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How to Decide on a List Type for a Microsoft Access Table Field

There are two types of lists that you can create with MS Access. One is the look- up list and the other is the list you create with values. For a field in the table you may opt to create a list of values where you create a database of values which are put into a list box and displayed when the particular field is accessed. While another type of list type enables you to define the values.

Here is how you can do this in MS Office 7:

You will need MS Access.

Step1:

Choose a list of Values where you wish to put in your pre-defined values as this seems to work well if values do not keep changing and you also do not need to stash them in database tables.  So you could enter for example pre-defined genders like `male` and `female`.

Step2:

You could also select a lookup list where you need to look up another table for address which for example contains contact information. Another table could contain salary levels for employee grades or a commission application table which pre-defines the percentage of commission applicable. SO by clicking an entry in the list you could apply the commission percentage to an employee from the address details. Whenever new employees are added or employees are deleted the current status of the addresses are maintained by adding or deducting the entries in the address table.

Step3:

A list box can be a show-all, combo or a selective dual display field list. SO when you click the down-arrow in the field, you get a list type where you can select an option to fill the field.

Step4:

You can create list-boxes from a wizard which require you to go through predefined pages to set commands for a list box. You can use Visual Basic commands to create a list box. Another way is to customize a list box to your fancy.

Step5:

It is not about performance to calculate the levels of efficiency but sometimes there is the criterion of making the end user happy doing a task. So, most probably the field requires returning one list value which is easier for users to execute.

Now, you can try to create a list for your form and maybe you want a lookup list which helps in accuracy of choice. You can create it with a wizard, or with any other means as has been defined earlier. Using a number of probable choices helps giving the users more to select their info from and define info more correctly. With this in mind it is possible to cater to your users of an Access database where you need to select a list type to create for your data form. Letting your database provide a combination of values is perhaps the best method.

How to Create a Query in Microsoft Access Using the LIKE Operator

In this post I will be talking about the usage of LIKE operator in Microsoft Access Database queries. If you have to perform searches in the text strings in any particular field in your Access database then you can use the LIKE operator in its several forms. LIKE operator can be used with the wildcards to make changes in the way it searches the given search string.

Given below are simple steps for creating a search query in Microsoft Access using the LIKE operator:

Step1:

If you simply use the LIKE operator then you need to provide the complete search string with it and only then the search will happen. Example if you write LIKE “Apple” for field FirstName then it will only search for records that have “Apple” as the FirstName.

Step2:

If you want to find all the Names that begin with “A” then you need to modify your LIKE operator by usage of the STAR (*) wildcard. In this case your search string will look like this LIKE “A*”. This will ensure that only those records will be added to the results which have their First Names starting with letter A.

Step3:

To run a more precise query you can have more letters added to it. For example if you run LIKE “AP*” then only those records will be displayed which have their First Names starting with “AP” and none other.

Step4:

We can further play with the insertion of wildcards and changing the position of the wildcard will alter the results altogether. For example if we write LIKE “*E” then it will result only those records which have their First Names ending with letter E.

Till now we have discussed the usage of wildcards for finding records which have a specific letter(s) in the beginning or end of the text. Now we will see the wildcard usage for finding records which have some specific set of letter(s) in the beginning and in the end, and also we will see how to fond records which have a set of letter(s) somewhere in the middle.

Step5:

To find records which have letter A in the beginning and letter E at the end we need to write the following query Like “A*E”. This will search for all the records which have anything in the middle but A in the starting and E at the end.

Step6:

Another important usage is to find records which have a text patter in the middle somewhere. For example if we wish to find the records which have letter Z in them then we need to use the wildcards this way LIKE “*Z*”. This will ensure that only those records are displayed as the results which have the letter Z in them.

Step7:

If we extend the step7 to more than one letter then we can search for more results. Like if we wish to search for records which have “PPL” somewhere in them then use the LIKE as follows LIKE “*PPL*”.

How to Make Tables Using Microsoft Excel

Microsoft Excel is software from the Microsoft Corporation that comes bundled in its Famous Microsoft Office suite. Microsoft Office is a commercially marketed platform of which Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Access form a crucial part. Microsoft Office was launched in 1990 with Microsoft Word, Microsoft Excel and Microsoft PowerPoint; it has now come a long way with Microsoft Office 2010 launched for Windows and Microsoft Office 2011 launched for Mac OS X.

Microsoft Excel was first launched bundled with Mac in 1985 and the first Windows version in 1987. It has come a long way since then with its latest version are the 2010 version for windows and 2011 version for Mac.

Microsoft Excel is an application in Microsoft Office suite which is used for analyzing and manipulating data in spreadsheets. There are many tools in Microsoft Excel to solve all your data management problems. One of which is tabulating Raw Data. You can create a table in Excel 2007 for storing manipulating and organizing Data in tables.

Here are some of the very simple steps you must follow to create a table in Microsoft Excel:

Step 1:

First select an empty range of cells or cells that contain the data you want to tabulate

Step 2:

Take your mouse to the Home tab, click on “Styles”. Click on the button “Format as Table”

Step 3:

Excel shows a new tab named gallery, with some formatting choices for your table. Select the one most relevant to your data.

Step 4:

Remember to select the checkbox for the ‘Heading Row’ if necessary

Step 5:

A dialogue box will open; Select the range of cells you want to convert to a table

Click ok and your table is created.

These are some simple steps can be used to create a table in Microsoft Excel. One of the major advantages of using Microsoft Excel is that its parent suite Microsoft Office comes with a new, easy to use user interface with better applications. It has been worked on time again and again by Microsoft keeping in mind the changing needs of today’s professional environment and to keep it updated and bug free. Also due to the widespread use of Microsoft Excel the user seldom has not to worry about compatible software because most offices use Microsoft Excel. It is this attribute of Microsoft Excel that separates it from its competitors and has given it a chance to carve out a niche for itself in the professional environment. You wouldn’t expect anything better from the Hands of Microsoft.

How to Create an Input Form in MS Access

Microsoft Office Access is one of the famous Database Management System developed and manufactured by Microsoft. It was earlier marketed as Microsoft Access but it has recently been re-branded by Microsoft. This application is used for creating database and store data it its original format which is supported by the latest technology known as Access jet Database Engine. It is also used to import data and link data directly from other applications and databases. Which means you can access an Access database with any other database files like Oracle and SQL.

It is very important to keep in mind that in the real world how Microsoft Access is used with other products. A complete Access solution may have Microsoft Access Forms and Reports managing Microsoft Access tables. On the other hand, Microsoft Access can be used only as the front-end, using another product for the back end tables like as Microsoft SQL server and non Microsoft products like Oracle. Similarly, some applications will only use the Microsoft Access tables and use another product as a front end like Visual Basic or technologies like Microsoft Excel, Microsoft outlook and ActiveX Data Objects.

Below I am giving few steps to create an Input Form in MS Access.

Step 1:

Firstly select Form from the Objects menu which is on the left hand side of the Microsoft Access screen. you can now select Create form using Wizard from the menu that appears but you can create forms without the wizard or helper program, it will give a number of automatic functions for you and then you can easily change these menus once the form is created.

Step 2:

The second step is to select a data table where you want to insert the required information. This will show you the list of options where you need to select the specified fields data and items. You can also choose a number or a data field where you would like all the information to be stored. You can also use or choose more than one fields and the setup wizard will create different boxes automatically. These boxes can be used to represent separate information.

Step 3:

Once the above steps are performed successfully, you need to select the layout type. A layout type is a representation of the data which can be a Standard layout or a columnar layout.  These settings can be edited even after the setup process or wizard is closed. Click on Finish once the steps are performed and then it will open the form in the standard layout. After this step, you will be able to modify the look and feel of the data represented using the standard layout frame.

Once all these steps performed you are ready to save the data and work you have done so far. You can always come back to the same screen if you would like to make any changes in future as well.

Create a Microsoft Access Query That Uses More Than One Table

Microsoft Access is software from the Microsoft Corporation that comes in its Famous Microsoft Office suite. Microsoft Office is a commercially marketed platform which consists of Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Access. Microsoft Office was launched in 1990 with Microsoft Word, Microsoft Excel and Microsoft PowerPoint; it has now come a long way with Microsoft Office 2010 has been launched for Windows and Microsoft Office 2011 has been launched for Mac OS X. Microsoft Access was launched in the winter of 1992 and has come a long way since with the most current version Microsoft Access 2010 out.

Microsoft Access is a relational database management application available with the Microsoft office suite. It helps overcome the difficulties encountered in Excel while managing large databases. Like any computer software, to use Microsoft Access, you must first have it installed in your system. It is also available in the Microsoft Office suite. After installing it, to start this program select it from the Microsoft Office tab in your Start up Window.

Now, before learning how to create a Microsoft Access Query using more than one table, let us find out what exactly is a Query and a Table.

Query

They are a set of instructions that are used to retrieve Data from a database. A query can be written through the user interface provided in Microsoft Access, It can also be written using SQL (Structured Query Language)

Table

Tables are a combination of rows and columns in which data is filled.

Creating the query:

Step 1:

The First step should be to Click on the create option which will give you the option to create a database.

Step 2:

Then Go to query Wizard and from the various tabs shown chose the simple query wizard.

Step 3:

Choose the fields from ‘Available fields’ Tab for one table, then select a different table and chose the fields as above from that table.

Step 4:

Now from the tabs available click on Detail.

Step 5:

Give the query a title.

Here you must choose an appropriate title for your query; after giving it a name select “Open the query to view information.”

And your query is created.

It is this very property of Microsoft Access that separates it from other databases; its ability to link different tables in one database gives it the name of a ‘Relational Database’. Microsoft Access is designed with an easy to use user interface keeping in mind that the customers using it should not require an in-depth knowledge of Database management so as to utilize its key features and to keep tabs on your database so as to make a well informed decision. It is this attribute of Microsoft Access that separates it from its competitors and has given it a chance to carve out a niche for itself in the professional environment. You wouldn’t expect anything better from the Hands of Microsoft.

How to Set the Number of Decimal Places to Appear in a Microsoft Access Table Field

In Microsoft Access database which is a collection of data and objects such as tables, queries or forms and which is related to particular topic or purpose, one usually use the Design View in the table to set the property for the field.

Design View is a view that shows the designs of various database objects like tables, queries, forms, reports and macros. In Design View one can create new database objects and can also modify the design of existing database objects.

It is in Design View only that one can also set the number of decimal places between 0 and 15 digits in the MS Access table field. Besides the option to specify from 0 to 15 decimal places, the Decimal Places property also provides a default Auto setting. In Auto setting fields with Format property settings of Currency, Fixed, Standard, Percent and Scientific display two decimal places. However, to set the number of decimal places anywhere between 0 to 15, following steps are followed.

Steps to follow for the decimal places setting are:

Step 1:

Open the table in Design View.

Step 2:

Click in a Number or Currency field that already exists or create a new Number or Currency field.

Step 3:

At the bottom of the screen in the Field Properties box click on the General tab.

Step 4:

Click in Decimal Places. A small arrow appears on the right side of the text box.

Step 5:

Menu of choices will appear after a click on the arrow.

Step 6:

Select the number of digits to appear to the right of the decimal place.

Step 7:

Save the table

One can choose the way the numbers appear in the table and the way they are stored. To get more clear information out of the table, one can restrict the way numbers appear. However, if one changes the format it can affect the way decimal places appear or print but it does not affect the way they are stored. To prevent data- entry errors, if one has prior knowledge of the value to fall within certain limits then can accordingly set the number of decimal places in how the field is stored.

Field Size property can be used to change the way numbers are stored. However, the Decimal Places property setting only ensures the number of decimal places that are to be displayed but not the stored decimal places. To make it clearer take an example of a field with Field Size property set to Single can store numbers with seven digits to the right of the decimal point. But if the field’s Format property is set to Fixed and the Decimal Places property is set to 3, one can see only three digits to the right of the decimal point when the data is viewed. For instance, the stored value of 18.5555 is displayed as 18.556.

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Call Now: +1 833-522-1003
Call Now: +1 833-522-1003