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CIA Course Notes

Course Notes

Access 97

Day 2

Produced byCiA Training Ltd

Tel : 0191 549 5002

CIA Training Ltd 1997 Access 97 Day 2

Note: Microsoft and Access are registered trademarks of the Microsoft Corporation

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CIA Course Notes

This material is part of a series of Course Notes that have been designed

specifically for use as reference material with tutor-led training courses.

CiA Training Ltd is an accredited ISO 9001 company and the Course

Notes range has been designed, developed, tested and validated within thespecification of this quality system.

Although Course Notes cover a comprehensive range of topics, we

acknowledge that it is impossible to cover absolutely every aspect of thesoftware in -! days of notes. Therefore, we recommend that the manualsprovided by the software publisher should be used for specific queriesregarding topics not covered in the guides. "ull lists of contents included inour Course Notes titles can be issued on request.

#e have made every effort to ensure that all information and instructionsincluded in these Course Notes is accurate, however, CiA Training $tdcannot be held legally responsible for any errors or omissions.

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CIA Course Notes

Table of Contents

!CT"#N 10

$!P#$T%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%1

CREATEANEWREPORT2EDITIN!REPORT"#PRE$IEWIN!AREPORT%PRINTIN!AREPORT&A'TOREPORT7"'((AR)*

!CT"#N 11

AD&ANC!D !D"T"N' %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%9

C'T+ COP)ANDPA"TERECORD"1,

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!CT"#N 12

AD&ANC!D ()!$"!%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%1*

TOTAL" 1#CO'NT 1%!RO'P.)1%A$ERA!E+ (A-I('(AND(INI('($AL'E"1&AND/'ERIE"17OR/'ERIE"17AND/'ERIE"ON(ORET0ANONEIELD1*

OR/'ERIE"ON(ORET0ANONEIELD1*/'ERIE"ONLINEDTA.LE19CALC'LATEDIELD"IN/'ERIE"2,PARA(ETER/'ERIE"2,"'((AR)21

!CT"#N 1*

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RELATION"0IP"23DELETEARELATION"0IP2&EDITARELATION"0IP27"'((AR)2*

!CT"#N 14

TA,L!: -"!LD P$#P!$T"!%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%29

LOO'PIELD3,OR(ATIELDPROPERT)32DEA'LT$AL'E33$ALIDATIONR'LE"4TE-T3#INP'T(A""3%OT0ERIELDPROPERTIE"3&"'((AR)37

!CT"#N 15

AD&ANC!D -#$.%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%*/

"'.OR("39


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CIA Course Notes

(AIN4"'.OR(5 WI6ARD#,(AIN4"'.OR(5 CONTROLWI6ARD#3LININ!OR("##('LTIPLETA.LEOR("#&"'((AR)#7

!CT"#N 1

-#$. C#NT$#L%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%4/

CALC'LATEDIELD"#9CO((AND.'TTON"5 WI6ARD%,CO(.O.O-1 5 WI6ARD%2CO(.O.O-2 5 WI6ARD%%CO(.O.O-3 5 WI6ARD%*CO(.O.O-5 (AN'AL&1LI"T.O-E"&2OPTION!RO'P"&3TA.CONTROL&7"'((AR)&*

!CT"#N 17

-#$. P$#P!$T"!%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%9

OR(PROPERTIE"7,DATAPROPERTIE"71OR(ATPROPERTIE"72OT0ERPROPERTIE"7#"'((AR)7%


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CIA Course Notes "ection1,5 Reorts

Section 10

Reports

.y t8e end o t8is "ection you s8ou:d ;e a;:e to5

Create a Ne< Reort

Edit an E=isting Reort

Pre>ie< a Reort

Print a Reort

'se AutoReort

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Create a New Report

A $eortis a

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Creating a Report - Continued

T8e $eortDesignWindo< is s:it into t8ree sections5

Page +eader Any ie:ds+ te=t etc :aced 8ere ery age o t8e reort

Detail T8is is

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!diting Reports

Once a reort design 8as ;een created and sa>ed+ it can ;e oened again at any ti?e

and c8anged in any e t8e Reort

"e:ect-ile Closeto c:ose t8e reort and return to t8e data;ase

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#reiewing a Report

Once a reort is created+ to see 8o< t8e reort ie< se:ect -ile Closero? t8e ?enu

Quick Tip

To close Previewclick the close button, use the Zoobutton to$oo% in and out of the page.

CIA Training Ltd 1997 Access 97 Day 2 %

irst Page

Pre>ious Page Ne=t Page

Last Page

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#rinting a Report

Once a Reort is created it can ;e rinted at any ti?e Any ne< inor?ation added to

t8e ta;:es

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&utoReport

T8e Auto$eortaci:ity ena;:es uic@+ si?:e reorts to ;e created and rinted

"e:ect t8e aroriate ta;:e ro? t8e Databaseindo3

C:ic@ on t8e Ne

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Su%%ary

Create a Ne< Reort "e:ect Reorts ta;+ Ne

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CIA Course Notes "ection 115 Ad>anced Editing

Section 11

&danced !diting


Cut+ Coy and Paste Te=t

Cut+ Coy and Paste Records

'se Re:ace


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Cut, Copy and #aste Records

"e:ected data or entire records and ie:ds can ;e ?o>ed+ coied or de:eted "e:ect t8e

data to ;e edited and use t8e o::oes se:ected data ro? t8e ta;:e and uts it in t8e c:i;oard

Coycoies se:ected data to t8e c:i;oard

Pasteinserts data t8at ious:y cut or coied into t8e ta;:e ro? t8ec:i;oard

Note & The clipboardis a part of #indows that contains the last te%t,picture, etc. that was cut or copied from a #indows application.

Cut or Coy

"e:ect t8e record4data ed ro? t8e

ta;:e and :aced in t8e c:i;oard

!dit Coy

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Replacing Te"t

-ind

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Su%%ary

Cut+ Coy and Paste Data + +

Re:ace Data !dit $elace


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CIA Course Notes "ection 125 Ad>anced /ueries

Section 1)

&danced *ueries


'se Tota:s

'se Count and !rou .y

Ca:cu:ate t8e A>erage+ (a=i?u? and (ini?u? $a:ue

'se And /ueries

'se Or /ueries

'se And /ueries on ?ore t8an one ie:d

'se Or /ueries on ?ore t8an one ie:d

'se /ueries on Lin@ed Ta;:es

'se Ca:cu:ated ie:ds

'se Para?eter /ueries


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Totals

$arious ca:cu:ations can ;e carried out on nu?erica: data erage+ ?a=i?u? >a:ues+ ?ini?u? >a:ues andcounting records

"tart a Ne3(uery

P:ace t8e ie:d on to t8e (uery'ridor

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Count

T8e count ca:cu:ation counts 8o< ?any entries are in a articu:ar ie:d It does not

count nu:: entries+ ie e?ty ie:ds

Run t8e uery to ind t8e >a:ue

+roup y

T8e ca:cu:ation Countcan so?eti?es ;e a ;it :i?iting It counts a:: occurrences in aie:d+ inc:uding du:icate >a:ues 'sing 'rou ,y a:ues t8ere are in a ie:d

Quick Tip

y using )roup*(then Cou!tit is possible to find how %any alues thereare for each different alue within a field. #lace the field on to the +rid twiceset the first occurrence to )roup*(and the second to Cou!t.

CIA Training Ltd 1997 Access 97 Day 2 1%

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&erage, a"i%u% and ini%u%/alues

T8e A;gca:cu:ation gi>es t8e a>erage o >a:ues in a ie:d

T8e .ina:ue

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&nd *ueries

W8en it is necessary t8at ta:ue

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&nd *ueries on %ore than one ield

I a searc8 is reuired t8at needs t

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Calculated ields in *ueries

Ca:cu:ated ie:ds are used

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Su%%ary

Tota:s

Count Count

!rou .y !rou .y

A>erage $a:ues A>g

(a=i?u? $a:ues (a=

(ini?u? $a:ues (in

And /ueries And

Or /ueries Or

Ca:cu:ated /ueries Ca:cu:ated ie:d Na?e 5 ie:dJ?at8e?atica: sy?;o: ie:dJ

Para?eter /ueries Enter te=t to aear in dia:og ;o=J


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CIA Course Notes "ection 135 Re:ations8is

Section 13

Relationships


'nderstand Ta;:e Re:ations8is

Create Re:ations8is

De:ete Re:ations8is


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Relationships

Re:ations8is e=and t8e :in@ t8at

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Relationships - Continued

Once dragged+ t8e $elations6isdia:og ;o= aears

!n>orce$e>erential"ntegrityensures t8at data ?ust ;e in t8e one side ta;:e

;eore it can ;e entered into t8e ?any sided ta;:e

C8ec@ t8is otion to create a re:ations8i

Cascade )date $elated -ields I t8e data is c8anged in t8e ie:d on t8eone side o t8e re:ations8i t8en it eryrecord in t8e ?any side o t8e re:ations8i

Cascade Delete $elated $ecords T8is ensures t8at i a record is de:etedro? t8e one side ta;:e t8en a:: records t8at are re:ated to t8at record

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Relationships - Continued

A :ine

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4elete a Relationship

Once a re:ations8i 8as ;een created it is a si?:e rocess to de:ete it

Oen t8e data;ase and >ie< t8e Re:ations8is Windo

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!dit a Relationship

Once re:ations8is 8a>e ;een created it is a si?:e tas@ to c8ange t8e re:ations8i

"e:ect t8e re:ations8i isi;:e

C8ange t8e reuired otions and c:ic@ on #

a;et8e c8anges and c:ose t8e re:ations8i Windo

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Su%%ary

$ie< Re:ations8is

Create Re:ations8i C:ic@ and drag ie:d o>er

De:ete Re:ations8is C:ic@ once on t8e :ine+ ress BDel

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CIA Course Notes "ection 1#5 Ta;:e5 ie:d Proerties

Section 15

Table6 ield #roperties


Create Loo@u ie:ds

'nderstand ie:d Proerties

"eciy or?ats or a ie:d

"et Deau:t $a:ues or ie:ds

"et $a:idation Ru:es and Te=t

Create an Inut (as@

Inde= ie:ds


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2ookup ield

W8en creating ta;:e ie:ds+ it is ossi;:e to create a ie:d t8at a:ready contains t8e

>a:ues t8at are to ;e inutted T8is is ca::ed a LooEu >ieldand

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2ookup ield - Continued

Enter t8e :a;e: na?e ie ie:d na?eF t8en c:ic@ -inis6

"a>e t8e ta;:e and siea:ues can eit8er ;e tyed in or c8osen ro? t8e dro do

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or%at ield #roperty

W8en a ta;:e is ;eing created it is ossi;:e to seciy certain or?atting otions or t8e

ie:ds

Oen t8e ta;:e in Design&ie3and se:ect t8e ie:d to ;e or?atted

In t8e ;otto? o t8e ta;:e Design'ridt8e -ieldProertiescan ;e >ieie< t8e dro doe t8e ta;:e+ sie< to see t8e or?at

Quick Tip

#osition the cursor within Foratand press to iew 7elp on Foratoptions.


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4efault /alue

A Deau:t $a:ue is added auto?atica::y into a ie:d and is used to sa>e ti?e on data

entry a:uecan eit8er ;e acceted or c8anged

Oen t8e ta;:e in Design&ie3and se:ect t8e ie:d or ault&alue

is to ;e set

ro? t8e -ieldProertiesc:ic@ once in De>ault&alue

Tye in t8e te=t4nu?;ers to ;e used as t8e De>ault&alue

"a>e t8e Ta;:e and C:ose

! use>ul De>ault &alues

Data Tye De>ault &alue Coents

Te=t No Auto?atica::y inserts No into t8eie:d

Date4Ti?e KDateF Auto?atica::y inserts current dateNu?;er 1 Auto?atica::y inserts 1 in t8eie:d


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/alidation Rules'Te"t

$a:idation Ru:es

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:nput asks

Inut (as@s contro: 8o< data is entered and dis:ayed in a ie:d

Oen t8e ta;:e in Design&ie3and se:ect t8e aroriate ie:d

C:ic@ on t8e "nut .asE and create an inut ?as@ using t8e o::oor

, Nu?;er entry reuired

9 Nu?;er entry not reuired

M Nu?;er+ or + or sace entry not reuired

L Letter entry reuired

Letter entry not reuired

A Letter or Nu?;er entry reuired

a Letter or Nu?;er entry not reuired

Any c8aracter or sace entry reuired

C Any c8aracter or sace entry not reuired

+ Deci?a: oint and t8ousands searators

5 4 Date and ti?e searators

Q Con>erts c8aracters to t8e rig8t to :oerts c8aracters to t8e rig8t to uercase

S (as@ i::s ro? rig8t to :et

(a@es t8e c8aracter t8at o::o

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ther ield #roperties

Ot8er ie:d Proerties t8at can ;e a:tered are5

-ield ie "et to restrict 8o< ?uc8 te=t can ;e entered into a ie:d

Cation Te=t entered 8ere

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Su%%ary

Loo@u ie:ds Table Design &ie3 Data Tye LooEu iard

"et ie:d Proerties Table Design &ie3


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CIA Course Notes "ection 1%5 Ad>anced or?s

Section 1;

&danced or%s


'nderstand (ain4"u;or?s

Create (ain4"u;or?s

Create a Lin@ed or?

Create a or? ro? (u:ti:e Ta;:es

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Subfor%s

W8en ta;:es 8a>e ;een :in@ed it is ossi;:e to create a or?

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ain'Subfor% 6

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continued o;er

CIA Training Ltd 1997 Access 97 Day 2 #1

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ain'Subfor% 6

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ain'Subfor% 6 Control

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2inking or%s

Instead o creating a (ainor?4su;or?+ it is ossi;:e to :in@ or?s toget8er T8e

?ain or? ie

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2inking or%s - Continued

ro? Tables=(ueriesc8oose t8e ta;:e

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ultiple Table or%s

or?s can ;e created using dierent ie:ds ro? dierent ta;:es

Create a (uerye t8e or? and s

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Su%%ary

Create A "u;or? -or Ne3 -or iard

Create a Lin@ed or? -or Ne3 -or iard

(u:ti:e Ta;:e or?s Create /uery t8en create aor? ;ased on t8at uery

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CIA Course Notes "ection 1&5 or? Contro:s

Section 1=

or% Controls

.y t8e end o t8is section you s8ou:d ;e a;:e to5

Create Ca:cu:ated ie:ds

Create Co??and .uttons

Create Co?;o .o=es

Create List .o=es

Create Otion !rous

Create Ta;s

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Calculated ields

A ca:cu:ated contro: uses an e=ression to o;tain its inor?ation T8ese ie:ds are

ca:cu:ated ;y using ot8er inor?ation ro? t8e data;ase and are ca:cu:ated eac8 ti?et8ey are reuired T8ey are not stored in any ie:d

Oen t8e or?+ in design >ie

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Co%%and uttons 6

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Co%%and utton 6

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Co%bo o" 1 6

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Co%bo o" 1 - Continued

"e:ect t8e Tablea:ues

C:ic@ Ne

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ResiBe t8e co:u?n so a:: inor?ation is dis:ayed+ t8en c:ic@ on Nee t8e or?+ s

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Co%boo" ) 6 e ;een entered

Oen t8e or? in design >iee t8e ie:d

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Co%bo o" ) - Continued

"eciy 8o< ?any co:u?ns are reuired in t8e co?;o ;o=

Tye in t8e >a:ues t8at are to aear in t8e co?;o ;o=

continued o;er

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Co%bo o" ) - Continued

C:ic@ Nee t8e or? and try out t8e co?;o ;o=

Quick Tip

To enter %ore alues into the co%bo bo" once it has been created. Switch to

"e$i'!View, select the co%bo bo" and iew its Propertie$. Select the RowSourceproperty. !nter the new alues here separating the% with a se%i-colon. Sae the or% and return to ForView. The new alues appear.

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Co%bo o" 3 6 iee t8e ie:d or%%%%%% C:ic@ Ne

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ResiBe t8e co:u?n i necessaryF and unc8ec@ +ide ey colun C:ic@ Ne

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"e:ect t8e $eeber t6e ;alue8t8en Ne

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Co%bo o" 6 anual

Co?;o ;o=es can ;e created

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2ist o"es

List,oery si?i:ar to Co?;o .o=es e=cet t8e otion ?ust ;e c8osen ro?

t8e gi>en :ist ne< >a:ues cannot ;e entered

Oen t8e -or in Design$ie< and de:ete t8e ie:d

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ption +roups

#tion'rousa::o< seciic otions to ;e c8osen easi:y ro? a or?

Oen t8e -or in Design$ie

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ption +roups - Continued

I one o t8e otions is oten going to ;e entered into t8e data;ase t8en set it to

;e t8e deau:t otion To do t8is se:ect Ges t6e de>ault is+ c:ic@ on t8e do

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"eciy

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ina::y+ tye in a :a;e: or t8e otion grou

C:ic@ -inis6to create t8e #tion'rou

"a>e t8e or? and s

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Tab Control

A ta; contro: can ;e used to s:it t8e or? into dierent ages

Oen t8e or? in design >ie< and ensure t8e Too:;o= is >isi;:e

ro? t8e Toolboe t8e or? and s

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Su%%ary

Create Ca:cu:ated Contro:

Create Co?;o .o=es

Create List .o=

Create an Otion !rou

Create Otion .uttons

Create a Ta; Contro:

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CIA Course Notes "ection 175 or? Proerties

Section 1>

or% #roperties


'nderstand or? Proerties

"et4C8ange or? Proerties

CIA Training Ltd 1997 Access 97 Day 2 &9

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or% #roperties

-or Proertiesare used to set 8o< a -or

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4ata #roperties

T8e Data Proerties deter?ine 8o< t8e data is s8oia t8e or?

$ecordLocEs "ets ta;:e otions or editing data

C8ange t8e otions to suit


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or%at #roperties

No< se:ect t8e or?at ta; T8ese seciy 8o< t8e or? is designed and

or?atted

Cation Enter te=t ault&ie3"ets t8e standard >ie< to s8o0

or% =?

or%at >1

thers >)

Relatio!$hip$ ;9

4elete )=

!dit )>

Replace Te5t ,,

Report$

&utoReport >

Create )

!dit 5

#reiew ;

#rint =

Su#For 9

Ta# Co!trol ::

Validatio! Rule$ 93

%i0ard$

Co%bo o" ;1, ;5, ;>

Co%%and uttons 5?

Control 5)

ain ' Subfor% 50

ms acess 2

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