Access 2003 in Pictures

Access 2003
In Pictures



by Tony Fowlie








www.inpics.net




Access 2003 In Pictures


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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 BASICS
7
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
8
7.
Click the button.

The window for the Friends database should open:





DATABASE BASICS
9
Identify 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.




Table
Query
Report
Form
Table

DATABASE BASICS
10
1.
In the Objects list, click Tables.

2.
Click Queries.




DATABASE BASICS
11
3.
Click Forms.



4.
Click Reports.




DATABASE BASICS
12
5.
Click Tables.

6.
Click the button.



The Friends database window should expand to fill the screen:

DATABASE BASICS
13
Create tables

1.
Double-click Create table by entering data.



A blank table should open:




DATABASE BASICS
14
Name fields

1.
Double-click the Field 1 column header.



2.
Type:

First Name

3.
Press the ENTER key on your keyboard.

The column header should look like this:




DATABASE BASICS
15
4.
Double-click the Field2 column header.



5.
Type:

Last Name

It should look like this:



6.
Press the ENTER key on your keyboard.

7.

Double-click the Field3 column header, type:

City

then press ENTER.


DATABASE BASICS
16
8.
Double-click the Field4 column header, type:

Zip

then press ENTER.

9.
Double-click the Field5 column header, type:

Phone Number

then press ENTER.

The table should now look like this:



DATABASE BASICS
17
Delete unused fields

1.
Right-click the Field6 column header.



2.
When the menu appears, click Delete Column.




DATABASE BASICS
18
3.
When the alert window appears, click the button.



4.
Right-click the Field7 column header.

When the menu appears, click Delete Column.

When the alert window appears, click the button.

5.
Delete the Field8, Field9, and Field10 columns the same way.

The table should now look like this:

DATABASE BASICS
19
6.
On the Menu Bar, click File, then Save.



7.
When the Save As window appears, type:

Friends of Mine

in the Table Name box.



8.
Click the button.


DATABASE BASICS
20
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:




10.

The key field

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 have a key field.

For 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.


DATABASE BASICS
21
Create records

1.
Click in the box under the First Name column header.



2.
Type:

Elvis

3.
Press the TAB key on your keyboard.

The table should now look like this:



4.
Type:

Presley

then press the TAB key.

5.
Type:

Baltimore

then press TAB.