Keeping Your Information Accurate

Page 146 To specify data type settings

1

Display the table in Design view.

2

Click in the Data Type cell of the field you want to change, click the down arrow, and then click the data type you want.

150 To set a field’s size property

1

Display the table in Design view.

2

Click in the field you want to change, and then in the Field Properties area, click in the Field Size box, click the down arrow, and change the setting to what you want. 152 To create a custom input mask

1

Display the table in Design view.

2

Select the field for which you want to set an input mask, and in the Field Properties area, click Input Mask.

3

Click the … button to start the Input Mask Wizard. (Click Yes if you are prompted to first save the table or install this feature.)

4

Select an input mask from the options, or enter your own input mask in the Try It box, and then click Next.

5

Specify whether you want to store the symbols with the data, and then click Finish.

6

Press Fto accept the mask. 157 To set a field validation rule

1

Display the table in Design view.

2

Select the field you want to add a rule to, and in the Field Properties area, click the Validation Rule box,

3

Click the … button at the right end of the Validation Rule box to open the Expression Builder, or type an expression and press F.

4

In the Validation Text box, type a description of the rule.

5

Click in the Caption box, and indicate the type of entry that can be made in the field,, by typing, for example, Phone Number.

6

Save and close the table. 160 To use a Lookup List to restrict data

1

Display the table in Design view.

2

Click the Data Type cell for the field in which you want to use a Lookup List, click the down arrow, and then click Lookup Wizard.

3

Select the option to either look up the values in a table or query, or to type in the values that you want, and click Next.

166 To create and run an update query

1

Create a query that displays the information you want and then open the query in Design view.

2

On the Query menu, click Update Query.

3

In the Update To row of the field you want to update, type the text you want, or create an expression.

4

Click the Run button, click Yes when Access warns you that you are about to update records, and save and close the query.

170 To create and run a delete query

1

Create a query that displays the information you want and then open the query in Design view.

2

On the Query menu, click Delete Query.

3

Type the text you want in the Criteria row under the appropriate field.

4

Click the Run button to run the delete query and click Yes when Access warns you that you are about to delete records.

5

Save and close the query. Chapter 7

Working with Reports

Page 176 To create a report by using a wizard

1

On the Objects bar, click the table on which you want to base your report.

2

On the Insert menu, click Report to display the New Report dialog box.

3

Double-click Report Wizard.

4

Follow the instructions of the Report Wizard, and then click Finish to preview the report.

180 To change the height of a report section

1

Open the report in Design view.

2

Point to the top of the selector of the section you want to resize, and when

the pointer changes to a two-headed vertical arrow, drag the selector up or down to expand or collapse the section.

180 To create a custom date format in a Report Header

1

Open the report in Design view.

3

In the Toolbox, click the Text Box control, and then click where you want to insert the date in the Report Header section.

4

Click the label that was created with the new text box, and press A to delete it.

5

Click the text box, and then press the $ key to display the Properties dialog box.

6

On the Data tab, click Control Source, enter your custom date format, for example: =Format(Date(), “dd,mm,yyyy”), and then press F.

180 To add a group header or footer

1

Open the report in Design view, and then click the Sorting and Grouping button on the toolbar.

2

In the Group Properties area, double-click Group Header or Group Footer to change it to Yes.

180 To report properties

1

Open the report in Design view.

2

Select the control you want to modify, press $ to display the Properties dialog box, if necessary, and then click the appropriate tab.

3

Click the property you want to change, and then enter new values, or select a new setting from the drop-down list.

186 To use a query as the basis for a report

1

On the Objects bar, click Queries.

2

Click the query on which you want to base the report.

3

On the Insert menu, click Report.

4

Click Report Wizard, and then click OK.

5

Follow the wizard’s instructions, and then click Finish. 186 To insert a title in a report

1

Open the report in Design view.

2

If the Toolbox isn’t displayed, click the Toolbox button on the toolbar.

3

To give the report a title, click the Label control in the Toolbox, and then click the top of the Report Header section.

4

Name the report, and press F.

186 To insert the date and time into a report

1

On the Insert menu, click Date and Time to display the Date and Time dialog box.

2

Make sure that Include Date is selected, and choose the date format you want. If you want to include the time, make sure that Include Time is selected, choose the time format, and then click OK.

3

Drag the new text box containing =Date() to where you want it, and adjust its width and position as needed using the buttons and boxes on the Formatting toolbar. 186 To give a report a label

1

Click the Label button in the Toolbox, click in the location on the report where you want the label, type the label name, and then press F.

2

Set the font properties for the label, and then fine-tune the position of the label, in necessary.

186 To insert a page number in a report

1

In the Page Footer section, click Page Numbers on the Insert menu to display the Page Numbers dialog box.

2

Select the options you want, and then click OK. 191 To add a subreport to a report

1

Open the main report in Design view.

2

Open the Toolbox, if necessary, click Subform/Subreport on the Toolbox, and then click on the report where you want to insert the subreport.

3

Follow the instructions of the SubReport Wizard, and then click Finish. 191 To format a subreport

1

Open the main report with the subreport in Design view.

2

Click the subreport control, and press $.

3

Use the options in the Properties dialog box to make the necessary changes.

4

Save your changes, and switch to Print Preview to view the results. 191 To use the Expression Builder in a text box in a report

1

Open the report in Design view.

2

Click an unbound text box control and press $ to open the Properties dialog box.

3

Click the Data tab, click Control Source, and click the … button to open the Expression Builder.

4

Build your expression, and then click OK to close the Expression Builder.

197 To preview a report in Print Preview or Layout Preview

1

Open the report in Design view.

2

Click the down arrow to the right of the View button to display the list of views.

3

Click Print Preview or Layout Preview.

4

On the Navigation bar, click the Next Page button to view each page of the report. 197 To print a report

1

In the database window, click the report you want to print.

2

On the toolbar, click the Print button.

In document QA76.9.D3M5733. Body Part No. X (Page 37-42)