Working with Databases and Objects

Getting Started
Window
To Create a Database: Click a
template category in the list and click
the template you want to use. Click
Create. Or, click the Blank
Database button.
To Open an Existing Database:
Click a database in theOpen Recent
Database list or click More and
browse for it.
General
Database Objects
Open a Database <Ctrl> + <O>
Close a Database <Ctrl> + <W>
Print Current View <Ctrl> + <P>
Delete <Delete>
Undo <Ctrl> + <Z>
Help <F1>
Delete Record <Ctrl> + < - >
Cancel Changes <Esc>
Insert Date <Ctrl> + < ; >
Insert Time <Shift> + <Ctrl>
+ <:>
Insert Value from <Ctrl> + < ’ >
Same Field in (Apostrophe)
Previous Record
Check Spelling <F7>
Switch Applications <Alt> + <Tab>

Navigation
¾ Tables store related data in rows (records) and columns (fields). Next Field <Tab>
¾ Queries view, filter, calculate, change, sort, and examine the data stored in tables. Previous Field <Shift> +
<Tab>
¾ Forms are custom screens that provide an easy way to enter and view data in a
table. Next Screen <Page Down>
¾ Reports present data from a table or query in a printed format. Previous Screen <Page Up>
¾ Macros automate common tasks and can be run by clicking a button or pressing a First Record <Ctrl> + < f >
shortcut key.
Last Record <Ctrl> + < J, >
¾ Modules are groups of procedures written in Visual Basic and used to automate
tasks. Toggle Navigation Pane <F11>

¾ Page objects have been replaced by Windows Sharepoint Services. Pages in old Editing
databases can still be viewed—but not edited—in Internet Explorer.
Cut <Ctrl> + <X>
¾ To Open an Object: Double-click the object in the Navigation Pane.
Copy <Ctrl> + <C>

To Create a New Object: Click the Create tab on the Ribbon and click a button Paste <Ctrl> + <V>
for the object or wizard you want to use on the Objects bar.
Find <Ctrl> + <F>
To Modify an Object: Open the object or click its tab in the window, click the
Replace <Ctrl> + <H>
Format tab on the Ribbon, click the View button in the Views group and select
Design View or Layout View. Select All <Ctrl> + <A>
To Delete an Object: Select the object and press <Delete>. Click Yes.
Design View
To Rename an Object: Right-click the object, select Rename from the
contextual menu, enter the new name, and press <Enter>. Properties <Alt> + <Enter>

To Repair/Compress a Database: Click the Office Button and select Open object in <Ctrl> + <Enter>
Manage → Compact and Repair Database. Design View

To Import Data: Click the External Data tab on the Ribbon and click the type of Save Object <Ctrl> + <S>
file you want to import from in the Import group. Follow the onscreen instructions.
To Export Data: Click the External Data tab on the Ribbon and click the type of
file you want to export to in the Export group. Follow the onscreen instructions.

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Creating Table Relationships Field Data Types
Linking Tables tells Access how two tables are related to each Data Type Description
other. The fields that you use to link two tables must contain the same
Text Stores text, numbers, or a combination of both, up
concept in two different tables. A primary key field from one table is
(Default) to 255 characters long.
often used when linking two tables.
Memo Stores long text entries—up to 64,000 characters
1. Click the Datasheet tab on the Ribbon and click the Number Stores numbers that can be used in calculations.
Relationships button in the Relationships group. Date/Time Stores dates, times, or both.
2. If necessary, click the Show Table button in the Relationships Currency Stores numbers and symbols that represent money.
group on the Design tab. In the Show Table window, select a table
AutoNumber Automatically fills in a unique number for each
you want to link, click the Add button, and repeat for each table.
Click Close. Yes/No Stores only one of two values, such as Yes or No.
OLE Object Stores objects created in other programs,
3. Drag a field from one table and drop it on the related field in the such as a graphic, Excel spreadsheet, or
second table. (Optional) Check the Enforce Referential Hyperlink Stores clickable links to Web pages on the Internet
Integrity box. Click Create. or files on a network.
Lookup A wizard that helps you create a field whose
Working with Table Data Wizard values are selected from another table, query,
Database information can be directly added and modified from tables Attachment Allows you to attach files and images to your
and some queries and forms. d t b
Working with Queries
To Add a Field to a Table: Enter data in the cell below the Add
New Field column header. Or, click and drag a field from the Field
Templates pane to the table (to display the Field Templates pane, click
the Datasheet tab on the Ribbon and click the New Field button
in the Fields & Columns group).
To Add a New Record: Enter data in the bottom row of the
table.
To

Select a Record: Click the Record selector to the left of the

record.
To Delete a Record: Select the record, click the Home tab on the
Ribbon and click the Delete button in the Records group. Click Yes.
To Spell Check: Click the Home tab on the Ribbon and click the
Spelling button in the Records group.
To Find Information: Place the cursor in the field that contains
the value you want to search for, click the Home tab on the Ribbon
and click the Find button in the Find group or press <Ctrl> + <F>. To Create a Select Query: Click the Create tab on the
Type the value you want to search for in the Find What box and Ribbon and click the Query Wizard button in the Other group.
click Find Next. Click Simple Query Wizard and click OK. Follow the onscreen
instructions to select the fields you want to use from the desired
To Replace Information: Place the cursor in the field that tables and create the query. If you want to filter records, view the
contains the value you want to replace, click the Home tab on the query in Design view and enter the criteria in the Criteria row.
Ribbon and click the Replace button in the Find group or press
<Ctrl> + <H>. Type the value you want to search for in the Find To Switch Views: Click the Home tab on the Ribbon and click
What box and the new value in the Replace With box. Click Find the View button in the Views group.
Next until you’ve found what you’re looking for, then click Replace To Summarize Values: Open the Query in Datasheet View,
or Replace All to replace every instance of the value. click the Home tab on the Ribbon and click the Totals button in
To Sort Information: Place the cursor in the field that you want to the Records group. Click the list arrow in a column in the Total row
sort by, click the Home tab and click either the Ascending or in the query select a calculation type (Sum, Average, etc.).
Descending button in the Sort & Filter group.
Criteria Example Description
To Filter Information: Place the cursor in the field that contains “London” Displays records where the field equals
the values you want to filter by, click the Home tab on the Ribbon “London.”
and click the Filter button in the Sort & Filter group. Check the boxes
Between 1/1/00 Displays records where the date is between
for the values you want to filter for.
and 12/31/00 1/1/00 and 12/31/00.
To Remove a Filter: Click the Toggle Filter button in the Sort & NOT "USA" Displays records where the field does not
Filter group. or <> "" contain the text "USA" and is not blank.
To Change a Field’s Data Type: Select the field you want to Like “S*” Displays records where the field text starts
change, click the Datasheet tab on the Ribbon, and click the Data with an “S.”
Type list arrow in the Data Type & Formatting group. Select a data IS NULL Displays records where the field is blank.
type. IS NOT NULL Displays records where the field is not blank.
>100 Displays records whose field value is greater
than 100.

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