The Print, Print Preview, and Spell Check buttons are not available in the Design view for queries. To print out your design choices for the query you must use the Documenter utility, from the menu Tools | Analyze | Documenter
Click a button to jump to its description or just scroll the page.
At the left end of a toolbar is an area called the handle, which looks a bit different in different versions of MS Access. Hover over this area and the mouse pointer changes to the Move shape . Drag while in the Move shape and the toolbar will move. If you drag perpendicular to the bar, it will undock and float. Drag to another edge of the window and the toolbar will dock there.
The Views button toggles between Datasheet and Design or Print Preview and Design. The arrow opens a list of all of the available views.
The Save button is used to save the current object that is open for editing.
It does not save the whole database. It does not save a record. The button is grayed out in the Database bar since there is no object selected to be saved.
Saving records automatically: By default, MS Access automatically saves a record when you switch to a new record, or when you close the active object where you were adding or editing records, or when you close the database or Access itself.
Save immediately: The menu command| will save the current record before you leave it. SHIFT + ENTER is the key combo to save a record immediately.
Saving database with new name: To make a copy of a database with a new name is rather awkward.
The Search button opens the Basic Search task pane. In this pane you can search your computer or network locations for files, especially Office documents.
The Print button prints the selected object immediately.
The Print dialog does NOT appear. Do not use this button unless you are SURE that the print settings are what you want. Be sure that you want to print the whole thing!!
Button: Print Preview
The Print Preview button changes the view to show how the current object will look if printed.
Button: Spell Check
The Spell Check button will check the spelling in records.
It does not check spelling in object names, field names, or form/report labels.
Buttons: Cut, Copy, Paste
The Cut, Copy, and Paste buttons work as usual for database objects, the contents of fields, and design elements for forms and reports.
Cut removes the selected
item and copies it to the Windows Clipboard.
Copy leaves the selected
item in place and copies it to the Windows Clipboard.
Paste inserts the
contents of the Windows Clipboard.
The Windows Clipboard can only remember one thing at a time, but the Office Clipboard task pane can remember the last 24 items copied from MS Office programs.
Office Clipboard task pane has to be active, either by being displayed on
screen or the
Collect Without Showing Office Clipboard option must be on, at the
bottom of the Clipboard task pane.
The Undo and Redo buttons let you change your mind about what you just did. These buttons are gray when there is nothing in the action list.
Design view: Undo
or redo the 20 most recent actions.
Editing Records: You can undo actions only for the current
record. The Redo button does not show.
Undo with menu:
If you leave a record, you can Undo Saved Record only if you have not made a change in another record.
Editing Form/Report - Revert with menu: For a form or report, you can revert to the last saved version after making changes to the form/report. Use the menu | . You cannot redo those changes. This is handy for dumping a whole set of changes that you made since the last save.
There are several different types of queries. The Types button shows the icon for the current query's type. The down arrow opens a list of all the types.
The Select query is the most commonly used type of query. This is the type to use to sort or filter records.
You can change a query's type as you work. Useful feature!
The Run button executes the action of the query.
For a Select query the view changes to the datasheet of records that
the query selects. For action queries like Make Table or Delete Records,
you will not see a new view. You may have to respond to a confirmation
message before the action is actually performed.
Button: Show Table
The Show Table button opens a dialog where you can select the tables and queries that you want to use in designing the current query.
Add a table/query: Select a table or query and click the Add button in the dialog.
The selected table or query appears in the top area of the Query Design
View. Then you can drag the fields that you want to use down to the
bottom area of the design view.
Remove a table/query: Click on the table/query in the Design View and press the Delete key.
Tables that have relationships will show their join lines.
Unrelated tables: Queries that use unrelated tables will include all possible combinations of data. That is usually not what you want!
The Totals button toggles on and off a row for calculating Totals in the bottom section of the query design view. You can use several functions in the Total row, including Avg, Count, Sum, Min, Max.
When you include a Total row, you must also select a field to group the records on. The example here counts the number of students (Total using the Count function) in each class (Group by).
A query that uses the Total row includes only two fields: the field to calculate with and the field to group on.
Button: Top Values
The Top Values button is used to restrict the results of your query to certain top values.
In the example here the results show the 5 highest scores:
The Properties buttons opens a dialog of the various properties available for the selected object. Objects in the Database window do not have many properties. But objects in the Design view of a form or report often have dozens of properties that can be changed from the defaults. These properties include formatting choices as well as event procedures that control what shows or is hidden and what is calculated.
The Build button opens a wizard for creating an expression.
An expression is used to calculate a value for a control or for a criteria or a validation rule. The calculated value can be either a number or a combination of text values.
An expression is a combination of identifiers, operators, functions, and values.
identifiers like [Bonus Points]![StudentID]
Examples of expressions:
Field names are in square brackets, like [Tax]Numbers: To calculate the price after adding tax and shipping:
=[Subtotal] + [Shipping] + [Tax]
Text: To concatenante text or text
and values into a single string:
Expressions get messy easily! But they are very powerful and useful.
Button: Database Window
The Database Window button brings that window to the top. The Database window remains open as long as the database is open. You can minimize it or cover it with other windows.
A database programmer can hide the Database window and this button to keep users from interfering in the careful work he has done.
Button: New Object
The New Object button shows the icon for what you chose the last time. The arrow opens a list of links.
The AutoForm and AutoReport choices will create a basic form or report for the table or query that is currently selected. You can, of course, change the layout and the formatting afterwards.
The remaining choices open the New dialog for the object type or the
Design view for macros and modules.
The Help button looks and behaves differently in Access 2002 than in Access 2003.
Button: Toolbar Options
The down arrow at the far right of a toolbar opens a cascading menu: Add or Remove Buttons. You can customize the toolbar by adding or removing buttons.
A double arrow above the down arrow tells you that the window is too narrow to show all of the buttons on the bar. Clicking the arrow in this case will open a palette of the hidden buttons, in addition to the menu Add or Remove Buttons.
All Office programs display the most recently used buttons when there
is not room for all of them.
As you continue to work in a small window, which buttons are showing will change.
This can be confusing!
~~ 1 Cor. 10:31 ...whatever you do, do it all for the glory of God. ~~