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The Advantage Series

Working withAccess

Microsoft Office Access 2003

Chapter 1

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1.1 Getting Started with Access 2003

Figure 1.1An Access table in Datasheet view

Each column represents a field

Each row represents a record

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1.1.2 Opening a Database File at Startup

Figure 1.5Navigating the storage areas using the Look in drop-down list box

Lists the files that you have most recently worked with

Lists common desktop shortcuts

Lists shortcuts to your favorite files and folders

Lists files and folders stored on your intranet or internet Web server

The currently selected folder is displayed in the Look In drop-down list box

Listing of local folders and shortcuts to Internet-based storage folders

Places bar

The work area is like the top of your desk and is where you open data tables, forms, and reports for editing and viewing

Task bar

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1.1.2 Opening a Database File at Startup

Figure 1.6Displaying the Student data files

Each icon represents a Microsoft Access 2003 database file

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1.1.3 Touring Access

Figure 1.8Access application and Database windows

Ask a Question box

Windowsicons

Menu bar

Database toolbar

Database window

Work area

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1.1.3 Touring Access

Figure 1.9Right-click menu for a table object

This pop-up menu appears when you right-click the Students table object

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1.1.4 Working in the Database Window

Figure 1.10Sizing the Database window

Notice the border outline and the diagonal mouse pointer Sizing corner

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1.1.4 Working in the Database Window

Figure 1.11Access 2003 Database window

List area

New object shortcuts for tables

Objects bar

Active category button

Inactive category button

Groups bar

Database window toolbar

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1.1.4 Working in the Database Window

Figure 1.12Datasheet window for the Students table object

The table name is displayed in the Datasheet window’s Title bar

Field cursor

This triangular symbol marks the current or active record

The navigation area displays the current record number (8) and the total number of records (65)

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1.1.4 Working in the Database Window

Figure 1.13Datasheet window for the Courses Query object

The record selection area contains row selector buttons

Column filed header area contains the field names

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1.1.4 Working in the Database Window

Figure 1.14Form window for Student Input Form object

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1.1.4 Working in the Database Window

Figure 1.15Print Preview window for the Students by Major report object

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1.2 Viewing and Printing Your Data

The parts of a table datasheet

Row

Cell

Column

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Moves to the previous or next record

Moves cursor to the left or to the right

Moves to the bottom of a field column

Moves to the top of a field column

Moves up or down one screen

Moves to the first (leftmost) field in a record

Moves to the last (rightmost) field in a record

Moves to the top (first record and first field)

Moves to the bottom (last record and last field)

Keystroke Task Description

,

,

,

+

+

+

+

1.2.1 Moving Around a Datasheet

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Displaying related records from the Roster table in a subdatasheet

1.2.1 Moving Around a Datasheet

Figure 1.18Displaying a subdatasheet

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1.2.2 Adjusting Column Widths and Row Heights

Field header area: the mouse pointer is positioned on the borderline between the two columns

Method

1

Method

2

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1.2.3 Previewing and Printing

Figure 1.20Displaying the Students datasheet in the Print Preview window

Print Preview toolbar replaces the Database toolbar

Navigation buttons for moving among the preview pages

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1.2.3 Previewing and Printing

Figure 1.21Zooming in

on the Students

datasheet

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1.3 Manipulating Table Data

Enter a record

• Enter data

• Edit data

• Delete a record

• Delete the contents of a cell

• Delete the contents of an entire row

• Delete the contents of an entire column

In the Datasheet view, you can:

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1.3.1 Selecting and Editing Data

Figure 1.23Displaying the Instructors datasheet

Active record

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1.3.2 Using the Undo Command

To reverse the last action performed, click the Undo button

Or press + Z

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1.3.3 Adding Records

Figure 1.27Adding a new record

The pencil icon appears because the new record has not yet been saved

The asterisk indicates that this row provides a new blank record

Deleting an entire entry in a cell

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1.3.4 Deleting Records

Figure 1.29Removing a record from the datasheet

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1.3.4 Deleting Records

Figure 1.30Deleting multiple records from the datasheet