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Databases With Access

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Databases

with Access

Learning Made Simple

Moira Stephen

A MSTERDAM •B OSTON H EIDELBERG L ONDON N EW Y ORK O XFORD

P ARIS S AN D IEGO S AN F RANCISCO S INGAPORE S YDNEY T OKYO

Butterworth-Heinemann is an imprint of Elsevier

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Butterworth-Heinemann is an imprint of Elsevier

Linacre House, Jordan Hill, Oxford OX2 8DP, UK

30 Corporate Drive, Suite 400, Burlington, MA 01803, USA

First edition 2006

Copyright © 2006 Elsevier Ltd. All rights reserved

No part of this publication may be reproduced, stored in a retrieval

system or transmitted in any form or by any means electronic,

mechanical, photocopying, recording or otherwise without the prior

written permission of the publisher

Permissions may be sought directly from Elsevier’s Science &

Technology Rights Department in Oxford, UK: phone (+44) (0) 1865

843830; fax (+44) (0) 1865 853333; email: permissions@elsevier.com .

Alternatively you can submit your request online by visiting the

Elsevier web site at http://elsevier.com/locate/permissions , and

selecting Obtaining permission to use Elsevier material

Notice

No responsibility is assumed by the publisher for any injury and/or

damage to persons or property as a matter of products liability,

negligence or otherwise, or from any use or operation of any methods,

products, instructions or ideas contained in the material herein.

TRADEMARKS/REGISTERED TRADEMARKS

Computer hardware and software brand names mentioned in this book

are protected by their respective trademarks and are acknowledged

British Library Cataloguing in Publication Data

A catalogue record for this book is available from the British Library

ISBN-13: 978 0 7506 8186 5

ISBN-10: 0 7506 8186 1

Typeset by P.K.McBride, Southampton

Icons designed by Sarah Ward © 1994

Printed and bound in Italy

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Contents

Preface ............................................................................. vii

1 Getting started 1

What is a database? ......................................................... 2

Access objects ................................................................... 4

Preparing your data ........................................................... 5

Normalisation .................................................................... 7

Primary key ........................................................................ 9

Book shop example ........................................................ 10

Getting into Access ......................................................... 12

The Access screen .......................................................... 13

Help .................................................................................. 14

On-line Help ..................................................................... 17

Exercises ......................................................................... 18

2 Building a database 21

Creating a database ....................................................... 22

Opening a database ....................................................... 23

Creating a table .............................................................. 24

Data types ....................................................................... 25

Properties ........................................................................ 26

Designing the table ......................................................... 27

Setting the primary key .................................................. 28

Save and close ............................................................... 29

Multi-table databases .................................................... 30

Exercises ......................................................................... 32

3 Relationships 35

Relationships .................................................................. 36

Showing tables ................................................................ 37

Making relationships ..................................................... 38

Referential integrity ........................................................ 39

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Editing and deleting ....................................................... 40

Printing ............................................................................. 41

Exercises ......................................................................... 42

4 Data entry and edit 43

Using Datasheet view .................................................... 44

Entering data .................................................................. 45

Editing .............................................................................. 46

Add and delete records ................................................... 47

Adjusting the design ...................................................... 48

Data and related tables ................................................. 49

Exercises .......................................................................... 51

5 rms 53

Creating forms ................................................................ 54

Save and close a form ................................................... 56

Forms and related tables .............................................. 57

Form Wizard .................................................................... 58

Design view ..................................................................... 61

Form header and footer ................................................. 62

Fields and controls ......................................................... 63

Labels .............................................................................. 64

Images ............................................................................. 65

Exercises ......................................................................... 67

6 Datasheet view 71

Simple sort ...................................................................... 72

Multi-level sort ................................................................ 73

Find ................................................................................... 74

Replace ............................................................................ 75

Filtering ............................................................................. 76

The subdatasheet .......................................................... 78

Format a datasheet ........................................................ 81

iv

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