Access 2003 In Pictures by Tony Fowlie www.inpics.net Access 2003 In Pictures Copyright This book is provided under a Creative Commons license at: creativecommons.org/licenses/by-nc-nd/2.5/ You are free to download, copy, and share this electronic book with others. However, it is illegal to sell this book, or change it in any way. If you’d like to sell or change it, just contact us at contact@inpics.net. Trademarks and Disclaimer Visibooks™ is a trademark of Visibooks, LLC. All brand and product names in this book are trademarks or registered trademarks of their respective companies. Visibooks™ makes every effort to ensure that the information in this book is accurate. However, Visibooks™ makes no warranty, expressed or implied, with respect to the accuracy, quality, reliability, or freedom from error of this document or the products described in it. 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ISBN 1597061018 TABLE OF CONTENTS i Table of Contents Database Basics . 1 Create a new database 2 Create tables 13 Create records 21 Create forms .28 Create queries 40 Create reports 47 Working with Tables . 59 Modify tables 60 Create new tables .78 Specify data types 82 Specify field properties .97 Edit records 100 Find records .104 Sort and filter records 109 Create table relationships .115 TABLE OF CONTENTS ii Working with Forms 123 Modify forms 124 Add/delete records 138 Edit records 142 Find records . 145 Filter records 148 Working with Queries 151 Create queries 152 Sort results . 159 Add criteria . 162 Employ Boolean operators . 165 Find duplicate records 171 Create Update queries . 179 Create Delete queries 187 Working with Reports 195 Format reports . 196 Create mailing labels . 213 DATABASE BASICS 1 Database Basics In this section, you’ll learn how to: • Create a new database • Create tables • Create records • Create forms • Create queries • Create reports DATABASE BASICS 2 Create a new database 1. Start Microsoft Access 2003. Your screen should look like this: DATABASE BASICS 3 2. In the Getting Started pane, click Create a new file. DATABASE BASICS 4 3. When the New File pane appears, click Blank Database. DATABASE BASICS 5 4. When the File New Database window appears, create a new folder in the My Documents folder called Practice Access Files. Tip: To create a new folder, double-click the My Documents folder so it appears in the Save in drop-down list. Then click the icon. DATABASE BASICS 6 5. Double-click the Practice Access Files folder. It should appear in the Save in box. [...]... database elements Elements of databases A database stores information in an organized way, and makes it easy to get information in and out Tables store data within the database Forms make it easy to put data into tables Queries pull out specific data Reports put data in an easily-read format Form Query Table Table Report DATABASE BASICS 9 1 2 10 In the Objects list, click Tables Click Queries DATABASE... DATABASE BASICS 19 9 When the alert window that reads There is no primary key defined appears, click the button Access will insert an ID field—the Key field in the table: The key field 10 When the alert window popped up, and you clicked the Yes button, Access added the ID field to the table The ID field is now the table’s primary key, or key field That means it can’t contain any duplicates Every table should...6 In the File name box, type: Friends.mdb Tip: The file extension for Access databases is mdb Just like Word files are something.doc, and Web pages are somethingelse.html, Access databases are database.mdb MDB stands for “Microsoft DataBase.” DATABASE BASICS 7 7 Click the button The window for the Friends database should open: 8 DATABASE BASICS... the alert window appears, click the 4 Right-click the Field7 column header button When the menu appears, click Delete Column When the alert window appears, click the 5 Delete the Field8, Field9, and Field10 columns the same way The table should now look like this: 18 button DATABASE BASICS 6 On the Menu Bar, click File, then Save 7 When the Save As window appears, type: Friends of Mine in the Table... Tip: Notice how the cursor in the row selector has moved down to the second (new) record When you move on to a new record, Access automatically saves the previous record 22 DATABASE BASICS Add new fields 1 Right-click the Zip column heading 2 When the menu appears, click Insert Column The table should now look like this, with a new blank field: 3 Double-click the column heading and type: State 4 Press... example, if a hospital keeps a database, each patient can have a unique ID number in the key field That way, if it has more than one patient named John Baker, it can easily distinguish John Baker, ID #326 in for a checkup, from John Baker, ID #298 who needs his gall bladder removed 20 DATABASE BASICS Create records 1 Click in the box under the First Name column header 2 Type: Elvis 3 Press the TAB key... Press the ENTER key DATABASE BASICS 23 5 Click inside the new State field for the first record 6 Type: MD 7 Press TAB until the cursor moves down to a new record Record number 1 is saved and complete 24 DATABASE BASICS Move fields 1 Click the Phone Number column heading The entire column should be selected 2 Place the cursor on the Phone Number column heading Then drag the column so the cursor rests... thick black line between the two columns, release the mouse button The Phone Number column should now rest between the Last Name and City columns: DATABASE BASICS 25 4 On the Menu Bar, click File, then Close 5 When prompted to save the changes to the table layout, click the button 26 DATABASE BASICS The Friends database window should now look like this: DATABASE BASICS 27 Create forms 1 2 28 In the Objects... click Tables Click Queries DATABASE BASICS 3 Click Forms 4 Click Reports DATABASE BASICS 11 5 Click Tables 6 Click the button The Friends database window should expand to fill the screen: 12 DATABASE BASICS Create tables 1 Double-click Create table by entering data A blank table should open: DATABASE BASICS 13 Name fields 1 Double-click the Field 1 column header 2 Type: First Name 3 Press the ENTER key... 26 DATABASE BASICS The Friends database window should now look like this: DATABASE BASICS 27 Create forms 1 2 28 In the Objects list, click Forms Double-click Create form by using wizard DATABASE BASICS 3 When the Form Wizard window appears, click the button DATABASE BASICS 29 All the table fields should be added to the form: 4 30 Click the DATABASE BASICS button 5 When the next screen appears, leave . Access 2003 In Pictures by Tony Fowlie www.inpics.net Access 2003 In Pictures Copyright This book is provided. liability for any direct, indirect, consequential, incidental, exemplary, or special damages resulting from the use of the information in this document or from