TEAMFLY Team-Fly ® Microsoft ® Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio i P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:43 PM Color profile: Generic CMYK printer profile Composite Default screen Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio ii About the Author Virginia Andersen became a writer and consultant after retiring from her defense contracting career. Since then, she has written over 35 books about personal-computer-based applications, including database management, word processing, and spreadsheet analysis. Virginia spent nearly 15 years teaching computer science, mathematics and systems analysis at the graduate and undergraduate levels at several southern California universities. During her years as a programmer/systems analyst, Virginia used computers for many diverse projects, including lunar mapping for the Apollo astronauts’ landing, reliability engineering, undersea surveillance, weapon system simulation, and naval communications. She has also recently published her memoirs, “Digital Recall: Computers Aren’t the Only Ones with Memory” describing many of these hands-on experiences. Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio ii P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:43 PM Color profile: Generic CMYK printer profile Composite Default screen Microsoft ® Office Access 2003: The Complete Reference Virginia Andersen McGraw-Hill/Osborne New York Chicago San Francisco Lisbon London Madrid Mexico City Milan New Delhi San Juan Seoul Singapore Sydney Toronto Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 Blind Folio iii P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:43 PM Color profile: Generic CMYK printer profile Composite Default screen McGraw-Hill/Osborne 2100 Powell Street, 10th Floor Emeryville, California 94608 U.S.A. To arrange bulk purchase discounts for sales promotions, premiums, or fund-raisers, please contact McGraw-Hill/Osborne at the above address. For information on translations or book distributors outside the U.S.A., please see the International Contact Information page immediately following the index of this book. Microsoft ® Office Access 2003: The Complete Reference Copyright © 2003 by The McGraw-Hill Companies. All rights reserved. Printed in the United States of America. Except as permitted under the Copyright Act of 1976, no part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of publisher, with the exception that the program listings may be entered, stored, and executed in a computer system, but they may not be reproduced for publication. 1234567890 DOC DOC 019876543 Book p/n 0-07-222918-7 and CD p/n 0-07-222919-5 parts of ISBN 0-07-222917-9 Publisher Brandon A. Nordin Vice President & Associate Publisher Scott Rogers Acquisitions Editor Megg Morin Project Editor Elizabeth Seymour Acquisitions Coordinators Tana Allen, Athena Honore Technical Editor Margaret Levine Young Copy Editor Marcia Baker Proofreaders Marian Selig, Susan Carlson Greene Indexer Jack Lewis Composition Carie Abrew, Tara A. Davis, Lucie Ericksen Illustrators Kathleen Fay Edwards, Melinda Moore Lytle, Lyssa Wald Series Design Peter F. Hancik, Lyssa Wald This book was composed with Corel VENTURA ™ Publisher. Information has been obtained by McGraw-Hill/Osborne from sources believed to be reliable. However, because of the possibility of human or mechanical error by our sources, McGraw-Hill/Osborne, or others, McGraw-Hill/Osborne does not guarantee the accuracy, adequacy, or completeness of any information and is not responsible for any errors or omissions or the results obtained from the use of such information. Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter Blind Folio FM:iv P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:43 PM Color profile: Generic CMYK printer profile Composite Default screen Contents at a Glance Part I Getting Started 1 Quick Tour of Microsoft Office Access 2003 . . . . . . . . . . . . . . . . . . . . 3 2 The World of Relational Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 3 Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 4 Creating and Modifying Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 5 Relating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 6 Entering and Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Part II Retrieving and Presenting Information 7 Sorting, Filtering, and Printing Records . . . . . . . . . . . . . . . . . . . . . . . . 159 8 Extracting Information with Queries . . . . . . . . . . . . . . . . . . . . . . . . . . 179 9 Creating Advanced Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 10 Creating Form and Report Designs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 11 Using the Form Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 12 Customizing Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307 13 Using the Report Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 14 Customizing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375 15 Creating Charts and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409 Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter FM:v P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:43 PM Color profile: Generic CMYK printer profile Composite Default screen Part III Improving the Workplace 16 Customizing the Workplace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437 17 Improving Database Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 18 Understanding Events and the Event Model . . . . . . . . . . . . . . . . . . . . 481 19 Automating with Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497 20 Customizing Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 525 21 Creating Custom Switchboards and Dialog Boxes . . . . . . . . . . . . . . . 553 Part IV Sharing Data with Others 22 Exchanging Database Objects and Text . . . . . . . . . . . . . . . . . . . . . . . . 585 23 Exchanging Data with Outside Sources . . . . . . . . . . . . . . . . . . . . . . . . 609 24 Sharing with Multiple Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629 25 Securing a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 643 A Converting to Access 2003 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667 B What’s on the CD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 675 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679 vi Microsoft Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:44 PM Color profile: Generic CMYK printer profile Composite Default screen Contents Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxiii Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxv Part I Getting Started 1 Quick Tour of Microsoft Office Access 2003 . . . . . . . . . . . . . . . . . . . 3 Starting Access and Opening a Database . . . . . . . . . . . . . . . . . . . . . . . 3 Touring the Access Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Opening a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Touring the Database Window . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Looking at Menu Options and Toolbar Buttons . . . . . . . . . . . 12 Using Shortcut Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Opening a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Touring the Datasheet View . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Looking at a Subdatasheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Looking at Data in a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Looking at the Wizards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Asking a Question . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Using the Microsoft Access Help Task Pane . . . . . . . . . . . . . . 23 Asking the Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Asking What’s This? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Getting Help with What You’re Doing . . . . . . . . . . . . . . . . . . . 26 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter FM:vii P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:33:24 PM Color profile: Generic CMYK printer profile Composite Default screen 2 The World of Relational Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 What Is a Relational Database? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Purpose of Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Types of Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Referential Integrity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Defining Database Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Inspecting the Sample Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Looking at the Data Distribution . . . . . . . . . . . . . . . . . . . . . . . . 33 Viewing Table Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 The Payoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 A Custom Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 A Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 3 Creating a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Designing the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Introducing Home Tech Repair . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Determining Goals of the Database . . . . . . . . . . . . . . . . . . . . . . 42 Distributing the Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Specifying Key Fields and Relationships . . . . . . . . . . . . . . . . . 46 Completing the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Using the Database Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Previewing the Database Templates . . . . . . . . . . . . . . . . . . . . . 48 Stepping Through the Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Running the New Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Starting with a Blank Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 4 Creating and Modifying Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Creating a New Table Structure with the Table Wizard . . . . . . . . . . . 57 Adding Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Setting the Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Relating to Existing Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Creating a New Table from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Touring the Table Design View . . . . . . . . . . . . . . . . . . . . . . . . . 63 Adding Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Choosing a Primary Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Creating Other Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Saving the Table Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 viii Microsoft Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:44 PM Color profile: Generic CMYK printer profile Composite Default screen Modifying the Table Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Switching Table Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Adding/Deleting Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Changing the Field Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Changing a Field Name or Type . . . . . . . . . . . . . . . . . . . . . . . . 81 Changing a Field Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Modifying or Deleting the Primary Key . . . . . . . . . . . . . . . . . . 83 Ensuring Data Validity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Defining Field Validation Rules . . . . . . . . . . . . . . . . . . . . . . . . . 85 Defining a Record Validation Rule . . . . . . . . . . . . . . . . . . . . . . 87 Requiring an Entry and Preventing Duplicates . . . . . . . . . . . . 88 Handling Blank Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Assigning a Default Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Copying an Existing Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Setting Table Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 How to Change the Default Table Design Properties . . . . . . . 92 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 5 Relating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Defining a Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Ready-Made Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Using the Relationships Window . . . . . . . . . . . . . . . . . . . . . . . . 96 Viewing and Editing Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Viewing Existing Relationships . . . . . . . . . . . . . . . . . . . . . . . . . 107 Modifying or Deleting a Relationship . . . . . . . . . . . . . . . . . . . . 107 Changing a Table Design from the Relationships Window . . 108 Printing the Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 6 Entering and Editing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Entering New Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Copying and Moving Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Inserting Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Inserting Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Customizing Data Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Adding Custom Input Masks . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Creating Lookup Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Contents ix Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 222917-9 / Front Matter P:\010Comp\CompRef8\917-9\fm.vp Monday, August 11, 2003 1:13:44 PM Color profile: Generic CMYK printer profile Composite Default screen [...]... to show you the new look and feel that comes with Microsoft Office Access 2003 There are the many time-saving and user-friendly features that make Microsoft Office Access 2003 a total database management system Some of the new features in Microsoft Office Access 2003 apply to database design; others apply to creating database objects or to customizing the workplace itself Here are some of the more significant... interpret information? P:\010Comp\CompRef8\91 7-9 \fm.vp Monday, August 11, 2003 1:13:45 PM Color profile: Generic CMYK printer profile Composite Default screen Complete Reference xxvi / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter Microsoft Office Access 2003: The Complete Reference This book is also intended for the users of the other Office applications, such as Word and Excel,... Composite Default screen Complete Reference xxviii / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter Microsoft Office Access 2003: The Complete Reference NOTE This is a note Notes further define terms used in the text or point you in the direction of more information about the subject under discussion TIP This is a tip Tips often provide shortcuts to the process under discussion... P:\010Comp\CompRef8\91 7-9 \fm.vp Monday, August 11, 2003 1:13:45 PM xix Color profile: Generic CMYK printer profile Composite Default screen Complete Reference xx / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter Microsoft Office Access 2003: The Complete Reference TE AM FL Y Copying or Moving Records from Access to Another Application Saving Access Output... Data-Related Controls 307 307 307 P:\010Comp\CompRef8\91 7-9 \fm.vp Monday, August 11, 2003 1:13:44 PM xiii Color profile: Generic CMYK printer profile Composite Default screen Complete Reference xiv / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter Microsoft Office Access 2003: The Complete Reference Adding Yes/No Controls Adding User-Interactive... P:\010Comp\CompRef8\91 7-9 \ch01.vp Friday, August 08, 2003 12:08:39 PM Color profile: Generic CMYK printer profile Composite Default screen Complete Reference / Microsoft Office Complete Reference / 4 Access 2003: TCR / Anderson / 22291 7-9 / Chapter 1 Part I: Getting Started FIGURE 1-1 The Access opening window with the Getting Star ted task pane Touring the Access Window The Access window shows a title bar, a menu... P:\010Comp\CompRef8\91 7-9 \fm.vp Monday, August 11, 2003 1:13:44 PM xv Color profile: Generic CMYK printer profile Composite Default screen Complete Reference xvi / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter Microsoft Office Access 2003: The Complete Reference 15 Creating Charts and Graphs Creating a New Chart The Anatomy... Across Several Access Versions Converting from Access 2002 2003 to Access 97 Converting from Access 2002 2003 to Access 2000 667 667 668 669 669 670 670 672 672 673 B What’s on the CD Instructions for Using the Access Quick Reference on the CD-ROM Instructions for Using the Access Database Files on the CD-ROM 675... Composite Default screen Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 Blind Folio xxx TE AM FL Y This page intentionally left blank Team-Fly® P:\010Comp\CompRef8\91 7-9 \fm.vp Monday, August 11, 2003 1:13:46 PM Color profile: Generic CMYK printer profile Composite Default screen Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Chapter 1 Blind... for the Windows environment in the same way: by clicking the Start button and pointing to Programs in the Start menu Depending on how you installed Access 2003, the name might appear as a separate item in the Programs (or All Programs, if you’re using Windows XP) list or as one of the programs in the Microsoft Office menu If you don’t see Microsoft Access in the Programs list, choose Microsoft Office, . Team-Fly ® Microsoft ® Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 Blind Folio i P:10CompCompRef891 7-9 fm.vp Monday,. . . 679 vi Microsoft Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter P:10CompCompRef891 7-9 fm.vp Monday,. . . . 176 x Microsoft Office Access 2003: The Complete Reference Complete Reference / Microsoft Office Access 2003: TCR / Anderson / 22291 7-9 / Front Matter P:10CompCompRef891 7-9 fm.vp Monday,