ch01.htm

Microsoft_Access_97_Quick_Reference.zip

				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To extend a field selection</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Hold the Shift key and click at the end of the new selection range.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">An entire field</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Move the pointer to the left edge of the field. When you see a plus sign cursor,
						click there.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">An entire field</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">With the insertion point in that field, press F2.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">Adjacent fields</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Drag the left edge of the current field to extend range of selection.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">Adjacent fields</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">With a field selected, hold down the Shift key and press the appropriate arrow key.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">A column</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click the column header.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">The current column</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press Ctrl+Spacebar.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">Adjacent columns</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click the column header and drag over additional column headers to extend the range
						of selection.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">A record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click the record selector to the left of the row.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">Multiple records</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click a record selector then drag down over additional record selectors.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">Multiple records</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press Shift+Spacebar, and then Shift+Up arrow or Shift+Down arrow.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">All records</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Choose <U>E</U>dit, <U>A</U>ll Records, or click the All Records selector to the
						left of the leftmost column header.</TD>
				</TR>
			</TABLE>

			<H2><FONT COLOR="#000077"><B>Data: Sort</B></FONT></H2>
			<P>You can sort by the values in a <I>field</I> or by the values in two or more fields.
			If you use more than one sort field, the primary sort key is always fully sorted.
			Sorts can be either ascending or descending, and can be performed at any time. When
			you use the sort buttons, a temporary <I>filter</I> is created. For more control
			over sorts, you can use one of the filter procedures in the Queries and Filters part
			of this book or you can create your own query. (See &quot;Filter Data&quot; and &quot;Query:
			Create with Design View.&quot;)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Click the Sort Ascending or Sort Descending button on the toolbar to
				sort by the current field, or on a group of selected fields (columns).
				<P>
				<DD><B>2. </B>To change the sort order, click and drag the first sort field (column)
				to the left, select multiple columns, and again click one of the sort buttons.<BR>
				The leftmost selected sorted column is the primary sort key.
			</DL>
			<P>Choose <U>R</U>ecords, <U>R</U>emove Filter/Sort to remove a filter and sort and
			return your records to their natural order (as well as view your entire set).
			<H2><FONT COLOR="#000077"><B>Database Open</B></FONT></H2>
			<P>Access enables you to open one <I>database</I> at a time. If you have a database
			open in view and you open another database, Access closes the first one and opens
			a new one (in other words, you do not have to close one database to open another).
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Choose <U>F</U>ile, <U>O</U>pen. If you are in the <I>Database window</I>,
				click the Open Database button on the Database toolbar.
				<P>
				<DD><B>2. </B>Locate the database file in the Open dialog box and choose the <U>O</U>pen
				button.
			</DL>
			<P>Like other applications within Microsoft Office, Access also enables you to choose
			from one of the last few files open on the bottom of the File menu.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>If you want to bypass your startup
			options (such as opening a form or disabling toolbars), hold down Shift when you
			choose the <U>O</U>pen button. If you are in a multiuser environment and need to
			open the database so no one else has access while you are developing or editing,
			check Exclusi<U>v</U>e on the Open dialog box. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Database Window: View Objects</B></FONT></H2>
			<P>The <I>Database Window</I> is the control center and container for all tables,
			queries, forms, reports, macros, and modules. Unlike other database applications,
			all objects (tables, reports, forms) are in one file rather than separate files on
			a hard disk.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>To bring up the Database window while another window is displayed,
				press F11.
				<P>
				<DD><B>2. </B>To see descriptions and dates modified and created in addition to object
				names, click the Details button on the toolbar.
				<P>
				<DD><B>3. </B>To open an <I>object</I> (<I>table</I>, <I>query</I>, <I>form</I>,
				<I>report</I>), click the tab of the object type and then double-click the name in
				the Database window.
			</DL>
			<P>While you are in the Database window you can copy, delete, or rename the objects.
			(See the tasks &quot;Database Object: Copy,&quot; &quot;Database Object: Delete,&quot;
			and &quot;Database Object: Rename&quot; within the File Management part of the book.)
			<H2><FONT COLOR="#000077"><B>Dates and Times: Enter</B></FONT></H2>
			<P>Entering dates and times is generally like entering any other data (see &quot;Data:
			Enter&quot;) with a couple of shortcuts. When the field is formatted (see &quot;Data:
			Format&quot; in the Table and Database Design part of this book) you might enter
			data one way (for example, <B>10-5-97</B>) but it appears in the field as a different
			format (for example, <B>10/5/97</B>).
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Open the <I>table</I>, <I>form</I>, or <I>query</I> and move to the
				<I>field</I> in which you want to enter the data.
				<P>
				<DD><B>2. </B>To enter today's date, press Ctrl+; (semicolon). To enter the time,
				press Ctrl+: (colon). If you want to enter a date in this year you can leave off
				the year and enter the month and day (for example, <B>3/17</B>). After you leave
				the field, the date or time will format according to the format property for the
				field.
				<P>
				<DD><B>3. </B>If you want new records to default to the current date or time, choose
				the Design button. Go to the field's Default value in a table or right-click the
				control in a form, choose Properties and go to Default value. Type in <B>Date()</B>
				for current date or <B>Now()</B> for either current date or time (depending on format).
				Return to the <I>Datasheet</I> or <I>Form View</I>.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>Entering the current date and time
			depends on your system clock being set correctly. If you need to reset your clock,
			right-click the time on the far right of your taskbar and choose <U>A</U>djust Date/Time.
			
<HR>


			</BLOCKQUOTE>

			<P>There are special considerations while working with dates in queries and filters.
			(See &quot;Criteria: Dates&quot; in the Queries and Filters part of this book.)
			<H2><FONT COLOR="#000077"><B>Exit Access</B></FONT></H2>
			<P>Unlike other programs such as Word or Excel, you do not need to save changes after
			you edit a record. You save changes automatically by moving to a different record
			on a datasheet or a form. However, when you are editing or creating a design of an
			object, you will be prompted to save changes when you close Access.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Click the Close (X) button on the top right of the Access window.
				<P>
				<DD><B>2. </B>If you are in design mode for any object, choose whether you want to
				save changes to the object.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>CAUTION:</B></FONT><B> </B>Do not turn the power off before
			exiting Access. You could damage your database. If you need to repair a damaged database,
			there is a repair procedure that might (or might not) work. (See &quot;Database Repair&quot;
			tasks in the File Management part of this book.) 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Freeze Display of a Table Field</B></FONT></H2>
			<P>If you have a wide table that is wider than your screen, it might be difficult
			to identify which record you are in when you scroll to the right. You can freeze
			one or more identifying fields so they stay on the left side of your screen.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Open a <I>table</I>, <I>query</I>, or <I>form</I> in <I>Datasheet View</I>.
				<P>
				<DD><B>2. </B>Use the black down arrow mouse pointer on the column headers to select
				one or more adjacent columns.
				<P>
				<DD><B>3. </B>Choose F<U>o</U>rmat, Free<U>z</U>e Columns.
			</DL>
			<P>To undo the frozen columns, choose F<U>o</U>rmat, Unfreeze <U>A</U>ll Columns.
			<H2><FONT COLOR="#000077"><B>Help: Context Sensitive</B></FONT></H2>
			<P>Microsoft Access contains several different types of help, with different amounts
			of information. You will find access to various help methods on the Help menu or
			you can use the What's This? button on the right of a window's title bar.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Press F1.
				<P>
				<DD>Access opens Office Assistant or displays help on the topic it most closely associates
				with your current condition or position in the program. If Access goes directly to
				the topic, when you finish reading the help, go directly to Step 4.
				<P>
				<DD><B>2. </B>If the Assistant opens, type a question and then press Enter.
				<P>
				<DD><B>3. </B>The Assistant gives you a list of possible options that it thinks you
				might want help on. Click one of the topics.
				<P>
				<DD><B>4. </B>When finished with the help window, click the Close (X) button. If
				you want to close the Assistant, click its Close (X) button as well.
			</DL>
			<P>The Microsoft on the Web command lists a variety of resources on the Internet
			related to Microsoft Access. If you select one of the commands on this submenu, Windows
			opens your browser and attempts to locate this Web page. In order for the Web page
			to be loaded, you must have an active connection to the Internet; otherwise, the
			page won't be found.
			<H2><FONT COLOR="#000077"><B>Help: Dialog Boxes</B></FONT></H2>
			<P>Dialog boxes include a question mark in the title bar (beside the Close button)
			that enables you to obtain Help information on the options and buttons displayed
			in the dialog box.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>To get more information on a button or option in a dialog box, click
				the Question Mark (?) button in the dialog box title bar. (If the ? button is not
				visible, press Shift+F1.)
				<P>
				<DD><B>2. </B>Click the area of the dialog box for which you need Help. A pop-up
				box appears to explain how to use the button.
				<P>
				<DD><B>3. </B>Click the pop-up box to remove it from the screen.
			</DL>
			<H2><FONT COLOR="#000077"><B>Help: Help Contents and Index</B></FONT></H2>
			<P>Access provides an extensive online Help system to get you up to speed on database
			tasks. At any point, you can access Help to provide assistance, display definitions
			of common features, and access tips you can use to perform a task more quickly. The
			Help Contents and Index feature enables you to find detailed Help information on
			a specific topic.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Choose <U>H</U>elp, <U>C</U>ontents and Index; then click the Contents
				tab.
				<P>
				<DD><B>2. </B>Double-click the desired category.
				<P>
				<DD><B>3. </B>Click the topic you want; then choose <U>D</U>isplay.
				<P>
				<DD><B>4. </B>View the Help information; then click the Close button when you are
				done.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>Use the Index tab in the Help Topics
			dialog box if you want to look up specific words that are listed in an index format.
			Click the Index tab and begin typing the word you are searching for. Then, click
			the desired index entry in the list box and choose <U>D</U>isplay. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Help: Office Assistant</B></FONT></H2>
			<P>The <I>Office Assistant</I>, a new feature included with Access and other Microsoft
			Office applications, provides tips, Help information, and interprets what Help you
			might need based on your current actions. The Office Assistant is an on-screen, interactive
			program that can be customized to provide help as you work in Access.</P>
			<P>If you are experienced in Access and find the Office Assistant to be somewhat
			bothersome, you can temporarily close the Office Assistant to remove it from the
			screen. You also can customize options that specify when the Office Assistant should
			appear.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Click the Office Assistant. (If the Office Assistant doesn't already
				appear on-screen, click the Office Assistant button on the toolbar.)
				<P>
				<DD><B>2. </B>In the text box, type the question or topic for which you want Help;
				then choose the <U>S</U>earch button.
				<P>
				<DD><B>3.</B> If a list of subtopics appears, click the topic that most closely matches
				the procedure for which you want Help. A Help window appears.
				<P>
				<DD><B>4. </B>View the Help information; then click the Close button when you are
				done.
			</DL>
			<P>You might decide that you want to hide the Office Assistant and display it only
			when you need it. To hide the Office Assistant, click the Close (X) button on the
			Office Assistant. Click the Office Assistant button in the toolbar to redisplay the
			Office Assistant.</P>
			<P>To customize how the Office Assistant works, right-click the Office Assistant
			and choose <U>O</U>ptions. Select the options you want to use; then choose OK.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>When a light bulb appears in the
			Office Assistant, click it to display a tip related to what you are doing. 
<HR>

<HR>
<BR>
			<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>To change the look of your assistant,
			right-click the Office Assistant and select <U>C</U>hoose Assistant. In the <U>G</U>allery
			tab, use the <U>N</U>ext and <U>B</U>ack buttons to scroll through the different