Exploring Access Comprehensive

This book offers full, comprehensive coverage of Access.

Move students beyond the point-and-click.

The goal of the Exploring series is to move students beyond the point and click, to understanding the why and how behind each skill. And, because so much learning takes place outside of the classroom, this series provides learning tools that students can access anywhere, any time.

Students go to college now with a different set of skills than they did years ago. With this in mind, the Exploring series seeks to move students beyond the basics of the software at a faster pace, without sacrificing coverage of the fundamental skills that everyone needs to know.

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Chapter One Office Fundamentals and File Management: Taking the First Step 1

Objectives         1

Case Study: Spotted Begonia Art Gallery 1

Windows 8 Startup 2

Logging In with Your Microsoft Account 2

Identifying the Start Screen Components 3

Interacting with the Start Screen 4

Accessing the Desktop 4

Hands-On Exercise 1:

Windows 8 Startup 6

Files and Folders         10

Using File Explorer 10

Working with Folders and Files 13

Selecting, Copying, and Moving Multiple Files and Folders 15

Hands-On Exercise 2:

Files and Folders 17

Microsoft Office Software 22

Identifying Common Interface Components 22

Getting Office Help 28

Hands-On Exercise 3:

Microsoft Office Software 31

The Backstage View Tasks         36

Opening a File 36

Printing a File 38

Closing a File and Application 39

Hands-On Exercise 4:

The Backstage View Tasks 41

Home Tab Tasks         45

Selecting and Editing Text 45

Using the Clipboard Group Commands 49

Using the Editing Group Commands 52

Hands-On Exercise 5:

Home Tab Tasks 55

Insert Tab Tasks         60

Inserting Objects 60

Review Tab Tasks         62

Reviewing a File 62

Page Layout Tab Tasks         65

Using the Page Setup Dialog Box 66

Hands-On Exercise 6:

Insert Tab Tasks, Page Layout Tab Tasks, and

Review Tab Tasks 68

Chapter Objectives Review         72

Key Terms Matching         73

Multiple Choice 74

Practice Exercises         75

Mid-Level Exercises         79

Beyond the Classroom         81

Capstone Exercise 82

Microsoft Office Access 2013

Chapter One Introduction to Access: Finding Your Way Through an Access Database 83

Objectives         83

Case Study: Managing a Business in the Global

Economy 83

Databases Are Everywhere! 84

Understanding Database Fundamentals 84

Using an Existing Database 91

Hands-On Exercise 1:

Databases Are Everywhere! 95

Sorts and Filters         102

Sorting Table Data on One or Multiple Fields 102

Creating, Modifying, and Removing Filters 103

Hands-On Exercise 2:

Sorts and Filters 106

Access Versus Excel, and Relational Databases         111

Knowing When to Use Access or Excel to Manage Data 111

Understanding Relational Power 112

Hands-On Exercise 3:

Access Versus Excel, and Relational Databases 115

Access Database Creation         119

Creating a Database 119

Hands-On Exercise 4:

Access Database Creation 123

Chapter Objectives Review         127

Key Terms Matching         128

Multiple Choice 129

Practice Exercises         130

Mid-Level Exercises         135

Beyond the Classroom         139

Capstone Exercise 140

Objectives         141

Case Study: Bank Audit 141

Table Design, Creation, and Modification         142

Designing a Table 142

Creating and Modifying Tables 146

Hands-On Exercise 1:

Table Design, Creation, and Modification 152

Multiple-Table Databases         157

Sharing Data 157

Establishing Table Relationships 160

Hands-On Exercise 2:

Multiple-Table Databases 165

Single-Table Queries         171

Creating a Single-Table Query 171

Specifying Query Criteria for Different Data Types 173

Understanding Query Sort Order 177

Running, Copying, and Modifying a Query 177

Using the Query Wizard 178

Hands-On Exercise 3:

Single-Table Queries 181

Multitable Queries         184

Creating a Multitable Query 184

Modifying a Multitable Query 185

Hands-On Exercise 4:

Multitable Queries 189

Chapter Objectives Review         193

Key Terms Matching         195

Multiple Choice 196

Practice Exercises         197

Mid-Level Exercises         202

Beyond the Classroom         206

Capstone Exercise 208

Chapter Three Customize, Analyze, and Summarize Query Data: Creating and Using Queries to Make Decisions 211

Objectives         211

Case Study: Housing Slump Means Opportunity

For College Students         211

Calculations and Expressions         212

Creating a Calculated Field in a Query 212

Formatting and Saving Calculated Results 215

Hands-On Exercise 1:

Calculations and Expressions 218

The Expression Builder and Functions         223

Creating Expressions with the Expression Builder 223

Using Built-In Functions in Access 225

Hands-On Exercise 2:

The Expression Builder and Functions 228

Aggregate Functions         233

Adding Aggregate Functions to Datasheets 233

Creating Queries with Aggregate Functions 234

Hands-On Exercise 3:

Aggregate Functions 240

Chapter Objectives Review         243

Key Terms Matching         244

Multiple Choice 245

Practice Exercises         246

Mid-Level Exercises         249

Beyond the Classroom         253

Capstone Exercise 255

Chapter Four Creating and Using Professional Forms and Reports:

Moving Beyond Tables and Queries 257

Objectives         257

Case Study: Coffee Shop Starts New Business         257

Form Basics         258

Creating Forms Using Form Tools 258

Using Form Views 265

Working with a Form Layout Control 268

Sorting Records in a Form 270

Hands-On Exercise 1:

Form Basics 272

Report Basics         278

Creating Reports Using Report Tools 278

Using Report Views 285

Modifying a Report 287

Sorting Records in a Report 290

Hands-On Exercise 2:

Report Basics 292

Chapter Objectives Review         296

Key Terms Matching         298

Multiple Choice 299

Practice Exercises         300

Mid-Level Exercises         303

Beyond the Classroom         306

Capstone Exercise 307

Chapter Five Data Validation and Data Analysis: Reducing Errors and

Extracting Better Information

Objectives         309

Case Study: Implementing a New Database At

Tommy's Shelter 309

Data Validation in Tables         310

Establishing Data Validation 310

Creating an Input Mask 313

Creating and Modifying a Lookup Field 315

Hands-On Exercise 1:

Data Validation in Tables 320

Data Analysis Using Advanced Select Queries         325

Creating a Parameter Query 325

Using Advanced Functions in the Expression Builder 329

Performing Date Arithmetic 335

Hands-On Exercise 2:

Data Analysis Using Advanced Select Queries 339

Chapter Objectives Review         344

Key Terms Matching         345

Multiple Choice 346

Practice Exercises         347

Mid-Level Exercises         350

Beyond the Classroom         352

Capstone Exercise 354

Chapter Six Action and Specialized Queries: Moving Beyond the Select Query 357

Objectives         357

Case Study: Replacememt China, Inc. 357

Action Queries         358

Determining When to Use an Action Query 358

Updating Data with an Update Query 360

Adding Records to a Table with an Append Query 363

Creating a Table with a Make Table Query 366

Deleting Records with a Delete Query 367

Hands-On Exercise 1:

Action Queries 370

Queries for Special Conditions         377

Summarizing Data with a Crosstab Query 377

Finding Duplicate Records with a Query 381

Finding Unmatched Records with a Query 383

Hands-On Exercise 2:

Queries for Special Conditions 387

Chapter Objectives Review         391

Key Terms Matching         392

Multiple Choice 393

Practice Exercises         394

Mid-Level Exercises         398

Beyond the Classroom         401

Capstone Exercise 402

Chapter Seven Advanced Forms and Reports: Moving Beyond the Basics 403

Objectives         403

Case Study: Technical Services         403

Advanced Forms         404

Restricting Edits in a Form 404

Creating a Drop-Down Menu 406

Setting the Tab Order 409

Using Subforms 410

Hands-On Exercise 1:

Advanced Forms 414

Controls and Sections         419

Using Advanced Controls 419

Using Sections 423

Hands-On Exercise 2:

Controls and Sections 431

Chapter Objectives Review         436

Key Terms Matching         437

Multiple Choice 438

Practice Exercises         439

Mid-Level Exercises         442

Beyond the Classroom         444

Capstone Exercise 446

Chapter Eight Get Connected: Exchanging Data Between Access and Other Applications 447

Objectives         447

Case Study: Property Management Data Exchange 447

Connecting Access to External Files         448

Creating a Hyperlink Field 448

Adding an Attachment Field 450

Adding Attachment Controls to Forms and Reports 453

Hands-On Exercise 1:

Connecting Access to External Files 456

Exporting Data to Office AND OTHER Applications         463

Exporting Data to Excel 463

Exporting Data to Word 467

Exporting Data to a PDF or XPS Document 470

Exporting Objects to Another Access Database 473

Hands-On Exercise 2:

Exporting Data to Office and Other Applications 476

Importing Data Into Access         484

Linking to an Access Table 484

Linking to an Excel Spreadsheet 487

Importing an Excel Spreadsheet 490

Importing a Text File 493

Hands-On Exercise 2:

Importing Data into Access 496

Chapter Objectives Review         504

Key Terms Matching         505

Multiple Choice 506

Practice Exercises         507

Mid-Level Exercises         512

Beyond the Classroom         516

Capstone Exercise 517

Chapter Nine Fine-Tuning the Database: Analyzing and Improving

Database Performance 519

Objectives         519

Case Study: The Metropolitan Zoo         519

Database Normalization         520

Verifying First Normal Form 520

Verifying Second Normal Form 523

Verifying Third Normal Form 524

Creating Relationships 526

Hands-On Exercise 1:

Database Normalization 527

Built-In Analysis and Design Tools         531

Using the Database Documenter Tool 531

Using the Performance Analyzer Tool 533

Using the Table Analyzer Tool 535

Using the Database Splitter Tool 538

Hands-On Exercise 2:

Built-In Analysis and Design Tools 541

Database Security 545

Creating a Menu System 545

Encrypting and Password Protecting a Database 548

Digitally Signing and Publishing a Database 550

Saving a Database as an ACCDE File 551

Hands-On Exercise 3:

Database Security 553

Chapter Objectives Review         556

Key Terms Matching         557

Multiple Choice 558

Practice Exercises         559

Mid-Level Exercises         562

Beyond the Classroom         566

Capstone Exercise 567

Chapter Ten Using Macros and SQL in Access: Advanced Techniques 569

Objectives         569

Case Study: Retirement Plan Helps Retain Employees         569

Macro DESIGN 570

Understanding the Purpose of a Macro 570

Creating a Stand-Alone Macro 571

Using the Macro Designer 572

Attaching an Embedded Macro to an Event 573

Hands-On Exercise 1:

Macro Design 577

Data Macros         583

Identifying When to Use a Data Macro 583

Creating an Event-Driven Data Macro 583

Creating a Named Data Macro 584

Hands-On Exercise 2:

Data Macros 587

Structured Query Language 593

Understanding the Fundamentals of SQL 593

Interpreting an SQL SELECT Statement 594

Using an SQL SELECT Statement as a Record Source 596

Hands-On Exercise 3:

Structured Query Language 600

Chapter Objectives Review         603

Key Terms Matching         604

Multiple Choice 605

Practice Exercises         606

Mid-Level Exercises         610

BEYOND THE CLASSROOM 614

Capstone Exercise 615

Application Capstone Exercises

Introductory (Chapters 1–4) 617

Comprehensive (Chapters 5–10) 620

Glossary 623

Index

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