Advanced database

University Technology Training Center
Access 2007:
Advanced Database Development

UNIVERSITY TECHNOLOGY TRAINING CENTER
Access 2007:
Advanced Database Development
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Table of Contents
LESSON 1 1
INTRODUCTION 1
Database Design Vocabulary
Review 1
Relationships as of the Access 2007
Basics Class 3
Security Options 3
Design Mode vs. View Mode
Refresher 4
LESSON 2 5
IMPROVING THE EXISTING
DATABASE 5
Improvements and Additions 5
Creating a New Table and Setting
Properties 6
Appending Data from tblMemberCD
to tblCDLoan 8
LESSON 3 13
UPDATING RELATIONSHIPS 13
Updating Relationships 13
LESSON 4 17
DATA INTEGRITY 17
Additional Data Integrity Checks at
the Table Level 17
Creating Validation Rules 17
Exercise 1: Creating Field Level
Validation Rules 21
Using Indexes to Prevent Duplicates 23
Exercise 2: Creating No Duplicates
Indexes 25
LESSON 5 27
EDITING FORMS AND COMBO
BOXES 27
Combo Boxes 27
Exercise 3: Editing Combo Boxes 32
LESSON 6 35
ADVANCED FORM CREATION 35
Handling of CD Loans 35
Create Query that the Main Form
Will Be Based Upon 36
Create the Main Form Showing All
CDs and Their Owners 37
Exercise 4: Creating a Subform 39
Adding a Search Combo Box to the
Main Form 43
LESSON 7 47
IMPORTING DATA INTO AN
ACCESS DATABASE 47
Adding a New Member to the Club 47
Exercise 5: Adding New Genres to
the Genre Table 55
Adding new CDs to the Database 57
UN I V E R S I T Y TECHNOLOGY TRAI N I N G CENTER I

Exercise 6: Assigning CDs to the
New Member 59
Reusing Action Queries 61
Exercise 7: Importing Excel Data
Using an Existing Set of Append
Queries 61
LESSON 8 67
QUERY/REPORT OPTIONS
FORM 67
Creating the Query/Report Options
Form 67
Exercise 8: Set up the Performer
Search for the Query/Report Options
Form 74
LESSON 9 79
CREATING REPORTS BASED
ON DYNAMIC QUERIES 79
Informing Members of Newly Added
CDs 79
LESSON 10 83
CREATE A NEW DATABASE
BASED ON AN EXCEL
SPREADSHEET 83
Exercise 8: SNORCA Database 83
APPENDIX A 99
USING THE OBJECT
DEPENDENCIES FEATURE 99
Example: tblMember 100
Example: frmMemberCD 101
APPENDIX B 103
CREATING THE CD
CONDITION LOOKUP TABLE 103
APPENDIX C 107
ACCESS CROSSTAB QUERY
WIZARDS 107
APPENDIX D 111
ADVANCED REPORT
CREATION 111
Creating an Overdue CD letter 111
APPENDIX E 119
ADDING A PRIMARY
ADDRESS INDICATOR 119
APPENDIX F 121
UPDATING THE
SWITCHBOARD 121
Creating the List Maintenance
Switchboard 122
APPENDIX G 125
E-MAIL FORMS 125
I I UN I V E R S I T Y TECHNOLOGY TRAI N I N G CENTER

Introduction
1
Lesson 1
Lesson In this class, we will expand on the skills used in the Basics class by making
improvements to the CD Club database. We will pick up right where we left
off, with a workable but simple database for tracking the loaning of CDs
between members of the CD Club. In making changes to this database we
will learn what effects those changes have to existing data, tables, forms,
queries, and reports.
Database Design Vocabulary Review
Databases
ƒ Field: One piece of information you want to track in your database
o Examples: Name, Birth Date, CD Title, etc.
ƒ Record: A group of fields containing data about one particular
person, event, item, etc.
o Examples: CD Title—Artist—Genre—Release Year
ƒ Table: A group of records
Best Practice
When you expect multiple values or repeating data in a table, you
should consider splitting the table into two or more related tables.
UN I V E R S I T Y TECHNOLOGY TRAI N I N G CENTER 1

LESSON 1:
I NTRODUCTION
Relationships
Types of Relationships
ƒ One-to-Many: The most common type. For every record in Table A,
there are multiple records in Table B.
o Example: One Member may have many Addresses (work,
home, cabin, etc.)
ƒ Many-to-Many: For every record in Table A, there are multiple
records in Table B, and vice versa. In this case, a third table—called a
Join Table—needs to be created that will contain only unique values.
o Example: One Member may have many CDs, and the same
CD may be owned by many Members
Best Practice
The Join Table name should be a combination of the two many-to-many
tables (e.g., tblMemberCD).
ƒ One-to-One: The rarest type, it is used for security and organization
(i.e., avoiding empty fields that only apply to some records in the
table)
ƒ Primary Key: Auto-numbered, unique ID for internal database use
and in matching records between related tables
ƒ Foreign Key: A number-type field in a related table pointing back to
the Primary Key in another table
Best Practice
The Primary Key should be the table name plus “ID” (e.g.,
MemberID) and should be the same name in a related table where it
is used as a Foreign Key. (There are exceptions. In this course, the
Foreign Keys LoanedToID and MemberID in tblMemberCD table
both go back to the Primary Key MemberID in tblMember.)
The Primary Key for a Join Table can be the Join Table name or the
first initial of each table name followed by ID (e.g., MemberCDID).
2 UN I V E R S I T Y TECHNOLOGY TRAI N I N G CENTER

LESSON 1:
I NTRODUCTION
Relationships as of the Access 2007 Basics Class
Security Options
New in Access 2007
This small menu bar replaces the security popup window in Access 2003. In
mid-March 2008 an Office 2007 service pack was released and the warnings
have gone away completely. If you don’t have the service pack installed, you
will want to click on Options and choose the “Enable this Content” radio
button if you have any Macros, Action Queries, or VBA code in the database.
Otherwise, you can chooose the default of “Protect me from this content.”

LESSON 1:
I NTRODUCTION
Design Mode vs. View Mode Refresher
For all objects we work with in this class, we will be switching back and
forth between Design View of the object and the end user view or result
(data sheet, form, query results, or report results). The method of changing
the view is identical.
From the Home tab on the ribbon, choose the first icon on the left:
ƒ To switch to data sheet, form, or results
ƒ To switch back to Design View

Improving the Existing Database
Improvements and Additions
2
Lesson 2
Lesson What Improvements or Additions Can We Make to This
Database?
The refine and test phase of database development is an ongoing process. As
the database is used, things will come up that need to be corrected or
improved upon, processes or requirements may change, or you may have
learned a new Access skill you wish to put to use. Working with a database
that already has data entered or is in constant use adds another level of
difficulty to the process. We will explore the features in Access 2007 that
help make this process easier.
Problem: The database currently does not retain any history of the
CD loan; it only tracks if a CD is on loan at the present
time.
Solution: Create a separate table to record every time a CD is loaned
out.
Problem: Currently nothing stops you from entering duplicate data.
Solution: Add indexes where needed to prevent duplicates

LESSON 2:
IMPR O V I N G T H E E X I S T I N G DATABAS E
Other Additions/Changes We Could Make:
ƒ Additional field properties to prevent incorrect data being entered
through the forms
ƒ A form for running queries/reports with dynamic criteria
ƒ Importing a new member’s CDs to save data entry time
Creating a New Table and Setting Properties
Start by creating the new table, in Design View, needed for the additional
information. Set field properties for size, format, input masks, and default
values where appropriate.
Best Practice
Set all the field properties and options at the table level so they
propagate through the forms for data entry
CD Loan History
This table will store every loan transaction for historical tracking. The
MemberID field here corresponds to the borrower of the CD. We will not be
adding input masks to the DateOut or DateIn fields so we can take
advantage of the new calendar control option.
Figure 1: CDLoan table in Design View
1. Open the file CDClubDay1.accdb
2. Create the fields as shown in Figure 1, above
3. Add the Date() formula into the Default Value of DateCreated

LESSON 2:
Now we have a new table to store all of the CD loan transaction history. The
Member CD table has existing information regarding current loans.
At this point, a decision has to be made about the existing loan information:
ƒ Start from scratch
ƒ Populate the existing loans into the new table manually
ƒ Populate the existing loans into the new table programmatically
In this case, we wouldn’t want to lose track of any CDs currently on loan to
other members. Reentering the data is time consuming and can lead to data
entry errors, so we will opt to import the data into the new table
programmatically by using a type of query called an action query,
specifically an Append type of action query.

LESSON 2:
Appending Data from tblMemberCD to tblCDLoan
1. From the Create Tab choose Query Design
2. Add tblMemberCD and close the Show Table dialog box
3. Add the following fields to the grid:
• MemberCDID
• LoanedToID
• DateOut
• DateCreated
4. Preview the query using the View Toggle
Note that all CDs are listed—even ones that have never been loaned out. We
only need to pull information for those CDs that are currently loaned out.

LESSON 2:
Setting Criteria for the Query
1. Return to Design View using the View Toggle
2. Add Is Not Null to the Criteria under the DateOut field
3. Preview the results using the View toggle
Now we have only the records we need to populate the CD Loan table. You
should have 11 records showing.

LESSON 2:
Setting Up the Append Query
1. Return to Design View
2. On the Design tab, under Query Type, choose Append
3. In the Append dialog box, choose tblCDLoan from the dropdown
menu and click OK
A new line will be added into the query grid—Append To. If Access finds
matching fields between the query and the table being appended to, it will
automatically populate this row. If the fields are named differently you would
have to manually choose the matching field from the dropdown list.
Note that LoanedToID does not match up with a field name in the Append To
Line. That is because there is no field named LoanedToID in the CD Loan table.
We called it MemberID so we have to choose that field manually.

LESSON 2:
4. Click in the Append To row under LoanedToID and use the
dropdown button to select the MemberID field.
Previewing the query results at this point just shows the selected records as
before they were changed to an Append query. Since this is an action query we
need to run the query to produce results.
5. Click the Run button to run the query. It’s next to the View Toggle.
6. Click Yes to confirm the Appending of the 11 records
7. Close and Save the query as qryAppendCDLoan
FYI
All action queries have different icons to distinguish them from
other action queries…and most importantly from the Select queries.
The Append query has the icon and will run if double clicked; it
won’t just open a results set. This may have unwanted consequences
to your data. Access does give you a warning before executing any
action query.

LESSON 2:
Verify Results and Remove Old Fields
1. View the contents of tblCDLoan to verify the records were
appended.
2. Open tblMemberCD in design view
3. Select and Delete the LoanedToID and DateOut fields
4. Click Yes to confirm deletion of the selected fields
5. Click Yes to confirm deletion of the Indexes along with the removal
of the LoanedToID field
6. Close the table and Save the design changes to tblMemberCD
7. Delete the one-time query qryAppendCDLoan

Updating Relationships
3
Lesson 3
Lesson Now that we have updated all the tables and fields, we need to update the
relationships as well. All the new tables need to be added to the
relationships window and their primary and foreign keys linked
accordingly. As always, set Referential Integrity to prevent orphan records
or accidental deletion of records.
Updating Relationships
1. On the Database Tools Tab click on Relationships
2. Right-click in the diagram and choose Show Table
3. Add tblCDLoan
4. Link tblCDLoan to tblMemberCD by the matching Primary
Key/Foreign Key field

LESSON 3:
UPDAT I N G RE LAT ION S H IPS
5. Check Enforce Referential Integrity
6. Before we couldn’t link from LoanedToID to MemberID because we
already had a link from MemberID to MemberID
Now that we have moved the Loaned To Member’s ID to a new table
(tblCDLoan) we can now set a relationship and enforce referential
integrity.
7. Link the MemberID in tblCDLoan to the MemberID in tblMember
8. Set Referential Integrity

LESSON 3:
UPDAT I N G RELAT ION S H IPS
Updated Relationships
9. Close and Save the relationship diagram

Data Integrity
4
Lesson 4
Lesson Additional Data Integrity Checks at the Table Level
The information we get out of a database is only as good as the information
that goes in. Database developers should do all they can to ensure accurate
and consistent data is entered. We have already explored a few ways to limit
what can be entered into a field. Here we will discuss a few additional steps
you can take.
Creating Validation Rules
All data entered into the field must meet the criteria given. A descriptive
message can be displayed when data violates the criteria. If you create a
validation rule after data has been entered into that field, Access will ask
you if you want to check existing data against the validation rule.
LastName and FirstName fields cannot be left blank in
tblMember
Changing the Required setting on the General tab from No to Yes would
accomplish this task, but the violation message displayed by Access when
this rule is violated is more user friendly than it used to be:

LESSON 4:
DATA INT E G R I TY
Or you can use the validation rule and text option to create a custom
message:
1. In Design View of tblMember choose the FirstName field
2. In the General tab of the Field Properties area at the bottom of the
table design screen, locate the Validation Rule and Validation Text
fields
• In the Validation Rule field type Is Not Null
• In the Validation Text field type First name is required
3. Repeat the process for LastName
4. Close and Save the table design changes. You will get a message to test
the data against the new validation rules. Click Yes
5. Open frmMember and enter a new Record leaving the First Name
and Last Name fields blank (just fill in the Birthday field) and test the
error messages.

LESSON 4:
DATA INT E G R I TY
DateIn in the CD Loan table cannot occur before DateOut
1. In Design View of tblCDLoan choose the DateIn field
2. In the General tab Validation Rule type the following:
The above Validation Rule looks logical—and it would be accepted initially—
until you save the design changes and run the validation check against existing
data. At that point you will get the following error message:
You cannot reference another field in a validation rule. Instead, we will create a
Table level validation rule.
3. Delete the text from the Validation Rule
4. Right-click anywhere in the empty grid area of the table design
5. From the pop-up menu, choose Properties
From the Table Properties dialog box, you will see a different set of Validation
Rule and Validation Text fields. These rules are applied and must be met before
the record can be saved. Now we can reference fields in the table. (You can
check values of fields within the same record but not between two different
records or other tables.)

LESSON 4:
DATA INT E G R I TY
6. In the Validation Rule field type [DateIn]>=[DateOut] (note: brackets
are required)
7. In the Validation Text field type Date checked in cannot be
prior to date checked out
• This is what the message will look like on the form we create later
in class:
8. Close and save the table design changes. Click Ok on the validation
error message.

LESSON 4:
DATA INT E G R I TY
Exercise 1: Creating Field Level Validation Rules
CD Title in tblCD Cannot Be Left Blank
1. Open tblCD in design view
2. In the Title field’s Validation Rule type is not null
3. In the Validation Text type CD Title is Required
CDValue in CD Table Must Be a Positive Dollar Amount
Greater Than Zero
1. In the CDValue field’s Validation Rule field type >0 and is not null
2. In the Validation Text field type Value greater than 0 is
required
3. Close and save the Table design changes
4. Test both the title and value validation rules using the CD form

LESSON 4:
DATA INT E G R I TY
DateOut and DateIn Fields in the CD Loan Table Cannot Be In
The Future
1. Open tblCDLoan in design view
2. In the Validation Rule field of DateOut type <=Date()
3. In the Validation Text field type Date Out cannot be in the
future
4. Repeat for DateIn field
No form has been created to test this yet. It will be tested at a later time.
5. Close and save the table design changes, click OK on the validation
error message.
End of Exercise

LESSON 4:
DATA INT E G R I TY
Using Indexes to Prevent Duplicates
Indexes are used by a database to sort and find records. You don’t want to
index every field; this would create excess overhead and bog down the
database. Only index fields you would most often search by. Primary Keys
are automatically indexed and are unique, but the actual data is not. Access
also gives you the option to require unique values as part of an index. There
are many fields for which you would want to ensure unique values
(especially fields in lookup tables).
In the field properties area of table design there is an Indexed line. The
options given in the dropdown are:
ƒ No This is the default
ƒ Yes (Duplicates OK)
ƒ Yes (No Duplicates)
To ensure unique values in the following fields, set the Indexed option to
Yes (No Duplicates).
Creating an Index over a Single Field
1. Performer in lookup table tblPerformer
2. Genre in lookup table tblGenre

LESSON 4:
DATA INT E G R I TY
Creating an Index over Multiple Fields
You can also create an index over multiple fields. We need to do this in the
Member table to prevent a person from being entered into the database
twice. We will use a combination of First and Last Names. Middle name is
often left blank so John Smith and John A Smith would be allowed as
separate records. If we use Birthday in place of Middle name we will have
better duplicate prevention.
1. Open tblMember in Design View
2. Click on the Indexes button in the Design Tab.
The Indexes dialog box will open with PrimaryKey and MemberStatusID
already showing
3. Type MemberName in the next empty cell in the Index Name
column
4. Select the LastName field from the dropdown under Field Name
5. Change Unique to Yes in the lower Index Properties section
6. On the next line, leave the index name blank (telling Access this is
part of the index above) and select FirstName

LESSON 4:
DATA INT E G R I TY
7. On the next line repeat for Birthday
8. Close the Indexes screen
9. Close and Save tblMember
Exercise 2: Creating No Duplicates Indexes
Index on Single Fields
1. MemberStatus in lookup table tblMemberStatus
2. AddressType in lookup table tblAddressType
Index on Multiple Fields
For the CD records, we could just put an index on the Title field, but that
could cause issues with 2 Performers having the same title. Instead we will
do a combination of Title, Performer, and Year Released as our duplicate
prevention.
1. Open tblCD in Design View
2. Click on the Indexes button in the Design Tab

LESSON 4:
DATA INT E G R I TY
The Indexes dialog box will open with PrimaryKey, PerformerID, and GenreID
already showing
3. Type PerfTitleYear in the next empty cell in the Index Name column
4. Select the PerformerID field from the dropdown under Field Name
5. Change Unique to Yes in the lower Index Properties section
6. On the next line, leave the index name blank (telling Access this is
part of the index above) and select Title
7. On the next line repeat for YearReleased
8. Close the index screen
9. Close and Save the Table
End of Exercise

Editing Forms and Combo Boxes
5
Lesson 5
Lesson Combo Boxes
You may have noticed that combo boxes—even though they may have many
fields displayed when you click on the dropdown—only display the first
field once you make a selection. Sometimes it would be helpful to see more
information in the combo box. You can accomplish this by editing the combo
box Row Source. (You can’t go back to the wizard after a combo box is
created.) Be sure you still have the primary key field as the first field in the
combo box or your selection won’t be saved correctly into the table.
Editing Combo Boxes
Show Title and Performer on Member CD Form Combo Box
1. Open frmMemberCD in Design View
Oops! Notice the green triangles in the upper left corners of the Loaned To and
Date Out fields. These fields are no longer valid because we removed them from
the table tblMemberCD (which this form is based on) and are now in
tblCDLoan.
2. Delete the two invalid fields from the subform

LESSON 5:
E D I T I N G FORMS AN D COMB O BOXES
3. Expand the CD field to fill the width of the form
4. Now we can edit the combo box. Right-click on the field and choose
properties
5. In the Data Tab → Row Source, click on the (ellipses) button to
pull up the query that is created behind the combo box
Note:
This query only exists within the context of the form; there is no
saved query object in the objects window. If it were a saved query,
you would see the query name (qryXXXX) rather than the SQL
query statement (i.e., SELECT * FROM tbl….)
6. Use the Show Table option to add tblPerformer to the query design
7. Concatenate the Performer name to the Title field: Change the
existing Title field to CD: [Title] & “ by “ & [performer]
Note: the second [Title] field is used for sorting, this came from the query
wizard and shows up this way in 2007 only.
8. Close the query and Save your changes

LESSON 5:
Important Notes!
Don’t click on Save to close the query or it will prompt you to create
a query object outside of the form
Be careful not to change the order or amount of fields or remove the
CDID from the query.
Edit the Format of the Combo Box and the Form
1. Widen the column that contains the new combined field
• Switch to the Format tab of the Combo Box
• In the Column Width line, there are three numbers.
○ The first is 0 because it is the hidden Primary Key field
○ The second is the newly concatenated CD title and performer
column. Change the value from 1.8438 to 4
○ Change the list width to Auto
2. Close the properties window

LESSON 5:
3. Switch to Form view to see the changes to the combo box content
Instead of having the CD label at the left of the field, repeated for each field, we
can move it to the top of the subform easily using one of the new Arrange
options
4. Switch back to design view
5. Select the CD combo box
6. On the Arrange tab choose Tabular
The label will move to the Header section of the form:

LESSON 5:
7. Switch to form view to see the change
8. Close and Save the form

LESSON 5:
Exercise 3: Editing Combo Boxes
Show Title and Performer on the CD Form’s combo box
1. Open frmCD in Design View
2. Right-click on the Find CD Combo box field and choose Properties
3. Click on the Data tab
4. Click once in the Row Source line
5. Click on the ellipses button at the end of the row
6. Add the Performer table to the query
7. Concatenate the Performer field at the end of the Title to look like
this: CD: [Title] & " by " & [performer]
8. Close and Save the changes to the query
9. In the Properties window for the combo box, adjust the width of the
combo box using the Format Tab to allow for the combined field.
• Change the Column Width (the second value) from 3.3334 to 4
• Change the List Width to Auto

LESSON 5:
10.View and test your changes on the form (drop down the combo box)
11.Close the form and Save your design changes
End of Exercise

Advanced Form Creation
6
Lesson 6
Lesson Handling of CD Loans
A new loan table was created in order to keep the history of all CD loan
transactions, rather than just the current status of the CDs. Now, a new form
needs to be created to handle these transactions. In class, we will look at this
form in the simplest approach. See the appendix for separate forms for
processing the transactions (check out, check in) and seeing the entire loan
history for a CD.
Completed CD Loan form

LESSON 6:
ADVANC E D FORM CREAT ION
Create Query that the Main Form Will Be Based Upon
For the main part of this form we need to pull in the information pertaining
to the individual CDs, as well as who owns that particular copy, and display
it in a read-only fashion. We already have a query—created in the Access
Basics class—that pulls this information together. We will make a copy of
that query to use on this form.
Copy a similar Query and Edit in Design View
1. In the Queries objects, find the query called qryCDListWithOwners
2. Right-click on this query and copy
3. Click in the queries area and choose paste
4. Name the copy: qryCDLoanMain
5. Right-click on the query and choose Design View
Note that we have the following fields pulled into the query grid:
o Title
o YearReleased
o Genre
o Performer
o A temporary concatenated field: Owner: LastName &”, “&
FirstName
Additionally we need to have the MemberCDID in the query grid (as it is the
primary key/foreign key link between the CDs (tblMemberCD) and the Loans
(tblCDLoan), which will be displayed in the subform).

LESSON 6:
6. Drag the MemberCDID from tblMemberCD and place it in the FIRST
column of the query grid (in front of the Title field)
Note:
We don’t need to pull in the loan information at this point; it will be
in the subform.
7. Add a sort to this query by choosing Ascending in the sort row in the
Title Column
8. Close and Save the query design changes
Create the Main Form Showing All CDs and Their
Owners
1. With the qryCDLoanMain selected, click on the Create tab and then
click on Form
2. Switch to design view
3. Click outside of the grouped fields to deselect them

LESSON 6:
4. Edit the header Label to read CD Loans
5. Delete the MemberCDID field
6. Put a space in the YearReleased label
7. Edit field Properties
• Select all of the fields in the detail section at once (not the labels)
• Right-click on the group and choose Properties
• On the Data tab, set Enable to No and Locked to Yes (to disable
both selecting and editing of these fields)
8. Edit form Properties
• Right-click the black box in the upper left corner of the form and
choose Properties
• Click on the Format tab
• Change the Record Selectors option to No
○ Users won’t be editing or deleting any records in the main
form.
9. Close the Properties window
10.Switch to Form view
11.Close and save the form as frmCDLoan

LESSON 6:
Exercise 4: Creating a Subform
In this exercise, you will create the subform for the Loan transactions for
each CD in the main form and then link it to the main form.
Creating the Subform
1. Select tblCDLoan from the table list
2. From the Create tab choose Multiple Items
3. Switch to design view and deselect the group
4. Change the Label in the header to read Loan History
5. Delete the unneeded key fields: CDLoanID, MemberCDID, and
MemberID (memberID will later be replaced with a combo box)
6. Delete the Date Created field (we will end up with too many date fields
and it will most often be the same as the Date Out)
7. Create a combo box for Loaned to using the Combo Box wizard
• Select the Combo Box from the Controls section of the design tab
and drop it to the right of the other fields in the detail section

LESSON 6:
• Choose the I want the combo box to look up the values in a table
or query option (first one) → Next
• Choose tblMember
• Select the following fields:
○ MemberID
○ LastName
○ FirstName
• Click Next
• Sort by LastName, then FirstName → Next
• Adjust fields as needed → Next
• Choose to store that value in the field: MemberID → Next
• Name the combo box Loaned To → Finish
• Widen the field
8. Select the Combo box and move it to the left side of the detail section.
As you move it over, you will see an orange bar between the other fields, if
you drop it on that orange bar it will go into the grouping with the rest of the
fields and the title will automatically move to the header section.
9. Add a Date Due calculated field to the subform to display the date
out plus the 10 day loan period.
• Add a text box from the Design Tab

LESSON 6:
• Right-click on the field and choose Properties
• On the Data tab, click in the Control Source field and click on the
Expression Builder ellipses button
• Starting at the left side, Choose Functions → Built-In Functions →
Date/Time → DateAdd
DateAdd («interval», «number», «date») will appear as your formula. The
interval is the part of the date you want to add to (‘d’ for day in our case),
number is the number to add to the interval (10 in our case), and date is the
date field we are adding to for the calculation (dateout).
The formula should look like this: DateAdd(‘d’,10,[dateout]), remove
anything else that may show up in this window.
• Click OK to close the expression builder
• Edit the label to read Date Due

LESSON 6:
10.Move the field to the end of the other fields, making sure you drop it
on the orange bar to make it part of the group
11.Close and Save the form as subfrmCDLoan
Note: No data entry should be done directly into a sub form, only
once it is linked to the parent form.
Link the Subform and Main form
1. Open the main form frmCDLoan in Design View and insert the
subform
• From the Controls section of the Design Tab select the
(Subform) icon
• Click below the Owner field where you want the subform to be
placed
• Using the Subform wizard choose subfrmCDLoan from the list of
exisiting forms.
• Choose to link the forms by the common key field MemberCDID
• Click Finish
2. Delete the label that says subfrmCDLoan
3. Make the subform taller so more records can be displayed
4. Switch to form view to see the results
5. Loan a CD out to someone and verify the Date Due calculation is
working
6. Close and Save your design changes

LESSON 6:
frmCDLoans with subform
Adding a Search Combo Box to the Main Form
1. Open frmCDLoan in design view
2. Below the “CD Loans” label in the header area, create a Combo box to
lookup the CDs
• Add a combo box to the header from the Toolbox
• Choose the third option, Find a record on my form…
• Choose all fields
• Click Next
Because we based the form on a query that pulls in multiple tables, it does not
automatically hide the key field (MemberCDID), so we must manually shrink
that field so it does not show. The Title field should also be expanded.

LESSON 6:
Before:
After:
1. Click Next
2. Name the Combo box Find CD
3. Click Finish
4. Change the text of the “Find CD” label to bold
5. Widen the unbound combo box to the width of the form

LESSON 6:
6. Switch to form view and test the drop down
End of Exercise

Importing Data into an Access
Database
7
Lesson 7
Lesson Adding a New Member to the Club
Ideally, you want to automate as much as possible in the database to save
time and typing. Adding a new member’s list of CDs is a good place to use
automation. Assume you give the new member an Excel template for
him/her to enter all of his/her CDs. This includes value and year released.
The new member can enter any appropriate values into Performer and
Genre. We will import the data into a temp table and use action queries to
check the data for new values and place it in the appropriate relational
tables. The action queries created in this exercise can be used over and over.
Use CDClubDay2
Add the new Member
1. Open frmMember
2. Go to a new record and add Peppermint Patty
○ Birthday : 3/17/1976
○ Home Address: 123 Sir Charles Lane, St Paul, 55107
• Take note of the MemberID assigned to her
3. Close the form

LESSON 7:
IMPO R T I N G DATA INTO AN ACCESS DATABASE
Import from Excel Spreadsheet template
1. On the External Data tab in the Import section choose Excel
2. Browse to Desktop → Access 2007 Advanced → Class Files folder
3. Select Peppermint Pattys Music Collection Excel file
4. Select import the source data into a new table in the current
database
5. Click OK and the Import Spreadsheet wizard will appear

LESSON 7:
6. Click Next
The first row contains column headings and should be checked, as we have the
Field names in the first line of our Excel template.
7. Click Next
No additional field formatting needs to be done (using this screen you could
skip fields, change data types, rename fields or set indexes)
8. Click Next

LESSON 7:
9. Since this is just a temporary table, choose No primary key and click
Next
10.Save the table as tblNewCDList (keep the name generic as it will be
reused for all imports of CDs into the club)
11.Click Finish → Close. We don’t need to save the import steps; they will be
different next time.
Note that there are 25 CDs to be added for this member.
At this point you can start to divvy the fields up into their respective tables.
First we need to determine if there are new Performers or Genres that need to
be added to the lookup tables.
Create a query to match up the Performers from the existing
Performer Table
1. Right-click on tblPerformer
2. Choose Copy then Paste to make a backup copy of the table to be
appended to
3. From the Create tab choose Query Design
4. Add tblNewCDList
5. Add tblPerformer

LESSON 7:
6. Link by the performer fields (to match up the performer names in the
2 tables)
7. Pull the Title and Performer fields from tblNewCDList
8. Preview the query to see the matches found
Of the 25 CDs only 3 matching performers are found in our database, the rest
will need to be added.
Determine Missing Performers and add them to tblPerformer
1. Return to the query design
2. Right-click on the relationship line between the performer fields and
choose Join Type

LESSON 7:
By default, a relationship between two tables ONLY brings back records where
a match is found both tables. We want to see where there isn’t a match in one of
the tables (tblPerformer). We need to choose option 2 or 3, which one you need
will vary. A way to remember which to choose is the first table in the statement
is the one you know has the values in it (tblNewCDList) and the second table
in the statement is the one where values may be missing (tblPerformer)
3. Choose option 2: Include all records from tblNewCDList and only
those records from tblPerformer where the joined fields are equal
4. Click OK
5. Add the Performer field from tblPerformer to the grid
6. Preview the results
All 25 CDs are showing again. Those with a blank Performer field are the
Performers that need to be added.

LESSON 7:
7. Return to Design View and remove the Title field (it was only there
for reference, we only want to look at the performers now)
8. Add Is Null to the criteria under tblPerformer.Performer (to see only
the missing performer matches)
View the query results again. We now see only the missing performer records,
but there are duplicates
Grouping the Performer names to get a unique list
1. Return to design view
2. From the Show/Hide section of the Design Tab, click Totals (to group
by Performer and not show duplicates)
3. Change Group By to Where under tblPerformer.Performer (the one
we need just for criteria purposes)

LESSON 7:
4. Uncheck Show under tblPerformer.Performer
5. View the query
Now you have the list of the 11 missing performers to add.
6. From the Design Tab choose the Append query type
7. Choose tblPerformer from the drop down

LESSON 7:
8. Delete Performer in the Append To line under
tblPerformer.Performer Only the Performer name from the New CD list
can be used in the Append operation. The second Performer field is there only
for the criteria of locating the non matching records.
Running the Query
1. Run the query using the Exclamation button
2. Click yes to Confirm appending 11 rows
3. Save the query as qryAppendNewPerformers
4. Verify the additions of the 11 new performers using the Performer
form
Exercise 5: Adding New Genres to the Genre Table
Match Up Genres to Find Missing Values
1. Copy and Paste tblGenre and to make a backup
2. Create a new Query Design
3. Add tblNewCDList
4. Add tblGenre
5. Link on the Genre fields
6. Pull Genre from both tables into the query grid

LESSON 7:
7. Change the join type so all records are pulled from tblNewCDList
and only those with matching records in tblGenre
8. Type Is Null in the criteria under the Genre field from tblGenre and
uncheck Show
9. From the Show/Hide section choose Totals
10.Change the Total option under tblGenre.Genre from Group By to
Where
11.Preview the query
You should have just the 3 missing genres
Finish and Run the Append Query
1. Return to Design View and change the query to an Append Query
type
2. Append to tblGenre
3. Remove Genre from the append line for the Genre field from
tblGenre

LESSON 7:
4. Run the Query using the !
5. Confirm the Appending of three records
6. Save the query as qryAppendNewGenres
7. Verify the three were added using the Genre form
End of Exercise
Adding new CDs to the Database
Now we will create a query to match up the Performer and Genre fields to
replace with the corresponding IDs (foreign keys), which are the values
actually stored in the CD table.
1. Right click on tblCD and choose copy, then paste (to make a backup)
2. Create a new Query Design
3. Show tblNewCDList, tblGenre, tblPerformer
4. Join tables by the Performer and Genre value fields as before (so we
can eventually find the corresponding Key values that are assigned to
them)
5. From tblNewCDList, add the Title field
6. From tblPerformer, add the PerformerID field
7. From tblGenre, add the GenreID field
8. From tblNewCDList, add the Value and Year Released fields

LESSON 7:
9. Preview and verify all 25 CDs are listed
The query results are now showing keys for Performer and Genre so the fields
now match up to the tblCD design
Setting Up the Append Query
1. Change the query to an Append query
2. Append to tblCD
Notice that Year Released and value fields do not have a corresponding field in
the Append To Line. Access will automatically find matching fields if they are
spelled the same. In this case Year Released from our temp table and formerly
the Excel template has a space between the words and Value had to be called
CD value to avoid using an access key word. We need to manually select the
correct field for each to append to or these fields will be skipped.
3. In the Append To line under Year Released select the appropriate
field from the table we choose to append to, YearReleased
4. In the Append To line undervalue select the appropriate field from
the table we choose to append to, CDValue

LESSON 7:
5. Run the query
6. Click yes to confirm appending 25 rows
7. Save the query as qryAppendNewCDs
8. Verify the CDs were added correctly using the CD Form
Exercise 6: Assigning CDs to the New Member
Create a Query to add the newly created CDIDs to the members list of
owned CDs stored in tblMemberCD
1. Copy and paste tblMemberCD to create a backup copy
2. Create a New Query using Query Design
3. Add tblNewCDList and tblCD
4. Join by the Title field and the Year Released field (in case there
would be the same title by a performer from different years)
5. Select CDID and Title fields from tblCD
6. Preview the query and verify the correct 25 CDs are returned in the
query results and return to Design View
Autofill the MemberID and Append
1. Remove the Title Field
2. We have 2 options for getting the Member ID assigned to this list of
CD’s

LESSON 7:
• Option 1: AutoFill the newly created MemberID for each CD
record. In the next available column, create a new field MemberID:
xx (where xx = the ID you noted when adding Peppermint Patty
to the Member form)
Or
• Option 2: Ask the person running the query what ID to use. In the
next available column, create a new field MemberID: [Please
Enter the MemberID].
This option is preferred as it will prompt you to have the correct
MemberID and save you from forgetting to change it before you
run it for the next person.
4. Append to tblMemberCD
5. Run the query
6. Fill in Peppermint Patty’s MemberID
7. Click Yes to confirm appending 25 records
8. Save the query as qryAppendNewMemberCDs
9. Verify results through the Member CD form

LESSON 7:
10. Delete the “copy of…” versions of tables: Genre, Performer, CD,
and MemberCD
End of Exercise 6
Reusing Action Queries
These action queries can be used each time a new member joins, or in this
case, an existing member has a large list of new CDs to add. Verify each step
as you go. The only thing that needs to be changed in the queries is the
MemberID in the last query.
Exercise 7: Importing Excel Data Using an Existing
Set of Append Queries
Note: The search field at the bottom of the form is the quickest
way to find a record. If a field is locked and disabled that search
will not be able to look in that field. To correct that, you would
have to go to the properties of the field and set Enabled to Yes
(leaving locked as No)
1. What is the MemberID for Mickey Mouse ? _____
2. How many CDs does Mickey currently have in the club? _____

LESSON 7:
3. Delete the records in tblNewCDList in datasheet view
• Click in the box on the upper left corner of the table to do a Select
All, then press Delete
• Close the table before going on to the next step
4. Import the MickeysNewCDs.xls file from the class files folder into
tblNewCDList
• External Data Tab, Import section , choose Excel
• Browse to MickeysNewCDs
• This time choose the second radio button, Append a copy of the
records to the table:
• Choose tblNewCDList from the dropdown
• Click ok
5. In the Import Spreadsheet Wizard click Next → Next → Finish
6. Close the import. Do not save the import process.
Adding the New Performers
1. View the tblNewCDList and note the record count._____

LESSON 7:
2. Make backup copies of tblPerfomer, tblGenre, tblCD, and
tblMemberCD
3. Open qryAppendNewPerformers in Design View. Don’t double click
and run it yet.
4. Preview the results and see which Performers will be added. You
should have 13.
5. Switch back to Design view and Run the action query
Adding the New Genres
1. Open qryAppendNewGenres in Design View (don’t double click and
run it yet)
2. Preview the results and see which Genre will be added.
The 1 new genre

LESSON 7:
3. Run the action query
Adding the New CDs
1. Open qryAppendNewCDs in Design View. Don’t double click and
run it yet.
2. Preview the results and see which CDs will be added. You should have
30.
3. Run the action query. You may get an error if some CDs already exist,
click yes to continue and not add the duplicates.
Assigning the New CDs to the Member
1. Open qryAppendNewMemberCDs in Design View (don’t double
click and run it yet)
2. Preview the results and enter Mickeys MemberID. Verify the correct
number of CDs are being assigned ownership to Mickey. He should
still have 30.
3. Run the action query
4. Verify through the member CD form that all the new CDs were added
to Mickey’s existing list. His existing count of CDs plus the count of
newly added CDs.
Clean up the tables
1. Delete the backup copies of tblGenre, tblPerformer, tblCd, and
tblMemberCD
2. Delete the data (only the data, not the table) from tblNewCDList so
it is ready for the next use

LESSON 7:
IMPORT ING DATA INTO AN ACCESS DATABASE

Query/Report Options Form
8
Lesson 8
Lesson Rather than having to edit the criteria of a query every time you want to run
it, you can create a user-friendly form to select or enter the criteria and run
the query or report based on that selection. Using dropdowns on this form
not only makes it easier, but it ensures that accurately spelled and existing
values are used in the criteria. The dropdowns pull from the lookup table so
that only valid values will be available for selection. This will take some of
the guesswork and spelling mistakes out of the equation. It also allows a
non-Access query guru to do his or her own searches.
Creating the Query/Report Options Form
Completed Search CDs query form
In this lesson, we will create a form in Design View that is not bound to a
table. Forms and objects on the form can be “bound” to a table/query or
field, respectively, or they can be left “unbound.” The object must be bound
if information is to be saved into a table; if it is for temporary use and not to
be saved, it can be unbound. In this case, we are not saving anything from
this form; we’re just using the selections as criteria for a query.

LESSON 8:
QUERY/ REPORT OP T I O NS FORM
Creating the Form
1. On the Create Tab choose Form Design
2. Create a combo box that pulls values from tblGenre (GenreID and
Genre) using the combo box wizard. Notice that since the form is not
based on a table, the wizard does not even give the option of saving the
selection to a field.
3. Create a combo box for Performer the same way
4. Add text fields to create the unbound Date From and Date To fields
5. In the Properties window for each field, rename them so they don’t
say comboxx, etc., as we need to reference them and easily tell which
is which. Name combo box fields starting with the prefix cbo (to denote that
IDs are stored instead of the actual data) and text boxes to txt (not denoting
text vs. numeric or date but rather as a Text Box on a form)
• Open the Properties box of the Genre combo box
• On the Other tab, under Name replace Combo0 with cboGenre
• Repeat for the other fields using the appropriate prefixes
○ cboPerformer
○ txtDateFrom
○ txtDateTo

LESSON 8:
QUERY/ REPO R T OP T I O NS FORM
6. Set the format of the 2 date fields to Short Date in order for the
Calendar Control to be enabled
7. On the Form’s Properties Format tab, set the following fields to No
• Record Selector
• Navigation Buttons
• Scroll Bars
8. Close and Save the form as frmSearch
Creating the Queries
1. Create a Query Design to pull all the basic CD information together
• Tables
○ tblCD
○ tblGenre
○ tblPerformer
• Fields
○ Title from tblCD
○ YearReleased from tblCd
○ CDValue from tblCD
○ Genre from tblGenre
○ Performer from tblPerformer
○ DateCreated from tblCD

LESSON 8:
• Save the query as qrySearchbyGenre
2. Copy the query twice as qrySearchbyPerformer and
qrySearchbyDateCreated
3. Open qrySearchbyGenre again in Design View
4. Add GenreID from the Genre table to the grid. The value chosen in the
combo box on the form relates to the GenreID.
5. In the criteria row under GenreID right-click and choose Build
6. In the expression builder Navigate to Forms → All Forms
7. Select frmSearch from the list of forms

LESSON 8:
8. In the center pane locate cboGenre and double click
If you click once, the formula will not be added into the top box. You must
double click on the final item you are selecting.
9. Click OK. The path to the combo box will be stored in the criteria row.
10.Uncheck the Show box under GenreID. We don’t need to see this field in
the results

LESSON 8:
If you try to view the query results at this time you will get the following
screen:
It is looking for the value from the form. The query now needs to be run with
the search form open and a genre selected in the drop down box cboGenre.
11.Save and Close the genre version of the query
Creating a Button for the Query
1. Open frmSearchCDs in Design View
2. Add button to call the Query using the button wizard
• Select the Button from the Controls section of the Design Tab
• Place the button on the form to the right of the Genre combo box
• On the first window of the wizard, choose Miscellaneous then Run
Query → Next

LESSON 8:
• Select the Query you want the button to run: qrySearchbyGenre
→ Next
• Choose the Text: option for the button label and type CDs By
Genre → Next
Type in a meaningful name for the section of code that is created behind the
scenes. Start with cmd then name (no spaces or special characters here).
• For this button, type cmdCDsbyGenre → Finish

LESSON 8:
3. Switch to Form View and test the query by selecting a Genre from the
drop down and pressing the button to run the query
4. Close the Query window
Exercise 8: Set up the Performer Search for the
Query/Report Options Form
Editing the Performer Version of the Query
1. Open qrySearchbyPerformer
2. Add the PerformerID field
3. Build the criteria in the same way as you did for GenreID
• Right-click in the criteria line under PerformerID
• Choose Build from the dropdown
• Choose frmSearch in the first windowpane
• Double click on cboPerformer in the second windowpane of the
expression builder
• Display window should show:
[Forms]![frmSearchCDs]![cboPerformer]
• Click OK. The formula will be transferred to the criteria row under
Performer ID.

LESSON 8:
• Uncheck Show under Performer ID
4. Save and Close the Query
Adding the Query Button
1. Open frmSearch in Design View
2. Add a button to call the Performer Query using the button wizard
• Choose the Button from the Controls section of the Design tab
• Drop the button to the right of the Performer field
• Choose Miscellaneous → Run Query
• Choose the query qrySearchbyPerformer
• Label the button CDs By Performer
• Name the command cmdCDsbyPerformer
3. Test the query using the combo box and button for Performer
End of Exercise 8
Editing a Query for Date Range Criteria
1. Open qrySearchbyDateCreated

LESSON 8:
2. In the Date Created criteria right-click and choose Build
• Before selecting any fields, type Between in the empty expression
area
• Then select frmSearch → txtDateFrom and double click to add
it to the expression
• Type And or select And from the buttons in the middle of the
screen
• Select the next field frmSearchCDs → DateTo → OK
3. Close and Save the query changes
4. Open frmSearch in Design View
5. Add a button to call the performer query to the Search form
• Choose the Button from the tool box
• Choose Miscellaneous → Run Query
• Choose the query qrySearchbyDateCreated
• Label the button CDs By Date Added
• Name the command cmdCDsbyDateAdded
6. Test the query by filling in the From and To date fields

LESSON 8:

Lesson 9
Creating Reports Based on Dynamic
Queries
Lesson 9
Informing Members of Newly Added CDs
We will create a report based on the Search by Created Date query created
and the Search form. We will pull all the CDs with a date created within a
specific date range and send the report to all the club members.
1. Click on qrySearchByDateCreated in the navigation pane
2. Go to the Create Tab and click on Report
Since the report by default wants to open up in preview mode, it again brings
up the popup window asking for the Date From and Date To, just like if we try
to view the query results without the search form open and date values filled in.
3. Click OK on each of the Parameter Value pop-ups
4. Edit the Report header label to read New CDs added between
5. Add a text field below the header label
6. In the Properties, locate the Data tab and the Control Source field
7. Open the Expression builder

LESSON 9:
CREAT ING REPORTS BAS ED ON DYNAMI C QU E R IES
8. Add the DateTo and DateFrom fields using the expression builder
to pull fields from the search form, concatenating “ and “ between
the two dates
9. Delete the label of the text field
10.Use Format Painter to replicate font size from title to the date field
• Select the Report Header Label box
• Click on the (Format Painter), which is now active on the
toolbar. Your Mouse pointer will now have a paintbrush beside it.
• Click on the Date formula text box. The font and size will change to
match.
Note:
To format multiple fields, double click on the Format Painter instead
of single clicking. The paintbrush will stay on as you select each
field. When finished, click Format Painter once to turn it off.
11.Size and align the Date field with Title
12.Add any spacing necessary in the labels of the fields (such as CD
Value)
13.Close and save the report as rptCDsByDateAdded

LESSON 9:
CREAT ING REPORTS BAS ED ON DYNAMI C QU E R IES
Creating a Report Button
1. Add a button on the Search CDs form to preview the report
• Select the button wizard from the toolbar
• Place the button below the CDs by Date Added button
• Choose Report Options → Open → Next
Note:
Always let the users view the report first and choose if they want to
print once they have seen the report on the screen.
• Select rptNewCDs → Next
• In the Text area type the button name View CDs by Date Added
Report → Next
• Name it cmdViewCDsByDateAddedReport → Finish
2. Type in the appropriate dates and click on the new button
Report Distribution Options
• Export to Word and e-mail
• Save as an HTML page and upload
• Print and mail

Lesson 10
Create a New Database based on an
Excel Spreadsheet
Lesson 10
Exercise 8: SNORCA Database
The Society for Northern Observation of Rare and Common Amphibians
currently has an Excel spreadsheet that lists contact information for
Members, Researchers, and Students involved in the organization. They
have asked you to create a database for maintaining this list and to allow
better searching and reporting options.
Requirements from the client:
The SNORCA member database should keep track of the member
information as seen in the Excel file. It should also allow more than one
address per person and track member dues payment history. Accounting
will want a report on Dues paid by Year for each member level. A general
membership directory report is also needed, sorted by last name.
Based on our database design skills, we have determined that we will need
five tables: Member, Member Address, Member Address Type, Member
Dues, and Member Level, as shown below. These have been created for you,
as well as the relationships and referential integrity, in the snorca.accdb
database.

LESSON 10:
CRE ATE A NEW DATABA S E B AS E D ON AN EXCEL SPREADSHEET
tblMember
tblMemberAddress
tblMemberAddressType
tblMemberLevel
tblMemberDues

LESSON 10:
Relationship diagram
Checklist for your project:
If you want to challenge yourself, work off this checklist only. If you want
more instructions, then you can use the information given. The instructions
are designed to make you think so they are not step-by-step entirely. If you
want to see the final product, you may view the SNORCAFinal.accdb
database.
ƒ Set field properties on the tables for Data Integrity/Indexes
ƒ Import the Excel file
ƒ Use queries to split and add the data into the relational table structure
ƒ Create the Member Level list
ƒ Add the Members
ƒ Create the Member Address types form/values
ƒ Add the Member Addresses
ƒ Add the Member Dues for Year 2007
ƒ Create the Data Entry Forms for the rest of the tables
ƒ Create a query that summarizes the dues paid by year and by
member level
ƒ Create a report that lists all members with their primary address

LESSON 10:
CRE ATE A NEW DATABASE BASED ON AN EXCEL SPREADSHEET
Set field properties for Data Integrity
tblMember
1. Add Date() to the default for DateCreated
2. Create an Index on the MemberNumber that doesn’t allow
duplicates
3. Create a Combined Index on the First and Last names and the
MemberSince fields that doesn’t allow duplicates
tblMemberAddress
1. Set MN as the default State
2. Set USA as the default Country
tblMemberAddressType
2. Create an index on the AddressType field that doesn’t allow
duplicates
tblMemberDues
2. Create a combined index on the MemberID and Membership Year
fields that doesn’t allow duplicates
tblMemberLevel
2. Create an index on the MemberLevel field that doesn’t allow
duplicates

LESSON 10:
Importing the Excel file
View the Excel file SNORCA Address Database. Note the record count
(number of rows, not including the header row). The spreadsheet will be
imported into a temp file and then later divided up into the relational tables.
1. From the External Data tab choose Excel
2. Import the SNORCA Address Database spreadsheet using all the
default options
3. View the SNORCA Address Database Import errors table
4. Determine the reason the Zip code field is failing
Note:
The row numbers refer to Excel row numbers, not the row in the
Access table. If a field within a row fails to import, the rest of the row
will still import.
5. Delete both the SNORCA Address Database and SNORCA Address
Database Import errors tables.
6. Import the file again, this time changing the following option during
the Spreadsheet import wizard:
• Change the zip code field data type to Text

LESSON 10:
• Note the contents of the Import Errors table now
7. Find row 57 in the Spreadsheet and determine what the error means
and that it’s okay to continue
8. Delete the ImportErrors table
Use Queries to Split and Add the Data into the Relational
Table Structure
Note:
No backups of the tables are needed before running the append
queries in this case because the tables are all currently empty
Create the Member Level list
Rather than finding and typing the different member levels by hand, use a
query to find a unique list of levels and append them to the Member Level
table.
1. Create a query in design view
2. Add the SNORCA Address Database table using the show table
dialog
3. Add the Member Level field to the query grid
4. Add Totals from the Show/Hide section of the Design Tab
5. View the results
7. Append to tblMemberLevel
8. Run the query and confirm the append

LESSON 10:
9. Close the query and verify the records were added to
tblMemberLevel. You do not need to save this query.
Add the Members
Note:
We will use the primary key (ID) in the import table to link the
members back to their original record in the import during queries.
We will assign a new primary key (MemberID) as they are imported
to the Member table. We cannot use the ID from the import table as
they are not guaranteed to be the same as the MemberID, especially
if the import to the member table is done more than once, the keys
are not reused but keep going in sequence if you delete records.
1. Add a numeric field to tblMember called OldID, this will
temporarily store the ID from the import table for each member. It
can be deleted once all the data is appended to their respective tables.
3. Add the SNORCA Address Database and tblMemberLevel tables
using the show table dialog
4. Join the tables by MemberLevel
5. From SNORCA Address Database, add the ID, #, FirstName,
LastName, and MemberSince fields to the query grid
6. From tblMemberLevel, add the MemberLevelID field and view the
results
7. Change the query to an Append query and append to tblMember.
Note that the # and ID fields did not find a match.
8. Select the appropriate fields for each in the Append To line:
ID matches to OldID
# matches to MemberNumber.

LESSON 10:
9. Run the query and confirm the append
STOP! There are 27 records that won’t be appended due to a key violation (an
index).
10.Click No to cancel the append
11.Close and Save the query as qryAppendMembers
Check for Duplicates
Check for duplicates based on the indexes that are set on the Member table
1. Member Name (first and last combined with member since)
• From the Create tab, choose Query Wizard
• Choose the Find Duplicates Query Wizard
• Choose the SNORCA Address Database table
• Choose the FirstName and the LastName fields and the
MemberSince field. No other fields are needed
• Leave the default name of the query
When the wizard is complete and shows the results you will see if there are any
duplicate members by the first and last names
2. MemberNumber
• From the Create tab, choose Query Wizard
• Choose the Find Duplicates Query Wizard
• Choose the SNORCA Address Database table
• Choose the # field
• On the additional fields screen, choose the first and last name
fields
• Leave the default name of the query; allow it to override the prior
find duplicates query
When the wizard is complete and shows the results, you will see if there are any
duplicate member numbers

LESSON 10:
Dealing with Duplicate Records
There are duplicate member numbers in the import file. It does not appear
that the records are related in any way; it’s an issue of using Excel and not
having a way to prevent duplicates. You have to decide what to do with
these duplicate member numbers. You don’t want to run the import and
skip these records. Either the old member numbers need to be corrected or
we can start using the MemberID in place of the member number. Either
way, to get the data into the table for now, we will remove the index on the
MemberNumber field, append all the records, and note to the head of
SNORCA membership that there is a problem that will need to be corrected
before the database can go live. Once corrected (assigned new member
numbers) the index needs to be put back in place to prevent this from
happening again. The other alternative is to just eliminate the old member
number entirely.
1. Remove the index from the MemberNumber field in tblMember
2. Close and save the table
3. Go back to the query qryAppendMembers and run it
4. Close and save the query
5. Verify the members were added to tblMember
6. If all the members were appended correctly, delete the “Find
Duplicates…” query
Create the Member Address types form/values
Currently the excel file only has the ability to track one address per person.
The client would like, in the future, to be able to have a primary and
secondary address for each person. The existing address records will be
labeled as primary.
1. Highlight tblMemberAddressType
2. From the Create tab, choose Multiple Items form
3. Add the following values
• Primary

LESSON 10:
• Secondary
4. Write down which ID is assigned to Primary: _____
5. Switch to design view and clean up the header and field labels
6. Close and save as frmMemberAddressType
Add the Member Addresses
2. Add the SNORCA Address Database and tblMember tables using the
show table dialog
3. Join ID in the Snorca Address Database table to OldID in tblMember.
4. Add the Address1, Address2, City, State, ZipCode, Country,
Phone, and EmailAddress fields from tblMemberAddress and
MemberID from tblMember, to the query grid
5. Create a temporary field:
• MemberAddressTypeID: xx where xx is the ID from the Primary
address type value you wrote down in the previous section
6. View the results
8. Append to tblMemberAddress
9. Verify all fields have a match in the append to line
10.Run the query and confirm the append
11.Close and save the query as qryAppendAddresses and verify the
records were added to tblMemberAddress

LESSON 10:
Add the Member Dues for Year 2007
The client would like to keep a running history of dues paid for each year.
The current field holds dues paid in 2007. Append those values into the
Member Dues table with a notation of 2007 in the Dues Year field.
2. Add the SNORCA Address Database and tblMember tables using the
show table dialog
3. Join ID in the Snorca Address Database table to OldID in tblMember.
4. Add the MemberID from tblMember and 2007DuesPaid fields to
the query grid
5. Create a temporary field - DuesYear: 2007
6. View the results
7. Add criteria Is Not Null under the 2007DuesPaid field
9. Append to tblMemberDues
10.Select the proper fields to append the 2007DuesPaid, and
DuesYear fields to
11.Run the query and confirm the append
12.Close and save the query as qryAppendMemberDues
13.Verify the records were added to tblMemberDues

LESSON 10:
Create the Data Entry forms
Member Level
1. Select tblMemberLevel
2. Choose Create – Multiple Items Form
3. Clean up the header and field labels in design view
4. Close and Save as frmMemberLevel
Member
5. Select tblMember
6. Choose Create – Form
8. Replace the MemberLevelID with a combo box that looks to
tblMemberLevel for the values
9. Drop the combo box into the grouping below the Member ID
10.Close and Save as frmMember
Member Address Subform
1. Select tblMemberAddress
2. Choose Create – Form
3. Delete the MemberID and MemberAddressID fields
5. Replace the MemberAddressTypeID with a combo box that looks to
tblMemberAddressType for the values
6. Drop the combo box into the grouping above Address 1
7. Close and Save as subfrmMemberAddress

LESSON 10:
Member Dues
1. Select tblMemberDues
2. Choose Create – Multiple Items Form
3. Delete MemberDuesID and MemberID
5. Shrink Membership Year to the left
6. Shrink the form itself to the left
7. Shrink all three fields towards the top
8. Shrink the bottom of the form up to the fields
9. Close and Save as subfrmMemberDues
Add the Subforms to the Member Form
1. Open frmMember in design view
2. Select all the fields in the detail area and shrink them to the left
3. Add subfrmMemberDues to the right of the fields
4. Delete the label that comes with the subform
5. Add subformMemberAddress to the bottom of the fields
6. Delete the label that comes with the subform
7. Do as much resizing or moving of fields or subforms as you can to
allow you to see all of the fields on the form at one time (if possible
based on your screen resolution)
8. Close and save the form

LESSON 10:
Creating queries/reports
Create a Query That Summarizes the Dues Paid By Year and By
Member Level
2. Add tblMember, tblMemberLevel, and tblMemberDues
3. Add the Member Level, MembershipYear, and AmountPaid
fields to the grid
4. Show the Totals
5. Change the Totals line under Amount Paid to Sum
6. Save the query as qryDuesbyYearAndLevel
Create a Report That Lists All Members with Their Primary
Address
Create the Query
2. Add tblMember and tblMemberAddress
3. Add the fields MemberAddressTypeID, First and Last name,
Address 1 and 2, City, State, Zip, Country
4. Set criteria under MemberAddressTypeID to the ID for Primary as
found in the earlier exercise
5. Uncheck show under MemberAddressTypeID
6. Close and Save the query as qryMemberAddresses

LESSON 10:
Create the Report
1. Select the query just created
2. Create a report using the Report option
3. Add a sort to the report: Last name, then first name using the Group
and Sort option
4. Clean up the header and labels
5. Close and Save as rptMemberAddresses
If everything was appended correctly and showing up in the forms, you
may delete the Append queries and the imported table now to prevent them
from accidentally being run again. Also delete the OldID field from
tblMember.

Using the Object Dependencies
Feature
A
Appendix A
Appendix Object Dependencies shows all the objects (Forms, queries, reports, etc.) that
another object references or is referenced by. This can be helpful in a
database you are taking over. You can see if you make a change to a table,
what other objects may be affected. This feature became available in Access
2003
Select a table, then from the Database Tools Tab choose Object
Dependencies.

AP P E N D I X A:
US I N G T H E OBJECT DEPENDENCI E S FEATURE
Example: tblMember
You can click on the plus sign to expand an item and see further
dependencies. Clicking on an object name will open the object.
To use this feature on a form to see which tables, queries, or subforms it
relates to, change the option at the top of the object dependencies window to
Objects that I depend on instead of “Objects that depend on me.”

AP P E N D I X A:
US I N G T H E OBJECT DEPENDENCI E S FEATURE
Example: frmMemberCD

Appendix B
Creating the CD Condition Lookup
Table
Appendix B
The Condition lookup table is an optional lookup table of conditions to be
assigned to each Member’s CDs. You can assign a point value to each
condition for sorting and calculations.
1. Create a new table called tblCDCondition
2. Set the following options:
• CDConditionID
○ Primary Key
• CDCondition
○ Shorten size to 15
○ Set a no duplicates index
• PointValue
○ Fields Size is Byte
○ Set a no duplicates index
• DateCreated
○ Default Value of Date()

AP P E N D I X B:
CREAT ING T H E CD CO N D I T I O N LOOKUP TABLE
3. Create a maintenance form for CD Conditions
• Create form using Multiple Items Form
• Name the form frmCDCondition
• Delete the CDConditionID field
• Clean up the Header Title and field labels
4. Enter the following condition and Point Values:
• Poor with Point Value = 1
• Fair with Point Value = 2
• Good with Point Value =3
• Excellent with Point Value = 4
5. Add the CD condition foreign key to the Member CD table
6. Assign conditions to CDs through frmMemberCD
• Shrink the CD combo box about an inch and a half to the left
• Add a CD Condition Combo box to the right of CD
○ Add a combo box from the tool bar
○ Select tblCDCondition
○ Select CDConditionID and Condition

AP P E N D I X B:
CREAT ING T H E CD CO N D I T I O N LOOKUP TABLE
○ Sort by Point Value
○ Choose to store the value selected in the CDConditionID field
○ Name the combo box Condition
• Open the form and assign conditions to a few CDs
Note:
To track CD Conditions through time, place the CD condition ID in
the CD loan table/Check In form instead of the Member CD
Table/Form.

Access Crosstab Query Wizards
C
Appendix C
Appendix Crosstab queries show a summary of the data in rows and columns—similar
to an Excel spreadsheet—with sums, counts, etc., and grand totals
calculated. We will create a crosstab that shows the number of CDs owned
by each member within each Genre. Since the information we would need is
in multiple related tables, we must base this query on another query that has
all the fields needed.
1. Click on Create objects click Query Wizard
2. In the New Query dialog box select Crosstab Query Wizard → OK
3. Switch to Queries and choose qryCDListWithOwners → Next

AP P E N D I X C:
ACCESS CROSSTAB QUERY WI Z ARDS
4. Select Genre as the row → Next
5. Select Owner as the Columns → Next

AP P E N D I X C:
ACCESS CROSSTAB QUERY WI Z ARDS
6. The field that we want to do a calculation on is Title and the Function
is Count. Leave the default option to include row sums (grand total
Title count) → Next → Finish
Results of Crosstab Query

Advanced Report Creation
D
Appendix D
Appendix Creating an Overdue CD letter
We will create a mail merge letter for each member in the club that has
overdue CD Loans. We will ensure that one letter is sent per member by
grouping by the member name and showing all their overdue CD loans in
one letter. We will start by creating a query that determines which Loans are
past due.
2. Add tblMember, tblCDLoan, tblMemberCD, tblCD and tblPerformer
3. Remove the join between tblMember and tblMemberCD (we don’t
care who owns the cd at this point)
4. Create a concatenated field called LentTo and combine the first and
last names from tblMember
5. Select Ascending sort for Lent To
6. Add the Title, Performer, DateOut and DateIn fields to the query
grid
7. Preview the query

AP P E N D I X D:
ADVANC E D REPORT CREAT ION
Note that we only want to pull records where the Date In is blank. Those are
the ones currently on loan.
Modifying the Query to Only Display Records where DateIn is
Blank
1. Return to Design View
2. Add Is Null under the criteria for DateIn
3. Add a new field to determine the DueDate and eliminate those that
are not due yet (due date is less than today’s date)
• DateDue: DateAdd('d',10,[dateout])
• In the criteria row for DateDue type <Date()
4. Preview the query results
5. Return to Design View and uncheck Show under DateIn

AP P E N D I X D:
Show the address for each Member
1. Add tblMemberAddress to the query
2. Add the Address1, Address2, and Address3 fields to the grid
3. Create a new concatenated field for City, State, and Zip as CSZ:
City& “, “&State&” “&Zip
4. Preview the query results
Notice that there may be more than one record per person if they have more
than one address in the database
5. Add tblAddressType to the query
6. Add AddressType to the grid
7. For criteria type Home to only see their home address
8. Uncheck Show under Address Type

AP P E N D I X D:
Note:
If the member did not list a home address, then his or her record
would drop out of the query. See Appendix E, Adding a Primary
Address Indicator, regarding adding a checkbox to indicate the
preferred address and using that as the criteria instead.
9. Preview the query results, then close and save the Query as
qryCDPastDue
Creating the Past Due Report
1. From the Create Tab choose Report Design
2. From the Tools section choose Property Sheet
3. From the Record Source dropdown choose qryCDPastDue

AP P E N D I X D:
4. From the Grouping and Totals section choose Group and Sort
5. Choose LentTo from the field list
6. Click on More
7. Change “without a footer section” to “with a footer section”
8. Close the Group Sort and Total window
Adding fields to the Report
1. Click on Add Existing Fields in the Tools section
2. Position LentTo, the Addresses, and CSZ fields in the newly created
LentTo Header and arrange them so they are right on top of each
other (simulating lining them up in a window envelope)
3. Remove the labels from all five fields in the LentTo header
4. Select all five fields at once, right-click, and choose Properties
5. On the format tab set Can Shrink to Yes. If any field is blank, the fields
below will move up rather than leave empty space in between. Except this
seems to be a bug in 2007 and does still leave space.
6. Add a text box from the tool box to the lower left corner of the
LentTo header for the salutation
7. Double click where it shows Unbound to see the properties
8. In the field type this concatenation (including the = sign) :
= "Dear " & [lent to] & ", "

AP P E N D I X D:
9. Add a Label from the tool box for the body of the letter and type in
the message to the member:
According to our records, the following CD(s) are
overdue. Please return them to their rightful owners as
listed immediately. If they are not returned, you will face
accumulating fines and eventually banishment from the
club.
10.From the Add existing fields select Title, Performer, Date Out and
Date Due and add them to the Detail section
11.Shrink the detail section so there isn’t extra white space after the
group of fields
12. In the LentTo Footer, add label fields for the letter closing of Yours
truly and CD Club Director, leaving space for a signature between

AP P E N D I X D:
13.Add a Page Break, from the Controls section, to the bottom of the
LentTo footer to ensure the next member’s letter starts on a new page.
The page break shows as a short dotted line.
14.Save the report as rptCDPastDue
15.View the report, Note: report view does not show page breaks, print
preview will display the separated pages.

Appendix E
Adding a Primary Address Indicator
Appendix E
If you are allowing multiple addresses in your database and not everyone
will be required to enter a Home address or a Work address, whichever you
are more likely to send correspondence to, you can add a Primary address
indicator (checkbox). Use this indicator on any query that pulls the names
addresses to return only that one address.
1. Add the Primary field to tblMemberAddress
2. Assign the Yes/No Data Type to create a checkbox field on a form

AP P E N D I X E:
ADDI N G A P R I M AR Y ADDRESS I N D ICATOR
3. Add the new field to subfrmMemberAddress using Add Existing
Fields
4. Go through all existing records and choose one as the primary
address
5. To use in any query to show only the Primary address
• Add the Primary field
• Set criteria to true
• Uncheck “show” box

Updating the Switchboard
The Existing Switchboard
Appendix F
Appendix F
The existing switchboard is at its limit of menu items. (You are only allowed
eight items maximum per switchboard.) It would make sense at this point to
create a multi-level switchboard that is logically divided. A return to the
main switchboard option also needs to be added to any secondary level
switchboards.

AP P E N D I X F:
UPDAT ING T H E S W ITCHBOARD
Creating the List Maintenance Switchboard
1. Open the Switchboard Manager from the Database Tools Ribbon
2. Create a new switchboard called Reports
• From the switchboard menu choose New
• Name the switchboard Reports
3. Select the Reports Switchboard and click Edit
4. Add the following:
• Search (open frmSearch in Edit Mode)
• CD Master List (open respective report)
• CDs Past Due (open respective report)
• Member Address List (open respective report)
• Member Address Labels(open respective report)
• Main Menu (Go to Switchboard –> Main Switchboard)
5. Close the edit screen
6. Select the Main Switchboard and choose Edit
7. Remove the 2 reports at the bottom of this switchboard

AP P E N D I X F:
UPDAT ING T H E S W ITCHBOARD
8. Add a new item to open frmCDLoan in edit mode
9. Use the Move Up button to place it after the View/Edit Members CD
List
10.Add another item to go to the Reports Switchboard
11.Close the Switchboard Manager
12.Close and reopen the database to see the new Switchboard

E-mail Forms
G
Appendix G
Appendix A new feature in Access 2007 is the e-mail form. You can send an e-mail that
has a form with fields for the recipient to fill out and return to you. You can
have the response saved right into the table in the database.
NOTE:
The recipient’s e-mail program MUST allow HTML e-mails. The
sender MUST have Outlook set up on their computer for the process
to work.
Because of the above limitations, this exercise cannot be done in class. For
this example, we will be gathering member names and birthdays. The e-mail
is based on one table but cannot make use of key fields and drop down
boxes. Only text fields and non key number fields can be used.
1. Click on tblMember to select it
2. On the External Data tab click on Create E-mail
3. On the first page of the wizard click next
4. Leave the default of HTML form and click next

AP P E N D I X G:
E -MAI L FORMS
5. We want to collect new member information so leave the default and
click next
6. Move the desired fields into the include side, in this case, FirstName,
MiddleName, LastName, and Birthday. MemberStatusID is a key
field and will default to active; date created defaults to the day the record is
added to the table.

AP P E N D I X G:
E -MAI L FORMS
7. Click on each name field to edit the label of the field to put spaces
between the words → Next
8. Check the Automatically process replies box → Next

AP P E N D I X G:
E -MAI L FORMS
9. Leave the default of Enter the e-mail address in Outlook option and
click next
10.Change the subject line and click next
11.On the last screen click Create
12.The e-mail will open up in Outlook for you to enter the recipients’
e-mail addresses and then hit send.

AP P E N D I X G:
E -MAI L FORMS
Recipients get the e-mail, hit Reply, and then fill in the fields and hit send.
After replies are received, you will see them in a folder in Outlook called
Access Data collection replies.
Since we chose to automatically save them to the table, we can see the replies
by looking at the Member form.

Advanced database

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