Microsoft Access

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Microsoft Access is a rapid application development (RAD) relational database tool. Access can be used for both desktop and web-based applications, and uses VBA (Visual Basic for Applications) as its coding language.

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display Triangles! and Circles! in a Microsoft Access Query -- Get Previous Record too
Visualize your data even better in Access queries. Given a date and a value, this lesson shows how to compare that value with the previous value, calculate the difference, and display a circle if the value is the same, an up triangle if it increased, or a down triangle if it decreased ... and stagger the markers for even greater grasp.

This lesson also covers how to handle non-American date formats, and optimize performance with a subquery.

If you like this video, please Like, Share, and Comment ~ thank you

1. Make a new query based on a table (MyData) with a date (TheDate) and a value (Price)


   - add date and value fields to the grid
   - sort in decending order by date

2. Add another copy of the table to the query


   - Access will '_1' to the end of the name of the copy at the top of the fieldlist to make it unique.
   - This table will represent the record for 'yesterday',  or whenever the previous value was recorded.
   - add date and value fields to the grid and give them aliases (for instance, PrevDate and PrevPrice) since field names have to be unique

3. Create a calculated field to show the difference


   - for instance --> Diff: CCur( MyData.Price - MyData_1.Price )
   - between a value in the reference record and the previous record
   - Wrap with function to convert to currency to ensure the result is the correct data type
   - the calculated field name (alias) is 'Diff' since it appears before the colon

4. Create a calculated field to show the Unicode symbol corresponding to a Circle or Triangle to graphically represent the difference

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Expert Comment

by:Andy Brown
Nice work Crystal - thank you for sharing.
1
 
LVL 21
thank you, Andy

Unicode:

Note: Some fonts have more, and better, Unicode representations than others. For Windows standard built-in fonts, Arial Unicode MS and Lucida Sans Unicode have fair coverage.  Common fonts such as Arial, times New Roman, and Calibri can be okay too.

If you cannot show the Unicode characters used to demonstrate, try these instead:

filled circle  --> 9679

down-pointing triangle --> 9660

up-pointing triangle --> 9650
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How To Make a Graph with Microsoft Access
Do you want to know how to make a graph with Microsoft Access? First, create a query with the data for the chart. Then make a blank form and add a chart control. This video also shows how to change what data is displayed on the graph as well as formatting, chart type, titles and legend.

"A picture is worth a thousand words"

1. Make a query to show what you want on the X-axis (Category) and Y-axis/es (Values)


2. Create a Chart object on a form or report using the Chart tool


3. Follow wizard steps, but don't worry about the data


4. Set the RowSource for the chart object to be the data that you want


5. Resize and Format the chart -- and set/change other properties such as text for Title(s)


6. To progammatically modify the chart, watch the next video in this series, 'Manipulate Graphs in Microsoft Access using VBA'.

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Bar Graphs in an Access Query
Add bar graphs to Access queries using Unicode block characters. Graphs appear on every record in the color you want. Give life to numbers.

Hopes this gives you ideas on visualizing your data in new ways ~

1. Create a calculated field in a query


2. Use Cint to convert to integer for the number of repititions


3. use ChrW(9600) for the Unicode upper half block character


4. use String to repeat a given character a number of times


5. Color the graph by setting the column Format to something like [Blue]@


   colors: Black, Blue, Green, Cyan, Red, Magenta, Yellow, or White
   @ signifies that the value is text
2
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Polish Reports in Access
Polish reports in Access so they look terrific. Take yourself to another level. Equations, Back Color, Alternate Back Color. Write easy VBA Code. Tighten space to use less pages. Launch report from a menu, considering criteria only when it is filled out.

If you haven't already seen it, watch and do all the steps for 'Create a Query and Grouped Report and Modify Design using Access'
https://www.experts-exchange.com/videos/4514/Create-a-Query-and-Grouped-Report-and-Modify-Design-using-Access.htm

1. Download the START and SOLUTION databases

ReportPolish_START_SOLUTION.zip

2. Change equations for sum descriptions in each of the group footer sections to cut extra words.


Month format code is mmm-yy
Year format code is yyyy

3. Set Width of product category footer descriptive equation to 2.8 inches and Left to 0.2 inches.


4. Delete extra labels with the caption = sum


5. Set width of other group footer descriptive equations to 3 inches.


6. Set Top of sum amount controls to 0 in the group footer sections.


7. Bold header and footer group section controls.


8. Tighten spacing to reduce pages.


9. Set group sections to 'keep header and first record together on one page'.


10. Set Back Color and Alternate Back Color for each section:


- Product Category = aqua
- Day = orange
- Month = blue
- Year = green

11. Set group header and footer controls to Back Style = Transparent.


12. Save, Close, and Rename the report.


13. Modify the menu form to add a command button with a Click [Event Procedure] to open the report in print preview.


Remember to Debug, Compile, and then Save

14. Write VBA code to construct criteria that the user may have picked and ignore criteria that is not specified.


15. Modify the OpenReport code to call the criteria function for the WhereCondition argument.


Remember to Debug, Compile, and then Save

16. Now for the fun part ... open your new report for any date, or date range, or no criteria!

1
 
LVL 16

Administrative Comment

by:Kyle Santos
Great video submission, Crystal!  Congratulations.  Your video has been Approved and is now published on Experts Exchange.  Feel free to share this video by selecting the social sharing icons.
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LVL 21
thank you, Kyle
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Create a Query and Grouped Report and Modify Design using Access
Access reports are powerful and flexible. Learn how to create a query and then a grouped report using the wizard. Modify the report design after the wizard is done to make it look better. There will be another video to explain how to put the final polish on the report, rename it, and add it to a menu form. Download the START and SOLUTION sample databases.

1. Download the START and SOLUTION sample databases (zip file)

SimpleGroupedReport_START_SOLUTION_D.zip

2. Open the START sample database

3. Create a Query to Line Up Data for Report

4. Use the Report Wizard to create a Grouped Report


Source is the query created in step 3

5. Group by year, month, day, then product category

6. Sort by product name then descending amount

7. Specify the amount to be summed

8. Choose Outline layout

9. Modify the Report Design


Add, delete, resize and move controls; show and use different report sections; spacing and boundaries; calculated controls;  formatting and properties; Report View and Print Preview.

10. Compare what you did to the SOLUTION database

1
 
LVL 21
the next video is here:

Polish Reports in Access
https://www.experts-exchange.com/videos/4559/Polish-Reports-in-Access.html
0
 
LVL 16

Administrative Comment

by:Kyle Santos
Thanks!
0
Excel Error Handling Part 3 -- Run and Fix Bugs
This is Part 3 in a 3-part series on Experts Exchange to discuss error handling in VBA code written for Excel.

Part 1 of this series discussed basic error handling code using VBA.
http://www.experts-exchange.com/videos/1478/Excel-Error-Handling-Part-1-Basic-Concepts.html

Part 2 went in depth on how the VBA  to copy values to blank cells works, and how to loop.
http://www.experts-exchange.com/videos/1498/Excel-Error-Handling-Part-2-VBA-to-Copy-Values-Down-to-Blank-Cells-in-an-Excel-Column.html

Although helpful, it is not necessary to watch parts 1 and 2 before this lesson.

This lesson runs code to see what it does and then breaks working code so we can explore errors.  We run and fix, debug, compile, use and not use Option Explicit, step through code while it is running, look at the watch window to see values of variables, set and clear breakpoints, stop, continue running, and learn how debugging and error handling work.

01. For a list of macros, press Alt-F8


   When you are in an Excel Workbook, press Alt-F8 for a list of Macros.

02. To go to VBA, press Alt-F11


   When you are in an Excel Workbook, press Alt-F11 to go to the Visual Basic Editor (VBE) where you can write Visual Basic for Applications (VBA).

03. To watch variable values, press Ctrl-W


   When you are in VBA code, press Ctrl-W to open the Watch window and set expressions to watch the value of.  If a variable name is highlighted when Ctrl-W is pressed, it will be filled in the Expression.

04. Stop


   Add a Stop statement to the code to cause the code to stop on that line when it runs.

05. To single-step, press F8

1
Basic Error Handling code for VBA and Microsoft Office
This lesson covers basic error handling code in Microsoft Excel using VBA. This is the first lesson in a 3-part series that uses code to loop through an Excel spreadsheet in VBA and then fix errors, taking advantage of error handling code.

This lesson, Part 1, is the basics.  Whether you are writing VBA for Excel, Access, Word, or another Microsoft Office application,  basic error handling is the same.

01. Set up the error handler


   At the top of the code for your procedure, the error handler is set up using     On Error GoTo Proc_Err

02. Exit Code


   After whatever your procedure does, a line label for the exit code (such as Proc_Exit: ) is used to signify what happens at the end of the procedure. This can be code to cleanup object variables, or simply code to gracefully exit.

03. Error Handling Code


   After the exit code, a line label for the error handling code (such as Proc_Err: ) is used to begin what happens if there is an error.
Books_START_ErrorHandling_CopyDownB.xlsm
Books_ErrorHandling_CopyDownBlanks_.xlsm
2
 

Expert Comment

by:chris pike
For someone who is trying to wrap their brain around VB for the first time, this video is starting to shed light on the subject.
Well done video, very helpful.

Thanks so much.
I will definitely look out for more videos from crystal (strive4peace).
0
 
LVL 21
thank you, Chris and you're welcome  ~ if you have any questions about basic error handling, please post them here.
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How to install the Office 2016 desktop applications that come with the free trial of Office 365 Home
In a previous video Micro Tutorial here at Experts Exchange, I explained how to get a free, one-month trial of Office 365, which provides the desktop versions of Office 2016. For Windows, this includes Access 2016, Excel 2016, OneNote 2016, Outlook 2016, PowerPoint 2016, Publisher 2016, and Word 2016, as well as Microsoft OneDrive. The previous tutorial ended at the point of downloading the installer for the Office 2016 desktop modules for Windows. This new tutorial goes through the installation process for those applications.

1. Run the downloaded installer


Using Windows/File Explorer (or whatever file manager you prefer), locate the downloaded installer for the Office 2016 apps that are included as part of the Office 365 Home subscription. The name may vary depending on your operating system, but it will look something like this:

Setup.<lots of other characters here>.exe

Run it (usually, via a double-click, but that depends on your file manager and settings) and then click the "Run" button on the "Security Warning" dialog.

step1

2. Accept the User Account Control dialog


Depending on your User Account Control (UAC) settings, you may or may not get the UAC dialog. If you do, click the "Yes" button.

step2

3. Wait until all Office 2016 apps are installed


Although it says, "We'll be done in just a moment", grab a cup of coffee.

step3

4. Check for the Office Tools shortcuts


Check to make sure that the installer created a "Microsoft Office 2016 Tools" program group, with two shortcuts in it.

step4

5. Check for the Office shortcuts


Check to make sure that the installer created shortcuts for all of the Office 2016 apps. It does not
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How to get a free trial of Office 365 with the Office 2016 desktop applications
Office 365 is currently available in five editions. Three of them are for business use: Office 365 Business Essentials, Office 365 Business, and Office 365 Business Premium. Two of them are for home/personal use: Office 365 Home and Office 365 Personal. However, only one of them offers a free trial — Office 365 Home. This Experts Exchange video Micro Tutorial explains how to go through the process of obtaining the free, one-month trial for Office 365 Home, which includes the desktop versions of Office 2016. For Windows, this includes Access 2016, Excel 2016, OneNote 2016, Outlook 2016, PowerPoint 2016, Publisher 2016, and Word 2016, as well as Microsoft OneDrive. In a subsequent EE video Micro Tutorial, I show how to install the downloaded desktop versions of those Office 2016 modules in a Windows 7 system.

1. Visit the website for Office 365 Home


Visit the site with the only Office 365 edition that currently offers a free trial:
https://products.office.com/en-us/compare-microsoft-office-products

Step1

2. Request free trial


Click the "Try for free" button.

Step2aClick the "Try 1-month free" button.

Step2b

3. Sign into your Microsoft account


Enter your email or phone for your Microsoft account, your password, and click the "Sign in" button.

Step3

4. Go through the payment process


Even though it is a free trial, you must provide a payment method and go through the payment process. So be prepared with a credit/debit card or a bank account or PayPal. If you are unwilling to provide a payment method, you cannot get the free trial.

Step4

5. Go through the install process

0
 
LVL 7

Expert Comment

by:Yashwant Vishwakarma
Thank You for sharing Joe :)
0
 
LVL 54

Author Comment

by:Joe Winograd, EE MVE 2015&2016
You're welcome, Yashwant. I'm glad you like it! Regards, Joe
0
MS Access – Using DLookup
In Microsoft Access, learn how to use Dlookup and other domain aggregate functions and one method of specifying a string value within a string.

1. Specify the first argument, which is the expression to be returned

2. Specify the second argument, which is the data source. This may be a table or query

3. Specify the third argument, which is the criteria

4. How to return multiple fields from a single DLookup()

5. Pitfalls to avoid

3
Access Desktop Databases – A Quick Tour
What’s inside an Access Desktop Database. Will look at the basic interface, Navigation Pane (Database Container), Tables, Queries, Forms, Report, Macro’s, and VBA code.
4
MS Access – Basics of Designing Tables
Using Microsoft Access, learn some simple rules for how to construct tables in a relational database.

1. Split up all multi-value fields into single values

2. Split up fields that belong to other things into separate tables

3. Make sure that all records will have the same “shape” (all fields can be filled in) and that there are no repeating fields

4. Make sure that all fields are independent of one another. No field should rely on another for it’s value

5. Assign primary keys

6. Add copies of primary keys to tables (called foreign keys)

3
MS Access – Basic Query Design
Basics of query design. Shows you how to construct a simple query by adding tables, perform joins, defining output columns, perform sorting, and apply criteria.
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MS Access – Adding “Page ‘x’ of ‘y’” Over a Group in a Report
Learn how to number pages in an Access report over each group.

1. Activate two pass printing by referencing the pages property

2. Add code to the Page Footers OnFormat event to capture the pages as there occur for each group. Use the pages property to determine what pass your on.

3. Use an unbound control to display the page count

1
Using a Criteria Form with an Access Report
Show developers how to use a criteria form to limit the data that appears on an Access report. It is a common requirement that users can specify the criteria for a report at runtime. The easiest way to accomplish this is using a criteria form that appears when the user runs the report.

1. The video provides two examples of reports that load forms on the reports' open events.

2. The code both in the reports and the criteria forms is explained so that the viewer can understand all of the steps involved in capturing report criteria on a form.

5
Creating and Executing a SQL Pass-thru Query
Familiarize people with the process of retrieving data from SQL Server using an Access pass-thru query. Microsoft Access is a very powerful client/server development tool. One of the ways that you can retrieve data from a SQL Server is by using a pass-thru query. This video covers the basics of creating and working with pass-thru queries.

1. The video first shows the viewer how to create a pass-thru query in Access.

2. The data in the SQL Server table that the pass-thru query will return is displayed in SQL Server Management Studio.

3. We then create the T-SQL string in the pass-thru query and create an ODBC data source that will be used to connect to the SQL Server.

4. Finally, we store the ODBC connection string in the pass-thru query so that the pass-thru query can be run at any time.

10

Microsoft Access

217K

Solutions

51K

Contributors

Microsoft Access is a rapid application development (RAD) relational database tool. Access can be used for both desktop and web-based applications, and uses VBA (Visual Basic for Applications) as its coding language.