Lab 2

McGraw-Hill/Irwin

The O’Leary Series

© 2002 The McGraw-Hill Companies, Inc. All rights reserved.

Microsoft Access 2002

Lab 2

Modifying a Table and Creating a Form



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ObjectivesObjectives

1. Navigate a large table.2. Change field format properties.3. Set default field values.4. Insert a field.5. Add validity checks.6. Hide and redisplay fields.7. Find and replace data.8. Use Undo.9. Sort records.10. Create and enter records into a form.

Linda Mehlinger

12 objectives on a slide



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ConceptsConcepts

1. Format Property - Use the Format property to create custom formats that change the way numbers, dates, times, and text display and print.

2. Default Value Property - The Default Value property is used to specify a value to be automatically entered in a field when a new record is created.

3. Validity Check - Access automatically performs certain checks, called validity checks, on values entered in a field to make sure that the values are valid for the field type.



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ConceptsConcepts

4. Find and Replace - The Find and Replace feature helps you quickly find specific information and automatically replace it with new information.

5. Sort - You can quickly rearrange a table’s records by sorting the table data in a different order.

6. Form - A form is a database object used primarily to display records onscreen to make it easier to enter new records and to make changes to existing records.



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OutlineOutline

• Navigating a Large Table• Customizing and Inserting Fields

– Setting Display Formats

– Setting Default Values

– Inserting a Field

– Adding Validity Checks

• Hiding and Redisplaying Fields– Hiding Fields

– Redisplaying Hidden Fields



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OutlineOutline

• Finding and Replacing Data– Finding Data

– Using Undo

– Replacing Data

• Sorting Records– Sorting on a Single Field

– Sorting on Multiple Fields



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OutlineOutline

• Creating And Using Forms– Using the Form Wizard

– Navigating in Form View

– Adding Records in a Form

– Previewing and Printing a Form

– Closing and Saving a Form

• Lab Review



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Keys Effect

[Page Down] Down one page

[Page Up] Up one page

[Ctrl] + [Page Up] Left one window

[Ctrl] + [Page Down] Right one window

[End] Last field in record

[Home] First field in record

[Ctrl] + [End] Last field of last record

[Ctrl] + [Home] First field of first record

[Ctrl] + [up arrow] Current field of first record

[Ctrl] + [down arrow] Current field of last record

NAVIGATING A LARGE TABLENAVIGATING A LARGE TABLEUsing the Keyboard



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Button Effect

First record, same field

Previous record, same field

Next record, same field

Last record, same field

New (blank) record

NAVIGATING A LARGE TABLENAVIGATING A LARGE TABLEUsing the Navigation Buttons



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CUSTOMIZING AND INSERTING FIELDSCUSTOMIZING AND INSERTING FIELDS

• Add and delete fields• Add restrictions on data• Define how data will be displayed



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Concept 1: FORMAT PROPERTYConcept 1: FORMAT PROPERTY



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Symbol Meaning Example

@ Required text character or space

@@@-@@-@@@@

123456789 as 123-45-6789

> Forces to uppercase smith as SMITH

< Forces to lowercase SMITH as smith

& Optional text character

@@-@@&

12345 as 12-345

PREDEFINED FORMATSPREDEFINED FORMATSText and Memo Data TypesText and Memo Data Types



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Concept 2: DEFAULT VALUE PROPERTYConcept 2: DEFAULT VALUE PROPERTY



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WORKING WITH FIELDSWORKING WITH FIELDS

• What if you forget to include a field? Can insert one at a later time• But I don't want the field to be at the end! Can insert a new blank row where you want



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Validation check• Automatic checks

on dataValidation rules

• Expression that defines acceptable data

Validation text • Message that

appears if invalid data is entered

Concept 3: VALIDITY CHECKConcept 3: VALIDITY CHECK



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VALIDITY CHECKVALIDITY CHECK

Operator Meaning

= Equal to

<> Not equal to

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

• Values• Operator• Comparison operators



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Expression Result

=[Sales Amount] + [Sales Tax] Sums value in two fields

=“M” OR “F” Includes M or F entries only

>=#1/1/95# AND <=#12/31/95# Greater than or equal to 1/1/95 and

less than or equal to 12/31/95

=“Tennis Rackets” Includes the entry Tennis Rackets only

Entered in the Validation Rule field of the field's property.

VALIDITY CHECKSVALIDITY CHECKSIdentifiers and Expressions



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HIDING AND REDISPLAYING FIELDSHIDING AND REDISPLAYING FIELDS

• Hide fields to see more on screen– Choose Format/Hide

• Redisplay hidden fields – Choose Format/Unhide



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• Quickly find specific information• Automatically replace with new information• Find Command

– Locates all specified values in a field• Replace Command

– Finds a value and replaces it another

Concept 4: FIND AND REPLACEConcept 4: FIND AND REPLACE



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Option Effect

Look in Searches current field or entire table

Match Locates matches

Search Specifies the direction table will be searched

Match case Case-sensitive search

Search fields as formatted

Finds data based on its display format

FIND AND REPLACEFIND AND REPLACEDialog Box Options



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• Sort• Sorting on a single field• Sorting on multiple fields

Concept 5: SORTConcept 5: SORT



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SORTINGSORTING



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MODIFYING THE DATASHEET MODIFYING THE DATASHEET

• Formatting the datasheet

• Changing background and gridline color

• Changing the font color



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CREATING AND USING FORMSCREATING AND USING FORMS

• What is a form? Database object used to display records onscreen• Why use a form? Easier to enter new records and make changes to

existing ones



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• Based on underlying tables• Include design control elements

– Descriptive text– Titles– Labels– Lines– Boxes– Pictures

• Can use calculations

Concept 5: FORMConcept 5: FORM



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CREATING A FORMCREATING A FORM

• Use Design View• Use the Form Wizard

– Tab order– Form layout– Form style– Form title



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BASIC FORM LAYOUTSBASIC FORM LAYOUTS

Form Layout Style Description

Columnar Presents data in columns

Tabular Table layout

Datasheet Selected data in rows and columns

Justified Presents data in rows



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MORE ON FORMSMORE ON FORMS

• Navigating in Form View• Adding records in a form• Previewing and printing a form

– Access prints out all records in the table in Form View

– Select only the record you want printed• Edit/Select Record• Print selected record



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• Character string – A group of characters.• Comparison operator – Symbol that you to make

comparisons between values.• Expression - Description of acceptable values in a

validity check, which can contain any combination of the following elements: operators, identifiers, and values.

• Form - A database object used primarily for data entry and making changes to existing records.

Key TermsKey Terms



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• Format – To enhance the appearance of an object.• Identifier - A part of an expression that refers to

the value of a field, control, or property. • Operator- A symbol or word used to make a

comparison.• Sort - A temporary record order in the Datasheet

that reorders records in a table. • Tab order - The order in which Access moves

through a form or table when the Tab key is pressed.

Key TermsKey Terms



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Key TermsKey Terms

• Validation rule – A restriction placed on entering text.

• Validation text - Text that is displayed when a validation rule is violated.

• Validity check - Process of checking to see whether data meets certain criteria.

• Value - A part of an expression that is a number, date, or character.



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Discussion QuestionsDiscussion Questions

1. Discuss several different format properties and how they are used in a database.

2. Discuss the different types of form layouts and why you would use one layout type over another.

3. Discuss how validity checks work. What are some advantages of adding validity checks to a field? Include several examples.

4. Discuss the different ways records can be sorted. What are some advantages of sorting records?



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Frequently Asked QuestionsFrequently Asked Questions

• I typed the name data in lower case in my table and now I would like the name to be in upper case. Is there an easy way to do this?

• How do I make sure a certain value is entered in a field?

• My table is large and I can't see all the fields on the screen. Any suggestions?

• How does the Undo command work in Access?



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Frequently Asked QuestionsFrequently Asked Questions

• How can I sort on more than one field?• How can I enhance the appearance of my

datasheet?• What is a form and how do I use it?• Are forms required?



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Web LinksWeb Links

• Microsoft Access Tutorials – Creating Basic Forms– http://mis.bus.sfu.ca/tutorials/MSAccess

/tutorials.html• Access Tutorial – Introduction to Forms

– http://www.functionx.com/access/lesson8.htm• Access 97/2000 – Forms

– http://www1.harlingen.isd.tenet.edu/images/helppdf/dwa19.pdf



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Web LinksWeb Links

• Microsoft Access Forms; Tek-Tips– http://www.tek-tips.com/gthreadminder.cfm

/lev2/4/lev3/27/pid/702• Filtering Data with Access Forms

– http://www.sqlmag.com/Articles/Index.cfm?ArticleID=9037

• Gaining Access – What is a Form?– http://www.psu.edu/dept/cac/ets

/projects/modules/ga/form_index.html



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Web LinksWeb Links

• Practical Advanced Microsoft Access Forms and macros – http://www.cse.bris.ac.uk/~ccmjs/accform.htm

• Creating and Using Access Forms– http://s9000.furman.edu

/DD/labs/Access/access_3.htm

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Lab 2

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