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Access Format Cheat Sheet

Practical

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tiffanymaritz
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18 views6 pages

Access Format Cheat Sheet

Practical

Uploaded by

tiffanymaritz
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Access Format Cheat Sheet

Access Data Types


Text: Short text fields up to 255 characters.
Memo/Long Text: Longer text fields for
paragraphs.
Number: Numeric data for calculations.
Date/Time: Dates and times.
Currency: Currency values.
AutoNumber: Unique sequential number.
Yes/No: Boolean fields (True/False).

Common Field Properties


Field Size: Specifies maximum length for text or precision for numbers.
Format: Display formatting (e.g., for dates, currency).
Input Mask: Controls user input format (e.g., phone numbers).
Default Value: Sets a default entry for the field.
Validation Rule: Ensures data meets criteria (e.g., >= 18 for age).
Indexed: Speeds up searches (especially for unique fields).

Basic Query Commands


SELECT: Retrieves specific data.
SELECT [Column] FROM [Table];
WHERE: Adds conditions.
SELECT * FROM [Table] WHERE [Column] = ‘Value’;
GROUP BY: Groups records with similar values.
SELECT [Column], COUNT(*) FROM [Table] GROUP BY [Column];
Excel Formulas Cheat Sheet
Basic Formulas
SUM: Adds up a range of cells.
=SUM(A1:A10)
AVERAGE: Calculates the average of a range.
=AVERAGE(B1:B10)
COUNT: Counts cells with numbers.
=COUNT(C1:C10)
COUNTA: Counts non-empty cells.
=COUNTA(D1:D10)

Conditional Functions
IF: Tests a condition and returns one value if true, another if false.
=IF(A1>10, “High”, “Low”)
SUMIF: Adds cells that meet a condition.
=SUMIF(A1:A10, “>5”)
COUNTIF: Counts cells meeting a condition.
=COUNTIF(B1:B10, “Yes”)

Text Functions
CONCATENATE: Combines text from multiple cells.
=CONCATENATE(A1, “ “, B1)
LEFT: Extracts a specified number of characters from the left.
=LEFT(A1, 3)
RIGHT: Extracts characters from the right.
=RIGHT(B1, 2)
Lookup Functions
VLOOKUP: Searches for a value in the first column and returns a value in
the same row from a specified column.
=VLOOKUP(D1, A1:B10, 2, FALSE)
HLOOKUP: Horizontal lookup in a row.
=HLOOKUP(D1, A1:D10, 2, FALSE)

HTML Structure Cheat Sheet


Basic Structure
<!DOCTYPE html>
<html>
<head>
<title>Page Title</title>
</head>
<body>
<!—Content goes here 
</body>
</html>

Common Tags
Headings: For section headings.
<h1>Main Title</h1>
<h2>Subheading</h2>
Paragraphs: For text blocks.
<p>This is a paragraph.</p>
Links: For hyperlinks.
<a href=https://example.com>Visit Example</a>
Images: For embedding images.
<img src=”image.jpg” alt=”Description”>

Lists
Unordered List: Bulleted list.
<ul>
<li>Item 1</li>
<li>Item 2</li>
</ul>
Ordered List: Numbered list.
<ol>
<li>First Item</li>
<li>Second Item</li>
</ol>

Tables
<table>
<tr>
<th>Header 1</th>
<th>Header 2</th>
</tr>
<tr>
<td>Data 1</td>
<td>Data 2</td>
</tr>
</table>

Forms
Form with Input Fields
<form action=”/submit” method=”post”>
<label for=”name”>Name:</label>
<input type=”text” id=”name” name=”name”>
<input type=”submit” value=”Submit”>
</form>

Mail merge

Step 1: Prepare Your Data Source (Excel)


1. Create an Excel spreadsheet with the necessary data. Include
headers in the first row, such as FirstName, LastName, Address, City,
Zip, etc.
2. Save the file with an easy-to-identify name, as you’ll link it with
Word in a later step.

Step 2: Set Up Your Document in Word


1. Open a new or existing document in Word where you want to
insert the mail merge data.
2. Go to the “Mailings” tab in the toolbar.

Step 3: Start the Mail Merge


1. Click on “Start Mail Merge” in the Mailings tab, then choose the
type of document you want to create, such as “Letters,” “Email
Messages,” “Envelopes,” “Labels,” or “Directory.”
2. Select “Step-by-Step Mail Merge Wizard” for guided help through
the process. A mail merge sidebar will open on the right.

Step 4: Select the Recipients (Excel Data)


1. In the sidebar or the toolbar, click on “Select Recipients”, then
choose “Use an Existing List…”.
2. Browse and select the Excel file you prepared, then click “Open”.
3. Choose the worksheet within the Excel file containing your data,
then click “OK”.

Step 5: Insert Merge Fields


1. Position the cursor where you want to insert a field, like the
recipient’s name or address.
2. In the “Mailings” tab, click “Insert Merge Field”, and select the
fields you want to add from your Excel spreadsheet. Fields like
<<FirstName>> or <<Address>> will appear in your document.
3. Arrange and format fields as needed.

Step 6: Preview the Mail Merge


1. Click on “Preview Results” in the “Mailings” tab to see how each
recipient’s information will appear.
2. Use the left and right arrows in the “Mailings” tab to view each
recipient’s merged document.
Step 7: Complete the Mail Merge
1. Once you’re satisfied, click on “Finish & Merge” in the “Mailings”
tab.
2. Select one of these options:
“Edit Individual Documents”: Create a new Word document with all
personalized copies.
“Print Documents”: Send directly to the printer.
“Send E-mail Messages”: If it’s an email merge, send messages directly
(requires Outlook setup).

Additional Tips
Save the Word document with the merge fields to reuse later.
Double-check for formatting issues, especially with date and number fields,
as they may require specific formats in Excel to display correctly in Word.

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