Download Microsoft Access 2003: Module 2

THE COMPLETE
Microsoft Access 2003
MODULE 2
CompleteVISUALTM
Step-by-step Series
Computer Training Manual
www.computertrainingmanual.com
Microsoft
Access 2003
Module 2
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Microsoft
Access 2003
Module 2
HOW TO USE THIS MANUAL
The CompleteVISUALTM step-by-step computer training manual is specially
developed and organized based on the Instructional Design concepts, to ensure
the effectiveness of the learning process.
Most of the tasks in each chapter fit into a single page for easy reference. Most
tasks are summarized to less than 10 key steps and accompanied by actual
screen illustrations. Every step you go through is practical and relevant. All
chapters are independent. No exercise files need to be installed prior to the
training, so you can start training from the modules that best suit you or your
trainees. However, the module sequence that we suggest is designed to optimize
your computer learning process.
Section name. Each
section groups related
chapters to make sure you
learn all the related features
and skills in complete
details.
Chapter name. Each
chapter is an independent
learning unit. No exercise
files need to be installed
prior to the training. This
lets you start your training
anywhere or anytime you
like.
Chapter introduction.
Each chapter begins with a
presentation and illustration
to prepare you for the
concepts you will learn.
Microsoft
Access 2003
Module 2
HOW TO USE THIS MANUAL
Instructions
Click File >> Save.
Press <Shift>+<Tab>
Type Photo from Kevin Jeff.
You are asked to
Click File to expand the file menu from the menu bar, then
click the Save command from this menu.
Hold down the Shift key while pressing the Tab key on the
keyboard.
Type the phrase Photo from Kevin Jeff.
Handy summary. Each
Task Name. Each task consists of a series of fully
illustrated step-by-step instructions, which help you
through the hands-on activities.
task concludes with a
summary that reinforces the
key steps in the task. It also
serves as a cue card for a
specific task.
Visual step-by-step
instructions take you
through hands-on activities
to accomplish each task.
These instructional actions
appear in bold.
The important commands or
keywords are highlighted in
this font and style.
The text that you need to
type in appears in this font
and styles such.
Detailed descriptions
and explanations on
each step help you to learn
more about the step that you
have just performed.
Actual screen
illustrations such as the
dialog boxes and the result
outcomes are displayed to
show you how they appear
on screen. This helps you
to learn visually and
effectively.
Appropriate tips, tricks,
and shortcuts that you may
find useful are included to further
enhance your skills.
A rectangle or circle is used
to draw your attention to the
part of the illustration that
you are dealing with.
Microsoft
Access 2003
Module 2
TABLE OF CONTENTS
CREATING AND CUSTOMIZING QUERIES ................................................... 6
Creating Select Queries ............................................................................................................ 7
How To Create Queries Using The Wizard ........................................................................ 9
Controlling The Output Of A Query ....................................................................................... 11
How To Open / Switch A Query To Design View .............................................................. 12
How To Rearrange Query Fields ...................................................................................... 13
How To Delete A Field ...................................................................................................... 14
How To Add A Field .......................................................................................................... 15
How To Sort The Query Output ........................................................................................ 16
How To Filter The Query Output By Applying Criteria ...................................................... 17
How To Set Multiple Criteria ............................................................................................. 19
How To Hide A Field ......................................................................................................... 20
CREATING AND CUSTOMIZING FORMS .................................................... 21
Creating Forms Effectively ..................................................................................................... 22
How To Create A Form Quickly With AutoForm ............................................................... 24
How To Save And Rename A Form .................................................................................. 25
How To Create A Form Using The Form Wizard .............................................................. 26
Customizing Forms ................................................................................................................. 28
How To Open Form Design View ..................................................................................... 29
How to Show / Hide Field List ........................................................................................... 29
How to Show / Hide Toolbox ............................................................................................. 29
How To Resize A Control .................................................................................................. 30
How To Move Both A Control And Its Label ..................................................................... 31
How To Move A Control And Its Label Separately ........................................................... 32
How To Delete A Field Control ......................................................................................... 33
How To Add A Field Control ............................................................................................. 33
CREATING USEFUL REPORTS.................................................................... 34
Creating Reports ...................................................................................................................... 35
How To Create A Report Using AutoReport ..................................................................... 36
How To Create Mailing Labels .......................................................................................... 37
How To Set The Page Margins ......................................................................................... 40
How To Change The Page Orientation ............................................................................. 41
How To Number The Pages ............................................................................................ 42
MANAGING AND MAINTAINING A DATABASE ......................................... 43
Compacting and Repairing Database .................................................................................... 44
How To Compact and Repair A Database ........................................................................ 45
How Compact A Database Automatically ......................................................................... 46
Backing Up And Converting An Access Database .............................................................. 47
How To Backup A Database ............................................................................................. 47
How To Convert A Database To Access 2002/3 File Format ........................................... 48
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Creating And
Customizing
Queries
Objectives:
When you have completed these
lessons, you will be able to:
Create Select Queries
Open/switch a Query to design view
Rearrange the output of a Query
Add a field to a Query
Delete a field in a Query
Use Query Design view and Datasheet
view
Sort Queries
Filter the output of a Query
Set multiple criteria in a Query
Hide Irrelevant Information
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
Creating Select Queries
You use queries to retrieve information that you need from your database. Select
Queries select the information you want from a source, which could be a table, a few
tables, another queries or another few queries. If you need to get information from a few
tables, all the tables should be related.
Query Datasheet View (Query output). Query output lists the records with the
information you specified in the query design.
Query Design View. The top pane specifies the source tables/queries where the data
is retrieved. The bottom pane specifies the information to be displayed.
Source Table / Query Name
Fields List
Drag and drop the
field to the design
grid to place it into
the query.
Design Grid
Determines the
output of the query.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
Before you start the lesson, create a new blank database and name it Training2. Then,
import all the tables from the Northwind.mdb database. Depending on your setup, the
Northwind database should be found in the C:\Programs Files\Microsoft
Office\Office11\Samples folder.
When you finish, the database contains the following tables.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Create
Queries Using
The Wizard
1.
From the Object Bar, click the Queries button.
All queries should be displayed. However, there are no queries in the current
database.
SUMMARY
1. Click the Queries
button.
2. Double-click Create
query by using
wizard from the list.
3. In the
Tables/Queries box,
select the table from
the list.
4. Double-click the field
names.
5. Click the Next button.
6. Click the Finish
button.
2.
In the queries list, double-click Create query by using
wizard.
The Simple Query Wizard appears.
3.
In the Table/Queries box, click Table: Customers.
You will retrieve the information from the Customers table. You can also retrieve
information from another query instead of a table. The list of fields in the
Customer table appears as shown below.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
4.
In the Available Fields list box, double-click the
CompanyName field.
The CompanyName field information is now included in this query. Another way
TIPS
to add the field is to click the field name, and then click
.
 If you want to select
all the fields,
click
.
 If you want to
deselect any field,
click the field, and
then click
.
 If you want to
deselect all fields,
click
.
5.
Double-click ContactName, Country and Phone from
the list.
The fields are selected automatically when you double-click the field name. To
select all, click
6.
.
Click the Next button. Click the Finish button.
You can change the query name after you click the Next button. The query
opens, as shown below.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
Controlling The Output Of A Query
You are able to control the way the query list, the records, even after you have created
the query.
You can sort any fields from the list in ascending in ascending or descending order.
You can add or delete any fields. You can also show only selected records that
meet your criteria. Sometimes, you may need a field to filter the records but do not wish
to show the details in the query output; then you can hide the field as you wish.
Query Design View.
Specifies the records to be
displayed by the query.
Query Design Grid.
Specifies the columns of
information to be
displayed by the query.
Sort Field
Show/Hide Field
Criteria
Query Datasheet View. The
records are displayed as you
specified.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Open /
Switch A Query
To Design View
1.
Select Customers Query from the Database Window.
Make sure you are in the Queries view.
2.
Click the
Design button.
The design of the query is displayed as shown below.
SUMMARY
1. Select the query from
the Database
Window.
2. Click the
Design button.
TIPS
If the query is already
open in datasheet view,
click the
Design
view button on the
Database toolbar to
switch to design view.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To
Rearrange
Query Fields
1.
Click the column heading button for the Phone field.
The pointer changes to a blank arrow. The whole field is highlighted.
SUMMARY
1. Open the query in
Design view.
2. Click the column
heading button for the
field you want to
move.
3. Drag the column
heading to the new
location.
4. Release the mouse.
2.
Drag the column heading to the left.
A thick line appears to show the new location of the field.
TIPS
If you want to see the
records list, click the
Datasheet view
button on the Database
toolbar.
3.
Release the mouse.
The Phone field is moved to the left of the Country field.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Delete A
Field
1.
Select the Phone field.
Click the column heading for Phone to select the field.
SUMMARY
1. Open the query in
Design view.
2. Click the column
heading button to
select the field.
3. Press <Delete>.
TIPS
2.
Press <Delete>.
The Phone field is deleted as shown below.
You can also delete
multiple fields. Simply
select the fields, and
then press <Delete>.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Add A
Field
1.
Click the Phone field from the Customers table field
list.
If you need to add a field from another table. Click the
Show Table button
on the Database toolbar to include the table in this query.
SUMMARY
1. Open the query in
design view.
2. Drag the field from
the table field list to
the grid below.
3. Release the mouse.
.
2.
TIPS
Drag the Phone field down to arrange it in the fourth
column.
A small rectangle box appears to indicate the location of the field.
If you need to add a
field from another table.
Click the
Show
Table button on the
Database toolbar to
include the table in this
query.
3.
Release the mouse.
The field is added and displayed in the query.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Sort The
Query Output
If you open the Customers Query in datasheet view, you will
see that the query sorts the fields from the left to the right, as
shown below.
SUMMARY
1. Open the query in
Dsign view.
2. Click the Sort dropdown arrow for the
field you want to sort.
3. Click the sort option
you want from the list.
1.
Ascending:
Sorts A to Z, 1 to 9.
For the ContactName field, click the Sort drop-down
arrow.
A list of sort options appears.
Descending:
Sorts Z to A, 9 to 1.
TIPS
You can click the
Datasheet View button
or
Run button to
show the records.
2.
Click Ascending from the list.
The new output will be sorted by the ContactName field, instead of the
CompanyName field.
3.
Click the
Datasheet button to see the output.
The output appears as shown below. Click the Design view button if you want to
change the design of the query.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Filter
The Query
Output By
Applying Criteria
You can filter the output to show only records that meet
specific criteria such as listing only customers from the UK.
1.
For the Country field, in the Criteria row, type UK.
You will show records of customers from the UK.
SUMMARY
1. Open the query in
design view.
2. Type the criteria in
the Criteria row for
the field you want to
filter.
2.
Display the query in Datasheet View.
Only customers from the UK are displayed.
3.
Display the query in Design View again
Notice that Access automatically inserts quotation marks (“ “) around UK
because UK is a text string. If it is a number, no quotation marks are needed.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
More Criteria Examples Of Criteria
Data Type
Criteria
Query Results
Number
200
<200
>=200
<>200
In(200,250)
Between 150 And 200
Find the number 200.
Find numbers less than 200.
Find numbers more than or equal to 200.
Find numbers not equal to 200.
Find numbers 200 and 250.
Find numbers from 150 to 200.
Text
UK
>=U
U*
In(UK,USA)
Between B And E
Find the exact text UK.
Find text starting with U to Z.
Find text starting with U.
Find the text UK or USA.
Find text starting with letter B to D and text equal to
E.
Date
3/3/2003
<3/3/2003
In(#2/2/2003#,#3/3/2003#)
Between 2/2/2003 And 3/3/2003
Find the date 3/3/2003.
Find dates before 3/3/2003
Find dates 2/2/2003 and 3/3/2003.
Find dates on and between 2/2/2003 and 3/3/2003.
Any Field
Is Null
Is Not Null
Find records that do not contain data in this field.
Find records that contain data in this field
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Set
Multiple Criteria
1.
Open the Customers Query query in Design view. For
the Country field, on the or row, type USA.
When you set criteria on different rows, the criteria is set to the OR condition,
meaning the Country could be either the UK or the USA.
SUMMARY
1. Open the query in
Design view.
2. Type the criteria on
different rows for the
OR condition.
3. Type criteria on the
same row for the
AND condition.
2.
Switch to the Datasheet View.
All the customers from the UK or USA are displayed.
3.
Switch to the Design View. Delete the criteria USA. In
the ContactName field column, type <J on the same
row as the UK criteria.
When criteria appears on the same row, the criteria is set to the AND condition,
meaning the records must meet both the criteria ContactName <J and Country
=UK.
4.
Switch to the Datasheet View.
All the UK customers with ContactName <J are displayed.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING QUERIES
How To Hide A
Field
1.
Open Customers Query query in Design view. Under
the Country field, click the Show box to uncheck it.
Since the list shows all customers from UK, it is redundant to show the country
field in the query result.
SUMMARY
1. Open the query in
Design view.
2. Click the Show box to
uncheck the option
for the field you want
to hide.
2.
Switch to the Datasheet View.
The country field does not appear.
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Creating And
Customizing
Forms
Objectives:
When you have completed these
lessons, you will be able to:
Create Forms quickly with AutoForm
Save and rename a Form
Create a Form using the Form Wizard
Open Form Design view
Show/Hide a Field list
Show/Hide the Toolbox
Resize a control in a Form
Move controls and labels
Delete a field control
Add a field control
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
Creating Forms Effectively
A Form is an interface that lets you view information from tables or queries. You also
use forms to enter data into tables.
Forms make your database easy to use and view. You can arrange all the information
in a record to be displayed on a single screen whereas if you read it directly from the
table datasheet you have to scroll the screen. You are able to customize your form so
you can view the data quickly and effectively.
Form displays OLE object fields like photos but this data is not visible in table
datasheet view.
Forms enable you to retrieve data from multiple tables or queries. You can also
enter data into multiple tables using a form. Your database users will no longer need
to search for the appropriate tables to view or enter the information.
Table
Datasheet
View. Displays
records directly
from table
datasheet.
Form View.
Displaying records
in the form makes
your database
easier to use and
view.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
If you did not create the Training2 file in the previous lesson, you will need to create a
new database and name it Training2. Then, import all the tables from Northwind.mdb.
Depending on your setup, the Northwind database should be in the C:\Programs
Files\Microsoft Office\Office11\Samples folder.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Create A
Form Quickly
With AutoForm
1.
From the Object Bar, click the Forms button.
All forms should be displayed. However, there are no forms in the current
database.
SUMMARY
1. From the Object Bar,
click the Forms
button.
2. Click the
. New
button.
3. Click AutoForm:
Columnar from the
list.
4. Choose the table or
query where the
object’s data comes
from.
2.
Click the
New button.
The New Form dialog box appears.
3.
Click AutoForm: Columnar from the list and select the
Categories table.
The form will include all the fields from the Categories table.
4.
Click the OK button.
The form is created and displayed in Form view.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Save
And Rename A
Form
1.
Click the
Save button on the Database toolbar.
The Save As dialog box appears.
SUMMARY
How to save a Form:
1. Click the
Save
button on the
Database toolbar.
2. Click the OK button.
2.
The form is saved with the default name. Type in another name if you want to
before you click the OK button.
3.
How to rename a
Form:
1. Right-click the Form
name from the
database Window.
2. Click Rename from
the shortcut menu.
3. Type the new form
name.
4. Press <Enter>.
Click the OK button.
Click the
Close button to close the form.
The new form appears in the Database Window.
4.
Right-click the form name. Click Rename from the
shortcut menu.
The form is created and displayed in Form view.
5.
Type Product Categories. Then, press <Enter>.
The form is renamed as shown below.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Create A
Form Using The
Form Wizard
1.
From the Object Bar, click the Forms button. Doubleclick Create form by using wizard.
The form wizard dialog box appears.
SUMMARY
1. From the Object Bar,
click the Forms
button.
2. Double-click Create
form by using
wizard.
3. In the Table/Queries
box, select the table
you want to use.
2.
In the Table/Queries box, click the Employees table.
The Employees table fields are displayed.
4. Click
to set all
the fields into the
form.
5. Click the Next button
and select the form
layout.
6. Click the Next button
and select the form
style.
7. Click the Next button
and type in the form
name.
8. Click the Finish
button.
3.
Click
to insert all the fields into the new form.
All the fields are sent into the Selected Fields box.
4.
Click the Next button.
A dialog box appears to determine the layout of your form.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
5.
Click the Columnar layout.
If you wish to try other layouts, you can see the layout previews on the left.
6.
Click the Next button. Click the Industrial style.
A dialog box appears to determine the style of your form.
7.
Click the Next button. Type All Employees as the form
name.
The default name is the table name: Employees.
8.
Select the Open the form to view or enter information
option. Then, click the Finish button.
The All Employees form is displayed.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
Customizing Forms
You are able to change the design of the form. You can delete the existing controls (we
refer to fields as controls on a form), add, move or resize the controls. In order to
customize or change the form design, you have to open it in the Form Design view.
Form Design View. Shows you the parts of the form that you can customize.
Show Field List button
Click to show/hide Field List.
Show Toolbox button
Click to show/hide Toolbox.
Data Source Table Name
Field List
Shows all fields in
data source table.
Drag and drop the
field to place onto
form.
Toolbox
Shows tools to design
your form.
Control
Object that contains data or run actions.
A Field is known as a control on a form.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Open
Form Design
View
1.
Select the All Employees form from the Database
Window.
Make sure you are in Form view.
2.
Click the
Design button.
The design of the form is opened as shown below.
SUMMARY
1. Select the form from
the Database
Window.
2. Click the
Design button.
3. Click the
Field
List button to display
the Field List.
4. Click the
Toolbox button to
display the Toolbox.
.
TIPS
If the form is already
open in Form view, click
the
Design view
button on the Database
toolbar to switch to
Design View.
How to Show /
Hide Field List
3.
How to Show /
Hide Toolbox
4.
Click the
Field List button to display the Field List.
This is a toggle button. Clicking the button again will hide the Field List.
Click the
Toolbox button to display the Toolbox.
This is a toggle button. Clicking the button again will hide the Toolbox.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Resize A
Control
1.
Open the All Employees form in Design View.
2.
Click the Notes control.
Resize handles appear around the Notes control.
SUMMARY
3.
Drag the bottom Resize Handle up.
The bottom resize handle is shown below.
1. Open form in Design
View.
2. Click the control.
3. Drag the resize
handle to adjust the
size.
The mouse pointer changes to
4.
when it is positioned at the resize handle.
Release the mouse.
The control is resized.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Move
Both A Control
And Its Label
1.
Open the All Employees form in Design View.
2.
Click the Reports To control.
Make sure you are in Design View.
3.
SUMMARY
Position the mouse pointer over the border of the
control.
The pointer changes to
as shown below.
1. Open the form in
Design View.
2. Click the control.
3. Position the mouse
pointer over the
border of the control.
4. Drag the control to
the new location.
5. Release the mouse.
4.
Drag the control up.
A thin line appears to indicate the new location for the label and the control.
5.
Release the mouse.
Both the control and the label are relocated.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Move A
Control And Its
Label Separately
1.
Position the mouse at the upper left handle of the
control.
You wish to move only the control, but not the label. This handle determines the
position of the control while the handle on the upper left of the label determines
the label position. The pointer changes to when it is positioned at this handle.
SUMMARY
1. Open the form in
Design View.
2. Click the control.
3. Position the mouse
on the upper left
handle of the control.
4. Drag the handle.
5. Release the mouse.
2.
Drag the control down to the left.
A thin line appears to indicate the new position for the control
3.
Release the mouse.
The control is relocated.
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Microsoft
Access 2003
Module 2
CREATING AND CUSTOMIZING FORMS
How To Delete A
Field Control
1.
Open the All Employees form in Design View.
2.
Click the Report To control.
You want to delete the Report To control.
SUMMARY
3.
Press <Delete>.
The control is now deleted.
1. Open the form in
Design View.
2. Click the control.
3. Press <Delete>.
How To Add A
Field Control
1.
From the Field List box, click the Report To field.
Click to show Field List if it does not appear on the screen.
2.
Drag the Report To field from the Field List to the
form.
To drag multiple fields, select the fields while pressing the <Ctrl> key before
dragging them into the form.
SUMMARY
1. From the Field List
box, drag the control
onto the form.
2. Release the mouse.
3.
Release the mouse.
The field is added onto the form.
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Creating
Useful
Reports
Objectives:
When you have completed these
lessons, you will be able to:
Create Reports using AutoReport
Create mailing labels
Set the page margins
Change the page orientation
Number pages
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
Creating Reports
A Report is one of the types of output of your database. Although you can print the
records directly from a table, as a query or a form, reports may be used to produce a
more flexible and professional hard copy output. You can customize the format or
layout of the report.
You can also use a report to produce a calculation, group data, summarize and
produce an analysis of the data in your database. You can group data to better
organize it for analysis. For example, you may want to group the total sales by each
sales person so that you can compare their performance.
For a visual reference, you can produce a chart report.
Reports can source data from a table, multiple tables or a query. If the report uses
data from more than one table, the tables must be related.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
How To Create A
Report Using
AutoReport
1.
From the Object Bar, click the Reports button.
Create a new blank database. The Task Pane appears.
2.
Click the
New button.
The New Report dialog box appears.
SUMMARY
3.
From the list, click AutoReport: Tabular. Click the
Customers table from the table/query box.
The report will include all the fields from the Customers table.
1. From the Object Bar,
click the Reports
button.
2. Click the
. New
button.
3. Select the new report
option from the list.
4. Select the data
source table or query.
5. Click the OK button.
6. Click the Close
button to close the
print preview.
7. Click the Save button.
4.
Click the OK button.
The report is created and displayed in Report Print Preview.
5.
Click the Close button to close the print preview.
Then, click the Save button to save the report.
The default report name is Customers.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
How To Create
Mailing Labels
1.
From the Object Bar, click the Reports button.
Create a new blank database. The Task Pane appears.
2.
Click the
New button.
The New Report dialog box appears.
SUMMARY
3.
1. From the Object Bar,
click the Reports
button.
2. Click the
. New
button.
3. Click Label Wizard
and select the data
source table or query.
4. Click the OK button
and select a label
size you like.
5. Click the Next button
and choose the text
font and color for the
label.
6. Click the Next button
and select the fields
to be included in the
label.
7. Click the Next button
and select which field
you would like to sort
by.
8. Click the Next button
and type the name for
the report.
9. Click the Finish
button.
From the list, click Label Wizard. Click the Customers
table from the table/query box.
The mailing labels will get data from the Customers table.
4.
Click the OK button. Click the J8360 product number.
In the Filter by manufacturer box, click Avery.
The Label Wizard appears. Choose the label standard that you will use to print
this label.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
5.
Click the Next button.
The next dialog box lets you choose the text font and color for the label.
6.
Click the Next button. Click the CompanyName field
and click
. Then press <Enter>.
The next dialog box lets you determine what you would like on your label. The
CompanyName data is placed into the label.
7.
Select the other required fields and continue creating
the prototype label as shown below.
Press <Enter> to go to the next line. Press <Spacebar> to leave a space after
PostalCode. You need to type `Attn:’ before you include the ContactName field.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
8.
Click the Next button. Click the Region field and then
click
.
The printout of the label is sorted by region.
9.
Click the Next button. Click the Finish button.
Type in the label name if you want to name the report other than the default,
Labels Customers.
The labels are created and displayed in the print preview as shown below.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
How To Set The
Page Margins
1.
Double-click to preview the Customers report.
The report is opened in print preview. This report was created in a previous
lesson.
SUMMARY
1. Preview the report.
2. Click File >> Page
Setup.
3. Change the margin
number.
4. Click the OK button.
.
2.
From the menu, click File >> Page Setup. In the
Bottom box, type 2.
The Page setup dialog box appears.
3.
Click the OK button.
The bottom margin is increased as shown below.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
How To Change
The Page
Orientation
1.
Preview the Customers report.
The report is opened in print preview.
2.
Click the Setup button.
The Page Setup dialog box appears.
3.
1. Preview the report.
2. Click the Setup
button.
3. Click the Page tab.
4. Under Orientation,
select the appropriate
orientation option.
5. Click the OK button.
Click the Page tab.
The Page tab appears.
SUMMARY
4.
Click the Portrait option button.
5.
Click the OK button.
TIPS
 You can also change
the paper size here in
the Page Setup
dialog box.
The page is printed in portrait orientation.
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Microsoft
Access 2003
Module 2
CREATING USEFUL REPORTS
How To Number
The Pages
1.
Click the Customers report in the Database Window.
The Table design is shown.
2.
Click the
Design View button.
The Report Design view opens as shown below. It looks similar to a Form
design. You can change the layout of the report by moving and resizing the
controls in the report like you did in form design.
SUMMARY
1. Open the report in
Design View.
2. Click Insert >> Page
Numbers.
3. Under Format, select
the format style you
want.
4. Under Position,
select the option.
5. In the Alignment
box, select the option
you want from the list.
6. Click the OK button.
3.
From the menu, click Insert >> Page Numbers.
The Page Numbers dialog box appears.
TIPS
 If you want to switch
to Report Design view
when the report is
being previewed, click
4.
Under Format, click the Page N of M option button.
Under Position, click the Bottom of Page option
button.
N is the page number. M is the total pages.
the Design button
on the Standard
toolbar.
 You can use the
same method shown
here to insert a date
and time in your
report.
5.
Click the OK button.
The page numbering control appears in Report Design View. Click the Preview
button
to preview the report with the page numbering shown.
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Managing
And
Maintaining
A Database
Objectives:
When you have completed these
lessons, you will be able to:
Compact a database
Repair a database
Backup a database
Convert the file format of an old
database
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Microsoft
Access 2003
Module 2
MANAGING AND MAINTAINING A DATABASE
Compacting and Repairing Database
From time to time, you should compact and repair your Microsoft Access files to ensure
optimal performance. Access provides useful and easy to use database management
tools such as Compacting Database and Repairing Database feature.
If a serious problem occurs while you are working in an Access file and Access attempts
to recover it, you might receive a message that the repair operation was cancelled and
that you should compact and repair the file.
Compacting Database. When you delete records or objects from a database, Access
leaves white space in the database. From time to time, you should compact your
database to reduce the database file size and enhance database performance.
Repairing Database. Errors might occur in database due to unforeseen
circumstances such as a sudden power failure. These errors are minor and could be
repair easily by Access Repairing command.
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Microsoft
Access 2003
Module 2
MANAGING AND MAINTAINING A DATABASE
How To
Compact and
Repair A
Database
1.
From the menu, click Tools >> Database Utilities >>
Compact and Repair Database.
The Database to Compact From dialog box appears.
SUMMARY
1. Click Tools >>
Database Utilities >>
Compact and Repair
Database.
2. Select the database
name.
3. Click the Compact
button.
TIPS
 You do not need to
select the database if
the database is
currently open.
 The compact and
repair database
functions are carried
out at the same time
in Access 2003.
2.
Click Training2 from the list.
The Page Numbers dialog box appears.
3.
Click the Compact button.
The database is compacted and repaired.
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Microsoft
Access 2003
Module 2
MANAGING AND MAINTAINING A DATABASE
How Compact A
Database
Automatically
1.
Open the Training2 database.
This is the database that you want to compact and repair automatically.
2.
From the menu, click Tools >> Options.
The Options dialog box appears.
3.
The General options are displayed.
SUMMARY
1. Open the database.
2. Click Tools >>
Options.
3. Click the General tab.
4. Check Compact on
Close check box.
5. Click the OK button
Click the General tab.
4.
Click the Compact on Close check box.
The database will be compacted automatically every time you close the
database.
TIPS
 Compacting does not
occur if you close a
shared Access
database while
another user has it
open.
5.
Click the OK button.
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Microsoft
Access 2003
Module 2
MANAGING AND MAINTAINING A DATABASE
Backing Up And Converting An Access Database
You might be using old Access database created in Access 97 or Access 2000. To
optimize the usage of the database, you should convert the old database format to
Access 2003. Access will create a new database file in Access 2003 File Format.
How To Backup
A Database
1.
Open the database which you want to backup. From
the menu, click File >> Back Up Database.
If the database is open, close all the objects before you backup the database.
The Save Backup As dialog box appears.
SUMMARY
1. Open the database
which you want to
backup.
2. Click File >> Back
Up Database.
3. In the File name box,
type in the backup file
name.
4. Click the Save button.
2.
In the File name box, type Training2 backup.
If you want to save the backup in another folder, specify the folder name in the
Save in box.
3.
Click the Save button.
The backup database is saved.
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Microsoft
Access 2003
Module 2
MANAGING AND MAINTAINING A DATABASE
How To Convert
A Database To
Access 2002/3
File Format
1.
Open the old version of the database.
For example, you may want to open an Access database created in Access
2000.
2.
From the menu, click Tools >> Database Utilities >>
Convert Database >> To Access 2002 – 2003 File
Format.
The Convert Database Info dialog box appears.
SUMMARY
1. Open the old Access
database.
2. Click Tools >>
Database Utilities >>
Convert Database
>> To Access 2002 –
2003 File Format.
3. In the File name box,
enter the database
name.
4. Click the Save button.
TIPS
 You can also convert
the database without
opening it.
 For safety purposes,
you should make a
backup copy of the
database before you
convert the database
for safety purpose.
3.
In the File name box, type Training2 New Format.
4.
Click the Save button.
Use a new file name because you can’t replace the existing file. If you wish to
use the same file name, save it in another location.
The database is converted.
.
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