Tài liệu Microsoft Office Access 2007 P1 ppt

95 II Designing and Customizing Reports 6 Creating and Publishing a Report.. 177 III Creating Powerful Queries 10 Creating a Basic Query.. Microsoft ® Office Access 2007 Forms, Reports,

C o n t e n t s a t a G l a n c e

Introduction 1

I Creating Forms 1 Creating and Using a Form 7

2 Working with Form Controls 29

3 Designing Forms for Efficient and Accurate Data Entry 49

4 Designing Forms for Business Use 77

5 Creating Specialized Forms 95

II Designing and Customizing Reports 6 Creating and Publishing a Report 113

7 Designing Effective Business Reports 141

8 Designing Advanced Reports 157

9 Creating Specialized Reports 177

III Creating Powerful Queries 10 Creating a Basic Query 199

11 Building Criteria Expressions 231

12 Working with Multiple-Table Queries 259

13 Creating Advanced Queries 287

14 Creating PivotTable Queries 311

15 Querying with SQL Statements 341

Index 361

Paul McFedries

800 E 96th Street

Indianapolis, Indiana 46240

Office Access 2007 Forms,

Reports,and

Queries

?

Microsoft ® Office Access 2007 Forms, Reports, and Queries

Copyright © 2007 by Que Publishing

All rights reserved No part of this book shall be reproduced, stored in a

retrieval system, or transmitted by any means, electronic, mechanical,

photo-copying, recording, or otherwise, without written permission from the

pub-lisher No patent liability is assumed with respect to the use of the information

contained herein Although every precaution has been taken in the preparation

of this book, the publisher and author assume no responsibility for errors or

omissions Nor is any liability assumed for damages resulting from the use of

the information contained herein

International Standard Book Number: 0-7897-3669-1

Library of Congress Cataloging-in-Publication Data

First Printing: May 2007

10 09 08 07 4 3 2 1

Trademarks

All terms mentioned in this book that are known to be trademarks or service

marks have been appropriately capitalized Que Publishing cannot attest to the

accuracy of this information Use of a term in this book should not be regarded

as affecting the validity of any trademark or service mark

Warning and Disclaimer

Introduction 1

What’s in the Book 2

This Book’s Special Features 2

The Examples Used in the Book 3

I CREATING FORMS 1 Creating and Using a Form 7

Building a Basic Form 9

Building a Standard Form 9

Building a Split Form 11

Building a Multiple Items Form 11

Creating Simple Forms with the Form Wizard 12

Navigating a Form 14

Creating a Form in Design View 15

Displaying the Design View 15

Changing the Record Source 15

Understanding Form Controls 16

Adding Fields to the Form 17

Changing the Size of the Form 18

Viewing the Form 18

Assigning an AutoFormat in Design View 19

Working with Form Properties 20

Working with the Form Header and Footer 20

Adding a Logo 22

Adding a Title 23

Formatting the Background 23

Creating a Form Interactively in Layout View 25

Case Study: Protecting the Form and Data from Other Users 26

From Here 27

2 Working with Form Controls 29

Manipulating Form Controls 29

Inserting Controls on a Form 30

Selecting Controls 30

Formatting Controls 31

Adding Conditional Formatting 31

Sizing Controls 33

Moving Controls 34

Microsoft Office Access 2007 Forms, Reports, and Queries

iv

Working with Control Margins 38

Grouping Controls 38

Ordering Overlapped Controls 39

Converting an Unbound Control to a Bound Control 39

Changing a Control’s Type 40

Setting the Tab Order 40

Adding Labels to the Form 41

Inserting a Label 41

Editing the Label Caption 42

Using Labels to Create Keyboard Shortcuts for Controls 42

Adding Text Boxes to the Form 43

Inserting a Text Box 43

Using Text Boxes as Calculated Controls 44

Case Study: Creating a Mortgage Calculator 46

From Here 48

3 Designing Forms for Efficient and Accurate Data Entry 49

Preventing Errors by Validating Data 50

Helping Users with Text Prompts 50

Preventing Errors with Data Validation Expressions 51

Using Input Masks for Consistent and Accurate Data Entry 52

Using Controls to Limit Data Entry Choices 55

Working with Yes/No Fields 56

Using Option Buttons to Present a Limited Number of Choices 59

Case Study: Using an Option Group to Select the Shipper 61

Using Lists to Present a Large Number of Choices 62

Entering Data with ActiveX Controls 67

Entering Numbers Using a Spin Button 68

Entering Numbers Using a Scrollbar 69

Entering Dates Using a Calendar 71

Collecting Form Data via Email 72

Sending the Access Data Collection Email Message 72

Replying to an Access Data Collection Email Message 74

Managing the Access Data Collection Replies 75

From Here 75

4 Designing Forms for Business Use 77

Using Forms in a Business Context 77

Why Collect the Data? 78

What Is the Data? 78

Who Are Your Users? 78

Contents

Ten Design Guidelines for Business Forms 79

1 Make Forms Fast 79

2 Make Forms Foolproof 79

3 Mimic Paper Forms When Practical 79

4 Give Users What They Need and Then Stop 79

5 Don’t Neglect the Keyboard 80

6.Watch the Field Order (and the Tab Order,Too) 80

7.Watch Your Screen Resolution 80

8 Make Form Text Readable 80

9 Go Easy on the Extras 81

10 Organize Your Form Controls 81

Organizing Controls on the Form 81

Making Good Use of Lines and Rectangles 82

Organizing with Option Groups 83

Organizing with a Tab Control 84

Enhancing Form Text 86

Formatting Text 87

Text Formatting Tips and Guidelines 87

Applying Fancier Form Formatting 88

Working with Colors 88

Adding Images to Your Forms 91

Creating a Shadow Effect for Text 92

From Here 93

5 Creating Specialized Forms 95

Creating a Multiple-Table Form 95

Understanding Subforms 95

Creating a Form and Subform with the Form Wizard 96

Creating a Subform in the Form Design View 98

Working with Form Command Buttons 99

Case Study: Creating a Switchboard Form 102

Creating a Form Pop-Up Box or Dialog Box 103

Creating a Pop-Up Form 103

Creating a Modal Form 104

Using a Custom Form with a Parameter Query 105

Creating the Custom Form 105

Adjusting the Parameter Query 106

Using the Custom Form and Parameter Query 107

Creating a Startup Form 107

Creating a PivotChart Form 108

From Here 110

II DESIGNING AND CUSTOMIZING REPORTS

6 Creating and Publishing a Report 113

Creating a Basic Report 113

Creating Simple Reports with the Report Wizard 114

Creating a Report in Design View 116

Displaying the Design View 116

Changing the Record Source 117

Understanding the Architecture of Access Reports 118

Understanding Report Controls 119

Adding Fields to the Report 120

Adding Labels to the Report 120

Adding a Logo 121

Adding a Title 122

Adding Page Numbers to the Report 122

Adding the Date and Time to the Report 123

Changing the Size of a Report Section 124

Previewing the Report 124

Assigning an AutoFormat in Design View 125

Working with Report Properties 126

Formatting the Background 126

Manipulating Report Controls 128

Creating a Report Interactively in Layout View 136

Publishing a Report 137

Publishing on Paper 137

Publishing to Email 138

Exporting to Word 138

Exporting to PDF or XPS 139

From Here 140

7 Designing Effective Business Reports 141

Using Reports in Business 141

What’s in the Report? 142

What Is the Goal of the Report? 142

Who Are Your Readers? 144

Ten Design Guidelines for Business Reports 145

1 Copy Legacy Reports When Practical 145

2 Give Users What They Need,Then Stop: Part 1 145

3 Give Users What They Need,Then Stop: Part 2 145

4 Use Page Numbers 146

5 Use Dates and Times 146

6.Watch the Field Order 146

7.Watch Your Screen Resolution 146

Microsoft Office Access 2007 Forms, Reports, and Queries

vi

9 Always Sort and/or Group Data 147

10 Organize the Report Layout 147

Organizing Controls on the Report 147

Making Good Use of Lines and Rectangles 148

Creating Page Breaks 149

Enhancing Report Text 150

Formatting Text 150

Text Formatting Tips and Guidelines 151

Applying Fancier Report Formatting 152

Working with Colors 152

Adding Images to Your Reports 153

Adding Special Effects 154

Creating a Shadow Effect for Text 154

From Here 155

8 Designing Advanced Reports 157

Sorting and Grouping a Report 157

Setting Up Sorting Options 158

Setting Up Grouping Options 158

Sorting and Grouping Using an Expression 161

Adding Calculations to a Report 161

Using the Totals List 162

Inserting a Text Box 162

Using Text Boxes as Calculated Controls 163

Case Study: Creating an Invoice Report 165

Using Advanced Methods to Launching a Report 167

Launching a Report with a Command Button 167

Launching a Report with a Macro 169

Controlling Report Output 174

Adding Page Breaks After Sections 174

Starting Sections at the Top of a Row or Column 174

Avoiding Widowed Records 175

From Here 175

9 Creating Specialized Reports 177

Creating a Multiple-Column Report 177

Setting Up the Report 178

Tweaking the Page Setup 178

Troubleshooting Multiple Columns 180

Case Study: Using Multiple Columns to Reduce Report Page Count 181

Creating Mailing Labels 184

Running the Label Wizard 185

vii

Contents

Creating a Mail Merge Report 187

Creating a Multiple-Table Report 189

Understanding Subreports 190

Creating a Report and Subreport with the Report Wizard 191

Creating a Subreport in the Report Design View 192

Creating a PivotChart Report 194

From Here 195

III CREATING POWERFUL QUERIES 10 Creating a Basic Query 199

Sorting Records 199

Sorting on a Single Field 200

Sorting on Multiple Fields 200

Filtering Table Data 201

Filtering by Selection 203

Filtering Excluding Selection 203

Filtering in Place 204

Applying Text, Numeric, and Date Filters 204

Filtering by Form 206

Learning About Filter Criteria 207

Creating a Filter 208

Working with Queries 210

Creating a Query 210

Creating a New Query Object 211

Selecting the Fields to Include in the Query 212

Entering the Query Criteria 213

Excluding a Field from the Query Results 213

Returning Only the Top N Values 213

Setting Field Properties 214

Running the Query 215

Querying Notes for Business Users 216

Case Study: Querying for a Mail Merge 217

Querying the Customers Table 218

Running the Mail Merge 219

Creating Queries with the Query Wizards 220

Creating Crosstab Queries 220

Creating Find Duplicates Queries 222

Setting Up a Find Unmatched Query 222

Working with a Query Dynaset 223

Understanding the Datasheet View 223

Microsoft Office Access 2007 Forms, Reports, and Queries

viii

Entering Data 224

Adding More Records 225

Navigating Records 225

Selecting a Record 226

Copying a Record 226

Deleting a Record 227

Formatting the Datasheet 227

Working with Query Properties 228

From Here 229

11 Building Criteria Expressions 231

Using Operands in Criteria Expressions 232

Literals 232

Identifiers 232

Functions 233

Using Operators in Criteria Expressions 233

Comparison Operators 233

Arithmetic Operators 234

The Like Operator 235

The Between And Operator 235

The In Operator 235

The Is Null Operator 235

Compound Criteria and the Logical Operators 236

Using the Logical Operators 237

Understanding Operator Precedence 238

Setting Up a Calculated Column 239

Calculating Inventory Value 240

Calculating Discounted Product Totals 241

Using the Built-In Functions 241

Using Text Functions 243

Using Date and Time Functions 246

Using Math Functions 251

Using Financial Functions 253

Working with the Expression Builder 256

From Here 257

12 Working with Multiple-Table Queries 259

Relational Database Fundamentals 259

The Pitfalls of a Nonrelational Design 259

How a Relational Design Can Help 262

Types of Relational Models 264

The One-to-Many Model 264

The One-to-One Model 265

ix

Contents

Enforcing Referential Integrity 266

Establishing Table Relationships 267

Understanding Join Lines 267

Identifying Join Types 268

Adding Tables to the Relationships Window 269

Joining Tables 269

Editing a Relationship 271

Removing a Join 271

Working with Multiple Tables in a Query 271

Adding Multiple Tables to a Query 271

Adding Fields from Multiple Tables 272

Nesting Queries Within Queries 273

Joining Tables Within the Query Design Window 274

Creating Other Types of Joins 275

Creating Outer Joins 275

Creating Self-Joins 278

Creating Theta Joins 279

Creating a Unique Values Query 280

Case Study: Drilling Down to the Order Details 282

Adding a Subdatasheet to a Query 284

Working with Query Subdatasheets 284

From Here 286

13 Creating Advanced Queries 287

Creating a Totals Query 287

Displaying the Total Row in the Design Grid 288

Setting Up a Totals Query on a Single Field 289

Setting Up a Totals Query on Multiple Fields 289

Filtering the Records Before Calculating Totals 290

Creating a Totals Query for Groups of Records 291

Grouping on Multiple Fields 291

Creating a Totals Query Using a Calculated Field 293

Creating a Totals Query Using Aggregate Functions 294

Combining Aggregate Functions and Totals 295

Creating Queries That Make Decisions 296

Making Decisions with the IIf Function 297

Making Decisions with the Switch Function 299

Case Study: Calculating a Customer Discount Rate 300

Calculating a Simple Discount Rate 300

Calculating a Complex Discount Rate 301

Running Parameter Queries 302

Creating a Simple Query Parameter 302

Specifying the Parameter Data Type 304 Microsoft Office Access 2007 Forms, Reports, and Queries

x

Running Action Queries 304

Modifying Table Data with an Update Query 304

Removing Records from a Table with a Delete Query 306

Creating New Tables with Make-Table Queries 307

Adding Records to a Table with an Append Query 309

From Here 309

14 Creating PivotTable Queries 311

What Is a PivotTable? 311

How PivotTables Work 312

Some PivotTable Terms 313

Creating a One-Dimensional PivotTable 314

Display Data Field Details 314

Displaying the Sum of the Data Field Values 316

Hiding and Showing the Data Details 318

Inserting an AutoCalc Data Field Summary Calculation 318

Changing the AutoCalc Calculation Type 320

Creating a Calculated Field 321

Removing a PivotTable Field 322

Creating a Multiple-Field One-Dimensional PivotTable 322

Creating a Two-Dimensional PivotTable 323

Analyzing Customer Orders by Product Category 324

Adding a Temporal Dimension to the PivotTable 326

Filtering a PivotTable 332

Using the PivotTable AutoFilters 332

Displaying Only the Top or Bottom Items 333

Grouping Field Items 335

Adding a Filter Field 335

Pivoting a PivotTable 336

Moving a Field to a Different Area 337

Changing the Field Order 338

Formatting a PivotTable 339

From Here 339

15 Querying with SQL Statements 341

Viewing the SQL Statement 341

Using SQL to Perform a Select Query 342

Understanding the SELECT Statement 343

Using SQL with Multiple-Table Queries 346

Adding a Calculated Column to the SELECT Statement 349

Using SQL to Total and Group Records 350

Using SQL to Set Up a Parameter Query 350

xi

Contents

Using SQL to Perform Action Queries 351

Using SQL to Perform an Update Query 352

Using SQL to Perform a Delete Query 352

Using SQL to Perform a Make-Table Query 353

Using SQL to Perform an Append Query 353

Using SQL to Create Subqueries 354

Using a Subquery to Define a Field 355

Determining Whether a Unit Price Is Greater Than the Average 355

Using a Subquery to Define Criteria for a Field 356

Using Subqueries That Return Dynasets 356

In Predicate: Customers Who Have Placed Orders 357

All Predicate: Products Cheaper Than All the Condiments 358

Using SQL to Create Union Queries 359

From Here 360

Index 361

Microsoft Office Access 2007 Forms, Reports, and Queries

xii

About the Author

Paul McFedries is the president of Logophilia Limited, a technical writing company Now primarily a writer, Paul is well known as a teacher of Microsoft Office and Microsoft Windows, and has worked as a programmer, consultant, database developer, and website developer He has written more than 50 books that have sold more than three million

copies worldwide These books include Tricks of the Microsoft Office 2007 Gurus (Que, 2007),

Formulas and Functions with Microsoft Excel 2007 (Que, 2007), VBA for the 2007 Microsoft Office System (Que, 2007), and Windows Vista Unleashed (Sams, 2006).

Dedication

To Karen and Gypsy.

xiii

Dedication

Microsoft Office Access 2007 Forms, Reports, and Queries

xiv

Acknowledgments

When people ask me what I do for a living, I tell them that I write technical books.

However, if my ego was just a tad smaller, what I’d really say is that I collaborate on technical

books Yes, it’s my name on the front cover (there’s that ego thing again), and the text you’re about to read was written by me, but a book like this comes together with the hard

work and dedication of lots of people You can see a list of them near the front of the book

on the copyright page, and my heartfelt thanks go out to all of them I’d also like to pass along extra thanks to those hard-working souls who I worked with directly: Acquisitions Editor Loretta Yates, Development Editor Todd Brakke, Project Editor Andy Beaster, Copy Editor Chuck Hutchinson, and Technical Editor Scott Diamond.