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421 PART IV Exchange Data with Others CHAPTER 18 Exchange Database Objects and Text.. 453 Save an Access Table or Query as a Mail Merge Data Source.. The Microsoft Office Access 2003 dat

2003

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How to Do Everything with Microsoft®Office Access 2003

Copyright © 2003 by The McGraw-Hill Companies All rights reserved Printed in the United

States of America Except as permitted under the Copyright Act of 1976, no part of this

publication may be reproduced or distributed in any form or by any means, or stored in a

database or retrieval system, without the prior written permission of publisher, with the exceptionthat the program listings may be entered, stored, and executed in a computer system, but they

may not be reproduced for publication

1234567890 FGR FGR 019876543

ISBN 0-07-222938-1

Publisher: Brandon A Nordin

Associate Publisher

& Editor-in-Chief: Scott Rogers

Acquisitions Editor: Megg Morin

Senior Project Editor: Jody McKenzie

Acquisitions Coordinators: Tana Allen, Athena Honore

Technical Editor: Margaret Levine Young

Copy Editor: Andy Saff

Proofreader: Stefany Otis

Indexer: Valerie Perry

Computer Designers: Tara A Davis, Lucie Erickson, Jim Kussow, Dick Schwartz

Illustrators: Kathleen Fay Edwards, Melinda Moore Lytle, Lyssa Wald

Series Design: Mickey Galicia

Cover Series Design: Dodie Shoemaker

Cover Illustration: Eliot Bergman

This book was composed with Corel VENTURA™

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Information has been obtained by McGraw-Hill/Osborne from sources believed to be reliable However, because of the possibility of

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adequacy, or completeness of any information and is not responsible for any errors or omissions or the results obtained from the use of

such information.

About the Author

When Grace Hopper, the originator of the concept of program compilers, told Virginia Andersen

in 1948 that there was a future for women in digital computers, she responded, “In what?”

Nevertheless, after graduating from Stanford University, Virginia pursued the idea and carved

out a career applying computers to many challenging projects such as mapping the moon’s

surface in preparation for the Apollo landing; managing large industrial construction projects;

conducting undersea surveillance; simulating navy weapon systems; and building reliability

mathematical models She also found time to teach computer science, mathematics, and system

analysis at the graduate and undergraduate levels at several Southern California universities

Since retiring from the defense industry, Virginia has written or contributed to more than 30books about personal computer–based applications, including database management, word

processing, and spreadsheet analysis She has recently completed the story of her varied uses for

computers over the last 50 years, Digital Recall: Computers Aren’t the Only Ones with Memory

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Contents at a Glance

1 Get Acquainted with Access 2003 3

2 Create a Database 25

3 Create and Modify Tables 41

4 Relate Tables 73

5 Enter and Edit Data 89

Part II Retrieve and Present Information 6 Sort, Filter, and Print Records 123

7 Extract Information with Queries 139

8 Create Advanced Queries 173

9 Understand Form and Report Design Basics 189

10 Create Custom Forms and Subforms 217

11 Create and Customize Reports and Subreports 255

12 Create Charts and Graphs 295

Part III Improve the Access 2003 Workplace 13 Customize the Workplace 319

14 Speed Up Your Database 341

15 Automate with Macros 357

16 Customize Menus and Toolbars 377

17 Create Custom Switchboards and Dialog Boxes 399

Part IV Exchange Data with Others

18 Exchange Database Objects and Text 425

19 Exchange Data with Outside Sources 447

20 Share with Multiple Users 465

21 Secure a Database 477

Appendix Convert to Access 2003 501

Index 509

Acknowledgments xix

Introduction xxi

PART I Get Started CHAPTER 1 Get Acquainted with Access 2003 3

Start Access and Open a Database 4

Take a Tour of the Access Window 5

Open a Database 6

Open the Sample Database 9

Tour the Database Window 11

Look at Menu Options and Toolbar Buttons 12

Use Shortcut Menus 13

Open a Table 14

Take a Tour of the Datasheet View 15

Check Out the Subdatasheet 17

Get Help When You Need It 18

Ask a Question 19

Use the Microsoft Access Help Task Pane 21

Ask the Office Assistant 23

Ask What’s This? 23

Get Help with What You’re Doing 23

CHAPTER 2 Create a Database 25

Design an Efficient Database 26

Determine the Goals of the Database 28

Distribute the Data Among the Tables 28

Identify the Data Fields 29

Specify Key Fields 30

Define Table Relationships 31

Complete the Database 32

Create a Database with the Database Wizard 33

Preview the Database Templates 33

Work with the Wizard 34

Run the New Application 38

Start with a Blank Database 39

CHAPTER 3 Create and Modify Tables 41

Create a Table with the Table Wizard 42

Choose a Table and Add Fields 42

Set the Primary Key 44

Relate to Existing Tables 45

Create a Table from Scratch in Design View 47

Tour the Table Design View 47

Add Fields 48

Choose a Primary Key 57

Create Other Indexes 58

Create a Table in Datasheet View 60

Save the Table Design 61

Modify the Table Design 62

Switch Table Views 62

Add or Delete Fields 62

Change the Field Order 63

Change a Field Name or Type 63

Change a Field Size 64

Modify or Delete the Primary Key 65

Ensure Data Validity 65

Define Field Validation Rules 66

Define a Record Validation Rule 67

Require an Entry and Prevent Duplicates 69

Handle Blank Fields 69

Assign a Default Value 70

Copy an Existing Table Structure 70

CHAPTER 4 Relate Tables 73

Define a Relationship 74

Use Ready-Made Relationships 74

Use the Relationships Window 75

View and Edit Relationships 85

Modify or Delete a Relationship 85

Change a Table Design from the Relationships Window 86

Print the Relationships 86

CHAPTER 5 Enter and Edit Data 89

Enter New Data 90

Copy and Move Data 90

Insert Pictures 93

Insert Hyperlinks 96

Customize Data Entry 99

Add Custom Input Masks 99

Create Lookup Fields 103

Change the Datasheet Appearance 106

Move and Resize Columns and Rows 106

Freeze and Hide Columns 108

Change the Font 109

Change Grid Lines and Cell Appearance 110

Set Datasheet Default Options 111

Change Table Definition in Datasheet View 112

Insert/Delete a Subdatasheet 112

Insert/Delete a Column 113

Change Field Names 113

Edit Record Data 113

Locate Records 114

Find and Replace Data 118

Delete Data 118

PART II Retrieve and Present Information CHAPTER 6 Sort, Filter, and Print Records 123

Sort Records 124

Sort on a Single Field 124

Sort by Two or More Fields 125

Save the Sort Order 125

Filter Records 125

Filter By Selection 126

Use an Exclusion Filter 128

Filter By Form 128

Filter For 133

Filter with Advanced Filter/Sort 133

Save a Filter 135

Remove and Delete Filters 136

Preview and Print Sorted or Filtered Table Data 136

CHAPTER 7 Extract Information with Queries 139

Create a Select Query 141

Use the Simple Query Wizard 142

Tour the Query Design Window 143

Without the Wizard 145

Relate Multiple Tables in a Query 146

Add/Remove Fields 148

Run and Save the Query 149

Hide and Show Fields 150

Specify the Record Order 151

Show Highest or Lowest Values 152

Add Selection Criteria 153

Use Wildcards and Operators 153

Use a Single Criterion 154

Use Multiple Criteria 154

Get Help from the Expression Builder 156

Set Query Properties 158

Modify a Query 159

Insert a Field and Change the Field Order 159

Change Field Properties 160

Perform Calculations in a Query 161

Add a Calculated Field 161

Summarize with the Wizard 163

Summarize in the Query Design 164

Create Special Queries with the Query Wizard 166

Create a Find Duplicates Query 166

Create a Find Unmatched Query 167

Create a Crosstab Query 169

CHAPTER 8 Create Advanced Queries 173

Create Special Purpose Queries 174

Parameter Queries 174

AutoLookup Queries 177

Update Query 178

Append Query 181

Delete Query 182

Make-Table Query 183

Look at Structured Query Language (SQL) 185

Review SQL Statements 185

Create a Subquery 187

Define a Criterion 187

Define a New Field 188

CHAPTER 9 Understand Form and Report Design Basics 189

Use AutoForm and AutoReport Features 190

Common Form and Report Design Elements 191

Understand Controls 192

Work in the Design Window 193

Start a New Design 193

Tour the Design Window 194

Add Controls 197

Modify Controls 202

Select Controls and Other Objects 202

Move and Resize Controls 204

Align and Space Controls 206

Use Property Sheets 206

Use the Formatting Toolbar 209

Format Conditionally 209

Change a Control Type 212

Delete Controls 212

Modify Form or Report Properties 213

Change the Record Source 213

Apply Filters and Sort Orders 214

Use AutoFormat 214

Add a Background Picture 215

CHAPTER 10 Create Custom Forms and Subforms 217

Create a New Form Design 218

Use the Form Wizard 220

Create a Form Without the Wizard 221

Modify the Form Design 222

Add Form Header and Footer Sections 223

Place and Customize Data-Related Controls 223

Add Yes/No Controls 231

Add User-Interactive Controls 234

Use the Form for Data Entry 237

Size the Form 238

Navigate in the Form 238

Change the Tab Order 238

Locate Records 239

Sort and Filter Data in a Form 239

View Multiple Records 240

Create a Multiple-Page Form 241

Add a Page Break 242

Add a Tab Control 242

Customize a Tab Control 244

Add Special Controls 245

Add Calculated Controls 245

Add an AutoDial Control 245

Create a Hierarchical Form 246

Use the Form Wizard 246

Use the Subform Wizard 248

Use the Hierarchical Form 251

Modify a Subform 251

Add Custom User Guidance 252

Add Data Validation 252

Validate with Properties 253

Validate with Events 253

CHAPTER 11 Create and Customize Reports and Subreports 255

Start a New Report 256

Use the Report Wizard 257

Preview and Print the Report 262

Work in the Print Preview Window 262

Use the Layout Preview 264

Print the Report 264

Modify the Report Design 266

Examine the Report Sections 266

Set Report and Section Properties 267

Change the Report Style 268

Add Page Numbers and Date/Time Controls 268

Save the Report Design 270

Sort and Group Records in a Report 270

Change the Sort Order 271

Add Group Sections 271

Customize Group Headers and Footers 273

Add Summaries and Running Totals 274

Apply the Finishing Touches 275

Modify and Add Groups 275

Create a Summary Report with the Report Wizard 278

Print an Alphabetic Index 280

Add a Subreport 281

Create a Subreport with the Report Wizard 282

Create a Subreport Control 283

Insert an Existing Subreport 286

Link the Report and Subreport 287

Modify a Subreport Control 288

Design a Multiple-Column Report 289

Print Mailing Labels 290

Use the Label Wizard 291

CHAPTER 12 Create Charts and Graphs 295

Choose a Chart Type 296

Create a New Chart with the Chart Wizard 296

Select the Data for the Chart 296

Use the Access Chart Wizard 299

Save the Chart 302

Link the Chart to Record Data 302

Add an Existing Chart to a Form or Report 303

Modify the Chart 304

Modify with Access 305

Edit with Microsoft Graph 308

PART III Improve the Access 2003 Workplace

CHAPTER 13 Customize the Workplace 319

Personalize the Workplace 320

Rearrange Icons 320

Create a Shortcut 321

Set Workplace Options 322

Create Custom Groups 333

Change the Way Access Starts 334

Modify the Office Assistant 337

Show and Hide 337

Set Office Assistant Options 337

Choose a Different Assistant 338

CHAPTER 14 Speed Up Your Database 341

Optimize a Database 342

Use the Analyzer Wizards 342

Optimize Tables and Queries 348

Optimize Filter By Form 350

Optimize Forms and Reports 350

Optimize Controls 351

Back Up and Restore a Database 352

Compact and Repair a Database 353

CHAPTER 15 Automate with Macros 357

Create a Simple Macro 358

Choose Macro Actions 359

Set Action Arguments 360

Test and Debug a Macro 361

Start the Macro 361

Step Through a Macro 362

Modify a Macro 363

Assign a Macro to an Event Property 363

Decide Which Event to Use 364

Add Conditions to a Macro 365

Create a Macro to Display a Warning 366

Create Other Commonly Used Macros 368

Set Control Values and Properties 368

Change the Flow of Operations 370

Filter Records 372

Create an AutoExec Macro 373

Create a Macro Group 373

Assign AutoKeys 375

CHAPTER 16 Customize Menus and Toolbars 377

Use Access Command Bars 378

Show and Hide Built-in Toolbars 379

Show and Hide Toolbar Buttons 381

Move and Resize Command Bars 381

Change Menu and Toolbar Options 381

Customize Command Bars 383

Create a Global Toolbar 383

Create Custom Toolbars and Menu Bars 383

Attach a Custom Command Bar to an Object 391

Specify Global Command Bars 391

Delete a Custom Command Bar 392

Modify Command Bars 393

Move Controls 394

Add and Delete Controls 395

Edit Buttons and Menu Commands 395

Restore Built-in Command Bars 397

CHAPTER 17 Create Custom Switchboards and Dialog Boxes 399

Create Switchboards 400

Use the Switchboard Manager to Create Switchboards 401

Modify the Switchboard 408

Create a Custom Dialog Box 412

Design the Form 412

Create and Attach the Macros 414

Set Form Properties and Style 416

Create a Dialog Box for User Input 419

Set the Input Form Properties 419

Create the Macros 420

Modify the Query 421

PART IV Exchange Data with Others CHAPTER 18 Exchange Database Objects and Text 425

Copy Objects among Access Databases 426

Copy and Paste 426

Drag and Drop 427

Import or Link Access Data 428

Import Objects 428

Set Import Options 430

Link Access Tables 431

Import from or Link to Other Data Sources 432

Use Data from dBASE or Paradox 433

Work with Linked or Imported Tables 434

Rename a Linked Table in Access 434

Change Linked Table Properties 435

Update Links with the Linked Table Manager 435

Unlink Tables 436

Import and Link Text Files 436

Use Delimited Text Files 436

Use Fixed-Width Text Files 440

Change Import Specifications 441

Export to an Existing Access Database 442

Export to Another Database Format 444

Export to Text Files 444

CHAPTER 19 Exchange Data with Outside Sources 447

Copy or Move Records 448

Copy or Move Data from a Word Processor 448

Copy or Move Data from a Spreadsheet 450

Copy or Move Records from Access to Another Application 450

Save Access Output as an External File 451

Work with Word 452

Save in Rich Text Format 453

Save an Access Table or Query as a Mail Merge Data Source 454

Publish with Word 454

Use Merge It with Word 455

Work with Excel 457

Import from and Link to Excel Spreadsheets 457

Export a Table or Query to Excel 462

Use Analyze It with Microsoft Excel 462

CHAPTER 20 Share with Multiple Users 465

Share a Database on a Network 466

Share an Entire Database 466

Split the Database 467

Prevent Exclusive Access 471

Replicate a Database 471

Manage the Database in a Multiuser Environment 472

Control Data Editing 473

Update Records with Refresh and Requery 476

Edit Shared Database Objects 476

CHAPTER 21 Secure a Database 477

Secure a Database with a Password 478

Secure a Multiple-User Database 479

Understand the User-Level Security Model 479

What Is Needed to Secure a Database? 481

Secure a Database with the User-Level Security Wizard 481

Create a Workgroup Without the Wizard 486

Assign or Change Permissions and Ownerships 493

Remove User-Level Security 497

Other Security Measures 498

Encode and Decode a Database 498

Hide Database Objects 498

APPENDIX Convert to Access 2003 501

Decide on a Conversion Strategy 502

Convert a Database 502

Convert a Workgroup Information File 504

Convert a Secured Database 504

Convert a Replicated Database 504

Enable a Database 505

Share a Database Across Several Access Versions 506

Convert from Access 2002-2003 to Access 97 507

Convert from Access 2002-2003 to Access 2000 507

Index 509

It has been a treat to be involved in the evolution of this new book series and it is also a pleasure

to revise the How to Do Everything for Microsoft Office Access 2003 My thanks go to the great

staff at McGraw-Hill/Osborne for all the help they provided I note especially Megg Morin, my

acquisitions editor, who, with skill and patience, guided me in the structure and tenor of this

book She is a pleasure to work with, as is all her staff Tana Allen and Athena Honore, my

acquisitions coordinators, skillfully juggled their many responsibilities, all the while being

responsive and helpful

I also owe many thanks to Jody McKenzie, the book’s project editor, for all her help inmoving the many chapters through the complex editing and production maze Her editorial

staff, including technical editor Margaret Levine Young and copy editor Andy Saff were very

conscientious in pointing out glitches in the logic and lapses in the style My sincere thanks

also go to Stefany Otis for proofing, to Valerie Perry for indexing, and to Jim Kussow and Dick

Schwartz for shipping this How To book The illustrators, Melinda Lytle, Kathleen Edwards,

and Lyssa Wald also did a great job with the art

I must mention how much I appreciate the unrelenting efforts my agent, Matt Wagner ofWaterside Productions, has put in to keep me from wasting my time by lolling around on the

beach for the last 13 years

Finally, I have my husband, Jack, to thank for providing quiet and peaceful surroundings,amenable to writing I also thank him for letting me take over his computer for the duration

while mine was occupied by the Office 2003 beta

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The Microsoft Office Access 2003 database management system can be a powerful tool for you

whether you need to handle business or personal information The concept of distributing data among

related tables is not new, but the way the concept is implemented in Access 2003 makes information

management a snap Access 2003 is extremely flexible and can be applied to any environment

With Access, you can design and build complete applications with virtually foolproof dataentry and retrieval functions and adaptable user-interactive vehicles

Access’s main features are the objects that you can create and combine to produce acomplete information management system:

■ Tables are the containers for the data They consist of fields that can contain data ofmany different types

■ Queries are the questions you ask of the database They can extract specific data frommultiple tables or even perform actions such as insert, update, or delete certain records

■ Forms display data from one or more tables in an informative design Forms are usedfor data entry and display

■ Reports are used for distributing printed information from one or more tables

■ Macros are lists of actions that work together to carry out a particular task in response

to an event

As an integral member of the Microsoft Office 2003 family, Access 2003 has become verycooperative in working smoothly with the other members For example, it can provide the

mailing list for Word’s Mail Merge document or send data to Excel for analysis and charting

Access can also easily import and link to data in other program formats

Who Should Read this Book?

This book is especially designed and written for readers who want an effective guide to all the

Microsoft Office Access 2003 features, as well as for those who need a complete step-by-step

walk-through to learn how to get the most out of Access It is written for anyone who has a need

to organize information efficiently and accurately, whether for personal or business objectives

The book is appropriate for beginners to Access who are familiar with computers and other

programs but who would like to become proficient in information management It is also highly

useful for beginner-to-intermediate readers who are migrating from other database management

systems or earlier versions of Access

This book focuses on how you can get the most out of Access, whether you are responsiblefor your company’s complete information system or just want to keep track of personal

information on your home computer

What’s in Each Part of the Book?

The book is divided into four parts, each of which addresses a specific aspect of Access database

management in a logical sequence, from a simple beginning to complex multiple user environment.Part I gives you a general overview of Access, and addresses the basics of creating a newdatabase with related tables, and entering data in the tables

Part II gets to the meat of database management by describing how to build queries toextract just the information you want, in the form you want it Part II also shows you how to

create forms and reports for displaying and distributing data One of the chapters describes how

to analyze data with visual charts and graphs

Part III diverts from database management to discuss personalizing your workplace andimproving database performance It describes how to create custom menus and toolbars, as well

as switchboards and dialog boxes Macros are also introduced in this part

Part IV looks outward from Access and investigates the exchange of data with other programs,including database applications It also investigates the sharing of an Access database among

multiple users, employing replication techniques, and describes various means of securing the

database from intentional and unintentional disruption

The Appendix shows how to convert a database from previous versions of Access In addition,

it describes how to deal with sharing a database across several different versions

What Features and Benefits Are Included?

Many helpful editorial elements are presented in this book, including the chapter-opening

checklist of How To topics that are covered in the chapter If you are new to Access, you may

want to start at the beginning of the book and read each chapter carefully Work the step-by-step

exercises as much as possible to gain important “hands-on” experience If you have used earlier

versions of Access, you may want to skim through the How To lists for material that is new

to you

You will find all the information you need to perform a specific task clustered together in

a single chapter with cross-references to other chapters that may contain related information

In addition to the explanations in the text, every chapter presents relevant and interestingfigures and illustrations that clearly depict the activity under discussion Other elements are

included such as:

■ Tips with graphics and text that point out alternative ways to use a feature

■ Cautions that warn the reader of pitfalls and workarounds that can avoid problems

■ Notes that contain ancillary information related to the current topic but not part of the action

■ Shortcuts in the form of a graphic icon that suggest ways to save time with a particular task

■ How To and Did You Know? sidebars that contain additional, peripheral information aboutthe process at hand

The following conventions are used in this book:

■ Menu commands are separated by pipebars; for example, File | Open This means selectthe Open command on the File menu

■ Click means to click an item once, using the left mouse button

■ Double-click means to click an item twice in rapid succession, using the left mouse button

■ Right-click means to click an item once, using the right mouse button

■ Procedural steps that are numbered must be carried out in the prescribed order

■ Optional choices are presented as bulleted lists from which to choose

Let Me Hear from You

After a book leaves my domain, there is always a sense of waiting for the other shoe to drop

If you have any comments about how to make this book better, or you want to share some of

your experiences with Access, I would be delighted to hear from you I have enjoyed hearing

from readers from as far away as India, China, Scotland, and Korea Just drop me a line at my

email address: VAndersenZ@aol.com

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Part I Get Started

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Chapter 1 with Access 2003