Could someone explain to me why the United States spends more money killing people than taking care of its own?
The tax rebate is Bush and his cronies way of bailing out big corporations using tax payers' money, it is NOT to help poorer America.
Why is there money to help big corporations, killing people, but when it comes to Social Security, the money is running out? Why don't they bail out Social Security? My measly $300 rebate has already gone to Big Oil. Yours most likely will end up in some big corporation's pockets too and our children will have to pick up the tab.

Psalms 27:14  "Wait on the LORD: be of good courage, and he shall strengthen thine heart: wait, I say, on the LORD."

Another great site for Office Support and Help is



Rick Selby's
Access Tables Help Page

Site Visitors 

Three things to remember when you are working with computers.
• First thing is "YOU CAN DO IT".
• Second take your time, a little mistake can cause a big problem.
• Third all answers are only a question away.


TABLE OF CONTENTS

Basically Access Tables 97, 2000, XP and 03 are the same. Where they differ most is in the menus and the newer versions have more features. The basic operations of all are almost the same. The instructions listed on these pages are just basic instructions.
Access Tables XP
• Office XP keeps asking for it to be registered
• Office Programs open Slowly
Access Tables 2000 Images:
• Access application and dialog window
• Access window
• Access database wizard
• Show tables dialog box
Create:
• Create field for text or memos
• Create field for numbers or currency
• Create field for dates or times
• Create field that looks up or lists values in tables
• Create field that looks up data from another table in design view
• Create field that looks up data from another table in datasheet view
• Creates tables, forms and reports in one operation
• Creating table from data
• Create table by entering data in a database
• Create table on your own
• Create table from scratch in design view
• Create value list field in datasheet view
• Create value list field in design view
Define how a field appears or handles data:
• Create an input mask for a control
• Define an input mask for a field in a table
• Define an input mask for a field in a query
• Set the number of decimal places to display for a control
• Set the number of decimal places to display for a field in query design View
• Set the number of decimal places to display for a field in table design View
Define relationships to bring Data together from two or more tables:
• Define relationships between tables
• Define the default join type for a relationship between two tables
Duplicate Entries in Fields:
• Keeping duplicate entries from being entered into fields
• Keeping exact entries "Duplicate Records" from being entered into and record
Expressions:
• Expressions that use text values as criteria
Making final adjustments:
• Change field name in design view
• Delete field from a table in design view
• Move field in a table design view
Multiple Objects:
• Apply text and graphics formatting multiple times
• Inserting drawing object multiple times
• Moving text, graphics, and formatting multiple times
• Move text and graphics with the "Spike"
Primary Key:
• Set or change the primary key
Properties:
• Assign default value to a control
• Create multiple-field index
• Create a single-field index
• Define default value that is automatically entered in a field or control
• Define default value in table design view
• Define validation rules to control what values can be entered into a field


Images:
Access Application and Dialog Window:
• The Access dialog window is the first window you will see when you open Access
• In this window you choose to open either a new database or one you already created.
Access Application and Dialog Window

Access Window:
• The Access window is the main Access window. You open tables, forms, queries and reports in this window.
Access Window

Create:
Create Field for Text or Memos:
• Open a table in "Design view".
• To insert the field within the table, click in the row below where you want to add the field, on the Database Window Toolbar click "Insert", "Rows".
  • To add the field to the end of the table, click in the first blank row.
• In the Field Name Column, type the name for the field.
• In the Data Type Column, click the arrow and select either text or memo.
• Set the other Field Properties, if desired.
• Note
  • The default field size for Text fields is 50 characters. You can change this for a particular field by setting the Field Size Property.
  • You can change the default field size itself by clicking on the Database Window Toolbar, Tools, Options, and Tables/Queries tab.

Create Field for Numbers or Currency:
• Open a table in Design View.
• To insert the field within the table.
  • Click in the row below where you want to add the field.
  • Click on the Database Window Toolbar, Insert, then Rows.
• To add the field to the end of the table, click in the first blank row.
• In the Field Name Column, type the name for the field.
• In the Data Type Column, click the arrow and select either number or currency.
• If you are creating a Number Field, in the bottom part of the window set the Field Size Property to the size you want.
  • To set a display format for your field, in the bottom part of the window click in the Format Box, click the arrow, and select the format you want.
  • You can also create a Custom Display Format, if the predefined formats don't meet your needs.
• Set the other field properties, if desired.
• Note
  • Changes made to the currency formats that are specified by double-clicking Regional Settings in Windows Control Panel will be automatically reflected in your database for currency fields.
  • However, this only affects the format; no conversion of currency values will be made.

Create a Field for Dates or Times:
• Open a table in Design View.
• To insert a field within the table.
  • Click in the row below where you want to add the field.
  • On the Database Window Toolbar, click Insert, Rows.
• To add the field to the end of the table.
  • Click in the first blank row.
  • Click in the Field Name Column and type the name for the field.
• In the Data Type column, click the arrow and select Date/Time.
• To set a display format for your field, in the bottom part of the window, click the format box and select the format you want.
• You can also create a Custom Display Format, if the predefined formats don't meet your needs. Set the other Field Properties, if desired.
• Note
  • Storing dates and times in a Date/Time Field ensures that dates and times will be sorted properly.
  • Changes made to the date or time formats that are specified by double-clicking Regional Settings in Windows Control Panel will be automatically reflected in Date/Time Fields.
    

Create a Field that looks up or Lists Values in Tables:
• Using the Lookup Wizard, you can create a field that displays either of two kinds of lists to make data entry simpler.
  • A Lookup List that displays values looked up from an existing table or query.
  • A value list that displays a fixed set of values that you enter when you create the field.

Create a Field that looks up Data from another Table in Design View:
• In Design View, open the table where you want to add the Lookup Field.
• Do one of the following:
• To insert a new field within the table.
  • Click the row below where you want to add the field,
  • On the Database Window Toolbar, click Insert, Rows.
• To add a new field at the end of the table, click the first blank row.
  • Type the name for the field in the Field Name Column.
  • If the field you want to use, as the Foreign Key for the Lookup Field already exists, click in that field's row.
  • Example
    • If you have a Products table that has a Supplier ID Field already defined, and you want to change it to a Lookup Field to display Supplier Names from your Suppliers Table, click in the Supplier ID Field's Row.
• In the Data Type Column, click the arrow and select Lookup Wizard.
• Click the Option that indicates you want the Lookup Field to look up the values in a table or query.
• Click "Next" and follow the directions in the remaining Lookup Wizard Dialog Boxes.
• When you click "Finish Button", Access creates the Lookup Field and sets certain field properties based on the choices you made in the wizard.
• Once you've created a Lookup List Field, if you add the field to a form, Access copies its definition into the form.
  • The Combo Box or List Box is created automatically for the form.
  • However, if you change the definition of a Lookup or Value List Field in the table after adding it to a form, those changes WILL NOT be reflected in that form.
• To correct this, delete the field from the form and then add it again.
• Note
  • It is also possible to add a Lookup Field to a table that displays values from the same table that contains the Lookup Field.

Create a Field that looks up data from another Table in Datasheet View:
• In Datasheet View, open the table where you want to add the Lookup Field.
• To insert the Lookup Field within the table, click in the column to the right of where you want to insert the field.
• On the "Database Window Toolbar", click Insert, click Lookup Column.
• In the first Dialog Box of the Lookup Wizard, select the option that indicates you want the Lookup Field to look up the values in a table or query.
• Click "Next" and follow the directions in the remaining Lookup Wizard Dialog Boxes.
  • When the Lookup Wizard is finished, the Lookup Field is added to your datasheet.
  • By default, the new Lookup Field will be given a name in the datasheet, "Field#," where "#" is some number.
  • You can change this name if you want.
• Notes
  • When you use the Lookup Wizard to create a Lookup List, Access sets certain Field Properties based on the choices you made in the wizard.
  • Once you've created a Lookup List Field, if you add the field to a form, Access copies its definition into the form.
  • The Combo Box or List Box is created automatically for the form.
  • However, if you change the definition of the field in the table after adding it to a form, those changes WILL NOT be reflected in that form.
  • To correct this, delete the field from the form and then add it again.
  • It is also possible to add a Lookup Field to a table that displays values from the same table that contains the Lookup Field.
    

Database Wizard creates Tables, Forms and Reports in one operation:

Database Wizard


• Use the Database Wizard to create in one operation all the Tables, Forms, and Reports required for an entire database. The Database Wizard creates a new Database; it CAN'T be used to add new Tables, Forms, or Reports to an existing database.
• When Access first starts up, a Dialog Box is automatically displayed with options to create a new database or open an existing one.
  • If this dialog box is displayed, click Database Wizard.
  • Click "OK".
• If you have already opened a Database or closed the Dialog Box that displays when Access starts up, click New Database on the toolbar.
• On the Databases Tab, double-click the icon for the kind of database you want to create.
• Specify a Name and Location for the database.
• Click Create to start defining your new database.

Creating a Table from Data:
• Create tables automatically from your data.
• Note
  • Enter data directly into a blank datasheet. When you "Save" the New Datasheet, Access will analyze your data and automatically assign the appropriate data and format for each field.

Create a Table by entering Data in a Database:
• If you haven't already done so, switch to the Database Window. You can press F11 to switch to the Database Window from any other window.
• Click Tables under Objects, and click New on the Database Window Toolbar.
• Double-click Datasheet View. A blank datasheet is displayed. The default column names are Field1, Field2, and so on.
• Rename each column you will use:
  • Double-click the Column Name.
  • Type a name for the column following Access Object-naming Rules,
  • Press Enter.
• You can insert additional columns at any time.
  • Click in the column to the right of where you want to insert a new column.
  • On the Database Window Toolbar, click Insert, click Column.
  • Rename the column as described in step 4.
• Enter your data in the datasheet.
• Enter each kind of data in its own column.
  • Example
    • If you are entering names, enter the first name in its own column and the last name in a separate column.
• If you are entering dates, times, or numbers, enter them in a consistent format so that Access can create an appropriate data type and display format for the column.
• Any columns you leave empty will be deleted when you save the datasheet.
• When you've added data to all the columns you want to use, click "Save" on the Database Window Toolbar to save your datasheet.
• Access asks you if you want to create a Primary Key.
  • If you haven't entered data that can be used to uniquely identify each row in your table, such as part numbers or ID numbers, it's recommended that you click "Yes".
  • If you have entered data that can uniquely identify each row, you can specify this field as your Primary Key.
• Access will assign data types to each field based on the kind of data you entered. If you want to customize a field's definition further.
  • Example
    • To change its data type, or define a Validation Rule, use "Design View".
      

Create a Table on your own:
• Note
  • You can use the steps in this topic to guide you through creating a table from start to finish.
  • You'll use many of these steps in creating every table.
  • The others you'll use when you design a table to contain a particular type of data or define how a field appears.
  • You need to use only the steps that are relevant to the type of data or field definitions specific to the table that you're creating.
  • For other tasks related to creating tables, ask the "Answer Wizard".

Create a Table from scratch in Design View:
• If you haven't already done so, switch to the "Database Window". You can press "F11" to switch to the "Database Window" from any other window.
• Click Tables under Objects, click New on the "Database Window Toolbar".
• Double-click "Design View".
• Define each of the fields in your table.
• Define a "Primary Key Field" before saving your table.
• Note
  • You do not have to define a "Primary Key", but it's usually a good idea.
  • If you do not define a Primary Key, Access asks if you want it to create one for you when you save the table.
• When you are ready to save your table, click the "Save Icon" on the Database Window Toolbar.
• Type a name for the table.

Create a Value List Field in Datasheet View:
• Open the table in Datasheet View.
• To insert a Value List Field within the table.
  • Click in the column to the right of where you want to insert the field.
  • On the Database Window Toolbar, click Insert, and click Lookup Column.
  • In the first Dialog Box of the Lookup Wizard, select the option that indicates you will type in the values that you want.
  • Click "Next" and follow the directions in the remaining Lookup Wizard Dialog Boxes.
• When the Lookup Wizard is finished, the Value List Field is added to your datasheet.
• By default, the new Value List Field will be given a name in the form, "Field#," where # is some number.
• You can change this name if you want.
• Note
  • When you use the Lookup Wizard to create a Fixed Value List.
  • Access sets certain Field Properties based on the choices you made in the wizard. Once you've created the field, if you add it to a form, Access copies its definition into the form.
  • The Combo Box or List Box is created automatically for the form.
  • However, if you change the definition of the Value List Field in the table after adding it to a form, those changes WILL NOT be reflected in that form.
  • To correct this, delete the field from the Form and then add it again.

Create a Value List Field in Design View:
• Open the Table in Design View.
• To insert the field within the table, click in the row below where you want to add the field.
• On the Database Window Toolbar, Click Insert, Rows.
• To add the field to the end of the table, click in the first blank row.
• In the Field Name Column, type the name for the field, following Access Object-naming Rules.
• In the Data Type Column, click the arrow and select Lookup Wizard.
• In the first Lookup Wizard Dialog Box, click the option that indicates you will type in the Values that you want.
• Click "Next" and follow the directions in the remaining Lookup Wizard Dialog Boxes.
• Note
  • When you use the Lookup Wizard to create a Fixed Value List.
  • Access sets certain field properties based on the choices you made in the wizard. Once you've created the field, if you add it to a form, Access copies its definition into the form.
  • The Combo Box or List Box is created automatically for the form.
  • However, if you change the definition of the Value List Field in the table after adding it to a form, those changes WILL NOT be reflected in that form.
  • To correct this, delete the field from the form and then add it again.
    

Define how a field appears or handles data:
Create an Input Mask for a Control:
• Open a Form in Design View.
• Select a Text Box or a Combo Box, and then click Properties on the toolbar to open the Control's Property Sheet.
• Do one of the following:
  • Type the Input Mask Definition.
  • In an Access database (.mdb), click the Build Button in the Input Mask Property Box to start the Input Mask Wizard, and then follow the instructions in the Wizard Dialog Boxes.

Define an Input Mask for a Field in a Table:
• Open a Table in Design View.
• In the upper portion of the window, click the field you want to define an Input Mask for.
• In the lower portion of the window on the General Tab, click the Build Button next to the Input Mask Property Box to start the Input Mask Wizard, and then follow the instructions in the Wizard Dialog Boxes.
• Note
  • You can also enter the Input Mask Definition in the Property Sheet without using the wizard. In most cases, it's easiest to use the wizard, but for Number and Currency Fields, you MUST enter the Input Mask definition manually.

Define an Input Mask for a Field in a Query:
• Open a Query in Design View.
• In the Query Design Grid, place the insertion point in the column for the field you want to change. You can place the insertion point in any row for that field.
• Click Properties on the toolbar to open the Property Sheet for that field.
• On the General Tab, click the Build Button next to the Input Mask Property to start the Input Mask Wizard, and then follow the instructions in the Wizard Dialog Boxes.
• Note
  • You can also enter the Input Mask Definition in the Property Sheet without using the wizard.
  • In most cases, it's easiest to use the wizard, but for Number and Currency fields, you MUST enter the Input Mask Definition manually.

Set the number of Decimal Places to display for a Control:
• Open a form in Design View or a report in Design View.
• Make sure the control you want to change is selected, and then click Properties on the toolbar to open the Property Sheet for the control.
• Click the Decimal Places Property Box.
• Click the arrow.
• Select the desired number of decimal places.
  • The Decimal Places Property provides a default setting, Auto, and the option to specify from 0 to 15 decimal places.
  • When set to Auto, fields with Format Property settings of Currency, Fixed, Standard, Percent and Scientific display two decimal places.
  • The Decimal Places Property has no effect unless the field or Control has a Format Property Setting.
• Note
  • The Decimal Places Property setting affects only the number of decimal places that display, not how many decimal places are stored.

Set the number of Decimal Places to display for a Field in Query Design View:
• Open a Query in Design View.
• In the Query Design Grid, place the insertion point in the column for the field you want to change. You can place the insertion point in any row for that field.
• Click Properties on the toolbar to open the Property Sheet for that field.
• On the General Tab, click the arrow next to the Decimal Places Property Box.
• Click the desired number of decimal places.
  • The Decimal Places Property provides a default setting, Auto, and the option to specify from 0 to 15 decimal places.
  • When set to Auto, Fields with Format Property settings of Currency, Fixed, Standard, Percent and Scientific display two decimal places.
  • The Decimal Places Property has no effect if the Format Property hasn't been set.
• Note
  • The Decimal Places Property setting affects only the number of decimal places that are displayed, not how many decimal places are store.

Set the number of decimal places to display for a field in Table Design View:
• Open a Table in Design View.
• In the upper portion of the window, click the field you want to define decimal places for.
• In the lower portion of the window on the General Tab.
• Click the arrow next to the Decimal Places Property Box.
• Click the desired number of decimal places.
• The Decimal Places Property provides a default setting, Auto, and the option to specify from 0 to 15 decimal places.
  • When set to Auto, fields with Format Property Settings of Currency, Fixed, Standard, Percent and Scientific display two decimal places.
  • The Decimal Places Property has no effect if the format property hasn't been set.
• Note
  • The Decimal Places Property setting affects only the number of decimal places that display, not how many decimal places are stored.
    

Define Relationships to bring data together form two or more tables:
Define Relationships between tables:
• Close any tables you have open. You can't create or modify relationships between open tables.
• If you haven't already done so, switch to the Database Window. You can press F11 to switch to the Database Window from any other window.
• Click Relationships on the toolbar.
  • If your database doesn't have any relationships defined, the Show Table Dialog Box will automatically be displayed.
    
    Show Tables Dialog Box
    
    
  • If you need to add the tables you want to relate and the Show Table Dialog Box isn't displayed, click Show Table on the toolbar.
  • If the tables you want to relate are already displayed, skip to step 4.
• Double-click the names of the tables you want to relate, and then close the Show Table Dialog Box.
• Drag the Field that you want to relate from one table to the Related Field in the other table.
• To drag multiple fields, press the CTRL Key and click each field before dragging them.
  
  • In most cases, you drag the Primary Key Field (which is displayed in bold text) from one table to a similar field (often with the same name) called the Foreign Key in the other table.
  • The related fields don't have to have the same names, but they MUST have the same Data Type (with two exceptions) and contain the same kind of information.
  • In addition, when the matching fields are Number Fields, they MUST have the same Field Size Property Setting.
  • The two exceptions to matching Data Types are that you can match an Auto Number Field with a Number Field whose Field Size Property is set to Long Integer; and you can match an Auto Number Field with a Number Field if both fields have their Field Size Property set to Replication ID.
• The Edit Relationships Dialog Box is displayed.
• Check the Field Names displayed in the two columns to ensure they are correct. You can change them if necessary.
• Set the relationship options if necessary.
  • For information about a specific item in the Relationships Dialog Box.
  • Click the question mark button, and then click the item.
• Click the Create Button to create the relationship.
• Repeat steps 5 through 8 for each pair of tables you want to relate.
• When you close the Relationships Window, Access asks if you want to Save the layout.
• Whether you save the layout or not, the relationships you create are saved in the database.
• Notes
  • If you need to view all the relationships defined in the database, click Show All Relationships on the toolbar. To view only the relationships defined for a particular table, click the table, and then click Show Direct Relationships on the toolbar.
  • If you need to make a change to the design of a table, you can right-click the table you want to change, and then click Table Design.
  • You can create relationships using queries as well as tables. However, Referential Integrity isn't enforced with queries.
  • To create a relationship between a table and itself, add that table twice. This is useful in situations where you need to perform a lookup within the same table.

Define the Default Join Type for a Relationship between two Tables:

Show Tables Dialog Box


• If you haven't already done so, switch to the Database Window. You can press F11 to switch to the Database Window from any other window.
• Click Relationships on the toolbar to open the Relationships Window.
• Double-click the middle section of a Join Line between two tables to open the Relationships Dialog Box.
• Click the Join Type Button, and then click the desired join type.
  • Option 1 defines an Inner Join. This is the default.
  • Option 2 defines a Left Outer Join.
  • Option 3 defines a Right Outer Join.
• Note
  • The Join Type Button won't be enabled if the tables are Linked tables. If the tables are in Access Format, you can open the database in which they are stored to set the join type.
  • Defining the Join Type for a relationship in the Relationships Window doesn't affect the relationship itself; it sets the kind of join that will be used by default when creating queries based on the related tables. You can always override the default join type later when defining a query.
    

Duplicate Entries in Fields:
Keeping duplicate entries from being entered into fields:
• Open the table in Design View.
• Place the cursor in a field.
• At the bottom click in the Indexed Field under General.
• Change to "Yes No Duplicates".

Keeping Exact Entries "Duplicate Records" from being entered into and record:
• Open the table in Design View.
• Set the "Input Mask" to "NO" in all fields.
• Select all fields.
  • Click on the first field, hold down the Shift Key and drag mouse to the last field.
• Press the Primary Key Button on the toolbar.
• Make sure you DO NOT have an "Auto Number" set in any field.

Expressions:
Expressions that use Text Values as Criteria:   (These work with letters and name also, I just happen to use dates)

Expression Description:
• 8/5/99
  • Returns the exact number or in this case date
• <8/5/99
  • Returns all number or in this case dates before
• >8/5/99
  • Returns all numbers or in this case dates after
• >=8/5/99
  • Returns all numbers or in this case dates on or after
• <=8/5/99
  • Returns all numbers or in this case dates on or before
• Not<8/5/99
  • Returns all numbers or in this case dates not before
• Not>8/5/99
  • Returns all numbers or in this case dates not after
• "London"
  • Displays all entries, which have London.
• "London" Or "Hedge End"
  • Uses the Or operator to display all entries that have London or Hedge End
• Between #1/5/95# And #1/10/95#
  • The Between...And operator to show all entries no earlier than 5-Jan-95 and no later than 10-Jan-95.
• #2/2/95#
  • Displays all entries that have the date 2-Feb-95.
• In("Canada", "UK")
  • Uses the In operator to display all entries that include Canada or the UK.
• Not "USA"
  • Uses the Not operator to all entries that do not have USA.
• Like "S*"
  • Entries that start with the letter S.
• Like "*Imports"
  
  • Entries whose names end with the word "Imports".
• Like "[A-D]*"
  • Entries that start with A through D.
• >="N"
  • Displays all entries that start with the letters N through Z.
• Is Null
  • Displays all entries where that field is Null (blank).
• Is Not Null
  • Displays all entries where the field contains a value.
• Like "*ar*"
  • Entries that include the letter sequence "AR".
• Like "Rick Selb?"
  • Entries with "Rick" as the first part of its name and a 5-letter second name in which the first 4 letters are "Selb" and the last letter is unknown.

Making Final Adjustments:
Change a Field Name in Design View:
• Open the table in Design View.
• Double-click the field name you want to change.
• Type the new field name, following Access Object-naming Rules.
• Click Save on the toolbar to save your changes.
• CAUTION
  • If you have expressions, or Visual Basic for Applications Code that contain references to a field whose name you are changing, you must update all of those references to the new name.

Delete a Field from a Table in Design View:
• Open the Table in Design View.
• Select the field(s) you want to delete.
• To select one field, click that Field's Row Selector.
• To select a group of fields, drag through the Row Selectors of those fields.
• Click Delete Row on the toolbar.
• Notes
  • If other Database Objects contain references to a deleted field, you need to delete those references as well.
• Example
  • If a report includes a control bound to a deleted field, Access won't be able to find the data from the field and will generate a message.
• You CAN'T delete a field that's part of a relationship. You MUST delete the relationship first.

Move a Field in a Table Design View:
• Open the Table in Design View.
• Select the field(s) you want to move.
• To select one field, click that Field's Row Selector.
• To select a group of fields, drag through the Row Selectors of those fields.
• Click and hold down the mouse button in the row selector again. Access displays a thin horizontal bar just above the last selected row.
• Drag the Horizontal Bar to the row just below where you want to move the fields.
• Note
  • Changing field order in Table Design View changes the order in which fields are stored in the table and also changes the column order in the table's datasheet.
    

Multiple Objects:
Apply Text and Graphics Formatting Multiple Times:
• Select the item whose format you would like to copy.
• To copy the selected format to several items, DOUBLE-CLICK the Format Painter Button. The button stays selected, or "Sticky."
• Select the text or graphic where you want to apply the new format.
• When you're finished applying the format, click the Format Painter Button again or press ESC.
• Note
  • Applying text and graphics formatting multiple times does not work between programs.
  • Example
    • You cannot apply formatting from Word to Power Point.

Inserting a Drawing Object Multiple times:
• To view the Drawing Toolbar, right-click any toolbar and select Drawing.
• To insert a drawing object several times, DOUBLE-CLICK the Drawing Object Button (such as Rectangle) on the Drawing Toolbar. The button stays selected or "Sticky."
• Insert your drawing object several times by clicking in the appropriate locations.
• When you're finished inserting the objects, click the Drawing Object Button again, or press ESC.
• Note
  • You can also turn any of the Drawing Objects available from the Auto Shapes Button on the Drawing Toolbar into "Sticky" Drawing Object Buttons.
  • Simply click the Auto Shapes button, point to a category (such as Flowchart), and a submenu of shapes opens up.
  • Drag the move handle at the top of the submenu to create a Floating Toolbar.
  • Then double-click the Drawing Object Button (such as Flowchart: Process).
  • The button now stays "Sticky."

Moving Text, Graphics, and Formatting Multiple times:
• Select the item whose format you would like to copy.
• To copy the selected format to several items, DOUBLE-CLICK the Format Painter Button. The button stays selected, or "Sticky."
• Select the text or graphic where you want to apply the new format.
• When you're finished applying the format, click the Format Painter Button again or press ESC.
• Note
  • Applying text and graphics formatting multiple times does not work between programs.
  • Example
    • You cannot apply formatting from Word to Power Point.

Move Text and Graphics with the "Spike":
• Select an item you want to move, and then press CTRL+F3.
• Repeat this step until all the items are on the Spike.
• Click a place in the current document, or in a new document, where you want to paste the items.
• Do one of the following:
  • If you want to paste the items once and empty the Spike, press CTRL+SHIFT+F3.
  • If you want to paste the items multiple times, type Spike, and then press F3.
    

Primary Key:
Set or change the Primary Key:
• Open a table in Design View.
• Select the field or fields you want to define as the Primary Key.
• To select one field, click the Row Selector for the desired field.
• To select multiple fields, hold down the CTRL key and then click the Row Selector for each field.
• Click Primary Key on the toolbar.
• Notes
  • You can specify a Primary Key for a field that already contains data, but Access generates a message when you Save the Table if it finds Duplicate Values or Null Values in the field. If you encounter this message, you have three choices: use a Find Duplicates Query to locate records with Duplicate Values or Null Values and then edit the field to remove them; choose a different field; or add an Auto Number Field and set it as the Primary Key.
  • In a Multiple-field Primary Key, field order may be important to you. The fields in a Multiple-field Primary Key are sorted according to their order in Table Design View. If you want a different order, first specify the fields for the Primary Key as described in the preceding procedure, and then click Indexes on the toolbar to display the Indexes Window and reorder the field names for the index named Primary Key.
    

Tables' property box


Assign a Default Value to a Control:
• Open a form in Design View or a Data Access Page in Design View.
• Make sure the control is selected, and then click properties on the toolbar to open the Control's Property Sheet.
• In the Default Value Property Box, type the default value (such as New York) or an expression (such as =Date()).
  • If the string expression that you type includes commas or other punctuation, be sure to enclose the value in quotation marks.
  • Example
    • To use "New York, NY" as the default value, type "New York, NY". In a form in an Access database (.mdb), if you need help creating an expression, click the Build Button to use the Expression Builder.
• Note
  • If you set the Default Value Property for a field in the Table's Design and also set the Default Value Property for a Control Bound to that field, the Default Value set for the control overrides the Default Value set for the field.

Create a Multiple-Field Index:
• Open the table in Design View.
• Click Indexes on the toolbar.
• In the first blank row in the Index Name column, type a name for the index. You can name the index after one of the Index Fields, or use some other appropriate name.
• In the Field Name Column, click the arrow and select the first field for the index.
• In the next row in the Field Name Column, select the second field for the index. (Leave the Index Name Column blank in that row.)
• Repeat this step until you have selected all the fields you want to include in this index. You can use up to 10 fields.
• Note
  • The default Sort Order is Ascending. Select Descending in the Sort Order Column of the Indexes Window to sort the corresponding field's data in descending order.
    

Create a Single-Field Index:
• Open a table in Design View.
• In the upper portion of the window, click the field that you want to create an index for.
• In the lower portion of the window on the General Tab, click in the Indexed Property Box, and then click Yes (Duplicates OK) or Yes (No Duplicates).
• Click Yes (No Duplicates) if you want to ensure that no two records have the same data in this field.

Define a Default Value that is Automatically entered in a Field or Control:
• Note
  • You can use the Default Value Property of a field to specify a value that is automatically entered into that field when you add a new record.

Define a Default Value in Table Design View:
• Open a Table in Design View.
• In the upper portion of the window, click the field you want to define a default value for.
• In the lower portion of the window on the General Tab, click the Default Value Property Box.
• Type the default value (such as New York) or an Expression (such as Date()).
• Notes
  • Setting the Default Value Property for a field has no effect on existing data. However, you can replace a field's current value with the default value by pressing CTRL+ALT+SPACEBAR.
  • If you define a default value for a Yes/No Field in a database that will be used internationally, enter an Equal Sign before the value, and Access will display the default value in the local language.

Define Validation Rules to control what values can be entered into a field:
• Open a Table in Design View.
• In the upper portion of the window, click the field you want to define a Validation Rule for.
• In the lower portion of the window on the General tab, click the Validation Rule Property Box.
• Type the Validation Rule, or click the Build Button to create the Validation Rule using the Expression Builder.
• Example
  • You could define the Validation Expression ">9" for a Quantity Field to prevent a user from placing an order for fewer than 10 units.
• In the Validation Text Property Box, type the message that you want displayed when the rule is broken.
• Example
  • For the Validation Expression ">9", you could enter "You must order 10 or more units."
• If you set a Validation Rule in a field that contains data, Access will ask if you want to apply the new rule to existing data when you Save the Table.
• Notes
  • Field Validation Rules are enforced whenever you add or edit data, whether it is through table Datasheet View, a control on a form that is bound to the field, an append query, an update query, Visual Basic for Applications Code, or by importing data from another table.
    
  • You can test to see if the data in a table meets Validation Rules by right-clicking the title bar of table Design View, and then by clicking Test Validation Rules.