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Microsoft Access 2010 For Dummies_Laurie Ulrich Fuller.pdf
Microsoft® Access® 2010 For Dummies®
About the Authors
Contents at a Glance
Table of Contents
Introduction
Part I: Basic Training
Chapter 1: Getting to Know Access 2010
What Is Access Good For, Anyway?
What’s New in Access 2010?
How Access Works and How You Work with It
Chapter 2: Finding Your Way Around Access
Diving Right In
Working with On-Screen Tools in Access
Customizing the Access Workspace
Mousing Around
Navigating Access with the Alt Key
Chapter 3: Database Basics
Database Lingo
Field Types and Uses
Choosing Between Flat and Relational Databases
Building a Database
Adding and Removing Tables
Part II: Getting It All on the Table
Chapter 4: Keys, Relationships, and Indexes
The Primary Key to Success
Making Tables Get Along
Building Table Relationships
Indexing for Faster Queries
Chapter 5: Remodeling Your Data
Opening a Table for Editing
Inserting Records and Fields
Modifying Field Content
Name-Calling
Turn Uh-Oh! into Yee-Hah!
Chapter 6: What’s Happening Under the Table?
Access Table Settings
Field Data Formats
Gaining Control of Data Entry
Give your fingers a mini vacation by default
Part III: Data Mania and Management
Chapter 7: Creating Data Forms
Generating Forms
Customizing Form Parts
Chapter 8: Importing and Exporting Data
Retrieving Data from Other Sources
Get This Data Out of Here
Chapter 9: Editing Data Automatically
Please Read This First!
Creating Consistent Corrections
Using Queries to Automate the Editing Process
Chapter 10: Gather Locally, Share Globally
Access and the Web
Click! Using Hyperlinks in Your Access Database
Embedding Web Content into Your Access Forms
Publishing Your Data to the Web
Part IV: Ask Your Data, and Ye Shall Receive Answers
Chapter 11: Fast Finding, Filtering, and Sorting Data
Using the Find Command
Sorting from A to Z or Z to A
Fast and Furious Filtering
Chapter 12: I Was Just Asking . . . for Answers
Simple (Yet Potent) Filter and Sort Tools
Select Queries
Getting Your Feet Wet with Ad Hoc Queries
Chapter 13: I’ll Take These AND Those OR Them
Working with AND and/or OR
Combining AND with OR and OR with AND
Chapter 14: Queries That Think Faster Than You
Kissing That Calculator Goodbye via the Total Row
Adding the Total Row to Your Queries
Giving the Total Row a Workout
Creating Your Own Top-Ten List
Choosing the Right Field for the Summary Instruction
Chapter 15: Calculating with Your Data
A Simple Calculation
Complex Calculations
Expression Builder (Somewhat) to the Rescue
Chapter 16: Flying into Action Queries
Easy Update
Add Records in a Flash
Quick Cleanup
Part V: Plain and Fancy Reporting
Chapter 17: Quick and Not-So-Dirty Automatic Reporting
Fast and Furious Automatic Reporting
Previewing Your Report
Beauty Is Only Skin (Report) Deep
Chapter 18: Dazzling Report Design
Taking Your Report In for Service
Report Organization
Formatting This, That, and the Other
Sneaking a Peek
Getting a Themes Makeover
Adding More Design Elements
Chapter 19: Headers and Footers and Groups, Oh My!
A Place for Everything and Everything in Its Place
Customizing Properties
Chapter 20: Magical Mass Mailings
Massive Mailings with the Label Wizard
Part VI: More Power to You
Chapter 21: Making It All Better with the Analyzer Tools
Convert Your Flat Files to Relational Tables with Analyzer
Record Database Object Details with the Database Documenter
Improve Database Performance without Steroids
Chapter 22: Hello! Creating an Interface to Welcome Database Users
The Comings and Goings of a Navigation Form
Am I in the Right Place? Testing Navigation Forms
Maintaining the Navigation Form
Displaying the Navigation Form at Startup
Part VII: The Part of Tens
Chapter 23: Ten Common Problems
That’s Just Not Normal
You Type 73.725, but it Changes to 74
The Words They Are A-Changing
Was There and Now It’s Gone
You Run a Query, but the Results Aren’t What You Expect
The Validation That Never Was
The Slowest Database in Town
Your Database File Is as Big as a Whale
You Get a Mess When Importing Your Spreadsheet
We’re Sorry; Your Database File Is Corrupt
Chapter 24: Ten Uncommon Tips
Document Everything as Though You’ll be Questioned by the FBI
Keep Your Fields as Small as Possible
Use Number Fields for Real Numbers
Validate Your Data
Use Understandable Names to Keep Things Simple
Delete with Great Caution
Back up, Back up, Back up
Think, Think, and Think Again
Get Organized and Stay Organized
There’s No Shame in Asking for Help
Index
Bonus Appendix: Getting Help
Asking Access for Help
Online Help
Who’s Our Next Caller?
Making Everything Easier!™
Microsoft ®
Access® 2010
Learn to:
• Navigate the Access interface and
understand database architecture
• Build tables to organize data and forms
for easy data entry
• Share data and create forms and reports
• Use the power of queries to find and
maintain your data
Laurie Ulrich Fuller
Ken Cook
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Start with FREE Cheat Sheets
Cheat Sheets include
Checklists
Charts
Common Instructions
And Other Good Stuff!
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www.dummies.com/cheatsheet/access2010
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Access® 2010
FOR
DUMmIES‰
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Access® 2010
FOR
DUMmIES‰
by Laurie Ulrich Fuller
and Ken Cook
ibooooks.appspot.com
Access® 2010 For Dummies®
Published by
Wiley Publishing, Inc.
111 River Street
Hoboken, NJ 07030-5774
www.wiley.com
Copyright © 2010 by Wiley Publishing, Inc., Indianapolis, Indiana
Published by Wiley Publishing, Inc., Indianapolis, Indiana
Published simultaneously in Canada
No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or
by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit-
ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written
permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the
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Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the
Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com, Making Everything
Easier, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/
or its affi liates in the United States and other countries, and may not be used without written permission.
Access is a registered trademark of Microsoft Corporation in the United States and/or other countries.
All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated
with any product or vendor mentioned in this book.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO
REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF
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Library of Congress Control Number: 2010925160
ISBN: 978-0-470-49747-0
Manufactured in the United States of America
10 9 8 7 6 5 4 3 2 1
About the Authors
Laurie Ulrich Fuller has been writing about and teaching people to use
Microsoft Offi ce for more than 20 years. She’s been there through every new
version of Access, as Offi ce has evolved to meet the needs of users from all
walks of life — from individuals to huge corporations, from growing busi-
nesses to non-profi t organizations.
In the meantime, Laurie has personally trained more than 10,000 people to
make better, more creative use of their computers, has written and co-written
30+ nationally-published books on computers and software — including sev-
eral titles on Microsoft Offi ce. In the last few years, she’s also created several
video training courses, teaching online students to use Microsoft Offi ce and
Adobe Photoshop.
Laurie’s own fi rm, Limehat & Company, offers training and educational mate-
rials as well as graphic design, marketing, promotions, and Web-development
services. She invites you to contact her with your Offi ce-related questions at
help@limehat.com, and to visit her Web site: www.limehat.com.
Ken Cook has built and managed a successful computer consulting busi-
ness (now called Cook Software Solutions, LLC) since 1990. He began as
a trainer — training numerous users (too many to count!) on a variety of
software packages — specializing in Microsoft Offi ce. Currently he “dabbles
in training” (specializing in online synchronous training) but his main focus
is creating expert Microsoft Offi ce solutions and Microsoft Access database
solutions for Fortune 500 and small business clients.
Ken is also a published author on Microsoft Excel, having contributed chap-
ters on macros and VBA to Special Edition: Using Excel 2000 and Special
Edition: Using Excel 2002 published by Que. Ken also contributed chapters on
Microsoft Access to the book How to Do Everything with Offi ce XP published
by Osborne, and coauthored the previous version of this book; Access 2007
For Dummies published by Wiley.
Prior to his career in computers, Ken was a Product Manager for Prince
Manufacturing, Inc. He is a graduate of Syracuse University with a bachelor’s
degree in Marketing. He can be contacted through his Web site (www.kcook
pcbiz.com) or by e-mail (ken@kcookpcbiz.com).
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Care Department within the U.S. at 877-762-2974, outside the U.S. at 317-572-3993, or fax 317-572-4002.
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Publishing and Editorial for Technology Dummies
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Publishing for Consumer Dummies
Diane Graves Steele, Vice President and Publisher
Composition Services
Debbie Stailey, Director of Composition Services
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