Microsoft 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 Title Page 5 Copyright Page 6 Table of Contents 9 Introduction 17 About This Book 17 Foolish Assumptions 18 Icons Used in This Book 18 Where to Go from Here 19 Part 1 Basic Training 21 Chapter 1 Access 2019 Basic Training 23 What Is Access Good For, Anyway? 24 Building big databases 24 Creating databases with multiple tables 25 Databases with user forms 28 Databases that require special reporting 29 What’s New in Access 2019? 32 Reach Out with SharePoint 33 How Access Works and How You Work with It 34 Opening Access 34 Selecting a starting point 35 Now What? 39 Chapter 2 Navigating the Access Workspace 41 Diving Right In 43 Working with Onscreen Tools in Access 45 Clicking tabs 46 Using buttons 47 The File tab and Quick Access tools 47 Accessing panes, panels, and context-sensitive tools 49 Customizing the Access Workspace 50 Repositioning the Quick Access Toolbar 50 Adding buttons to the Quick Access Toolbar 51 Removing buttons from the Quick Access Toolbar 53 Minimizing the Ribbon 53 Working with ScreenTips 54 Mousing Around 57 Navigating Access with the Alt Key 57 Chapter 3 Database Basics 59 Database Lingo 59 Data, no matter how you pronounce it 60 Fields of dreams (or data) 60 Records 61 Tables 61 The database 61 Field Types and Uses 62 Choosing Between Flat and Relational Databases 67 Isolationist tables 67 Tables that mix and mingle 68 Building a Database 69 Adding and Removing Tables 73 One more, please 73 Oops, I didn’t mean to do that 75 Part 2 Getting It All on the Table 77 Chapter 4 Sounds Like a Plan 79 Planning Your Database Tables 79 Reviewing fields 80 Determining data types 80 The new normal 82 Understanding normal forms 82 Normalizing your tables 83 Building Tables in Design View 86 Creating fields 86 Setting data types 88 Chapter 5 Table Tune Ups 91 The Primary Key to Success 92 The lowdown on primary keys 92 Creating a primary key 93 Making Tables Get Along 95 Rules of relationships 95 Relationship types 96 Building Table Relationships 98 The Relationships window 98 Table relationships 99 Indexing for Faster Queries 103 Creating your own index 104 Adding and removing indexes 107 Chapter 6 Remodeling Your Data 109 Opening a Table for Editing 110 Inserting Records and Fields 113 Adding a record 113 Inserting a field 114 Deleting a field 117 Modifying Field Content 118 Name-Calling 119 Renaming fields 120 Renaming a table 122 Turn Uh-Oh! into Yee-Hah! 124 Chapter 7 Types, Masks, and Triggers 125 Access Table Settings 126 Field Data Formats 128 Text fields 129 Number and currency fields 131 Date/time fields 134 Yes/No fields 135 Gaining Control of Data Entry 137 You really need to put a mask on those fields 137 To require or not to require 144 Making your data toe the line with validation 145 Give Your Fingers a Mini Vacation by Default 147 Part 3 Data Management Mania 149 Chapter 8 A Form for All Reasons 151 Generating Forms 151 Keeping it simple: Form tools 153 Granting most wishes: The Form Wizard 155 Customizing Form Parts 159 Taking the Layout view 159 The theme’s the thing 161 Managing form controls 161 Managing Data in Form View 166 Navigating and finding records 166 Saving, clearing, and deleting 167 Chapter 9 Importing and Exporting Data 169 Retrieving Data from Other Sources 170 Translating data formats 170 Importing and linking 173 Hit the Road, Data 178 Export formats 178 Exporting table or query data 179 Exporting a report to PDF 181 Chapter 10 Automatically Editing Data 183 Please Read This First! 183 Creating Consistent Corrections 186 Using Queries to Automate the Editing Process 189 Looking for duplicate records 189 Running the Find Duplicates Query Wizard 190 Chapter 11 Access and the Web 195 How Access Works with the Web 195 Understanding Office 365 196 Connect Office 365 to Access 2019 197 Your data and the cloud 198 Upload your Access desktop data to the cloud 199 Click! Using Hyperlinks in your desktop Access database 202 Adding a Hyperlink field to your desktop database table 203 Fine-tuning your hyperlinks 204 Testing links 206 Part 4 The Power of Questions 207 Chapter 12 Finding, Filtering, and Sorting Your Data — Fast 209 Using the Find Command 210 Finding anything fast 210 Shifting Find into high gear 212 Sorting Alphabetically and Numerically 215 Sorting by a single field 215 Sorting on more than one field 216 Fast and Furious Filtering 217 Filtering by a field’s content 218 Filter by selection 219 Filter by Form 220 Unfiltering Filter by Form 223 Filter by excluding selection 223 Chapter 13 I Was Just Asking . . . for Answers 225 Simple (Yet Potent) Filter and Sort Tools 226 Filter things first 226 Fact-finding with fun, fast filtering 229 Here’s the “advanced” part 230 Select Queries 236 Solid relationships are the key to getting it all (from your tables) 237 Running the Query Wizard 237 Getting Your Feet Wet with Ad Hoc Queries 243 Adding the finishing touches 246 Saving the query 247 Running your query 249 Chapter 14 I Want These AND Those OR Them 251 Working with AND and/or OR 252 Data from here to there 253 Using multiple levels of AND 254 Establishing criteria with OR 255 Combining AND with OR and OR with AND 256 Chapter 15 Number Crunching with the Total Row 259 Say Hello to the Total Row 259 Adding the Total Row to Your Queries 261 Working Out the Total Row 262 Putting it together with Group By 263 Well, that certainly sums it up 264 Counting, the easy way 266 Narrowing the results with Where 267 Creating Your Own Top-Ten List 268 Choosing the Right Field for the Summary Instruction 270 Chapter 16 Express Yourself with Formulas 271 A Simple Calculation 272 Complex Calculations 274 Calculate ’til you drop! 275 Using one calculation in another 275 Using parameter queries to ask for help 277 “Adding” words with text formulas 278 Hooray for Expression Builder 280 Chapter 17 Take Charge with Action Queries 285 Easy Update 286 Add Records in a Flash 290 Quick Cleanup 293 Part 5 Simple and Snazzy Reporting 297 Chapter 18 Fast and Furious Automatic Reporting 299 Quick and Not-S0-Dirty Automatic Reporting 300 Creating a quick, one-table report 301 Starting the Report Wizard 305 Previewing Your Report 310 Zooming in and out and all around 311 Pop goes the menu 313 Beauty Is Only Skin (Report) Deep 314 The Print Options tab 314 The Page tab 316 The Columns tab 317 Chapter 19 Professionally Designed Reports Made Easy 319 Report Repairs 320 Report Organization 321 Structural devices 322 Page breaks 324 Formatting Stuff 326 Adding color 329 Relocation, relocation, relocation 330 One size does not fit all 332 Spaced-out controls 333 Borderline beauty 334 Tweaking your text 337 Sneaking a Peek 339 Getting a Themes Makeover 340 Adding More Design Elements 341 Drawing lines 341 Pretty as a picture 342 Adding a logo 343 Chapter 20 Groups and Page Breaks, Headers and Footers 345 A Place for Everything and Everything in Its Place 346 Layout basics 346 Sections 348 Grouping your records 351 So you want more? 354 Customizing Properties 354 Controlling report and page headings 357 Adjusting individual sections 359 Itemized adjustments 360 Chapter 21 Mailings to the Masses 367 Massive Mailings with the Label Wizard 367 Part 6 The Parts of Tens 375 Chapter 22 Ten Common Problems 377 That’s Just Not Normal 378 You Type 73.725, but It Changes to 74 379 The Words They Are A-Changing 379 Was There and Now It’s Gone 380 Undo 381 Search for the missing record 381 Backup recovery 381 You Run a Query, but the Results Aren’t What You Expect 382 The Dreaded Parameter Dialog Box 383 The Slowest Database in Town 384 Your Database File Is as Big as a House 385 You Get a Mess When Importing Your Spreadsheet 387 We’re Sorry; Your Database File Is Corrupt 387 Chapter 23 Ten Uncommon Tips 389 Document Everything as Though One Day You’ll Be Questioned by the FBI 390 Keep Your Fields as Small as Possible 391 Use Number Fields for Real Numbers 392 Validate Your Data 392 Use Understandable Names to Keep Things Simple 393 Delete with Great Caution 393 Backup, Backup, Backup 393 Think, Think, and Think Again 394 Get Organized and Stay Organized 394 There’s No Shame in Asking for Help 395 Appendix A Getting Help 397 Index 399 EULA 435 **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 upSimplify your data entry with forms and tablesWrite queries that produce answers to your data questionsSimplify input with formsThere's no time like the present to get your hands on the insight that database beginners need to become Access gurus.