Access 2007: The Missing Manual. The Missing Manual

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• Access 2007: The Missing Manual
  • A Note Regarding Supplemental Files
  • The Missing Credits
    • About the Author
    • About the Creative Team
    • Acknowledgements
    • The Missing Manual Series
  • Introduction
    • What You Can Do with Access
      • The Two Sides of Access
      • Access vs. Excel
      • Access vs. SQL Server
    • The New Face of Access 2007
      • The Ribbon
      • Using the Ribbon with the Keyboard
      • The Office Menu
      • The Quick Access Toolbar
    • The New Features in Access 2007
    • About This Book
      • About the Outline
      • About These Arrows
        • Contextual tabs
        • Drop-down buttons
        • Ordinary menus
      • About Shortcut Keys
      • About Clicking
      • Examples
      • About MissingManuals.com
      • Safari Enabled
  • I. Storing Information in Tables
    • 1. Creating Your First Database
      • 1.1. Understanding Access Databases
      • 1.2. Getting Started
        • 1.2.1. Creating a New Database
        • 1.2.2. Understanding Tables
        • 1.2.3. Creating a Simple Table
        • 1.2.4. Editing a Table
          • 1.2.4.1. Edit mode
          • 1.2.4.2. Shortcut keys
          • 1.2.4.3. Cut, copy, and paste
      • 1.3. Saving and Opening Access Databases
        • 1.3.1. Making Backups
        • 1.3.2. Saving a Database with a Different Name or Format
        • 1.3.3. Opening a Database
        • 1.3.4. Opening More Than One Database at Once
        • 1.3.5. Opening a Database Created in an Older Version of Access
        • 1.3.6. Creating Another Database
      • 1.4. The Navigation Pane
        • 1.4.1. Browsing Tables with the Navigation Pane
        • 1.4.2. Managing Database Objects
    • 2. Building Smarter Tables
      • 2.1. Understanding Data Types
      • 2.2. Design View
        • 2.2.1. Organizing and Describing Your Fields
        • 2.2.2. How Updates Work in Design View
      • 2.3. Access Data Types
        • 2.3.1. Text
          • 2.3.1.1. Text length
        • 2.3.2. Memo
          • 2.3.2.1. Formatted text
        • 2.3.3. Number
          • 2.3.3.1. Number size
          • 2.3.3.2. Number formatting
        • 2.3.4. Currency
        • 2.3.5. Date/Time
          • 2.3.5.1. Custom date formats
        • 2.3.6. Yes/No
        • 2.3.7. Hyperlink
        • 2.3.8. Attachment
        • 2.3.9. AutoNumber
          • 2.3.9.1. Using AutoNumbers without revealing the size of your table
          • 2.3.9.2. Using replication IDs
      • 2.4. The Primary Key
        • 2.4.1. Creating Your Own Primary Key Field
      • 2.5. Six Principles of Database Design
        • 2.5.1. 1. Choose Good Field Names
        • 2.5.2. 2. Break Down Your Information
        • 2.5.3. 3. Include All the Details in One Place
        • 2.5.4. 4. Avoid Duplicating Information
        • 2.5.5. 5. Avoid Redundant Information
        • 2.5.6. 6. Include an ID Field
    • 3. Mastering the Datasheet: Sorting, Searching, Filtering, and More
      • 3.1. Datasheet Customization
        • 3.1.1. Formatting the Datasheet
        • 3.1.2. Rearranging Columns
        • 3.1.3. Resizing Rows and Columns
        • 3.1.4. Hiding Columns
        • 3.1.5. Freezing Columns
      • 3.2. Datasheet Navigation
        • 3.2.1. Sorting
          • 3.2.1.1. Sorting on multiple fields
        • 3.2.2. Filtering
          • 3.2.2.1. Quick filters
          • 3.2.2.2. Filter by selection
          • 3.2.2.3. Filter by condition
        • 3.2.3. Searching
      • 3.3. Advanced Editing
        • 3.3.1. The Spell Checker
          • 3.3.1.1. Spell checking options
        • 3.3.2. AutoCorrect
        • 3.3.3. Special Characters
      • 3.4. Printing the Datasheet
        • 3.4.1. Print Preview
          • 3.4.1.1. Moving around the print preview
          • 3.4.1.2. Changing the page layout
        • 3.4.2. Fine-Tuning a Printout
    • 4. Blocking Bad Data
      • 4.1. Data Integrity Basics
        • 4.1.1. Preventing Blank Fields
          • 4.1.1.1. Blank values and empty text
        • 4.1.2. Setting Default Values
        • 4.1.3. Preventing Duplicate Values with Indexes
          • 4.1.3.1. Multifield indexes
      • 4.2. Input Masks
        • 4.2.1. Using a Ready-Made Mask
        • 4.2.2. Creating Your Own Mask
      • 4.3. Validation Rules
        • 4.3.1. Applying a Field Validation Rule
        • 4.3.2. Writing a Field Validation Rule
          • 4.3.2.1. Validating numbers
          • 4.3.2.2. Validating dates
          • 4.3.2.3. Validating text
          • 4.3.2.4. Combining validation conditions
        • 4.3.3. Creating a Table Validation Rule
      • 4.4. Lookups
        • 4.4.1. Creating a Simple Lookup with Fixed Values
        • 4.4.2. Adding New Values to Your Lookup List
    • 5. Linking Tables with Relationships
      • 5.1. Relationship Basics
        • 5.1.1. Redundant Data vs. Related Data
        • 5.1.2. Matching Fields: The Relationship Link
        • 5.1.3. Linking with the ID Column
        • 5.1.4. The Parent-Child Relationship
      • 5.2. Using a Relationship
        • 5.2.1. Defining a Relationship
        • 5.2.2. Editing Relationships
        • 5.2.3. Referential Integrity
          • 5.2.3.1. Blank values for unlinked records
          • 5.2.3.2. Cascading deletes
          • 5.2.3.3. Cascading updates
        • 5.2.4. Navigating a Relationship
        • 5.2.5. Lookups with Related Tables
      • 5.3. More Exotic Relationships
        • 5.3.1. One-to-One Relationship
        • 5.3.2. Many-to-Many Relationship
          • 5.3.2.1. Junction tables
          • 5.3.2.2. Multi-value fields
      • 5.4. Relationship Practice
        • 5.4.1. The Music School
          • 5.4.1.1. Identifying the tables
          • 5.4.1.2. Identifying the relationships
          • 5.4.1.3. Getting more detailed
        • 5.4.2. The Chocolate Store
          • 5.4.2.1. The product catalog and customer list
          • 5.4.2.2. Ordering products
  • II. Manipulating Data with Queries
    • 6. Queries That Select Records
      • 6.1. Query Basics
      • 6.2. Creating Queries
        • 6.2.1. Creating a Query in Design View
          • 6.2.1.1. Building filter expressions
          • 6.2.1.2. Getting the top records
        • 6.2.2. Creating a Simple Query with the Query Wizard
        • 6.2.3. Understanding the SQL View
          • 6.2.3.1. Analyzing a query
          • 6.2.3.2. Creating a union query
      • 6.3. Queries and Related Tables
        • 6.3.1. Joining Tables in a Query
        • 6.3.2. Outer Joins
          • 6.3.2.1. Finding unmatched records
        • 6.3.3. Multiple Joins
    • 7. Essential Query Tricks
      • 7.1. Calculated Fields
        • 7.1.1. Defining a Calculated Field
        • 7.1.2. Simple Math with Numeric Fields
          • 7.1.2.1. Date fields
          • 7.1.2.2. Order of operations
        • 7.1.3. Expressions with Text
      • 7.2. Query Functions
        • 7.2.1. Using a Function
          • 7.2.1.1. Nested functions
        • 7.2.2. The Expression Builder
        • 7.2.3. Formatting Numbers
        • 7.2.4. More Mathematical Functions
        • 7.2.5. Text Functions
        • 7.2.6. Date Functions
        • 7.2.7. Dealing with Blank Values (Nulls)
      • 7.3. Summarizing Data
        • 7.3.1. Grouping a Totals Query
        • 7.3.2. Joins in a Totals Query
      • 7.4. Query Parameters
    • 8. Queries That Update Records
      • 8.1. Understanding Action Queries
        • 8.1.1. Testing Action Queries (Carefully)
        • 8.1.2. The Action Query Family
      • 8.2. Update Queries
      • 8.3. Append Queries
        • 8.3.1. Creating an Append (or Make-Table) Query
        • 8.3.2. Getting AutoNumbers to Start at Values Other Than 1
      • 8.4. Delete Queries
      • 8.5. Tutorial: Flagging Out-of-Stock Orders
        • 8.5.1. Finding Out-of-Stock Items
        • 8.5.2. Putting the Orders on Hold
    • 9. Analyzing Data with Crosstab Queries and Pivot Tables
      • 9.1. Understanding Crosstab Queries
      • 9.2. Creating Crosstab Queries
        • 9.2.1. Creating a Crosstab Query with the Wizard
        • 9.2.2. Creating a Crosstab Query from Scratch
      • 9.3. Pivot Tables
        • 9.3.1. Building a Pivot Table
        • 9.3.2. Manipulating a Pivot Table
        • 9.3.3. Creating a Calculated Field
        • 9.3.4. Hiding and Showing Details
        • 9.3.5. Filtering Pivot Tables
      • 9.4. Pivot Charts
        • 9.4.1. Choosing a Chart Type
        • 9.4.2. Printing a Pivot Chart
  • III. Printing Reports
    • 10. Creating Reports
      • 10.1. Report Basics
        • 10.1.1. Creating a Simple Report
        • 10.1.2. Arranging a Report
        • 10.1.3. Adding and Removing Fields
        • 10.1.4. The Many Views of a Report
        • 10.1.5. Creating a Report from Scratch
      • 10.2. Printing, Previewing, and Exporting a Report
        • 10.2.1. Previewing a Report
        • 10.2.2. Exporting a Report
        • 10.2.3. Getting the "Save As PDF" Add-in
      • 10.3. Formatting a Report
        • 10.3.1. Formatting Columns and Column Headers
          • 10.3.1.1. Formatting numeric fields
          • 10.3.1.2. Alternating row formatting
          • 10.3.1.3. Gridlines
          • 10.3.1.4. Borders
        • 10.3.2. Conditional Formatting
      • 10.4. Filtering and Sorting a Report
        • 10.4.1. Filtering a Report
        • 10.4.2. Sorting a Report
    • 11. Designing Advanced Reports
      • 11.1. Improving Reports in Design View
        • 11.1.1. The Design View Sections
        • 11.1.2. Understanding Controls
        • 11.1.3. Moving Fields out of a Layout
        • 11.1.4. Adding More Controls
        • 11.1.5. Creating a Report from Scratch (in Design View)
      • 11.2. The Report Wizard
      • 11.3. The Label Wizard
      • 11.4. Fine-Tuning Reports with Properties
        • 11.4.1. Modifying Common Properties
      • 11.5. Expressions
      • 11.6. Grouping
        • 11.6.1. Report Grouping
        • 11.6.2. Fine-Tuning with the "Group, Sort, and Total" Pane
          • 11.6.2.1. Sort by
          • 11.6.2.2. Group on
          • 11.6.2.3. From A to Z/from smallest to largest
          • 11.6.2.4. By entire value
          • 11.6.2.5. With totaled
          • 11.6.2.6. With title
          • 11.6.2.7. With a header section / with a footer section
          • 11.6.2.8. Keep group together on one page
        • 11.6.3. Multiple Groups
  • IV. Building a User Interface with Forms
    • 12. Creating Simple Forms
      • 12.1. Form Basics
        • 12.1.1. Creating a Simple Form
        • 12.1.2. Using a Form
          • 12.1.2.1. Finding and editing a record
          • 12.1.2.2. Adding a record
          • 12.1.2.3. Deleting a record
          • 12.1.2.4. Printing records
      • 12.2. Sorting and Filtering in a Form
        • 12.2.1. Sorting a Form
        • 12.2.2. Filtering a Form
        • 12.2.3. Using the Filter by Form Feature
        • 12.2.4. Saving Filters for the Future
      • 12.3. Creating Better Layouts
        • 12.3.1. Liberating Controls from Layouts
        • 12.3.2. Using More Than One Layout
        • 12.3.3. Using Tabular Layouts
        • 12.3.4. Showing Multiple Records in any Form
        • 12.3.5. Split Forms
        • 12.3.6. Even More Useful Form Properties
      • 12.4. The Form Wizard
    • 13. Designing Advanced Forms
      • 13.1. Customizing Forms in Design View
        • 13.1.1. Form Sections: The Different Parts of Your Form
        • 13.1.2. Adding Controls to Your Form
        • 13.1.3. The Control Gallery: A Quick Tour
        • 13.1.4. Arranging Controls on Your Form
          • 13.1.4.1. Aligning controls
          • 13.1.4.2. Sizing controls
          • 13.1.4.3. Spacing controls
          • 13.1.4.4. Controls that overlap
        • 13.1.5. Anchoring: Automatically Resizing Controls
          • 13.1.5.1. Making controls as wide as the form
          • 13.1.5.2. Making a single control as large as possible
        • 13.1.6. Tab Order: Making Keyboard Navigation Easier
      • 13.2. Taking Control of Controls
        • 13.2.1. Locking Down Fields
        • 13.2.2. Prevent Errors with Validation
        • 13.2.3. Performing Calculations with Expressions
        • 13.2.4. Organizing with Tab Controls
        • 13.2.5. Going Places with Links
        • 13.2.6. Navigating with Lists
        • 13.2.7. Performing Actions with Command Buttons
      • 13.3. Forms and Linked Tables
        • 13.3.1. Table Relationships and Simple Forms
        • 13.3.2. The Subform Control
        • 13.3.3. Creating Customized Subforms
    • 14. Building a Navigation System
      • 14.1. Mastering the Navigation Pane
        • 14.1.1. Configuring the Navigation List
        • 14.1.2. Better Filtering
        • 14.1.3. Hiding Objects
        • 14.1.4. Using Custom Groups
        • 14.1.5. Searching the Navigation List
      • 14.2. Building Forms with Navigation Smarts
        • 14.2.1. Building a Switchboard
        • 14.2.2. Designating a Startup Form
        • 14.2.3. Switchboard Alternatives
          • 14.2.3.1. Custom switchboard forms
          • 14.2.3.2. Compound forms
        • 14.2.4. Showing All Your Forms in a List
      • 14.3. Linking to Related Data
        • 14.3.1. Showing Linked Records in Separate Forms
        • 14.3.2. Showing More Detailed Reports with Links
  • V. Programming Access
    • 15. Automating Tasks with Macros
      • 15.1. Macro Essentials
        • 15.1.1. Creating a Macro
        • 15.1.2. Running a Macro
        • 15.1.3. Debugging a Macro
      • 15.2. Macros and Security
        • 15.2.1. Unsafe Macro Actions
        • 15.2.2. How Access Handles Unsafe Macros
        • 15.2.3. The Trust Center
        • 15.2.4. Setting Up a Trusted Location
      • 15.3. Three Macro Recipes
        • 15.3.1. Find a Record
        • 15.3.2. Print a Report
        • 15.3.3. Email Your Data
      • 15.4. Managing Macros
        • 15.4.1. Macro Groups
        • 15.4.2. Assigning a Macro to a Keystroke
        • 15.4.3. Configuring a Startup Macro
      • 15.5. Connecting Macros to Forms
        • 15.5.1. Understanding Events
        • 15.5.2. Attaching a Macro to an Event
        • 15.5.3. Reading Arguments from a Form
        • 15.5.4. Changing Form Properties
      • 15.6. Conditional Macros
        • 15.6.1. Building a Condition
        • 15.6.2. Validating Data with Conditions
        • 15.6.3. More Complex Conditional Macros
    • 16. Automating Tasks with Visual Basic
      • 16.1. The Visual Basic Editor
        • 16.1.1. Adding a New Module
        • 16.1.2. Writing the Simplest Possible Code Routine
      • 16.2. Putting Code in a Form
        • 16.2.1. Responding to a Form Event
        • 16.2.2. Calling the Code in a Module
        • 16.2.3. Reading and Writing the Fields on a Form
      • 16.3. Understanding Objects
        • 16.3.1. Properties
        • 16.3.2. Methods
        • 16.3.3. Events
      • 16.4. Using Objects
        • 16.4.1. Indicating That a Record Has Changed
        • 16.4.2. Creating a Mouseover Effect
    • 17. Writing Smarter Code
      • 17.1. Exploring the VB Language
        • 17.1.1. Storing Information in Variables
        • 17.1.2. Making Decisions
        • 17.1.3. Repeating Actions with a Loop
        • 17.1.4. Creating Custom Functions
        • 17.1.5. Putting It All Together: A Function for Testing Credit Cards
      • 17.2. Dealing with Trouble
        • 17.2.1. Debugging
        • 17.2.2. Error Handling
      • 17.3. Deeper into Objects
        • 17.3.1. The DoCmd Object
        • 17.3.2. Converting a Macro to VB Code
      • 17.4. Using VB to Run a Better Business
        • 17.4.1. Keeping a Running Total
        • 17.4.2. Getting Price Information
        • 17.4.3. Adding a New Product During an Order
        • 17.4.4. Managing Order Fulfillment
        • 17.4.5. Updating Stock Numbers
  • VI. Sharing Access with the Rest of the World
    • 18. Sharing a Database with Multiple Users
      • 18.1. Opening Up Your Database to the World
        • 18.1.1. How Access Sharing Works
      • 18.2. Preparing Your Database
        • 18.2.1. Understanding Split Databases
        • 18.2.2. Splitting a Database with the Wizard
        • 18.2.3. How Linked Tables Work
        • 18.2.4. Manually Splitting a Database
        • 18.2.5. Locking Down Your Front End
        • 18.2.6. Sharing a Database with People Who Dont Own Access
      • 18.3. Playing Well with Others
        • 18.3.1. Seeing Changes As They Happen
        • 18.3.2. Dealing with Editing Conflicts
        • 18.3.3. Using Locks to Stop Overlapping Edits
        • 18.3.4. Opening a Database in Exclusive Mode
      • 18.4. Data Corruption
        • 18.4.1. Diagnosing (and Fixing) Corrupt Databases
        • 18.4.2. Preventing Corruption
      • 18.5. Securing Your Database
        • 18.5.1. Password-Protecting Your Database
        • 18.5.2. Passwords and Split Databases
        • 18.5.3. Using Windows File Security
    • 19. Importing and Exporting Data
      • 19.1. Case for Importing and Exporting
        • 19.1.1. Understanding Exports
        • 19.1.2. Understanding Imports
      • 19.2. Using the Clipboard
        • 19.2.1. Copying a Table from Access to Somewhere Else
        • 19.2.2. Copying Cells from Excel into Access
      • 19.3. Import and Export Operations
        • 19.3.1. Importable File Types
        • 19.3.2. Importing Data
        • 19.3.3. Importing from an Excel File
        • 19.3.4. Importing from a Text File
        • 19.3.5. Exportable File Types
        • 19.3.6. Exporting Data
        • 19.3.7. Reusing Import and Export Settings
      • 19.4. Access and XML
        • 19.4.1. What Is XML, Really?
        • 19.4.2. Three Rules of XML
          • 19.4.2.1. The prolog
          • 19.4.2.2. Elements
          • 19.4.2.3. Nesting
        • 19.4.3. XML Files and Schemas
        • 19.4.4. The Access XML Story
        • 19.4.5. Exporting to an XML File
        • 19.4.6. Importing from an XML File
      • 19.5. Collecting Info by Email
        • 19.5.1. Creating an Email Message
        • 19.5.2. Processing Replies Manually
        • 19.5.3. Processing Replies Automatically
        • 19.5.4. Managing Your Email Collection Settings
    • 20. Connecting Access to SQL Server
      • 20.1. Should You Switch to SQL Server?
        • 20.1.1. How SQL Server Works
        • 20.1.2. A Cheaper SQL Server
      • 20.2. Getting Started: SQL Server 2005 Express
        • 20.2.1. Installing SQL Server Express
        • 20.2.2. Putting SQL Server on the Network
      • 20.3. Creating a SQL Server Database
        • 20.3.1. Upsizing a Database
        • 20.3.2. Managing Your Database
        • 20.3.3. Creating a SQL Server Database from Scratch
      • 20.4. Adding Objects to a SQL Server Database
        • 20.4.1. Creating a Table
          • 20.4.1.1. SQL Server data types
          • 20.4.1.2. AutoNumber fields
          • 20.4.1.3. Lookups
          • 20.4.1.4. Relationships
        • 20.4.2. Understanding Queries
        • 20.4.3. Creating a View
    • 21. Connecting Access to SharePoint
      • 21.1. Understanding SharePoint
        • 21.1.1. What You Can Do in SharePoint
      • 21.2. Setting Up SharePoint
        • 21.2.1. Creating a Team Site
        • 21.2.2. Customizing Your Site
      • 21.3. SharePoint and Access
        • 21.3.1. Building a List
        • 21.3.2. Exporting a Table to SharePoint
        • 21.3.3. Importing Data in Access
        • 21.3.4. Move a Whole Database to SharePoint
        • 21.3.5. Editing Your SharePoint Data in Access
        • 21.3.6. Making Offline Changes
  • VII. Appendix
    • A. Customizing the Quick Access Toolbar
      • A.1. The Quick Access Toolbar
        • A.1.1. Adding Buttons
        • A.1.2. Customizing Specific Databases
  • Index
  • About the Author
  • Colophon

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