Module 5 Databases -OpenOffice and Microsoft Access
OpenOffice -Change background colors in form layout (Right click on 'customers' ) - as below
Microsoft Access (many sections are similar to the controls in OpenOffice) Change background colors in form layout.
To set the background color of a control - Select the control you wish to modify. Click on the down arrow to the right of the Fill/Back Color icon located on the Formatting toolbar. A palette will be displayed, click on the color you want to use for the background.
Modify table layout attributes.
To select a column using the mouse - Move the mouse pointer over the column selector. It will change to a black, downward pointing arrow. Click the mouse button.
To select adjacent columns using the mouse - Click on a column selector and drag the mouse over the other column selectorsOR click on a column selector and whilst holding down the SHIFT key, click on the last column selector in the range.
To move a column(s) - Select the column(s) and release the mouse button.· Click on the field selector and drag the column(s) to the new location. As you drag the columns a solid bar between columns indicates the current position of the columns being moved.
To change the width of a column - Move the mouse pointer to the line
at the right of the field (column heading). It will change to resemble
a solid vertical bar intersected by a double-headed arrow. Drag the
column border to the size you want.
To change the width of a group of adjacent columns · Select the columns.· Drag the edge of the right most field selector to the new sizeOR click the right-hand mouse button, select Column Width from the drop down menu and enter a new column width.
To change a column to the “best fit” . Move the mouse pointer over the line at the right of the field selector. Double click with the mouse button.
To change a group of adjacent columns to “best fit”. Select the columns.· Click the right-hand mouse button in one of the selected columns. Choose Column Width from the drop down menu. Click on Best Fit.
To change the height of a row - Move the mouse pointer over the line separating two record selectors. Drag the row to the new heightOR click the right-hand mouse button, select Row Height from the drop down menu and enter a new row height. All rows will change to the new height.
To hide a column You can hide columns so that only those of interest are visible for a particular view of the Datasheet. · Select the column that you wish to hide.· Click on the Format drop down menu and then select the Hide Columns command. The column will then be hidden from view, but the data contained within the column will not be affected!
To un-hide a column · Click on the Format drop down menu and then select the Unhide Columns command and a dialog box will be displayed, as illustrated. · In the example illustrated, the Description column has been hidden. To un-hide it, select the Description field check box and then click on the Close button.
To freeze a column or columns Tables frequently have a larger width
than the screen. When this is the case you will lose sight of the left
most fields as you move to the right of the table. Freezing columns
causes the columns chosen to remain on screen as you scroll through
the other columns of the table.· Select the column or columns.
Choose Freeze Columns from the Format menuOR click on the right-hand
mouse button in a column and choose Freeze Columns.
To unfreeze all the columns - Choose Unfreeze All Columns from the Format menu.
To apply Cell Effect formatting - From the Format menu select Datasheet.
This will display the Datasheet Formatting dialog box.
To display or hide gridlines. In the Gridlines Shown section of the
dialog box, select the required options.
To change the color of the table gridlines. In the Gridline Color section
of the dialog box, click on the down arrow and select the color required.
To choose flat, raised or sunken cell effects. In the Cell Effect section
of the dialog box, select the required option, Flat, Raised or Sunken.
To change the background color of selected cells. In the Background
Color section of the dialog box, click on the down arrow and select
the color required.
To change the font for a datasheet - Choose Font from the Format menu to display the following dialog box. Select the desired options from each section of the dialog box. Click on the OK Button.
Modify field attributes.
Background The number and nature of field properties varies according to the data type. In certain cases, clicking to the right of the field property box will reveal a down arrow or Expression Builder button. Click on the down arrow to reveal a drop down selection list.
Field Size Defines the length of a text field. The range limit of a numeric field - there are five to choose from. Look at the information opposite the Field Property section. If you are joining the field to a Counter field in a many-to-one relationship, you must choose Long Integer.
Format Governs the display of dates and numbers. Choose a format from the drop down list.
Input Mask Provides a visual mask to guide input. You can use an Input Mask Wizard for certain standard formats.
Caption Appears instead of the field name in column headings, labels on forms headings in reports etc.
Default Value Is automatically inserted into the field when the record is created. The user can type in another value that replaces the default.
Validation Rule An expression that governs the way in which data has to be input.
Validation Text The text that is displayed if the Validation Rule is broken.
Required Data must be entered in this field.
Allow Zero Length Applies to text and memo fields. It allows a value of space. This is different to a null value which a field has if nothing has been entered.
Indexed This speeds up searching. If you believe you will make frequent
searches on this field, you should index it. The values are No (the
default), Yes (Duplicates OK) and Yes (No Duplicates). Primary key fields
are automatically assigned as Indexed (No Duplicates).
Unicode Compression This option is available for Text, Memo and Hyperlink data types. When enabled it reduces the amount of storage space required by these data types. In the majority of cases this option should be enabled.