintended changes to the table data. You can close a table
by clicking its Close button on the object tab, as you did earlier. Or, if you want to
close the Access program as we ll, you can c lick the program's Close button. When you
do, any open tables are closed, the active database is closed, and you exit the Access
program.
To close any opened tables and exit Access:

1. Click the Close button II
on the program window title bar. Any opened
To close a database without tables would close, along with the Lakewood database, and then the Access
exiting Access, click the File program closes.
tab to display Backstage
view, and then click Close.
~ Saving a Database
~ Unlike the Save buttons in other Office programs, the Save button on the Quick Access
Toolbar in Access does not save the active document (database). Instead, you use the
Save button to save the design of an Access object, such as a table (as you saw earlier),
or to save data sheet format changes, such as resizing columns. Access does not have or
need a button or option you can use to save the active database.
Access saves changes to the active database automatically when you change or
add a record or close the database. If your database is stored on a removable storage
device, such as a USB drive, you should never remove the device while the database file
is open. If you do, Access will encounter problems when it tries to save the database,
which might damage the database. Make sure you close the database first before
removing the storage device.
It is possible to save a database with a different name. To do so, you would click
the File tab to open Backstage view, and then click the Save As option. You save the
database in the default database format unless you select a different format, so click the
Save As button to open the Save As dialog box. Enter the new name for the database,
choose the location for saving the file, and then click Save. The database is saved with a
new name and is stored in the specified location.
Now that you've become fami liar with database concepts and Access, and created
the Lakewood database and the structures for the Visit and Billing tables, Donna
wants you to add records to the Visit table and work with the data stored in it to create
database objects including a query, form, and report. You'll complete these tasks in the
next session.
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~ Session 1.1 Quick Check
-
!:
w
>
w
a:::
1. A(n) _ _ _ _ is a single characteristic of a person, place, object, event,
or idea.
2. You connect the records in two separate tables through a(n) that
appears in both tables.
3. The whose values uniquely identify each record in a table, is called
a(n) w hen it is placed in a second table to form a relationship
between the two tab les.
4. The is the area of the Access window that lists al l the objects in a
database, and it is the main control center for opening and working w ith data-
base objects.
5. What is the name of the field that Access creates, by default, as the primary key
field for a new table in Datasheet view?
6. Which group on the Table Tools Fields tab contains the options you use to add
new fields to a table?
7. What are the two views you can use to create a table in Access?
8. Explain how the saving process in Access is different from saving in other Office
programs.
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The Microsoft Access Help button on the Help tab The Tell Me feature
opens the Access Help window, where you can allows you to search for
The Create tab provides nd information about Access commands and specie help by typing
options for creating features as well as instructions for using them. what you would like to do.
database objects including
tables, forms, and reports.
The options appear on the
tab grouped by object type.
The Query Wizard button

opens a dialog box listing - roo· kl=!J D rn Form Waard
types of wizards that guide . · ·~
.. • .L-J
. • • ·~
--.=. . ·L....J
-. . . · f~ K1 1
you through the steps to -· Nav" ation •

create a query. One of Application Table Table SharePoml Quel)' QUel)' Form form Blank Report
these, the Simple Query
Wizard, allows you to select
Parts • Design lists • Waard Design Design Form fml Mor Forms •
records and elds to display Templates Tables Queries forms
in the query results.
»
The Form tool The Form
You use the options in the quickly creates a Wizard guides
Tables group to create a I fo rm containing you through
table in Datasheet view or in II all the elds in the process of
Design view. The Queries group contains the table (or creating a form.
options for creating a query, query) on which
which is a question you ask about you're basing
the data stored in a database. In the form.
response to a query, Access
displays the specie records and
elds that answer your questions.
The Forms group contains options for creating

a form, which is a database object you use to
enter, edit, and view records in a database.
Copyright 2020 Ccngage Learning. All Rights R~rvcd. May not be copied, scanned, or duplicated. in whole or in pan. Due to electronic right~. some third party content may be ~upprcssed frot11the cBook and/or cChaptcr{.s).
Editorial review has deemed that any s uppre-Ssed content does not materially affect the overnll learning experience. Cengage Learning reserves the right to remove additiooal content at any time if s ubsequent rights restrictions require it.
Module 1 Creating a Database 1Access AC 1-27
The Create Tab Options
The Reporu group contains options for a l'eport,

which is a formatted printout (or screen ofthe
contents of one of more tables (or
LJ -" ModtJt
Mlao ~ Cllss Module
.jYosullllask
RtPOrll MIOOS 8t Ccdt
The Report
Wlurd guid.,
'-------1 you through the
process of
creatin9 a report.
The Report tool places all
the elds from a selected
' - --1 table (or qvery} on • report,
making it the quickest way
to create a l'eport.
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.,,........t<_ _ ...
Ed;o.... .,._..._........,,._...,.. ....,'"t.,.,.,._,.,C...V.O
......,..;l)· ~«..:~ot......,. ~'"-'_._..,...,_.,..,...,._.,_,._,(,.._.,_...,..._._,... .. ,.,
Entering Data into Tables

With the fields in place for the Vi sit table, you can now enter the fi eld values for each
record. However, if you closed Access, as instructed, after the previous session, you
must first open Access and the Lakewood database to be able to work with the Visit
table. If you did not close Access in the previou s session and the Lakewood database
is still open (see previous Figure 1- 17), you may skip the steps below that open
Access and the Lakewood database, and go directly to the steps to enter data into the
Vi sit table.
Opening a Database
w • Start Access and display the Recent screen in Backst age view.
u
zw • Click the name of the database you want to open in the list of recently opened
0::: databases.
w or
u.
w • Start Access and display the Recent screen in Backstage view.
0::: • In the navigation bar, click Open Other Files to display the Open screen.
• Click the Browse button to open the Open dialog box, and then navigate to the drive
and folder containing the database file you want to open.
• Click the name of the database file you want to open, and then click Open.
To open Access and Lakewood database:

1. On the Windows taskbar, click the Start button 83. The Start menu opens.
2. Click Access.
3. Access starts and d isplays the Recent screen in Backstage view. You may
choose the Lakewood database from the Recent list (with its location listed
below the database name), or click Open Other Files to d isplay the Open
screen in Backstage view and browse to your database and location. If you
choose t o open the Lakewood database from the Recent list, skip steps 4-6.
4. If you choose to open other files from step 3, on the Open screen, cl ick
Browse . The Open d ialog box opens, showing fo lder information for your
computer.
Trouble? If you are storing your files on One Drive, click OneDrive, and then
sign in if necessary.
S. Navigate to the drive that contains your Data Files.
6. Navigate to the Access1 > Module folder, click t he database file named
Lakewood, and then click Open. The Lakewood database opens in the
Access program window.
Trouble? If a security warn ing appears below the ribbon indicating that
some active content has been disabled, click the Enable Content button.
Access provides this warning because some databases might contain content
that could harm your comput er. Because the Lakewood database does not
contain objects that could be harmful, you can open it safely. If you are
accessing the file over a network, you might also see a dialog box asking if
you want to make the file a trusted document; click Yes.
Module 1 Creating a Database JAoccss AC 1-29
Note that the Lakewood database contains 1\vo objects, the Billing and Visit tables
you created at the end of the previous session (see Figure 1- 17). The next step is for you
to open the Visit table to begil adding records.
To open the Visit table:

t 1. In the Navigation Pane, double-dick Visit to open the Visit table in
Datasheet view.
t 2. On the Navigation Pane, click the Shutter Bar Open/Close Button ~ to
close the pane.
t 3. Click the first row value for the VisitiD field. See Figure 1-18.
. ... ___ ,_,_.._ ....____.. _ ...... _..... ,..... _.... _ .... -. , .
_
~
... !::!!:!! c... ......................... ...

,......... ..,_
y,.._. ." .
·-
five fields in table
- -
• Gill•
Ill .._ , • I II
..
,o\ •'P ;, . 15 • •
button for dosing
the table
• - 0 __·_..._.._-_·.+ - - j values for first re-cord

L
r~-:--=--=-~--, will go in this row
l ready for first field value

(VisitiD) to be entered into
the fi rst record
You are now ready to begin adding records and are positioned in the first field
(VisitiD) of the fi rst record. Donna requests that you enter eight records into the Visit
table, as show in Figure 1- 19.
Visi t table records
VlsltiD PollentiD VtsltOote Reason Wolkln

1495 133 10 12/23/2020 Rhinitis Yes
1450 13272 10/26/2020 l nRuenza YC$
1461 13250 11 /3/2020 Dermatitis YC$
1615 13308 4/ 1/ 2021 COPD management vlslt No
1596 13299 3/24/2021 Pneumonia Yes
1567 13283 2/26/2021 Annual well ness v1slt No
1499 13264 12/28/2020 Hypotension No
1475 1326 1 11/19/2020 Annual well ness visit No
To enter the first record for the Visit table:

0..· !>vw to cyp~> 1h1· t 1. In the f~rst row for tho V•s•tiD f,ofd, type 1495 (the V•s•tiD f•eld value for
numbcrr. "0• and ·1·· and the f"st record), and then press TAB Access adds the f•eld value and
not the letters "0'" and moves the insertion point to the right, into the PatientiD column. See
'T' when entering numefic Figure 1-20.
\'d ue-s, even though the
f1eld •!. of the Shott Text
dill.) lyf*
~21(00~--. . . .Alllt.,..• ..._...._,.,_~.. .................... ..,...,..... ............ ,.............

E*......_.. ........... ....,..,...,,....... . , _ _ ..,......,..,. ~«..:~ot. ........
._""*'_
....,'"f."''""_.·~ ~,.._
.... ........
""',._.,...,.~.....,...... .,.....-"".O..,.-'•~
• ..,...,_.,_,• ..w....e-..., _,(.....,_..,.._._.,..... .,
Another random document with
no related content on Scribd:
period a policy of reculer pour mieux sauter, suggesting that her
hand, though hidden, was never really withdrawn from the affairs of
the Forbidden City. To some extent the suggestion is justifiable; but
Tzŭ Hsi’s retirement in the I-Ho Yüan lasted, roughly speaking, for
ten years, during a considerable portion of which period she
undoubtedly ceased to concern herself with affairs of State, other
than those which directly affected the replenishing of her privy purse.
But while divesting herself of the outward and visible signs of
rulership, Tzŭ Hsi had no intention of becoming a negligible quantity,
or of losing touch with current events. From her luxurious retreat at
the foot of the hills which shelter Peking, she could keep close watch
on the doings of the Emperor, and protect the interests of her
personal adherents in the capital and the provinces. Her power of
appointing and dismissing officials, which drew much of its
inspiration from the Chief Eunuch, was never surrendered.
In marrying the Emperor to her favourite niece, Tzŭ Hsi intended
to avoid a repetition of the mistake which she had committed in the
case of her son, the Emperor T’ung-Chih, whose marriage with the
virtuous and courageous A-lu-te had resulted in dangerous intrigues
against herself, until death had removed the offenders. Warned by
this experience, she made her selection in the present instance less
with a view to the Emperor’s felicity than to the furtherance of her
own purposes, which necessitated the presence by his side of
someone who would watch over, and report on, his proceedings and
proclivities. This part her niece played to perfection. In appearance
she was unattractive, and in disposition and temper unsympathetic,
but she possessed a considerable share of the Yehonala intelligence
and strength of will. From the very first she was on bad terms with
the Emperor. It was no secret at Court that they indulged in fierce
and protracted quarrels, in which the young Empress generally came
off victorious. As a natural result, Kuang-Hsü developed and showed
a marked preference for the society of his two senior concubines,
known respectively as the “Pearl” and “Lustrous” consorts.
Upon the Emperor’s assumption of rulership, there was shown a
strong feeling amongst the senior members of the Yehonala clan that
the opportunity should be taken to consolidate its position and power
by conferring on the Emperor’s father rank in the hierarchy higher
than that which he had hitherto held, with a view to his ultimate
canonisation as Emperor. The manner in which this proposal was put
forward, and Tzŭ Hsi’s refusal to act upon it—while giving all
possible “face” to Prince Ch’un—throw light upon one of the
undercurrents of China’s dynastic affairs which are so difficult for
Europeans to follow.
The views of Prince Chun’s adherents were voiced in a Memorial
addressed to the Empress Dowager by Wu Ta-ch’eng, formerly Vice-
President of the Censorate, who at that time held the post of Director
of the Yellow River Conservancy. This Memorial, after referring to the
services rendered by Prince Ch’un as head of the Admiralty, and
praising his patriotism, zeal and extreme modesty, proceeded to
observe that he was, after all, the Emperor’s own father, and, as
such, entitled to higher respect in a Dynasty which “won the Empire
by virtue of its respect for filial piety.” The Memorialist further
recommended that the Son of Heaven should be authorised to grant
special recognition and honour to his parent, on the principle laid
down by Mencius that “the main principle underlying all ceremonies
is that satisfaction should be felt by those concerned.” As usual, the
Memorialist strengthened his request with reference to historical
precedents, and quoted a case, referred to by the Emperor Ch’ien
Lung in his edition of Chu Hsi’s famous historical work, where two
parties in the State under the Sung Dynasty disagreed as to the title
to be accorded to the father of the Emperor (a.d. 1050). In that
instance the opinion of His Majesty Ch’ien-Lung (as a commentator)
was opposed to that of the historians, for he supported the
contention that the Emperor’s father, as a simple matter of filial piety,
is entitled to special honour. He quoted a case where, under the
Ming Dynasty (1525), the Emperor desired to have his father raised
to the rank of Emperor, although he also had been born only to
princely rank; in other words, the Emperor Ch’ien Lung, who is justly
regarded as the highest authority on precedents produced by the
present Dynasty, placed the blood-tie between father and son above
all the theories and conventions that might be raised by courtiers as
to their official relationship. The Memorialist concluded by
recommending that the title of “Imperial father” be given to Prince
Ch’un, and that the Empress Dowager should announce this as the
last act of her rule, so that His Majesty’s filial piety might be fittingly
displayed.
There is every reason to believe that the above Memorial was
inspired in the high quarters immediately concerned, so as to afford
Her Majesty an opportunity for putting on record her own views,
while bestowing great honour on the house of Ch’un. After praising
the Prince and his unswerving loyalty, she continues:—
“Whenever I have wished to bestow any special honour

upon him, he has refused it with tears in his eyes. On one
occasion I granted him permission to ride in a sedan chair
with curtains of apricot yellow[44] silk, but not once has he
ventured to avail himself of this honour. He has thus displayed
his loyalty and unselfish modesty, already well known to my
people as well as to myself.
“Years ago, in the first month of the present reign, the
Prince put in a secret Memorial, in which, after reciting
numerous precedents, he expressed a fear that the very
example which has now been cited by the present Memoralist
(Wu Ta-ch’eng) might be used by sycophants and other evil
persons to advance improper proposals on his behalf. For this
reason he handed in his secret Memorial in advance, with a
request that, when the Emperor should attain his majority, no
change whatsoever should be made in his own rank and
titles. Never was there a more brilliant example of devoted
service by a Minister of the Crown, and, while heartily praising
him, I yielded reluctantly to his request. Now that I am about
to hand over the reins of Government, the very thing that
Prince Ch’un feared has come to pass, and I therefore feel
bound to take this occasion to publish to the world his original
Memorial, so that none may hope to work mischief by any
further proposals of a similar kind, and that this worthy
Prince’s sincerity, thus manifested, may become an example
for all to follow.”
Prince Ch’un’s original Memorial, dated 1875, is of no particular
interest except in that it reveals, even at that date, a sense of the
dangers arising from the confusion of the Imperial succession and
considerable anxiety as to the future adjustment of the situation. His
own object in declining further honours was clearly stated to be that
he wished to prevent sycophants and persons of doubtful loyalty
from establishing claims upon him or forming a party in the
Forbidden City, which (it may be observed) has actually come to
pass. He deplored the possibility that when His Majesty the Emperor
begins to rule in person, “officials of obscure origin may be led to
think that, by artful and treasonable suggestions, they may delude
His Majesty and thus rise to high office by creating opportunities of
dissension.”
The rank of the Emperor’s father therefore remained that of an
hereditary Prince, but there is no doubt that the matter is by no
means disposed of, and may possibly be revived upon the
conclusion of the present Regent’s term of office.[45]
Shortly after Tzŭ Hsi’s retirement from public affairs the Emperor’s
father, Prince Ch’un, fell ill of a sickness which increased until, on 1st
January 1891, he died. In 1890, the Censorate, deeply concerned for
a strict observance of the laws and ceremonial etiquette of filial piety,
took occasion, in a Memorial of remonstrance, to draw Her Majesty’s
attention to her duty, and that of the Emperor, of visiting the invalid.
Tzŭ Hsi’s reply took the form of a rebuke to the Censors, whom she
bluntly directed to mind their own business, in a manner which
forcibly brings to mind Queen Elizabeth’s methods of dealing with
similar remonstrances. Nevertheless she took the hint and
thenceforward, throughout the summer of 1890, she paid repeated
visits to Prince Ch’un’s bedside.
This Prince had always been a favourite with Tzŭ Hsi, who greatly
preferred him to his elder brothers; she regretted his death and felt
the loss of his wise and fearless counsel, which had often guided her
policy. He was a staunch Manchu, jealous of the power and
privileges of the Clans, and will long be remembered in Chinese
history for the remark which he made at a meeting of the Council
after the campaign in Tongking. “It were better,” said he, “to hand
over the Empire to the foreign devils, than to surrender it at the
dictation of these Chinese rebels,” a remark which was prompted by
the growing discontent of the province of Canton against the
Manchus and their rule.
Interior of the Tai Ho Tien.

This Palace is used only for occasions of high ceremony, such as Imperial birthday
celebrations.
Photo, Ogawa, Tokio.
In her Decree recording the Prince’s death and praising his

eminent services as Chamberlain of the Palace, Head of the
Navy[46] and Commander of the Manchu Field Force, Tzŭ Hsi gave
detailed instructions for the mourning and funeral ceremonies,
donating in her own name a Tibetan prayer coverlet for the body.
She conferred upon him the somewhat obvious (but according to
Chinese ideas, highly honourable) title of “deceased father of the
Emperor” and ordered that the funeral should be upon a scale “which
shall simultaneously display His Majesty’s favour and his sense of
filial piety,” due care being taken at the same time not to outrage the
deceased’s conspicuous modesty. By these means, which were in
accordance with her guiding principle of the “happy mean,” she
hoped to set at rest all question of “usurping tendencies” and to
reassure the Aisin Gioros as to their fears of the undue ambition of
the house of Ch’un. Finally, in accordance with the precedent
established by the Emperor Ch’ien-Lung, she decreed that the late
Prince’s residence should be divided into two portions, one to be set
aside as his own ancestral Hall and the other as a shrine (it being
the birthplace) of his Majesty Kuang-Hsü.
In 1894 the Empress Dowager reached her sixtieth year, which,
according to Chinese ideas, is an event calling for special
thanksgiving and honour. Secure in her great and increasing
popularity, safely entrenched in her prestige and influence, the Old
Buddha had expected to devote her leisure at the Summer Palace to
preparations for celebrating this anniversary on a scale of
unparalleled magnificence. The I-Ho Yüan, as the Summer Palace is
called,[47] had been entirely rebuilt, by the Emperor’s orders, with
funds taken from the Navy Department and other Government
Boards since 1889, and had just been completed. Most of the high
provincial authorities had been summoned to the capital to take part
in these festivities (and, incidentally, to help to pay for them), and
amongst them the faithful Jung Lu returned once more to his
mistress’s side, in high favour, as General in command of the Forces
at Peking. (For the last three years he had been at Hsi-an, holding
the sinecure post of Tartar General.) Every high official in the Empire
had been “invited” to contribute twenty-five per cent. of his salary as
a birthday gift to Her Majesty, and the total amount of these offerings
must have amounted to several millions of taels. Everything pointed
to festivities of great splendour; orders had already been given for
the erection of triumphal arches in her honour throughout the whole
five miles of the Imperial highway between Peking and the Summer
Palace, when the continued disasters which overtook China’s forces,
immediately after the outbreak of the war with Japan, caused Her
Majesty to reconsider the situation, and eventually to cancel all
arrangements for the celebration. In the Emperor’s name she issued
the following somewhat pathetic Decree:—
“The auspicious occasion of my sixtieth birthday, occurring

in the 10th Moon of this year, was to have been a joyful event,
in which the whole nation would unite in paying to me loyal
and dutiful homage. It had been intended that His Majesty the
Emperor, accompanied by the whole Court, should proceed to
offer congratulations to me, and make obeisance at the
Summer Palace, and my officials and people have subscribed
funds wherewith to raise triumphal arches, and to decorate
the Imperial highway throughout its entire length from Peking
to the I-Ho Yüan; high altars have been erected where
Buddhist Sutras were to have been recited in my honour. I
was not disposed to be unduly obstinate and to insist on
refusing these honours, because, at the time that the
celebration was planned, my people were enjoying peace and
prosperity; moreover, there is precedent for such displays of
pageantry and rejoicing in the occasions on which the
Emperors K’ang-Hsi and Ch’ien-Lung celebrated their sixtieth
birthdays. I, therefore, consented to His Majesty’s filial
request, and decided to receive birthday congratulations at
the Summer Palace. Who would ever have anticipated that
the Japanese (literally, ‘dwarf men’) would have dared to force
us into hostilities, and that since the beginning of the summer
they have invaded our tributary State (Corea) and destroyed
our fleet? We had no alternative but to draw the sword and to
commence a punitive campaign; at this moment our armies
are pressing to the front. The people of both nations (China
and Corea) are now involved in all the horrors of war, and I
am continually haunted by the thought of their distress;
therefore, I have issued a grant of three million taels from my
privy purse for the maintenance and relief of our troops at the
front.
“Although the date of my birthday is drawing close, how
could I have the heart, at such a time, to delight my senses
with revelries, or to receive from my subjects congratulations
which could only be sincere if we had won a glorious victory?
I therefore decree that the ceremonies to be observed on my
birthday shall be performed at the Palace in Peking, and all
preparations at the Summer Palace shall be abandoned
forthwith. The words of the Empress.”
To which the Emperor adds the filial remark on his own account:
“That Her Majesty had acted in accordance with the admirable virtue
which always distinguished her, and that, in spite of his own wishes,
he was bound reverently to obey her orders in the matter.”
China’s complete and ignominious defeat by the Japanese forces
undoubtedly inflicted no small loss of prestige on the Manchu
Dynasty, and was a direct cause of the violent agitation of the
Southern Provinces for reform, which led in turn to the coup d’état
and to the Boxer rising. It is doubtful whether war could have been
avoided without even greater sacrifices and humiliation, and the
Empress Dowager showed her usual sagacity therefore in refraining
from expressing any opinion or taking any share of responsibility in
the decision taken by the Emperor. She knew, moreover, that, by the
action and advice of her Chief Eunuch, the Navy had for years been
starved in order to provide her with funds to rebuild and decorate the
Summer Palace, a fact of which some of China’s most distinguished
advisers were at that time unaware.
As Viceroy of the Metropolitan Province, Li Hung-chang was
generally blamed for advising the Court to maintain China’s
suzerainty over Corea by force of arms, but, speaking from personal
knowledge of this subject, we may state that, like many other
Ministers similarly situated, he hesitated until the very last moment
before taking risks which he knew to be enormous in both directions.
The documents upon which history might have been written with full
knowledge of the facts were unfortunately destroyed in the Viceroy’s
Yamên at Tientsin and in the Inspector-General of Customs’ quarters
at Peking, in 1900, so that the immediate causes of that disastrous
war will probably never be established with complete accuracy. Li
Hung-chang was aware that twice already Japan had been bought
off from a war of aggression against China, the first time (in 1874) by
payment of an indemnity, and again (in 1885) by admitting her to a
share in the control of Corea, a concession which had led directly to
the present crisis. He realised that even had he been willing to
surrender China’s rights over Corea (which were of no real
advantage to the Chinese Government) the concession might have
purchased peace for the time being, but it would certainly have led
before long to the loss of the Manchurian Provinces; just as certainly,
in fact, as the doom of those provinces was sealed in 1905, on the
day that China acquiesced in the terms of the Portsmouth Treaty.
Japan’s attack on China’s positions was diplomatically as
unjustifiable as the methods which she adopted in commencing
hostilities. Li Hung-chang was fully aware of the preparations that
Japan had been making for years, and equally aware of the
disorganised state of his own naval and military resources, but he
was surrounded by officials who, like the Manchus in 1900, were
convinced of China’s immense superiority, and he was assured by
the Chinese Resident in Corea (Yüan Shih-k’ai) that help would be
forthcoming from England in the event of Japan’s commencing
hostilities. There was no doubt of the British Government’s
sympathy, which was clearly reflected in the attitude and actions of
the Consul-General at Seoul.[48]
Chinese historians have openly accused Li Hung-chang of
instigating the Court and the Emperor to a war of aggression, and
the accusation has been generally credited abroad. The truth is, that
while Li was originally all in favour of sending a Chinese force to
suppress the Corean insurrection, he became opposed to taking any
steps that might lead to war with Japan, as soon as he realised that
war was Japan’s object; nevertheless, it is certain that, in the last
instance, he was persuaded against his better judgment by the
military enthusiasm of his German advisers, and that the sending of
the ill-fated “Kow-hsing” and her doomed crew to Corea was a step
which he authorised only after consultation with Peking and in full
knowledge of the fact that it meant war. No sooner had the “Kow-
hsing” been sunk, and the first military disasters of the campaign
reported, than he naturally endeavoured to minimise his own share
of responsibility in the matter.
Foreigners blamed him for making war on Japan, while his own
countrymen attacked him for betraying China to the Japanese, as
they subsequently attacked him for selling Manchuria to Russia. Tzŭ
Hsi had no great love for the Viceroy, although she admired his
remarkable intelligence and adroit methods: but when, after the war,
he was fiercely attacked by several of the Censors, and when she
found her own name associated with the blame imputed to him, she
loyally defended him, as was her wont. In 1895, a Censor named An
Wei-chün boldly blamed Her Majesty and the Viceroy for the
disasters which had overtaken China. He said:—
“Li Hung-chang has invariably advanced himself because of

his relations with foreigners, and thus been led to conceive an
inflated opinion of his own merits. The ‘dwarf bandits’[49]
having rebelled, he seems to have been afraid that the large
sums of money, saved from numerous peculations, which he
had deposited in Japan might be lost; hence his objections to
the war. When the Decree declaring war reached him, his
disappointment was great, and he showed his resentment
and treachery by supplying the ‘dwarf bandits’ with supplies
and munitions of war. His only hope was that the ‘dwarfs’
would prove victorious and his prophecy would thus be
justified; to this end he curtailed the supplies for our troops at
the front, diverting the funds for the same to his own pockets.
He would strongly oppose all those who urged a vigorous
prosecution of the campaign, rejoicing at our defeats and
deploring our successes. All the military commanders of the
forces under his orders humbly complied with his wishes, and
invariably ran away at the first sight of the enemy. The
Censorate has been full of Memorials denouncing the
treacherous and unpatriotic action of Li Hung-chang, so that
there is no need for me to say anything further on this subject.
“But I would like to add that Generals Yeh and Wei, who
have been cashiered and whose arrest has been decreed,
are at this very moment in hiding at Tientsin; they have made
the Viceroy’s Yamên itself a place of refuge for absconding
criminals. This is a matter of common knowledge and
undoubtedly true. Then again we have the case of Ting Ju-
chang, who was ordered to be arrested, but who persuaded Li
Hung-chang to intercede for him, on the plea that he was
indispensable to China, being in possession of a mysterious
secret, an American invention which he alone could
manipulate, whereby all surrounding objects can be rendered
invisible. Li Hung-chang actually had the audacity to make
mention of this ridiculous invention in addressing your
Majesty, and it seems to me that if he is to be permitted to
refer to fables and unclean magic of this kind, he is treating
the Throne with shameless disrespect. Nevertheless, none of
your Majesty’s Councillors have ever dared to oppose him,
possibly because they themselves are too far gone in senile
decay to be able to bear any further burden of distress. Their
thoughts are far away, wool-gathering, or it may be that they
too have been smitten with fear at the thought of this
marvellous invention of Li Hung-chang’s whereby the
landscape may be completely befogged. If so, the fact would
account for the nebulous tendencies of their policy, and for
their remaining in ignorance of Li Hung-chang’s remarkable
mendacity.
“The Imperial Decree whereby Shao Yu-lien and Chang
Yin-huan have been appointed Plenipotentiaries to discuss
terms of peace, has not yet been made public, because the
Grand Council are actually afraid openly to mention the word
peace, notwithstanding that they failed utterly in prosecuting
the war and in dignified insistence on our lawful rights. Their
action appears to me like that of a thief who having stolen a
bell, shuts his ears while carrying it away, blissfully forgetting
that everybody else can hear its tinkling. They do not seem to
be aware, these Councillors, that throughout the whole
Empire everybody is already aware of the fact that we are
suing for peace. Japan having objected to Shao on personal
grounds, the Grand Council has now actually gone so far as
to suggest that in his place Li Hung-chang’s son, Li Ching-
fang[50] should be appointed. This is simply an outrage. Li
Ching-fang is nothing more than the son-in-law of a Japanese
traitor who calls himself Chang Pang-chang, a man whom I
have already impeached. If such unspeakable traitors are
permitted to go to Japan, nothing will suit the Japanese better,
and the negotiations must inevitably result in our being badly
cheated by these pernicious robbers. Japan’s strength is
purely superficial; as a matter of fact, she is rotten to the core;
if now we are debarred from compelling Japan to fight a
decisive battle, if we meekly accept terms dictated by these
low-born dwarfs, we are simply in the position of a tributary
State, and cannot be described as equals in any treaty that
may be made. In other words, our glorious Empire is not only
being ruined by muddlers, but sold by traitors. There is not a
single subject of the Throne who does not gnash his teeth
with rage, and long to sink them in the flesh of Li Hung-chang.
“There are not lacking people who declare that this
humiliating policy of peace has been prompted by the
Empress Dowager’s Chief Eunuch, Li Lien-ying. For myself, I
do not care to attach undue importance to tea-house gossip,
but as the Empress Dowager has now handed over the reins
of Government to your Majesty, how can you possibly justify
your position before your ancestors and to your subjects, if
you permit her still to dictate to you, or to interfere in the
business of the State? What sort of a person is this Li Lien-
ying who dares to interfere in Government matters? If there
be any truth whatsoever in the rumour, it is assuredly
incumbent upon your Majesty to inflict severe punishment on
this creature, if only because of that House-law of your
Dynasty which forbids eunuchs to concern themselves in
State affairs.
“The truth is that the Throne has been intimidated by Li
Hung-chang, and has taken his statements for granted, while
the Grand Council, chiefly composed of Li’s humble and
obedient servants, shields him from detection and
punishment, fearing that, if thwarted, he may raise the
standard of rebellion. They accordingly do their best to justify
him in the eyes of your Majesty, failing to realise that he has
always been a traitor at heart. His is the will, if not the power,
to rebel. His army is composed of corrupt and useless
creatures quite devoid of any military knowledge or instincts,
while his troops are ever on the verge of mutiny, because they
are always defrauded of their pay. They are quite deficient in
esprit de corps, and the small foreign forces lately organised
at Tientsin would more than suffice to overcome Li Hung-
chang and all his host. The truth of these statements can
easily be verified. Long ago, if he had had the power, he
would surely have rebelled; but as he cannot do so, he
contents himself with bullying your Majesty and disregarding
your Imperial Decrees. He totally ignores the existence of the
Empress Dowager and of your Majesty, a fact which may be
inferred from his daring to insult your intelligence with his
mysterious powers of conferring invisibility.
“I am covered with shame and amazement. My only hope is
that your Majesty will now display the majesty of your wrath,
and, after disclosing Li Hung-chang’s treason to all men, will
put this traitor to death. By this means our troops would at
once be inspired to valour, and the ‘dwarf bandits’ would be
completely annihilated. At the same time, I would ask you to
be so good as to behead me also, as a fitting punishment for
this plain speaking. Your Majesty’s Imperial ancestors are
present in the spirit, and they bear me witness. I am quite
easy in my mind as to the issue, and I therefore lay bare the
innermost thoughts of my heart and lay them before your
Majesty, anxiously begging for your Imperial decision.”
In reply to this outspoken document, the Emperor issued the

following Decree, which bears unmistakable signs of Tzŭ Hsi’s hand.
The attack upon her favourite, Li Lien-ying, was in itself sufficient to
bring her to the front, and there is no doubt that at the time she was
keeping very close watch on the Emperor’s proceedings, and
regularly perusing all State papers.
“Owing to the seriousness of recent events, we have been

particularly anxious of late to receive and attend to the
unprejudiced suggestions of our Censors, and we have
abstained from punishing any of them, even when they have
made use of improper expressions in addressing us. With the
gracious consent of Her Majesty the Empress Dowager, we
have given particular attention to all projects whereby the
welfare of our people may be advanced, and all our people
must by this time be aware of our sincere desire to promote
good Government. In spite of this the Censor, An Wei-chün,
has to-day submitted a Memorial based entirely upon
rumours, and containing the following sentence:—‘How can
you possibly justify your position before your ancestors and to
your subjects if you permit the Empress Dowager still to
dictate to you, or to interfere in the business of the State?’
“Language of this kind reveals depths of audacity
unspeakable, the unbridled licence of a madman’s tongue.
Were we to fail in inflicting stern punishment in a case of this
kind, the result might well be to produce estrangement
between Her Majesty the Empress and ourselves. The
Censor is, therefore, dismissed from office and sentenced to
banishment at the post-roads, on the western frontier where
he shall expiate his guilt and serve as a wholesome warning
to others. His Memorial is handed back to him with the
contempt it deserves.”
Tzŭ Hsi felt deeply the humiliation of her country’s defeat by the
Japanese, a race which, as Chinese historians never fail to remind
themselves, took its first lessons in civilisation and culture from
Chinese scholars and artists. Anxious at all costs to avoid another
invasion of Chihli by the conquerors, she approved the Treaty of
Peace, especially when assured by Li Hung-chang that Russia and
her Continental allies would not allow Japan to annex any portion of
the Manchurian Provinces. As above stated, she declined to permit
Li to be made a scapegoat either by her chagrined Manchu kinsmen
or by his fierce critics in the south, for she recognised the difficulty of
his position, and the fact that he was not directly responsible for the
deplorable condition of China’s defences. But, woman-like, she had
to blame someone for the disasters that had deprived her and her
capital of festivities whose splendour should have gone down,
making her name glorious, to all posterity; and it was not surprising,
therefore, if she heaped reproaches on the Emperor for entering
upon so disastrous a war without her full knowledge and consent. It
was at this time that began the estrangement which thenceforward
gradually grew into the open hostility and secret plottings of 1898,
the long bitterness between Tzŭ Hsi and her nephew which was to
divide the Palace into camps of strife, and to cease only with their
death. From this time also, as they aver who were in close touch with
the life of the Court, the Emperor’s Consort,[51] Tzŭ Hsi’s niece,
became openly alienated from him, and their relations grew more
severely strained as his reform tendencies developed and took
shape. From 1894 to 1896 there was no noticeable change in the
attitude of the Emperor to his august aunt, nor any diminution of his
respectful attentions, but the man in the street knew well, as he
always knows in China, of the rift in the lute, and when, in 1896, the
Emperor’s mother (Tzŭ’s sister) died, it was realised that the last
bond of amity and possible reconciliation between Kuang-Hsü and
the Empress Dowager had been severed.
XII
THE REFORM MOVEMENT OF 1898
At the beginning of 1898 the Grand Council was composed of the

following officials: Prince Kung, the Emperor’s uncle, Prince Li,
whose son was married to Jung Lu’s daughter, Kang Yi,[52] Liao
Shou-heng and Weng T’ung-ho, the Grand Secretary and ex-tutor to
the Emperor. The Empress Dowager was still leading her life of
dignified leisure at the Summer Palace, generally in company with
her two confidential friends, the wife of Jung Lu and her adopted
daughter, the Princess Imperial. By all accounts she was amusing
herself with picnics on the K’un Ming lake, elaborate theatrical
performances and excursions to the neighbouring temples and hill
shrines, devoting her leisure from these pursuits to verse-making
and painting, but keeping herself fully informed, through Kang Yi and
Prince Li, of all that took place in the Forbidden City. Although
leaving the conduct of State affairs to the Emperor, she occasionally
visited the city for a day or two, while the Emperor, on his side,
punctiliously repaired to the Summer Palace five or six times a
month to pay his respects to the Old Buddha. Their relations at this
period were outwardly friendly. Kuang-Hsü never failed to consult
Her Majesty before the issue of any important Decree, and Tzŭ Hsi
was usually most cordial in her manner towards him. She had, it is
true, occasion to reprove him more than once on account of reports
which reached her, through the eunuchs, of his violent temper and
alleged bad treatment of his attendants, reports which were probably
instigated and exaggerated by Li Lien-ying for his own purposes. But
Kuang-Hsü, as events subsequently proved, was fully aware of the
iron hand in the velvet glove. Whenever the Empress came to
Peking, he obeyed strictly the etiquette which required him reverently
to kneel at the Palace gates to welcome her. When visiting her at the
Summer Palace, he was not permitted to announce his arrival in
person, but was obliged to kneel at the inner gate and there await
the summons of admission from the Chief Eunuch. Li, who hated
him, delighted in keeping him waiting, sometimes as much as half an
hour, before informing the Old Buddha of his presence. At each of
these visits he was compelled, like any of the Palace officials, to pay
his way by large fees to the eunuchs in attendance on Her Majesty,
and as a matter of fact, these myrmidons treated him with
considerably less respect than they showed to many high Manchu
dignitaries. Within the Palace precincts, the Son of Heaven was
indeed regarded as of little account, so that the initiative and
determination which he displayed during the hundred days of reform
in the summer of 1898 came as a disturbing surprise to many at
Court and showed that, given an opportunity, he was not wholly
unworthy of the Yehonala blood of his mother, Tzŭ Hsi’s sister.
The official who had hitherto exercised most influence over the
Emperor was Weng T’ung-ho, the Imperial tutor. He had only
rejoined the Grand Council in November 1894, at the critical time
when the disastrous opening of the war with Japan had brought
about the dismissal of the former Council; but as Imperial tutor he
had had the entrée of the Palace ever since the Emperor was five
years old. He was the leader of the southern party in the capital. A
native of Kiangsu (the birthplace of all the greatest scholars of China
during the present Dynasty, and the centre of national culture), he
hated the narrow conservatism of the Manchus, and included in his
dislike the Chinese of the Metropolitan Provinces, whose politics and
point of view are very similar to those of the Manchus. The strife
between north and south really dated from the beginning of Kuang-
Hsü’s reign. The two protagonists on the northern side were Hsü
T’ung, a well-educated Chinese Bannerman (for all practical
purposes, a Manchu at heart) who had been tutor to the Emperor
T’ung-Chih; and Li Hung-tsao, a native of Chihli, who had joined the
Grand Council at the same time as Weng T’ung-ho. The southern
party was led by Weng T’ung-ho and P’an Tsu-yin, the latter a native
of Soochow and a most brilliant scholar and essayist. It is necessary
to dwell on this party strife and its development, because it was the
first cause of the reform movement of 1898, of the subsequent
resumption of the Regency by Tzŭ Hsi, and, eventually, of the Boxer
rising.
For more than twenty years these four high officials had been
colleagues in Peking, meeting one another constantly in social as
well as official circles. Their literary arguments, in which the quick-
witted southerners generally scored, were the talk of the capital. All
four men bore good reputations for integrity, so that literary
graduates entering official life were glad to become their protégés;
but the adherents of the southern party were the more numerous.
This fact aroused the jealousy of Li and Hsü, which grew until it
found vent publicly at the metropolitan examination for the “Chin
Shih,” or Doctor’s, degree in 1899, on which occasion Li was Grand
Examiner and P’an Tsu-yin his chief Associate. P’an, whose duty it
was to select the best essays, recommended a native of Kiangsu for
the high honour of optimus, but Li declined to endorse his decision,
and gave the award to a Chihli man. P’an thereupon openly accused
Li of prejudice and unfairness towards the southerner, and twitted
him besides on his second-rate scholarship.
At the time of Russia’s seizure of Ili, in 1880, Hsü T’ung and Weng
T’ung-ho were respectively Presidents of the Boards of Ceremonies
and Works. At a conference of the highest officials, held in the
Palace, Weng declared himself in favour of war with Russia, but
Hsü, after promising to support him, left him in the lurch at the last
moment, causing him discomfiture and loss of face. Hence, bitter
enmity between them, which increased in intensity when they
became the leaders of the rival factions. Weng was also on bad
terms with Jung Lu, who had never forgiven him for the part he
played in 1880, when Weng denounced his impious liaison to the
Empress Dowager and brought about his dismissal. Jung Lu, as a
loyal Manchu, naturally favoured the northern faction and his
personal feelings prompted him in the same direction.
The enmity between the rival parties increased steadily in the early
nineties, and when Li and Weng were appointed to the Grand
Council, in 1894, the Court itself became involved in their strife, the
Empress siding with the north and the Emperor with the south. At
that time people were wont to speak of the Li faction and the Weng
faction, but later they came to be known as the Empress Dowager’s
party, irreverently nicknamed the “Old Mother set,” and the
Emperor’s party, or “Small Lad’s set.” Both P’an and Li died in 1897.
It was after the latter’s death that Hsü T’ung began to instigate
secret and sinister designs against the Emperor, whom he called a
Chinese traitor. Hsü T’ung, having been tutor to T’ung-Chih, naturally
enjoyed considerable influence with the Empress, but Kuang-Hsü
flatly refused to have him on the Grand Council. So great was his
dislike for the old man that he only received him once in audience
between 1887 and 1898. Hsü had a valuable ally in Kang Yi, who
hated all Chinese, southerners and northerners alike, and whose
influence was used effectively to sow dissension between Tzŭ Hsi
and the Emperor. In 1897, Kang Yi urged the Emperor to give orders
that the Manchu troops should be efficiently trained and equipped.
Kuang-Hsü replied: “You persist, it seems, in the exploded idea that
the Manchu soldiery are good fighting men. I tell you that they are
absolutely useless.” Kang Yi, highly incensed, promptly informed the
Old Buddha and the Iron-capped Princes that the Emperor was the
enemy of all Manchus, and was plotting to appoint Chinese to all
high offices, a statement which naturally created a strong feeling
against His Majesty at Court.
Even the foreign policy of the Empire felt the effects of this rivalry
of the opposing parties in the capital. The Empress, the Manchus,
and the Chinese Bannermen were in favour of coming to an
understanding with Russia, while the Emperor, Weng, and the
southern Chinese, inclined to a rapprochement with Japan, with a
view to imitation of that country’s successful reforms. Li Hung-chang
counted for little at the time, the fact being that, owing to his alleged
responsibility for the war with Japan, his opinions were at a discount;
but such influence as he had was used against the Emperor’s party.
Prince Kung, the doyen of the Imperial family, to whose ripe
judgment the Empress herself would yield at times, was the only
high Manchu to maintain friendly relations with the Chinese party. A
fine scholar himself, he had always admired Weng T’ung-ho’s literary
gifts; the war with Japan had been none of his seeking, and he had
been recalled to the Grand Council, at the same time as Weng, after
a retirement of fourteen years.
The fact is not generally known that Weng T’ung-ho was most
anxious at this time to be sent as Special Envoy to the coronation of
the Czar, for the reason that, realising the Empress Dowager’s
growing hostility towards himself, he wished to be out of harm’s way
in the crisis which he felt to be impending. By a Decree of 1895,
Weng had been “excused from further attendance to instruct His
Majesty at the Palace of Happy Education,” so that he could no
longer influence His Majesty, as heretofore, at all times and seasons,
and his rivals were thus enabled successfully to misrepresent him.
Prince Kung, the head of the Grand Council, went on sick furlough
at the beginning of 1898, afflicted with incurable lung and heart
complaints. The Emperor accompanied the Empress Dowager on
three occasions to visit him at his residence, and ordered the
Imperial physicians to attend him. On the 10th day of the 4th Moon
he died, and the following Decree was issued by Tzŭ Hsi:—
“Prince Kung (Yi Hsin) was my near kinsman; for many

years he has assisted in my Privy Councils. When, with my
colleague, the deceased Empress Tzŭ An, I assumed the
Regency at the beginning of the late Emperor’s reign, the
coast provinces were in rebellion and the Empire in danger,
Prince Kung ably assisted me in restoring order; and I then
bestowed upon him high honours commensurate with his
services. For over thirty years he has supported me with
unswerving loyalty, although for part of that time he took no
part in the business of the State. Again I recalled him to the
Council, where he has ever done yeoman service, despite
many and great difficulties. Of late his old sickness came
upon him again, and I therefore went repeatedly with the
Emperor to visit him, hoping for his fortunate recovery. Of a
sudden, yesterday, he passed away, and thus, at this time of
need, a trusty adviser is lost to me. How describe my grief?
To-day I have visited his residence, there to make oblations.
In the remembrance of bygone days I am completely
overcome. I now bestow on him the posthumous title of
‘Loyal,’ I command that seasonal sacrifices be offered to his

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Module 1 Creating a Database .... . . . ........ . ... . . . .......... . . . . .AC 1-1

Module 3 Maintaining and Querying a Database ...... . ................ AC 3-1

Module 4 Creating Forms and Reports ..... . .. . . . . .. . ... . .. . . . . .. . ... AC 4-1

Module 10 Automating Tasks with Macros ...........................AC 10-1

Module 12 Managing and Securing a Database .......................AC 12-1

Appendix A Relational Databases and

Session 2.2 Visual Overview: Deleting Records........................ AC 3-8

Session 6.1 Visual Overview: Adding a Subform to a Form ................ AC 6-50

Changing a Lookup Field to a Adding Calculated Controls to a

Selecting, Moving, and Modifying a Report in Layout View .......... . . AC 7-8

Creating a Custom Report . . . ............... AC 7-25 Session 8.2 Visual Overview:

Understanding Events . . .. . .......... . .. AC 10-15 Testing a Procedure in the

Creating an Unbound Form ................ AC 10_28 Adding a Second Procedure to a

Module 12 Managing and Securing a Database Appendix A Relational Databases and

Getting to Know Microsoft Office Versions ~

saTi'+ Open the Start f ile you downloaded.

saTi'+ Save, close, and up load your completed p roject to receive

STARTING DATA FILES

\t;;;;J- IM~dulel I Re~;ew I

Support_AC_1_Donna.accdb Support_AC_l _ Company.accdb

Support_AC_l _Records.accdb Support_AC_l _Residents.accdb

Session 1.1 Visual Overview:

T ables : I~* (New)l..___

CJ Ta ble1 -+---- Access assigns the -

The Add & Delete group

Datasheet view shows

The Access Window

If you are signed into your

The title bar displays the

A datasheet displays the

Introduction to Database Concepts

Data organization for a table of patients

PatientiD FirstName LastName Phone

13264 Alex Olsen 404-555-9132

13273 Sofia Garcia 470-555-3 126

13276 Claire Wilson 678-555-1247

13290 Jim Williams 770-555-4910

13299 Terry Cruz 470-555-9982

Databases and Relationships

- i @ ! i $ 1 - Database relationship between tables for patients and visits

13273 Sofia Garcia 470-555-3126

13276 Claire Wilson 678-555-1247

13283 Harper Rowe 404-555-1712

13290 Jim Wil liams 770-555-4910

Storing Data in Separate Tables

Relational Database Management Systems

Relational database ent system

store, retrieve, and protect data

user interface printer

Specifically, a relational DBMS provides the fol lowing functions:

Starting Access and Creating a Database