Group 5

1.Table of Contents.

2. Reference Windows (how to do something)

3. Abbreviated Index for Relational Databases and Database Design

Creating a Form Using the Form Wizard A 4.2

Changing a Form's AutoFormat A 4.4

Navigating a Form A 4.6

Finding Data Using a Form A 4.7

Previewing and Printing Selected

Form Records A 4.9

Maintaining Table Data

Using a Form A 4.11

Quick Check A 4.12

Creating a Form with a Main

Form and a Subform A 4.13

Creating a Report Using the

Report Wizard

A 4.16

Inserting a Picture on a Report A 4.23

Compacting a Database A 4.28

Quick Check A 4.30

Tutorial Assignments A 4.30

Case Problems A 4.31

Creating a Lookup Wizard Field A 5.4

Using a Pattern Match In a Query A 5.8

Using a List-of-Values Match in

a Query A 5.10

Using a Non-Matching Value in

a Query A 5.11

Using Both the And and Or

Operators In the Same Query A 5.12

Creating a Parameter Query A 5.14

Quick Check A 5.16

Creating a Custom Form A 5.16

Designing a Custom Form A 5.17

The Form Window in

Design View A 5.18

Adding Fields to a Form A 5.21

Selecting and Moving Controls A 5.22

Changing a Label's Caption A 5.24

Resizing Controls A 5.26

Form Footers A 5.27

Adding a Label to a Form A 5.29

Adding a Picture to a Form A 5.30

Color of a Form Object A 5.32

Quick Check A 5.34

Using Tab Controls A 5.34

Adding a Subform Using

Control Wizards A 5.38

Using a Filter with a Form A 5.42

Using Filter By Form A 5.43

Saving a Filter as a Query A 5.45

Applying a Filter that Was Saved

as a Query A 5.46

Case Problems A 5.50

Designing a Custom Report A 6.4

Report Window in Design View A 6.5

Adding Fields to a Report A 6.7

Working with Controls A 6.8

Moving and Resizing Controls A 6.9

Changing the Caption Property A 6.11

Aligning Controls A 6.13

Quick Check A 6.3.5

Adding the Date to a Report A 6.16

Adding Page Numbers to a Report A 6.18

a Title to a Report A 6.20

Adding Lines to a Report A 6.22

Sorting and Grouping Data in a Report A 6.23

Calculating Group Totals and Overall Totals A 6.26

Hiding Duplicate Values In a Report A 6.29

Quick Check A 6.31

low

T U T @d@@R

cu@@ Integrating Access with Other Programs A 6.32

Embedding a Chart in a Report A 6.33

Linking a Word Document In a Report A 6.40

Exporting an Access Table as an

Excel Spreadsheet A 6.45

Saving the Worksheet and

Exiting Excel A 6.47

Creating a Custom Report A 6.2 Quick Check A 6.47

Opening an Access Object A 1.11

Using the Office Assistant A 1.18

Defining a Field in a Table A 2.8

Specifying a Primary Key for a Table A 2.12

Saving a Table Structure A 2.13

Deleting a Field from a Table Structure A 2.18

Adding a Field Between Two

Existing Fields A 2.19

Deleting a Record A 2.25

Sorting a Query Datasheet A 3.14

Using Filter By Selection A 3.16

Using Expression Builder A 3.28

Changing a Form's AutoFormat A 4.4

Finding Data A 4.7

Compacting a Database A 4.28

Creating a Parameter Query A 5.14

Creating a Form in Design View A 5.18

Selecting and Moving Controls A 5.22

Changing a Label's Caption A 5.24

Resizing a Control A S.26

Adding and Removing Form

Header and Form Footer Sections A 5.27

Adding a Label to a Form A 5.29

Adding a Picture to a Form A 5.31

Changing the Background Color

of an Object A S.32

Aligning Objects on a Form A 5.36

Selecting Records Using Filter By Form A 5.43

Saving a Filter as a Query A 5.45

Applying a Filter that was Saved

as a Query A 5.46

Creating a Report in Design View A 6.6

Adding Fields to a Report A 6.7

Moving and Resizing Controls A 6.10

Changing the Caption Property

for a Label Box A 6.11

Adding the Date to a Report A 6.16

Adding Page Numbers to a Report A 6.18

Adding and Removing Report Header

and Report Footer Sections A 6.20

Adding a Line to a Report A 6.22

Sorting and Grouping Data in a Report A 6.24

Calculating Totals in a Report A 6.26

Hiding Duplicate Values in a Report A 6.30

Embedding a Chart in a Report A 6.33

Inserting a Linked Object in a Report A 6.40

Exporting an Access Table or Query

to Excel A 6.45

Saving Access Objects in an HTML File A 7.4

Viewing an HTML file A 7.7

Importing an HTML File as an

Access Table A 7.16

Creating a Hyperlink Field A 7.21,

Entering a Hyperlink Field Value A 7.22

Creating a Briefcase Replica of a Database A 8.4

Synchronizing the Design Master

and a Replica A 8.8

Using the Crosstab Query Wizard A 8.11

Using the Find Duplicates Query Wizard A 8.14

Using the Find Unmatched Query Wizard A 8.16

Creating a Top Values Query A 8.17

Creating a Make-Table Query A 8.21

Creating an Append Query A 8.24

Creating a Delete Query A 8.27

Creating an Update Query A 8.29

Creating a Self-join A 8.37

Viewing an SQL Statement for a Query A 8.40

Creating a Macro A 9.5

Single-Stepping a Macro A 9.10

Creating an Action by Dragging A 9.11

Adding a List Box to a Form

with the Control Wizards A 9.25

Adding a Command Button to

a Form Using Control Wizards A 9.29

Copying an Object in the Same Database A 9.32

Creating a Macro Group A 9.36

Creating a Custom Toolbar from

a Macro Group A 10.3

Creating a New Standard Module A 10.23

Testing a Procedure in the

Debug Window A 10.27

Adding an Event Procedure A 10.31

Adding a New Procedure to a

Standard Module A 10.35

Setting the Database Startup Options A 10.SS

Relational@ Databases and Database Design,@index

Boyce-Codd normal form (BCNF), RD 20 bubble diagrams, RD 11, RD 19

candidate keys, RD 5, RD 7 in normal forms, RD 20 cascades option, RD 13 columns

entities, RD 4 comnion fields, RD 8 coitiposite entities, RD 12 composite keys, RD 6 constraints, RD 13 in normal forms, RD 18 concatenated keys, RD 6

database design, RD 3, RD 16-17 d@itabases

data model diagrams, RD 15 data redundancy RD 15-16 deletion anomaly, RD 15 denormalizatioii, RD 16 dependencies, RD 13-15

transitive, RI) 15 deteriiiiii@ints, RD 13-15 diagrams, entity-relationsliip, RD 11-13 domain integrity constraints, RD 13 domains, RD 4, RD 13

entities, RD 4

composite, RD 12 entity integrity, anomalies and, RD 16 entity integrity constraints, RD 13

etitity-relationship diagrams (ERDs@, RD 11-13

t btypes, RD 11

C', ty u

fields, common, RD 8 first normal form (lNF), RD 17-18 foreign keys, RD 6, RD 7

functional dependency, RI) 14-15 in normal forins, RD 18 functional dependency diagrams, RD 15 functionality, RD 14

insertion anomaly, RD 16

integrity, referential, RD 13

ijitegritv constraints, RD 13

kevs, RD 5-7

m,-tny-to-maiiy relationships (M:N), RD 9-10

nonkey attributes, RD 7 normal forms, RD 17-23 defined, RD 17 first, RD 17-18 second, RD 18-20 third, RD 20-22 normalization, RD 16-22 nullifies option, RI) 13

null values, IZI-) 11, RD 13-14

onc-to-iiiany relationships (I:M), IZD 8 one-to-one relationships (1:1), RD 8

partial dependency, RD 15 in normal forms, RD 18 primary keys, RD 5-7

eduiidancy, dejioriiialization and, RD 22 referential integrity, RD 13 relational database, RD 5 relations, RD 4-5

utiflormalized, RD 17 relationships, RD 7-11 entity Subtypes, RD 1 1

one-to-one, RD 8 repeating groups, in i)ormat forms, RD 1 7-18 restricted option, RD 13 rows, RD 4

eco,id normal form (2NF), RD 18-21 semantic object modeling, RD 15

tables, characteristics, RD 4 third normal fc)rii) @2NF), RD 20-22 transitive dependency, RD 15 t.ples, RD 4

u,,norn,alized relations, RD 17 update anomaly, RD 16

Group 7

OCR 6

MS Access 97 TASK REFERENCE

Character, delete WIN95 33 Press Backspace

Check box, de-sciect WIN95 21 Click the check box again, or tab to option, press Spacebar

Check box, select WIN95 21

Detailed file list, view WIN95 45 From My Computer, click View, Details

Disk, copy your WIN95 50 Place disk in drive A:, from My Computer click

Start

Disk, format WIN95 30 Click click press Enter, click File click Format, click Start

Drop-down list, display WIN95 20 Click

File, copy WIN95 47 From My Computer, right-click the file, drag to the new location, press C

File, delete WIN95 49 From My Computer, click the file, press Delete, click Yes

File, move WIN95 48 From My Computer, use the left mouse button to drag the file to the desired

folder or drive

File, open WIN95 37 Click

File, print WIN95 39 Click

File, print preview WIN95 39 Click

File, rename WIN95 49 From My Computer, click the file, click File, click Rename, type new name,

press Enter

File, save WIN95 35 Click NU

Folder, create WIN95 46 From My Computer, click File, New, Folder

Help topic, display WIN95 23 From the Help Contents window, click the topic, then click Open

Help topic, open WIN95 23 From the Help Contents window, click the book, then click Display

Help, start WIN95 21 Click then click Help

Icon, open WIN95 43 Click the icon, then press Enter or double-click the icon

Icons, view large WIN95 45 From My Computer, click View, Large Icons

Insertion point, move WIN95 34 Click the desired location in the document; use arrow keys

List box, scroll WIN95 20 Click 121 or M, or drag the scroll box

Menu option, select WIN95 17 Click the menu option

Menu, open WIN95 17 Click the menu option

If you are using this text a-s part of our Custom Edition Program, you will find entries in the Index and Task

Reference that do not apply to your custom tutorials.

click File, Copy Disk,

Program, quit WIN95 10 Click N or Alt+F4

Program, start WIN95 9 Click the Start button, point to Programs, point to the program option, click

the program

Radio button, de-select WIN95 21 Click a different radio button

Radio button, select WIN95 21 Click the radio button

Start menu, display WIN95 9 Ctrl+Esc

Student data disk, create WIN95 41 Click IFM, click Programs, CTI Win95, Windows 95 Brief, Make

Windows 95 Student Disk, press Enter

Text, select WIN95 34 Drag the pointer over the text

Tooltip, display WIN95 19 Position pointer over the tool

Window, close WIN95 10 Click or Ctrl+F4

Window, maximize WIN95 17 Click

Window, minimize WIN95 15 Click

Window, move WIN95 17 Drag the title bar

Window, redisplay WIN95 16 Click the taskbar button

Window, restore WIN95 16 Clickad

Window, switch WIN95 12 Click the taskbar button of the program, or Alt+Tab

Windows 95, shut down WIN95 12 Click IMM, click Shut Down, Click Yes

Windows 95, start WIN95 5 Turn on the computer

Access, exit A 1.13 Click on the program window

Access, start A 1.7 Click Start, point to Programs, click Microsoft Access

Action, add by dragging A 9.11 See Reference Window: Creating an Action by Dragging

Action, add to macro A 9.7 In the Macro window, click the Action list arrow, click the action

Aggregate functions, use A 3.31 Display the query in Design view, click n

And operator, enter in A 5.12 Enter selection criteria in the same Criteria row in the design grid

selection criteria

Append query, create A 8.24 See Reference Window: Creating an Append Query

AutoForm, create A 1.16 Click the Forms tab, click New, click an AutoForm Wizard, choose the table

or query for the form, click OK

AutoFormat, change A 4.4 See Reference Window: Changing a Form's AutoFormat

AutoReport, create A 1.21 Click the Reports tab, click New, click an AutoReport Wizard, choose the

table or query for the form, click OK

Briefcase replica, create A 8.4 See Reference Window: Creating a Briefcase Replica of a Database

Calculated field, add to A 3.28 See Reference Window: Using Expression Builder

a query

Caption, change for A 5.24 Right-click the label, click Properties, click the Format tab, edit the label in

a label the Caption text box

Chart, edit A 6.35 Double-click the chart object

Chart, embed in a report A 6.33 See Reference Window: Embedding a Chart in a Report

Chart Wizard, activate A 6.34 Click the Reports tab, click New, click Chart Wizard, select the table or

query, click OK

Color, add to a form A 5.32 Select the control, click the Fill/Back Color list arrow, click the color box

control you want

Column, adjust width of A 3.21 Double-click the right border of the column heading

Command button, add to A 9.29 Click S on the toolbox, position the pointer in the form, click the

a form left mouse button

Reference that do not apply to your custom tutorials.

Data, find A 4.7

Data, group in a report A 6.24

Data, sort in a report A 6.24

Database, compact A 4.28

Datasheet view, switch to A 2.14

Date, add to a report A 6.16

Debug window, open A 10.27

Delete query, create A 8.27

Design Master and replica, A 8.8

synchronize

Design view, switch to A 2.18

Dialog box, create A 9.32

Duplicate values, hide A 6.30

Event procedure, add A 10.31

Field, add A 2.19

Field, add to a form A 5.21

or report

Field, define A 2.8

Field, delete A 2.18

Field, move A 2.19

Filter, save as a query A 5.46

Filter, saved as a query, A 5.46

apply

Filter By Form, activate A 5.43

Filter By Form, create A 5.43

Filter By Selection, A 3.16

activate

See Reference Window: Finding Data

See Reference Window: Sorting and Grouping Data in a Report

See Reference Window: Sorting and Grouping Data in a Report

See Reference Window: Compacting a Database

Click 0

See Reference Window: Adding the Date to a Report

See Reference Window: Creating a Delete Query

See Reference Window: Synchronizing the Design Master and a Replica

Click

Display the form in Design view, open the form's property sheet, set the

Border Style property to Dialog

Right-click the field's text box, click Properties, click the right side of the

Hide Duplicates text box, click Yes

See Reference Window: Adding an Event Procedure

See Reference Window: Adding a Field Between Two Existing Fields

Drag the field from the field list to the form or report in Design view

See Reference Window: Defining a Field in a Table

Display the table in Design view, right-click the field's row selector, click

Delete Rows

Display the table in Design view, click the field's row selector, drag the field

with the pointer

Click 2, enter the query name

See Reference Window: Applying a Filter that Was Saved as a Query

Click Is

See Reference Window: Selecting Records Using Filter By Form

Select the field value, click

Find duplicates query, A 8.14 See Reference Window: Using the Find Duplicates Query Wizard

create

Find unmatched query, A 8.16 See Reference Window: Using the Find Unmatched Query Wizard

create

Form, custom, create A 5.18 See Reference Window: Creating a Form in Design View

Form Footer, add A 5.28 Click View, click Form Header/Footer

Form Footer, remove A 5.28 Click and drag the bottom edge of the footer up until the section area

disappears

Form Header, add A 5.28 Click View, click Form Header/Footer

Form Header, remove A 5.28 Click and drag the bottom edge of the header up until the section area

disappears

Form Wizard, activate A 4.2 Click the Forms tab, click New, click Form Wizard, choose the table or

query for the form, click OK

Function, create A 10.24 Enter function statements in the Module window

Group, begin on a toolbar A 1,0.7 With the Customize dialog box open, right-click a toolbar button, then click

Begin a Group

Group totals, calculate A 6.26 See Reference Window: Calculating Totals in a Report

in a report

Hot key, create A 9.29 Place an ampersand (&) to the left of the hot key letter in the object's name

HTML file, import A 7.16 See Reference Window: Importing an HTML File as an Access Table

as a table

HTML file, view A 7.7 Click the Go button on the Web toolbar, click Open, select the file to open,

click the Open button, click OK

Hyperlink, use A 7.24 Click the hyperlink field value

Hyperlink field, create A 7.21 In Design view, type the field name in a blank Field Name text box, press

Tab, click the Data Type list arrow, click Hyperlink

Hyperlink field value, A 7.22 In Datasheet view, click the hyperlink field, click S, enter the name of the

enter file or URL, enter the named location in the file or URL (if any), click OK

join line, delete A 8.22 Click the join line in the Query window, press Delete

Label, add to a form A 5.29 Click 0, click and drag the pointer to create the label box, type the label

in the box

Line, add to a report A 6.23 Click S, click and drag the pointer to create the line

List box, add to a form A 9.25 See Reference Window: Adding a List Box to a Form Using Control Wizards

Macro, create A 9.5 See Reference Window: Creating a Macro

Macro, run from the A 9.7 Click the Macros tab, click the macro, click the Run button

Database window

Macro, run from the A 9.7 Click IN on the Macro Design toolbar; or click Tools, click Run Macro,

Macro window select the macro from the list, click OK

Macro, single-step A 9.10 See Reference Window: Single-Stepping a Macro

Macro group, create A 9.36 See Reference Window: Creating a Macro Group

Make-table query, create A 8.21 See Reference Window: Creating a Make-Table Query

Menu bar, attach to a form A 10.18 Display the form in Design view, open the form's property sheet, click the

right side of the Menu Bar text box, click the menu bar

Menu bar, create A 10.12 Create a custom toolbar, right-click the toolbar, click Properties, click the

Type list arrow, click Menu Bar

Menu item, add to a A 10.15 With the Customize dialog box open, click the Commands tab, click the

menu bar New Menu category, drag New Menu to the menu bar, release the mouse button

Module, compile A 10.40 Click Is on the Visual Basic toolbar

Module, create A 10.23 See Reference Window: Creating a New Standard Module

Module, save A 10.27 Click 11 on the Visual Basic toolbar, enter the module name, press Enter

Object, embedded or A 6.35 Double-click the object

linked, edit

Object, embedded or A 6.43 Click Edit, click 01,E/DDE Links, select the object, click Update Now

linked, update manually

Object, link in a report A 6.40 Click 0, click and drag the pointer to create a box for the linked object, click

Create from File, specify the file containing the object, click Link, click OK

Objects, align A S.36 Select the objects, right-click a selected object, point to Align, and then click

the alignment you want

Objects, save in an A 7.4 See Reference Window: Saving Access Objects in an HTML File

HTML file

Office Assistant, use to A 1.18 See Reference Window: Using the Office Assistant

get Help

Or operator, enter in A 5.12 Enter selection criteria in the Criteria and or rows in the design grid

selection criteria

Overall totals, calculate A 6.26 See Reference Window: Calculating Totals in a Report

in a report

Page numbers, add to A 6.1 8 Click the section to contain page numbers, click Insert, click Page Numbers,

a report select formatting options, click OK

Parameter query, create A 5.14

Picture, add to a form A 5.30

Picture, change on a A 9.27

command button

Picture, insert on a report A 4.24

Primary key, specify A 2.12

Procedure, create A 10.35

Procedure, test in the A 10.27

Debug window

Profile, create A 7.11

Profile, use A 7.14

Publish to the Web A 7.5

Wizard, activate

Query, define A 3.3

Query, export as an A 6.45

Excel worksheet

Query, run A 3.5

Query results, sort A 3.14

Record, add a A 1.12

new one

Record, delete A 2.25

Record, move to first A 1.12

Record, move to last A 1.12

Record, move to next A 1.12

Record, move to previous A 1.12

Record, move to a A 1.12

specific one

Records, redisplay A 3.17

all after filter

Relationship, define A 3.8

between two tables

See Reference Window: Creating a Parameter Query

Click 91, click the left mouse button to place an outline in the form, click

the name of the picture file, click OK

Open the property sheet for the command button, click the Picture text box,

click go, select the picture, click OK

Click Insert on the menu bar, click Picture, select the picture file, click OK

See Reference Window: Specifying a Primary Key for a Table

See Reference Window: Adding a New Procedure to a Standard Module

See Reference Window: Testing a Procedure in the Debug Window

In the final Publish to the Web Wizard dialog box, click the check box to

save a profile, enter a name for the profile

In the first Publish to the Web Wizard dialog box, select the profile to use

Click File, click Save As HTML

Click the Queries tab, click New, click Design View, click OK

Click Tools, point to Office Links, click Analyze It with MS Excel

Click II

See Reference Window: Sorting a Query Datasheet

Click

Right-click the record's row selector, click Delete Record, click Yes

Click In

Click In

Click IN

Click In

Type the record number in the Specific Record box, press Enter

Click

Click

Report, custom, create A 6.6 Click the Reports tab, click New, click Design View, select the table or query

for the report, click OK

Report, preview A 6.14 Click 11

Report Footer, add A 6.20 Click View, click Report Header/Footer

Report Footer, remove A 6.20 Click and drag the bottom edge of the footer up until the section area

disappears

Report Header, add A 6.20 Click View, click Report Header/Footer

Report Header, remove A 6.20 Click and drag the bottom edge of the header up until the section area

disappears

Report Wizard, activate A 4.17 Click the Reports tab, click New, click Report Wizard, choose the table or

query for the report, click OK

Self-join, create A 8.37 See Reference Window: Creating a Self-join

Sort, specify ascending A 3.12 Click

Sort, specify descending A 3.12 Click

Special effect, create A 9.45 Select the object, click the list arrow for E, click the special effect

SQL statement, view A 8.40 See Reference Window: Viewing an SQL Statement for a Query

Startup options, set A 10.55 See Reference Window: Setting the Database Startup Options

Subform/Subreport A 5.38 Make sure E is selected, click 0, click at the upper-left corner for the

Wizard, activate subform

Submenu, add to a A 10.11 With the Customize dialog box open, click the Commands tab, drag the

menu bar button from the Categories list to the menu choice then to the submenu box,

release the mouse button

Switchboard Manager, A 9.41 Click Tools, point to Add-Ins, click Switchboard Manager

activate

Tab control, add to a form A 5.35 Click 2, click at the upper-left corner for the tab control

Table, create A 2.6 Click the Tables tab, click New, click Design View, click OK

Table, export as an A 6.45 Click Tools, point to Office Links, click Analyze It with MS Excel

Excel worksheet

Table, open A 1.11 Click the Tables tab, click the table name, click Open

Table, print A 1.13 Click 0

Table structure, save A 2.13 See Reference Window: Saving a Table Structure

Template, use A 7.10 Select HTML template in the Publish to the Web Wizard dialog box

Toolbar, attach to a form A 10.8 Display the form in Design view, open the form's property sheet, click the

right side of the Toolbar text box, select the toolbar

Toolbar, custom, create A 10.3 See Reference Window: Creating a Custom Toolbar from a Macro Group

from a macro group

Toolbar, customize A 10.6 Right-click the toolbar, click Customize

Toolbar, dock A 10.8 Click the toolbar title bar and drag the toolbar to the top, bottom or side of

the window; release the mouse button when the toolbar changes shape

Toolbar, hide A 10.9 In the Customize dialog box, click the check box for the toolbar to remove

the check mark

Toolbar button, change A 10.5 With the Customize dialog box open, right-click the toolbar button, point to

the image Change Button Image, click the new image

Toolbar button, change A 10.5 With the Customize dialog box open, right-click the toolbar button, select

the style the style

Toolbar button, create A 10.7 With the Customize dialog box open, click the Commands tab, drag the

button from the Categories list to the toolbar

Toolbar name, change A 10.4 Right-click the toolbar, click Customize, select the toolbar, click Properties,

enter the name in the Toolbar Name text box

ToolTip, change A 10.6 With the Customize dialog box open, right-click the toolbar button, click

Properties, enter the ToolTip in the ToolTip text box

Top values query, create A 8.17 See Reference Window: Creating a Top Values Query

Update query, create A 8.29 See Reference Window: Creating an Update Query

Validation rule, create A 9.19 Display the table in Design view, select the field, enter the rule in the

Validation Rule text box

Validation text, create A 9.19 Display the table in Design view, select the field, enter the tcxt in the

Validation Text text box

Group 6

OCR5

Full Index

If you are using this text as part of our Custom Edition Program, You will find entries in the Index and Task Reference

that do not apply to your custom tutorials.

(exclamation point), A 4.8 (number symbol), A 4.8, A 5.8 & (ampersand), A 9.29 (single quotation mark), A 10.26 (parentheses), WIN95 45 (asterisk), A 4.8, A 4.9, A 5.8 (hyphen), A 4.8 ? (question mark), A 4.8, A 5.8, A 10.27, A 10.28

attributes, RD 4 append queries, A 8.21, A 8.24-8.27 applications

actions, A 9.6, A 9.15

setting, A 9.15

Visual Basic functions, A 10.24 arrow buttons, WIN95 19 assignment statements, A 10.25

entering, A 10.38 asterisk (*), wildcard character, A 4.8, A 4.9, A 5.8 AutoFormat(s), A 4.4-4.6

AutoFormat dialog box, A 4.5

AutoForm Wizard, A 1.16-1.17

AutoNumber data type, A 2.5

AutoReport: Column@ir Wizard, A 1.21-1.22

Auto Resize property, A 9.24 Avg function, A 3.31, A 8.10

background colors, form objects, A 5.32-5.33 background wallpaper, Web pages, WIN98 10-11 backslash (\), root directory, WIN95 45 Backspace key, error correction, WIN95 32 backup copies, WIN95 49-51 bad sectors, WIN95 32

Beep action, A 9.7

blocks of text, selecting, WIN95 34 books, Help, WIN95 22-23

Boolean data type, Visual Basic, A 10.37 Border Style property, A 9.24 bound controls, A 5.19

Bound Object Prame tool, A 5.20 Boyce-Codd normal form (BCNF), RD 20 brackets ([]), wildcard character, A 4@8 Briefcase dialog boxes, A 8.5 browsers, WIN98 4 bubble diagrams, RD 15, RD 19 built-in menu bars, A 10.11 built-in toolbars, A 10.2 buttons

command. See comi-nand buttons

calculated controls, A 5.19 calculated fields, A 3.28-3.31 adding to queries, A 3.29-3.31 calculations, A 3,28-3.34 '

ca ca

filenames, WIN95 29, WIN95 49, WIN95 435 inserting, WIN95 35 charts

Chart tizard, embedding charts in reports,

A 6.33

check boxes, WIN95 21

Check Box tool, A 5.20

closing applications, WIN95 8, WIN95 10,

WIN95 12

forms, A 5.42

tables, A 5.6

columns

domain, RD 4

entities, RD 4

Combo Box too], A 5.20

command(s)

toolbar buttons, WIN95 14, WIN95 19 command bars, A 10.2 command buttons

testing, A 9.44

Command Button tool, A 5.20

Command Button Wizard dialog boxes, A 9.29-9.30

Comment column, Macro window, A 9.5 comments, event procedures, A 10.26-10.27 common fields, A 1.5-1.6, RD 8

designing databases, A 2.3

compacting databases, A 4.28-4.29, A 9.47

copying

Count function, A 3.31, A 8.1 0 criteria. See filter(s); logical operators; selection criteria

crosstab queries, A 8.9-8.14

renaming, A 4.29 saving, A 2. . 16-2.17 startup options, A 10.54-10.56 tables. See modifying table structure; table(s); table

structure

updating. See updating databases

database management systems (DBMSs),

A 1.6-1.7

Database window, A 1.10

backup copies to prevent, WIN95 49-51 formatting disks, WIN95 30

adding records to tables, A 2.14-2.16 column wi 'dth, A 3.22 font size, A 3.21 navigating, A 1.12, A 2.26 switching to, A 2.21

Datasheet view, A I .11 data tvt)es

a Basic, A 10.37 date(s)

of file creation or revision, WIN95 45 reports, A 6.16-6.17

settin WIN95 6, WIN95 20

Date an@'Time dialog box, WIN95 19-20 Date data type, Visual Basic, A 10-37

Page Header section, Date function, adding to

A 6.16-6.17

Date/Time control, WIN95 6

Date/Time data type, A 2.5

Date/Time list box, WIN95 19-20

DBMSS. See database management systems

(DBMSS) nt procedures, Debug window, testing eve

A 10.27-10.28

chart legends, A 6.36 database files, A 4.29 fields. See deleting fields files , WIN95 48 folders, WIN95 48 icons, WIN95 48 labels. See deleting labels records. See deleting records replicas, A 8.9 deleting fields forms, A 5.41 table structure, A 2.1 8 deleting labels, A 5.40 list boxes, A 9.27

dele'in t,%records, A 2.25 da ases, A 2.25 forms, A 4.11-4.12 deletion anomaly, RD 15 denormalization, RD 16

dependencies, RD 13-15

nctional, RD 14-15, RD 18 partial, RD 15, RD 18

transitive, RD 15 design grid, Select Query window, A 3.4 designin

datab!lses, A 2.2-2.3 event procedures, A 10.30-10.31 tables. See designing tables designing tables, A 2.4-2.6

assigning field sizes, A 2.5-2.6 naming fields and objects, A 2.4 Design Master, A 8.4

synchronizing replicas with, A 8.6-8.9

Design view

creating forms, A 5.18-5.21 creating pattern match queries, A 5.8-5.9 inserting graphics in reports, A 4.24 queries, A 6.5 reports, A 4.22

Report window, A 6.5-6.8 Select Query window, A 3.3-3.4 sorting iiiuliiple fields, A 3,13-3.16 switching to, A 6.35

Table window, A 2.7 desktop, WIN95 5-6, WIN98 3-8

adding Web components, WIN98 11-12 buttons, WIN95 6

Quick Launch toolbar, WIN98 6-8 returning to, WIN95 11

underlined icon names, WIN98 4-6 Desktop toolbar, WIN98 7 destination program, A 6.32 detail records, A 4.16

Detail section, A 6.2, A 6.3, A 6.4, A 6.6 s zing, A 5.34, A 6.40

Details view, disk contents, WIN95 45 deterininants,.RD 13-15 d' Ms, entity-relationship, RD 11-13 'a ra

diafog boxes, A 9.3-9.4, A 9.22-9.34. See also

specific dialog boxes

adding command buttons, A 9.27-9.31 adding list boxes, A 9.24-9.27 check boxes, WIN95 20-21 copying, A 9.32-9.34 custom, A 9.3 ellipsis (... ), WIN95 18

MsgBox action, A 9.14-9.16 radio (option) buttons, WIN95 21 setting properties, A 9.24 tab.controls, WIN95 21 testing, A 10.51, A 10-54 testing design, A 9.31, A 9.34 use, WIN95 18

Digital Versatile Disc (DVD) support, WIN98 15

Dim statements, A 10.36

adding, A 10.37

directories

folders, WIN95 45-46 subdirectories, WIN95 45-46

disk(s)

adding files, WIN95 41-42 bad sectors, WIN95 32

listing files, WIN95 42-45

sending printout to, WIN95 40 S@ ace, WIN95 32 dis drives, selecting, WIN95 36 disk space, WIN98 15 displaying

WIN95 22-24

displaying to6lbars on taskbar, WIN98 6-8 DisplayQuery function, Queries dialog box, A 10.53

Doc extension, WIN95 35 docking

DoCmd statements, A 10.49 documents)

drag@ing

A 6.38-6.39

hyperlink field values, A 7.22-7.24 records in tables, A 5.7-5.8

text in WordPad, WIN95 32-33

Enter Parameter Value dialog box, A 5.15 entities, RD 4

entity integrity, A 2.12

constraints, RD 13 entity-relationship diagrams (ERDs), RD 11-13 entity subtypes, RD 11 error correction, WIN95 32-33 event(s), A 10.20-10.21

procedures. See event procedures event-driven languages, A 10.20 event procedures, A 10.20, A 10.21, A 10.26-10.33 adding, A 10.31-10.32 adding to forms, A 10.43-10.45 calling, A 10.21 coding, A 10.46-10.51 comments, A 10.26-10.27 compiling, A 10.32-10.33 creating, A 10.41-10.42 creating functions in standard modules,

designing, A 10.30-10.31 displaying, A 10.40-10.41 functions, A 10.21 local (private), A 1 0.22 public, A 10.22 specifying for properties, A 10.51 subprocedures (su -broutines), A 10.21 testing. See testing event procedures event properties, A 10.20 exact matches, A 3.19-3.21

Excel

exclamation point (!), wildcard character, A 4.8 "Execution" actions, A 9.1 2 exiting. See closing

Explorer windows, Web view, WIN98 12-14 exporting tables as Excel spreadsheets, A 6.45-6.46

expressions), A 3.28

Expression Builder, A 3.28, A 3.29-3.31 Expression Builder dialog box, A 3.30 extensions, filenames, WIN95 35-36 Eye image, A 10.5

false-statement group, A 10.30-10-31 FAT file system, WIN98 15

Favorites , folder, WIN98 8, WIN98 9 field(s), A 1.5

hyperink. see hyperlink fields Lo p

moving in table structure, A 2.18-2.19 MU]tipfe, sorting in Design view, A 3.13-3.16 naming, A:@4 .

transferring from field'list to design grid, A 3.4 field list, Select Query window, A 3.4 Field list box, A 6.7

Field List button, A 6.6 field properties, A 2.3

changing, A 2.20-2.22 field selectors, A 1.1 1 field size property, assigning, A 2.5-2.6 field values, A 1.5 file(s), WIN95 29

adding to disks, WIN95 41-42 closing applications before saving, WIN95 37 closing without saving changes, WIN95 37 copying', \@IN9@ 47 . date ancl time ot creation or revision, WIN95 45 deleted, retrieving, WIN95 48 deleting, WIN95 48 directories, WIN95 45-46

FAT file system, WIN98 15

HTML, WIN98 10. See Hypertext Markup Language (HTM1.) listing, WIN95 44-45

ing. See fil,names opening, WIN95 39 organizing, WIN95 45-46 printing, WIN95 39-40 saving, WIN95 36, WIN95 37, WIN95 38 size, WIN95 45

turning off computer, WIN95 12

typey IgN9@45

veri @n 10ation, WIN95 47-48

File menu, WIN95 31

Rename option, WIN95 49 filenames, WIN95 29, WIN95 35-36

charac ' ters, WIN95 29, WIN95 35, WIN95 49 extensions, WIN95 35

renaming files, WIN95 49 windows 3.1, WIN95 35 Fill/Back Color button, A 5.33 Fill/Back Color palette, A 5.33 filter(s), A 3@16

Filter By Form, A 5.43-5.45 saved as queries, applying, A 5.46-5.47 saving as @ueries, A 5.45-5-46

Fl ter By Form, A 5.43-5.45

Fi ter By Selection, A 3.16-3.17 fil:erin@ data, A 3.16-3-17

Fi id command, A 4.7-4.9

find duplicates queries, A 8.14-8-16

Find D6plicates Query Wizard, A 8.14-8.16 Find in field dialog box, A 4.8 finding

data . See finding data program windows, WIN95 10 words and phrases'in Help, WIN95 21,

WIN95 22-24

finding data

Finatab, Help ' WIN95 24, WIN95 26

find unmatched queries, A 8.16-8-18

Find Unmatched Query Wizard, A 8.16-8.18 First function, A 8.10 first normal form (I NF), RD 17-18 F2 key, A 2.26

floatiii g toolbars, A 10.2, A 10.8 floppy disks. See disk(s) focus, Help system, A 9.12 folders, WIN95 45-46, WIN95 54-55 creating, WIN95 46

deleting, WIN95 48-49 font size

form titles, A 5.30 footers. See Form Header/Form Footer sections foreign keys, A 1.6, RD 6, RD 7

constraints, RD 13 in many-to-many relationships, RD 10 in one-to-many relationships', RD 9 in one-to-one relationships, RD 8 form(s), A 1.16-1.18, A 4.1-4.28

adding event procedures, A 10.43-10.45 attaching custom toolbars, A 10.8-10.10 attaching functions to controls, A 10.53-10.54 AutoFormat, A 4.4-4.6 closing, A 1.16

controls. See controls in forms creating using AutoForm Wizards, A 1.17 custom. See custom forms deleting fields, A 5.41 dialog boxes. See dialog boxes

displaying, A 5.42

filters. See filter(s)

finding data, A 4.7-4.9 footers. See Form Header/Form Footer sections Form Wizard. See Form Wizard

Kea ers. See Form Header/Form Footer sections maintaining table data, A 4.11-4.12 multi-page. See multi-page forms navigating, A 4.6, A 4.16 previewing, A 4.9 printing, A 1.16, A 4.10 properties, A 9.24

Report Wizard. See Report Wizard resiziiig, A 9.30-9.31

saving, A 1.16, A 5.25

subforms. See subforms

switchboards, A 9.2-9.3

testing design, A 9.31

toolbox, A 5.20

Format dialog box, WIN95 31-32

Format list box, A 2.21

Format option, WIN95 32

Format Painter, formatting Page Number text box, A 6.19

Format property, A 2.20-2.21

Format Results dialog box, WIN95 42 formatting disks, WIN95 30-32

root directory, WIN95 45 formatting page numbers in reports, A 6.19 Form Header/Form Footer sections, A 5.27-5.32 adding, A 5.28

adding labels to forms, A 5.29-5.30 adding pictures to forms, A 5.30-5.32 removing, A 5.28

fo ie'

rm proper'

c@ha@igin A ?.32-9.33, A 9.46 log g' x"

ia b, , , A 9.24

setting, A 9.30-9.31

specifying event procedures, A 10.51

Form view, switching to, A 5.25 Form window, closing, A 5.46

Form Wizard(s), A 1.16-1.17, A 4.3-4.6,

A 4.13-4.16

Form Wizard dialog box, A 4.2, A 4.4 functional dependency, RD 14-15 in normal forms, RD 18 functional dependency diagrams, RD 15 functionality, RD 14 functions

switchboards, A 9.3, A 9.45 Graph window, A 6.36 grayed-out menu options, WIN95 18 group(s), macros. See macro groups Group By operator, A 3.33-3.34

Gr Footer section, A 6.2, A 6.3, A 6.4

OuSing to report

GUIS. See graphical user interfaces (GUls)

handles, selecting and moving controls, A 5.22 hard disk. See disk(s) hardware, upgrading, WIN98 2 hash mark (#), wildcard character, A 4.8, A 5.8 Help button, adding to toolbars, A 10.7-10.8 help, on-line, WIN98 15

h i @shi g hting

selected objects, WIN95 8 selected text, WIN95 8, WIN95 34 history tables, A 8.21 home pages, displaying, A 7.27-7.28

hot ke A 9.3

Hourg s'

Tass action, A 9.7

hovering, WIN98 9

HTML (Hypertext Markup Language), WIN98 10

HTML files, WIN98 10

hyperliiik(s), A 7.2 to documents in other programs. See hyperlinks to documents in other programs

to Web pages. See hyperlinks to Web pages Hyperlink data type, A 2.5 hyperlink fields

creating, A 7.21-7.22, A 7.25-7.26 entering values, A 7.22-7.24, A 7.26-7.27 hyperlinks to documents in other programs, A 7.21-7.25

enteri Id values, A 7.22-7.24

. n .24-7.25

"s' g

hyperlin s, A 7.25-7.28

addin I A 7.25-7.26

enteri erlinks to HTML files,

Hy.pertext Markup Language (TML), A 7.2-7.20 importing files as Access tables, A 7.16-7.20 savings Access objects, A 7.3-7.6 temp ates, A 7.10-7.12 upd@tin*.@Web y)ages, A 7.13-@.15 viewing tiles using Internet Explorer, A 7.7-7.10 hyphen (-), wildcard character, A 4.8

icons, WIN95 6, WIN95 9, A 9.2 actions on, effects, WIN95 48, WIN95 49 activating, WIN98 4-6, WIN98 9 deleting, WIN95 48 large icon view, WIN95 45 My Computer window, WIN95 42 opening, WIN95 43

under-lined names, WIN98 4-6 if statement, A 10.30

Image tool, A 5.20

'Import/export" actions, A 9.1 2

Import HTML Wizard dialog boxes, A 7.18-7.19

impart'nl

Index tab, Help, WIN95 23-27 inner joins, A 8.33-8.34

Insert Hyperlink dialog box, A 7.23 inserting. See also entering

bound controls in reports, A 6.8 characters, WIN95 35 dates in reports, A 6.16-6.17 fields in ts, A 6.7-6.8 labels in =s, A 5.29-5.30 lines in reports, A 6.22-6.23, A 6.28-6.29 pictures in forms, A 5.30-5.32 sections in reports, A 6.20-6.22, A 6.25 tab controls on forms, A 5.35 titles in reports, A 6.20-6.22 insertion anomaly, RD 16 insertion point, WIN95 33

Insert Object dialog box, A 6.41

Insert Picture dialog box, A 4.24, A 5.31

Integer data type, Visual Basic, A 10.37 integrating Access with other programs, A 6.32-6.47

9 7

inte@rity constraints, RD 1 3

omain, RD 13

entity, RD 13

integrity, referential, RD 13

Internet, A 7.2. See also hyperlinks to Web pages;

Hypertext

Internet communications, WIN98 15

Internet Connection Wizard, WIN98 15

Internet Explorer, WIN98 15

browsing Web, WIN98 14

Internet ic . WIN98 14

Markur ML); Web pages; World

Wide'

Internet g fffML files, A 7.7-7.10

Intranets, A 7.3

IsNull function, A 10.31

join(s), A 3.6

joining tables, A 8.33-8.41

left outer joins, A 8.34-8.35 right outer joins, A 8.35-8.36 self-joins, A 8.36-8-41 join line, Relationships window, A 3.10 join Properties dialog box, A 8.38 )Umping-to Help topics, WIN95 21-22

key(s), RD 5-7

keyboard gi@WIN95 6

label(s)

siting subforms, A 5.40-5.41 label bo"xes, selecting and aligning, A 5.36-5.37 large icon view, disk contents, WIN95 45 Last function, A 8.1 0

I.aunch Internet Explorer Browser button, WIN98 8 Launch Outlook Express button, WIN98 8 layout, reports, A 4.20

Left Arrow image, A 10.5 left-handed use of mouse, WIN95 7 left outer joins, A 8.34-8.35

Len function, A 10.38

Like comparison operator, A 5.8

lines, adding to reports, A 6.22-6.23, A 6.28-6.29 Line tool, A 5.20 linking, A 6.32

77777

Microsoft

WIN98 8, WIN98 9, WIN98 1.5

Microsoft Access. See Access

Microsoft Access window, A 1.8

Microsoft Windows 3.l. See Windows 3.1

Microsoft Windows 95. See Windows 95

Minimize button, WIN95 15, WIN95 16 minimizing windows, WIN95 15 "Miscellaneous" actions, A 9.12 Modal property, A 9.24 modifying -

modules, Visual Basic. See Visual Basic modules Module window, adding event procedures, A 10.32 More Controls tool, A 5.20 mouse, WIN95 6-9

leftlan5ed use, WIN95 7 pointing with, WIN95 7 room to move, WIN95 7 mouse operation, WIN98 9 mouse pointer, WIN95 6, WIN95 11

insertion point compared with, WIN95 33 moving, WIN95 7-8 moving. See also navigating; switching controls. See moving controls fields in table structure, A 2.18-2.19 files, WIN95 47-48 graphics in reports, A 4.25 insertion point, WIN95 33 in list boxes, WIN95 23 mouse, room for, WIN95 7 mouse pointer, WIN95 7-8 windows, WIN95 16-17 movln controls

MsgBox action, A 9.14-9.16 multi-page forms, A 5.34-5.42

adding fields to tab control, A 5.35-5.36 adding subforms, A 5.38-5.42 inserting tab controls, A 5.35 selecting and aligning label boxes, A 5.36-5.37 sizing columns in subforms, A 5.42 sizing Detail section, A 5.34 viewing, A 5.42

multiple selection criteria. See logical operators multitasking, WIN95 3, WIN95 10-12 closigg applications, WIN95 12

switching between applications, WIN95 12 WordPacl and Paint applications, WIN95 10-12 My Briefcase feature, replicas. See replicas My Computer icon, WIN95 42

My Computer window, WIN95 50

opening, WIN95 42, WIN95 43

name(s), files. See filenames naming

dat@'base files, A 4.29 fields, A 2.4 objects, A 2.4 tables, A 2.13 navigating

forms, A 4.6, A 4.16 navigation buttons, A 1.12

Navigation Buttons property, A 9.24

navigation mode, A 2.26

New Form dialog box, A 1.17

New Query dialog box, A 3.3

New Report dialog box, A 4.18

New Ta6le dialo@ box, A 2.7 non-matching values, queries, A 5.11-5.12 nonkey attributes, RD 7 nonunique sort keys, A 3.13 normal forms, RD 17-23

third, RD 20-22 normalization, RD 16-22 Not logical operator, A 5.11 nullifies option, RD 13 null value, A 2.12, A 10.30, RD 11, RD 13-14 Number data type, A 2.5 numbering RagFs in reports, A 6.18-6.19 number symbol (#), wildcard character,

A 4.8, A 5.8

object(s), A 6.32

Ob ect Linking and Embedding (OLE), A 6.32

"0:)ject manipulation" actions, A 9.12

Ob,ectNames table, A 9.17-9.22

creating queries, A 9.21-9.22 creating structure, A 9.18-9.19 object-oriented languages, A 10.20 object tabs, A 1.10

Office Assistant, A 1.18-1.20 closing, A 1.9

OLE. See Object Linking and Embedding (OLE)

OLE Object data type, A 2.5

on-line Help, WIN98 15

one-to-many relationships (1:M), A 3.7, A 3.8-3.10,

RD 8

one-to-one relationships (1:1), RD 8 Open button, WIN95 38, WIN95 39 Open dialog box, A 1.9, WIN95 38 OpenForm action, A 9.11 opening

books in Help, WIN95 22 databases, A 1.9-1.10, A 2.6 files, WIN95 38-39 icons, WIN95 42

Macro window, A 9.5

tables. See opening tables

windows, WIN95 41, WIN95 42 opening objects, WIN98 9 opening tables, A 1.11

Open Internet Address dialog box, A 7.7

OpenModule action, A 9.11

modified table structure, A 2.21 modules, A 10.27 queries, A 3.1 1 report esigns, A 6.11 r ports, A 4.27, A 6.31, A 6.39, A 6.44 table structure, A 2.13 Visual Basic M'Odules, A 10.40 saving files, WIN95 36 scroll boxes, moving, WIN95 19

secondary sort keys, A 3.13 sections in reports, A 6.2, A 6.3, A 6.4, A 6.6. See also specific sections sectors, bad, WIN95 32 selecting

objects, WIN95 8 printers, WIN95 40 records. See queries single items with radio buttons, WIN95 21 sort keys, Design view, A 3.14-3-16 text, WIN95 8, WIN95 34 toolbar buttons, WIN95 19 selecting fields queries ' A 3.5 reports, A 4.17-4.18 tables, A 5.5-5.6 selecting objects, WIN98 9 selection criteria, A 3.18-3.27

Universal Resource Locators (URLs), A 7.2 Universal serial bus (USB) technology, WIN98 15 unnormalized relations, RD 17 up arrow button, WIN95 19 update anomaly, RD 16 update queries, A 8.21, A 8.29-8.32 updating

Session 4.1

A form is an object you use to maintain, view, and print records in a database. In Access, you can design your own forms or use Form Wizards to create them for you automatically.

You used the AutoForm Wizard, which creates a form automatically using all the fields in the selected table or query, to create the Customer Data form. To create the form for the Order table, you’ll use the Form Wizard. The Form Wizard allows you to choose some or all of the fields in the selected table or query, choose fields from other tables and queries, and display the chosen fields in any order on the form. You can also choose a style for the form.

1. Open database, e.g., Restaurant
2. Click Forms tab

1. Click New button
2. Click Form Wizard, click list arrow for choosing table or query, click, e.g., Order to select this table as the source for the form, then click OK button.

To finish creating the form using the Form Wizard:

3. _ Click, e.g., OrderNum in the Available Fields list box (if necessary), and then click the [>] button to move the field to the Selected Fields list box.

A 4.3 TUTORIAL 4: CREATING FORMS AND REPORTS

4. _ Repeat the same process for each desired field in the order you want them to appear.
5. _ Click the Next button to display the second Form Wizard dialog box, in which you select a layout for the form. See Figure 4-2 "Choosing a layout for the form" Form Wizard. What layout would you like for your form? (sample of the selected layout.) (selected layout).

The layout choices are columnar, tabular, datasheet, and justified. A sample of the selected layout appears on the left side of the dialog box.

6. _Click each of the option buttons and review the corresponding sample layout.

The tabular and datasheet layouts display the fields from multiple records at one time, whereas the columnar and justified layouts display the fields from one record at a time. Barbara thinks the columnar layout is the appropriate arrangement for displaying and updating data in the table, so you’‘ choose this layout.

7. _ Click the Columnar option button (if necessary), and then click the Next button. Access displays the third Form Wizard dialog box, in which you choose a style for the form. See Figure 4-3. "Choosing a stylefor the form" Form Wizard What style would you like? (Form Wizard styles): Clouds, Colorful1, colorful2 Dusk, Evergeeen, Flax, International, Pattern, Standard, Stone. (sameple ofthe selected style)
8. _ Click the desired Form Wizard style, called an AutoFormat. You can change it later even after exiting the Form Wizard.

A 4.4 TUTORIAL 4: CREATING FORMS AND REPORTS

9. _ Click Next button
10. _ Type in the title for the form, under which it is saved and is printed at top of form
11. _ Click radio button of option of displaying form to 1. View or enter information, or 2. Modify the form’s design.
12. _ Click Finish button to complete form.

 

Changing a Form’s AutoFormat

You can change a form’s appearance by choosing a different AutoFormat for the form. As you learned when you created the Order Data form, an AutoFormat is a predefined style for a form (or report). The AutoFormats available for a form are the ones you see when you select the form’s style using the Form Wizard. To change an AutoFormat, you must switch to Design view.

REFERENCE WINDOW: CHANGING A FORM’S AUTOFORMAT

13. _ Display the form in Design view.
14. _ Click the AutoFormat button on the Form Design toolbar to open the AutoFormat dialog box.
15. _ In the Form AutoFormats list box, click the AutoFormat you want for the form, and then click the OK button

A 4.5 TUTORIAL 4: CREATING FORMS AND REPORTS

To change the AutoFormat for the Order Data form:

16. _ Click the View button for Design view on the Form View toolbar. The form is displayed in Design view. You use Design view to modify an existing form or to create a form from scratch.
17. _ Click the AutoFormat button on the Form Design toolbar. The AutoFormat dialog box opens.
18. _ Click the Options button to display the AutoFormat options. A sample of the selected AutoFormat appears to the right of the Form AutoFormats list box. The options at the bottom of the dialog box allow you to apply the selected AutoFormat or just its font, color, or border.
19. _ To select, e.g., Standard style (AutoFormat), click Standard in the Form AutoFormats list box, and then click the OK button. The AutoFormat dialog box closes, the AutoFormat is applied to the form, and the Form window in Design view becomes the active window.

A 4.6 TUTORIAL 4: CREATING FORMS AND REPORTS

20. _ Click the View button for Form view on the Form Design toolbar. The form is displayed in Form view with the new AutoFormat.
21. _ Click Save button on Form View toolbar to save the modified form.

Navigating a Form

To maintain and view data using a form, you must know how to move from field to field and from record to record. The mouse movement, selection, and placement techniques to navigate a form are the same techniques you’ve used to navigate a table datasheet and the Customer Data form you created in Tutorial 1. Also, the navigation mode and editing mode keystroke techniques are the same as those you used previously for datasheets.

To navigate through the form:

22. _ Press the Tab key to move to the CustomerNum field value, and then press the End key to move to the Paid field. Because the Paid field is a yes/no field, its value is not highlighted; instead, a dashed box appears around the field name to indicate it is the current field.
23. _ Press the Home key to move back to the OrderNum field value. The first record in the Order table still appears in the form.
24. _ Press Ctrl + End to move to the Paid field in Record 104, which is the last record in the table. The record number for the current record appears between the navigation buttons at the bottom of the form.
25. _ Click the Previous Record navigation button [<] to move to the Paid field in record 103.
26. _ Press the up-arrow key twice to move to the InvoiceAmt field value in record 103.
27. _ Position the insertion point between the numbers 2 and 6 in the InvoiceAmt field value to switch to editing mode, press the Home key to move the insertion point to the beginning of the field value, and then press the End key to move the insertion point to the end of the field value.
28. _ Click the First Record navigation button [|<] to move to the InvoiceAmt field value in the first record. The entire field value is highlighted because you have switched from editing mode to navigation mode.
29. _ Click the Next Record navigation button [>] to move to the InvoiceAmt field value in record 2, which is the next record.

A 4.7 TUTORIAL 4: CREATING FORMS AND REPORTS

Finding Data Using a Form

The Find command allows you to search the data in a form and to display only those records you want to view. You choose a field to serve as the basis for the search by making that field the current field; then you enter the value you want Access to match in the Find in field dialog box. You can use the Find command for a form or datasheet, and you can activate the command from the Edit menu or by clicking the toolbar Find button.

REFERENCE WINDOW: FINDING DATA

30. _ On a form or datasheet, click anywhere in the field value you want to search.
31. _ Click the Find button on the (Form View) toolbar to open the Find in field dialog box.
32. _ In the Find What text box, type the field value you want to find
33. _ Complete the remaining options, as necessary, to specify the type of search you want Access to perform.
34. _ Click the Find First button to have Access begin the search at the beginning of the table, or click the Find Next button to begin the search at the current record.
35. _ Click the Find Next button to continue the search for the next match.
36. _ Click the Close button to stop the search operation.

You need to find all records in the Order table for Jean’s Country Restaurant, whose customer number is 407.

1. Click the Find button (binoculars) on the Form View toolbar to ope the Find in field dialog box. Note that the title bar of the dialog box specifies the name of the field that Access will search, in this case, the CustomerNum field.
2. If the Find in field covers any part of the form, move the dialog box by dragging its title bar..

A 4.8 TUTORIAL 4: CREATING FORMS AND REPORTS

3. In the Find What text box, type 407 and then click the Find First button. Access displays record 4, which is the first record for CustomerNum 407.
4. Click the Find Next button. Access displays record 51, which is the second record for CustomerNum 407.
5. Click the Find Next button. Access displays record 88, which is the third record for CustomerNum 407.
6. Click the Find Next button. Access displays a dialog box informing you that the search is finished.
7. Click the OK button to close the dialog box.

The search value you enter can be an exact value, such as the customer number 407 you just entered, or it can include wildcard characters. A wildcard character is a place-holder you use when you know only part of a value or when you want to start or end with a specific character or match a certain pattern. Figure 4-10 shows the wildcard characters you can use when finding data.

. . .

Access prints as many form records as can fit on a printed page. If only part of a form record fits on the bottom of a page, the remainder of the record prints on the next page. Access allows you to print all pages or a range of pages. In addition, you can print the currently selected form record.

Before printing record 82, you’ll preview the form record to see how it will look when printed.

. . . . .

. . .

Maintaining data using a form is often easier that using a datasheet, because you can concentrate on al the changes required to a single record at a time. You already know how to navigate a form and find specific records. Now you’ll make the changes Barbara requested to the Order table using the Order Data form.

First, you’ll update the record for OrderNum 319.

. . . . .

You have completed the changes for order number 319. Barbara’s next update is to delete the record for order number 392. The customer who placed this order canceled it before the order was filled and processed.

1. Click anywhere in the OrderNum field value to make it the current record.
2. Click the Find button on the Form View toolbar. The Find in field dialog box opens.
3. Type 392 in the Find What text box, click the Find First button, and then click the Close button. The record for order number 392 is now the current record.

To delete the record, you first need to select the entire record by clicking anywhere in the large rectangular area surrounding the record selector.

4. Click the record selector in the top left of the form to select the entire record.

A 4.12 TUTORIAL 4: CREATING FORMS AND REPORTS

5. Click the Delete Record button [>*] on the Form View toolbar. A dialog box opens, asking you to confirm the record deletion.
6. Click the Yes button. The dialog box closes and the record for order number 392 is deleted from the table.

Barbara’s final maintenance change is to add a record fr a new order placed by Topview Restaurant.

. . .

Quick Check 4.36

1. 4.2 Describe the difference between creating a form using the AutoForm Wizard and creating a form using the Form Wizard.

The AutoForm Wizard creates a form automatically using all the fields in the selected table or query; the Form Wizard allows you to choose some or al of the fields in the selected table or query, choose fields from other tables and queries, and display fields in any order on the form.

2. 4.4 What is an AutoFormat, and how do you change one for an existing form?

An AutoFormat is a predefined style for a form (or report). To change a form’s AutoFormat, display the form in Design view, click the AutoFormat button on the Form Design toolbar, click the new AutoFormat in the Form AutoFormats list box, and then click OK.

 

A 4.13 TUTORIAL 4: CREATING FORMS AND REPORTS

3. 4.6 Which table record is displayed in a form when you press Ctrl _ End?

The last record in the table.

4. 4.7 You can use the Find command to search for data in a form or ^.

datasheet

5. 4.8 Which wildcard character matches any single alphabetic character?

the question mark (?)

6. 4.9 How many form records does Access print by default on a page?

as many form records as can fit on a printed page

7. 4.11 How do you select an entire form record?

Click the record selector in the top left of the form.

XXXXX

F77

format

v4,4

Completed

Restaurant

1.280.5(

.32i@b