Microsoft Access 97/2000/2002/XP

 

1)      Start Access

a)      Start button, Programs, Microsoft Access or

b)      Microsoft Access icon

2)      Open existing database (Access, dBase, etc.)

a)      Ctrl+O or File menu, Open option or Open icon (2nd icon – yellow folder)

b)      At Look In:, change to the desired drive and/or directory

c)      At Files of Type:, select “All files (*.*)”  or "Microsoft Access Databases (*.mdb)" to display files

d)      Select the desired file

e)      Open button or double-click the desired file

3)      Open a new database

a)      Ctrl+N or File menu, New option, Blank Database icon, provide filename, OK, or New icon (1st icon – white paper)

b)      Note:  Templates exist under Databases tab

4)      Create a new database table

a)      New button under Tables tab

b)      Design View

c)      Enter field names, types and sizes, and descriptions

i)        Field Types

(1)      Text – up to 255 characters

(2)      Memo – up to 65,535 characters

(3)      Number

(a)    Byte – Stores numbers from 0 to 255 (no fractions)

(b)   Decimal – Stores numbers from –10^28–1 through 10^28–1

(c)    Integer – Stores numbers from –32,768 to 32,767 (no fractions)

(d)   Long Integer – (Default) Stores numbers from –2,147,483,648 to 2,147,483,647 (no fractions)

(e)    Single – Stores numbers from –3.402823E38 to –1.401298E–45 for negative values and from
1.401298E–45 to 3.402823E38 for positive values

(4)     Date/Time

(a)     General Date – (Default) If the value is a date only, no time is displayed; if the value is a time only, no date is displayed. This setting is a combination of the Short Date and Long Time settings.  Examples: 4/3/93, 05:34:00 PM, and 4/3/93 05:34:00 PM.

(b)     Long Date – Same as the Long Date setting in the Regional Settings Properties dialog box in Windows Control Panel. Example: Saturday, April 3, 1993

(c)     Medium Date – Example: 3-Apr-93

(d)     Short Date – Same as the Short Date setting in the Regional Settings Properties dialog box in Windows Control Panel. Example: 4/3/93

(e)     Long Time – Same as the setting on the Time tab in the Regional Settings Properties dialog box in Windows Control Panel. Example: 5:34:23 PM.

(f)      Medium Time – Example: 5:34 PM.

(g)     Short Time – Example: 17:34.

(5)        Currency

(a)     General Number – (Default) Display the number as entered.

(b)     Currency – Use the thousand separator; follow the settings specified in Regional Settings in Windows Control Panel for negative amounts, decimal and currency symbols, and decimal places.

(c)     Euro – Use the currency format, with the euro symbol (€), regardless of the currency symbol specified in Regional Settings in Windows Control Panel.

(d)     Fixed – Display at least one digit; follow the settings specified in Regional Settings in Windows Control Panel for negative amounts, decimal and currency symbols, and decimal places.

(e)     Standard – Use the thousand separator; follow the settings specified in Regional Settings in Windows Control Panel for negative amounts, decimal symbols, and decimal places.

(f)      Percent – Multiply the value by 100 and append a percent sign (%); follow the settings specified in Regional Settings in Windows Control Panel for negative amounts, decimal symbols, and decimal places.

(g)    Scientific – Use standard scientific notation.

(6)      AutoNumber – Access assigns a number automatically

(7)      Yes/No – contains True/False (Yes/No) values only

(8)      OLE Object

(9)      Hyperlink – Each part of the three parts of a Hyperlink data type can contain up to 2048 characters

(10)  Lookup Wizard – Type a list of values OR Look up values in another table

d)      If a unique field exists, define this field as a unique key

i)        Key [icon] or

ii)       Edit, Primary Key or

iii)     Shortcut Menu, Primary Key or

e)      Close the table, "Yes" to save changes, provide a tablename

5)      Modify a database table format

a)      Select table

b)      Design button

c)      Make changes to format

d)      Close table, "Yes: to save changes

6)      Add records to a database table

a)      Select table

b)      Open button

c)      Enter information for each record

d)      Records in a database table are saved upon closing the table

7)      Field/Record Movement

a)      Edit field = F2

b)      Next field = Tab or Right arrow

c)      Previous field = Shift+Tab or Left arrow

d)      Last field in current record = End

e)      Current field in current record = Home

f)        Current field in next record = Down arrow

g)      Current field in previous record = Up arrow

h)      First field in first record = Ctrl+Home

8)      Print Preview a database table

a)      File menu, Print Preview option or Print Preview icon (5th icon – white paper with magnifying glass)

9)      Print a database table

a)      File menu, Print option, set options, OK or

b)      Ctrl+P, set options or

c)      Print icon (4th icon – printer) sends entire database to printer automatically

10)  Close an open database

a)      File menu, Close option or File menu, Close All option will close all open databases or

b)      Ctrl+F4 or

c)      Ctrl+W or

d)      Access icon on left of menu bar, Close or

e)      Close icon in second set of icons in top right corner or

f)        Note:  You will be prompted to save any unsaved databases.

11)  Exit Access

a)      File menu, Exit option or

b)      Alt+F4 or

c)      Access icon on left end of title bar

d)      Close icon in first set of icons in top right corner

e)      Note:  You will be prompted to save any unsaved open databases.

12)  Shortcut Menu

a)      Right click on the mouse

13)  Change Margins

a)      File menu, Page Setup option, Margins tab, set desired margins for Left, Right, Top, Bottom

14)  Landscape Orientation

a)      File menu, Page Setup option, Page tab, set orientation to Landscape

15)  Spelling

a)      F7 or Spelling icon (6th icon -- ABC√) or Tools menu, Spelling option

b)      Select the correction or Ignore or Ignore All

16)  Change Font

a)      Format menu, Font option

b)      Select Font Face, Style (Regular, Bold, Italic, Bold Italic), Size, Color,

17)  Undo mistakes

a)      Undo Typing icon (11th icon – left pointing arrow) or

b)      Edit menu, Undo Typing option or

c)      Ctrl+Z

18)  Copy selected text

a)      Ctrl+C or Edit menu, Copy option or Copy icon (8th icon – 2 white papers) or Shortcut menu, Copy option

19)  Cut selected text

a)      Ctrl+X or Edit menu, Cut option or Cut icon (7th icon – scissors) or Shortcut menu, Cut option

20)  Paste text

a)      Ctrl+V or Edit menu, Paste option or Past icon (9th icon – clipboard with white paper) or Shortcut menu, Paste option

21)  Moving selected text

a)      Cut text from old location, then Paste text at new location or

22)  Find and Replace text

a)      Edit menu, Find (Ctrl+F) or Replace (Ctrl+H) option

b)      Find tab (finding without replacing), key in text to find or

c)      Replace tab (finding with replacing), key in text to find and text to replace with

23)  Go to

a)      Edit menu, Go To, select First, Last, Next, Previous, or New Record

24)  Switch between/among multiple open databases

a)      Window menu, select the numbered open database

25)  AutoCorrect options

a)      Tools menu, AutoCorrect option, add/remove corrections as needed

26)  Options

a)      Tools menu, Options option, examine each tab's contents carefully

27)  View Toolbars

a)      View menu, Toolbars option, select desired toolbar

b)      Toolbars may be moved by clicking 'n dragging the unused gray space on the toolbar

28)  Sort recoords/rows

a)      Select field to be sorted

b)      Sort Ascending icon (AZ9) or Sort Descending icon(ZA9), or Records menu, Sort option, Ascending or Descending

29)  Create a new database query

a)      New button under Queries tab

b)      Simple Query Wizard

c)      Select field names, Next button

d)      Provide a queryname, Finish button

30)  Modify a database query

a)      Select query

b)      Modify button

c)      Specify criteria, add/remove fields

i)        Text fields will enclose the data in “quotation marks”

ii)       Date fields will enclose the data in #pound marks#

iii)     Memo fields will enclose the data in “quotation marks”

iv)     Number, Currency, AutoNumber fields will not enclose the data with extra characters

v)      Yes/No fields can contain True, False, Yes, or No

d)      Close query, "Yes" to save changes

31)  View a database query

a)      Select query

b)      Open button

c)      Close query

32)  Create a new database form

a)      New button under Forms tab

b)      Form Wizard and name of table/query to be used, OK

c)      Select field names, Next button

d)      Select layout, Next button

e)      Select style, Next button

f)        Provide a formname, Finish button

33)  Modify a database form

a)      Select form

b)      Modify button

c)      Make changes and/or add/remove fields

d)      Close form, "Yes" to save changes

34)  View a database form

a)      Select form

b)      Open button

c)      Close form

35)  Create a new database report

a)      New button under Reports tab

b)      Report Wizard and name of table/query to be used, OK

c)      Select field names, Next button

d)      Select grouping levels (if desired), Next button

e)      Select field(s) to sort (if desired), Next button

f)        Select layout and orientation, Next button

g)      Select style, Next button

h)      Provide a formname, Finish button

36)  Modify a database report

a)      Select report

b)      Modify button

c)      Make changes and/or add/remove fields

d)      Close report, "Yes" to save changes

37)  View a database report

a)      Select report

b)      Preview button

c)      Close report