Access 2007 Part 3

Table of Contents
1.0 Introduction ............................................................................................................................................ 2 2.0 Advanced Queries, continued. ................................................................................................................ 2 Creating Delete Queries ............................................................................................................................ 2 Creating Append Queries .......................................................................................................................... 3 3.0 Form Creation and Design ...................................................................................................................... 4 Layout View............................................................................................................................................... 4 In-Class Exercise .................................................................................................................................... 5 Wizard View .............................................................................................................................................. 5 In-Class Exercise .................................................................................................................................... 6 4.0 Reports .................................................................................................................................................... 6 Layout View............................................................................................................................................... 6 In Class Exercise .................................................................................................................................... 9 Wizard View .............................................................................................................................................. 9 In Class Exercise .................................................................................................................................... 9 5.0 Getting Help .......................................................................................................................................... 10

Access 2007 Part 3

1.0 Introduction
In this section, we will continue learning advanced queries, such as the delete and append query. Next we will move into form creation by utilizing two different methods and will see different types of form properties. Finally, we will learn two ways to generate reports that can be printed for easy distribution.

2.0 Advanced Queries, continued

Creating Delete Queries
Delete queries are created very similar to the way that select queries are created, however, their function is different. As you may infer from the name, delete, delete queries are designed to delete information from the database. To start, begin by creating a query by using the Query Design option. Select the table(s) that you want affected by the update query. Once you select the tables, click the Delete icon.

Access 2007 Part 3

When the query runs, the query will delete all records that adhere to the criteria entered into the Criteria: field.

Creating Append Queries

Append queries are created very similar to the way that select queries are created, however, their function is different. As you may infer from the name, Append, append queries are designed to append information into a table, usually from another table. To start, begin by creating a query by using the Query Design option. Select the table(s) that you want affected by the update query. Once you select the tables, click the Append icon.

As soon as you click the Append button, Access will prompt you to choose the table that you want to append to. Access also gives you the option to choose another database where you can append certain data. Next, you will select the table and data that you wish to append to your table. If necessary, you can select criteria options for the appendage. Once you click Run, Access will prompt you with an are you sure? message. Once you say yes, the data will be appended to the table.

Access 2007 Part 3

3.0 Form Creation and Design

Layout View
Why forms? Forms are an invaluable way to create customized data entry forms for the person that will be adding data to the database. You can control which data that person can see, which data that person can add / change, and which data can be deleted. Customizability is one of the greatest things that Access can offer. You can control all of the features of what the user can do. Well be covering how to create forms using the wizard. Access 2007 does a much better job at form creation than its predecessors. Most of the time the forms we create are just simple, and more visual, ways to enter data into a table or set of tables. The simplest way to do this is to single click on the table that we want our form to be base, then select the Create tab, and then select Form.

Access 2007 Part 3

As you can see from the image above, Access created a form that includes our advisor information. From here we can edit existing information and create new records in the advisor table. You can also see that Access created a sub-form containing student information (green circle). Since weve already created a relationship between our advisor and student table, Access recognizes this, and this sub-form shows the information of the students that each particular advisor advises. Access 2007 also does a better job at getting the layout of forms to be easier to design. The view that Access automatically goes to is the Layout view. Here you can see the data and can make small, but also make very useful changes to the layout, such as positioning and size of fields, font size, type and color. As you enter or edit data you may notice that any fields that we created input masks during our table creation are reflected in our forms. Furthermore, any lookup wizards that you created will also be reflected in the form. In addition to the layout view, you can go into Design view to modify some more detailed options within a form. We will show some of these during class.

In-Class Exercise Create two forms: Student information Advisor information Resize the fields so they are approximately the same length as the data within the fields. Arrange the fields to a position on the form that you like.

Wizard View
Another way to make forms is by using the wizard view. The ease of creating the forms is very similar to that of the Layout view; however, the wizard gives you more options in terms of aesthetics of the form, such as field layout, background colors, or designs. To create a table by using the wizard, again, single click on the table where you want your form to be created. Next, select the Create tab, then select More Forms and select Form Wizard. You will see a box where you can selectively add the fields that you want your form to contain. The field listing on the left shows the fields that are available to select, where as the listing on the right shows the fields that will appear on the form. To move fields from left-to-right, either double-click on the field name or single-click on the field name and press the single arrow button. To move all fields, select on the doublearrowed button. Click Next to move to the next set of wizard options. 5

Access 2007 Part 3

Next, you will be given the option of choosing the layout of the form. Single-clicking on each option will show you a general preview of how the form will look, however, it is probably best to use trial-and-error to determine which layout you like best. Clicking Next will take you to a screen to select the style of your form. Next, you will be given the option to name your form and then view it. In-Class Exercise Create two forms by using the wizard: Student information, but we do not want to see the students GPA Advisor information These will need to have different names than what you named the same forms in the previous exercise.

4.0 Reports
Layout View
Reports are a great way to have hard copies of the information generated from within your database. Reports can be generated from table information as well as from any queries that you may generate. For example, you may have created a query for students that have a GPA of at least 3.5 and need to have a print-out of all students who have obtained this GPA. Once you create your query with this information, you can then create a report to show the information in paper form. To create a report: start just like you do a form, by single-clicking on the table/query and then selecting the Create tab, then Report.

Access 2007 Part 3

Access will now generate a report in Layout view. Just like with the Layout view of forms, you are now able to make changes to the data format, font size, color, field length, etc. Access 2007 now includes a simple way to generate overall totals from you dataset. For example, since we are dealing with students with GPAs of, at, or above 3.5, we may want to show the number of students with this high GPA on our report (although the dataset we are working with only contains a few students, this would be useful in larger datasets). In addition, Access also can generate statistical data of numeric data. For example, maybe we want to know the average GPA of the students listed or maybe the standard deviation for more advanced statistical analysis. Once your report is generated, to generate these data, select the column of information that you want these overall totals. For now, lets select the UID column, then, in our Report Layout Tools menu within the Format contextual tab, select the Totals button. Here you will be presented with a listing of overall totals that will correspond to the data that you have selected. Since we have selected a nonnumeric field, the only options we have are count options. Select Count Records. You will see that Access generates a line with the number of records below the last record.

Access 2007 Part 3

For our GPA field, we can do the same process, only this time after clicking the Totals button we will see a listing of mathematical options, such as: sum, average, max, min, standard deviation, and variance. Again, by choosing an option, you will see the value listed below the last GPA record.

Access 2007 Part 3

In Class Exercise Create two reports using the layout view: Student Information, containing all fields except GPA. Advisor Information, include all fields.

Wizard View
Just like creating forms within wizard view, you can create reports using the wizard view by following the same basic steps. The report wizard is located in the Reports section of the Create tab and is titled, Report Wizard. This should be pretty straight forward since the steps are similar to those in the form creation. Go ahead and try the next In Class Exercise. In Class Exercise You may need to create a query to show this information prior to building your report. Create a report showing students UID, First and Last Name, GPA, and Major. All students should appear.

Access 2007 Part 3

When in the wizard, create a grouping by Major. This should be the second screen within the report wizard. Once the report is generated, show the number of records, and average GPA. Notice how Access does this with the grouping selected.

5.0 Getting Help

As always, feel free to contact the CaTS Help Desk for assistance:

Help Desk 025 Library Annex 937-775-4827 [email protected]

Just follow the links from the CaTS home page for training or documentation:

http://www.wright.edu/cats

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