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Access 2019 For Dummies


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Table of Contents

Introduction 1 About This Book 1 Foolish Assumptions 2 Icons Used in This Book 2 Where to Go from Here 3 Part 1: Basic Training 5 Chapter 1: Access 2019 Basic Training 7 What Is Access Good For, Anyway? 8 Building big databases 8 Creating databases with multiple tables 9 Databases with user forms 12 Databases that require special reporting 13 What's New in Access 2019? 16 Reach Out with SharePoint 17 How Access Works and How You Work with it 18 Opening Access 18 Selecting a starting point 19 Now What? 23 Chapter 2: Navigating the Access Workspace 25 Diving Right In 27 Working with Onscreen Tools in Access 29 Clicking tabs 30 Using buttons 31 The File tab and Quick Access tools 31 Accessing panes, panels, and context-sensitive tools 33 Customizing the Access Workspace 34 Repositioning the Quick Access Toolbar 34 Adding buttons to the Quick Access Toolbar 35 Removing buttons from the Quick Access Toolbar 37 Minimizing the Ribbon 37 Working with ScreenTips 38 Mousing Around 41 Navigating Access with the Alt Key 41 Chapter 3: Database Basics 43 Database Lingo 43 Data, no matter how you pronounce it 44 Fields of dreams (or data) 44 Records 45 Tables 45 The database 45 Field Types and Uses 46 Choosing Between Flat and Relational Databases 51 Isolationist tables 51 Tables that mix and mingle 52 Building a Database 53 Adding and Removing Tables 57 One more, please 57 Oops, I didn't mean to do that 59 Part 2: Getting it All on the Table 61 Chapter 4: Sounds Like a Plan 63 Planning Your Database Tables 63 Reviewing fields 64 Determining data types 64 The new normal 66 Understanding normal forms 66 Normalizing your tables 67 Building Tables in Design View 70 Creating fields 70 Setting data types 72 Chapter 5: Table Tune Ups 75 The Primary Key to Success 76 The lowdown on primary keys 76 Creating a primary key 77 Making Tables Get Along 79 Rules of relationships 79 Relationship types 80 Building Table Relationships 82 The Relationships window 82 Table relationships 83 Indexing for Faster Queries 87 Creating your own index 88 Adding and removing indexes 91 Chapter 6: Remodeling Your Data 93 Opening a Table for Editing 94 Inserting Records and Fields 97 Adding a record 97 Inserting a field 98 Deleting a field 101 Modifying Field Content 102 Name-Calling 103 Renaming fields 104 Renaming a table 106 Turn Uh-Oh! into Yee-Hah! 108 Chapter 7: Types, Masks, and Triggers 109 Access Table Settings 110 Field Data Formats 112 Text fields 113 Number and currency fields 115 Date/time fields 118 Yes/No fields 119 Gaining Control of Data Entry 121 You really need to put a mask on those fields 121 To require or not to require 128 Making your data toe the line with validation 129 Give Your Fingers a Mini Vacation by Default 131 Part 3: Data Management Mania 133 Chapter 8: A Form for All Reasons 135 Generating Forms 135 Keeping it simple: Form tools 137 Granting most wishes: The Form Wizard 139 Customizing Form Parts 143 Taking the Layout view 143 The theme's the thing 145 Managing form controls 145 Managing Data in Form View 150 Navigating and finding records 150 Saving, clearing, and deleting 151 Chapter 9: Importing and Exporting Data 153 Retrieving Data from Other Sources 154 Translating data formats 154 Importing and linking 157 Hit the Road, Data 162 Export formats 162 Exporting table or query data 163 Exporting a report to PDF 165 Chapter 10: Automatically Editing Data 167 Please Read This First! 167 Creating Consistent Corrections 170 Using Queries to Automate the Editing Process 173 Looking for duplicate records 173 Running the Find Duplicates Query Wizard 174 Chapter 11: Access and the Web 179 How Access Works with the Web 179 Understanding Office 365 180 Connect Office 365 to Access 2019 181 Your data and the cloud 182 Upload your Access desktop data to the cloud 183 Click! Using Hyperlinks in your desktop Access database 186 Adding a Hyperlink field to your desktop database table 187 Fine-tuning your hyperlinks 188 Testing links 190 Part 4: The Power of Questions 191 Chapter 12: Finding, Filtering, and Sorting Your Data - Fast 193 Using the Find Command 194 Finding anything fast 194 Shifting Find into high gear 196 Sorting Alphabetically and Numerically 199 Sorting by a single field 199 Sorting on more than one field 200 Fast and Furious Filtering 201 Filtering by a field's content 202 Filter by selection 203 Filter by Form 204 Unfiltering Filter by Form 207 Filter by excluding selection 207 Chapter 13: I Was Just Asking for Answers 209 Simple (Yet Potent) Filter and Sort Tools 210 Filter things first 210 Fact-finding with fun, fast filtering 213 Here's the "advanced" part 214 Select Queries 220 Solid relationships are the key to getting it all (from your tables) 221 Running the Query Wizard 221 Getting Your Feet Wet with Ad Hoc Queries 227 Adding the finishing touches 230 Saving the query 231 Running your query 233 Chapter 14: I Want These AND Those OR Them 235 Working with AND and/or OR 236 Data from here to there 237 Using multiple levels of AND 238 Establishing criteria with OR 239 Combining AND with OR and OR with AND 240 Chapter 15: Number Crunching with the Total Row 243 Say Hello to the Total Row 243 Adding the Total Row to Your Queries 245 Working Out the Total Row 246 Putting it together with Group By 247 Well, that certainly sums it up 248 Counting, the easy way 250 Narrowing the results with Where 251 Creating Your Own Top-Ten List 252 Choosing the Right Field for the Summary Instruction 254 Chapter 16: Express Yourself with Formulas 255 A Simple Calculation 256 Complex Calculations 258 Calculate 'til you drop! 259 Using one calculation in another 259 Using parameter queries to ask for help 261 "Adding" words with text formulas 262 Hooray for Expression Builder 264 Chapter 17: Take Charge with Action Queries 269 Easy Update 270 Add Records in a Flash 274 Quick Cleanup 277 Part 5: Simple and Snazzy Reporting 281 Chapter 18: Fast and Furious Automatic Reporting 283 Quick and Not-S0-Dirty Automatic Reporting 284 Creating a quick, one-table report 285 Starting the Report Wizard 289 Previewing Your Report 294 Zooming in and out and all around 295 Pop goes the menu 297 Beauty Is Only Skin (Report) Deep 298 The Print Options tab 298 The Page tab 300 The Columns tab 301 Chapter 19: Professionally Designed Reports Made Easy 303 Report Repairs 304 Report Organization 305 Structural devices 306 Page breaks 308 Formatting Stuff 310 Adding color 313 Relocation, relocation, relocation 314 One size does not fit all 316 Spaced-out controls 317 Borderline beauty 318 Tweaking your text 321 Sneaking a Peek 323 Getting a Themes Makeover 324 Adding More Design Elements 325 Drawing lines 325 Pretty as a picture 326 Adding a logo 327 Chapter 20: Groups and Page Breaks, Headers and Footers 329 A Place for Everything and Everything in Its Place 330 Layout basics 330 Sections 332 Grouping your records 335 So you want more? 338 Customizing Properties 338 Controlling report and page headings 341 Adjusting individual sections 343 Itemized adjustments 344 Chapter 21: Mailings to the Masses 351 Massive Mailings with the Label Wizard 351 Part 6: The Parts of Tens 359 Chapter 22: Ten Common Problems 361 That's Just Not Normal 362 You Type 73.725, but it Changes to 74 363 The Words They Are A-Changing 363 Was There and Now It's Gone 364 Undo 365 Search for the missing record 365 Backup recovery 365 You Run a Query, but the Results Aren't What You Expect 366 The Dreaded Parameter Dialog Box 367 The Slowest Database in Town 368 Your Database File Is as Big as a House 369 You Get a Mess When Importing Your Spreadsheet 371 We're Sorry; Your Database File Is Corrupt 371 Chapter 23: Ten Uncommon Tips 373 Document Everything as Though One Day You'll Be Questioned by the FBI 374 Keep Your Fields as Small as Possible 375 Use Number Fields for Real Numbers 376 Validate Your Data 376 Use Understandable Names to Keep Things Simple 377 Delete with Great Caution 377 Backup, Backup, Backup 377 Think, Think, and Think Again 378 Get Organized and Stay Organized 378 There's No Shame in Asking for Help 379 Appendix A: Getting Help 381 Index 383

About the Author

Laurie Ann Ulrich has trained more than 20,000 people to make better, more creative use of their computers. She has created online courses and written more than 30 books. Ken Cook built and manages a computer consulting business that has helped users for over 20 years. He's an expert at creating Microsoft Office and Access database solutions and teaches online Access courses.

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