Access 2019 For Dummies

Easy steps to practical databases

People who really know how to build, populate, and simplify databases are few and far between. Access 2019 For Dummies is here to help you join the ranks of office heroes who possess these precious skills.

This book offers clear and simple advice on how to build and operate databases as well as create simple forms, import data from outside sources, query databases for information, and share knowledge in reports. In short, it’s the book that holds all the secrets behind the mysteries of Access!

• Build effective databases from the ground up
• Simplify your data entry with forms and tables
• Write queries that produce answers to your data questions
• Simplify input with forms

There’s no time like the present to get your hands on the insight that database beginners need to become Access gurus.

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 1

About This Book 1

Foolish Assumptions 2

Icons Used in This Book 2

Where to Go from Here 3

Part 1: Basic Training 5

Chapter 1: Access 2019 Basic Training 7

What Is Access Good For, Anyway? 8

Building big databases 8

Creating databases with multiple tables 9

Databases with user forms 12

Databases that require special reporting 13

What’s New in Access 2019? 16

Reach Out with SharePoint 17

How Access Works and How You Work with it 18

Opening Access 18

Selecting a starting point 19

Now What? 23

Chapter 2: Navigating the Access Workspace 25

Diving Right In 27

Working with Onscreen Tools in Access 29

Clicking tabs 30

Using buttons 31

The File tab and Quick Access tools 31

Accessing panes, panels, and context-sensitive tools 33

Customizing the Access Workspace 34

Repositioning the Quick Access Toolbar 34

Adding buttons to the Quick Access Toolbar 35

Removing buttons from the Quick Access Toolbar 37

Minimizing the Ribbon 37

Working with ScreenTips 38

Mousing Around 41

Navigating Access with the Alt Key 41

Chapter 3: Database Basics 43

Database Lingo 43

Data, no matter how you pronounce it 44

Fields of dreams (or data) 44

Records 45

Tables 45

The database 45

Field Types and Uses 46

Choosing Between Flat and Relational Databases 51

Isolationist tables 51

Tables that mix and mingle 52

Building a Database 53

Adding and Removing Tables 57

One more, please 57

Oops, I didn’t mean to do that 59

Part 2: Getting it All on the Table 61

Chapter 4: Sounds Like a Plan 63

Planning Your Database Tables 63

Reviewing fields 64

Determining data types 64

The new normal 66

Understanding normal forms 66

Normalizing your tables 67

Building Tables in Design View 70

Creating fields 70

Setting data types 72

Chapter 5: Table Tune Ups 75

The Primary Key to Success 76

The lowdown on primary keys 76

Creating a primary key 77

Making Tables Get Along 79

Rules of relationships 79

Relationship types 80

Building Table Relationships 82

The Relationships window 82

Table relationships 83

Indexing for Faster Queries 87

Creating your own index 88

Adding and removing indexes 91

Chapter 6: Remodeling Your Data 93

Opening a Table for Editing 94

Inserting Records and Fields 97

Adding a record 97

Inserting a field 98

Deleting a field 101

Modifying Field Content 102

Name-Calling 103

Renaming fields 104

Renaming a table 106

Turn Uh-Oh! into Yee-Hah! 108

Chapter 7: Types, Masks, and Triggers 109

Access Table Settings 110

Field Data Formats 112

Text fields 113

Number and currency fields 115

Date/time fields 118

Yes/No fields 119

Gaining Control of Data Entry 121

You really need to put a mask on those fields 121

To require or not to require 128

Making your data toe the line with validation 129

Give Your Fingers a Mini Vacation by Default 131

Part 3: Data Management Mania 133

Chapter 8: A Form for All Reasons 135

Generating Forms 135

Keeping it simple: Form tools 137

Granting most wishes: The Form Wizard 139

Customizing Form Parts 143

Taking the Layout view 143

The theme’s the thing 145

Managing form controls 145

Managing Data in Form View 150

Navigating and finding records 150

Saving, clearing, and deleting 151

Chapter 9: Importing and Exporting Data 153

Retrieving Data from Other Sources 154

Translating data formats 154

Importing and linking 157

Hit the Road, Data 162

Export formats 162

Exporting table or query data 163

Exporting a report to PDF 165

Chapter 10: Automatically Editing Data 167

Please Read This First! 167

Creating Consistent Corrections 170

Using Queries to Automate the Editing Process 173

Looking for duplicate records 173

Running the Find Duplicates Query Wizard 174

Chapter 11: Access and the Web 179

How Access Works with the Web 179

Understanding Office 365 180

Connect Office 365 to Access 2019 181

Your data and the cloud 182

Upload your Access desktop data to the cloud 183

Click! Using Hyperlinks in your desktop Access database 186

Adding a Hyperlink field to your desktop database table 187

Fine-tuning your hyperlinks 188

Testing links 190

Part 4: The Power of Questions 191

Chapter 12: Finding, Filtering, and Sorting Your Data — Fast 193

Using the Find Command 194

Finding anything fast 194

Shifting Find into high gear 196

Sorting Alphabetically and Numerically 199

Sorting by a single field 199

Sorting on more than one field 200

Fast and Furious Filtering 201

Filtering by a field’s content 202

Filter by selection 203

Filter by Form 204

Unfiltering Filter by Form 207

Filter by excluding selection 207

Chapter 13: I Was Just Asking for Answers 209

Simple (Yet Potent) Filter and Sort Tools 210

Filter things first 210

Fact-finding with fun, fast filtering 213

Here’s the “advanced” part 214

Select Queries 220

Solid relationships are the key to getting it all (from your tables) 221

Running the Query Wizard 221

Getting Your Feet Wet with Ad Hoc Queries 227

Adding the finishing touches 230

Saving the query 231

Running your query 233

Chapter 14: I Want These AND Those OR Them 235

Working with AND and/or OR 236

Data from here to there 237

Using multiple levels of AND 238

Establishing criteria with OR 239

Combining AND with OR and OR with AND 240

Chapter 15: Number Crunching with the Total Row 243

Say Hello to the Total Row 243

Adding the Total Row to Your Queries 245

Working Out the Total Row 246

Putting it together with Group By 247

Well, that certainly sums it up 248

Counting, the easy way 250

Narrowing the results with Where 251

Creating Your Own Top-Ten List 252

Choosing the Right Field for the Summary Instruction 254

Chapter 16: Express Yourself with Formulas 255

A Simple Calculation 256

Complex Calculations 258

Calculate ’til you drop! 259

Using one calculation in another 259

Using parameter queries to ask for help 261

“Adding” words with text formulas 262

Hooray for Expression Builder 264

Chapter 17: Take Charge with Action Queries 269

Easy Update 270

Add Records in a Flash 274

Quick Cleanup 277

Part 5: Simple and Snazzy Reporting 281

Chapter 18: Fast and Furious Automatic Reporting 283

Quick and Not-S0-Dirty Automatic Reporting 284

Creating a quick, one-table report 285

Starting the Report Wizard 289

Previewing Your Report 294

Zooming in and out and all around 295

Pop goes the menu 297

Beauty Is Only Skin (Report) Deep 298

The Print Options tab 298

The Page tab 300

The Columns tab 301

Chapter 19: Professionally Designed Reports Made Easy 303

Report Repairs 304

Report Organization 305

Structural devices 306

Page breaks 308

Formatting Stuff 310

Adding color 313

Relocation, relocation, relocation 314

One size does not fit all 316

Spaced-out controls 317

Borderline beauty 318

Tweaking your text 321

Sneaking a Peek 323

Getting a Themes Makeover 324

Adding More Design Elements 325

Drawing lines 325

Pretty as a picture 326

Adding a logo 327

Chapter 20: Groups and Page Breaks, Headers and Footers 329

A Place for Everything and Everything in Its Place 330

Layout basics 330

Sections 332

Grouping your records 335

So you want more? 338

Customizing Properties 338

Controlling report and page headings 341

Adjusting individual sections 343

Itemized adjustments 344

Chapter 21: Mailings to the Masses 351

Massive Mailings with the Label Wizard 351

Part 6: The Parts of Tens 359

Chapter 22: Ten Common Problems 361

That’s Just Not Normal 362

You Type 73.725, but it Changes to 74 363

The Words They Are A-Changing 363

Was There and Now It’s Gone 364

Undo 365

Search for the missing record 365

Backup recovery 365

You Run a Query, but the Results Aren’t What You Expect 366

The Dreaded Parameter Dialog Box 367

The Slowest Database in Town 368

Your Database File Is as Big as a House 369

You Get a Mess When Importing Your Spreadsheet 371

We’re Sorry; Your Database File Is Corrupt 371

Chapter 23: Ten Uncommon Tips 373

Document Everything as Though One Day You’ll Be Questioned by the FBI 374

Keep Your Fields as Small as Possible 375

Use Number Fields for Real Numbers 376

Validate Your Data 376

Use Understandable Names to Keep Things Simple 377

Delete with Great Caution 377

Backup, Backup, Backup 377

Think, Think, and Think Again 378

Get Organized and Stay Organized 378

There’s No Shame in Asking for Help 379

Appendix A: Getting Help 381

Index 383

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The Used, Rental and eBook copies of this book are not guaranteed to include any supplemental materials. Typically, only the book itself is included. This is true even if the title states it includes any access cards, study guides, lab manuals, CDs, etc.