CS 0131 Software for Personal Computing

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CS 0131Software for Personal Computing

• Week 12
• Access 2 Modifying a Table and Creating a Form

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Objectives

• Navigate a large table.
• Change field format properties.
• Set default field values.
• Insert a field.
• Define validation rules.
• Hide and redisplay fields.
• Find and replace data.

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Objectives (continued)

• Use Undo.
• Sort records
• Format a Datasheet.
• Create a form to simplify data entry.
• Preview, print, close, and save a form.
• Identify object dependencies.
• Add file and object dependencies.
• Add file and object documentation.

4
Concept Preview

• Format Property
• Default Value Property
• Validity Rule
• Expression
• Find and Replace
• Sort
• Form

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Navigating a Large Table
Total records in table
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Moving Using the Keyboard
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Moving Using the Navigation
Button Effect First record, same
field Previous record, same field Next
record, same field Last record, same
field New (blank) record
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Moving In Between Fields
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Customizing Inserting Fields

• Add and delete fields
• Add restrictions on data
• Define how data will be displayed

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Concept 1 Format Property

• Used to specify the way data are displayed and
  printed
• Does not change the way Access stores data, only
  the way it is displayed
• Can create a custom format or choose from
  predefined formats
• See page AC2.9.

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Predefined Formats(Text and Memo Data Types)
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Concept 2 Default Value Property

• Used to specify a value when a new record is
  created
• Used when most of the entries in a field will be
  the same for the entire table
• Users can accept this value or enter another
  value
• Saves time while entering data
• See page AC2.11.

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Concept 3 Validation Rules

• Validation rules
• Used to control the data that can be entered in a
  field
• Expression that defines acceptable data
• Validation checks are done automatically
• Validation text
• Message that appears if invalid data is entered
• Can create your own message or use default
  message
• See page AC2.13.

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Concept 4 Expression

• An expression is a formula consisting of symbols.
• Produces a single value
• Create an expression by combining
• identifiers
• operators
• values
• See page AC2.15.

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Comparison Operators
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Expression Examples
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Entering an Expression
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Valid Entries
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Hide Redisplay Fields

• Hide fields to see more on screen
• Choose Format/Hide
• Redisplay hidden fields
• Choose Format/Unhide

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Concept 5 Find and Replace

• Quickly finds specific information
• Automatically replaces value with new information
• Find Command
• Locates all specified values in a field
• Replace Command
• Finds a value and replaces it with another
• See page AC2.20.

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Find and Replace(Access Options)
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Using Undo

• Undo will cancel your last action as long as you
  have not made any further changes
• Can undo if record has been saved by using Undo
  Saved Record

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Concept 6 Sort

• Rearrange a table's records by sorting in a
  different order
• Sorting helps you find information quickly
• Can sort by a single field or by multiple fields
• See page AC2.27.

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Formatting the Datasheet

• Enhance the appearance of the datasheet by
  applying formatting options
• Can change the appearance of
• Cells
• Gridlines
• Background and gridline colors
• Border and line styles
• Datasheet formats affect the entire datasheet

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Changing Background Color and Gridline Color
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Changing the Text Color
Changes text color
Adds bold
Adds background color
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Concept 7 Forms

• A form is a database object used to display
  records onscreen
• Forms are based on underlying tables
• Include design control elements
• Descriptive text
• Titles labels
• Lines, boxes, and pictures
• Forms can use calculations
• See page AC2.33.

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The Form Wizard

• An easy way to create Access forms
• Select fields from underlying table
• Place fields in tab order the order you want
  them to appear on the form
• Select layout
• Select style
• Enter a name for the form

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Using the Form Wizard
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Select Fields
Adds selected field to form
First field to display in form
Adds all fields to form
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Select Form Layout
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Layout Style
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Form Style
Sample of selected style
Form styles
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Enter Name for Form
Enter name for form
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Navigating in Form View

• Use the same navigation keys in Form view that
  are used in Datasheet view
• Move between fields by using
• TAB
• ENTER
• SHIFT TAB
• The directional keys on the keyboard

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Identifying Object Dependencies

• A form is an object added to the database
• Many objects are dependent on other objects
• A form is dependent on the database table
• A form needs a table for content data

Object Dependencies task pane
Shows objects depends on the Employee Records
table
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Documenting a Database

• Title
• Subject
• Author
• Keywords
• Comments
• Use File Properties just as before. Can also
  apply to specific objects.