Microsoft(R) Access(R) 2010 Step by Step

Microsoft? Access? 2010

Step by Step

Joyce Cox Joan Lambert

PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright ? 2010 by Online Training Solutions, Inc. All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2010928521

ISBN: 978-0-7356-2692-8

Printed and bound in the United States of America.

7 8 9 10 11 12 13 14 15 LSI 8 7 6 5 4 3

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Acquisitions Editor: Juliana Aldous Developmental Editor: Devon Musgrave Project Editor: Joel Panchot Editorial Production: Online Training Solutions, Inc. Cover: Girvin Body Part No. X16-95385

[2013-07-19]

Contents

Introducing Microsoft Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Your Companion eBook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiv Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv

Part 1

1

2

Simple Database Techniques 1

Explore an Access 2010 Database

3

Working in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Sidebar: Enabling Macros and Other Database Content . . . . . . . . . . . . . . . . . . 14

Understanding Database Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Exploring Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Sidebar: Tabbed Pages vs. Overlapping Windows . . . . . . . . . . . . . . . . . . . . . . . 22

Exploring Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Exploring Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Exploring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Previewing and Printing Access Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Create Databases and Simple Tables

45

Creating Databases from Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Sidebar: Web Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Creating Databases and Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Sidebar: Database Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Manipulating Table Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Refining Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Creating Relationships Between Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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iii

iv Contents

3 Create Simple Forms

77

Creating Forms by Using the Form Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Changing the Look of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Changing the Arrangement of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

4 Display Data

101

Sorting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Sidebar: How Access Sorts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Filtering Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Filtering Information by Using Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Sidebar: Wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Locating Information That Matches Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . 115

Sidebar: Saving Filters as Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

5 Create Simple Reports

121

Creating Reports by Using a Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Modifying Report Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Previewing and Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Part 2

6

Relational Database Techniques 141

Maintain Data Integrity

143

Restricting the Type of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Restricting the Amount of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Restricting the Format of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Sidebar: Creating Custom Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Restricting Data by Using Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Sidebar: Simple Validation Tests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

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