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Microsoft-Access Tutorial
Soren Lauesen
E-mail: slauesen@itu.dk
Version 2.4b: July 2011
Contents
1. The hotel system...................................................4
2. Creating a database.............................................6
2.1 Create a database in Access.............................6
2.2 Create more tables .........................................10
2.3 Create relationships .......................................12
2.4 Look-up fields, enumeration type..................14
2.5 Dealing with trees and networks....................16
3. Access-based user interfaces.............................18
3.1 Forms and simple controls.............................18 3.1.1 Text box, label and command button......18
3.1.2 Adjusting the controls.............................20
3.1.3 Cleaning up the form..............................20
3.1.4 Shortcut keys for the user.......................22
3.1.5 Lines, checkbox, calendar.......................22
3.1.6 Combo box - enumeration type ..............24
3.1.7 Combo box - table look up .....................26
3.1.8 Control properties - text box...................28
3.2 Subforms........................................................30
3.2.1 Subform in Datasheet view.....................31
3.2.2 Adjust the subform .................................34
3.2.3 Mockup subform.....................................36
3.2.4 Subform in Form view............................36
3.2.5 Summary of subforms.............................38
3.2.6 Prefixes...................................................38
3.3 Bound, unbound and computed controls........40
3.3.1 Showing subform fields in the main form42
3.3.2 Variable colors - conditional formatting.42
3.4 Tab controls and option groups......................44
3.5 Menus............................................................46
3.5.1 Create a new menu bar............................46
3.5.2 Add commands to the menu list .............48
3.5.3 Attach the toolbar to a form....................48
3.5.4 Startup settings - hiding developer stuff.48
3.6 Control tips, messages, mockup prints ..........50
4. Queries - computed tables.................................52
4.1 Query: join two tables....................................52
4.2 SQL and how it works...................................54
4.3 Outer join.......................................................56
4.4 Aggregate query - Group By..........................58
4.5 Query a query, handling null values..............62
4.6 Query with user criteria .................................64
4.7 Bound main form and subform......................66
4.7.1 Editing a GROUP BY query...................67
5. Access through Visual Basic .............................68
5.1 The objects in Access ....................................68
5.2 Event procedures (for text box).....................72
5.2.1 More text box properties.........................72
5.2.2 Computed SQL and live search...............74
5.2.3 Composite search criteria........................76
5.2.4 Event sequence for text box....................78
5.3 Visual Basic tools...........................................80
5.4 Command buttons..........................................84
5.5 Forms .............................................................86
5.5.1 Open, close, and events...........................86
5.5.2 CRUD control in Forms..........................87
5.5.3 The OpenForm parameters......................89
5.5.4 Multi-purpose forms (hotel system)........90
5.5.5 Dialog boxes (modal dialog)...................92
5.5.6 Controlling record selection....................93
5.5.7 Column order, column hidden, etc..........94
5.5.8 Area selection, SelTop, etc......................94
5.5.9 Key preview............................................97
5.5.10 Error preview........................................97
5.5.11 Timer and loop breaking.......................98
5.5.12 Multiple form instances.........................99
5.5.13 Resize..................................................100
5.6 Record sets (DAO).......................................102
5.6.1 Programmed record updates..................102
5.6.2 How the record set works......................104
5.6.3 The bound record set in a Form ............106
5.6.4 Record set properties, survey................108
5.7 Modules and menu functions.......................110
5.7.1 Create a menu function.........................110
5.7.2 Define the menu item............................112
5.7.3 Managing modules and class modules..112
5.7.4 Global variables....................................114
6. Visual Basic reference......................................116
6.1 Statements....................................................116
6.2 Declarations .................................................120
6.3 Constants and addresses...............................122
6.4 Operators and conversion functions.............124
6.5 Other functions.............................................128 6.6 Display formats and regional settings..........132
7. Access and SQL................................................134
7.1 Action queries - CRUD with SQL ...............134
7.1.1 Temporary table for editing ..................134
7.2 UNION query...............................................136
7.3 Subqueries (EXISTS, IN, ANY, ALL . . .) ..138
7.4 Multiple join and matrix presentation..........140
7.5 Dynamic matrix presentation.......................142
7.6 Crosstab and matrix presentation.................144
8. References.........................................................148
Printing instructions
Print on A4 paper with 2-sided printing so that text and associated figures are on opposing pages.Version 1: October 2004.
Version 2.1: November 2004. Changes:
a. Restructured section 3.2 with small additions. b. Section 7.1 on action queries added. c. Small changes and additions to Chapter 6 with corresponding changes in theReference Card.
d. Index providedVersion 2.2: April 2004. Changes:
a. SQL HAVING introduced in section 4.2 and the example in section 4.4. b. More on aggregate functions in section 4.4. c. ColumnOrder, ColumnWidth discussed in section 5.5.7. d. Selection of an area in the datasheet is discussed in section 5.5.8. e. Section 5.7 (action queries) now moved to Chapter 7. f. Action queries, Union, Subqueries, Crosstab, etc. discussed in Chapter 7 (a new chapter). g. Various small changes and improved explanations here and there.Version 2.3: September 2006. Changes:
a. Access 2003 dialog when opening a database changed (page 8).b. Look-up fields for foreign keys deleted (last part of section 2.4). Access's automatic creation of relationships caused too much confusion.
c. Combo boxes described in sections 3.1.6 and 3.1.7. d. More events explained in section 5.2.3. e. Various misprints corrected.