Lab 2
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Lab 2. Modifying a Table and Creating a Form. Objectives. Navigate a large table. Change field format properties. Set default field values. Insert a field. Add validity checks. Hide and redisplay fields. Find and replace data. Use Undo. Sort records.

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Lab 2

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Lab 2

Lab 2

Modifying a Table and Creating a Form


Objectives

Objectives

  • Navigate a large table.

  • Change field format properties.

  • Set default field values.

  • Insert a field.

  • Add validity checks.

  • Hide and redisplay fields.

  • Find and replace data.

  • Use Undo.

  • Sort records.

  • Create and enter records into a form.


Concepts

Concepts

  • Format Property - Use the Format property to create custom formats that change the way numbers, dates, times, and text display and print.

  • Default Value Property - The Default Value property is used to specify a value to be automatically entered in a field when a new record is created.

  • Validity Check - Access automatically performs certain checks, called validity checks, on values entered in a field to make sure that the values are valid for the field type.


Concepts1

Concepts

  • Find and Replace - The Find and Replace feature helps you quickly find specific information and automatically replace it with new information.

  • Sort - You can quickly rearrange a table’s records by sorting the table data in a different order.

  • Form - A form is a database object used primarily to display records onscreen to make it easier to enter new records and to make changes to existing records.


Outline

Outline

  • Navigating a Large Table

  • Customizing and Inserting Fields

    • Setting Display Formats

    • Setting Default Values

    • Inserting a Field

    • Adding Validity Checks

  • Hiding and Redisplaying Fields

    • Hiding Fields

    • Redisplaying Hidden Fields


Outline1

Outline

  • Finding and Replacing Data

    • Finding Data

    • Using Undo

    • Replacing Data

  • Sorting Records

    • Sorting on a Single Field

    • Sorting on Multiple Fields


Outline2

Outline

  • Creating And Using Forms

    • Using the Form Wizard

    • Navigating in Form View

    • Adding Records in a Form

    • Previewing and Printing a Form

    • Closing and Saving a Form

  • Lab Review


Navigating a large table

KeysEffect

[Page Down]Down one page

[Page Up]Up one page

[Ctrl] + [Page Up]Left one window

[Ctrl] + [Page Down]Right one window

[End]Last field in record

[Home]First field in record

[Ctrl] + [End]Last field of last record

[Ctrl] + [Home]First field of first record

[Ctrl] + [up arrow]Current field of first record

[Ctrl] + [down arrow]Current field of last record

NAVIGATING A LARGE TABLE

Using the Keyboard


Navigating a large table1

ButtonEffect

First record, same field

Previous record, same field

Next record, same field

Last record, same field

New (blank) record

NAVIGATING A LARGE TABLE

Using the Navigation Buttons


Customizing and inserting fields

CUSTOMIZING AND INSERTING FIELDS

  • Add and delete fields

  • Add restrictions on data

  • Define how data will be displayed


Concept 1 format property

Concept 1: FORMAT PROPERTY


Predefined formats

PREDEFINED FORMATS

Text and Memo Data Types


Concept 2 default value property

Concept 2: DEFAULT VALUE PROPERTY


Working with fields

WORKING WITH FIELDS

  • What if you forget to include a field?

  • Can insert one at a later time

  • But I don't want the field to be at the end!

  • Can insert a new blank row where you want


Concept 3 validity check

Concept 3: VALIDITY CHECK

  • Validation check

    • Automatic checks on data

  • Validation rules

    • Expression that defines acceptable data

  • Validation text

    • Message that appears if invalid data is entered


Validity check

VALIDITY CHECK

  • Values

  • Operator

  • Comparison operators


Validity checks

VALIDITY CHECKS

Identifiers and Expressions

Entered in the Validation Rule field of the field's property.


Hiding and redisplaying fields

HIDING AND REDISPLAYING FIELDS

  • Hide fields to see more on screen

    • Choose Format/Hide

  • Redisplay hidden fields

    • Choose Format/Unhide


Concept 4 find and replace

Concept 4: FIND AND REPLACE

  • Quickly find specific information

  • Automatically replace with new information

  • Find Command

    • Locates all specified values in a field

  • Replace Command

    • Finds a value and replaces it another


Find and replace

FIND AND REPLACE

Dialog Box Options


Concept 5 sort

Concept 5: SORT

  • Sort

  • Sorting on a single field

  • Sorting on multiple fields


Sorting

SORTING


Modifying the datasheet

MODIFYING THE DATASHEET

  • Formatting the datasheet

  • Changing background and gridline color

  • Changing the font color


Creating and using forms

CREATING AND USING FORMS

  • What is a form?

  • Database object used to display records onscreen

  • Why use a form?

  • Easier to enter new records and make changes to existing ones


Concept 5 form

Concept 5: FORM

  • Based on underlying tables

  • Include design control elements

    • Descriptive text

    • Titles

    • Labels

    • Lines

    • Boxes

    • Pictures

  • Can use calculations


Creating a form

CREATING A FORM

  • Use Design View

  • Use the Form Wizard

    • Tab order

    • Form layout

    • Form style

    • Form title


Basic form layouts

BASIC FORM LAYOUTS


More on forms

MORE ON FORMS

  • Navigating in Form View

  • Adding records in a form

  • Previewing and printing a form

    • Access prints out all records in the table in Form View

    • Select only the record you want printed

      • Edit/Select Record

      • Print selected record


Key terms

Key Terms

  • Character string– A group of characters.

  • Comparison operator– Symbol that you to make comparisons between values.

  • Expression - Description of acceptable values in a validity check, which can contain any combination of the following elements: operators, identifiers, and values.

  • Form - A database object used primarily for data entry and making changes to existing records.


Key terms1

Key Terms

  • Format– To enhance the appearance of an object.

  • Identifier - A part of an expression that refers to the value of a field, control, or property.

  • Operator- A symbol or word used to make a comparison.

  • Sort - A temporary record order in the Datasheet that reorders records in a table.

  • Tab order - The order in which Access moves through a form or table when the Tab key is pressed.


Key terms2

Key Terms

  • Validation rule –A restriction placed on entering text.

  • Validation text - Text that is displayed when a validation rule is violated.

  • Validity check - Process of checking to see whether data meets certain criteria.

  • Value - A part of an expression that is a number, date, or character.


Discussion questions

Discussion Questions

  • Discuss several different format properties and how they are used in a database.

  • Discuss the different types of form layouts and why you would use one layout type over another.

  • Discuss how validity checks work. What are some advantages of adding validity checks to a field? Include several examples.

  • Discuss the different ways records can be sorted. What are some advantages of sorting records?


Frequently asked questions

Frequently Asked Questions

  • I typed the name data in lower case in my table and now I would like the name to be in upper case. Is there an easy way to do this?

  • How do I make sure a certain value is entered in a field?

  • My table is large and I can't see all the fields on the screen. Any suggestions?

  • How does the Undo command work in Access?


Frequently asked questions1

Frequently Asked Questions

  • How can I sort on more than one field?

  • How can I enhance the appearance of my datasheet?

  • What is a form and how do I use it?

  • Are forms required?


Web links

Web Links

  • Microsoft Access Tutorials – Creating Basic Forms

    • http://mis.bus.sfu.ca/tutorials/MSAccess/tutorials.html

  • Access Tutorial – Introduction to Forms

    • http://www.functionx.com/access/lesson8.htm

  • Access 97/2000 – Forms

    • http://www1.harlingen.isd.tenet.edu/images/helppdf/dwa19.pdf


Web links1

Web Links

  • Microsoft Access Forms; Tek-Tips

    • http://www.tek-tips.com/gthreadminder.cfm/lev2/4/lev3/27/pid/702

  • Filtering Data with Access Forms

    • http://www.sqlmag.com/Articles/Index.cfm?ArticleID=9037

  • Gaining Access – What is a Form?

    • http://www.psu.edu/dept/cac/ets/projects/modules/ga/form_index.html


Web links2

Web Links

  • Practical Advanced Microsoft Access Forms and macros

    • http://www.cse.bris.ac.uk/~ccmjs/accform.htm

  • Creating and Using Access Forms

    • http://s9000.furman.edu/DD/labs/Access/access_3.htm


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