• From the View menu, point to Toolbars and click on Drawing.

Here are the PowerPoint Drawing toolbar icons and its function:

To add an AutoShape

• Click on the AutoShapes icon on the PowerPoint Drawing toolbar to display the AutoShapes menu.
• Click on the AutoShape you required to select it.
• Position the mouse pointer at the location where you want the AutoShape to begin.
• Hold down the left mouse button and drag to position the AutoShape on the slide.
• Release the mouse button when the size and proportion you require.
• To further adjust the shape, select the shape and drag the adjustment handle.

To draw a line

• Click the Line icon from the PowerPoint Drawing toolbar. The mouse pointer changes into a cross-hair pointer when moved over the slide.
• Click at the location where you want the line to begin and drag. Release the mouse button when you want the line to end.

To draw an arrow head

• Click the Arrow icon from the PowerPoint Drawing toolbar. The mouse pointer changes into a cross-hair pointer when moved over the slide.
• Click at the location where you want the line to begin and drag. Release the mouse button when you want the arrow to end.

To draw a rectangles

• Click the Rectangle icon from the PowerPoint Drawing toolbar. The mouse pointer changes into a cross-hair pointer when moved over the slide.
• Click at the location where you want the rectangles or ovals to begin and drag to draw the object. When you have finished, releasethe mouse button.

To draw an ovals

• Click the Oval icon from the PowerPoint Drawing toolbar. The mouse pointer changes into a cross-hair pointer when moved over the slide.
• Click at the location where you want the rectangles or ovals to begin and drag to draw the object. When you have finished, releasethe mouse button.

To create a text box

• Click on the Text Box icon on the PowerPoint Drawing toolbar.
• Position the cross-hair pointer using the mouse and depress the left mouse button. Drag the mouse until the size you require, then release the mouse button.
• The text box will appear in the document, and you can now type in text or import a graphic into the text box.

To create a vertical text box

• Click on the Vertical Text Box icon on the PowerPoint Drawing toolbar.
• Position the cross-hair pointer using the mouse and depress the left mouse button. Drag the mouse until the size you require, then release the mouse button.
• The text box will appear in the document, and you can now type in text or import a graphic into the text box.

To create a WordArt object

• Click on the Insert WordArt icon on the PowerPoint Drawing toolbar.

• From the WordArt Gallery select a style to use and click on the OK button.
• From the Edit WordArt Text dialog box displayed, enter the required text in the ‘Your Text Here’ area.
• Click on the OK button to insert the WordArt. You can move the WordArt to the intended place in the slide.

To create a Diagram or Organization Chart

• Click on the Insert Diagram or Organization Chart icon on the PowerPoint Drawing toolbar.

• From the Diagram Gallery select a diagram type and click on the OK button.

To insert a clipart

• Click on the Insert Clip Art icon on the PowerPoint Drawing toolbar to open the Clip Art side pane.

• The Search for: field allows you to enter one or more words pertaining to a specific graphic you wish to search for. Once enter, click on Go button to begin search. Note: Most of the time, this required Internet connection. If you do not have, then…
• Click on the Organize clips… (blue color wordings)
• From the Microsoft Clip Organizer window, double-click on the Office Collections.

• As you can see, there are sub-categories such as academic, agriculture, etc. Each category has few clip arts on it.
• Click on the down arrow at the right hand side of the picture and select Copy.

• Position your mouse cursor at the location where you wish to place the clip art. Click the Paste icon on the Formatting toolbar.

To insert a picture

• Click on the Insert Clip Art icon on the PowerPoint Drawing toolbar to open the Insert Picture dialog box.
• Select the picture you wish to insert and click on Insert button.

• Copy the text from other sources (i.e. Web or Word document)
• Open Microsoft Word, where you wish to paste the text.
• From the Edit menu, click Paste Special

• From the Paste Special dialog box displayed, select Unformatted Text.
• Click OK. You’ll insert the words themselves, without all that extraneous formatting.

• From the View menu, point to Toolbars. It shows the Standard, Advanced and Web.
• Click on the particular wording if you wish to show or hide the toolbar.

The Standard Toolbar
The icons on the Standard toolbar are most frequently used icons. It’s used for general purpose as describe here:

• New – click the icon to create a new message OR Click on the arrow beside the icon to open the drop-down menu.
• Print – allows you to print messages, attachments, calendars and tasks – anything that is displayed in the main viewing area.
• Move to Folder – to instantly move a selected message between various folders.
• Delete – removes any selected item from a message or task to a calendar item.
• Reply – to create a reply message for a message selected from the Inbox Information view without having to open it.
• Reply to All – create a reply message to all recipients addressed in the original message without having to open it.
• Forward – you can create a forwarding message to another recipient without having to open it.
• Send/Receive – to instantly refresh any mail being sent, or any in-coming mail.
• Find – to search for a message by contact name, content, or from any area where messages may be held.
• Address Book – opens the Address book so you can search for and select a contact name.
• Find a Contact – to enter a contact name, and open the contact’s information dialog box.
• Help – opens the Microsoft Outlook Help pane.

The Web Toolbar
The Web toolbar is similar to the Internet Explorer Standard buttons. Most of the time we use this toolbar when surfing the net. Let’s see the toolbar icons:

• Back – allow you to move back to past views (page) as required.
• Forward – allow you to move forward to a page after moving back from it. It’s only available within the Outlook main viewing area, and the Back button has been used.
• Stop – if click, the search for a page is stopped.
• Refresh – if click, the current page will refresh (reload).
• Start Page – will go to the start or default page.
• Search the Web – will bring out the search page for you to search for information.
• Address – Either type a web page address, or select the arrow at the end of the field to open the drop-down menu containing a list of previously viewed sites.

The Advanced Toolbar
This toolbar will give you more options to navigate the page. See the available icons and its function below:

• Outlook Today – allows you to quickly open the Outlook Today pane in the main viewing area.
• Back – to move back from the current view in the viewing area to the preceding view.
• Forward – is active when using an Internet application through Outlook, allowing you to move forward to pages already viewed.
• Up One Level – allows you to move up through the list of folders, even if the Folder List bar is not open.
• Reading Pane – allows you to quickly open or close the Reading Pane.
• Print Preview – allows you to open the Print Preview dialog box and view the selected item in the Information view that is to be printed.
• Undo – allows you to undo message deletions, without having to go into the Deleted Items folder, finding the item, and dragging it out.
• Current View – allows you to sort how items are viewed. It depend on which view that you are in: Mail, calendar, contacts, etc.
• Group By Box – allows you to group emails by sender name, by subject heading, date received, and more.
• AutoPreview – allows you to quickly open the AutoPreview function.

in Database window, drop down Tools menu, and select Relationships… option.

The Show table dialogue box will appear: Click on one of the tables required in the relationship and click on the Add button; or double-click the name of the table. Repeat the previous step to add the second table, and so on. Finally click on the Close button to finish adding tables.

Now the Relationships window will appear with the tables added before. To create the relationship: Drag the field of the principal table to the equivalent field in the related table. In our case drag Number (in Customers table) to Customer (in Invoices table). Normally you drag the primary key of the primary table. To relate tables with two or more fields, first select the fields mantaining CTRL key down, and then drag them.

The Edit relationships dialogue box appears next: At the top should be the names of the related tables (Customers and Invoices) and below this the names of the related fields (Number and Customer). Observe! they always have to be the same kinds of fields containing the same types of information. Observe at the bottom the Relationship type assigned depends on the charateristics of the related fields (in our case One-to-Many) Activate the Enforce Referential integrity by clicking on it. If desired, the boxes Cascade Update Related Fields and Cascade Delete Related Records can be activated.

To view data in a table:

• Click the arrow to open the navigation pane
• Double-click on the table name to open the table

Query
Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. A query can also perform calculations and display the results.  The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicate queries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display records from one table that do not have corresponding values in a second table.

To run a query:

• Click the arrow to open the navigation pane
• Double-click on the query name

Recordset
A recordset is a table that displays groups of records from a base table or as a query result.

Form
A form is a graphical interface that is used to display and edit data.  Forms can be developed from a table or a query.  Forms can include calculations, graphics and objects.

To view data using a form:

• Click the arrow to open the navigation pane
• Double-click on the form name

Report
A report is an output of data arranged in the order you specify.  Reports can perform calculations and display the results.  Reports can be used to print data.
To view data using a form:

• Click the arrow to open the navigation pane
• Double-click on the report name

We can also use them as the source of records for forms and reports.

Various types of queries exist:

Select queries.

These are the queries that extract or show us data. They will show data that complies with specific criteria.

Once we have the result we can consult the data and edit it (this can or cannot be done, depending on the query). A select query generates a logical table (named this way because it is not actually in the hard drive but in the memory of the computer, and every time we open it is recalculated).

This is the most common type of query.

Action queries.

These are the queries that carry out changes to the records. Various types of action queries exist to delete, update, insert data, and to create a new table from one existing table. These queries are named delete queries, update queries, append queries and Make-Table queries. We will study them in unit 10.

Crosstab queries.

We use these queries to calculate and restructure data for easier analysis. Crosstab queries calculate a count, average, sum, or other type of total for data that is grouped by two types of information (two fields), one down the left side of the datasheet and another across the top.

SQL queries.

When we want some action to be made on the data, we must tell Microsoft Jet engine to do it. SQL is the language that Microsoft jet engine understands and permits us to comunicate to it.

When you create a query in Query Design View, Access constructs the equivalent SQL statement behind the scenes for you. If you want, you can view and edit the SQL statement in SQL view.

After you make changes to the query in SQL view, the Query Design view will change and adapt to the new SQL sentence. However, sometimes, query might not be displayed in Query Design view because of the SQL sentence.

There is some statements that can not be defined from the Query Design View but rather directly in SQL, these are SQL-specific queries.

These queries will not be studies in this course as in order to define them knowledge of SQL is necessary, which is not part of the objective of this course.

Creating a query.

To create a query, follow the next steps: Open the database where the query will be created. Click on the Queries object found on the left lateral of the Database window. This is the screen that will appear: Later we have 3 alternatives: Double click on the Create query by using wizard option. In this case the wizard window will open in which we are asked from which table we choose to extract the data, the fields we wish to visualize and the title of the query, next it will automatically generate the corresponding query. Double click on Create query in Design view. In this case the Query design window will open on which we will elaborate further on, and within which we can define our query in more detail. Click on the button in the Database window. The following dialogue box will appear:

Design view opens a blank form in design view, and we then need to incorporate the various object that we would like to appear in it. This method is not used much as it is easier and faster to create an autoform, or to use the wizard and afterward modify the design of the created form to adjust it to our needs. We will see ahead in this unit how to modify the form design.

Form wizard uses an a wizard that guides us step by step in the creation of the form.

Autoform consists of automatically creating a new form that contains all the data from the source table.

According to the type of form that we select (columnar, tabular,…) the form will present the data in a distinct way, when we click on one of the options, a sample will appear on the left side with the way in which the data will be presented with this option. E.g Autoform: columnar presents one record on a screen, meanwhile Autoform: tabular presents all the records on one screen and every record in a row.

In order to use this function we first need to fill out the Choose the table or query where the object’s data comes from: with the name of the source. This will be the only data to introduce, and once introduced we select the kind of autoform and click on OK button, and Access does the rest.

Chart Wizard uses a wizard that guides us step by step in the creation of a graphic.

Pivot table wizard uses a wizard that guides us step by step in the creation of dynamic table.

We will next explain how to create a form using the wizard.

The Form’s wizard

To start the wizard we can do it as describe in the last point, or a faster way would be from the Database window with the Forms object selected, by double clicking on the Create form using wizard option.

The first window of the wizard appears: In this window we are asked to introduce the fields to include in the form. Firstly we select from the Table/Queries box the table or query that we are going to get the data from, this will be the form source. If we want to extract data from various tables it would be better to first create a query to obtain this data and then select this query as the form source. Next we will select the fields to include in the form by clicking on the field and then the button or simply double click on the field. If we selected the wrong field click on the button and the field will be removed from ther selected fields list. We can select all the fields at the same time by clicking on the button or deselect all the fields at once using the button . Next we click on the Next> button and the window seen in the following example will appear…

Datasheet view consists of directly introducing the data into the table, and according to the value introduced into the column determines the type of data that the column has.

Design view is the method we will detail in this unit.

Table wizard guides us step by step in the creation of the table using a predetermined sample table.

Import table consists of creating a new table from an existing one in another database.

Link table consists of creating a reference to another table stored in a different database.

Next we will explain the way to create a table in design view. This method consists in defining the structure of the table i.e define the different columns that it will contain as well as other considerations such as codes, validation rules etc…

Another way to arrive at the design view is from the Database window with the Tables object selected then double clicking on the option Create table in Design view.

The Table design window will appear:

In the title bar we have the name of the table (as we have still not assigned a name to the table, Access has assigned a default name Table1. Next we have a grid where we define the columns (fields) that compose the table using a line for each column, so in the first row of the grid we will define the first column of the table, in the second row of the grid we will define the second column of the table and so on and so on. At the bottom left we have two tabs (General and Lookup) to define the properties of the field i.e additional characteristics of the column we are defining. And on the right we have a box with text to help us with what we need to accomplish. To continue, go to the next page.

Query Wizard
The Query Wizard walks you through the steps to set up a query.  To run a query using the query wizard:

• Click the Create tab
• Click the Query Wizard button

• Choose the type of query you wish to run
• Click OK

• Choose the fields you wish to include from each table
• To select fields from different tables, click the Tables/Queries down arrow
• Click Next

Insert pic of query wizard

• Type in a title for the query
• Click Finish
• The query will display

To switch between tables and queries:

• Open the Navigation Pane
• Double click the name of the table or query you wish to view

Query Design Feature
You can also design a query with the  Query Design Button.  To design a query using the Query Design Button:

• Click the Query Design Button on the Create tab

• Select the tables that you would like to query
• Click Add

• Double click the name of the field you would like to query
• Repeat this process for as many fields as you would like in the query

• Click Run

Query Criteria
Query criteria are search conditions used in a query to retrieve specific data.  You can set query criteria to be a specific number or data set, or you can set the criteria to be a range of data.

To specify search criteria:

• Click the query that you wish to add conditions
• Type in the appropriate query criteria in the Criteria Box