Access 2019 For Dummies

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.

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