microsoft access 2016

322 Pages·2016·50.65 MB·English

Microsoft Official Academic Course
MICROSOFT ACCESS 2016
Includes coverage of the following
Microsoft Office Specialist (MOS) exam:
MOS EXAM 77-73O: ACCESS 2016
II
This courseware is licensed, not sold. You may not copy, adapt, modify, prepare derivative works
of, distribute, publicly display, sell or use this courseware for commercial purposes without the
express prior written consent of Microsoft Corporation.
This courseware is provided to you “as-is”. Microsoft makes no warranties, express or implied.
Information and views expressed in this courseware, including URL and other Internet Web site
references, may change without notice.
Some examples depicted herein are provided for illustration only and are fictitious. No real asso-
ciation or connection is intended or should be inferred.
You may use this courseware for your personal use. This courseware does not provide you with
any legal rights to any intellectual property in any Microsoft product.
© 2016 Microsoft. All rights reserved.
Microsoft and the trademarks listed at http://www.microsoft.com/en-us/legal/intellectualproper-
ty/trademarks/en-us.aspx are trademarks of the Microsoft group of companies. All other marks
are property of their respective owners.
ISBN: 978-1-11-927443-8
Preface III
Preface
Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office 2016.
MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons, Inc.
publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that deliver
compelling and innovative teaching solutions to instructors and superior learning experiences for
students. Infused and informed by in-depth knowledge from the creators of Microsoft Office and
Windows, and crafted by a publisher known worldwide for the pedagogical quality of its products,
these textbooks maximize skills transfer in minimum time. Students are challenged to reach their
potential by using their new technical skills as highly productive members of the workforce.
Because this knowledgebase comes directly from Microsoft, architect of the Office 2016 system
and creator of the Microsoft Office Specialist (MOS) exams, you are sure to receive the topical
coverage that is most relevant to students’ personal and professional success. Microsoft’s direct
participation not only assures you that MOAC textbook content is accurate and current; it also
means that students will receive the best instruction possible to enable their success on certifica-
tion exams and in the workplace.
THE MICROSOFT OFFICIAL ACADEMIC COURSE PROGRAM
The Microsoft Official Academic Course series is a complete program for instructors and institutions
to prepare and deliver great courses on Microsoft software technologies. With MOAC, we rec-
ognize that, because of the rapid pace of change in the technology and curriculum developed by
Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor
to be ready to teach the course. The MOAC program endeavors to provide solutions for all these
needs in a systematic manner in order to ensure a successful and rewarding course experience for
both instructor and student—technical and curriculum training for instructor readiness with new
software releases; the software itself for student use at home for building hands-on skills, assess-
ment, and validation of skill development; and a great set of tools for delivering instruction in the
classroom and lab. All are important to the smooth delivery of an interesting course on Microsoft
software, and all are provided with the MOAC program.
IV
Book Tour
Pedagogical Features
The MOAC courseware for Microsoft Office 2016 system are designed to cover all the learning
objectives for that MOS exam, which is referred to as its “objective domain.” Many pedagogical
features have been developed specifically for Microsoft Official Academic Course programs.
Presenting the extensive procedural information and technical concepts woven throughout the
textbook raises challenges for the student and instructor alike. Following is a list of key features
in each lesson designed to prepare students for success on the certification exams and in the work-
place:
• Each lesson begins with a Lesson Skill Matrix. More than a standard list of learning objec-
tives, the skill matrix correlates each software skill covered in the lesson to the specific MOS
exam objective domain.
• Every lesson opens with a Software Orientation. This feature provides an overview of the soft-
ware features students will be working with in the lesson. The orientation will detail the general
properties of the software or specific features, such as a ribbon or dialog box; and it includes a
large, labeled screen image.
• Concise and frequent Step-by-Step instructions teach students new features and provide an
opportunity for hands-on practice. Numbered steps give detailed, step-by-step instructions to
help students learn software skills. The steps also show results and screen images to match what
students should see on their computer screens.
• Illustrations: Screen images provide visual feedback as students work through the exercises.
The images reinforce key concepts, provide visual clues about the steps, and allow students to
check their progress.
• Knowledge Assessment: Provides questions from a mix of True/False, Fill-in-the-Blank, and
Multiple Choice, testing students on concepts learned in the lesson.
• Projects: Provide progressively more challenging lesson-ending activities.
• Online files: The student companion website contains the data files needed for each lesson.
Instructor Support Program V
Instructor Support Program
The Microsoft Official Academic Course programs are accompanied by a rich array of resources
that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These
resources provide all the materials instructors need to deploy and deliver their courses. Resources
available online for download include:
• The Instructor’s Guides contain Solutions to all the textbook exercises as well as chapter
summaries and lecture notes. The Instructor’s Guides are available from the Instructor’s Book
Companion site.
• The Solution Files for all the projects in the book are available online from our Instructor’s
Book Companion site.
• A complete set of PowerPoint presentations is available on the Instructor’s Book Companion
site to enhance classroom presentations. Tailored to the text’s topical coverage and Skills Ma-
trix, these presentations are designed to convey key concepts addressed in the text.
• The Student Data Files are available online on both the Instructor’s Book Companion site and
for students on the Student Book Companion site.
Student Support Program
COPYING THE PRACTICE FILES
Your instructor might already have copied the practice files before you arrive in class. However,
your instructor might ask you to copy the practice files on your own at the start of class. Also, if
you want to work through any of the exercises in this book on your own at home or at your place
of business after class, you may want to copy the practice files.
VI
Author Credit
MARY LEMONS
Mary Lemons is an instructional writer, project manager, editor, manager,
and producer. She has written books on HTML as well as online courses on
various Microsoft Office products. She has managed the creative and pro-
duction process for hundreds of online courses as well as numerous videos
and interactive projects. She has also performed project, editorial, and author
management along with publisher collaboration for more than 30 books.
Microsoft Office 2016 Software
This content was created using the Office 2016 Professional desktop version. If you have signed up
for Office 365, some features may be added or updated.
Brief Contents VII
Brief Contents
LESSON 1: DATABASE ESSENTIALS 1
LESSON 2: CREATING DATABASE TABLES 22
LESSON 3: WORKING WITH TABLES AND DATABASE RECORDS 35
LESSON 4: MODIFYING TABLES AND FIELDS 58
LESSON 5: CREATING FORMS 77
LESSON 6: CREATING REPORTS 91
LESSON 7: CREATING AND MODIFYING QUERIES 107
LESSON 8: USING CONTROLS IN REPORTS AND FORMS 126
LESSON 9: ADVANCED TABLES 164
LESSON 10: ADVANCED FORMS 177
LESSON 11: ADVANCED REPORTS 193
LESSON 12: ADVANCED QUERIES 212
LESSON 13: DISPLAYING AND SHARING DATA 244
LESSON 14: IMPORTING AND EXPORTING DATA 260
LESSON 15: DATABASE TOOLS 280
APPENDIX A 301
INDEX 305

1
Database Essentials
LESSON SKILL MATRIX
Skills Exam Objective Objective Number
Working in the Access Interface Display objects in the Navigation Pane. 1.3.4
Change views. 1.3.5
Selecting Tools and Commands
Defining Data Needs and Types Change field data types. 2.4.5
SOFTWARE ORIENTATION
The Access Opening Screen
Before you begin working in Microsoft Access 2016, you need to be familiar with the primary user
interface. In the next section, you will be asked to open a new blank desktop database in Access.
When you do so, a screen appears that is similar to the one shown in Figure 1-1.
Quick access toolbar Tab Microsoft Office Access Help Ribbon
Figure 1-1
Opening screen for new
blank Access database
Message Bar
Navigation Pane Work area Status Bar
When you create a blank database in Access, the opening screen provides you with a workspace in
which to build a database. Being familiar with the screen elements helps you understand import-
ant tools and information. The elements and features of your screen may vary if default settings
have been changed or if other preferences have been set.
1
2 Lesson 1
GETTING STARTED
A database is a tool for collecting and organizing information. For example, as a database, a
phone book organizes a large amount of data—names, addresses, and phone numbers—so you
can access it by name in alphabetic order. Even a grocery list is a simple type of database. A com-
puterized database management system (DBMS), such as Access, enables you to easily
collect large volumes of data organized into categories of related information. This type of data-
base allows you to store, organize, and manage your data, no matter how complex it is, and then
retrieve and present it in various formats and reports. Using a DBMS to organize data gives you
the power to manipulate, view, and report the data in ways that other applications like spread-
sheets and word processing documents cannot. As with any program, however, the first tasks are
the most basic. This section shows you how to start Access and open an existing database.
Starting Access
Access 2016 runs on the Windows 7 and later operating systems, and the steps to start Access
differ depending on the version of Windows you have installed on your system.
When you start Access, a start screen with several options related to creating a database appears.
The Access startup screen allows you to create a new, custom web app database, a blank desktop
database, a database from a template, open a recent database (if you have already created one), or
search online for templates.
Take Note A web app database is a type of database that was introduced in Access 2013. It allows you to share
the database with others as a Microsoft SharePoint app (an application on a network-based service
that allows for collaboration) in a web browser or through Office 365 (a subscription-based version
of Office provided on the web).
In Office 2016, you can sign into an Office application using your Microsoft or Organizational
account. You can easily create a Microsoft account when you sign up for a Microsoft web service
such as OneDrive, Xbox Live, Outlook.com, or other Microsoft service. An Organizational ac-
count is an account that your workplace or school would use to connect you to a Microsoft service.
Once you sign in, your sign-in information will appear in the upper-right corner of each of the
Office 2016 applications. This account information includes your name, email address, and user
icon. You can use the Switch account command beside your user icon to sign in as a different user.
Microsoft enables you to sign into Office to make it easier for you to access and share your doc-
uments from virtually anywhere. You can open and save your documents using OneDrive, a free
cloud-based file sharing service that can be accessed from any Internet-connected computer. Sign-
ing into Office also allows access to your personalized application settings and themes, and will
even remind you where you left off in your document.
In this exercise, you learn to start Access from both Windows 10 and Windows 8 systems.
STEP BY STEP Start Access in Windows 10
GET READY. Before you begin these steps, make sure that your computer is on. Sign on, if
necessary.
1. Press the Windows key on the keyboard to display the Start menu.
2. Click All apps, point to Access 2016 (see Figure 1-2), and then click Access 2016 to start
Access and display its Start screen (see Figure 1-3).