Access II Course Covers Reports, Forms, Queries

Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

AIN100b Introduction to Microsoft
Access Level 2

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Classes custom designed for Working Professionals
http://www.dhdursoassociates.com
San Juan Capistrano, CA
(800)355-9855

Accelerated Computer Training for Working Professionals Factory 2010 Case

AIN100B - Introduction to Access II

Quick introduction to Access for
experienced Windows users

P.O. Box 6142
Laguna Niguel, CA 92607
949-489-1472

1 Factory AIN100B


 Introduction (s)
 Facilities
 Course Packet (May vary by course and class)
– Student Questionnaire
– Collaterals (Maps, Catalog, Etc.)
– PowerPoint handouts for all sessions
– Evaluation form in back
– Training certificate

2 AIN100B Factory

3 AIN100A Factory

MS Access Introductory (100 Level)
Curriculum

AIN100
AIN100T Incl. A & B

AIA101

AIN104
AIN102 AMP110
Reports
Queries Macros
& Forms

4 AIN100A Factory

Books

 Microsoft Access Plain & Simple;
Curtis Frye
 Microsoft Access Bible; Cary
Prague
 Available from major booksellers

5 AIN100A Factory

AIN100B – Introduction to Access II

 Quick pace for experienced windows users
 Assumes no prior knowledge of Access
 End-user, not programmer, oriented
 Somewhat structured towards personal use for
analysis and reporting
 Two levels – Day 1 (AIN100A) and Day 2
(AIN100B)

6 AIN100B Factory

Course Topics:

 External Data
 Reports
 Forms
 Advanced Queries
 Macros
 Switchboards (2007) or
Navigation Forms (2010)
7 AIN100B Factory

Introduction to Access
Industry Standard Approach:

Access has many ways to accomplish tasks. As an accelerated
course we will cover only the most common.

Tables Table Designer
Queries Query designer
Reports Wizard then modify
Forms Wizard then modify
Macros Macro Designer

8 AIN100B Factory

Course Format:

 2 Sessions
 Lecture
 Demo
 Student “hands-on” - by the end of the
class the student will have constructed a
small, functional application
 Exercises are cumulative – later examples
build on objects created earlier

9 AIN100B Factory

Database Design – Critical Topic

 What do I want?
– (Outputs)

 What have I got?
– (Inputs)

 What do I need to do to get
there?
– (Process)

10 AIN100B Factory

Note: we have a full day course (DBD201) on this important topic.

Define Your Needs First

 Draw a PRODUCTS
picture

 Write a ORDERS
description
C.C.
EMPLOYEES Toys

11 AIN100B Factory

Course Schedule (3 hour sessions):

 Session 1
– External Data
– Reports & Forms
 Session 2
– Forms (cont’d)
– Automating Tasks

12 AIN100B Factory

Introduction to Access

Module

Introduction to Access, External
Data

P.O. Box 6142
949-489-1472
http://www.d2associates.com

1 Factory Access Accel. Introduction v1.02

Module Outline
Three short topics:

 Topic 1: Export tables
 Topic 2: Import data
 Topic 3: Link tables

2 Access Accel. Introduction v1.02 Factory

Module Hands On
Students “hands-on”:
– Export work_orders and employees tables
– Import work_orders text file
– Link employees excel file


Sample Application – Factory2000

 Simple cost accounting
application
 Employees work on work
orders
 Clock labor hours for each
work order


Recording Factory2000 Labor Hours

EmpNo fName lName Rate Wono Descr Hours
12 Bob Smith 15 A1 Casting 12
13 Mary Chavez 20 A1 Casting 22
14 Alicia Parks 25 B3 Ass’ly 15
14 Alicia Parks 25 C2 Screws 18

What problems do you see with this approach?


Factory2000 Relational Database Structure

EmpNo fName lName Rate MgrNo Wono Descr Std
12 Bob Smith 15 13 A1 Casting 30

13 Mary Chavez 20 B3 Fitting 50

14 Alicia Parks 25 12 C2 Screws 70

employees Work_orders
EmpNo Wono Start End Hours
12 A1 1/1/01 1/31/01 20

14 C2 2/1/01 2/28/01 42
Labor
14 B3 1/1/01 2/28/01 40


Exporting a table

 Very simple
 Click File|Export (or save as)
 Specify type: Access can
export to many types: Excel,
Text, etc.


Exporting tables

 Export Work_Orders to CSV
text file.
 Export Employees to an
Excel spreadsheet.
 Note you can also export to
another Access table. Even
one elsewhere on a LAN!


Using External Data

 Two methods:
– Import the data into a new (or existing table) in your
database
– Link to the data. A table link appears in your
database but the data stays in the original file.


Importing Files

 Another very important feature
 Start from new table dialog, pick
Import Table
 It will start a wizard
 Use advanced to select fields, etc.
 Specifications can be saved for later
use


Importing a Text File

Importing a table from a Text File


Importing from a text file

 Import the instructor-supplied
labor text file into the previously
created labor table
 Save the specification


Linking a table

 Use new table dialog
 Select Link Table
 This will set up a connection to an
external table. It does not become
part of the Access database
 Access can link to many types: Excel,
ODBC connection, etc.


Linking a Table

Linking a table


Linking a Table

Linking a table


Linking a Table

Linking a table


Link a table

 Link the Employees
Excel
 Give it a name like
Employees_xls


Introduction to Microsoft Access

Module

Introduction to Access, External
Data

P.O. Box 6142
949-489-1472
http://www.d2associates.com [End of Module]
18 Factory Access Accel. Introduction v1.02

Notes

19

Notes

20

Microsoft Access

Module -
Reports

P.O. Box 6142
949-489-1472

1 Factory Access - Reports & Forms

Module Hands On

– Create a summary report
– Format the report
– Add a calculated field
– Add summary fields
– Add conditional formatting
– Sub-reports (optional)
 Create a sub-report
 Create a master-detail report

2 Access - Reports & Forms Factory

Creating reports

 Two basic methods:
– Report Wizard
– Report Designer

 Common approach is to start w/
the Wizard then modify the result


Report Wizard

 Building a Report by Using a Report Wizard
– Use the Report tab of the database window
– Can base report on table or query
– Report Wizard - a series of dialog boxes that steps
you through the process of building a report



Report Wizard

 After selecting the table or query you give
the Wizard additional information…
– Grouping – for summaries, etc.
– Sorting – for sort order within group, plus
which summary function to use
– Format and style


Report Wizard

 Create a labor report
– Use qryLaborDetail query
– Select wono, empno, fname,
lname, hours
– Group by wono
– Use summary options: sum hours,
– Layout and style to taste
– Save as rptLabor


Report Design Window

 Menu Bar and Toolbar Rulers - vertical and horizontal
 Report Layout
 Toolbox
 Field List Box - used for adding fields to a report
template
 Properties Sheet or Section Detail Sheet - controls the
appearance of a report object
 Scroll Bars


Report Designer


Redesigning a Report

 Able to move field and title boxes around the
design template via a drag operation
 Able to resize the report bands using selection
handles
 Able to add additional titles using label control
 Able to align text as well as change the font
and size of type used
 Can add background fill effects, etc.


Report Designer

 Open rptLabor in design view
– Format headings
– Remove extra subtotal row and
reduce band height
– Fill title with grey background
– Etc.
– Save with same name
(rptLabor)


Report Designer Results


Report Designer

 Adding Fields
– Use toolbox, or
– Drag and drop from field list
– Set control source on property sheet if appropriate(see below)
– Put SQL function around the control source for aggregate
fields
 Two types
– Bound
– Unbound (no control source)


Report Designer
Function


Report Designer

 Open the report Labor in
design view
– Add a cost column (unbound
control)
– Format to taste
– Save report as rptLaborCost


Report Designer

 One more change to Labor
report
– Add group and grand totals to
labor cost for the report
– Add an unbound textbox
control
– Use a formula, =sum(…), as
the control source
– Save as rptLaborCost_2


Labor report with Cost Column


Conditional Formatting

 Format, Conditional Formatting commands
from Menu Bar
 Can be used for forms or reports
– Examines the contents of a field
– Based upon field’s contents able to specify:
 Font/Font size/Font color
 Background color
 Text attributes (boldface, underline, italics)
 Try flagging stdhrs >= 70


Subreports

 Can have sub reports added to a main
report
– to show detail
– To add related information such as customer data
on an invoice
 First create the sub report
 Then create the main report and drag the
sub report and drop it in place, or
 Use the subform/sub-report control



Sub Reports

 Create a subreport named
srptLaborDetail_3
– Base on qryLaborDetail_3
– Be sure to use tabular format
– Eliminate extraneous title
information


Labor Sub Report


Subreports

 Make sure you have a permanent
link between work_orders and
qryLaborDetail_3
 Create a main report
rptWork_Orders_Main
– Base on work_orders table
– Expand the detail band and drag the
subreport srptLaborDetail_3 into
position
 Format to taste


Sub Reports

 Drag new subreport to main report, or use
sub/form subreport control
 Save as rptWork_OrdersFull


Full Work Orders Report Results


Microsoft Access

Module -
Reports

P.O. Box 6142
949-489-1472 [End of Module]

Notes


Notes



Module -
Forms

P.O. Box 6142
949-489-1472


Module Hands On

– Build two simple data entry forms
– Create an unbound form
– Create a sub-form
– Build a master-detail form from above forms
– Add totals


Forms

 Form - provides for customized data entry
instead of using the datasheet window
 Also used to establish criteria for reports and
queries
 Found on the Forms tab of the database
window
 Form Wizards - a series of dialog boxes
prompting you about your form requirements


Form Wizard

 Specify source table or query, fields, etc. (again, note
fields can be bound or unbound)
 Generally pick columnar style
 Modify or preview result
 Numerous properties can be set
– Format (Appearance, scroll bars, etc.)
– Data (recordsource, etc.)
– Event (These can call macros and program code)
– Other



Form Wizard
(Instructor Led)

 Build a simple data entry form based
on the employees table
– Modify the form when click finish
– Set the caption property to “Maintain
Employee Information”
– Make text labels “semi-bold”
– Size the form as desired
– Set record selector to “NO” if desired
– Save as frmEmployees


Basic Employees form


Form Wizard
(On your own)

 Build a simple data entry form based
on the work_orders table
– Modify the form when click finish
– Set the caption property to “Work
Orders”
– Make text labels “semi-bold”
– Size the form as desired
– Set record selector to “NO” if desired
– Save as frmWork_Orders


Basic Work Orders Form


Form Designer

 Design surface for forms
 Add controls from toolbox
 Some controls themselves have wizards which
can invoke certain actions (run query, open
report, etc)



Form Designer

 Build a criteria selection form for the
parameter query qryParam (use design
view)
– Add an unbound control named txtOrderNo
– Make sure the control wizard button is depressed
– Add a button which will run the param query
– Run the form. What happened? Why?
– Save as frmParam


Fix the query and form then rerun

Change the variable names to look at the form

Criteria Selection Form Results


Subforms

 Same idea as sub reports
 Main form uses parent table; sub form uses
child table
 Several ways to create them
– Create sub form first, drag and drop to main form
– Use subform/subreport control
– Create with form wizard directly


Subforms

 Same idea as sub reports
 Main form uses parent table; sub form uses
child table
 Make sure you have a permanent link
 Create sub form first, drag and drop to main
form
 Can also create with form wizard directly


Typical Subform


Subforms

 Create a subform named
sfrmLaborDetail
– Use the form wizard
– Base on qryLaborDetail_3 query
– Pick tabular style (like a table or
spreadsheet grid)


Labor Detail Subform


Subforms

 Modify the frmWork_Orders form. It
will be the new main form
– Drag and drop the sub form
sfrmLaborDetail
– Remove extraneous labels
– Size and format as you like
– Save as frmWork_OrdersDetail


Placing a subform on a main form


Note link master and link child


Work Orders Detail Form


Sub Forms via the Wizard

 Sub Forms can also be built automatically
 Select parent table fields
 Then child table fields
 The child table will go in the subform


Main and sub forms via Wizard
(Instructor Demonstration)


Totals on Master-Detail Forms

 Common to add totals
– Total of invoice line items
– Total of purchase order line items
– Etc.
 Several ways
– Add a total field to the subform footer (simplest)
– Add a total field to the main report using a domain aggregate
– Add a total field to the main report using an SQL aggregate
– Probably others!


Adding a total to a sub form

 Works just like totals in reports
 Add the total field in the footer
– Add the sum so that control source reads =
sum([fieldname]) with the equals sign
 If desired can hide the footer field and add a
field to the main form that references the total
field on the subform


Add a total to a sub form

 Use the sfrmLaborDetail
 Save as sfrmLaborDetail_Total
 Expand the footer and add a field for
hours
 In the control source make sure
expression is =sum([hours])
 Now add the sub form to the
frmEmployees main form


Master-detail form with total


Domain Aggregates
(Concept demonstration)

 Similar to Spreadsheet functions
 Will total, etc., values in a field across several rows
(records)
 Can be used to populate a control on a form; say totals
or counts of “columns” in a sub form
 There are several: dlookup(), dsum(), dcount(), davg(),
etc.
– Syntax: Dname(“fieldname”,”source”, “criteria”)
– Note: quotes are mandatory


Domain Aggregates

Use builder to help build domain aggregates

Work Orders Form
w/ Domain Aggregate



Module -
Forms

P.O. Box 6142
949-489-1472 [End of Module]

Notes


Notes


Notes


Microsoft Access

Module - Automating the Application -
Advanced Queries, Macros, Control
Wizards

P.O. Box 6142
949-489-1472

1 Factory Access - Automating Tasks

Module Outline
Three parts:

 Part 1: Advanced Queries
 Part 2: Macros
 Part 3: Control Wizards

2 Access - Automating Tasks Factory

Module Hands On

– Create action queries
 Maketable
 Append
 Delete
– Create macros
 Simple
 Run from form
 Add where criteria
 Add a condition
– Use the control wizard to close a form


MS Access Training

Part 1
Advanced Queries


Advanced Queries
 Several types of special-use queries
– Action
 Make table*
 Append*
 Delete*
 Update
– Other
 Pass-through, crosstab etc.
 We will cover those with an *; others as time and
interest permit
 Reached through Query menu bar when query
designer is open


MakeTable Query

 Allows you to create a new table based on
a query
 Can be output to current database or
another one
 Very simple
– Design your query as you normally would
– Pull down the query menu and select make
table. Assign the new table name


MakeTable Query

 Create an extract of the
Employees table
– Save table as Temp_Employees
– Select MgrNo = 13
– Save your query as
qryMake_Temp_Employees


MakeTable Query Results


Append Query

 Appends records to an existing table
 Design query then pull down query menu and
select table to append to
 Must indicate destination field for each source
field in query. This is done in a new QBE grid
row.
 Can have additional “criteria” fields with no
destination



Append Query

 Create and execute an append query
 Select from Employees all records
with MgrNo =12
 Append to table Temp_Employees
 Save the query as
qryAppend_Temp_Employees


Append Query Results


Delete Query

 Deletes records from an existing table
 Go to query design window then pull
down query menu and select table to
delete from
 Establish the criteria in the criteria row


Delete Query

 Delete from temp_employees
– All records with rate less than 20


Delete Query Results


Other Advanced Queries

 Union – “Adds” results of two queries into one result
 Update – Update records in an existing table
 SQL Pass-through – Send an SQL statement directly
to “back-end” database (Oracle, DB2, etc.)
 Crosstab – Creates a crosstab result (similar to a
spreadsheet)
 Etc.


Microsoft Access

Part 2
Introduction to
Macros


Introduction to Macros

 Two ways of “programming” a task
in Access
– Macros
– Visual Basic for Applications (VBA)
 We will cover Macros primarily
 We will also take a look at control
wizards which do use VBA



 Elements of Macros
– Events – what “fires” the macro
– Actions – what the macro does
– Action arguments – control the specifics of the action
– Conditions – circumstance under which the macro “fires”
 Macro design grid – how macro is defined




 Create and run a simple macro, mcrFirst,
to become familiar with the concepts
– Action = msgbox
– Arguments:
 “Hello, Macro”
 information type
 title = “My First Macro”


Designing the First Macro


My First Macro


Automating Import/Export with
Macros

 Can string together several macros one after
the other
 Useful to do an import (or links, even) followed
by data manipulation
 As an example we will automate our prior three
action queries


Import Macro

 Design a simple macro to
import a table
 Action is transfertext
 Arguments are labor text
file to be imported
 Save as mcrImport


Designing Import Macro


Macro “Programs”

 Create a new macro to run the action
queries created earlier
 Use open query action
 Use the action query name as the
argument
 Add a msgbox
 Open the import table when done
 Save as mcrActionQueries


More on Macros

 Macros can be invoked depending on
“condition”
 Uses a condition column
 Macro will run iff condition is true
 Macros can be run one after another like a
“program”. Example:
– Do a maketable query , then an append query from
a different file. I.E different downloads from an ERP
system


MS Access Training

Part 3
Control Wizards


Control Wizards

 Will create program code for you to perform a
task
 Form operations
 Report operations
 Etc.
 Invoked by making sure the wizard button is
depressed when adding a control


Use
Wizard
Using the Control Wizard

Various Actions


Form Events

 Forms and controls have “events”
 These “fire” on certain actions. Examples:
– Click a button (onclick event)
– Before table is updated (beforeupdate event)
– After table is updated (afterupdate event)
– Etc.


Form Events (cont’d)

 When an event “fires” can execute:
– VBA Code
– Macro

 This provides a method for “running” an
application


Control wizards

 Create a criteria selection form
 Add a button to run the action
queries
 Add a button to close the form
 Run the form
 That’s it!


Form with Button to Launch Macro


Microsoft Access

End of Module

P.O. Box 6142
949-489-1472


Notes


Notes


Notes


Microsoft Access

Module – Navigation

P.O. Box 6142
949-489-1472

1 Factory Access Navigation

Access navigation

 Newer Access 2010 databases use the new
Navigation forms
 Older MDB databases still have the
Switchboard Manager tool available

2 Access Navigation Factory

Creating a Navigation form

 Select the desired style


Navigation Forms

 Drag and drop forms and reports one by one


Adjust properties

 Adjust properties as desired and save as
frmNavigation


Set startup options (File | Options)

 Set the Access options to open the navigation
form when it starts up


Navigation Form

 Update your existing
navigation form for the new
objects created.


Switchboards

 Create via a switchboard manager tool
 Creates a tree of launch forms – main
form is called switchboard and is placed
with your other form objects


Launching Switchboard Manager


Switchboard Manager

 Yes – we want to create a new switchboard!

Switchboard Manager


Switchboards

 Create a switchboard for your
application


Add a macro to minimize database
window

 Create macro (add to mcrForm macro group)
 Invoke on form load of switchboard form

13 Access Switchboards Factory

Updated mcrForm


Add to main switchboard load
event


Switchboard test

 Close your database
 Reopen your database – the database window
should be minimized


Microsoft Access

End of Module

P.O. Box 6142
Please fill out and turn in your
949-489-1472 end-of-course evaluations.

17 Factory Access Navigation

Notes


Notes


Notes


Orange Coast Database Associates Course (800)355-9855 or http://ocdatabases.itgo.com

Accelerated Computer Training

Orange Coast
Database Associates

Specializing in Microsoft Office,
Access, SQL, and related technologies
Computer Training, Programming & Consulting
32422 Alipaz St., Suite A-15
San Juan Capistrano, CA
(800)355-9855 (Toll Free) | (949)489-1472 (Direct) | (949)485-6284 (Fax)
http://www.dhdursoassociates.com | sales@dhdursoassociates.com

Accelerated Computer Training for Working Professionals

Access II Course Covers Reports, Forms, Queries

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