Microsoft access 2013 step by step pdf download free download

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

EPUB The open industry format known for its reflowable content and usability on supported mobile devices. PDF The popular standard, which reproduces the look and layout of the printed page. This eBook requires no passwords or activation to read. We customize your eBook by discreetly watermarking it with your name, making it uniquely yours.

About eBook formats. Experience learning made easy—and quickly teach yourself how to build your own database with Access With Step by Step, you set the pace—building and practicing the skills you need, just when you them!

You can change the font size of the topic by clicking the Use Large Text button on the toolbar to the left of the Search Help box. TIP When section links appear at the beginning of an article, you can click a link to move directly to that section of the article.

You can click the Top Of Page link at the end of an article to return to the beginning. Working in the Access user interface 23 Understanding database concepts Simple databases store information in only one table. These simple databases are often called flat file databases, or just flat databases. More complex database programs, such as Access, store information in multiple related tables, thereby creating what are referred to as relational databases.

If the information in a relational database is organized correctly, you can treat these multiple tables as a single storage area and pull information electronically from different tables in whatever order meets your needs.

Tables are one of the types of database objects you work with in Access. Other types include forms, queries, reports, macros, and modules. Of these object types, only tables are used to store information.

The others are used to enter, manage, manipulate, analyze, retrieve, or display the information stored in tables — in other words, to make the information as acces- sible and therefore as useful as possible. In its most basic form, a database is the electronic equivalent of an organized list of infor- mation. Typically, this information has a common subject or purpose, such as the list of em- ployees shown in the following table.

If a database did nothing more than store information in a table, it would be no more use- ful than a paper list. But because the database stores information in an electronic format, you can manipulate the information in powerful ways to extend its usefulness. For example, suppose you want to find someone’s phone number. You can look up this information in a phone book, because its information is organized for this purpose.

How- ever, if you want to find the phone number of your grandmother’s neighbor, a printed phone book won’t do you much good, because it isn’t organized in a way that makes that information easy to find. The real power of a database isn’t in its ability to store information; it is in your ability to quickly retrieve exactly the information you want from the database. Understanding database concepts 25 Enabling macros and other active content Some databases contain macros and other active content that can run code on your computer.

In most cases, the code is there to perform a database-related task, but hackers can also use macros to spread a virus to your computer.

When you open a database that is not stored in a trusted location or signed by a trusted publisher, Access displays a security warning below the ribbon. Click for more detajls. Enable Content All Access This option is available only if the publisher’s digital signature is attached to the database. Access will then automatically enable macro content in any database that is also signed by that publisher. Access automatically enables macro content in any database saved in that location.

To add the publisher of a digitally signed database to the Trusted Publishers list: 1 In the security warning bar, click Some active content has been disabled. To add the location of a database to the Trusted Locations list: 1 Disnlav the Barkstane view and then rlirk Ontions Z in ine ieir pane ot ine Access upuons uiaiog dox, ciick irusi center, ana inen cmck irust center settings. Understanding database concepts 27 ploring tables Tables are the core database objects.

Their purpose is to store information. The purpose of every other database object is to interact in some manner with one or more tables. An Access database can contain thousands of tables, and the number of records each table can contain is limited more by the storage space available than by anything else. Every Access object has two or more views. For tables, the two most common views are Datasheet view, in which you can display and modify the table’s data, and Design view, in which you can display and modify the table’s structure.

To open a table in Datasheet view, either double-click its name in the Navigation pane, or right-click its name and then click Open. To open a table in Design view, right-click its name and then click Design View. When a table is open in Datasheet view, clicking the View button in the Views group on the Home tab switches to Design view; when it is open in Design view, clicking the button switches to Datasheet view.

You can also switch the view by clicking one of the buttons on the View Shortcuts toolbar in the lower-right corner of the program window. Chapter 1 Explore Microsoft Access If two tables have one or more field names in common, you can embed the datasheet from one table in another.

By using an embedded datasheet, called a subdatasheet, you can dis- play the information in more than one table at the same time.

For example, you might want to embed an Orders datasheet in a Customers table so that the orders each customer has placed are visible in the context of the customer record. In this exercise, you’ll open existing database tables and explore the table structure in two views. For practice purposes, you might have saved this database with a different name. Open the database, ensure that tables are listed in the Navigation pane, and then follow the steps.

The record navigation bar shows that the selected record is 1 of TIP To make the graphics in this book readable, from now on we will often work in a program window that is smaller than full screen with the Navigation pane closed.

More fields and records might be visible in your tables than those shown in our screen shots. Exploring tables 29 Let’s adjust the width of a couple of columns to accommodate their longest entries. TIP You can also resize a table column by pointing to the border and dragging it to the left or right.

Now let’s open a second table. Notice that the Products table is still open and available if you need it. TIP From now on, open the Navigation pane whenever you need to work with a dif- ferent object, but feel free to close it if you want to display more of the data. For information about relationships, see “Defining relationships between tables” in Chapter 2, “Create databases and simple tables. Click the Close button at the right end of the page tab bar not the Close button in the upper-right corner of the program window to close the Categories table.

Close the Products table, and when Access asks whether you want to save your changes to this table, click Yes. TIP In steps 3 and 4, you changed the look of the table by changing the widths of columns. If you want those changes to be in effect the next time you open the table, you must save them.

Next let’s use a table containing order-fulfillment information to practice moving among records. In the Navigation pane, double-click the Orders table. On the record navigation bar, click the Next record button several times to move the selection down the active OrderlD field.

Press the Page Up or Page Down key to move one screen at a time. Finally, let’s view the structure of the open table. Notice that the Design tool tab now appears on the ribbon. Press F1 for help on field names. Design view. Datasheet view displays the data stored in the table, whereas Design view displays the underlying table structure. Keep the GardenCompanyOl database open for use in later exercises.

Working directly with tables in a database you have created might be quite simple for you, but it might be overwhelming for people who don’t know much about databases in general or about this database in particular. To make it easier to enter, display, and print information, you can design forms.

A form acts as a friendly interface for a table. Through a form, you can display and edit the records of the underlying table, or create new records. Most forms provide an interface to only one table. However, by embedding subforms within a main form, you can use one form to interact with multiple tables that are related through one or more common fields.

Forms are essentially collections of controls that either accept information or display infor- mation. You can create forms by using a wizard, or you can create them from scratch by manually selecting and placing the controls. Access provides the types of controls that are standard in Windows dialog boxes, such as labels, text boxes, option buttons, and check boxes. With a little ingenuity, you can create forms that look and work much like the dialog boxes in all Windows programs.

As with tables, you can display forms in several views. If necessary, open the database, and then follow the steps. Click the arrow adjacent to the Supplier box to display a list of all the company’s suppliers. This is an example of a list box control. Now let’s open a form that indudes a main form and a subform. In the Navigation pane, double-click Categories to open that form on its own tabbed page. Notice that the main form displays information from the Categories table, and the subform, which looks like a datasheet, displays information from the Products table for the current record.

Exploring forms 5 On the main form’s record navigation bar, click the Next Record button a few times to display the next few records. Notice that the subform changes with each click to display the products in each category. Next let’s display a form containing customer information in various views. Notice that three tool tabs Design, Arrange, and Format appear on the ribbon.

Switch between Form view, Layout view, and Design view, noticing the similarities and differences. Finally, let’s take a look at the controls available for designing forms. Either method displays a menu containing the Controls gallery. Exploring queries You can locate specific information stored in a table, or in multiple tables, by creating a query that specifies the criteria you want to match.

They can also be quite complex — for example, you might want to locate all out- of-state customers who have purchased gloves within the last three months. For the first example, you might be able to sort and filter the data in the Products table fairly quickly to come up with a list.

For the second example, sorting and filtering would be very tedious. It would be far simpler to create a query that extracts all records in the Customers table whose billing addresses are not in your state and whose customer IDs map to records that appear in the Orders table within the last three months and whose item IDs map to records classified as gloves in the Products table.

The most common type is the select query, which extracts matching records from one or more tables. Less common are queries that perform specific types of actions. Processing a query, commonly referred to as running a query or querying the database, displays a datasheet containing only the records that match your search criteria.

You can use the query results as the basis for further analysis, create other database objects such as reports from the results, or export the results in another format, such as an Excel spreadsheet. If you create a query that you are likely to want to run more than once, you can save it. It then becomes part of the database and appears in the list when you display the Queries group in the Navigation pane. To run the query at any time, you simply double-click it in the Navigation pane.

Each time you run the query, Access evaluates the records in the spec- ified table or tables and displays in Datasheet view the current subset of records that match the criteria defined in the query. To set up a query, you work in Design view. Each box represents one table.

In a query that works with more than one table, lines between the boxes indicate that before the query was created, relation- ships were established between the tables based on common fields. The relationships enable the query to draw information from the tables. Each column of the grid refers to one field from one of the tables in the top pane.

Each row defines a different aspect of the query. Don’t worry if this all sounds a bit complicated at the moment. When you approach queries logically, they soon begin to make perfect sense. In the Navigation pane, right-click the Delete Discontinued Products query, and then click Object Properties to display the properties of the query, including a description of its purpose.

Let’s run a query. Right-click the Products By Category query, and then click Open to run the query and display its results in a datasheet. If necessary, close the Navigation pane so that you can see all the results. The Products table contains records. To find out why 18 of the records are miss- ing in the query results, let’s look at this query in Design view. Exploring queries 41 The two boxes in the top pane of the Query Designer list the fields in the Categories and Products tables.

The line between the boxes indicates a relationship based on their common CategorylD field. The design grid in the bottom pane defines a query that matches information from both tables. As an experiment, let’s make a small change to the query design. Then on the Design tool tab, in the Results group, click the Run button to find all the records that have been discontinued.

J 1 Products By Category. Bonsai mixed garden 1 ea. TIP You can also run a query by switching to Datasheet view. When a message asks whether you want to save your changes to the query, click No. Chapter 1 Explore Microsoft Access ploring reports You can display the information recorded in your tables in nicely formatted, easily accessible reports, either on your computer screen or on paper. A report can include items of informa- tion selected from multiple tables and queries, values calculated from information in the database, and formatting elements such as headers, footers, titles, and headings.

You’ll also examine another report in Design view. Exploring reports 43 TIP Access provides a wizard that can help you create a mailing label report. You can also create labels like these by using the Customers table as a data source for the Microsoft Word mail merge tool.

Move the pointer over the report, where it changes to a magnifying glass. Garden Company? Tejani Oak St. You can also adjust the zoom per- centage by clicking the Zoom In or Zoom Out button the plus or minus sign at the ends of the Zoom slider or by dragging the Zoom slider. To set a specific zoom per- centage, click the Zoom arrow in the Zoom group on the Print Preview tab and then click the percentage you want.

Now let’s look at another report. This report generates several pages of information by combining data from the Categories table and the Products table. On the page navigation bar in the lower-left corner of the page, click the Last Page button to move to the end of the report.

Click the Previous Page button a few times to view a few more pages of the report. Let’s look at the structure of this report in Design view.

On the View Shortcuts toolbar, click the Design View button. Notice that in this view, the report looks similar to a form. Keep the GardenCompanyOl database open for use in the last exercise. Previewing and printing database objects Because Access is a Windows application, it interacts with your printer through standard Windows dialog boxes and drivers. This means that any printer that you can use from other programs can be used from Access, and any special features of that printer, such as color printing or duplex printing, are available in Access.

The commands for printing database objects are available from the Print page of the Backstage view. Display the active object in Print Preview. Access will not print data that is not visible on the screen, so let’s first make sure all the columns display all their data. Don’t worry about showing the complete column heading; just focus on the values.

Print Select a printer, number of copies, and other printing options before printing. Print Preview Preview and make changes to pages before printing From the Print page of the Backstage view, you can print the current database object with the default print settings, change the settings, and preview the object.

On the Print page, click Print Preview to preview the first page of the Employees table. TIP This is the only way to preview a table, a query results datasheet, or a form. There is no Print Preview command available when you right-click one of these ob- jects, and there is no Print Preview button on the View Shortcuts toolbar or in the View button list, as there is for reports. Then click the First Page button to move back to page 1. With the current settings, this datasheet will print as two short, vertically oriented pages.

Let’s adjust the settings. Then click the Next Page button. Notice that the datasheet still occupies two pages, with only one field on the second page. In the Page Size group, click the Margins button, and then click Narrow. In the Print group, click the Print button to open the Print dialog box. Previewing and printing database objects 49 10 11 12 13 14 Click Cancel to close the Print dialog box, and then in the Close Preview group, click the Close Print Preview button.

Now let’s take a look at a report. On the View Shortcuts toolbar, click the Print Preview button to display the report information as it will be printed. On the Print Preview tab, in the Zoom group, click the Two Pages button to display the first two pages of the report side by side. Employees j 13 Alphabetical List of Products. On the View Shortcuts toolbar, click the Report View button to return to that view.

Then close the GardenCompanyOl database. They organize data in columns and rows, called fields and records. For example, you view data in a table in Datasheet view and define how the data is structured in Design view.

Microsoft Access takes a lot of the difficult and mundane work out of creating and customizing a database by providing database templates. Access also provides templates for common elements that you might want to plug into a database.

These application parts consist of sets of objects — a table and related forms, queries, or reports — that together provide a complete, functioning part of a database, ready for you to customize. If none of the templates meet your needs, you can create databases manually. However, an empty database is no more useful than an empty document or worksheet. It is only when you fill a database with data referred to as populating a database , that it starts to serve a purpose. In this chapter, you’ll examine web app templates and create a desktop database from a template.

You’ll also create a table manually. Next, you’ll adjust the display of a table to meet your needs. Finally, you’ll define relationships between tables. By the end of this chapter, you’ll have a desktop database that contains a few tables and you’ll understand a bit about how the database tables you will use for the exercises in the remaining chap- ters of the book were created. By using predefined templates, you can create a database in far less time than it used to take to design one, because someone has already done the design work for you.

After using a desktop database template to create the database, you can view and modify it by using Access on your local computer. They are designed to provide an online interface through which people can view and enter data from a web browser. Web apps make it possible for people to access company information from wherever they are and from any computer, whether or not it has Access installed. Several of the templates that come with Access and many of the templates available from the Office website are for web apps.

For more information, see the sidebar “Getting started with Access web apps” later in this chapter. Although using an Access template might not produce exactly the database you want, it can quickly create something you can customize to meet your needs.

However, you can customize a database only if you know how to manipulate its basic building blocks: tables, forms, queries, and reports. Due to the complexity of these templates, you prob- ably shouldn’t try to modify them until you’re comfortable working with database objects in Design view and Layout view.

By the time you finish this book, you will know enough to be able to confidently work with the sophisticated pre-packaged database templates that come with Access. In this exercise, you’ll explore the templates that come with Access, and you’ll create a desk- top database based on the Desktop Task Management template.

Close any open databases, and then follow the steps. With either the Access starting screen or the New page of the Backstage view dis- played, scroll the page to display the range of available templates. Notice that the icons of desktop database templates are designated by a blank page, and the icons of web app templates are designated by a stylized page with a globe. In the list of templates, click the Task management web app template icon.

Datasheet By Status Task management Provided by; Microsoft Corporation Plan and managetasks, and then assign them to employees, Like all Access 3 apps, the Asset tracking template requires Sharepoint so you can share content with others. Customize by adding more tables, new views of table data, or adding logic for your particular needs.

Download size 18 KB Create your app, then use it and share it on the App Name My New App Web Location Get help finding your web I oca tin Clicking a web app template icon displays a description of the template and asks you to name the database and identify the SharePoint site on which it will be stored.

Creating databases from templates 55 TIP If no template seems to be a good starting point for the database you want to create, you can search for additional templates on the Office website by entering a category in the Search For Online Templates box and then clicking the Start Search- ing button.

To the left and right of the creation window, click the back and forward arrows to scroll through the list of available templates, reading their descriptions. Stop when the creation window for the Desktop task management template is displayed.

A i Desktop task management Provided by: Microsoft Corporation Create a tasks database to track a group of work items that you or your team need to complete. Although you can use spaces between words, because database files are sometimes referenced in program- ming code, most database developers use words with initial capital letters and no spaces between them.

Click the adjacent Browse button, and then in the File New Database dialog box, navigate to the Chapter02 practice file folder. You can change the location when you create each database, or you can change the default folder. To specify a different default folder, open the Access Options dialog box, and then on the General page, in the Creating Databases area, click the Browse button to the right of Default Database Folder.

In the Default Database Path dialog box, browse to the folder you want to be the default, and then click OK in each of the open dialog boxes. With the path to the specified folder displayed below the File Name box in the window, click the Create button. We recommend that you watch these two short videos to help you understand this database and Microsoft Access.

Once you’ve had a chance to use the Tasks database, please let us know how we’re doing. Provide Feedback 0 Show Getting Started when this database is opened This Getting Started window is a form that provides two videos to help you understand how to use and modify your MyTasks database. Creating databases from templates 57 8 If you want, watch the videos to understand how this template works.

Then clear the Show Getting Started when this database is opened check box, and close the window. Then if any of the groups are collapsed, click their chevrons to open them. All Arrpss Ohie TIP Below the form name is a toolbar that has commands created by embedded macros. A database that has commands like these is called a database application. The topic of macros is beyond the scope of this book. For information, search for macros in Access Help. Notice that the task you just entered in the form is the first record in this table.

Let’s use an application part to add a form to this new database. Yes, install Microsoft Download Manager recommended No, thanks. What happens if I don’t install a download manager? Why should I install the Microsoft Download Manager? In this case, you will have to download the files individually. You would have the opportunity to download individual files on the “Thank you for downloading” page after completing your download.

Files larger than 1 GB may take much longer to download and might not download correctly. You might not be able to pause the active downloads or resume downloads that have failed. The Microsoft Access Runtime enables you to distribute Access applications to users who do not have the full version of Access installed on their computers.

Details Note: There are multiple files available for this download. Once you click on the “Download” button, you will be prompted to select the files you need. File Name:. Date Published:. Thanks to people like you? Who share their knowledge, you can discover the extent of our being selected to easily learn without spending a fortune! Introduction to Microsoft Access But also many other tutorials are accessible just as easily! You should come see our Database documents.

You will find your happiness without trouble! The latest news and especially the best tutorials on your favorite topics, that is why Computer PDF is number 1 for courses and tutorials for download in pdf files – Introduction to Microsoft Access Download other tutorials for advice on Introduction to Microsoft Access We will do everything to help you!

And you dear surfers what you need?

 
 

Microsoft Access Step by Step | Microsoft Press Store.Download Microsoft Access Runtime from Official Microsoft Download Center

 
Close the Property Sheet pane, and release the selection by clicking a blank area. The Microsoft Download Manager solves these potential problems. For information about table structure, see “Refining table structure” later in this chapter.

 

– Microsoft access 2013 step by step pdf download free download

 

Sign in. Your cart. Pearson test. This eBook includes the following formats, accessible from your Account page after purchase: EPUB The open industry format known for its reflowable content and usability on supported mobile devices. Downloads Click the Download button below to start the download.

Errata We’ve made every effort to ensure the accuracy of this book and its companion content. Download the errata If you find an error, you can report it to us through our Submit errata page. Microsoft Access allows people to effectively and efficiently organize data. The various sections presented in this document will help you to build a solid knowledge foundation of the software. This booklet is the companion document to the Intro to Access workshop. It includes an introduction to the Microsoft Access interface and covers the various aspects of database creation and management in Access Preview the PDF.

It is never too late to start learning and it would be a shame to miss an opportunity to learn a tutorial or course that can be so useful as Introduction to Microsoft Access especially when it is free! You do not have to register for expensive classes and travel from one part of town to another to take classes.

All you need to do is download the course and open the PDF file. This specific program is classified in the Database category where you can find some other similar courses. Thanks to people like you? Errata We’ve made every effort to ensure the accuracy of this book and its companion content. Any errors that have been reported since this book was published are listed on our Microsoft Press site at oreilly. If you need additional support, email Microsoft Press Book Support at mspinput microsoft.

Please note that product support for Microsoft software is not offered through the addresses above. Thanks in advance for your input! Stay in touch Let’s keep the conversation going!

Magic Lily QuantityPerUnit. This chapter introduces Microsoft Access and is designed to serve different purposes for different readers, depending on prior knowledge of this program and other Microsoft Office programs. Throughout this book, you’ll be working with databases that contain information about the employees, products, suppliers, and customers of a fictional company. As you complete the exercises, you will develop an assortment of tables, forms, queries, and reports that can be used to enter, edit, and manipulate the information in a database in many ways.

You’ll explore the program’s user interface, and the concepts and structure of data storage in Access. Then you’ll look at database objects such as tables, forms, queries, and reports, while learning about Access features and functionality that you’ll explore in more depth in later chapters Finally, you’ll preview and print database objects. For more information, see “Download the practice files” in this book’s Introduction. Identifying new features of Access Access builds on previous versions to provide powerful tools for all your database needs.

If you’re upgrading to Access from a previous version, you’re probably most interested in the differences between the old and new versions and how they will affect you, and you probably want to find out about them in the quickest possible way.

The fol- lowing sections list new features you will want to be aware of, depending on the version of Access you are upgrading from.

Start with the first section and work down to your previous version to get the complete picture. But if your organization is running Microsoft SharePoint with Access Services, you can now create a web form of a database that anyone with the correct permissions can view and manipulate from a web browser.

Judging by the amount of effort Microsoft is putting into Access web apps, it is likely that this sophis- ticated evolution of the web capabilities introduced with Access will be the wave of the future, at least for larger enterprises. When it is running on the Windows 8 operating system, it not only has the sleek new Windows 8 look but it also incorporates the latest touch tech- nologies designed for tablet and mobile devices. You display the Backstage view by clicking the File tab, which replaces the Microsoft Office Button at the left end of the ribbon.

This technology is still available in Access , but it has been super- seded by Access web apps. An Access web database cannot be converted to an Access web app. The database templates that come with Access are supple- mented by those made available by a community of database developers through the Office website.

In ad- dition to various types of forms, several Quick Start parts are available. For example, adding the Contacts part adds one table and associated queries, forms, and reports.

In addition, a feature called IntelliSense has been incorporated to display options based on what you enter and to provide syntax guidance. You can optimize the file size for print- ing or publishing online. Display or hide all tables, queries, forms, reports, macros, and mod- ules, or create a custom group that displays only the objects you want to work with at the moment.

You can even hide the Navigation pane to make more room on the screen for your database object. Click the calendar, and select the date you want. The formatting is stored with the database. Working in the Access user interface The program we work with and depict in images throughout this book is a desktop installa- tion of Access , installed from a DVD as part of the Office suite of programs.

You might have installed Access as a freestanding program or as part of an Office sub- scription that allows users to install the desktop programs from the Internet. Regardless of how you installed Access, the program has the same functionality and works the same way.

TIP Office is a cloud-based solution that small, midsize, and enterprise businesses can use to provide a variety of products and services to their employees through a subscription licensing program.

As with all programs in Office , the most common way to start Access is from the Start screen Windows 8 or the Start menu Windows 7 displayed when you click at the left end of the Windows Taskbar.

When you start Access without opening a database, the program’s starting screen appears. From this screen, you can create a new database or open an exist- ing one. Either way, the database is displayed in a program window that contains all the tools you need to create database objects and enter and manipulate data. The Access interface is designed to closely reflect the way people generally work with a database. If you are not familiar with this interface, which was first introduced with Access , here is a quick description of the program window elements.

It also provides tools for managing the program and the program window. At the left end of the title bar is the program icon, which you click to display com- mands to restore, move, size, minimize, maximize, and close the program window.

To the right of the Access icon is the Quick Access Toolbar. By default, the Quick Access Toolbar displays the Save, Undo, and Redo buttons, but you can customize it to display any command you want. TIP You might find that you work more efficiently if you organize the commands you use frequently on the Quick Access Toolbar and then display it below the ribbon, directly above the workspace. Ribbon Below the title bar, all the commands for working with an Access database are represented as buttons in this central location so that you can work efficiently with the program.

Dialog box launcher Chapter 1 Explore Microsoft Access TIP If your ribbon appears as a row of tabs across the top of the workspace, click the Home tab to temporarily display that tab’s buttons so that you can follow along. We tell you how to control the display of the ribbon in a minute. Don’t be alarmed if your ribbon looks different from those shown in our screens.

You might have installed programs that add their own tabs to the ribbon, or your screen settings might be different. For more information, see “Working with the ribbon” later in this topic.

Across the top of the ribbon is a set of tabs. Clicking a tab displays its associated set of commands. Commands related to managing Access and Access databases rather than their content are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon.

Commands available in the Backstage view are organized on pages, which you display by clicking the page tabs in the colored left pane. You redisplay the database and the ribbon by clicking the Back arrow located above the page tabs.

Print Close Account Encrypt with P-assword Encrypt with Password Use a password to restrict access to your database, Files that use the Microsoft Access fileformat or later are encrypted. Options The Backstage view, where you can manage files and customize the program. Commands related to working with database content are represented as buttons on the remaining tabs of the ribbon.

When an object is selected in a database, one or more tool tabs might appear at the right end of the ribbon to make commands related to that specific object easily accessible.

Tool tabs disappear again when their associ- ated object is no longer active or when the current view does not support their use. Working in the Access user interface 11 TIP Some older commands no longer appear as buttons on the ribbon but are still available in the program. You can make these commands available by adding them to the Quick Access Toolbar. You can point to any button to display a ScreenTip with the command name and its key- board shortcut if it has one.

If a button and its arrow are integrated, clicking the button displays options for refining the action of the button. If the button and its arrow are separate, clicking the button carries out the default action indicated by the button’s current icon.

You can change the default action by clicking the arrow and then clicking the action you want. Related but less common commands are not represented as buttons in a group. Instead, they’re available in a dialog box or pane, which you display by clicking the dialog box launcher located in the lower-right corner of the group.

To the right of the ribbon group names is the Collapse The Ribbon button. Clicking this button hides the groups of commands but leaves the tab names visible. You can then click any tab name to temporarily display its commands. Clicking anywhere other than the ribbon hides the commands again.

When the full ribbon is temporar- ily visible, you can click the Pin The Ribbon button the pushpin to the right of the group names to make the display permanent. For a list of keyboard shortcuts, see “Keyboard shortcuts” at the end of this book. By default, it displays all the objects in the data- base by type of object, but you can filter the list by clicking the pane’s title bar and then clicking the category or group of objects you want to display.

You can collapse and expand the groups in the list by clicking the chevrons in the section bars. You can drag the right border of the pane to the left or right to make it wider or narrower. At the right end of the bar is the View Shortcuts toolbar, which provides convenient buttons for switching the view of the active database object. The goal of all these user interface features is to make working in a database as intuitive as possible. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to find.

Working with the ribbon As with all Office programs, the Access ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even be an entry in a list. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are depen- dent on your graphics adapter and monitor.

Common screen resolutions range from x to x The greater the number of pixels wide the first number , the greater the number of buttons that can be shown on the ribbon. Then in the Search pane, click Settings, and in the Settings results, click Adjust screen resolution. If Control Panel is set to Category view, click Adjust screen resolution in the Appearance and Personalization category.

You can set the magnification from to percent. Apply See also Personalization Devices and Printers On the Display page, you can choose one of the standard magnification options or change the text size of specific elements. Working in the Access user interface 15 To change the screen magnification to or percent, click that option on the Display page. To select another magnification, click the Custom Sizing Options link and then, in the Custom Sizing Options dialog box, click the magnification you want in the drop- down list or drag the ruler to change the magnification even more.

After you click OK in the Custom Sizing Options dialog box, the custom magnification is shown on the Display page along with any warnings about possible problems with selecting that magnification. Click Apply on the Display page to apply the selected magnification.

If your settings are different, the ribbon on your screen might not look the same as the one shown in this book. As a result, exercise instructions that involve the ribbon might require a little adaptation. If differences between your display settings and ours cause a button to appear differ- ently on your screen than it does in this book, you can easily adapt the steps to locate the command.

First click the specified tab, and then locate the specified group. If a group has been collapsed into a group list or under a group button, click the list or button to display the group’s commands.

If you can’t immediately identify the button you want, point to likely candidates to display their names in ScreenTips. In this book, we provide instructions based on the traditional keyboard and mouse input methods. If you’re using Access on a touch-enabled device, you might be giving commands by tapping with your finger or with a stylus.

If so, substitute a tapping ac- tion any time we instruct you to click a user interface element. Also note that when we tell you to enter information in Access, you can do so by typing on a keyboard, tap- ping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences. Working in the Access user interface 17 In this exercise, you’ll start Access and explore the Backstage view and ribbon. Just follow the steps. TIP From the Backstage view, you manage your Access database files, but you don’t work with the content of databases.

For example, you can create a database, but not a database object. We’ll talk about the tasks you can perform in the Backstage view in other chapters of this book. Then in the Open dialog box, navigate to the ChapterOl practice file folder, and double-click GardenCompanyOl to open the database.

TIP Be sure to read the sidebar “Enabling macros and other active content” later in this chapter to learn about Access security options. Let’s save the database so that you can explore it without fear of overwriting the original practice file.

TIP In this book, we assume you will save files in the practice file folders, but you can save them wherever you want.

When we refer to the practice file folders in the instructions, simply substitute the save location you chose. Click Enable Content in the security warning bar. On the left, the Navigation pane displays a list of all the objects in this database.

Because no database object is currently open, the Home tab is active by default, but none of its buttons are available. TIP Databases created in Access use the file storage format introduced with Access , and their files have the. You can open database files created in earlier versions of Access which have an. You can then either work with and save them in the old format or work with and save them in the new format. If you convert them, you can no longer open them in ver- sions prior to Access In the Navigation pane title bar, click All Access Objects, and then in the Filter By Group area of the menu, click Tables to list only the tables in the Navigation pane.

In the Navigation pane, double-click Categories to open that table on a tabbed page. Notice that the record navigation bar at the bottom of the page tells you how many records the table contains and which one is active, and enables you to move among records. Notice also that the Fields and Table tool tabs appear on the ribbon.

These tool tabs are displayed only when you are working with a table. TIP By default, Access displays database objects on tabbed pages. If you want, you can display each object in a separate window instead. You can move object windows by dragging their title bars, you can size them by dragging their frames, and you can arrange them by clicking the Switch Windows button in the Window group and selecting an option. This group is added to the Home tab when you select Overlapping Windows in the Access Options dialog box.

Close the Datasheet Formatting dialog box. Click the Create tab. Visual Basic Macros Si. Double-click the Create tab. Working in the Access user interface 21 14 Click the External Data tab to temporarily display the full ribbon, which drops down over the table.

Add- Add-lns A Buttons representing commands related to managing, analyzing, and ensuring data reliability are organized on the Database Tools tab in six groups: Tools, Macro, Relationships, Analyze, Move Data, and Add-lns. Before we finish this exercise, let’s close first the active database object and then the database. If you want to close the database and exit Access, click the Close button in the upper-right corner of the program window.

TIP If you don’t close the active database before opening another one, Access prompts you to save your changes and closes the active database for you. You cannot have two databases open simultaneously in a single instance of Access. If you want to have two databases open at the same time, you must start a new instance of Access.

This system is a combination of tools and information available from the Office website for reference when you are online, and basic information stored on your computer for reference when you are offline.

Online references can include articles, videos, and training tools. To open the Access Help window and search for information: 1 Near the right end of the title bar, click the Microsoft Access Help button to open the Access Help window.

You can print the information shown in the Help win- dow by clicking the Print button on the toolbar. You can change the font size of the topic by clicking the Use Large Text button on the toolbar to the left of the Search Help box.

TIP When section links appear at the beginning of an article, you can click a link to move directly to that section of the article. You can click the Top Of Page link at the end of an article to return to the beginning. Working in the Access user interface 23 Understanding database concepts Simple databases store information in only one table.

These simple databases are often called flat file databases, or just flat databases. More complex database programs, such as Access, store information in multiple related tables, thereby creating what are referred to as relational databases. If the information in a relational database is organized correctly, you can treat these multiple tables as a single storage area and pull information electronically from different tables in whatever order meets your needs.

Tables are one of the types of database objects you work with in Access. Other types include forms, queries, reports, macros, and modules. Of these object types, only tables are used to store information. The others are used to enter, manage, manipulate, analyze, retrieve, or display the information stored in tables — in other words, to make the information as acces- sible and therefore as useful as possible. In its most basic form, a database is the electronic equivalent of an organized list of infor- mation.

Typically, this information has a common subject or purpose, such as the list of em- ployees shown in the following table. If a database did nothing more than store information in a table, it would be no more use- ful than a paper list.

But because the database stores information in an electronic format, you can manipulate the information in powerful ways to extend its usefulness. For example, suppose you want to find someone’s phone number. You can look up this information in a phone book, because its information is organized for this purpose. How- ever, if you want to find the phone number of your grandmother’s neighbor, a printed phone book won’t do you much good, because it isn’t organized in a way that makes that information easy to find.

The real power of a database isn’t in its ability to store information; it is in your ability to quickly retrieve exactly the information you want from the database. Understanding database concepts 25 Enabling macros and other active content Some databases contain macros and other active content that can run code on your computer.

In most cases, the code is there to perform a database-related task, but hackers can also use macros to spread a virus to your computer. When you open a database that is not stored in a trusted location or signed by a trusted publisher, Access displays a security warning below the ribbon. Click for more detajls. Enable Content All Access This option is available only if the publisher’s digital signature is attached to the database.

Access will then automatically enable macro content in any database that is also signed by that publisher. Access automatically enables macro content in any database saved in that location. To add the publisher of a digitally signed database to the Trusted Publishers list: 1 In the security warning bar, click Some active content has been disabled. To add the location of a database to the Trusted Locations list: 1 Disnlav the Barkstane view and then rlirk Ontions Z in ine ieir pane ot ine Access upuons uiaiog dox, ciick irusi center, ana inen cmck irust center settings.

Understanding database concepts 27 ploring tables Tables are the core database objects. Their purpose is to store information. The purpose of every other database object is to interact in some manner with one or more tables. An Access database can contain thousands of tables, and the number of records each table can contain is limited more by the storage space available than by anything else. Every Access object has two or more views. For tables, the two most common views are Datasheet view, in which you can display and modify the table’s data, and Design view, in which you can display and modify the table’s structure.

To open a table in Datasheet view, either double-click its name in the Navigation pane, or right-click its name and then click Open. To open a table in Design view, right-click its name and then click Design View. When a table is open in Datasheet view, clicking the View button in the Views group on the Home tab switches to Design view; when it is open in Design view, clicking the button switches to Datasheet view.

You can also switch the view by clicking one of the buttons on the View Shortcuts toolbar in the lower-right corner of the program window. Chapter 1 Explore Microsoft Access If two tables have one or more field names in common, you can embed the datasheet from one table in another. By using an embedded datasheet, called a subdatasheet, you can dis- play the information in more than one table at the same time. For example, you might want to embed an Orders datasheet in a Customers table so that the orders each customer has placed are visible in the context of the customer record.

In this exercise, you’ll open existing database tables and explore the table structure in two views. For practice purposes, you might have saved this database with a different name.

Open the database, ensure that tables are listed in the Navigation pane, and then follow the steps. The record navigation bar shows that the selected record is 1 of TIP To make the graphics in this book readable, from now on we will often work in a program window that is smaller than full screen with the Navigation pane closed.

More fields and records might be visible in your tables than those shown in our screen shots. Exploring tables 29 Let’s adjust the width of a couple of columns to accommodate their longest entries.

TIP You can also resize a table column by pointing to the border and dragging it to the left or right. Now let’s open a second table.

Notice that the Products table is still open and available if you need it. TIP From now on, open the Navigation pane whenever you need to work with a dif- ferent object, but feel free to close it if you want to display more of the data. For information about relationships, see “Defining relationships between tables” in Chapter 2, “Create databases and simple tables.

Click the Close button at the right end of the page tab bar not the Close button in the upper-right corner of the program window to close the Categories table. Close the Products table, and when Access asks whether you want to save your changes to this table, click Yes. TIP In steps 3 and 4, you changed the look of the table by changing the widths of columns. If you want those changes to be in effect the next time you open the table, you must save them.

Next let’s use a table containing order-fulfillment information to practice moving among records. In the Navigation pane, double-click the Orders table. On the record navigation bar, click the Next record button several times to move the selection down the active OrderlD field. Press the Page Up or Page Down key to move one screen at a time. Finally, let’s view the structure of the open table.

Notice that the Design tool tab now appears on the ribbon. Press F1 for help on field names. Design view. Datasheet view displays the data stored in the table, whereas Design view displays the underlying table structure. Keep the GardenCompanyOl database open for use in later exercises. Working directly with tables in a database you have created might be quite simple for you, but it might be overwhelming for people who don’t know much about databases in general or about this database in particular.

To make it easier to enter, display, and print information, you can design forms. A form acts as a friendly interface for a table. Through a form, you can display and edit the records of the underlying table, or create new records. Most forms provide an interface to only one table.

However, by embedding subforms within a main form, you can use one form to interact with multiple tables that are related through one or more common fields.

Forms are essentially collections of controls that either accept information or display infor- mation. You can create forms by using a wizard, or you can create them from scratch by manually selecting and placing the controls. Access provides the types of controls that are standard in Windows dialog boxes, such as labels, text boxes, option buttons, and check boxes.

In this case, you will have to download the files individually. You would have the opportunity to download individual files on the “Thank you for downloading” page after completing your download. Files larger than 1 GB may take much longer to download and might not download correctly. You might not be able to pause the active downloads or resume downloads that have failed.

The Microsoft Access Runtime enables you to distribute Access applications to users who do not have the full version of Access installed on their computers.

Details Note: There are multiple files available for this download. Once you click on the “Download” button, you will be prompted to select the files you need. File Name:. Date Published:. File Size:. System Requirements Supported Operating System. Install Instructions To install this download: 1.