Microsoft Access - Up to Speed

1. Introduction: Well, whoa on. Welcome to the exciting world of Microsoft. Oxes. My name is Roger Hitman and I will be your instructor for this course. No, I've been using access since its early days and I've been a software trainer, database creator and course were designer for the past 20 years. I am so excited that you decided to take the alarm under your Microsoft access journey. You know, one of my teachers once told me a database to to Actually, they told me that if you learn how to program down today says you'll never have to worry about having a job. I have to say that this has proven pretty much true throughout my life. So whether you're learning access for that reason to make yourself more marketable on employers, request or run your own business more effectively, unofficially, the vote will embark on an exciting on depending on before you want to take it. A potentially life changing adventures. These waas for me. So, first off, what is Microsoft access? But access is an easy to use relational database management system that allows you to store and manage information for reference reporting on analysis with access you can affect every manage large amounts of information. I'm quickly create custom business applications within minutes. Access stores related information together and allows you to create simple or complex connections between your data, resulting in fewer errors and inconsistencies. Better security and control of your data on increase productivity access. Is it all in one solution for irrigated management needs using. Make yourself access Euler on applying, create, modify and manage relational databases. You learn about all the elements and best practices that make up our reliable on robust now to the system. Using step by step tutorials and downloadable lesson pile so you can work along, you're going to start off learning how to create a new database from scratch or by using templates. You learn how to create tables and work with feels, records and data types. You'll create value lists. Look up, feels, calculate, feels, and we'll learn how to set up one or more primary key feels in your tables. You'll learn how to filter in. Sort your data by generating Cleary's Juliana Sepp Query criteria Toe. Limit your records set on your then learn how to change the data in your tables by using actually Cleary's well, our data toe a table using a make table queries. I get it to an existing table using append. Cleary. Change existing data in your tables using an update query on deleted data using a delete query. We'll even take a brief look and how to create a sequel. Query in the Access, additionally, will be taking a deep look at data base relationships on how to relate data between your tables. You start by creating 1 to 1 relationships and then move on toe. One too many, finally, too many. To many relationships, you learn how to design data entry forms that are efficient and aesthetically pleasing. On while working with forms, you'll learn how to effectively use controls in your forms, create, look up, feels and modify control properties. You'll also work with entering data it related tables by using a sub, then see how to present your data in a variety of different formats. Using access records, you learn advanced storing and moving techniques, as was how to make the reports not only informational but also pleasing to the eye well, that take a look at how to automate tasks and increased functionality off Forbes By using access macro, you'll learn how to assign a macro command, bunted, use macro groups and even create a map that automatically executes every time your databases open. Well, then take a fairly in depth look at importing data in tow, access from excel, spreadsheets, text files and even other access databases. Likewise, you're working excluding data from access to other formats, such as a pdf file to another access database to excel to bankers. A word is it RTF file on even perform the Microsoft Word mail. Merge directly within accidents. Lastly, about nowadays tools that you could use to help you being tenure databases. You'll compact and repair and access database documented. Analyze your data bases back up your database is on. Even create a front and a back end database by spinning your database into two parts. Now, if you're using an older version of access, that's fine. As a lot of the features haven't changed all that much, though, you may find a few features missing from your version of the application that that's the case, you could just skip over those parts until you're ready to upgrade to the latest version of Microsoft Access on. Please don't headed it toe. Ask you any questions at all about the application or the course that come up as you work your way through the course. I'm here to support you all along the way. So you're ready there, So let's get started. 2. Before You Begin: If you'd like to work along with me as we progress through the course, you'll need to download the lesson files. So in the, your project tab of this class, depending on where you're seeing this class, I've included a link to the file as well as instructions and how to set it up. Now file is compressed in zip format, and with most dotted computers, I didn't need to do is double-click the zipped file to expand its contents. Now the top folder is named a lesson files and you'll want to copy this two computers desktop as well as Elvis subfolders underneath. The subfolder should remain under the lesson files folder. I'll also include the URL to the lesson files in this video on top of the screen here. So if you wanted, you could just copy it down and then inserted into your browser's address bar later on if you so choose. So if you have any questions at all about the lesson files, please don't hesitate to let me know. So now let's dive into the class. 3. Understanding Databases: Welcome to this first class in Microsoft access up to speed. Or in this video, we're gonna scare take a general look. Databases. Databases are at the core of many business and organization operations. The permit. Centralized access to information in an efficient and consistent manner on reduced inaccuracies of manual record keeping that appears to be thought of as an information repository pertaining to a specific topic that allows you to manage, store, retrieve and analyze information on example. Database might be a list of names and addresses of customers or a database of order. Record information in a database is stored in tables, which are the building blocks of a database. A table consist of rose for each record on columns for each field. Microsoft Access is a relational database management system often abbreviated to our d. B. M s and is the most commonly used type of database system in the world. Today, a relational database stores data in tables, which consists of columns and rows, enables you to retrieve subsets off data from tables and allows you to connect tables together for the purpose of retrieving related data stored in different tables. The core of good database design is planning. So, before actually creating your database, you should have a good idea of the kind of data your database will contain and how that data will be broken down. It is recommended to plan out your database on paper or using a brainstorming tool before you begin the actual creation process. When curated databases, there are rules that most designers follow, which helped them to create consistent, efficient and well thought out of databases. This is the rules is called Normalization, which dictates that your database tables will eliminate inconsistencies on maximize efficiency. The goal of normalization is to reduce data toe a simplest structure with minimum redundancy and maximum data integrity. Some of the important goals of normalization are all feel should be broken down, so that data cannot be divided for. For example, the name field should be broken down into three separate feels last name, middle name and first name. Second, each table must have one unique key called a primary key. That is to say, there must be one feel that identifies our record on, does not allow duplicates example of this to be a social Security number or a customer number and we're gonna talk a lot more about primary keys. In later lessons, Number three Off Feels must directly referred to the primary key. For instance, in a customer table you would Onley include information related to that customer, such as name, address, etcetera. You would not include a field called That's a Prop product name. For instance, in a customer table on four ah field cannot contain more than one value. Thus, a normalized database stores each piece of information in its own table. All feels they're broken down to the lowest possible level on each piece of information can be referred to by its primary key. So in the next video actually going to create a database from scratch. 4. Using Database Templates: Access 2019 displays. The backstage view window upon launching, which is a winner that we see rate here this winter, contains a wide range of templates or fully featured databases that you could use as a starting point. These were either be included with access or can be downloaded from Microsoft's website on . We can see all the different templates available here. Asset tracking Context Students Event Management. We have a lending library, time and billing, etcetera. You also display all temperance within a particular category by clicking on the category right appear in the right pane. Here we have, ah database business logs, industry lists, personal and contacts with the Click database, for instance, these templates feature ready to go databases that you can use, and then we can always get back to the previous window by clicking a little left 20 barrel . Here, let's look at the business category, so here we have. Gamma base is commonly used in businesses such as asset tracking, event management contacts, customers service, etcetera. Let's go back. One more. Let's take a look at the industry category, and again we see databases specific to the industry. If you're looking to create a customer orders database. The North wind is a good starting point, as this consists off basic sales data base. You can see it in the description. Demonstrates how nice is commanded. Small business customers, orders, inventory, purchasing suppliers, shipping and employees. Yes, Well, this is a very popular starting point. Now, if you find yourself using a database, often you could pin it so that it's on top of the templates list in backstage view. Independent temp. It just take the little pit icon on the upper right corner of the window, and that temple will now be Pins will be closed out of here. You can see that the North wind is the first template here. But what I want to do is create an address list database, a database to store by contacts. So for that, I want to use the contacts Template hears from the click on that. So this that despite the contacts right now, we have a brief description of the database here. So now in the file name box. I want to provide a meaningful name for my database. Someone to select the text in the box. Here. I'm gonna name this address book. We can see here that it's going to be saved in my default documents folder, but we can change that back, taking a little full right come here and then navigating to the folder. We wish to store the data base, and I actually wish to store it in the lesson files folder on my desktop. So I'm gonna click desktop here, double click. The lesson follows Fuller, and then I will click. OK, so now we've changed the location for the database. We've given it a name. All this have to do is click the create icon Nowak's apparent on here. We have a welcome to the contact database screen because it's going to be a more information about a database. And there's also a little video that you could have watched a little brief tutorial on using the contacts database. Now, if you don't want this screen to appear every time you open the damn fish, you want to uncheck the check box next to show Welcome when this database is opened. Then this started on here. We have our contact with his table, ready for us to begin entering data for the next video. Go look at opening an existing database 5. Opening an Existing Database: this video, We're gonna look at how toe open existing databases. Now, in acts of 2019 file commands are located out of the file tab on the ribbon. So if you click file access opens to backstage view from backstage very few before many file commands such as our opening, closing, saving and printing databases toe open an existing database that we back out of here, keep the file tab on the ribbon and then click open. From here we click the browse budget and the navigate to the folder that contains the database that you want to open. Now, if you've recently opened a database which we have here, it will be listed under the recent area. So if I click recent up on top of the centre pain here, you can see all the databases that I've opened recently. Additionally, I can access all the Fullers that I've recently accessed. The last video we created the contacts database and saved it into our lesson files. Folder Lesson files folder is on top of the list listed under current folders because we still have that data base open. I'm gonna go back to files here now. If there's a database that you use often. Perhaps you haven't orders database that you are interred out into daily. Then you may wish dependence to this pinned area here to pin a data base moving balls printer over the database that you want to pin until the pin icon appears. Then click the pin daikon. The databases now pin to the list. Two un pin a file again movie Most producers of the until a pin icon appears and then click the icon. And now it's UNP in. So the secretaries, two folders. So I want to pin the lesson files folded because we're going to be using that a lot in this course. So I'm gonna click the pin that count here, and it doesn't follows. Fuller is now listed under this pinned area, so let's go back to files. If you already have a database file open when you execute the open command, the database father you have open is automatically close with. The new database file is open that you are allowed to have only one daily based file open per axis session. So I want to open up the lesson one database and that's a little kid of the lesson foul fuller. In our desktop, there's a couple of different ways we can access that database. I can take Fuller's over here the right pane and choose a recent folder that I have access to A Ventures, a database file from there. Or we can use umbrellas Bunch in here in the central pain. The Navigator, the fuller with the database file is located, so I never get to the desktop. Lesson files. The name of the database is a lesson one, so I will select that and then click open now. If there are macron's in your database, you may receive a security message winning you a potential dangerous code, and you can modify the macro warning messages from the trust center to do so except the file tab in the ribbon options. I'm gonna take trusted you hear the love pain, take the trust center settings button and then click macro settings on here. You choose to disable all matter of Macron's with vilification or enable all macros, which is not recommended because some macron's could contain potentially dangerous code, especially if we're receiving a database from a source that you're that you're not familiar with somebody. Save a lot of backgrounds with notification, and then we can choose to enable them clicking the enable button. So I'm gonna take okay. She also to spare the open pain a backstage view by pressing the control Oh, keystroke combination on again, we can navigate to the folder where the database that we want to open his located or choose it from a full that we've recently accessed exit backstage. You could either tap the escape key on your keyboard or click the left pointing arrow in the top left corner of your screen. So in the next video, we're gonna look at the axis environment. 6. The Access Environment: this video, we're gonna take a look at the Microsoft access environment. So whenever you open a database, the first thing you may notice is the ribbon, which is this bar on top of the screen. The ribbon is designed to help you quickly find the commands you need in order to complete a task on the ribbon. You have several commander tabs, the command tabs of the access. We bring our file home, create external data database tools on help. Clicking on a file tab switches to that ribbon. So now we have the create women active Wanted to switch to external data, commands and tools. I look like external data and the default women is the home. Women now additional contextual, uh, tabs will appear on top of your screen here, depending on the axis objects that is active. Each command tab is divided into command sets. For example, in the create ribbon here we have templates, tables, queries, forms, reports on matters in code. So each command set here is grouped by its function. Likewise, you re clicked the external data tab. We have two commands. That's important link on export. To take the home tab, we have views, clip or a short and filter records and find. Now they're also contextual commands, which only appear when a specific object is selected. This helps to, uh, keep your screen Uncluttered. On the left side of your screen is the quick access toolbar. Quick access to a bar contains by default this save, undo, redo and touch both Cubans. In addition, clicking the drop down arrow to the right of the quick access toolbar allows you to add other tools that you use regularly. So I want out of the open command to the quick access to buy would click open Now the open command has been added. There are a lot of other commands that you can add to access them. Take more commands from the list here, and then you can choose which command you want to add to the quick access toolbar. She would just select the commander you want to add. They expect the whole bottle, but we're not gonna do that, starting a council out of here now. If using Microsoft Accident, a touch device such as a tablet or a smartphone, the handy touch display mode, which is this icon here, makes it easier to view your data. So this view displays extra space between commands, making it easier to select if you're using a touch device. So I switched the test touch device here. We can see that the commands in the ribbon split for apart, making it easier to tap a specific item. I'm gonna go back to my mouth mode years or click that I can again and then choose mouth. Now on the left side of risk. Read is the navigation pane. A navigation pane allows you to work with the various objects in your database tables, forms, reports, etcetera. When he first opened a database, all of the objects appear in your navigation pane. So here we can see we have tables, queries and forms. We're gonna go over these individual items and let Iran, but you can quickly change what's it displayed by clicking the access objects part in here and then choose what you wish to display. So if I want to hide everything, except for tables that could choose tables from the list and there everything is hidden except for tables, Mexican again. I can choose queries. Now everything is hidden except for queries to get back to the default view of displaying all objects, I click the budget again and then choose all access objects from the list. So from the navigation pane, you can work with the design of your objects. You can enter data or what a report or query directly from this pain, so we'll be working a lot with this pain in the upcoming videos. I will start out by looking at tables in the next video. 7. A Look at Tables: in this video, we're gonna begin working with Microsoft access objects such as tables, queries, forms and reports. I'm gonna start by looking at the tables. Object for this. We're gonna open a new database, so I'm gonna hold down the control all keystroke combination. I'm gonna take Fuller's here. The right pain. I'm gonna clicked. Lesson files folder on the database I want to open. It is called Lesson. Once I'm gonna slip that and then click open no tables, which is this object rate here. So tables are the building blocks of your database, as this is where all your data is stored. Noto, open up a table. You could just double click it the navigation pane here, or it could right click a table. And then she was open from the context row manual. So as we can see tables I made up of columns and rows. Each column consists of a single fields such as first name, last name, address, city, etcetera. Each role consists of a single record. So here we can see the record for Nancy Black. This is one single record. Again we click on Randy Anderson again. We've selected one single record database could contain more than one table on. In fact, most of them do each table in your database. Sh should store different types of related information, such as a customer table that contains Onley customer information on orders table that contains order information so you can select an entire record by clicking the little record indicator here on the left of the table. So as we can see, that entire record is selected. So I talked to the delete key right now that in terror record will be removed from our database on the bottom of the table window. Here we have some navigation icons. The right pointing arrow moves us to the next record in our table. Where is the left Printing arrow moves us to the previous record in our table, left pointing arrow with a bar who is just to the first record in a table. Likewise, the right foot here with the bar moves us to the last record their table. If you want to add a new record, the new record icon is located right here, right after the last record. I concert was located to the right in the last record. I can click it a brand new record as create been created. I can just click in the first field and begin typing my data. So I'm gonna take the restored down, but in the top off my table here, I want to show you that if you have a lot of data in your table, you can use the scroll bar here on the right side of your screen. This goes up and down in your table. Scroll by here allows you just scroll left and right in your table. So that's what we have a table with a lot of columns gonna take The back survives but of year again. So my screen fills the entire window. And lastly, to close a table expects a little arrow on top of the tables window. Don't think this are up here because this will close your entire database, but we only when I close this table. So I will click this X here on the table. Customers has now been closed, and in the next video we'll take a look at forms 8. A Look at Forms: in this video, we don't look at using biker self access forms. Now we've seen in the last video that we could enter data directly into our table, and you could do that by clicking the new record button toe out of new Blake record or simply clicking in the last row of the table, the last blank row of the table, and begin typing your data so I could just begin typing. I'm out of the new road to my table escape out of here. Now, though, you can enter data into tables, many fine using forms to be much more user friendly because it's format is more familiar. So the four they used could be an onscreen representation of a paper form, which makes data entry for the end user much more intuitive. So let's open up a form here. I'm gonna drop down Arrow on top of the navigation pane here. I want to click forms. This hides everything else except for the forms of my database on because he have one form here named Form customer entry on the Gandhi could double clicking the former you want open or it could right click, and she was open from the contest for a menu now forms it contained labels and text boxes. Labels are informational in the example of the labels right here, Customer I d. First name, last name. Their purpose is to tell you what to type in the text boxes. Their data is actually entered into the text boxes which are rage here. Data entered into text boxes is directly added to the table upon which the form is based. So if I moved so if I click the navigation, I can hear moved to the nets record, which we saw this same navigation controls in our table. We're moving to those same records that we saw in the table that we just worked with because this form is based upon the table customers to move back to my form here. So let's took of this first record navigation. I can't. This moves to the first record in our table. I think the next record and it moves to record to kick it again moves to record three and so on to move to the last record in our table, I clicked the last record, but it here the same. But then we saw when we were working with the tables and again, first record moves to the first record in the table. So let's add a new record to our table from that form here to do something. Think the new record I can't hear. We're gonna click of the first name feel type and Daniel, you know, press the tap keep And Dana's last name is Siegler. Now the sentries at person. So his addresses for 23 West Longview Indianapolis Yeah, 4 to 6 to six for the Zip Rosgen. See, President Tab Key moves me from one field to the other. On the last field here is home phone and the type of 555 to 2 to 3555 So now effect. Like Tom again, that record is automatically saving. We moved to a new record, by the way. No, if there would enter data into a tabular form who do not need to save your data manually, access automatically saves it when you move to a different record, like we just did now or when you close the table reform to be closed. This record here, Andi that's closes table here. Now click the icon of the navigation bar and select tables from the list. You see a new record. Daniel Siegler has not been added to our table, and that's closest again. So in the next video, we're gonna look at queries. 9. A Look at Queries: so the next access object ever going to take a quick look at our queries? The queries are questions that you ask about your data. For example, you might want to ask how Maney customers in Colorado spent more than $200 last year. To receive an answer to this question, you use a query queries lawyer to find all records from a table that be specific criteria. Criteria are simply restrictions on the information to be re street, such as last year or in Colorado. When the query is run, the results work exactly like data in a table that is to say, it is in data sheet format laid out in rows and columns. In addition to retrieving data, you could also enter data directly into a QUERIES data sheet. Any data that has changed or added in the query data sheet is also changed or added in the underlying table. So let's take the I cut in the navigation pane here on will choose queries. This displays Onley query objects of his conceit. Here we only have one on his entitled Query by state truly query again, you can double click it or choose or right click it and then she was open. So this time I'm just gonna double click here. This opens query by state in data sheet view. So even though it's getting this data from that table that we've worked with thus far, number stem. A record from Indiana isn't here. In fact, we notice that the results on Lee include customers for the state of Wisconsin. Now is because we have a restriction set on the query. I'm gonna go over that in a lot of detail in upcoming videos. So just like Tamils informs, you can use Thean Abnegation Bar in the bottom of the window to navigate your records so it can move from next record previous record for his record last record on again, you can either click new blank, record out a new record or simply begin typing in the new records. You out here will automatically be added to that table upon which the query is based, so it's clauses Corey, by clicking the X on top of the career we know. And in the next video we'll take a brief gander at reports 10. A Look at Reports: Although you can print your data from tables forms inquiries, you have greater control of the presentation of your information by using reports, reports allowed to display summary information such as sub totals, totals and percentages for groups of records. And to organise your data in a polished professional presentation, you can even add calculation cheer reports for more complex data analysis. Now, unlike the other objects that we've worked with thus far, you cannot modify the data in a report. Reports are for displaying and printing data only. So let's kick the navigation arrow here. The navigation pane are moving or choose reports from the list. This displays on Lee reports that we could see we have one report here called R P T customer list on again. You open reports the same where you open tables, forms or queries either double click of the item or right click and choose open. So I'm just gonna double click on this toe. Open it. We can see our report. We have the same navigation controls that we've had, the other objects that we've worked with so I can click the next page to move to the next page of the report previous page to move the previous pledge of report north of the blank record icon is great out because again you cannot add a new records will report on Li from tables, queries and forms. So if I move my mouse cursor over report noticed my cursor changes into a magnifying glass , this allows us to zoom in on a specific area of a report. So if I click on City here and click zooms in electric again to zoom out again, you can click the reports Close budget to close the report on the next week to really create a blank database. 11. Creating a Blank Database: we've already locked in how to create a database from a database template. But if we decide not to use any of the database, templates can create ah blank database by clicking the Blake database icon in backstage view mantra databases open. You will then need to create all of her own tables, queries, forms of reports. So let's create a new bid blank database. So I'm gonna click the file tab of the ribbon, then choose new for the left pane. So instead of using one of these templates, were looks like Blake Database the right spinning. This displays a blank based window, so let's give a database of names. So I'm gonna call this video sales. Next. Want to choose where we want to save the file from a Take the full Do I count here? I want to see what to the lesson files folder on our desktop de stuff in the Left Pan Lesson files folder and then click OK, and then lastly, we click create Creator database, and here we have a blank new database on Dax has created a blink table for us naming a table one with no data. So that's how to create a quick, blank database 12. Setting Access Options: this video, you know, look at sitting access options. We worked a little bit with this in a previous video when we looked at how to turn off the notification windows from Macros and to open the access options window. We click file options in left paid. This displays the access options dialog. So here we have general options. You may want to make some changes here. For instance, you can personalize your copy of office by adding to use your name on your initials. You can also change the default save location of databases because he here it's set to my documents folder. But let's say I wanted to send this to my lesson files folder. I can click the browse, butted, navigate to the full of it. I want it set knows and files and then click. OK, so now anytime agree to do database, it will default to that lesson files folder. Nothing you may want to set depending on your personal preference is under the current database area. Here in the left pane under document window options, you have two options here overlapping windows, air tab documents. So this is if you have more than our one object opened at once. So if over not be windows, the windows will overlap. That is a say. They'll be in their own separate windows on top of each other, and you can move them around on the screen independently tabbed windows, display all you open objects in tabs. We kind of sounded a little bit earlier from had another are open here, a tablet, be for any queries or other tables, and I had opened. His clique of that tab did quickly switched to the An item on this is actually my preference because it keeps the screen nice and Uncluttered, and we have proofing options. Ignore words in uppercase language, etcetera. So we're gonna be working some more with these options in upcoming videos. But you might want to spend some time on your own going through Ah, the access options and set any of those that will help you to work more efficiently. So let me cancel out of here, and that is sitting access options 13. Getting Help: in this video, we're gonna look at how to obtain help back myself. Access on. There's a couple of different ways you can do this. The first is by using the help system, which is designed to provide assistance to users. Whether you're all night are offline on bring all available resource is to you as quickly as possible to access the help system to help Tom on the ribbon and then click the help icon on the help ribbon. This displays the help menu this Big Jud to a good starting point where you can browse information related to the access application. For example, here we have tables. Some of the help topics here include introduction or tables created, table outing, feel sitting feel, size, etcetera. We also click click here for day information on data types and relationships, and we could distinctly left L to move back. They're going to stick the home budget to move back again is information on importing the export inquiries etcetera? Forgive you help topic to select the top of they wish to views of that clique tables here on a click sun set the field size. This displays information on that particular help topic. You can scroll down in brows that information so we'll keep the whole my country turned back to the main area. You also search for specific help topic. I'm clicking the search Help a box. I'm not type in, create new database and then topped the enter key. And here we have information and creating a new database. So if I click, this help topic here provides a brief information and creating a new database and then some more specific information. So if he wanted to learn how to create a database using templates because click that help topic here, then here we go and to close the help, remember, just click this little exit help window on that closes the window. Then I could take the home tab in the ribbon to return to her home ribbon. Now, another way of giving help is by using that Tell me, feature on this is a relatively new future that was introduced in Access 2016 on is designed to provide assistance to get you up and running as quickly as possible. On every ribbon, actually is a tax box and says, Tell me what you want to do So here you can enter in key words and phrases related to the task that you want to accomplish on display the actions you're looking for. As you type in each letter, access immediately begins suggesting relevant commands. This comes in especially handy if you know that there's a command for what you want to do but aren't quite sure. Words located. So it's taken the tubby box here, and I'm gonna type in export two Excel. One of the first options that pops up is export twit. Excel Spreadsheets look like that on whether, Tell me, does Aziz execute that command rather than just providing information on how to do it? And I'm gonna click combats cancer here, take here again, and that's do created query. Here we have a client query wizard Client worries query wizard and crude design. So this future comes in handy if you know what a command is but aren't quite sure on Red Ribbon is located or were to find it. So I think we're about done with this database, so I'm gonna click the file tab of the ribbon on, then choose clothes for the menu on that closes this database and that is getting helping make herself access 14. Creating a Table using Application Parts: So now we're going to start delving deeper into each of the Microsoft access objects on tables, queries, forms and reports. I'm going to get my working with tables this video. We learn how to create a table using application parts. The application parts allow you to build your database using pre defined components, they contend several pre built tables that are commonly used in databases to ah help get you started. Contacts issues tasks on users If the tables you need are different than the available pre defined tables you might want to consider is simply creating your own table from scratch and save the time you would spend changing field names and data types. You may also wish to explore the collection of professionally designed database templates, which contain a usable set of data tables. For a start, I we're going to open up a database, so I'm gonna click open other files here from backstage view. I don't want to navigate the lesson files, folders, DoubleClick folders and they click that appeared to lessen files for their we have here. The database I want to open is the video sales to from this cold down here until I see video sales to was selected and then click open. Once here, want to click the create tab in the ribbon to display the create ribbon. This ribbon displays commands related to creating the various objects and access. We want to create a table using application parts. So we're gonna click the application parts icon here on the temperance group of the ribbon . Once we click and we see a list of all available application parts. Now, the one that we want is contacts. So I'm gonna click contacts. She accesses per preparing template. I hear access is asking us whether we wish to create a relationship. We're gonna devil law deeper into relationships on later on in future videos. So I'm just gonna click cancel for now, so this will be an independent table. Now we see we have a new table here called contacts. So for DoubleClick contacts, this opens the new table that we just created. Now, Nora said this application part did a lot more than just create a table. If you don't have all access objects listed here, when a click of the dropped on error and shoes all access objects, we noticed that the application part also created Associated queries, forms and reports for us as well. Now, actually, we don't need them. The only gonna be working with the table. Seventies elite goes other items. And again, I want to make sure it all access objects. They're shown. So the crews area with a click gun contacts extended. I'm gonna hold on my shift key, then click label under re parts. This sex, all of the objects between and including the first and last objects your contacts instead of label. I'm just gonna tap the delete key on my keyboard. Then we'll click Yes, to confirm the deletion. So now we have to tables in our database. The contact table on TBL orders. Now that's clauses tale. She will click the X on the table window to close the contacts table 15. Entering Data into a Table: in this video, we're gonna begin entering data into a table. I've already worked this this a little bit when we did our brief world wind tour. Of all the objects and access to enter data into a new table, click in the first field into which you wish to begin entering data on then type of your information pressing tabla movie from one field to the next? No, that you cannot enter data into an auto number. Field on auto number. Field creates sequential numbers that you cannot modify. I will be getting into that in a future video as well. Everyone Andrew data into a table that already has dead with existing did take the new record button on the record navigation bar on the bottom on, then type in the information into the new row. So let's enter some information in the table. So I'm gonna double click table orders here toe open. It s you see this order? I d feel this is actually the auto number field. And even if I tried type anything in here, it won't let me somebody clicking the customer. I d feel and type in 32. This is gonna be our customer number. Click tab. The order date. I'm gonna type in 2 to 19. Top the tab Key animate type of ups in the shipper name in the press town again to move the ship. Date for the data may type in 27 19. Press tab to move to the freight church field way. Have afraid charge of 5 95 So we'll type that in and then tap the tab key again. Once we're in the last field here, we top the tab key. It moved to a brand new record. Know that when entering data, you do not have to save your dead along the way. Whenever you move off the row, the data is automatically saved in the table. So the next video we'll looking, adding new feels to a table. 16. Adding New Fields to a Table: when you need to add new fields to your table on delete existing fields or modify the formatting properties of your table, you will often want to work in design view. In fact, as you become more comfortable working with access, he may find yourself creating the majority of your tables in design view rather than using a database templates. Our application parts using design view allows you to add feels, select a data type and enter a description for each feel. Design view contains many powerful features and allows for maximum flexibility. So by feels we mean these columns here, for example, customer I. D. Is a field ordered A to the field shipper date is a field, but this role here that we just entered in that is a record. So we've already learned how to enter a new record. Simply just begin typing. But to modify fields, we're gonna look at to design view. So let's switch to design views or to do so. Let's take the home tab in the ribbon here. This is the design view Icahn great up here in the views group of the ribbon, So I'm gonna click that to display designed view. So these are all of our feels here in the top portion off the window. And, as you can see, each feel contains three properties. The first is the field name, which is the name of the field. The next is data type. This allows you to specify that type of data that could be entered into the field. Here we see a couple of different examples of this. We have the auto number field we talked about. Customer DEA says the number in order date set a date in time and shipper is set a short text, another day tire and then the last is currency, which is similar to number. Accept it as the currency symbol. So if you wanted to add a new field, we could just click in the field name here, take the name of our field. Choose the data type from the list on, if desired, entered a description for a field. Now you also have the ability to add new fields, went in data sheet view, and then a sheet view is the view that we worked with earlier. That is to say, the initiative view is the view where you enter in data so we can switch quickly back, back and forth from design view today, she view because I do get issued fueled by taking on the seam icon. So you also have the ability to add new feels to a table from data sheet view by clicking on the column heading here that says click toe ad. So if I click on the drop, don't l? Here we can see a list of all the available data types for I field those the ones that we looked at. What? We're in a design view currency text gate, dating time. So you would need to do is choose the data type and then type in a name for your field. So I'm gonna add in a new field that's going to be a date and time feel. Certainly select Dayton type from the list. Here. I noticed that the neighbor the feel is highlighted here, and it defaulted to ah, default value of field one and I'm gonna type in date arrived. They're gonna tap the enter key on my keyboard. This creates the new field and then moves to that click toe add row, allowing us to add another field if we wanted to. This time I'm going out in a field in design view from the top to escape Huma keyboard here . I wanna click the view. I can't Here on the river now were designed view. So, actually, what I want to do here is highlight the ship date field on. I want to change this to date shipped. That just changes the name of that field. So I think that's all I want to do to this table. So I'm gonna click the save icon on the quick access toolbar. Now, remember, you're not saving that data because access does that automatically for you when you move off a row. What? We're saving our our design changes that we made here in this case, the date shipped feel that we modified and the day derived field that we added. So in the next video, we'll look at creating a table from scratch 17. Creating a table from scratch: as you work more with make herself access, you are most likely want to create your own tables from scratch rather than using templates . Creating tables from scratch allows you maximum flexibility. So let's create a table. So first off their that closes table that I have open here on I click the create top on the ribbon. This to Space Command's related to the creation of database objects. So I want to click table on the tables group of the ribbon envelope. We've just created a brand new table on right away. Places us in data sheet of you. But I want to view this table. A design views. I'm gonna take the home tab of the ribbon and then click the views icon. Note that before we could switch to design view, we have to provide a name for a new table from the call this table shippers and then we'll click. OK, so access provided us one default field here, and that is the I D field. But I don't really want this field in this table, So I'm gonna highlight the record selector, which is a little gray box to the left of the field name column on them attacked the delete key on my keyboard on then, yes, when the warning message appears. Okay, so we're in the field, they call him, and I'm gonna name this ship. Er i d so type ship ready in the first row of the field name column, and then tap the tab key on my keyboard. This moves us to the data type field, and here we need to choose a data type for our field. So whatever you add feels to a table, you'll need to specify Ah, field name. As we saw on a data type on data types tell access what type of data to expect in that field. For example, you would be unable to calculate to numbers if their data type was set to text. So it is important to have a general understanding of data types. So let's go over some of the data types that are available here. So if you take the drop down last year, we see all over there types that are available so the first is short text, and this stores text, add or numbers, and you can use this for any feel that will not be used for a calculation on entries could only be up to 255 characters for this field. The Long text field. This is the same as tax again. You cannot perform any calculations on this data, but it allows you to store upto one gigabyte of data in the field the number data type stores numbers that will be used in calculations for numbers that begin with zero, such as employee numbers. For instance, you'll want to use the text data type as a zero will be dropped if the data type is set for number. If you have an employee number of ah 0034 it'll just saved 34 so you'll want to use text for that. In that case, the next is the large number, and this is actually a brand new field. Not have access 2019 on this data type stores non monetary numeric values, and it is compatible with the sequel Big into Data Type and O. D. B. C. So this data type very officially calculates large numbers. The next genotype is dated time, which used for data under times currency. This data type stores numbers with a fixed number of decimal places and a currency symbol on our number. We've already worked with this a little bit. Auto number C crunch Early numbers The records on our number is generally used for primary Key Feels for which unique values air required. Yes, no is a Boolean value that represents a yes, no true false value. Ole Object. This is used for objects created another applications such as excel, spreadsheets, graphics and sound files. We have Hyperlink, which is used for clickable links to files on a computer or toe websites on the Internet. Attachment allows you to attach images, spreadsheet files, documents and other supported files to records in your database. Under a little bit more flexible than Ole feels calculated. You destroy calculated value in a field and last is the look up wizard. This is used to create a feel that allow you to select a value from a list or from a field in another table or query. So when we went for a ship variety, so we want this to be an auto number, we're gonna use this as a primary key field. We want to ensure that there are always unique values in this field. So we're gonna choose auto number from the list. Now tap the tab key on my keyboard. I'm gonna type in. This is the shipper idea. Now tap the tab key again, and it moves to the next blank row in the field. Name column. I'm gonna call this one shipper. Name a tent. The tab key on my keyboard on by default access if this too short text, which is fine. So I'm gonna leave that short text. I'm going to help the tap again and type in. This is a shipper name and they don't have the tab key again. I will enter in another field. This one we're gonna call shipper phone, tap the tab key again. We believe that a short text and then moved to the description field and then we'll type in . This is chipper phone number. And I think those are all the fields I want to add to. This table started to click the save icon on the quick axis toolbar. So before we end, I talked a little bit of naming conventions. Most database developers use some sort of naming conventions to help them organize and quickly identify the database objects in their database. Ah popular naming convention uses the object type in lower case letters. As the 1st 3 letters of the Objects name, for example, our customer's table would be named TBL customers. Ah customers form would be named f r m perform If RM customers on a customer's query would be Q or why customers Andrew Ledezma Customers report RPT customers and we can see that in the obvious that we already have. Here we have TBL orders TBL shippers This does this note of the object type they were looking at Here is a table cura Why it would be a query frm a form RPT report. Now naming conventions are optional. I mean, you can name your tables whatever you like. However, it is considered good database programming practice to use some sort of naming convention for your objects. 18. Setting a Primary Key: When working with the relational database, such as Microsoft Access, you will often need toe link tour, more tables to bring with it and information together. In order to do this, each table needs to include a feel that uniquely identifies each record in the table. That means that the data in that field may not be duplicated in any other of the table records. This unique identifier is called a primary key. A primary key is typically a number such as an order number, customer number, invoice number or Social Security number. The most important consideration without adding a primary key toe a table is that it must be unique. Some additional rules to keep in mind with sitting a primary key field. The primary key field can never be blank or no. The primary key field can never be duplicated. The primary key feel should be air short as possible. The primary key should describe the entity. Another purpose of the primary key is that it indexes the information in the record. Indexing helps make yourself access to find information quickly, especially when you have a large amount of data. Designating an auto number is the primary key for a table is often the easiest way to create a unique identifier. If you neglect to set a primary key by yourself, access will ask you if you wanted to create Ah, primary key for you if you answer yes. Accessible created auto number. Primary Key Field, As we saw in a previous video access, automatically creates an I D. Feel with a primary key for all new tables. If you recall the previous video when we created this table, access automatically out of the primary key field, which we deleted. So I want to set this shipper I D as a primary key field. So I will click the record selector to select that field. Now is the data type is already set toe out of number, which we did in the last video. And again, something or did it timeto outer number ensures that they will never be a blank record or a duplicated record in this field. So the Senate primary key feel once we've selected the feel that we want to set, we click the primary key icon on the Tools group of the ribbon because he there is now little key symbol to the left of the shipper I d Field, and that informs us that this feel is set as a primary keep. So now let's click the save iconic quick access to a bar to save our changes. 19. Changing Column Width and Row Height: After creating your tables, you may discover that your columns they're not wide enough to accommodate your data. That means part of the data ends up being cut off. Luckily, you can effortlessly change the width of your table columns. If you've worked with Microsoft Excel or similar spreadsheet applications, you may already be familiar with the process of changing column with, as it works the same way in an axis table on likewise, a process for changing the height if Rose is the same as changing the with of a column. So I switched the data sheet of you. Here's we're gonna take the view icon on the views group of the ribbon Onda se the shipper name. Feeling it up, being small like this to change the width of a column. You move her most purchase over the boundary of the right side of the column until your most pointer changes into a black cross with a horizontal double pointer arrow. I think it is click on drag until the column is a size that you want. And again, this process works the same way. Untreated columns of spreadsheets. Likewise, you can treat is the height of a row as well. But clicking on the bottom border and then dragging until the row height is the way you want. I'm gonna put about that back the way it waas. You can also use the auto fit feature toe automatically change the width of a column to accommodate the white ist entry. So to do so, instead of taking a drinking on the right border of a cob, you just double click automatically expands to accommodate the whitest entry in the column . Now there's no entries in this column yet, so it expanded in order to accommodate of these shipper name field here. But I want this to be a little wider, serving a click and drag in the field until it's about two inches wide or so because some of her shipper names and of being quite long 20. Rearranging Fields: After creating your tables, you may decide if similar feels or not. In the order that you would like to move a feel from one location to the other, you use the click and drag method That is to say, click the record selector for the fuel you wish to remove and then dragons to a new location. As you drag a dark line will appear indicated the location of the field Should you release your mouse button? So that's close. This table here, there's tbl shippers. I'm gonna click the clothes. I can't on the table. I'm just save yes to save my changes. So now want open table orders in design views. So I'm gonna right click on table orders than shoes, Designer view from the contextual menu. And again, you could also DoubleClick table or is toe open it and then click the view button on the ribbon. So I'm gonna click the record selector next to the date shipped field. I'm gonna move this so that is immediately after the order date field. So I'm gonna click on the record selector and then drag and we could see the line that moves as I drag this lets us know where the fuel will end up it for release man all spotted . But I wanted to be after the order date field. So what's the blue line? Is there are release my mouse button on the date ship feel has now been repositioned on as usual. I will take thes save icon on the quick access toolbar to savor design changes. 21. Inserting and Deleting Fields: now, when I didn't know fuels to a table, you don't necessarily have to add them at the very end of the table, you can actually insert new feels anywhere in your table. In design view, I selected a feel above which you wish to insert a new field and they clicking the insert rose icon on the ribbon. And that's right here in the Tools group of the ribbon should also right click on the role above which you want to insert a new row and then shoes in search rose from the contextual menu. To delete a field, you select the field that you want to remove and then tap the delete key on your keyboard or click the delete Rose icon here on the tools group of the ribbon. But keep in mind that when you deleted feel all the data in that field is deleted along with it. So I'm gonna click the record selector to the left of the freight charge field, and I'm gonna click the insert Rose Icon on the Tours group of the ribbon on that inserts a role above the freight charge. Field something. Name this. Field tax rates tap the tab. Keep after the moment, I'm going to accept the default data type here of a short text. I'm a tap tabliki again and type in. This is the customers talks rate. I'm gonna take the save I kind of the ribbon to save our changes. So now let's take the tables close by to hear to close this table. I don't want to modify table shippers next from the right click on Table Shippers and choose design view from the contextual menu. I've decided that we don't really need the shipper phone field. So I'm going to click on the record selector for that field and that Seleccion Terror field , and I'm gonna tap the delete key on my keyboard. Now, as there is not yet any data in our table access does not ask us. You want to permanently delete the selected field along with this data. If there would have been data in this table, we would have received a warning message before being able to delete it. But I think that's all I wanted to do. Here's our But it took to save icon to save our changes 22. Changing Field Properties: While data types tell access what type of data the field will hold, Field properties govern how the data is displayed or stored. Each data type has its own set of field properties. For example, you could set the field size of the text data type toe, allow only three digits, whereas the field size of the number data type is dependent on the size and type of number you choose whether that be injured, your long in urge er single double decimal, etcetera. So this video, we will look at some of the more common field property on the fuel properties are located in the lower portion of the window here, when in table design view on the fuel properties will very depending on the data type of this selected field. So noticed that when the select of the ship right the field that has the auto number data type, there's only a few field properties available. Where is the ship or name has some are. So let's look at some of the more common properties here. There's feel size, which tells access the maximum number of characters that can be stored in that field for tax. This is up to 255 characters for number of this would be a number type example of this would be long interred your double decimal inter jury, etcetera. We're gonna look at some more of those in upcoming videos. It put Mask is a string of characters off the screen representing how data is to be entered by the user. So example might be, ah, telephone number, with the air coats running by pregnancies and then dashes separating the number again. We're gonna work at that as well. Format holiday data is to be entered. You can use a pre defined format or use a custom format, I guess my places which we don't have here because it is a text field. This was a number of feel. Another option would have been the number of decimal places that will be displayed. Captured is a text or label that should appear next to the text box out of control or form . If no captured has entered, access uses the field Amos. The caption default value value that acts is automatically enters in the field for new records. For instance, if your customers were mostly from the state of Illinois, you might want to enter Illinois as the default value, so that whenever you create a new record, access will automatically fill in Illinois or in default value. And, of course, you could just type over that to overwrite it any time I want to do that. Ah, validation rule expression that controls the value that could be entered into the field, such as value must be greater than 50 but less than 300. That's example of a validation rule on the company that is validation text. This is the message the user receives. The validation rules is violated, for example, in that past example greater than 50 Dustin 300. If I typed in a value off 400 messages would pop up telling me that the value must be greater than 50. Listen, 300 or whatever also want to enter into the validation text box, He also said feels to be required. This is a yes no property that specifies whether a user must enter our value in that field . In other words, this field cannot be blank or no. I can also specify whether a string containing no characters or zero length string is permissible you enter a zero length string by typing two quotation marks with no spaces in between them and the lost we're gonna look at is indexed. This specifies whether we want access to create a data index for a field like his speed up searches and sorts Soviet things that you may be performing a lot of searches of a specific field, that he may wish to set the index to value to. Yes, so let's work a little bit with that. So I'm gonna closes tbl shippers here, and I'll save any changes I want to write. Think the orders table, which is TBL orders, and open it in design view. So now only click the data type for the talks rate field. Remember, be out of this field, and we accepted the default data type of short text. But I would not change this to numbers who click the drop torero and shoes number from the list and now one of the feel size properties in the lower portion of the window. I want to click in the field size box. Right now. We see it sets toe long integer, but I think I want to send this to decibels from the click the drop down list here on, I wouldn't choose decimal from the list. We can see the other options available. Bite into Juror Long Interred Your single double replication I D. On decibel, but we want to death, Muscle said. It is that now I want to take in the format box. I'm not. Take the drop down our for the format box. These are all the available formats available to us, and what I want is percent, because the way we want our tax rate to be described as a percentage so choose percent somebody double click in the scale field here, and I'm gonna type in three. This just the maximum number of places to the right of the decimal. 23 I think about Android default value here. Let's say that most of my customers from Wisconsin on they have a 5.5% sales tax, so for default value on it, type in 0.55 So that's it for the tax rate. Now, in a sense of properties for the shipper fields, click in that field in the field name, and he can also you can actually click in any column here to activate the field. So I'm gonna double click in the field size box so that the existing value is selected. I'm not type in 25 so that means that you cannot enter in a shipper name longer than 25 characters. So I think that that's all I want to do for this. Sort of like the View icon in the ribbon to switch to Dallas Review looks like he has to say the table. So notice that we receive a warning message here. Whenever you change the field size of a field toe a smaller size, the data maybe lost a warning message appears. So if we would have had a shipper name in a field that was longer, we reduced the 25 characters down here. The data would be truncated to match our new feel size, but it's not an issue for us, So I'm gonna click. Yes, I want to continue anyway. It's not gonna kick in the tax read column for the first record, and I'm gonna type in 0.6 top the tab Kid on. This enters a tax rate of 6% for our record here and there was that for any new records, the default value off 5.5% is automatically inserted. And again, we can change this if you want. So the next video, take a look at a designing in data sheet view. 23. Designing in Datasheet View: So far, we've been doing all of our design work from design view. However, you can also modify the design every tables from data sheet view when you need to add new fields to your table. For instance, you could do so directly from data sheet view using the contextual feels tab on the ribbon , and this is located under table tools here. To quickly add a feel toe. A table click in the field of the location where you wish to insert a new field and know that the new field will be inserted to the right of the active field and then click the field type you wish to insert under the add and delete group of the ribbon. For instance, you a quick text for a customer name, field or currency for the price of an item. In addition to inserting feels, you can specify and modify the data type and data format, delete and rename existing feels and set. The unique on is required property as well as the indexed property for feels. With all these features, right after fingertips, you can spend less time switching back and forth from design view to down. If she'd view on, I know that there are a lot of people who like to do. Most of them would design work from data sheet view. I personally prefer to do everything from design view, but again, that's just a matter of personal preference. So if you're falling on you want to click the Fields tab on the ribbon? This displays the contextual feels ribbon, so I'm gonna click in the date arrived column here on the other side of the other one is column after all. So I'm gonna click the delete icon on the added led a group of the ribbon. I looked like yes, when asked if we want to permanently do leave this field. So now I'm gonna take the date shipped column and I want to click the date and time Command button, which is right here on the added elite group of the ribbon. This would insert a new field to the right of the date shipped column and will use the date and time Get a type like like that. There's a new feel somebody type indeed promised to provide a field name. Click, and he were in this field here. We could see that the data type here is said to date time. If I wanted to changes, that could just click the drop to our here and choose a different data type from the list. So now I want to click in the freight charge field. What I'm gonna do now is take the more feels command, But it here on the out and elite group of the ribbon, this displays all of the field of data types that we can add. The one I'm looking for is payment type, and that is right down here. That's under the quick start area. We worked a little bit with quick start in previous videos, which could add prettified feels onto your tables. So I want the table payments type field here, and that inserts the new payment type field. Now click. The more feels drove the list again. And this time I'm going to select long text from the list this again as a new field, using the long text data type for the name of this field. I'm not typing notes. This names air Newfield knows. So this is our updated table with our new feels out of so as you can see can do quite a bit of your design work from the contextual fields ribbon in data shoot view. So you don't need to keep switching back and forth from data sheet to design view. So I'm gonna click the Save Act of the Ribbon and I'm actually done with this database. Double click the file tab of the ribbon on, then click close. 24. Editing Data: So the next several videos we're gonna be working with editing table data. And to do that, we're going to open up a new database. Sovereign Backstage view is we want to click on open other files. I'm gonna browse to the lesson files folder on her desktop. We're gonna open the file named Video Sales three. That's this file here. So we'll click that and then click open. So here we have all the tables. Hillary, this database, if we don't see this, could see how lab objects and then click tables this to space onto the tables. Object. Now, In the previous video, we learned how to enter data into a table. Once your data is ended, you can then modify it at any time by clicking in the field whose data you wish to change and then type begin. The desire changes when tabbing toe a feel. All of the data in the field is automatically highlighted, so you don't even need to delete the data. First, you can simply typing your changes to automatically overwrite in the existing data. So let's open up the TBL orders here. You know that as I tab from fields of feel the entire Friel is selected. So this means anything you type will delete one is selected first and then add your new data. Now, if you only want to modify part of a field that see the date was incorrect, I could just clicking here, move my beam pointer over the area in which I want to modify, click, have the backspace key and then typing the new number. You can also use the F two key Teoh place the exertion point inside of the field. And then now you could make your changes. So what I want to do in this case, is for the shipper over changes the shipper from UPS as to Federal Express. So I'm gonna tab over to shipper and I'm just going to type in Federal Express. Then I'll tap the enter key on my keyboard. Now, Also, the rest of the order date was typed it incorrectly. That order date was actually May 1st, so I'm going to move my eye beam pointer here right after a to and then click. You know, tap the backspace key on my keyboard and then type ID one in the tap tab. That's modify the ship date. Aziz. Well, that was our product was actually shipped out on the third, but this time it's not entering in the date. We're gonna choose it from the little mini calendar, which appears when you click the icon as we can see right here from the click on the icon on, then shoes may 3rd from the list on the calendar. I kind of would be available for you whenever you have a field that is formatted as a date . So I think that is it. So click off the row and our changes air automatically saved. 25. Formatting Table Data: If you are unhappy with the size of fund of the text in new tables, you can change the formatting of her table text. For instance, you can change the font size fund. Type the thought or the fill color as well as the text alignment. To apply formatting toe a table, click the desired font command button in the text for many command set under the home ribbon and that is this area rage here. Here we see from left to right. Bold italic underline on fund colors could also modify the fill car on, then changed the language using the alignment buttons. Here, any providing changes that you make from here will be applied to your entire table. However, access provides the ability to add rich text formatting to feels of your table. There are set to the long text data type. For instance, you can apply bold formatting or change the text color off individual words in a field to enable which texts for building a long text feels. You need to Swiss to design view and then change the text format property from plain tax to rich text. So once you've changed the data, type, the rich text command is also enabled. Long uto add that additional formatting such as bullets and numbering in denting and setting the highlight color. So if you're falling along, you want to take the home tab in the ribbon here, We're going to click the font size drop down list over here in the text formatting area. I'm gonna choose 14 from the list on our own. Said all the tax in the entire table changed. I'm gonna take the era of the fund color, but in here I'm gonna choose Read from the list. Now all of the text in our table is red. I think the fund color button again. And this time I'll choose Black. And I wanted to show you that text property year so very chipper and I chose long text. So if you look down here, we can see that by default The text, former dissenters, plain text. So let's shake it to rich text. Yes, So now if I think back to Donna, she view let me write in a column a little bit so we can play around with this notice that when I double click a word, you have the floating toolbar here with which we can apply formatting to individual the individual text in the field, for instance, like a double click Express here, take the fund color, dropped a less, and then choose red from the color palette or purple Those you can also set numbering on bullets to the items in your long text lift. But I don't want to do that. Song just could turn this back to Black and I go back to the design mode and I want to turn this back into plain text on that. I will set this back as short text and the index back to yes, they will save our churches. There is what I assure you, how to use rich text in a database field. 26. Importing Excel Data into an Existing Table: on extremely powerful future of access is its ability to import data from other applications. For instance, you can bring in doubt from an Excel spreadsheet or even from a plain text file and place it into a new or existing access table. Have you put data from a variety of different formats, such as HTML text files? All look Folder data Services, XML on BBC databases, such a secret Oracle and SharePoint list with Microsoft Access 2019. We now see support for D base follows as well, which was removed in a prior version of access, but they've brought it back. So this video, what we're going to do is learn how to import data from Excel into access. So I'm gonna double click TBL customers here toe. But let's close TVL orders for so quick the clothes but it here at our clothes, our table and we'll double click TBL customers toe open up. And as we can see, there are no records in this table, so it's closed the tables with the X here, so I want to cook the external data top in the ribbon. This is where I already waas if you want to important linked data from a different database , as you would choose new data source of the point to the item that you want to importer link . So for databases, we have access another access database sequel server, ah, zero database or D base file. But we want to do is imported from Excel. So I'm gonna move the mouse cursor over from file. He has said we have a couple of different options Excel html document exit, AL file or a text file. So I'm gonna click Excel here of this displays the get external Data Excel spreadsheet dialogue. So first off, we need to choose the source off the object that we want to import to say we never need to navigate to the folder where the Excel file is located. So I'm gonna click the browse button here, and I'm gonna navigate to the lesson files folder on my desktop. So desktop lesson files a foul, and I want to bring in is named customers. So highlight that and then click open. So I don't want to bring this into a new table. I want to bring it into an existing table that tbl customers that we looked at a moment ago , so I'm gonna choose the append a copy of the records to the table radio button. This lesson is, don't have the data is going to be added into an existing access table. Now we need to choose the table. So you want to make sure that TBL customers is selected. So next, Don't think. OK, so here we need to choose the sheet that contains that data that we want to import their. In this case, there's only one sheet on that sheet one. But if your spreadsheet had several sheets, you would choose the sheet that you want. If you're scrunching has named Ranges, I only want to bring in a specific named range. You're click fact show named Ranges Radio Button and then select the range that you want. I'm gonna keep this as it is. Show worksheets. And that's sheet one looks like the next button. If you want to assure that the first roll contains column headings, check box is checked. This is because the first row of our spreadsheet contains the headings or field names. We want to sure that we check this off this box. Otherwise the heads will be imported as regular data simply click next as nothing is done is going to import to table customers on That is what we want so that I look like finish. I think you choose to save the import steps if we want, especially if you're importing data from the same file regularly. But we're not going to do that. Somebody click close. So now if we double click TBL customers, see that our table now has 23 records in it, and what close this table? 27. Importing a Text File into a New Table: in this video. We're gonna works tomorrow with importing data in tow access. But this time we're gonna import data into a new axis table, and we'll import that data from a text file. Now, if you wish to import it into access from an application that access does not support the easiest way to accomplish this might be first toe export the data as a text file and then imported into access. Most applications support exploding data into text files. Now there are two types of text files delimited on fixed with in delimited text files. The fields are separated by a delimit er, such as a comma or a question mark in a fixed with file feels are separated by a tab stop of equal distance. The most common type of file is the comma delimited file. And then, which feels are separated by commas. Now, before importing attacks, fire might have to clean it up a bit. For instance, if you're importing a comma delimited text file, there can be no commas within the data as access treats each comma as a new field. So let's do that. So they're not there. You want to click the external data tab in the ribbon. And then we'll think of the new data source Icon Prince to from file on the last night of the list. Here is text files. We'll click that this opens that get external data wizard again and this time from the text file. So the first thing you want to do is choose the location of the file will be want to import . So I think the browse button here on together we're gonna navigate to the lesson files folder on her desktop on the name of the father Want to bring in is called product list. Is this one right here? And then I looked like open. So what, we're gonna do what? This data is imported into a brand new Microsoft access table. So we want to make sure that this radio button here is selected the 1st 1 that says important source data into a new table in the current database so that I'm gonna take okay to move to the next step of the Wizard. So here we choose the type of data that we have, whether it's delimited or fixed with in our case, the file type is delimited because see that each feel is separated by a comma here. So then I'll take next to move to the next step of the wizard. And here you need to choose the type of delimit er on. The options available are tab, semi colon, comma space, other on. If it was another, you took the other radio button and operating put in the limiter actually mentioned question about earlier because I didn't receive a file from someone once who used the question marks as a limiter. Now that was the first time I've ever seen that. But so monarchies here limiter is a comma. We can see that the wizard already split. These feels into their own columns. I don't think we want to make sure that we do here is check the box next to first roll. Contains Fielding's says we could see the first row in our scrunchie is going to contain the column headings. So I'm gonna click in that box to select that. So there we click next. So here we can modify the data types off the fields before we bring them into our table. So let's go over until we see Price and I'm gonna select the price field. We're going to check the data type of the price field to currency. So I'm gonna take the data type drop down list here and choose currency from the list on again. You could change any of the other. Feels like selected the column and then changing the data type from the list on access does a pretty good job of determining Theoden a type off the data that you bring again knows they could also choose whether feel is indexed or not as well from here. And you can even change the field name from the field name dropped a list here, but we're going to leave everything, as is for now and move to the next step of the Wizards are really click the next button. So here we have two options for a primary key. We can let access at a primary key, which it'll create an auto number field. You could choose your own primary key from an existing field in the table or choose toe have no primary key which isn't really recommended. You should always drive to have a primary key in your table, so I'm gonna click the choose my own primary key radio button on. I wanted to ensure that product I d is selected. So each product has its own unique I d. That has never duplicated. So that serves well as a primary key. So that about does it next. So we want to stick with our database naming convention. So I'm going to rename this new table TBL products so the Excel data will be imported into a new table and then name of that table will be tbl products on. Then it looked like finish. I don't want to say they import steps or just closed. So now for DoubleClick TBL products, you can see it. We now have a new table full of data on 129 28 records. There were 28. Selecting and Deleting Records: to living records from a magnet self access table is pretty straightforward. Are you need to do is take in the row selector to select the record and then tap the delete key on your keyboard. You can also right click a selected record and then choose delete record from the contextual menu. You wanted to leave more than one record. You can select multiple records by clicking and dragging upwards or downwards over the records you wish to delete. We'll start with number 12 clicking. Drink down to record 20. You can also delete records from the Rutgers Command set under the home tab of the ribbon so we'll take the hometown here. We see we have some commands here under the records group. One of them is the delete Command. So again you would select the record selector for the record you want to remove and then click the delete icon on the records group of the ribbon. And now that once you delete a record, it is gone for good. So I want to remove a record from this table and I think to remove the Matrix, which is a record five here. So I'm gonna click the record selector. The little grey box on the left side of the table and then tough lead key on my keyboard on . We received a message saying, If you could yes, you won't be able to undo this delete operation. Are you sure you want to delete these records? And I do. So I'm gonna click. Yes, and the Matrix is no longer in our products database, and that is deleting records in access. 29. Sorting Records: records in the table are automatically sorted alphabetically or numerically by the primary key field if there is one designated. So, as you can see here, the Product Idea Field, which is a primary key in this table, all the records here are shorted numerically. Now, if there is no primary key set, then the records appear in the order in which they were entered to change the order of the records you can use. Sorting sorting allows you to arrange the records in a table in alphabetical or numerical order, and you can sort your records in either ascending, which is a to Z or descending Z to a order. The easiest way to sword records is to click anywhere in the column that you wish to sort and then click either the ascending or descending buttons here of a sort of filter group off the home ribbon. You can also right click a column that you want to sort and then choose sort A to Z or Z to A. To start a numeric field, you would right click the field and then shoes short, smallest to largest, our largest to smallest. Another way to sort ah column is detect the little downward pointing right arrow here on the right side of the column heading and then choose Sort a Dizzy or Zito. A. You can also filter your list that we're gonna work without a little bit more later. So let's cancel out of here, and I want to click anywhere in the title column here. So this is the column that I want to sort my titles of my videos, and I'm gonna sort this in ascending order, so I'm going to click Theus. Ending button on a sort and filter group on the list of a list is now sorted in ascending order. If you want a sort of descending I collected is something about it. Now it's sorted in descending order or a Z T A. To remove a sort, select a column and then click the remove sort button on the short order returns to the way it was originally. Now you can also sort by more than one column, so that's a lot of the column heading for the category field. I'm gonna hold on my shift key and then click the price field, so I want to sort first by category, within category, then by price. So then I will click the ascending button so we could see all the categories are together within the category and they're sorted ascending by price. And you want to ensure that the columns are next to each other, that sorts from left to right. I know that there's a quick way to move columns when data sheet view it could just click. Andre knows none of the price field is at the end of the table. Click it again and drag to move it back and see again. We see that dark black line that tells us where the fuel will end up if we release our mouse button. So I'm gonna put it back the way it was originally. So move it back to after the category. Feel that all the plowman all spotted and I want to throw the sort from this table so think removes sort, and our data is back to the way it was originally 30. Finding and Replacing Data: There may be times when you need to find certain information in your table, and it could become quite a challenging to manually look for data, especially what's your table becomes large. The find feature in access allows you to quickly search for information in tables, queries and forms. Now, if you know in which feel the information resides, this will significantly speed up your search and to activate the fine feature like anywhere in the column of the feeling which wish the search for data and then click the find icon on the Find group of the Home ribbon. You can also press the control F keystroke combination as well to bring up the find and replace dialogue now and searching. You can match either the whole field, any part of the field or the start of the field. Now, with whole field, the entire data in the field must match exactly what you typed in the find. What box. So, for instance, if I click to this first field and typed in blazing makers of access to found nothing more specifically did not find the record blazing saddles. Now, if I click any part of field and then click fight next again found blazing saddles because blazing was part of an entire field, so keeping them on. So keep that in mind if you're If the first of you search for something doesn't come up, you may need to ensure that any part of field is selected if you're not typing in the data exactly as I was entered into the field and it could also match the starter field, she was start a field right type, didn't do you and then click find Next, it found a dumb and dumber. Now that's nice about the fine and replace features. You can automatically change the data in a field to something else using the replace tab in the ribbon. So here you a type of what you want to find in the find. What Box archetype in Shrek Andi I could replace with Shrek two. So that's playing along with this a little bit like anywhere in the title field. On again, I could click the find icon in the ribbon or press the control F keystroke combination. The biggest to the find tab of the finder replaced dialogue. Or I could click the replace. I can hear which brings us to the replace tab. Other finding replaced along. And you can use this if you know for sure that you want to replace one piece of data with another. So I just wanna tap control f I didn't find what box I'm gonna type in Mad Max on in the match field. I want to ensure that the whole field is selected. There is to say data must match exactly what we typed in the find. What box? So if executed, this commanders is the movie entitled Mad Max would display. But Mad Max returns would not that I don't know if that's a real movie, and I just made that up. Anyway, we'll take the fine next, But in here that moves to Mad Max. Hectic. Fine. Next again, access tells us that it's reached the end of your records on Dysart. Item was not found. So there is one instance of mad Max in the title column here, So I'm gonna click cancel here. I'm gonna click anywhere in the price column and then attacked the control f keystroke combination to display the finding. Replace dialogue here, So I'm gonna click replace. I'm just something that I'm gonna raise my prices and anything. That was 1999. I'm gonna raise to 22 95 for truly I protected. Replaced having the ribbon. Well, Ted, currency symbol 1999. I will replace with dollars. Signed 22 point to 95. Started the match in the whole field. So search for exactly what we typed in the find. What box on? If it finds it, it will replace it with what we typed in the replace with box. And we want to ensure that we only want to replace data in the current field, which is the price field of the click. Replace all. It tells us that we won't be able to undo this replace operation once we click. Ok, was we click? Yes, and that is fine. So click. Yes, and then I look like canceling conceit. E all those 1995 entries are now 22 95 and that's finding and replacing data in access 31. Filtering Data by Selection: ah, filter the tool that retrieves only a subset of the records of the table. For instance, if you only wanted to see customers in the state of Wisconsin, you could apply a filter that hides all the records. Except for those with the state Is eagle to Wisconsin to apply such a filter, clicking any feel that contains that doubt about which you wish to filter and click on the selection button, which is located a sort of filter group of the ribbon. And here you can choose equals, does not equal, contains or does not contain the word adventure. That's because adventurers the data in this field, so I think the adventure it hides every record except for those whose category is set toe adventure. I could turn this off by clicking the toggle filter by con here, and that removes the filter click in action. This time I'm a clip. The selection dropped on her own, so likewise, I can filter my table to show every record except for action. This is a good way to eliminate certain data from your search. So if I choose, does not equal action here. Any record rotating the category of action is hidden. Let's remove our filter by a Taco Phillipe button. Now I think I'm gonna click on any entry in the category column, which is comedy. So I was thinking Record 16 here. Ants making the selection drop down list eventually equals comedy. Now I could refine my selection even further, so I'm going to click on 39 99 here in the Price column on the click the selection button on notice that the options here have changed on what we're looking for. I want to display any item in the comedy category that is less than or equal to 39 99 so I will choose less than or equal to 39 99 on we limit our data even further. Tony, those videos that are priced 39 99 or lower. So that's about it for filtering by selection, trying to click the toggle filter button here to re display all of our records 32. Filtering Data by Form: filtering by form allows you to choose the data you want the filtered records to contain from a drop down list of available data choosing filter by form and that is located under the advanced icon here on the sort and filter group of the home ribbon. What this does is displays a blank record row clicking, and any of the blank feels will display a drop down list of available data from which to choose. This feature is especially helpful if you want to find a specific record or want to filter on several fields in the data sheet. So let's try this. I'm gonna click the advanced icon here on the sort of filter group of the ribbon we're gonna choose filter by form. And now I'll ever get is him for the last filter we used it remembered that I'm just click the delete key and delete the data in those fields. So I'm gonna click in the category box here. Next will take the drop down list. This just plays all of the available options in the category field on. I think I want romance Semitic romance so I could run this from here or I could add additional criteria. And I think I want to display Onley romance titles that cost 22 95. So I'm gonna click the in the price box Could could drop down arrow and then choose 22 95 and to apply the filter and we clicked the toggle filter button. So here we're seeing Onley romance categories with a cost of 22 95. So this could be And if you want to do, ah, filter on several fields in your table on again to restore hidden records, you click the toggle filter button on the sort and filter group of the ribbon. 33. Using Common Filters: common filters allowed to quickly apply a filter to your data from a contextual menu command. To access these commands, we click the filter budget on the home tab of the ribbon. That's right here in the sort of filter group right click in the field where you wish to filter and then choose from the data type filter. The contextual menu on the available commands will very depending on the data type of the column. You can also click the drop down arrow on the column. Headers toe access. Common filters. So from the common filters box here, you could filter for specific values by using their check box list to include or exclude items from the data sent to filter for a range of values. You choose the Contextual Filter Command, which is rate here with this could be date filters, text filters, etcetera, depending on the day at a time, and then choosing the range of values to which to filter. And then he would enter in your correct iria. Well, let's click anywhere in the Price column here. I'm gonna click the filter tab on the sorted filter group of the whole ribbon to display the window, and I want uncheck the boxes next to 29 99 39 99 49 99. So this leaves Onley blank on 22 95 on. Then I click OK, and that applies the filter. So now we'll click the toggle filter, but into re display all over records. I want to click the drop down our in the title column here. Then, when a point to text filters on Now on a choose begins with From the Menu. Now I only want to see titles that begin with the letter F sub Type F in the titles begin with box and then click OK and again that hides every record except for those that begin with the letter F and then to re display records, I click the toggle filter button again. One thing I do want to mention if you want to. If you have a huge list of items on, you want to just go through a select specific ones rather than having toe uncheck every single item, you just click the select all Check box, and that will toggle the selection of all the items in that column of a click, select all again and selects everything, and they could click it again to de select everything and that I could just click the individual records that will want to display. So let's cut the Taco Felder to display all of our records. 34. Hiding and Unhiding Columns: there may be instances when you wish to view Onley certain columns in a table. Perhaps you need to print table data for only a few relevant columns. Or maybe you want to hide sensitive information from those entering data into your tables to hide columns from view. Click of the field name to select it and then right click and then choose height feels from the contextual menu. Another way of hiding feels is selecting the column. Clicking the more button and then choosing hide feels from the battered menu. So once you've head in your columns, several of the design of your table ensures that the columns will remain hidden the next time the table is opened. And, of course, to see the design of your table, just click the save icon on the quick access toolbar. So I want to hide the product I D Field. So I'm gonna click the field name of the product I D Field, then with a right click and shoes. Height feels from the contextual menu, and this hides the product. I D field now to get it back, we click the more button on the records group of the ribbon click on Hide feels on This displays a box of all available feels because he there's no check mark next to the product I d feel so I will click that and then click close. You can see that the product Ideas field is now back to see if I can. On the quick access to about to save our changes on, I'm gonna close open tables, hears from Trixie X for that ex again and then X for TVL customers on. I will save 80 my changes. 35. Freezing Columns: If you have a large table, you might wish to keep a particular column in view while you scroll to the right to accomplish this, you freeze your columns and plays using the freeze feels command was going to the right. The frozen coms are restrained to the left side of your screen, so let's free some columns. So I'm gonna open up TBL customers here. Civil double, click it open. I'm gonna click anywhere in the last name column, and this is the column that I want to freeze. So now we click the more button on the home ribbon and it's on the records group of the home ribbon and then we'll choose. Frieze feels from the list. Let me restore this down so you can see this in action. Norah's first off of the last name field is on the has been moved to the far left of our table. So as I drag through a table to look at the various columns we could see, the last name column remains in place. So this comes in especially handy if you're entering customer data, for instance, and you want to make sure that you're on the right customer here. So it's cancerous. Handy of the last name Field is frozen here, so you can see whose record were modifying. Let me maximize this back up. So now I'm gonna right click on the column heading of the Frozen column on virtues Unfreeze All feels no study. Even though I have unfrozen the last name column, it remained in that same place in that same position, it waas when it was frozen. So once you refreeze your columns, you're gonna have to move them back into their original location if you're so truth and we're gonna look at how to do that in the next video. 36. Rearranging Columns: When you're working in data sheet view, you can change the column order of your table by selecting the column. You wish to move by clicking the column heading and then dragging it to the new location. As you drag a thick black line appears marking the new location of the column. Should you release your mouse button? If you want to ensure that the column will be in the same position the next time you open your table, you want to make sure that you click the save button before closing the table. So I'm going to click the calm heading of last name I'd remember we froze his column in the last video, and once we unfrozen, it's still remained in its original frozen position. So I want to move this so it's positioned after the first name column from to click on the column heading here. I'm gonna Dre nor season us. A thick black line appears as I Dre trying to make sure the line is after the first name field and then release my button on the columnist Dobbin repositioned. So I'm gonna click the table close button. I want to make sure that we say yes to save our changes. So that column will be in the same position next time. So now for DoubleClick TBL customers, I was see that the column layout is, as it was the last time we had this table opened and what closes again. 37. Displaying Column Totals in a Datasheet: access a lawsuit to display column totals right in your data sheet. So let's open up a tablet here. Let's open up table products now by clicking the totals tool, which is right over here on the records group of the whole ribbon. You can quickly, some the values in a dead issue to call him. In addition, you can play other aggregate functions to the column Such a za some average count, minimum maximum, standard deviation and variance. So we have also with this table open, let's click the totals. I come in here on the records group of the ribbon we can see at the bottom of the table. A new row appears total. So I'm gonna click in the total role for the price column and that this place air dropped on air on the left side off their box. So once I click it, accidents place all of the aggregate functions that I can use to total his column so I could choose average. So the average cost for my movies is 43 28 or I can choose some is That's what I want to do here. So I want to some all off the entries in the price field when we come to $5496.9. So this will be especially handy if you want to some a subset of data quickly so you could even apply a filter to the data. Let's do a filter by selection. Now, this should do 49 99 here and we see that the total column adjusts to reflect the new filter. So, yeah, the total future could come in handy and again to remove it. We click the totals icon again on a table is restored to the way it waas. So I'm gonna click the close button for table products on. I will save any changes on I'm actually done with this database. I'm gonna choose file from the menu and then choose clothes from backstage view 38. Setting Validation Rules: in the next several videos, we're gonna dive more deeply into working with tables. And to do that, we're gonna work with a new database. So if you're following along, let's kick all open other files here in backstage view, I'm gonna broached the lesson files folder on my desktop. On the follow we Went Toe open is the Rodney's video to database. So that's his database right here and then we'll open now. If you want to ensure that users enter Vela data in a field, what you can do is set a validation rule for data entry. Validation Rule is a property that defines valid input entries for a field in the table. For example, if we started your business on February fifties 2018 you could send a validation rules so that the order date feel needs to be greater or equal to February 15th 2018. If the data entered a does not meet the requirements of the validation rule, the user that receives an error message and you can even customize this era message they are message of the user receives by tapping in the desired air message in the validation text box in table design view someone. I'm gonna open up table orders here in design views from the right click team TBL orders. Then choose design view. I'm not clicking the order date field, And here are the village ation options right down here below and feel properties. We have the validation rule on the validation text. You can type your validation rule directly into the validation rule box, or you can click the build button, which is this button right here in the right side of the year box to use the expression builder. The expression builder is an access tool that allows you to create an expression by selecting common functions. Constance and operators from the expression window, we could actually be working with the expression builder in future videos. So I'm gonna council out of here. So on the screen will be some examples of validation rules that you can sit. For example, you could use greater or equal than 50. In this case, the entry has to be greater or equal to 50 m i or W I. The injury has to be either m i or W I North that when selling invalidation rule for a string that is to say now numerical values. You surround that string with quotes between 51 2019 and 6 30 2019 This case, the date has to be between May 1st 2019 and June 30th 2019. Greater than 51 2019. Date must be greater than 51 2019 and then you can also use a date function. Equal date Open close parentheses. Entry must be today's date, So those are just a few examples of the type of validation rules that you can set. So that's in a validation rule for the order date field. I want to click in the validation rule box here. So since I started my business on January 1st of 2019 the Romans seven. Validation rule greater than 1120 19. So this specifies that the date of the order must be greater than January 1st of 2019. No internal validation text that will type in date must be greater than 11 2019. They will add an exclamation point for emphasis. So I'm gonna click the save icon that quick access to a bar to save our changes. So, no, is the access displayed a message box telling us a data integrity rules have changed. Existing data may not be valid for the new rules, so this allows us the option of having access to check our existing data to make sure that it does not violate this rule. And if you don't want to do that, you could just bypass it by saying No. But we'll say yes to make sure that we don't have any incorrect data. Now let's take the view icon in the ribbon to switch to data sheet view, so I'm gonna add it. A new customer order. Here's from the click of the customer I d. Feel and type in 13 Press the tab key. I'm a type in 6 25 18 for the order date and they're gonna press the tab key to move to the Nets field. But instead we received the air messages that we set it on validation text telling us that the date must be greater than 11 of 2019. So I will change the order date 26 25 of 19. Once you press the tab key now it allows me to move to the next field because the data we entered no longer violates the validation rule talk. Complete the rest of these order to see the ship Date will be 72 of 2019. Shipper number three, tax raid 6%. Still typing 60.6 on afraid charge off for 95. So that is how to set a data validation rule in market stuff. Access should be used. Banker. Some accesses help system to do a search for validation rules. It will provide you more examples of different validation rules if you can set using down the validation rules is an excellent way to cut down on data input errors. 39. Formatting Fields: another fuel. Probably that you'll find useful is the format property. The former property is used to change how data is displayed on your screen and in printed form. Now Microsoft Access has several pre defined formats they can use to change the appearance of your data. So if you're falling along, let's take the view I kind of ribbon to switch to design view on that's clicking. The Order Gate Field here on the former property is right down here in the Field Properties area of the window on each data type in access has its own set of format property settings . For example, different options are available for the number format, daytime format, currency and text for bats. So, for example, you could set a date time field as we have here, so that it is plays as Thursday, November 12 2015 a long day or you confirm it as a short date. 11 12 2015. Now there might be times when a pre defined format is not sufficient for your needs. Luckily, there is a wide variety of custom formats that you can use. Custom formats are formatting symbols that you can enter manually in the format field. Rather than choosing a pre defined format from the list. For instance, you may wish I date feel to be displayed as Wednesday W e d May 01 Accomplished issue a type in D d d which provided abbreviated day in the week and mouin tea We'd amedi, etcetera top the space bar than type. Mm mm. This goes off the entire mind on then d D provides us a two digit day such as 0102 If you wanted to explain your data in European format with the month preceding the date you would enter in d d slash m m slash. Why? Why? Why? Why? This gives a two digit a two digit mind, four digit year in that order. But what I want to do is change the format of the order date feel toe a long date. So, under deleting the existing text from here, I'm gonna click the air over here of the right side of the box and choose a long date. We could see the four breath of this will be in. So here we have a little box that displays and this is the property update options box. This allows you the option off. Automatically upgrade the properties of any controls in all forms or reports there are bound to this field in the table. This feature is known as propagating field properties so that when a change is made, we're feeling a table. The property update options boxes displayed. So I want to click update for what? Everywhere ordered aid is used. It tells us that no objects needed to be updated. But if they did, it would have been updated automatically. I'm just going to click. OK, so now I want to click the field name for the date shipped A think of the date shipped field here. I'm gonna double click in the format box of that selects existing text there, and I'm gonna enter a custom format. I'm gonna type in d D d d space Mm mm Space d d And then I'm gonna click. Save on the quick access to a bar on that saves their changes. So now let's take the view icon in the ribbon. Just rich to, uh, data sheet, you know? So we have these pounds symbols here. He's a commonly referred to US trade trucks on when they display. When the with of the column isn't wide enough to accommodate the data, that's auto sizes up in a double click on the boundary between ordered A to ship date. What is the same thing for between ship, date and shipper? And if you remember, this expands to feel to accommodate the whitest field of data so that we can see the example of our four burning. This is the long day that we said This is the custom format that we set, which Waas completely spelled out a day of the week bond and then a two digit day. I'm gonna close this table. So I took the close button. It will save any changes. I'm gonna open table customers. We're going to click TVO customers on observe the Citi Field here. What we're going to do is entering a custom text format that will display all the data in this field in upper case time to click the View icon here on the ribbon to switch to design view. I'm gonna click the Citi Field here on in a four month box. I'm gonna type You're not greater than symbol, and this will display any for much of this feel in upper case within all the top the down arrow key on my keyboard Again, we see the Property Update options box. I'll click the update for March. Everywhere City is used, we can see that the city feel is using a report in the reporter named RPT customer list. So I have the option here of updating the properties or not, and I will click. Yes, stopped it the properties. So let's save our changes by taking to see if I can toolbar. Then that's took the view icon in the ribbon. And as we can see all of the data now displays as upper case notice that when I click in a field, it automatically reverts to lower case. That is because we're not actually changing that data itself to upper case, but on Lee the display of the data that is to say, host, despite of this creed or how it will print in a report. But the data was originally entered in this format, and when you click in the field, that's what it displays. Okay, so I think we have a table customers, so that's cause it onto college at its centre, clicking the clothes I can go to use the control w keystroke combination on. That's another way of closing objects in access. 40. Indexing Fields: indexes in a field in a table enable Microsoft access to find and sort records more quickly . It's a good idea to index feels in which you frequently search for data or feels that you sort by inquiries. This was substantially speed up. Your search is inquiries, especially when your database becomes large. However, be careful not to index to money feels as this can actually have the opposite effect and slow down you're searching and sorting. So with indexes ah, little goes a long way. A note that you could index all data types except for Ole calculated on hyperlink feels now . Whenever you said a field as a primary key field, it is automatically indexed with no duplicates allowed. When indexing feels there are three index options from which to choose. No, not indexed. That is the default. Unless it's a primary key field. Yes, duplicates OK, which means it's index and allows duplicates. Yes, with no duplicates. So a good example of a situation where you would use the yes duplicates okay, option is setting an index for a zip code as searching for data in this field or sorting by this field is pretty common, however, as you may possibly have entries for people who share the same zip code, you would need to allow duplicate entries for this field. Okay, so we want to do now is we're falling long is double click tbl customers here to open it. And then we're gonna take the view icon in the ribbon to switch to data sheet view. So I'm gonna click in the zip field, and this is a feel that I want to index. So the next property is down here and feel properties, and it's right down here. If you took the doctor list, we could see the three options that we have. No. Yes. With public answer. Yes. With your duplicates, we're gonna choose. Yes. Duplicates. Okay, Now I want to click in the field name for the last name field Click of the index box here and for this one. I'm also gonna set this as yes duplicates. Okay, because again, we could have customers who share the same last name. Now, after you create your indexes, you can viewer Energoatom by clicking the index's button on the show high group of the ribbon on. That's this icon rage here. That's in the contextual design ribbon, which is are located or table tools. So if I click indexes here, I can see all of the index's that I have set for this table. So from here can actually add new indexes as well as changed the name of your indexes and the sort order of your witnesses indexes. So I could saying just to decently order if I wanted to. But I'm going to do is I'm gonna double take the zip field here, and I'm going to type in poster code. This only provides a different name for the index. The field name, which was zip, remains the same in the table so that I'm gonna click the close button on the index box here and to save our changes, I'm depressed the control as keystroke combination. So, yeah, you might want to add indexes to those fields that should be searching on, often as it definitely can speed up the search process 41. Requring Data Entry: another common feel. Property is the required property, and that is Reg down here. And there are two options. Yes or no. You can use the required property to specify whether a value is required in a particular field. If the property is set to yes than the user has to enter a value in that field. Now this is helpful to ensure that essential data is not left out of a record. For example, you might want to ensure that the last name field in a customer table is never left blank. So let's do just that. So if you're falling along, you want to kick in the last name field and we are in TBL customers here in design view. I don't want to click in the required box here. I don't think that dropped only Arab and shoes. Yes, this insurers of the last name field will never be blank for a customer. So let's cut to save. I kind of save our changes on again. Access gives us a warning message telling us that the data integrity rules have been changed whether we want the data to be tested with the new rules. So let's click yes to make sure that there are no blame. Last name feels for our customers on everything is good 42. Creating an Input Mask: If you want to ensure that data gets entered in the correct format you can use, and it put mask, which is available for text or the date time data types on Lee, for instance, you might want the phone number field to be entered with the area code strongly by Prentice's on a dash between the 1st 3 and last four numbers. Using an input mask will not only ensure that the data is in a particular format, but it also saves you the trouble of typing certain characters like parentheses or hyphens in the telephone number. Example. Access would not let you enter in a number without an area code, nor would have not too save a record that did not contain the required number of characters . For common tips of entry, such as phone numbers, Social Security numbers, dates, ZIP codes used the input mask wizard by clicking on the build button in the import mask property box. So, for example, for phone number here, you particularly input box and then click the build button. And then he can choose the type of format that you want. We see some pre defined formats, your phone number, social security number, ZIP code password, etcetera. Most of the time, you're just be able to use one of these preset formats to cancel of here Now for entries not supported by the input mask wizard, you can create your own input mask manually. Now, in the lesson files, I put in a pdf document entitled Input Bath Characters, which lists the characters available to create a manual input mask. This is for your reference, and I also put ah, shot it with other screen here so they input Mass contains three sections, each separated by a semicolon. So the first is the mask characters that are listed in that table that I just mentioned. The second part is you would enter one if you want all littoral placeholders to be saved with the data, enter zero Oregon. Leave it blank to save only the characters in the field, and the third section is optional. You can enter the placeholder that you want to appear on screen as the user types. For example, by tapping in a password, Utkan set the field to display the pound symbol as they enter in their password. So let's say, for instance, that you had an employee number in the format off six numbers Dash and two more numbers. So let's say that the 1st 6 characters are required and they have to be numbers. And then we have the dash. And then the two characters after the dash could be either the latter's or numbers and their optional. We also want an underscore as a placeholder. So thus are manual input. Mass would be entered as shown on this screen. We could see the three parts of the input mass care, so Part one is the input mask characters. For that we put all zeros in, which specifies that this section needs to be numbers zero through nine and is required and plus and minus sides are not allowed to re enter in our dash. And then Part two is to save liberals apart to we chose one, which is to save only the characters entered on. Part three is the face holder. For that, we've chosen an underscore, so if you find a long you want to take the home phone field here in the field name column on under feel property's gonna take of the input mask box, and then we're gonna use the build button that we looked at earlier, and I got a phone number from the Input Master Wizard Window, and they will take next Onda for a placeholder instead of the dash. I want the pone sign. Click. Next. We do not want to say the literal characters with the data, so we will accept the default value. Here are without the symbols of the mask, so we'll click next and then click. Finish now look like the save icon. Quick access toolbar on. Then let's cook the view. I kind of switched to data sheet view, so that's click in the Zip field for a record number 23 here. So I'm picking the Zip field. They will tap the tab key on a keyboard and no internal phone number. So that's type for all 455509 to 2. So tell us that we were able to enter the phone number without having to typing apprentice season of the era code or enter in the dash between the numbers. So, in this way, using input masks can also be quite the time saver, so that is creating an input mask in access 43. Creating a Lookup Field: look up feels allowing you to choose the data for a field from a list of values, usually from a query or from another table. So here we have the orders table open. Let's see, they were entering and customer orders. Now, as we can see here on Lee, the customer I d. Is entered in the orders table, not the customer's name. So how do you know which customer I d goes with a particular customer? Well, that's where the look up field comes in. He was gonna look up field. You can get a list of all customer names from the customer's table from this table here and then choose which customer to enter into the orders table as we enter in their orders. So even though the customer names are displayed in the list, you set your look up feel so that the customer I d. Is stored in the field so we would choose the customer name and it would put in the customer I d in the appropriate field. So the best thing about creating a look up field is that the look of wizard will step you through the process of creating it on the look of wizard is the last option in the data type drop down list. So if you looked at customer number here we click data type. Look up Wizard is the last option here in the bottom. Now, if you've already created relationships, he may have to delete them in order to change the data type toe. A look up wizard that's it's advisable to create the look up feels in your table before establishing relationships. We're going to get into relationships in later video, So if you're fall along, you want to double click a table, orders toe, open it and then click the view button to switch to design view on a click of the customer I d feel in the fielding column. So we're gonna add a look up field to this field now in the clip, the data type air off for this field, we're going to choose look a visit from the list. So here we have two options. I want to look up field to get the voice from another table or query, or I want tight with the values that I want. So if you want to enter in the values yourself custom values. You could just simply choose this option on that you will be prompted to type in the values . But I actually want to retrieve my list of customers from the customer table. So we'll keep the first option enabled and then click next. So now we need to choose the table or query Thought is going to provide our values. And that is going to be tbl customers here. I looked like next. So which feels contained the values you want included in you. Look up field from a double took last name here and then I'm gonna double click first name . So these fields will make up our look up list that we don't need to select the customer I d feel as it is selected automatically but is hidden from view. So then I think next. So here the look of wizard is asking us what sort order do we want for the items in our list box? So I'm gonna sort by a last name, and that's sending orders. So choose the last name from the list here, See, nor is the customer ideas automatically included, because that is the primary key field in this table. Someone choose last name for my sort Click next and here you can adjust the whiff of your columns if you're so true is But I think it looks pretty good to wear Waas every our business a little bit next and here. We could change the label for a look up field, but I'm just gonna leave it as is. And you can also enable data integrity. We're gonna go over that to no later video. So I think this is all I want to do here is we're gonna click, finish and axes prompting us to see the table. So look yes, of the table saved. So now let's take the view. White condom Every been to switch data sheet view. If you click on the customer, I d feel for the first record, I'm gonna change this to Cathy Powell. Storm to click Cathy Powell, which changes the customer to Cathy Powell. Now again, this is not what is being start in this field, but actually the customer i d is being stored by that. But that field is hidden from view, so we just see what we entered. So that is how to create a look of feeling access. So yeah, look, it feels quite a handy feature in Microsoft Access 44. Creating a Value List: in this video, we're gonna create a value list. Now, valueless is similar to a look up field. Except that instead of looking up the values in another table like we did the last radio, you type in the values that you want to be displayed. So when would you use a value list? Well, if there are only a few items that need to be displayed in their drop down list, using a value list is probable to creating an entire table toe hold just a few values to serves a look up list. So the creative value list you use the look up wizard just like we did in the last video. Whoever we choose, I will type in the values I want in the first step of the Wizard, and then we manually enter in the items that are to appear in our list. So if you're falling along a one open table orders in design view, I'm looking at a value list to the payment method field here. You wanna click of payment method, feel so then click the data type arrow for that field. We're gonna choose. Look up, wizard. So this Tom winner click the radio button next to type in the values that I want and we'll take next. I'm gonna click in the first blank column here, every type visa, the type topped the tap, team a keyboard and moves to the second row, taping MasterCard. What have the tab key again, and we're taping American Express. So then we'll think next time he could change the label if you so choose for a look up field. But I'm just gonna leave it as years I'm gonna click Finish. Now let's take the view I kind of ribbon to switch the data sheet view and will save our changes. So let's kick in the payment method field for the first record here, click the drop down L and I'll choose MasterCard and I can widen this column short on short shows. Better so that is it for creating a quick value list in Axis 45. Modifying a Value List: In the last video, we created a value list that at some point on their road, the need may arise to modify the values in that list. Luckily, modifying a value list is almost as easy as creating one. So if you're falling along, we want of you TBL orders and design of you starting to click the view icon here in the ribbon on the last week. So we created a value of ist for payment method. So to modify a value in the list, we click the look up tablet that's located in the bottom of the window here. So we have general and look up on. Then you enter the changes in the roast source box Crosby See year. Each entry is surrounded by quotes and separated from the other entries by a semicolon. So what I want to do is out a new entry here. Something to click at the end of this list. Type in a semi colon on. This designates that we're going to add a new entry there typing the word discover, sir, voted by quotes. So quote, discover, end quote. So let's take the view button and they will save our changes when asked Dominic, like the payment method feels for the first record, I think the doctor Nell Temperatures discover our newly added value, and that's modifying an existing value list. 46. Creating Calculated Fields: Microsoft access allows you to create calculated feels right in your tables. So many people only create calculated expressions on the fly with Cruz and reports with the calculator data type. You could also create them directly in your tables. So for full look along, let's click the close button for TBL orders. I don't want to view this TBL yearly subscriptions and design view, So I'm gonna right click that table and then choose design view from the contextual menu. We're gonna add a new feel here, type in. Do tap the tab key on my keyboard. So then I'm gonna take the data type drop down left on you choose calculated from the list . This displays the expression builder with which we can create our calculation. Now we'll double click the amount. Do feel here in the expression categories Window on. It adds that to our calculation, a note that any field names are surrounded by brackets. This let's access know that this is a field name. So now let's type of the minus key on a keyboard, and then I'm gonna double click the amount received to add it to the window. So this will be the calculation for our new field, the amount to do minus about received. So click OK, let's take the format property for this in the field properties area of the window on. I want this to be currency symbolically currency from the list. So let's click the view icon to display our table and down a sheet view and will save her. Changes been prompted. We can see a long to do 10,000 and I'll received 8000 do is 2000. So in our instance here, the do feel automatically calculates the difference between amount due on amount received. That is all there is to creating a calculated feel in an axis table. 47. Creating Multiple Primary Keys: we've already learned that a primary key feel prevents the entry of duplicate data in a field. For instance, if a customer number is set is a primary key field, you could Onley enter each customer number. Once in that table, However, there are instances where you may need to add more than one primary key field. Multiple primary keys prevent the entry of duplicate records off all primary keys together . So suppose we have a student classes table on. We said the student i d Field on the Class I d feel both as primary key feels. So this case. You could enter duplicate student I D records and duplicate Casady records, but not a duplicate of the same student and class I did together. So let's used to students as an example student Smith and Jones. The Smith and Jones can each take more than one class at each class, can be taken by more than one student, But neither Smith nor Jones can take the same class more than once, So Smith consent up for French. Smith could set up for history. Jones consent up for English Jones consent up for French but adding multiple primary keys in their feel for the student I d. In the class I d prevents accidentally entering the same record for a student in class twice if they could only make 11 entry for Smith taking French. So let's work with this a little bit. So I'm gonna click the close button on the TBL uni subscriptions here, and actually, we're gonna open up a different database. Let's get the file tab in the ribbon of, then click open on a quick folders here and navigated the lesson files folder on my desktop . And I want to open the class registration to database, and that is a database right here. And then we'll pick up in. So that's right. Click the student classes table here. Andi shoes design view from the contextual menu. So what I'm gonna do in this case is set. All four of these feels as a primary key. So to do something, click in the first record selector he been most, but it held down and drag down until all the records is selected. So this ensures that no duplicate records can be entered in for student class semester in year. To do that, we set all four field is a primary key. By clicking the primary key I can hear on the ribbon that will take the view. I kind of switched the dollar sheep view and save our changes. And that's double ticket the class I d feel for the last record here. And I'm a type in 34 top Thea pair on my keyboard, and it tells us that the changes requested were not successful because they would create duplicate values. The index primer Kia relationship. So we'll click. OK, well, top the escape key May keyboard to return their field to its original value. So only one student comtech the same class during the same semester on the same year, which is exactly what we want. 48. Creating Multiple Field Values: you have already learned that you can choose an item from a look up field in a table. Access also provides the ability to store multiple values in a field. Using the look up wizard, for instance, you may want to assign an employee to more than one supervisor or to more than one task. When you click the drop down arrow on a multi value field, the valueless displays with a check box next to each item, allowing you to check the value rebels you want to store in that field. To create a multiple feel value, you create a valueless just like we did in the previous video. Except we click the Allow Multiple Values Check box on the last screen of the look of wizard. So let's do that. So I'm gonna close this table here by clicking the clothes. Budge in. I'm gonna double click the students table here, and then I think the view I kind of switched to design view. Then we want to click in a data type column for the adviser field, So click in there and then click the drop our when it appears I want to choose. Look a wizard from the list, and I want the local wizard to get the voice from a table or query, so keep them as is expect. Next table I want is advisers from Should of that table is selected and then click. Next. I want to double click the adviser field, toe that to our lists, then take next for sorting. I'm gonna sort by advisor in ascending order that never click Next. I will keep the column with as is, so we can see an example of what it's gonna look like. They will click next. And here is where we specify of this feel is allowed multiple values. We're gonna click the allow multiple values check box here and then we'll click finish on. We receive a message box telling us that we will not be able to undo this change. One p saver table, and that is fine. So click Yes, yes, again to save our table. So let's click the View icon in the ribbon to switch to data sheet view. That's click the adviser drop down list here in the first record, which we haven't really out of anybody yet. You can see our look up list now contains the ability to choose multiple values. So this may come in handy in your particular workflow. I'm just gonna cancel out of here and then tap the escape key to cast their. So I think we're done with this database. We're gonna take the file tab on the ribbon and then click close from backstage You 49. Working in Query Design View: in the previous video, you learned on a filter data in a table using the filter by selection on filter by form tools. However, for more complex searches, it's often better to create a query. Queries are also the fastest and easiest way to retrieve information from the database on We're gonna be working with queries in the next several videos, so a query allows you toe ask a question of your data. For instance, you might want to know how Maney customers in the state of Illinois spends more than $250 in the year 2019. The feels you wish to receive, along with the criteria by which you wish to limit your data are set in query designer view . So let's open up a query, A Take a gander on its design. So for that, we're gonna open up the video sales for file in the Adolescent Files folder on her desktop . So a browse to the lesson files folder here and we want video sales floor so slick not and then click open. So we have all access object showing Week unlimited to queries if you want. We're gonna work with the Q R y products here, So I'm gonna right click that and then choose design view from the contest row Manu. This works the same way as displayed design view with tables. So let's take a look at the parts of a query and design view. I'm gonna click the divided by here and dragons. Downward table is a kind of cut off. I'm gonna resize my table so I can see the feels. So the field, this area here we have all the tables as well as their feels that make up the query. You know how to feel to a query about clicking and bring it to the grid here or by double clicking it and it will automatically be added to the query grid. So these are all the fields that are part of the table that we add to the query. Now, if you look at the query grid itself, the first row is the field role, and this is the field in the table that's been added to the query on. You could easily change the field, but clicking the drop down arrow, I'm choosing a different field here from the list. So this is basically the table field whose data will be displayed when the query is run. So all of these fields will display so you can choose, which feels to display in the final results. So the table is the table that contains the field, and he receives TBL products on. Actually, you can have multi table queries that we're gonna look at that in the future. Video of the Sword Rope designates how the results of the query are to be sorted so I could click in this sort role here and then choose ascending, descending or not sorted, which is a default. The criteria row here is used to specify the limits placed on the records to be retrieved. So in this case, we have comedy here in the category feel it's lots of snow that the results of the query are limited to. Only those records who's category is comedy. So on the top part of the query here, where we will see our table, this part of this is called feel lists, and again, this is the tables along with your fields that are part of the query. On the bottom part is called the design grid, and that's the part of the queer that's broken down into rows and columns. And again, this is where you add the fields that you want to be part off. Your query on Jiranek query. You think the run Ikonomou results tab of the ribbon view? I kind of switched back to do designed you As you notice on Lee. Those with the category off comedy are displayed can also think the view tab of the ribbon that displays the data sheet view, which is another way of running the query in this case. So let's go back to design view. And to close that query, you could click the queries close button are pressed to control W keystroke combination and let's do that. Throw hold of the control W on. We didn't make any changes to this. I'm gonna click. No. So the next day they were gonna learn how to create a new query in design view 50. Creating a Query in Design View: There are two ways to create queries and Microsoft access, and that's using the query wizard or manually creating a query in design view. So in this video, we're going to create a query and design view the returns data from a single table, and this is accomplished by clicking the query design icon under the create top or the ribbon. So I think we create tower in the ribbon and then click the queer design icon here. And lastly, we need to choose which table we wish toe add to the query. We would have created Query using the data from TBL customers. Our customers table years from two slept that and then click add. We can see that the table is added to the field is portion of the query. Then I think the close button here on the shore table dialog that is how to create a new query with a single table. So the next video we're gonna add feels to our query 51. Adding Fields to a Query: Once you've chosen the table to use your query, which we do the last video here, you'll next need toe. Add the fields to your query that you wish to be included in the queries results. And there are several ways to add feels to your query on. I mentioned a couple of a briefly in the first video. You can click and drag ah, feel from the fuel list area to the design grid. If you wanted to add first name, I could just drink that right to the field name. Here, do that. Another way is to double click their field in the table list. So that's double. Take the first name field here and then as the first name field to the list. I know press control Z to undo that. Ah, third is to click the arrow that appears. Would you click in the field on that? Select the desired feel from the list so I could choose State from the list on that will display the state field. No, I'm not do that again. To add all feels in the table. You could double think of the title bar the table, and that's like all of the fields in the table. The naked is click on drag and adds every single field to our query, Greg, and we'll do that. And lastly can double click the asterisk in the field. This box, this will add all feels to the query results. So for a double, click it all the fields the table added and noted that the individual feels in the query grid are not displayed. But if I run this query, all of the fields in the table are displayed here. Let's go back to design view. But I don't want to do that, so I'm gonna delete that. So let's add the fields that we want to be part of our curry. So I'm gonna take the first name field. Then I'm gonna click the last name feel and then drag it down to the next column in the query grid. Don't atop the tab key on my keyboard to move to the next column for this. One of the things that dropped on a roll here, I'm gonna choose address from the list. So gives us our first name, last name and the customer address. So here we scroll down until the city state and zip feels are visible here. So I'm gonna click the Citi Field, but a hold on the control key and then select the state on the Zip feels. Now all three of those fields are selected. Now, with the control key still held down, I'm gonna click anywhere in the selected feels here, the Drake to the Fourth Column in the query grid. They're going to release my mouse budget and the control key, as those three feels to the grid. And I want to add one more field here when I have the home food feel as well double pick the home phone and has it to our grid. If we run a query, you can see a query results. Let's go back to design view. So next we look at how to remove feels from a query. 52. Removing Fields from a Query: after you have outed feel to your query, you might decide that you, in fact, do not want a particular field to be included in the queers results. To remove a field from the query grid, select the column by clicking the sin gray bar above the fuel roll on There, you press the delete key. So it is said that I don't want the home phone feel to be part of my queries. Results from detect the thing Great bar. You're right above the field road to selected the entire colonised selected. Then I tapped the delete key on my keyboard and voila! The feel is gone. 53. Saving a Query: if you will need to generate the results for a query more than once, you may wish to say of the query rather than recreating every time you need it. To save a query, you take the same budget of the quick access toolbar and then enter the name for your query in the query name box. But don't forget about naming conventions when saving your queries. So let's save this particular crew that we created. So if you're falling along, you want to take the save icon in the quick access to about here. This displays a save as query box, and I'm gonna name this one Q r Y customers, since it's based on our customer's table of the results of this query, provide a list of all of our customers. So again, following naming conventions, will use that Q R. Why to designate this object as a query And then I think, OK, notice that Q. R White customers now appears in the left pane here 54. Running a Query: we already know that a query is a question that you asked about the data in your database to receive the answer to your question. You need to run your query on The answer to a query is called a record set or a result set . You might also see it referred to as a dinos ette, but in this car's I'll be referring to it as a result. Sick so already showed you a couple of times how to run a query. If you're in design view, you click the run icon on the ribbon here, and that is basic query and down a chute view. Or you take the view. I kind of the ribbon and that runs the query as well. To run a query that's not already open. Double click the name of the query in the navigation pane. I'm a dot DoubleClick cure. Why products here on that runs that query on the course. You could always right click the query to in the Pain Here on the Left, left pain here and then shoes open and that will open. The query in Nogales should view as well. So in the next video, we'll look at how to add criteria to a query. So it's close. These two queries here serving a press the control W keystroke combination that closes Cure . Why products. And then I will do it again. Control W to close the customers query. 55. Adding Criteria to a Query: So in this video we learned how to add criteria toe a query. So I'm gonna right click cure white customers here, and I'm gonna choose design view to display that query in design view. So the criteria row here is where you enter the limits to identify a specific records that you want to return. For example, instead of viewing all of our customers, I could type in C A in the state, feel here and then run the query. And that would only return customers for the state of California. And if I run it, you see, I have to customers here, both living in Hollywood, California Let's go back to design view. So I click the view icon here. I'm going to remove that. You can also enter a numerical expressions as your criteria. So if you wanted to see all products whose cost was greater than $20 he would type in the greater than symbol and then 20. In the criteria role. Note that numerical expressions are not surrounded by quotes or a string or text. Expressions must be enclosed in quotation marks, but if you're under, you're just a simple string. Access would put in the clothes for you should just take if I typed in C A and then press the tab key. Notice that access automatically added records for us. But when adding more complex criteria, you want to make sure that your string criteria is always surrounded by quotes. So if you're falling along Clear Creek in the criteria role for the state field type quote , W I close quote. So in this case, all we want to see customers who reside in the state of Wisconsin so that I'm gonna click the save icon on the quick access to a bar here to save her changes. So now let's take the run I contra viewer changes on. We can see that we have eight customers who reside in the state of Wisconsin, and now I think I'll close this query so oppressed the control W keystroke combination 56. Specifying Multiple Criteria: as you work more with queries, you will inevitably need toe add more than one limit tour query. For instance, you may wish to see a list of all your customers who live in the state of Colorado and who rented comedy or adventure films, so to specify it or condition for the same field, separate each limit by the or operator. So let's open query products here somebody DoubleClick, quarry products and then click the view Temper the ribbon to switch the design view. So I'm gonna see all my products that fall in the comedy and the drama category. So to do that, I think after comedy here we're already limiting it by comedy, someone typing or drama. So if I run the query as we can see, all the products in the comedy and drama categories are displayed now, if you want to specify it or condition for two different feels, enter each limit on a different row. So, for example, I want to see how my products that are in the comedy category or are greater than 9 29 99 So for that, I click in the Orfield here greater than 29. Do you know. So this will give me a list of everything in the comedy category or any video that's greater than 29 29 99 for a run. This I look at all videos in the comedy category, and I look at all videos of the remaining categories as long as their price is greater than 29 99. But all videos will display in the comedy category, even if the price is less than 29.9. If I wanted to see all comedy videos that were greater than 2019 99 put out of the same role anything with comedy greater than 29 99 we run the query only get comedy videos that are greater than 29 99 in this instance. Likewise, that could you, uh, comedy or drama, just like we did in the first example greater than 29 99? So this is anything that is comedy or drama on greater than 29 99. So I only get those two categories that are greater than 29 99. So this instance hitter is referred to as an ant condition has to say when you create a query where two or more conditions must be met. And as we saw, we enter that criteria in the same role. But if we remove 29 99 from the andro and paste it into the or row, this is the or condition here, comedy or drama, or is greater than 29 99 so you can see have a lot of flexibility when specifying multiple criteria in a query. 57. Sorting Data in a Query: to make in the results of your query easier to work with. You will most likely wish to sort the results in some logical order disorder query By particular field, you click in the sort order field. I never know whether briefly the past video, and then you click ascending or descending, and you can't sort by more than one field so I could sort this by title and then by category notice that notes that access sorts from left to right So it will first be sorted by title and then by category. But I'm not going to do that I'm gonna do is do it all the criteria from the query, so select that you remove this. Okay, so let's sort so I'm gonna click in the category field here. I want to sort this in ascending order Czar Richard ascending from the drop down list so that I want to sort by Price. We're gonna click in the sort role for the price column and all true is ascending from the list. So our products will be sorted on ascending order first by category and then by price. So let's run this query, as you can see, We're sorted alphabetically by category. Then within each category we're starting in ascending order by price. So that's sorting columns and access. So let's go back to design view. So I click view, I kind of a ribbon. 58. Moving Columns in a Query: So the last video we learned that when sorting data access sorts from left to right, So what if the fields are not in the artery, which we need them to be? Well, in that case, you would rearrange the feels in your query to move a feeling. The query you click on the thin grey bar above the fielding just selects the entire column . Then you click the bar again, Andre holding your most bought in as your drag until the field is in the desired location. As you drag a thin black line appears. Then do you know where the field will be located if you release the mouse button? So what are we looking at? The position of the price feels so if you're falling along, you want to click the thin grey bar above the price field, and I want to move this to the right of the product I d field. So I think of the bar again, keep most but held down. Andre. I tell that black bar is to the right of the product i d Field and then I will release my mouse button. So now if I run on this query notice that we are sorted first by price. And then we're sorting alphabetically in ascending order by category because, as we mentioned access sorts from left to right. So we're starting first by price. There's my category, and I think I've done with this query, sir, I'm gonna press the control w keystroke combination and click yes to save our changes. 59. A Look at Relationships: So the next few videos we're gonna be working with relationships and Microsoft access. The power of a relational database lies in its ability to relate records from one table to records in another table. Relate Rutgers between two tables by creating a relationship relationship is a way of formally defining how to tables are related to each other by telling the database on which feels they are joined relationships allowing you to bring dinner together from related tables on a relationship. Works by matching data in Key feels usually a feel with the same name in both tables. These magic Key Feels, consists of a primary key from the parent table, which provides that each records value in that table must be unique and the foreign key in the child table. So, in the example from the image here that have on the screen, we have a customer's table and in orders table. The two tables are joined on the customer I D Field. We can see that line between the two feels the customer I d feel in. The customer's table is set as a primary key, which is joined to the customer I d feel in the orders table on of this table. That feel is considered ah, foreign key Because of this joint here that this relationship records for a customer, the particular customer I D number will be related to any records in the order table with a customer. I D Number is the same. So imagine we had a customer named Jane Smith, whose customer I D was 45. When entry, Any orders for Jane Smith and the Orders Table Jane will be identified by her customer i d . Number. We can then be the data together, such as in a query where we might want to view a customer's order information and to do this, we use the data from both the customer and the orders table. Now down to base relationships will fall into one of three categories. There is the 1 to 1 relationship where each record has only one related record in a second table. Ah, one too many. Where each record has one or more related records in a second table. This is the most common of relationships on, Lastly, is the many too many with this type of relationship, Each record at one table may have many related records in the second table on those related records being turned have related records in the first table. I'm going to look at each of these three relationship types in subsequent videos. For the next video, we're going to start by creating a 1 to 1 relationship. 60. Creating a One to One Relationship: Ah. 1 to 1 relationship is a relationship where each record in the first table has one and Onley one related record in a second table. This is not a very common type of relationship, but it does exist on the left. For example, we might have an employee's table that is accessible by many people, and we may not wish to ah, have employees salary information easily available. So we were placed in a separate table with the employee I. D. And the salary feels would then create a 1 to 1 relationship between the two tables. By selling the employee I d feel as a primary key in both tables. We have thus created a 1 to 1 relationship, and if you remember, ah feel that is designated as a primary key feel will not allow any duplicates in that field. The relationships are created in the relationships window on To display the relationships window, we click the database tools tab on the ribbon and then click the relationships icon on the ribbon. Now, in the image of snow on the screen. Here we have a customer's table and a credit card table off the security reasons we have decided to create a separate table toe, hold a customer's default credit card information as each customer will have only one default credit card on file. We create a 1 to 1 relationship, so let's work a little bit with relationships with working creating one. And to do that, we're gonna open up the Rodney's Video One database, which is located in the lesson files folder on our desktop. So Mexico open other files here. I'm gonna navigate to these S and files folder on our desktop. And that was the Rodney's video one databases, this one here and then looks like open. So then we click database tools in the ribbon to switch to the database Tools ribbon and then click the relationships icon on the relationships group of the ribbon. This displaced the show table dialog. Now, if you've already established relationships in your database, then you have display in the relationships window here, so I would have click the TBL customer's table. I miss like that and that's the first table that's going to be part of our relationship. Look like ad. Then I will click TBL Credit Card, which is the second table that I want to be part of a relationship. They click, add and I'm a pick the clothes but in here. So we have these two tables that we just added and we have not yet creative relationship. And to create a relationship, you drag from the primary key of the first table to the matching primary key of the second table. So if you're following the law, you want to click the customer t the TBL customers on drag to the customer I d feel in TV up credit card this displaced cnet relationships dialogue We can see the two matching feels here in TBL customers on TBL credit card. So to create a relationship, I click the create icon. This creates a relationship between TBL customers on TBL credit card linking each table on the customer I D Field. We can see the link line between these two fields, So now let's take the clothes icon in the ribbon. I work Yes, when asked to save changes to the layout of relationships, The relationship that we have just created has now been saved 61. Creating a One to Many Relationship: Ah one to many, relationship is a relationship where each record in the parent table has one arm or related records in the child table. On this type of relationship, the one to many is the most common type of relationship Ah frequently used. Example is that of the customer on the orders table. The customer table is the parent table and usually contains a customer I d feel of some sort, which is Ah, set as the primary key. The orders table is referred to as the child Table or the many side of the relationship. This table also contains a customer I D Field, but it is not set of the primary key. As a customer could place more than one order. This field is referred to as the foreign key, so an example of the image of the screen. The TBL customer's table is the one table, as each customer is listed on Lee. Once the T B O orders table is the many table as a customer can place more than one order, so let's create a one to many relationship. So again you want to click database tools of the ribbon when they click the relationships. Ikonomou Relationships group notice that because there are already established relationships for the database, the relationship to be creative, the last video the show table dialogue does not automatically display. So in order to create a new relationship, we need to click the show table icon on the Relationships group of the ribbon here. So here I'm going to select TBL orders. This is going to be the many side of the relationship. I don't need to add TV our customers, because it's already added to our relationships window here. So just let this table and then click add, then click close. So I'm gonna click in the title bar of TBL orders. I'm gonna drag it so that it's underneath TBL customers just for organization purposes. So it's easier to visualize the relationships. So I'm gonna take the customer I d Field in TBL. Customers hold on my mosque Pontin and then dragged to the customer I d feel in tbl orders . This displays the relationships dialogue so we can see that are two tables will be linked on the customer I d Field, the primary key in the customer's table on the foreign key in the burgers table, so I look like create. So now we have a 1 to 1 relationship in our window. We also have a one to many relationship. So this creates a one to many relationship with TBL customers being the one table of the TBL orders being the many table linking both tables on the customer, I d feel as we can see here. So let's take the clothes icon in the ribbon and we want to click yes, when I have to save our changes. 62. Creating a Many to Many Relationship: many to many relationship exists between a pair of tables. If a single record in the first table can be related, toe one or more records in the second table and a single record in the second table can be related to one or more records in the first table. The classic example of this one to many relationship is the students and classes relationship, which a student could take more than one class and the class is usually taken by more than one student. However, if you links these two tables directly to students table on the classes table, you would receive a huge amount of redundant data into results set inserting, updating and deleting data. This type of relationship can also be a problem. To get around this many to many relationship problem, you create an intermediary table, which is sometimes referred to as a junction table with a linking table that contains the primary keys from each of the two tables, thus creating a one to many relationship between each table and the intermediary table. So, using the students and classes example, we would create a linking table, perhaps called students classes which would contain the student I d Field on that class I D Field as foreign keys. We would then create a one to many relationship between the students table on the student classes table and another one to many relationship between the classes table on the student classes table. You can see that in the image on the screen, so let's create a many to many relationship. So again we will click the database tools tab on the ribbon and then we'll click the relationships icon. And I don't think the show table I country display these show table dialog. So here I want to select TBL products and then we'll pick, add not thick tbl, order details and then click add and then I'll click close. So I'm going to move TBL order details right after TBL orders and then TBL products right after tbl order details just so we can visualize I'm in it to many relationship better. So in effect, the Order I D Field in TBL orders that drink to the Order i D Field in tbl order details on this will create a one to many relationship between these two tables likely create on tbl order details. Here's because serve as our intermediary or ah, joining table. So I'm gonna take the product I d feel from tbl products and drink the product. I d feel that tbl order details. This creates another one to many relationship between these two tables that create, so we've thus created our many to many relationship. So, in order contain more than one product, and the product can exist in more than one order. So let's take a close icon here on the ribbon and we'll save our changes, and that is creating a many to many relationship in access. 63. Enforcing Referential Integrity: referential integrity is a system of rules that access uses to ensure their relationships between records and related tables are valid. That you don't accidentally delete or change data in one table and not in the other. For example, referential integrity insurers that you cannot enter our record into the orders table for customer that does not exist in the customer's table. So what? You've chosen to enforce referential integrity in your tables. Your data is protected in the following ways. One. You cannot enter a value in a foreign key field of relationship. If there is no matching value in the primary or parent table, that is to say, cannot enter a record of the orders table for customer that doesn't exist in the customer's table to you cannot delete a record the primary table If a related record exists in the matching table. Unless you have check the Cascade delete related records option, for instance, you can not to delete a record for a customer in the customer's table. If that customer has orders in the arteries table and third, you cannot change the value of the primary key field in a primary table. If there are matching records in the related table. Unless, that is, you have checked the Cascade Update related fields option. We're going to get into that in on future video now before you can enforce referential integrity through a certain conditions that must be met. These are the magic field in the parent table. Must be a primary key or have a unique index. The related fields must have the same data type, and the tables must reside in the same access database. So let's see how this works in practice. So if you don't have the relationships window display, as I do here, you want to take the database tools top of the ribbon and then click the relationships icon . Let me go back to the design top under relationship tools. What I want to do now is take the show table icon. We're gonna add another table toe a relationship window. I'm just left tbl shippers and then click the add button and then we'll close this dialogue . So I'm gonna take a shipper feel of the TBL orders table. I'm gonna drag to the shipper I d field in the table. Shippers There were just audits or like these to feels on the addict relationships dialogue displays. So here we want to enforce referential integrity. So we take the check box next to and first referential integrity on that our click create. So this creates a one to many relationship between the TBL orders table on the TBL shippers table with referential integrity enforced. So now I'm a double click the link line here between customer's table on the credit card table, so double inclined, this displays the added relationships dialogue, and I want to turn on and referential integrity for this relationship as well. So we'll check the check box here and then click. OK, we're going to do the same thing between table products at table orders detail. So double click the link right here and then click the enforce referential integrity check box. Not about doesn't so object the clothes icon here and I will save any changes. So now I'm gonna double take TBL orders here to open the table in Downing Street View. I'm gonna double kick in, the shipper feel for the first record, and I'm gonna type in 11 and they don't have the down arrow on my keyboard to move off of the record When I do an hour Mrs Displays telling us that related record is required in TBL Shippers Swabs er is no shipper with an idea of 11 in TBL Shippers referential integrity is violated and access will not allow us to save the record. I will take okay now tap the delete key twice. I'm a type in three this time. And if I press the down arrow key now, access allows us to move off the record. We did not receive an error message because a shipper I d of three exists in the TBL shippers table. So I'm gonna close. This table shall click the close button right here. 64. Cascade Update Related Fields: once referential integrity is enforced, you may then wish to set the Cascade Update related fields option in the edit relationship Dialogue with this option set update options that would normally be prevented by referential integrity. Rules are allowed, so setting the Cascade update related feels option specifies that any time you change the primary key of a record in the primary or parent table, access will automatically update the primary key to the new value in all related records. For example, let's say that you change our customers. I d in the customer's table. Once you dio the customer field in the orders table is automatically updated for every one of the customers orders. So this presents the relationship from being broken and the creation of orphaned records. Example. Oven Orford record would be if there was an order in the TBL orders for a customer that didn't exist and the customer's table. So let's work with them a bit, so we're gonna double click TBL customers here to open it up. I'm gonna click in the customer I d field for Mary Nolan and she is customer to I'm gonna change her customer i d to 75 When I dio, we receive an air message telling us that the record cannot be deleted or changed because table credit card includes related records. So this means that I have records in TBL credit card from Mary Nolan, so access will not allow me to change the i d in this table. If I did, the ideas would no longer match. So that's like, Okay, I'm gonna top the escape Cuba keyboard to camps in the attempt to change. That's kind of a closed budget on TBL customers here. So now let's click the credit card table here. TBL credit card. Open it down a sheet view. You can see that we have a record for customer to Mary Nolan here. So know that the customer i d for Mary Nolan is, too. That's this record rate here. This matches the record in TBL customers, so that's good clothes. But in this table and now we're going to go back into that. Relationships would never be looked at in previous videos, so I'm gonna take the database tools tab on the ribbon and click the relationships icon. So now I'm gonna double take the relationship line between the customer's table on the credit card table. So double that and then I'm like like the Cascade update related fields check box. This sets the option to Cascade update related feels for this particular relationship so that I won't take. Okay, I'm gonna do the same thing between the customer's table of the orders tables, and I'm going to double click the link line here on a text. The Cascade Update related fields check box here. And I looked like Okay, so the closest within a particular close icon in the ribbon. And now I'm gonna open up the customer's table again. So I'll DoubleClick tvl customers, and I'm gonna double click in the customer. I d feel for Mary. No one here and I'm gonna type in 75 then press the down arrow Kim a keyboard. This time, we were able to change their record, as we have now set the Cascade update related records options. So now those related records in the links tables will also have been updated. So let's close this table here, so I picked the close button. I'll double click the credit card table here and those of the customer I d of two is gone because it's now been updated to 75. So this here is the record for Mary No. One on. If you want to see who the related customer is, all I need to do is kick the plus symbol here. And that displays the related record for Mary No. One in the customer's table here. So I'm gonna press the control w keystroke combination to close this table. 65. Cascade Delete Related Records: once referential integrity is in forest, you may then wish to send the Cascade Delete related records option in the editor relationships. Dialogue With this option, said delete options that would normally be prevented by referential integrity. Rules are allowed setting the Cascade delete related records option specifies that when you delete a record in the primary or parents table, all related records will be deleted as well. For example, if you delete a customer in the customer's table, all orders for that customer in the orders table will also be automatically deleted. This prevents the relationship from being broken on the creation of orphaned records. If this option is not set and you wanted to delete a customer along with his or her orders , you would first need to delete all records from the orders table before being able to delete the customer. So if you're falling along, that's DoubleClick TBL customers here here. I'm gonna take the bucket selector for Mary Nolan, who now as a customer idea of 75 and let out the delete key on my keyboard on access displays. That Arab message telling us of the record cannot be deleted or changed because the credit card table includes related records. So I'm gonna take okay, and I'm gonna press control w to close this table. So now we want to display your relationships. Where? No. So I'm gonna click the database tools tab in the ribbon. Thank like relationships. I'm gonna double check the link line between the customer's table TBL customers on the credit card table TBL credit card, and I'm gonna click the Cascade. Really related records check box. Here. Take. Okay. I'm gonna do the same thing between the customer's table in the orders table. So double take the link light here, and then we check that casket delete related records option and looked like Okay, so I think the same. I kinda quick access to a bar. Then click the close button that's open TBL customers and data sheet of useful double click . It wants to get a quick directed selector for Mary Nolan. Custom righty. 75 on. I'll tap the delete key on my keyboard. So here we receive a message box telling us that if we delete in this record, related records will also be deleted. That is to say, any orders for Mary Nolan. Any credit card information from Mary Nolan will also be deleted from the click. Yes, and I'll close his tables Click to close budget. So now if you go into the credit card table, notice that record 75 is now gone. So because we deleted Mary Nolan, her related records were deleted as well. If I close out here, let's take a peek at the orders table again. That one order for Mary No. One is now gone. Closes table. So that is Cascade delete related records. 66. Creating and Printing a Relationship Report: Once your relationships have been established, you can create and print a report which illustrates all the relationships in your database . The report is then displayed in print preview along you, then to either send a copy to the printer or save the report as a PdF XPS word text or HTML document. What in print preview? You can also make additional changes to report using the tools on the contextual Prince Previ ribbon, for instance, you can change the paper size paper orientation and change the width of the margins. So for fall along, you want to take that out of these tools. Tab on the ribbon. I'm gonna collect relationships icon, and this displays all the relationships in the dead of this. And now we'll think the relationship report. I kind of that's right over here for the Tools group of the ribbon. This displays a report in print preview. So here's all the different export options you have for the every part, A different ways to say the report. We want to click pdf for XPS and just displays the published PdF for XPS dialogue. We want to sure that pdf is displayed in the savers type But if not, you want to choose it. I'm gonna select the text of the felony and feel I'm gonna name this relationship report and I want to navigate to the lesson False folder on my desktop So I will click a desktop in the left pane double take the lesson files folder. So here, I'm gonna uncheck the open file after publishing check box on this. Since the option to not open the file after it's exported, I never wanted to several options that could click the options button here and here. You can choose which pages to export include non pretty information, etcetera. But I want to print the entire report and is already one page here. So that's easy. That's for me to cancel on dime happy with this so that I would just click publish. I received a message were no telling as that access has finished exporting their report. Click close. Okay, somebody closes with no, so I'll click the clothes print preview about in here from the Cleveland close, but in the report were no, and I won't click No to see the design of a report on closes table, and I think I'm done with this database as well. So we'll choose file clothes from the menu that closes the access database 67. Creating Multi Table Queries: Ah, multi table query is a query that retrieves information for more than one related table. When adding tables to a query, access will automatically create the joins between your tables. Assuming that you've already set up your relationships before and now what you've chosen, the tables you want included in your query on the joints have been created. You then select, which feels toe out of the query. Grete on then specify any desired criteria. So let's create a multi table query. So to do that, we're gonna open up the Rodney's Video three database from the Axis. We're here. I'm gonna click file. It was open in the left pane. Take folders here and think my lesson files folder. I want to choose the Rodney's video three. That's his database right here. So select that, then click open. So now we're going to click the create tab on the ribbon. This, despite options for creating access objects such as tables, queries, forms, reports. So I want to take the query design icon here. So from the show table, winner here on a select TBL customers and then click add, and then I'm gonna click tbl orders, then click God. And then I'm gonna choose TB, order details and then click. I think I have the products table as well. So click the tbl products and then click add. Then it looks fixed close, but in the north and access automatically out of the joints between the tables. And these are reminiscent of the relationships that we set up in previous videos. So I'm gonna add the following fields to the query. Greer Dobbin do first name double click first name a little last name that I want. You ordered a feel from TBL orders will drink, order date to the grid on a table products I want the name of the product and for the order details. I want the quantity of the product ordered to save I currently quick access to a bar on the name this query you are Why, customer orders. Okay, Okay, Okay. So let's run our query. So our results that displays every order for each customer for day. They placed the order what they order on how many of age item So that's respected his end view on in the next video, go look at using calculations, inquiries 68. Using Calculations in Queries: when creating a database, you normally would not create a field in a table that could be calculated on the fly. For instance, an orders date of issue would really see a total field in a table with hard coded data, as this can be easily calculated in a query. Former report by means of a calculated field, though calculated feels are now available in tables as well. So calculated feels are completely new feels typically found in a query for my report that perform arithmetic on feels to return information that is not contained elsewhere in your database. So, most calculated feels continued operators such as plus minus divider multiply, and I used for values that are not part of your database or for values that change over time. For instance, to calculate the line total in order database, you might enter the expression as we see in the screen shot here. Total equals quantity, times price. So in this example, the new feel that will display the results of the calculation is named total. That is to say that the total field is not exist in a table. We've created a new on the fly, the desired name of the new field, which is to say the name that you provide for it is followed by a colon and precedes the expression. An example of that is on the screen shot here. When creating a calculated field, you enter the field names that are part of the calculation in brackets. This tells access that the field is part of a calculation. So let's create a calculated field, and I'm gonna add the price feel from TBL products to our query here something a double click it. The price field is now added. Now I want to add a calculated feels, So I'm gonna click in the feel row of the first blank column. I'm a press. The shift F to keystroke combination on this opens the zoom window. While you certainly can type your formula directly into the cell, using the zoom window allows you to view your entire formula much easier. Now if the zoom window does not display when you press shift F to that, you may need to turn off the F lock on your keyboard so that's type in art. Form us from a type in total on then colon, and this enters the name for a calculated field. So there is a saying that is the name that we are giving the field on. Now we type in our calculation, and I want to multiply quantity, times price. Someone who surrounded field by the brackets of quantity, Close bracket times open bracket price, close bracket and then look like Okay, so if I expand this column here, here, you can see her entire form now. Total equals call interview time price. So, as I mentioned, instead of using the zoom Window, you can just type in your formula directly into the funeral. So let's run our query. And here is our calculated field. So if you look at record, this record here quantity of 2 49 99 times two is 99 98. So let's take the view time of the ribbon to switch back to design view. 69. Changing Query Properties: notice that when we ran the query in the last lesson, the new total film did not contain the currency's symbol, whereas the price feel does. If I run this, we can see an example of here. There's a price feel that the currency symbol on our total field without, just as you are able to modify the properties of fields and tables, you could also modify how that data inquiry feels is displayed or for about it as well. To do this, take anywhere in the column, whose data you want to format, right? Click and then choose properties from the contextual menu. You can also click the property sheet icon, which is located up here on the show hide group of the ribbon can then make that is our formatting changes in the property sheet pain. So we want to make sure that were in design view. Here's do you want to take the view? I cut the ribbon. I'm gonna click in the field, name Ralph for the total field and then I'm gonna click the property sheet. I cut in a show hide group of the ribbon. So here I'm gonna click in the format box take the drop down L and then choose currency. So then let's take the clothes. I kind of the property. She where? No, I will pick these save icon to save our changes. So now if we run our query clean the run, I can't You can see that the total feel is now formatted as currency. 70. Working with the Expression Builder: if you would rather not type in your expressions manually or if you're unsure of how to write an expression. Access provides a tool called the expression builder that helps you build the expressions that you need. The expression of building allows you to pick the fields from various tables and or queries at operators. Uneven Chu is built in functions for your expressions. Okay, so before we create our expression, want to keep the save icon on the river to ensure that any reason changes toward Queria saved and then, with our cursor in the new field here, where to take the builder, I kind of the quarry set up a group of the ribbon. So in typical plus icon to the left of the Wadi Nis Video three database, which is the courage database that we have open and then I'm going to expend the queries group hears from the kick. The plus sign to the left of queries and the Queria want, which is the one that we have open is query customer orders and I'm gonna add the total feel here to our expression builder. From a double click total, you can see it added it to our window. So I'm gonna take operators here in the left pains. I'm gonna scroll down until we see operators so operators. And here we have all of our various arithmetic comparison logical and string operators. I want arithmetic operators, and I want the multiplication operational. So I will double think that symbol and then I'm gonna type in point the centers of value of 0.10 after the multiplication symbol. So what we're gonna do here is multiply the value in the total field times 0.10. So now let's press the home key on a keyboard to move to the beginning off the line here. And I want to provide a name for this field. Remember, the name for the feel precedes the calculation on his followed by a colon. So having a type in discount and that type of not calling, So here we have. The discount is total times 0.10 So now we've created a new field which calculates a 10% discount on each line item total. So I'm gonna take okay here. I don't think the save I can't on the quick access to a bar and now has run our query to look at a new field. So we've seen here that this discount field uses another calculated field, which is the total field in his calculation in order to compute the discount off each line item. So let's go back to design view. So I'm gonna take the view. I come in the ribbon here and let's add another calculated feel. So I'm gonna click in the field a role for the first play column. I'm a type in new total and then colon for this. What I want to do is subtract the discount field from the total field from a type in open bracket. Total close bracket minus open bracket discount close bracket. I'm gonna move off the field and then click the save iconic quick access to a bar. So now let's run our query. That's look at this record, for exact example here. So this person about to probably the Vampire Slayer movies at 49 99 each for a total of 99.98 they were then given a 10% discount, which amounted to 99 resulting in their new total of 89.98 which we took the total minus the discount. But you know, is that we have three values after the decimal point and how you want to. So let's go back to design view to fix that. So I took the view. I kind of switched his on view. So I'm gonna click in the discount field here. And then we looked like the property sheet I could in a ribbon. That's right here in the show High Group. And here is we're re SEPTA format of our fields. So we're gonna take in the form it box here, and they think the drop down list and then choose currency on that particular desperate places box. And then we're gonna choose two. And if you didn't want any desperate paces at all, you could choose zero. So let's click the clothes. I kind of the property sheet. We know I'm gonna press control. Asked to save our changes. Let's do the same thing for a new total field. Let me figure the new total field here, click the property sheet. I come and when it's set the four match to currency, so trick in the format box and choose currency from the list. That's the place that dropped or less and then choose to. I will click the save. I got to save all of our changes, and that's close this window here. I don't run our query so to run icon. And here we see that the discount and the new total fields are now formatted as currency with two decimal places. So I want to cause his queries, or take the clothes icon here on the query window to close query customer orders. 71. Creating a Totals Query: When working with a database, you will inevitably need to summarise information for a group of records rather than working with individual records. For example, you might need to know the total amount of sales by each state, or perhaps which customers spends more than $200. You can accomplish this by creating a totals query to create a totals, query and a total Rocchi query by clicking the totals icon or by right clicking in choosing totals from the contextual menu. The totals row allows you to choose the way each group of records is to be summarized, and access provides several aggregate functions from which to choose. We can see the screenshot here of how the totals query works. Now the ignorant functions that are available are the sum function, which totals of values for each group. The average function, which calculates the average men, returns the lowest value in each group. Max returns the highest value in age group count returns the number of items in each group , not including blank or no records. The S T D. E V stands for standard deviation on returns that for each group of our function returns the variance for each group first returns the first value last returns. The last value expression creates a calculated field that includes an aggregate function in its calculation on where specifies criteria for the field you're using to define groupings on then Group I defines the groups to which you want to perform the calculations. For example, to show the total sales byproduct, you still act a group by for the product name field, so let's work with that a bit. So we're going to click the create tab of the ribbon here. We're going to create a new query. So let's click the query design icon I'm gonna add. TBL Customers was selected, agile and click add and then TBL orders Vic click add and then we're going to click the close button on this show table window. So I want to double click the state field for TBL customers Toe abduct or query on. I'm gonna double click the order I D Field in TV orders. So now we're gonna take the totals icon to transfer this query into our totals. Query. And that is right. Appear the show hide group of the ribbons. So it's like that. Notice that it automatically out of the total row on by the fallout a group by in the total rule for each of the fields in the query. So I'm gonna click in the total role for the order I D Field and then I'm gonna take the dropped or Oh, and here I want to choose count. So this chooses count as he aggregate function for the order i d Field. So this query will generate a total of all orders, which is to say, account of all the orders by each state. So let's say Mark were years will protect to see if I come in the quick access to a bar on the name this que or why voters by state, we'll take Okay. So let's run our query here and here. We can see that our totals query displays the number of orders placed for each state. So let's expand this field here so that it's completely displayed. I may see that the field is automatically named account of order I D. So let's give this a more meaningful names. Let's get the view icon here on the ribbon. I want to click in the field row for order i d. Then let's stop the home key on a keyboard to move to the beginning of the line. I'm a type in total space orders on then Chloe, and this provides a name for our feel. So if I click the run icon again, you can see that the field is now named total orders. That could make this little smaller. There we go. 72. Creating a Parameter Query: If you find yourself changing the criteria for the same query over and over, you may wish to convert your query into a parameter query. So instead of manually entering the criteria, ah, parameter query prompts the user for the criteria. Before the query is run, for example, you can create a parameter query to view orders for different states rather than having to build a separate query for each state. When the query that is run the user receives a custom message such as Please enter a state the day to the user Enters is then applied as the queries criteria to create a perimeter query. Click of the Criteria Cell of the desired Query column. A shown in the screen shot here and then tap the message enclosed in brackets, and you want the user to receive when the query is run, access will then display to the user. Ah, probably prompt that contains the text of the parameter expression that you entered into the criteria row. Now common use of parameters is to prompt the user for a specific date rage, for example. You might want to see all orders for the past week when you want you probably use it for a specific date. Rage. Use the between and operators combined with the parameter expressions. Ah showed in this greed shot. So you were typing between after the beginning day short of babe rockets on enter the ending date sorted by brackets. In this structure, the user will receive two prompts. The first will be enter the beginning day for the first stage of the time period and enter the ending date for the last date in the time period. Now, to control the order of the parameters for a multi parameter query or to control the data type used, the query parameters dialog Onda To do so. You think the parameters but it in the ribbon and then enter your parameters on each row. So it's working a little bit with property. Is something like the view icon in the ribbon to switch back to design view. I'm gonna click of the criteria role here for the state field. The problem I want to use it to receive is enter a steak, so think opening bracket type, enter estate and then tap the closing bracket. Synods gives the one I can't hear the ribbon on here received the parameter interest eight . And I'll type in Wisconsin and then I will click. OK, this runs the query and applies of criteria of Wisconsin that I entered into the parameter value box. When I was prompted, something clicked the clothes. But it here on the query were no. Would you click? Yes, when prompted to see my changes. So it's create new query. So I'm gonna take the creative top of the ribbon. Clearly, design on for this query. I want tbl products or slip tbl products and then click add And then I will close, but in here. So I'm gonna have the title field to my query Grete So DoubleClick title. Then I'm gonna double click the acquired field. So I'm gonna click in the criteria row for the Accord field this time, instead of just typing in the former directly about use my zoom window. So I'm gonna press the shift f to keystroke combination. I'm not typing parameters that promise for both the beginning and unending day. So first of all, me typing between then that prompted a lot the user to get for the beginning age or just type in, enter the beginning date and then closed brackets again. You could type in anything you want between the brackets, just as long as it makes sense to the user. So that will enter in the proper data. Some type of the end operator and then the ending date prompt open bracket. Enter the ending date closed Brockett. And then we'll take okay as because see, the perimeter is is entered into a via criteria row for this field. So let's save our queries on it. Took to save I Come on quick access to a bar named is Care Why p a r a. M so that we know it's a parameter query and then acquired. Okay, so I'm going to run to run. A query on the compass is for the first date. Type in 11 2012 Click OK into the ending date 12 31 2000 and 12. Then I'll click, OK, and then it runs the query into space on Lee products that were required it between those two dates that I entered. So that looks like the clothes I can to close the query. That is how to create a parameter query and access 73. Creating a Find Duplicates Query: Microsoft access provides a nice tool to help you quickly find a duplicate records in the table. For instance, the same customer could have been entered into the customer's table more than once. Or perhaps an order was inadvertently entered in twice by different data entry persons. To quickly find out about your records, use the find duplicates, query wizard until launch shit. You think the query wizard, but it on the create ribbon. So let's take the creative tab in the ribbon and then click Query, Wizard. And from here we choose find duplicates, Query, wizard, and then we click. OK, the worse. It will then step us through the process of finding a duplicate records in our table. So the table that I want to look for duplicate Rackers in is the TBL customers. So select that and then click next. So here we want to select the fields that we want to search for duplicates. So I'm gonna add the first name and the last name feels here something that'll take the first name field and then double click the last name field because several customers could have the same last name we want to do. Ah, search on both the first name and the last name. So I'm gonna take next to move to the next screen of the Wizard, and I'm gonna click the second icon in the role of icons here, which adds all of the fields to the query. And this is optional. If you want, you could only include the it feels for which you want to find duplicates so you could have only had chosen the first or last name field. But I want to see all the fields in my query, so I will then click finish on this. Displays are worried as we can see it. We have one duplicate record from Mona feeling. I'm a criminal record selector for the customer idea of 24 that I wanna press the delete key on my keyboard. It tells me about delete won a record click. Yes, and now I only have one record for this customer in this table. Let's kick the close button to close the query 74. Creating a Find Unmatched Records Query: another helpful query wizard is the find unmatched query wizard. This wizard bills that query that helps you find records in one table that do not have matching records in another table. So I used for this query might be to find customers who have never placed in order. If this were the case, a record for a customer would exist in the customer's table, but not in the orders table. Another use for the find unmatched query was it might be the fix. Referential integrity, errors. Perhaps someone typed in an incorrect customer number in the orders table, thus creating an orphaned record that is, to say, a record the child table that does not have a related record in the parent table Off course . Many of these types of problems can be avoided by setting referential integrity when creating your relationships, as we did in a previous video. So let's talk to create tab in the ribbon and then we'll take the career was you know, I cut in the Queries group of the ribbon. This displays the new query dialogue, so we want to choose the find unmatched career. Is it? So select that and then click OK, so the first problem is which table or query contains records you want in the query results . So I want TBL customers. This would be the parent of side in the relationships or sex data, then click next. Then which table Query contends the related records for this time to select TVL orders, and this is often the child table in the relationship and then omit click next. So here I want to select the matching feels in the two tables. So I'm going to select the customer I d feel in both the TBL customers on the TBL orders. Everyone insured were both selected on there because the button here. So then it's like next to move to the next step of the Wizard. And here we just need to choose, which feels we want to see in our query results, and I want to see all of them. So I'm gonna click the second button and then click finish. So in this case, we have to customers Sarah Beckman and Jaime Rickman, who have never placed in order. So that about does it for this time to take the clothes, but it in the way not to close that query and notice that it all about received the quarry for us. And if we wanted to rename it, we could right, click it and then choose rename and then provide another name for it if you want. Or if you have no further use for the career, he just right, click it and then choose delete from the contextual manual. 75. Modifying Query Joins: we create relationships between our tables by dragging from one table to another. And this, in turn as we've seen, creates a joint line, which informs us that the relationship exists between the two tables. The default to join type is inner Join, which displays data on Lee if there are matching values in both Joined feels. For example, in a previous video, we discovered that there were sub customers in TBL customers who never placed in order. Thus there were no matching records for them in the orders table. So if we created a query that included TBL customers and TBL orders, joining the two tables and customer i d. The customers who had never placed in order would not be displayed in the query results. But if you want the quarter to display all records from one table, regardless of whether it has matching records in another table, you can change the joint type to an outer join and to change the joint type. You double click on the drain line to display the joint properties. Dal. I be seeing the screen shot here. There are two types of outer joints. The left outer. Join on the right outer join. So the left outer join to space all records for the table on the left side of the joint on Onley. Matching records from the table on the right side of the joy likewise are right outer join to space all records from the table on the right side and only matching records from the table on the left side of the joy. Now, if you want to change the joint type of a relationship in a query double take the joint line and then select number one for inner join never to for a left outer. Join on number three for right outer join. So it's created new query here. So you want to kick the creature top in the ribbon? I'm gonna take the crew design icon here. We're just gonna design it from scratch. We're going to use TBL customers. It's like add that we want to slap to the orders table. So tbl orders and then click add, then click to close. But it someone double click. The last thing feel tired that tour queried in the first name field and then I'm gonna double click the order I d feel in tbl orders and that should do it. And I'm gonna sort this in ascending order from the click of the sort role for last name and she's are sending from the list. So if we run a query here, we have 35 records in the previous. Really, we sell it. There were two customers who did not place in order Sarah Beckman and Jaime Rickman north that they are not listed in the query results here. There are only 35 records in the table instead of 37. So let's change the joint type of this table. So that's good view. Icon in the ribbon on be out of the table to the query axes automatically created a joint for us because we've already set it up in our relationships. But we could change this temporarily in our query. So I'm gonna double click the joint line here. This displays the joint properties dialog. So what I want to do here is change the joint type to a left outer. Join to do that, we click the radio button next to two. So what this will do is display all records from TBL customers on any matching records from TBL orders. So the results will include all customers, regardless of whether or not they placed in order. So let's take okay. And then let's run our query. So as we can see, we now 37 records at our table on If you look at the record for Sarah back when we can see that the order I d field is blank, the scrolled on further. We see the same thing for Jaime Rickman. So I think I want to save this query something click the save icon in the ribbon. I don't name this cure. Why customers without Okay, So I'm gonna close, but into closes Query. And I think I'm done with this database, actually. So let's take the file tab of the ribbon on, then shoes, clothes from the left, pain. 76. About Action Queries: in the next few videos, we're going to be a working with action queries on action. Query is a query that physically changes that data in your database. It can make changes to or move many records in one operation. Select Queries. On the other hand, which of the cars that we've been working with us far simply return a record set of data from your data days without actually changing the data. Whenever you open an existing database that contains action queries, Access displays a security warning that the database contains potentially harmful code on disabled certain features in the database. One of the future that is disabled is the execution of action queries. So if you trust the author of the database, click the needle content button in the security warning area below the ribbon. Now there are four times of action quarries. The first is a make table query on his I cut is right here in the ribbon and the make table . Cory finds records based on your criteria and then creates a brand new table from that data . Make table queries are especially helpful for archiving old data or exporting data to another access database next is the upended query, and the A pen quarry finds records based on your criteria and then adds the records from one table to the end of another table. For example, you may have a separate database containing new products for the year. So instead of retyping all of him manually, you could import the data from the new products table into your existing products table using the appendix query. The third is the update. Quirin. It's I can't is raid here on the update query finds records based on your criteria, then makes global changes to the data. For example, you could raise all of your prices at once by 50% by using an update query. On the last is the delete query. This query finds records based on your criteria and then removes the records from the database notes that it believed queries always delete entire records, not just a selected feels within the records. So in the next couple of videos will be working with all four of these types of queries 77. Creating a Make Table Query: this video, we're gonna look at how to create a make table query. Now make table query allows you to create a new table consisting of records from an existing table. There are many uses for make table query. For example, make table queries are helpful for exporting data for use in another access database. Or you could created archive table that contains old records, such as all your old orders that you wish to delete from your current orders table. You can also use a make table query to generate a backup copy off a table so it's open the database that we're going to be working with. And that's going to be the lesson to database located in the Lesson files folder on our desktop. If you're falling a long time to take the open other files leg here and click folders I'm gonna access that lesson files Fuller in the pin. Very huh On. Then we want the lesson to database. Click open now. If you see a security warning message in the top of your screen, you'll want to click the enable content button. This enables the execution of action queries by default. Access won't allow you to execute any action queries unless you have enabled such content. So now let's create our query. So I'm gonna click the creative type of the ribbon and then I want to click the query designer. I kind of that's a little kid in the Queries group of the ribbon. So I want to add three tables to this query. The first is TBL. Students sell. Select that and then click Add. They don't want the TBL student classes table and then click. Add a nana, want TV, other classes and then I look clicks like that and then click Add stand up to close. Okay, so for the table students table, I want the student I d feel so double click that. How about the first name field? And then the last name feels so Don't like each of those toe. Have them to my query grid and the TBL student classes. When I want. Here is the semester field on the year field and the TBL classes table. I want the class names from Just click and drink that down and the crafts field. Take and drink that one down so I only want to see records for the fall semester of 2019. So in the semester Criteria Row, I'm gonna type in Fall on the North's that right? When I move off, that feel access automatically inserts the quotes for me because this is a string criteria and in the criteria feel for the year or when I enter 2019 now before creating my new table . I always like to run my query just to make sure that my criteria said correctly and that I'm getting the records that I think I'm getting, so I'll take the run button. Onda. Uh, this looks pretty good. Let's all students that have taken classes the fall semester of 2019 from to go back to the design of you and it's time to create our make table queries. So I'm gonna take the make table icon. It's right here. The query type group of the ribbon. It's the first of all. It prompts us for the name of our new table, so I want my table to be called tbl without naming conventions. Full two or 19 do that and then I wanted to be started the current database, and if you wanted it to be started another database. You click the another day enemies radio button and then navigates to the database while wherever it's located on your computer. But I wanted in this database trying to keep it as that and then click. OK, so now all we need to do is we take the run button to execute their query. So whenever you want on actually querying, you do receive a message telling you that you're about to make changes to your database. And here it tells us you're about to pays 40 rose into a new table onto click es. You cannot use the undue command to reverse the changes. So know that what you think that run button there changes are permanent. But I do. We need one to do this. We're going to click Yes, before it closes. I think I want to save this query so I could reuse it again. So I'm gonna click the save I kind of quick access to a bar, not a name this query em que are wide. Make two or 19 data and then click. OK, I'm gonna piss control W to close the query on the navigation bar. I wanna click tables, so display only table objects. And here's that new table that we just created. So if you double click this table, you see that there are 40 records in a new table. So that is how to use a make table query in access. 78. Creating an Append Query: in this video, we're gonna look at how to create an append query now in Appendix Query as a group of records from one table to the end of another table based on your criteria. For example, maybe you've created a list of new products for the year in an Excel spreadsheet on have just imported it into your access database. So, using append Cleary, you could have the data from your new products table into your existing products table. Now it's important to know that the data type of the records you are pending must match the data type in the table to which your added them. That is to say, the data tape of the fields in both tables must be the same. Otherwise, you're receiving our message when executed. The query on the actually will not be carried out successfully, so let's create an a penned query. But first, let's take a look at TBL classes here. We can see that there are 39 records in this table, so this is the table toe, which we're going to append some records. Using an append query, someone press the control w keystroke combination to close out of there, and that's created new query. So we'll click the create time of the ribbon and then click the crew design. I can and I have a table. Are brand new classes that were going to be adding, That's called TBL new classes. So select that and then click add, and then we'll take the close button So the changes to a depend query and unexpectedly upend I cutting the ribbon here. Now we need to choose the table to witch. We're going to upend the data. That's going to be that t B o classes table that we looked at. So I would choose that for the drop down list here. And that is in the current database with the looks like Okay, this added another row here, the a pen to row. So this is a feel in the current table on the field in the destination table, that is to say, the field to which were pending the data. So I'm gonna click the class I d hold on my shift key, and then click cost. This likes all the records of the TBL new classes, and I'm gonna drink them down to the query grid. So notice that access found the matching feels in the destination table for all it feels, except for the cost field. So I'm gonna have the chooses one manually from the clicking the a pen to feel here to the drop down list on in the destination table. This field is called class cost rather than cost. And you'll see this left blank if the name of the field is not the same in both tables. So let me click the class cost here again. So not save a query stomach like the same kind of quick access to a bar. I'm gonna name this a cure. Why? This lets us know that this is an appendage query object. I don't call this upend to know classes. Okay, so now let's take the run button to execute or query again. We receive our message telling us that we're about to make changes to our database. We're gonna add seven rows and again, can I use the undue command to reverse the changes? And we do want to run this from to click Yes, on. The query has been run. So that's closes Query. So oppressed the control W Cousteau combination. Let's open the TBL classes table and notice that there are now 46 records in the database because we've added in those new records from the new classes table here. So let's close this table by pressing control w now one thing you want to point out. You know, I studied the queries area of the navigation bar here. The icons are a little bit different, letting us know that these air action queries. So whenever you double clicking a select query such as Kuwait Registration here, it just displays the record set of a query. But if a double click at an action query, it will actually run that query. Make those changes. So if you want to modify an actual clear, you cannot double click it first and then what you want to do if you want to edit it, I don't know. Here to back out of this is right. Click the query than choose design view, and then you can make your changes of then run it if you like. So just keep that in mind that whenever you double click inaction query, it will actually execute that query. Let me close out here. So the next video we'll look at how to create an update query 79. Creating an Update Query: in this video, we're gonna learn how to create an update query on update Query changes data in a group of records. At the same time, for example, you may decide to rage all of your prices by 15% swelling and type of the new price manually. For each record, you can create an update query to raise each price entry by that percentage. Or maybe you have a sales person who resigns from your company with an update query. You could change the sale person's name for all of his or her clients to the new sales person's name with one click. So let's create an update query. So, first of all, when you take a gander at the classes table here, TBL classes and observed the value in the class cost field, we can see that the three credit classes air $360 the four credit classes are $480. Smith clothes out of here. I'm going to click the Kree age tab of the ribbon to create a new query on We'll click the query design icon. So only one update data in one table. That's the TVO classes, so select that and then click, add and then work their clothes. Said Noblet. Lengthy update. I cut in the query type group of the ribbon on this adds the updates to field on. This is where we enter the changes for the record. So they feel that I want to object. Is the class cost feel So I'm gonna double click that to add it to my grid on the optic dates to field. So what I'm gonna do is typing an expression to increase the value off the classed cost field by 6%. So first, all we need to include the name of the field that I'm updating and this case is the class cost field. So if you recall whenever you enter an expression using a field name, the feel name is enclosed in brackets, so open bracket class costs close bracket, and I won't increase this by 6% So that would be times 1.6 and then I could move off the road to confirm the entry. So now let's savor query. So I'm gonna click the save I kind of a quick access to a bar, and I'm gonna name this you query let us know that this is an update. Query Object. I'll call this update. Class cost. OK, snow McVicar run buttered on as usual tells us were bought Toe update 46 rows. So this is the last chance you have to back out Onda again. We can't use the undue command to reverse the changes from to click Yes, on. The query has been executed. So it's pretty control w keystroke combination on open up tbl classes again And we can see the updated value in the class cost field which is now 3 82 for three credits on 509 for four credits and that is an update query. 80. Creating a Delete Query: in this video, we're gonna learn how to create a delete query. Now, delete Query is the most dangerous of all the action queries, as it will permanently delete a group of records from one or more tables, and you cannot undo the action, therefore, is highly recommend that you back up your data before running a delete query or really in action query. For that matter, mistakes can be made on. You could inadvertently delete the wrong set of data. So what might you want to use? A delete query. You might, for example, want to delete all old records from your orders table before a certain date with delete queries you delete to the entire record, not just the fields you add to the query. Another important thing to keep in mind with the lead queries is that if you are deleting a record from a table that is involved in a relationship on how set the Cascade delete related records option in the edit, relationships, dialogue and the related records will be deleted as well. Also, if you're a table is the parent table in a one to many relationship on referential integrity is enforced. You'll need to delete the related records in the child table first before being able to delete the records in the parent table. That is, unless the Cascade delete related record options is set. Let's take a look at TBL. Student classes here will double take that toe, open it and demonstrate view. We could see that there are 52 records in this table. So that's proof the control w keystroke combination. And I'm gonna click the create tablet a ribbon to create a new query. They expect the crew redesigned battery. I want to add that table to our query. The TBL student classes so selected and they click God and then closed the window. So I'm gonna take the delete icon here. This transforms the querian to delete query phenomena. Double take the semester field out of tour grid. I'm a double click the year field. That's to the great now in the criteria role for semester. I waas this to be the full semesters. Well, type and fall and for the criteria tribe in 2019 so it will delete any records where the semester is full and of the year is 2019. Now keep in mind you will not just delete these two feels it will delete the entire record for which these two feels match the criteria has always delete queries, delete entire records. Not just feels so before reading this, I want to say this from the clicks save icon here on the quick access to a bar. I'm gonna need this d cure wide taught us know that this is a delete query object on our type in delete. Follow to a 19 then click. OK, so the lots kicked the run back in to execute the query. And together we receive our normal error message telling us that were about to delete 40 records from the specified table on again. We cannot use your new command to reverse the changes. So do we want to run this last chance? Looks like yes. Sanofi closes various has control. W close. If you look at the tbl student classes, we can see that Onley 12 records remained and those are the spring semester of 2019 because we deleted everything with the fall semester of 2019 let's kick the clothes but in to close his table on that is how to create a delete query and access 81. Creating a SQL Query: this video to learn how to create I sequel. Query Now sequel, which stands for structured query language, is a powerful database language. Used inquiries. Each square that you create has an underlying sequel statement, which you can view or ed by taking their view but a narrow on the home ribbon and then clicking sequel view. So if I wanted to see the underlying sequel, steam it for this query, I would open the query, then click Err on the Viewed icon, and then she was sequel from the menu. And here is the underlying sequel statement for this query. So an example of a symbol sequel statement might be Select Asterisk, which selects everything from TVL customers, so this would return all records from the customer's table. We also use equal status to create action queries. So if I wanted to delete all records from the Students table for the State of Michigan, I would type in delete stress, which means everything from the restaurant on the table, TBL students where state is equal to on here. You want to make sure that you include the quotes or on the string, so this would delete all records from the students table for students from the state of Michigan. So let's create a sequel statement from scratch. So I'm gonna close this and I'm not gonna shape my changes to it. I'm gonna click the creates top of the ribbon. They're gonna click the crew design. I can't. And this time, instead of choosing a table, I'm just going to click the close button here so we have a blank quicker with no tables out . So you notice here because you don't have a table out it The view I can change to sequel view. I can switch that if I want by clicking here and switching to design back and forth from secret food to design view. But I do want to switch to sequel views or click through hair on the icon and choose sequel view. And here's that same window that we saw before. So I'm gonna type in select ostracized, which is everything from TBL students. So this enters a sequel statement that will return all records from TBL students. And then it's the run button and we can see we get all records from the students table. Let's get the arrow on the view I can't again. We're going to switch back to sequel of you. This time I wanted lead all records from the students table for students from the state of Wisconsin for here in the typing delete Astra's from TVL students. So if I run this career right now, it would delete every single record from the students table. But I don't want to do that. I only wanted to leave records where the state is equal to Wisconsin. So no, I met criteria where feel name state is equal to and then again way surround a string with posts. So here's a statement to delete all records from the TBL Students table for the state of Wisconsin. So if I click the run icon here, we get our normal warning messages that were about to delete eight rose from a table and it once again reminds us that we cannot use the undue command to reverse the changes. Click. Yes, and those records have been physically deleted from the table. So I'm gonna click on the view tab here on then switch to design view that here we can see what that query would look like in normal query design view. So it's a delete query, and we're leaving all records where the state is equal to Wisconsin. So I'm gonna closes without saving. It's time to press the control w Easter combination. I'm not going to save this from the click. No, and I'm actually double this database over to select the file top for the ribbon and then click close, and that is how to create a sequel query in Axis. 82. Using the Form Wizard: in the next several videos, we're gonna be working with Forms and Microsoft Access. Ah four is an interface between the user and the data utilized primarily toe enter and it or display data in a database. The former window contains the labels, which are descriptive text text boxes, combo boxes, radio buttons, etcetera there are bound to the data in your table, and these could help make your database more user friendly. Entry are changing data in a form automatically enters or changes it in the underlying table. There are a couple of ways to create a foreman. Microsoft Access I'm using the form wizard is the easiest way. The form wizard is similar to the quarry wizard that we worked with in an earlier video. What it does is will step you through the process of creating a form. While you can certainly create a firm from scratch, using the form wizard is much easier and much quicker. You also may wish to consider creating a weary upon which to base your form rather than using a table as the forms data source. Because I using a query largely to filter the data that is displayed in the form provides much more flexibility in sorting your data. So let's open up a new database here. We're gonna open up the video sales five database. You know, that's in the finals, Fuller. So I'm gonna take open other files here. I'm gonna navigate to my lesson Falls folder on my desktop and the video sales five databases like that and then click open. So if you're following along in the navigation paid here, the left side years created me. Let me right in this first when it click the drop down list here on the top of the navigation pane, I'm gonna choose for But so this will hide all other objects except for forms. As you can see, there are currently no forms existing in the database. So let's create one. So we'll take the creative tab of the ribbon and then on the forms command, sit over here. We're going to click the form wizard and that just icon on the left side of the group. This launch is the form wizard. So the first step is to choose the table or query upon which to base our form. I'm gonna basis for on a query named query products. Somebody clinic were dropped a list here and choose cure. Why products on this to space? All of the feels in that query so much like the title field here, they're gonna click the top icon here in the center that selects that field to be added or form. So I'm not in that category. Feels weird to select that and then click the icon here and Aladdin Price as well as acquired. I think that'll do it for the fields. So I'm gonna click next and here. I want to ensure that Calvin er is set here, and then I'm gonna click next to move to the next stage of the Wizard. And now I want to provide a name for our form. So it defaulted actually do the query game. So I'm gonna name this FRM This designates of the object we're creating is a form animal name this products on. I want to ensure that the open formative you are enter information rate. A budget is selected If you choose, you can also open it directly to the design view. We're gonna open the form populated with data on. Then I'm gonna click, finish and here we have the completed form of his could see here. The lower left corner, the pain is form contains 127 records. So the next video we'll begin entering data into a form. 83. Entering Data into a Form: similar to tables. The navigation bar on the bottom of the form window on less right down here in the left corner of the air window here allows you to move from one record to the next to move to the next record. We click the right pointing arrow because he that we're now on record 234 etcetera, clicking the left, pointing our moves to the previous record in the ACC warier table. The first icon here, which is the left pointing arrow with the bar to the left of it, will move to the first record in the table or query like lies. The right pointing arrow with the bar moves to the last record of the table or query because I can't hear with the little out with little son next to it. What this does is create a new blank record in your database, So once you create a new record, that record will then be added to the underlying table upon which the query is based. For the enter data into a form, click in the first plain text box and then begin typing, and you can press the tab key to move from one field to the next with Cursory is in the last text box here of a press tab. Again, it moves to a new record in the database. That's because we were at the last blank record. But if it was that the first record pressing tab a move to the second record in the database as we conceive here. So let's create a new record. So I'm gonna click the new record icon, and that's the icon Rage here, the right pretty narrow. It's a little son next to it. Looks like a little little son. She looks like that. This inserts a new blank record. So if the title I'm gonna type in shallow hell, there's a day that's going to be stored in the title field in the table. Top the tab key by key board from the category. This is gonna be comedies from the typing comedy and then tap the tab key again. This is going to be 39 99 for the price and for the date I acquired it. I heard this to 15 2019. So now if I tap the tab key again, this moves to a Blake new record knows that this is now a record 129. We have 129 records in our database. And if I click the left party out here, you can see the record that we just entered into the database. 84. A Look at Design View: design view is where you make changes to your form. For example, you could add additional descriptive text in the form added elite feels from the form as well as move and or resize form objects onto display designed view. You want to take the home tab of the ribbon, then click there are of the view I can't and then shoes designed view. So design view consists of the following sections. The first is the details section on. This is where most other forms data entry controls appear. This is also the area where data is entered into the form. Now on top of the for beer, we have the form header. As we can see, each of the sections is separated by a bar with the section names we have for matter detailed for player in the form Hatter section. Information in this section appears on the very first page of the form, so this is where you'll typically want to add, like the form title, for instance, Now the form footer section down here. Information here will appear on the very last page of the form the form header and form foot reception Logica add descriptive texts such as the purpose of the form the company name the date or time the foremost created, or even at a company logo of the objects on the forms are called control. These include text boxes, labels, graphics lines, radio buttons, combo boxes, list boxes just to name a few. You add controls to your forum for the design type of the ribbon, and then just click the control that you want to add from the controls gallery here on, then drag it to the form. If you don't know what these controls are, I have to do is position your most Pranger over their control and it tells you what it is. And that was a label. This is a button. This is a tap control text box, etcetera. So once a control has been placed on your form, it can then easily be moved to a different location by kicking and dragging. Or it could be resized. That's Conseco and increase or decrease the size of the control. Here we have the exercising handles. We're gonna get into that much more in upcoming videos like the X Here, the feel is tears, so we don't see that so noticed that we have a form header section here, but there is nothing in the form footer. So in order to add controls to the form footer, you first need to expand it to do Stop taking the bottom Algeria form and then click and drag until the section is the desired size. So not one of them had a control to this form of a click the control in the controls gallery. Here we don't see the control you want. Click the more budget due to spray the entire gallery. Then once the control is selected, then dragon your form until the control is a desired size that he would type in the text that you want. But I don't want to keep theirs. It just wanted to show you were gonna go into this and much more detail in upcoming videos . So I'm gonna select this control and then attempt to delete key on my keyboard that deletes to control. So the next video we'll look at how to add feels to a form 85. Adding a Field to a Form: After you've created your form, you may decide the UNITA add additional feels figure, table or query to the form to do so. You click the add existing feels icon, and that's on the tools group of the ribbon. And that's the design ribbon here. What this does will display the I feel his pain on the right side of your screen. So for the few was paid here, you could either double click of feel toe, automatically add it to your form or drank it to desired location on your farm. So I want to add a feel below The acquired feels here, so I need to increase the size of the details. Sections trying to do is take on the top border of the form foot a section here, and then drink down about 1/2 inch of so and that at some extra space between the acquired field on the form footer section started falling along. You don't see the feel this pain you want to click the at existing fields icon on the tools group of the ribbon on the field that I want to add to this form is the rating field, so I'm gonna click the rating field here in the list on. Then I'm gonna drag to both the one and 3/4 inch mark on the cooler here and then release. And don't worry if the field doesn't end up where you want. You could always rearrange it later, and actually, I'm going to rearrange. This causes a little bit lower that I wanted. So the textbooks selected. I'm gonna click and drag upward about 1/4 of an inch or so. So it's kind of lined up with this, and that's the only feel that I want to add to this form for right now. So I'm going to click the X in the field, this box to hide that paddle. 86. Changing Control Properties: the properties of a control allow you to change the look of that control. So some coming properties that you can change the font size, the font style font color of the number of decimal places captured and alignment of data within text boxes or labels. Each type of control has many, many such properties or attributes that you can set. So to change the properties of a control, you click the property sheet. I can hear in the tools group of the ribbon to display the property sheet pain on the right side of your screen, and that is on the design ribbons. So if you if you don't see the property shoot, you want to design here another way to spray this property sheet, it's to simply right click a field, then shoes properties from the Context menu. You can also simply double click of field to display the properties for that item. So let's change some properties, so I'm gonna select the rating field here. So this is the text box that we're changing. We're not changing the label. The label here is just a descriptive text, but the feels here, the text boxes, these other fields that are connected to the underlying table or query. So I want to select the rating one, and I'm going to click the property sheet. I cut the ribbon to display the property. She pain. I'm gonna scroll down until font weight is visible on. That is right here. Scroll down a bit to bring that up. A north Lebanese click in the feel it activates the drop down l for that attribute. So for fun. Wait, I'm gonna click the drop to hell and I'm gonna choose bold Norris immediately that the text box changed Too bold. Now, a new feature to access is the ability to search the properties in ascending order as we can see if we scroll through the list too, they're not in ascending order, meaning that it sometimes takes a while to find the property that you're looking for. You can't narrow it down by categories clicking on the tabs here on top of the window. So format these air, all formatting properties of the control data, properties, event other and then all shows all properties, creating the sort I can. You can instead sort in ascending order and then click the icon again to remove to return back to the original sort order. So, yes, if you don't hear searching for a property and you're not sure was located in list, it's It's faster just to take the sort I Khanum and find it in the sorted list. But I want to display this in its original order. Click the icon. Here we can see that the icon is no longer highlighted, so the next video we'll take a look at using layout view. 87. Using Layout View: layout view allows you to modify your form on immediately. See how your data will appear when you're working in layout view, you can see the design of the form while viewing your actual data, which makes this view extremely useful for changing this size and layout of your controls. Because you can see how it looks populated with actual data now and they are view all the form objects air selectable so you can change the location and the size of objects. Added a roof feels change. Feel names, modify font settings and much, much more. While certain tasks can Onley be completed in design view, you can accomplish much of your form design when working in layoff view. To display a four been layout view, you want to click the home tab in the ribbon and then click there on the View icon and then choose layout of you can also click the layered view. I could hear the lower right corner of the ribbon, so here the first icon is formed view. Second is layout view, and then the third is designed view. So this is just another method of switching between the various views of your form. So I want Leo. He was going to click the center icon here, so I'm gonna click the rating box. I can now see the orange borders surrounding that box. Nothing. Just letting us know that that feel is selected. Now I'm gonna top the delete key on my keyboard. I noticed that when I did it deleted both the field at the label because those two are linked together. So now I'm gonna take the title text box on. I'm gonna click the kit Textural Forbade tab on the ribbon. And that's right up here And here we have a bunch of form formatting tools that we can use to customize the appearance of a reform. So I think I'm gonna add bold and italics to this. So I'm gonna click the bold, but in here on then I'm gonna click the I tell a guy can't right next to it. I don't think that will do it. Someone exactly. Save icon on the quick access Tuber notes that even though the data is displayed here as bold and italics, that is Onley cosmetic, it does not affect the formatting off the underlying data in the table. That's just how you will appear in this form. So unless prospective four views are going to click the home tab on the ribbon trick Fiero in the View icon and then choose for view, click in the second field to selected. Now for navigate the records, we could see that each item in the title field is both bullet and I italicized. 88. Finding Records in a Form: There will no doubt be times when you need to find a particular record in your form. The find feature IT access allows you to quickly search for information to launch the fighting replaced dialogue. You can either click the find icon here on the find a group of the ribbon. Orrick impressed the control F keystroke combination, and when I do the fine and replace the dialog appears so if you know in which feel the information resides that you want to click in that field. So, for example, if I'm looking for a specific title of a video, I want to first pick in the title field and then activate the find feature. So in surging, you can either match the whole field. That is to say, find out. And that is exactly the same as what you enter in the find. What box? Any part of field, which finds records that contain the data in the find, what box at any position in that field or the start off field. And this locates records that contain that data in the find. What box of the beginning of the Field service rolling along You want to take the title field here. I'm gonna top the control F keystroke commendation to display the final replace dialogue. So the day that I want to find is in the title field on in the fight. One box here, I'm gonna type in sleepy whole and in the match drop down list, I want to choose whole field. So that means that the data has to exactly match when I type here. For example, if I just typed in Sleepy on did find next, no records were found because there is no video with a title of sleepy, but no strings are back to Sleepy Hollow. Then pick the fine next budget here. Are we going to see it? Found our video. Sleepy Hollow, which is 109 of 1 28 Click find. Next again, you get a message box telling us that no additional records were found. So now as typing a n in the find what box for this time I'm gonna type in any part of field for us to find next here. So Spiderman shows up because the title contains a and summer in that field again tied in a hurry to find next Jennie Logan a N and stranger. So now let's change this to start a field do fine. Next. So now access will only display records that begin with the text AM. And at first the 1st 1 that shows up is an American werewolf in Paris. Angel eyes in Tizi on that is it. So that is our finding records in access, and that is all we're going to do with this database. So let's click file clothes from the menu to close the current access database. 89. Adding Headers and Footers: in this video, we're gonna work with headers and footers in a form that we know what he worked this a little bit in a previous video. We're going to go a little bit of more in depth of this video. So to get started, we're gonna open up the Rodney's Video four database And if you're falling along, it's a lesson files, former. So I'm gonna navigate to the lesson files my desktop here. And it is the Rodney's video for Click Open Do enable content her. So the first thing I do is create a brand new form. So we click the create tower in the ribbon on. We're gonna use the form wizard. So we click the form wizard icon on the form of a group of the ribbon here. I'm gonna base this form on the customer's table. That would be TB, our customers. And if you don't see that, you might have to scroll up here in the last Onda tbl customers. Now I want to add every single field in TBL customers to my form to do so. We just click the double greater than symbols here, the 2nd 1 in the list. This as every field in the query er, table to the form. So let me take next, and I want to ensure the governor is selected and then click next, and I'm gonna name this if I am for form customer entry. I want to open this form and design of user. When I click the modified the form of design radio button here and then click finish. We've already seen that forms are tools that interface between a user and the data, so that entering and editing data is much easier now. Most forms contain a detailed section, and that's this section rage here, below the detail bar on this displays the records from your table. Most form controls appear in the details section. You can see we have little controls. Add text box controls. There are also four other optional form sections first off the page header, and information in this section appears on the top of each page of the form that is the page footer on information of this session appears on the bottom of each page of the form. There's also the former Hatter on information in this section appears on the very first page in the form and lastly, there's the form Footer on information in this section appears on the last page of four. As you can see here, when you create a new form, the form header and form footer sections are displayed by default as the purpose of forms is typically for data entry and not for printing. The page header and page footer are not automatically displayed, however, if you wish to add a page header and footer right click on any of the section bars here the Foreman Hatter detailer form, footer and then choose page header footer from the contextual menu to toggle it on or off. Likewise, you can toggle the form header and footer sections on and off as well from this contextual menu. So if you're following along, that's taken the form Hennard bar here, and I'm gonna choose page header footer for the menu I know is that we now have the page 100 section in our form. I'm gonna click the former 100 bar again. There's time honored shoes for my daughter. Footer on you want to click? Yes, when access asks us if you wish to delete the section because I'm toddling this section off any existing controls in this section will be deleted. So I'm gonna click. Yes, on the former 100 footer is gone, but I want out of back some detective page header bar here and shoes form header footer from the menu. So Page hatter than footers are useful for information is not just page numbers column titles or any other information that you want to appear on each printed page. Form headers and footers are useful for information such as a form title, a company logo or any other information that you wanted to appear of the first or last printed page of the form. Now, before adding controls to a form section, you may need to resize the section first. We've already talked briefly about how to do this in the past video to resize a header footer section, moving most pressure over the bottom edge of the section or the top edge of the next bar, and then you drink don word until this section is the desired size. So probably why don't have my form Andrea right about there. So now I want to increase the size of my form quarters. We're gonna move to the bottom section of the form, click and then drag. Tell us about 1/2 an inch or so, and that should do it. So lastly, I think the save icon of the quick access toolbar to save our changes. 90. Adding Controls to a Form: The objects on a form are called controls, and these include text boxes, labels, graphics lines, radio buttons, combo boxes and list boxes, just to name a few, you can add control toe a four by clicking the control that you wish to use on the controls . Group of the ribbon. Here we see the Controls gallery. We've looked at this briefly in the previous video, So you think Nicotrol you want. And then Drake on the foreman to the control is a desired size. We don't know what a control is over most points over that control to display a little smart tag, which informs you of the name of the control so you could do this with any control. Here in the gallery, let's control has been placed on your form. You could easily resize it or move it to a different location. On the form. Know that if you want to assert our pre formatted title box, you just click the title button here on the ever for a group of the ribbon on the box will automatically be inserted in the form header. So if you're following all you want to make sure that your design of you years. They want to click the design icon on the lower right hand corner of your screen, and that's the furred icon in the list, and I want to click the label control on the label control is just a control that provides informative text. So the label calling control selected I'm gonna drag. I want to drag about at the Tudor Courage mark. I'm gonna drag to the right until it's about 1/2 a niche tall and one inch long now type in Rodney's video. This provides the text for our label and to deactivate the tax box. We just get anywhere outside of the form on the label has not been added to the former header of our firm and to finish protectively save icon on the quick access to a bar. 91. Moving and Sizing Controls: once you outta control toe a form, chances are they will either need to change its location on a form or modify its size When he selected control. Small boxes call sizing handles appear about it. These are the savings, and those radio noticed that when I move my nose cursor over the sizing handle, house cursor transforms into a double arrow. So the change of controls are linked through haIf. We precursor over the size gone on and then drag until the control is the desired size so you can move a control that is selected in one of two ways. One way is to use the move handle, which is the box here on the upper left corner of the control. When you move your most cursor over the box, your cursor will transform into a four way Errol. Then all you need to do is just click and drag the control to the desired new location. So we're taking the last name field and click of the box noticed that on Lee the label moves and knocked the text box. So what? The movie Handley could move a control independently of its text box or label same goes for this. I can move this independently of the label on the label stays put. The second way to move in control is to just move your loss porter over any border of the selected control. And then Drake knows that when I do this, both of control on the label move simultaneously. So I only move. Is Rodney's video control here? So I'm gonna click that label on. Let's move our cursor over the move handle on the upper left corner of the control. Then click and Dregg, I'm gonna drag this to the one inch mark here. Once it's there, I release the mouse button. So I think I want to play some form outings in this control. So I'm gonna take the four badge top in the ribbon here that has a contextual format tab. And with the Rodney's video controls still selected, I'm gonna kick the fun size, dropped a list and then select 20 from the list. This changes the font size to 20 point. No said now some of the text and our label is now cut off. So let's resize his label to accommodate all of the text. Chairman of both my most pressure over the right center sizing handle here, I'm gonna click and drag to above the three inch mark. And this resize is the label to accommodate or a new fund size. So it's going to save I kind of quick access toolbar to save our changes. And I think I've done with this form, so I'm gonna tap the control w keystroke combination to close the farm. 92. Creating a Calculated Control: when creating a table in the database. You typically don't include any feels that could be calculated, such as our total feels, although you can add help that it feels on a table. If you saw choose now, we've already seen how to create a calculated feel in a query. You can also perform, calculations, informs by adding a calculated control to your form. Ah, calculated control is basically an unbound control. That is to say, it is not bound to any field at a table whose value is determined by an expression. If you remember expressions or a combination of identify IRS operators and values that produce a result, for example, to calculate in order total by adding the tax field to the sub total field, you might enter an expression such as equals sub total plus tax, with the name of the field surrounded in brackets now informs, calculated controls are typically text boxes. All expressions and calculated controls are preceded by an equal sign on this tells access . If the value is an expression on not a label to create a calculated control, type the expression directly into an unbound text box or you could enter the expression in the control source property of the property box. So let's see how that works. So for falling along right click on form products here in the navigation pane, I'm gonna choose design view from the contextual menu. So I'm gonna increase the size of this form. So I'm gonna click on the right edge of the floor. I'm gonna drag this to about 5.5 inch mark here, that little extra space so don't want to take the text box tool. And that's this control rate here from Click That. So it's highlighted. And then I'm gonna click to the right of price right at the four inch mark here on that drops that control on the form. So now I'm gonna click directly in the text box here once have taken the box of my type in equal price times prints. Ted, this creates a new calculated control that calculates a 10% discount on the price field. That's his field right here. You see the name of the field because it displays in the text box. But also, if we just find the property sheet, you see that the name of the control is price. So as one way to enter an expression to type of directly into a text box the other way is toe. Enter it into the control source property of the property box. So if I click this text box so we added and I think the property sheet here we can see waken CR calculation in the control source field here. It's not just another way of adding in an expression, clicking in the control stores property and then typing in the expression that you want. But I think I'm done with this. We're gonna take the property sheet. I can tow hide the property sheet and then I'm gonna finish by taking the save icon on the quick access to a bar. So now let's take the view icon as I navigate through my farm again. See this calculated field that we created 93. Changing Control Properties: the properties of a control allow you to change the look of a selected control. For example, you could change the font size font style font color the number of decimal places on the caption and alignment, just to name a few. You can even change the name of a control or provide a name to a new unbound control. I'm the control that we created here. The previous video. Each type of control has many, many properties or attributes that you can set, and you change the control properties via the property sheet pain. So do so. You need to be in design views from to click the arrow on the viewed icon here, and then she was designed view for the menu now to display the property sheet paid. We've already worked at this a little bit in previous videos is you select the control whose properties you wish to display on. Then click the property sheet I cut over here in the tools type of the ribbon. You could also double click any object to display his property sheet or right click, and then choose properties from the contextual menu. So several different ways to display the property sheep. Now, if you wanted to change the properties of multiple controls, you do some a second the first control holding the shift key and then selecting any additional controls so that I could change the fund size there a fund color of all these controls at once, rather than doing each one individually. Any changes now that you're making the property sheet will be made toe all of the selected controls. So I'm going to do now. If you're following along, want to click the label for the calculated control that we created? The last video on the layer on That's not the text box. That's a label here, which is the captured. You want to take the property sheet, I can display the property sheet, and I don't want this to read text 10. I wanted to read something a little bit more meaningful, so I'm gonna hide the existing text in the caption property here and I wonder type discount . Once I press the enter key, it makes the change. It's not gonna think that close about it in the property she pitting here, which is a little X, you can see that the control isn't quite wide enough to accommodate all the text. You're gonna move on both storage over the right center sizing. And I'm drinking the right until all of the text is visible. Yeah, that looks a little bit better. Okay, so now I want toe change the properties for our text box here for me to take the text box. Not the label knows, as I select different categories to property sheep paying updates to reflect the properties for the selected control. So I don't need to constantly close and reopen the property sheep. So I want to take this text box for unbound control. I want to provide a name for this control. So I'm going to select the text in the name field here, and I'm gonna type in discount. We don't see the name property here. Just take the old tablature and allow you should be the first in the list. Then I'll tap the enter key on my keyboard. So naming your unbound controls allows you to use them in calculations. If you so choose. So now I want to take in the format box here, and this is the fourth property of the all area. I think the drop down list and I want to choose currency this as the currency symbol to the format of the control. And I would have just to be two decimal places instead of three. I'm gonna click the drop the list here and then choose two from the decimal places Property . It's not Ebenezer for this. To protect the X to close the property. She pain. So I'm gonna add another control. So I'm gonna click the text box control here, and I want to click underneath the discount box after four inch mark. So about raid here, and then I will click toe out of the control tower form. So I'm gonna select the new text box here and then display the property sheets will click the property sheet icon on the name box on the name this discounted total. And in the control source, I'm gonna type in a calculation some type of equal, and that tells access that this is a calculation price minus this count, they're gonna take the four Mount box. I'm gonna format this as currency like the Last control and also want this to be too desperate places sort picking the decimal places a box and choose to from the list. So what we've done is created a calculated control using the price field and subtracting the discount, which is that unbowed control that we created. And that's why be provided the name of discount to this control so he could use it. Another calculation. It's not gonna take the label for a new control here on the caption box. I'm gonna selective existing text and type in total and then tap the enter key on my keyboard. So what I want to do now is select the title, able to hold on my shift key and then select all of the other labels on the form. Now the text boxes, but the labels so that they're all selected so I'm gonna do is change the property for all of these selected labels. So now I can release the shift key. And now, in the Properties box, I want to click in the back color property. I'm gonna click the little box here, not the air with the little box of the three dots to the far right off the boxer. I'm gonna change this to a dark blue. This is the fourth color from the Congress. Watch from the left in the panel hears or click. That analysis of the that color for each of these labels has now been changed, too. Dark blue. So think that about does it from a tick. This save I kind of the quick access to a bar. Now let's take the view. I kind of see how our formal look and there we go. I can resize this a little bit. If you don't want to take up your host screen, you can just click of the lower right edge of the axis window on, resize it anywhere you like. So that is how to change control properties. 94. Changing Form Properties: So far, we've been working with changing properties of controls such as the background color caption, Desperate places. Acceptable forms, just like controls, have their own set of properties that you can modify. For instance, you can change the properties of a form so that the school bars record selectors and maximize buttons are not visible to the user or you could determine whether to allow. And it's delicious or the addition of records. So the first thing you want to do is switch to design. Views will click the view, but to the air air on the view button. And then she was designed view from the menu so it to give Spain the property, shoot for a form, select any other controls on the form. Then it's like the selection tool drop down list. This is another way of displaying properties for all the other controls of your from but here on it, shoes form on. This displays properties for the entire form, you know, so right, take it any gray area of reform and choose foreign properties from the contextual menu. So if you're following that all you wanted to keep the drop down list to the top of the property she didn't choose. Form from the menu. Click in the default View box analytics that dropped on L. I want to choose data sheet. This select data sheet view as the default view for the form. The other options are single form, which displays one record at a time on the form continuous forms, which displays multiple records of the form and split form, which gives you two views of your debt at the same time. Ah, foreign view and a data sheet view, but I want this to be data sheet. So slept Donorship from the list here, nominative the data tab in the ribbon on the allow at its box. I clean the dog doorless and then choose no, so that's clunk. It's the clothes. But in the property she paid here, unless which to form views from took the view icon, we can see that the form is now displayed in Dana's Sheet for you, which is the same view that you get when you are run a query. So I'm the highlight, the title in the first record type in Terminator and there are sad we are unable to add it to data. So let's respected design Museum. I think there are of the view, but in and shoes designed you. So I think the design tab of the ribbon here and then take the property she bought into display the property sheets paid. I know that it is still displaying the property sheet for the entire form. So I don't think the from that type of the property sheep in and for default view. I'm gonna switch this back to single form. Took the save. I can't quick access toolbar. So I took the view budget again. We can see that now. The form displays as a single form rather that she could fuel. And I think the view I can again to return us back to design view. 95. Changing the Tab Order: when entering data into a form pressing the tab key moves the insertion point from one field to the next. So I created a new record here and as a person tab key moves from one field to the next. Now, as you move feels around on your form, ad feels to or delete feels from the form. The tab order may no longer indicate the layout of the fields on your form. The tab order does not automatically change when you rearrange added elite feels so that case you need to change the tab. Order off the field on your form. To do so, you need to be in design views. So if you're following along, you want to take the design view icon here on you. Change the top order by clicking the tab or icon here on the tools group of the ribbon, the top order box, then displays on the fields. Here, display the current top order off the fields in the form to change the tab owner. Click the little grey box to the left on the field that you are to move on, then click and drag until the field is in the desired new location and noted as your drag, a little black line appears, letting you know the location of the field. If you are released the mouse button, you can also change the tab. Order click of the auto or a but in the bottom of the window here, which automatically rearranges the tab. Order to max the layout of their fields on the form. The out order will move from left to right on the form, which may not always be what you want now to exclude. To control altogether from the tab sequence, such as a calculated control, for instance, you need to display the properties for that. Control the property sheet for that control. So we all bunch of year and then said the tab stuff property to no family. This as is too yes. So if you're form isn't maximized, you want to trick the maximize button on top of your screen. Now I want to increase this size of our form something click and drag this to about the seven inch mark. So again, move your mouse cursor over the right border of former click and drink to the right. Something clicked the text box for the acquired field. So when I move my cursor over the border of the selected text box, not in a sizing handle but on the text box when I first heard changes into a four way every want to click and drag still, maybe I'll drop them out about the 4.5 inch mark, your drag on the leading positions this field to the right of the category field. So I want to thank the view I count here. Switches deformed view. So now let's press the tab six times to observe the tab. Order 123456 is So as we could see the tab. Order does not correspond very well to the land of the fields in the form. So let's click the arrow on the view. I can't hear to design view from the menu. Now let's take the tab Order. I count on the tools group of the ribbon. I'm gonna move this over to the right so we can see the layout of the controls in our form . So it's getting a little bit gray box to the left of the acquired field, and then I'm gonna click in the gray box on Dregg. Upward to the black line is directly below category. We could see the black line as I drag. So what has directly below category? I'm gonna release my mouse budget That moves the acquired A field after category. So I'm gonna take okay to close the tab. Order box. So now I want to keep the text box for the discount field. Then with a hole in my shift key, I think click the text box for the total field that selects these two text boxes. So now let's click the property sheet. I can't on the tools group of the ribbon and we want to take the other tab has a quick way to fight the tab. Stop property! The tab Start properties radio is I'm gonna kick in the box And then because the doctor l and then choose know what this does is excludes. The to selected feels from the tap sequence. So I don't think the property sheet I come to close the property sheet pain. Now let's click the view icon in the ribbon to switch to farm You so Nava press the tab key six times 123 four five then was ducks the next record, so you can see that it moves to acquired after category and excludes these two feels and thats hunter change tab, order and access. 96. Adding a Lookup Control: In an earlier lesson, we created Ah, look up field in a channel that allowed you to choose field data from a list of values. Would you usually from a queer ear, another table look up control work similarly, toe a look up field in a table? Ah, look up! Control can be a combo box or on this box and allows the user to choose from a list of values based upon another table or query. Or it could be a value list, which is a list of designated values from which the user can choose now before choosing a combo box or list box. And here the controls Here, This is the combo box control on this is the list box control before out of them to your form. You'll want to make sure that control wizards is activated. The control wizard helps you to create your look of control by asking you a series of questions about what you want to control to do. For instance, you will need to decide where the list values will come from and what you want access to do with that value after the user is chosen. It, such as a store the value to particular field or use the value later, passing its value toe another control now to turn on control Wizard, You want to click the more button on the controls gallery here and ensure that the control wizard box is let by default. It is, Ah, let's so because here it is not let. When I click it, it's now let, which means as active, but you will often see combo box rather than list boxes used for look up controls. On advantage of using a Kabul box is that they take up less room on a form as the list is not displayed until the user clicks the drop down arrow. You can also control whether or not to allow values that are not part of the look up list to be entered into the field. So let's create a look up control. So if you fall in line, we're gonna close this current form. They were using some present control w keystroke combination, and I will save any changes that we made to our farm. So we're gonna right click the form order entry here. So that's this form here is right. Click it and choose design view from the context menu. So click the text box for the customer I d Feel, then attacked the delete key on my keyboard, and this deletes both the customer i d text box and the label silver falling along. You want to click the more budget on the controls gallery here. I want to ensure that the use control wizard is let and it is it. In this case, I should be let for you as it is active by default look like anywhere in the gray area, the form to close the gallery, something combo box tool here in the galley that my click directing the firm about at the 1.5 inch mark. And this is plays That combo box was a dialogue. She want to make sure that the first option is selected. I want the combo box to look up the values from another table or query. What this does is it sets the combo box to retrieve its list of values from a table or query than already exists, So I'm gonna take next to move to the next page of the Wizard. The table l want is TBL customers from to select that, then click Next. You can also choose queries for this by selecting the queries radio budget and then list all of the queries in your database. But I want to use that TBL customers. I'm gonna slept not again. And then I'm gonna click next. So here the combo box wizard asks us which feels of TBL customers continue values you want included in your combo box. It feels you select become columns in your combo box. So I want the customer I d feels from slept that on. Then click the first icon the agree to that I can hear on a last name. Then click the icon again on first name and click the icon again So these three fields will display in the couple box and click next. So now we set the sort order for the items in our list box and I want to start by last names. I'm gonna click the drop to the enough for the first box here and shoes. Last name. Then I took the air with the second bank box and shoes First name. So this will first be sort of my last name and then my first name look like next on here you can adjust the column with. So, for instance, if the colored west are cut off it, just move about cursor over the right edge of the field on, then drag until it is the desired with. So here's a corral. If you want to do this, I noticed that the customer I d feel is it displayed here. That is because by default, the key column or the primary key column is hidden. So we're gonna leave this as is, and then click next. So now I want the value that the user selects to be stored in a field in our table. So I'm gonna click. They read about it next to store that value in this field. On that, I want to choose customer I d. From the list. This is the field with a value that the user selects will be stored. Then let's take next to move to the next stage of the Wizard, and now we need to provide a label for control. So I'm gonna type in customer, gonna look like finish. So when I rearrange these, Control said after lined up the other controls in the form. So I'm gonna click the move box for the customer label here. I'm gonna Dre to the left until his lined up with the left edges of the other controls. I don't want to resize this as well, so I'm gonna click the center sizing gandal on, then drag to the right until that's equal to the other labels on the form. So this looks good. I'm gonna click the arrow interview, but it and shoes for a view from the menu. So let's take the arrow for the customer Kabul box and I wondered shoes Norman Wyler. And that is the nose. Remember that he's a sorted alphabetically by last names the waters off the bottom. Here something click. Doorman Wyler. What this does is changes the customer to Norman Wyler so know that even though the customer I d feel is hidden in the combo box, it is this value that is stored in the customer. I d field in the table, not to the customer name. So that about does it sublet? Click the Save I from the quick access to a bar to save our form design 97. Inserting Graphics: inserting graphics can really add Possessed here forms on you. Can a variety of different graphic file formats on your forms, such as on a J pig Jeff Bit map etcetera. To add an image to form, you click the insert image icon on the controls group of the ribbon. So let's switch to design view here. Look like they're on the view button and shoes designed view on the insert image Icon is rage here on the controls group of the ribbon. So you think the icon and then click Browse. Then you navigate to the folder where the image you want to insert it's located. Then he select the image you want to insert and then drag it to place it on your form. So I'm escape out of here, and what I want to do is to click on any white area of the forward to ensure that no other controls air selected. So now I'm gonna fix the intraday image icon Next brows. This displays the insert picture dialogue, so I want to navigate to the lesson files folder on my desktop, and it actually remembered from the last time I was here. But if you need to just click on the desktop of the left Pain that'll take the lesson files Fuller in the right pane. I'm a selective video cassette file here and then click OK for Nagasawa. Most cursor has changed into a little picture icon with a plus symbol. So now in the form Header are gonna draw. An image box about one inch high by one is wide to the left of the Rodney's video title here. Some just click and drag about there, and there we go. So what this does is set the size of her image and then inserts the image phenomena think the local like out here by using the local tool. The image that we sold Act will automatically be inserted into the form header. So from the LS and Fells folder on a desktop, I want to select video shoots from the selectivity or shooting the window and then click. OK, so this inserts a local with also a tagline, and I don't really want the tables were gonna click in the box to the right of the local and then tap the delete key on my keyboard that deletes the tagline. So I'm gonna select the new images that we've inserted. And then let's think the property sheet I can't hear to display the properties for that image. I don't want to clip the format tub under the height, thoughts of the select and existing values and retype in 0.6 and then tap the enter key on my keyboard. This increases the height of the image. So now, with the image still selected on a tick directly on it and then drag it to the right off the rowdies video title and this repositions the image on our form and let's click the view , I can't to viewer form informed view, and there is our form with the new images inserted. 98. Creating a Subform: ah sub form is a form that is inserted into another form. The primary form is called the main form, or parent form. On the form within, the main form is referred to as the sub form. We see an example of this rage here. This top portion here. This is a main form Andi Below is our sub form Some firms they use when you want to display data from or enter data into tables or queries with a one to many relationship. A classic example of this is the customer's table, which is the one son of the relationship on. That's this area up here. So this represents the one side of the relationship and the orders table, which represents the many side of relationship. This is right down here, so the main form displays the one side of the relationship. The sub form displays, the many said of the relationship. You can create a sub four by using the sub form sub report Tool on defense, which design view here That control is located right here. This is a sub from some reports tool in order to access if you need to take the more icon on the gallery to display the entire gallery of controls. And you would use this tool if your main form has already been created. Andi would then as a some form to the main firm. Another option is to create both forms of the same time using the form wizard on. That's what we're going to do in this video. We're gonna create both the main form and the sub for me using the form wizard. So it's closes for me. Am on. We're going to click the create top of the women and then click form wizard from the tellers inquiry adopt unless we want tbl categories. If you don't see it, you need to scroll up. I just click in the euro here on TV l categories. So this is gonna be our parents table, which is the one side of the relationship. I'm not like the first icon to select that field. So now we need to choose the child table, which is the many set of the relationship. So in the same wizard dialogue here, the same withered window I'm a select the tables crew stopped a list and choose TBL products. This time I'm gonna choose the second icon, which select all of the fields from the tables from next week that has all of the fields from the TVL products tables click next. So you want to make sure that the option to view the data by TBL categories is selected So we select that on that form with sub forms is selected to this sissy options a great ah form within the some form with TBL categories as a parent form on TBL products as the child of form think next. I want to ensure the data sheet is selected for the layout over sub form them affect next. So now we need to name her form and our sub form So from a parent for I'm gonna name this form for em products by category. I subbed for Bob name this form products some form and then we'll make finish. So here we see Eye main form, which consists of only one feel the category and the sub for which displays all films in that category. So if I move of one category the next adventure comedy etcetera So I think that about dozens have been oppressed the control w keystroke combination to close the form on. I think I'm knowing this database. I'm gonna click file clothes for the sidebar. And that is how to create a sub form an axis. 99. Creating a Basic Report: in the next several videos we're gonna be working with creating reports in Microsoft Access . Now, as with other objects we've worked with thus far, access also has wizards helping to create reports. Now, if you remember, reports are access objects that represent your data in printed form reports could be based upon either tables or queries, although visit your report upon a query allows you maximum flexibility reports. Unlike forms, queries or tables, do not allow you to make any changes to the underlying data there for viewing and printing data on Lee. So the fastest and easiest way to create a report is by using a basic report. Ah, basic report creates a quick and dirty columnar report based on all of the fields in the selected table or query with basically parts. You don't have the option of A to Z, which feels to included here apart. If you want to include only specific field in your basic report, you'll want to create a query with the field you want included on. Then create a report based on that query surfer following. We're going to open up the video sale six Database from your lesson files. Fuller so we'll click open other files, but the browse button here, this under pain, I'm going to navigate to the lesson of files folder on her desktop. Everyone's a video sales six database. Is this one right here? Big open. First I want to do is just play all of Ramakrishna access objects in the navigation bar here. So to do so, click the drop down arrow here the title bar, and then choose all access objects. If it's already checked, that means you already have it selected. Okay, so the first step in creating a basic report is selecting the table or query upon which the report is to be based on The query that I want to base it on is cure y products. Shall the select out in the navigation paid here and then we click the create tab on the ribbon. So now we take the report icon on the reports group of the ribbon. What this will do is create a basic report based on the query or table we have selected. So in this case is going to create a report based on cure y products. So I think the report butter and voila, instant report. So when he first created Basic report, the default view will be the layout of you. So let's do this in print preview mode. So I'm gonna click the drop down there on the view icon here. I'm gonna choose print Preview. This gives us an idea of what the report will look like if we print it. So when we turn back, Teoh, they all interviews. So I'm gonna click the clothes Pretty preview icon on the clothes Peru group of the ribbon . And that is how to create a quick basic report in access. 100. Applying a Theme to a Report: what your report has been created for. Contextual tabs appear on the top of the Axis window, and these are designed a range format and page. Set up under the design tab is the themes command button that is right over here in the Themes group of the ribbon. And this allows you to apply quick formatting by choosing from a gallery of styles. The Gallery of Styles contains preset four body. They could quickly applied to a report. So take the budget here, you all of the available themes on as you move for most pressure over a theme, the report preview adjust to display how that report would look with that theme applied. So if you're following along, we want to switch to the design view. So let's kick the arrow on the view. I come here and then shoes designed view from the conduction menu. So now we're gonna kick the design tab on the ribbon, and then we click the themes about it on the Themes group of the Ribbon on that sprays the gallery of available themes. Andi Moving balls printer over the various themes to get an idea off which one you want to apply on. I think I'm gonna do the organic one. And that's this one right here, which is the third feeling the second row and my window and access here. And I think that that theme is now applied to my report. So I think they are of the view button and do print preview, like an idea of what a report will look like with that theme applied. So I think I'm done with this basic report here serving press the control W key store combination. And they really don't want to see the reports were mixing no. 101. Using the Report Wizard: the report, Wizard and Access steps you through the process of creating an access report. I like the basically poor wizard that we used in the previous video. The report was it allows much more control over the design of your reports. Like the form wizard. The report was allows you to select the fields to be included in your report as well as choose various style options. Although you can create a report manually, it can be quite time consuming as reports can be a tag difficult to design on the most. People prefer to use the report wizard when designing reports. So let's create a report using report Wizard. The first we want to do is click the create top of the ribbon and the report Wizard Command is located over here on the reports group of the ribbon. So look like the report was your icon, which displays the report with the dialogue from the first thing we need to do is choose the table or query upon which to base our report and I want cure. Why customers? So that is this query right here. And I think I want to add all of these fields to my reports are gonna click The second icon in the role of icons here Looks like next. And I don't want to add any grouping at this time, so we just leave this ons is on, then click next. So now, because such of the sort order for our report. So I want to sort by last name from your finger dropped on a row in the first black box amateur Choose last day. I don't want to ensure that his buttons reads ascending the Qatar Galis between ascending or descending just by clicking on the button. But we will leave it as us sending so they don't think next. So here we consent the layout of the report on the orientation. So I want to leave this as tabular and for the orientation. I want this to be the landscapes of a landscape radio button here, and then we'll click next to move to the next step of the Wizard. Now we need to provide a name for a report. So under the name this RPT customer list, So interview me. This report in print preview view certainly ensure that the preview the reporter radio button is selected and I will click Finish under. Here is our new report. North of the doors of my cursor has turned into a magnifying glass. This means that we can zoom in and out of the report when the minus symbol, the magnifying glass tells us that if you click on the report, we will zoom out. If I click, resume out on those Thea magnifying glass cursor has now changed to a plus and hectic again , we'll zoom in. So despite the reported design of you, all we have to do is click the closed print preview button on that displays the design view of the report. On the next video, we'll work with reports of you and the layout of you. 102. Report View and Layout View: in this video, we're gonna look at two different views from where you can observe your report Data on those are layout view and reports of you we've already worked a bit with layout view would be well looked at forms on it works the same way of reports. That is to say, layout view allows you to change the design of a report while viewing your live data like forms. All of her report objects are selectable, so you can easily rearrange and re size your feels, columns and rows, all while displaying the actual report data. The report of you allows you to view an accurate rendering of a report on browser data without needing to display the report in Prince Preview. What's nice about report of you is that you can apply filters to report data on display on the specific records. Additionally, you could easily copy and paste feels of report data for one application to another. Also, if you've added hyperlinks to your report, clicking on a hyperlink in report of you will open that link into default Web browser and you can quickly display reported report of you by double clicking it in the navigation pane . To switch to the different views, click the arrow on the View icon and choose report, view or layout view on. We've already worked for the design of you and print preview view in the previous videos. You can also switch to review by clicking one of the icons in the lower right corner off the axis window from left provide of these are reports of you Prince preview layout view on design view. As you can see as a move my cursor over the icons, a little box displays telling us what's that icon is. So that's which the layout of you here. So that is the third I come from the left, so we'll click that this displays the report it lay out of you. So I'm gonna take the me part header here, and this selects the entire header and then I'm gonna click the contextual format top on the ribbon. We're gonna play some for batting to this label for the first thing I want to do is change the background color of the entire header. So I want to take the background color, dropped a list here, and I think I wanted to be dark rich. Take the dark red color swatch here. This is the first column last row of this town of colors area. So now I want to click directly on the label here, and that's the RPT customer list. So that's one of the entire header. This is just the label. And here I want to click the font color drop down list. And I want this to be white from Nick Clegg White in there, which is the first color swatch under the theme colors area. I think the home tab in the ribbon here. So we have access to our view button honorific there on the view button and shoes port of U from the list. This displays the report every part of you. As you can see, that feels here a selectable. So if I wanted to record copy and paste the data from one application to another, so I think I want to save a reports were able to click the save icon on the quick access toolbar 103. A Look at Design View: designed view is where you make changes. Cheer report, for example, you could add additional descriptive text to report on delete feels for report and a move and or resize report controls. So if you're falling along, let's switch to design view by clicking their design view icon on the lower right corner of the window on. That's the fourth icon from the left here. So Design View consists of the following sections. There's the report Header. Information in this section appears on the first printed page off the report. Often the title report or a company logo is placed in this section. I note that would be created. Report access automatically out of the title in the report header section. The next is the page header, and information in this section appears on top of each printed page of the report. Often column headings their place in this section. That is what we have here. So these are all labels and access placed in the report on this is the label that goes with this field, which is the details section. So the details section is where most of reports field data appears. So this is the data that the report is getting from the table or query. The next is the page for a section of the page for this section. Information here appears on the bottom of ease printed page of the report. Often page numbers are placed in this section. On here we have a page number of feel here, as well as the current date field. The last section is a report footer section, so right now it's not expanded. Also, let's click of the lower border to expanded a little bit, and now it can add controls to the report. So information in the report footers section appears on the very last printed page of the report. So what might you want to put here? Grand? Total fields, for instance, often appear in the report footer section. So, like forms, you can add control such as text boxes, labels, graphics lines, orb rectangles, cheer reports and to do so carefully control that you wish to use from the controls gallery here on Dragon onto the report, just like we did when we were working with forms. Now, if you don't see the controls gallery, you want to make sure that your design view so I think the contextual designed top of the ribbon. And just like when working with former, you take the more button here to expand the entire gallery. So you have access to all of the available controls. I'm going to escape their What's nice is that changing properties of report controls works exactly the same way as for form controls, you select the control and then took the property sheet I cut on the ribbon. This displays the property she pain from where you could make your changes to the control. So let's select the report customer list label in the report head reception. And this is a tattle of the report. We want to make sure that the contextual designed to have the reboot is the active tab. And now I want to take the property sheet icon in the ribbon. So let's change the title of this report. So I'm going to select the existing text in the Caption property and nor call this customer list top the enter key on my keyboard on that changes the tunnel. The report of this label to customer list. Likewise, if you want to, you could change the font fund size the weight etcetera from this property sheet as well. But I think that will do it for now. We're just gonna take the X on the upper right corner of the property sheet to close it, and we'll take the same icon in the ribbon to save our changes. 104. Modifying Report Setup: before Pretty Gary Part. You may need to make some additional changes to the set up off the document, such as adjusting page margins, setting paper size something, the paper source on the page orientation choosing which printed to use and more so to do so . You display a report in print preview mode and choose your desire pink set up options from the ribbon. So if we click the air on the view button here and then choose bridge Preview, you can see all of the paint set of options in the ribbon. Most of the page options you'll choose. Ah, local of the pig size and the page layout. Groups of the ribbon for here we could see we can check the paper size back, taking the arrow on the icon, choosing the new size, changing the margins in the margins button. And here you can change the layout format. The columns of the re part on Marr have you want you can enter your own custom settings in the page. Set up dialogue to do so. Click the pig set up. I could have the ribbon here and then click the appropriate tab so we could see for the print options tab. Here we can modify the margins. A report for the page tap. We can modify the orientation and set the paper size and the source as well as choose a different printer on from the columns. We could modify the columns of the report, so it's close over there. So what I want to do is to modify the margins of this report before printing it. Take the margins. But in here on the page size group of the ribbon and I'm gonna choose Narrow. And this sets the top left bottom right. Margins 2.25 inches. They will choose that. But let's say that is dinner 1.75 all the margins on. But there are. There isn't the 0.75 fall of the margins here, so I'm gonna enter in some custom margins. So to do so, we'll take the page set up icon on the page layout. Group of the ribbon. You want to ensure that print options is the active tab? Somebody think of the top and type in 0.75 press tab 0.75 left, 0.75 and right 0.75 The knobs took the a page tablet a ribbon. And here, if I want to do it, choose the orientation of produce low here. But, you know, I think I'm gonna keep it as a landscape on keep the paper size those letters from Mexico. Okay. And that applies are changes. I notice that the report preview has adjusted to reflect our Newmark in settings. 105. Printing Reports: Now that we've modified the page set up, we're ready to generate Ah, hard copy of a report to do so. You click the print icon on the ribbon when preview in the report to display the print dialog box could also press the control p keystroke combination. So the Prince Dialog allows you to modify the final printer settings before generating your hard copy. So here we could choose a different printer because, like the print rage, so I could just type in page 4 to 5. But of course, some of those great up because you only have what page to this report. We can choose to print multiple copies of the report. Ah, but if I printer properties by cooking the properties button etcetera, have you want to send your document directly to the printer without displaying the print dialog, click the file tab of the ribbon, take print on the menu and then choose quick print. As we can see. It says it'll. Some of the object directly to the default printer without making changes. Now, if you use the quick print feature often, you can add it to the quick access toolbar by clicking the arrow on the right to the quick access to a bar and choosing quick print for the man use of I choose from that list. The quick Fred icon is now added to my quick access toolbar for easy access, so that is how to print a report in access. 106. Using the Label Wizard: the label wizard allows you to create a mailing labels and standard and custom sizes from the data in your tables. Like the report wizard. The label wizard steps you through. The process of creating labels allow you to select various options as you go by yourself. Access supports most standard label sizes on manufacturers, so let's create some labels. So I'm gonna click that close print preview budging on this report and then press the control W keystroke combination on will save our design changes to this. So first off, you want to choose the query or table upon which to base. Our report on this is going to be Q A white customers. That's the one. A lot on this every double click of this crew to take a look. It I could see that it contains address information for each of our customers. So I'm gonna close that by pressing control W. So with cure white customers selected, I want to click the create top of the ribbon on on the Reports Group of the River. I want to click the labels icon. This launches the label wizard, so from the filter by manufacturer drop down list I want Avery. So I want to make sure that Avery is in the list and over the top with no. Here we choose the product number, and the labels and I'm going to be using are the 51 60 labels. So I'm gonna make sure that that is selected. And then I think next. So here we can choose the font and color off the text for our labels. So, for instance, you could change this to Ariel just by typing in a are until Ariel pops up. But I actually want times new Roman's from type time. Mr. Roman into that pops up press the tab key to move to the next field. But I think I'm to keep the funds size and the font weight and text color all that the same wantedto italicize the tech. You would fix the italics Chuck box. Likewise, tick the underlying check box to underline text, but I don't want any of that sort of picked the next budget On the right side of the dialogue here is the prototype label, so this is what the label will look like when it's printed. So here we choose the feels on the positions that we want to add to the label. So what the first name feels from a Select that and click the icon. Then I want to tap the space bark. So what a space between their first name and last name. They're the last name. Field selected him to click the icon again that as the last name to the field. So now I want to add a new line to my label. So will tap the enter key on my keyboard, and here I want to add the address feel So we'll select the Huddersfield and the available fields were no and then click the icon out of Tour label. So now one at the third line over labels will tap the enter key on my keyboard. So Domina, DoubleClick city. And that's just another way of adding fields to the prototype label. Don't having to click the icon. I'm a tapered column because I want a comma after the city and then attacked the spaceport at a space on, then double the state field. Now I want to Space is out of the state feels we're gonna tap my spaceport twice. No. One at the Zip feels so make sure the zipper selected and then click the icon. So if you're following along your partner tape little, she looks like mine in the screen here. So I think our next to move to the next year to the Wizard. So here we can choose how we want a label to be sorted so you could start by postal code, for instance, or zip code concert by a customer name, Consort by state. And actually, I want to sort by state for I'm in a double click state here, Toe added, to distort my window. And then I will click next. And now we need to provide a name for a label sort select the existing text here on the name is RPT customer labels, and then I will click fresh. We've now created labels, so now we can print these on the Avery 51 60 labels together, consuming out by just clicking on the report. You could also make further adjustments to the page size in page layout, but these are formative for the Avery 51 60 labels. So if you make any trains here, they may not print correctly something about it for a little something to click the clothes Prince Preview butted. This returns us to the design view of a report on a press the control w keystroke combination. On that closes, the report will be having right here, so we could not print it any time we need to. So I think I'm done with this database, So let's click the file tab of the ribbon and then click close. 107. Working with Report Sections: So this video we're gonna work some more with with report sections in design view for that , we want to open up of the Rodney's Video five database. So let's do that. First things. So pick open other files and then I'm going to navigate the lesson files folder on my desktop, and I have that pinned here under the folders area and we want to. Rodney's Video five database will select that and then click open, so I only want to see report objects here. So I'm gonna click the navigation bar and then choose reports. That's double click the report customer list by state report that opens it up in preview mode. Never click, click and Zoom, and we can see that the report here is grouped by estate. On the bottom of each state is a sub total, which appears to be a sub tunnel of the count off the number of customers in the state so we can see in Colorado. We have four customers receive four in the subtitle, So let's view this report in design user with a right click that report right here in the navigation bar on our shoes design view so like forms that we've worked with earlier changes to report I made in design view on If you look at reported designing the we can see the report is broken down into separate section and each section prints in the order in which it appears on the report sections are page header and information in this section appears on the top of each printed page of the reports. So often column headings up placed in this section. That's exactly what we see here. These are the headings or labels for each of the comes a report there in the page, under section here. Now the page footer section information you place in this section appears on the bottom of each printed page of the report on often page numbers are placed here. That's exactly what we have here. You see the date and then we have the page number. Now a section that we haven't talked about yet Is the group header on the name of this header will depend on how your grouping it. So if you recall, we're grouping this report by state. So we see this section is called State header. If I group that by city for example, than this would read City Hunter, but we've group it by state. Now the group had er information place in this section appears of the beginning off each new group of records. So often you place the group name in this section, which is what we have here. We have the group name of state. If you recall. If you don't do this report in preview vote mode, each state was listed in the state header, followed by the detail list off all the records in that group. Which brings us to the next section, which is the details section. This is where most of the field data appears. On the very top of the report, we have the report header. Information in this section appears on the first printed page of the report. So often you'll place the title of the report or customer logo in this section. On the bottom is the report for information in this section appears on the last printed page of the report. So often your place A grand total section here, for instance. So I wanted to have a count of the number of entries in the entire database rather than grouped by state or what at a grand total, which would give me that number here And lastly is the group Footer, which is in this case called ST Folder says reviewed by State Information. Place in this section appears of the end of each group of records, so often summarizing feels such as sub totals are placed in this section. And that's what that's exactly what we have. We look at this in pretty preview mode. So here's the group photo raid here on this would be the group header on. We see the sum total after each group our records and that's not group footer calculated field. So let's go back to design view. Yeah, and so again, you can expand these sections. But clicking on the bottom off the section bar, I'm kicking and dragging. We can see that all of our sections are expanded here, except for the report foot section. Time to kick in the bottom of the bar until my cursor turns into a black cross with vertical double L. And then they're thinking drinking, too. This is about one inch taller, so maybe about there. There we go. So let's save our changes on the quick access to a bar on the next video. We'll look at it controls to our report 108. Adding Controls to a Report: from working with forms. You are already familiar with many of the controls they Riyadh to report, such as labels, text boxes, graphics lines, combo boxes, this boxes etcetera control, such as combo boxes. Their list boxes are really used in reports, however, because you cannot actually change data on a report. If you recall, reports are used for displaying on printing data on Lee Soto at a control to report you click the controller you want to use on the control group of the ribbon on that's rate Here on again, you can kick them or button here to display the entire controls gallery. Then drain the control onto the report to display a smart tab that informs you of the name of the control position, the most part over the control. And then the little tag appears. You can see this is label text box, etcetera, maybe atop the escape key to back out of there. So handy Guba controls, which are located in the Header Footer group to the right to the control group, allows you to insert a logo, report title page numbers and the date or time into report. Now access automatically in search. These fields for you when you create a report with the report wizard. If you create a report from scratch, however, you'll need to add these fields manually. But if you're using the Wizard, they'll be out in for you on the added to the re part or form, header or footer by default. Because see that, for example, in the page former section, these fields were automatically added for US access. Also, as in the report header section, but it's usually given the same name as a report. So you need to go back in and now changed. Remember to something more meaningful. So if you're falling along when I make sure that your design of your mode here, we're gonna add a label to report. So let's click the label control. Now that is this one right here, the 3rd 1 from the left, so I would look like it about the 3.5 inch mark in this group Footer for the state. Feels not, is the State footer section here, and then I'm gonna drink a box about 1/2 inch tall to 1.5 inches long, so let me click. Read about it here. And then I will click Andre, at least the mouse button. So now I need to enter in the text for a label and I'm gonna type in customer total cooling . Then I'll tap the enter Key to confirm the entry. So those are the little a Roy come that appears to the left of the control that because the label is not associated with an actual field. So let's click the air icon here, and I want to associate this label with control sort of click associate member with control , and it automatically defaulted to the total by state control. Which is this control right here in the State Footer, which is the only other control in this section. Terminus. You sure that that's selected and then click? OK, so if the label still selected here, let's take the format tab of the ribbon and then I'm gonna suck the Allied right icon on the ribbon. That's this. I cut right here. I will select that on the that allies the text in that label to the right, so it's flush with the right vertical border. So let's go back to the design tab. So I picked the design tab of the ribbon here. Let's get the on the view budget here and choose the interview from the list. Mr Spaces report as it will print, and here we could see the label that we had it in customer Total I'm restrictive, dropped to err on the view button and choose design view from the next video. Look at changing control properties. 109. Changing Control Properties: many control properties of forms and reports could be modified by clicking on the appropriate button on the font group of the contextual format. Ribbon, for example, could modify the font of the report header label. I selected the label clicking the contextual format tab of the ribbon and then making my selections from here so I could I tell us size the label. Underlining if I want, which I don't want to do, could change the size of font on a saw. The last video. It also modified the alignment of the text within the box. Additional properties not found on the format ribbon here could be modified via the property sheet pain. We've worked with that a little bit when we were working with forms on. For that, we need to go back to the design tab on the ribbon on the property sheet. Icon is raid over here on the tools tab of the ribbon. Want to take this a table content button? So that's not in a way. So to modify a property, select the patrol whose properties you want to modify and then click the property she tub and then make your selections from the property sheep because see, that's also broken down by format data, event, other or all to view a list of all available properties for that control. And again, you can sort your property list alphabetically. But clicking the A to Z, I come over here the operate corner of the property sheet window and to close the poverty shoot. We know you get the property sheet icon. Click the X in the window. Now, as it's how, informs you can also double click on the control and a lot of that field with the property sheet for that control. Or you can right click control and then choose properties for the contextual menu. So let's modify our label here in the report header section from a select the label, and then we want to click the four about top of the ribbon. I'm gonna treat the font size of this to about 36 I think so we'll keep the drop down out here. I'm gonna choose 36 from the list, and I was not part of my label that was cut off because the font size is too large to accommodate the size of the label, so I could either click and drag this to change label. Or you could double click on any of the sizing handles, which automatically adjust the size of the label to accommodate the text. But again, if you prefer it is clicking. The sizing handle on Dragon to the label is the desired size. So let's click the italics icon here, and that turns out the italics. So again, our level got cut off some todo expand this a little bit more. But on second thought, I kind of like the italics we're gonna take the icon again, toe, restore it. So now let's take the design tab on the ribbon to switch to the design ribbon, and I want to display the properties sheet for that. So if the probably shoot isn't displayed, you want to click the property sheet icon on the two of group of the ribbon and I want to see all my properties. So let's Quincy all tab here so you scroll down until you see this special effect. Property on my defaulted is set a flat. Have intensive dropped only l here I'm gonna choose. Raised on that will give a raise defects to this label So now when I modify the back Klauer of the label, So I'm gonna take the back color property, and that's raid here. And then you wanted to spray the color palette, so we click the build button so it's not the doctor. Now that's the icon to the right of the year, which is called the Build Button. I'm gonna select light gray in the third role. First column of the gray areas. Choose the third row First column. I will choose this as a background color. I think I want to change the font color of the label as well. So for that we need to change the four color property. And that is his property right down here under phone metallic so that property sings the background and four color to change the font color. So again, I'm gonna take the bill about Did this to Mona? Choose Doug read from the color palette. So that's the first colors watching the last row. So choose that changes are four color to dark red, so now they'll take the see if I kind of the quick access to look to see if our changes and that's preview our changes. So I'm gonna click the air with the view button and choose print Preview. This is on a report will look like when it's printed. So I'm just gonna click that closed from preview button. What that will do is return us back to design view. 110. Creating a Calculated Control: we've already seen how to create a calculated field in a form by taping in an expression in the control source. Property often unbound text box, and that's his property right over here, the patrol source luckily created calculated controls and re parts works exactly the same way. Calculated controls are especially useful in group footers to calculate sub totals and totals, so they click on this control in the state. Footer feel here. But see the calculation for this control is giving us account of interest in the state field for each state. When I calculated control to report, you can pretty much count on having to rearrange and re size your existing controls because reports build with the report, wizard often leave your little room for adding new controls. So let's create a brand new report here something Hold on Control W keystroke combination. And I'm gonna click Yes, when has to save changes and this closes that report. So for falling along, you want to click the create tab of the ribbon and then we want to take the report Wizard icon in the reports Group of the river. That's where over here. So that for the first thing we need to do is choose the table or Cleary upon which our report will be based for this. I'm gonna choose a table, and I want the products tables now is tbl products, so we'll choose that from the list and the fuels the want ad are the party I d feel trouble . Select that and then click the top icon here. Then I want to add the category feel so select that and click the top. I cut here, then I will. Then I want the title fields. Little double click that double clicking is just another way of adding that field to the Selected Fields box and last year, what the price feels trouble DoubleClick, Taliban as well. And then we'll take the next pointed here. So notice that acts is automatically placed the category feel as a grouping field, which means that records of the report will be grouped by category now for our purposes. We don't want any grouping on this report, so we need to remove the category field from the group the window, and to do that, we just click the second icon from the top here, which is the left less than symbol that will remove grouping from the report. So we'll take next to move to the next step of the Wizard. And here is where we set the sort order for a report. And I want to start this by the title of the product. So I will take the drop down over here and choose title from the list and I'll take next. No, leave the layout as it is, tabular and portrait, and then click next. Now I need to provide a name for a report on notice that I'm gonna put the default name of the table here, which is now Bobby wants that type in our P t new prices. And then I looked like Finish this displays that we part in print preview mode. So let's take the clothes print preview budget here, and that brings us to design view. So I want to select the product I d label in the page header section, which is this devil rate here and then when the whole of my Shefki and it's like the product i d text boxes, the details section. This selects both the label on the text box and I'm gonna top the delete key on my keyboard . We decided that we don't need these fields of the report after also will just delete them. So now I'm gonna select the title label in the page header section holding the shift key. That's like the title text box in the details section on this Select both the label at the text box and I want to sell of properties for both of these feels at once. So the property sheet is It doesn't display the right pain. You want to click the property sheet icon? Other two of group of the ribbon on. I'm going to select the existing text in the witness box. I'm a type in 2.15 This changes the width of the title label and the text box to 2.15 inches. The goal tap enter took it from the entry, so I think I'm never the property. She pain, for now seem to click the property sheet icon to trim that off. So I'm gonna select the category label. Well, I'm a shift key and select the category text box the price label on the price textbooks so that all four of these controls has selected I don't want to do is we locate them on the report that some of our bows printed over the category label until a cursor transforms into a four way black arrow. This tells us that we are a drag boat, so now I will click a drag to the left until the left edges of the category label and the text box air after 2.5 inch mark, then were released the mosque button. So now click anywhere in a white area of the reports to de select controls. So now I want to reduce the length of the category label in the text box because I don't need them to be this long from a select the category label holding my shift key and stuck the category text box. They're gonna move my cursor over the right center sizing handle of the label toe. My cursor transforms into a double arrow and then click a drag to the left until both of them are out the four inch mark to the right edges of the forage mark and release my mouse button. Now I wanna move the price label on textbooks to the left from this like both of them. So again, it's like the price label. Hold on the shift key sector price text box, and to move. I could move my most cursor over either selected control and then click. Andrey, don't move this to about the 4.5 inch mark. So at least my boss. But I guess I'm ready to add my calculated control. I don't think the text box tool on the controls group of the river here and that's this control right here, which is the second control from the left. And then I want to click in the Details section, which is this section right here. It's right under the detail bar. I want to click out thes six inch mark. I will click there to drop the text box, so placed a label and attacks box, and I don't want the little on a first de select. Both of these are my click in any white area of the report that I'm gonna click on the border of the label here, let out the delete key on my keyboard that deletes the label but kids thier text box. So the property sheikh isn't displayed here. On the right side. Double click the text box. I'm gonna enter in the calculation and I never recall we enter that into the control source property. So applique in the blank row with control source property and type in equal and then bracket price Close bracket times 1.15 So what this will do is calculate a new price based on a 50% increase. So I want to click in the format property box here. Then we want to get the drop, Don't l and I want this formatted as currency for the select currency from the list here, and I want this lined up with the other control shipment, clicks the top border of this text box and drink it up a bit until that's flush with the other controls. So we have our textbooks. You don't want to add a label control, so want to collect the label tool on the gallery? That's the third I come from the left here that I'm gonna click at the six inch mark in the page hatter section. So I'm gonna click and drag of the six inch market to the label is about the size of a lot of their release. My mouse button. I'm a type in new price and then click anywhere in the white of the report and, if necessary, you want to click the control and then adjusted so that it's lined up with the other controls in the report. And I want to be sizes, so it's the same. Sizes are calculated control years from now, click the right center sizing handle and then drink to the left to resize it. So that's good, said I want to take the format top in the ribbon, and I want to take the align right icon in the found group here to align the text to the right edge of the border. And that about does it, I think, from a trip to say, my current quick access to buy to save our changes. So let's take the design tab of the ribbon, and then I won't have you this in print preview mode. So take the other with the view button and then click print preview, and here we could see a report, including the new calculated field that we had it, Joe said. There's a border of owner text box, which I really don't want, So I'm gonna go back to design view. So let's take the clothes print preview button if you want to select the text box of are calculated control. So that's this right here. And that's in the details section. And to remove that border, we want to select the border style, which is this property right down here. I would choose transparent. So now thick, thick print preview. There is no longer a border around the text box. But there is whatever on that label, so I dont want so I'm gonna give it a that one as well. From a click close print preview, select the label and then remove the boater. So again, boater style property I'm gonna choose transparent. I want to see if I can the creek oxes toolbar to save our changes 111. Changing a Control's Data Source: in the previous video, we added a calculated control to our report. If you recall, a calculated control uses an expression as its source of data. There actually three main types of controls that you can add to your forms reports. The first are bound controls. Balm controls are tied to a field in an underlying table or query. Pound controls are used to view. Enter update data from the fields in your database. The second type is unbanked controls, and unmarked controls do not have a data source. That is to say they are not tied to any field in a table or query. Examples of unknown controls are labels, lines and rectangles so basically undone control. They're often used for our decorative purposes. The last type are calculated controls, which we worked with in the last video calculated controls. Use on expression as the data source. Now, although on expression, uses data from the underlying tabular query calculation, controls are technically unbound as they cannot change data. In a query er table, you can change the data source of a control by modifying its control source property. So let's switch the design view years, so we want to keep the design type of the ribbon. I'm gonna click category text box here on, then click the property. She the icon in the ribbon. So if you look at the control source property, who is? We can see that this control is about to the category field in our table on the control stars field. If you're in the all tab here, it's the 3rd 1 from the top. So if I click this hour in the control source Phil here, Mr Space, all of the fields are all of the available fields in the underlying table or query upon which the report is based. So I wanna change which feel that it's bound to I could just choose a different field for the list. So let's change this to the acquired fields from to click acquired from the list, we could see that the text box changes toe reflect the updated field. So let's give the category label now in the page header section. We need this to match our text box, so we'll double click in the caption box here. I'm gonna type in data acquired and then tap the enter key on my keyboard. So this control is now bound to the acquired field in our query on the label now reads Date Acquired actually want to change the name of this label, too, so there's no confusion later on. So I select the existing text of the name, box and all type. And I acquired Salalah Skin Theo on the View button and click Print Preview, and we can see that instead of category this field now e flex date acquired. So let's take the clothes print preview icon to return back to design view, and I don't think the see if I could on the ribbon to save our changes. 112. Changing a Report's Data Source: Even after you've created your report, you can change its data source after the fact. That is to say, you could change the underlying table or query upon which the report is based. For instance, you may have initially created to report from a table, but later decide you'd rather based it upon a query to take advantage of the excellent filtering capabilities of queries to change reports Data source to spend the report property sheet for any control. So here we have the sheet visible for the acquired control, then click the selection type drop down list and then choose report from the list. So this displays a property sheet for the entire report, and then you change the record source property. But keep in mind that if the field names are different in the new data source you'll receive, our message is when attempting to display the report. Another way of quickly displaying the property shoot for entire E part is to double click on this little box of the upper left corner of the partner into a design view, and that displays the property sheet for the entire report, and then he could modify the record stores property and choose the new data source. So right now we see that this report is based on the table TBL products. But I want to change this to the query that I created, which displays all products on the queer is called Cure. Why partner? So all set the record stores, drop down list here and choose Cure. Why products from the list? And I don't think the safe I kind of the river to save our changes on that's view this and report preview views. So let's take the view arrow on the view button and then choose. Print Preview on the data in the report is now coming from the query named Q O Y products, so intently close print preview button to return back to design view. 113. Sorting and Grouping Data: when creating a report with the report Wizard, you have the option of grouping records. Grouping records allows you to keep like records together based on the values of water. More feels so using our products table. As an example, we could create a report that group the records by the category field, thus allowing us to look at all records for a specific category. We already briefly looked at a report in which the records were grouped by state. All the customers were listed under their respective state. Within each group, you can then sort by water more fields. Another option provided by the report Wizard, is to calculate totals on other values for each group. So let's create a new report and then group feels in that we park. So we're gonna click the create type of the ribbon here, and we want to click the report icon on the Reports group of the ribbon to begin the Poor Wizard. So again, the first step is to select the query or table upon which the report will be based on me. Want cure why products will select the list and choose que y products from the list. I don't want to include all of the fields from this query in my report. So I'm gonna click the second icon in the list here to add all feels. So we then click the next button. This is where we choose grouping for our report. So by default, axes automatically chose category as the grouping level Because see the group feel Is it blue here? This is, in fact, the feel for which we want to add a grouping level. But if access had the wrong field, you would click the second icon here to remove the grouping and then select their feel that you want and then click the first icon to add the grouping level for that field. So again, we wanted counter girls from a slept that and click the first icon on we click the next budget. So now he's got very the sort order within each group and I want to start by records by title now. And I said the order. So I'm gonna choose the drop down here over here and click title. We want to make sure that ascending is selected here. So now let's take the summary oxes box. What? This does is allows us to add a calculation to our group and that will be added to the group Footer someone out of sub total for the price feel for each group. So make sure that some is selected on the field list in his price. As we can see here could also add the average, the minimum or maximum. So this looks good, so I'll click the OK button and then look like next on the layout looks good. And keep that as is, so I will click next. Now we need to give our report on names, so a select the existing text there and type it RPT products by category. Is that sustainable? That this report is a list of products by category or, in other words, products group by category. Andi will make sure that preview is selected here, and that looked like Finish, we know is that each category type is grouped together and the price for each group is total. Here in the group footer If I scroll down, this is the total of the price for each of the groups on the group. Drop records are also so did by title within each group so we can see that, for example, for adventure, there's sort of alphabetically by title. So we noticed that in the price field here, some of the fields are not white enough to accommodate the data. So to fix this, we're gonna need to increase the length of the field in report, design or in report layoff view. So let's click the clothes print preview budget here to go back to design view. Let's modify this report layout feud. That way we can eyeball when our field is wide enough to come in at the data is going to take the are of the view button and choose layout of you. So let's click any of the values here in the reading feeling that's the last field here. We could see that the rating feel does not have to be this long, So let's resize it. So I'm gonna drink the right border of the field. Eso goofballs pointer over the right border onto your cursor changes into double arrow. I'm gonna drag to the left to a feel is about 1/2 an inch longer. So So that looks good. So keep that they're So now I'm gonna move the rating field over a bit now that we have this extra room here. So I'm gonna click in any of the reading feels again and then drink to the right. That looks need to resize this feel, too. So we'll click on the rating label, drink to the left to resize that. And then I moved out. Over. They're taken any of the boxes in the acquired field here? I'm gonna drink to the right. Maybe about 1/2 uninterested. So and I want to click the right border, the field out to resize it. So it'll be large enough to accommodate the data on where my cursor traces into Double Aero . I will click and then drink to the right to bet until hola data is displayed. Somebody do the same thing with the price feels we'll click any of the price values here with my boss Porter off the right border of any of the values and then click and drag and during the right, a bit until the price is displayed. No, do that a little bit more that way. Displays the currency symbol as well, but I think I move this acquired field over So here's a little 10% of Dragon clicking and dragging you newsier right alky toe Nagy a field over. So this has affected the right Elke nudge to the right. Sometimes it's a little bit easier than clicking and dragging. That's how to create a report with grouping. 114. Changing Report Section Properties: Each section of report has its own set of properties that you can modify so you're falling along. Let's wish to design views so we'll click the design tab on the ribbon here, and I think they are of the view button and then choose design view. So to display the properties for a report section, you click on the section divider bar on as these rate here so category footer, page, header detail and then display. The property sheet of the property sheet isn't displayed when in sugar of the design top is active and then click the property sheet icon on the ribbon. So some common properties that you can set for reports sections include Forced new page, which allows you to force a new page before or after the section each time the group changes. So here is sodium by category. So if I wanted to add a new page at the beginning of each new category, I could choose forced new page and then choose after section or before section. There's the back color, which allows you to set the color for a section Keep together, which allows you to keep records for an entire group on one page of possible visible section here allows you to high dissection from view. So if I chose no from the visible section here when it displayed the report in print, preview mode or rather report section would not be displayed on, I want to keep this as a yes. The can grow option allows the report to grow larger to accommodate more data like ways that can shrink. Option will allow a section to grow smaller if all the section space is not used. Let's play a little bit with these settings. So if you're falling along, one insurance report is displayed a design view, so you would think the are of the view button and choose designed for you for the menu. Now I want to display the properties for the category footer, so I'm gonna take the category Footer Bar here under the property sheet is in the spread. You want to click the property sheet I can hear in the tools group of the ribbon. So let's take it the forced new page property box. Click the drop down. I want to choose after section from the list so magazine access will search a new page after the section, every time the category changes so it takes to save. I come in the quick access to a bar that's view this in print preview mode, so we'll click Fear on the View button and shoes print preview. So notice if I scroll down here we have Action is a category, and that is the only category of this page. If I click the next page button down here in the bottom of the window, move to our next section, which is adventure on again. Each section now has its own page, so that is how the model for report sections an axis. 115. Inserting Graphics: Often you may want to add a graphic file, such as a company logo to your report. You can add a variety of different graphic file formats to report, such as J. Peg, if bit mapped, if etcetera adding graphics to report it works the same way as i D graphics to a form that is to say, click the insert image budget in the control group of the ribbon and then click browse to navigate to the folder where the image that you want to insert is located. And then you select the image you want. E insert and then click Andrey where you want the image to be placed on your report. So fearful to go on. Let's kick the clothes print preview like on here to switch us to design view, and then we'll click the insert image button, and that's here in the controls group of the ribbon, just to the right of the controls gallery. Then we'll choose browse from the menu so by default, is displaying my lesson files. Fuller never doesn't do that for you. You want to click desktop of the left pain and then double Click Lesson files folder and the follow. Want to insert is entitled video. Shoot some to select that file and then click. OK, so the report header. I'm just going to click here, Andre, about ah box, but one inch high by one inch long and then release the mouse button on the head of a resized to accommodate this size of my image box. Now, depending on the size of the image of the size of the image box that you drew in your report, some parts of the image may be cut off. For instance, if the object is larger than the control, the image maybe clip on the right and bottom by the controls borders to remedy this problem , to spray the property sheet for the image. And then we want to ensure that the size mode is set to zoom. This displays the entire graphic in the image object without distorting the proportions of the graphic. Now, most of the time, this really should be an issue as access Now, by default, automatically sets the size boat to zoom. But if you're working with report that's already been built, an older report that you may need to do this naturally, so let's view report with the graphic and if so, will take the are of the view icon here and choose print preview for the menu and here's our part with the icon added. 116. Applying a Theme to a Report: a quick way to format. Your report is to apply preset formatting from a gallery of styles called Seems. The Galleria styles contained several themes that you can quickly apply Terry part with just a click of the mouse. So for fog along, just click the clothes print preview budget to display design View. The Themes Icon is located on the themes group in design view on as a Move, My Mouse Pointer over the different themes to report. Adjust to reflect what it would look like with that theme applied. And also, if you hold your most part or over any of the theme thumbnails, a small tag displays telling you the name of that particular themes. For here we have faucet office ion etcetera. So I'm gonna apply. It seemed to this report. So if you're falling along, think the themes I come in the ribbon. I want the integral theme, and that's this one right here, which is the fourth theme in the top row. So I'm gonna click that, and now that theme is applied to the report. So think the era of the view iconic she was pretty period for the milieu that displays a PV Another report with that theme applied. So let's go back to design View year. Something changed the title of my report to something more meaningful. So I'm gonna click report products by category. I even recall to change the text of a label, you modify the caption property. So I'm gonna click in the caption property and to select the existing text in there. I'm just gonna name this products category, tap the enter key, and that's a little bit better. So very just made the report in print preview. We can see that are poor Title has changed. So I'm gonna click that close print preview button, and I think I'm gonna close this report. So I'm gonna click the X Report tab here. I don't think he asked were prompted to save our changes. Since we already have RPT new prices open, this becomes the active report 117. Applying Conditional Formatting: conditional formatting allows you to apply for amounting to selected values on a report based on a particular criteria. In other words, if the value of the field meet specific conditions that you set, then the conditional formatting will be applied to that field. Traditional four Manning is a good way to visually call attention to specific values of the reports and helping to see patterns in the data that you might not otherwise have noticed. For example, if your product inventory falls below a certain level, you might want to add a green fill color Ah, yellow font color on bold formatting to cause that value to stand out from the others. Or if particular store sales I don't mean a specific quota, you can have conditional formatting to display that value in red. That's immediately calling your attention to that value. You also compare the data in your field relative to other data in the same field. By using data bars, data bars display a color date of our relatives to the value of the records in the field. Now, in applying conditional formatting, you need to choose the comparison rule or operator you want to apply on then enter your criteria for the comparison. You can choose from the following rules between not between equal to not evil, too greater than less than greater than or equal to are less than are equal to. So if you're falling along, we want to right click RPT new prices in the navigation pane. I'm gonna choose layout view from the menu. So let's took ending the values in the price feel here and then you want to click the contextual formatting tab on the ribbon, and this is where the conditional formatting icon is located. That's on that control for mounting group of the ribbon you get access is to be the layout of you are from design view. So let's take the conditional for abetting icon here on that displays the conditional formatting rules manager. So to create a new world, we click the new rule. But in here we want to ensure that check values of the current record or uses expression is selected. So now we want to click that comparison operator in the first row here. This is the second drop down list we want to choose less than or equal to, and that's the last entry in the list and in the criteria box of type in 35. So this will only apply. The conditional formatting is the value in the field is less than or equal to 35. So now in the preview area, I'm gonna click the bold icon to a play ball for money. Don't click the font color drop down list. Does this icon wait here? This But it is a background color, and then the next one is the font color. Take the fund car drop down list. I'm gonna choose Dark Blue, which is the forests. Watch in the first row in the standard colors area. So choose dark blue as the fund color. I'm gonna take the background, dropped a list and I think I'm gonna set this too yellow summer. Choose yellow of the last roll off this town colors area and that should do it so that I'm gonna click. OK, so let's add another rules from to click the new rule. But in here this time Ah, minute shoes compared to other records. So it really is a data bar to compare the records in one feel to the other records in the report. So you want to ensure that lowest value is displayed in the shortest bar drop down list on that highest values display in the longest bar Drop down list so that I'm gonna click OK, and it gives us an example of what our data bars will look like. So I think this about Dennis. From then I click apply then to close the conditional four body box. We just click cancel on here. We can see our data applied for any value that is less than 35 is displayed as the yellow background at a blue font color. We could go down. We can see all the values that meet the criteria on the data bar display in every row and show the value of the field compared to the highest and lowest fields of the database. So let's display the report in print. Preview most. Let's kick the design tab of the ribbon. Do not think the dropped in a row in the view. I can itches. Print preview. That's a report will look like when printed. So I'm gonna close out of years of a pick clothes print preview, and I'm gonna click the reports close, but I'll save my changes and I think I'm done with this database. Choose file for the ribbon and then choose clothes. 118. Adding A Subform Using the Subform & Subreport Tool: in the next few videos we're gonna look at working with advanced features of forms and reports on this video. We're gonna look at how to add a sub form using the sub form slash sub report tool. On a previous video, we created a sub form using the form wizard, I do believe, but there's something out of some form from scratch using the tool that I just mentioned. So to do that, we're gonna open up the lesson five database or if you're following along, you want to navigate to the lesson files folder of your desktop, and we want the Lesson five database, and that's just one right here so that look like open. So when I click the drop derriere on top of the navigation pen and we're just going to display forms, we're gonna work with sub forms in this video. On the form that we want to work with is the form student registration. So I'm gonna select that on then right click and then shoes designed view. So some forms or some reports of your working with reports but in this video could be working with forms so some forms are used when you want to display data or enter data into tables or queries are part of a one to many relationship. So the classic example of this is the customer's table, which is the one side of the relationship on the orders table, which is that many said of the relationship. So the main form, as we can see on the screen here, displays the one side of the relationship on the sub form displays that many said of the relationship. So the main form and sub form are linked, usually by the primary key in the main form on the foreign key in the sub form, so that the sub from Onley displays records that are related to the record in the main form . So using the customer orders relationship as an example when they're made from displays a particular customer Onley orders for that customer are displayed in the sub form. So on their screen we see a customer with the name of Norman Wyler Onda below the subway Onley. Orders of this person placed are displayed so you can either create a sub former. Some report by using the sub form slash some report tool of the controls group of the contextual design ribbon on that tool is right. Yeah. If you move your most pointer over the tour, we see some form slice some report and you use this after your main firm has already been created. And as we've seen in the past video, you can create both forms of the same time using the form risen. But in this video, we're going to create an ad a sub form toe our main from by using the tool here we just talked about. Now a sub report works the same way as a some form, except that it is included in report objects, anodyne form objects. However, many people prefer to display a one to many relationship in reports by using sorting and grouping as we just saw in the previous radio, rather than using some reports. But they are available if we'd like to use them. So the first we want to do is click the more button on the control with this gallery here, I want to ensure that the use control wizards button is lit and in our case, it is. That means that the control with will activate must be add control they uses the Wizard. So now we're gonna click the sub for sub Report control here. So I get it. You're falling on. You want to click the more about in and pick this up? Form subway Poor control. I'm gonna click directly under the address label and draw square like baby like so they will drag it to the 5 3/4 inch mark here. And that activates the sub form wizard. So you want to ensure that use existing tables, inquiries is selected, Then we'll click next to move to the next step of the Wizard. So I want to base my sub form on the student classes table from a selected, dropped A list here and choose TBL student classes. And this selects the table that contains the data for our sub form. So now we need to choose to feel that we want to add to our sub form. So I went out of the class I d so select that too quick, the top icon, How much student I d stars like that I'll DoubleClick semester toe that I double click year toe that that about desert and I will click next. So we want to ensure that show tbl student classes for each record it tbl students using student i d is selected That's quite of awful. Basically what that says is that we're going to link TBL students and TBL classes on the student I d field. So the student Diaby feel is the primary key in the TBL students table on the foreign key in the TB else tuned classes table. So with that selected, I'm gonna click next. And now we just need to provide a name for a some form and I'm gonna name this form sub to designate it's a sub for better not call this student underscore classes they look like finish. We now have our sub. For now I'm looking to save I kind of the quick access to a bar to save our changes on. Now let's take a look at our form in four views. I'm gonna click the value in the view I can't and choose form view. So notice as I move from one record to the next two classes here, updates should always shows the classes That's the active student has taken 119. Modifying a Subform: if you take a look at the sub form, we just added here, we can see that the sub form does not appear large enough to accommodate all of the fields . So, for example, if I drink this bar on the bottom here, the navigation bar over you could see that the year feel is being cut off So often. After adding a sub former self report, we find that we need to modify it in some manner, such as changing its size, relocating it on the form, adding or deleting fields or even changing the sub from type. For example, you can change it to a single form or data sheet, so you modify a sub for Justus. You would any other form. So let's switch the design view years. We're gonna kick their on the view button Onda True's design view. So if I selected a field here now, Delia on top, the delete key on my keyboard, not feel, would be removed from the main firm slashed up from display. Likewise, if you add another field, but you can do from the existing feels, but it here, if you will be added to the main form, some form display, you could either open a sub from directly in design, view or access to some form from the design view of the main form sub form, as they say you can access to form for me here or from a year so I could right click this form and shoes designed view, and then I modifying their that for. But I'm not gonna do there right now. Choose. Okay. So as for re sizing, sub forms can be moved or resized like any other control. To change the location of a sub form, you can click this form to select it or easier yet drag outside the form and then drink over the form it is selected. So that's actually my preferred method of moving sub forms. So if I'm gonna click about Ray here during a little bit above the form and drank a little boxes on the form, and now the form is selected so that once I move my mouse pointer over a border of a former changes into a four way out. What is that system that we're in drag? Most women click and then drag. I'm gonna move this over a little bit so it's flush with the address table here on a little bit down on. Then, if you want to increase or decrease the size of the form, you use the form sizing handles to change the with or the height of it. So when you create a sub form using the tool Year of the Control Gallery, the default of you for the form is data sheet. But you can change the view of the sub form by displaying the forms properties. And remember, you click the little grey box of that little box of the apple of corner form and then clicking the default of you property and then choosing either single form or continuous forms. So basically modifying a sub form is like modifying any other control. So most of the concept of this video should be pretty much of a review for you, So I'm gonna increase the sight of this form a bit. So I'm going to select the form we could see that the sizing handles appear over the forum . So I'm gonna click in the right center sizing handle. I'm gonna drag this to maybe about the six inch mark here, and I'm gonna release my mouse button. On what? The form is still selected. I'm gonna move on. Move of the border before me. I'm gonna drink this down a bit. Maybe about 1/2 an inch. You're gonna go half an inch down. I think that looks good. So I'm gonna click anywhere on the form to de select a form. Now, I don't really want this label here, so I'm going to delete it. So I'm gonna click the label to select it and then tap the delete key on my keyboard. If you accidentally end up selecting both the label informant deleting it, you could press the control Z combination to undo the last action. So this about doesn't I think somebody click the save I kind of the quick access to a bar. Let's take a look at our foreman form views. So I'm gonna take Thea View, but in here and shoes form view from the menu so we can see that some of the fields are normally long here, like the semester feel in the class of the field, causing the year field to be cut off. So what I'm gonna do is I'm gonna double click the lie between the semester on year. What that does is a common trait. Is the width of the field to accommodate the largest fuel of data about do the same thing of the class I D field. I could even bring this form in a little bit. Although I think I'm gonna make a little bit wider from my mouth pressure over the right edge of that field. Click and then drag and I'll widen out a bit about maybe there. I think that looks good. Sanoma closes, form someone atop the control W keystroke combination. Now I want to open up the sub form that we just added to that form that's formed sub student classes. Right. Click it and then choose design view on. What I'm gonna do is I'm gonna delete the student I d feel from this form. So if a select the student 80 text box on it will select both the label on the text box number tell the delete key on the field is gone, so this change should be automatically updated. When we open the main form, it's a sub form. So I'm gonna kick tsa if I come quick access to a bar and then tap control. W two closes form. So now let's open the former firms to registration. So we'll right click that. And then she was designed to you. We can see that the two and I d feel is now. God, if I just play this informed view, you see that we only have three feels dollar are form class I d semester a year. So the arrow every button to return back to design view and not shoes designed view from the menu. 120. Aligning Controls to each other: as you had control, such as text boxes and labels to your forms and reports, you may find that the controls are not perfectly lined up with each other, making your for poor report appear on sightly says we can see here. These controls are pretty much in disarray. So let's align our controls here. So we're gonna click the arrow on the view budget and switch to design view. So to align control, you select the controls that you want to align, and then click theory changed tab on the ribbon on the command. But what we want is the yellow line button. So we slick that. And then she was left, right top, and bottom silver chose left. It would align all of the selected controls with the left most edge of the control, which in this case would be the zip field. Likewise, if I chose right with 11 to the edge of the right most control, which would be the phone here, so they'd be all lined up to the right and the same goes for top on for bottom. So to select controls, you can select the first control that you want. Hold on the shift key and then select any additional controls. Another option is if the controls are close to each other, you could just drag over the controls that you want to select, so I want to select these text boxes. Here. I select the text boxes so no, that with the labels are bound to a tax box. The labels aren't selected here. We can see that their borders are great rather than the mustard color that we have here. So if I drag over the labels here, we can see now that the labels are selected, whereas the text boxes are not. So let's align these controls right here on the right side of my screen from a click under the Last Control here and Drake up and just draw little rectangle like so that selects all of the controls in the range of where I drew. So next we took the air rage type of the ribbon and then click the align, but in which displays the alignment. You and I went to align these controls by the left. Most borders, so true is left on the A line on the left most burger. So now when I align the labels from liquid underneath. The labels draw up to select all the labels, and I want to align these left as well from to click the line. But it and shoes left on that aligns all the labels left. So if I want to line the tops of the controls, let's say that this control was a little bit off kilter. Years of a tour lined up. I was like the first control hold of a shift key. Set the second control and then click the like button and choose top that aligns the controls by their tops. But let's say I want the top of the city to be like with this, too. And Daddy Field, I look like I get select all four of those who can either drag over them or use a shift. Kids select him, and then a line tops underlines all of the selected controls by their top edges. I think I'm gonna nudge these down a little bit. So with those patrol still selected, I'm gonna top the down air on my keyboard, and that nudges them down. And that looks much better. So let's click the save. I kind of the quick access to a bar. I think I'm done with this firm, so I'm gonna tap the control w keystroke combination. 121. Creating an Option Group: an option group is a frame control that contains other controls, such as option budget or toggle buttons, and allows a user to make a specific choice. Value of that choice, which is referred to as an option value, is bound to a feel in a table generally of the bite data type, which are today's values of 1 to 2 55 The reason for the bite data type is that each available option is set to a value of 123 and four, respectively. Selecting one of the controls in the option group will store that value in the bound field . In the example owner screen. If we assume that the bound field was named status, selecting the pending option, which in this case is 1/3 option would store the value of three in the status feel of the table and the control was it will prompt you for all the necessary information to create an option group. So again, you want to make sure that you have the control. Was your option turned down. So let's create adoption groups were gonna select a firm classes here. I'm never going to right click and choose design view. So let's take the more budget on the options group again. You want to make sure that the control was you're not, but in his let the control to create an option group is rate here, and this is the X Y Z control. We can see that when I move my mouse pointer over the control the tax says option group. So I'm gonna click the option group icon and then I'm gonna draw on our form to the right of class I d. I want to drink a box about maybe 1.5 by 1.5 inches high and wide, maybe about like so, and this activates the option group wizard. So now we're gonna provide names for labels of these air, the labels that will be displayed on the screen, the labels off the user sees. So for the first label of the name this active there, I'm gonna top the tab key on a little type inactive. I'll take the tab key again. They will type pending. So these other labels that will be listed for each option button to this was going to the Democratic next here can choose one option to be the default choice. So by default it shows active here, which is the 1st 1 But as I could choose inactive rip ending. If I don't want any of them to be selected, ever choose or no, I don't want to default, but I would keep the before, as is, and then click next. So here we see that access aside default values of 12 and three twitch of the label. So that's to say if the user chose inactive, for instance, on the value of two would be stored in the field. So I'm gonna take next. So here we have the option off storing the value for later use or storing the value in the field. And we want to store the value in a field in our tails who want to choose the second option . The field that I want to start it is status. So we've just specified that a value of the selected option, which is 12 or three, will be stored the status feel of our table. So I think next to move to the next stage of the Wizard. So here the left, we see a preview of what our option group is gonna look like. So we could choose different options to we can click check boxes, toggle buttons. But I'll just stick with the option buttons here. But I think I want this to be raised. So I, uh, little pizazz to our groups from Salafia raised option on Don't think next. So now we're probably to add a caption for option Group is basically the title of the option group, so the user knows toe what it refers. So we're gonna call this class status and then once you're finished typing the name looked like finish and there is our option group. So let's read this foreman for views. I'm gonna click the era of the View, But it and she was formed you from the menu, so I'm gonna click the active button. So what we just did is stored a value of one in the status field off of his table. Let's move to the next record. And for this one, I'm gonna choose pending move to the next record. So that's closer forms a press controlled w. I do want to save my design changes from electric. Yes. So now I'm gonna click the era of the navigation panel. I'm when I choose tables on Let's take a look at TBL classes. Almost double click TVO classes. We can see that status field here on the values that we entered for the 1st 2 records, which was active number one and three, which was pending. So I think I've been with his Tibbles who oppress control W to close the table. 122. Edit Sorting and Grouping Levels in a Report: grouping records and reports, allows you to keep groups of records together based on the values of water, more fields. When creating a report with the report wizard, you have the option of adding grouping feels I've worked with this a little bit of the previous video. So, for instance, you could create a student registration report that groups the rockers. According to the student i. D Field. This will keep all records for a particular student together. You can also create and or modify groups manually by clicking the group and sort iconic. And that's right here on the group again totals Group of the Design ribbon. You can then create groups and at a group header of group photo to your groups by setting the properties in the group sort and total pain, which is what we're gonna work with right now. So if you're falling on you when I take the navigation bar and choose reports to all the display access reports, we're gonna work with the RPT registration. So you want to right click that and then choose design view from the contextual menu. Once a design via will click the group and sort icon and That's on the grouping of totals group of the river near that displays the group short and total pain on the bottom of our screen Soto Avenue Group. We click at a group here, then we need to select the field by which we want a group. Our data we want a group are dated by the student I d feel so we will select that from the list. So in order to display additional grouping options, we need to take the more Lincoln that's right here on that displays additional options that we can choose. So why don't want to do is insert a group footer for the student I d. Field. So to do that, I'm gonna click the without a foot of section arrow here, and I'm gonna choose with the footer section on now is that insert of the student I d Footer in every part. So now I want to in search totals to a report. So I'm gonna click the with no totals Arrow here. This displays the totals box for where we can total feels in a group header group footer or report header area The first off we need to choose which feel we want to a total So I'm gonna click the total on drop down list here on the one we want is class costs. I will choose that on for the type air. You want to make sure that some is shown here. We can also total by a average count Max minimum, etcetera. We want to keep this as some I want to show the sub total for each of my groups in the group Footer So you want to take the show Subtitle box here in group for I don't want a grand total off all the records to display in my group Footer So I'm gonna click the show Grand Total check box So I think that'll about do it So to close the group sort in total pain we click the Tom Most ex here in the upper right corner of the pain and that closes the pain. So what I want to do now is take the first name and last name feels on move them to the student I d hair. Because remember, we're gonna be grouped by student ID's, so I'm gonna click the first name field. Hold on my shift key and suck the last name field. I want to make sure the year in the details section and not the page header and I'm gonna click. And as I move my mouse pressure over their fields, my cursor transforms into a four way our study. Guess no, that were in drag mode. Click and then drink this to indictee Header and release my mouse button. So let's take a gander at our reports from to take the error on the View button and shoes report if you from the menu knows the group header and group footer for each of our students here or, in this case, each of our student ID's. So this is the first name and last name feel that we added to the student header. This is a sub total. I feel we added to the student footer at the very end of a report on the report. Footer should be a grand total, and here is a grand total field, and that is how toe add grouping manually to report 123. Inserting Total Fields in a Report: Once you've added a group full torture report, you may wish to add a total feel to it as well. Now a total feel is a calculated field that computes an aggregate function, such as some average account for a group of records. For example, if you wanted to calculate the total of the price field for a group of customers, you would add a text box to the group header or group footer and then tempt of falling expression in the control source property of the Box Equal, which tells axes that its calculation open practices. Then you would put the name of the field in brackets. So in this case would be price on then close Prentice's. So if you're fooling a line, we're gonna open up for RPT registration in design view so well, right. Think that in the navigation pane here and then shoes designed view. So in the last video, we worked briefly with total feels. We added a total field to the group footer. This one here, and to the report footer, which is the grand total feel that we have it another way too quickly. I totals to report is by using the totals button. And that's his Icahn. Great! Here on the grouping in totals group of the ribbon. So you what you would do is select a feel that you want to total click the total budget and then select the ugly had function that you want to use. Once you do, a totals feel automatically be added to each group footer in the report, including a grand total field in the report. For now, if you want to manually calculated grand total for all the records in the report on a calculated control to the report footer I mean, look at the one we have here. So we have for the control source equals some and then gives us a grand total of the class cost field. No, I want to add a text box. And this is the textbooks tool here. The second control from the left. So with the control activated, I just click in the format automatically inserts a text box. Now, I don't want this label with us from the click on any white and my report to de select it. Then click of the label. Once the label is selected in the tap, The delete key on my keyboard. So now let's select our text box here on if your property sheet isn't display, you want to click the property sheet I can here in the ribbon. But I want to do is some of the total with fi feel for each group of records. So in a student I d footer. So I'm gonna click with control source property for that text box. I'm gonna type in equal some all the prejudices bracket total with fi close bracket those practices. So this enters an expression that will calculate the sum of the total with free field for each group of our records. I'm gonna make this the same size as the text box in the details section. So I'm gonna move my most perch over the right center sizing, handle and drink to the left. And I want this to be in currency format from this like that for that drop Tonio and choose currency from the list. And then about does it. So let's click the close. But in the property she pain. So now I want to click the class name field in the details section. I'm gonna automatically add a totals feel for this field by using the total bucket. I don't think the totals, but in here on the ribbon and shoes count records from the drop down list. So what this does is inserts a couch total field for the class name field in the class name in a student i d Footer and in the grand total area of a report. So let's kick the same icon, the quick access to a bar to save a report. I think the air or the view budget and then choose reported view from the menu. Seeing here, you see a count of the number of classes and in a grand total of report footer, we have accounted total of all of the classes taken. So that's inserting total feels in a report. 124. Using Rectangles Lines and Borders: having lines and borders to your forms and reports can make them appear more professional looking to add lines, you click the line control on the controls group of the design ribbon on. If I expand my controls gallery, that's this tool rate here. And then you click and drag on your former report until your line is the desired length. You know, temp is that if you hold on your shift key as you drag, not ensures that your line will be perfectly straight. If you want to add borders around an object, what you do is select the object. Display the properties for that object by clicking the property sheet pain and then selected the desired border type from the border style. Drop down left by default. It's transparent, which means that there is no border if I choose from the list. Here have solid dashes, short dashes doubt, sparse dot dash dot dash dot dot family. This as is for the time being. You can also change the color and with of your border from within the property sheets pain here. That's just by selecting the design options for the border with, you can see the various widths available on the border color as well. Additionally, you can add borders to your objects by clicking the rectangle tool, and that's just to a rate here and then drawing a rectangle around the desired object. So if you're falling on you want to make sure the RPT registration is open and design view . So from the design ribbon you click are of the view button and choose design view. Now click the count text box here in the town of Delete Kim, a keyboard. To remove that field from our report snow him to take the label control, which is the third control from the left. I'm gonna click at about the 4.5 inch mark your on my report on I'm gonna type in total. So what I want to do now is select this label on these two text boxes so mr to draw over all three of them so that they're selected. What I want to do is align them by their tops. And if you recall the alignment, commands air on the arrange ribbons from To click the arranged time of the ribbon, click the align budget on choose top from the list. I'm not what? I bring this total field a little bit closer to the other two. So this click anywhere in a white error to de select the three and just select the total box on the border. The total box there. Don't think my right arrow to move it over. There we go. So now what I want to do is move off three of these down from a select all three of them. Again. Mr. Mohammed has tapped down arrow on my keyboard three times. 123 the as a little space above all three of the controls. So what I want to do is insert a line above all three of these controls. So take the design tab in the ribbon, clean more budget in the controls gallery, and then click the light controlled here. Then click on the top edge of the total field and then drag to the right. I'm gonna hold on my shift keys to ensure I drink a straight line until the line reaches the top right edge of the total with fi text box, release my mouse budget. And now we have a line inserted above our three boxes here. So now I'm gonna click the stewed registration label here in the report Header. And I'm gonna add a border to this label. So I'm gonna ensure the property sheet is displayed. Somebody taking the border style property box, and I want to select solid from the list on that. I just saw a box or border around our label. I'm gonna make this little thicker, so I'm going to think in the border with property, and I want to choose to from the drop down list. So let's take a look at our reports. Some expect the interview, but it and shoes print PV from the menu. We can see the border that surrounds our stewed registration label, and we could see the line above The three feels in the group for a section. So I think we're done with this. Reports are gonna tap to control w keystroke combination, and I'm gonna Yes, to save changes and the awful dumb of this database from a click file and then choose clothes from backstage view 125. Importing Data from a Text File: Microsoft access allows you to bring in or import data from text files to use in your access database. You can import data from either I delimited text file in which each field is separated by delimit er such as a comma or from a fixed with text file in which each field has a fixed width. Access has a convenient text import wizard which steps you through the process of importing a text file. Now, when important doing over my text file, you could either store the important data in on new table or choose to upend it to an existing table as long as the first row of your text file matches the field names of the destination table. So for the next few videos, we're gonna be working with the Lesson three database in your lesson files folder for falling along so well. Open that file so I click open other files here. I'm gonna go to buy pinned lesson files folder. I'm gonna choose lesson three and then click open. So now I want to take the external data Commander, This is where I important export command. I kinds of located. So to import data, we want to thank the new data source icon. That's right over here. The import and link group of the ribbon. They were gonna 0.2 from file because we're importing it from a text file on. We want to choose text file from the list this displays to get external data wizard on, which will step us through the process off, imported the text file into our database. So I'm gonna import this into a new table in my database. Charming assure ensure that the first radio button here is selected Important a source down into a new table. And now we need to choose the text. Father, we want to import some to take the bloc's budget here. I'm gonna navigate to the lesson files folder on my desktop again. So desktop in the left pane, double click lesson files and the file that I want to import is named students. And that's just text fellow rate here she was selected and then click open there we click OK to move to the next step of the wizard. Three. Want to make sure that delimited is selected because, as you can see here, a text file the field in our tax file separated by commas. And here we need to choose the deal emitter in a text file. And it is Kama. So we want to ensure the common radio, but it is selected on. We can see here that the first roll over a text file contains the field names. So you want to select that boxes? Well, first roll contains Fielding's and then we'll click next. So here, every water, because specify additional information about our fields, such as the data type of whether it's indexed or it can even change the name of it. But I think I'm gonna leave this as is for now. However, if we were importing this data into an existing table, we would need to ensure that the data types here match those of the off the destination table. So let's say that this one was set toe text. For instance, I would either choose the data type rate here to text instead of long integer, but really, this as is, and then click the next button. So here we choose our primary key. If we leave the first option selected as access and primary key, it will create an I D field here, which is usually an ascending number field. But we want to choose our own primary keys. So I'm gonna click the radio button here on. We want to ensure that student ideas selected because this is the primary key. This is going to be the primary key field of this table. This is a unique field which identifies each student. So then I'm going to click next. I don't leave the table name as is and then we'll think finish close. So now we have a new table here called students. So if I double click the students table, we could see that we have eight records in our new table. For now, I'm gonna top the control w keystroke combination to close the table. 126. Importing Data from Excel: make yourself access also allows you to import to data from an Excel worksheet. You will find that the process is very similar to importing a text file when importing an Excel file, even have the option of bringing in an entire worksheet or a specific named rage. As with tax files, the import spreadsheet wizard will step you through the process of importing the worksheet file before proceeding. However you'll want would sure that the data in the spreadsheet is arranged in the correct tabular format? If you're a pending your data toe on existing table, you want to set the data types the same as the table into which your importing. So if you're falling along you again, want to click the external data tab of the ribbon to ensure that that is the active tab, we're gonna take the new data source icon here. We're gonna 0.2 from file, and this time I'm gonna choose itself from the list. So the first, if you want to do, is choose the file that we want to import. So we click the browse button and then we navigate to the folder with a foul is located, and that is Ah, unless it falls. Folder in a desktop on the file that we want is named classes, so we select it and then click open. So this time, instead of important the records to a new table, we're going to upend those records to an existing table. So I want to click the second option here, append to copy the records to the table, and then we choose the table to which we're going to upend. The records on the table that we want is TBL classes. So I will choose that from the list. Here they will take okay, So from here, if there were more than one work sheet in The Excel File, it would display in this box and top of the window here. But we only have the one work she's so we're going Teoh classes. You also import just unnamed range by clicking, then show named Ranges Radio Button and then selecting the named range. But we want to import the entire classes worksheets, Terminus. Select that first radio button and then we'll click. Next. Have you want to show that the first row contains column headings is selected and then of a pick finish. This imports the data and then displays. He's safe imports, steps, dialogue. They could save this import steps if you are if you repeat this process often, but I'm not going to do that. So I'm just going to click closer to close on Fox. So if you double click Tampa classes, the new records have automatically been appended to this table until tap control W to close that table. 127. Importing Data from another Access Database: importing data from another access database is a matter of selected the database and then choosing the table you want to import. In addition to tables, you can import other access objects such as queries, forms and reports, which could come in really handy when importing data from another access database. You do not have the option of a pending data toe in existing table like we did when we when importing a text file or an Excel spreadsheet. However, once the table is imported, you can then create an append query toe. Add the data to an existing table if you so choose. So again, if you're falling along, you want to ensure that the external data ribbon is the active ribbon. We're going to click the new data source I can again, and this time we're gonna choose from database. We can see we have a couple of different databases that we can import data from Access sequel server Wazir or debates files and the actions debates option has just been added back into herself access, but we want to import data from an access database, so I'm gonna click access and the first thing you want to do is select the database from where we want to import data from a click the browse button here on again, You want to navigate to the lesson files folder on your desktop on the name of the database , and I want to import data from is named new students 2013 selected that and then click open . So here we can either import the data into the current database or linked to the data source by creating a linked table. Will work with that in a later video. So we want to make sure his first option is set and then we'll take. Okay, So here is where you choose the objects that you want to import so we can see in the top of the screen. Here we have tables, Curries, Forbes reports, not goes in modules. But nothing shows up in here because the only thing we have in this database is one table. I want to import the TBL student list. We're gonna select that, I think think okay. And again, we could see if the import steps if you wanted to, But I'm just going to close this and we can see we now have a new table here. TBL stewed list. So if I double click that you see a new table with eight records from a tap control W to close that table. 128. Linking Data: linking data allows you to connect to data from another application without having to input it into your database. For example, they may be several departments that use the same customer list is the department specific database. So rather than creating several versions of the customer's table as well as updating each version, it would make more sense to create one database of customer information and then allow everyone to link to that database. Linking data enables you to read and in most cases updated data in both the original application and in the current database. Now, when linking to a table in another database, it's important to keep in mind that any changes you make in the current database will also be made in the source database. In other words, it is a live connection, however, when you delete the icon for a lynx table, for instance, if this was a little table and if I tap the delete key on my keyboard, you're deleting on Lee the link to the table, not the external table itself. So what we're going to do is delete the TBL students table on instead linked to that table in a different database So I'm gonna tell the delete key on my keyboard. I think that he has to confirm the deletion. Yes, to delete the relationships. So now if you're following it all, you want to take the external data tab in the ribbon, gonna collect the new data source icon 0.2 from database, and then choose access like we did the last video. So the first thing we need to do is choose which table we went to link to something. Click the browse button here on the database that we want to link to is entitled students. And that's the students database here from a select, not and click open. So this time, instead of importing items into the current database, we want to link to the data source. So we slept this second option here, the second radio button linked to the data source by creating a linked table so basic okay , to move to the next step of the wizard. Now we need to select the table to which we want to link. So what's next? Hubo students here and then click. OK, so if you look at TBL students here we see this little blue arrow to the left of the table name. This lets us know that this is a linked table rather than a table that resides in this database. Now you can always convert a linked table toe a nod linkage table, that is to say, a table that exists in this database by selecting the lings table in the home tab on the ribbon, clicking copy on, then look in the paste icon and then you would enter the name for the new table if you wanted to paste on Lee the structure of the table, that is to say, the field names under formatting rather than the data you would choose structure Onley, local table. Otherwise, you would choose structure and data to pace both the layout on the date of the table. But we don't want to do that. I'm just going to cancel out of here. And that is linking data in access 129. Exporting Data to Other Formats: In the past few videos, we've been working with importing data into Microsoft access. Now we're gonna look at exporting data from axes toe other formats. Exporting is a way to save information toe another database, spreadsheet or file format, so that could be easily used by different applications. You can export dare to a variety of supported file formats such as Excel Word text files on BBC databases. XML pdf for XPS and even HTML. So the navigation Bobby, when I think the oh here, we want to choose queries from the list, and I just plays out the Kurds in the database. We want to select Q r Y registration, and then we click the external data table in the ribbon on the export options are located on the export group of the ribbon here, the one that we want is text file. So I want to do is export the data from Q R Y. Registration this query to a text file from to take the text fellow, I can hear the expert group of the ribbon and that displays the export wizard. The first thing need to do is specify the destination file name and the format. So we clicked umbrellas. But in here, in the file name box with A with the text selected here, type in registration underscored data, and I was going to be the name of the destination text file. And then we want to make sure that the lesson of files folder in our desktop is Air Active folder If now you need to navigate their from the left pane. So the name of my new text fellow B registration data on he'll be located in the lesson files folder on my desktop. So I click Save. She could specify some export data options here expurgated with formatting and layout. This preserves the most formatting and layout when exporting data. We're not going to do that because we're gonna set those options that have OnStar take. Okay, so here we choose whether you want to file to be delimited or fixed with, we wanted to be delimited, which means that each feel is separated by a character such as the common, for instance, and then we click next. Now we choose the type of deliberate er we want. We want our dear to be separated by a comma from the slip that on this time I don't want my field names for the first row served to keep that check box turned off. And then I will click, finish and then click close to close the Wizard. So now if I took a look at the lesson of files folder on my desktop and scroll down, you can see that we have a new tax file. Your name registration data data was exported in delimited format, and that's exporting data to a tax file. 130. Exporting Data to a PDF File: ah, handy feature. An access is the ability to export your database objects as pdf files. Pdf stands for portable document format, So this feature allows you to export any access object with a B table clear reformer report into PDF format while preserving the four mounting and layout. This could be quite helpful if you need to send someone information from our database who does not have Microsoft access installed on their computer. Once you export the data. The file will then be open in Adobe Reader on Adobe Acrobat, the Microsoft Edge, Web, Roeser or whatever application that you have set as the default reader for PdF files. So the first thing we need to do is select the object that we want to export. So I'm gonna click the about the doctor area, the Navigation bar, on looking extraordinary part of this time sooner choose reports from the list on the report that we want is RPT registration and, if necessary, you take the external down. Attempting the ribbon on the command to export to a pdf file is this icon very tear? Pdf for XPS. So first off, we need to specify the name for a file. So with the text selected in the file name box, I'm gonna type in student underscore registration. We wondered sure that the found on a desktop is the active folder that is gonna be the destination folder for a file on. In this case, I want to ensure that the minimum size publishing online is selected. We're going to be emailing a file to someone else. So you want to save it toe a smaller size. And if you want over the file after his publish, you want to click the open following the publishing box, Time to select. That's really open it up for us, and then we'll click publish, and then we could see the file opens in the Reb Roeser. So here we have the s tuned registration report exported in a handy pdf format. 131. Exporting Data to another Access Database: he also export data toe another access database of separate access database. But when exploring the editor another access database, you need to explore the table object that contains the data. If you choose only a query object, for instance, access will export only the object itself and not the data. So, in exporting a query to another access database, don't forget to export the table or tables upon which the query is based. Aziz. Well, now, if you want to export only that data output from a specific query without having to export all of the related tables, the best way to accomplish this is to create a make table query and then export the new table. So if you're falling along, you want to click the navigation bar here. You want to choose tables from the lift, the table will be about to export toe. Another access database is the TBL classes, and it doesn't sell. You want to take the external down a temper. The ribbon on the command I can to export to honor database is rate here. I want to click access. Let me cancel here for a second. If you want to export to a different type of database click the more I can. And then he can choose O, D, B, C or D base, as well as the option to expert to SharePoint or twin HTML document. But we want to export to an access database. We click the Axis icon. So the first step is to choose the database into which we want to export our data. That is to say, choose the destination database. So I think the browse icon here of the database and I want to export the database into is the new students for the 13 database from to select that, then click save. So this selects the new student 2013 databases, a destination database. So I'm gonna take Okay, so now we can choose the name for the table that's going to contain our data. It defaulted to the same name, table name as the occurred database, and I actually this is fine, so I'm going to say, except that on we want to make sure that definition and data is selected. If you chose definition on Lee, it would include only the structure of the table without the data. We want the definition and the data. So you want to choose that and then click OK, them up the close to close the dialog. So this table has now been exported to that database. 132. Exporting Data to Excel: table data can also be exported to an Excel spreadsheet. Once exported, you can then take advantage of excels, powerful analytical features and adity formulas for budding changes, etcetera that you like older versions of access. This future was called Analyze It with Microsoft Excel. Since then, the ability to export a table or crew dated to Excel has now been added to the export group on the external data Ribbon announced his option right here. The sell button. So what we want to do is export data from our query to herself. So I get a kick the navigation by here. I'm going to choose queries for the object type the Korea. One export is the cure. Why registration? So I'm gonna select that. And then you want to ensure that the external data ribbon dizzy, active ribbon. Then we'll click the Excel button on the export group of the run. So the first thing I want to do is specify the name and location of our destination file. I don't think the browse button here on with the text selected in the file name box, I'm gonna type in registration. Then we want to navigate to the destination folder. In our case, that's the lesson files folder on our desktop. So I if you're not going to need to navigate by choosing desktop of the left pain and double clicking the lesson falls Fold of the right pain on Don't do it. Your data will be stored in a cell file named Registration in the Lesson files folder on her desktop to save button on the next week. Okay, then I think the close button to finish the process. So now let's open up Excel. So I'm gonna take the windows key on my keyboard and type IC sell here on the top, enter with the Excel APP shows up. So I'm gonna click open here in the left pane. I'm gonna navigate to the lesson files folder on my desktop And you remember the name of that Excel file was registration service, like registration here. We could see the date it was exported them click open. So this is all the data that was exported from that query into this Excel spreadsheet. So now you can analyze this anyway, want formatted, create charts, etcetera. You know I'm oppressed the ult F four keystroke combination to close excel. And I really don't want to save this. I'm gonna click. Don't save this. Returns us back to access 133. Exporting Data to Microsoft Word: You can also take advantage of Microsoft words, powerful formatting and layout features. By exporting your data to rich text format or RTF, for instance, you may need to send an access report electronically to someone who does not have access installed on their computer and needs to be able to add it on manipulate the data that you sent to them. You can then to spread the report Microsoft Word that he would use a save as command from within word to save it to a different format if need be. Notes of the Expert Toward Future can be used with data from either tables or queries. Now again in older versions of access this feature was called Publish It with Microsoft, Word says. Then the ability to export gated toe word has been added to the Export group of the external Donald Gribbon. And if you find that out of the more bunch in here, it's actually the first option in the list. So what we're going to do is expert that data from a report to Microsoft Word. So I'm gonna give the navigation bar here in the left pane and shoes reports from the list I want to choose Report registration, RPT registration. And then let's take the more budget here on the expert group of the ribbon and think word from the list. So now we need to select the folder. We're going to export idea. That's what would have picked the brothers. But of the year. You want to ensure that Viel Essen files folder on your desktop is the active folder? How was the text selected? The final name box. We're gonna call this registration report. So underscore report. So we've specified the name for a file on because he's gonna save it. Here is in rtf format. I we specified the location. Seven clicks save snow when I click the check box next to open the destination file after the expert operation is complete. So I'm gonna check that here and then click OK in the file automatically opens up in Microsoft Word you can see our data weren't filed with creditable data. So here we could modify this as you like, or save it into different former you saved by defaulted rtf format. So if you wanted to see what award format to a save as and then shoes were document from the list, but I don't really want to do anything with this. I'm just going to click the close button to exit work close, but in here. 134. Exporting Data to a Microsoft Word Mail Merge: You can also create a Microsoft Word mail. Merge either from within word or within access itself to initiate emerge, select the Tampa you wish to use as a data source and then click the word merge budget on the export group of the external data ribbon. And you could see that right now that but it is great our to this because I don't have a table selected. Let's cut the navigation bar here on choose the table objects or tables. So if I select the students table, we see that the word birch button is now active. You then have the option of using an existing word document or creating a new document of linking your data to it. So let's create a word merged. So with the students table selected, we're gonna take the word Burge icon here on the experts group with the ribbon. This displays the Microsoft Word mail merge wizard. So we want to create a new word documents you want to ensure that created new document and then link the data to it is selected. He could also liquidated to an existing word document on. You would then choose the document. So we want to ensure that this second option is selected and then click. OK, so this creates Ah blank Microsoft Word document using the students table as the data source so inward I'm gonna click the address block icon here in the right and insert fields group of the ribbon. I'm just select the second address format here. Then choose. OK, I'm gonna tap the enter key twice. I'm gonna type dear for a salutation. That's the space bar. I'm gonna take the air on the insert, merge field budget, and I want to choose first name from the list name atop a comma. And then he would just entering the rest of your letter. So let's take a look at how this would look. So I'm gonna click the finish emerge icon here in the finished group of the ribbon. They wear shoes at it. Individual documents, then look, Think OK, now we could see we have eight documents and word is inserted. Those merge feels from the students table in our access database. Somebody close words, You're gonna click the close button here on the window and choose Don't save close button here. Don't save when that returns us to Microsoft access. I've actually done with this database, so I took the file time of the ribbon and then choose clothes from backstage view. 135. Creating a Macro: macron along to automate common tasks such as printing a report or opening a form. If you find yourself repeating common tasks over and over again, you might want to consider creating a macro, especially if the task contains tour more steps. If you've worked it all with Microsoft Word Power Point during cell, you may already be familiar with the concept of Mac Rose. These applications you create Macron's been recording your keystrokes mouse clicks on menu commands. Creating macros and access is a little bit different, however, in that you do not record your macro actions, but rather you enter the actions and arguments directly into the macro designer window. And this is the Mac would leave is all your window that we see here on our screen. The macro designer window makes it easy to create Mac Rose on the macro Designer works right inside of access and features and in Telus Sense builder, that is to say, as you choose, your action boxes appear below allow you to set conditions on parameters. So the action dropped a list here in the macro designed a window contains a list of drop down Merkel commands that were available to you. So you can either choose an action from the from the list here or choose from the action catalog over here in the right pane. And if you're not protected, Disclosure Triangle to expand the Actions folder, we can see all the categories of actions available to US actions over here in the action Kaluga grouped by their function. And if you wish to add in action from here to the window, just double think the action. Oregon just dragged right on over. You can also search for inaction using the search box on top of the action Kellogg paid. For instance, if I wanted to add the message box action, I could start typing in message. And here we have the message box action that displays like in this double click this or drinking over, to add it to my macro. Most macro actions contain arguments on an argument is a value that provides information to that action. For in the example here, this knocking that we have open here the action is the open form action and these are the arguments for that action. So here we have the name of the form job in which is formed students. The view that we wanted to open in which is formed view on the window mode, which is normal. Another example is that if you were using the open report action than the name of the report would be one of the arguments. So let's create a macro. And to do that, we're gonna open up the macro data base. That's locator in the lesson files folder on your desktop. So I think filed open, they will navigate to that lesson files folder on our desktop. And then the name of the database is Mac Rose. Select out and click open, and I want to click the enable content budgeteers Message box disappears so like creating other access objects you create back rose from the creates time of the ribbon. So I'm gonna click the create top here. Then we'll click the backer like kind of just looking in. The Mac was in code group of the ribbon. So let's begin adding actions so affect the ad actually dropped on a roll here in the center pain. I'm gonna choose open form, so we just got the school bar and drink it down until we see the open from action on, then we'll click it. So now we need to enter some arguments for our action. So in the form, name, box and detective dropped on our here the formula want this macro toe open is the form student registration. And there's this one rate here on I think everything else I'm gonna leave as is I wanted to open a form view and I want the window mode to be normal. So I'm gonna click the save icon of the quick access to a bar. And now we need to provide or a macro and name on in keeping with our naming conventions in , In, In this emcee are for back row. I'll call this open student registration That looks like Okay, so to execute her Marco, we click the run icon and that's in the tools group of the contextual design ribbon here. So we'll click down. I can on the form stewed registration is now open. So let's close out this form suman attempt to control w keystroke combination On that I am in a tap control w again to close the macro on in the next video, we'll look at adding additional macro actions 136. Adding Additional Macro Actions: like other access objects, the macro object has a design view, and it is a design view where you make changes to your macro after it's been created. The last video we created a macro with just a single step, but often a Mac will need to contain several steps in order to complete a specific task. For example, you might want your mackerel toe open a form than maximize the form, goto a new record and then provide an informational message box to the user. Each action is listed on its own section. In the macro designer, we can see the macro designer here on our screen. Macro actions are executed in the order in which they are listed. So for falling along, I want to take the navigation bar here. And we only want to display macros rituals. Macros from the list. I want to click the macro here, the emcee our opens to and registration. I'm gonna right click it and then she was designed view from the contextual menu. So we're going to search for action. So I'm gonna click in the search box over here. The actually catalogue paid and I wonder type in a comment. This displays only actions that meets their specific criteria. So notice of the comment action is located in the program flow folder. So I'm gonna have the comment action to my not girl, so I'm gonna double click it. But as the comment action to a macro window here, the comments are optional. But a good way to document your program flow. So I'm gonna type in, opens the registration for okay. Someone had another action. So I'm gonna click the drop down list, turn the add new action box, and I'm gonna type in em on my keyboard. This jump, Tomoko actions beginning with them on the 1st 1 here is maximized window, and that is the one that I walked. So with that selected, I'm gonna tap the enter key on my keyboard. So this adds the maximized window action to our macro workflow. So I'm not another action. Things from a detective drop down arrow next to the add new action box and tape it em again . Never take my arrow key and scroll down until I see message box. This is the actual that I want. So once it selected on tap the enter Cuma keyboard. So what a message box does is displays an informational message box to the user so we can see that this macro action has arguments that we can set. So the first is the message which is required, and this is the message of the user will receive. So if you follow along with a click of the message box here, and we're gonna type in to add a new student open firm students so this enters a message of the user will receive on because of the type of information. This is something I think the doctor ill in the type box. And I'm gonna choose information. We can see the other options your ah, critical or warning or warning with an exclamation point. But we want information, so we'll leave it as that. So now I want to kick in the title box, and this is gonna be the title of the message box and will appear on the top of the message box. And I'm gonna and this adding a new student So we'll add another actions from a 60 year dropped on their Army action list. This temperament taping Go on the accident a lot is the go to control action, actually, was the first G in my list. So with that selected, I'm gonna tap the enter key on the keyboard. So now I'm gonna kick in the control name box. I'm gonna tell you first name. So I think that about doesn't. So our map, you will first open the form customer entry. Well, then maximize the window. Well, then, despite a message box to our user, and then we'll go to the first name control, which is probably the first control in the form so we could begin entry in our data. So I'll take the save icon on the quick access to a bar to savor design changes. And that's runner Macro. I think the run I come, the tools group of the ribbon will bring up the form. Here's a message box. This is the title that we added out in a new student. Okay. And then we moved to the first name feel in the form. So I think I can close this form. Seem to tap the control W keystroke combination on my keyboard. This returns us Doctor. The macro window 137. Running a Macro Step by Step: as we've seen, executing a macro causes the market to perform all of the steps in the macro sequence at one time. If you want to ensure that the marker performance he has signed it tasks in the way that you expect, you can test your marker by having it perform one step at a time on pausing after each step . This way you can review the results of each macro step. So to test a mackerel step by step, you click the single step of button on the contextual design women and then run the macro. So we want to click the design tab of the ribbon here, and this is a single step icon. This is actually a toggle I Kung's, so once you click, it remains activated until you click it again to toggle it off so won't protect the single step icon. The macro single step dialogue will then display after each step. I need to click the step button to continue to the next macro action, so let's see how that works. So you want to make sure that the design top of the ribbon is the active top here, and if I click the single step wanted and I move my mouse pointer away from it. We see that the button is now lit, which means that it has toggled on and now we click the run button on that displays a macro single step. So the first step it's going to do is open form. So once XX step would perform that action. So I think step on it opens the form. Next step, maximize window click step and the window is maximized. The next step is to display a message box. Once I click step, it will perform that action and I click OK on. The last action is Makary for recall was moving to the first name control. So like like step that we can see that our focus moved to the first name control in this form. So let me tap the control w Cousteau combination to close his form. Now, if I click the design temp of the ribbon, we see that the single step. But it is still lick. So you need to click this to talk that off. So do just that. I mean, click the single step button on You could see that is now no longer lit. And I think I'm done with his Makris German attack to control w keystroke combination 138. Assigning a Macro to a Command Button: macros can be assigned to control, such as command buttons. Now command bonds that controls that you add to your form, which provide you with a way of performing actions by simply clicking the control, to assign a macro to a command bunch into Addis to the command buttons on click property and the property sheet pain. That's when a user clicks the button. The back row is executed now on the property. She pays those properties, such as on Click on God Focus and on Double Click. And these air called Events Event is a specific action that occurs on or with a certain object. Access can respond to a variety of different events, such as mouse clicks, the opening of closing of forms or changing the focus of a control. And events are usually the result of an action by a user. So if you're falling along, let's keep the navigation bar here. I'm gonna choose forms from the list. Is that what you want to display foreign objects? The firm that will want to work with is the FRM students. This is this form here, right click that and then shoes designed view. We want to ensure that the contextual designed tab is the active tab. Then we'll click them more budget on the controls gallery. Where we want to do now is deactivate the control wizard. We're gonna properties manually to this control. So I'm gonna click the little box here and effective the more button again. We can see that that control is now deactivated. So I want to click the button control. And that's the control here with the four X is which is the fourth control from the left. I'm gonna take the budget control and then Dre and then drag in the header section of the form until my button is about one inch high by 1.5 inches long. Maybe like so. And then I will release the mouse button so the property shoot isn't displayed. What? I should click the property sheet I can hear on the ribbon, and I want to click the all tab to ensure that all my properties air displayed on I'm gonna double click of the caption property and I'm gonna type in registration form. Andi caption is what displays in the button. So once the tap enter, we can see that the caption has updated the button. So now what I want to do is a sign, a macro to the on click property. So there was somebody clicks this button, the macro will execute something. So my property sheet and us and the orders were confined. My commands quickly. So neglect a dizzy, but it here on the commander and what is the on click? And that is this one right here server during the school by on one of the top you can see the on click property here. So the second, the young click property. I don't think the drop Tonio and owner choose and CR opens tuned registration. That's that macro we created in the previous video. So this is signs that macro to the on click event of the command button. So now when the user clicks the button, that macro will execute from that clip the close but in the property sheet pain and will save our for design changes. So Arctic to save. I cut in the quick access to a bar. Let's get the era of the view, but in here and shoes form view and let's kick your butt into executed. So I will pick the registration for a button here on this launches the if a Rams tuned registration cannot think OK, so let's close his firm's women attempt control W and then closes from as well, so tap control W again. 139. Creating a Macro Group: If you find yourself creating a large number of Mac rose, creating macro groups could help you manage your Mac rose more easily. The Macro Group is a collection of related sub macros. All start together in a single macro object, so the illustration on our screen the macro group, which is named EMC, are open farms is made up of three related Macron's or some macros, which are open registration open students on open classes. The name next to the words sub macro identifies each separate group of macro actions and specifies the beginning of the macro when the group is expanded. The words and sub macro marked the end of the macro in that group. Now I included these three mackerels in this particular group because each macro carries out of the open form action. You could Monta macro in a macro group in an event by typing the macro group name followed by a period than the macro name. So the proceeding example off those three open form sub macros to refer to the open students Macro, you would type M C are open forms, which is the macro group, followed by a period and then a sub macro name which in this case would be open students. No notes of the sub macro action is different than the group action group. Actions cannot be called or executed. They mainly served to increase readability. My story program flow in named collapsible blocks also know that you cannot run a macro group which is a macro containing sub mackerels directly from the mackerel window. Macron's could only be called by a run macro or on error Macro action. So let's work this little bit so you can see how this works. So we're gonna click the create Top of the ribbon were oxygen to create a new macro. So I don't think the macro budget and the Mac was a code group of the ribbon. I don't want to delete the word comment in the action catalogue box here we did a search for this is a previous video and it still remains from the select the text and tap delete. So if necessary, you want to expand the program flow folder here, we're gonna have the sub macro action to the macro window. So we're gonna double click sub macro. So the name of this sub macro is going to be opened. Registrations. You wanna click of the sub macro box here sucked in the existing tax and type open registration. So no, it's at some actions to this sub macro. So I'm gonna kick the drop down arrow in the add new action box. I'm gonna type the letter on my keyboard, which jumps to macro actions, beginning with the letter all of And I want the open for machin someone a captain down arrow Cuma keyboard until open form is visible. Once that selected, I will tap the enter key on my keyboard. So I want to take the form name dropped on a roll here in the Formula One Open is the f r M's tuned registration. So select that and everything else will leave as is so that's not another action. So I'm gonna take the action, dropped a list of the 10 2 letter M. This time I'm not maximize windows from a select action and then Kathy into Cuba. Cuba, if you just click it with your mouth. So I think that's it for this Makris Johnny. Click anywhere below the words end sub not grow. So there were done with that macros. So we have a completely separate macro. So now lets out another sub macro to our main macro. Here are natural group from a double picks up macro and that as a new sub marco to our macro group. So I'm not named this one. Open students where you want to select any text Existing Texan sub macro box type in open students. So now I need add some actions from a trick. The ad New action dropped a list kept the OAP key on my keyboard and a lengthy open form action towards that selected Isla toughie in Turkey. The form that I want to open this time is FRM students from the click the drop toe l here and choose FRM students naked. Anybody is it for that sub macro? So I'm going to click anywhere after the and sub macro action here I will add one more sub macro tour macro group. This time I'm gonna drink sub macro over to the macro window on announce it in for this sub macron and name this open classes. So I think the doctor there on the ad to actual list attacks the old Khiam a keyboard you want, Teoh? Have the open form action again. Don't out my down arrow key on the keyboard and select open form. The Florida want open this time is a firm. Classes from a picture dropped on our next to form name and shoes. That firm classes. And that about does it for our macro group. So let's check the same icon, the quick access to a bar. And now I need to name our macro group coming in. This emcee are open forms. Then click OK on done with this, um, attempt to control w keystroke combination on in the next video, we'll actually use our macro group. 140. Using a Macro Group: Once you've credited Macro group, you're ready to use it. You add a macro and a mackerel group to control the same way that you had a mackerel. It is not part of a group. However, a macro in a macro group is displayed as the macro group name, followed by a period than the macro name. So, for example, the open students macro in the M C are open forms group would display as and C are open forms dot open students. So if you're following the law, you want to make sure that forms is displayed here. The navigation bar and we want to open the form student registration in design views going to right. Click that form and then shoes designed from the context. Tremendous. So you want to click the more button on the controls gallery here. I want to ensure that the use control wizard is toggled off. We can see that my case, the button is not let we want to add a bunting control to our form on. That's the fourth parted from the left here, the moment four axes, time to kick the butt to control and then dragged in the form header. So the buttons about an inch high by 1.5 inches long going to release my lost button. So the command buttons still selected I want to click the property shoot, I can hear on the ribbon. First off, I want to change the captured of this button So I will throw all the way up until I see the caption property. I will select the existing text there and type add students, then tap the enter key. So now we want to click the avenge tab here the property sheet This displays only event properties of the form the one that we want is the on click event so that something will happen when somebody clicks this button. So when I click the era of the Arctic event, you can see that we have EMC are open forms. We also have several sub mackerels here. The one that we want is the open students Sub macro in the M C are open forms. That would be this knocker rate here which is listed as in CR open forms dot open students And this left that little click the close but in the property sheets paid and you know, I'm gonna modify the four mounting of his, but in a little bit. So with the buttons still selected, that's click the forbade tab in the ribbon. I'm gonna click the quick styles about it here in the control formatting. And I think I want the blue style in the last row here. And that's this one Here is from the select that that looks good and you can see that you have other options. Here. You change the shape of your budget as well. So But I believe this, as is with the blue with the blue style added to it, I don't think the design tab to go back to design view, and I want to view this form informed views. So I'm gonna take the air on the view button and choose for me from the menu. So let's run our macro. So I'm gonna click the add students, but it here and vellum that opens up the student entry form and top control W two closes firm on top control. W again to close this firm and wanna click Yes, would prompted to save our changes. Yes. That closes the forms to registration 141. Using Macro Conditions: In some cases, you might want to execute an action or a series of actions in a macro Onley. If a particular condition is true, for example, you can use a Mac would validate data in a form using conditions. You might want to display one message in response to one set of values and another message in response to a different set of values. To execute macro conditions on Lee. When certain conditions are true, you use an if block as we see on the screen. This replaces the condition column in older versions of access. When an if block is executed, access evaluates that condition. If it is true, then access carries out the action associated with the condition. If it is false, access ignores the action and any immediately following actions for that condition so you can evaluate more than what condition by using the else if and else blocks, for instance, If the first condition is false, access moves to the else. If block on evaluates condition there, if that condition is false and he moved to the next else if block, If all conditions there false, that access performs the action under the final else block in the condition example on our screen, the condition references are control on a form, so the syntax by not first appear strange to, though it is quite logical, this construction can also be used to reference controls on a form or a report from queries , which could be quite useful, and the sin taxes broken down as follows. The first part is the database object, whether that be tables, forms, queries reports. Next part is the name of the objects or in this case, is the form name, which is former employees. And then, lastly, is the control name in this case, that is the state field. So let's work a little bit with macro conditions. So we're gonna take the created top of the river here on. We want to click the backward button over. The Mac was in code group of the ribbon, so from the ad to action, dropped are less. We're gonna choose if this as the f action to the macro window. So I'm going to click the Building Bunten, and that's the little button right here. And you can see as I moved by those part or what it says, click to involve builders. Are we to click the builder button? This will help us to build our expression. Something clicked. The plus sign next to Mac Rose here on this the name of the database from expend all the objects in the database that would detect the plus side if two forms. And I want to see a list of all my forms or to click the plus side next to all forms. And I want to click on the former student registration. And that is this form right here that expands the form student registration folder displays all controls on that form. So I'm gonna click the state feel of the middle where knows from the scroll down until state is visible. And then I will double click it and that as that field reference to our expression window. So again, we saw that the first part is the type of object. The next is the name of the object on Lassie that control on that object. So I'm gonna take after the expression here on top of the window on the tape in equal, and then type in Am I surrounded by close. So the condition remarkable test for is whether the state field in the FRM student registration is equal to Michigan. So I'm gonna click. OK, so I'm gonna add new action. But I want to make sure that part of this if statement hears from the clique thea plus button here on the type of em to jump to access beginning with M and I want message box. So the action argument section here I want to click in the message box text box here. I'm type Michigan students. Do not pay an out of state fee on for the type of this. I want to sit this to information from click the type drop down list on choose Information on for the title will call this out of state fee. So now I want to take the LCF link here in the center window. This adds the else if blocked tour macro, So conditions in this block will Onley execute if the condition is true and the preceding block is not on an expression again. This time I'm gonna press the shift F two keystroke combination on this displays the zoom window making it easier to type in our expression somewhere doing this time is typing in the condition manually rather than using the builder like we did last time. So I'm gonna type inform, Surrounded by Brockett So forms closed Bracket excavation Pint Right Open back in FRM student registration closed bracket exclamation point state equal on December chucking for the state of Wisconsin's typing w I surrounded by quotes. So again we have the type of object, the name of the object that even the control on the object which is state in this case on the condition. So basically, the only difference between this condition on the last one that we built with the builder is that the evaluator in this case is Wisconsin. Whereas the evaluator of the last example was Michigan From the Tickle K to close the zoom window on the special has been added to our else if box So I'm gonna click the add to action again. I'm gonna tape em and I'm no my arrow key until message boxes highlighted the top. The enter key on my keyboard, my cursor in the message box type of Wisconsin students do not pay an out of state feed and I get I'm gonna sit. This is information so quickly a type dropped arrests and shoes. Information on for the title. This is core to be out of state fee again. So if the if the user enters Michigan in the state control, they're going to receive a message saying Michigan students do not paying out of state feet . If they did not enter Michigan, then they will move to the LCF. Portions of macro took to check to see the user. Andrew, Wisconsin if they did, and to Wisconsin actual display a message box A Wisconsin students do not paying out of state feet, but of the 100 neither Michigan nor Wisconsin the mackerel will just terminate without displaying any message box. It all took the same icon on the quick access tool. Barb, I'm gonna name this matter. So I'm gonna call this emcee, are out under scorer off Underscore State. OK, you tap the control w keystroke combination to close the macro window. So now on the navigation bar, you wanna click Theobald here and choose forms from the list so he only display form objects and I want to right click on farm student registration on I want to choose design view from the list we want to select the State control here. That's the state text box. And that's right over here. I mean, what its prey the property sheet and for the problem sheet panel for that control, Monica picked the events tab. I want to click in the Eid loss Focus property. So whatever we specify for this property will fire after remove off of this state control are when we move away from that state text box. So I'm gonna 50 0 you know, I want to choose m. C are out of state. So this selects the mackerel that is to be executed when the state text box loses. Focus, that is to say, when the cursor moves off the state text box. So I'm gonna take the clothes, but in the property sheets pain here on that's viewer form informed views I'm gonna take the are of the view button on choose form view. So let's take the stage box, then tap the tab. Key Michigan students do not paid out of state feed. Looked like Okay, on a move to the next record here and here, the state is Colorado, undertaking the state feel again and then tap the tab key. I don't receive no message because Colorado does not meet either of those conditions that we set. It's moving to the next record, and here we have Wisconsin's them to click in the state box. And again I'm gonna tap the tab key and again as we leave the state field because of status Wisconsin, who receive our message saying that Wisconsin students do not pay an out of state feed. So take okay, and I think I've done with this form. So I'm gonna click the forms close button, and that is hard to set conditions for Macron's. I do want to say this form. Click Yes. 142. The AutoExec Macro: an auto executive macro is a mackerel. It automatically executes when you open a database, for instance, you might want to display a particular form. The database is open to her. Perhaps display an informational message to your user to create our exact macro. You create a macro just as you would any other. But name it auto execs. No, that an autistic mackerel runs after the startup options have taken effect. We're gonna talk about startup options in a later video. So therefore, you should avoid any actions in your autoexec magro. That will change the effect off the startup option settings. So let's create an outer exact macro. We're gonna take the creates top of the ribbon here. I'm going to take the matter. I come in. The macro is a cold group. So our first action, I wanted to be open form Something clicked The doctor list here, and I'm gonna type O to jump to actions beginning with O and then tap my down arrow my keyboard until the open formats is highlighted and then tap enter. So the action arguments area need to choose the former one toe open, and I want to open fr AB student registrations from the click, the drop down list and shoes that form from the list of foreign stewed registration. So now I want to add another action from there. Think they're dropped during a row of we had new action box on the top, the M key on my keyboard. And what I want to do is maximize with the window, and that is the first option here. Maximize window. So with that selected, it will tap the enter key on my keyboard. And those are the only two actions that I want my auto exact macro to complete. So we'll click the save icon of the quick access toolbar. And for this backer, we name it Otto. Exact. Just like so. If we don't name it exactly like this, the macro will not fire when the database has opened. Some to take. Okay, I'm atop the control w keystroke combination to close the macro window. So now we're gonna take the file tab of the ribbon and then click close to close the database. So now we're gonna reopen this database, and if we did this correctly or other exact macro should run from attempt control and in the recent area. I'm gonna click the macros database. And, as we could say, the steward registration for automatically opens and then is maximized as specified by AUTOEXEC. Back row. So I think I'm done with his farms or minute tap control W to close that form, and that's how to create an auto execs macro. 143. Creating an AutoKeys Macro: Another special macro available is the Otto Keys. Macro, the Otto Keys macro allows you to assign a keystroke combination toe a macro, thus allow you to execute the macro from anywhere in your database toe. Assign a macro toe a keystroke. You will need to create a new macro group. Name it Auto keys Free sub back. Will you type the keystroke combination you want toe a sign in the sub macro box and then enter any actions you want to macro to perform any matters that you want to assign the keystrokes? Would it to be stored in this auto keys? Macro on. We can see an example of a sub mackerel on her screen. Ah, trick that many access programmers use is to assign the F 11 key toe a message box. If you have decided to hide the navigation pane from users, for instance, they could easily re display it by pressing F 11 to prevent them from overriding your wishes and to keep the navigation pane hidden at the F 11 Cousteau combination to your auto keys. Macro to Andrew keystroke combinations. You use the send keys syntax, as we see on our screen here for example, to enter the keystroke combination control of seven, he would type in the carrot symbol, which is above the sixth under keyboard, also called the circum flex. Then you were type of seven and surround of seven with braces or cruelty brackets to change the behavior of the 11 key. The trick there we just mentioned you would type in F 11 that surrounded by braces in the macro Names column. So let's create an auto keys. Macro, we're gonna click the create tab on the ribbon here and then click. The macro icon on the Mac was in code group of the ribbon census Macro is going to contain several sub macros who would have stood up by choosing this sub mackerel action from a typing s. And then when someone who was highlighted top the enter key on my keyboard from the sub macron name box, I'm gonna type in the keystroke combination. For this, we're Teoh modify the F 11 key, so type in the opening brace or curly brackets and some people call them. They're typing F 11 on clothes brace. So now you need to specify what we want to happen when that key is craft from to take the add new action dropped a list here. I'm gonna top em to jump Teoh actions beginning with them. And what I want is the message box will top the down arrow key on my keyboard and then top enter on my keyboard. That is the message box of a type in. You cannot on high the navigation paying this way. See our system administrator. So this is the message of the user will receive when they tap F 11 for the type of the Septus as information for the title, I'm gonna call this cannot Unhygienic window exclamation parade. So now I want to click anywhere below the words and sub macro here that takes the focus off of that sub macro. So gonna add a new sub macros from to click the had new action drop down list and tough, sm a keyboard and then press enter. When sub matter was highlighted for this, I'm gonna enter in a keystroke combination of control arm. That would be the carrot key on your keyboard, which is the symbol above the letter six that I'm a type in our So what? I want toe happen when the user hold down The control are keystroke. Combination is toe open the student registration for So I'm gonna click the add new action here this new sub macro tempted they're all over my keyboard and then tap my down arrow until the open form action is highlighted and there will tell Enter. So the form that I want to open is the student registration forms. I'm gonna click the dropped A list in the form name box and choose FRM stewed registration . And I think that will be it for this auto keys Macro. So I make like to save I can on the quick access tuber. We're gonna name this auto keys on again and he's to be named this exactly. Otherwise the macro will not work. Let me take okay and that's pressed the control w keystroke combination. So that's press the left 11 Kira AKI Berg and he will receive our message saying you cannot on hide window on the custom message that we entered in. So I was supposed to control our keystroke combination and this opens a student registration form must be specified in the auto key macro. So I'm gonna tap control w to close that form and that is how to create an outer keys macro in access 144. Creating a Data Macro: Jana Macros allow you tad macros to events in your tables, And this includes events such as adding, updating or deleting data. Storing Macklin their tables means that a mackerel can be triggered from a table. For more query, for instance, you could create a Magritte automatically send an email to your customers once an order is entered in the database, or to automatically insert a salary amount dependent on the employees assigned to level on the table. Tab on the ribbon displays the different types of events to which you can attach Macron's So let's see how that works. So we're gonna take the navigation bar here. We want to choose tables to display only table objects on. We're gonna double click the table named TB outclasses to open it up. So here we want to click the contextual table tab on the ribbon. This displays contextual commands and options for table events, so I want to click the before change. But it we can see here the familiar macro window, so this specifies that the macro will be executed before the record is changed. So from the action catalogue, let's double click the if command here to add that to our matter Window from a type in CR and CIA North and I as I begin typing access automatically displays the field names in the table has be type displays, the matching ones. So we have credits you to spend time to click credits that as a field to our if box summer type of equal and then the number three strong by pregnancies. So this enters the first if statement here, so of Kratz is equal to three now, indeed, a specify our action something Take the add new action here on the one that I want is set field. This specifies that we wish to change the data of a feel in our table. Somebody think of the name, box and type in C O and I was the class cost feels so Click that from the list, um attempt the tab key to move to the value box type in 360. So this specifies a value to which the feel is to be changed. If the condition is equal to true. So if Chris is equal of free, then access will set the class cost field to 360 or I should say the value in the class cost field to 360 snow. Want to click the add else if link your someone, take that and as E. Else. If it's now, we want to check to see if credit is evil. Toe four. So it is gonna type in this exact same expression that we have here except for four. So open bracket credits equal to four. They want to set the value in the class cost feel to For 80 something 60 had new action drop down list and set set field in the same box. I was the class cost feel again, so of type in cl. The class cost a space. I will click it from the list number Tough. The tab key on my keyboard for the Valium. Typing for 80 This will do is check to see if credits is equal to three. If it is, it'll set the value of the class cost field to 3 60 If it isn't, it checks to see if credit is equal to four. If it is, it will add for 80 in the class. Cost field on the cross is equal to neither of these values then nothing will occur. Something to save. I come the quick access to about a Saviour Macron Don't help the control w keystroke combination. So now I'm gonna scroll down to the end of the table and we're gonna entered a new record here. So I'm gonna click in the class name box for the new record in the bottom of the table. And I'm a type in a Spanish for travelers. Press the tab key for department. That's gonna be Spanish. What have the tab key have attempt for their own? Atop the doubt, El Khiam, a keyboard and those of the class costs automatically updated two for 80 before it saved that record or before the record was changed. Sweating data markers to your tables could be a good way to cut down on data entry errors as it could enter a lot of values of your table automatically based on other fields 145. Adding a Macro to the Quick Access Toolbar: If there are particular Macron's that you execute often you can add them to the quick access to a bill here on the upper left corner of the window for easy access. And it took me freedom, actually will then appear in the macros category of the available commands that you could add to the toolbar. So if I took on file here, that's on display. Are access options and the quick access tool. Bob, if I choose macros for the list here, it displays. All of the macro is that we've created that exists in the database to make you macro stunned out. Access also allows you to choose from a variety of icons. You could apply to your toolbar macro that we could see the default icons that are applied to the commands here. So let's do that. Some cancelled of here. But I'm gonna click the customized quick access toolbar l. And that's this hour to the right of the toolbar here. I'm gonna choose more commands from the menu again. This is played that familiar access options window that we just looked at So again, from the choose commands from drop down list, I want to choose Mac Rose. This displays all The Mac was in my database. On the macro that I'll want is the open students. Matt Room, this is macro. Open forms dot open students. So to add it to the quick access toolbar, all I need to do is click the add button here and now the command is part of our quick axes toolbar. So now I'm gonna modify this macro bits from effect the modify button. From here, we could change the display name of the macro as well as a sign. And I come to the macro sugar displayed in other type in at students of the icon. I want the icon off the person here, and let's see, I can I want to use for my macro. So I'm gonna take okay, Okay. Here we can see the ICANN for a new macro as a movement. Most pointer over the macro. It displays the text that we added, which is ad students. So that's so to execute our mackerel, we just need to click on the icon. So let's do that on displays its to dent reform. So again, if there's McAdoo use often, adding them to the quick access toolbar can really be a time saver 146. Creating a Switchboard: when designing a database for others. What if your goal should be to make the database user friendly as possible? Well designed database should be easy to navigate for the end user, so to accomplish this goal, you might want to consider adding a switchboard to your database. Our switchboard is a menu system that allows your user to accomplish a variety of actions with a click of a mouse bunted, For example, our main switchboard making change substrates is as opening various data entry forms, jumping toe another switchboard or exiting the database as illustrated on our screen to create customers and delete a switchboard. You use the switchboard manager now, beginning with Access 2010. The switchboard knowledge of feature is no longer available on the ribbon. You'll need to add it to the quick access toolbar. Many people don't use switchboards and instead rely on the navigation paid to open the various elements and access. But for users who are not well versed in the database, a switchboard might be the way to go. So for this video, we're gonna work with the Lesson four database. We're gonna take open other files. Here. You look like folders to access by Pindar Lesson founds folder here and I'm gonna click that and we want the lesson for down the base. So that's just one here. Then we'll click open. So the first thing we need to do is add switchboard manager to our quick access toolbar. So I'm gonna click the customers quick access tool by cutting. That's his arrow right here. And I'm going to choose more commands from the menu. So here what I displayed on Lee those commands that are not in the ribbons from Mexico Drop down arrow in the truth commands from box I'm a choose commands knotted ribbon I'm gonna scroll down on the list is in alphabetical order until we see switchboard manager on here we go from a select that then click the add but into out it right quick access toolbar. And it's telling me I already have it in because I've added it in the past. So once you've out and if you click OK to close the window. So this is a switchboard manager icon right here. So let's click it. So senses No switchboard manager in this database, you'll receive a measures box asking you if you want to create one, and we do. So we're gonna click. Yes. And now axes displays a switchboard manager dialogue. Somebody following a switchboard manager automatically created a default switchboard page called the Main Switchboard. So let's create another one trip look like the new budget here. I'm gonna give it a name, and this one is going to be called reports some of type in reports and then click OK, and in the next video ads, some switchboard items to our switchboard. 147. Adding Switchboard Items: After you create your switchboard, you'll venuto add commands Teoh each switchboard form commands perform such actions as opening a formal report on exiting the application, running a mackerel or even opening another Swiss board. So let's add some items to our switchboard form. So I'm gonna select main switchboard here. Then we want to click edit, and I want to add a new command. So I'm gonna click the new button here, and I'm gonna call this open student entry for they were topped the tab Kim a keyboard to move to the next option for this electric, the drop down arrow. And I'm going to choose open form in edit mode. And this specifies the command to execute with a command button is clicked. Now press tab on. Now I need to choose which formed toe open and edit mode on our shoes after our students here, Then I'll click. OK, so let's on another item. So I'm gonna click new on the text for this command bun I'm gonna call open class entry for We'll tell the tab Cuma keyboard for this. I'm gonna choose open Forman, Add more from the list. The press top again. The Formula One Open is FRM classes. Choose that for the drop down list. Time to click. OK, we'll click close and then click close again. So the next video we'll actually use their switchboard. 148. Using the Switchboard: when creating a switchboard for the first time, Access provides the default name of switchboard for your new switchboard and then places it in the forms area. You open your switchboard just as you would any other form Smith sports that you've created , but to which you've not added any sweet sport items will not display in the forms area. So between the navigation bar here in the left pane. And I'm gonna choose forms from the list to display our four by objects, but now has double click these switchboard form here, the left pane toe. Open it. And here is our switchboard. These the two items that we added to our switch part of the previous video opens to an and reform Anobit class entry form. So let's take command. But into the left off open student and reforms ones that clicker his opens this tuned entry form. And if I close is formed by clicking the closed budget here, he returns as back to our switchboard. So now I'm gonna click the command about it next toe open class and reform on this opens that entry form and if you recall but said this command to add mode. So I noticed there are no records displaying, but we have record one of one. That is because in this mode, we only can add new records that view existing records, is going to go back to an emote. Just click the ascending. I kind of the sort of filter group of the ribbon, and there's then displays all records in the table. We were back in edit mode. Somebody have the control w keystroke combination to bring us back Tremaine switchboard animate tap Control W again to close their switchboard for the next video, we're gonna look at editing a switchboard. 149. Editing a Switchboard: After creating your switchboard, you may discover that you need to add additional commands to it. For instance, you may have added new forms of reports in your database that you want reflected on your switchboard. To modify an existing switchboard, take the switchboard manager. I kind of the quick access toolbar. Select the switchboard that you want to revise and then click edit. After making changes to your switchboard in the switchboard manager, you will then need to close the switchboard on Reopened it in order for the changes to take effect. So if you're falling along, we want to click the switchboard. ***. I can hear the quick access toolbar. We want to modify the reports. Which border? That's that switchboard that we created some select reports and then click at it. And as we can see, we don't yet have any items on this switchboard. So let's add some time to think the new button here on for the button text. I want it to read Open registration report. Tap the tab key on my keyboard to move to the next command. I'm gonna choose open report from the list. This specifies the command to execute when the command button is clicked and I'll tap tap again. And this time we need to choose the day with the report toe open. And we only have one reported on database in its report registration. So I'm gonna select that and then click. OK, but then quickly close. So now let's modify our main switchboard. So I'm gonna select the main switchboard here, and then we'll choose at it now, when I added option on our main switchboard to open up our report switchboard. So let's kick the new button here on the text box, have been type run reports. I'll tell the tab key on a keyboard. I don't want to ensure that the commanders sets to go to a switchboard, and now we need a choose which spent sport toe open. So in the last text box, I will choose reports this that's the option to open the report switchboard so that I'm gonna click OK, clothes on, then close. So now let's double click the switchboard, the navigation pane here to open it, we could see the new option that we added. So if I click, the one reports budget here it opens our reports switchboard this week's book contains one item, the one that we added open registration report from to click that there's a registration report now tap Control W to close a report and control W to close the switchboard. 150. Creating a Navigation Form: For many people, the introduction of navigation forms and access was a welcome replacement for the switchboard. Navigation forms allow you to create a switchboard type of form in a couple of simple steps so you could easily view the forms and reports in your database. However, unlike the switchboard, they do not allow to run macros or queries. But if all that you require is a quick and easy manual system, the navigation forms are definitely the way to go. So let's create one. So to do so, we need to take to create top of the ribbon here on what we want is the navigation button on the forms group of the ribbon. And that's his bunten raid here. Once we click here, we see several different navigation, but in formats from which we can choose. And I think I want the vertical tabs left from to select that one, and that creates our navigation form. So you want to ensure that form is displayed, the navigation bar here and I'm gonna click the FRM students and what I'm gonna do is drag it to the add new area here. And then I released my boss Boss Bunch in the form has not been added to our navigation for So what this does is under command but into the navigation form that will open the FRM students form. So I'm not another form here. So I select form classes here, the classes for him. Then drink that to that new area. But they released man or spotting again. This has another command button there will open that form. So now when I add a reports to my navigation form. So I'm gonna click the navigation bar here and then choose reports from the list and I want to click the RPT registration and then drink it to the add new area here. This has a button to the navigation form that will open this report. So if I click these buttons here and actually were a lot of navigation for his life So if I click affirm students Opus, a student reform click effort classes opens the class listing of the thick RPT registration . It opens that reporter. So I'm gonna take there forever, students, but in here. And I'm going to click the property sheet icon on the toolbar to display the property sheet for this particular button. So I'm gonna change the caption. So for that, I'm gonna choose the all tab here on for caption. I want to change its two students form tap the enter key on my keyboard. So now I'm gonna click there for classes budget here in the pain and that displays the properties sheet for that button. So knows that there's no need toe. Oh, close and reopen the properties sheet. As that click the different objects in my database, the property sheet will change accordingly. So for this caption, I just want this to read classes for him and as to the same thing for the reports RPT registration. I'm gonna change this to registration Reporter. We were kept the enter key on my keyboard. I know that this is kind of cut off here. So what I'm gonna do is I'm gonna move my mouse cursor over the right border of the registration command button and then click and drag to the to the right until the entire text of the button is displayed. So now let's take the students for button. I don't add some formatting to this bunion. Something clicked. The contextual format tab in the ribbon, So I'm gonna take the quick styles. But in here, that's on the control for bedding group of the ribbon. And I think I want the blue style in the second column. Last roll. This is Cestari here, the intense effect blue acts and 57 to click that, and it changes the formatting of the button. And I think the change shaved, but it here and I'm going to choose the rounded rectangle shape. And that's this shape rate. Here, family click that one, and that changes the shape of the button for the student classes form. I'm going to apply an orange quick stuff to this one, so I'm gonna choose the intense orange in the last row. So which is this one? Here and again. We'll do the rounded rectangle shape and for the registration report, I think I want that I want to be green. So we click the quick Stones button again, and I'm gonna choose the green in the last column last row and will again change this to the rounded rectangle. So now it's case architectural design tab in the ribbon, and then I'm a kick there on the view button and choose form view. And this is what the four ball look like when we open the database affecting the students Farm opens. The students from A knows that the buttons remain, no matter which of the forms are reports that I display. So yeah, we just need to create a quick menu system that the navigation form is definitely the way to go. Generally Ah, lot prettier than the standard switchboard forms. Now, you can also create your own forms if you want, and just by creating a blank form and then adding command buttons to the form so I could just get the create tab of the ribbon click of bag form. And then you could monitor for the properties to set the back color on the command but into your form and then add macros to the command button. So yes, So if you want to spend some time and make you form a lot more aesthetically pleasing, even his creature on or simply use the navigation forms. So I think I'm done with this form. So I'm gonna tap see control dummy keystroke combination, and I will click Yes, when asked to save changes, and I'm gonna keep this as a navigation form name. So that'll works. Article cape. And I think I'm done with this database. I'm gonna choose the file tab of the ribbon on, then click close. 151. Setting Startup Options: startup options control Hollaback Myself Access database behaves when it opens, for example, you can have access to spray a specific form after the databases opened, such as a switchboard, for instance. You can also specify an application title, which will display specific text in the title bar of a database, as well as choose whether or not to display the navigation pane to the user. You can use totem options in addition to or instead off an auto execs macro. However, keep in mind of the auto exact macro is executed after the databases opened. So you don't want to inadvertently change the effect of any of her startup options on you set Access Town of Options of the Axis Options Dialog. So let's do that. So to do so, we click on the file tab of the ribbon, and then we choose options from backstage view, and then we click current database in the left pane here, this to space options for the current data based on the one that we have open. So right now display form. This sets nuns. So no Forbes out tonight to display when we open the database. But we want our switchboard form to display from To click the display form, drop down list here long their shoes switchboard. And now in the navigation area, here is the option to display navigation pane is checked on. I don't want the navigation pane to be checked. Ah, what the user toe Only use my switchboard. So I'm Nick. Click the check box to on check it. So this specifies of the navigation pane is to be hidden after the databases opened, and I think I want to add an application title as well. So let's go back up here in the window under clicking the application title box and I'm gonna type in student database. I know she also have the option to add a custom icon for the application, but I think I'm gonna leave this, as is This looks good. So I'm gonna click, OK, I don't receive ah message box telling us that we have to first close the database in order for the changes to take effect. So I think Okay, so let's get the foul trouble that we would here and then click close. Closer database now in the press, the control. Oh, keystroke combination. I'm gonna click the lesson for database in the recent file area. There we go. On. As we can see, our navigation pane is hidden here on our switchboard for bought a bag displayed with the database opened. If you want to, we display the navigation pane. You could tap feel f 11 key on your keyboard on that will unhygienic it. So I think that about does it for this. I'm gonna tap the control. W q stroke combination to close the switchboard form. 152. Using Compact and Repair: If you delete data or objects in an access database, the file can become fragmented on database. Performance may begin to suffer as a result. Additionally, when you delete data or objects from a database, the file size remains the same, resulting in an inefficient usage of dis space. To ensure optimal performance and efficient usage of this space, you should compact and repair your databases on a regular basis. The Compact of Repair Command is located on the Database Tools ribbon on its on the Tools group of the ribbon here. Now, if Microsoft access quits unexpectedly, really it working out an access database or you don't exit the database properly, you may receive a message prompting you to compact and repair that database before being able to open it. In most cases, Microsoft Access detects whether an axis fall is damage when you try to open it and give you the option to repair it at that time. So for falling along and want to open the Lesson six database and that's in your lesson files folders. So we would do open here of the navigate to the Lesson files folder on your desktop and then choose the Lesson six database. So from here, we want to keep the database tools tab of the ribbon. And then we think that competent repair database on that's all there is to it. The database has now been compact ID and repaired. 153. Changing Database Properties: each database that you create contains document properties. Call meta data that can help you manage your files. Search tools often use a file's metadata to find a database more quickly. So don of these properties that can include the database title subject author, keywords, manager, company as well as database statistics. Database contents. To change the properties of a database, click the file temperature women click info on. Then you want to click the View and Edit Database Properties link over here on the right side of your screen. So let's do that. So I'm gonna click that you want to make sure the subway tab is of active tab here. Something changed. The author of this database Trouble to select the existing test here. Number type in John Nolan. I never taught the tab key twice. That moves to the company field. Emma taping Nolan and Associates. They don't have the donkey twice again, and this brings us to the keywords box and the type of database tools database major nets. So now let's kick the statistics tab and this display statistics about our database on details about it so we could see what it was created when it was last modified when it was last accessed. If it leaves the contents tab here, we can see all the various objects in our database for this list, all the tables, Curries, farms, reports, Macron's modules and data access pages, and then you can enter enter in custom data as well. So that is the database properties window. So let's close over. Here's where to click OK, then we'll click the Left Party, go to return to our main database window. 154. Documenting a Database: when creating a larger, complex database. Sometimes it may be challenging to keep track of all the database objects in relationships . The database documentary tool creates a summary port to detaining information about all of your database objects, and the documentary tool is located on the database Tools Ribbon on its right here, the analyzed Group of the River, the database documentary. You can choose to document all database objects or only individual objects that you select , so after a report is created, it then displays in print preview from where you can print it or exported twit on in formats such as a word PdF or an XPS document, you're falling along. Let's kick the database documented. Er, I come here and I will reflect the all object types Tab and I want to choose the Select All butter as it gets even by screen. Everything's kind of scratch together, so it's not very visually appealing. So once we collect for the select all budget, we can see that all of the check boxes air selected here. You can also just select the individual objects in database, but I want to a generator report for all of them, so leave them, as is a member of the options button. This displays the print table definition dialog box from where it can choose additional table properties to include our exclude. So if the permissions by user and group is check, you want to click it toe, uncheck it because we don't want to include permissions in a summary report on that, I think everything else is good as is. So I'm gonna click, OK, and then click OK on access generates a database summary part on displays it in print preview for us from here. Another printed by clicking the print button or exported toe another file format from the data group of the ribbon here. So you see, weaken Dio Excel text file pdf for XPS email and then other options here as well. We're document in html, but I don't think we're gonna do that. So I'm just going to click close to close the report 155. Analyzing a Database: it's a good idea to analyze your database from time to time to ensure that it's working as optimally as possible. The analyzed performance tool that's located right here, the database tools ribbon that's on the analyzed group of the ribbon, the analyzed performance tool. We'll check your database and offer ideas and suggestions for improving its performance. To apply the suggestions, you slept the item and then click the optimized button. Now your friend, that your store the same information in separate tables. He may wish to run the table analyzer to step you through the process of spitting your data into related tables. So if you're falling, Galan has kept the analyzed performance buccaneer on the Allies group of the database tools ribbon. So look like that this displays a performance analyzer dialogue. So again, we want to take the all objects types of tab here and I'm gonna click select all again and again. You could also just check the individual objects that you want to include in your analysis . So that about Dennis So I'm gonna click OK to begin the analysis on access to space, a list of suggestions to ensure the efficiency of your database. So I'm gonna click the table Stewardess change data type field. So here is recommending me to trace the data type off zip field this table from short text too long into Jordan. A couple other recommendations. You are changed. The data type of field credits sure text along into job on savory application as an MDF file. So we have a couple of recommendations, and if you wanted to go into our tables on demand early, we could. Sometimes access could be from the optimization is for you. So to do that, you select the item and then click the optimized button. But we see that's not an option because it's great out. So let's kick the close button here to close the performance analyzer window. 156. Viewing Object Dependencies: using the objects dependencies tool. You can view dependency information between database objects. That is to say, you can view a list of objects that use a specific object foreign stands. You might think that a certain query in your database is no longer being used. But before deleting it, you may wish to first display dependency information to find out if there are, in fact, other objects, such as a report or form using the query. The object dependencies command enough right over here on the Relationships group of the database Tools ribbon provide you with a list of all database objects, which used the query in question. So viewing object dependencies can help to minimize errors from accidentally deleting records sources. In addition to viewing the list of objects which use a particular database object, you can also view the objects that are being used by a specific database object. For example, you could generate a list of all tables that are used by a specific query, So if you're falling along, you want to select table students here, the navigation pane, and that's the object whose dependencies that wanted view on then. Now you want to click the database tools tab on the ribbon on. Then take the object dependencies button. So the object dependencies task played the space over here on the right side of your screen . But we can move our host cursor over the title. I want a cursor changed into a four way pointer. We can click and dragon a move it anywhere on our screen, making this pic of the edges to resize it. Anyway. We Likas well, so we're displaying object dependencies for the TBL students. We can see that there are two queries and two forms that are using this table. So let's kick in the little disclosure trying to the left of cule I registration. This displays objects that depend on cure my registration, and there are none, and there are no reports. So, as we can see, there are several objects here that depend on this table. So let's quickly radio button next to obvious that I depend on on. We can see that there's one object here, and that's TBL student classes. And if you click the disclosure Tiger next tbl student classes, we can see the objects of this table depends on, and there are two of them TB classes and TBL students because they're all involved in the same relationship. So let's close only here. So I'm gonna click the EULEX here on the upper right corner of the window. So I'm gonna choose queries is time. So let's get the navigation bar, which was queries from the list that we have a couple of queries here so it will select query registration, the registration inquiry. Then I want to thank the objects dependencies, but in this displays dependency information for the cure. Why registration? If you think the objects that depend on me, we can see that there are no objects that depend on this query. But but this query depends on three tables. So that is how to view object, dependencies and access. So let's just close this elixir to close that window. 157. Backing Up a Database: the back up data base command allows you to make a backup of the current database before making any changes to it before making any structural changes to your database or modifying your existing Deya, especially for running action queries. It's recommended that you first make a backup of your database when executed. The backup dead Obvious command. You have the option ah, specifying the file name and location of the database by default actors attach is the current year, month and day to the file name. So let's back up our database here, so I'm gonna click the file tab of the ribbon. I'm right. Click Save as we're going to see, we have several options here converting our data base to another file. Form out toe a template. But what we want is the backup database commanding that's rate here, the bottom left of the window. Pick the backup down a base command and then click save, as as we could see it out of the file name than the year a month on the day to the name. So I'm gonna save it in the data folder in my lesson file. So they defaulted to the lesser files folder, double click data. I'm gonna save it here. And then I will click, Save. And now a copy of our database has been saved in that folder. 158. Splitting a Database: splitting on Microsoft Access database is the process of dividing your database into two separate files, one that contains the tables, which is known as the back end of database on another, which contains the objects to new database, the queries, farms, reports, macros and modules that is known as the front end database. So the front and database contains links to the tables in the back and a database it does not contain. The actual tables themselves often is. User will have their own copy of the front and database of their desktop, allowing them to customize their database objects while maintaining a single source of data on a shared network drive. Splitting a database is also a good idea. If you create and maintain a database for others, so should they desire a change such as additional forms or reports through database need not be taken off lying. He would make the changes to the front and database, and what completed simply replaced her front and database with the one that incorporates the changes. In this scenario, the data in the back end database is never touched, so let's split a database, so if you're falling along, you want to click the database tools tab of the ribbon. Our working with the lesson six database here and then on the move data group of the ribbon here we want to click access database this displace the doubted based better wizard. And it tells you what it's great to do that's gonna move tables. My current database to a new back end database gives us a more information. So then we click the split database button under sprays that created back and two database windows. So the back and database is the database that contains Onley, the tables, the actual tables in your database. So I'm gonna name this lesson six underscore dat Whenever I spent a database think this. I always use data in the file name to specify that this is the database that contains the data that contains the tables. So I'm gonna say this in the lesson files folders, which is where we are. And if we're not there, you want to click the desktop in the left pane, then double click the lesson files Fuller. When I click split and then we will see your messy box tell the guys that are database was successfully split Click. OK, and now he knows that all the tables in the database have this little arrow to the left of them. This lets us know that the actual tables do not reside in this database. Or rather, this is a link to the table. So the tables actually reside in that lesson six data database that we created. So just close this table, and that's how to spend a database in access. 159. Setting a Database Password: After creating a database, you may wish to prevent unwanted users from accessing it. The easiest way to do this is to set file encryption without database password. The password is scramble to prevent unauthorized users from hacking into your database. Now what's the password is set. All users must enter that password in order to open the database. However, once the databases opened, the user will still have access to all of the objects of the database unless usually find security has been implemented to center database password. You click the encrypt with password budget in the in full area. Ah, backstage view. And so if we click the foul tab of the ribbon, then click info. That option is raid here. Encrypt with password. However, in order to set a database password, the database needs to be open for exclusive use and to open a database exclusively. You think the file time other women click open. You select the database you want to open, so we need to browse to the Unless of files folder on your desktop. Select the database really detects the arrow on the open button here in the bottom of the window, and then shoes open Exclusive. So let's do that. So I'm gonna password protect this Lesson six database that we have open. So first, only the closer and then reopened it exclusively. Some choose file and then close a file open. I know that you can trigger the databases for the recently where you have to actually use the file browser to navigate to that database. Then I want it. Just click once on the lesson six database, Click the drop down arrow on the open. But it and then she was open, exclusive, and then that opens out database for exclusive use. So now we can encrypt our data base with a password. Such truths file info and then click the encrypt with password Dutch in here. And this displays the seven database password window. So I'm gonna establish a password off drizzle for my database. Some type of drizzle in the password box to your eyes. Eazy e Press the tab key and type it again The your eyes Easy l e. And then click OK, receiving informational message telling us that the role that will walking will be ignored and that's fine. So pick OK on the password has been set, so always closes. Did basically choose file close, and I'm gonna reopen it. So what Use file? I think they open on. I'm gonna click the Lesson six database here in a recent files area. Now it promises for a password. Passwords are case sensitive. So if I typed in this past route with a capital D is of a lower case D d r i z z l e would tell us that is not available. Passwords. We'll just keep that in mind if you know you're typing of the right password. But keep receiving this error messages could be because of the case. So the type of lower case D R I z z e click OK, and it opens up our database. So if I wanted to remove the database password, I would need to again open the database in exclusive mode. So let's do that. Certainly click file close file open. Navigate to the lesson Falls folder on your desktop. Select the Lesson six database. Open it exclusively. Did they enter my database password So D r i z z l e. So then we click file and info a notice that the encrypted database with password button has now been changed to decrypt data base. This will remove the password on the encryption from the database. So if I click decrypt data base, perhaps it's for a password. Okay. Okay. On our database has now been decrypted, so we'll no longer prompt us for a password, because see, that got the option. Encrypt with password has been returned to backstage view. So they got finished with that stomach. Thinks the X in the upper right corner of a window to close the database and closed by yourself Access. 160. Thank You!: all right. You did it. You made it to the end of Microsoft. Access up to speed. Congratulations. This is the final video in this course on a truly hope that you enjoyed this class have found it useful. You've learned a lot of this course, and I hope that had met your expectations. We also hope that you might have had it been a fun going through. It is well, you now have an impressive set of skills to help you tackle and stay on top of even the largest database projects using one of the most powerful down today's Nisman applications available today. Now, that would really help me out if you leave a review of this course wherever you're watching it is that really have students to discover the class. So again, thank you for taking this course. Perhaps we'll be seeing each other again in future courses.