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AIN106 Access Reporting and Analysis

The document details a course on Microsoft Access, specifically designed for experienced Windows users, covering databases, tables, queries, and reports. The curriculum includes lectures, hands-on exercises, and aims to provide participants with a functional understanding of database creation and management. The course also addresses key database design principles and hands-on projects related to production applications.

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Orange Coast Database Associates Course (800)355-9855 or http://www.dhdursoassociates.com AIN106 Introduction to Microsoft Access Reports and Analysis 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)355-9855 Accelerated Computer Training for Working Professionals Factory 2010 Case
AIN106 - Introduction to Access Quick introduction to Access for experienced Windows users P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com slides.1@dhdursoassociates.com 1 Factory AIN106 AIN106 - Introduction to Access  Introduction (s)  Facilities  Course Materials (Varies by class) – Student Questionnaire – PowerPoint handouts for all sessions – Evaluation form – Training certificate – Collaterals (Maps, Catalogs, etc.) 2 AIN106 Factory
MS Access Introductory (100 Level) Standard Curriculum AIN100 AIN100T Incl. A & B AIA101 AIN104 AIN102 AMP110 Reports Queries Macros & Forms 3 AIN106 Factory MS Access Introductory (100 Level) Specialized Curriculum AIN100 Incl. A & B AIN106 TBD Reports TBD & Analysis 4 AIN106 Factory
AIN106 – Introduction to Access  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 5 AIN106 V1.2 Factory AIN106 - Introduction to Access Course Topics:  Databases  Tables  Datasheet  External Data  Queries  Reports  Criteria Selection Forms 6 AIN106 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 Designer 7 AIN106 Factory AIN106 - Introduction to Access 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 earlier 8 AIN106 Factory
Database Design – Critical Topic  What do I want? – (Outputs - Reports)  What have I got? – (Inputs – Tables, Import data)  What do I need to do to get there? – (Processes, Queries) 9 AIN106 Factory Note: we have a full day course (DBD201) on this important topic. Understand your database  Draw a PRODUCTS picture  Write a description ORDERS  Plan your queries C.C. EMPLOYEES Toys 10 AIN106 Factory
AIN106 - Introduction to Access Course Schedule (3 hour sessions):  Session 1 – Tables and Data – Starting Queries  Session 2 – Queries – Reports – Criteria Selection Forms 11 AIN106 Factory Notes 12 AIN106 Factory
Microsoft Access Module Introduction to Access, Tables and Data 1 Factory Access Introduction v1.02 Module Outline Three parts:  Part 1: Introduction & Tables  Part 2: Manipulating and Sorting Tables  Part 3: Table Relationships 2 Access Introduction v1.02 Factory
Module Hands On Students “hands-on”: – Create a database based on Factory 2000 case – Create 3 tables (w/validation rules and masks) – Populate tables – Sort & Manipulate tables – Create table relationships (permanent links) 3 Access Introduction v1.02 Factory Introduction to Access Module Part 1: Introduction to Access and Tables 4 Factory Access Introduction v1.02
Access Modes  Menu-driven interface - Interact with a database and its objects using menu commands  Program mode - Lets you store instructions in a VBA program file  This course concentrates on the menu interface but does cover macros which can be used to “program” a series of actions 5 Access Introduction v1.02 Factory Relational Database Concepts  Most prominent type of database – Access is a Relational Database  Based on set theory (Mathematically based)  A table is a relation between columns and rows  Each row must be unique  Each column may contain only one type of data and must have a unique name  Each data element may contain only one value  Information from multiple tables can be combined using a column of common information 6 Access Introduction v1.02 Factory
Database Terminology  Database – in Access an “.mdb” file in which tables, reports, queries, and other objects are stored  Table – stores facts about one subject (entity)  Record - contains related information about one entity “instance”  Field - contains a fact about an entity 7 Access Introduction v1.02 Factory Database Terminology (cont.)  Key - used to order, identify, and retrieve records in the database  Primary key - unique identifier for a particular record. Only one per table.  Index – Internal structure that speeds up searches and joins. Also used to enforce uniqueness. Can have several per table.  Table structure - the arrangement of information within a record, the type of characters, field length, limitations, etc. 8 Access Introduction v1.02 Factory
Database Terminology (cont.)  Form - paper-like method of accessing and entering data in a table  Query – retrieves information from Access tables  Report - provides the ability to arrange table data as well as to perform calculations and then print a paper-based report  Object – used in database world as generic term for queries, reports, indexes, tables, etc. Not the same as programming object. 9 Access Introduction v1.02 Factory Sample Case – Factory2000  Implement a simple cost accounting application  Employees work on work orders – Clock labor hours worked for each work order – Only one labor ticket per employee per work order – Each work order has a standard time budget  Some data periodically imported and/or exported 10 Access Introduction v1.02 Factory
Existing Method of 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 This what is called a “flat file”. What problems do you see with this approach? 11 Access Introduction v1.02 Factory Factory2000 Relational Database Structure EmpNo fName lName Rate Wono Descr Std 12 Bob Smith 15 A1 Casting 30 13 Mary Chavez 20 B3 Fitting 50 14 Alicia Parks 25 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 40 12 Access Introduction v1.02 Factory
Creating a Database  Ways to create a database – Create a database using an Access template or Wizard – (not always recommended) – Create a blank database and then insert your own objects – we will use this method in this course 13 Access Introduction v1.02 Factory Creating a Table  Click new from tables tab  Naming a Table – Up to 64 “standard” characters can be used – Do not use an extension – No leading spaces or control characters, in fact try to avoid spaces altogether  Add fields one by one  Set Field Properties in Field Properties box 14 Access Introduction v1.02 Factory
Designing Fields  Field Type – text, datetime, number, etc.  Field Width – 10 characters, etc.  Caption – “Column title” for display  Format – Determines how the field is displayed (long date, short date, etc.)  Click toolbar key symbol to make primary key  Set indexed for secondary keys, required, etc. 15 Access Introduction v1.02 Factory Table Designer 16 Access Introduction v1.02 Factory
Hands On - Create Table Structures  Employees  Work_Orders  Labor 17 Access Introduction v1.02 Factory Employees Table Definition (Instructor led)  EmpNo text(2), primary key  Fname text(10)  Lname text (15), required  Rate currency, required  MgrNo text(2) Add captions, too 18 Access Introduction v1.02 Factory
Work_Orders Table Definition (On Your Own)  WoNo text(2), primary key  Descr text(15)  StdHrs number(single,2), required  Accum number(single,2), required Add captions, too 19 Access Introduction v1.02 Factory Labor Table Definition (On Your Own)  EmpNo text(2), primary key  WoNo text(2), primary key  Start datetime, required  End datetime  Hours number(single,2) Add captions, too 20 Access Introduction v1.02 Factory
Field Validation & Masks  Add some validations – Require start date – End >= start date – Etc.  Add some input masks & formats 21 Access Introduction v1.02 Factory Datasheets  Datasheet window - displays the contents of a table in a spreadsheet-like format – Each row contains a record – Each column contains a field  Speedbar - appears at the bottom of the window and is used to navigate through the records in a table 22 Access Introduction v1.02 Factory
Datasheet View 23 Access Introduction v1.02 Factory Entering & Editing Records  Enter table data from the handouts 24 Access Introduction v1.02 Factory
Employees Table Data 25 Access Introduction v1.02 Factory Work_Orders Table Data 26 Access Introduction v1.02 Factory
Labor Table Data To be added later 27 Access Introduction v1.02 Factory Introduction to Access Module Part 2: Manipulating and Sorting Tables 28 Factory Access Introduction v1.02
Printing a Table  Access allows you to create “quick and dirty” reports by clicking the toolbar Print button – A row/column presentation is used – Field names appear along the top – Records are rows – Fields are columns – A grid is printed around each field 29 Access Introduction v1.02 Factory Quick Reports  Report Wizard – Module 2 covers reports – For now, be aware a quick report can be produced using the report wizard 30 Access Introduction v1.02 Factory
Manipulating the Datasheet  Gridlines – controlled by Cells Effects dialog box  Can control background color, fonts, etc.  Fields can be resized and moved  Also, hidden and locked like a spreadsheet 31 Access Introduction v1.02 Factory Record Pointer  Record pointer (thick black arrow head) helps you keep track of where you are in a table  The character is used in the left-hand table cells to indicate the pointer location  The pointer moves by using keyboard, scrollbar, or speedbar commands  => Changes are saved when you move to next record 32 Access Introduction v1.02 Factory
Find Command  Use the Edit | Find command sequence or click the Find toolbar button  Either command activates the Find in field dialog box  Searches can have “Wildcards” (in fact sophisticated Unix style searches are available) 33 Access Introduction v1.02 Factory One Field Sort  Select the column to be used in the sort  Click the desired Sort Ascending or Descending toolbar button 34 Access Introduction v1.02 Factory
Multiple Field Sort  Filter - used to sort data or restrict records shown  Use Records | Filter | Advanced Filter/Sort command sequence  Activates the filter window  Specify the fields and sort order  Execute by clicking the Apply Filter/Sort button of the toolbar 35 Access Introduction v1.02 Factory Introduction to Access Module Part 3: Table Relationships 36 Factory Access Introduction v1.02
Relating Tables  Command sequence – Tools | Relationships  Parent table - table used as the main table for a relationship  Child table - the related table, often has several records for each record in the parent table 37 Access Introduction v1.02 Factory Referential Integrity  Orphan record - a child record without a corresponding parent record  Referential integrity - makes certain that related records are present 38 Access Introduction v1.02 Factory
Table Links  In this context means relate two or more tables on columns of data  Permanent link – – established using the Relationships command – is always in effect once defined; the wizards and designers will take advantage of this fact  Transient link - defined using the query-by- example feature of Access. Lasts for the duration of the query. 39 Access Introduction v1.02 Factory Creating a Permanent Link Drag from PK to FK 40 Access Introduction v1.02 Factory
Create Permanent Links Link all Factory2000 tables Enforce referential integrity Normal, default joins for now 41 Access Introduction v1.02 Factory Permanent Links 42 Access Introduction v1.02 Factory
Enter Labor Table Data 43 Access Introduction v1.02 Factory Introduction to Access End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 44 Factory Access Introduction v1.02
Introduction to Access Module Introduction to Access, External Data P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access Accel. Introduction v1.02 Module Outline Three short topics:  Topic 1: Export tables  Topic 2: Import data  Topic 3: Link tables 2 Access Accel. Introduction v1.02 Factory
Module Hands On Students “hands-on”: – Export work_orders and employees tables – Import work_orders text file – Link employees excel file 3 Access Accel. Introduction v1.02 Factory Sample Application – Factory2000  Simple cost accounting application  Employees work on work orders  Clock labor hours for each work order 4 Access Accel. Introduction v1.02 Factory
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 Factory Factory2000 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 40 6 Access Accel. Introduction v1.02 Factory
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
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 use 10 Access Accel. Introduction v1.02 Factory
Importing a Text File Importing a table from a Text File 11 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 specification 12 Access Accel. Introduction v1.02 Factory
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 table 14 Access Accel. Introduction v1.02 Factory
Linking a Table Linking a table 15 Access Accel. Introduction v1.02 Factory Linking a Table Linking a table 16 Access Accel. Introduction v1.02 Factory
Link a table  Link the Employees Excel  Give it a name like Employees_xls 17 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
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Microsoft Access Module: Queries P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access - Accelerated Queries Module Hands On Students “hands-on”: – Create a simple query – Create a multi-table query – Create calculated fields – Create a summary query – Concatenate fields – Create a parameter query 2 Access - Accelerated Queries Factory
Creating a Query  Activate the Create tab of the Database window  Click the Query Design button  Interact with the dialog boxes 3 Access - Accelerated Queries Factory Query Results  Results placed in a dynaset in a window  Dynaset can be used like a regular table – Most useful when you work with fields from several tables – Any changes that are made to a dynaset field are also made to the original record 4 Access - Accelerated Queries Factory
Query Design Window  QBE grid - controls which fields appear in the dynaset  Parts of the grid – Field - contains the name of the field – Table - contains the field’s table name – Sort - controls the order of displayed data – Show - displays a field in the dynaset – Criteria - enter a condition to display selected records 5 Access - Accelerated Queries Factory Criteria  Logical Comparison Operators – <, >, =, =<, >=. <>  Special Operators – LIKE – IS NULL – BETWEEN – IN  Special characters – [ square brackets around names] – (parentheses around function arguments) – # pound sign around dates# 6 Access - Accelerated Queries Factory
Like (“Wild Card Matches”)  ANSI standard  Microsoft Access  Where  Where customer_last_name like customer_last_name like “Jo%” “Jo*”  Like “Jo_”  Like “Jo?” • * means match any string of characters; ? means match one character. • Access actually allow more sophisticated Unix type search patterns as well – see help 7 Access - Accelerated Queries Factory Create a Simple Query  Use Work_Orders table  Show fields: all except accum  Sort by WoNo  Only records where description contains an “s”  Save your query as qrySimple 8 Access - Accelerated Queries Factory
Simple Query (Find all records with an “S in the description field) Query by Example (QBE) Grid 9 Access - Accelerated Queries Factory Joining Tables  Tables can be joined for performing a query – Must have a common field – Linking in QBE grid performed via a drag operation – Join types: inner, left outer, right outer – Use show tables dialog to bring up list of tables 10 Access - Accelerated Queries Factory
Joining two Tables Drag from PK to FK Double Click table name to add 11 Access - Accelerated Queries Factory Create a multi-table query  Join Labor and Employees  Show following fields: all from labor, fname, lname and rate from employees  Sort by empno then wono  Save your query as qryLaborDetail 12 Access - Accelerated Queries Factory
Multi-table Query Design 13 Access - Accelerated Queries Factory Multi-table Query Results 14 Access - Accelerated Queries Factory
Calculated Fields  Can embed calculations in a query  Creates a new temporary field which appears in the dynaset  Store your calculations there  Can use an expression “builder” to help 15 Access - Accelerated Queries Factory Query with Calculated Field (use the builder) 16 Access - Accelerated Queries Factory
Query with Calculated Field  Use qryLaborDetail  Add a calculated field which shows the cost of a labor ticket  Save your query as qryLaborDetail_2 17 Access - Accelerated Queries Factory Query with Calculated Field Results 18 Access - Accelerated Queries Factory
Concatenated Fields  Can “add” two character fields together  Use & operator  Example: fname & “ “ & lname 19 Access - Accelerated Queries Factory Concatenated Fields  Create a new labordetail query  Add a column with the employee’s full name  This can be used later in reports, etc.  Save your query as qryLaborDetail_3 20 Access - Accelerated Queries Factory
Concatenated Fields Results 21 Access - Accelerated Queries Factory Summarizing Columns  SQL aggregate functions – Sum – Count – Avg – Etc.  Activated by clicking the Total toolbar button  Adds a Total line to the QBE query grid  All selected columns must be in group by or an aggregate 22 Access - Accelerated Queries Factory
Query with Aggregate 23 Access - Accelerated Queries Factory Query with Aggregate  Modify qryLaborDetail2  Drop work order fields  Sum the hours and cost  Save your query as qryLaborGrouped 24 Access - Accelerated Queries Factory
Query with Aggregate Results 25 Access - Accelerated Queries Factory Parameter Queries  Accept a variable when run Order No parameter 26 Access - Accelerated Queries Factory
Parameter Queries  Create a parameter query  Base on qryLaborDetail_3  Show all fields  Prompt for order no  Save as qryParam 27 Access - Accelerated Queries Factory Parameter Query Results 28 Access - Accelerated Queries Factory
Accelerated Introduction to Access End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 29 Factory Access - Accelerated Queries Notes This slide intentionally left blank 30 Access - Accelerated Queries Factory
Notes This slide intentionally left blank 31 Access - Accelerated Queries Factory Notes This slide intentionally left blank 32 Access - Accelerated Queries Factory
Microsoft Access Module - Advanced Queries P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com 1 Factory Access - Automating Tasks Module Outline One part:  Part 1: Advanced Queries 2 Access - Automating Tasks Factory
Module Hands On Students “hands-on”: – Create action queries  Maketable  Append  Delete  Update 3 Access - Automating Tasks Factory MS Access Training Part 1 Advanced Queries 4 Access - Automating Tasks Factory
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 open 5 Access - Automating Tasks Factory 6 Access - Automating Tasks Factory
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 name 7 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_Employees 8 Access - Automating Tasks Factory
MakeTable Query Results 9 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 destination 10 Access - Automating Tasks Factory
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_Employees 12 Access - Automating Tasks Factory
Append Query Results 13 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 row 14 Access - Automating Tasks Factory
Delete Query  Delete from temp_employees – All records with rate less than 20 15 Access - Automating Tasks Factory Delete Query Results 16 Access - Automating Tasks Factory
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 End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 18 Factory Access - Automating Tasks
Notes 19 Access - Automating Tasks Factory Notes 20 Access - Automating Tasks Factory
Microsoft Access Reports Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 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 report 2 Access - Reports & Forms Factory
Creating reports  Two basic methods: – Report Wizard – Report Designer  Common approach is to start w/ the Wizard then modify the result 3 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 report 4 Access - Reports & Forms Factory
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 style 6 Access - Reports & Forms Factory
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 rptLabor 7 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 Bars 8 Access - Reports & Forms Factory
Report Designer 9 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
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 Results 12 Access - Reports & Forms Factory
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 Function 14 Access - Reports & Forms Factory
Report Designer  Open the report Labor in design view – Add a cost column (unbound control) – Format to taste – Save report as rptLaborCost 15 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_2 16 Access - Reports & Forms Factory
Labor report with Cost Column 17 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 >= 70 18 Access - Reports & Forms Factory
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 control 19 Access - Reports & Forms Factory 20 Access - Reports & Forms Factory
Sub Reports  Create a subreport named srptLaborDetail_3 – Base on qryLaborDetail_3 – Be sure to use tabular format – Eliminate extraneous title information 21 Access - Reports & Forms Factory Labor Sub Report 22 Access - Reports & Forms Factory
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 taste 23 Access - Reports & Forms Factory Sub Reports  Drag new subreport to main report, or use sub/form subreport control  Save as rptWork_OrdersFull 24 Access - Reports & Forms Factory
Full Work Orders Report Results 25 Access - Reports & Forms Factory Microsoft Access Reports Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com 26 Factory Access - Reports & Forms
Notes 27 Access - Reports & Forms Factory Notes 28 Access - Reports & Forms Factory
Introduction to Microsoft Access Module - Criteria Selection Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access - Reports & Forms Module Hands On Students “hands-on”: – Create an unbound form 2 Access - Reports & Forms Factory
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 requirements 3 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) 4 Access - Reports & Forms Factory
5 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 frmParam 6 Access - Reports & Forms Factory
Fix the query and form then rerun Change the variable names to look at the form 7 Access - Reports & Forms Factory Criteria Selection Form Results 8 Access - Reports & Forms Factory
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 directly 9 Access - Reports & Forms Factory Introduction to Microsoft Access Module - Criteria Selection Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com 10 Factory Access - Reports & Forms
Notes This slide intentionally left blank 11 Access - Reports & Forms Factory Notes This slide intentionally left blank 12 Access - Reports & Forms Factory
Orange Coast Database Associates Course Material (800)355-9855 or http://www.dhdursoassociates.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.com Accelerated Computer Training for Working Professionals

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AIN106 Access Reporting and Analysis

  • 1.
    Orange Coast DatabaseAssociates Course (800)355-9855 or http://www.dhdursoassociates.com AIN106 Introduction to Microsoft Access Reports and Analysis 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)355-9855 Accelerated Computer Training for Working Professionals Factory 2010 Case
  • 2.
    AIN106 - Introductionto Access Quick introduction to Access for experienced Windows users P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com slides.1@dhdursoassociates.com 1 Factory AIN106 AIN106 - Introduction to Access  Introduction (s)  Facilities  Course Materials (Varies by class) – Student Questionnaire – PowerPoint handouts for all sessions – Evaluation form – Training certificate – Collaterals (Maps, Catalogs, etc.) 2 AIN106 Factory
  • 3.
    MS Access Introductory(100 Level) Standard Curriculum AIN100 AIN100T Incl. A & B AIA101 AIN104 AIN102 AMP110 Reports Queries Macros & Forms 3 AIN106 Factory MS Access Introductory (100 Level) Specialized Curriculum AIN100 Incl. A & B AIN106 TBD Reports TBD & Analysis 4 AIN106 Factory
  • 4.
    AIN106 – Introductionto Access  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 5 AIN106 V1.2 Factory AIN106 - Introduction to Access Course Topics:  Databases  Tables  Datasheet  External Data  Queries  Reports  Criteria Selection Forms 6 AIN106 Factory
  • 5.
    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 Designer 7 AIN106 Factory AIN106 - Introduction to Access 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 earlier 8 AIN106 Factory
  • 6.
    Database Design –Critical Topic  What do I want? – (Outputs - Reports)  What have I got? – (Inputs – Tables, Import data)  What do I need to do to get there? – (Processes, Queries) 9 AIN106 Factory Note: we have a full day course (DBD201) on this important topic. Understand your database  Draw a PRODUCTS picture  Write a description ORDERS  Plan your queries C.C. EMPLOYEES Toys 10 AIN106 Factory
  • 7.
    AIN106 - Introductionto Access Course Schedule (3 hour sessions):  Session 1 – Tables and Data – Starting Queries  Session 2 – Queries – Reports – Criteria Selection Forms 11 AIN106 Factory Notes 12 AIN106 Factory
  • 8.
    Microsoft Access Module Introduction to Access, Tables and Data 1 Factory Access Introduction v1.02 Module Outline Three parts:  Part 1: Introduction & Tables  Part 2: Manipulating and Sorting Tables  Part 3: Table Relationships 2 Access Introduction v1.02 Factory
  • 9.
    Module Hands On Students “hands-on”: – Create a database based on Factory 2000 case – Create 3 tables (w/validation rules and masks) – Populate tables – Sort & Manipulate tables – Create table relationships (permanent links) 3 Access Introduction v1.02 Factory Introduction to Access Module Part 1: Introduction to Access and Tables 4 Factory Access Introduction v1.02
  • 10.
    Access Modes  Menu-driven interface - Interact with a database and its objects using menu commands  Program mode - Lets you store instructions in a VBA program file  This course concentrates on the menu interface but does cover macros which can be used to “program” a series of actions 5 Access Introduction v1.02 Factory Relational Database Concepts  Most prominent type of database – Access is a Relational Database  Based on set theory (Mathematically based)  A table is a relation between columns and rows  Each row must be unique  Each column may contain only one type of data and must have a unique name  Each data element may contain only one value  Information from multiple tables can be combined using a column of common information 6 Access Introduction v1.02 Factory
  • 11.
    Database Terminology  Database – in Access an “.mdb” file in which tables, reports, queries, and other objects are stored  Table – stores facts about one subject (entity)  Record - contains related information about one entity “instance”  Field - contains a fact about an entity 7 Access Introduction v1.02 Factory Database Terminology (cont.)  Key - used to order, identify, and retrieve records in the database  Primary key - unique identifier for a particular record. Only one per table.  Index – Internal structure that speeds up searches and joins. Also used to enforce uniqueness. Can have several per table.  Table structure - the arrangement of information within a record, the type of characters, field length, limitations, etc. 8 Access Introduction v1.02 Factory
  • 12.
    Database Terminology (cont.)  Form - paper-like method of accessing and entering data in a table  Query – retrieves information from Access tables  Report - provides the ability to arrange table data as well as to perform calculations and then print a paper-based report  Object – used in database world as generic term for queries, reports, indexes, tables, etc. Not the same as programming object. 9 Access Introduction v1.02 Factory Sample Case – Factory2000  Implement a simple cost accounting application  Employees work on work orders – Clock labor hours worked for each work order – Only one labor ticket per employee per work order – Each work order has a standard time budget  Some data periodically imported and/or exported 10 Access Introduction v1.02 Factory
  • 13.
    Existing Method ofRecording 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 This what is called a “flat file”. What problems do you see with this approach? 11 Access Introduction v1.02 Factory Factory2000 Relational Database Structure EmpNo fName lName Rate Wono Descr Std 12 Bob Smith 15 A1 Casting 30 13 Mary Chavez 20 B3 Fitting 50 14 Alicia Parks 25 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 40 12 Access Introduction v1.02 Factory
  • 14.
    Creating a Database  Ways to create a database – Create a database using an Access template or Wizard – (not always recommended) – Create a blank database and then insert your own objects – we will use this method in this course 13 Access Introduction v1.02 Factory Creating a Table  Click new from tables tab  Naming a Table – Up to 64 “standard” characters can be used – Do not use an extension – No leading spaces or control characters, in fact try to avoid spaces altogether  Add fields one by one  Set Field Properties in Field Properties box 14 Access Introduction v1.02 Factory
  • 15.
    Designing Fields  Field Type – text, datetime, number, etc.  Field Width – 10 characters, etc.  Caption – “Column title” for display  Format – Determines how the field is displayed (long date, short date, etc.)  Click toolbar key symbol to make primary key  Set indexed for secondary keys, required, etc. 15 Access Introduction v1.02 Factory Table Designer 16 Access Introduction v1.02 Factory
  • 16.
    Hands On -Create Table Structures  Employees  Work_Orders  Labor 17 Access Introduction v1.02 Factory Employees Table Definition (Instructor led)  EmpNo text(2), primary key  Fname text(10)  Lname text (15), required  Rate currency, required  MgrNo text(2) Add captions, too 18 Access Introduction v1.02 Factory
  • 17.
    Work_Orders Table Definition (On Your Own)  WoNo text(2), primary key  Descr text(15)  StdHrs number(single,2), required  Accum number(single,2), required Add captions, too 19 Access Introduction v1.02 Factory Labor Table Definition (On Your Own)  EmpNo text(2), primary key  WoNo text(2), primary key  Start datetime, required  End datetime  Hours number(single,2) Add captions, too 20 Access Introduction v1.02 Factory
  • 18.
    Field Validation &Masks  Add some validations – Require start date – End >= start date – Etc.  Add some input masks & formats 21 Access Introduction v1.02 Factory Datasheets  Datasheet window - displays the contents of a table in a spreadsheet-like format – Each row contains a record – Each column contains a field  Speedbar - appears at the bottom of the window and is used to navigate through the records in a table 22 Access Introduction v1.02 Factory
  • 19.
    Datasheet View 23 Access Introduction v1.02 Factory Entering & Editing Records  Enter table data from the handouts 24 Access Introduction v1.02 Factory
  • 20.
    Employees Table Data 25 Access Introduction v1.02 Factory Work_Orders Table Data 26 Access Introduction v1.02 Factory
  • 21.
    Labor Table Data To be added later 27 Access Introduction v1.02 Factory Introduction to Access Module Part 2: Manipulating and Sorting Tables 28 Factory Access Introduction v1.02
  • 22.
    Printing a Table  Access allows you to create “quick and dirty” reports by clicking the toolbar Print button – A row/column presentation is used – Field names appear along the top – Records are rows – Fields are columns – A grid is printed around each field 29 Access Introduction v1.02 Factory Quick Reports  Report Wizard – Module 2 covers reports – For now, be aware a quick report can be produced using the report wizard 30 Access Introduction v1.02 Factory
  • 23.
    Manipulating the Datasheet  Gridlines – controlled by Cells Effects dialog box  Can control background color, fonts, etc.  Fields can be resized and moved  Also, hidden and locked like a spreadsheet 31 Access Introduction v1.02 Factory Record Pointer  Record pointer (thick black arrow head) helps you keep track of where you are in a table  The character is used in the left-hand table cells to indicate the pointer location  The pointer moves by using keyboard, scrollbar, or speedbar commands  => Changes are saved when you move to next record 32 Access Introduction v1.02 Factory
  • 24.
    Find Command  Use the Edit | Find command sequence or click the Find toolbar button  Either command activates the Find in field dialog box  Searches can have “Wildcards” (in fact sophisticated Unix style searches are available) 33 Access Introduction v1.02 Factory One Field Sort  Select the column to be used in the sort  Click the desired Sort Ascending or Descending toolbar button 34 Access Introduction v1.02 Factory
  • 25.
    Multiple Field Sort  Filter - used to sort data or restrict records shown  Use Records | Filter | Advanced Filter/Sort command sequence  Activates the filter window  Specify the fields and sort order  Execute by clicking the Apply Filter/Sort button of the toolbar 35 Access Introduction v1.02 Factory Introduction to Access Module Part 3: Table Relationships 36 Factory Access Introduction v1.02
  • 26.
    Relating Tables  Command sequence – Tools | Relationships  Parent table - table used as the main table for a relationship  Child table - the related table, often has several records for each record in the parent table 37 Access Introduction v1.02 Factory Referential Integrity  Orphan record - a child record without a corresponding parent record  Referential integrity - makes certain that related records are present 38 Access Introduction v1.02 Factory
  • 27.
    Table Links  In this context means relate two or more tables on columns of data  Permanent link – – established using the Relationships command – is always in effect once defined; the wizards and designers will take advantage of this fact  Transient link - defined using the query-by- example feature of Access. Lasts for the duration of the query. 39 Access Introduction v1.02 Factory Creating a Permanent Link Drag from PK to FK 40 Access Introduction v1.02 Factory
  • 28.
    Create Permanent Links Link all Factory2000 tables Enforce referential integrity Normal, default joins for now 41 Access Introduction v1.02 Factory Permanent Links 42 Access Introduction v1.02 Factory
  • 29.
    Enter Labor TableData 43 Access Introduction v1.02 Factory Introduction to Access End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 44 Factory Access Introduction v1.02
  • 30.
    Introduction to Access Module Introduction to Access, External Data P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access Accel. Introduction v1.02 Module Outline Three short topics:  Topic 1: Export tables  Topic 2: Import data  Topic 3: Link tables 2 Access Accel. Introduction v1.02 Factory
  • 31.
    Module Hands On Students “hands-on”: – Export work_orders and employees tables – Import work_orders text file – Link employees excel file 3 Access Accel. Introduction v1.02 Factory Sample Application – Factory2000  Simple cost accounting application  Employees work on work orders  Clock labor hours for each work order 4 Access Accel. Introduction v1.02 Factory
  • 32.
    Recording Factory2000 LaborHours 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 Factory Factory2000 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 40 6 Access Accel. Introduction v1.02 Factory
  • 33.
    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
  • 34.
    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 use 10 Access Accel. Introduction v1.02 Factory
  • 35.
    Importing a TextFile Importing a table from a Text File 11 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 specification 12 Access Accel. Introduction v1.02 Factory
  • 36.
    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 table 14 Access Accel. Introduction v1.02 Factory
  • 37.
    Linking a Table Linking a table 15 Access Accel. Introduction v1.02 Factory Linking a Table Linking a table 16 Access Accel. Introduction v1.02 Factory
  • 38.
    Link a table  Link the Employees Excel  Give it a name like Employees_xls 17 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
  • 39.
    Notes This slide intentionally left blank 19 Notes This slide intentionally left blank 20
  • 40.
    Microsoft Access Module: Queries P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access - Accelerated Queries Module Hands On Students “hands-on”: – Create a simple query – Create a multi-table query – Create calculated fields – Create a summary query – Concatenate fields – Create a parameter query 2 Access - Accelerated Queries Factory
  • 41.
    Creating a Query  Activate the Create tab of the Database window  Click the Query Design button  Interact with the dialog boxes 3 Access - Accelerated Queries Factory Query Results  Results placed in a dynaset in a window  Dynaset can be used like a regular table – Most useful when you work with fields from several tables – Any changes that are made to a dynaset field are also made to the original record 4 Access - Accelerated Queries Factory
  • 42.
    Query Design Window  QBE grid - controls which fields appear in the dynaset  Parts of the grid – Field - contains the name of the field – Table - contains the field’s table name – Sort - controls the order of displayed data – Show - displays a field in the dynaset – Criteria - enter a condition to display selected records 5 Access - Accelerated Queries Factory Criteria  Logical Comparison Operators – <, >, =, =<, >=. <>  Special Operators – LIKE – IS NULL – BETWEEN – IN  Special characters – [ square brackets around names] – (parentheses around function arguments) – # pound sign around dates# 6 Access - Accelerated Queries Factory
  • 43.
    Like (“Wild CardMatches”)  ANSI standard  Microsoft Access  Where  Where customer_last_name like customer_last_name like “Jo%” “Jo*”  Like “Jo_”  Like “Jo?” • * means match any string of characters; ? means match one character. • Access actually allow more sophisticated Unix type search patterns as well – see help 7 Access - Accelerated Queries Factory Create a Simple Query  Use Work_Orders table  Show fields: all except accum  Sort by WoNo  Only records where description contains an “s”  Save your query as qrySimple 8 Access - Accelerated Queries Factory
  • 44.
    Simple Query (Findall records with an “S in the description field) Query by Example (QBE) Grid 9 Access - Accelerated Queries Factory Joining Tables  Tables can be joined for performing a query – Must have a common field – Linking in QBE grid performed via a drag operation – Join types: inner, left outer, right outer – Use show tables dialog to bring up list of tables 10 Access - Accelerated Queries Factory
  • 45.
    Joining two Tables Drag from PK to FK Double Click table name to add 11 Access - Accelerated Queries Factory Create a multi-table query  Join Labor and Employees  Show following fields: all from labor, fname, lname and rate from employees  Sort by empno then wono  Save your query as qryLaborDetail 12 Access - Accelerated Queries Factory
  • 46.
    Multi-table Query Design 13 Access - Accelerated Queries Factory Multi-table Query Results 14 Access - Accelerated Queries Factory
  • 47.
    Calculated Fields  Can embed calculations in a query  Creates a new temporary field which appears in the dynaset  Store your calculations there  Can use an expression “builder” to help 15 Access - Accelerated Queries Factory Query with Calculated Field (use the builder) 16 Access - Accelerated Queries Factory
  • 48.
    Query with CalculatedField  Use qryLaborDetail  Add a calculated field which shows the cost of a labor ticket  Save your query as qryLaborDetail_2 17 Access - Accelerated Queries Factory Query with Calculated Field Results 18 Access - Accelerated Queries Factory
  • 49.
    Concatenated Fields  Can “add” two character fields together  Use & operator  Example: fname & “ “ & lname 19 Access - Accelerated Queries Factory Concatenated Fields  Create a new labordetail query  Add a column with the employee’s full name  This can be used later in reports, etc.  Save your query as qryLaborDetail_3 20 Access - Accelerated Queries Factory
  • 50.
    Concatenated Fields Results 21 Access - Accelerated Queries Factory Summarizing Columns  SQL aggregate functions – Sum – Count – Avg – Etc.  Activated by clicking the Total toolbar button  Adds a Total line to the QBE query grid  All selected columns must be in group by or an aggregate 22 Access - Accelerated Queries Factory
  • 51.
    Query with Aggregate 23 Access - Accelerated Queries Factory Query with Aggregate  Modify qryLaborDetail2  Drop work order fields  Sum the hours and cost  Save your query as qryLaborGrouped 24 Access - Accelerated Queries Factory
  • 52.
    Query with AggregateResults 25 Access - Accelerated Queries Factory Parameter Queries  Accept a variable when run Order No parameter 26 Access - Accelerated Queries Factory
  • 53.
    Parameter Queries  Create a parameter query  Base on qryLaborDetail_3  Show all fields  Prompt for order no  Save as qryParam 27 Access - Accelerated Queries Factory Parameter Query Results 28 Access - Accelerated Queries Factory
  • 54.
    Accelerated Introduction toAccess End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 29 Factory Access - Accelerated Queries Notes This slide intentionally left blank 30 Access - Accelerated Queries Factory
  • 55.
    Notes This slide intentionally left blank 31 Access - Accelerated Queries Factory Notes This slide intentionally left blank 32 Access - Accelerated Queries Factory
  • 56.
    Microsoft Access Module - Advanced Queries P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.dhdursoassociates.com 1 Factory Access - Automating Tasks Module Outline One part:  Part 1: Advanced Queries 2 Access - Automating Tasks Factory
  • 57.
    Module Hands On Students “hands-on”: – Create action queries  Maketable  Append  Delete  Update 3 Access - Automating Tasks Factory MS Access Training Part 1 Advanced Queries 4 Access - Automating Tasks Factory
  • 58.
    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 open 5 Access - Automating Tasks Factory 6 Access - Automating Tasks Factory
  • 59.
    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 name 7 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_Employees 8 Access - Automating Tasks Factory
  • 60.
    MakeTable Query Results 9 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 destination 10 Access - Automating Tasks Factory
  • 61.
    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_Employees 12 Access - Automating Tasks Factory
  • 62.
    Append Query Results 13 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 row 14 Access - Automating Tasks Factory
  • 63.
    Delete Query  Delete from temp_employees – All records with rate less than 20 15 Access - Automating Tasks Factory Delete Query Results 16 Access - Automating Tasks Factory
  • 64.
    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 End of Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 18 Factory Access - Automating Tasks
  • 65.
    Notes 19 Access - Automating Tasks Factory Notes 20 Access - Automating Tasks Factory
  • 66.
    Microsoft Access Reports Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 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 report 2 Access - Reports & Forms Factory
  • 67.
    Creating reports  Two basic methods: – Report Wizard – Report Designer  Common approach is to start w/ the Wizard then modify the result 3 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 report 4 Access - Reports & Forms Factory
  • 68.
    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 style 6 Access - Reports & Forms Factory
  • 69.
    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 rptLabor 7 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 Bars 8 Access - Reports & Forms Factory
  • 70.
    Report Designer 9 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
  • 71.
    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 Results 12 Access - Reports & Forms Factory
  • 72.
    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 Function 14 Access - Reports & Forms Factory
  • 73.
    Report Designer  Open the report Labor in design view – Add a cost column (unbound control) – Format to taste – Save report as rptLaborCost 15 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_2 16 Access - Reports & Forms Factory
  • 74.
    Labor report withCost Column 17 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 >= 70 18 Access - Reports & Forms Factory
  • 75.
    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 control 19 Access - Reports & Forms Factory 20 Access - Reports & Forms Factory
  • 76.
    Sub Reports  Create a subreport named srptLaborDetail_3 – Base on qryLaborDetail_3 – Be sure to use tabular format – Eliminate extraneous title information 21 Access - Reports & Forms Factory Labor Sub Report 22 Access - Reports & Forms Factory
  • 77.
    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 taste 23 Access - Reports & Forms Factory Sub Reports  Drag new subreport to main report, or use sub/form subreport control  Save as rptWork_OrdersFull 24 Access - Reports & Forms Factory
  • 78.
    Full Work OrdersReport Results 25 Access - Reports & Forms Factory Microsoft Access Reports Module P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com 26 Factory Access - Reports & Forms
  • 79.
    Notes 27 Access - Reports & Forms Factory Notes 28 Access - Reports & Forms Factory
  • 80.
    Introduction to MicrosoftAccess Module - Criteria Selection Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 http://www.d2associates.com 1 Factory Access - Reports & Forms Module Hands On Students “hands-on”: – Create an unbound form 2 Access - Reports & Forms Factory
  • 81.
    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 requirements 3 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) 4 Access - Reports & Forms Factory
  • 82.
    5 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 frmParam 6 Access - Reports & Forms Factory
  • 83.
    Fix the queryand form then rerun Change the variable names to look at the form 7 Access - Reports & Forms Factory Criteria Selection Form Results 8 Access - Reports & Forms Factory
  • 84.
    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 directly 9 Access - Reports & Forms Factory Introduction to Microsoft Access Module - Criteria Selection Forms P.O. Box 6142 Laguna Niguel, CA 92607 949-489-1472 [End of Module] http://www.d2associates.com 10 Factory Access - Reports & Forms
  • 85.
    Notes This slide intentionally left blank 11 Access - Reports & Forms Factory Notes This slide intentionally left blank 12 Access - Reports & Forms Factory
  • 86.
    Orange Coast DatabaseAssociates Course Material (800)355-9855 or http://www.dhdursoassociates.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.com Accelerated Computer Training for Working Professionals