Microsoft® Access 97 Quick Reference8
Microsoft® Access 97 Quick Reference
Dedication
To my sons Danny and Jimmy. You give me joy and an incentive to work.
About the Author
Rick Winter is a Senior Partner at PRW Computer Training and Services.
Rick is a Microsoft Certified Trainer and Certified Professional for Access and has
trained thousands of adults on personal computers. He is lead author of Special
Edition Using Microsoft Office 97 and Special Edition Using Microsoft Office
Professional for Windows 95; co-author of Que's Excel for Windows SureSteps,
Look Your Best with Excel and Q&A QueCards. He has also contributed
to over 20 books for Que. Rick is the revision script writer for Video Professor
Lotus 1-2-3 Version 2.2 and 3.0 Level I and Lotus 1-2-3 Version 2.2 and 3.0
Level II, and script writer for Video Professor Lotus 1-2-3 Version 2.2 and
3.0 Level III. Rick is past president and currently involved with Information
Systems Trainers, a professional training organization based in Denver, Colorado
(http://www.istrn.org). Rick has a B.A.
from Colorado College and an M.A. from University of Colorado at Denver.
Acknowledgments
Thank you to Joyce Nielsen for providing fast responses to my questions and for
surviving one of the other books in this series (the Excel 97 Quick Reference).
Thank you to my sister and fellow author, Patty Winter, for providing backup when
I was swamped with this book and for giving me a head start by creating the Word
book in this series.
I would also like to thank the folks at Que and Verly & Nelson Associates.
Special thanks especially go to Dana Coe, Angie Wethington, Brian Sweany, Lisa Gebken,
Donna Nelson, and Darlin Verly for giving me the opportunity to write this book,
for catching my mistakes, and for making the book much better than it would have
been without their help.
One last special thanks, to my wife (and our bookkeeper) Karen. She keeps my life
organized and is supportive, even when I'm working late nights to meet a deadline
and the office/house is dishelveled by another Que book.
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Introduction
The Microsoft Access 97 Quick Reference is the latest in a series of comprehensive,
task-oriented references and details how to use the features and functionality of
Access 97. Compiled for the intermediate-to-advanced user who wants a concise, comprehensive
reference, the Microsoft Access 97 Quick Reference is loaded with detailed
instructions outlining important tasks you need to complete.
The Microsoft Access 97 Quick Reference presents the tasks and functions
most often sought by users of Access 97. The book also includes a comprehensive glossary
with many terms and definitions that refer to the newest features in Access 97.
New Ways of Working
Que's Quick References help the reader cover the most ground with the least amount
of hassle, and in a minimum of time! Tasks include steps that the reader can complete--usually
no more than five steps to any task.
The goal of the author is to help you get your work done in the least amount of
time, with a minimum of reading and learning. The author knows that your time is
valuable, and that you might not need to use some of the included tasks very often.
That's why each task in this book is written with economy in mind. The reader should
be able to recognize a need, take this book off the shelf and complete a task within
minutes; then put the book back on the shelf for future reference. It just doesn't
get any faster or easier.
Expanded Coverage
Unlike other low-cost references, Que's Microsoft Access 97 Quick Reference
covers every major functional element of Access 97. More importantly, each element
is covered separately, in its own dedicated section in this book. You can be confident
that this book covers a lot of ground. The Microsoft Access 97 Quick Reference
even includes the reference to Access functions that are the most useful.
Who Should Read This Book?
The Microsoft Access 97 Quick Reference is written for casual to advanced
computer users who need a fast reference to Access 97 tasks, functions, and features.
It is an ideal companion to Que's Special Edition Using Microsoft Access 97.
The Quick Reference size makes it ideal for travel.
If you are upgrading from Access 95 or Access 2, you will find this reference
useful for finding new features and looking up new ways of getting a job done. If
you are converting from other field data types--for example, dBASE, Paradox, or Btrieve--this
Quick Reference might be the right amount of instruction you need to transfer your
know-how investment to new products.
As a reference, this book is not intended to tutor learners. If you are just starting
to use Access software for the first time, or are a very casual user, you might want
to consider Que's User-Friendly Using Microsoft Access 97 or The Complete
Idiot's Guide to Microsoft Access 97 as a book to get you up to speed. For beginner
or very casual task reference, check out Que's Easy Microsoft Access 97. If
you want the most complete reference as well as tutorial and foundation information,
then you need Que's Special Edition Using Microsoft Access 97. This Microsoft
Access 97 Quick Reference makes an ideal companion to the comprehensive Special
Edition.
Features of the Access 97 Quick Reference
If you take a moment to glance over the table of contents, you'll note that each
logical part of the Access 97 product has its own dedicated section in this book.
Topics are organized into working groups under each logical part of Access, with
related tasks sorted under each topic in alphabetical order. In some cases, tasks
have been specially sorted by the author when task grouping, sequencing, or relationships
indicate the order.
Content Tuned to Your Needs
You can't be expected to know everything; and yet, you don't have to be told everything
either. That's why the Quick References author has been given wide latitude in determining
what extra information you might find valuable to complete a task. By tuning the
presentation to your needs, you can spend less time sifting through background information
or cross- referencing related information just to be sure you're using a task appropriately.
For example, the author often indicates which conditions must exist in order
to complete a task. The author explains why one task is best to use over another--all
in very succinct text. Where it is obvious to you what conditions must exist or which
task is best, you won't be slowed by text telling you what you already know.
Expert Advice
Our expert author knows when a specific task is appropriate and when that task
should be avoided. For example, there is no point in making a bulleted list if only
one list item exists. This book tells you when a task is in order, and when you should
avoid using a task when it's out of context or is not appropriate at a specific location
in your document, database, or presentation. This expertise of the author transfers
directly to your work through this approach.
Navigation and Steps
Author expertise can also help keep tasks simple by including or eliminating steps
that guide you to where you enter information or perform an action. Tasks in this
book that do detail how to get where you're going do so because the author believes
that getting there is confusing for the reader.
In other cases, where your starting point is not relevant or where you are likely
to know where a menu or dialog box is located, the author keeps it simple by not
adding the navigational detail. The same assumptions apply where individual actions
can be compounded into a step. Beginners often need "baby steps" to avoid
confusion. The need for such care soon passes for most, and the user is better able
to work with a step that is a logical group of actions. The result is a more readable
set of steps.
The author has limited the length of commands and steps to just the words you
need to read to complete each task in a minimum of time. Intermediate users of Windows-based
applications rarely need to be told when to click the OK button!
Expert Mentoring
You also get background information, when appropriate, to the topic or task. Tasks
are often introduced so that your understanding of the real purpose of the task is
clarified. Although mentoring is best done through the full Special Edition Using
series, there are times when a little mentoring before a task greatly enhances the
understanding of that task or function. The author keeps this in mind while using
his extensive user experience to determine when to provide that reinforcing conceptual
information.
A Comprehensive Glossary
With the Internet awareness of the Microsoft Access 97 product comes a lot of
jargon that will be new to you. This book has a glossary of terms specific to who
you are and what you're doing. These terms are contained in various sections of the
book as italicized words. Look them up as you go along or scan for any terms that
might not be familiar. Ever wonder what concatenation is? You don't have to
complete a task to find out. You can check out such terms or definitions in the glossary.
Task Reference
This Quick Reference is divided into sections, all dedicated to Access 97 functional
areas. In each section, you will find an alphabetical listing of topics that are
detailed with tasks.
To find all tasks that Access' online Help system, for example, go to the "Database
Essentials" section, find the task topic "Help," and then turn to
the tasks that cover activities in that topic area. Tasks follow one another and
are sorted in alphabetical order, unless there is special value in completing multiple
tasks in order.
When a prerequisite task must be read to understand the task you are reading,
a cross reference will let you know: (See "Help: Help Contents and Index,"
"Help: Searching for Topics," or "Help: Office Assistant" before
you complete this task). When other tasks might be more useful, or might be used
instead of the task you are viewing, a cross reference will let you know where to
find it: (See also "Width of Column" in the Database Essentials part of
this book). And when other related tasks might be useful after completing a task,
a cross reference at the end of the task will direct you to their location: (For
formatting numbers, see also "Query: Format Field" in the Queries and Filters
part of this book, and "Format: Numbers and Dates" in the Forms and Reports
part of the book).
Conventions Used in This Book
This book uses certain conventions in order to guide you through the various tasks.
Special typefaces in this Quick Reference include the following:
| Type |
Meaning |
| italic |
Terms or phrases that might be found in the Glossary; required function variables
that must be entered. |
| underline |
Menu and dialog box options that appear underlined on-screen. |
| boldface |
Information you are asked to type. |
| italic boldface |
Optional function variables that can be entered. |
| special type |
Direct quotations of words that appear on-screen or in a figure. |
Elements printed in uppercase include functions, such as SUM(), and file names.
When a direction is given to "click," this means click the left side
of the mouse control for those mice with alternate keys. When it is necessary for
the right or alternate side of the mouse to be used, the direction "right-click"
will be given.
In most cases, keys are represented as they appear on the keyboard. The arrow
keys usually are represented by name (for example, the up-arrow key). The Print Screen
key is abbreviated PrtSc; Page Up is PgUp; Insert is Ins; and so on. On your keyboard,
these key names might be spelled out or abbreviated differently.
When two keys appear together with a plus sign, such as Shift+Ins, press and hold
the first key as you press the second key. When two keys appear together without
a plus sign, such as End Home, press and release the first key before you press the
second key.
Various toolbar buttons, such as the one next to this paragraph, are used throughout
the steps and are identified with a visual icon next to the appropriate step. These
icons resemble the on-screen toolbar button and make it easier for you to find them
quickly.
Many tasks include warnings, cautions, notes, and tips. These are described in-depth
in this section.
The author has gone to great lengths to protect you from disaster, often warning
you of impending, often irreversible danger before you get in over your head. Warnings
are just one way this Quick Reference will inform you when you need to know.
WARNING: AutoRecover does not save your documents--only
certain recovery information! Be sure to save all documents you are working on at
frequent intervals.
The completion of some tasks might change several aspects of a document or the
way your MS Access package works in the future. Cautions inform the reader about
unforeseen events that might not occur as expected. Cautions are not as severe as
warnings, but you will want to read cautionary information.
CAUTION: Do not turn the power off before exiting
Access. You could damage your database. If you need to repair a damaged database,
there is a repair procedure that might (or might not) work.
Notes often advise and direct you while you complete a task. Expect to find pieces
of great wisdom while you complete tasks.
NOTE: Only controls that have Control Source
properties can take an expression with a calculated result. Expressions can be any
valid Access function or operator, values, fields, or identifiers, and must start
with an equal sign.
Tips offer expert input from those who really know the software. Tips often include
time-saving solutions and ways to shortcut your way to success. If you're looking
for a shortcut key, tips are where you'll find them!
TIP: To change additional options for a specific
pivot table field, double-click the field button. Choose the options you want in
the PivotTable Field dialog box; then choose OK.
All tasks in this book are not for everyone. In some tasks, if you are not already
familiar with the instances of use of a task, we might direct you to a Special
Edition Using book. A Special Edition Using is the most complete core
tutorial reference on the topic and can provide you with both background information
and tutorial style learning that will help you to understand the topic more thoroughly.
NOTE: This feature's task requires understanding
of a complex subject. If you are not familiar with this feature, you will probably
want to become acquainted with it by reading Special Edition Using Microsoft Access
97 for a complete tutorial coverage.
Related Books
No one book can cover all of the needs of every user. Que offers a complete line
of Office 97-related titles. Look for Quick References on each of the Office 97 components
as well as Windows 95. Special Edition Using Microsoft Access 97 is the most
complete tutorial and reference volume available for Access 97, and answers end-user
questions with clear, concise, and comprehensive authority. Special Edition Using
Microsoft Office 97 Professional is the most complete tutorial and reference
volume available for Office 97, and Que's Net Savvy Office 97 concentrates
its content on getting the most of Office 97's extensive Internet and intranet features.
Ask your bookseller for the availability of other Que titles.
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