Creating a Simple Query–Read and do pages AC30 to AC33–WATCH THIS VIDEO

  1. REVIEW:
    1. True or False: You can make a field the current field by clicking anywhere within the column for that field.
    2. True or False: If the Current Record box displays “5 of 65,” the 65th record is the current record.
  2. Be sure to understand that creating a query is essentially asking a question of the database—for example, “Who are all the customers in New York?” or “Who are all my customers who have unpaid balances?”
  3. Think of questions you might want to ask about the student data—for example, “Who are all the students who are Accounting majors?” or “Who are all the students with a GPA greater than 3.0?”You could design a query to yield these results.
  4. Quick Quiz:
    1. When you create a query, you tell Access which ____ you want and what ____ Access should use to select the records.
      1. tables, values
      2. fields, criteria
      3. query, constants
      4. records, fields
    2. Using the ____ is the easiest way to create a quick query.
    3. What two methods can be used to move through records in a table?

Creating a Simple Form–Read and do pages AC33 to AC35–WATCH THIS VIDEO

  1. REVIEW:
    1. When you create a query, you tell Access which ____ you want and what ____ Access should use to select the records.
      1. tables, values
      2. fields, criteria
      3. query, constants
      4. records, fields
    2. Using the ____ is the easiest way to create a quick query.
    3. What two methods can be used to move through records in a table?
  2. In this section you will create a very simple form. Later you will learn how to make more design decisions about the appearance of the form.
  3. Quick Quiz:
    1. A ____ is an object you use to maintain, view, and print records in a database.
      1. query
      2. report
      3. macro
      4. form
    2. A form includes a set of ___________ buttons that allow you to move from record to record.
    3. The form displays how many records at a time?
    4. Which view allows you to see the effects of the changes you make immediately?

Creating a Simple Report–Read and do pages AC35 to AC40–WATCH THIS VIDEO

  1. REVIEW:
    1. A ____ is an object you use to maintain, view, and print records in a database.
      1. query
      2. report
      3. macro
      4. form
    2. A form includes a set of ___________ buttons that allow you to move from record to record.
    3. The form displays how many records at a time?
    4. Which view allows you to see the effects of the changes you make immediately?
  2. When a report has been created, it can be previewed on the screen or printed. A printed version of the data can be formatted according to specifications. The data in the printout can consist of data from a single table or multiple tables.
  3. It is a good idea to preview the report before printing to see if you like the way it looks.
  4. Records in a report (such as the one shown in Figure 1-24) might not be listed in primary key order until after you close and reopen the report (and possibly, after you close the report, compact and repair the database, and reopen the report). The solution file shows the records in primary key order because the database has been closed and compacted.
  5. Quick Quiz:
    1. True or False: To print the report with the default print settings, click the File Tab, click Print, and then click Quick Print.
    2. True or False: You cannot design your own reports in Access.
    3. Which view shows exactly how a report will look when printed?
    4. Which view shows how many pages there are in the report?
  6. When printing a report, you might receive an error message noting that the section width is greater than the page width. Again, this might be caused by the specific printer and printer driver a student is using. You can try resizing columns to get them to fit on the page or simply print the report as is, knowing that the report might contain some blank pages but that this does not mean you made an error.

Viewing Objects in the Navigation Pane–Read and do page AC40

  1. REVIEW:
    1. True or False: To print the report with the default print settings, click the File Tab, click Print, and then click Quick Print.
    2. True or False: You cannot design your own reports in Access.
    3. Which view shows exactly how a report will look when printed?
    4. Which view shows how many pages there are in the report?
  2. Be sure you know how to view different objects in the Navigation Pane. The Navigation Pane currently displays the default view, All Tables, which groups objects according to the tables in the database.
  3. Quick Quiz:
    1. Click the _______ button on the Navigation Pane to open the pane.
    2. True or False: All Tables is the default view for the Print Preview Pane.
    3. In the example on page AC 40, there are four objects displayed. What does each object represent?

Using Microsoft Access Help–Read and do pages AC40 to AC41

  1. REVIEW:
    1. Click the _______ button on the Navigation Pane to open the pane.
    2. True or False: All Tables is the default view for the Print Preview Pane.
    3. In the example on page AC 40, there are four objects displayed. What does each object represent?
  2. Be sure you know how to find answers to your Access questions within Access itself by using the Help feature. Note the various options on the opening screen.
  3. Quick Quiz:
    1. Use the vertical _______ to read through the result of your query.
    2. True or False: When finished reading the results, use the Esc button on the keyboard to exit the Help window.
  4. Be sure you know how to locate Help on topics already discussed in this chapter such as how to create a table, how to print, how to add records to a table.

Managing a Database–Read and do pages AC41 to AC44–WATCH THIS VIDEO

  1. REVIEW:
    1. Quick Quiz:
      1. Use the vertical _______ to read through the result of your query.
      2. True or False: When finished reading the results, use the Esc button on the keyboard to exit the Help window.
  2. As you work in Access, data is continually being updated. It is a good idea to periodically compact and repair a database to recover wasted space created by adding, deleting, and modifying records. When you delete records from the database, the space where the record had been placed is not immediately recovered. Rather, that space is made inaccessible and is, thus, wasted. Access has a “compact and repair” feature that can be used for the purpose of recovering this wasted space.
  3. Be sure you understand why having a backup is so important. Depending on the value of the data to a person or organization, a backup can be a critical asset.
  4. Simply making a copy of the database and storing that copy in a different location is an easy way to create a backup. The backup should be stored on a different disk such as a flash drive, recordable CD or DVD, external or network hard drive, or cloud-based storage (such as OneDrive) so if there is a problem with the disk, the data on the backup storage medium will be safe. Many organizations create a backup of all their data on a regular basis (sometimes daily or even hourly).
  5. Quick Quiz:
    1. Why should you compact a database?
    2. What are some guidelines for storing a backup of a database?
  6. What is the importance of saving your work? Has there ever been a time when you have lost some work due to not saving it regularly? Access saves database values as they are added, eliminating the need to save every time a record is added, edited, or deleted.
  7. Your printer driver might format a report’s pages differently, even if you follow the steps in the module exactly. So your results might vary from those given in the solution file—including the appearance of a blank page every alternate page in the report—but this does not necessarily indicate that you made an error.
  8. If you get a locking error when trying to compact and repair the database, close the database, reopen it, and then compact and repair it.
  9. Go to the Help system when having any problems or trying to complete Explore steps in the exercises at the end of a module. The Help system is dynamic and its contents subject to change; students should be made aware of this.