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Microsoft Access Tutorials for Calculations and Forms<br>

Learn how to perform calculations, aggregate functions, and create forms in Microsoft Access with detailed step-by-step tutorials.<br>

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Microsoft Access Tutorials for Calculations and Forms<br>

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  1. Microsoft Access – Tutorial 3 Performing Calculations • copy the HighWageAmounts query and paste it • name it HighWageAmountsWithBonus and open it in Design View • select and drag so that the fields HoursPerWeek, Experience, StartDate, EndDate and Openings are selected • delete them by clicking the delete key • delete the remaining fields except EmployerName, PositionTitle and Wage • move these fields into the order above • select the blank field to the right of Wage • click the Build button (magic wand) in the toolbar to open the Expression Builder

  2. Microsoft Access – Tutorial 3 Performing Calculations • HighWageswithBonus query should already be selected • we will add a 2% bonus to the Wage • click Wage in the field list and the Paste button above • type the multiply operator (*) and paste HoursPerWeek after it • now multiply that by .02 • click OK to finish the expression • go to the left of the expression (click Home) and give it the name WeeklyBonus: (you must include the :) • click the Show checkbox, if necessary and run the query

  3. Microsoft Access – Tutorial 3 Performing Calculations • notice that some of the fields have three decimal places • switch back to Design View • right-click the WeeklyBonus field and select Properties • format this field as fixed with 2 decimal places • give it the Caption Weekly Bonus and run it again

  4. Microsoft Access – Tutorial 3 Aggregate Functions (totals, averages…) • create a new query in design view • open the AvailablePositions table and add the Wage field three times • click the totals (sum) button on the toolbar • a new row called Totals appears • click the arrow beside it to see what aggregate functions are available • select Min to display the Minimum Wage • name it by adding Minimum Wage: before Wage in the Field row • create AverageWage and Maximum Wage statistics using the remaining fields • save the Query as WageStatistics

  5. Microsoft Access – Tutorial 3 Record Group Calculations • we want to get the statistics for each position • copy and paste the query WageStatistics and name it WageStatisticsbyPosition and open it in Design View • add PositionTitle to the fields • leave the Total row in the default position of Group By • run the query and you will see statistics for each position • save and close

  6. Microsoft Access – Tutorial 4 Forms and Reports • copy the database NortheastFormsReports onto your disk or Documents and open it • select Forms in the Object Bar • click createform by using wizard • select the AvailablePositions Table • add fields in the following order: • PositionID, PositionTitle, EmployerID, Wage, HoursPerWeek, StartDate, EndDate, Openings, Experience • click Next and look at the various layout options in the Preview Window • choose the Columnar table and click Next • look at the various Styles available • choose Expedition and click Next • give it the name Positions Data and Finish

  7. Microsoft Access – Tutorial 4 Changing the Form’s Autoformat • as with Excel, you can Autoformat the look of items • switch to Design View • click the Autoformat button in the toolbar • click the Options button • you can turn different attributes on and off • select Standard to make the form easier to read • click OK • click the View button to see the form properly • click Save • as usual, you can Navigate through the records with the buttons on the bottom

  8. Microsoft Access – Tutorial 4 Finding Data with a Form • you can use forms to find records with specific data • click in the EmployerID field • click the Find (binoculars) button on the toolbar • the Find and Replace dialog box will appear • type 10145 to find the Positions for the Employer The Clipper Ship Inn • you can also use wildcard (*) characters to search(a list of wildcards can be found on page AC137) • type 1018* in the search • note that it finds data for two employers

  9. Microsoft Access – Tutorial 4 Updating, Adding, Deleting and Printing Records • you can update records by going to the correct record and changing the information • when on a record, you can also delete it by clicking the Delete Record button on the toolbar • you can add new records by clicking the Add Record button • you can print form records • select record 42 • click on the PositionID (Primary Key) filed to select this record • File>Print and check Selected Record(s) to print only this record

  10. Microsoft Access – Tutorial 4 Forms based on Two Tables (Main and SubForms) • go to the Form Wizard • to create a form based on two related tables, you first select the Primary table (Employer) • add EmployerID, EmployerName, ContactFirstName, ContactLastName and Phone • next select the related table (AvailablePositions) and add all the fields • because EmployerID was already included you can remove the field AvailablePositions:EmployerID • click Next

  11. Microsoft Access – Tutorial 4 Forms based on Two Tables (Main and SubForms) • look at the different layouts available • view the data by Employer in a Form with Subforms and click Next • we will use the Datasheet layout; click Next • and the Standard style; click Next • call the main form Employer Positions • click Finish • navigate through some records to explore this view • to widen the SubForm, switch to Design View • drag the Subform window to the right to widen it • switch back to Form View to check it • close and save it

  12. Microsoft Access – Tutorial 4 Creating Reports • we will create a report similar to the form we just made • create a Report using the Wizard • from the Employer table add: • EmployerID, EmployerName, City, StateProv, ContactFirstName, ContactLastName and Phone • then add all the fields from the AvailablePositions table • remove the redundant EmployerID field and click Next • explore some of the Grouping options availabel qand see how the preview changes • remove any grouping options you tried and click Next • note that you can sort information; click Next

  13. Microsoft Access – Tutorial 4 Creating Reports • explore the Layout options • select Outline 2 in the Landscape orientation; click Next • explore the Style options • select Corporate and click Next • name the Report Employers and Positions and Finish • to view the Report click the View button • Zoom in and out as necessary

  14. Microsoft Access – Tutorial 4 Creating Reports • return to Design View • experiment with the Design and Layout of the labels and data • note that you can drag and drop items onto the Report to make Custom Designs • use Insert the Globe illustration into the header before you save

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