Quick Reference

1. Exploring Access 2007

To open a table, page 5

In the Navigation Pane, expand the Tables category, and then double-click the table you want to open.

To access additional datasheet formatting options, page 6

In Datasheet view, on the Home tab, click the Font Dialog Box Launcher.

To hide the Ribbon, page 7

Double-click the active tab.

To display the Ribbon when it is hidden, page 8

Click any tab.

To unhide the Ribbon, page 8

Double-click the active tab.

To enable macros in the current database, page 12

1.	In the Security Warning area, click Options.
2.	In the Microsoft Office Security Options dialog box, select the Enable this content option, and then click OK.

To add the publisher of a digitally signed database to the Trusted Publishers list, page 12

1.	In the Security Warning area, click Options.
2.	In the Microsoft Office Security Options dialog box, select the Trust all documents from this publisher option, and then click OK.

To add the location of this database to the Trusted Locations list, page 12

1.	In the Microsoft Office Security Options dialog box, click Open the Trust Center.
2.	In the page list in the left pane of the Trust Center, click Trusted Locations.
3.	On the Trusted Locations page, click Add new location.
4.	In the Microsoft Office Trusted Location dialog box, click Browse.
5.	In the Browse dialog box, browse to the folder containing the current database, and then click OK.
6.	In the Microsoft Office Trusted Location dialog box, select the Subfolders of this location are also trusted check box if you want to do so, and then click OK in each of the open dialog boxes.

To change the way Access handles macros in all databases, page 13

1.	Click the Microsoft Office Button, and then click Access Options.
2.	On the Trust Center page of the Access Options dialog box, click Trust Center Settings.
3.	On the Macro Settings page of the Trust Center, select the option for the way you want Access to handle macros: Disable all macros without notification. If a database contains macros, Access disables them and doesn't display the security warning to give you the option of enabling them. Disable all macros with notification. Access disables all macros and displays the security warning. Disable all macros except digitally signed macros. Access automatically enables digitally signed macros. Enable all macros. Access enables all macros.
4.	Click OK in the Trust Center and in the Access Options dialog box.

To open an existing database, page 13

1.	On the Start menu, point to All Programs, click Microsoft Office, and then click Microsoft Office Access 2007.
2.	In the Open Recent Database list, click More, navigate to the folder in which the database is stored, and then double-click the database.

To close a database, page 14

Click the Microsoft Office Button, and then click Close Database.

To view records in a table subdatasheet, page 17

Click the Expand button at the left end of the record.

To hide records in a subdatasheet, page 17

Click the Collapse button at the left end of the record.

To close a document window, page 17

Click the Close Window button at the right end of the document tab.

To move through a table one record at a time, page 18

On the record navigation bar, click the Next Record button.

To move to a specific record on a datasheet, page 18

On the record navigation bar, select the current record number, type the number of the record you want, and then press .

To switch from Datasheet View to Design View, page 19

On the View toolbar, click the Design View button.

To view the properties of a query, page 21

In the Navigation Pane, right-click the query, and then click Object Properties.

To process (or run) a query, page 21

In the Navigation Pane, right-click the query name, and then click Open.

To move through records in a form, page 25

On the record navigation bar, click the Next Record to move forward and the Previous Record button to move backward.

To view a form in Design view when you are currently in Form view, page 26

On the Home tab, in the Views group, click the View button.

To preview a report, page 27

1.	In the Navigation Pane, right-click the report, and then click Print Preview.
2.	Click the report to display a larger view.

To view a table in Print Preview, page 31

Click the Microsoft Office Button, point to Print, and then click Print Preview.

To change the page orientation of a table before printing, page 32

On the Print Preview tab, in the Page Layout group, click the Portrait button or the Landscape button.

To close Print Preview, page 33

On the Print Preview tab, click the Close Print Preview button.

2. Creating a Database

To open a template and save it as a new database, page 39

1.	On the Getting Started with Microsoft Office Access page, in the Template Categories list, click a category.
2.	Click the template icon for the template you want to open.
3.	In the File Name box, type a new name for the database, and note the default path.
4.	Click the Create button.

To open a new blank database, page 42

1.	Open Access.
2.	On the Getting Started with Microsoft Access page, click Blank Database.
3.	In the File Name box, type the name for the database.
4.	Click the Browse for a location button, browse to the folder where you want to save the database, click OK, and then click Create.

To enter information in a database, page 43

Click in an empty cell, type your text, and then press to move to the next cell.

To change a field name, page 44

Double-click the field name, and then type the new name.

To change the data type of a field, page 46

In Design view, click in the data type cell you want to change, click the arrow that is displayed, and then click the data type you want to use.

To change the size of a field, page 46

1.	In Design view, click the field name.
2.	In the Field Properties area, select the current field size, and then enter the new field size.

To close and save a table, page 46

Click the Close button to close the table, and then click Yes to save changes.

To create a table by using a template, page 46

On the Create tab, in the Tables group, click the Table Templates button, and then click the type of template you want to create.

To add a new field name to a table and assign it a data type, page 46

1.	Click in the first blank Field Name cell below the existing field names, type the field name, and then press .
2.	Click the Data Type arrow for the new field, and then click the data type that you want assigned to the field.

To delete a table row while in Design view, page 47

Right-click in the row you want to delete, and then click Delete Rows.

To edit a field name, page 47

Select the part of the field name you want to edit, and then type the new information.

To change the size of a table column, page 48

1.	With the table in Datasheet View, drag the vertical bar at the right edge of a column header to the left or right until the column is the size you want.
2.	To size a column to the minimum width that will display all the text in that field in all records, point to the vertical bar on the right of the column header, and when the pointer changes to a double-headed arrow, double-click.

To change the height of all rows in a table, page 49

With the table in Datasheet View, on the left side of the datasheet, drag the horizontal bar between any two record selectors up or down until the rows are the height you want.

To reset all rows in a table to standard height, page 50

1.	With the table in Datasheet View, on the Home tab, in the Records group, click More, and then click Row Height to display the Row Height dialog box.
2.	In the Row Height dialog box, select the Standard Height check box or type in the height you want in the Row Height box, and then click OK.

To hide and unhide columns, page 50

1.	Click anywhere in the column you want to hide, and in the Records group, click More. Then click Hide Columns.
2.	To restore the hidden column, click More again, and then click Unhide Columns to display the Unhide Columns dialog box.
3.	In the Unhide Columns dialog box, select the check box of the column you want to unhide, and then click Close.

To freeze and unfreeze columns, page 51

1.	Drag through the column header of the column or columns you want to freeze.
2.	With the columns selected, click the More button, and then click Freeze.
3.	To restore the columns to their normal condition, click More, and then click Unfreeze.

3. Populating a Database

To import tables from one Access database into another, page 55

1.	Open the database that you want to import to.
2.	On the External Data tab, in the Import group, click the Access button to open the Get External Data wizard, and then on the Select the source and destination of the data page, click Browse.
3.	In the File Open dialog box, navigate to the database you want to use, click it, and then click Open.
4.	On the Select the source and destination of the data page, with the Import tables, queries, forms, reports, macros, and modules into the current database option selected, click OK.
5.	In the Import Objects dialog box, on the Tables tab, click Select All to select all the tables, or select only the tables you want to import, and then click OK to import any tables you selected.

To migrate a database from an earlier version of Access, page 57

1.	Open the database, click the Microsoft Office Button, point to the Save As arrow, and then click Access 2007 Database.
2.	In the Save As dialog box specify a name and location for the database, and then click Save.

To import information from an Excel worksheet into an existing table in an Access database, page 58

1.	On the External Data tab, in the Import group, click the Excel button.
2.	In the Get External Data wizard, on the Select the source and destination of the data page, click Browse.
3.	In the File Open dialog box, navigate to the workbook you want to use, and then click Open.
4.	On the Select the source and destination of the data page, select the Append a copy of the records to the table option, click the arrow and select the table you want to use in the list, and then click OK.
5.	In the Import Spreadsheet wizard, ensure your worksheet or range is selected, and then click Next.
6.	If appropriate, select the First Row Contains Column Headings check box, click Next, and then click Finish to import the file.

To import a SharePoint list from a collaboration site, page 61

1.	Locate the SharePoint site that contains the list you want to import, and make a note of the site address.
2.	On the SharePoint site, identify the lists you want to copy to the database, and then decide whether you want the entire list or just a particular view.
3.	Review the columns in the source list or view, and identify the database into which you want to import the lists.
4.	On the External Data tab, in the Import group, click the SharePoint List button.
5.	On the Select the source and destination of the data page, under Specify a SharePoint site, click the address of the site you want to connect to, or type it in the box.
6.	Select the Import the source data or Link to the data source option, and click Next. Then, if prompted to do so, enter your site credentials.
7.	In the Import column, select the check box of each list you want to import into the database.
8.	In the Items to Import column, for each of the selected lists, select the view that you want to import into the database.
9.	With the Import display values instead of IDS for fields that look up values stored in another list check box selected, click OK.
10.	If you want to save the import parameters for reuse, select the Save Import Steps check box. On the Save Import Steps page, enter a name and description for the specification, and then click Save Import.

To create an e-mail survey form, and then send the e-mail survey, page 64

1.	Create a database table containing the fields you want to include in your survey. Position the insertion point in the first empty record.
2.	On the External Data tab, in the Collect Data group, click the Create E-mail button.
3.	Follow the steps in the Collect Data Through E-mail Messages wizard to create the form, add and reorder the fields from the table, change field labels, specify the Outlook folder to which the survey results will be delivered, elect to have Outlook automatically add replies to the original Access database table, and specify the survey recipients.
4.	Customize the text of the e-mail message that will be created, and then on the Create the e-mail message page, click Create. Make any changes you want to the message, address it to the survey recipients, and then send it.

To import information from a comma-delimited text file, page 66

1.	On the External Data tab, in the Import group, click the Text File button.
2.	In the Get External Data wizard, on the Select the source and destination of the data page, click the Browse button, navigate to the location of the text file, click the file, and then click Open.
3.	Select the Append a copy of the records to the table option, and in the list, click the text file you want to use. Then click OK.
4.	In the Import Text wizard, click Next.
5.	Select or clear the check boxes you want, click Next, and click Finish to import the text file into the table. Then on the Save Import Steps page, click Close.

To import information from an XML file, page 69

1.	On the External Data tab, in the Import group, click the XML File button.
2.	On the Select the source and destination of the data page of the Get External Data wizard, click the Browse button, and in the File Open dialog box, navigate to the location of the file, click the one you want to use, and then click Open.
3.	On the Select the source and destination of the data page, click OK.
4.	In the Import XML dialog box, select the Structure and Data import option, and click OK. Then on the Save Import Steps page, click Close.

To import information from an HTML file into an existing table, page 72

1.	On the External Data tab, in the Import group, click the More button, and then in the list, click HTML Document.
2.	On the Select the source and destination of the data page of the Get External Data wizard, click the Browse button, navigate to the file you want to use, click the file, and then click Open.
3.	Select the Append a copy of the records to the table option, click the file in the list that you want to use, and then click OK.
4.	In the Import HTML wizard, select the First Row Contains Column Headings check box, and then click Finish.
5.	On the Save Import Steps page, click Close.

To import information from an Outlook folder into a new table in an Access database, page 74

1.	On the External Data tab, in the Import group, in the More list, click Outlook Folder.
2.	In the Get External Data wizard, with the Import the source data into a new table in the current database option selected, click OK.
3.	Expand your primary mailbox folder, click the folder you want to import, and then click Next.
4.	On the Field Options page, click on fields you don't want to import, select the Do not import field (Skip) check box, and then click Next.
5.	On the Primary Key page, decide whether you want to create your own key, let Access create the key, or have no key, and click Next. Then click Finish to import the contents of the folder.
6.	On the Save Import Steps page, click Close.

To import information from a dBASE file into an existing table in an Access database, page 76

1.	On the External Data tab, in the Import group, in the More list, click dBase File.
2.	On the Select the source and destination of the data page of the Get External Data wizard, navigate to the file you want to use, click the file, and then click Open.
3.	Select the Import the source data into a new table in the current database option, and then click OK.
4.	On the Save Import Steps page, click Close.

4. Sharing and Reusing Information

To export a table from one Access database to another, page 81

1.	In the Navigation Pane, under Tables, select the table you would like to export.
2.	On the External Data tab, in the Export group, click the More button, and then in the list, click Access Database.
3.	In the Export Access Database wizard, click the Browse button. In the File Save dialog box, navigate to the folder you want to export to, click it, and then click Save.
4.	In the Export Access Database wizard, click OK. In the Export dialog box, select the options you want, and then click OK.
5.	In the Export dialog box, with the name of the exported table showing in the Export to: box, and Definition and Data selected under Export Tables, click OK.
6.	On the Save Export Steps page, click Close.

To export a table from a database to an Excel workbook, page 83

1.	Open the table in Datasheet view. Then on the External Data tab, in the Export group, click the Export to Excel spreadsheet button.
2.	In the Export Excel Spreadsheet wizard, click the Browse button. Then in the File Save dialog box, navigate to the folder you want to save the table in, and click Save.
3.	In the Export Excel Spreadsheet wizard, select the Export data with formatting and layout check box. Then select the Open the destination file after the export operation is complete check box.
4.	With Excel Workbook selected in the File format list, click OK.
5.	On the Save Export Steps page, click Close.

To export the contents of a table to a SharePoint site, page 85

1.	In the Navigation Pane, select (but don't open) the object you want to export.
2.	On the External Data tab, in the Export group, click the SharePoint List button.
3.	In the Export SharePoint Site wizard, specify the SharePoint site where you want to create the list, change the list name and type a description if you want, and then click OK. Enter your SharePoint site credentials if prompted to do so.

To export a form from a database to an RTF document in Word, page 87

1.	In the Navigation Pane, under Forms, double-click the form you want to export.
2.	On the External Data tab, in the Export group, click the Word button.
3.	In the Export RTF File wizard, click Browse. In the File Save dialog box, navigate to the folder you want to save the form in, and then click Save.
4.	In the Export RTF File wizard, select the Open the destination file after the export operation is complete check box, and then click OK.

To export a table to a text file with formatting, page 90

1.	Open the table in Datasheet view. Then on the External Data tab, in the Export group, click the Text File button.
2.	In the Export Text File wizard, click Browse. In the File Save dialog box, navigate to the folder in which you want to save the file, and then click Save.
3.	In the Export Text File wizard, select the Export data with formatting and layout check box. Then select the Open the destination file after the export operation is complete check box, and click OK.
4.	In the Encode As dialog box, select the options you want, and then click OK.

To export a table from a database to an XML file, page 93

1.	On the External Data tab, in the Export group, click the More button, and then in the list, click XML File.
2.	In the Export XML File wizard, click Browse, and in the File Save dialog box, navigate to the folder you want to store the file in, and click Save.
3.	In the Export XML File wizard, click OK.
4.	In the Export XML dialog box, with the Data (XML) and Schema of the data (XSD) check boxes selected, click OK. Then in the Export XML File wizard, click Close.

To export a report from a database to an HTML file, page 95

1.	In the Navigation Pane, double-click the report you want to export.
2.	On the External Data tab, in the Export group, click the More button, and then click HTML Document.
3.	In the Export HTML File wizard, click Browse. Then in the File Save dialog box, navigate to the folder you want to save the report in, and click Save.
4.	In the Export HTML File wizard, select the Open the destination file after the export operation is complete check box, and then click OK.
5.	In the HTML Output Options dialog box, select the encoding format options you want, and then click OK to export the file.

To copy and paste records between an Access database table and other Office programs, page 98

1.	Select the records you want to copy by pointing to the row selector of the first record you want to select, holding down the primary mouse button, and dragging to the last record you want to select.
2.	On the Home tab, in the Clipboard group, click the Copy button.
3.	Start the Office program you want to copy to, and click where you want to paste the records. Then on the Home tab, in the Clipboard group, click the Paste button.

5. Simplifying Data Entry by Using Forms

To create a form based on a table by using the Form tool, page 105

1.	Open the table on which you want to base the form.
2.	On the Create tab, in the Forms group, click the Form button.

To move labels on a form, page 109

Select the labels to be moved by dragging through them, drag them to a blank section of the form, and then release the selection.

To change the font and font size of a label on a form, page 109

1.	Open the form in Design View, and click the label (not its text box) you want to change.
2.	On the Design contextual tab, in the Font group, click the Font arrow, and then in the list, click the font you want to use.
3.	With the label still selected, click the Font Size arrow, and then in the list, click the size you want.

To edit form control properties by using the Property Sheet pane, page 109

1.	Open the form in Design view, and if the Property Sheet pane is not visible, right-click the desired control, and then click Properties.
2.	In the Property Sheet pane, click the property you want to change, and either type the new value, or click the down arrow and select the value you want. Repeat for all properties that you want to change.

To edit multiple form control properties at once, page 110

1.	Click anywhere in the Detail section of the form, and then drag diagonally to draw a rectangle through some portion of all the controls to select them.
2.	In the Property Sheet pane, click the property you want to change, click the arrow that appears, and then click the option you want. Repeat for all properties that you want to change.

To set the background properties of all controls on a form, page 111

1.	Select all the controls on the form. Then on the Format tab of the Property Sheet pane, click Back Style, and set it to the option you want.
2.	Click Back Color, and then click the ellipsis button.
3.	In the Color Builder, click the square of the color you want.
4.	Set the Special Effect property to the option you want, and the Border Color property to the color you want.

To edit the caption of a form control, page 112

Click the label whose caption you want to change. Then in the Property Sheet pane, click the Caption property, change the text to what you want, and press .

To change the layout of controls on a form, page 112

Drag through all the controls on the form to select them. Then on the Arrange tab, in the Control Layout group, click the Remove button.

To delete a form control label, page 113

Click the label you want to delete, and then press the key.

To select specific control labels on a form, page 113

Hold down the key as you click each control or drag through just the labels you want to select.

To align form controls, page 113

Select the labels (but not their corresponding text boxes), and then in the Property Sheet pane, set the Text Align property to the alignment you want.

To size form control labels to fit their contents, page 113

Select the labels to be sized, and then on the Arrange contextual tab, in the Size group, click the Size To Fit button.

To insert space between form control labels and text boxes, page 114

Select all the text boxes (but not their corresponding labels). Then in the Property Sheet pane, click the Left property, and then change the setting to the amount of space you want.

To save the design of a form, page 114

On the Quick Access Toolbar, click the Save button.

To expand the Detail area of a form, page 115

Point to the right edge of the form Detail grid, and when the pointer changes to a double-headed arrow, drag the edge of the background to the right.

To move a label or text box control on a form, page 116

Click a label or text box, move the pointer over its border, and when the pointer changes to a four-way arrow, drag it to a new location.

To create an AutoFormat form template, page 117

1.	On the Arrange contextual tab, in the AutoFormat group, click the AutoFormat button.
2.	At the bottom of the AutoFormat gallery, click AutoFormat Wizard.
3.	In the AutoFormat dialog box, click the Customize button.
4.	In the Customize AutoFormat dialog box, click Create a new AutoFormat based on the Form option, and then click OK.
5.	In the New Style Name dialog box, type a name for the new style, and then click OK.
6.	Click OK to close the AutoFormat dialog box. Then click the Save button, and close the form.

To add a graphic to a form control, page 120

1.	In the Navigation Pane, under Forms, right-click the form you want to use, and then click Design View.
2.	On the Design contextual tab, in the Controls group, click the Image button, and then click the area where you want to place the image, drag diagonally to draw a rectangle, and release the mouse button.
3.	In the Insert Picture dialog box, navigate to the folder where the graphic you want to use is located, and then double-click the graphic.

To add a caption below a picture, page 121

1.	In the Controls group, click the Label button, and then drag diagonally to draw a rectangle where you want it to appear.
2.	In the active label control, type the caption text, and then press .

To size a label control to fit the text, page 121

Click the label control, and then on the Arrange tab, in the Size group, click the Size to Fit button.

To add a combo box control without using a wizard, page 122

1.	On the Design tab, in the Controls group, look at the Use Control Wizards button. If the button is active (orange), click it to deactivate it.
2.	In the Controls group, click the Combo Box button, and then drag diagonally in the form to draw a rectangle where you want the combo box to appear.

To copy the formatting of one control to another, page 122

Click the box whose formatting you want to copy, and in the Font group, click the Format Painter button. Then click the box to which you want to apply the formatting.

To remove the record selector and scroll bar controls from a form, page 124

1.	In Design view, click the Form selector (the box at the junction of the horizontal and vertical rulers), and then press to display the Property Sheet pane for the entire form (if the sheet is not already displayed).
2.	On the Format tab, change Record Selectors to No, and Scroll Bars to Neither.

To create a form based on the fields in a table by using the Form wizard, page 129

1.	In the Navigation Pane, under Tables, click the table in which you want to create the AutoForm.
2.	On the Create tab, in the Forms group, click the More Forms button, and then in the list, click Form Wizard.
3.	With the open table selected in the Tables/Queries list, click the Move All button to move all the table fields to the Selected Fields list, and then click Next.
4.	On the second page of the wizard, choose the layout of the fields in the new form. On the third page, select a style option.
5.	On the fourth page, with the Open the form to view or enter information option selected, click Finish.

To create a form and subform simultaneously, page 132

1.	On the Create tab, in the Forms group, click the More Forms button, and then click Form Wizard.
2.	On the first page of the Form wizard, in the Tables/Queries list, click the table on which you want to base the form. Then click the Move All button to include all the table fields in the new form.
3.	To create the subform, display the Tables/Queries list, and then click the table on which you want to base the subform.
4.	In the Available Fields list, double-click the fields you want to include in the subform to move them to the Selected fields list, and then click Next.
5.	With your primary table and Form with subform(s) selected, click Next.
6.	With Datasheet selected, click Next.
7.	On the last page of the wizard, select a style, and then click Finish.

To add a subform to a form, page 134

1.	Open the form in Design view. Then on the Design tab, in the Controls group, make sure the Use Control Wizards button is active (orange).
2.	In the Controls group, click the Subform/Subreport button, and then drag diagonally to draw a rectangle in a section where you want to put the subform.
3.	On the Subform wizard's first page, with the Use existing Tables and Queries option selected, click Next.
4.	In the Tables/Queries list, click the type of item you want to use.
5.	Add fields to the Selected Fields list by double-clicking each field. Then click Next, select the options you want, and click Finish.

6. Locating Specific Information

To sort information in one column, page 146

• Click the arrow at the right side of the column header for the column you want to sort, and then click the direction you want to sort the information.
  
  
• Click the header of the column you want to sort, and then on the Home tab, in the Sort and Filter group, click the Ascending or Descending button.
  
  

To sort information in multiple columns, page 147

Select the adjacent columns you want to sort, right-click the column header area of your selection, and then click how you want to sort the columns.

To move a field, page 147

Click the column head you want to move, and then drag it to the position you want.

To filter records by a single criterion, page 149

1.	In the field, click any instance of the record you want to filter by.
2.	On the Home tab, in the Sort & Filter group, click the Selection button, and then in the list, click Equals "[the term you want to filter on]".

To remove a filter, page 149

In the Sort & Filter group, click the Toggle Filter button.

To filter records with a text filter, page 149

1.	Click the column header arrow, point to Text Filters, and then click the criterion you want to filter by.
2.	In the Custom Filter dialog box, in the ItemText begins with box, type the first few letters of the text you want to filter by. Then click OK.

To filter records with a "does not equal" filter, page 151

In the column, right-click any instance of the criterion you don't want to filter, and then click Does Not Equal "[the item you don't want to filter]".

To use the Filter By Form command, page 154

1.	In the Navigation Pane, under Forms, double-click the form you want to search.
2.	On the Home tab, in the Sort & Filter group, click the Advanced button, and then in the list, click Filter By Form.
3.	Click the box you want to search in, type the search criterion, and then press .
4.	In the Sort and Filter group, click the Toggle Filter button.

To use the Advanced Filter/Sort command to sort tables, page 157

1.	On the Home tab, in the Sort & Filter group, click the Advanced Filter Options button, and then in the list, click Advanced Filter/Sort.
2.	In the field list, double-click a field to copy it to the first cell in the first column of the design grid.
3.	In the Criteria cell under the field you just copied, type the search criterion, and then press .
4.	Repeat Steps 2 and 3 for any other fields you want to filter on.
5.	In the Sort & Filter group, click the Toggle Filter button to view the records that match the criteria.

To create a query in Design view, page 162

1.	On the Create tab, in the Other group, click the Query Design button.
2.	In the Show Table dialog box, on the Tables tab, double-click any tables you want to add to the query window. Then close the dialog box.
3.	Drag the fields to be used in the query from the field lists to consecutive columns in the design grid.
4.	On the Design contextual tab, in the Results group, click the Run button to run the query and display the results in Datasheet view.

7. Keeping Your Information Accurate

To set the data type for a field, page 181

1.	With the table in Design view, click the Data Type cell next to the desired field.
2.	Click the Data Type arrow, and then in the list, click the data type you want.

To view the properties of a field, page 182

With the table in Design view, click the field name to display its properties in the Field Properties area.

To set the Field Size property for text, number, and autonumber fields, page 185

With the table in Design view, click any cell in a field, and then in the Field Properties area, change the Field Size property to what you want.

To use the Input Mask wizard, page 188

1.	With the table in Design view, select a field, and then click Input Mask in the Field Properties area.
2.	Click the ellipsis button to the right of the cell to start the Input Mask wizard. (Click Yes if Access prompts you to install this feature.)
3.	Select an available mask in the Input Mask list, and then click Next.
4.	In the Input Mask and Placeholder character boxes, make any changes you want, and then click Next.
5.	Choose whether to store the data with the symbols, and then click Finish.
6.	Press to accept the mask. Then save your changes.

To set a field validation rule, page 192

1.	With the table in Design view, select a field, and then click in the Validation Rule box in the Field Properties area.
2.	Type an expression in the Validation Rule box, or click the ellipsis button to use the Expression Builder.
3.	Press . Then save the table.

To test the validation rules in a table, page 193

Open the table in Design view. Then right-click its title bar, and click Test Validation Rules.

To select an entire field, page 193

Move the pointer to the left end of a field, and when the pointer changes to a thick cross, click the field.

To set a table validation rule, page 193

1.	Right-click in the table window, and then click Properties.
2.	Click in the Validation Rule box, type the information for the rule, press , and then save the table.

To create a lookup list with the Lookup wizard, page 195

1.	Set the data type of a field to Lookup Wizard.
2.	Select the options you want, and then click Next.
3.	Continue selecting the options you want, clicking Next when you are done with each page. When you are done filling out the wizard, click Finish.
4.	On the Quick Access Toolbar, click the Save button.

To restrict what can be entered in a lookup list, page 198

1.	In Design view, in the Field Properties area, click the Lookup tab.
2.	Change Limit To List to Yes.
3.	Change Allow Value List Edits to No.
4.	Save the table.

To create a multi-column lookup list, page 198

1.	Add a new field, name it, and then set the data type to Lookup Wizard.
2.	Select the values option you want, and then click Next.
3.	Type the number of columns you want, and then enter the data you want in each column.
4.	Click Next, and then click Finish.
5.	Save your changes.

To prevent a column from being displayed in a multi-column lookup list, page 201

In Design view, on the Lookup tab, in the Column Widths box, change the width for the column you don't want displayed to 0. Then save your changes.

To filter selections in a multi-column lookup list, page 201

1.	Right-click any cell in a column you want to filter, point to Text Filters, and then click the filter option you want.
2.	In the Custom Filter box, type criterion you want to filter for, and then press .

To create a select query, page 203

1.	You must first create a select query. On the Create tab, in the Other group, click the Query Design button.
2.	In the New Query dialog box, with Simple Query Wizard selected, click OK.
3.	In the Tables/Queries list, click the option you want. Then in the Available Fields list, double-click the fields you want to move to the Selected Fields list.
4.	In the Simple Query Wizard dialog box, click Finish to create the select query.

To create an update query, page 203

1.	First, create a select query that selects the records you want to update.
2.	Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Update button.
3.	In the design grid, type the expression for your update.

To create an action query, page 204

1.	First, create a select query that selects the records you want to manipulate.
2.	Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Make Table, Append, Update, or Delete button.
3.	Provide the information requested for the specified query type.

To create a delete query, page 206

1.	First, create a select query that selects the records you want to delete.
2.	Open the select query in Design view. Then on the Design contextual tab, in the Query Type group, click the Delete button to convert this select query to a delete query.
3.	In the design grid, set the delete criteria.

To back up a database, page 211

1.	Click the Microsoft Office Button, point to Manage, and then click Back Up Database.
2.	In the Save As dialog box, navigate to the folder in which you want to store the backup, and then click Save.

To compact a database, page 212

Click the Microsoft Office Button, point to Manage, and then click Compact and Repair Database. Acknowledge the safety warning if prompted to do so.

To analyze the performance of a database, page 213

1.	On the Database Tools tab, in the Analyze group, click the Analyze Performance button.
2.	In the Performance Analyzer dialog box, on the All Object Types tab, click Select All, and then click OK.
3.	Click each result in the Analysis Results box to display more information about that result in the Analysis Notes area.

To document a database, page 214

1.	On the Database Tools tab, in the Analyze group, click the Database Documenter button.
2.	In the Documenter dialog box, select the options you want on each tab. Then click OK to start the documentation process.

8. Working with Reports

To create a report by using the Report wizard, page 222

1.	On the Create tab, in the Reports group, click the Report Wizard button.
2.	On the field selection page, click the Tables/Queries arrow, and then in the list, click the table or query that you want to base your report on.
3.	In the Available Fields list, double-click the fields you want to move to the Selected Fields list.
4.	To select fields from additional tables or queries, repeat Steps 2 and 3.
5.	On the field selection page, click Next.
6.	On the grouping page, select how you want to view your data, and then click Next.
7.	On the grouping levels page, add up to four grouping levels by double-clicking field names to move them to the top of the preview pane. Then click the Grouping Options button.
8.	In the Grouping Intervals dialog box, click the Grouping intervals arrow next to each grouping level and select the desired interval, click OK, and then click Next.
9.	On the sort order page, click the arrow to the right of the first box, and select a field to sort on; repeat for each field you want to sort on, and then click Next.
10.	On the layout page, select the options you want, and then click Next.
11.	On the style selection page, click the style you want, and then click Next.
12.	In the title box, type a title for the report, and then with the Preview the report option selected, click Finish.

To preview a print version of a report, page 227

In the Navigation Pane, right-click the desired report, and then click Print Preview.

To adjust the height of a report section, page 229

1.	In the Navigation Pane, right-click the desired report, and then click Design View.
2.	Point to the top edge of a section selector.
3.	When the pointer changes to a two-headed vertical arrow, drag the selector in the direction you want.

To insert the current date in a report, page 229

1.	In Design view, on the Design contextual tab, in the Controls group, click the Date & Time button.
2.	In the Date And Time dialog box, select a date format option, and clear the Include Time check box if you want to include only the date. Then click OK.

To reposition a text box in a report, page 230

In Design view, select the text box, then drag it to the desired location.

To align text in a report, page 230

In Design view, select the text box, and in the Font group, click one of the alignment buttons.

To delete a text box from a report, page 230

In Design view, click the text box to select it, and then press .

To move controls as a group, page 230

1.	In Design view, drag diagonally to draw a rectangle through some portion of all the labels and the text boxes you want to move.
2.	Drag the selected controls to where you want them.

To change the page width of a report, page 230

1.	In Design view, click the Report Selector. Then press to display the Property Sheet pane.
2.	On the Format tab, change the Width setting.

To group and sort data in a report, page 231

1.	Switch to Design view.
2.	On the Design tab, in the Grouping & Totals group, click the Group & Sort button.
3.	In the Group, Sort, and Total pane, in the Group on bar, click More to see additional options, and then choose the ones you want.
4.	Click the Group & Sort button to close the Group, Sort, and Total pane.

To insert a horizontal line in a report, page 232

1.	In Design view, in the Controls group, click the Line button.
2.	Click the location where you want the horizontal line to appear.
3.	Press to display the Property Sheet pane. Then set the Left, Width, and Border Color properties as desired.

To align the columns of a report, page 232

1.	In Design view, select the label and text box for the column you want to align.
2.	Press to display the Property Sheet pane. Then set the Left and Width properties to precisely align the column on the page.
3.	Repeat Step 2 for each column you want to align.

To change the Design view grid for a report, page 235

1.	In Design view, click the Report selector, and then press to open the Property Sheet pane.
2.	On the Format tab, change the Grid X and Grid Y properties to the number of dots per inch that you want to show on the grid.

To set the height of a section in a report, page 235

Click the section, and on the Format tab in the Property Sheet pane, set the Height property to the measurements you want.

To save a new report, page 236

1.	On the Quick Access Toolbar, click the Save button.
2.	In the Save As dialog box, type a name for the new report in the Report Name box, and then click OK.

To insert a title in a report, page 237

Open the report in Design view. Then on the Design contextual tab, in the Controls group, click the Title button.

To insert a page number in a report, page 238

1.	Open the report in Design view. Then in the Controls group, click the Insert Page Number button.
2.	In the Page Numbers dialog box, select the desired format, position, and alignment options. Then click OK.

To insert a subreport in a report, page 240

1.	Open the main report in Design view. Then double-click the Report Selector to display the Property Sheet pane.
2.	On the Data tab, click the Record Source arrow, and select the table or query on which the subreport will be based.
3.	On the Design contextual tab, in the Controls group, click the Subform/Subreport button, and then click a point on the main report.
4.	In the Subreport wizard, with the Use existing Tables and Queries option selected, click Next.
5.	In the Tables/Queries list, click the query you want to use.
6.	In the Available Fields list, double-click the fields you want to use to move them to the Selected Fields list, and then click Next.
7.	Select the appropriate options to define the fields you want to include in the subform.
8.	Click Next, and then click Finish.

To view a report in Print Preview mode, page 247

• If the report is not open, right-click it in the Navigation Pane, and then click Print Preview.

• If the report is open, on the Home tab, in the Views group, click the View arrow, and then click Print Preview, or click the Print Preview button on the View toolbar.

To view a report in Layout View mode, page 248

• If the report is not open, right-click it in the Navigation Pane, then click Layout View.

• If the report is open, on the Home tab, in the Views group, click the View arrow, and then click Layout View, or click the Layout View button on the View toolbar.

To print a report, page 248

1.	Either open the report or select it in the Navigation Pane.
2.	Click the Microsoft Office Button, and then click Print.
3.	In the Print dialog box, set the properties you want, and then click OK.

9. Making Your Database Easy to Use

To create a switchboard, page 253

1.	On the Database Tools tab, in the Database Tools group, click the Switchboard Manager button, and then click Yes if Access asks whether you want to create a switchboard.
2.	With Main Switchboard (Default) selected in the Switchboard Pages list, click Edit.
3.	In the Switchboard Name box, replace Main Switchboard with a name for your switchboard. Then click Close.

To add a new page to a switchboard, page 254

1.	On the Database Tools tab, in the Database Tools group, click the Switchboard Manager button.
2.	In the Switchboard Manager window, select the type of switchboard you want, and then click New.
3.	Replace the default new switchboard page name with the name you want, and then click OK.

To create a button on a switchboard page, page 255

1.	On the Database Tools tab, in the Database Tools group, click the Switchboard Manager button.
2.	With the switchboard selected in the Switchboard Pages list, click Edit.
3.	In the Edit Switchboard Page window, click New.
4.	In the Edit Switchboard Item dialog box, in the Text box, type a name for the button label.
5.	If you want to change the command assigned to the button, click the Command arrow, and then click your selection in the list.
6.	If there is a box below the Command box, click the arrow next to it, and in the list, select the appropriate option. Then click OK.
7.	In the Edit Switchboard Item dialog box, click OK.

To create a custom category, page 260

1.	Right-click the category header at the top of the Navigation Pane, and then click Navigation Options.
2.	In the Grouping Options area of the Navigation Options dialog box, click the Add Item button.
3.	Replace the default name of the new category with the name you want, and then press .
4.	Click the Add Group button, and then in the Groups list, replace Custom Group 1 with the new group name.
5.	In the Navigation Options dialog box, click OK.

To add shortcuts to a category, page 261

1.	Click the category header at the top of the Navigation Pane, and then click the custom category that you want to add shortcuts to.
2.	In the Unassigned Objects group, click the object you want to add to a custom group, and drag the object on top of the desired group header to add a shortcut to the group; or right-click the desired object, point to Add to group, and click the group you want to add the shortcut to.

To add any command to the Quick Access Toolbar, page 268

1.	At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button.
2.	Near the bottom of the Customize Quick Access Toolbar menu, click More Commands.
3.	In the Access Options window, click the Choose commands from arrow, and in the list, click the area from which you want to add a command.
4.	In the available commands list, locate and click the command you want to add to the Quick Access Toolbar. Then between the two command lists, click Add.
5.	At the bottom of the Customize page, click OK.

To reposition commands on the Quick Access Toolbar, page 270

1.	On the Customize page of the Access Options window, click the command you want to move, and then click the Move Up or the Move Down button until the command is in the position you want.
2.	At the bottom of the Customize page, click OK.

To add a command from the Ribbon to the Quick Access Toolbar, page 271

Right-click the command on the Ribbon, and then click Add to Quick Access Toolbar.

To remove a command from the Quick Access Toolbar, page 271

1.	At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button.
2.	Near the bottom of the Customize Quick Access Toolbar menu, click More Commands.
3.	In the toolbar commands list, click the command you want to remove. Then between the two command lists, click Remove.
4.	At the bottom of the Customize page, click OK.

10. Securing and Sharing Information

To assign a password to a database, page 276

1.	Start Access 2007.
2.	Click the Microsoft Office Button, and then on the menu, click Open.
3.	In the Open dialog box, navigate to the folder where the database is located, and click the database to select it. Then click the Open arrow, and in the list, click Open Exclusive.
4.	On the Database Tools tab, in the Database Tools group, click the Encrypt with Password button.
5.	In the Password box of the Set Database Password dialog box, type a password, and then press the key.
6.	In the Verify box, type the same password you typed in the Password box. Then click OK.

To test a database password, page 277

1.	Open the database.
2.	In the Enter database password box of the Password Required dialog box, type an incorrect password, and then click OK.
3.	In the Microsoft Office Access message box warning you that the password you entered is not valid, click OK.
4.	In the Password Required dialog box, type the correct password, and then click OK.

To remove a password from a database, page 277

1.	Start Access 2007.
2.	Click the Microsoft Office Button, and then on the menu, click Open.
3.	In the Open dialog box, navigate to the folder where the database is located, and click the database to select it. Then click the Open arrow, and in the list, click Open Exclusive.
4.	On the Database Tools tab, in the Database Tools group, click the Decrypt Database button.
5.	In the Password box of the Unset Database Password dialog box, type the current password, and then click OK.

To secure VBA code in a database by using a password, page 278

1.	Open a database, and on the Database Tools tab, in the Macro group, click the Visual Basic button.
2.	On the Tools menu of the Visual Basic Editor, click Base Properties.
3.	On the Protection tab of the Project Properties dialog box, select the Lock project for viewing check box.
4.	In the Password box, type a password, and then press the key.
5.	In the Confirm Password box, type the same password you entered in the Password box, and then click OK.
6.	Close the Visual Basic Editor, and then close the database.

To test a VBA-securing password, page 279

1.	Open the database.
2.	On the Database Tools tab, in the Macro group, click the Visual Basic button (or press ).
3.	Click the Expand button to the left of the database project.
4.	In the Password dialog box, type the password for the database, and then click OK.

To remove the security from the VBA code in a database, page 280

1.	On the Visual Basic Editor Tools menu, click Base Properties.
2.	On the Protection tab, clear the Lock project for viewing check box, and delete the asterisks from the two password boxes. Then click OK.

To secure a database by saving it as a distributable ACCDE file, page 282

1.	Open a database, and on the Database Tools tab, in the Database Tools group, click the Make ACCDE button.
2.	In the Save As dialog box, navigate to the folder you want to save the file in, and then click Save.