281 Database Basics CHAPTER 16 ACCESS 55 44 66 The Save As dialog box appears. 5 Type a name for the form. 6 Click OK. Access lists the form among the database objects in the Navigation pane. Note: After you save a form, you can reopen it by double- clicking it in the Navigation pane. Access prompts you to save your changes. 4 Click Yes. How do I delete a form that I no longer need? To delete a form, click it in the Navigation pane. Then press Delete or click the Delete button on the Home tab. Access asks you to confirm the deletion; click Yes. Can I create a blank form? Yes. Click the Blank Form button on the Create tab to open a blank form and a field list containing all the fields from all of the tables in the database. To add a field to the form, drag it from the list onto the form. You can populate the form with as many fields as you need. 23_571941-ch16.indd 28123_571941-ch16.indd 281 4/9/10 8:15 PM4/9/10 8:15 PM 282 11 11 22 33 22 33 Switch to Layout View 1 Click the Home tab on the Ribbon. 2 Click the bottom half of the View button. 3 Click Layout View. • Access displays the form in Layout view. To return to Form view, you can click the bottom half of the View button and then click Form View. Switch to Design View 1 Click the Home tab on the Ribbon. 2 Click the bottom half of the View button. 3 Click Design View. • Access displays the form in Design view. Change Form Views You can view your form using various form views: Form view, Design view, and Layout view. Form view is the default; in this view, you can simply enter data. In Design view, each form object appears as a separate, editable element. For example, in this view, you can edit both the box that contains the data as well as the label that identifies the data. In Layout view, you can rearrange the form controls and adjust their sizes directly on the form. Access makes it easy to switch from Form view to Design view to Layout view and back. Change Form Views 23_571941-ch16.indd 28223_571941-ch16.indd 282 4/9/10 8:15 PM4/9/10 8:15 PM 283 CHAPTER 16 • Access repositions the field. 1 Open the form that you want to edit in Layout view. 2 Click the field that you want to move. 3 Click and drag the field to the new location on the form. The changes to . Move a Field in a Form You can move a field to another location on your form. You might move a field to change the order in which data is entered in a form or simply to change the appearance of the form. When you select a field for editing, the field label is also selected, making it easy to move both the field and the label at the same time. Although you can move a field in Design view or in Layout view, you might find it easier to make changes to your form in Layout view. Move a Field in a Form 22 33 11 23_571941-ch16.indd 28323_571941-ch16.indd 283 4/9/10 8:15 PM4/9/10 8:15 PM 284 22 11 33 • Access removes the field and label from the form. 1 Open the form that you want to edit in Layout view. 2 Click the field that you want to delete. 3 Press Delete or click the Delete button on the Home tab. Delete a Field in a Form You can delete a field that you no longer need in a form. When you remove a field, you need to remove both the data box and the field label. Although you can delete a field in Design view or in Layout view, you might find it easier to make changes to your form in Layout view. Note that removing a form field does not remove the field from the table upon which the form is originally based or any of the data within that field; it simply removes the field from the form. Delete a Field in a Form 23_571941-ch16.indd 28423_571941-ch16.indd 284 4/9/10 8:15 PM4/9/10 8:15 PM 285 CHAPTER 16 • Access applies the theme to all forms in the database. 1 Open a database form in Layout view. 2 Click the Design tab on the Ribbon. 3 Click the Themes button. 4 Click the theme you want to apply. Apply a Database Theme A theme is a predesigned set of color schemes, fonts, and other visual attributes. Applying a theme to an Access database is a quick way to add polish to it and make it more visually appealing. When you apply a theme to an Access database, that same theme is applied to all forms and tables in your database. Themes are shared among the Office programs; you can use the same theme in your Access database that you have applied to worksheets in Excel, documents in Word, or slides in PowerPoint. Apply a Database Theme 22 33 44 11 23_571941-ch16.indd 28523_571941-ch16.indd 285 4/9/10 8:15 PM4/9/10 8:15 PM 286 11 5533 Access moves your cursor to the next cell in the row. 3 Type the desired data in the selected cell. 4 Press . 5 Repeat Steps 3 and 4 until you have filled the entire row. 6 Press or press to move to the next row, or record. 1 In the Navigation pane, double-click the table to which you want to add a record. • Access opens the table, placing the cursor in the first cell of the first blank row. • By default, the first field in each table is an ID field, containing a unique ID number for the record. This value is set automatically. 2 Press . Add a Record to a Table You build a database by adding records to a table in the database. Any new records that you add appear at the end of the table. You add records to a table in Datasheet view. As your table grows longer, you can use the navigation buttons on your keyboard to navigate it. You can press to move from cell to cell, or you can press the keyboard arrow keys. To move backward to a previous cell, press + . After you enter a record in a database table, you can edit it if necessary. You edit records in a table in Datasheet view. Add a Record to a Table 24_571941-ch17.indd 28624_571941-ch17.indd 286 4/9/10 7:44 PM4/9/10 7:44 PM 287 CHAPTER 17 ACCESS 77 Adding, Finding, and Querying Data What is a primary key? A primary key uniquely identifies each record in a table. For many tables, the primary key is the ID field by default. The ID field, which is created automatically, stores a unique number for each record as it is entered into the database. If you want, however, you can designate another field (or even multiple fields) as a primary key. To do so, switch the table to Design view, select the field that you want to set as the primary key, and click the Primary key button on the Design tab. 7 Repeat Steps 2 to 6 to add more records to the table. Access adds your records. • You can resize a column by dragging the column border left or right. • You can use the scroll bars to view different portions of the table. Note: To edit a record in a table, open the table in Datasheet view, click in the cell whose data you want to change, double-click the data to select it, and type over the data to replace it. • Access adds the new record. • Access moves your cursor to the first cell in the next row. 24_571941-ch17.indd 28724_571941-ch17.indd 287 4/9/10 7:44 PM4/9/10 7:44 PM 288 33 22 11 • Access opens a blank form, placing the cursor in the first cell of the first field. • By default, the first field in the table associated with this form is an ID field, containing a unique ID number for the record. This value is set automatically. 4 Press . 1 In the Navigation pane, double-click the form to which you want to add a record. Note: If the form is not visible in the Navigation pane, click the along the top of the pane, choose Object Type, and locate the desired form under the Forms heading. • Access opens the form. 2 Click the Home tab. 3 Click the New button in the Records group. Add a Record to a Form You can use forms to quickly add records to your Access databases. Forms present your record fields in an easy-to-read format. You add records to a form in Form view; this view presents each field in your table as a box that you can use to enter data. After you enter a record in a form, you can edit it if necessary. (See the tip at the end of this section for more information.) For help locating a particular record in the form window in order to edit it, see the next section, “Navigate Records in a Form.” Add a Record to a Form 24_571941-ch17.indd 28824_571941-ch17.indd 288 4/9/10 7:44 PM4/9/10 7:44 PM 289 CHAPTER 17 ACCESS Adding, Finding, and Querying Data 55 77 Access moves to the next field in the form. 7 Repeat Steps 5 and 6 until you have filled the entire form. 8 Press or . Access displays another blank record, ready for data. • To close the form window, you can click the Close button ( ). Access moves your cursor to the next field in the form. 5 Type the desired data in the selected field. 6 Press . Are there other ways to insert a new record? Yes. You can click the New (Blank) Record button ( ) on the form window’s navigation bar (located along the bottom of the form) to create a new, blank record. How do I edit a record in a form? You can reopen the form, navigate to the record that you want to change, and make your edits directly to the form data. When you save your changes, Access automatically updates the data in your table. To learn how to display a particular record in a form, see the next section, “Navigate Records in a Form.” 24_571941-ch17.indd 28924_571941-ch17.indd 289 4/9/10 7:44 PM4/9/10 7:44 PM 290 11 22 1 In the Navigation pane, double-click the form whose records you want to navigate. Note: If the form is not visible in the Navigation pane, click the along the top of the pane, choose Object Type, and locate the desired form under the Forms heading. • Access displays the form. • The Current Record box indicates what record you are viewing. 2 Click Previous Record ( ) or Next Record ( ) to move back or forward by one record. • Access displays the previous or next record in the database. • Click First Record ( ) or Last Record ( ) to navigate to the first or last record in the table. • Click New (Blank) Record ( ) to start a new, blank record. Navigate Records in a Form You may find it easier to read a record using a form instead of reading it from a large table containing other records. Similarly, editing a record in a form may be easier than editing a record in a table. You can locate records you want to view or edit using the navigation bar that appears along the bottom of the form window. This navigation bar contains buttons for locating and viewing different records in your database. The navigation bar also contains a Search field for locating a specific record. (You learn how to search for a record in a form in the next section.) Navigate Records in a Form 24_571941-ch17.indd 29024_571941-ch17.indd 290 4/9/10 7:44 PM4/9/10 7:44 PM [...]... learn how to put Outlook to work for you using each of the major components to manage everyday tasks 25_571941-pp06.indd 3 08 4/9/10 7: 58 PM Chapter 18: Organizing with Outlook 310 Chapter 19: E-mailing with Outlook 3 28 25_571941-pp06.indd 309 4/9/10 7: 58 PM View Outlook Components You can use Outlook to manage everyday tasks Outlook works much like a personal organizer,... button The New Formatting Rule dialog box opens 6 Set the criteria you want to use 5 to apply conditional formatting 7 Specify how values that meet 6 your criteria should be formatted 8 Click OK 2 98 24_571941-ch17.indd 2 98 7 8 4/9/10 7:44 PM ACCESS Adding, Finding, and Querying Data • CHAPTER 17 Access creates a rule based on the criteria you set 9 Click OK 9 • Access applies the conditional formatting... 6 Click the Tables/Queries and choose the table containing the fields on which you want to base the query 6 7 8 7 In the Available Fields list, click a field that you want to include in the query 8 Click the Add button ( • ) The field is added to the Selected Fields list 9 Repeat Steps 7 and 8 to add more fields to your query You can repeat Step 6 to choose another table from which to add fields Note:... Report Wizard opens 4 Click the Tables/Queries 5 and choose a table you want to include in the report 7 8 5 Under Available Fields, click a field that you want to include in the report 6 Click the Add button ( • 0 9 ) The field is added to the Selected Fields list 7 Repeat Steps 5 and 6 to add ! more fields 8 Click Next 9 Click the field you want to use to group the data 0 Click the Add button ( • ) A preview... Home tab on the 1 Ribbon 3 Click the Advanced button 4 Click Filter By Form • 5 8 A blank form appears Click in the field by which you want to filter 6 Click the that appears and choose a criterion 7 Repeat Steps 5 and 6 to add more criteria to the filter 5 6 • You can set OR criteria using the tabs at the bottom of the form 8 Click the Toggle Filter button Access filters the records To remove the filter,... can use the To-Do Bar to see your daily items at a glance 1 Outlook displays the Calendar component 2 Click the Contacts button in the Navigation pane 2 310 26_571941-ch 18. indd 310 4/9/10 7:57 PM OUTLOOK Organizing with Outlook CHAPTER 18 Outlook displays the Contacts component 3 Click the Tasks button in the Navigation pane 3 Outlook displays the Tasks component How I change what component opens by default... set an end time for the appointment • 312 4 5 6 If you did not select the correct time slot in Step 3, you can and click the Start time click a start time 26_571941-ch 18. indd 312 4/9/10 7:57 PM OUTLOOK Organizing with Outlook CHAPTER 18 Outlook automatically sets a reminder for the appointment 7 • • You can click the to change the reminder setting You can type any notes about the appointment here 7... recurrence pattern • You can also set a range of the recurrence if the appointments will continue for only a set number of weeks or months 2 3 Click OK 3 314 26_571941-ch 18. indd 314 4/9/10 7:57 PM OUTLOOK Organizing with Outlook 4 • CHAPTER 18 Outlook marks the appointment as a recurring appointment 4 Click the Save & Close button Outlook displays the appointment in the Calendar • Is there an easy way to... that you selected Setting OR criteria enables you to display records that match one set of criteria or another For example, you might set up your filter to display only those records with the value 46 989 in the ZIP field OR the value 46555 in the ZIP field 297 24_571941-ch17.indd 297 4/9/10 7:44 PM Apply Conditional Formatting You can use Access’s Conditional Formatting tool to apply certain formatting... color categories to your appointments; this helps you keep them organized in your calendar For example, you might categorize all work appointments as blue and all non-work appointments as red 26_571941-ch 18. indd 313 How do I delete an appointment from the Calendar? To remove an appointment, right-click the appointment in the Calendar and click Delete You can also click the appointment to select it and press . within that field; it simply removes the field from the form. Delete a Field in a Form 23_571941-ch16.indd 284 23_571941-ch16.indd 284 4/9/10 8: 15 PM4/9/10 8: 15 PM 285 CHAPTER 16 • Access. view to Layout view and back. Change Form Views 23_571941-ch16.indd 282 23_571941-ch16.indd 282 4/9/10 8: 15 PM4/9/10 8: 15 PM 283 CHAPTER 16 • Access repositions the field. 1 Open the form that. Layout view. Move a Field in a Form 22 33 11 23_571941-ch16.indd 283 23_571941-ch16.indd 283 4/9/10 8: 15 PM4/9/10 8: 15 PM 284 22 11 33 • Access removes the field and label from the form. 1