MS Access: Reports and Macros

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30 Questions

What data type should you select if you want to enter notes?

Memo

How can you save a table?

Click the Save button from the Quick Access Toolbar

What is the purpose of closing a table?

When you are finished using the table or when there are many open tables

What is the easiest way to construct a table?

From the Layout View

What fields will you see when you select Address in the More Fields list?

City, State, Province, Country

Where can you see all the tables that you have opened?

With their corresponding tabs

What is the purpose of the Find command in a database?

To quickly locate data in a long database

What is the primary function of a Filter in a database?

To quickly view a subset of records

What type of filter allows you to enter values into a form to specify filter criteria?

Filter by form

What happens to records that do not match the specified criteria when using a Filter?

They are removed from the view

Can Filters be saved in a database?

No, they can only be viewed

What is the function of the Advanced filter/sort?

To create a complex filter with multiple criteria

What is the purpose of the Navigation Pane in MS Access 2016?

To show a list of all available database objects

What is the function of the View Buttons in MS Access 2016?

To switch between different views of the database

What happens when you double-click a tab in MS Access 2016?

The ribbon minimizes to only show the tab names

What is the shortcut key to display the full ribbon in MS Access 2016?

CTRL + F1

What happens when you move the mouse pointer over a command or tool on the Ribbon?

The name and function of the command or tool are displayed

What is the purpose of the Status Bar in MS Access 2016?

To display information about the current object or view

What is the primary purpose of a report in MS Access?

To present data in an easy-to-read format

What is a macro in MS Access?

A script for performing a specific job

What can you use macros to do in MS Access?

Open and execute queries, open tables, or print or view reports

What is a module in MS Access?

A custom procedure written in Visual Basic

What can data macros be attached to in MS Access?

Table events, such as inserting new records or editing existing records

What is a characteristic of data macros in web apps?

They can be stand-alone objects that can be called from other data macros or macro objects

What is the purpose of a form in a database?

To enter, change, delete and display data in a database

How many basic types of forms can Access create?

Six

What is the first step to create a basic form?

On the Objects list, click the table or query you want to use

What is the function of Toggle Filter?

To apply a filter

What type of form shows both datasheet and form at the same time?

Split form

Where can you find the option to create a split form?

On the Create tab, click More Forms

Study Notes

Creating and Using Forms

  • A form is a database object used to enter, change, delete, and display data in a database.
  • Access can create six basic types of forms.
  • Forms can contain lines, color, images, check boxes, buttons, and other features called controls.
  • There are three types of forms: plain form, split form (shows datasheet and form at the same time), and multiple-item form (shows multiple records at the same time).

Creating a Basic Form

  • To create a basic form, select the table or query, and then click Form on the Create tab.

Creating a Split Form

  • To create a split form, select the table or query, click More Forms on the Create tab, and then click Split form.

Creating a Multiple Items Form

  • To create a multiple items form, select the table or query, click More Forms on the Create tab, and then click Multiple Items.

Macros

  • A macro is a structured definition of one or more actions that Access performs in response to a defined event.
  • Macros can open and execute queries, open tables, print or view reports, and run other macros or Visual Basic procedures.
  • Data macros can be attached directly to table events, such as inserting new records, editing existing records, or deleting records.

Modules

  • A module is an object in desktop databases containing custom procedures coded using Visual Basic.
  • Modules provide a more discrete flow of actions and allow trapping errors.

Finding and Filtering Data

  • The Find command allows you to quickly locate data in a long database.
  • A Filter is a simpler form of a query, primarily used to quickly view a subset of records while using a form or datasheet.
  • There are four types of filters: Filter by Form, Filter by Selection, Filter by Excluding Selection, and Advanced Filter/Sort.

Finding Data by Using Find and Replace

  • You can find data in one field or in all fields.
  • To find data using one field, click any row in the table, click Find on the Home tab, and select the data type.

Saving the Table

  • You can save a table in three ways: clicking the Save button on the Quick Access Toolbar, right-clicking on the Table tab, or using the Save dialog box.

Closing the Table

  • You can close a table by right-clicking on the table tab and selecting Close.

Creating a Table from the Layout View

  • This is the easiest way to construct a table: click the Create tab, click Table, and select fields from the Fields tab.

Components of the Access Window

  • The Record Selector displays the current record number and allows navigation to other records.
  • The Navigation Pane shows a list of all available database objects.
  • The Status Bar displays information about the current object or view.
  • View Buttons allow switching between Datasheet View, Pivot Table View, Pivot Chart View, and Design View.
  • The Ribbon is the panel at the top of the document, containing six tabs: Home, Create, External Data, Database Tools, Fields, and Table.

Learn about the power of reports in MS Access and how to create visually appealing reports. Discover the importance of macros in automating tasks and responding to events in Access.

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