1. Getting StartedUnderstanding the reasons to switch| 00:00 | Access 2010 offers a number of major
improvements and enhancements that make
| | 00:04 | upgrading from Access 2003 worthwhile.
| | 00:08 | There's an improved user interface
with a new layout view to help you stay
| | 00:11 | organized when working with forms and reports.
| | 00:14 | There are new helpful fields you can
use in your tables, and you can use rich
| | 00:18 | text formatting now when
working with Memo fields.
| | 00:21 | In this movie, we will get a brief
overview of some of these features before
| | 00:24 | covering them in greater
detail later on in this course.
| | 00:28 | We will begin with the new fluent user
interface, which has been improved to
| | 00:31 | help you work more efficiently
and improve your productivity.
| | 00:35 | The Ribbon allows you to spend more
time getting your work done, and less time
| | 00:39 | searching for commands by
making them easier to find and use.
| | 00:43 | You will also find quick and easy
access to relevant commands using the
| | 00:47 | Quick Access Toolbar and mini toolbars that
appear when selecting a rich text in a field.
| | 00:53 | With Access 2010, you can continue to
work with your older databases created
| | 00:58 | in Access 2003, and when you're ready to
make use of the added functionality in
| | 01:02 | Access 2010, it's a simple process to
convert your older databases to the new
| | 01:07 | Access 2010 format.
| | 01:09 | There are also a number of new
features to help improve your productivity and
| | 01:13 | efficiency when working in Access.
| | 01:15 | For example, you no longer have to be
in Design view to work on the design of
| | 01:20 | your forms and reports.
| | 01:21 | Layout view is a new view that allows
you to preview the layout of your form or
| | 01:26 | report while you work on its design.
| | 01:29 | Being able to view the form or report
with real-life data while you design it
| | 01:33 | eliminates the need to change views
back and forth to preview the end result.
| | 01:38 | Now you can make use of some of
the new field types in Access 2010.
| | 01:42 | For example, if you need the
users to insert dates into a form that
| | 01:46 | you've created, you can use the new Date
Picker Property when using date and time fields.
| | 01:51 | Users can now pick dates off a pop-up
calendar, as opposed to typing them into a form field.
| | 01:57 | This helps to eliminate the
possibility of improperly entered dates due to
| | 02:01 | confusing date formats.
| | 02:04 | Also, users will be able to attach files to
a record now, as they fill in a form or table.
| | 02:09 | Imagine entering the expense amount
into a field and then attaching a scanned
| | 02:14 | image of the receipt to back it up.
| | 02:17 | With the added benefit of better
compression in Access 2010, users won't need to
| | 02:21 | be concerned about database bloat.
| | 02:23 | Lastly, you will be able to
apply rich text formatting to your text and
| | 02:27 | Memo fields without the
need for third-party controls.
| | 02:30 | Access 2010 stores this formatting as
HTML, so users will be able to apply
| | 02:35 | color, bold, italics, underlining, and
more to the text they enter in a Memo field.
| | 02:42 | So I hope this brief overview has
helped to show you why you might want to
| | 02:46 | migrate from Access 2003 to Access 2010.
| | 02:48 | We will be exploring these reasons in
greater detail as we move through the
| | 02:53 | various chapters in this course.
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| Exploring the new Ribbon and Backstage view| 00:00 | If you are going to be migrating
from Access 2003 to Access 2010, by far
| | 00:05 | your biggest challenge will be getting
accustomed to the changes to the user interface.
| | 00:10 | So we are going look at those
differences now, starting here in Access 2003.
| | 00:14 | Now if you don't have Access
2003 installed, don't worry about it.
| | 00:19 | If you do, you can follow along with me.
| | 00:21 | We've started to open a file
from the exercise files called
| | 00:25 | CustomerAddresses2003.
| | 00:27 | Notice the extension is MDB,
which was a Microsoft Database.
| | 00:33 | Now, we see the security warning show up.
| | 00:35 | Whenever there is content that
might be considered harmful or could be
| | 00:39 | considered harmful, you have this
opportunity at this point to decide whether or
| | 00:43 | not you trust the source.
| | 00:44 | So in this case it does contain code
that might be harmful to your computer, but
| | 00:48 | I can tell you that it does
not, and you can trust it.
| | 00:51 | So clicking Open will actually open
up the database, and you will notice it
| | 00:55 | opens up in its own adjustable window here.
| | 00:58 | We've got a navigation pane on the left
to look at the various objects like the
| | 01:01 | tables, queries, forms, and reports.
| | 01:04 | At the top of your screen is the
title bar, with Access showing up there.
| | 01:07 | We have got our menu bar with File,
Edit, View all the way across to help.
| | 01:12 | When you click these headings,
you will see related commands.
| | 01:14 | Then we've got the toolbar with
shortcut buttons for many of the commands that
| | 01:19 | you might use more often than others.
| | 01:21 | They also appear somewhere
in the menu system as well.
| | 01:25 | In the window you'll see the name of
your database file, and you will also see
| | 01:28 | the file format. In this case for going
back to Access 2002 to 2003 file format.
| | 01:35 | Let's switch over now to Access 2010.
| | 01:39 | Here, we are trying to
open up a very similar file.
| | 01:42 | It's the same database actually, but in
the new format: CustomerAddresses2010.
| | 01:47 | You will notice the
database format is Access 2007.
| | 01:51 | That's when it changed from MDB to
an ACCDB extension Access database.
| | 01:57 | Then down below, we don't
have a menu system at all.
| | 02:01 | What we have is this Ribbon interface,
and then we see the security warning that
| | 02:06 | we saw in Access 2003.
| | 02:08 | In this case, some active
content has been disabled for us.
| | 02:11 | So we can still work with the database.
| | 02:13 | It's just that active content has been disabled.
| | 02:17 | We can enable it from here
by clicking Enable Content,
| | 02:20 | or if you want more details, you can
click the link that says there's active
| | 02:23 | content doing this actually takes you
to a new view called Backstage View.
| | 02:28 | It's same as clicking the File tab and
then clicking Info, where you're going
| | 02:31 | to see information about your file, and
there's the security warning we saw in Access 2003.
| | 02:37 | We can also enable that
content directly from here.
| | 02:39 | So we don't have to exit this view
and then click the Enable button.
| | 02:42 | We can do it right from here. So let's do that.
| | 02:45 | Enable Content, and then you can also
choose to Enable All the Content and go
| | 02:49 | to Advanced Options from here, but let's
enable all the content in this database file.
| | 02:54 | So the security warning has gone, and
now we're looking at our navigation pane
| | 02:57 | over here in the left-hand side
inside where we see our tables, our forms,
| | 03:00 | unrelated objects as well.
| | 03:02 | If you wanted to, you could
select any of these just by clicking.
| | 03:08 | If you want to open them up or
access them, you can double-click them.
| | 03:11 | So let's go to our Office_Address_List:
| | 03:13 | Table with a double-click.
| | 03:15 | That actually opens up the table
over here on the right-hand side.
| | 03:18 | The reason we are doing this is once
you've selected an object and opened it up
| | 03:22 | to access it, you then have, as you can
see, a Ribbon with a number of commands
| | 03:28 | that are usable at this point.
| | 03:30 | Let's begin up in the top left-hand
corner, where we have the Quick Access Toolbar.
| | 03:34 | This is the only toolbar you'll
actually see in Access 2010, and it contains
| | 03:39 | three buttons by default:
| | 03:40 | your Save, Undo, and Redo buttons, but
there is little dropdown button where you
| | 03:44 | can customize this to pick and choose
which commands will appear on the Quick
| | 03:49 | Access Toolbar and which ones will not,
and you can even go to More Commands to
| | 03:54 | totally customize this.
| | 03:55 | We'll talk about that little bit later on.
| | 03:57 | Let's just click in the
title bar to close that up.
| | 04:00 | Now down below that is the Ribbon, and
this is part of the fluent user interface.
| | 04:05 | Here what you're going to see are series
of tabs across the top, and then within
| | 04:09 | those tabs, if we go back to the home
tab, you'll see groups, like Views,
| | 04:13 | Clipboard, Sort & Filter, and so on.
| | 04:16 | The very first tab is the File tab, and
this is what actually takes you to that
| | 04:20 | new view called Backstage View.
| | 04:23 | So if we click this, not only do we see
file related commands, but we also see
| | 04:29 | other options down below, like Info
which is currently selected, and then on the
| | 04:34 | right-hand side, depending what's
selected, you're going to see other options.
| | 04:38 | In this case, we've got Compact &
Repair, an encryption button, and then on the
| | 04:42 | right-hand side we may see a preview.
| | 04:45 | For example, if we went to Recent, you
will be able to access a list of recent
| | 04:50 | databases you have been working with or
to create a new one, print or even exit
| | 04:55 | the entire application.
| | 04:57 | Let's click the File tab again, and
this takes us out of Backstage View.
| | 05:01 | We are going to flip over to Access 2003 just
for second here and take a look at the File menu.
| | 05:06 | When you click the File menu, again,
you see those file-related commands like
| | 05:10 | New, Open, and Close.
| | 05:12 | We've also got options for
printing, if we had something open.
| | 05:15 | Then down at the very bottom is Exit.
| | 05:18 | We've also got access to our Recently
Used list from here, but it's not quite as
| | 05:22 | extensive as Backstage View in Access 2010.
| | 05:26 | So we will just click anywhere in an
empty space here to close up that menu and
| | 05:30 | flip back over to Access 2010.
| | 05:31 | The other thing you're going to notice
with the Ribbon, some of the groups have
| | 05:37 | these little buttons in
the bottom right-hand corner.
| | 05:39 | For example, with the Home tab selected,
if we go to the very far right-hand side,
| | 05:44 | we have got our text formatting commands.
| | 05:46 | You can see all of the formatting commands
for working with text that may be selected.
| | 05:51 | In the bottom right-hand corner of this
group is that button, whereas if we click
| | 05:55 | this, we actually access the
Datasheet Formatting dialog box,
| | 05:59 | something you might be
accustomed to using in Access 2003.
| | 06:03 | So this would look familiar to you,
where you have additional options for
| | 06:07 | formatting your datasheet:
| | 06:09 | gridlines - whether they're
shown or not - cell effects, and so on.
| | 06:12 | And we will just click Cancel from here.
| | 06:16 | When you're done working with an object,
because it's in its own window, you can
| | 06:19 | click the close button and then access
something different from your Navigation
| | 06:23 | pane, which appears on the left.
| | 06:25 | It too is totally customizable, if
you wanted to take up more or less real
| | 06:28 | estate on your screen.
| | 06:30 | That's totally up to you.
| | 06:31 | If we flip back to Access 2003 for a
moment and open up a table by clicking
| | 06:37 | Tables and then double-clicking
the only table we have here, the
| | 06:41 | Office_Address_List, you can see it too
has its own window with its Close button
| | 06:46 | in the top right-hand corner.
| | 06:48 | So while that's very similar, the
user interface, where it appears, is really
| | 06:52 | quite different in Access 2010, but
once you get used to this new fluent
| | 06:57 | user interface you'll find you're
actually working more efficiently here in
| | 07:01 | Access 2010.
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| Controlling Access 2010 with keyboard shortcuts| 00:00 | When the development team at Microsoft
decided to revamp the user interface
| | 00:04 | going from Access 2003 to Access 2007,
and then again, to Access 2010, they also
| | 00:11 | kept in mind that many users
like to use keyboard shortcuts.
| | 00:14 | So the keyboard shortcuts you used in
Access 2003, many of them are also applied
| | 00:19 | in Access 2007, and they
still apply here in Access 2010.
| | 00:23 | We're going to take a look at some of them now.
| | 00:26 | Starting here in Access 2003, with
our CustomerAddresses2003 database open,
| | 00:32 | we'll just double-click the Office_
Address_List to open up that table.
| | 00:37 | If we go to the File menu by clicking
File, you'll notice that many of the
| | 00:41 | keyboard shortcuts appear next to the
commands here, like Ctrl+N for New, Ctrl+O for Open.
| | 00:46 | There's a keyboard shortcut for
printing, Ctrl+P. So if we just click anywhere
| | 00:50 | in our table and try Ctrl+P - that is
holding down the Ctrl key while tapping
| | 00:56 | and releasing the letter P, then letting go
the Ctrl key, there's our Print dialog box.
| | 01:01 | And at this point, we can
continue to use the keyboard.
| | 01:03 | Pressing Enter would be the same as clicking
the default button, which is the OK button.
| | 01:08 | It's highlighted in blue.
| | 01:10 | Or if we didn't really want to
print, we can press Escape at this point,
| | 01:13 | use the Tab key to move around.
| | 01:15 | Let's just press Escape and
flip over to Access 2010 now.
| | 01:21 | Here, we'll do the same thing.
| | 01:22 | We'll open up our Office_Address_List
table by double-clicking it, and let's try
| | 01:26 | that keyboard shortcut, Ctrl+P. Sure
enough, that opens up the Print dialog box,
| | 01:31 | just like it did back in Access 2003,
just like it did in Access 2007.
| | 01:37 | And again, we could use our Tab key
to move around through the various
| | 01:40 | options if we wanted to. You can see, moving
through the options, things get highlighted.
| | 01:45 | And we can press Enter with the OK
button highlighted, or press Escape to close
| | 01:50 | up this dialog box.
| | 01:51 | Now, if we flip back to Access 2003
again, going to our table, and let's say we
| | 01:59 | wanted to access the menus and the
toolbars without using our mouse.
| | 02:03 | May be the mouse just died, and
you're stuck using your keyboard.
| | 02:06 | You can press the Alt key, and you
can see what happens. The File menu is
| | 02:10 | highlighted, and you'll notice that
the letter F is underlined, so we could
| | 02:14 | press the letter F on our
keyboard to open up the File menu.
| | 02:16 | Or we could use our Cursor Keys to move up
and down the commands if we wanted to,
| | 02:20 | including all the way down to Exit or
simply type the underlined character, in
| | 02:26 | this case, X for exit.
| | 02:28 | But we're not going to do that.
We'll just press Escape.
| | 02:30 | The File menu is still highlighted.
| | 02:32 | We could use our cursor key, moving to the
right, or press Escape to go back another level.
| | 02:36 | It's very similar in Access 2010.
| | 02:37 | When we flip back there and press the
Alt key on our keyboard, you'll notice
| | 02:42 | what happens; our little labels that
appear over the various tabs on the
| | 02:47 | ribbon, such as F over the File Tab, which is
Backstage View, H for Home, C for Create and so on.
| | 02:53 | If we want to get into any of those
groups or tabs, we could just hit the
| | 02:57 | letter on the keyboard.
| | 02:59 | For example, if we press H as in Home,
you'll notice now all the labels appear
| | 03:03 | over the different
commands in the various groups.
| | 03:06 | If we press Escape, it takes us back up a level,
so we can go to another tab, like the
| | 03:11 | Create Tab, by pressing the letter C.
| | 03:14 | Now here, you'll notice that many of
the commands are actually more than a
| | 03:18 | keystroke, and in that case,
it's not the two keys together;
| | 03:21 | it's one after another.
| | 03:23 | So let's just press Escape for a second,
type H for Home, and notice in the very
| | 03:29 | far right-hand corner here,
we've got F A appearing.
| | 03:34 | That's in our font attributes.
| | 03:37 | If we type F, then A, it opens up our
color codes, where we see the swatches,
| | 03:43 | where we can select from various
colors, and there's also keyboard shortcuts
| | 03:46 | showing up there. I'll press Escape.
| | 03:49 | Press Escape again, takes us back up a
level. Press Escape one more time, and the
| | 03:55 | labels disappear, and we're
back to working in our table.
| | 03:58 | So those are the keyboard
shortcuts when using the Ribbon.
| | 04:02 | So if you're one of those people who
likes to use keyboard shortcuts, and you're
| | 04:06 | accustomed to using them in Access 2003,
many of those keyboard shortcuts still
| | 04:11 | work here in Access 2010, and you've
also got access to the entire Ribbon, Quick
| | 04:16 | Access Toolbar and Backstage
View using your keyboard as well.
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| Understanding the new file formats| 00:00 | With the release of Access 2007 came a
brand-new file format that continues to
| | 00:05 | be used here in Access 2010.
| | 00:08 | That old MDB database file that we
knew for well over a decade is now being
| | 00:14 | replaced with the new ACCDB format.
| | 00:16 | So while Access 2010 continues to
support that MDB database file format for
| | 00:21 | backwards compatibility purposes,
Microsoft has really introduced that ACCDB
| | 00:27 | file format as the new future standard.
| | 00:30 | Now we can easily open older versions of
Access database files here in Access 2010.
| | 00:35 | Take a look at this dialog box here,
displaying a couple of different database
| | 00:39 | files in the Exercise Files
folder, 01_04 sub-folder.
| | 00:43 | Notice the CustomerAddressList2003
has the mdb extension, the old format.
| | 00:50 | And if we look at the Size
column, it's well over 2,000 KB.
| | 00:52 | Now, if we look at an exact replica
of that database using the new format,
| | 00:58 | CustomerAddressList2010,
there's the extension, accdb.
| | 01:04 | Notice the size here is well under 700 KB.
| | 01:08 | So it's the exact same database, with
the exact same objects and content, but
| | 01:12 | it's much smaller in size, and
that's the benefit of the new file format.
| | 01:16 | The other benefit is some of the new
functionality available to you here in Access 2010.
| | 01:22 | So let's just minimize this, and in
Access 2010, we'll open up first the older
| | 01:27 | format database by clicking the File Tab
to go to Backstage View, then Open, and
| | 01:31 | we'll navigate to that 01_04 sub-
folder, find CustomerAddressList2003.
| | 01:36 | There's the mdb extension
we'll select it and click Open.
| | 01:40 | And notice there is no problem in the
opening this file, even though we can see
| | 01:43 | the older formats being
used here in Access 2010.
| | 01:47 | But Access does a good job of making
sure that certain functionality that was
| | 01:51 | not available in the older formats
is not available here in Access 2010.
| | 01:56 | Let's test this out by double-clicking the
Customer_Address_List table to open it up.
| | 02:01 | And now, we'll click the Design View
button to change views to Design view.
| | 02:06 | Let's say we want to make some
changes to this table's design.
| | 02:10 | We can, but not all of the
functionality is going to be available to us.
| | 02:14 | For example, if we click under
Postal Code and we want to add a photo to
| | 02:18 | every record by using the new
Attachment field, then we'll click Data Type,
| | 02:23 | next to it. By default, Text
appears, but we can change the type to
| | 02:27 | Attachment, or can we?
| | 02:29 | We can't in this case, because the
Attachment field was not available in older
| | 02:33 | versions of Microsoft
Access using the MDB file format.
| | 02:37 | So to preserve its integrity, it's
not available here in Access 2010.
| | 02:40 | So, we'll just click anywhere to close that up.
| | 02:44 | We'll go back to Backstage View,
click the File and Close the Database
| | 02:48 | without saving any changes.
| | 02:50 | Now we'll click the Open button again,
and this time we'll open up the newer
| | 02:54 | version of that database,
CustomerAddressList2010.
| | 02:57 | We'll just double-click to open it up.
| | 02:59 | Let's double-click the Office_Address_
List Table, just like we did in the older
| | 03:03 | format. There it is.
| | 03:04 | Now if we go to Design View now and we
want to attach a photo, well, we'll add
| | 03:08 | the new field, clicking under Postal Code.
We'll type in Photo, and in the Data
| | 03:13 | Type dropdown, we'll click that
and look at, there it is, Attachment.
| | 03:17 | We are able to use new functionality,
because we're using the new file format.
| | 03:22 | Let's just click File, and close
this database without saving as well.
| | 03:29 | Now there are a few things to consider
when working with the various database
| | 03:32 | formats here in Access 2010.
| | 03:34 | Access 97 databases, they can be
opened here in Access 2010, but you're not
| | 03:39 | going to be able to change the
design like we just did with the MDB file.
| | 03:43 | Access 2000, 2002, and 2003 databases,
they can be opened here in Access 2010,
| | 03:49 | like we just did, and we'll
be able to change the design.
| | 03:52 | But like we saw, we won't have access
to all of the new functionality found in
| | 03:56 | Access 2010, like that Attachment field type.
| | 03:59 | You also open Access 2007 databases
here and have full access to design changes
| | 04:06 | and much of the functionality that's
available here in Access 2010, because it
| | 04:10 | too was available in Access 2007.
| | 04:14 | Lastly, the new database format here in
Access 2010 cannot be opened or linked
| | 04:18 | to with earlier versions of Access,
and the new format no longer supports
| | 04:23 | replication or user-level
security. Keep that in mind.
| | 04:27 | If you need to use your Access 2010
database with an earlier version of Access,
| | 04:32 | or if you need to use replication or
user-level security, you will still need to
| | 04:36 | use a file format from an earlier version.
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|
|
3. Performing Common Access 2003 Tasks in Access 2010Using the File tab and customizing the Quick Access toolbar| 00:00 | When working with database files in
Access 2003, we would often use the File
| | 00:05 | menu for accessing file-related commands.
| | 00:08 | For example, we could go to File and
choose Open to open an existing database.
| | 00:14 | Once we've got that database
open, such as our Customers2003:
| | 00:17 | Database, we could then select, for
example, Reports and the Customers by
| | 00:21 | State report, and go back to the File
menu to print this, or maybe just view
| | 00:25 | it using Print Preview.
| | 00:28 | Well, when we flip over to Access 2010,
we've got a new view called Backstage
| | 00:33 | View, but we do have a File tab at the top.
| | 00:36 | So here we have our Customers2010
Database, a newer version of the database file
| | 00:41 | with tables, forms, and there's our report.
| | 00:43 | And if we select the Customers by
State report and go to Backstage View by
| | 00:47 | clicking the File tab,
| | 00:49 | we have a whole different view. It's not
just a menu that shows up on top of our work.
| | 00:53 | But you will notice that the
entire view has changed now.
| | 00:55 | You can still go here to
Save our Objects, Open, Close.
| | 01:00 | There's information about our database.
A little further down, we can access
| | 01:04 | Recent files, and there is Print right there.
| | 01:06 | And when we click Print, we're still
in Backstage View, but looking at a
| | 01:10 | different view again.
| | 01:11 | Over here on the right is where we
would select our Print Preview, for example,
| | 01:15 | to preview that report
called Office Address List.
| | 01:18 | Now, Backstage View has a number of
options, when we click the File tab, for
| | 01:24 | doing all kinds of things, including
accessing the Options for Access 2010.
| | 01:29 | And from the Access Options, we have a
Navigation pane, and all of the options
| | 01:33 | available to us in the main
window on the right-hand side.
| | 01:36 | I'll just click Cancel here for a moment
| | 01:38 | and talk about something
different: the toolbars.
| | 01:41 | If we go back to Access 2003, and we
look at the toolbar at the top, we see a
| | 01:47 | toolbar that's context-sensitive.
Right now, it's showing tools that relate to
| | 01:50 | working with a report.
| | 01:52 | If we close up the Report from Print
Preview, notice the standard toolbar
| | 01:56 | appears, and we've got all
of those standard buttons.
| | 01:58 | These are the default buttons that
appear in the standard toolbar, and they
| | 02:02 | represent shortcuts to commands you
would find somewhere in the menu system, but
| | 02:07 | they might be more
actively used than other commands
| | 02:10 | we might have to search for in the menus.
| | 02:12 | Let's go back now to Access 2010,
because you've only got one toolbar at the
| | 02:17 | top, it's the Quick Access Toolbar,
and by default it has three buttons:
| | 02:21 | Save, Undo and Redo.
| | 02:24 | But what you'll notice is, off to the
right-hand side, a little dropdown button.
| | 02:28 | It allows you to go in and
customize this Quick Access Toolbar.
| | 02:31 | So if there are certain commands you
use on a regular basis, you can add them.
| | 02:35 | Let's just click the dropdown.
Anything with a check mark already shows up on
| | 02:39 | the Quick Access Toolbar. There's Save,
Undo and Redo, but there's a number
| | 02:43 | of tools that are available to you here from
this menu that you can add simply by clicking them.
| | 02:48 | For example, if you wanted your
Open button there, you'll click Open.
| | 02:51 | Notice it's added to the end
of the Quick Access Toolbar.
| | 02:55 | Let's add one more.
| | 02:57 | Maybe we do print previewing on a
regular basis, so we'll add that one as well
| | 03:01 | by clicking it, and it gets added to the end.
| | 03:04 | Now, if there are commands that don't
appear on that list that you want to add,
| | 03:07 | or maybe you want to
rearrange the order of these buttons,
| | 03:10 | you can go a step further by clicking the
dropdown and then moving to More Commands.
| | 03:15 | Now, this is the same as going to
Backstage View, clicking the File tab, and then
| | 03:20 | selecting Options to open
the Access Options dialog box.
| | 03:24 | And notice the Quick Access Toolbar has
already selected for us, because of the
| | 03:27 | route we took to get here.
| | 03:30 | Now, we've got a list of popular commands
showing up, more commands than we saw on
| | 03:34 | that little dropdown menu.
| | 03:36 | And if you want every single command
available to you in Access, you can click
| | 03:39 | the dropdown next to Popular
Commands and choose All Commands.
| | 03:43 | And you'll see an alphabetical listing
of every possible command that can be
| | 03:46 | added to the Quick Access Toolbar.
| | 03:49 | So let's say we want to add the Cut button.
| | 03:51 | We can click Cut and simply add it.
| | 03:54 | And maybe we don't need the Print Preview;
| | 03:56 | we would select it and remove it.
| | 03:59 | And if you want to reorder things, you
simply select the item you want to move
| | 04:03 | and use the up and down arrows on the right-
hand side over here to move it up or down the list.
| | 04:13 | Once you've got your order, you
simply click OK, and you've customized your
| | 04:17 | Quick Access Toolbar.
| | 04:19 | Now, you can also reset right back
to the original just by clicking the
| | 04:22 | dropdown, go back to More Commands,
| | 04:27 | and down at the bottom, on the right-
hand side, you'll see a Reset button.
| | 04:31 | When you click the Reset button, you
have two options: to Reset the Quick
| | 04:34 | Access toolbar only or all
customizations you may have made, even to the
| | 04:38 | ribbon, for example.
| | 04:40 | We're going to Reset the Quick Access
toolbar only by selecting it. We need to
| | 04:44 | confirm we meant to do that, and when
you click Yes and then click OK, you'll
| | 04:49 | notice the Quick Access Toolbar
is right back to where we started.
| | 04:53 | So there are some differences working
with the File menu in Access 2003 versus
| | 04:58 | Backstage View here in Access 2010.
| | 05:01 | And when it comes to working with
toolbars, you have a single Quick Access
| | 05:05 | Toolbar here in Access 2010
that's totally customizable.
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| Designing forms and reports in Layout view| 00:00 | There is a new view in Access 2010,
specific to working on the design of
| | 00:04 | your forms and reports.
| | 00:07 | In Access 2003, you have two choices:
Design view, where we'd make adjustments to
| | 00:11 | the design of your form or report,
and then you were able to preview that
| | 00:16 | allowing you to see what it might
look like if you were to print it out.
| | 00:19 | Let's take a look in Access 2003
with our Customers2003 database at the
| | 00:25 | Customers by State report.
| | 00:27 | Notice the two options
here are Design and Preview.
| | 00:31 | If we click Preview, we are seeing a
print preview of the form, and this allows
| | 00:35 | us to see the content.
| | 00:36 | We can move through the content to see
what that might look like if we were to
| | 00:39 | send it off to the printer.
| | 00:41 | Then we would close that up and if we
want to make adjustments, we would go
| | 00:44 | into Design view, and in Design view
we can start making adjustments to the
| | 00:49 | design of our form.
| | 00:50 | Notice we don't see any of the
content whatsoever, just the field names.
| | 00:54 | If we wanted to stretch one out, we could
make an adjustment to see what that looks like.
| | 00:58 | We would close it up, answer
Yes to saving that change,
| | 01:02 | then we would go to our preview
to see what it would look like.
| | 01:05 | Well, it's much simpler now in Access 2010.
| | 01:08 | If we flip over and use the same
database with the new format and go to our
| | 01:13 | Customers by State report, just double-click -
it automatically takes us into our preview.
| | 01:19 | So, what we are looking at is the content again.
| | 01:22 | We can see what it's going to look like
if we were to print it, and when we go
| | 01:25 | to make adjustments, now we
have an extra option here.
| | 01:27 | Let's just go to the Ribbon with the
Home tab selected, click the View dropdown,
| | 01:32 | and we've got something now called Layout view.
| | 01:34 | Now, Report view and Print
Preview are very similar.
| | 01:38 | They allow you to see the data.
| | 01:40 | Design view, if we go there, allows you to
adjust the design, just like we saw in Access 2003.
| | 01:45 | If I click the dropdown and select
Layout View, and you can actually make
| | 01:51 | adjustments to the design of the report.
| | 01:54 | You can see our borders.
| | 01:57 | When we click on items, you can see we
are able to select them, maybe move them
| | 02:01 | around a little bit.
| | 02:02 | But we are actually seeing it with
content, so we know what it's going to look like;
| | 02:05 | we don't have to flip back and
forth between the various views.
| | 02:08 | We have access to the Property Sheet.
| | 02:11 | You see, if we select the last name
field, even though these are last names, it's
| | 02:15 | the Last Name field we are working with.
| | 02:18 | Let's try it out now with our Forms.
| | 02:21 | If we flip back to Access 2003,
click Forms, and take a look at our
| | 02:25 | Customer_Address_List,
| | 02:27 | this is a form that we used to fill out.
| | 02:29 | So, in this case, we've got a view for
filling out the form, and if we close that
| | 02:33 | up, the other option is Design view.
| | 02:37 | So, again, we've got options.
| | 02:38 | We can adjust the design in Design
view, and we can use the Open option to
| | 02:43 | actually going there and
add content to the Form.
| | 02:46 | When we go back to Access 2010 and double-
click our Customer_Address_List Form, there it is.
| | 02:53 | Click the View dropdown;
| | 02:54 | there is Form view, Design
view and the new one, Layout view.
| | 02:58 | With Layout view again, we are able to
make adjustments to the properties of our
| | 03:02 | Form using the Property Sheet.
| | 03:04 | We can make adjustments right inside
the Form itself, moving things around and
| | 03:08 | see it with content filling it up.
| | 03:10 | So, we don't have to flip back
and forth between the various views.
| | 03:13 | We'll just close that up, and you can
say Yes or No to saving those changes.
| | 03:17 | So, you are going to save a lot of time
flipping between the different views by
| | 03:21 | going to Access 2010 and using the new
Layout View, available when working on
| | 03:25 | the design of your forms and reports.
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| Filtering data in Report view| 00:00 | One of the best features of Microsoft
Access is its reporting capabilities.
| | 00:04 | You could always create reports based on data
that maybe came from a table or even a query.
| | 00:11 | When it comes to filtering that data,
there are some big changes in Access 2010
| | 00:16 | that never existed in Access 2003.
| | 00:18 | For example, if we use our Customers
by State Report, by double-clicking, all
| | 00:23 | that's going to do is take us into the
report where we can preview the report.
| | 00:27 | In this case, it is sorted
alphabetically by the state.
| | 00:31 | Now, if we want to make some changes, if
we want to filter out certain states or
| | 00:35 | if we only wanted to view certain
names or area codes, for example,
| | 00:40 | we would have to close this up and
go into the Design view and start
| | 00:44 | fiddling with the design.
| | 00:45 | In fact, we'll probably need to go and
create a query that created the filtered
| | 00:49 | list of data and base a
report on it - many steps involved.
| | 00:53 | But if we go to Access
2010, it's much easier now.
| | 00:57 | We'll just double-click the
Customers by State Report to open it up, and
| | 01:01 | there's our report.
| | 01:02 | We can scroll through it, left or
right, up and down, list our names of
| | 01:08 | customers, and they are all
sorted by, as you can see down in the
| | 01:11 | left-hand column, by state.
| | 01:14 | If we go to the View dropdown button,
we have something called Report view.
| | 01:18 | In Access 2003, you had Print
Preview and Design view. That was it.
| | 01:22 | With Report view, which is the default
view when we double-click here, we have
| | 01:26 | the ability to start working with filters.
| | 01:29 | For example, if we just click anywhere in
anyone of the states, and take a look
| | 01:34 | at the Home tab on the ribbon in
the Sort & Filter group, we have this
| | 01:37 | Selection button now.
| | 01:40 | When we click this Selection button, we'll have
four options here with relation to the state.
| | 01:45 | In this case, because we've clicked in
CA, for California, we have four options.
| | 01:49 | So, we see all the records where the
State Equals "CA" or is Not Equal to "CA",
| | 01:54 | Contain "CA" or Does Not Contain "CA".
| | 01:56 | So, if we want to see just our
California customers, we would select Equal "CA."
| | 02:00 | There is our short list of California
customers, and we can print out this
| | 02:04 | report if we wanted to.
| | 02:06 | The other thing that happens is this
Toggle Filter button is now accessible.
| | 02:10 | So, we can toggle it. By clicking it, we
go back to the original view. Click it again;
| | 02:14 | we are back to our selection.
| | 02:16 | We'll click it again to go
back to our original view.
| | 02:19 | Now, you also have the ability to right-click.
| | 02:23 | If we were, for example, to go to the Last
Name field here anywhere and right-click,
| | 02:28 | you'll see some of those filters.
| | 02:29 | Here, they are: Equals, Does Not Equal,
Contains and Does Not Contain, in
| | 02:33 | this case the name.
| | 02:34 | We also have text filters.
| | 02:36 | We've got a number of additional
criteria or options, including Does Not
| | 02:41 | Contain or Ends With, Does Not End With, same
thing for Begins With, or Does Not Begin With.
| | 02:46 | So, we have more options available
to us through these text filters.
| | 02:50 | Now, let's just go back to our State.
| | 02:53 | We'll just click anywhere in one of the states.
| | 02:56 | You'll also notice, in the Sort & Filter
group on the Ribbon, this Filter button.
| | 03:00 | When we clicked this, we have even more options.
| | 03:03 | So, here is this little window showing
us a number of check boxes for working
| | 03:07 | with the various states.
| | 03:09 | So, if we wanted to, for example,
deselect all the states, just click the
| | 03:13 | (Select All) check box.
| | 03:15 | Now, we can pick and choose the
customers we want to view by state.
| | 03:18 | Let's say we are only
interested in New York and Pennsylvania.
| | 03:22 | When we click OK, we see a very short
list for just those states, and we can use
| | 03:28 | our Toggle button to go back to the
original and back to our short list.
| | 03:33 | So, these are things that required
a number of steps in Access 2003,
| | 03:37 | but thanks to this Report View in Access
2010, you can adjust your reports on the
| | 03:42 | fly, filtering data, and then
print that out as you need it.
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| Creating navigation forms| 00:00 | One thing that's really changed in
Access 2010 that you might be accustomed to
| | 00:04 | using in Access 2003 are navigation forms.
| | 00:08 | Typically, a navigation form is kind of
like a welcome screen when you open up
| | 00:12 | a database with a series of options, maybe to
open a form, or access a report, for example.
| | 00:18 | Here in Access 2003, to create a
navigation form, you go to Forms, then you
| | 00:24 | click New, and you wouldn't select
anything here, because there is no navigation
| | 00:28 | form option, so you just leave Design
View and where it says, choose a table or
| | 00:32 | query, where the data is coming from,
| | 00:34 | it's not actually coming from
anywhere it's a navigation form, so you just
| | 00:37 | simply click OK, and this will give
you a blank screen to work with, where you
| | 00:40 | could start adding things
like a text box for a title.
| | 00:45 | Let's just call it Customer Database.
| | 00:49 | Then you might want a button that
allows you to access the form or report.
| | 00:53 | So, you just add it there.
| | 00:55 | When you release, you then get this
little wizard that allows you to choose from
| | 00:59 | different options, such as
the categories we see here.
| | 01:01 | Let's say we wanted to open up a form.
| | 01:03 | We'll choose Form Operations.
| | 01:05 | We'll choose Open Form. Click Next.
| | 01:08 | There is the only form we can
choose from in our database, the
| | 01:10 | Customer_Address_List,
already selected, so we click Next.
| | 01:14 | Then you could choose to open the form
and Find data that's specific or just
| | 01:18 | show all the records.
| | 01:20 | You can choose whether or not there's
a picture that appears on the button or
| | 01:23 | actual text, in this case Open
Form, and then we click Next.
| | 01:28 | You could give it a meaningful name.
This is a part of the property of the button
| | 01:31 | itself, like OpenForm, and then when you
click Finish, you've got your new button.
| | 01:38 | When you go to Preview, you would see
how that button looks like, and this would
| | 01:42 | take you to the form.
| | 01:42 | So, we are just going to close
that up without saving. A lot of steps,
| | 01:46 | but when we go to Access 2010 and try
the exact same thing - that is to create a
| | 01:52 | new form that's a navigation
form - it's really quiet simple.
| | 01:56 | First, we go to the Create tab.
| | 01:58 | We've already got our database open.
| | 02:00 | We've got our Customer_Address_List
form. That's what we are going to access.
| | 02:03 | Notice in the Forms group there's one
for navigation, so we click the dropdown,
| | 02:07 | and you've got a number of preset
definitions, or designs, to choose from.
| | 02:11 | So, if you want buttons across the top,
tabs down the left, right, et cetera,
| | 02:15 | there are a number of options to choose from.
| | 02:17 | We'll select Vertical Tabs, Left.
It's called a Navigation Form, but we can just
| | 02:22 | go in there and just select what's there and
call it something else like Customer Database.
| | 02:29 | There is that tab there,
| | 02:31 | if you wanted to create a tab, or if you
prefer, you could add a button. There is the
| | 02:34 | button, right here under Controls.
| | 02:36 | We could just add it right
down here, let's say, with a click.
| | 02:39 | Don't worry about where it shows up
for now. But there is the Command Button
| | 02:43 | Wizard, just like we saw in 2003.
| | 02:44 | Go to Form Operations > Open a Form, and
we go through the exact same steps, and
| | 02:58 | when we click Finish, we've got
our new button for opening the form.
| | 03:01 | So, let's test it out.
| | 03:02 | We'll change our view now to the Form
view, and so far that's what it looks like.
| | 03:07 | We just started,
| | 03:08 | but when we click the button, notice
it opens up our Custome_Address_List
| | 03:11 | form, and there we are.
| | 03:13 | We are ready to start working with
the records and the fields in our form.
| | 03:16 | We could scan through existing records.
| | 03:18 | We could add new ones, et cetera.
| | 03:20 | When we are done, we close it up, and
we are back to our main screen, which is
| | 03:23 | the Navigation Form.
| | 03:24 | So, this is something that
never existed in Access 2003.
| | 03:27 | It's actually a complicated process
to create a navigation form. You had to
| | 03:32 | know what you're doing.
| | 03:33 | Here, you've got a number of wizards and
a number of controls on the Ribbon that
| | 03:37 | allow you to create a navigation
form very easily here in Access 2010.
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| Adding attachments to a field| 00:00 | There's a field type in Access
2010 you never had in Access 2003.
| | 00:05 | It allows you to add an
attachment to a record in a database.
| | 00:09 | Here in Access 2003, if we went to our
table called Customer_Address_List and
| | 00:14 | double-clicked, and then
switched over to Design View,
| | 00:18 | if we wanted to add an attachment,
maybe like a photo, we could type in the new
| | 00:22 | field as Photo, go to the Data Type
column, click the dropdown to choose the
| | 00:27 | type, and you'll notice there's really
nothing that applies, nothing that would
| | 00:31 | allow us to add a picture of somebody.
And we could go to Yes/No field, and in
| | 00:35 | this case, we could know whether or not
there was a photo on record or not, but
| | 00:41 | we couldn't actually attach it to the record.
| | 00:43 | So, let's just close this up without
saving and switch over to Access 2010.
| | 00:47 | Now here, if we go to our Customer_
Address_List table, with a double-click, and
| | 00:53 | switch to Design View and click
underneath our Postal Code field, the last field
| | 00:58 | in our table, and type in Photo,
| | 01:01 | when we go to the Data Type column,
clicking there and then clicking the
| | 01:04 | dropdown, you'll notice
we can choose Attachment.
| | 01:07 | This is an Attachment field where we
could add a caption and choose whether or
| | 01:11 | not it's going to be required, but
just as it is, we're ready to go.
| | 01:14 | So, we would save our changes, and then
we switch to the Data Sheet view and
| | 01:20 | from here, where we see all of our
records, if we go off to right-hand side and
| | 01:24 | look at the last column,
we've got our attachment.
| | 01:27 | So, if we wanted to add a photo here
for our first record, for David Rivers, we
| | 01:32 | could double-click, click the Add
button, and then navigate to the actual photo.
| | 01:37 | In this case, we're going to our
exercise files and selecting the HeadShop.
| | 01:43 | Now, we've got one attachment, but we can
add multiple attachments; it doesn't have photos.
| | 01:47 | It could be a spreadsheet file.
| | 01:49 | It could be anything.
| | 01:50 | You can attach all kinds of files to
a record here in Access 2010, but once
| | 01:55 | you're done, you click OK, and
you'll notice a 1 now appears in the
| | 01:59 | brackets, indicating that it has been
attached. And the same thing goes for
| | 02:03 | working with forms.
| | 02:04 | If we go to our Customer_Address_List
Form, let's first close up our table,
| | 02:09 | then double-click the Form.
| | 02:11 | This opens it up in our Form view, but
we'll switch to Design view, and we'll
| | 02:19 | just open up this window a little bit
so we can see. There is a good spot for
| | 02:22 | us to add the photo.
| | 02:23 | So in this case, we're going
to be adding a new field here.
| | 02:26 | To do that, you'll notice you've got
your Form Design tools here and under
| | 02:30 | Controls, if we click the dropdown,
you'll notice all the different types
| | 02:33 | of things that can be added to a form,
including this old paperclip, which is an attachment.
| | 02:38 | So click there, and we'll just come down
here underneath our Postal Code and add it.
| | 02:42 | Now don't worry about where it is lined up;
| | 02:45 | we can fix that up later.
| | 02:47 | It's called Attachment20, by default, on my form.
| | 02:50 | You might have a different number in
there, but we can double-click inside and
| | 02:53 | just change this to Photo.
| | 02:55 | We could also do it over here on our
Property Sheet, and over here, we see it's
| | 02:59 | unbound, and that means it's not locked
into anything, so we have to connect it
| | 03:04 | to that table where we have our new photo.
| | 03:07 | So, to do that, we'll go to our
Property Sheet over here on the right-hand
| | 03:11 | side, the Control Source, click the dropdown,
in this case we want to choose that Photo field -
| | 03:16 | now we've got everything we need.
| | 03:18 | So, let's save the changes here in
our form, and we'll go back to the Form
| | 03:23 | view, and look at that.
| | 03:25 | We've got our Photo for Mr. David Rivers
showing up right there in the field.
| | 03:28 | Of course, we can tidy that up so it
looks nice and format it accordingly,
| | 03:33 | change the size, and so on, but it's
something you can never do in Access 2003.
| | 03:38 | Now, in Access 2010, you have the
ability to add attachments to your records
| | 03:43 | in the database.
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| Formatting rich text in memo fields| 00:00 | If you're accustomed to using memo
fields in a database in Access 2003,
| | 00:05 | you're probably aware that the formatting you
can perform on that text is somewhat limited.
| | 00:11 | There are many more options now available in
Access 2010 that you might like to know about.
| | 00:16 | So, we're going to talk about them now.
| | 00:18 | Starting here in Access 2003, with
our Customers2003 Database opened,
| | 00:22 | we'll take a look at the one form by
clicking Forms and then double-clicking the
| | 00:26 | Customer_Address_List form to open it up.
| | 00:29 | Here we do have a memo field, and if we
click inside the Notes field and start
| | 00:33 | typing a note, such as, this member has
achieved Gold Status, and we want some of
| | 00:43 | this text to stand out, you might start
by clicking and dragging over the text
| | 00:48 | you want to highlight.
| | 00:49 | In this case, let's select Gold Status.
| | 00:52 | Now, we do have a Formatting toolbar,
so it appears as though we should be able
| | 00:56 | to make some adjustments to our selected text.
| | 00:59 | Let's bold it, for example, by
clicking the Bold button. Look what happens.
| | 01:03 | The entire contents are now bolded.
| | 01:05 | What about underlining?
| | 01:06 | What about adjusting the size to something
a little bit bigger, or changing the color?
| | 01:12 | Notice that any of the changes we make
from the Formatting toolbar affect the
| | 01:17 | entire contents of this memo field,
and in fact, what we're doing is we're
| | 01:22 | adjusting the properties
of the memo field itself.
| | 01:25 | That's why if we were to close this
form by clicking the Close button, we'd be
| | 01:29 | asked, do we want to save
changes to the design of the form?
| | 01:33 | So, we not only added some content;
| | 01:35 | we've made changes to the memo field
properties by making those selections on
| | 01:40 | the toolbar. We were not able to apply rich
text formatting to our selected text in the field.
| | 01:46 | We'll click No to close up that
form without saving those changes.
| | 01:50 | Now, we'll go over to Access 2010,
where you now are able to use rich text
| | 01:55 | formatting in a memo field.
| | 01:56 | We'll start with the Table, though.
| | 01:58 | We'll double-click our Customer_Address_
List and click the Design View button on
| | 02:02 | the Ribbon, and we'll add that field.
| | 02:05 | So, just below Photo, we'll click there
in the Field Name column and type in Notes.
| | 02:11 | Next, we'll click in the Data Type
column next to it and change from Text to
| | 02:17 | Memo by clicking the dropdown, and
before we move on, you'll notice with
| | 02:22 | Memo selected here, as we look
down our properties, Plain Text is the
| | 02:27 | default Text Format.
| | 02:28 | So, we can click in that field and
move way over to the right, click the
| | 02:32 | dropdown and choose another option that did
not exist in Access 2003 - that's Rich Text.
| | 02:39 | So, with that selected, we'll be
able to apply Rich Text formatting.
| | 02:43 | Let's click the Save button to save those
changes, and then we'll close up the table.
| | 02:48 | Now, in the form, we need to add the
field and those properties, so let's
| | 02:52 | double-click our Customer_Address_List
Form, and we'll change the view from the
| | 02:57 | View dropdown to Design view, and we'll
just give ourselves some room here, and
| | 03:02 | we'll add that field by going to
our Controls and adding a text box.
| | 03:07 | So click there, and then we'll just
click and drag to add that memo field
| | 03:12 | that we're going to call notes, by the way.
| | 03:14 | First thing is we have to connect to
the Table, so we'll just right-click
| | 03:18 | anywhere inside the new field and
choose Properties to open up our Property
| | 03:23 | Sheet. Just in case you're not
seeing it already, that's how you do it.
| | 03:28 | You'll notice that we've got some
tabs up here: Format, Data, Event, Other,
| | 03:32 | et cetera, and if we go to the Data tab,
we can choose our Control Source by
| | 03:37 | clicking the dropdown, we can connect
it to our table fields, such as the new
| | 03:41 | one called Notes, and right below that,
you'll notice that the Text Format here
| | 03:46 | in the form also defaults to Plain Text.
| | 03:49 | So, we can click in there, click the
dropdown, and we can choose Rich Text from here.
| | 03:53 | So, it's not just the Table;
| | 03:55 | It's the Form, as well, that we need to reformat.
| | 03:59 | Where it says Text24, we'll just click
and then double-click inside there, so we
| | 04:02 | can type in the word Notes - that'll be
the proper label - and now we're ready
| | 04:07 | to save those changes. We'll click Save,
and we'll switch to the Form View now
| | 04:11 | by clicking the Form View button.
| | 04:13 | So, we've got our new field here for notes.
| | 04:15 | Let's type in the exact same
text that we did in Access 2003.
| | 04:19 | "This member has achieved Gold Status."
| | 04:27 | Now, we want to make some changes to
the two words, "Gold Status," and when we go
| | 04:33 | to our Text Formatting section here on
the Home tab on the Ribbon, we've got all
| | 04:38 | of those formatting options we saw.
| | 04:40 | So, we could click Bold, but look what
happens. Just our selected text is bolded.
| | 04:44 | Let's try underlining.
| | 04:47 | Another thing you might notice,
| | 04:48 | if we just click inside the field and
then reselect those two words, when you
| | 04:53 | select text in a memo field like this
and release, you'll notice this little
| | 04:58 | mini toolbar starts to appear, So you
can move up and over to the right to
| | 05:02 | select right from here; you don't
have to go all the way up to the Ribbon.
| | 05:04 | So, if we want to change the color, for
example, or the size, bump it up to 14,
| | 05:09 | and I'll just click anywhere in the
field to see the changes have been applied
| | 05:14 | just to the selected text in our form,
not the entire field. And that's the
| | 05:19 | advantage of something that now is
available to you in Access 2010 you didn't
| | 05:24 | have in Access 2003.
| | 05:25 | It's called Rich Text formatting.
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| Inserting dates and times with the date picker| 00:00 | If you have ever had to enter a date
into a field in a computer, you may have
| | 00:05 | been frustrated by the formatting.
| | 00:07 | Maybe you are entering day month year,
and it should have been month day year.
| | 00:11 | Well, that's a problem could arise
using some of the date formatting available
| | 00:15 | in Access 2003, but there are some new
options you should know about available
| | 00:19 | to you in Access 2010.
We are going to talk about them now.
| | 00:22 | We will start here with our
Customers2003 database from the exercise files with
| | 00:27 | Forms selected, and we will just
double-click the Customer_Address_List.
| | 00:31 | Now this particular version of our
Customers database has a field called Date
| | 00:36 | Joined. And if we click in there, we
should be able to just start typing a date,
| | 00:40 | but we may not know what format to use.
| | 00:42 | For example, if it's the 29th of July,
we might do 29 - maybe then 07, and the
| | 00:51 | year is 2010, se we would add a 10 on
the end (29-07-10) and when you press
| | 00:54 | enter it takes you to the next record.
So we can go back using our Navigation
| | 00:58 | button to see what happened here.
| | 01:00 | It's actually showing up as - looks like
July 10th, and the year is 2029 - so we
| | 01:06 | have really mixed that up.
| | 01:07 | It's not the right date, and that
is because of the formatting options.
| | 01:11 | There are ways to add input masks and
validation rules and so on, but there are
| | 01:15 | many steps involved in making
sure people enter dates properly.
| | 01:19 | You could even add text telling people how
to enter it, but even then, errors can be made.
| | 01:25 | If we switch over to Access 2010 and we
go to the table, we will start with our
| | 01:29 | Customer_Address_List table here,
| | 01:31 | we will just double-click and
then click the Design View button.
| | 01:34 | Here ,we have got a Date Joined field
that's been added, and the Data Type is
| | 01:39 | defaulted to text, but when we click
inside Data Type and click the dropdown,
| | 01:43 | you will notice that we can choose Date/
Time, just like we could in Access 2003.
| | 01:49 | But now when we look down below, you
can see under the formatting here under
| | 01:52 | General that we have got something
called the Date Picker. So where it says Show
| | 01:58 | Date Picker, you are going to
see For dates right at the bottom.
| | 02:02 | When we click For dates,
and then click the dropdown,
| | 02:05 | you can also turn this off by
choosing Never, but it is on by default.
| | 02:09 | So people will have this new feature
called the Date Picker, where they can go
| | 02:12 | and pick a date, as opposed to typing it in.
| | 02:15 | So we will save that, and we will just
close up the table, and we will go to the
| | 02:21 | Form now called Customer_Address_List.
| | 02:23 | We will double-click there.
| | 02:25 | Here, we need to add that field, so
we are going to go to Design view and
| | 02:30 | below the Postal Code,
| | 02:32 | we are going to add a textbox.
| | 02:33 | So we will do that by clicking the Text
Box control on the Ribbon, and we will
| | 02:38 | just click and drag to create
a similar-looking field here.
| | 02:41 | It's Unbound, meaning it's not attached
to any field in our table at this point,
| | 02:45 | but if you're not seeing the Property
Sheet, you can right-click and choose
| | 02:48 | Properties from the pop-up menu, and
then click the Data tab, and where it says
| | 02:54 | Control Source, just click there,
click the dropdown, and choose Date Joined.
| | 02:59 | Now here, you are also going to be able to
ensure that the Date Picker is available.
| | 03:05 | So if we go to Format, and where it says
Show Date Picker, you can see For dates
| | 03:11 | is selected by default here as well.
| | 03:13 | So we don't have to set anything up.
| | 03:14 | It is already done for us.
| | 03:16 | What we can do though, is just tidy up
the label. Just double-click where it says
| | 03:19 | Text and the number, and type in Date
Joined, and if we are really picky, we can
| | 03:26 | click off and then click on again
to get those handles, so we can size it
| | 03:30 | properly, so it looks
like the rest of our fields.
| | 03:34 | We can even go to one of the other
fields feels, like Postal Code, and if we
| | 03:38 | wanted to use the Format Painter, we
could go to the Home tab, click Format
| | 03:42 | Painter and then click the Date Joined label,
and there we go; everything looks great.
| | 03:47 | Now it's time to test it out.
| | 03:48 | The first thing we need to
do is make sure it's saved.
| | 03:50 | We will click the Save button, and then
we will change our view now by clicking
| | 03:54 | the Form View button. Where it says Date
Joined, we can click in there, and when
| | 03:59 | you do, you'll notice what happens.
| | 04:00 | There is a flashing cursor, and then there is
also this little icon, it looks like a calendar.
| | 04:05 | That is your Date Picker. So you can
click it, and if it's July 29th you want to
| | 04:09 | select, you just click it on the
calendar, and it is entered properly for you,
| | 04:13 | so you will always get it right.
| | 04:15 | Now that's a feature that
first appeared in Access 2007.
| | 04:19 | It's also available here in Access 2010 -
something you never had in Access 2003.
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