Access Forms and Reports For Dummies,9780764599651

Access Forms and Reports For Dummies

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Edition: 1st
ISBN13: 9780764599651
ISBN10: 0764599658
Format: Paperback
Pub. Date: 2005-09-30
Publisher(s): For Dummies
List Price: $34.99

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Summary

Create queries that make forms and reports usefulDevelop forms to access the data you need and make reports that make sense!If you thought you had to use a spreadsheet program to produce reports and forms, guess what! Access can turn out great-looking forms and reports that actually show what's going on with your data - if you know how to ask it nicely. This hands-on guide helps you do just that, and it works with all versions of Access.Discover how to Ask Access the right questions Work with sets of data Create simple forms with a wizard Use queries to create new tables Troubleshoot queries Add visual features to reports

Author Biography

Brian Underdahl is the well-known, best selling author of over 70 computer books on a broad range of subjects. He has appeared on a number of TV shows, including the Computer Chronicles, and several TechTV programs, and is the subject of an hour-long interview on the syndicated Computer Outlook radio program. One of his titles was recently recommended to viewers by Scott Gurvey, Bureau Chief, on the Nightly Business Report on PBS, and his books have won awards including an Award of Merit from the Northern California Technical Communications Competition and the Referenceware Excellence Award for best title in the Graphic Design and Multimedia category.
Brian has been involved in personal computers from their beginning and has a background in electrical engineering. His last “real” job was as a Senior Programmer/Analyst for a large company, where he worked hard to bring the power and freedom of PCs to the desktops.
Brian figures that it’s the author who should do the work so that readers can get their money’s worth. That’s why his books are different — he takes the time to explain what’s going on so that readers can understand the subjects easily.

Table of Contents

Introduction 1(1)
About This Book
1(1)
Conventions Used in This Book
2(1)
What You Don't Have to Read
2(1)
Icons Used in This Book
3(1)
Foolish Assumptions
3(1)
How This Book Is Organized
4(3)
Part I: Accessing Both Ends: Getting Data In and Info Out
4(1)
Part II: Creating Effective Queries
4(1)
Part III: Building Really Useful Forms
4(1)
Part IV: Designing Great Reports
5(1)
Part V: Way Cool Advanced Queries, Forms, and Reports
5(1)
Part VI: The Part of Tens
5(2)
Part I: Accessing Both Ends: Getting Data In and Info Out
7(86)
Getting to Know Forms and Reports
9(16)
Finding a Fascination with Forms
10(5)
Using forms to streamline data input
11(1)
Entering data with the Form Wizard
12(2)
Editing information with forms
14(1)
Viewing data by using forms
15(1)
Recognizing Why Reports Rock
15(3)
Using reports to show results
15(1)
Using reports to present data in a professional format
16(1)
Using reports to show data analysis
17(1)
Using reports to preserve the moment
18(1)
Seeing Why Both Forms and Reports Have a Place
18(1)
Understanding the Value of Queries
19(2)
Introducing the query concept
20(1)
Using queries to enhance forms and reports
21(1)
Queries, Forms, and Reports Basics You Must Endure
21(2)
Access Add-Ons and Extra Cool Tools
23(2)
Getting Started with Queries
25(20)
Understanding the Types of Queries
25(8)
Introducing select queries
26(2)
Getting to know crosstab queries
28(1)
Make-table queries
29(1)
Using update queries
30(1)
Introducing append queries
31(1)
Getting to know delete queries
32(1)
Creating Queries by Using a Wizard
33(5)
Why you should be off to see the wizards
33(1)
Understanding the limitations of the wizards
34(1)
Creating your first query with a wizard
34(4)
Creating Queries in Design View
38(4)
Getting to know the Design view
38(2)
Creating an example query in Design view
40(2)
Modifying Queries for Better Results
42(3)
Deleting a query
43(1)
Modifying an existing query
43(1)
Rearranging and deleting fields in a query
44(1)
Creating Simple Forms
45(22)
Creating Forms with the Help of a Wizard
45(7)
Meeting (And avoiding) the AutoForm Wizards
46(2)
Making friends with the Form Wizard
48(3)
Knowing what the wizard can't do
51(1)
Building Forms the Hard Way: Using Design View
52(7)
Introducing Design view tools
53(2)
Starting a form in Design view
55(1)
Associating a table to your form in Design view
56(2)
Adding fields to the form
58(1)
Modifying Forms You've Created
59(8)
Aligning objects on a form
60(2)
Setting consistent sizes
62(1)
Spacing horizontally and vertically
63(1)
Shrinking a big form down to size
64(3)
Building Basic Reports
67(26)
Getting to Know the Types of Access Reports
67(3)
Introducing simple reports
68(1)
Using reports that group data
69(1)
Using reports to summarize information
69(1)
Creating Reports by Using a Wizard
70(5)
Using the Report Wizard
70(5)
Understanding what the wizard doesn't know
75(1)
Designing Reports from Scratch
75(9)
Understanding the report bands
76(2)
Setting up the report page
78(4)
Choosing your tables
82(1)
Selecting the fields
83(1)
Modifying Report Layouts
84(4)
Deciding what needs to be done
84(1)
Moving and formatting those pesky labels
85(2)
Pulling the layout together to save paper
87(1)
Adding Data from External Linked Tables
88(5)
Choosing a method for accessing external data
89(1)
Importing or linking external data
90(3)
Part II: Creating Effective Queries
93(76)
Creating Multi-Table Queries
95(18)
Understanding Multi-Table Queries
95(3)
Understanding the benefits of multiple tables
96(1)
Establishing relationships between multiple tables
97(1)
Adding Multiple Tables to Queries
98(5)
Selecting multiple tables upfront
98(2)
Adding the tables you forgot about to your query
100(1)
Choosing the fields to use
101(1)
Making Access use the correct table
102(1)
Linking to External Databases in Your Queries
103(3)
Understanding the types of external data you can use
103(1)
Linking to tables in another foreign database format
104(2)
Knowing what you can and can't do with a linked external database
106(1)
Understanding Relationships in Queries
106(7)
Getting to know how tables are related
107(1)
Making sure that you choose the right relationships
108(1)
Setting up table relationships
108(5)
Modifying Data with Queries
113(20)
Understanding What You Can Modify with a Query
113(2)
Knowing what you can modify
114(1)
Knowing what you can't modify
115(1)
Being Called to Action: Data-Modifying Queries
115(2)
Creating New Tables with Queries
117(4)
Why you would want to create new tables
117(1)
Creating your first table with a make-table query
118(3)
Updating Data by Using Queries
121(4)
Creating an update query example
121(3)
Understanding the update query results
124(1)
Deleting Data with Queries
125(2)
Adding New Data with Queries
127(6)
Using an append query
127(4)
Combining make-table and append queries
131(2)
Expanding Queries with SQL
133(18)
Getting the Scoop on SQL
133(3)
Understanding the ``S'' in SQL
134(1)
Putting SQL in its place (at the heart of all Access queries)
135(1)
Understanding How SQL Can Help
136(3)
Going beyond the automated query functions
136(1)
Creating an indexed table with SQL
137(1)
Modifying a table with SQL
138(1)
Viewing the SQL You've Already Created and Didn't Know About
139(4)
Switching to Design view
139(1)
Changing to SQL view
140(1)
Seeing the results in Datasheet view
141(1)
Going back to Design view
142(1)
Getting Your Feet Wet with Simple SQL Statements
143(2)
Making Useful SQL Statements
145(3)
Updating records with SQL
145(1)
Creating and filling tables using SQL
146(1)
Summarizing values using SQL
147(1)
Deleting records using SQL
147(1)
A Nod to VBA Programmers
148(3)
Dealing with Quarrelsome Queries
151(18)
Troubleshooting Queries That Don't Quite Work
151(6)
Understanding the clues Access gives you
152(1)
Locating the problem
152(3)
Using Datasheet view as a troubleshooting tool
155(2)
Troubleshooting Sassy SQL
157(3)
Figuring out what went wrong
157(1)
Trying Design view
158(1)
Things to watch out for in SQL queries
158(1)
Simplifying your SQL to find the problem
159(1)
Avoiding Improper Relationships
160(3)
Understanding how bad relationships can mess you up
160(2)
Making sure your relationships make sense
162(1)
Correcting relationships that don't work
162(1)
Junking Joins That Don't Join
163(2)
Understanding why default joins may not work
163(1)
Correcting your joins
163(2)
Steering Around Empty Query Results
165(1)
Understanding some of the causes of empty query results
165(1)
Correcting a query that doesn't return any data
165(1)
Preventing Data Destruction
166(3)
Beginning by backing up
166(1)
Avoiding destructive query results
166(1)
What to do if your database seems to be kaput
167(2)
Part III: Building Really Useful Forms
169(50)
Building Better Forms by Using Controls
171(20)
Getting to Know the Controls
171(1)
Common Controls You Can Use
172(2)
List box controls
173(1)
Option button controls
174(1)
Check box controls
174(1)
Adding Controls to Your Forms
174(9)
Adding list boxes to your forms
176(3)
Adding option groups
179(2)
Using check boxes on forms
181(1)
Adding labels to toggle buttons
182(1)
Incorporating ActiveX Controls
183(3)
Modifying the Characteristics of Controls
186(5)
An example of setting default values
186(2)
Blocking access to certain controls
188(1)
Improving controls by using tab order
188(3)
Using Multiple Tables in Forms
191(14)
Understanding Forms and Subforms
191(2)
Understanding the needs subforms fill
192(1)
Getting to know the subform place
192(1)
Adding Fields from Multiple Tables to Your Forms
193(4)
Verifying relationships and adding fields
194(1)
Adding subforms with the Form Wizard
195(2)
Adding a subform after the fact
197(1)
Choosing the Best Subform View
197(4)
Making the switch from Datasheet view to another subform view
197(2)
Introducing your subform view options
199(2)
Adding Multiple Subforms
201(1)
Navigating Records in Multi-Table Forms
202(3)
Choosing the right navigator bar
202(1)
Finding records with filters
203(2)
Fixing Form Faults
205(14)
Preventing Invalid Data with Input Masks
205(4)
Setting up an input mask with the wizard
206(1)
Making an input mask from scratch
207(2)
Limiting a User to Specific Values with Validation Rules
209(4)
Setting up your own validation rules
209(2)
Remembering Access validation rules
211(1)
Quick validation rules you can use
212(1)
Preventing Users from Changing Records
213(1)
Looking Out for Poorly Formatted Data
214(5)
Knowing what not to do
214(2)
Formatting data on forms
216(3)
Part IV: Designing Great Reports
219(48)
Adding Fancy Touches to Reports
221(20)
Adding Descriptive Titles to Your Reports
221(3)
Getting title basics down
222(1)
Modifying existing titles
223(1)
Formatting your report titles
224(1)
Getting Dynamic with Your Titles
224(4)
Understanding how to use expressions in your titles
225(1)
Using expressions to create dynamic titles
226(1)
Using properties to control your expressions
227(1)
Getting rid of the .mdb document extension
228(1)
Coming up with Page Title Ideas
228(2)
Adding Dates and Page Numbers
230(2)
Choosing the right place for dates and numbers
230(1)
Getting fancy with date displays
230(2)
Discovering some neat page number tricks
232(1)
Making Records Easier to Read with Alternating Bands of Color
232(5)
Step 1: Picking colors and translating them to hex
233(2)
Step 2: Writing code to apply your color bands
235(2)
Making Records Stand Out
237(4)
Creating Reports that Summarize Data
241(16)
Discovering How to Group Records
241(8)
Understanding your record-grouping options
242(1)
Creating your first report grouping
243(3)
Making sure you get the right groups
246(3)
Adding Subtotals and Totals
249(2)
Understanding how subtotals and totals work
249(1)
Adding totals to groups and reports
250(1)
Using Some Advanced Summarizing Methods
251(6)
Going beyond simple math
252(2)
Converting string values
254(1)
Finding the largest, smallest, and average values
255(1)
Trimming off extra spaces
255(1)
Rounding numbers
256(1)
When Reports Go Wrong
257(10)
Troubleshooting Reports
257(3)
Figuring out whether the report is really wrong
258(1)
Figuring out what's wrong with the report
258(2)
Avoiding Bad Report Layouts
260(4)
Considering the purpose of your report
260(1)
Avoiding text box data overflow
261(1)
Avoiding page overflow
262(1)
Formatting data in reports
263(1)
Eliminating Unnecessary Labels for Tighter Reports
264(3)
Deciding whether you really need all those labels
264(1)
Deleting labels
265(1)
Moving labels to headers
265(2)
Part V: Way Cool Advanced Queries, Forms, and Reports
267(96)
Tricks for Finding Data with Queries
269(14)
Finding Just the Data You Need
270(7)
Getting to know the operators
270(1)
Selecting a range of records
271(4)
Finding data that's close but not exact
275(2)
Creating Queries That Ask What to Find
277(2)
Understanding parameter queries
277(1)
Building your very own parameter query
278(1)
Excluding Data You Don't Want
279(4)
Eliminating duplicates from results
280(1)
Finding duplicates with SQL queries
280(1)
Modifying join properties to get the results you want
281(2)
Tricks for Updating with Queries
283(12)
Creating New Fields with a Query
283(3)
Deciding whether using a query to add fields is worth it
284(1)
Adding your first field with a query
284(2)
Adding Default Values by Using a Query
286(2)
Getting to know what you can add
286(1)
Adding default values to your very first field
286(1)
Making sure you don't override real data
287(1)
Performing Calculations
288(2)
Determining whether to use a query for your calculations
288(1)
Writing your first query calculations
288(2)
Updating Records by Using Data from Another Table
290(5)
Choosing the right type of query for your updates
291(1)
Updating data in one table with data from another without any conditions
291(3)
Making sure the right data is updated
294(1)
Killer Ways to Improve Forms
295(20)
Prequalifying the Data Entered
295(7)
Creating lookup lists
296(5)
Setting default values
301(1)
Crafting Forms That Are Easier to Use
302(13)
Making data appear in a logical order
303(1)
Controlling the order for displaying records
303(1)
Adding command buttons for common tasks
304(5)
Creating a switchboard for better usability
309(1)
Creating your own switchboard
309(2)
Presenting data for information only
311(1)
Making read-only fields
312(1)
Giving users help with text prompts
312(3)
Expert Methods for Sharing Reports
315(16)
Sharing Report Data with Microsoft Excel
315(5)
Laying out reports so that they work in Excel
316(2)
Exporting your report data to Excel
318(2)
Sending Reports to Microsoft Word
320(3)
Sending report data to Word
320(1)
Using the Word Mail Merge feature with Access
321(2)
Using OLE Objects in Reports
323(8)
Understanding OLE objects
323(1)
Linking versus embedding
323(2)
Adding your first OLE object to your Access database
325(3)
Troubleshooting OLE objects so that they actually work
328(3)
Making Reports Look Better
331(14)
Enhancing the Appearance of Important Information
331(6)
Sorting report data for clarity
332(2)
Making data seem to jump out
334(3)
Printing on Standard Labels
337(2)
Keeping Related Data Together
339(3)
Understanding why Access splits records
340(1)
Tricks you can use to avoid splitting grouped records
340(1)
Tricks you can use to avoid splitting sorted records
341(1)
Adding Your Logo to Reports
342(3)
Adding Efficiency with Great Tools
345(18)
Using Cool Tools to Document Everything
346(5)
Comparing Access databases with CompareWiz
346(1)
Comparing the data in Access databases with CompareDataWiz
347(1)
Checking out your queries with Query Tree Editor
348(2)
Fixing database corruption with AccessFIX
350(1)
Souping Up Your Database
351(4)
Optimizing your Access database with SSW Performance Pro!
351(2)
Enhancing your Access forms with Selector
353(1)
Creating better forms with ShrinkerStretcher
353(1)
Creating forms from existing forms with OmniForm
354(1)
Using Software to Share Stuff
355(8)
Using Snapshot Viewer for Access to send a report to non-Access users
355(1)
Linking Access and PowerPoint by using Take-Off DATAPOINT
356(1)
Sending data to QuickBooks with accessBooks Updater
357(1)
Bringing QuickBooks data to Access with Digital Cows Deluxe Exporter
358(1)
Bringing data from Excel with Excel Import Assistant
359(2)
Merging data with Word by using Word Link for Access
361(2)
Part VI: The Part of Tens
363(12)
Ten Great Access Sites Online
365(6)
Access Database Tips
366(1)
Access Monster
366(1)
Easy Access Database Directory
366(1)
Jamie's Software
367(1)
Lebans.com
367(1)
Microsoft Access Database Solutions
367(1)
Microsoft Office Online Access
368(1)
MSDN --- Microsoft Developer Network
368(1)
MSDN Access code samples
369(1)
MSDN Access site
369(1)
Office Solutions Development
369(1)
Roger's Access Library
369(1)
The Access Web
370(1)
Ten Things to Know About Queries (That Also Help You with Forms and Reports)
371(4)
Queries Act Like Tables
371(1)
Select Queries Are Always Safe
372(1)
All Queries Are SQL Queries
372(1)
Action Queries Can Harm Your Data
372(1)
You Need Joins to Use Multiple Tables in Queries
372(1)
Queries Select All Records Unless You Specify Criteria
373(1)
Datasheet View Shows Results without Running the Query
373(1)
Make-Table Queries Always Begin with an Empty Table
373(1)
Queries Need a Record Source
373(1)
Delete Queries Are Forever
374(1)
Index 375

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