Adding a record to the database

To add a record to a database go the Menu and choose INSERT NEW RECORD or from the
open layout click on thebutton.

Customizing a layout

A database stores information that you can present in different ways. You have
a layout of the fields in a record and can create more layouts to meet your needs.

From the Database Window choose the Forms tab, highlight the form and click on
Design.

You will get a toolbox and the drawing capablities of editing the fields, adding text
and moving, resizing fields and creating custom fields.

Create a New Layout

From the Database Window choose either Tables or Forms tab and click on NEW.
You will be given options to create the layout on your own or to use several
standard layouts or the Wizard. From here you will go through several steps to
complete your customized layout including:

Choosing the fields included the layout

The presentation of the form or layout of the data

Columar report
Tabular
Datasheet
Justified

Finally, the style of the form

Sorting a List of records

No matter how the records are entered into a database. You can then sort your records
on any field.

Place the cursor in the field you want to sort by. From
the Menu choose RECORDS SORTAtoZ or ZtoA

Or use the sort tool in the Tool bar

Set a search criteria

You can search for specific information in records and fields.

You will need to select the FORMS from the Database Window and
Open a Form.

Click on the Forms Filter and type in the information you want from the field you
want and click on the Apply Filter button.

Create a calculation field

You can set a field to calculate information in a record. Calculated fields are set up
in the Query section of Access. Click on New and use the Wizard to walk you through
the process of creating a query.

Be sure to choose Modify Design from the next screen and click on Finish.

From the Design screen you can create a new field that will have the query in it.
There are many possible expressions or equations that you can use. These are
explained in the Help files. Here is only one example:merging two fields into one.
Expression would be Full_Name: [first]&" "&[Last]. This would merge the field
first and last into one field. You can then use this information in a Form or report
(this particular calculation field would be used in place of the two merged fields in
the form or report (you need the two separate fields for sorting).

Place a graphic in the database

Graphics in a database can add to the appearance
of the record. When you are in the Database window, choose FORMS and choose
DESIGN.

Graphics placed in records may be too large for the space available. Be careful
choosing a graphic because resizing is not always possible and the graphic may be
chopped rather than reduced.

1.

The toolbar will show and you can choose Image button, click and drag a box to
place the image in and then navigate to the image stored on the computer.

2.

Insert graphics (from the
Menu choose FILE INSERT
OBJECT and you will get
the clipart gallary. These
pictures can also be
inserted into the record.

Copy and Paste pictures
from other sources.

3.

The graphic you place in the record body and it will show in every record in the
database.

Edit a Layout name

Layouts default to the name Layout with a number. You can change the name or
delete specific layouts from the Database Window. Click on the Form or Table.
Use the right Mouse button and click to get the side-bar menu which will give you
the option to rename the layout. You can also do all the other functions from this
Right-button menu.

Print a record

When printing in a database you will print the entire database unless you make
changes to the print setup.

From the Menu choose FILE PRINT and depending on the printer attached you may have
the option to print selected records. If not you can choose the pages to print.

Another option. Create a report and perform a filtered search to only print the
records you want.

Create a report

From the Database Window, click on the Reports tab and select new. This will give
you the options for creating your own report or using the standard setups.

Choose the fields to include in the report

Choose if you want grouping levels
(by Title, by Author)

Choose any sorting orders

The Layout of the report and paper orientation.

And the Style

Duplicate a record

To create a duplicate of an existing record select the records and using the Right-
Mouse Button, you can copy and paste a record into a new record. You can also use
from the Menu EDIT COPY AND PASTE

Delete a record

To delete records highlight the record or records and from the Menu choose EDIT
DELETE RECORD. You can delete one or more records at a time. You can also use the
Delete button on the tool bar.

Microsoft Access Database for PC

Reggie Kopecky,February, 1999