Teach Yourself VISUALLY Access 2013 E-Book

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch

Veröffentlichungsjahr: 2013

Beschreibung

The easy, visual way to learn this popular database program

Part of the Office 2013 productivity suite, Access enables you to organize, present, analyze, and share data on a network or over the web. With this Visual guide to show you how, you'll master the fundamentals of this robust database application in no time. Clear, step-by-step instructions are illustrated with full-color screen shots that show exactly what you should see on your screen. Learn to enter new records; create, edit, and design tables and forms; develop queries that generate specific reports; add smart tags to your tables; and much more.

• While it is the most widely used database application, Access is not particularly intuitive; the Visual system's two-page lessons and full-color screen shots make this complex software easier to learn
• Concise, step-by-step instructions and clear illustrations show you exactly what to expect
• Covers scores of tasks, including entering and setting up new records, organizing and sharing data, designing tables and forms, and generating reports
• Shows how to perform more complex operations, such as finding dependencies between database objects and adding smart tags to tables

Teach Yourself VISUALLY Access 2013 uses clear steps and high-resolution screen images to get you up and running with this popular database program.

Leseprobe

Teach Yourself VISUALLY™ Access® 2013

Table of Contents

Chapter 1: Getting Started with Access

An Introduction to Access

Start and Exit Access

Create a Blank Database

Create a Database by Using a Template

Open a Database

Close a Database

Understanding the Access Interface

Customize the Quick Access Toolbar

Customize the Ribbon

Change the Navigation Pane View

Open and Close an Object

Change an Object’s View

Chapter 2: Working with Tables

Plan Effective Tables

Create a Table in the Datasheet View

Save a Table

Create a Table in the Design View

Open a Table in the Design View

Rearrange Fields

Insert and Delete Fields

Understanding Data Types

Change a Field’s Data Type

Understanding Primary and Composite Keys

Set the Primary or Composite Key

Rename a Table

Delete a Table

Copy a Table

Chapter 3: Entering and Editing Data

Enter New Records

Navigate between Records

Edit Records

Attach Files to a Record

Open, Save, and Remove File Attachments

Insert an OLE Object

Open, Edit, and Remove OLE Objects

Enter Data in a Multivalued Field

Select Records

Delete Records

Sort Records

Resize Datasheet Columns and Rows

Print a Datasheet or Form

Chapter 4: Working with Fields

Understanding Field Properties

Understanding Field Sizes

Change a Field Size

Set a Field Caption

Set a Field’s Format

Set a Default Value

Make a Field Required

Index a Field

Align Data within a Field

Create an Input Mask

Create a Validation Rule

Create a Record-Level Validation Rule

Chapter 5: Working with Relationships

Understanding Relationships

Create a Relationship between Two Tables

Edit a Relationship

Remove a Relationship

Arrange the Relationships Window

Print a Relationship Report

View Object Dependencies

Document the Database

Understanding Lookups

Create a Table for Use As a Field Lookup

Create a Field Lookup Based on a Table

Create a Field Lookup with Values That You Specify

Set Up a Multivalued Field

Chapter 6: Finding and Filtering Data

Understanding Find and Replace

Find Data

Replace Data

Filter to Show Only Blank or Nonblank Entries

Filter by Selection

Filter for Multiple Values

Using Text Filters

Filter by Form

Save a Filter As a Query

Chapter 7: Creating Simple Queries

Understanding Queries

Create a Query with the Simple Query Wizard

Start a New Query in the Query Design View

Insert, Arrange, and Remove Query Fields

Set Field Sorting

Add an Alias to a Query Field

Understanding Criteria

Filter a Query for a Specific Value

Specify a Range of Values

Specify a List of Values

Hide a Field in the Query Results

Create Compound Criteria

Limit the Records Returned

Chapter 8: Creating Complex Queries

Understanding Summary Queries

Create a Summary Query with the Simple Query Wizard

Create a Summary Query in the Query Design View

Understanding Calculated Fields

Create a Calculated Field

Understanding Action Queries

Run a Make Table Query

Run a Delete Query

Run an Append Query

Run an Update Query

Prompt the User for a Parameter

Understanding Parameter Syntax

Chapter 9: Creating Forms

Understanding Forms

Create and Save a Form

Create a Form with the Form Wizard

Create a Form in the Layout View

Create a Form in the Design View

Delete a Field from the Design View

Arrange Fields on a Form

Group Fields Together

Define the Tab Order on a Form

Chapter 10: Editing Forms

Display the Header and Footer

Resize Sections of a Form

Select Sections of a Form

Add a Form Title

Apply a Theme

Browse for a Theme to Apply

Apply a Font Theme or Color Theme

Create a Custom Font Theme

Create a Custom Color Theme

Create a Custom Theme

Adjust Internal Margins and Padding

Add a Label

Format Label Text

Change the Background Color

Add a Background Image

Add a Hyperlink

Add a Tabbed Section

Insert a Logo or an Image

Set Conditional Formatting

Chapter 11: Creating Reports

Understanding Report Views

Create a Simple Report

Apply a Theme to a Report

Preview and Print a Report

Create a Report with the Report Wizard

Create a Report in the Layout View

Set the Page Size and Orientation

Change the Report Layout Type

Set Page Margins

Set Control Margins and Padding

Format Report Text

Size and Align Report Fields

Insert a Page-Numbering Code

Chapter 12: Grouping and Sorting Data

Understanding Grouping and Summarizing

Group Report Results

Group a Numeric Field by Intervals

Group a Date Field

Group Records Using an Expression

Sort Report Results

Count Records

Add an Aggregate Function

Hide the Group Header and Footer

Keep a Group Together on a Page

Change the Grouping or Sorting Priority

Remove a Grouping or Sorting

Chapter 13: Creating Mailing Labels

Create Labels

Add a Field to an Existing Line

Add a Field to a Label As a Separate Line

Color the Label Background

Color the Label Text

Apply Font Formatting to the Label Text

Export Labels to Word

Chapter 14: Performing a Mail Merge

Start a Mail Merge

Create the Main Document in Word

Insert an Address Block

Insert a Greeting Line

Match Fields

Insert Individual Fields

Preview the Merge Results

Filter the Recipient List

Sort the Recipient List

Merge to a New Document

Merge Directly to a Printer

Save the Merge for Later Use

Chapter 15: Working with External Data

Import an Excel Worksheet

Link to an Excel Worksheet

Link to an Outlook Folder

Manage Linked Tables

Import a Table from Another Access Database

Import Data from a Delimited Text File

Import Data from a Web Page

Import Data from an XML File

Export Data to Excel

Export Data As HTML

Export Data to a Plain Text File

Save Import or Export Specifications

Using Saved Import or Export Specifications

Analyze Access Data Using an Excel PivotTable

Add Multiple Fields to a PivotTable Area

Move a Field to a Different PivotTable Area

Group PivotTable Values

Apply a PivotTable Filter

Chapter 16: Maintaining a Database

Set a Trusted Location

Save in an Earlier Version Format

Convert to the Access 2007-2013 Format

Back Up a Database

Analyze Database Performance

Compact and Repair a Database

Password-Protect a Database

Create a Switchboard

Set Switchboard Startup Options

Teach Yourself VISUALLY™ Access® 2013

Published by John Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256

www.wiley.com

Published simultaneously in Canada

Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

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Wiley publishes in a variety of print and electronic formats and by print-on-demand. Some material included with standard print versions of this book may not be included in e-books or in print-on-demand. If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at http://booksupport.wiley.com. For more information about Wiley products, visit www.wiley.com.

Library of Congress Control Number: 2013932930

ISBN: 978-1-118-51770-3

Manufactured in the United States of America

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Trademark Acknowledgments

Wiley, the Wiley logo, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. Microsoft and Access are registered trademarks of Microsoft Corporation in the United States and other countries. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.

LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ.

FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS. ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL.

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Credits

Executive Editor

Jody Lefevere

Project Editor

Dana Rhodes Lesh

Technical Editor

Vince Averello

Copy Editor

Dana Rhodes Lesh

Editorial Director

Robyn Siesky

Business Manager

Amy Knies

Senior Marketing Manager

Sandy Smith

Vice President and Executive Group Publisher

Richard Swadley

Vice President and Executive Publisher

Barry Pruett

Project Coordinator

Katie Crocker

Graphics and Production Specialists

Ana CarrilloJoyce HaugheyAndrea HornbergerJennifer Mayberry

Quality Control Technician

Lauren Mandelbaum

Proofreading and Indexing

Cynthia FieldsBIM Indexing & Proofreading Services

About the Author

Paul McFedries is a full-time technical writer. Paul has been authoring computer books since 1991 and has more than 80 books to his credit. His books have sold more than four million copies worldwide. These books include the Wiley titles Teach Yourself VISUALLY Microsoft Excel 2013, Teach Yourself VISUALLY Microsoft Windows 8, Windows 8 Visual Quick Tips, iPhone 5 Portable Genius, and iPad 4th Generation and iPad mini Portable Genius. Paul is also the proprietor of Word Spy (www.wordspy.com), a website that tracks new words and phrases as they enter the language. Paul invites you to drop by his personal website at www.mcfedries.com or follow him on Twitter at @paulmcf and @wordspy.

Author’s Acknowledgments

It goes without saying that writers focus on text, and I certainly enjoyed focusing on the text that you will read in this book. However, this book is more than just the usual collection of words and phrases. A quick thumb through the pages will show you that this book is also chock-full of images, including sharp screenshots. Those colorful images make for a beautiful book, and that beauty comes from a lot of hard work by Wiley’s immensely talented group of designers and layout artists. They are all listed in the Credits section on the previous page, and I thank them for creating another gem. Of course, what you read in this book must also be accurate, logically presented, and free of errors. Ensuring all of this was an excellent group of editors that included project editor and copy editor Dana Lesh and technical editor Vince Averello. Thanks for your exceptional competence and hard work. Thanks, as well, to Wiley executive editor Jody Lefevere for asking me to write this book.

How to Use This Book

Whom This Book Is For

This book is for the reader who has never used Microsoft Access. It is also for readers who want to expand their knowledge of Access and learn about the features of the latest version.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must perform; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click and text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Chapter 1: Getting Started with Access

Are you new to Microsoft Access or upgrading to the latest version of the program? This chapter introduces you to Access and to some useful database concepts. You also learn how to create and open a database as well as how to navigate through the Access interface.

An Introduction to Access

Start and Exit Access

Create a Blank Database

Create a Database by Using a Template

Open a Database

Close a Database

Understanding the Access Interface

Customize the Quick Access Toolbar

Customize the Ribbon

Change the Navigation Pane View

Open and Close an Object

Change an Object’s View

An Introduction to Access

Microsoft Access is a program for creating and working with special files called databases, which are designed to store collections of related information. For example, one database might store business data such as customers, invoices, and inventory, whereas another might store personal data such as contacts, movies, and household items. You can use Access to create, retrieve, and manage large or small collections of information.

To get the most out of Access, you need to understand basic concepts such as tables, records, and fields; database objects such as datasheets and forms; and database tools such as filters, queries, and reports.

Tables, Records, and Fields

In Access, data is stored in tables, and each individual entry in a table is called a record. For example, in a Customers table, the information about each customer is a separate record. Each record is composed of one or more fields that contain individual pieces of data. In this example, customer fields may include Name, Address, City, State, and Zip Code.

Datasheets and Forms

By default, each table appears as a spreadsheet grid called a datasheet. You can type directly into a datasheet. To make data entry more convenient, some people choose to create on-screen which are like dialog boxes that prompt for field entries. An attractively formatted form is easier and more pleasant to use to enter new records than a plain datasheet.