You are previewing Absolute Beginner’s Guide to Microsoft® Office Access 2003.
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Absolute Beginner’s Guide to Microsoft® Office Access 2003

Book Description

Microsoft Access 11 is a powerful, relational database software package that makes it easier for you to create and manage complex databases. With Access, you can create a database quickly from scratch or by using and Access database Wizard. Once you¿ve created your database, Access provides all the tools you need to enter and manipulate data. Using Access, you can do the following:

  • Quickly start a new database by using the Database Wizard.

  • Create tables from scratch or by using a Wizard.

  • Add and edit database information by using both tables and forms.

  • Manipulate data in a number of tables by using queries and reports.

Table of Contents

  1. Copyright
    1. Dedication
  2. About the Author
  3. Acknowledgments
  4. We Want to Hear from You!
  5. Introduction
    1. Some Key Terms
    2. Some Things to Keep in Mind
    3. The Basic Structure of This Book
    4. Conventions Used in This Book
    5. Contacting the Authors
  6. I. Getting to Know Access
    1. 1. Welcome to Databases
      1. What Can You Do with a Database?
      2. Why Not Just Use Excel?
      3. A Sample Database: Northwind Traders
    2. 2. Take a Quick Tour of Access
      1. Launching Access
      2. Opening a Database
        1. Beginning with a Blank File
        2. Basing a New Database on an Existing Database
        3. Renaming an Access Database
        4. Using a Template
      3. Opening an Existing File
      4. Converting
        1. Opening Databases from Earlier Versions
      5. Exploring the Access User Interface
        1. The Database Toolbar
        2. The Menu Bar
          1. The Personal Touch—Understanding IntelliMenus
        3. Disabling the Task Pane
      6. Making a Grand Exit
    3. 3. Exploring the Database Window
      1. What’s in the Database Window?
        1. Tables
        2. Queries
        3. Forms
        4. Reports
        5. Pages
        6. Macros
        7. Modules
      2. Organizing Database Objects
        1. Using Groups
        2. Using Desktop Shortcuts
  7. II. Building and Using a Database
    1. 4. Planning a Database
      1. The Goal
      2. Determining the Database’s Purpose
      3. The Discovery Process—Finding the Data
        1. Creating a Paper Trail
        2. The First Data List
        3. Identifying Tables
        4. Applying Rule One
        5. Applying Rule Two
        6. Applying Rule Three
      4. Identifying Possible Forms
      5. Planning Possible Reports
    2. 5. Building Your First Tables
      1. What’s in a Table?
        1. Fields
        2. Records
        3. Primary Key
      2. How to Create a Simple Table
        1. Entering Data to Create Your Table
        2. Using the Table Wizard
        3. Working in Design View
        4. Modifying an Existing Table
        5. Adding a Smart Tag
      3. Working with Data in Your Tables
        1. Using Datasheets
        2. Datasheet Navigation Tips
      4. How to Find Information
        1. Sorting in a Datasheet
        2. Using Filter by Selection
        3. Using the Find Dialog Box
    3. 6. Tapping the Power of Relationships
      1. Using the Lookup Wizard
        1. Deleting a Lookup Field
      2. Using the Table Analyzer to Create Relationships
      3. Using the Relationships Window
        1. The Many Sides to Relationships
        2. Modifying a Relationship
        3. Using Referential Integrity
      4. Subdatasheets—A Product of Relationships
    4. 7. Retrieving Data with Queries
      1. How to Create Simple Queries
        1. Using the Simple Query Wizard
        2. Building a Query on a Query
        3. Using More Than One Table
        4. Working with the Query Datasheet
      2. Using Query Design View
        1. Adding Tables and Queries
        2. Adding Fields
        3. Sorting the Results
        4. Filtering the Results
        5. Adding a Second Table
  8. III. Putting a Friendly Face on Your Data
    1. 8. Creating and Using Data Entry Forms
      1. Creating Simple Forms
        1. The Wizard Way
        2. The AutoForm Wizard
        3. About Subforms
        4. The Form Wizard
        5. Creating a Form in Design View
        6. Quick Error Detection with Error-Checking
      2. Entering Data Through Forms
        1. Navigating Fields and Records
        2. Adding and Deleting Records
      3. Finding Information with Forms
        1. Sorting Records in a Form
        2. Using Filter by Selection
        3. Using Filter by Form
        4. Using the Find Dialog Box
    2. 9. Printing Information with Reports
      1. Building Reports
        1. Why Not Just Print Forms?
        2. Creating Simple Reports
        3. Building an AutoReport
        4. Using the Report Wizard
          1. Using the Report Wizard with a Table
          2. Using the Report Wizard with a Query
          3. Using the Report Wizard with More Than One Table
        5. A Peek at Report Design View
      2. Using Reports
        1. Working with Print Preview View
        2. Printing a Report
    3. 10. Take Your Data to the Web with Pages
      1. A Quick Overview of the Page Object
        1. Comparing Forms, Reports, and Pages
      2. Creating Simple Pages
        1. Running the AutoPage Wizard
        2. Using the Page Wizard
        3. Saving a Form or Report As a Page
        4. A Peek at Page Design View
      3. Using Pages
        1. Browsing Pages in Internet Explorer
      4. How You’ll Use Pages
  9. IV. Making Access Work Your Way
    1. 11. Customizing Your Tables
      1. Using Data Types Wisely
      2. Setting Field Properties
        1. Text Field Properties
        2. Memo Field Properties
        3. Number Field Properties
        4. Date/Time Field Properties
        5. Currency Field Properties
        6. AutoNumber Field Properties
        7. Yes/No Field Properties
        8. OLE Object Field Properties
        9. Hyperlink Field Properties
      3. Working with Indexes
    2. 12. Getting Down to Business with Queries
      1. Running the Query Wizards
        1. The Find Duplicates Query Wizard
        2. The Find Unmatched Query Wizard
        3. The Crosstab Query Wizard
        4. Building the Query
      2. Working in Query Design View
        1. About Action Queries
        2. Modifying Data Using an Update Query
        3. Deleting Data Using a Delete Query
        4. Interact with Your Query by Adding a Parameter
        5. Summarizing Results Using a Totals View
    3. 13. Customizing Forms
      1. Setting Form Properties
        1. Using AutoFormat
        2. Using the Properties Window
      2. Using the Field List
      3. Using the Toolbox
        1. Labels
        2. Text Boxes
        3. Check Boxes
        4. List Boxes and Combo Boxes
        5. Command Buttons
      4. Working with Sections and Subforms
        1. Form Sections
        2. Subforms
      5. Object Dependencies
    4. 14. Dressing Up Your Reports
      1. Formatting Reports
        1. Using AutoFormat
          1. Customizing AutoFormat
        2. Using the Properties Window
      2. Specialized Wizards
        1. Creating Label Reports
        2. Displaying Charts in a Report
  10. V. Letting Access Do Your Work for You
    1. 15. Automating Your Database
      1. Using the Switchboard Wizard
        1. Building Your First Switchboard
        2. Editing a Switchboard
        3. Adding a Second Switchboard
        4. Customizing the Switchboard Form
      2. Setting Startup Options
      3. Writing Macros
        1. Building a Macro
        2. Building Macros with Drag and Drop
        3. Creating Buttons from Macros
    2. 16. Sharing Data
      1. Exporting Data to Excel
      2. Using Excel Data in Access
        1. Importing Excel Data into an Access Table
        2. Linking to Excel Data
      3. Copying Linked Data
      4. Exporting Access Data to a Text File
      5. Importing Text Files into Access
      6. Publishing to Word
      7. Merging Access Data with Word Documents
      8. Sending Access Objects in Email
        1. Sharing Reports
      9. More Compatible Formats
    3. 17. Using Common Office Features
      1. The Helpful Assistant—Not!
        1. Controlling Clippit
        2. Changing Assistants
        3. Firing the Assistant
      2. Running SpellCheck
        1. Using SpellCheck
      3. About AutoCorrect
        1. Altering AutoCorrect to Fit Your Circumstances
        2. Adding to AutoCorrect While Correcting Your Spelling
      4. Getting Help When You Need It
        1. Finding Help Online
      5. Customizing Access Toolbars