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The very last screen of your wizard is going to ask what do you want to name your query and further, click Finish to View that query. We now have book by book information and also information on the total sales like when each one of those sales occurred. You use relationships to connect tables by fields that they have in common.

A table can be part of any number of relationships, but each relationship always has exactly two tables. In a query, a relationship is represented by a Join.

What is Join A join specifies how to combine records from two or more tables in a database. Conceptually, a join is very similar to a table relationship. In fact, joins are to queries what relationships are to tables. It only displays the matches. Select tblProjects and tblTasks and close the Show Table dialog box as in the following screenshot.

Let us now run the query. A couple of these projects have a lot of tasks associated with that project and this information is related through ProjectID field. However, if you want to alter the relationship, Let us say you want to create an outer join, or in other words, show all of the projects from tblProjects, every single record that is in that table, along with all of the tasks from tblTasks — Open join properties; we can do this simply by double-clicking on the relationship line.

Access will display the left table name and the right table name in Join Properties dialog. Those are the different types of joins you can create easily from the Design View. Let us select the second option, which is Left Outer Join, and click Ok. When you run this query, you will see the following results. You will also see a bunch of null fields. All of this will be blank because there is no related information in tblTasks, where these fields come from. Let us now go to the Design View again and double-click on the relationship line.

Now look at our relationship line. You will see that a little arrow is now pointing towards ProjectID in tblProjects. When you run this query you will see the following results.

A Self-join relates matching fields from within the same table. For example, look at the employee’s table with a supervisor field, which references the same kind of number stored in another field within the same table — the employee ID. This table is not the ideal structure for a relational database because it’s not normalized.

If we have a situation where we want to create a query that just lists the employee names alongside the names of their supervisors, there is no easy way we can query that unless we create a Self-join. To see a Self-join, create a table with the following fields and enter some data.

Let us create a query from the query design view. Close this dialog box. Now, add the first name and last name for our employees. To do that, we need to open the show table dialog box and add tblEmployees one more time. We have created another copy of the same table in this query view. Now, we need to create Self-join. Then, add the first name and last name from that copied table. It displays the names of the employees alongside the names of their supervisors. And, this is how you create a Self-join in Microsoft Access.

But in Access, we can make use of some special query wizards to create a couple of specific select queries. The first one is Find Duplicates Query wizard. The Find Duplicates Query Wizard will create a query that locates records with duplicate field values in a single table or query. As we have discussed that relational databases are designed to avoid storing duplicate information. But despite that design, sometimes users accidentally enter duplicate information.

Example In a customer’s table, you can have the same customer accidentally added twice. In such cases, the customer will have the same address, but different customer IDs, which can create problems with reporting.

In this situation, you can make use of the duplicates query wizard to quickly locate possible duplicate entries. Let us now open our Access database which contains tblAuthers table and go the Create tab and, in the queries group, select query wizard. If you see the following screenshot, you have four different wizards to choose from. Select the find duplicates query wizard and click Ok. Let us say we want to check our author’s table to make sure that the same author hasn’t accidentally been entered twice.

So, select tblAuthors and click Next. We can search by the last name or the first name and the last name, or you can search by their street address, or to be more specific with their telephone number or birthday. Let us now search by the first name, the last name, and birthday and click Next. The following screen in this wizard will ask for the fields we want to be displayed in our query.

For this, hit the double arrow, all of the fields will move over to the additional query fields area, and will be added to our query results.

It will take us to the last screen in this query wizard. By default, it’s going to name it find duplicates for plus whatever the name of the object that you’re querying. In this case, tblAuthors, but you can give it any other name too and click finish.

Here, Access has found a possible duplicate, and that’s going to be author Jose Caline which has same birthday, same address, same telephone number but different AuthorIDs. We have now added all of the fields to our query, we could just go and delete the record. We also have to make sure that we don’t have any related records in another table. If you’d like to see how that wizard has created this query, go into the Design View and see what all has been added to this query.

This is how this wizard is looking for that duplicate information. It is by far the easiest method to find duplicates. The Find Unmatched Query Wizard creates a query that finds records or rows in one table that have no related records in another table. As we have already discussed how data joins together in queries, and how most queries are looking for the matches between two or more tables.

In other words, the customers who have placed orders. There are many other possible uses for this kind of query as well. In our database, we can use it to see which authors have not yet written a project or you could use it to see which employees have not yet elected any health benefits.

Let us now open your database which contains Customers and Orders table; go to the Create tab and click on the query wizard button. In this scenario, we will look out for those customers who have not placed an order. In the first screen it’s asking which table or query contains the records you want in the query results. We now want a list of customers from tblCustomers. Select that option and click Next. In other words, what table are you using to compare with the first one.

For this, we need to find the ones that have not placed orders. We need to select the table that contains information on all orders — tblOrders. Now, click Next. In the following screen, you need to specify which piece of information is in both tables. This moves all the available fields over to the selected fields area. The last screen will allow you to choose a name for your query and click Finish.

You can also see how that query was created. For this, you need to go back to the Design View. This is to exclude certain records.

In this case, it is the customers who have placed orders, or who have related information in tblOrders. Since forms are objects through which you or other users can add, edit, or display the data stored in your Access desktop database, the design of your form is an important aspect. There’s a lot you can do design-wise with forms in Microsoft Access. Types of Bound Forms There are many types of bound forms you can create in Access. Let us understand the types: Single Item Form This is the most popular one and this is where the records are displayed — one record at a time.

Split Form The form is divided into halves, either vertically or horizontally. One half displays a single item or record, and the other half displays a list or provides a datasheet view of multiple records from the underlying data source.

Creating Forms There are a few methods you can use to create forms in Access. For this, open your Database and go to the Create tab. In the Forms group, in the upper right-hand corner you will see the Form Wizard button. Click on that button to launch the Form Wizard. Let us assume we want to simply have a quick form that we are going to use for data entry for our employee information.

Click on the double arrow to move all the fields at once. The following screen in the Form Wizard will ask for the layout that we would like for our form.

We have columnar, tabular, datasheet and justified layouts. We will choose the columnar layout here and then click Next. Let us call it frmEmployees. Once you have given your form a title, you can open the form to see what that form looks like, or you can begin entering information into your table.

Or you can choose the option to modify the form’s design. Let us choose the first option to open the form to view or enter information and click Finish. This is what your form looks like. This is a single item form, meaning one record is displayed at a time and further down you can see the navigation buttons, which is telling us that this is displaying the record 1 of 9.

If you click on that button then, it will move to the next record. If you want to add new employee information, go to the end of this records and then after 9 records you will see a blank form where you can begin entering out the new employee’s information. Let us now close this form and go to the Create tab. Now we will create a slightly more complicated form using Wizard.

Click the Form Wizard and this time, we will choose fields from a couple of different tables. These fields will now move to Selected Fields. We can also choose from options on how we want to arrange our form. If we want to create a flat form, we can choose to arrange by tblTasks, which will create that single form, with all the fields laid out in flat view as shown above. However, if we want to create a hierarchical form based on that one-to-many relationship, we can choose to arrange our data by tblProjects.

In the above window, we have the option to include a subform for tblTasks, or we can make that a linked form. This linked form is where tblProjects will have a button that will launch that second form filtered to the project that we have selected in that underlying projects form.

Let us now select the Form with subform s , and then click Next. The Datasheet View gets selected by default. The Datasheet View is similar to Table View. In the following screen, you need to provide a name for your forms. Enter the name you want and click Finish.

Access will give you a preview of what your form looks like. On top, you have the controls on your main form, which is from our Projects table. As you go down, you will see a subform. It’s like a form within a form. For this, you can click on the More Forms drop-down menu. These are typically bound forms; select the object that you would like to be bound to that form.

This does not apply to the Modal Dialog forms. To create this type of form, you will need to select the object in navigation pane first. Let us select tblEmployees here. Proceed by clicking on More Forms and Multiple Items. The above step will further create a Multiple Items form, listing out all the employees. One half displays a single item or record, and the other half displays a list or a datasheet view of multiple records from the underlying data source.

Let us now select tblEmployees in the navigation pane and then on Create tab. Select Split Form option from More Forms menu and you will see the following form in which the form is divided vertically. Although the forms ease the process of data entry; these may not serve other purposes that you would want. They may not be catchy or user-friendly for what you have intended.

We will now discuss how to modify your form in an easy way. Controls It is merely a generic term used to describe any object on a form or report that displays data, performs actions or items used for decorations such as a line. In other words, a control is just about anything that is placed on a form or report. We will now look at the different aspects of making a form presentable and understand how to edit and modify a form. Let us now open our Multiple Items form which lists out all employees from tnlEmployees.

Our controls are oversized. They are too big, spaced apart and do not provide a very useful list view. To edit the appearance of your controls on this form, you have two form views that you can use. In the Home tab, click the View drop-down. The Form View opens up by default; this is the view you will use to interact with or edit the underlying data source. To edit the appearance of the form itself, we need to go to the Layout View first.

When you switch to the Layout View, you will see a series of contextual tabs appear. At the top of Access, you will see an area marked Form Layout Tools with three tabs — Design tab, an Arrange tab, and a Format tab and each of these tabs have different options for formatting the look or appearance of the form. When you take your mouse and click on any one of these controls, you will notice that Access will highlight a given area of that form and all controls within that area are shaded a light orange whereas the actual control that you select will be shaded darker than the previous one or have a darker orange border around where you click.

On this particular form, when you resize any single control, you also change the size of the rest of your controls on your form, this is because of how these controls are grouped.

Let us now adjust all the fields the way you want by using the click and drag function of the mouse. Themes In Access, there are some basic ways to format your forms by using built-in themes, colors, and font styles, customizing fill colors and shading alternate rows. Let us now open frmEmployees. They have a blue bar on the top and a white background. If you want to see how else you can stylize these forms, you can go to the Design View or Layout View and explore some of the options you have on the Design tab in the Themes area.

Hovering your mouse over any one of them will give you a preview of changing things like colors and font sizes and the actual font used. To apply a particular style, simply click your mouse on it and you can see what that looks like.

You can also create custom colors to match your company’s colors. Similarly, you also have a series of font styles to choose from. You can choose one from the many that come prebuilt with the Office Suite or you can customize those fonts, choosing a specific heading font, a body font and even creating a custom name for that font group and saving.

In this form, you will see that every alternate row is shaded light gray. The formatting option is referred to as Alternate Row Color and if you want to adjust that in a multiple form, go to the Design View. You can change the colors for alternate rows. To see what that looks like, simply go to the Form View or the Layout View.

A navigation form is simply a form that contains a Navigation Control. Navigation forms are a great addition to any desktop database. Example Let us now take a simple example in which we will create the navigation form.

For this, go to the Create tab; in the Forms group, you will see this navigation drop-down menu. In this menu, you will see different layouts for how to arrange your forms and reports that you would like to embed on this navigation form. In the following example, we will be using Horizontal Tabs and Vertical Tabs. To create that layout or that navigation form, simply click on it, and Access will create an unbound form, with a navigation control on it.

To add objects to this navigation form, the easiest way to do is through your layout view, by simply dragging and dropping objects to where you want them to appear. Similarly, drag frmAuthers form from the navigation pane and drop it to the left of the Add New Button. Let us now add additional tabs across the top. We will first add the frmEmployees form. All the buttons you view on the left are linked to whatever you have selected up the top.

Now with the Employee tab selected, let us drag employees-related information to the left. Similarly, you can add more tabs as per your requirements. As you can see that the name of the tabs is not appropriate, so let us start renaming some of these tabs to make them more user-friendly.

The easiest way is to double-click on any tab or any button on the left and rename it as shown in the following screenshot. MS Access — Combo Box MS Access When you enter data in any form, it can be quicker and easier to select a value from a list than to remember a value to type.

A list of choices also helps ensure that the value entered in a field is appropriate. A list control can connect to existing data, or it can display fixed values that you enter when you create the control.

In this chapter, we will cover how to create a combo box in Access. Combo Box A combo box is an object or control which contains a drop-down list of values that the user can select from.

Example Let us now take a simple example of creating a combo box. We have created a form for an employee as shown in the following screenshot. This information should be available in the drop- down list and the user need not type this information. Let us now go to the Design View for this form. Select the Phone Type field and press delete. Now, draw the combo box where you want and when you release your mouse then you will see the Combo Box Wizard dialog box. Enter the values you want to be displayed in the drop-down list and click Next.

Click Next again. Let us do that first by selecting all fields and then go to the Arrange tab. To the left, you will see the Stacked option.

Click this button. Now go to the Form view. A user can now easily select any option for the Phone type. Whenever you create a query in query design, Access automatically creates the SQL query for you. This actually retrieves data from the tables.

To see how your query is created in sql when you create it in query design, let us open your database. Select the Query Design from the Create tab and add the tblEmployees table. To view the SQL, go to the Home tab. You can see the SQL query which is generated by Access automatically. This helps retrieve data from two tables. Let us take a simple example of conditional formatting. Example In this example, we will be using a form fSubCurrentProjects in our database. We have a list of all of the projects in this database and we have also got a couple of new fields like the On Time Status and the Number of Late Tasks.

This form is created from another query. We also have a calculated field here that uses the IF function to determine whether or not the count of the due date is greater than zero. It will then display the words Late if the project is late or On Time if that specific project does not have any overdue tasks. We will now highlight every single project that is currently running late.

To apply Conditional Formatting to one field or more than one field, we will need to switch over to the Layout view. Now, select the On Time Status field. On that Format tab, you should see a group called Control Formatting and a special button for Conditional Formatting. Let us now click on Conditional Formatting.

You will now see a Conditional Formatting Rules Manager and currently we have no rules applied to this control. Let us now create a new rule by clicking on the New Rule button. We will first specify the type of rule we will be creating and here we have two options. The first option is to check the values in the current record or to use an expression, and the second option is to compare this record with the other records.

We now have only one of two values in our form; either On Time or the word Late and that is from the given query. We can now set our Conditional Formatting, how we want this field to look like if the word Late appears in that field. Let us now change the font color to red and make it bold, italic and underline, and that’s our conditional rule. Let us now click Ok and then click Apply, and Ok again. This is one example of how to create a very basic conditional format rule.

Example 2 Let us take another example. Here, we will make the title or the name of the project red and bold, italic and underline. Select the project name control on your form. Here, we will not be checking the value of the current field we have selected, but we will be checking it against another field on this form. Select Expression Is in the first combo box and then click on … button at the end as in the above screenshot. Double- click on CountofDueDate. This will send the reference to that control or that field up to our expression builder and condition if it is greater than zero.

Now, click Ok. Let us now click Ok and then, click Apply and Ok again. Example 3 Let us now look at another example of conditional formatting. Let us assume, we want to see which projects are more late or have more late tasks than other late projects. Select the Conditional Formatting option.

Let us further change the Bar color to red. We want our shortest bar to represent the lowest value and the longest bar to represent the highest value. Let us now go to the Form view. We will also learn how to add controls to forms. Controls are the parts of a form or report that you use to enter, edit, or display data. Controls let you view and work with data in your database application. Control Types You can create different types of controls in Access.

It can either be a web page or even another object or place within your database. Example Let us now look at a simple example of some of these controls by creating a new blank form. Go to the Create tab in the forms group and click on Blank Form. By default, it will open in layout view as shown in the above screenshot.

On the Design tab, click on the Property Sheet. On the Data tab, you will see that the Record Source remains blank. Let us assume, we want to create a form that’s going to be tied to two different tables in our database. Now click on … button. It will further open its own query builder. Let us now select all the fields from tblEmployees and drag to query grid, and similarly add all the fields from tblHRData. Now, click Save As and give this query a name.

Let us call it qryEmployeesData and click Ok and then close the query builder. We have now bound this form to an object in our database, in this case qryEmployeesData. We can now start by adding some controls to this form and to add any one of the controls, go to the Design tab and view your options from the controls group.

This little button has that highlighted box around it by default. This means that the control wizards are turned on. This is like a toggle switch. When you click on the toggle switch the wizards turn off. Clicking it again will turn the wizards on. Let us now click on the Label and drag this label and enter Employee Information and then go to the Format tab to format it as in the following screenshot. You can choose to apply a bold style or change the font size of text inside that label etc.

Description : Download free Microsoft Access level 1, course tutorial training, This document, Level 1, has been developed to introduce you to Microsoft Access. Size : 1. Microsoft Windows 10 — Quick Guide. Outlook – Quick Start Guide. Microsoft Access Forms. Description : This document has been developed to help you learn more about several useful features in Access such as creating a Form.

Introduction to Outlook Introduction to Access Access Database Design. Microsoft Access Level 3. Description : This document, Level 3, has been developed to help you learn more about several useful features in Access including printing, applying queries, and importing Excel files. Access – Introduction to Forms. Access An Essential Guide.

Customized Reports using Access How to use Microsoft Excel Every field has one datatype like text, number, date, etc. Macros are mini computer programming constructs. They allow you to set up commands and processes in your forms, like, searching, moving to another record, or running a formula. Microsoft Access and Excel are very similar yet very different. Here, are some important difference points between both of them-. Note: We assume you have the latest Microsoft Access installed which comes bundled with Microsoft Office package.

You will find the list of installed programs. Before we create a Database, lets quickly understand the holistic picture of what Database is, with particular reference to MS Access. Result : The below window will appear. All the Database templates are displayed below. Step 2 We can select any template by clicking on it. Click on Contact Template for further reverence. Step 6 Optionally, you can click on any of the objects from left navigation pane and open that object for further references and work.

For, E. The first step in this Microsoft Access tutorial to store data in the database is creating a Table where data will reside. Post creation of the table, we can keep inserting the rows in the table.

Step 1 First Click Create tab. Then from Tables group, click Table.

 

Microsoft office access 2007 advanced tutorial pdf free

 
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