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In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.
You can modify your tables and the appearance of your data to make them easier to read and use. Let's double-click on the Customers table to open it. The first thing we can do is change the appearance of our Fonts. We want to be on the Home Ribbon and looking over on the right-hand side at Text Formatting. Let's change the font from Calibri to Bookman Old Style. Now any changes you make up here are going to affect the whole entire table. We can turn on Bold or Italic. Let's go ahead and turn those off again.
When we choose Left, Center or Right though, notice it's only affecting the one field that were on. Now we can also change the Gridlines. Those are the lines between the fields and the rows. Right now, they are light gray. If I click on Gridlines, I can make them Horizontal only, or Vertical only, or take them off altogether. This effect is fairly subtle when you are looking at it onscreen, but you can see it easily on printouts.
We are going to go ahead and put it back to Both. This button here allows you to shade the alternating rows. This helps when you have a lot of records. Right now, it's on this color, but let's go over here to Olive Green, Accent 3, Lighter 80%, and makes them a Lighter Green. I recommend light colors, or it will obscure the text on your printouts. Now there's a Spell Checker, right here, but if your data holds a lot of names, like ours does, it will likely find many, many words that are actually spelled correctly.
So we are going to cancel it. Now let's resize our columns to best fit our data. Notice that the addresses are cut off, and Country has way too much room. Hold your cursor over the line between Address and Address 2, and when you're right on the line between the fields, you will get a double-headed arrow. Click on it and drag larger or smaller to resize it, or you can double-click and it will make it exactly as big as the largest data value.
Go ahead and do this for all of your fields. You can also click on a Field, for instance Notes and then click on the More button, and here you have options to specify your row height, or your field width. Click on Field Width, and let's make the Notes exactly 60 and click OK. If you'd like to hide a column so it doesn't show, for example, maybe you don't want to always look at their Web page, you can click on the More button and choose Hide Fields, and it will disappear.
When you want it back again, click on the More button again. Choose Unhide Fields, and it will actually give you a checklist with all of the possibilities for what you want to show, and we'll turn on Webpage and click OK. Now we want to save all the changes we made to the Customers table. Click on the Save button right here. Now as a reminder, any changes to the structure of your objects, tables, forms, or reports do need to be saved, although changes to the data do not. Now let's open up the Orders table for one more technique.
Click on this Totals button up here, and it will add a Total row down at the bottom. Click in the Quantity, and there's a dropdown arrow. I can have it Sum up what is sold, or find the Average number of bottles in an order, or Count how many orders we have, find the maximum that anybody has ordered, find the minimum that anybody has ordered and also work with a Standard Deviation and the Variance.
We are going to ahead leave that on sum and then save the table. Modifying your table's appearance can make your tables more attractive and useful.
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