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1. Creating your First Database - Access for Starters: The Missing Manual [Book] - Activate Office 2007

 

This lesson teaches you how to modify a table and enter data. Lesson 4: Sorting, Filtering, and Creating Relationships. You can sort Access data so you can view records in the order you want to view them, and you can filter data so you only see the records you want to see. This lesson teaches you how to sort and filter an Access table. Access data is stored in multiple tables.

Relationships join tables together so you can work with the data from multiple tables. This lesson also teaches you how to create relationships. You can use a query to view a subset of your data or to answer questions about your data. However, you might have a bit of trouble editing a value. When you start typing, Access erases any existing content. Instead, you get to change or add to it. To switch out of Edit mode, you press F2 again.

Figure shows a closeup look at the difference. Edit mode also affects how the arrow keys work. In Edit mode, the arrow keys move through the current field. But in Normal mode, the arrow keys always move you from cell to cell. Table lists some useful keys that can help you whiz around the datasheet. Moves the cursor one field to the right, or down when you reach the edge of the table. Moves the cursor one field to the left, or up when you reach the edge of the table. This key also turns off Edit mode.

Moves the cursor one field to the right in Normal mode , or down when you reach the edge of the table. In Edit mode, this key moves the cursor through the text in the current field. Moves the cursor one field to the left in Normal mode , or up when you reach the edge of the table. Moves the cursor to the first field in the current row.

Moves the cursor to the last field in the current row. Moves the cursor to the first field in the first row. Moves the cursor to the last field in the last row. Table lists some convenient keys for editing records. This key works only if you use it in Edit mode. Once you move to the next cell, change is applied. For additional cancellation control, try the Undo feature, described next. Reverses the last edit. Figure shows this often-overlooked trick in action. Inserts the default value for the field.

Access, like virtually every Windows program, lets you cut and paste bits of information from one spot to another. However, Access has a little-known ability that lets you copy an entire record. To pull it off, follow these steps:. This selects the record. Presto—an exact duplicate. Access updates the ID column for your pasted record, giving it a new number. It automatically saves any changes you make.

When you create a new database Section 1. When you add a table or another object to the database, Access saves the database again. And when you enter new data or edit existing data, Access saves the database almost instantaneously. Instead, Access is more concerned with getting information in and out of the database as quickly as it can. If you want to trim your database back to size, you can use a feature called compacting.

The only problem with the database compacting feature is that you need to remember to use it. If you want to keep your databases as small as possible at all times, you can switch on a setting that tells Access to compact the current database every time you close it. Access opens the Access Options window where you can make a number of configuration changes. The automatic save feature can pose a problem if you make a change mistakenly. You can perform these tasks with Windows Explorer, but Access gives you an even easier option.

You can read a quick no-nonsense Task Scheduler tutorial at www. If you want to save your database with a different name, in a different place, or using an older Access file format, you can use the trusty Save As command.

In other words, when you create a table or edit some data, Access updates the new file. If you want to go back to the old file, you either need to open it in Access, or use Save As again. You can use any of these approaches:. Double-click a database file. You can browse to it using My Computer, Windows Explorer, or just plop in on your desktop.

Remember, Access databases have the file extension. Launch Access, and then look for your database in the Open Recent Database section on the right of the Getting Started page. Access pops up a message bar with a scary-sounding security warning Figure At that point, you may want to reconfigure Access so it recognizes your files and learns to be a bit more trusting. Just click the X at the right side of the message bar to banish it.

If you want to see more than one database at a time, you need to fire up more than one copy of Access at the same time. Computer geeks refer to this action as starting more than one instance of a program. If you double-click another database file while Access is already open, then a second Access window appears in the taskbar for that database. I see an extra file with the extension. What gives? Along with Bobblehead. Access creates a. Access The Missing Manual covers more on how Access works with multiple users.

Access handles old database files differently, depending on just how old they are. However, if you change the design of the database, the new parts you add may not be accessible in Access If you open an older Access file like one created for Access 97, 95, or 2. Access always assumes you want to store databases in the My Documents folder. You can configure Access to use this folder with just a few steps:. The Access Options window appears.

Instead, the table opens in an ordinary window that can float wherever it wants inside the main Access window. This seems fine at first, until you open several tables at once. This somewhat unfriendly behavior is designed to be more like previous versions of Access. All you need to do is set a single configuration option for your database:.

In the list on the left, choose Current Database. Under the Application Options heading, look for the Document Windows Options setting, where you can choose Overlapping Windows the Access standard or Tabbed Windows the wave of the future. Close and open your database so the new setting takes effect. For a retro touch, you can use the same setting to make a brand new Access database use overlapping windows instead of tabs.

Creating a new database is the easiest task yet. Access takes you back to the Getting Started page, where you can create a blank database by clicking the familiar Blank Database button, as described earlier Section 1. For example, if you have more than one table, you need a way to move back and forth between the two. The navigation pane shows the objects Section 1.

The navigation pane has several different viewing modes, so you can home in on exactly what interests you. When you first create a database, the navigation pane shows only the tables in your database. To really try out the navigation pane, you need a database with more than one table. Follow all the steps in Section 1. Not sure what table to create? Try creating a Collectors table that tracks all the friends you know who share the same bobbleheaded obsession.

In the above file name, bankdb is the name chosen for this particular database and. It is advisable to keep the name of the database bankdb in the above example relatively short and do not use spaces or other punctuation in the name of the database. The screen layout for MS Access is significantly different from past versions. Most of the tabs along the top of the screen have been rearranged. In addition, the default main screen after creating a new database automatically switches to the Design view to create a new table.

Note that the interfaces for Access , and are all similar although the version that you use might appear slightly different from the pictures included in this tutorial. Once Access is running, an initial screen will be displayed: From this initial screen, the user can create a new database either blank or with some tables created with the database wizard , or open up an existing database.

After you install Access , you have 30 days to use it. You can read this article to know how to use Microsoft Access within days. Step 1 : You use Winrar or 7-Zip to extract the file you download. Tag: free Microsoft access download, Microsoft access free download, how to download Microsoft access free, Microsoft access free download , Microsoft access free download , Microsoft access free download, Microsoft access free download, MS Access free download.