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Access Index - Beginner

Access 2013 Beginner 1


00. Introduction (10:17)

01. Database Terminology (11:56)
What is a database?
Progression from paper
Benefits of Access
Parts of an Access database
Table
Fields / Columns
Records / Rows
Query
Form
Report
Macro
Module

02. Planning Your Database (9:04)
Consider your needs
What tables do you need
What fields are in each table
No order info in customer table
Separate tables
Draw your forms out
Gather your printed reports

03. The Access Interface (11:02)
Starting Access
Create a new blank database
Parts of the screen
Title bar
Window control buttons
The Ribbon
Collapse the Ribbon
Quick Access Toolbar
Navigation Pane
Status Bar
Object Pane

04. Customer Table, Part 1 (10:52)
Create Table
Datasheet View
Table Design
Field Name
Data Type
Description
Field naming conventions
Text
Memo
Numbers
Date/Time
Currency
Yes/No
AutoNumber
OLE Object
Attachment
Hyperlink
Calculated Field
Lookup Wizard

05. Customer Table, Part 2 (12:14)
Text or Number?
Long Integer
Double
Why use an ID field?
How to move a field in the table
Save your table
Table naming conventions
Primary Key

06. Entering Data, Part 1 (11:09)
Typing sample data
CustomerID (New)
Resize a column
Two-character states
Only digits in phone numbers
Percentages are fractions of 1
Date or Time or Both
##### in a field
Date picker
mm/dd defaults to current year
Two-digit year defaults 00-29
Spacebar to check box
Horizontal scroll bar
SHIFT-F2 to open Zoom window
Switching back to Design View

06. Entering Data, Part 1 (11:09)
Typing sample data
CustomerID (New)
Resize a column
Two-character states
Only digits in phone numbers
Percentages are fractions of 1
Date or Time or Both
##### in a field
Date picker
mm/dd defaults to current year
Two-digit year defaults 00-29
Spacebar to check box
Horizontal scroll bar
SHIFT-F2 to open Zoom window
Switching back to Design View

07. Entering Data, Part 2 (9:10)
No data is better than bad data
Copy sample data from web site
Selecting an entire record
Paste data into your table
Delete a record
AutoNumbers are NOT reused
Download copy of database
Security Warning
Enable Content
Do you have to save records?
Pencil indicates editing record
Dirty records
Saving layout changes
Moving a column in datasheet view

08. Sorting & Filtering (7:18)
Sorting a single column of data
Text, numeric, date sorts
Remove Sort button
Filtering records
Show just customers from NY
Remove Filter button
Printing a table
File > Print
Unfiltered
Why Queries are better

09. Customer Queries (15:16)
Create > Query Design
Show Table Window
Adding a table to your query
Drag fields to the query columns
Run the query
Design View
Add field with a double-click
Sort a field
Multiple field sort
Sort by Last Name then First Name
Sort order left to right
Moving a query column
Saving a query (CTRL-S)
Adding a Criteria
Show only customers from NY
File > Save Object As
Opening multiple queries
Switching between tabs
Change "NY" to "PA"
Can I edit data in a query?
Must I make a query for each state?
What is the "*" asterisk for?

10. Customer Form (14:21)
Why use forms?
What are forms good for?
Create a simple customer form
Different ways to build forms
Single Form
Label and Text Box
Form View
Layout View
Resizing Text Boxes
Layout View uses Rows & Columns
Save Form
Delete Form Title & Logo
Open in Form View
Editing Data
Using Navigation Buttons
Pencil indicates Dirty record
Record Selector
Delete a Record
Create a Multiple Items form
Continuous Forms
Create a Split Form

11. Customer Reports (14:08)
Create a simple customer report
Types of reports
Modify report title
Print Preview
Zoom Controls
Paper Size
Margins
Send as Email Attachment
Save as PDF
Layout View
Report View
Build report from a query
Report Wizard for Single Report
Delete a report
Mailing Labels
Label Wizard
Setup a Prototype Label

12. Review (5:33)

 

Access Beginner 2

 

00. Introduction (10:10)

01. Getting Started (12:26)
Download sample database
UNZIP the database file
Enable Content button
Setting up a TRUSTED location
Database Shortcut on Desktop
Quick Review of Level 1

02. Form Design 1 (12:13)
Building forms from scratch
Form design
Add existing fields
Field list
Switch to Form View
Switch to Design View
Adding fields to form
Deleting a field
Click and drag method
Add by double-click method
Add multiple fields
Shift-click method
Ctrl-click method
Move text box without label
Move label without text box
Delete just the label
Resize text box or label
Edit the text of a label

03. Form Design 2 (12:52)
The Grid dots
Sizing objects on the Grid
Select multiple objects
Resize, move multiple objects
Close the Field List
Resize the Form itself
Save form

04. Form Formatting 1 (10:17)
Change Form background color
Textbox background color
Label foreground color
Select using the rulerbar
Layout View
Align Left, Center, Right
Ctrl-Click to select objects

05. Form Formatting 2 (8:42)
Themes
Standard Color vs Theme Color
More Colors
Full Color Palette
Shape Outline
Line Color
Line Thickness
Line Type
Property Sheet Overview
Special Effect Property
Shadowed
Change Font

06. Questions From Students (10:26)
What is an LACCDB File?
Show Hidden Windows Files
Overlapping Windows vs. Tabs
Pin Recent Database Files
Add data from 2 tables to a form
Change check box background color

07. Review (6:01)

 

Access Beginner 3

 

0. Intro (6:53)

1. Field Properties 1 (14:40)
Design View
Field Size
AutoNumber Field Size
What is a Replication ID
Text Field Size
Number Field Size
Byte
Integer
Long Integer
Single
Double
Decimal
Warning: data may be lost

2. Field Properties 2 (5:13)
Caption
Changes default form label
Changes column header in datasheet
Don't confuse with Description

3. Field Properties 3 (16:02)
Format Property
Number Formats
General
Currency
Euro
Fixed
Standard
Percent
Scientific
With percent 1 = 100%
Decimal Places
Rounded values displayed
Actual values stored
Currency Formats
Format might hide data
mm dd yyyy
hh nn ss
F1 for Access Help
List of Date Format Codes
Text Format
Phone Numbers
@@@-@@@-@@@@
Yes/No Format

4. Field Properties 4 (5:25)
Input Mask Phone Number
Placeholder characters
Store symbols in the mask?
Enter data
Warning message on invalid data
Date/Time Input Masks
No Wizard for numbers/currency
Help for Input Masks

5. Field Properties 5 (9:47)
Default Value
State of NY
NumEmployees 1
DiscountRate .05
Automatically set current date
Date() Function
Now() Function includes time
Yes/No Default Values

6. Field Properties 6 (16:16)
Validation Rule
Inequality Symbols
NULL Values not the same as ZERO
Existing data violates rule
Validation Text
ESC escape to cancel editing
Range of values
AND OR
BETWEEN keyword
Date Values #1/1/1980#
Date() Function in Validation Rule
Functions in Validation Text

7. Review (4:47)

 

Access Beginner 4

 

00. Introduction (6:07)

01. Field Properties 7 (10:42)
Required
No data is better than bad data
Data integrity rules
Existing data violates the new setting
Null Values vs. Empty String
Zero Length Text
Allow Zero Length
Access automatically trims spaces

02. Field Properties 8 (9:18)
Text Align
Left, Right, General, Distribute
Text Format
Plain Text
Rich Text
HTML Encoding
Change table, change form
Append Only Misleading
Show Column History

03. Field Properties 9 (14:44)
SmartTags - brief discussion
Unicode Compression - brief discussion
IME Mode - brief discussion
IME Sentence Mode - brief discussion
Show Date Picker
AutoNumber Increment or Random
Artificially inflating AutoNumbers
Indexing
Duplicates OK
No Duplicates
Which fields to index
When and when not to index

04. Database Maintenance (7:57)
Compact & Repair
2 GB Database Size Limit
Backing Up Your Database

05. Find & Replace (15:18)
Find, Replace
Look In Current Field
Current Document
Match Whole Field
Any Part of Field
Start of Field
Search: All, Up, Down
Match Case
Search Fields as Formatted
Search Box at Bottom of Table/Form
Replace v. Replace All
Backup Your Table First
How to Copy/Paste Table
Rename Table
Goto Button
First, Previous, Next, Last, New
Navigation Buttons
Select & Select All
CTRL-A

06. Questions From Students (9:59)
Can I get an AutoNumber back?
Compact & Repair trick
Can I create a custom AutoNumber?
Attach Label to Text Box
Associate Label with a Control
Add a Field to Table
Must add field to form manually
Renamed table fields usually rename in form
Deleted fields in table cause error

07. Review (4:44)

 

Access Beginner 5

 

00. Introduction (6:49)

01. Query Criteria 1 (16:30)
Multiple OR Conditions
Delete a query
Rename a query
"NY" OR "PA"
"NY" OR "PA" OR "TX"
IN ("NY","PA","TX","CA")
Criteria OR Rows
From NY and are Active
AND condition across columns
AND across, OR down
(State=NY) OR (State=PA AND Active=TRUE)
Customers with Credit Limit over $1000
From NY with $1000 or anybody with $1500
AND OR inside of a single critera
BETWEEN keyword

02. Query Criteria 2 (15:40)
NOT Keyword
NOT "NY"
Inequalitites Review
NOT "NY" AND NOT "OH"
"NY" AND "PA"
AND limits query results
OR expands query results
Show box
Hide fields from query
Prevent odd names like "Field1"
Move a query column
Dates in pound symbols
<#1/1/2005#
Recent customers
BETWEEN two dates
d/m/y or m/d/y regional settings
Whether to include endpoints
BETWEEN #1/1/05# AND #12/31/05#
Dates with times can be tricky
>=#1/1/05# AND <#1/1/06#
Customers before 30 days ago
Became customers yesterday
>=Date()-1 AND
03. Query Criteria 3 (8:47)
Is Null
Is Not Null
ZipCode LIKE "142*"
State LIKE "N*"
Email LIKE "*amicron*"
Date LIKE "*/2012"
Date LIKE "5/*/2012"

04. Parameter Queries (11:45)
Separate query for each state
[Enter the state]
Missing field names from tables
Parameters with other criteria
Multiple parameters
Between [Start Date] and [End Date]
Like [Company Name]
Teach your users about wildcards
XYZ*
Like "*" & [Company Name] & "*"
Will cover String Concatenation Later
Build report based on this query

05. Questions from Students (7:55)
Top X Values
Top X% Values
Bottom X Values
Drop-Down List in Query Columns
Change Field
Why the Run Button for Queries
Format Query Field Output
Property Sheet for Query Fields

06. Review (6:40)

 

Access Beginner 6

 

00. Intro (6:49)

01. Address Info (16:25)
Customers with full address query
Is Not Null AND
Report Property Sheet
Change mailing label report RecordSource
Unexpected Enter Parameter Value
Report Too Wide
Some data may not be displayed
Not enough horizontal space on the page
Query of customers missing any address info
Is Null OR
Create Quick Report
Report Layout View
Resizing Columns
Moving Fields
Moving Page Number Block

02. Employee Table (13:05)
Distinct Separate Data Means New Table
"EmployeeID" vs. just "ID"
Copy Fields from Customer Table
Insert Rows in Table Design View
Social Security Number Input Mask
Picture
Attachment - Brief Discussion Of
OLE Object - What it is
Editing a hyperlink

03. Employee Form (13:53)
Create Form in Design View
Bring over fields for Employee Form
Copy Address Fields from CustomerF
CTRL-A To Select All Objects
Align to Grid
Size to Grid
Set Form Background Color
Format Painter
Double-Click to Keep Active
Resize a Group of Fields

04. Inserting Pictures (9:59)
Copy Image from Web Site to Desktop
JPG and GIF may show icon only
Convert to BMP using Microsoft Paint
Click and Drag to OLE Object
Stretch, Clip, Zoom

05. Employee ID Report (11:44)
Label Wizard
Manually Resizing Labels
Adding Employee Picture
Transparent Border
Bound Object Frame
Unbound Object Frame
Image Control
Insert a Static Company Logo
Editing Pictures in Place

06. Review (5:53)

 

Access Beginner 7

 

00. Introduction (7:09)

01. Navigation Forms (16:46)
Getting around in your database
Switchboards, discussion of
Navigation Form Pros and Cons
Create Simple Horizontal Nav Form
Add Forms to Nav Form
Add Reports to Nav Form
Rename Tabs
Change Form Caption
Rearrange / Move Tabs
Delete Tab
Horizontal Tabs, 2 Levels
Multi-Level Menu Tabs
Tabs by Object Type
Tabs by Data Type
Changing Colors
Display Navigation Form on Startup
Hide Navigation Pane on Startup
Bypassing Startup Options
Nesting Navigation Forms, discussion of

02. Main Menu Form 1 (12:01)
Create a Blank Unbound Form
Command Button Wizard
Form Operations > Open Form
Button Text (Caption)
Open Form Show All Records
Make Forms Remember Startup Position
Command Button Wizard not starting
Use Control Wizards Option
Why Use Command Buttons
Button to Close Form

03. Main Menu Form 2 (18:07)
Change Form Background Color
Form Properties
Form Caption Property
Form Property Sheet
Turn Off Record Selectors
Turn Off Navigation Buttons
Turn Off Scroll Bars
Main Menu Label
Formatting Label Options
Shape Outline
Special Effect
Shadowed Labels
Use Labels to Group Buttons
Position > Send to Back
Report Operations > Preview Report
Copy Logo to Main Menu Form

04. Customer List Form 1 (11:54)
Sorted List of Customers
NOT Using a Multiple Items Form
Create a Sorted Query for Customers
Form Design View with Blank Form
Setting a Form's Record Source Property
Query as a Record Source
Show Only Fields from Current Record Source
Form Properties
Default View > Continuous Forms

05. Customer List Form 2 (18:59)
Rearrange Fields into Columns
Put Labels in a Row Over Text Boxes
Form Header & Footer
Page Header & Footer, discussion of
Move Labels to Form Header
Access Should Save Form Position and Size
Command Button to Open Customer Form
Open the Form and Find Specific Data to Display
Which Fields Contain Matching Data
Making a Button Transparent
Turn off Navigation Buttons
Turn off Record Selectors
Set Scroll Bars to Vertical Only
Allow Additions
Allow Deletions
Allow Edits

06. Review (5:46)

 

Access Beginner 8

 

00. Intro (6:51)

01. Value List Combo Box (15:02)
Combo Boxes provide for uniform data entry
Select an option from a list
Add LeadSource to Customer Table
Make sure LeadSource is in Customer Form
Change RecordSource to CustomerT
Add Combo Box to Customer Form
I will type in the values that I want
Store that value in this field
Selecting values
Why is it called a Combo Box?
Limit to List
Edit List Items
Adding Items to the List
Default Value
Allow Value List Edits

02. Table-Based Combo Box (12:27)
Why you should NOT use a Value List Combo
Create a LeadSource Table
Combo Box get the values from another table
Which fields do you want in combo box
What sort order do you want
Save in the LeadSource field
Row Source Type: Table/Query
List Items Edit Form
Create a LeadSource Multiple Items Form

03. Multi-Column Combo Box (8:58)
Combo Box to pick States
Create a State Table
State Abbreviation and Name
Hide Key Column
Resize Column Widths
Which column to store in CustomerT
List Width
Column Widths
List Rows

04. Tab Order (10:58)
Show the Tab Order on CustomerListF
Rearrange Controls
Tab Order button
Detail Section
Auto Order
Manually Edit Tab Order
Tab Stop Property
Cycle Property
All Records
Current Record
Fix the Customer Form Tab Order

05. List Boxes (8:55)
Preferred Shipping Method
Create ShippingT
Shipping field in CustomerT
Change To > Combo Box
Don't use Table Lookup Wizards

06. Search Combo Box (2:39)
Turn on Form Header/Footer
Combo Box Find Record

07. Review (5:54)

 

Access Beginner 9

 

00. Intro (6:26)

01. Contact Table & Form (12:48)
What is a Contact
Why not use a Memo field?
Create Contact Table
Review of Now() Function
Create Contact Form
Enter Data into Contact Form
Notice Poor Data Integrity

02. Contact Query (11:39)
Bring in All Fields "ContactT.*"
Duplicate Fields
Show Box to Hide Column
Records from a Single Date
=#11/24/12# doesn't work
Between Keyword doesn't work
Inequality works
Today's Contacts with Date()
Date()+1
Yesterdays Contacts Date()-1
[Enter Date] in multiple places
Explicit Query Parameters

03. Contact Report 1 (14:54)
Building a Report from Scratch
Page Header, Footer
Detail Section
Print Preview
Problems with Layout View
Remove Box Borders
Transparent Shape Outline
Portrait vs. Landscape View
Margins
Horizontal Line
SHIFT to keep line strait
Printing Reports

04. Contact Report 2 (13:44)
Switch back to Portrait
Can Grow, Can Shrink
Force exact size for reports
String Concatenation
FirstName & LastName in Query
Trim Function
Concatenation in Report Fields
LastName, FirstName in Report

05. Miscellaneous (17:11)
Alternate Back Color
HTML Color Codes
Light Gray Line
Line Thickness
Line Type
Section Background Colors
Page Header vs. Report Header
Page Numbering
Page [Page] [Pages]
Report Footer
Confidentiality Notice
Add Buttons to Main Menu

06. Review (6:50)

 

You may want to read these articles from the 599CD News:

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12/3/2021Access Beginner 2 Lessons
12/3/2021Access Beginner 2
11/30/2021Import Multiline Cells
11/30/2021Adam's Access Games
11/29/2021Prevent Close
11/28/2021Random
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11/13/2021Access Developer 36
11/13/2021Access Developer 36 Lessons
 

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