Access 2003 in Pictures

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The guild line how to use Microsoft Access 2003. 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....

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  1. Access 2003 In Pictures by Tony Fowlie www.inpics.net
  2. 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. Visibooks™ makes no representation or warranty with respect to this book’s contents, and specifically disclaims any implied warranties or fitness for any particular purpose. Visibooks™ disclaims all liability for any direct, indirect, consequential, incidental, exemplary, or special damages resulting from the use of the information in this document or from the use of any products described in it. Mention of any product does not constitute an endorsement of that product by Visibooks™. Data used in examples are intended to be fictional. Any resemblance to real companies, people, or organizations is entirely coincidental. ISBN 1597061018
  3. 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 i
  4. 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 ii TABLE OF CONTENTS
  5. 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 1
  6. Create a new database 1. Start Microsoft Access 2003. Your screen should look like this: 2 DATABASE BASICS
  7. 2. In the Getting Started pane, click Create a new file. DATABASE BASICS 3
  8. 3. When the New File pane appears, click Blank Database. 4 DATABASE BASICS
  9. 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 5
  10. 5. Double-click the Practice Access Files folder. It should appear in the Save in box. 6 DATABASE BASICS
  11. 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
  12. 7. Click the button. The window for the Friends database should open: 8 DATABASE BASICS
  13. 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. Form Query Table Table Report DATABASE BASICS 9
  14. 1. In the Objects list, click Tables. 2. Click Queries. 10 DATABASE BASICS
  15. 3. Click Forms. 4. Click Reports. DATABASE BASICS 11
  16. 5. Click Tables. 6. Click the button. The Friends database window should expand to fill the screen: 12 DATABASE BASICS
  17. Create tables 1. Double-click Create table by entering data. A blank table should open: DATABASE BASICS 13
  18. 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: 14 DATABASE BASICS
  19. 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 15
  20. 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: 16 DATABASE BASICS
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