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Table of Contents
Objectives 2
Views in MS Access 3
Table in Datasheet View 3
Table in Design View 4
Data Types 4
Form View 5
Form in Design View 5
Form Terminology 6
Query in Design View 6
Query Results 7
Report in Layout or Print Preview 7
Report in Design View 8
Report Terminology 8
Additional Resources 9
Independent Practice Activity 10
Objectives
· Explore the viewing options for MS Access tables, forms, queries and
reports
· Learn how to navigate in a table and a form
· Learn how to run a query
Views in MS Access
Design View displays the structure of a table, query, form or report
Datasheet View displays data in a tabular format containing rows & columns in tables, queries & forms; view & edit
PivotTable View spreadsheet-like table used to analyze data dynamically in
different ways in tables, queries & forms
PivotChart View presents data in a chart form in tables, queries & forms
SQL View allows you to create queries using SQL statements
Form View allows you to view and edit data in a form
Layout Preview allows you to check a report’s design; shows design elements &
just enough records to verify the design is correct
Print Preview allows you to view a report including moving around a single
page, multiple pages, look at several pages at once & change magnification to view details
Table in Datasheet View
Table in Design View
Data Types
Text numbers or letters including spaces or punctuation; limited to 255
characters
Memo similar to text except that the size limit is 64,000 characters
Number numbers, decimal point, + and – only
Date/Time date and/or time; can be entered and displayed in many different formats
Currency similar to number, it displays dollar signs and has 2 decimal points
Yes/No can only contain a yes or no value; this type of field can be used with a
“check box” on forms
AutoNumber Access assigns a number for each record entered; it starts with 1 and
adds 1 for each record entered into a table; numbers are never reused
Hyperlink contains a link to a file or web page
Primary Key uniquely identifies each record
Form View
Form in Design View
Form Terminology
Form header provide header to describe the form’s purpose
Detail section contains various controls to label fields or provide text boxes to view and
edit data
Form footer provide space for any information you want to appear at the bottom of
the form in form view
Label control provide descriptions or names of fields on the form
Text box control view, add, or edit field values in the source table
Query in Design View
Query Results
Report in Layout or Print Preview
Report in Design View
Report Terminology
Report header enter heading to describe the report
Page header column headings for the fields appear here
Detail data from the source table appears here
Page footer contains information such as page number, date, time and will
appear on each page of the report
Report footer information you want to show at the end of the report goes here
Additional Resources
MS Access 2002 Help
Help menu (Contents, Answer Wizard, Index tabs)
F1
Ask a Question box
Office Assistant
Books
Special Edition Using Microsoft Access 2002 by Roger Jennings
The Complete Reference: Access 2002 by Virginia Andersen
Mastering Access 2002 by Alan Simpson and Celeste Robinson
Teach Yourself Microsoft Access 2002 Visually by Ruth Maran
Instant Access Databases by Greg Buczek
Microsoft Access 2002 Bible by Cary N. Prague and Michael R. Irwin
Sams Teach Yourself Microsoft Access 2002 in 10 Minutes by Faithe Wempen
Microsoft Access 2002: At A Glance by Perspection
Microsoft Access 2002: Step By Step by Catapult, Inc.
Running Microsoft Access 2002 by John Viescas
Microsoft Pocket Guide to Microsoft Access 2002 by Stephen L. Nelson
Websites
http://its.psu.edu/training/
http://www.fgcu.edu/support/office2000/access/index.html
http://www.cant.ac.uk/title/tutorials/access.htm
http://www.microsoft.com/office/access/default.htm
http://www.microsoft.com/office/access/using/default.htm
http://www.cyber-matrix.com/access.htm
http://www.course.com/downloads/NewPerspectives/office2000/access_main.html
http://www.customguide.com/demos/access2000_2.pdf#page=13
http://databases.about.com/cs/tutorials/
http://ittraining.westmont.edu/access/tutorials.html
http://cisnet.baruch.cuny.edu/holowczak/classes/2200/access/accessall.html
Phone Numbers
Help Desks (215 Computer Bldg 863-2494 and 2 Willard Bldg 863-1035)
Seminar Line 863-9522
Independent Practice Activity
Open the database called Product_data
Examine the Retailer table in Datasheet view and in Design view
Identify the primary key
Navigate in Datasheet view of the table by using the navigation buttons
In the same database, examine and navigate the Retailer_form
Examine Product_query in Design viedw and run the query
View Retailer_report and examine this report in Design view
Close the Product_data database
Match each of the following terms with the statement that describes it:
Datasheet view small box to the left of each record in a table that you can click to
select a record
Design view shows data in a tabular format
Navigation button gives you complete control over the structure of the table
Record selector buttons located at the bottom of the Datasheet view window that
you can use to move through various records in the Datasheet
view
MS Access: Page 3 Fall 2002
Access Basics