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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 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.

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.

How to Edit an Existing Relationship in Microsoft Access

Microsoft Office is the most famous office tools among computer users. Each and every tool included in MS Office like MS Word, MS Access, Excel or PowerPoint is extremely famous among office tools. They are user friendly, very simple and easy to use. The main feature of this software is the compatibility among tools like MS word is compatible with Ms PowerPoint and other tools also. This is the main reason every one prefers this amazing software over others.

Microsoft Access is great software to manage databases of your company and office. Microsoft Access is a useful program to manage any big sizes data. It is used vastly to manage databases from smaller scale to the bigger one. If you want to edit the data given or exist in the MS Access, then you can do it easily without deleting the data.

It’s not necessary to delete files in Microsoft Access; you can just change the data.

If you want to change information retrieval then you can do it simply and quickly to edit an existing relationship in Microsoft Access rather than to delete it and start it over.

Following are steps to edit an Existing Relationship in Microsoft Access.

Step 1:

First of all close all tables that are open and then use the F11 key to open the Database window. Now, click the Table tab and after that click Relationship icon on the toolbar.

Step 2:

You can now select Relationships from the Tools menu and a window will appear displaying your relationships. Now, you can locate the tables that you want to change, now double click on the line that joining them and then a window will appear.

Step 3:

Just Edit the relationship options using the guide in the window then click to set referential integrity if its desired then Referential integrity ensures that relationships between related tables which are valid and that you don’t accidentally delete related data now just click OK. After clicking OK, just do not forget to save the changed database to your specified location. To save the database click save and specify the location on your computer for future use.

By using above steps you can easily edit an Existing Relationship in Microsoft Access. Editing an existing relationship will become very easy after reading this article and you will not face any difficulty while doing so.

How to Insert Excel Workbook Into MS PowerPoint

MS office contains several tools like MS Excel, MS Access, MS Word and MS PowerPoint in general. All these are very popular office tools and use on very large scales. PowerPoint is used to present slide show presentation program that allow users to easily create presentations. These presentations may include objects such as charts, graphs and data tables or figures. You can easily move data from excel to PowerPoint and vice-versa because both are compatible to each other. If you want you can easily insert MS excel object directly to PowerPoint. You can also use copy-paste option over a MS Excel worksheet. In this article we will discuss how to insert an Excel object in MS PowerPoint easily.

Follow the instructions given below.

Step1:

First step is to open the PowerPoint presentation and just click on a blank slide in the slide list. It is usually present on the left hand side of the window. You can also get a blank slide using the right click on the slide area and choose new slide.

Step2:

Now the second step is to click on the insert tab and then click object.

Step3:

You can see a circle next to the option called “create from file” and then click browse. Browse for Excel worksheet on your computer and select one that you want to insert into PowerPoint. After selecting the desired worksheet, click OK and again click OK.

Step4:

If you want to paste a chart in another format then click the arrow on the paste button and then select paste special. When you click paste special, you will get a list such as:

If you want to paste a chart as a static picture then select any picture. Picture format will provide the best quality, you can also click MS Office graphic object to paste a chart as a graphic objects. After that you can edit by using chart tools in PowerPoint or if you want to paste the chart as an embedded object that is linked to the source data, then click MS office Excel chart object.

You may want to paste the chart as an Object Linking and Embedding (OLE) PowerPoint application, then click MS Office Excel Chart object and then select the display as icon check box. These options may not be available if you are using MS office in compatibility mode, so make sure before doing these operations.

You can also use this option to insert a chart from MS Excel 2007 to MS PowerPoint 2007. You can do this by clicking chart button the ribbon, then insert and then illustrations. After inserting the chart, you can further modify in PowerPoint 2007 using its chart tools. All the charts that you create in PowerPoint will be embedded in PowerPoint presentation. The source data will be entitled to the MS Excel worksheet.

Using these tips and steps given above, now you can insert Excel documents in PowerPoint presentations.

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