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Intro

In lesson 104, you will learn how to use Microsoft Access to build a contact management system from scratch. We'll start by creating a contact table to track calls or messages for each customer, set up a contact query for listing records between two dates, and go over techniques like string concatenation. The lesson also focuses on designing a custom contact report, including sorting and grouping, as well as working with headers, footers, and page numbers. This lesson builds on material from Access 101, 102, and 103.

Transcript

Welcome to Microsoft Access 104 using Microsoft Access, brought to you by 599CD.com. I am your instructor, Richard Rost.

Let's go over the objectives for today's class. Today we're going to build a contact management system. We're going to start off by building a contact table where you can track contacts or phone calls from each of your customers. We're going to build a contact query. You can use it to generate a list of contacts between two dates.

For example, we'll show you some additional neat tricks like string concatenation. We'll also spend a lot of time building a customized contact report. We're going to show you sorting and grouping, page numbers and footers, page headers, report headers and footers, and a lot of other report tricks.

Prerequisites: This class follows Microsoft Access 103. We strongly recommend you take Access 101, 102, and 103 before taking this class. We will be using Microsoft Access XP and Windows XP in class. You should find the lessons in this class are valid for just about any version of Microsoft Access, whether you're using XP, 2000, 97, or even 95. Your version of Windows does not matter for this class.

We recommend you sit back and watch the first time through so that you can get a feel for all the lessons. Then, replay the lesson and follow along on your computer with the examples. Do not try to apply what you learn immediately. Do our examples and let them sink in. When you're done with the class, go ahead and try to apply what you've learned to your database.

Sample database files have been installed on your computer. You can find them in this folder: C:\\Program Files\\599CD\\Access 104\\Help. You'll find two copies of the database: one as we left it at the end of Access 103, which is what we'll start with today, and the other will be a copy of the database at the end of class, the Access 104 class.

Again, we strongly recommend you take Access 101, 102, and 103 first and build the database on your own. You'll learn much more if you build it yourself. If you haven't, feel free to use these databases to follow along.

The most important bit of advice we can give you is to try to have fun. If Access is just work to you, you're not going to want to learn it as much as if you can find something that you do personally to have fun with it.

Quiz

Q1. What is the main project you will build in Microsoft Access 104?
A. Inventory management system
B. Payroll tracking system
C. Contact management system
D. Sales order tracking system

Q2. Which prerequisite courses are recommended before taking Access 104?
A. Access 101 only
B. Access 101 and 102 only
C. Access 101, 102, and 103
D. Access 101, 102, and 201

Q3. What type of query will you build in this class?
A. Update query for prices
B. Contact query for selecting contacts between two dates
C. Delete query for removing duplicate records
D. Crosstab query for sales data

Q4. What report features will be covered in this class?
A. Exporting reports to Excel only
B. Merging reports into Word
C. Sorting, grouping, page headers, footers, and report tricks
D. Creating charts and graphs

Q5. What is recommended for learning the lessons effectively?
A. Read only the course manual
B. Watch the videos on mute
C. Watch the class completely, then follow along with examples on your own computer
D. Apply everything as soon as you learn it without practice

Q6. Where are the sample database files for this class located?
A. C:\\Documents\\My Access Files\B. C:\\Program Files\\599CD\\Access 104\\Help
C. On a USB drive provided in class
D. Online download only

Q7. Which versions of Windows or Access are required for this class to be valid?
A. Only Windows XP and Access XP
B. Any version of Access; Windows version does not matter
C. Only Windows 7 and Access 2010
D. Only Mac OS X and Access 2011

Q8. What advice does the instructor give to help you enjoy learning Access?
A. Memorize all command buttons
B. Try to have fun and work on something personal
C. Only use the template files provided
D. Focus only on business-related databases

Answers: 1-C; 2-C; 3-B; 4-C; 5-C; 6-B; 7-B; 8-B

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from the Microsoft Access Learning Zone covers the material in Microsoft Access 104, where I will guide you through building a simple contact management system from the ground up.

The first thing we'll tackle is creating a contact table. This will allow you to keep track of every contact or phone call related to each of your customers. After that, we will set up a contact query, which is a powerful tool for generating lists of contacts that fall between any two dates you choose.

During this lesson, I plan to share several useful tips and techniques. One example is string concatenation, which is a handy way to combine different text fields into a single value. We will also spend a significant part of the class working on a completely customized contact report. In that section, I will show you how to implement sorting and grouping, add page numbers and footers, use both page headers and report headers, and apply a range of other tricks to take your Access reports to the next level.

This class is designed as a direct continuation of Microsoft Access 103, so it is important to have completed Access 101, 102, and 103 beforehand. The lessons here make use of Microsoft Access XP and Windows XP, but everything we cover will still be applicable if you are using other Access versions, including Access 2000, 97, or even 95. The version of Windows you use is not important for this class.

My advice is to watch the lesson all the way through before you try to practice the skills yourself. Once you are familiar with the material, play the video again and follow along with the examples on your own computer. It's best to focus on understanding the lessons first, practice with my examples, and only then try to apply everything you've learned to your own database projects.

To help you with this process, I have provided sample database files that should be installed on your system in this folder: C:\\Program Files\\599CD\\Access 104\\Help. There are two databases available: the first matches the finishing point from Access 103 and is your starting point for this course, and the second is your completed database as it should look at the end of Access 104.

Remember, it is far more beneficial if you build your own copy of the database by working through the previous courses. However, if you are just following along or reviewing concepts, you are welcome to use the sample databases I have provided.

Above all, try to enjoy the process. If working in Access starts to feel like nothing but a chore, it will be hard to motivate yourself to learn. Find something about it that interests you, and use that as encouragement to practice and improve your skills.

You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.

Topic List

Building a contact table for tracking customer calls
Creating a contact query to filter records by date range
Using string concatenation in Access
Designing a customized contact report
Adding sorting and grouping to reports
Working with page headers and footers in reports
Using report headers and footers in Access
Applying additional report design techniques