How to use Microsoft Access - Beginners Course (Deep Dive)

hi there jamie here at teachers tech  hope you're having a great day today   today i'm going to continue on my video  series on how to use microsoft access for   beginners so if you've gone through my first  video you know that was a pretty simplistic   database that we built there with only one table  so now i'm advancing to a little bit more higher   level but it's still going to be a very simple  database but we're going to make one with two   tables and create that relationship between them  we'll dive more into how to customize your fields   we'll look at the form and how to add  functionality to it without any controls   and we'll take a look at a little deeper into  queries and asking more questions from your data   so let's get started on this second  lesson how to use microsoft access

before we get started opening up microsoft  access i just want to give you an example   why we would use microsoft access instead  of microsoft excel now let's say we have a   bunch of schools and students and we want  to create a database what student goes to   each school and that's going to be the premise  of what this database is today that we create   and if you could picture this having thousands  of entries i know i only have a few here   but we had all would have all these entries so  in the case of something like if we looked at   hogwarts here we can see in this example there's  two different uh there's two different students   that went to hogwarts now if hogwarts changed  their phone number then we would have to update   every entry in this excel spreadsheet we'd have  to go through and change it replace each of those   now in a database if we build a relationship  between the two we could create two different   tables and i'll just give you one more example of  another reason why we might want to use a database   over this so in this case let's say there's  only one entry of a student going to a school   if we delete that entry and if they're gone then  that school is also off our list but the school   still exists so and if another student comes  in we'd have to re-enter all that information   so what we want to do in today's tutorial on  in microsoft access is we're going to create   a table out of this information right  here so i'll just color this uh just a   different color here so this would be one table  it's going to be the student's information and   then over here we're going to create another  table and this will be the school information   then we're going to create a relationship between  the two using the primary key to identify and   connecting the two different tables so let's get  started today with our microsoft access tutorial

right away so i have microsoft access open here  and i just want to point out if you are completely   new to microsoft access this video is a beginner's  video but if you're looking for even a simpler   entry point take a look at my video number one  and i'll put a link down below in the description   and up above in the card and also this video is  timestamp so you can jump to around to different   parts of it just check below in the description  all right so i have microsoft access open here   and i'm going to go ahead and create a new blank  database and remember when we uh go ahead to open   it we have to name it first because it will save  it and i'm going to call this database schools of   magic just like this and i'm going to go ahead and  hit create now just like before when we did our uh   started our database we have a blank table that is  created automatically and remember we can delete   these tables right away if we uh go ahead and  close it then it goes away because it wasn't even

saved yet we to create another table and we're  going to do that right away i'm going to go up   to create and this is where i'm going to put in  table just like this so create table now there's   two different tables i mentioned that we're going  to create in this tutorial and the first one is   going to be for the students and right now we're  seeing so as mentioned in my previous tutorial   we talked about different views that we can switch  from we're in the data sheet view and then there's   design view here so it's right away it's asking me  to save it and we're going to call this students   just like this students hit ok and you'll notice  that this table is saved right now and it has   the name students so this is where i can enter in  my fields and remember we can jump around to our   different views or data sheet view this is where  we're going to see our different records but to   create our fields we're going to be in this  view right here now right away when access starts   it gives you this key next to this one this is the  primary key this is something very important i'll   explain this a little bit more as the tutorial  goes along but what it's going to do is give a   unique number to every student that gets entered  in here so i'm going to call this just student id   like this and i'm going to leave it at autonumber  so this will give it a new number every time i   enter in a new student so that works perfectly  for that one if i didn't want this to be a   primary key you can see i can just click on the  primary key right up here and click on it again   and it comes back so let's enter in the fields  that we need for our first uh so for our first   table here i can see i forgot to put the t there  so i'll just go back and add the t to student now   i'm going to continue and do my other field so  the first one we have our student id which is   going to be unique to every student but we want  the name so i'm just going to call this first name   like this and i capitalize the first and last the  first name the last name just so you can see it   easier when the letters are capitalized to see  what it is and what do we want this to be well   short text i could change this if i wanted to as  i mentioned in my other tutorial but short text   is what we want goes up to about 255 characters  that will do that just fine so i'm going to go   to the next one and i'm going to type last name  and again this can be short text just like this i   am going to go over a little bit further ahead  in this tutorial once you bring in some data   if i look at the bottom the different information  here i'm going to talk about how you can customize   these fields even more but we're just going to  enter in the fields here to start with so next i'm   going to put blood status like this because we're  talking about half blood pure blood all the things   in harry potter the muggles and so this again will  be short text we're going to go into a start date   like so and this time i am going to  pick something new i'm going to pick   date like this so date time just this one and  then we're almost done i'm going to put school   id this is going to be used actually to build the  relationship with their other table and again i'm   going to show you that a little later on and why  we're putting this in so that's school id and we   can leave it and i'm just going to leave it as  short text right now because we can go ahead   and modify this a little bit a little after too  because these numbers aren't going to be added up   or anything they won't be associated as a number  but again i'll make some changes a little later on   the next one is going to be status and what  status is going to be are they full-time   part-time alumni and again just short text to  it and last we're going to have a cell number   just like this and i can leave it as short  text and again we'll do some modifications to   how the formatting is a little bit on so now we  have our we have our all the different fields   entered in i can switch so i can right click  on this i can save this and i can right click   and even change to my datasheet view here  so this is where we could enter in our

information so if i was going gonna go through and  i was just entering uh some names like so on this   one and i was just gonna write in and i can put  the dates uh here notice when the date comes in   since i chose date i get this little calendar  and i could go back and to a point in time   where that information is i'd have to go back  i'm just going to pick a date for this example   school id i know in my other table it's going to  be 2 when we pick it here and the status will say   full time and cell number uh we'll just make  one up i'm going to bring in some different uh   information here in a moment and i'll just do some  random so that's how we do an entry in this view   and as soon as i click on the next one notice that  this student id is number one i could go ahead   and enter in another one and at the bottom and i  pointed this out in my last tutorial too you can   see how we can go through our different records  uh through here if we can go back and forth   we could do filters and we can even do searches  now i don't want you to have to go through and   enter all this uh information into this data so  what we did what i did was i have a spreadsheet   here and if you look down in the description  you're going to have access to this spreadsheet   and you're going to need to download this on your  computer to excel so if you just go to the file   and hit save as you're going to be able to make  a copy of this or depending on which one you just   look for that save as depending on how you're  seeing it or making copy and download it to your   computer because here's some information  i collected for you that we're going to   upload into microsoft access from excel and you're  going to see that there's the student information   here and then if i click on the other tab there's  some school information so maybe pause the video   download that so we can go on to our next step  and upload this into our tables to save yourself   some time but you can enter the information if  you want the good way to enter information   will be through the forms that we create  a little bit later is a little bit easier   to go through and edit or add new uh students to  this but anyway download this video and this is   where i'm going to go to next is upload this  excel spreadsheet before i upload the data

from the excel spreadsheet i'm just going to go  ahead and delete this record right here so i just   right click on this and delete and yes so it's  gone because i know i already put harry potter   into the excel spreadsheet so i don't want him  there to be twice now the one thing i want to   point out is when you have your spreadsheet so  to bring it back just i'll go to students the   headings here so at the top the headers have to  be named exactly the same as over here or else   it's not going to work well for you so make sure  that between those up here are named the same so   if you were typing them in you can bring a table  in without having a table set up and i'll show you   that in a moment too but right now what i'm going  to do is uh there's a couple of different ways   if we go to our external data here i could bring  in new source from file from excel or i could be   right clicking on this and you can see i can  import from excel right here it does the same   so i'm going to go to excel and at this point  so wherever you download it your document your   microsoft excel document to you need to browse  to that and i have it on my desktop in this and   i called it schools of magic here so i'm going to  go ahead and open this up now do i want to import   the source into a new table well i have a table  created so i can bring it in at this time so i   i'm not going to actually append students here so  i'm going to hit ok and the table is saying that   it's currently open so i can't bring this in so  what i have to do is actually close off this table   and import again so i'll go to excel and i'll go  browse back to it and it's again on my desktop   school of magic and i'm gonna append this students  one so i'm gonna hit okay so it goes through and   it's gonna pull up the information in here and  i can see how it's kind of matching across the   different ones notice that i have two different  it's saying i have two different worksheets here   and when we import the information for  school we'll do it again but we'll select   the other one but this is our student one so  everything looks fine here i'm going to hit next   on this one first row contains column headers you  notice i can't even change so i'm just going to   go ahead and hit finish like this and it's saying  it's done so i could save the steps if i if it was   something i was going to do over and over again  doing the same thing but i'm not going to do it   for this one i'm going to hit close it is there i  just have to double click on here and open it up   and you can see so there's some correction i'm  going to just stretch that out it's just like   excel it didn't find the information so  i went to the number sign because it was a little

squished i can stretch all these out just like  in excel now i want to bring in the other table   information and i didn't even make it yet so what  i'm going to do is go to i'm under external data   data and i'm going to go to from excel again i'm  going to bring that exact same one back in again   and this time i'm going to import the source data  into a new table so i'll hit ok and i don't want   students i want school so you can see here's what  it's going to look like and i'm going to go next   first row contains column heading yes it does the  first row does so then it's changed it so i can   go next uh you can specify information about each  of these fields i'm you notice how i can change uh   the different fields just like i showed you before  when we're creating this i'm not going to do this   at this point i'm going to go through and change  it after so i can go next it's adding the id and   i do need it to add an id to this so i'm letting  access add the primary keys i could choose my own   but i'm going to let access do this i could go  next import and we're going to call this school   so i'm going to actually add an s to this and  call it schools and hit finish and again hit close   and now i have schools here so i can see i've  imported and i can stretch these out again just   like before if i double click it goes to the  correct width on each of these like so now i   have my information in our data's into the tables  here we have all these different records and we

can go to the next step so in this part what i  want to do is build a relationship between the two   tables but before we do that i just want to make  a couple changes to the tables just to make sure   that we can identify them better and changing one  of the fields and the first thing i want to do   is i'm in the schools table right here and i'm  going to change my view to design view and i'm   going to change the name where it says id i want  to change this i'm going to put school id in front   of it so i'm just going to write school just  like this just so it's easier to identify what   what tables and what fields you're connecting to  but that's the one change on this one i'm going   to go ahead and save it and over in students i'm  going to go to this design view and i'm going to   change the school id here and i want it to be  a number just like that so those are the two   changes before we make our relationship here now  to explain the relationship that i want to have   happen between these i'm going to switch my view  back to datasheet view here let's save it yes okay   so what i want you to notice that i have this  school id inside of the schools and so inside   of the students here and so what that means is so  if we look for example look at the second record   here of where harry potter and says school id  what now if i look over at schools right now   i'll go to the design view here the yep there we  go if i look at number one is hogwarts so   that is connected to there but it isn't connected  yet we're going to make it connected so we need to   make a relationship when this record sees number  one it knows it's referring to this record here   so that's why we need the relationship all right  so just a little bit about the primary keys and   i talked about them before we have our primary  key if i switch back to our design view here it's   right at the top of this one and i'll switch  back to our design view here right at the top   make sure you don't use things like names or phone  numbers or emails or anything these need to be   unique i mean i usually leave it just with auto  number just like that so it creates that unique   number uh every time so make sure making sure that  this has to be a unique uh for the primary key   for each record all right so let's go ahead  now we're going to create our table so table   so i mean our relationship and it's going to be  under database tools so i'm going to click on   this the one thing is before you can create  a table or you've probably noticed before   when i if i have the tables open it tells me i  have to close them first so i'm going to go ahead   and just close these down because it you  can't do it unless they're closed down   so now i'm going to click on the relationships  right here and you can see we have add tables so   i can drag them out i could double click on them  i could click on them and add selected tables   audit so if i just select hold shift down select  both and then add them i can do that way so i have   these two i'm going to close this out right now  i have these two different tables here and all i   need to do is connect them and it's all as easy as  dragging over and what i want to connect with is   i'm just going to move the order of these around  here so i'm going to take this school id and i   want to connect it to this school id down here  so this is a primary key each one gets identified   with its unique number and all i need to do is  click so left click and hold and drag and connect   to the one that i need so right there school id  and this pops up so what this is telling me i it's   i can change it from this point too but this  is the connection that i want school id   over here to school id over here and i'm going  to click this one right here this enforce   right here because what it's going to do is  that if i so right now i have seven schools   and if someone put a number eight there is no  number eight so it wouldn't allow you to do that   unless i added number eight and then you'd be able  to do it so i'm going to enforce it so it depends   on how many schools are there so at this point all  i'm going to do is hit create and you can see at   this point i have this line that goes across and i  don't know i'll try to zoom up on this but i have   a number one up here and the infinity sign down  here which means many so the connection here is a   one to many uh there's other different connection  relationships that you can do whether it be   one to one or many to many this one is  just the one to many i'll have other   tutorials where maybe i'll talk about the  many-to-many relationship with tables so we   have our relationship now and so what  does it mean i just want to point out   between these two this connection the relationship  here the fields need to be both in numbers since   the school id is in a number and that's why  i changed that field so just real quickly   if i go back to the students table  and go to my different view here   you can see that i changed i told you to change  this to number that was because with this one here   this is a number up here so i needed to make sure  that with the relationship that the fields were   i couldn't have this as short text and since this  was a number so i made sure that this was a number   and this was a number so if i go back now and  open up the students table looks like nothing   has changed but i'm just going to go ahead and add  a new record let's say i'm going to one of these   schools of magic here i'm going to enter a date  doesn't matter and school id look what happens   when i put i'll put 8 in here and i'll click off  of it and i'm just gonna go through and enter   some of these things so it's saying you cannot  add or change your record because a related record   is required in the school so right now there is  no number eight uh in there so if i had entered   another school then it would work so if i was  going to put number seven this would work at   this time and i could go through and finish  entering my record like so and if i go now   to my schools table uh you can see that i'd be  going to this school here since there was no eight   there'd be no connection i want to show you how  you can edit your uh relationships too so i'm just   going to close these down here and if i there's  a few different ways you can edit it but even   if you hover over this line you can notice that  it's highlighted now if i right click on it i   actually get uh delete if i want to delete that  relationship or i could edit the relationship   you can see it pops open here i do want to point  out these other ones here so cascade up update   related fields so if i click on this one and i'm  going to hit ok i just want to point out you can   see how it says one too many there too i'm gonna  hit okay now i'm gonna go over and open up the   schools one here notice that i have this plus sign  here and what that means is i can open this up   and it shows me that the students that are  connected to that school so with any of them   it gives that different view by hitting that  cascading one so that was going and remember   you have to close tables to do anything do  this but that was just going back and editing   even if i double click on school id and i  selected my uh my table my connection here   it shows the different ones and i can turn it  off again and hit ok and that will be gone so   that's a little bit about the connection uh  in the relationship between the two tables

in this next part i want to talk about the fields  inside your tables and how you can customize them   to help with the input or how you can read them  too and you can kind of force things to happen   so less mistakes are made when people are  inputting their data so to do this i need   to switch to the other view here so instead of  data sheet view we're going to go into design   view and i just want to point out when i click  on an empty cell notice that there is nothing   uh now showing but as soon as i click into one of  the fields i get the options here under general   and this is we're going to make some customization  i'll go over a lot of the different things i won't   go over everything but definitely things to  get you understanding how this can help you   now let's start with looking at the student id and  auto number i'm not changing anything on this one   i'm leaving it as long integer if i click uh  down it click in any of these notice you get   the drop downs uh beside it here too so that's  where you can be checking for different formats   uh just like that so you can see if it's  a number i could choose a different number   general number currency and different things like  that but i'm just leaving this one untouched now   let's move to first name now to point out so this  is short text when it defaults in short text the   first thing i want to point out notice that it  says field size 255 and that means characters   what's meant by that is so you got 255 characters  to enter in for first name that's way too much and   you don't want people entering in more than  what their name is brand whether it be just   random randomly typing something in or copying  pasting something over and it fills it up makes   the database larger so we can restrict this so  uh if i go ahead and make this 50 and i could   make it shorter than this it could be 40. uh and  then that will mean that the most characters that   they could put in is 40. so first name i would  think that's large long enough now i'll show you   later on in one of the examples here and i'll  make something too to force people to that now   with this example first name that's all i'm going  to do with this one is just change the field size   uh the i just want to point out caption here what  caption means is so you can see how it's labeled   as first name if i wanted it to come out like  when i'm creating a form to be the caption to   come out instead i would write the caption here  so if i was just going to write name then that   becomes the caption that comes out there but i'm  not going to change any of that because you can   do that later on too all right so first name all  i'm doing is changing that part i'm going to go   to last name same thing i don't need 255 i'll  leave it as 40. and now i'm going to go to this   next one this is where it's kind of a i'm going  to do a drop down in this one so i'm going to   allow people to choose what they need  to go in so what i mean if i drop down here and   look at the very bottom there's a lookup wizard  if i click on lookup wizard now i could have a   list of different things from a table that i could  bring in so if i had a long list of a drop down or   how many things on a table i could bring that  table in for my example here i'm just going to   type in what i want so i'm going to go next and i  only need one column here so uh at this point i'm   going to write so that i want the options to be  pure and then i'll click on another one and then   it will be half and we'll go muggle and i'm going  to put human like this i'm going to hit next and   i'm going to leave everything do you want to  limit entries to the choices limit to the list so   yeah i want to i don't  want them to add anything else but if   there was a different one then i would click  this off but for now i'll just leave it limit   the list and do you want to store i'm leaving this  all the same i'm going to go ahead and hit finish   so i'm going to give you a quick look what it's  looking like right now so if i go and save this   hit yes because this made changes and i'm going  to go to my datasheet view take a look now if i   click in here you can see that there's drop downs  and i can change so i'm going to entering new   information i just have to click that drop down  and pick which one i want so that's an easy thing   to add to it all right let's go back to our design  view and continue down what we could look at   we have a start date here so date and time i'll  show you what you can change here so it says   short date if i click here i could change this  right now we just have it listed as this short   date so maybe if i want the month to show i could  click on this i'm going to go ahead and save it   go to my datasheet view and you can see now the  start date is here so it comes up with the month   on it i'll go back to my design view i'm going  to leave it as a short date like i had it before   i am going to add an input mask here so an input  mask allows me to it helps with people entering in   to know how to enter it in so if i go and click on  this i'll save it so it comes up with this wizard   uh how do you want to have it entered i i'm  going to leave it at like short date right   here if i click in here it shows me kind of the  example that will be set up how it will be looking   in the when i'm inputting a record so i'm going to  go next again it you can pick on how you want the   character the placeholders here i'm just going to  leave it the same but i just want to point out and   if you click in here it will say try it again so  if you change that and hit try it then you'll see   the difference that it makes so next i'm going to  hit finish it doesn't seem like anything happened   you can see there's an input mask here i'll save  it i'll go back to my datasheet view and if i   click in here you can see right away that now i  have the that's what a mask does it allows me to   enter in the information so now i could just kind  of follow along how i was going to enter entered   in so i'm just going to go back to my other design  view here and we're going to continue down we have   school id this number i'm actually going to leave  this one the same i'm not going to change anything   to this i am going to make some changes to the  status here like i mentioned so we with the   status is showing whether students are full-time  part-time or they're alumni just some things i've   made up just to show us an example short text  is fine but i'm only entering pt or ft or al two   characters and i can force people to this so if  i put uh two right here and i'm gonna save this   and i'm going to go back here and do my uh to my  datasheet view if i'm clicking down here if i try   to type in more it won't let me so it just stops  at that point so i could take one in but i can   only go maximum two on this so switch back to my  design view again i want to make some more changes   to this too so here's another thing you can  do i want to force all caps on this and how   i do this is just put the greater sign greater  than sign so if i put the greater sign there   if you wanted to force it lower case you just put  the less than sign and then what i can do at this   point and i'll hit save and i'll go back and to my  enter in my data at this time if i try to type in   small and click out you can see it just puts it to  all cap like that all right let's go make a couple   more changes to this one we'll go to our back  to our design view and there's a few more things   i want to show you what you can do if i look at  below here below the caption into default value i   can force a default value like where it has to be  that one thing so if i was gonna be it has to be   ft then they couldn't write anything else but  that's not the case in here but if there was   something you knew you wanted to force you could  put it there now the other thing what i can do   is i'm going to put in like and this will mean if  it's like these things so if i put if it's going   to be like ft for full time and if i'm going to  put or what was my other options it's going to be   pt for part time and notice i'm putting things in  quotation marks here and then the other one i have   one more or it's going to be a l for alumni just  like that now i am going to add something else   here under validation text because this is going  to be the message that comes up if it's not like   one of these others so i'm going to paste it in it  says please enter the student status ft full-time   pt part-time al alumni so it makes it easier for  people to know uh what's happening i'm gonna go   ahead and save this here like so and i'm gonna go  back to my data sheet view and let's try entering   in a little bit of information i'll just put my  own in here and i'll do the drop down i'll be half   in this case i'll just put some whoops i'm in the  wrong spot here so let me go to the very beginning   here i'm going to put 1980 we'll just make up some  days in here and i'll be at school four and at   this time i'm going to put if i put something else  tr click out i get the message please enter the   student status and i go okay now i can go ahead  and go make the changes here so if i was going   to be part-time it allows me to go to the next one  all right i'm going to actually delete this record   again and now i'm just going to go back and finish  this last one off and we're going to look at our   design view in cell number you can add a mask  for this one just like i showed you inside the   date if i go to input mask and click in the input  mask here it will pop up here and it's the top one   is phone number take a look at all the different  ones the input mask you could add but if i this   is the one i wanted to be if i click in here i  could try it and put in the numbers i go next   you can see i can change the placeholder character  to something else i'm going to leave this the same   and i'm just going to go next and now this is how  it gets stored i don't need to store the dashes   and the space and everything so it will get stored  it gets viewed like this for input but when it   gets stored it'll just be like that and that's  what i want because it'll save a bit of space   go next hit finish and you can see that there's  an input mask there and i'm going to go ahead   save this and just go to datasheet view  so now if i click in this you'll see that   now with the how phone number is set up it will  be there probably you'd want to be doing these   things before you'd want to set up your fields  before you enter in any uh records like i've   been showing you but we did import first but you  can do this you can make the changes after too   so if i go i'm going to go back to design view  here and i just want to point out a couple more   things here and just looking at required probably  like for the first name or last name i could   as soon as i go to this one is it required and  then you can see the drop down yes so i would   probably go to these so people couldn't get  through without putting these in so you can make   them required and that's probably an important  thing so you don't have that missing information   so that's a little bit about entering uh into our  changing the fields and so it can make your life   easier when entering the different records into  it and help people entering it so that would they   know what they're supposed to but let's go over  to forms now and create a form where we can add   controls because you'll find a lot of times this  is where you want to enter your information from   especially if you construct the form well so now  what i want to do is create a form to enter in new

records now we could enter in just kind of like  the way i've showed you before we could go across   we could uh go through you know next record  and enter in a brand new one at this point   but if you go up and let's say i have this table  selected and i go to create up top and now you   can see there's different forms here i'm just  going to do a form from here quickly and then   do another one from the wizard so if i go ahead  and click on form it creates a form out of all   the different fields that are there and i could  go through and use the next record last record   at the same thing you can see as i go through  it moves them i'm going to change my view when   you're in the design you could move you can  move things around and if you have it all   set up you probably won't want to do that but if  i go to form view this is where uh i can't grab   things and move things around now if you look if  i click in where blood status is it has the drop   down that i created from uh the fields and if  i click in start date uh you can see if i go to   new record here and i go to start date it has the  format with the uh or the overlay that i put into   it but let's say if you didn't want that what you  would need to do and i'm just going to close this   is go back to your design view here to your date  and delete the mask that we put in save this up   just uh i would say close this down again and then  you can open it up and when you go back to create   this time so if we go to our form you'll be able  to see we have a and i'll go to our different   view here you'll see if i click in here i get the  calendar back because it makes a little easier to   kind of select a date like that so that was just  our form view but what i really want to spend time   more is we'll create one from our wizard view  now and i'll show you how you can manipulate   change it and to get the form looking the way  you want and getting the right inputs into it

so let's create a form using the form wizard  and i'm gonna go i'm under create the create   tab and when i go into the ribbon i'm looking  for form wizard i'm selecting this so it shows   what table i'm selecting from i could move one  over at a time move it back or i can move them   all over and i know i don't want student id  in this one because it doesn't really mean   anything for people entering in the information  so what i'm going to do is just move that   one back and keep all these other ones in here  so i can go next you have a choice of the layout   you can kind of click on each one and see  play with each one if you want i'm just leaving it   as a columner there i'm going to go next and now  at this point you can either open it it's just   asking what view do you want it to be in do you  design view or do you want to go   uh and view and enter the information so if i go  right here and hit finish it goes right to the   form similar to what i showed you uh before but  what i want to do is start showing you how you

can make some changes so i'm going to right click  on this and go to design view on it so when you go   to design view this is where you can move things  around i just want to point out you know up the   top there is a header if i select header you can  see i have property sheet open on the side if you   don't have this open it's this tab right up top  i have open maybe it d was defaulted to this one   but i'm under the property sheet here if i click  on the footer that's down here if i click in here   into any of the other titles or any of the other  fields you see how the property sheet will change   so just to point out a few things about movement  right away when i click we get different handles   and notice that when the yellow handles if i  grab them when i get that right there that icon   if i move them it as soon as i let go it actually  moves everything together at first it looks like   it's moving only the one but it moves both but  if you grab the gray handle from either of them   then that will move the individual one so if  you wanted to realign them you just grab the   gray handle by itself rather than just the yellow  so the yellow grabs both when you select it like   so you'll see it move around but then if you grab  the if you grab the gray you can see how it it's   becoming unattached that way so just couple things  about the movement there all right i'm gonna move   just them back we'll do some more customization in  a bit all right so is it now to start with uh what   do i just want to point out so if i start with the  title here and what i want to do is you can see   that i have this it's open to the data tab right  now we have different tabs we're going to format   this under the format tab you can see that the  caption says students here maybe i want to change   that to be students information so i'm going  to make this a little larger and i can type in   information right in here like so if i click  off of it and click in and again you can see   that it updates it here is it visible yes i want  that visible if i said no it wouldn't be visible   i can drag this around just i'm going to grab  the yellow and i can match it you know to where   i want so some other things i want to point out  i'm not going to spend a lot of time on this but   you can format your font and everything if you  look down you can see that there's font weight   so if you wanted it to be i'll say extra bold on  this the alignment maybe i want this centered like   this so there's different ways you can change  this around do i want a larger font i'll make   this a little larger like so and you can change  all these different ones so what i also can do   maybe on the back style it's under transparent i  want to be normal you can see how it goes to white   just like that i'm going to change it back or i  can pick a background color i'm going to select   these second ones here and i'll go with a darker  but that doesn't make the font show up so i can   go to the font color if i look down below here  it's right where to go here font weight center right here and click here and i'm going to choose  white and you can see that right there now it's   white so i can be editing all these things inside  here i can take a view go to my design view not my   design view my form view you can see the changes  that are happening here uh there's other things if   i if i want this wider i can adjust it this way i  can make any of these wide or two if i want it for   a cell phone number you wouldn't need it like  that so you could go through if you wanted to   select multiple ones at a time if i drag through  like this notice i've selected all of them so if   i only drag you know down to three it selected  those ones so some different ways to select and   if i glop grab multiple ones i can move them  around you can use control z and it you know or   for the undo and it puts things back if you move  something and you didn't want it there so that's   a little bit about the formatting you can go  through and add your own formatting to this   and set it up the way you want you can make this  if you need it more room down below you can   do it that way too so if i go to back to my form  view you can see now i have some more place to   put the controllers what i'm going to show you  in a moment but first i want to do a couple other   updates on this too and the first will be to  change how these names are displayed so i'm   just going to go back to my design view and just  click in here and you can see it says last name   like this i can change it either over here or  here but i want a space right here so if i go   and put a space and i want a space here these  are just the caption name so it's not changing   anything in the fields or anything and i'm going  to make a couple of changes just so it makes it   easier and i could add more than just adding a  space too so if i wanted to have school start date   or any of this so i'm going to put id and then  cell number so just so we have it looking a   little bit better like i said we can change it  over here add the space and it should update   right i didn't get that updated so i'm going to go  back to here add the space click off of it and you   can see now that all these spaces are here if i go  in design view or sorry if i go into form view you   can see all those spaces and i can do all the same  things that i showed you before with the fonts   changing the font size so any of these if i  select it if you take a look at all the different   whether you want a border around this and changing  the color just like i did to students information   you can do that so what i want to do next is show  you some more options that how you can make this   as an easier entry form so i'm just going to go  to form view now with the blood status here this   pulled through to what we created you could create  this in the form view so i'm going to kind of do   this with school id will be slightly different  but with we could have created our drop down at   this point if we didn't do it in the field so what  i would like right here this school id i'm going   to delete it and i'm going to put something else  in because if you're entering information the two   might not mean unless you have them all memorized  and if we only have seven schools if you had a   lot more it could be troublesome trying to know uh  you might make some mistakes so i want a drop down   that will actually show uh to be able to show what  school it is that they can select so i'm gonna go   back to design view here and to do this i'm going  to go up to the controls and bring a combo box   down but before i do that i just want to point out  uh some of the different controls i'm not going   to go over them all here you can kind of play with  them uh to drop them down and see what they all do   but if i just expand this you can see all these  different controls this is just showing the mouse   control that's what i'm on right now this is a  text box that if i select any of these notice   that it the property sheet changes to what it is  if i wanted to just have a label so we have our   labels over here we have our text boxes that  we can add we have a button and i'm going to go   over buttons over a little bit because we can make  them do stuff when we add controllers   to that but i'll go over in a moment but take  a look at all the different things from links   to images to check boxes to adding attachments  there's lots of different things you can do and

i'll talk about these in future tutorials a little  bit more but for our purposes right now this is   what i want so if i just go ahead and select this  notice when i bring my mouse down i have this   i just have to click where i want it so it puts  it in and it's called combo box 19 unbound so i   haven't told it what i want it to capture yet i'll  delete the other school id once i'm finished this   and i can rearrange the way i want but now if i go  i'm going to choose this one i want the combo box   to get the values from another table or query  you can see you could type in just so if just   how i had the pureblood stuff and the half blood  uh all these things i could do it the same way   but what i wanted to do is to pull from the other  table and then i need to get stored in a table   also so if i go next well where do i want this to  pull from well it's going to pull from the schools   here and i'm going to go next and what is it i  need the school id and the school name and those   two are the things that i want i'm going to go  next and what do i want i'll go in school name   in ascending order so it will be in alphabetical  order and i don't need to put anything under two   i'll go next and it shows me what's happening  here this will be the list and you can if i click   this off you can see it shows the school  id i don't want it to show the school id   and if i go next now this is important where  do you want this stored so i need to store if you   were putting a new record in this needs to get  stored into a table so i need to tell   it where i wanted to store so if i drop down  this is the student id table i need to get it   stored in school i use school id so it's going  to place the school id into the table correctly   but it's going to show me display something else  so next what do i want to call this so it's good   to call these uh if you're putting any of these  controllers on it's good to uh put a dame on   these so then you can identify it easier so i'm  going to call this school select just like this   and i'm going to hit finish and now before i move  it or anything i'll just show you if i go over to   i'm going to go over to my form view and look at  this so now i have this drop down with all the   schools but right away you can see well that label  isn't very good there i should call this something   else and then this is not large enough i need to  stretch this out so if i go back to design view   and as i said i can delete this one right here  i don't need it so i'm just going to hit delete   you can right click on it and there should be a  delete right there and i'm going to take this one   and i'm going to place it into the same  spot and you might want to change the order   and i like i said i could stretch this out because  i know some of the schools are longer in name   i can go to here and uh i'm  going to change this to select   school just like that so let's see how we have  it we go back to i'm going to hit save go back   to our design view sorry go back to our form view  and everything looks like they fit so if i was uh   creating a new entry so i just clicked the bottom  i could be just picking a different one here   or picking the school that it belongs  to by name you know the start date   is coming up as this our blood status is a drop  down that it pulled from the field but like i said   you could add that the same way as we selected  the school here and this information is open   and we can still customize this too because the  cell number uh here if i go back to design view   and you can make your changes accordingly if you  need to size things to make things look a little   bit differently just all the ways i've showed you  make sure take a look at under the format again   all the different things that you can do if you  pick all you see everything at once how you can   adjust it i'm not going to go through the entire  list in this tutorial the other thing i just want

to point out when you're designing this  take a look you can add things like images if you   these are just ones i've already selected or  you could browse but if i just select it and   click and then i can have an image on here and  i can size this differently you can place this   where you want and when you take a look at the  form view it's going to be right there so the   other things just to point out you can insert  charts based off a table none of the tables   that i have right now would make much sense for a  chart but you can go through and pick the source   and it will be put in it can display that chart  if you want to make your headers and footers   look better take a look at right through  here where we could be inserting date time   titles logos to really maybe brand it towards  your corporation or however you're using it   so these are just some of the things for forms  that you can do to create to make it look more   easily to enter your information and then take  a look again at all the different controls   that you can add to here to get more functionality  because next what i want to do is add some buttons

so you could enter some records or delete records  just from some simple buttons right on the form   so let's give a little bit more functionality  to this form by adding some command buttons   controls up here so this is what i  want to add this time this one right   here it's a button you can see under the  property sheet how it says command button   i'm just gonna it's already selected so i just  have to click and then i get the command button   wizard so what do i want this to do so we can  see if i click on different categories you know   i could delete a record i could go through  and do different ones i could print a form   report and you can see all these  different ones if i want to quit the application   let's just put a first one here and we're  going to say let's go to next record here   so i'll go next and what do i want to happen so  right now there's an arrow it kind of gives a   little demo there i just wanted to have some words  on it instead i could change whatever words i want   by changing them up here i'm going to leave  it as this i'm going to go next and i wanted   to call i don't want to leave it as command 34  i'm going to call it next so i know what it is   when i see it and hit finish then there's next  record you can move these around too you can   make them larger and so you could adjust  them there to where you want line them up   using the grid and then you take a look  you can see over in the property sheet here   i what it's called is next under the name here and  you can go through and change uh you can change   things here so if i wanted it to be a different  color you can quickly do that to the adjust so   i'll always check under the property sheet i want  to add another button here so i'm going to go up   to this one again select it click here and now  let's say i want to delete a record and then i   could go next and i'm going to just go to text  again and hit next and i'll call this one delete   like so and go finish here well i can't see what  i'm writing here and delete and hit finish and we   have delete record i could size it just like how  i had this one just to fit exactly the same way so   i can adjust it too so you might want to uh play  around depending if you want it above each other   side by side and you can make all these  adjustments to get it exactly the way   you want you can have your colors again adjust  everything the same way that i showed you before   if we go back to it we'll go to recent so it's  the same color maybe if you take a look at your   font name and everything you could  change that you could make a larger   font if we adjust it and i'll go to the next  one and make it so it probably wouldn't fit   with the other one but you can still  make it larger maybe i'll make this 14   just so we can see a little bit better if we  go to our form view you can see now i have   next next if i wanted to delete a record it's  going to ask me do i want to delete this and take   this out so it gives some functionality right here  it's doing the similar things to what's happening   in the records down here but now it just makes it  a little bit easier and plus if you take a look at   at the different things that the button can do  when you add it through the wizard you know again   if you do want to have that quick print option or  close the form down take a look at the different   ones that you can do to the buttons so that's  a little bit about functionality in the forms   the different ways you can customize it and to  straighten things all out at the end you notice   how things aren't lined up and if i go to my form  view you can see everything's out of whack here   if i go to my design view and i want to do a quick  alignment uh let's say to the left if i grab this   and select everything selected there if i  right click take a look at alignments and   this can save you some time you could you don't  have to do everything at once but i'm just going   to grab everything and go to the left and now if  i look at my form view everything's lined up this   way but what i could do is if i needed to move  everything since everything's aligned i can move   it away from the edge a little bit like this and  then i could go to my form view and you can see   now this one's lined up here but i could go back  and it seems like this one right here needs to be   lined up so if i go back to my design  view i'm going to grab this one here and   move it to there and i can see and i'll just try  to match it to it gets right in there so now if   i go back to my form view you can see that things  are lined up again you can customize it the more   you want to however you would like with colors  and everything else so now what i want to go to   is the queries because queries are i think what  the most important thing here is what you can   find out about all the different records that  you've created you're going to ask microsoft   access questions and it's going to give you back  the answers you look for so we're going to look at   two different ways at sorting  then we're going to create some queries too right

before i get into the queries i just wanted to  show you an example of adding a record and i did   add another button you can see add record right  here i did it the same way that i added these ones   so for example if i was just adding through here  and i'll just put myself and i'll pick a blood   status and a start date uh you know with these  ones too you might want to choose the other way   that we had instead of this calendar because it  might be easier to enter a year if it was going in   the past but i'll just pick a random date here i'm  just going to select a school we'll go to hogwarts   and status is going to be ft remember if i do  that wrong it will pop up with the same message   and i'll put in a phone number here really quickly  like so and i can hit add record so as soon as i   add the record i'm going to go over to my students  table and you can see that if i'm just going to go   ahead and refresh this one here so let me close  this down and open this up and there i am at the   very bottom here with all that information that  i added so you can see through the forms it's a   can be an easier way especially if you're giving  it to somebody to enter in the data for you so

let's look at a couple different ways that we can  sort our data then ask questions of it through the   queries creating queries now first of all i just  want to quickly go over sorting and it's sort   of like microsoft excel how it works here but  if you look at the headers here or the fields   we have these little arrows right here if i  drop down you can see we have our sort where   we can quickly if i wanted to go sort a to z as  i click on it puts them all the records   in that order so you can see it just clicking  you can quickly change it if you wanted to go   maybe over to the status here if i click status  and i only wanted to see full time i could click   off just like that and it quickly gives  me that information that i can glance at   to find out so through sorting you can do some  very quick things if you look up top here i can   remove sort or toggle goes back and forth  between the sort view so i click on it again   brings me back that's a nice feature so that you  don't have to remove your sort where you can just   compare it back and forth but you can also remove  it we do have our sorts up here too so if you're   looking at any of these if i click on filter  you're going to see it pop open where we have   our ascending and descending uh through here  so i just wanted to point out how you can sort   through your different records this way very  easily to get that quick snapshot but what i   find is more powerful is creating the queries  and that's what we're going to do right now

so now i want to ask a question or create a  query about what students and what blood types go   to each school so based on the data that we have  so i'm going to go ahead and create our query and   just like when we created our tables or forms  we need to go to the create tab up top and you   can see that we have query wizard or query design  and i've been jumping back and forth between the   two different ones in this case i'm going to  do query design but you could go ahead and do   query wizard and it'll walk you through two  but i'm just going to go ahead and select it   sometimes what happens i double click on it  and end up having selected this crosstab at   the same time you don't want to have cross  tab selected you want just under this select   here at this moment so i'm going to go ahead now  all right this is where i'm going to put create   my queries or put my tables and i'm just going to  stretch this up so i'm just going to put this up   so everything's closer into view now i need  to add the tables that i want to be working   with and they're over here and i haven't added  them yet to add them i can just double click on   the ones or select and add tables so i'm just  going to double click and you   can see the relationship that's between the two  that we've created that one too many right here   i'm just going to stretch this out so we can see  all the different fields in this notice and i'm   not doing this in this one but we can  see we could actually add all query add another   query to a query too but i'll talk about that in  later tutorials so what we want to do first is add   fields to our query what we're going to add  questions so for example if i double click on   name or i could drag it down but i'm just going to  double click it goes into field right here you can   see field and has table and i'm going to run this  this right away so all i'm asking with this query   is give me first names back based on my data  here so i'm going to go up top and hit run   and there it is just like that it has all the  different first names of the different students   i'm going to click on view again go back  and the other thing i just want to point out   notice that so it's coming from the students table  but there's a sort here too so if i go ahead and   go ascending or descending and run it now  you can see that it's in alphabetical order   there so it's just another thing that you can  sort this information so i'm going to go back   to my query here and i'm just going to go just  not sorted for now this check mark means whether   to show this and i'll give an example of this a  little bit later on so let's put our last name   now so i'm going to go ahead and put last name and  at this point if i do a quick run you can see now   i have the two columns i can stretch these out or  create them larger so i can see them like this i   if i go back to my other view and i just  want to show you this check mark now so if i   uncheck it and run it notice you only see the  first name but it's still performing this it's   just not showing it all right so those are just  two simple things about questions just the names   i still want to add in blood status so i'm going  to add this one and the last thing i want to add   right now i'm going to jump to the other table is  add school name right here so if i go ahead and   run it you can see everything is coming up from  the database because i haven't really specified   any information from there what i want to pull  yet what i'm going to do right now is actually   just save this i'm going to right click and save  this query and i'll just go ahead and call this   query is going to be called blood type just  like this and hit ok notice on the side on   the left hand side here i have queries that is  now added that gets saved to this if you don't   see it check to see what you have open here i  have all access so if i was only under tables   all i'm going to see are my tables but if i go all  access objects then i see everything there okay so   i have just four things here and the first thing  what i want to do is just to do a simple query   based on a criteria so the criteria if i anything  that i can put things in multiple columns here   under the criteria and that kind of means like  an end so it would be and this and this   and i'll show you kind of examples and you can see  underneath is the ore so i could add more and more   and that would be the or so let's go ahead and put  one thing in what i'm gonna do actually is just go

to my schools here and i'm gonna just copy paste  this so you don't have to write everything out   i'm just going to go ctrl c go back to my query  and see where it says criteria under school name   i'm just going to go ahead and paste that in but  i do want to show you something i'm going to go   ahead and run it and i don't think it's going to  give me anything back here but and notice if i   run it doesn't give me anything back there's  something happened when i copy paste this and i   knew it was going to happen i just wanted for you  guys to see this error if it happens to you   notice i copied in and it uh has the word end  in there so i'm just going to point this out   and it changed because end is kind of a part of  a command that is in here and it took that as   that as not part of the word and it added those uh  quotation marks around it so it changed actually   what i was looking for on it so i you just got  to be careful if i was typing it in it wouldn't   have been the problem but i need though that out  of there just like that and because it's goes   those quotation marks go around everything uh not  going to be in the inside so it would have been   changed what we're looking for so if i go ahead  and hit run all it's going to give me back now   are the names that was my first criteria give me  back anybody in hogwarts uh so it didn't return   any of the other ones so you can do this now  if i wanted this to be ascending by last name   or let's say there and i go ahead and run it again  you can see now it's based on the last name uh in   alphabetical order through there and if i go back  if i want to change these around so i can drag out   any of these that i put in certain order i could  go ahead and delete them if i want but if i want   to move it if i kind of click in here you can  you'll be able to see there i'm clicking holding   and i'm going to drag it to the front now it's  last name and i can go ahead hit run and now the   last name is first so you can change the order  you can delete these columns if you want wanted   to and also under your i just want to point out  you can change from right here too so if i wanted   a different field i could drop down change my  tables or i could change my fields at any time   right here so if i wanted to add another thing so  this would be like saying end if i wanted to find   all the pure bloods from uh from hogwarts i could  click in there and type here so now if i go ahead   and run it it's only going to find one so that's  some simple search using uh criteria in it but   remember now go over this more we could put an  or in here so what i mean is if i was gonna go   and i'm gonna go back to uh the schools table  and i'm gonna pull out a let's say just this   name right here so i'm just going to copy and i'm  going to go back to this if i put that down here   it's going to look for hogwarts or this so  now if i go ahead and view this again notice   now it's look it's found it in uh in drum string  here and it's also founded in hogwarts so that's   the or uh on it versus the end of the pure that i  put in under a criteria so those are the first few   things let's move on with some more things that we  can do with the queries so now in the query what i

want to show you is how to use parameters inside  of it and how to use wildcards so what i'm going   to do and i've deleted the information that i  had in before to use the parameters it forces   an entry so what i mean is if i click in here in  the criteria and go ahead i'm going to use these   square brackets so i'm going to open up actually  and close just like this   watch what happens when i hit run now it comes  up with this enter parameter we really don't know   what we're supposed to enter but it's under  the school one so it's going to be the school   but you wouldn't know that if you're just  running the program and someone told you enter the   data for this so what you can do inside the  parameters what we can do is say enter school   name and i'll just do like this and i'll close it  now when i run it gets the message so if i go   ahead and put in a school and hit ok it brings  back that so that's with using parameters on it   and you can try that for the different criteria  another thing that you can do is use wildcards   and wildcards can help you search especially if  you have a lot of data so if i use a wildcard   and that's just the star here oops i don't need  that bracket and i'm going to type the word hog   so just like this and it's not going to find  anything and i'm going to explain why so the   wild card means that searching for anything before  the word hog and i'll hit run nothing comes back   but if i go back to my run my design view here  i'm going to change this and notice that the   star refers to like and how it changed it after  i clicked out but this time what i'm going to do   is i'm going to type the word hog input the star  after and if i click somewhere else it changes   right away but the star now is after now i go  ahead and run it finds it because it looked for   the word hog that was at the very beginning and  then it says anything after that and it did find   with the wild card said well i found hog and then  anything after it so it gave me back anything here   so let me give you another example now if i was  looking for anything with the word school in it   and i was going to type and i'll try it like  this and i'm just gonna whoops not like that   i gotta make sure i spell it right and then  put it like this and click out i gotta make   sure i deleted my bracket there that time my  quotation mark so now if i go ahead and run it   nothing comes back so i know there's ones with  school in there but if i go ahead and put it on   the other side here so i just put my star here and  i'll end it and i'm going to delete this one here   to show you if i run it again nothing still comes  back but i know that there's something with school   in it but now i'm going to try something else i'm  going to put a star at both ends of it and hit run   and there it is it finds anything with a school  because there was nothing if i put the star at   after school it's looking that school was the  first word anything after it and if i was looking   for school at the end it was looking at school  at the end and anything in front of it but when   i put the stars at both end it found school no  matter where it was so those are just using uh the   wild card inside the criteria to help  you search for things maybe you don't know what   you're looking for exactly but you know parts of  it and you can take a look at that wild card so

what i want to do now is show some examples where  you could use maybe the greater or equal or less   than and i don't have a lot of numerical data i've  got a few things i can use it in though and i'm   going to add right now i'm going to add a start  date to this and i'm going to add the student id   up here just for examples to show you now down  in the criteria i can search for a specific   date so if i put an equal sign and put a date it  could look for that specific date or i could say   maybe i wanted to find anybody who joined a school  after 1980. so then at that point if i use the   greater sign and then just wrote september  like this and then 1980 and if i click out   you can see it kind of changed to september  first on this now if i go ahead and run it if   i take a look at the start dates here everything  is past 1980 so i could use the less than to look   before 1980 and you could use the combinations  if you wanted to include the equal or less than   i'm going to give you a page that you can  look up for this too so if i go back to view   i just want to give a different example with  the student id so i'm just going to delete this   let's say if i was looking for student ids  and i'm just going to run this and you can see   all the different ids we have here  up to yeah we do have one at 31 here   so i could look for a specific id if i knew what  it was like to hit equals and 31 but i could do a   range again also so if i do let's say do this and  we'll say just put 10 and run it and you can see   anything less than 10 would bring me back so  i just have the other thing i want to point   out here so i'm just going to bring over a page  and i'm going to put this link down below in the   description this is from microsoft here and i'm  not going to go over all these query examples   here but i'm just going to move these are examples  here you can see using the different criteria i'm   just showing you a little bit of the greater than  in less than but they'll give you examples here   uh between dates on this uh how to be using these  in it and you can kind of go through and create   your own data to try it you can see as we use  the like and how i used that before and has the   for the wild card we can use things like not  but there's lots of different examples here on   how to search things in the query and like  i said i'll put it down below a link to this   microsoft page down below in the description  and these are what i'm talking about when   you're using the greater than in less to  less than to find something very uh specific

we're going to create a report based on this query  here this blood type i've altered it a little   bit you can see i just have all i'm looking for  are all the students that are pure blood so i'm   going to create a report based on this and if i go  under the create tab and look in the ribbon we see   reports here where we can create a reports i've  been flipping back and forth between wizards or   just picking design in this case i'm going to use  the wizard again i'm going to select the wizard   and now i get to pick what i want in the report  so if i look i can go from the tables and i can   go from the query and i'm just going to go from  the query here and i want a report of the first   name last name blood status and go on like that  i'll put these four things so i'm going to go   ahead hit next um how do you want to view your  data you can see i it gives kind of a little   do i want to buy students like this or do i want  it broken into schools i think i'm going to leave   it by students and go to next do you want to  add any grouping levels no i'm fine on this   i'm going to go next and do i want this i'm going  to go based on last name ascending next and again   you can kind of get an idea of the layout how  it goes if you look at uh look at this image   over here i'm going to go with tabular this is  my orientation i'm going to leave it in portrait   right now i'll probably have some a little bit  of design editing to do here and i'm just going   to go ahead next uh next and this is where i'm  going to call it and i'll just call this blood   blood report for students and we'll go finish  and you can see right away here is kind of the   form view i can see i right away i have some  editing to do because this isn't on the report   i and then if i right click on this you can see  the different i'm in print preview right now if   i go to report view design view is where i'm  going to change things this is very similar to   where i was in the forms editing so what i'm going  to do go to here i'm going to just select i'm   going to hold down shift and make some of these  smaller and excuse me i'm going to move these over   also so i have them both selected and just  shrink them a little bit like this i'm going   to select all these i'm going to move them over  see what is happening i'm going to go back to my   print view and it looks like this is still not  coming up but i think that's the size of the   text box if i go back to my oops if i go back  to my design view and at this time what i can do   is i'll just select on both these to keep it  even here i'm going to hold down shift i'm   going to stretch this out here now i'm going to  go back to my print preview and you can see now   i can see everything now i could go back in my  design view and start to you know change how i   want to you know if i want these uh to be written  a little bit different because i probably just   don't want this like this so i could write student  blood types up here and i can just do the changes   that i showed you before i could stretch this out  i can move this around and make it kind of look   the way i want to so when you do your reports  remember you can design them to look uh how you   want to move the different boxes around like  kind of similar to the forms and then you can   go to your different views if you are in layout  view you can actually still move things around   you can see uh i don't like kind of working that  when i'm moving things around but it does give   you a view what things are looking like a little  bit better than the design view but so you can go   through with your header and you notice you have  your footer in here but we do have up top we can   see we're in portrait here we are landscape or you  could go to landscape columns page setup and we   do have our size of paper that you could change to  whether or not to show the margins so let's say if   we're what like the way we have we could save our  report again then at this point if i go to print   preview i could go ahead and hit print on this  and we have a few different options notice that   we could email it from here go text to file or  to an excel file right from here too so those are   just some ways that you can get your reports ready  for printing remember you can go from it from the   tables or the queries to print your reports and  then making it look the way you want on it i just   want to talk about when we finish up here just a  ways that you can export all the information out   of your microsoft access database  your tables and queries that you've created

to end this long tutorial here today on microsoft  access i just want to talk about ways you can   export out the data that you've created  whether it be the tables or reports or queries   and you can see i have them all here on the  side and if i go under external data up top here   under this tab here you can see i have these  different options if i select if i i'm on this   table right now it depends on which one i'm on  is the one that i'm going to export so if i go   to schools notice that i have word merge  for this table but if i go to this forms i don't   so if i was gonna export let's say uh this blood  report uh here as a file i could do it in a few   different ways uh this will open up any saved  reports that i have but let's say if i wanted to   send it out in an excel spreadsheet all i'd have  to do is go through you can see it has a file name   for a format i can click on it to open up when  it exports i believe i already had one there   hit yes and it will open up microsoft excel  and here we go with the information from that   query is now in an excel file and you can do  these uh if i take a look at all the other   ones you could do a text file or maybe you just  wanted pdf on this one i'm going to hit publish   and i'll just open in this and you'll have that  pdf so maybe you want to be able to send that to   somebody right through here so i have this pdf  another good option in this would be even just   to email so you can if you just step i better  close that down here just give me a second   i'll close that down and if you email it out  here like so you could send the output you're   choosing how you want to format so if you wanted  to send an email as a pdf you could just do it   from this point and if you have your email set  up you can send it directly from there so i just   want to point out different ways that you could  share out these different uh all this data that   you've collected in different ways so i hope this  tutorial has really got your mind around microsoft   access today and understanding there's a lot more  to this program i know this long tutorial i just   wanted to break things down uh the different big  components of it but stay tuned for some more   tutorials coming up on microsoft access thanks for  watching i'll see you next time on teachers tech