3 Access 2007®

Use Databases

How can Microsoft Access 2007 help you to enter and organize

information?

3 Lesson 3: Enter and Organize Data

Access helps you organize

information by allowing you

to enter data records, to

sort records into groups,

and to print them into a

single report.

3 Lesson 3: Enter and Organize Data

• How can I enter, edit, and delete records?

• Why should I use a form to enter data records?

• How can I create multiple item and split forms?

• How can I create a report?

• How can I create and print labels?

• What vocabulary words should I review?

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View This Presentation to Answer the Following Questions:

3 Lesson 3: Enter and Organize Data

To enter a small amount of data into a record, use the Datasheet View to add data manually.

A record is a set of data that

describes one item, shown in one

row of a table.

3 Lesson 3: Enter and Organize Data

You can also change and delete a

table’s fields and records in

Datasheet View.

Datasheets are not just for adding data to a table.

3 Lesson 3: Enter and Organize Data

If you want to find and replace a small amount of data in a single table, use the Find and

Replace tools.

You can find and

replace data in an

individual field or in the

entire table.

3 Lesson 3: Enter and Organize Data

To refine your search

when using the Find and

Replace tools, use

specific conditions, or

criteria, to narrow your

results.

You can also use wildcard characters similar to your criteria to search for different forms of the

same word.

3 Lesson 3: Enter and Organize Data

Tech CheckTech Check

When is it easier to use Datasheet View to add data manually

rather than to create an entire form?

Answer:

When working with a smaller amount of data, it is easier to use

the Datasheet View to add data manually.

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3 Lesson 3: Enter and Organize Data

Tech CheckTech Check

What tool can you use to find and replace data in a single table?

Answer:

Use the Find and Replace tools to find and replace data in a single

table.

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3 Lesson 3: Enter and Organize Data

Forms provide an easy way to

enter, edit, and display data

from a table or query.

When you need to enter larger amounts of data in a table, use a form.

The easiest way to create multiple item and split forms is to use the Form

Wizard.

3 Lesson 3: Enter and Organize Data

Access provides

several tools that

help you avoid

having to create

every form from

scratch.

Use the datasheet form tool to create a simple form that presents the

information from a specific table in Datasheet View.

3 Lesson 3: Enter and Organize Data

A multiple item form

shows multiple items

in a datasheet, with

each record from the

datasheet making up

one row in the form.

To display multiple records, use the multiple items tool.

3 Lesson 3: Enter and Organize Data

You can create a split form from a table using the Split Form Tool button, or you can split an

existing form.

Select data from a

datasheet and edit

it in the form.

A split form contains a datasheet and a form.

datasheet

form

3 Lesson 3: Enter and Organize Data

A subform is a form

that is inserted into a

another form.

Use the Subform Wizard to create a form with subforms.

You can use a form to view a product category, and use a subform to see specific products in that

category.

subform

3 Lesson 3: Enter and Organize Data

You can add a new

control to forms by

adding new fields

as controls.

You can bind the new controls to other data sources once they are on

the form.

3 Lesson 3: Enter and Organize Data

To move through a

form more

efficiently, press Tab

to move from one

control or field to

the next.

Use the Tab Order tool to define the order in which the Tab key moves from control to control

through a form.

3How can forms in Access help you share your work with others?

Academic Skills CheckAcademic Skills Check

Answer:

Forms in Access can help you present information in an organized

and easy to read format, which is critical when sharing your work

with others.

Lesson 3: Enter and Organize Data

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3 Lesson 3: Enter and Organize Data

Tech CheckTech Check

How do split forms allow you to work with both a datasheet

and a form at the same time?

Answer:

Split forms split the screen, allowing you to select data from

a datasheet at the bottom of the screen and edit that data in

a form at the top of the screen.

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3 Lesson 3: Enter and Organize Data

Tech CheckTech Check

What does a multiple item form show?

Answer:

A multiple item form shows multiple items in a datasheet, with

each record from the datasheet making up one row in the form.

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3 Lesson 3: Enter and Organize Data

Tech CheckTech Check

What is the easiest way to create a form with subforms?

Answer:

The Subform Wizard is the easiest way to create a form with

subforms.

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3 Lesson 3: Enter and Organize Data

The format controls in

Access help you make

forms more presentable

and the information

more readable.

You can change font sizes, colors, the background color, and even the font.

3 Lesson 3: Enter and Organize Data

In professional forms and

reports, controls are

equally sized, neatly

aligned, and evenly

spaced.

Access provides tools to align and space controls automatically.

3 Lesson 3: Enter and Organize Data

The simplest way to create

a report is to use the

Access Report Wizard,

which creates a report

from a table or query.

The Report Wizard makes it easy to create and change a simple report.

3 Lesson 3: Enter and Organize Data

You can also build or change a report manually in Design View.

Using the Report Design tool

to start your form gives you

the most control over report

formatting, since Design View

gives you the most control

over the form.

3 Lesson 3: Enter and Organize Data

A group header helps

further refine reports

by sorting information

into helpful groups.

Use the Group & Sort tool to sort information into groups and group headers.

3 Lesson 3: Enter and Organize Data

Instead of designing

every element for a form

or report from scratch,

use AutoFormat.

Select the formats while viewing the form or report in Design View or Layout View.

3 Lesson 3: Enter and Organize Data

To see how your data will look when printed, use Layout View.

Layout View also allows

you to make design

changes and make sure

the data is in the right

place with the correct

formatting.

3 Lesson 3: Enter and Organize Data

The easiest way to create a label is to use the Label

Wizard.

The Label Wizard allows you

to create labels quickly

based on information stored

in your database tables.

You can easily create address labels for a mailing list or to send orders to

customers.

3 Lesson 3: Enter and Organize Data

What are some formatting changes you can make to improve

the readability of a report?

Answer:

To improve the readability of a report, you can change font

sizes, colors, the background color, and the font.

Tech CheckTech Check______________________________________________________________

3 Lesson 3: Enter and Organize Data

What is the simplest way to create a report in Access?

Answer:

The simplest way to create a report is to use the Report Wizard,

which creates a report from a table or query.

Tech CheckTech Check______________________________________________________________

3 Lesson 3: Enter and Organize Data

How do you sort information into groups and group headers?

Answer:

Use the Group & Sort tool to sort information into groups

and group headers.

Tech CheckTech Check______________________________________________________________

3 Lesson 3: Enter and Organize Data

How do you create labels based on information in your database

tables?

Answer:

Use Label Wizard to create labels based on information

stored in database tables.

Tech CheckTech Check______________________________________________________________

3 Lesson 3: Enter and Organize Data

form

An onscreen display where data can be added or changed.

Vocabulary ReviewVocabulary Review______________________________________________________________

3 Lesson 3: Enter and Organize Data

Vocabulary ReviewVocabulary Review

multiple item form

A form that shows multiple items in a database.

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3 Lesson 3: Enter and Organize Data

A form that is split into a datasheet in one half and a form in

the other.

split form

Vocabulary ReviewVocabulary Review______________________________________________________________

3 Lesson 3: Enter and Organize Data

subform

A form inserted within another form.

Vocabulary ReviewVocabulary Review______________________________________________________________

3 Lesson 3: Enter and Organize Data

AutoFormat

Vocabulary ReviewVocabulary Review______________________________________________________________

A design format in Access to apply to an existing database

object.

3 Lesson 3: Enter and Organize Data

Layout View

A view that allows you to see how your data will look when

printed

Vocabulary ReviewVocabulary Review______________________________________________________________

3 Lesson 3: Enter and Organize Data

datasheet

A visual representation of the data

contained in an Access table, or the results returned by a

query.

Vocabulary ReviewVocabulary Review______________________________________________________________

3 Lesson 3: Enter and Organize Data

wildcard

Using characters similar to your criteria to find information.

Vocabulary ReviewVocabulary Review______________________________________________________________