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Alison Barrows
Joseph C. Stockman
Allen G. Taylor
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Published:
April 8, 2013

Access 2013 All-in-One For Dummies

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Overview

Get started with the new Access 2013 with this impressive all-in-one reference!

Microsoft Access allows you to store, organize, view, analyze, and share data; the new release enables you to build even more powerful, custom database solutions that integrate with the web and enterprise data sources. This compilation of nine indispensible minibooks is exactly what you need to get up to speed on the latest changes to Access. This easy-to-understand resource provides both new and experienced Access users with invaluable advice for connecting Access to SQL Server, manipulating data locally, getting up to speed on the latest features of Access 2013, creating queries and macros, and much more. From

the basics to advanced functions, this book is what you need to make Access more accessible.

  • Shows you how to store, organize, view, analyze, and share data using Access 2013
  • Includes nine minibooks that cover such topics as database design, tables, queries, forms, reports, macros, database administration, securing data, programming with Visual Basic for Applications (VBA), and using Access with the web
  • Helps you build database solutions that integrate with the web and other enterprise data solutions
  • Offers plenty of techniques, tips, and tricks to help you get the most out of Access

This all-in-one guide offers you access to all things Access 2013!

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About The Author

Alison Barrows is the author or coauthor of several books about Access, Windows, and the Internet. Joseph Stockman is an 18-year software designer who has authored or coauthored five Access programming books. Allen Taylor is a 30-year veteran of the computer industry and the author of over 20 books.

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CHEAT SHEET

Access 2013 makes managing your data easy, combining a visual interface with the power of a relational database. Discover how to organize data into tables, design forms and reports for editing and presenting information, and create queries for selecting and combining information. The next steps are writing macros and Visual Basic for Applications (VBA) scripts to make your database smart, and using SharePoint to publish data to the web.
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Access 2013 makes managing your data easy, combining a visual interface with the power of a relational database. Discover how to organize data into tables, design forms and reports for editing and presenting information, and create queries for selecting and combining information. The next steps are writing macros and Visual Basic for Applications (VBA) scripts to make your database smart, and using SharePoint to publish data to the web.
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When an Access 2013 database form is open, you can use VBA code to change the contents and even the appearance of the form, from the big picture down to the individual controls. Suppose that you have a form that includes a control for choosing a payment method. When the user chooses a payment method, you want to enable or disable other controls on the form based on the selected payment method.
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When you use a database program like Access 2013, you can’t just start entering data. Instead, you need to create a relational database design, dividing your information into one or more tables, each made up of fields (which are like the columns in a spreadsheet). Tables are connected by relational joins, in which a field in one table matches (relates to) a field in another.
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If you’re a user of Access 2000 through 2010, you may be familiar with Access Data Project (ADP) files — Access data files that provide access to SQL Server databases. Access 2013 drops support for the ADP format, and Microsoft recommends one of the following alternatives: Continue using the same version of Access.
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If the data that goes into your database through tables and forms is garbage, any output or analysis you do with queries and reports will give you garbage too. Fortunately, Access offers lots of tools to help you make sure that the data that goes in each field is the data that’s supposed to go in that field. You can find many of the tools that keep garbage out in Table Design view: Data Type: Use the correct data type to prevent data of the wrong type from being entered.
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Just seeing the name of a built-in function in the third column of the Access 2013 Expression Builder doesn't tell you much. You don't know what the function does or how you use it, but you can get instant information by clicking the Help button. Follow these steps to access an Access help window: In the left column of Expression Builder, if the Functions folder has a plus sign (+) next to it, click that sign to expand the list.
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Some people would rather use the keyboard than the mouse, and Access 2013 has plenty of keyboard shortcuts for those people. The following keyboard shortcuts are especially useful in Access 2013. Some keystrokes work anywhere in Access 2013; others work only in specific views, as noted. Key Combination Action F1 Displays the Help window Ctrl+F1 Hides or displays the Ribbon F5 Goes to the record with the record number you type F6 Moves the focus to another area of the window F7 Checks the spelling in the selected object F11 Hides or displays the Navigation Pane Del Deletes the selected object Alt+Enter In Design view, displays the properties of the selected object Ctrl+C Copies the selected text or objects to the clipboard Ctrl+F Finds text (with the option to replace it) in the open table, query, or form Ctrl+N Starts a new database Ctrl+O Opens a database Ctrl+P Prints the selected object Ctrl+S Saves the selected object Ctrl+V Pastes the contents of the clipboard to the active window Ctrl+X Deletes the selected text or object and saves it in the clipboard Ctrl+Z Undoes the last action that can be undone (our all-time favorite!
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Access 2013 uses the same file format as Access 2007 and Access 2010 for storing its databases, but previous versions of Access use a different format. You can tell what version a database is by opening it in Access and looking at the title bar. The title bar may display (Access 2000 file format) or (Access 2002-2003 file format) for an old format, or nothing or (Access 2007 - 2013) for the new format.
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You can create an unbound form that appears when you open an Access 2013 database. Follow these steps to make your new form and the macro that will open the form automatically: Create a new form by clicking the Form Design button in the Forms group on the Create tab of the Ribbon. Access opens a form in Design view.
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Want to make a brand new form in Access 2013? Here’s how — in less than ten steps — you can create and adjust your Access form to your liking: Create the form by using a wizard, adding an Application Part, or making a blank form. Decide among these options based on what you want your form to look like. You may want to run a few wizards and add a few Application Parts forms to see whether any of them looks like a good starting point for the form you want to create.
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If you want to filter multiple fields in Access 2013, the flexible Filter by Form feature is what you need. Although you can apply the filters to the various fields by using several different techniques, the Filter by Form feature lets you define all your filters for the table at the same time and then see the results.
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Almost every Access user winds up with blank pages in a report; the blank pages appear in Print Preview. What causes these extra pages, anyway — and how do you get rid of them? Access knows the width of your paper and how much space to leave for the left and right margins because these sizes are specified in the report’s property sheet.
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Here are the Five Commandments of database design, whether you use Access 2013 or another database program. A well-designed database makes maintaining your data easier. Store information where it belongs, not where it appears. Where you store information has nothing to do with where it appears. In a spreadsheet, you type information where you want it to appear when you print the spreadsheet, but databases work differently.
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Access 2013 is a great database application on its own, but it also plays well with others, allowing you to display and retrieve data from several other programs. If a program supports Visual Basic for Applications (VBA), you can control it from Access. Here’s a brief list of applications that you can take control of and share data with: Microsoft Excel: Many users of Excel end up getting involved with Access because they need more structure for storing their data.
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When you design a database in Access 2013, you decide what type each field will be. Access provides 12 field types for you to choose among. Choose the field type that best describes the data you want to store in the field and that works for the type of analysis you need to use the field. Here are tips on when to use which type of field.
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When you’re automating an Access 2013 database application by using Visual Basic for Applications (VBA), you can get lost with a blank page to begin writing code. Where do you start? Here are a few simple guidelines to follow that will have you writing VBA code like a pro: Get help. Press F1 at any time to start Microsoft Access help, where you can see examples of VBA code.
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