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Diposting oleh loem On 13.44

  • Formatting a field to look a specific way (HINT: You do not need to assign a field a specific set of characters if you do this)
  • Selecting a value from a dropdown box with a set of values that you assign to it. This saves you from typing it in each time
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    Relationships

    After you've set up multiple tables in your Microsoft Access database, you need a way of telling Access how to bring that information back together again. The first step in this process is to define relationships between your tables. After you've done that, you can create queries, forms, and reports to display information from several tables at once.

    A relationship works by matching data in key fields - usually a field with the same name in both tables. In most cases, these matching fields are the primary key from one table, which provides a unique identifier for each record, and a foreign key in the other table. For example, teachers can be associated with the students they're responsible for by creating a relationship between the teacher's table and the student's table using the TeacherID fields.

    Having met the criteria above, follow these steps for creating relationships between tables.

    1. In the database window view, at the top, click on Tools ---> Relationships
    2. Select the Tables you want to link together, by clicking on them and selecting the Add Button
    3. Drag the primary key of the Parent table (Teacher in this case), and drop it into the same field in the Child table (Student in this case.)
      Relationships
    4. Select Enforce Referential Integrity
      Referential Integrity
      • When the Cascade Update Related Fields check box is set, changing a primary key value in the primary table automatically updates the matching value in all related records.
      • When the Cascade Delete Related Records check box is set, deleting a record in the primary table deletes any related records in the related table
    5. Click Create and Save the Relationship

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    Forms

    A form is nothing more than a graphical representation of a table. You can add, update, delete records in your table by using a form. NOTE: Although a form can be named different from a table, they both still manipulate the same information and the same exact data. Hence, if you change a record in a form, it will be changed in the table also.

    A form is very good to use when you have numerous fields in a table. This way you can see all the fields in one screen, whereas if you were in the table view (datasheet) you would have to keep scrolling to get the field you desire.


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    Create a Form using the Wizard

    It is a very good idea to create a form using the wizard, unless you are an advanced user and know what you are doing. Microsoft Access does a very good job of creating a form using the wizard. The following steps are needed to create a basic form:

    1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
    2. Click on the Forms button under Objects on the left side of screen
    3. Double click on Create Form Using Wizard
    4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
    5. Click Next
    6. Select the layout you wish
    7. Click Next
    8. Select the style you desire...HINT: if you plan on printing your form, I suggest you use a light background to save on printer toner and ink
    9. Click Next
    10. Give you form a name, and select Open the Form and enter information
    11. Select Finish
    12. You should see your form. To adjust the design of your form, simply hit the design button (same as with the tables), and adjust your form accordingly

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    Reports

    A report is an effective way to present your data in a printed format. Because you have control over the size and appearance of everything on a report, you can display the information the way you want to see it.


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    Create a Report using the Wizard

    As with the Form, it is a very good idea to create a report using the wizard, unless you are an advanced user. Microsoft Access does a very good job using the wizard to create reports.

    1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
    2. Click on the Reports button under Objects on the left side of screen
    3. Double click on Create Report Using Wizard
    4. On the next screen select the fields you want to view on your form. Most of the time you would select all of them.
    5. Click Next
    6. Select if you would like to group your files. Keep repeating this step for as many groupings as you would like.
    7. Click Next
    8. Select the layout and the paper orientation you desire
    9. Click Next
    10. Select the style you desire...HINT: if you plan on printing your report, I suggest you use a light background to save on printer toner and ink
    11. Click Next
    12. Give you report a name, and select Preview the Report
    13. Select Finish
    14. You should see your report. To adjust the design of your report, simply hit the design button (same as with the tables), and adjust your report accordingly

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    Creating Mail Merge Labels using a Wizard

    Microsoft Access lets you create Mailing Labels for your database that you have. To do this do the following:

    1. Switch to the Database Window. You can do this by pressing F11 on the keyboard.
    2. Click on the Reports button under Objects on the left side of screen
    3. Click on New
      Mail Merge
    4. Select Label Wizard and the table you would like to get your information from.
      Label Wizard
    5. Click OK
    6. Select the layout of your labels
    7. Click Next
    8. Select the font size and color you want on each label
    9. Click Next
    10. Select how you want your label to look
    11. Click Next
    12. Select how you want your labels sorted
    13. Give your label report a name and preview it

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