Orange Coast Database Associates Course                                          (800)355-9855 or http://ocdatabases.itgo....
AIN100B - Introduction to Access II                   Quick introduction to Access for                   experienced Windo...
3                   AIN100A                          Factory    MS Access Introductory (100 Level)    Curriculum          ...
Books                       Microsoft Access Plain & Simple;                        Curtis Frye                       Mi...
AIN100B - Introduction to Access II      Course Topics:                 External Data                 Reports           ...
AIN100B - Introduction to Access II         Course Format:            2 Sessions            Lecture            Demo    ...
Note: we have a full day course (DBD201) on this important topic.     Define Your Needs First        Draw a              ...
Introduction to Access                Module                Introduction to Access, External                Data    P.O. B...
Module Hands On    Students   “hands-on”:      –   Export work_orders and employees tables      –   Import work_orders te...
Recording Factory2000 Labor Hours     EmpNo fName             lName           Rate            Wono    Descr         Hours ...
Exporting a table       Very simple       Click File|Export (or save as)       Specify type: Access can        export t...
Using External Data        Two methods:         –    Import the data into a new (or existing table) in your              ...
Importing a Text File       Importing a table from a Text File11         Access Accel. Introduction v1.02        Factory  ...
Linking a table        Use new table dialog        Select Link Table        This will set up a connection to an        ...
Linking a Table            Linking a table15   Access Accel. Introduction v1.02   Factory          Linking a Table        ...
Link a table                                                 Link the Employees                                          ...
Notes19     Notes20
Microsoft Access                Module -                Reports    P.O. Box 6142    Laguna Niguel, CA 92607    949-489-147...
Creating reports                   Two basic methods:                    –   Report Wizard                    –   Report ...
5                       Access - Reports & Forms          Factory    Report Wizard       After selecting the table or que...
Report Wizard                    Create a labor report                     –   Use qryLaborDetail query                  ...
Report Designer9                     Access - Reports & Forms         Factory     Redesigning a Report        Able to mov...
Report Designer                 Open rptLabor in design view                  –   Format headings                  –   Re...
Report Designer        Adding Fields         –   Use toolbox, or         –   Drag and drop from field list         –   Se...
Report Designer                  Open the report Labor in                   design view                    –   Add a cost...
Labor report with Cost Column17                           Access - Reports & Forms              Factory     Conditional Fo...
Subreports          Can have sub reports added to a main           report           –   to show detail           –   To a...
Sub Reports               Create a subreport named                srptLaborDetail_3                –    Base on qryLaborD...
Subreports                       Make sure you have a permanent                        link between work_orders and      ...
Full Work Orders Report Results25                                  Access - Reports & Forms                         Factor...
Notes27           Access - Reports & Forms   Factory     Notes28           Access - Reports & Forms   Factory
Introduction to Microsoft Access                  Module -                  Forms    P.O. Box 6142    Laguna Niguel, CA 92...
Forms       Form - provides for customized data entry        instead of using the datasheet window       Also used to es...
5                          Access - Reports & Forms            Factory    Form Wizard    (Instructor Led)                 ...
Basic Employees form7                       Access - Reports & Forms            Factory    Form Wizard    (On your own)   ...
Basic Work Orders Form9                   Access - Reports & Forms     Factory     Form Designer        Design surface fo...
11                 Access - Reports & Forms                  Factory     Form Designer             Build a criteria selec...
Fix the query and form then rerun     Change the variable names to look at the form13                Access - Reports & Fo...
Subforms        Same idea as sub reports        Main form uses parent table; sub form uses         child table        S...
Typical Subform17              Access - Reports & Forms                  Factory     Subforms               Create a subf...
Labor Detail Subform19                  Access - Reports & Forms       Factory     Subforms             Modify the frmWor...
Placing a subform on a main form21             Access - Reports & Forms   Factory     Note link master and link child22   ...
Work Orders Detail Form23                   Access - Reports & Forms        Factory     Sub Forms via the Wizard        S...
Main and sub forms via Wizard     (Instructor Demonstration)25                         Access - Reports & Forms           ...
Adding a total to a sub form        Works just like totals in reports        Add the total field in the footer         –...
Master-detail form with total29                         Access - Reports & Forms            Factory     Domain Aggregates ...
Domain Aggregates     Use builder to help build domain aggregates31           Access - Reports & Forms              Factor...
Introduction to Microsoft Access                Module -                Forms     P.O. Box 6142     Laguna Niguel, CA 9260...
Notes35           Access - Reports & Forms   Factory     Notes36           Access - Reports & Forms   Factory
Microsoft Access          Module - Automating the Application -          Advanced Queries, Macros, Control          Wizard...
Module Hands On    Students   “hands-on”:          –   Create action queries                   Maketable                ...
Advanced Queries       Several types of special-use queries        –   Action                Make table*               ...
MakeTable Query       Allows you to create a new table based on        a query       Can be output to current database o...
MakeTable Query Results9                    Access - Automating Tasks       Factory                     Append Query     ...
11          Access - Automating Tasks   Factory            Append Query        Create and execute an append query       ...
Append Query Results13                  Access - Automating Tasks         Factory                      Delete Query      ...
Delete Query        Delete from temp_employees         –   All records with rate less than 2015           Access - Automa...
Other Advanced Queries        Union – “Adds” results of two queries into one result        Update – Update records in an...
Introduction to Macros                Two ways of “programming” a task                 in Access                 –   Macr...
21          Access - Automating Tasks          Factory     Introduction to Macros        Create and run a simple macro, m...
Designing the First Macro23         Access - Automating Tasks   Factory           My First Macro24         Access - Automa...
Automating Import/Export with     Macros        Can string together several macros one after         the other        Us...
Designing Import Macro27            Access - Automating Tasks          Factory          Macro “Programs”             Crea...
More on Macros        Macros can be invoked depending on         “condition”        Uses a condition column        Macr...
Control Wizards        Will create program code for you to perform a         task        Form operations        Report ...
Form Events        Forms and controls have “events”        These “fire” on certain actions. Examples:         –   Click ...
Control wizards                 Create a criteria selection form                 Add a button to run the action         ...
Microsoft Access                                                    End of Module     P.O. Box 6142     Laguna Niguel, CA ...
Notes39           Access - Automating Tasks   Factory     Notes40           Access - Automating Tasks   Factory
Microsoft Access          Module – Navigation    P.O. Box 6142    Laguna Niguel, CA 92607    949-489-1472    http://www.d2...
Creating a Navigation form       Select the desired style3                      Access Navigation         Factory    Navi...
Adjust properties       Adjust properties as desired and save as        frmNavigation5                     Access Navigat...
Navigation Form                              Update your existing                               navigation form for the n...
Launching Switchboard Manager9                      Access Navigation                Factory     Switchboard Manager      ...
Switchboard Manager11             Access Navigation                   Factory     Switchboards                       Crea...
Add a macro to minimize database     window        Create macro (add to mcrForm macro group)        Invoke on form load ...
Add to main switchboard load     event15                   Access Switchboards        Factory     Switchboard test       ...
Microsoft Access                                                  End of Module     P.O. Box 6142     Laguna Niguel, CA 92...
Notes19           Access Navigation   Factory     Notes20           Access Navigation   Factory
Orange Coast Database Associates Course                                             (800)355-9855 or http://ocdatabases.it...
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AIN100B Microsoft Access Level 2

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AIN100B Microsoft Access course. covers external data, advanced queries, reports and forms and user navigation.

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Transcript of "AIN100B Microsoft Access Level 2"

  1. 1. 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)355-9855Accelerated Computer Training for Working Professionals Factory 2010 Case
  2. 2. AIN100B - Introduction to Access II Quick introduction to Access for experienced Windows users P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com1 Factory AIN100B AIN100B - Introduction to Access II  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 certificate2 AIN100B Factory
  3. 3. 3 AIN100A Factory MS Access Introductory (100 Level) Curriculum AIN100 AIN100T Incl. A & B AIA101 AIN104 AIN102 AMP110 Reports Queries Macros & Forms4 AIN100A Factory
  4. 4. Books  Microsoft Access Plain & Simple; Curtis Frye  Microsoft Access Bible; Cary Prague  Available from major booksellers5 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
  5. 5. AIN100B - Introduction to Access II 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 Designer8 AIN100B Factory
  6. 6. AIN100B - Introduction to Access II 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 earlier9 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
  7. 7. 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 Toys11 AIN100B Factory AIN100B - Introduction to Access II Course Schedule (3 hour sessions):  Session 1 – External Data – Reports & Forms  Session 2 – Forms (cont’d) – Automating Tasks12 AIN100B Factory
  8. 8. Introduction to Access Module Introduction to Access, External Data P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com1 Factory Access Accel. Introduction v1.02 Module Outline Three short topics:  Topic 1: Export tables  Topic 2: Import data  Topic 3: Link tables2 Access Accel. Introduction v1.02 Factory
  9. 9. Module Hands On Students “hands-on”: – Export work_orders and employees tables – Import work_orders text file – Link employees excel file3 Access Accel. Introduction v1.02 Factory Sample Application – Factory2000  Simple cost accounting application  Employees work on work orders  Clock labor hours for each work order4 Access Accel. Introduction v1.02 Factory
  10. 10. 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?5 Access Accel. Introduction v1.02 FactoryFactory2000 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 2/28/01 406 Access Accel. Introduction v1.02 Factory
  11. 11. Exporting a table  Very simple  Click File|Export (or save as)  Specify type: Access can export to many types: Excel, Text, etc.7 Access Accel. Introduction v1.02 Factory 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!8 Access Accel. Introduction v1.02 Factory
  12. 12. 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.9 Access Accel. Introduction v1.02 Factory 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 use10 Access Accel. Introduction v1.02 Factory
  13. 13. Importing a Text File Importing a table from a Text File11 Access Accel. Introduction v1.02 Factory Importing from a text file  Import the instructor-supplied labor text file into the previously created labor table  Save the specification12 Access Accel. Introduction v1.02 Factory
  14. 14. 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.13 Access Accel. Introduction v1.02 Factory Linking a Table Linking a table14 Access Accel. Introduction v1.02 Factory
  15. 15. Linking a Table Linking a table15 Access Accel. Introduction v1.02 Factory Linking a Table Linking a table16 Access Accel. Introduction v1.02 Factory
  16. 16. Link a table  Link the Employees Excel  Give it a name like Employees_xls17 Access Accel. Introduction v1.02 Factory Introduction to Microsoft Access Module Introduction to Access, External Data P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com [End of Module]18 Factory Access Accel. Introduction v1.02
  17. 17. Notes19 Notes20
  18. 18. Microsoft Access Module - Reports P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com1 Factory Access - Reports & Forms Module Hands On Students “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 report2 Access - Reports & Forms Factory
  19. 19. Creating reports  Two basic methods: – Report Wizard – Report Designer  Common approach is to start w/ the Wizard then modify the result3 Access - Reports & Forms Factory 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 report4 Access - Reports & Forms Factory
  20. 20. 5 Access - Reports & Forms Factory 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 style6 Access - Reports & Forms Factory
  21. 21. 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 rptLabor7 Access - Reports & Forms Factory 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 Bars8 Access - Reports & Forms Factory
  22. 22. Report Designer9 Access - Reports & Forms Factory 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.10 Access - Reports & Forms Factory
  23. 23. 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)11 Access - Reports & Forms Factory Report Designer Results12 Access - Reports & Forms Factory
  24. 24. 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)13 Access - Reports & Forms Factory Report Designer Function14 Access - Reports & Forms Factory
  25. 25. Report Designer  Open the report Labor in design view – Add a cost column (unbound control) – Format to taste – Save report as rptLaborCost15 Access - Reports & Forms Factory 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_216 Access - Reports & Forms Factory
  26. 26. Labor report with Cost Column17 Access - Reports & Forms Factory 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 >= 7018 Access - Reports & Forms Factory
  27. 27. 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 control19 Access - Reports & Forms Factory20 Access - Reports & Forms Factory
  28. 28. Sub Reports  Create a subreport named srptLaborDetail_3 – Base on qryLaborDetail_3 – Be sure to use tabular format – Eliminate extraneous title information21 Access - Reports & Forms Factory Labor Sub Report22 Access - Reports & Forms Factory
  29. 29. 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 taste23 Access - Reports & Forms Factory Sub Reports  Drag new subreport to main report, or use sub/form subreport control  Save as rptWork_OrdersFull24 Access - Reports & Forms Factory
  30. 30. Full Work Orders Report Results25 Access - Reports & Forms Factory Microsoft Access Module - Reports P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com26 Factory Access - Reports & Forms
  31. 31. Notes27 Access - Reports & Forms Factory Notes28 Access - Reports & Forms Factory
  32. 32. Introduction to Microsoft Access Module - Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com1 Factory Access - Reports & Forms Module Hands On Students “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 totals2 Access - Reports & Forms Factory
  33. 33. 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 requirements3 Access - Reports & Forms Factory 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) – Other4 Access - Reports & Forms Factory
  34. 34. 5 Access - Reports & Forms Factory 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 frmEmployees6 Access - Reports & Forms Factory
  35. 35. Basic Employees form7 Access - Reports & Forms Factory 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_Orders8 Access - Reports & Forms Factory
  36. 36. Basic Work Orders Form9 Access - Reports & Forms Factory 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)10 Access - Reports & Forms Factory
  37. 37. 11 Access - Reports & Forms Factory 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 frmParam12 Access - Reports & Forms Factory
  38. 38. Fix the query and form then rerun Change the variable names to look at the form13 Access - Reports & Forms Factory Criteria Selection Form Results14 Access - Reports & Forms Factory
  39. 39. 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 directly15 Access - Reports & Forms Factory 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 directly16 Access - Reports & Forms Factory
  40. 40. Typical Subform17 Access - Reports & Forms Factory Subforms  Create a subform named sfrmLaborDetail – Use the form wizard – Base on qryLaborDetail_3 query – Pick tabular style (like a table or spreadsheet grid)18 Access - Reports & Forms Factory
  41. 41. Labor Detail Subform19 Access - Reports & Forms Factory 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_OrdersDetail20 Access - Reports & Forms Factory
  42. 42. Placing a subform on a main form21 Access - Reports & Forms Factory Note link master and link child22 Access - Reports & Forms Factory
  43. 43. Work Orders Detail Form23 Access - Reports & Forms Factory 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 subform24 Access - Reports & Forms Factory
  44. 44. Main and sub forms via Wizard (Instructor Demonstration)25 Access - Reports & Forms Factory 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!26 Access - Reports & Forms Factory
  45. 45. 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 subform27 Access - Reports & Forms Factory 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 form28 Access - Reports & Forms Factory
  46. 46. Master-detail form with total29 Access - Reports & Forms Factory 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 mandatory30 Access - Reports & Forms Factory
  47. 47. Domain Aggregates Use builder to help build domain aggregates31 Access - Reports & Forms Factory Work Orders Form w/ Domain Aggregate32 Access - Reports & Forms Factory
  48. 48. Introduction to Microsoft Access Module - Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com33 Factory Access - Reports & Forms Notes34 Access - Reports & Forms Factory
  49. 49. Notes35 Access - Reports & Forms Factory Notes36 Access - Reports & Forms Factory
  50. 50. Microsoft Access Module - Automating the Application - Advanced Queries, Macros, Control Wizards P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com1 Factory Access - Automating Tasks Module Outline Three parts:  Part 1: Advanced Queries  Part 2: Macros  Part 3: Control Wizards2 Access - Automating Tasks Factory
  51. 51. Module Hands On Students “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 form3 Access - Automating Tasks Factory MS Access Training Part 1 Advanced Queries4 Access - Automating Tasks Factory
  52. 52. 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 open5 Access - Automating Tasks Factory6 Access - Automating Tasks Factory
  53. 53. 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 name7 Access - Automating Tasks Factory MakeTable Query  Create an extract of the Employees table – Save table as Temp_Employees – Select MgrNo = 13 – Save your query as qryMake_Temp_Employees8 Access - Automating Tasks Factory
  54. 54. MakeTable Query Results9 Access - Automating Tasks Factory 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 destination10 Access - Automating Tasks Factory
  55. 55. 11 Access - Automating Tasks Factory 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_Employees12 Access - Automating Tasks Factory
  56. 56. Append Query Results13 Access - Automating Tasks Factory 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 row14 Access - Automating Tasks Factory
  57. 57. Delete Query  Delete from temp_employees – All records with rate less than 2015 Access - Automating Tasks Factory Delete Query Results16 Access - Automating Tasks Factory
  58. 58. 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.17 Access - Automating Tasks Factory Microsoft Access Part 2 Introduction to Macros18 Factory Access - Automating Tasks
  59. 59. 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 VBA19 Access - Automating Tasks Factory Introduction to Macros  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 defined20 Access - Automating Tasks Factory
  60. 60. 21 Access - Automating Tasks Factory Introduction to Macros  Create and run a simple macro, mcrFirst, to become familiar with the concepts – Action = msgbox – Arguments:  “Hello, Macro”  information type  title = “My First Macro”22 Access - Automating Tasks Factory
  61. 61. Designing the First Macro23 Access - Automating Tasks Factory My First Macro24 Access - Automating Tasks Factory
  62. 62. 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 queries25 Access - Automating Tasks Factory Import Macro  Design a simple macro to import a table  Action is transfertext  Arguments are labor text file to be imported  Save as mcrImport26 Access - Automating Tasks Factory
  63. 63. Designing Import Macro27 Access - Automating Tasks Factory 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 mcrActionQueries28 Access - Automating Tasks Factory
  64. 64. 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 system29 Access - Automating Tasks Factory MS Access Training Part 3 Control Wizards30 Access - Automating Tasks Factory
  65. 65. 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 control31 Access - Automating Tasks Factory Use Wizard Using the Control Wizard Various Actions32 Access - Automating Tasks Factory
  66. 66. 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.33 Access - Automating Tasks Factory Form Events (cont’d)  When an event “fires” can execute: – VBA Code – Macro  This provides a method for “running” an application34 Access - Automating Tasks Factory
  67. 67. 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!35 Access - Automating Tasks Factory Form with Button to Launch Macro36 Access - Automating Tasks Factory
  68. 68. Microsoft Access End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com37 Factory Access - Automating Tasks Notes38 Access - Automating Tasks Factory
  69. 69. Notes39 Access - Automating Tasks Factory Notes40 Access - Automating Tasks Factory
  70. 70. Microsoft Access Module – Navigation P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com1 Factory Access Navigation Access navigation  Newer Access 2010 databases use the new Navigation forms  Older MDB databases still have the Switchboard Manager tool available2 Access Navigation Factory
  71. 71. Creating a Navigation form  Select the desired style3 Access Navigation Factory Navigation Forms  Drag and drop forms and reports one by one4 Access Navigation Factory
  72. 72. Adjust properties  Adjust properties as desired and save as frmNavigation5 Access Navigation Factory Set startup options (File | Options)  Set the Access options to open the navigation form when it starts up6 Access Navigation Factory
  73. 73. Navigation Form  Update your existing navigation form for the new objects created.7 Access Navigation Factory 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 objects8 Access Navigation Factory
  74. 74. Launching Switchboard Manager9 Access Navigation Factory Switchboard Manager  Yes – we want to create a new switchboard!10 Access Navigation Factory
  75. 75. Switchboard Manager11 Access Navigation Factory Switchboards  Create a switchboard for your application12 Access Navigation Factory
  76. 76. Add a macro to minimize database window  Create macro (add to mcrForm macro group)  Invoke on form load of switchboard form13 Access Switchboards Factory Updated mcrForm14 Access Switchboards Factory
  77. 77. Add to main switchboard load event15 Access Switchboards Factory Switchboard test  Close your database  Reopen your database – the database window should be minimized16 Access Switchboards Factory
  78. 78. Microsoft Access End of Module P.O. Box 6142 Laguna Niguel, CA 92607 Please fill out and turn in your 949-489-1472 end-of-course evaluations. http://www.d2associates.com17 Factory Access Navigation Notes18 Access Navigation Factory
  79. 79. Notes19 Access Navigation Factory Notes20 Access Navigation Factory
  80. 80. 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.comAccelerated Computer Training for Working Professionals

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