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12 CHAPTER 12: Create Charts and Graphs 313 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 12 Patterns, Axis, Y Error Bars, Data Labels, and Options. The 3-D and pie series Format dialog boxes show four tabs. The Patterns tab offers the same color, border, and fill options as before. The other tabs offer the following options: ■ Axis tab Specifies whether to plot the series on the primary or secondary axis. A sample chart illustrates the current choice. ■ Y Error Bars tab Offers the option of displaying the statistical error estimation or the standard deviation in the values either as values or percentages. This option is handy for presenting the results of a statistical survey for which you need to express the validity. ■ Data Labels tab Enables you to display the data values and labels with the data series. You can display the values as percentages or in the unit of the value itself. ■ Options tab For a column data series, this tab enables you to overlap the series and set the amount of overlap, and also specify the amount of space between the sets of data series. Options vary with different types of data series. A 3-D column data series Format dialog box includes the Shape tab that offers different configurations including cones, pyramids, and cylinders. When you choose to format the data table that you have added below the chart, you see only two tabs in the Format dialog box: Patterns and Font. To format the plot area or the walls of a chart, you have only the Patterns options. Change Chart Type When you are creating charts to analyze the data in your database, you may want to try out different representations. You may want to show trends with a line chart or comparative values with a pie chart. There are two ways to change the chart type: ■ Click the Chart Type toolbar button and choose from the palette containing 18 chart types. P:\010Comp\HowTo8\938-1\ch12.vp Friday, August 08, 2003 10:44:55 AM Color profile: Generic CMYK printer profile Composite Default screen 314 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 12 ■ Choose Chart | Chart Type and choose from the Chart Type dialog box. The Standard Types include 14 types with many sub-types for each. In the Standard Types tab, press and hold the button below the Chart sub-type pane to see a sample of the selected chart. The Custom Types tab shows an additional 20 chart types from the built-in list of charts; if you have created any custom chart types, they are displayed when you choose Select from User-Defined. After making your selection, click OK to apply it to the current chart. You can also specify a chart type as the default chart. Set Chart Options You can adjust many additional chart features to achieve the appearance you want. When you choose Chart | Chart Options, the Chart Options dialog box opens with six tabs: Titles, Axes, Gridlines, Legend, Data Labels, and Data Table. P:\010Comp\HowTo8\938-1\ch12.vp Friday, August 08, 2003 10:44:55 AM Color profile: Generic CMYK printer profile Composite Default screen 12 The tabs offer the following options: ■ In the Titles tab, you enter the text you want to display as the chart title and the axes titles. You can specify a primary and secondary title for each axis but only one for the chart itself. ■ In the Axes tab, you specify whether to display the axes and choose the method by which to display the Category (X) axis. CHAPTER 12: Create Charts and Graphs 315 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 12 Troubleshoot Charts Sometimes the changes you make in Microsoft Graph fail to show up in the chart when you switch to Form view or Print Preview even though they appear in Design view. For example, you can change the column headings in the Microsoft Graph datasheet to display the text you want in the legend. When you return to Access, the new labels appear in the design but not in Form view or Print Preview. The reason for this seeming inconsistency is that you have several places in which to specify the chart information and Access must set an order of precedence to decide which values to use. The order is as follows: ■ First, the data in the underlying table or query; for example, the field names or the expressions in the Field row of the query grid. ■ Second, the contents of the Row Source property. ■ Last, the data entered in Microsoft Graph. P:\010Comp\HowTo8\938-1\ch12.vp Friday, August 08, 2003 10:44:55 AM Color profile: Generic CMYK printer profile Composite Default screen ■ In the Gridlines tab, you specify whether to display the gridlines on one or both of the axes. You can choose to display both major and minor gridlines on each axis. ■ In the Legend tab, you choose whether to display the legend with the chart. The Legend tab offers these options for placing the legend: Bottom, Corner, Top, Right, or Left. ■ The Data Labels tab includes the same options as the Data Labels tab in the Format Data Series dialog box. ■ In the Data Table tab you can choose to display the data in the underlying data source in a grid attached to the bottom of the chart. When you choose to display the data table, you can also display the legend keys. Figure 12-11 shows the Total by Year chart with the corresponding data table. The Data Table option is not available for some of the chart types. 316 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 12 FIGURE 12-11 The data table added to the chart If you set the legend text in Microsoft Graph but the underlying query column headings are different, they will override the Microsoft Graph settings. If the columns don’t appear in the order you want in the chart, open the Query Builder and rearrange the fields, left to right; then choose the sort order for each. P:\010Comp\HowTo8\938-1\ch12.vp Friday, August 08, 2003 10:44:56 AM Color profile: Generic CMYK printer profile Composite Default screen HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 blind folio 317 Par t III Improve the Access 2003 Workplace P:\010Comp\HowTo8\938-1\ch13.vp Friday, August 08, 2003 11:18:47 AM Color profile: Generic CMYK printer profile Composite Default screen HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Front Matter Blind Folio FM:ii P:\010Comp\Build8\769-9\fm.vp Tuesday, January 07, 2003 1:28:08 PM Color profile: Generic CMYK printer profile Composite Default screen This page intentionally left blank HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 blind folio 319 Chapter 13 Customize the Workplace P:\010Comp\HowTo8\938-1\ch13.vp Friday, August 08, 2003 11:18:50 AM Color profile: Generic CMYK printer profile Composite Default screen 320 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 How to… ■ Personalize your workplace ■ Create custom groups ■ Change Access startup options ■ Excuse or modify the Office Assistant Some of the features discussed in this chapter have been briefly mentioned in previous chapters; some are covered in detail later. However, we have brought them all together in one place for easy reference. Using the many Access and Windows options, you can change the default appearance and behavior of many aspects of your workplace. In addition to making changes that affect the current Access database, you can change many Access startup options such as displaying a startup form; opening a specific database; and displaying custom icons, menus, and toolbars. Personalize the Workplace You don’t have to bow down to the layout and behavior of the Access environment as it is when first installed. The Access developers have designed a workplace that is appropriate for most users, but if there are some aspects you would like to change, it is easy to change them. For example, if you have a large screen, you might want to see a larger font size. Of course, you can change each of these factors every time you work with Access, but you also can change the default settings once and for all. Rearrange Icons In the Database window, each page displays icons representing objects of that type in the current database. You can change the icon size and amount of detail shown with the icons and arrange them in a specific order, such as by name or date last modified. The changes you make on one page are applied to all the object pages. The buttons at the top of the Database window and the commands in the View menu contain ways to display the object icons as follows: ■ Choose Large Icons to show expanded object icons in rows with the name appearing below each one. ■ Choose Small Icons to show smaller object icons in rows but with the name beside each one. ■ Choose List to show the object icons in columns with the name beside each one. ■ Choose Details to show each object icon in a single row with its name and four additional columns containing other information about the object: the description you entered in the object property sheet, the time/date the object was last modified, the time/date the object was created, and the type of object. P:\010Comp\HowTo8\938-1\ch13.vp Friday, August 08, 2003 11:18:50 AM Color profile: Generic CMYK printer profile Composite Default screen 13 CHAPTER 13: Customize the Workplace 321 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 When you show the object icons with the details, you can make other adjustments to the display. For example, you can resize the column width by dragging the vertical column separator in the column heading or resize it to fit the widest information in it by double-clicking the column separator. If you want to sort the icons by one of the detail categories, just click once in the column heading to sort in ascending order. Click in the column heading again to change the order to descending. The View | Arrange Icons commands sort the icons in ascending order by name, type, date/time created, or date/time modified. These commands accomplish the same arrangements as clicking once in the column headings of the details. The Auto Arrange command, which is available only if you have selected Large Icons or Small Icons, moves the icons back into the specified arrangement. Create a Shortcut If you use an Access object regularly, you can create a shortcut that launches Access and opens the database object directly from the Windows desktop. The easiest way is to drag the object from the Access Database window to the Windows desktop. You must first resize the Access window so you can see the area on the desktop where you want to place the shortcut icon. When you double-click the shortcut, Access opens the database that contains the object and displays the object. To delete a shortcut, click it and press DEL. This does not delete the object itself; only the shortcut. Another way to create a shortcut is to use the Create Shortcut command on the object shortcut menu. With this method, you can create a shortcut in a location other than the desktop by entering a path in the Create Shortcut dialog box. Type a new path in the Location box or click Browse to search for the desired location and let Access fill in the path for you. If the database is on a network, Access automatically selects the This Database is on the Network check box and fills in the path in the Full Network Path box. P:\010Comp\HowTo8\938-1\ch13.vp Friday, August 08, 2003 11:18:51 AM Color profile: Generic CMYK printer profile Composite Default screen If you have moved the database that is the destination of a shortcut, remove the shortcut and create a new one with the new path. Set Workplace Options Access is installed with certain characteristics set as defaults. For example, the width of the print margins, default database folder, color of hyperlinks, gridlines, and font styles in a datasheet are set by default. If you find yourself changing specific default values when you work with a database, you can reset the default value to the one you use the most. All default values can be overridden later, if necessary. Access stores most option settings in the workgroup information file instead of your database file. Changes you make to those settings in the Options dialog box apply to any database opened or created by anyone who uses the same workgroup information file. If you don’t check with the others in your workgroup, you might surprise them with your changes. See Chapter 20 for information about workgroups and the workgroup information file. To change default values, choose Tools | Options and click the tab that contains the values you want to change. To change values on more than one tab, keep the Options dialog box open and click another tab. When you are finished setting the default values, click OK to close the dialog box. This chapter won’t cover every option on every tab of the Options dialog box, so if you want to know more about any of the settings, close the Options dialog box, type the option name in the Ask a Question box, and press ENTER to view the Help topic. The Options dialog box has 12 tabs, as shown in Figure 13-1. The following sections describe the most commonly used options. The tab that is visible when you open the Options dialog box is the one you last accessed. View Options The options on the View tab relate to what you see on the screen during specific activities. For example, some of the options determine what you see at startup, others while you are working in the Database window or when you are creating a macro. For example, if you don’t want to see the Startup task pane, clear the Startup Task Pane check box. The “New object shortcuts” option in the Show group refers to items such as “Create form by using wizards” that appear in the object pages of the database window. If you are building an application for an end user who won’t be creating or editing any Access objects, you can clear this check box and have more room in the Database window for the object icons. 322 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 P:\010Comp\HowTo8\938-1\ch13.vp Friday, August 08, 2003 11:18:52 AM Color profile: Generic CMYK printer profile Composite Default screen [...]... but if you want to begin grouping objects from your Access database in a different group, you can create a new custom group You can also add objects from other applications to the group 13 334 How to Do Everything with Microsoft Office Access 2003 To create a new group: 1 Right-click on one of the objects you want to add to the group and choose Add to Group | New Group from the shortcut menu 2 Enter... When this option is checked, the user has access to all the built-in menus If you clear this option, Access hides certain menus such as View and Insert that give the user the power to open an object in Design view and make changes 13 336 How to Do Everything with Microsoft Office Access 2003 ■ Allow Default Shortcut Menus Leave this option checked to allow access to the built-in shortcut menus that appear... Allow Toolbar/Menu Changes option If you want the user to be able to use and modify the toolbars, select both options ■ Allow Toolbar/Menu Changes Check this option to permit the user to modify any of the built-in or custom toolbars and menu bars in the database Clear the option to lock the toolbars by preventing access to the Customize dialog box This option disables the right mouse button click on a toolbar... adjusting the AutoCorrect feature, changing the dictionary, and setting exceptions to correcting apparent misspellings The spelling option settings are shared with other Office users 13 332 How to Do Everything with Microsoft Office Access 2003 FIGURE 13-9 Setting automatic Error Checking default options Table and Query Options The Tables/Queries tab of the Options dialog box is divided into two sections:... interface Access stores an identifier for each object and tracks naming information When Access notices that an object has been changed since the last Name AutoCorrect event, it runs the process again for all items in that object For 13 324 How to Do Everything with Microsoft Office Access 2003 FIGURE 13-2 Setting General default options example, if you have added a text box to a form that is bound to the... animated character with sound that you can change to any one of the seven characters that come with Office If you get tired of the paper clip, you can change to a cat or a dog or even an Einstein character There are also many options that you can set to customize the Assistant to match your needs Show and Hide To open the Office Assistant, choose Help | Show the Office Assistant If the Office Assistant... visible, click Options to display the Options tab of the Office Assistant dialog box (see Figure 13-11) If the balloon is not visible, right-click the character and choose Options from the shortcut menu 13 338 How to Do Everything with Microsoft Office Access 2003 FIGURE 13-11 Setting the Office Assistant options To prevent the Office Assistant from appearing at all, clear the Use the Office Assistant option... not been installed, Access asks whether you want to install it now Click Yes Access may prompt you to insert the Microsoft Office CD To hide the Assistant, right-click the character and choose Hide from the shortcut menu You can also choose Help | Hide Office Assistant to close the assistant To close the Office Assistant balloon, click the character Set Office Assistant Options To customize the help offered... expect to use the Table Analyzer often and don’t want to see the two introductory dialog boxes each time, clear the check mark next to “Show introductory pages?” in the dialog box showing the list of tables 4 Select the table that contains repeated data and click Next 5 The wizard presents a diagram of the suggested redistribution of information (see Figure 14-3) 14 344 How to Do Everything with Microsoft. .. in the objects to analyze, be sure to have enough data in the tables to give the query a good workout 14 348 How to Do Everything with Microsoft Office Access 2003 FIGURE 14-5 The findings of the Performance Analyzer The Analyzer has recommended that you add an index to the Date and DR fields of the Alpha Entry table When you select one of these recommendations, the Analysis Notes show that if you . Default screen 320 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 How to ■ Personalize. icons. 322 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 P:10CompHowTo8938-1ch13.vp Friday,. affected. 332 How to Do Everything with Microsoft Office Access 2003 HowTo-Tght (8) / How to Do Everything with Microsoft Office Access 2003 / Andersen / 222938-1 / Chapter 13 FIGURE 13-9 Setting automatic