Access Accessibility
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Microsoft Access accessibility
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Microsoft Access accessibility Access contains accessibility features that make it easier to use for people who are blind or have low vision, or have limited movement or dexterity. Learn about accessibility features.
What do you want to do? Use the keyboard instead of the mouse Use keyboard shortcuts Manage relationships by using the keyboard Place a text box or other control on a form or report by using the keyboard Place a text box or other control on a data access page by using the keyboard Copy a text box or other control on a form or report by using the keyboard Rearrange columns in Datasheet view by using the keyboard
Customize toolbars and menus Change the size of all toolbar buttons at once Organize toolbar buttons, menu commands, or menus into groups by using separator bars Create a custom toolbar for the current database Create a custom toolbar for all databases Change the fonts and background colors in a Help topic
Customize text boxes or other controls Create custom colors for a section or control on a form or report Change the background color of a control or section
Enter data Insert repeated entries in a column by using the keyboard Make Access correct text automatically
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Additional services Learn more about accessibility information on the Web
About accessibility for people with disabilities This topic provides reference information about: Accessibility features in Microsoft Access Customizing the operating system Printed information about Microsoft services
Accessibility features in Microsoft Access If you have disabilities, you can do the following to take advantage of accessibility features in Access:
View and print lists of all available shortcut keys.
Use the keyboard to define relationships, add or copy text boxes or other controls on forms and reports, and rearrange columns in Datasheet view.
Create a toolbar that contains only the buttons and menus you use most often for the current database or for all your databases. You can also increase the size of the buttons and group related buttons together.
Set menus to display all commands all the time, as in Microsoft Office 97. You can also change toolbars to appear as they did in Office 97.
Create custom colors or change the background color for a section or control on a form or report.
Insert repeated entries in a column quickly by using the keyboard.
Automatically correct common typing errors and even specify a list of errors you want corrected as you type.
Learn about making Access more accessible. Return to top
Customizing the operating system If you're running Microsoft Windows 95 on your computer, you can set or change system accessibility options. For example, with the Windows MouseKeys feature you can use the numeric keypad to move the mouse pointer and to click, double-click, and drag objects. To change the accessibility options, press
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CTRL+ESC to open the Windows Start menu, select Settings, and then select Control Panel. Select the Accessibility Options icon, press CTRL+TAB to select the tab you want, and then use the keyboard to select the options you want. For Help on an option, select the option and press SHIFT+F1. If you have access to the World Wide Web, you can learn more about using accessibility features included in Microsoft operating systems and other Microsoft products. Return to top
Printed information about Microsoft services More complete information about Microsoft services for people with disabilities is available in an appendix in the Discovering Microsoft Office 2000 book, available with Office 2000. For example, you'll find information about how people who are deaf or hard-of-hearing can contact the Microsoft Sales and Information Center or the Microsoft Support Network. You'll also find information about obtaining Microsoft documentation from Recording for the Blind & Dyslexic, Inc., for those who have difficulty reading or handling printed documentation. The appendix also describes third-party hardware and software products that make personal computers easier to use for people with disabilities, and lists organizations to contact for more information. Return to top
Keyboard shortcuts You can use shortcut keys for quick access to frequently used commands or operations. The topics below list the shortcut keys available in Microsoft Access. You can also use access keys to move the focus to a menu, command, or control without using the mouse. Learn how to perform tasks with access keys. This topic provides links to topics in the following areas: General shortcut keys Shortcut keys for working with text and data Shortcut keys for navigating records Shortcut keys for working in data access pages
Which shortcut keys do you want to use? General shortcut keys Global Microsoft Access shortcut keys
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Database window shortcut keys Work with menus Work with toolbars Work in windows and dialog boxes Work with the Open, File New Database, and Save dialog boxes Get Help from the Office Assistant Work with the Help window Send e-mail messages Return to top
Shortcut keys for working with text and data Select text and data Edit text and data Return to top
Shortcut keys for navigating records Navigate in Datasheet view Navigate in subdatasheets Navigate in Form view Navigate in Print Preview and Layout Preview Navigate in the Database Diagram window in a Microsoft Access project Navigate in the Query Designer in an Access project Return to top
Shortcut keys for working in data access pages Work with data access pages in Page view Work with data access pages in Design view
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Work with a PivotTable list Work with a spreadsheet Return to top Note To learn about keyboard shortcuts you can use in the Visual Basic Editor, open the editor and start Visual Basic Editor Help. In the Help window, press CTRL+TAB to select the Contents tab. Select Visual Basic User Interface Help and press ENTER; select Shortcuts and press ENTER; and then select the topic you want to view and press ENTER.
Copy a text box or another control on a form or report by using the keyboard 1. Press ALT. 2. Press CTRL+TAB until the Object combo box on the Formatting (Form/Report) toolbar has the focus, and then press ENTER. 3. Press F4 to open the Object combo box. 4. Press the DOWN ARROW key to select the control, and then press ENTER. 5. Press CTRL+C to copy the control to the Clipboard. 6. Repeat steps 1 through 3 to open the Object combo box. 7. Press the DOWN ARROW key to select the section, and then press ENTER. 8. Press CTRL+V to paste the control in the upper-left corner of the section. To paste multiple copies, press CTRL+V repeatedly. 9. To adjust the location of the control by using property settings, select the control and press ALT+V+P to display the control's property sheet. Press CTRL+TAB to select the All tab. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control and SHIFT+ARROW to resize the control as needed. Learn about shortcut keys for editing controls.
Place a text box or another control on a data access page by using the keyboard
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1. Open the data access page in Design view. 2. Press ALT. 3. Press CTRL+TAB to put focus on the toolbox. Note If the toolbox is not displayed, press the access keys ALT+V+O. 4. Press TAB repeatedly until you select the desired control. 5. Press SHIFT+ENTER to add the control to the upper-left corner of the selected section. 6. Make sure the control is still selected, and press the access keys ALT+V+P to display the control's property sheet. Then, press CTRL+TAB to select the All tab. 7. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control. Learn about shortcut keys for editing controls.
Place a text box or another control on a form or report by using the keyboard 1. Press ALT. 2. Press CTRL+TAB twice to put focus on the toolbox. Note If the toolbox is not displayed, press CTRL+SHIFT+F10 to display the toolbar shortcut menu. Use the DOWN ARROW key to select Toolbox, and then press ENTER. 3. Press TAB repeatedly until you select the desired control. 4. Press SHIFT+ENTER to add the control to the upper-left corner of the form or report detail section. 5. Make sure the control is still selected, and press ALT+V+P to display the control's property sheet. Then, press CTRL+TAB to select the All tab. 6. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control and SHIFT+ARROW to resize the control as needed. Learn about shortcut keys for editing controls. Learn how to copy the control on a form or report by using the keyboard.
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Rearrange columns in Datasheet view by using the keyboard 1. Move the insertion point to a field in the column of the datasheet or subdatasheet you want to move. Learn about navigating in a datasheet or navigating between a datasheet and subdatasheet. 2. If the entire field is not already highlighted, press F2. 3. To select the entire column, press CTRL+SPACEBAR. You can select more than one column by pressing SHIFT+LEFT ARROW or SHIFT+RIGHT ARROW. (This has to be done before you enter Move mode.) 4. To turn on Move mode, press CTRL+SHIFT+F8. 5. To move the column to the right, press the RIGHT ARROW key. To move the column to the left, press the LEFT ARROW key. 6. To turn off Move mode, press ESC.
Define relationships by using the keyboard 1. Close any tables that you have open. You can’t create or modify relationships between open tables. 2. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 4. If your database doesn’t have any relationships defined, the Show Table dialog box appears automatically. If you need to add the tables that you want to relate, and the Show Table dialog box does not appear, press ALT+R to select the Relationships menu, and then press T to open the Show Table dialog box. If the tables that you want to relate already appear in the Relationships window, skip to step 7. 5. In the Show Table dialog box, select the first table that you want to relate, and then press ENTER to add it to the Relationships window. 6. Repeat step 5 for any other tables you want to relate, and then press ALT+C to close the Show Table dialog box. 7. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box. 8. Press ALT+N to open the Create New dialog box.
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9. In the Left Table Name box, select the name of the table that contains the primary key. 10. In the Right Table Name box, select the name of the table that contains the foreign key. 11. In the Left Column Name box, select the primary key field, and in the Right Column Name box, select the foreign key field. The related fields don’t have to have the same names, but they must have the same data type and contain the same kind of information. In addition, when the matching fields are Number fields, they must have the same FieldSize property setting. There are two exceptions to matching data types: you can match an AutoNumber field with a Number field whose FieldSize property is set to Long Integer; and you can match an AutoNumber field with a Number field if the FieldSize property for both fields is set to Replication ID. 12. Press ENTER. 13. In the Edit Relationships dialog box, use the arrow keys to make sure that the two columns contain the field names you want; you can change them if necessary, or you can specify additional fields if you are using a multiple-field primary key. Set relationship options if necessary. For information about a specific item in the Relationships dialog box, select the item and then press F1. 14. Press ALT+C to create the relationship. 15. Repeat steps 5 through 14 for each pair of tables you want to relate. Notes
If you need to view all the relationships that are defined in the database, press ALT+R to select the Relationships menu, and then press L. To view only the relationships defined for a particular table, select that table, press ALT+R to select the Relationships menu, and then press D.
If you need to make a change to the design of a table, select that table; press SHIFT+F10 to select the shortcut menu, and then select Table Design.
You can create relationships for queries as well as tables. However, referential integrity isn't enforced with queries.
To create a relationship between a table and itself, add that table twice. This is useful in situations where you need to perform a lookup within the same table. For example, in the Employees table in the Northwind sample database, a relationship has been defined between the EmployeeID and ReportsTo fields, so that the ReportsTo field can display employee data from a matching EmployeeID.
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What do you want to do? Define a relationship Edit or delete a relationship Define the default join type
Edit or delete a relationship by using the keyboard 1. Close any tables that you have open. You can’t modify or delete relationships between open tables. 2. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 4. Press ALT+R to select the Relationships menu, and then select press R to open the Edit Relationships dialog box. 5. Press ALT+T. In the Table/Query box, select the name of the table that contains the primary key, and then make sure that the appropriate table appears in the Related Table/Query box. 6. Set the relationship options if necessary. For more information about a specific item in the Relationships dialog box, select the item, and then press F1. 7. If you want to delete the relationship, press ENTER, and then press DELETE.
Define the default join type by using the keyboard 1. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 2. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 3. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box. 4. Press ALT+T. In the Table/Query box, select the name of the table that contains the primary key,
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and then select the appropriate table in the Related Table/Query box. 5. Press ALT+J. In the Join Properties dialog box, select the desired join type. Option 1 defines an inner join. This is the default. Option 2 defines a left outer join. Option 3 defines a right outer join. Note You cannot change the default join type if the tables are linked tables. If the linked tables are stored in another Microsoft Access database, you can open the database in which they are stored to set the join type. Defining the join type for a relationship in the Relationships window doesn't affect the relationship itself; instead it sets the kind of join that will be used by default when creating queries based on the related tables. You can always override the default join type later when defining a query. Learn more about join types.
Change the size of all toolbar buttons at once 1. On the View menu, point to Toolbars, and then click Customize. 2. Click the Options tab, and then select or clear the Large Icons check box. Note This setting affects all Microsoft Office programs.
Add separator bars between toolbar buttons, menu commands, or menus You can add separator bars to group related buttons, commands, and menus. For example, the New Database, Open Database, and Save buttons are grouped on the Database toolbar with a bar after the Save button. 1. On the View menu, point to Toolbars, and then click Customize. 2. Show the toolbar, menu bar, or shortcut menu you want to group related buttons, menus, or commands on. 3. Leave the Customize dialog box open. On the toolbar, menu bar, or shortcut menu, right-click the button, menu, or command before which you want to add a separator bar, and then click Begin A Group on the shortcut menu.
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To remove the separator bar, click Begin A Group again to uncheck it.
Create a custom toolbar for the current database 1. On the View menu, point to Toolbars, and then click Customize. 2. On the Toolbars tab, click New. 3. In the Toolbar Name box, type the name you want, and then click OK. 4. On the Toolbars tab, click Properties. 5. Set any properties you want, and then click Close. The new toolbar is now placed to the right of the Customize dialog box. 6. To complete the toolbar, do the following: Add buttons from the Customize dialog box. For more information, click
.
Move or copy a button from another toolbar. For more information, click
.
Notes
You can also add menus to a toolbar.
Microsoft Access can automatically create a toolbar containing buttons that run existing macros. For more information, click .
You can attach the custom toolbar to a form or report. For more information, click .
Create a toolbar for all Access databases and Access projects To design a toolbar that's available in all your Microsoft Access databases and Microsoft Access projects, add buttons to the blank built-in toolbars, Utility 1 and Utility 2. 1. On the View menu, point to Toolbars, and then click Customize. 2. On the Toolbars tab, select the check box for Utility 1 or Utility 2 in the Toolbars box. 3. To complete the toolbar, do the following: Add buttons from the Customize dialog box. For more information, click
.
Move or copy a button from another toolbar. For more information, click
.
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Note You can also add menus to a toolbar.
Change the fonts and background colors in a Help topic What do you want to do? Change the text and background color in a Help topic Change the font in a Help topic Make Access more accessible
Not sure which choice you want?
Create custom colors for a section or control on a form or report If the palette doesn't have the color that you need, you can create your own custom colors. 1. Open a form in Design view or a report in Design view. 2. Open the property sheet for the section or control. 3. Click the ForeColor (for text in a control), BackColor, or BorderColor property. 4. Click the Build button
next to the property box to open the Color dialog box.
5. Click Define Custom Colors to expand the dialog box. 6. Click one of the Custom Color boxes on the left side of the dialog box. 7. Click on any part of the color refiner box that has the color you want. The color refiner box displays all of the available custom colors. 8. Drag the arrow beside the luminosity bar to define the brightness of the color selected in the color refiner box. Microsoft Access displays the color you create in the left side of the Color/Solid box. If you want to see the solid color most closely resembling the one you've created, double-click the right side of the Color/Solid box.
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9. Click Add To Custom Colors. Access displays the custom color you created in the Custom Color box. Note You can also create a color by typing numbers in the Red, Green, Blue, Hue, Sat (saturation), and Lum (luminosity) boxes.
Change the background color of a control or section 1. Open a form in Design view, a report in Design view, or a data access page in Design view. 2. Click the control or section that you want to change. 3. On the Form/Report Formatting toolbar or the Data Access Page Formatting toolbar, click the arrow next to Fill/Back Color
.
4. Click a color in the palette. Notes
If you want to use the same color for another control or section, you can just click Fill/Back (you don't have to click the arrow next to the button and pick the color again from the Color palette). If you want to set different colors for several controls at once, click the arrow next to Fill/Back Color
, click the border of the color palette, and drag it to another location. This
way you don't need to click Fill/Back Color
each time you want to apply a color.
If the palette doesn't include the color that you want, you can create your own custom colors. How?
Set screen resolution to show more or less on the screen 1. On the Windows Start menu, point to Settings, and then click Control Panel. 2. Double-click the Display icon
.
3. Click the Settings tab.
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4. Under Display Area, drag the slider to change the screen resolution. Note Your monitor and video adapter determine whether you can change your screen resolution.
Work with AutoCorrection What do you want to do? Automatically correct typing when I'm entering data Correct two capital letters in a row automatically when I'm entering data Automatically capitalize names of days when I'm entering data Add an AutoCorrect entry while checking spelling Stop the automatic correction of an entry I make when I'm entering data Stop automatic corrections that occur when I'm entering data Use AutoCorrection in a text box or combo box control
Insert the value that is in the same field in the previous record 1. Open a Datasheet. 2. Click in the field in which you want to insert the value. 3. Press CTRL+APOSTROPHE (').
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Microsoft Access accessibility Access contains accessibility features that make it easier to use for people who are blind or have low vision, or have limited movement or dexterity. Learn about accessibility features.
What do you want to do? Use the keyboard instead of the mouse Use keyboard shortcuts Manage relationships by using the keyboard Place a text box or other control on a form or report by using the keyboard Place a text box or other control on a data access page by using the keyboard Copy a text box or other control on a form or report by using the keyboard Rearrange columns in Datasheet view by using the keyboard
Customize toolbars and menus Change the size of all toolbar buttons at once Organize toolbar buttons, menu commands, or menus into groups by using separator bars Create a custom toolbar for the current database Create a custom toolbar for all databases Change the fonts and background colors in a Help topic
Customize text boxes or other controls Create custom colors for a section or control on a form or report Change the background color of a control or section
Enter data Insert repeated entries in a column by using the keyboard Make Access correct text automatically
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Additional services Learn more about accessibility information on the Web
About accessibility for people with disabilities This topic provides reference information about: Accessibility features in Microsoft Access Customizing the operating system Printed information about Microsoft services
Accessibility features in Microsoft Access If you have disabilities, you can do the following to take advantage of accessibility features in Access:
View and print lists of all available shortcut keys.
Use the keyboard to define relationships, add or copy text boxes or other controls on forms and reports, and rearrange columns in Datasheet view.
Create a toolbar that contains only the buttons and menus you use most often for the current database or for all your databases. You can also increase the size of the buttons and group related buttons together.
Set menus to display all commands all the time, as in Microsoft Office 97. You can also change toolbars to appear as they did in Office 97.
Create custom colors or change the background color for a section or control on a form or report.
Insert repeated entries in a column quickly by using the keyboard.
Automatically correct common typing errors and even specify a list of errors you want corrected as you type.
Learn about making Access more accessible. Return to top
Customizing the operating system If you're running Microsoft Windows 95 on your computer, you can set or change system accessibility options. For example, with the Windows MouseKeys feature you can use the numeric keypad to move the mouse pointer and to click, double-click, and drag objects. To change the accessibility options, press
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CTRL+ESC to open the Windows Start menu, select Settings, and then select Control Panel. Select the Accessibility Options icon, press CTRL+TAB to select the tab you want, and then use the keyboard to select the options you want. For Help on an option, select the option and press SHIFT+F1. If you have access to the World Wide Web, you can learn more about using accessibility features included in Microsoft operating systems and other Microsoft products. Return to top
Printed information about Microsoft services More complete information about Microsoft services for people with disabilities is available in an appendix in the Discovering Microsoft Office 2000 book, available with Office 2000. For example, you'll find information about how people who are deaf or hard-of-hearing can contact the Microsoft Sales and Information Center or the Microsoft Support Network. You'll also find information about obtaining Microsoft documentation from Recording for the Blind & Dyslexic, Inc., for those who have difficulty reading or handling printed documentation. The appendix also describes third-party hardware and software products that make personal computers easier to use for people with disabilities, and lists organizations to contact for more information. Return to top
Keyboard shortcuts You can use shortcut keys for quick access to frequently used commands or operations. The topics below list the shortcut keys available in Microsoft Access. You can also use access keys to move the focus to a menu, command, or control without using the mouse. Learn how to perform tasks with access keys. This topic provides links to topics in the following areas: General shortcut keys Shortcut keys for working with text and data Shortcut keys for navigating records Shortcut keys for working in data access pages
Which shortcut keys do you want to use? General shortcut keys Global Microsoft Access shortcut keys
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Database window shortcut keys Work with menus Work with toolbars Work in windows and dialog boxes Work with the Open, File New Database, and Save dialog boxes Get Help from the Office Assistant Work with the Help window Send e-mail messages Return to top
Shortcut keys for working with text and data Select text and data Edit text and data Return to top
Shortcut keys for navigating records Navigate in Datasheet view Navigate in subdatasheets Navigate in Form view Navigate in Print Preview and Layout Preview Navigate in the Database Diagram window in a Microsoft Access project Navigate in the Query Designer in an Access project Return to top
Shortcut keys for working in data access pages Work with data access pages in Page view Work with data access pages in Design view
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Work with a PivotTable list Work with a spreadsheet Return to top Note To learn about keyboard shortcuts you can use in the Visual Basic Editor, open the editor and start Visual Basic Editor Help. In the Help window, press CTRL+TAB to select the Contents tab. Select Visual Basic User Interface Help and press ENTER; select Shortcuts and press ENTER; and then select the topic you want to view and press ENTER.
Copy a text box or another control on a form or report by using the keyboard 1. Press ALT. 2. Press CTRL+TAB until the Object combo box on the Formatting (Form/Report) toolbar has the focus, and then press ENTER. 3. Press F4 to open the Object combo box. 4. Press the DOWN ARROW key to select the control, and then press ENTER. 5. Press CTRL+C to copy the control to the Clipboard. 6. Repeat steps 1 through 3 to open the Object combo box. 7. Press the DOWN ARROW key to select the section, and then press ENTER. 8. Press CTRL+V to paste the control in the upper-left corner of the section. To paste multiple copies, press CTRL+V repeatedly. 9. To adjust the location of the control by using property settings, select the control and press ALT+V+P to display the control's property sheet. Press CTRL+TAB to select the All tab. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control and SHIFT+ARROW to resize the control as needed. Learn about shortcut keys for editing controls.
Place a text box or another control on a data access page by using the keyboard
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1. Open the data access page in Design view. 2. Press ALT. 3. Press CTRL+TAB to put focus on the toolbox. Note If the toolbox is not displayed, press the access keys ALT+V+O. 4. Press TAB repeatedly until you select the desired control. 5. Press SHIFT+ENTER to add the control to the upper-left corner of the selected section. 6. Make sure the control is still selected, and press the access keys ALT+V+P to display the control's property sheet. Then, press CTRL+TAB to select the All tab. 7. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control. Learn about shortcut keys for editing controls.
Place a text box or another control on a form or report by using the keyboard 1. Press ALT. 2. Press CTRL+TAB twice to put focus on the toolbox. Note If the toolbox is not displayed, press CTRL+SHIFT+F10 to display the toolbar shortcut menu. Use the DOWN ARROW key to select Toolbox, and then press ENTER. 3. Press TAB repeatedly until you select the desired control. 4. Press SHIFT+ENTER to add the control to the upper-left corner of the form or report detail section. 5. Make sure the control is still selected, and press ALT+V+P to display the control's property sheet. Then, press CTRL+TAB to select the All tab. 6. Adjust the Left and Top property settings to move the control to the desired location on the form or report, and then press ALT+F4 to close the property sheet. Alternatively, press CTRL+ARROW to manually move the control and SHIFT+ARROW to resize the control as needed. Learn about shortcut keys for editing controls. Learn how to copy the control on a form or report by using the keyboard.
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Rearrange columns in Datasheet view by using the keyboard 1. Move the insertion point to a field in the column of the datasheet or subdatasheet you want to move. Learn about navigating in a datasheet or navigating between a datasheet and subdatasheet. 2. If the entire field is not already highlighted, press F2. 3. To select the entire column, press CTRL+SPACEBAR. You can select more than one column by pressing SHIFT+LEFT ARROW or SHIFT+RIGHT ARROW. (This has to be done before you enter Move mode.) 4. To turn on Move mode, press CTRL+SHIFT+F8. 5. To move the column to the right, press the RIGHT ARROW key. To move the column to the left, press the LEFT ARROW key. 6. To turn off Move mode, press ESC.
Define relationships by using the keyboard 1. Close any tables that you have open. You can’t create or modify relationships between open tables. 2. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 4. If your database doesn’t have any relationships defined, the Show Table dialog box appears automatically. If you need to add the tables that you want to relate, and the Show Table dialog box does not appear, press ALT+R to select the Relationships menu, and then press T to open the Show Table dialog box. If the tables that you want to relate already appear in the Relationships window, skip to step 7. 5. In the Show Table dialog box, select the first table that you want to relate, and then press ENTER to add it to the Relationships window. 6. Repeat step 5 for any other tables you want to relate, and then press ALT+C to close the Show Table dialog box. 7. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box. 8. Press ALT+N to open the Create New dialog box.
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9. In the Left Table Name box, select the name of the table that contains the primary key. 10. In the Right Table Name box, select the name of the table that contains the foreign key. 11. In the Left Column Name box, select the primary key field, and in the Right Column Name box, select the foreign key field. The related fields don’t have to have the same names, but they must have the same data type and contain the same kind of information. In addition, when the matching fields are Number fields, they must have the same FieldSize property setting. There are two exceptions to matching data types: you can match an AutoNumber field with a Number field whose FieldSize property is set to Long Integer; and you can match an AutoNumber field with a Number field if the FieldSize property for both fields is set to Replication ID. 12. Press ENTER. 13. In the Edit Relationships dialog box, use the arrow keys to make sure that the two columns contain the field names you want; you can change them if necessary, or you can specify additional fields if you are using a multiple-field primary key. Set relationship options if necessary. For information about a specific item in the Relationships dialog box, select the item and then press F1. 14. Press ALT+C to create the relationship. 15. Repeat steps 5 through 14 for each pair of tables you want to relate. Notes
If you need to view all the relationships that are defined in the database, press ALT+R to select the Relationships menu, and then press L. To view only the relationships defined for a particular table, select that table, press ALT+R to select the Relationships menu, and then press D.
If you need to make a change to the design of a table, select that table; press SHIFT+F10 to select the shortcut menu, and then select Table Design.
You can create relationships for queries as well as tables. However, referential integrity isn't enforced with queries.
To create a relationship between a table and itself, add that table twice. This is useful in situations where you need to perform a lookup within the same table. For example, in the Employees table in the Northwind sample database, a relationship has been defined between the EmployeeID and ReportsTo fields, so that the ReportsTo field can display employee data from a matching EmployeeID.
Manage relationships by using the keyboard file://C:\Documents and Settings\n.sagar\Local Settings\Temp\~hh4735.htm
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What do you want to do? Define a relationship Edit or delete a relationship Define the default join type
Edit or delete a relationship by using the keyboard 1. Close any tables that you have open. You can’t modify or delete relationships between open tables. 2. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 4. Press ALT+R to select the Relationships menu, and then select press R to open the Edit Relationships dialog box. 5. Press ALT+T. In the Table/Query box, select the name of the table that contains the primary key, and then make sure that the appropriate table appears in the Related Table/Query box. 6. Set the relationship options if necessary. For more information about a specific item in the Relationships dialog box, select the item, and then press F1. 7. If you want to delete the relationship, press ENTER, and then press DELETE.
Define the default join type by using the keyboard 1. If you haven’t already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window. 2. Press ALT+T to select the Tools menu, and then press R to open the Relationships window. 3. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box. 4. Press ALT+T. In the Table/Query box, select the name of the table that contains the primary key,
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and then select the appropriate table in the Related Table/Query box. 5. Press ALT+J. In the Join Properties dialog box, select the desired join type. Option 1 defines an inner join. This is the default. Option 2 defines a left outer join. Option 3 defines a right outer join. Note You cannot change the default join type if the tables are linked tables. If the linked tables are stored in another Microsoft Access database, you can open the database in which they are stored to set the join type. Defining the join type for a relationship in the Relationships window doesn't affect the relationship itself; instead it sets the kind of join that will be used by default when creating queries based on the related tables. You can always override the default join type later when defining a query. Learn more about join types.
Change the size of all toolbar buttons at once 1. On the View menu, point to Toolbars, and then click Customize. 2. Click the Options tab, and then select or clear the Large Icons check box. Note This setting affects all Microsoft Office programs.
Add separator bars between toolbar buttons, menu commands, or menus You can add separator bars to group related buttons, commands, and menus. For example, the New Database, Open Database, and Save buttons are grouped on the Database toolbar with a bar after the Save button. 1. On the View menu, point to Toolbars, and then click Customize. 2. Show the toolbar, menu bar, or shortcut menu you want to group related buttons, menus, or commands on. 3. Leave the Customize dialog box open. On the toolbar, menu bar, or shortcut menu, right-click the button, menu, or command before which you want to add a separator bar, and then click Begin A Group on the shortcut menu.
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To remove the separator bar, click Begin A Group again to uncheck it.
Create a custom toolbar for the current database 1. On the View menu, point to Toolbars, and then click Customize. 2. On the Toolbars tab, click New. 3. In the Toolbar Name box, type the name you want, and then click OK. 4. On the Toolbars tab, click Properties. 5. Set any properties you want, and then click Close. The new toolbar is now placed to the right of the Customize dialog box. 6. To complete the toolbar, do the following: Add buttons from the Customize dialog box. For more information, click
.
Move or copy a button from another toolbar. For more information, click
.
Notes
You can also add menus to a toolbar.
Microsoft Access can automatically create a toolbar containing buttons that run existing macros. For more information, click .
You can attach the custom toolbar to a form or report. For more information, click .
Create a toolbar for all Access databases and Access projects To design a toolbar that's available in all your Microsoft Access databases and Microsoft Access projects, add buttons to the blank built-in toolbars, Utility 1 and Utility 2. 1. On the View menu, point to Toolbars, and then click Customize. 2. On the Toolbars tab, select the check box for Utility 1 or Utility 2 in the Toolbars box. 3. To complete the toolbar, do the following: Add buttons from the Customize dialog box. For more information, click
.
Move or copy a button from another toolbar. For more information, click
.
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Note You can also add menus to a toolbar.
Change the fonts and background colors in a Help topic What do you want to do? Change the text and background color in a Help topic Change the font in a Help topic Make Access more accessible
Not sure which choice you want?
Create custom colors for a section or control on a form or report If the palette doesn't have the color that you need, you can create your own custom colors. 1. Open a form in Design view or a report in Design view. 2. Open the property sheet for the section or control. 3. Click the ForeColor (for text in a control), BackColor, or BorderColor property. 4. Click the Build button
next to the property box to open the Color dialog box.
5. Click Define Custom Colors to expand the dialog box. 6. Click one of the Custom Color boxes on the left side of the dialog box. 7. Click on any part of the color refiner box that has the color you want. The color refiner box displays all of the available custom colors. 8. Drag the arrow beside the luminosity bar to define the brightness of the color selected in the color refiner box. Microsoft Access displays the color you create in the left side of the Color/Solid box. If you want to see the solid color most closely resembling the one you've created, double-click the right side of the Color/Solid box.
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9. Click Add To Custom Colors. Access displays the custom color you created in the Custom Color box. Note You can also create a color by typing numbers in the Red, Green, Blue, Hue, Sat (saturation), and Lum (luminosity) boxes.
Change the background color of a control or section 1. Open a form in Design view, a report in Design view, or a data access page in Design view. 2. Click the control or section that you want to change. 3. On the Form/Report Formatting toolbar or the Data Access Page Formatting toolbar, click the arrow next to Fill/Back Color
.
4. Click a color in the palette. Notes
If you want to use the same color for another control or section, you can just click Fill/Back (you don't have to click the arrow next to the button and pick the color again from the Color palette). If you want to set different colors for several controls at once, click the arrow next to Fill/Back Color
, click the border of the color palette, and drag it to another location. This
way you don't need to click Fill/Back Color
each time you want to apply a color.
If the palette doesn't include the color that you want, you can create your own custom colors. How?
Set screen resolution to show more or less on the screen 1. On the Windows Start menu, point to Settings, and then click Control Panel. 2. Double-click the Display icon
.
3. Click the Settings tab.
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4. Under Display Area, drag the slider to change the screen resolution. Note Your monitor and video adapter determine whether you can change your screen resolution.
Work with AutoCorrection What do you want to do? Automatically correct typing when I'm entering data Correct two capital letters in a row automatically when I'm entering data Automatically capitalize names of days when I'm entering data Add an AutoCorrect entry while checking spelling Stop the automatic correction of an entry I make when I'm entering data Stop automatic corrections that occur when I'm entering data Use AutoCorrection in a text box or combo box control
Insert the value that is in the same field in the previous record 1. Open a Datasheet. 2. Click in the field in which you want to insert the value. 3. Press CTRL+APOSTROPHE (').
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