Microsoft Access
Project 3
Objectives
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Add records to a table
Locate records
Filter records
Change the contents of records in a table
Delete records from a table
Restructure a table
Change the field characteristics
Objectives cont…
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Add a field
Save changes to the structure
Update the contents of a single field
Make changes to groups of records
Delete groups of records
Create validation rules
Objectives cont…
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Update a table with validation rules
Specify referential integrity
Use subdatasheets
Order records
Create sing-field and multiple-field
indexes
Introduction
• Updating
• Mass updates
• Mass deletions
• Restructure
• Indexes
Project Three – Maintaining the
Alisa Vending Services
Database
• Make changes as requested by the
company
• Includes
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Restructuring
Adding fields
Validation rules
Indexes
Opening the Database
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Open Access
Click Open on the Database Toolbar
Select Database
Click the Open button
Adding,
Changing
and
Deleting
• Adding Records
Adding, Changing and
Deleting
• Searching for a Record
• Use Find, and enter Search Criteria
Adding, Changing and
Deleting
• Changing the Contents of a Record
Adding, Changing and
Deleting
• Switching Between Views
• Toolbar method
• Menu method
Adding, Changing and
Deleting
• Filtering Records
• Filter by Selection
Adding, Changing and
Deleting
• Deleting Records
• Select Records
• Edit Delete Records
Changing the Structure
• Changing the Size of a Field
• Switch to Design View
• Select Field to Resize
• Enter Size
Changing the Structure
• Adding a New Field
• Select Insertion Point
• Press Insert Key
Changing the Structure
• Deleting a Field
• Click row to delete
• Press DELETE button
Changing the Structure
• Updating the Restructured Database
• Switch to datasheet view
• Enter data into the new field
Changing the Structure
• Resizing Columns
• Field Selector
Using an Update Query
• Create the Query
• Enter Update Value
• Run the Query
Using a Delete Query
• Create The Query
• Enter Criteria
• Run the Query
Creating Validation Rules
• Specifying a Required Field
• Select Field
• Change Required to Yes
Creating Validation Rules
• Specifying a Range
• Select Field
• Go to Validation Rule
• Enter Range
• Enter Validation Text
Creating Validation Rules
• Specifying a Default Value
• Select Field
• Enter Default Value
Creating Validation Rules
• Specifying a Collection of Legal
Values
• Select Field
• Use OR in Validation Rule
Creating Validation Rules
• Using a Format
• Select Field
• Enter Format
Creating Validation Rules
• Saving Rules, Values, and Formats
• Click Close Window button
• Save Changes
Creating Validation Rules
• Updating a Table that Contains
Validation Rules
• Access makes sure that data entered
follows the rules or else it is not
accepted
Creating Validation Rules
• Making Individual Changes to a
Field
• In Datasheet View, Select Individual
Record
• Select Field
• Make Changes
Specifying Referential
Integrity
• Referential Integrity
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Close Open Datasheets
Click Relationships Button
Set Relationships
Save
Using Subdatasheets
• Subdatasheets Allow you to view
related records from a table which has
a relationship with the current table
Ordering Records
• Ordering Records on Multiple
Fields
• Click field selector
• Select fields
• Click Sort button of choice
Creating and Using
Indexes
• How Does Access Use an Index?
• When Should You Create an Index?
Creating and Using
Indexes
• Creating Single-Field Indexes
• In Design View, Select Field
• Change Indexed to yes
Creating and Using
Indexes
• Creating Multiple-Field Indexes
• Click on Indexes button
• In blank row below Index name, add
field names without new Index name
Closing the Database
• Click the Close button for the Alisa
Vending Services : Database
window