Microsoft Access 2013

Lesson 9
Advanced Tables

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 1
Objectives

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 2
Step by Step: Create a Custom Table in Design
View
• GET READY. Before you begin these steps, be sure to turn on
and/or log on to your computer and LAUNCH Access.
1. OPEN Lucerne Publishing from the data files for this lesson.
2. SAVE the database as Lucerne PublishingXXX (where XXX is
your initials).

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 3
Step by Step: Create a Custom Table in Design
View
3. On the CREATE tab, in the Tables group, click the Table
Design button. A new blank table is created in Design view, as
shown below.

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Step by Step: Create a Custom Table in Design
View
4. Key ID in the Field Name column, as shown below.
5. [Press the Tab key] to move to the Data Type column.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 5
Step by Step: Create a Custom Table in Design
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6. Click the down arrow in the Data Type column and select
AutoNumber from the menu, as shown below. The
AutoNumber data type will automatically number your records
starting at 1.
7. [Press the Tab key] to move to the Description field.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 6
Step by Step: Create a Custom Table in Design
View
8. Key Record Number and [press Tab] again to move to the
next blank field row.
9. Key Gross Sales and [press the Tab key].
10. Click the down arrow on the Data Type column and select
Currency from the menu.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 7
Step by Step: Create a Custom Table in Design
View
11. Click in the Decimal Places row in the Field Properties
section. Click the down arrow and select 0 from the menu, as
shown below.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 8
Step by Step: Create a Custom Table in Design
View
12. Enter the remaining fields, as shown below, formatting each
with the Currency data type and 0 decimal places.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 9
Step by Step: Create a Custom Table in Design
View
13. Click the row selector to the left of the ID field to select the
row.
14. On the DESIGN tab, in the Tools group, click the Primary
Key button.
15. Click the Save button on the Quick Access Toolbar. The Save
As dialog box appears.
16. Key Sales and click OK.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 10
Step by Step: Insert and Delete Rows in Design
View
• USE the database that is open from the previous exercise.
1. Click the row selector to the left of the Gross Sales field to
select the entire row.
2. In the Tools group on the TABLE TOOLS DESIGN contextual
tab, click the Delete Rows button. The field row is deleted
from the table.
3. Click the Undo button on the Quick Access Toolbar. The field
row reappears.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 11
Step by Step: Insert and Delete Rows in Design
View
4. In the Tools group on the TABLE TOOLS DESIGN contextual
tab, click the Insert Rows button. A blank row is inserted
above the Gross Sales field.
5. In the Field Name column, key Area and [press the Tab key].
6. [Press the Tab key] again to accept the Short Text data type.
7. Leave the Description field blank and [press Tab] again to
move to the next field.
8. Click the Save button on the Quick Access Toolbar.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 12
Step by Step: Insert and Delete Rows in Design
View
9.
Switch to Datasheet view and enter the records in the table as
shown below. The ID field will be automatically generated, so
just [press Tab] to get past it.
10. SAVE and CLOSE the table.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 13
Step by Step: Use the Table Analyzer
• USE the database that is open from
the previous exercise.
1. Open the Books table.
2. Scroll through the table to
become familiar with the fields
in the table.
3. On the DATABASE TOOLS tab,
in the Analyze group, click the
Analyze Table button. The
Table Analyzer Wizard dialog box, screen 1, appears, as shown
above. This first dialog box provides more information about the
types of problems the wizard will find. Click the two Show me an
example buttons to read more about how duplicating information
can lead to problems.
© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 14
Step by Step: Use the Table Analyzer
4. Click the Next > button.
The Table Analyzer
Wizard dialog box, screen
2, appears, as shown at
right. This dialog box
provides more
information about what
the wizard will do. Click
the two Show me an
example buttons to read
more about how splitting
the table is helpful.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 15
Step by Step: Use the Table Analyzer
5. Click the Next > button.
The Table Analyzer
Wizard dialog box,
screen 3, appears, as
shown at right.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 16
Step by Step: Use the Table Analyzer
6. The Books table should
be selected in the list; if it
is not, select it. Click the
Next > button. The Table
Analyzer Wizard dialog
box, screen 4, appears, as
shown at right.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 17
Step by Step: Use the Table Analyzer
7. The Yes, let the wizard
decide button should be
selected; if it is not,
select it. Click the Next
> button. The Table
Analyzer Wizard dialog
box, screen 5, appears,
as shown at right.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 18
Step by Step: Use the Table Analyzer
8. Scroll to the bottom of the Table2 box and click the Year field
to select it. Notice that the wizard has placed it in the wrong
table.
9. Drag the selected field to the Table1 box, positioning the
horizontal black line below the Book Title field and releasing
the mouse button to place the Year field in its new location.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 19
Step by Step: Use the Table Analyzer
10. Click the Table1 name to select it. Click the Rename Table
button. The Table Analyzer Wizard dialog box appears, as
shown below.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 20
Step by Step: Use the Table Analyzer
11. Key Book Sales and click OK.
12. Click the Table2 name and click the Rename Table button.
The Table Analyzer Wizard dialog box appears.
13. Key Author Contact Information and click OK.
14. Scroll down to the bottom of the Book Sales table. Notice that
the Lookup to Author Contact Information field was added.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 21
Step by Step: Use the Table Analyzer
15. Scroll through the
Author Contact
Information table.
Notice that the
Generated Unique
ID field was added
as a primary key. Click
the Next > button.
The Table Analyzer
Wizard dialog box,
screen 6, appears, as shown above.
16. Click the ID field in the Book Sales table to select it. Click the Set
Unique Identifier button. A primary key is inserted.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 22
Step by Step: Use the Table Analyzer
17. Click Next >. The Table
Analyzer Wizard dialog box,
screen 7, appears, as shown at
right.
18. Notice that the Table Analyzer
Wizard has detected two
similar records, one with an
incorrect zip code and phone
number. Click the down
arrow in the first row of the
Correction field and select
Leave as is. This is the
correct record.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 23
Step by Step: Use the Table Analyzer
19. Click the down arrow on the second row of the Correction
field and select the Tomic correction from the menu, as shown
below, to replace the incorrect record.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 24
Step by Step: Use the Table Analyzer
20. Click Next >. The final
Table Analyzer Wizard
dialog box appears, as
shown at right.
21. The Yes, create the query
option button should be
selected. Click the Finish
button.
22. A message saying that the
new query will be saved as
Books_NEW appears. Click
OK.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 25
Step by Step: Use the Table Analyzer
23. If Access Help appears on your screen, close it. Your screen
should look similar to the figure below.
• SAVE and CLOSE all tables and queries.
• PAUSE. LEAVE the database open to use in the next exercise.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 26
Step by Step: Insert a Total Row
• USE the database open from the previous exercise.
1. Open the Book Sales table.
2. On the HOME tab, in the Records group, click the Totals
button. The Total row appears below the row with the asterisk
(*) in the record selector box.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 27
Step by Step: Insert a Total Row
3. Click the down arrow in
the Book Title column
of the Total row. Select
Count from the menu,
as shown at right. The
number of records in
the column is counted,
and the number 11 is
displayed.
4. Click the down arrow
in the Domestic Sales
column of the Total row
and select Sum from the menu.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 28
Step by Step: Insert a Total Row
5. Click the down
arrow in the
International Sales
column of the Total
row and select Sum
from the menu.
Your screen should
look similar to
the figure at right.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 29
Step by Step: Insert a Total Row
6.
Save the table.
7.
On the HOME tab, in the Records group, click the Totals
button. The Total row is hidden.
8. On the HOME tab, in the Records group, click the Totals
button again. The Total row reappears.
9. Save and close the table.
• CLOSE Access.

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 30
Skill Summary

© 2014, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Access 2013 31