Access 2013 on Demand

Steve Johnson has written more than 80 books on a variety of computer software, including Adobe Edge Animate, Adobe Photoshop CS6, Adobe Dreamweaver CS6, Adobe InDesign CS6, Adobe Illustrator CS6, Adobe Flash Professional CS5, Microsoft Windows 8, Microsoft Office 2013 and 2010, Microsoft Office 2008 for the Macintosh, and Apple OS X Mountain Lion. In 1991, after working for Apple Computer and Microsoft, Steve founded Perspection, Inc., which writes and produces software training. When he is not staying up late writing, he enjoys coaching baseball, playing golf, gardening, and spending time with his wife, Holly, and three children, JP, Brett, and Hannah. Steve and his family live in Northern California, but can also be found visiting family all over the western United States.

Introduction xvii

1 Getting Started with Access 1

Understanding How Databases Store Data 2

Starting Access 4 New!

Using the Ribbon 6

Choosing Commands 7 New!

Working with the Ribbon and Toolbars 8

Choosing Dialog Box Options 10

Using the Status Bar 11

Creating a Database 12 New!

Opening a Database 14 New!

Converting an Existing Database 16

Viewing the Access Window 17

Arranging Windows 18

Using Task and Window Panes 19

Getting Help While You Work 20 New!

Saving a Database 22

Saving a Database with Different Formats 24

Working with Accounts 25 New!

Working with Online Storage 26 New!

Closing a Database and Exiting Access 28 New!

2 Touring Access Databases 29

Opening a Sample Database 30

Warnings About Macros and Add-Ins 31

Using a Switchboard 32

Changing Database Display Options 33

Viewing Database Objects 34

Working with Database Objects 36

Grouping and Hiding Database Objects 38

Touring a Table 40

Touring a Form 42

Entering Data 43

Touring a Query 44

Touring a Report 45

Switching Views 46

3 Planning and Creating a Custom Database 49

Creating a Custom Database Template 50 New!

Using a Custom Database Template 52 New!

Planning Tables 54

Creating Tables in a Database 55

Creating a Table by Entering Data 56

Creating an Application Part Using a Template 57

Importing Data into Tables 58

Linking to Data in Tables 59

Working with Table Records 60

Working with a Table in Design View 62

Specifying a Primary Key in Design View 63

Planning Table Relationships 64

Defining Table Relationships 66

Creating and Printing a Table Relationship Report 68

Ensuring Referential Integrity 70

Identifying Object Dependencies 71

Modifying Object Dependencies 72

4 Working with Fields 73

Inserting Fields 74

Working with Fields 76

Specifying Data Types and Field Properties 78 New!

Viewing Field Properties 79

Changing Field Properties 80

Updating Field Properties 82

Setting Field Size 83

Formatting Text Values 84

Formatting Long Text with Rich Text 85 New!

Formatting Date and Time Values 86

Formatting Number and Currency Values 88

Performing a Total Calculation 89

Creating Input Masks 90

Creating Indexed Fields 92

Specifying Required Fields and Default Values 94

Adding a Caption to a Field 95

Validating Field Values 96

Creating a Lookup Field 98

Setting Lookup Properties 100

Creating a Multivalued Field 101

Attaching Files to Field Records 102

Creating a Field Data Type Template 104

Setting Table Properties 106

5 Working with Tables 107

Working with Tables 108

Repairing Renaming Errors 110

Managing Linked Tables 111

Working with the Clipboard 112

Editing Text 114

Entering Data Accurately with AutoCorrect 116

Finding and Replacing Text 118

Checking Spelling 120

Using Custom Dictionaries 122

Formatting a Datasheet 123

Arranging Field Columns 124

Changing the Size of Field Columns 126

Managing Field Columns 127

Sorting Records 128

Viewing a Subdatasheet 130

Filtering Out Records 132

Creating Complex Filters Using Forms 134

6 Locating Specific Information Using a Query 135

Understanding Types of Queries 136

Creating a Query in Design View 137

Getting Information with a Query 138

Modifying a Query in Design View 139

Creating a Query Using a Wizard 140

Changing the Query Fields 142

Specifying Criteria for a Single Field 144

Specifying Criteria for Multiple Fields 145

Creating Queries with Comparison and Logical Operators 146

Performing Calculations in Queries 148

Creating a Parameter Query 150

Finding Duplicate Fields 152

Finding Unmatched Records 153

Creating New Tables with a Query    154

Adding Records with a Query 155

Deleting Records with a Query 156

Updating Records with a Query 157

Summarizing Values with Crosstab Query 158

Creating SQL-Specific Queries 160

7 Simplifying Data Entry with Forms 161

Creating Forms 162

Working with Form Controls 163

Creating a Form 164

Creating a Blank Form 165

Creating a Form Using the Form Wizard 166

Creating a Navigation Form 168

Creating a Multiple Items Form 169

Creating a Datasheet Form 170

Creating a Dialog Form 171

Creating a Split Form 172

Entering and Editing Data in a Form 174

Working with a Form in Layout View 176

Working with a Form in Design View 178

Modifying a Form 180

Adding Existing Fields 182

Adding and Modifying Controls 184

Adding Controls with a Wizard 186

Creating a Subform 188

Enhancing a Form 190

Working with Themes on Forms 192

Using Windows Themes on Forms 194

8 Creating Reports to Convey Information 195

Exploring Different Ways to Create a Report 196

Creating a Report 198

Creating a Blank Report 200

Creating Mailing Labels 201

Using Sections in Design View 202

Working with Controls 203

Creating and Modifying a Report in Design View 204

Using Buttons and Controls 206

Arranging Information 208

Inserting a Title, Page Numbers, or the Date and Time 210

Inserting a Picture as a Logo 212

Setting Properties 213

Performing Calculations in Reports 214

Grouping and Sorting in Reports 216

Inserting a Header or Footer 218

Assigning a Shortcut Key to a Control 219

Checking for Errors in Reports and Forms 220

Changing the Page Setup 222

Previewing Information 224

Printing Information 225

9 Improving the Appearance of Forms and Reports 227

Applying a Theme to a Form or Report 228

Creating a Custom Theme 230

Formatting a Form or Report 232

Adding Lines and Rectangles 234

Changing Line or Border Thickness and Style 235

Changing Colors 236

Applying Styles, Shapes, and Effects 238

Applying Special Effects 240

Applying the Format Painter 241

Applying Conditional Formatting 242

Changing Tabbing Order 244

Resizing and Moving Controls 246

Aligning Controls 248

Positioning Controls 250

Grouping and Ungrouping Controls 252

Changing Gridlines 253

Creating a Tabular or Stacked Layout 254

Changing Control Margins and Padding 256

Changing Control Rows and Columns 257

Sharing Information Among Documents 258

Copying and Pasting Objects 259

Inserting a New Object 260

Inserting an Object from a File 261

Inserting a Picture 262

Inserting Excel Charts and Worksheets 264

Inserting a Graph Chart 266

Formatting Chart Objects 268

Moving and Resizing an Object 270

Setting OLE Options 271

10 Connecting to Information on the Web 273

Integrating Access and the Internet 274

Creating a Hyperlink Field 276

Inserting a Hyperlink to a File or Web Page 277

Building a Hyperlink with Expressions 278

Linking to an Object in a Database 280

Creating a Hyperlink with an E-mail Address 282

Navigating Hyperlinks 283

Working with Hyperlinks 284

Inserting a Web Browser Control 286

Exporting Database Objects to HTML 288

Importing or Linking to an HTML File 289

Creating a Table Using SharePoint 290

Importing or Linking to SharePoint Data 292

Exporting Data to SharePoint 294

Moving Data to SharePoint 295

Working with SharePoint Data Offline 296

Publishing a Database to SharePoint 297

11 Importing and Exporting Information 299

Importing and Linking Data 300

Saving Import and Export Settings 302

Importing or Linking Data from an Access Database 304

Importing or Linking Data from Excel 306

Importing or Linking Data from a Mail Program 307

Getting Data from Other Sources 308

Importing and Exporting XML Data 310

Exporting Data to Other Programs 312

Merging Data with Word 314

Exporting Data to Excel 316 New!

Creating a PDF Document 318

Creating an XPS Document 319

Saving a Database Object 320

12 Managing a Database 321

Backing Up a Database 322

Compacting and Repairing a Database 323

Changing Database Properties 324

Documenting a Database 325

Analyzing a Database 326

Working with Add-Ins 328

Setting Database Application Options 330

Splitting a Database 332

13 Protecting and Securing a Database 333

Adding Security Encryption to a Database 334

Creating a Digital Certificate 336

Adding a Digital Signature to a Database 337

Packaging and Digitally Signing a Database 338

Avoiding Harmful Attacks 340

Using the Trust Center 342

Selecting Trusted Publishers and Locations 343

Setting Document Related Security Options 344

Setting ActiveX Security Options 345

Setting Add-In Security Options 346

Setting Macro Security Options 348

Changing Message Bar Security Options 349

Setting Privacy Options 350

Locking a Database 351

Locking Database Records 352

14 Customizing Access 353

Setting Current Database Options 354

Setting Object Designers Options 356

Setting Database File Options 358 New!

Setting Editing Options 359

Changing Datasheet Formatting Options 360

Setting Office Options 361 New!

Setting General Options 362 New!

Working with Touch Screens 363 New!

Accessing Commands Not in the Ribbon 364

Using Multiple Languages 365

Working with Office Tools 366 New!

Maintaining and Repairing Office 368 New!

15 Automating and Extending a Database 369

Automating Databases with Macros 370

Creating or Editing a Macro 372

Running and Testing a Macro 374

Creating a Macro Group 376

Creating a Macro Conditional 377

Adding Comments to a Macro 378

Creating a Message Box 379

Assigning a Macro to an Event 380

Assigning a Macro to a Button 382

Assigning a Macro to a Toolbar 383

Extending a Database with VBA 384

Creating a Module 386

Viewing the Visual Basic Editor 387

Creating a Sub Procedure 388

Writing VBA Commands 389

Running a Sub Procedure 390

Copying Commands from the Object Browser 391

Creating a Custom Function 392

Running a Custom Function 393

Creating a Class Module for a Form or Report 394

Setting Project Properties 395

Debugging a Procedure 396

Identifying VBA Debugging Tools 397

Optimizing Performance with an ACCDE File 398

16 Creating a Web App with Access 399

Creating a Web App 400 New!

Opening a Web App 402 New!

Adding Tables and Data to a Web App 404 New!

Viewing and Editing Data from a Web App 406 New!

Creating a View in a Web App 408 New!

Modifying a Web App 410 New!

Changing Properties in a Web App 412 New!

Creating Actions in a Web App 414 New!

Creating Database Objects in a Web App 416 New!

Using the Navigation Pane with Web Apps 417 New!

Launching a Web App in a Web Browser 418 New!

Packaging a Web App 420 New!

Working with a Web App on SharePoint 421 New!

Changing Web App Settings on SharePoint 422 New!

Adding a Web App from the SharePoint Store 423 New!

17 Working Online with Office Documents 425

Working Online with SharePoint and SkyDrive 426 New!

Signing in to SharePoint or SkyDrive 428 New!

Saving and Opening on SharePoint or SkyDrive 430 New!

Accessing Documents on SharePoint 432 New!

Syncing Documents on SharePoint 434 New!

Sharing Documents on SkyDrive 436 New!

Accessing Documents on SkyDrive 438 New!

Managing Documents on SkyDrive 440

Downloading or Uploading Documents on SkyDrive 442

Creating Office Documents on SkyDrive 443

Sending Links to Documents on SkyDrive 444 New!

Comparing the Office Desktop App to the Web App 446

Working with Office Web Apps 448 New!

Saving or Printing in Office Web Apps 450

Co-authoring Documents with Office Web Apps 452 New!

Blocking Co-authoring Documents 454

New Features 455 New!

Microsoft Office Specialist 461

Index 469