Access 2010 Essential Training
Illustration by Richard Downs

Using Design view


Access 2010 Essential Training

with Alicia Katz Pollock

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Video: Using Design view

There is a third view, called Design View, that gives you complete control over your forms. Use it to make freestyle changes. We're going to start with our Customers Order Form. Double-click on it, and let's take a look. I see here that several of our labels are cut off. This Documents does not need to be this big at all, but our Notes could be bigger. And then here we've got a big space where there are Orders and a small Orders table so we can rearrange these. To make those changes, go up to the View button, drop it down and move it into Design View.
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  1. 1m 25s
    1. Welcome
    2. Using the exercise files
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
    3. Creating a new file
      1m 10s
    4. Trusting a file
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 42s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 45s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
  13. 6m 41s
    1. Compacting and repairing a database
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye

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Watch the Online Video Course Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Business Education + Elearning
Alicia Katz Pollock

Using Design view

There is a third view, called Design View, that gives you complete control over your forms. Use it to make freestyle changes. We're going to start with our Customers Order Form. Double-click on it, and let's take a look. I see here that several of our labels are cut off. This Documents does not need to be this big at all, but our Notes could be bigger. And then here we've got a big space where there are Orders and a small Orders table so we can rearrange these. To make those changes, go up to the View button, drop it down and move it into Design View.

Let's start over here on the right-hand side. If your Property Sheet is open, for now, close it. The first thing we're going to do is move our Documents over down here, and make it smaller. First, I'll make it smaller by clicking on the Documentation. I'll hold my cursor over this dot to get a double-headed arrow and shrink it up. I'll put my cursor in the middle of it to get a four-headed arrow, and I'll drag it down and over, until its right-aligned with Flag. In fact, I could even move this down a little bit more and put Documents on top.

So drag this down a little bit more to make room, and there is a gray dot in the corner of Documents. This allows me to move the label without the bound control, or vice versa. Then click on Document again and make it longer so that we can see the whole word, Documentation. We want to move all of these controls over so that there is more room for these words and the labels in the first column. To highlight all of these at once, I could Shift+Click on them, or I can simply click above and pull down and anything that it's touching will get selected.

I'll put my cursor in the middle of one of them and drag them to the right to make more room. Then I want to move these labels. I'll highlight just the labels, and I'll use the resize handle on the left-hand side to make them all a little bit bigger, until all the words fit. We need a little bit more. Email Address is the longest one. Then scroll over to the left-hand side, and let's do something similar. First, drag another marquee to highlight all of those boxes, and then pick one up and move them over until they are lined up nicely, and then we'll do the same thing to resize these labels.

Use that middle handle and make them long enough to read. Now, I have a little extra room on this side. I'm going to draw a marquee around all of them. And this time, I'm going to use the arrows on my keyboard to move them over. Sometimes it's easier to use the keyboard then it is the mouse, so that you can actually line them up carefully. Now, let's scroll down here, and we'll work with Orders. I'm going to click on this Orders box, and I don't actually need this label, because it's fairly obvious that these are the Orders.

So, I'll just click Delete to delete it. Then I'll click on the subform, grab the bottom left-hand handle and make it wider, and then over to Datasheet View. That's looking much better. The last thing I need to do here is simply double-click to resize my fields, and now we have a finished Customers Order form. Let's go ahead and close it and save that. It will say, do I want to make changes to the following objects? It's referring both to this top-order form and to this subform down here, and we'll say yes.

Now the fun begins. We're going to build a form completely from scratch with some advanced controls. Go to the Create menu, and this time we're going to click the Form Design button, and we have a blank form. This is going to be our Customer Service form. The first thing I want to do is set our Theme to Foundry, so that it matches the rest of the forms in our database. We're going to add in our logo. Click up here on Logo, and it will ask where you want to go to get the file, and I'll click on the folder where that file resides, find the file that I want, and click on it.

Notice that it has now separated into a Form Header and a Detail area. The Form Header is the top of the form, and the Detail area is the part that's going to repeat for each record in the table. So I'm going to go ahead and pull down this Design Form, and it's going to make my logo bigger. Now, let's add in a Title. And we're going to call this Customer Service Form. Let's also add a Date and a Time to it.

I click on this Date and Time button. I'll include the Date, and this is the format that I want. And because it is a Customer Service Form, I'll include the Time as well, and click OK. It puts fields right here. Let's see how this looks when I go to Datasheet View. There's how my form looks so far. I'm going to click on the dropdown to take it back to Design View. I want to adjust this text so that it's centered in the box. I'm going to go to Format, and I'm going to center the words "Customer Service Form." Now, we're going to add a control in the Detail area so that we can pick which customer we're performing our customer service for.

Go to the Design tab, and here are our controls. This one right here is a Combo Box, which is a dropdown box. I'll click on it, and I'll click right about the 2-inch mark to place it. And now it's going to give me the list of values to choose from. And I'm going to do find a record on my form based on the value I selected in my Combo Box, and click Next. We're going to choose CustomerID, and Company. Click Next.

We're not going to hide the key column because when we're choosing our customers, we want to both see their zip code and their location for the companies I have that have more than one branch, and click Next. We're going to call this Customer ID and click Finish. The next thing I'm going to do is put in what's called an Unbound text box, so that I can write text on my screen. And this is going to be the customer service message that our reps are going to say on the phone. So, I'll click on label right here, and I'm going to click right underneath the edge of that box right here, and it asked me to start typing.

And I'll type "Customer service is our highest priority." Hold the Shift key down and hit Enter to go to the next line. "What can I do for you today?" Okay. Now, notice it has a little green indicator in the corner. When I click on it, it gives me a smart tag, and it is an unassociated control.

So I'm going to ignore the error. That means that it has nothing to do with the data in any of our forms. The next thing we're going to do is add in a Tab Control so we can have multiple windows down on the bottom. That's this one right here that looks like some file folders. I'll click on it, and I'm going to draw approximately how big I want it to be. So I'm going to start on the left-hand side, at this one-inch mark, and I'm going to drag it down to the six-inch mark and about four inches or so, and let go. Here are two tabs.

The numbers on yours will be different than mine. To change the names on the tabs, come up here to the Property Sheet, and it says Page 15. And here's where we're going to write in "Service Request." And then click on Page 16 and change that to "Website." Now click back on Service Request. Here, we're going to drop in our Service Request table so that we can fill in information for this particular customer.

So we're going to use a subform. Drop this down right here, and we want this icon right here for subform. Click on it, and when I bring my cursor down over the tabs, it already highlights where it's going to go. All I have to do is click. It wants to know if I want to use an existing table or query, or if I want to use an existing form. We're going to go ahead and use our Service Requests table. So click on the Next button, and that gives us the place to choose it right here, ServiceRequests.

And we want all of our fields, so hit the double arrow to move it over, and click Next. Now, it's going to recognize that we have a relationship between our Customers in our table and the Customer ID that we've chosen here. So go ahead and click Next. We'll leave this as Service Requests subform, so that we recognize it with the word subform right here, and click Finish. Here's what it looks like in Design View. I don't actually want this label here, so I'm going to click on it so it has an orange box around it, and hit Delete.

I'm going to click back on the subform, and I'm going to use the arrows on my keyboard to move it so it's placed a little better inside the box. And let's go and see what that looks like. I'm going to come up to the Datasheet View. And when I pick my customer up here, it will appear properly down here. I do need to change how my table looks over here. It's going to be easier to do this, instead of in the Design View where I can't really see it, let's go to the Layout View. And then I can go ahead and double-click my columns to resize them so that everything fits.

Right now, there's nothing in the Request field. I'm going to go ahead and make this bigger since this is where we're going to type in the information that they are requesting. So far, so good. Let's go back to the Design View and do some more. Click on the Website tab. What we're going to do here is put in what's called a Web browser Control, which is actually going to show us the contents of a Web site that we specify. In our case, we're going to put in our own Web site with our customer service phone numbers so that we have them at our fingertips.

Click on Web browser Control, hold your cursor over the Website tab and click. It wants to know the address, and we're going to point it to, and when I hit Tab, it reformats itself to the base URL and the path. I don't have to do anything to that.

I can just go ahead and click Ok. Now, I want to move this up into the corner and make it absolutely as big as I can, because it is pulling in a Web site, after all. If I'd like to give it even more room, I can pull this down. The last thing that I would like to do is I want to put a nice little line between my Form Header and the data, so I'm going to use this control right here that says Line.

Click on it one time, and I can see a little crosshair where it's going to start. I'm going to aim right there and drag it all the way across my form. Be careful, if you see it being thick like that, that means that it's not actually straight. So you wanted to be as invisible as possible, and let go. If I want to make it thicker, I can come over to Format, choose Shape Outline > Line Thickness, and make it a little thicker.

Let's also change its color to the greens that we've been using on this Web site. Now, let's take a look at our form. Go to the Design tab and come over to Datasheet View, and now we have a Customer Service Form, where I can write in what they need. And let's take a look at the Web site. When I click here, it brings us to Two Trees Web site, and here's all our contact and customer service information so that we can give it to the customer.

So as you can see, using the Design View takes much longer to build a form by hand, but you have complete control over every element.

Find answers to the most frequently asked questions about Access 2010 Essential Training .

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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

Q: It seems there are steps missing in the course. The file I built myself by following along doesn't match what's on screen. Why not?
A: The lessons in this course are only somewhat cumulative. Each movie is a standalone explanation of a technique or feature. The database is built throughout the course, but not every step between the lessons are shown. The course would be overly long if the author repeated every step in building a realistic, functioning database. However, the missing steps are variations on the techniques you've already learned. Also, this is one of those courses where using the exercise files is recommended.
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