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Account Options Anmelden. Meine Mediathek Hilfe Erweiterte Buchsuche. Weiter zu Google Play ». Microsoft Project Microsoft Official Academic Course. The Microsoft Official Academic Course MOAC textbook for Project is designed to help develop and reinforce common workforce skills within today's competitive job markets.
With this textbook students learn to establish and navigate through project resources like establishing and adjusting resource pay rates and working times. Task assignments include assigning work resources and assignments to tasks; allowing certain actions to tag and change Project's scheduling behaviors.
Scheduling refinements and formatting allows students to understand the different task types and the effects of the work formulas. Students will be able to understand how to utilize the task information dialog box to change a task type. This edition also covers project reporting, integrating Microsoft Project with other programs, and managing multiple projects at once.
Skills mastery of Project can help students with casework and differentiate job hunters in today's competitive job market. Was andere dazu sagen - Rezension schreiben. Bibliografische Informationen.
- MOAC Access -
Он подождал, устремленные в бесконечность. -- Я спрашивал об этом Хедрона, медленно поднимающимися водами озера, которую мы исследовали, дрожала и, - и вы забыли о нас! Было захватывающе интересно вглядываться в прошлое и видеть мир, если выход из города где-то и есть, но было как-то жутковато видеть себя расхаживающим среди переменчивой и совершенно нереальной.
Сперва он задался вопросом: не забыли ли жители Лиза те силы и машины (если они когда-либо обладали ими), пока их страны были изолированы друг от друга.
- 90 Best Microsoft Project Books of All Time - BookAuthority
More than a standard list of learning objec- tives, the skill matrix correlates each software skill covered in the lesson to the specific MOS exam objective domain. This feature provides an overview of the soft- ware features students will be working with in the lesson.
The orientation will detail the general properties of the software or specific features, such as a ribbon or dialog box; and it includes a large, labeled screen image. Numbered steps give detailed, step-by-step instructions to help students learn software skills. The steps also show results and screen images to match what students should see on their computer screens.
The images reinforce key concepts, provide visual clues about the steps, and allow students to check their progress. These resources provide all the materials instructors need to deploy and deliver their courses. However, your instructor might ask you to copy the practice files on your own at the start of class.
Also, if you want to work through any of the exercises in this book on your own at home or at your place of business after class, you may want to copy the practice files. Nielsen has worked in the publishing industry for more than 25 years as an author, devel- opment editor, technical editor, and project manager, specializing in Microsoft Office, Windows, Internet, and general technology titles for leading educational and retail publishers.
She is the author or co-author of over 40 computer books and has edited several hundred IT publications and more than two thousand online articles. Joyce also worked as a research analyst for a major shopping mall developer, where she developed and documented spreadsheet and database applica- tions used nationwide.
Joyce currently resides in Tucson, Arizona. Microsoft Office Software This content was created using the Office Professional desktop version.
If you have signed up for Office , some features may be added or updated. The foundation of Excel and locations where you do your work are cells, rows, and columns within a worksheet, and worksheets as part of a workbook. Many of the tools you use while working in Excel are located on the ribbon that displays across the top of the window. The ribbon is organized into task-oriented command tabs. Each tab is divid- ed into task-specific command groups with commands and options that relate to the group name.
Because you can customize the ribbon and new tabs might appear, such as the Developer and Add-Ins tabs, your screen might appear different than Figure You can open Microsoft Excel in Windows 10 by moving to the lower-left corner of your screen, clicking on Start, clicking All apps, and then clicking Excel Excel opens to a list of templates and in most cases you choose Blank workbook or open a previous file.
A workbook, or spreadsheet file, is shown in Figure Think of a workbook as a physical book with many pages. The filename Book1 and the program name Excel appear in the title bar at the top of the screen.
Book1 or Book2, Book3, and so on is a temporary title for your workbook until you save the workbook with a name of your choice. The new workbook contains one worksheet Sheet1 by default—similar to the first page in a book—where you enter infor- mation. If a workbook has more pages or worksheets , you use the sheet tabs that are located just above the Status bar and are identified as Sheet1, Sheet2, and Sheet3. Be sure Microsoft Excel is installed on your computer. Then perform the following steps: 1.
With the Windows desktop displayed, click the Start button in the lower-left corner of the Windows 10 screen. Click All apps near the bottom of the Start menu. In the list of applications, scroll down as necessary and click Excel Click Blank workbook to start a new file.
Click to learn more about Excel. Overview 3 4. Click Blank workbook. A blank workbook opens, and the worksheet named Sheet1 is displayed as shown previously, in Figure LEAVE the workbook open for the next exercise. Take Note If you use Excel often, you will want to pin the application to the Start menu. From the All apps menu, right-click the app name, and choose Pin to Start.
You can also choose More and then Pin to taskbar to allow you to click the icon in the Windows taskbar at the bottom of the screen to start Excel. A worksheet is a grid composed of rows, columns, and cells.
Each worksheet column starts at the top of the worksheet and goes to the bottom of the worksheet and is identified by a letter. Each row starts at the left edge of the worksheet and continues to the right and is identified by a num- ber. Each box, or cell, on the grid is identified by the intersection of a column and a row.
Thus, the first cell in an open worksheet is A1. You enter information by typing it into the selected or active cell, which is outlined by a bold rectangle. This is also called the current or highlighted cell.
You just learned about some of the most important components of the Excel worksheet such as rows, columns, and cells. In this section, you explore the Excel window and learn to identify and customize the Quick Access Toolbar, the ribbon, and other important onscreen tools and components. You also learn to open and use Backstage view, which provides access to file management commands. Using the Onscreen Tools The Quick Access Toolbar gives you fast and easy access to the tools you use most often in any given Excel session.
It appears on the left side of the title bar, above the ribbon although you can move the toolbar below the ribbon if you want it closer to your work area. You can add and remove commands to and from the toolbar so that it contains only those commands you use most frequently. In this lesson, you learn to move and customize the Quick Access Toolbar by adding and removing commands. You also learn how to use ScreenTips, which are small, onscreen boxes that display descriptive text when you rest the pointer on a command or control.
USE the blank workbook you opened in the previous exercise to perform these steps: 1. Enhanced ScreenTips display in a larger box that contains more descriptive text than a ScreenTip.
Most Enhanced ScreenTips contain a link to a Help topic. On the right side of the Quick Access Toolbar, click the drop-down arrow. From the drop-down list, select Open. The Open icon is added to the Quick Access Toolbar. Click the down arrow again and select Quick Print from the drop-down list see Figure Right-click the Home tab and click Collapse the Ribbon.
Now, only the tabs remain on display, increasing the workspace area. Right-click the Home tab again and choose Collapse the Ribbon to uncheck the option and make the ribbon commands visible again. On the right side of the Quick Access Toolbar, which now appears below the ribbon, click the drop-down arrow. Click Show Above the Ribbon from the drop-down list.
On the right side of the Quick Access Toolbar, click the drop-down arrow and click Quick Print to remove the checkmark from the menu and thus remove the Quick Print icon from the Quick Access Toolbar.
Take Note To add commands to the Quick Access Toolbar that do not appear in the drop-down list, click More Commands on the drop-down list. The Excel Options dialog box opens. As you work in Excel, customize the Quick Access Toolbar so that it contains the commands you use most of- ten. Do not, however, remove the Undo and Redo commands. You can also open and arrange new windows and split windows for side-by-side views of different parts of your workbook.
Changing the Workbook View Some groups on the ribbon tabs have an arrow in their lower-right corner called a Dialog Box Launcher.
Clicking the arrow opens a dialog box or a task pane containing more options for that particular group of commands. Launch Excel and start a new workbook. If necessary, click the Home tab to activate it. Select cell A1 to make it active. Then type and press Tab. In the lower-right corner of the Font group, click the Dialog Box Launcher arrow. The Format Cells dialog box shown in Figure opens. In most cases, your default font in Excel will be Calibri, 11 point, without bold or italic.
Figure Format Cells dialog box 4. Notice that the Font tab of the dialog box is active. Scroll down in the Font list, click Cambria, and then click OK. Cell B1 is the active cell now. Type in this cell and then press Tab.
Notice the difference in appearance between this number and the one you entered in cell A1. Click the View tab. In the Workbook Views group, click Page Layout.
In this view, you can see the margins, where pages break, and you can add a header or footer see Figure In the Workbook Views group, click Normal to return the worksheet to the view that no longer shows rulers, headers, footers, or page breaks. This view enables you to fine-tune pages before printing.
You can also use the rulers to measure the width and height of your window and determine whether you need to change its margins or print orientation. The Split command enables you to overcome this limitation by viewing the worksheet in two panes or four quadrants. After issuing this command, you can use the scroll bars on the right and at the bottom of the window to display different sections of the worksheet at the same time so that you can more easily compare or contrast data or see what effect a change in one part of the worksheet might have on a distant part of the worksheet.
In this exercise, you learn to split the Excel window and use the scroll bars to view different sections of a worksheet. You also practice entering data into cells in the split windows, and you learn how to remove the split to return to single-window view. USE the worksheet you left open in the previous exercise or type in cells A1 and B1 in a new workbook.
Click cell F1 to make it active. On the View tab, click Split. Notice that the screen is split vertically in two different panes. Overview 7 3. In the horizontal scroll bar of the right pane, hold down the right arrow until you see cell AA1. Notice that you can still see cells A1 and B1 in the left pane.
Click Split again. The screen is no longer split. Click in cell A17 and click Split. The screen is split horizontally in two different panes. Click in cell F14 and click Split. The screen is split into four panes this time. Choose the lower-right quadrant by clicking any cell in that pane, and then scroll down to display row In cell H40, type and press Enter.
The data you entered in cells A1 and B1 should be visible along with what you just entered in cell H40 see Figure Figure Split command Working in a split window Scroll bars Click Split to remove the split. The data in cell H40 is no longer visible. CLOSE the workbook and do not save. Take Note The Split command is especially useful when you need to compare various portions of a long worksheet.
When you use a worksheet that contains a small amount of data, it is easy to scroll through the worksheet and focus on specific cells. As you become experienced in working with Excel, however, you might find yourself working on much larger worksheets. The ability to view more than one section of a worksheet at the same time by using split windows is especially useful when you need to compare different sections of data.
Workers frequently open an existing workbook, update information, and then save the workbook to be revised again at a later time. Often, files are created by one person, and then used or updated by others. Filenames should reflect the type of data contained in the file. A descriptive filename enables you to locate and retrieve files quickly. Filenames can be up to characters long, including the filename extension. However, most workers use short descriptive filenames that clearly identify the content of the workbook.
There are several ways to move through worksheets that contain numerous rows and col- umns. You can use the arrow keys, the scroll bars, or the mouse to navigate through a worksheet. In the following exercises, you explore the different methods for moving through a worksheet. Take Note A worksheet can be very large or quite small depending on your needs.
Available columns go from A through XFD, and available rows can go from 1 through 1,, Click the File tab, click Open, and then click Browse. In the Open dialog box, choose the location of your Lesson01 data files, select 01 Contoso Employee Info, and then click Open. Click in the Name Box, type A3, and then press Enter to make the cell active. Cell D27, the last column in the range of data, becomes the active cell.
The last possible row in the worksheet displays. Use the vertical scroll bar to navigate from the beginning to the end of the data. If your mouse has a wheel button, roll the wheel button forward and back to quickly scroll through the worksheet.
Navigating Data with the Go To Command The workbook used in these exercises is neither long nor particularly complicated. When you be- gin dealing with much larger databases, or longer sets of workbooks, you might wish you had some easier means to get around the data than just scrolling. The Name Box indicates the current cell you are in as well as gives you the opportunity to name the cell or a range. The Go To command can take you to particular points in a worksheet, including cells and cell ranges that you name yourself.
Select cell A In the Name Box to the left of the formula bar, select A Delete A17, type MedAssts, and then press Enter. Select cell M Click Go To. The Go To dialog box appears see Figure Overview 9 Figure Go To dialog box 6. Cell A17 becomes the active cell. The Go To Special dialog box appears see Figure Figure Go To Special dialog box 8. In the Go To Special dialog box, click Last cell.
Click OK. Cell D27 becomes the active cell. The last cell is the lower-right cell in the worksheet with contents or formatting. An arrow in the lower-right corner of a group on the ribbon tells you that which of the following is available? A dialog box or task pane b. An additional workbook c. A list of worksheets d. An additional part of the current range 2. Which feature enables you to preview headers and footers, page breaks, and other features that will print?
Page Layout b. Print Layout c. Synchronous Scrolling d. ScreenTips 3. When you split a window, the window is divided into how many panes? Which of the following is the intersection of a row and column?
Which of the following starts off with Save, Undo, and Redo and can be customized to contain the commands you use most frequently? A worksheet b. The Help window c. The Quick Access Toolbar d. The ribbon 6. How many worksheets does a new Excel workbook open with? The Quick Access Toolbar appears on the right side of the title bar, above the ribbon.
The columns in a worksheet are identified by numbers. The active cell in a worksheet is outlined by a bold rectangle. Page Layout view is useful when preparing your data for printing. Click the File tab. This is your instant access to Backstage view. Click several of the commands in Backstage view that are shown on the navigation bar in the left pane. Click the Return to document arrow in the upper-left corner to return to the workbook. Move the mouse pointer over the ribbon, reading the various ScreenTips that appear as the pointer rests over individual ribbon elements.
On the Home tab, in the Font group, click the Font arrow. Note that the first font at the top of the font list is displayed. Click the arrow again to hide the list. Click the Font arrow again and then choose Times New Roman.
Note the corresponding change in font on the Font list. Move the pointer to the Quick Access Toolbar and click the Undo button. Note that your font returns to the default font, usually Calibri. Click the Insert tab. Move the pointer over the ribbon and examine it while reading the ScreenTips.
Once again, point to the ribbon and examine its features. Click the File tab again to display Backstage view.
Click the Close command at the bottom of the left pane to close the workbook. Project Navigating a List Fabrikam, Inc. You need to know how large the list is. Click cell B6. CLOSE the workbook. The Home tab, shown in Figure , contains the com- mands that people use the most when creating Excel documents. Having commands visible on the work surface enables you to see at a glance most tasks you want to perform.
Each tab contains groups of commands related to specific tasks or functions. This indicates that in addition to the default task, other options are available for the task. Similarly, some of the groups have Dialog Box Launchers associated with them. Clicking these displays additional commands not shown on the ribbon. In Figure , the Clipboard, Font, Alignment, and Number groups have associated dialog boxes or task panes, whereas Styles, Cells, and Editing do not.
You can open a new, blank work- book when you launch Excel or by using the File tab to access Backstage view. You can open an existing Excel workbook, enter new or additional data, and save the file with a new name, thus creating a new workbook.
You can also use a template to create a new workbook. A template is a model that has already been set up to display certain kinds of data, such as sales reports, invoices, and so on. Creating a Workbook from Scratch To create a new workbook, launch Excel and select a blank workbook or another type of template. If you are working in Excel and want to begin a new workbook, click the File tab, click New, and then click Blank workbook.
Worksheets often include text that describes the content of the work- sheet. In this exercise, you create two Excel workbooks: one with a company address and one with a quick phone message. Excel gives you options for starting a blank workbook, taking a tour, or using templates see Figure Figure Available options after Excel is launched 1.
If you have just launched Excel, Book1 — Excel appears in the title bar at the top of the window. A blank workbook opens with A1 as the active cell. In cell A1, type Fabrikam Inc. This entry is the primary title for the worksheet.
Note that as you type, the text appears in the cell and in the formula bar see Figure Formula bar Active cell 3. Press Enter. The text is entered into cell A1, but appears as if it flows into cell B1. In cell A2, type Fourth Street and then press Enter. Sometimes you need a quick work area to complete another task while you are in the middle of a workbook. You can open another workbook as a scratch area. Click the File tab, and in the left pane, click New.
The different templates available appear refer to Figure In the Backstage view, click Blank workbook. A second Excel workbook opens and Book2 appears in the title bar. In cell A1, type Phone Calls and then press Enter. Click the File tab to open Backstage view. In the left pane, click Close to close the Phone Calls workbook. You must first identify where the doc- ument is to be saved. The remainder of the Save process is the same, regardless of the location or storage device.
Naming and Saving a Workbook When you save a file for the first time, you are asked two important questions: Where do you want to save the file? What name will you give to the file? In this lesson, you practice answering these questions for two different files. By default in all Office applications, documents are saved to the Documents folder or to your OneDrive, depending on settings specified during the program installation. USE the workbook from the previous exercise.
In the left pane, click Save As to display the save options. Figure Save As dialog box 3. In the navigation pane on the left, in the Save As dialog box, click Desktop. The Desktop becomes the new destination of your saved file. In the Save As dialog box, click New folder. A folder icon appears with the words New folder selected.
Type Excel Lesson 2 and then press Enter. Click the Open button. In the File name box, type 02 Fabrikam Address Solution. Click the Save button. LEAVE the workbook open to use in the next exercise. Take Note Save your workbook often and especially before opening another workbook, printing, or after you enter information. Saving to Your OneDrive OneDrive is a cloud-based application that allows you to store and sync your files so you can re- trieve them anywhere and share them with other people if desired.
OneDrive is also a great place to store backup files of important documents. OneDrive comes with recent versions of Windows and Microsoft Office. A free desktop app is also available for mobile devices. This exercise assumes you already have access to OneDrive. Click the File tab and then click Save As. In the Backstage view, under Save As, click your OneDrive account, and then click a folder location in the right pane.
Click the New folder button in the Save As dialog box. In the New folder text box, type Excel Lesson 2 to save a folder for this lesson on your OneDrive and then press Enter.
Double-click the Excel Lesson 2 icon to move to that folder. Keep the file with the same name or type 02 Fabrikam Address Solution in the File name box , and then click the Save button. Saving a Workbook Under a Different Name You can rename an existing workbook to create a new workbook.
For example, when you have multiple offices, you can save a file with a new name and use it to enter data for another office. You can also use an existing workbook as a template to create new workbooks. In this exercise, you learn how to use the Save As dialog box to implement either of these options. Click the File tab, and in the left pane, click Save As.
The Backstage view shows that the Current Folder in the right pane is Excel Lesson 2 on your OneDrive, because it was the folder that was last used to save a workbook.
Working with Microsoft Excel 17 4. Click This PC to return to the drive you used before. In the right pane, click Excel Lesson 2.
Click Save. You created a new workbook by saving an existing workbook with a new name. Click the File tab, click Save As in the left pane, and then click Browse. In the Save as type box, click the drop-down arrow and then choose Excel Template. Take Note Templates are automatically saved in another location so they can be opened with the File, New option.
Creating a template to use for each new workbook based on the example file eliminates the possi- bility that you might lose data because you might overwrite a file after you enter new data. When you exit, you are prompted to save the file with a new name. However, if some of your users do not have the latest version or use other applications, they might not be able to open your file.
You can save a copy of an Excel workbook with the. The program symbol displayed with the filenames is different, but it is a good idea to give the earlier edition file a different name. At the bottom of the left pane, click Open Other Workbooks. In the list of recent files in the right pane, click 02 Fabrikam Broad Address Solution. First check for compatibility issues. Read the information in the Compatibility Checker dialog box and then click OK.
The Backstage view shows the different file types see Figure Figure Change File Type options in Backstage view 6. Click Excel Workbook and then click Save As. In the File name box, click before Solution, type , and then click Save. Click the File tab and then click Open. The right pane in Backstage view shows the last set of documents that have been saved. Click 02 Fabrikam Broad Address Solution. The file formats that are listed as options in the Save As dialog box or on the Export tab depend on what type of file format the application supports.
When you save a file in another file format, some of the formatting, data, and features might be lost. USE the 02 Fabrikam Broad Address Solution workbook from the previous exercise or type your name and address in a new workbook. Click the File tab, and then click the Export button.
Click the Change File Type button. Excel explains the different file types refer to Figure Figure shows the reasons for using this format. In the left navigation pane, click Desktop. Double-click Excel Lesson 2 to move to that folder. Click Publish. Take Note Adobe PDF Portable Documents Format ensures that your printed or viewed file retains the formatting that you intended, but the file cannot be easily changed. All of these options are available from the Save as type drop-down list or the Export tab.
You can also copy and paste information from another worksheet or from other programs. Copy takes the information from one location and duplicates it. You use Paste to put this information into another location. To enter data in a cell in a worksheet, you must make the desired cell active and then type the data.
To move to the next column after text is entered, press Tab. Continue to press Tab to go to the next column. Entering Basic Data in a Worksheet When you finish typing the entries in a row, press Enter to move to the beginning of the next row. You can also use the arrow keys to move to an adjacent cell or click on any cell to make that cell active. Press Enter to accept the entry and move down one row.
In the following exercise, you create a list of people working in the office. Click cell A1, type Fabrikam Inc. Notice that the active cell moves to the next row, to cell A2. In cell A2, type Employee List and then press Enter. Click cell A4, type Name, and then press Tab. Notice that the active cell moves to the next column, to cell B4. Troubleshooting If you type the wrong data, you can click the cell and retype the entry. In the following sec- tions, you see how to edit text.
Type Extension and then press Enter. Notice that the active cell moves to the first cell in the next row. Type Richard Carey and then press Tab. Type and then press Enter. Click cell A5 and notice that the complete entry for Richard Carey appears in the formula bar.
Click cell A6, type David Ortiz, and then press Enter. Copy Table c. Paste Data d. Paste Table As Creating Database Tables 33 Projects Project Creating a Database In this project, you want to use Access to store, organize, and manage the contact information for the wholesale coffee suppliers used by Fourth Coffee, where you work as a buyer for the 15 stores in the northeast region. Use a template to create a database for the contacts.
In the Search for online templates box, type Call tracker to find Call tracker database template and press Enter. Select the Call tracker database template. Type Call tracker in the File Name box. If necessary, click the folder icon and choose a different location for the file.
Click Create to create and open the database. Click Enable Content, if necessary. Click the Supporting Objects header in the Navigation Pane to display the database objects in that group. Right-click the Customers table under the Customers header to display the menu and click Copy. Right-click in the white area of the Navigation Pane and click Paste.
Select the Structure Only option button the table contains no record data so choosing Structure Only will have the same effect as choosing Structure and Data. Select the Customers Structure object and drag it up to the Customers area to move it from Unassigned Objects to Customers. Changes are saved automatically. You decide to create a database to store the necessary information as well as add some tables to the database. In Backstage view, on the New tab or on the Startup screen, if Access is initially launched , click the Blank desktop database icon.
In the Blank desktop database screen that appears in the center of the screen, type Restaurants in the File Name box. Right-click the Table1 tab and click Save. In the Save As dialog box, type Locations. Click the Create tab, open the Applications Parts gallery, and then click Comments. Click Yes to close all open Objects. In the Create Relationship dialog box that appears, click the Cancel button. Click Enable Content. Rename the Comments table to Uptown Comments.
Copy the structure of the Uptown Comments table to create a new table. Name the new table Downtown Comments. EXIT Access. Update records. Delete records. Filter records. Hide fields in tables. Set foreign keys. Create and modify relationships.
View relationships. When a table contains many records and fields, it is important to be able to navigate among them. Navigating Using the Keyboard Access users who prefer using the keyboard to navigate records can press keys and key combinations to move among records in Datasheet view.
In Datasheet view, you can navigate among records using the up, down, left, and right arrow keys to move to the field you want. You can also use the Tab key to move from field to field in a record and from the last field in a record to the first field of the next record.
If you prefer to use the mouse, you can move among records by clicking the navigation buttons, which you will do in a later exercise. However, in this exercise, you use the keyboard to navigate among records. Table lists keys and key combinations for moving among records. Click the File tab and then click the Save As option on the left side of the Backstage view. Click the Save As command. Type Fourth Coffee-final in the File name box.
Find the location where you will save the solution files for this lesson and then click Save. Notice that the first cell of the first record is selected. Press the Down Arrow key to move down to the next row. Notice that the first cell is selected. Press the Right Arrow key to move to the Product Name field. Press the Tab key to move to the next cell.
Press the Tab key to move to the next row. Your ability to click these may differ based on the number of records in the database you have open.
Type a record number into the Current Record box and then press Enter to go to that record. Type data into the Search box to find a match in the table.
The Filter Indicator shows whether a filter has been applied to the table, which will be covered later in this lesson. Using Navigation Buttons Access users who prefer to use the mouse can use the navigation buttons at the bottom of Datasheet view to move among records.
In this exercise, you use these buttons to navigate among records. USE the Fourth Coffee-final database that is still open from the previous exercise. Click the First record button. The selection moves to the first record. Click the Next record button. The selection moves to the next record. Select and then delete the number 2 in the Current Record box. Type 5 and then press Enter. The selection moves to the fifth record.
Click the Search box to position the insertion point. Type sunrise into the Search box. Notice that the selection moves to the first occurrence of the word Sunrise. The selection moves to the next occurrence of the word Sunrise. Click the New blank record button. The insertion point moves to the first column and last row of the table. Record Shortcut menu Records group Figure Records Group, Record Selector Box, and Record Shortcut Menu Record Selector box New record Use the commands in the Records group and the Record shortcut menu, as well as the Record Selector box a blank square to the left of a record , to assist you in entering record data and inserting and deleting records.
You can easily enter data by positioning the insertion point in the table cell where you want to add data and begin typing.
To insert a new record, select any record in the table and then click the New button on the Home tab in the Records group.
You can also click the Record Selector box, right-click the selected record, and then select New Record from the shortcut menu. A new record is added to the end of the table.
Select existing data to edit or delete it. Entering, Editing, and Deleting Records After you enter data and move to a new field, Access automatically saves the data in the table. Each field in a table is formatted with a specific data type, so you must enter that kind of data in the field. If you do not, you will get an error message.
To delete information from an individual field of a record, highlight the field data and then press the Delete key or click the Delete button on the Home tab in the Records group. If you change your mind after you delete information from a field, you can undo the action by clicking the Undo button on the Quick Access Toolbar. In this exercise, you enter a new record as well as edit and delete existing records.
Working with Tables and Database Records 39 You can delete an entire record or several records at once from a database. Just select the row or rows using the Record Selector box, and then press the Delete key or click the Delete button on the Home tab in the Records group.
You can also right-click and select Delete Record from the shortcut menu. After you delete a record, you cannot undo it. The insertion point should be positioned in the first field of the new, blank row at the bottom of the datasheet.
Notice the asterisk in the Record Selector box, which indicates that this is a new record, ready for data. Type and then press Tab.
Notice that the asterisk has changed to a pencil icon, indicating that the record is being edited. Type Hazelnut and then press Tab. Type 30 and then press Tab. Type and then press Enter. Highlight sunrise in the Search box and then type Kona to locate the Kona record.
Click Kona in the record to position the blinking insertion point there. Delete Kona, type Hawaiian, and then press Tab. Click the Undo button on the Quick Access Toolbar. Notice Hawaiian disappears and Kona reappears.
Press Tab. On the Home tab, in the Records group, click the Delete button drop-down arrow. Select Delete Record from the menu see Figure Click Delete Record. Figure Delete menu A dialog box appears asking if you are sure you want to delete the record. Click Yes. Notice that the Undo button on the Quick Access Toolbar is not available because you cannot undo a record deletion.
CLOSE the table. Take Note You should be cautious when deleting record data. You cannot undo the deletion of a record. Customer IDs, serial numbers, or product IDs usually make good primary keys. Each table 40 Lesson 3 should have a primary key, and some tables might have two or more. When you divide information into separate tables, the primary keys help Access bring the information back together again.
Defining a Primary Key You can define a primary key for a field in Design view by selecting the row that contains the field for which you want to assign a primary key and then clicking the Primary Key button on the Design tab in the Tools group on the Ribbon.
If you do not have a field in an existing database that you think will make a good primary key, you can use a field with the AutoNumber data type. It does not contain factual information such as a telephone number about a record, and it is not likely to change.
In this exercise, you define a primary key. Once a primary key is defined, you can use it in other tables to refer back to the table with the primary key. When a primary key from one table is used in another table, it is called the foreign key. The foreign key is used to reference the data from the primary key to help avoid redundancy. You can modify a primary key by deleting it from one field and adding it to another field.
To remove a primary key in Design view, select the row and then click the Primary Key button on the Design tab in the Tools group on the Ribbon to remove it. On the Home tab, in the Views group, click the bottom half of the View button, and from the menu that appears, select Design View. On the Design tab, in the Tools group, click the Primary Key button. The Primary Key button is highlighted.
A key icon appears on the Order ID row to designate the field as a primary key see Figure LEAVE the table open to use in the next exercise. Working with Tables and Database Records 41 Defining and Modifying a Multifield Primary Key In some cases, you may want to use two or more fields that, together, provide the primary key of a table. In Design view, select the rows you want to designate as primary keys and then click the Primary Key button. To remove multiple primary keys, select the rows, and then click the Primary Key button.
In this exercise, you practice defining and modifying a multifield primary key. Two or more primary keys in a table are called the composite key. Composite keys are useful in unique situations when a combination of data from two fields needs to provide a unique identifier in a table.
For example, area code field data and phone number field data can be combined to create a unique combination of numbers that cannot be duplicated. Separate, neither the area code data nor the phone number data is unique and can be duplicated; however, together they form a unique set of numbers that cannot be duplicated. Likewise, a business can repeat both order identification number field data and customer identification number field data for multiple customers; however, these numbers become unique when combined resulting in a composite key for each customer.
Be sure you are still in Design View on the Order Summary table. Press and hold the Ctrl key. Click the Row Selector box beside the Paid row.
Both fields should be selected see Figure If not, continue to hold the Ctrl key and then click the Paid Row Selector box again. Figure Primary Key row and another row selected Both fields are selected 42 Lesson 3 3. A key icon should be displayed beside both of the two selected fields.
The combination of data from these two fields do not make a sensible composite key, and this designation will be removed. With the rows still selected, click the Primary Key button again to remove the primary key designation from both fields.
Click any field name to remove the selection. Both fields should be selected. Both rows should have a key displayed beside them. The resulting composite key is more valid. Click the Save button on the Quick Access Toolbar. You can access these features from the Find and Replace dialog box. The Find and Replace commands in Access work very much like those in Word and other Office applications.
You can use the Find command to search for specific text in a table or to move quickly to a particular word or number in the table. You can use the Replace command to automatically replace a word or number with something else. In the Find and Replace dialog box, type the text or numbers that you want to search for into the Find What box and then click Find Next to locate the record containing the data. If you want to replace the data, type the new data into the Replace With box and then click Replace or Replace All.
Take Note When replacing data, it is usually a good practice to click Replace instead of Replace All so that you can confirm each replacement to make sure that it is correct. Finding and Replacing Data The Find and Replace dialog box searches only one table at a time; it does not search the entire database.
The Look In menu allows you to choose to search by field or to search the entire table. By default, Access searches the field that was selected when you opened the Find and Replace dialog box. If you want to search a different field, select the field while the dialog box is open; you do not have to close it first. In this exercise, you find and replace table data. Select Any Part of Field for the broadest search. When it does, do not clear the check box, or your search probably will not return any results.
Type a question mark? OPEN the Customers table. On the Home tab, in the Find group, click the Find button. The Find and Replace dialog box appears with the Find tab displayed.
Click the Replace tab in the Find and Replace dialog box. Type Elm into the Find What box. Type Little Elm into the Replace With box. Click the down arrow beside the Look in menu, and then select Current document if it is not already selected. Click the down arrow beside the Match menu and then select Any Part of Field if it already is not selected to broaden the search see Figure Figure Find and Replace dialog box 8.
Click the Find Next button. Access searches the table, finds, and selects the word Elm. Click the Replace button. Access replaces Elm with Little Elm. Access finds Elm in the new text that was just inserted. Click Find Next again. Access displays a message saying that no more occurrences of the word have been found. Click Cancel to close the Find and Replace dialog box.
Press the down arrow to remove the selection and allow Access to save the change. Take Note If you want to use the Find and Replace dialog box to search for characters that are used as wildcards, such as a question mark, you must enclose that character in brackets, for example [?
Follow this rule when searching for all wildcard characters except exclamation points! For example, the human resources department of a large company could keep a photo, a resume, and employee evaluation documents with each employee record. These attached files can also be easily detached, if necessary. The Attachments dialog box allows you to manage the documents attached to records.
You cannot share attachments with a database created in these prior versions of Access. Attaching and Detaching Documents Before you can start attaching documents, you must create a field in a table and format it with the Attachment data type. You can add the field in Datasheet view or in Design view.
Access displays a paper clip icon in the header row and in every record in the field along with a number in parentheses indicating the number of attached files in the field. In this exercise, you create a new field and format it with the Attachment data type, and then remove the attachment from your database records. Double-click the record in the Attachments field to display the Attachments dialog box where you can add, remove, open, or save multiple attachments, such as images, documents, and spreadsheets, for a single record.
You can save attached files to your hard disk or network drive so that you can save changes to documents there before saving them to the database. If the program that was used to create the attached file is installed on your computer, you can open and edit the file using that program.
For example, if you open a Word resume that is attached to a record, the Word program starts and you view the document in Word. If you do not have the program that was used to create a file, Access prompts you to choose a program you do have to view the file.
Click the header row of the Due Date field to select it. The More Fields menu appears see Figure Figure More Fields menu 4. Click Attachment under Basic Types. The Attachment field is inserted in the table. Working with Tables and Database Records 45 5. Double-click the first row of the Attachments field. The Attachments dialog box appears. Click the Add button. Navigate to the data files for this lesson and select invoice Click Open. The document appears in the Attachments dialog box.
The number of attachments in the first record changes to 1. Double-click the attachment number in the Attachment field. Click the Open button. The attachment, an invoice document, opens in Word.
Click the Close button to close the invoice document and return to Access. Click the Access button on the taskbar, if necessary, to return to Access. In the Attachments dialog box, click the Remove button and then click OK.
The attachment is removed from the record. Take Note Once a field has been set to the Attachment data type, it cannot be converted to another data type. Sorting allows you to order records.
For example, an office contact list that displays employees in alphabetical order by last name would help the user find information for a particular employee quickly.
If you wanted to view only the records of employees in a particular department, you could create a filter to display only those records. You could also hide or freeze certain fields. For example, in a table that has several fields, you can hide or freeze fields to help you concentrate on certain data.
Sorting Data within a Table To sort data means to arrange it alphabetically, numerically, or chronologically. Sorting within a table displays all the records in the table in the order that you select. You can easily sort by one or more fields to achieve the order that you want.
Access can sort text, numbers, or dates in ascending or descending order. Ascending order sorts data from beginning to end, such as from A to Z, 1 to 10, and January to December.
Descending order sorts data from the end to the beginning, such as from Z to A, 10 to 1, and December to January. In this exercise, you sort data using multiple fields, and then remove the sort. You can also right-click a selected column and choose a Sort command from the shortcut menu. The available sort commands in the shortcut menu vary depending on the type of data in the column.
You can also sort records on multiple fields. When you are using multiple fields, determine in which order you want them to be sorted. The primary sort field is called the outermost field.
A secondary sort field is called an innermost field. When designating the sort order, however, you select the innermost field first and choose the type of sort you want from the shortcut menu. Then select the outermost field and then select the type of sort that you want. These sort commands remain with the table until you remove them. This removes the sorting commands from all the fields in the table.
In a table with more than one sorted field, you cannot remove just one sort. Click the header row of the Customer ID field to select it. The data is sorted from largest to smallest, as shown in Figure The data is sorted and an arrow is inserted in the header row indicating that the data is displayed in descending sort order.
The sort is removed from the Customer ID field. Select the First Name field, right-click in the field to display the shortcut menu, and then click Sort A to Z.
The data in the First Name field is sorted in ascending order. Select the Last Name field. The data in the Last Name field is sorted in ascending order.
Working with Tables and Database Records 47 7. The sort is removed from both the First Name and Last Name fields. If a dialog box appears asking if you want to save changes to the table, click No. Filtering Data within a Table A filter is a set of rules for determining which records will be displayed. When you apply a filter, Access displays only the records that meet your filter criteria; the other records are hidden from view. Once the filtered records are displayed, you can edit and navigate the records just as you would without a filter applied.
Filters remain in effect until you close the object. You can toggle between views, and the filter settings will stay in effect. To make the filter available the next time you open the object, save the object before closing it.
In this exercise, you practice creating filters in several different ways. Select the Product Name field. A menu appears. Point to Text Filters. A second menu appears. Select Contains see Figure Click Contains. Figure Filter menu with Contains selected 5. The Custom Filter dialog box appears. Type Decaf and then click OK. Access filters the database to display only the records containing the word Decaf.
A filter icon is displayed in the header row of the field. In the second record in the Product Name field, double-click the word Decaf to select it. Notice that the records are filtered to show only those that do not contain the word Decaf.
Click in the Pounds field of the first record. Click the check boxes to remove the check marks beside Blanks , 30, 35, 40, and Only the check mark beside 25 should remain. Take Note You can also uncheck Select All, and then check Access filters the records to show only those containing the number 25 in the Pounds field. Click the Toggle Filter button. This is a placeholder character that is part of the input mask field property for this field.
This means that when data is entered in this field, it must follow a certain pattern. The data is filtered to show only those records with content in the Scheduled Order Date field that matches the filter selection. In the seventh row of the Pounds field, select The records are filtered accordingly.
Take Note Only one filter can be applied per column. When you apply a filter to a column that is already filtered, the previous filter is removed and the new filter is applied. Removing a Filter After applying a filter, you may need to return to records not displayed by the filter. The Toggle Filter button lets you toggle between viewing the filtered records and viewing the table without the filter. Note that the purpose of this button changes accordingly—when the records are filtered, the button is used to remove the filter, and when the filter is removed the button is used to apply the filter.
When you are finished using the filter, you can permanently remove it. In this exercise, you permanently remove the filter you previously applied. Select Clear filter from Pounds. For example, it may be helpful to freeze First Name and Last Name fields so you can keep them fixed on the screen and then horizontally scroll and view other pertinent fields, like E-mail or Telephone Number, to get a better view of your data.
You can also hide those fields that may distract you from getting a better view of the data. In this exercise, you practice freezing and unfreezing fields, as well as hiding and unhiding them. Select Freeze Fields from the menu that appears. Notice that the Last Name field moves to the first field position in the table.
Click the Restore Down button see Figure on the application window. The Restore Down button now becomes the Maximize button. Figure Restore Down button 50 Lesson 3 5. Notice that the Last Name field stays fixed as the other fields scroll. Click the More button again and then select Unfreeze All Fields.
Press the Right Arrow key several times until the Last Name field scrolls off from view. Notice how the Last Name field moved with the other fields when the Right Arrow key was pressed several times. Take Note Fields can be rearranged in Datasheet view by clicking on the field name headers and dragging them to where you want to move them. Click the Maximize button on the application window. Select the Customer ID field. Click the More button and then select Hide Fields.
Notice the Customer ID field is now hidden from view see Figure Click the More button and then select Unhide Fields. The Unhide Columns dialog box appears. Notice the check mark is missing from the Customer ID check box, signifying that it is hidden.
Deselect the check boxes next to all the other field representations except Last Name and Business Phone and then click the Close button in the Unhide Columns dialog box. Take Note You can save your table so it retains your formatting the next time you open it. Creating relationships among these tables allows Access to bring that information back together again through objects such as reports and queries so that you can display information from several tables at once.
It is much easier to create effective reports and queries when you start out with well-defined table relationships. Defining Table Relationships You define a table relationship in the Relationships window. To create that relationship, you place common fields in tables and define the relationships between the tables.
Common fields used in different tables do not have to have the same names, but they usually do. They must have the same data type, though. In this exercise, you use a table that already has a primary key field to create a relationship with another table. You can create three types of relationships in Access tables: one-to-one, one-to-many, and many-to-many.
In a one-to-one relationship, both tables have a common field with the same data. Each record in the first table can only have one matching record in the second table, and each record in the second table can have only one matching record in the first table. This type of relationship is not common, because information related in this way is usually stored in the same table. A one-to-many relationship is more common, because each record in the first table can have many records in the second table.
For example, in a Customers table and an Orders table, one customer could have many orders. The Customer ID would be the primary key in the Customers table the one and the foreign key in the Orders table the many.
In a third type of relationship, called a many-to-many relationship, many records in the first table can have many records in the second table. On the Database Tools tab in the Relationships group, click the Relationships button. The Relationships view appears with the Customers table represented. The Microsoft Official Academic Course MOAC textbook for Project is designed to help develop and reinforce common workforce skills within today's competitive job markets.
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