Microsoft

Ac c ess 2003
Quick Reference Card
The Database Window Keyboard Shortcuts
The Standard Toolbar

Database Objects

Tables store related data in rows (records) and
columns (fields).
Queries view, filter, calculate, change, sort, and
examine the data stored in tables.
Forms are custom screens that provide an easy
way to enter and maintain data in a table or query.
Reports present data from a table or query in a
printed formatno data entry.
Pages are forms saved as Web pages so that the
database can be accessed over the Internet.
Macros automate common tasks and can be
invoked by clicking a button or pressing a shortcut key.
Modules are groups of procedures that are
written in Visual Basic and used to automate tasks.
To Open an Object: Double-click the object.
To Create a New Object: Click the object type
you want to create on the Objects bar. Click the
New button on the toolbar to create the
object from scratch or double-click a Wizard
icon to create an object step by step.
To Modify an Object: Select the object and
click the Design button on the toolbar.
To Delete an Object: Select the object and
press <Delete>.
To Rename an Object: Right-click the object,
select Rename from the shortcut menu, enter the
new name, and press <Enter>.
To View the Database Window: Select
Window and the database name from the menu.
To Repair/Compress a Database: Select
Tools Database Utilities Compact
and Repair Database from the menu.
To Cut or Copy an Object: Select the object
and click the Cut button or Copy
button on the toolbar, or press <Ctrl> + <X>
(cut) or <Ctrl> + <C> (copy).
To Paste an Object: Click the Paste
button on the toolbar or press <Ctrl> + <V>.
To Import an Object from Another File:
Right-click any empty area of the Database window
and select Import from the shortcut menu. Select
the database that contains the object(s) you want to
import, click Import, select the objects, and click
OK.
To Export a Table: Click Tables on the
Objects bar, right-click the table you want to export,
and select Export from the shortcut menu. Enter a
file name and select the file format from the Save
as type list. Click Export and follow the
onscreen instructions.
Linking Tables tells Access how two tables are
related to each other. The fields that you use to link
two tables must contain the same concept in two
different tables. Aprimary keyfield from one table is
often used when linking two different tables.
To Link Tables:
1. Click the Relationships button on the
toolbar.
2. If necessary, open the Show Tables window by
clicking the Show Table button. Then
select the table, click the Add button, and repeat
for each table. Click Close when finished.
3. Find the related table fields. Drag the field from one
table and drop it on the related field in the second
table. Make sure that the field names are correct.

4. (Optional) Check the Enforce Referential
Integrity box to avoid creating orphan data. If you
want to change the join type between the tables,
click the Join Type button, select the type of
join and click OK.
5. Click Create to create the relationship, then close
the Relationships window and save your changes.
General
Open a Database <Ctrl> + <O>
Close a Database <Ctrl> + <W>
Print Current View <Ctrl> + <P>
Delete <Delete>
Undo <Ctrl> + <Z>
Help <F1>
New Record <Ctrl> + < + >
Delete Record <Ctrl> + < - >
Save Record <Shift> + <Enter>
Cancel Changes <Esc>
Insert Date <Ctrl> + < ; >
Insert Time <Shift> + <Ctrl> + <: >
Insert Value from <Ctrl> + < >
Same Field in (Apostrophe)
Previous Record
Check Spelling <F7>
Switch Between <Alt> + <Tab>
Applications
NavigationGo To:
Next Field <Tab>
Previous Field <Shift> + <Tab>
Next Screen <Page Down>
Previous Screen <Page Up>
First Record <Ctrl> + < >
Last Record <Ctrl> + < >
Editing
Cut <Ctrl> + <X>
Copy <Ctrl> + <C>
Paste <Ctrl> + <V>
Find <Ctrl> + <F>
Replace <Ctrl> + <H>
Select All <Ctrl> + <A>
Design View
Properties <Alt> + <Enter>
Open object in <Ctrl> + <Enter>
Design View
Shift focus to a <Ctrl> + <Tab>
subsection
Save Object <Ctrl> + <S>
Objects
bar
Select the
type of
object you
want to
view.
Database objects appear
in this area.
Create a new object by
clicking the New button
or by using a Wizard.

New

Save
File
Search

Print Preview
Spell
Check

Cut
Copy

Paste
Undo
Analyze Script
Editor

Code
Relationships
Help

Properties

New Object OfficeLinks
Open
Print
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Working with Data Creating and Designing Tables
The Datasheet Toolbar

The Navigation Bar
(Found on the horizontal scrollbar near the bottom of most windows.)

Database information can be directly added and modified from tables and
some queries and forms.
To Add a New Record: Click the New Record button on the
Navigation bar.
To Select a Record: Click the Record selector to the left of the
record or select Edit Select Record from the menu.
To Delete a Record: Select the record and click the Delete
Record button on the toolbar, or select Edit Delete Record from
the menu.
To Spell Check: Click the Spelling button on the toolbar.
To Find Information in a Table: Place the cursor in the field that
contains the value you want to search for, then click the Find button on
the toolbar or press <Ctrl> + <F>. Type the value you want to search for in
the Find What box and click Find Next. Click Find Next until youve
found what youre looking for.
To Replace Information in a Table: Place the cursor in the field that
contains the value you want to replace, then select Edit Replace from
the menu or press <Ctrl> + <H>. Then type the value you want to search
for in the Find What box and the new value in the Replace With box.
Click Find Next until youve found what youre looking for, and then click
Replace or Replace All to replace every instance of the value.
To Sort Information: Place the cursor in the field that you want to sort by
and click either the Sort Ascending or Sort Descending
button on the toolbar.
To Filter by Selection: Place the cursor in the record and field that
matches the selection criterion and click the Filter By Selection
button on the toolbar.
To Filter by Form: Click the Filter by Form button on the
toolbar. Click the down arrow next to the field that contains the selection
criterion and select the value you want the filtered records to match. You can
use more than one field to filter data.
To Remove a Filter: Click the Remove Filter button on the
toolbar.
Forms and Reports
To Create a Form Using a Wizard: Click Forms in the Objects bar
and double-click the Create form by using wizard icon. Follow the
onscreen instructions.
To Create a Report Using a Wizard: Click Reports in the Objects
bar and double-click the Create report by using wizard icon.
Follow the onscreen instructions.
To Toggle between Form/Report and Design View: Click the
View button on the toolbar.
To Create a New Table Using a Wizard: Click Tables in the
Objects bar and double-click the Create table by using wizard
icon. Follow the onscreen instructions.
To Create a New Table from Scratch: Click Tables in the Objects
bar and double-click the Create table in Design view icon. Type a
field name for the first column you want to create in the Field Name
column, press <Tab>, click the Data Type drop-down arrow, and
select the data type for the field. Repeat as necessary to add new fields to the
table. Close the table window, click Yes to save the table, enter a table
name, and click OK.
Data Types

Queries
The Design Query Window

To Create a Select Query: Click Queries in the Objects bar and
double-click Create query in Design view icon. Select the table
you want to query and click Add. Repeat for all the tables you want to add to
the query. Click Close when youre finished. Find the field you want to query
(use the scroll bars) and drag the field down to the QBE grid. Repeat until you
have added all the fields you want to include in the query. If you want to filter
records, enter the criteria in the Criteria row. Close the query window, click
Yes to save the query, enter a query name, and click OK.
To Switch Views: Click the View button on the toolbar.
To Calculate Total Values: Open the Query in Design View, select
View Totals from the menu, find the query field you want to calculate or
group by, and select a calculation from the fields drop-down list.
Total Number of Records in
the Table, Query, or Filter
Previous
Record
First
Record
Current Record
Number
Next
Record
Last
Record
New
Record
Filter
Indicator
Data Type Description
Text (Default) Stores text, numbers, or a combination of both, up to 255
characters long.
Memo Stores long text entriesup to 64,000 characters long.
Number Stores numbers that can be used in calculations.
Date/Time Stores dates, times, or both.
Currency Stores numbers and symbols that represent money.
AutoNumber Automatically fills in a unique number for each record.
Yes/No Stores only one of two values, such as Yes or No.
OLE Object Stores objects created in other programs, such as a
graphic, Excel spreadsheet, or Word document.
Hyperlink Stores clickable links to Web pages on the Internet or files
on a network.
Lookup Wizard A wizard that helps you create a field whose values are
selected from another table, query, or list of values.
Criteria Example Description
London Displays records where the field equals London.
Between 1/1/00and
12/31/00
Displays records where the date is between 1/1/00 and
12/31/00.
NOT "USA" or
<>""
Displays records where the field does not contain the
text "USA" and is not blank.
Like S* Displays records where the field text starts with an S.
IS NULL Displays records where the field is blank.
IS NOT NULL Displays records where the field is not blank.
>100 Displays records whose field value is greater than 100.

View

Search
Spell
Check
Insert
Hyperlink
Save
Print

Undo
Sort Ascending/
Descending
Filter
By Form
Filter By
Selection
Apply/Remove
Filter
Delete
Record
Cut

Copy
Paste
Find
New
Record
Database
Window

Help
New
Object
Print
Preview
To add a field to
the query, click
and drag it from
the table
down to the
QBE grid.
Criteria rows
The queried tables
appear here. You
can also link tables.
Sort order
Show results QBE Grid
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