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Access 2010 Expert 1
By Richard Rost   Richard Rost on Twitter Richard Rost on LinkedIn Email Richard Rost   8 years ago

This is the first Microsoft Access video tutorial in the Expert series. It picks up where Beginner Level 9 left off. This class covers fixing the contact history table that we started in the last class. I intentionally showed you the wrong way to build it last time. Now we'll build it correctly. You will learn:

- Relational Database Concepts
- Primary & Foreign Key Fields
- Types of Relationships
- Focus on One-to-Many Relationships
- Ad Hoc Query Joins
- Left Joins to Show All Records
- Relational Combo Boxes
- Fixing Lead Source & Shipping Combos
- Select a Customer on the Contact Form

Click here for more information on Access 2010 Expert Level 1, including a course outline, sample videos, and more.

What happens when Upload Images   Link 
Julie Hunt 
3 months ago
I understand the concept of relationships much better than I did but... I will probably get may answer in Level 2 but I will ask now just in case.  I have educational events/conferences that happen annually and each year the attendees are different, there may be 10% or so that are repeats.  I usually have from 150 - 300+ attendees, I want to offer transcripts to my attendees for their educational credits SO what happens when there are a) numerous attendees and b) HELP!!
Adam Schwanz
3 months ago
Maybe I'm not following what you're asking, but it looks like you want to assign multiple attendees to conferences, and perhaps multiple conferences to attendees. What you would need for that is a junction table.

If that's not what you're asking for, could you elaborate a little more? Thanks
Julie Hunt
3 months ago
Yes you are correct.  That is one of the relationships I want to develop and I also want to be able to report on a single participant over a course of 6 years, which is the accreditation term for ACCME (Accredited Council for Continuing Medical Education), who want their accredited providers to  "Describe the mechanism your organization uses to record and verify physician participation for six years from the date of your CME activities". As I researched Access I began to believe that I could develop a database to do that.  I have lots of ideas buzzing around in my head but I am not sure if my theory has a practical application benefit, obviously due to my lack of expertise.  To date I have used Excel tables to record participation but to create a report is laborious and somewhat frustrating.
Adam Schwanz
3 months ago
Ah, a report would be able to handle that very well. I would just base it off a query so you can control what's printed (or you can use a form and print the report from the form). Then you can filter out to only print people that are included in a specific conference and/or to filter out by the last 6 years.

Access can pretty much do anything (almost), it's just a matter of knowing how to get it to do what you want.
Julie Hunt
3 months ago
I would like to create a transcript form/report.  Should I do the query first?
Adam Schwanz
3 months ago
Sure, make a query with the fields you want to use. Then you can use the criteria to limit it to only conference A or however you want to set it up.

If you're going to be printing it directly from the form you can use forms!tablename!fieldname for the conference your on to limit with too if you want. There's a lot of options really, this doesn't seem that complex so you could get there a few different ways.

If you're lost at what to do just keep going forward in the lessons knowing this is absolutely possible.
Julie Hunt
3 months ago
I appreciate your feedback, I am slowly getting a light bulb and intend to purchase the relationships seminar once I absorbed the lessons.  My problem is building the tables, for example a provider has an annual event, which is usually the same title, so do I need to build a table that lists each event and date and so one.  Figuring out the most efficient use of table development is my Achilles heel, so to speak.
Julie Hunt
3 months ago
Okay final question, should I do an event table for each year that lists all of the events for those years, instead of having them all in one table.  I am thinking that may be a better approach.  Thoughts?
Adam Schwanz
3 months ago
That's up to you, I probably would keep them all together.

You can still sort by the convention with the date, or by naming it like Convention 2019, Convention 2020, etc. You can also use queries or filters to only show the records for the particular year you want, even if they're all together in the same table. Putting them separate will probably cause you headaches when you want to say, run a report on the total conventions ever, you'll have to make a relationship between the many tables to use all the information from all the years of conventions, not to mention you're going to have extra work coding when you have to type in different table names instead of just one.
Julie Hunt
3 months ago
I tried to put them all in one table, which worked for 2 years, which numbered 582 but when I tried to copy an additional year, it produced a message that there was not enough room. Is there a limit to the number of records?

Adam Schwanz
3 months ago
There is no limit to records. The field limit is 255 I believe but you wouldn't be adding new ones of those over the years.

What happens if you manually enter data instead of try to copy it? Do you store attachments/files/photos etc in the database? I'm thinking it's much more likely you're at the database size limit. What's the size of the database (MB)?
Julie Hunt
3 months ago
Thanks Adam, I started over again and I got it all to work.  It was great! Now the hard part to design the forms, queries and reports.  Thank goodness for the lessons!
Adam Schwanz
3 months ago
Glad to hear, indeed the lessons are great. Keep learning and this will come easy for you :).
Julie Hunt
3 months ago
Does anyone know what this means "The contents of fields in 0 records were deleted and 103 records were lost due to key violations." and how I fix it?  

Yours confused!
Adam Schwanz
3 months ago
Were you importing from excel or something? Errors are usually data type mismatch (a letter in a field set to number) or duplicate values in a field that is set to be the primary key or indexed no duplicates.
Julie Hunt
3 months ago
Yes I had already imported 2 attendee lists from Excel that worked perfectly but the 3rd one had the error as listed.  Now suddenly my primary key is shown as short text, although it has a primary key attached.  When I try to change it, I get an error. grrr...
Julie Hunt
3 months ago
Never mind, I figured it out.
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