ch01.htm

Microsoft_Access_97_Quick_Reference.zip

			assistants. When you see the assistant you want to use, choose OK. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Help: Print Help Information</B></FONT></H2>
			<P>You can print most of Access's online Help information for easy reference when
			you are working with Access. (See &quot;Help: Help Contents and Index,&quot; &quot;Help:
			Searching for Topics,&quot; or &quot;Help: Office Assistant&quot; before you complete
			this task.)
			<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 either the
				Contents, Index, or Find tab. Or, click the Office Assistant and type your question.
				<P>
				<DD><B>2. </B>Navigate to the Help window you want to see.
				<P>
				<DD><B>3. </B>In the Help window, choose the <U>O</U>ptions button; then click <U>P</U>rint
				Topic.
				<P>
				<DD><B>4. </B>Make any desired changes in the Print dialog box; then choose OK to
				begin printing.
				<P>
				<DD><B>5. </B>Click the Close button in the Help window when you are done.
			</DL>
			<H2><FONT COLOR="#000077"><B>Help: Search for Topics</B></FONT></H2>
			<P>When you're not sure where to find a Help screen on a certain topic, you can use
			the Find tab to search for Help using specific keywords and then choose from a list
			of selections. You can also use the Office Assistant to search for help topics. (See
			&quot;Help: Office Assistant.&quot;)
			<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 Find
				tab.
				<P>
				<DD><B>2. </B>In the text box, type a word that you want to find.
				<P>
				<DD><B>3.</B> In the middle list box, select a word or phrase to narrow your search.
				<P>
				<DD><B>4.</B> In the bottom list box, select the topic you want; then choose <U>D</U>isplay.
				<P>
				<DD><B>5.</B> View the Help information; then click the Close button when you are
				finished.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>The first time you use Find, Access
			builds a word list of Access terms. This might take a few minutes. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Help: Tip of the Day</B></FONT></H2>
			<P>The Tip of the Day feature provides an easy way to familiarize yourself with some
			of Access's capabilities. When this feature is enabled, a tip on using Access appears
			each time you start Access. To see additional tips while you are using Access, you
			can access the Office Assistant and click the <U>T</U>ips option. (See also &quot;Help:
			Office Assistant.&quot;)
			<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 in the toolbar.)
				<P>
				<DD><B>2. </B>Choose <U>O</U>ptions.
				<P>
				<DD><B>3.</B> In the <U>O</U>ptions tab, click the Show the <U>T</U>ip of the Day
				at Startup check box; then choose OK.
			</DL>
			<P>If you don't want the tip of the day to show, repeat Steps 1-3 and uncheck the
			Show the <U>T</U>ip of the Day at Startup check box.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>If you see a light bulb displayed
			in the Office Assistant, click it to see a helpful tip on your current actions. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Help: Toolbar Buttons</B></FONT></H2>
			<P>Access provides ScreenTips to help you remember the names and functions of the
			toolbar buttons. ScreenTips are the small pop-up labels that appear next to a toolbar
			button when you move the mouse pointer onto the button and pause.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>To find more information on a toolbar button (in addition to the ScreenTip),
				press Shift+F1.
				<P>
				<DD><B>2. </B>Click the toolbar button for which you need Help. A pop-up box appears
				to explain what you use the button for.
				<P>
				<DD><B>3. </B>Click the pop-up box to remove it from the screen.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>To turn ScreenTips on or off, choose
			<U>V</U>iew, <U>T</U>oolbars, <U>C</U>ustomize; then click the <U>O</U>ptions tab,
			and clear or check the Show Screen<U>T</U>ips on Toolbars check box. Click Close.
			You can also have ScreenTips show shortcut keys by choosing Show Shortcut Keys in
			ScreenTips. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Hyperlinks: Copy</B></FONT></H2>
			<P>A <I>hyperlink</I> field stores a description of an address as either an URL (Uniform
			Resource Locator) for a Web address or UNC<I> </I>(Universal Naming Convention) for
			an intranet address of a document. The actual address is stored internally, with
			a description that is browsed by others. The procedure describes how to copy a hyperlink
			from any Office application to your database.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Right-click a hyperlink.
				<P>
				<DD><B>2.</B> Choose <U>H</U>yperlink, <U>C</U>opy Hyperlink command on the shortcut
				menu to copy it to the Clipboard.
				<P>
				<DD><B>3. </B>Move to another hyperlink field on a table, query, or form and click
				the Paste button.
			</DL>
			<H2><FONT COLOR="#000077"><B>Hyperlinks: Enter</B></FONT></H2>
			<P>You can enter hyperlinks to Web sites or to documents on your computer or your
			network. Your table contains the hyperlink description as underlined text. When you
			click that link, you open your browser or the appropriate application and bring that
			document into view. You must first create a hyperlink field before you can enter
			a hyperlink. (See &quot;Hyperlinks: Create Field&quot; in the Table and Database
			Design part of this book.)
			<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</I>
				or <I>Form View</I>.
				<P>
				<DD><B>2. </B>Move the insertion point into the Hyperlink field.
				<P>
				<DD><B>3. </B>Enter the text you want to display for the hyperlink if you want to
				provide an explanation of the underlying address.
				<P>
				<DD><B>4. </B>Click the Insert Hyperlink button on the toolbar. Enter the UNC path
				(path and filename) or URL address (web address) into the <U>L</U>ink To File or
				URL text box.
				<P>
				<DD><B>5. </B>If desired, enter the location in the <U>N</U>amed Location in File
				(Optional) text box; then choose OK.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>NOTE:</B></FONT><B> </B>To enter a hyperlink based on the
			location of the current file, and not on an absolute path, check the <U>U</U>se Relative
			Path for Hyperlink check box. If you do not know the location of your document, choose
			the browse button on the Insert Hyperlink dialog box. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Hyperlinks: Modify</B></FONT></H2>
			<P>If you want to edit a <I>hyperlink</I>, you will run into a problem when you click
			the hyperlink because that activates the hyperlink. Instead you need to use the right
			mouse button or press Tab to enter the field for editing.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1.</B> Click the <I>field</I> before the hyperlink and press Tab to enter
				the hyperlinked field.
				<P>
				<DD><B>2. </B>If desired, type the new description for the hyperlink.
				<P>
				<DD><B>3. </B>Right-click the hyperlink field and choose <U>H</U>yperlink, <U>E</U>dit
				Hyperlink command on the shortcut menu to enter the Edit Hyperlink dialog box. Enter
				the UNC path or URL address into the <U>L</U>ink To File or URL text box.
				<P>
				<DD><B>4. </B>Optionally, enter the location in the <U>N</U>amed Location in File
				text box; then choose OK.
			</DL>
			<H2><FONT COLOR="#000077"><B>Navigate in a Datasheet</B></FONT></H2>
			<P>Navigating a datasheet uses techniques that are very similar to navigating most
			spreadsheets. You can move through columns (fields) and rows (<I>records</I>) using
			standard keystrokes. If you need to find data you can also use the Find button. (See
			&quot;Data: Find.&quot;)
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>Double-click a table name in the Tables tab of the Database window
				to open its datasheet.
				<P>
				<DD><B>2. </B>Press the Tab key to move to the right; the Shift+Tab key to move to
				the left; or use the arrow cursor keys to move in any direction.
				<P>
				<DD>When you move past the furthest right <I>field</I> you move to the next record;
				and when you move before the first field you move to the previous record. See the
				following table for additional navigation information.
			</DL>
			<H4><FONT COLOR="#000077"><B>Datasheet View Navigation</B></FONT></H4>
			<P>
			<TABLE BORDER="0">
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP"><B>To Navigate in Datasheet View</B></TD>
					<TD ALIGN="LEFT" VALIGN="TOP"><B>Do the Following</B></TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To advance a field to the right</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press Tab.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move a field to the left</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press Shift+Tab.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To advance to the next record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press the Tab key on the last field in a record.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To go back to the rightmost field in the previous record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Press Shift+Tab in the leftmost field of the current record.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to the first record in the Navigation selector</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click First Record button</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to the previous record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click Previous Record.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to the next record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click Next Record.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to the last record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click Last Record.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to the first blank record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Click New Record buttonon toolbar.</TD>
				</TR>
				<TR ALIGN="LEFT" rowspan="1">
					<TD ALIGN="LEFT" VALIGN="TOP">To move to a particular record</TD>
					<TD ALIGN="LEFT" VALIGN="TOP">Double-click the Record Number text box, enter a record number, then press Enter.</TD>
				</TR>
			</TABLE>
<BR>
			<BR>
			If all else fails, you can always navigate by clicking an insertion point on any
			<I>record</I> or field in view. Move the scroll bars to view other records and click
			in any record or field of interest.


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>You might want to set some of the
			options on the Keyboard tab of the Options dialog box to change the behavior of the
			arrow and Enter keys during record navigation. Select <U>T</U>ools, <U>O</U>ptions
			and click the Keyboard tab to change options. The options include: whether Enter
			moves to the next field or record; whether the arrow key moves to the next field
			or character; whether a field is selected when you enter; and whether you can press
			Tab or Enter to go to the next record, or if you will cycle back to the first field.
			
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Navigate in a Dialog Box</B></FONT></H2>
			<P>Navigating in a dialog box is the same for any windows application. You can use
			the keyboard or mouse to make choices. Any time a dialog box is open, you must answer
			the questions or at least choose Cancel or Close before you can do other tasks.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>In many dialog boxes (such as Save As) when you first enter, text in
				a text box is already selected. Just start typing to replace the text, you do not
				need to click first.
				<P>
				<DD><B>2.</B> To move to different areas of the dialog box, press Tab to go forward,
				Shift+Tab to go backward. If the option is a few Tabs away, click the option.
				<P>
				<DD><B>3. </B>Click check boxes and option buttons to activate or deactivate them.
				For drop-down buttons, click the arrow and make a choice.
				<P>
				<DD><B>4. </B>When you make choices with the mouse, the OK button or its equivalent
				remains the default choice and accepts all choices when you press Enter.
			</DL>


			<BLOCKQUOTE>
			<P>
<HR>
<FONT COLOR="#000077"><B>TIP:</B></FONT><B> </B>You can choose any option with an
			underlined letter in a dialog box by pressing the Alt key and that letter. For example,
			to select the <U>N</U>ext button, press Alt+N. 
<HR>


			</BLOCKQUOTE>

			<H2><FONT COLOR="#000077"><B>Navigate with the IntelliMouse</B></FONT></H2>
			<P>The Microsoft IntelliMouse pointing device includes a small wheel between the
			left and right mouse buttons. The wheel rolls forward and backward and depresses.
			The IntelliMouse makes navigating in Access 97 easier.
			<H3><FONT COLOR="#000077"><B>Steps</B></FONT></H3>
			<DL>
				<DD><B>1. </B>To scroll the datasheet a few rows at a time using the IntelliMouse,