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# Access Expert Level 27

Expert Microsoft Access Tutorial - 1 Hour, 39 Minutes

Access Expert 27 is Part 3 of our Comprehensive Guide to Access Functions. Today's class is part 1 of our focus on Date/Time Functions. You will learn some additional tricks with the Date, Time, Now, and Format functions. We will build an Aged Accounts Receivable, and we will learn more about date/time math operations. Topics include:

 - Date/Time Functions Part 1   - More with Now, Date, Time Functions  - Query Data in a Variety of Date Ranges   - Date & Time Mathematics  - Two Digit Year "2030" Problem  - List of Upcoming Birthdays  - Aged Accounts Receivable Report   - Display Times as 8:30, 8.5, 8h 30m   - Timesheets Spanning Midnight  - Calculating Someone's Approximate Age Order Now

If you would like a preview of what's covered in this class,

Access Expert Level 27
 Description: Access Expert Level 27 Versions: Recorded with Access 2013. Most of the material should work with all versions of Access. The majority of the functions covered in today's class go all the way back to the first versions of Access. Pre-Requisites: Access Expert Level 26 recommended, as you should watch all of my classes in order. However, if you're skipping around, you should have at least completed the Beginner series and the first 3 or 4 levels of the Expert series where I start to cover functions. Running Time: 1 Hour, 39 Minutes Cost: \$26.99

We have covered some of these functions in previous classes, however in this Comprehensive Guide to Access Functions we will cover those in a lot more detail, plus learn many new functions. Today's class is part 1 of 2 classes covering Date/Time functions. We will begin by learning some keyboard shortcut tricks to add automatic dates and times to our database during data entry. We'll spend some time learning more about the Date(), Time(), and Now() functions. We'll see how to use these functions to create default values in our tables and forms.

We'll learn more about the Format() function's parameters. We'll discuss the "2030" two-digit year problem and how to fix it. We'll learn how to create queries to show us:

- Records from today
- Records in the past or future
- Records on or not on a specific date
- Records between two dates
- Records outside of a date range
- Records in a specific list of dates, using the IN() function

We will learn a lot more about Date/Time Mathematics and the specifics of how to add, subtract, and deal with date and time values. We'll learn why the date 12/30/1899 is significant to Access and Excel users. We will learn how to use date math and the IIF() Function to create an Aged Accounts Receivable where we can see all of our past due, unpaid orders, and which ones are current, 30 days late, 60 days late, or more.

We will take extra special care to address date values that have times with them. These can often be a problem with many date calculations. You will learn how to show:

- Records from today with times in them
- Records between two dates with times
- Records from any specific date or range of dates with times
- Records for tomorrow or yesterday
- Birthdays from now until next week
- Orders less than one week old
- The number of days late an order is

Next we will learn how to work more with the mathematics of time values. You'll learn more about calculating hours and minutes as a fraction of a day. You'll learn how to calculate one hour in the future, or five minutes in the past. You'll use the CDate() function to convert other types of values into dates. You'll learn how to calculate someone's approximate age using date math. We'll work with a timesheet that has time values spanning midnight, allowing you to calculate the proper number of hours worked if someone started their shift at 11pm and ended at 6am the following day. You'll see how display 8.5 hours as 8:30, or 8h 30m. You'll see how to display 24:00 instead of 00:00, and format with one or two digits for hours and minutes.

This is the 27th class in the Access Expert series. This is the third class in my Comprehensive Function Guide series, and part 1 of 2 classes on Date/Time Functions. If you're serious about building quality databases with Access, don't miss out on this course. Of course, if you have any questions about whether or not this class is for you, please contact me.

Complete Outline - Access Expert Level 27

 00. Intro (5:46)01. Date Time Now 1 (24:49) Inserting DateTime Shortcut KeysInsert DateInsert Time Insert Date from Previous RecordDate Time Functions Date(), Time(), Now() FunctionsDisplay Current Date in Unbound Form FieldUse as Default Value in a Table Field Use as Default Value in a Form FieldFormat Function ParametersShow Date as "Monday, December 15, 2014"Two Digit Year Cutoff - 2030 ProblemAutomatically Timestamp New RecordsRecords From TodayRecords in the PastRecords in the FutureRecords on a Specific DateRecords NOT on a Specific DateRecords Between Two DatesRecords NOT Between Two DatesRecords Outside of a Date RangeRecords on Specific Dates with IN() 02. Date Time Now 2 (37:17) DateTime Mathematics Date Stored as a Number Number of Days Since 12/30/1899 Good Enough for Most Circumstances Watch for Dates with Times with Between Records From Today With Times Records Between Two Dates With Times Records on a Specific Date With Times Records For Tomorrow Records from Yesterday Records Within one week from today Birthdays From Now until Next Week Orders Less than One Week Old Aged Accounts Receivable Query with Orders, OrderDetailQ, CustomerT Need DueDate, CompanyName, OrderTotal Order must be an Invoice and Not Paid Aggregate Totals Group By ID, SUM Total Put Aging in Second Query (for clarity) Use IIF Function to Add Aging Data Current Orders Less than 30 days old Between 30 and 60 days old More than 60 days ago Number of Days Late Accounts Receivable Report Conditional Formatting to Hide Zero Totals in Report Footer 03. Date Time Now 3 (25:24) Hours as Fractions of a Day One Hour in the Future Five Minutes in the Past CDate() Function Convert to Date Calculating Age "Good Enough" Calculating Age in Whole Years Display Total Time Worked in hh:nn Display as 8:30, 8.5, and "08h 30m" Timesheet Spanning Midnight Original Worklog used Date and Time What if you have only Time in your log? Showing 24:00 instead of 00:00 Format two digits 04. Review (6:09)

Keywords: Comprehensive Function Guide, Date Time Functions, microsoft access tutorial, microsoft access tutorial, microsoft access training, access 2007, access 2010, access 2013, date, time, now, format, timestamp, aged accounts receivable, iif

Student Interaction: Microsoft Access Expert 27

 Richard on 1/2/2015:  Access Expert 27 is Part 3 of our Comprehensive Guide to Access Functions. Today's class is part 1 of our focus on Date/Time Functions. You will learn some additional tricks with the Date, Time, Now, and Format functions. We will build an Aged Accounts Receivable, and we will learn more about date/time math operations. Topics include: - Date/Time Functions Part 1 of 2 - More with Now, Date, Time Functions - Query Data in a Variety of Date Ranges - Date & Time Mathematics - Two Digit Year "2030" Problem - List of Upcoming Birthdays - Aged Accounts Receivable Report - Display Times as 8:30, 8.5, 8h 30m - Timesheets Spanning Midnight - Calculating Someone's Approximate Age Click here for more information on Access Expert Level 27, including a course outline, sample videos, and more. This course was recorded using Access 2013, but most of the functions covered are valid for all versions of Access. This class follows Expert Level 26. The next class in the series is Access Expert 28.
 Alex Hedley on 1/3/2015: At about 11mins Rich mentions a Custom Function for adding st, nd, rd and th to a Date.This was first mentioned in the Forum.Function:`Function myOrdinal (D as Integer) as String Dim Suffix as String Select Case D Case 1, 21, 31: Suffix = "st" Case 2, 22: Suffix = "nd" Case 3, 23: Suffix = "rd" Case Else: Suffix = "th" End Select myOrdinal = D & SuffixEnd Function`I've added it to my Row Number Tip too.
 Alex Hedley on 1/3/2015: 7:20To Do: "Reserved Words" Glossary Item/Blog PostUpdate: I've added a Glossary Item with these listed.
 Michelle C on 1/4/2015: Hi, Richard.I was going to purchase Access X24 - X27 today, but the list of courses only goes up to X24. Just saying. :)Reply from Richard Rost:Which list are you looking at? The order form goes all the way up to 27.
 Robert Stockey on 1/25/2015: Is there a handbook for this lessonReply from Alex Hedley:I've just finished it yesterday so Rich should have it online soon, I think he's just gone away so might be a few days before it's available.
 Wayne Markel on 5/3/2015: How do I download the PCResale Customer Database?Reply from Alex Hedley:All the sample Student Databases are available here. Just have your course password handy to unlock the zip.
 John Newton on 10/4/2015: I vote less time on formating, if you spent the 50+ hrs watching so far; you likely saw a bunch already. We know you hate alternating colors. (I hate too, but we heard you the first 100 times).I do have a format type question however; when you cut and paste from detail to headed (for example), sometimes Access wants to put the pasted stuff in the upper left corner. Why? Can I aviod that and have it copy at my curser?Reply from Alex Hedley:It's just the default location, I don't think it can be changed.
 John N on 10/8/2015: Thanks. As I read my orginal post, I realized ii likely came across a bitsnotty. Sorry, Note to self, don't post stuff after midnight.Reply from Alex Hedley:No problem at all.It's hard for Rich to find a balance as to how much to show, the hardcore Access users who have seen every video he's done, like us don't need it but the occasional user who may dip in and out probably does.Normally the Seminars skip these types of things for that reason.

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