DB Tutorial

8/13/2019 DB Tutorial

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Recommended order for design view tasks should be (1) Applicant, (2) Community, and (3) Selection.

Table - Design View

Views Tabs Object panel

Navigation pane Primary Key Field properties

Selectiontable is related to other two tables. It would therefore have a composite keyi.e. a primary key madeup on more than one key (usually primary keys in other tables).

MS Access 2007

To set a primary/composite key

Go to the left of panel next to a (key) field; a bold directed arrow would appear NB.: Do not click to reposition

cursor.

Key press left click Repeat select of (key) field/fields required. Release left click.

Right click highlighted fields Select Primary Key option from pop-up menu. For the respective fields, a

primary key symbol would appear left of the field name.

Save table.

Primary (Composite) key


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Table - Datasheet View

NOTE: A table Datasheet view allows for data entry and may be deferred after the creation of relationships.

Relationships

After completion of the tables (relations) design, a database tool known as relationships is to be used to

establish mappings (links) between the tables. A relationship is provided between similar fields in different tables;

a primary key in one table that is a foreign key in another table. This feature effectively removes redundant data.

MS Access 2007

Go to the Database Toolstab.

Select the Relationshipsicon. A panel title Relationshipswould appear.

Right click in the Relationships panel Select Show All option from pop-up menu. Three objects for the

respective tables would to appear.

In panel place Selectionobject between the other tables; it would serve as link table for the other two tables.

Repeat the following to link (map) the respective related fields.

Click and drag a field in the primary table to the related field in the Selections table. A dialog box title Edit

Relationshipwould appear.Select Referential integritycheck box and click the createbutton. A view of a link would appear.

Edit Relationship Tabs Object panel

Navigation pane RelationshipsCardinality: 1 to M(any)


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Query - Design View

Query Type Tabs Object panel Totals (Group by)

Navigation pane fields (calculated) field

Query - Datasheet View

Expression BuilderA feature (tool) used to facilitate creation expressions and provides access to operators,

functions and arguments (identifiers) for use expressions. It can be accessed by objects such as tables, queries,

forms, reports

For support visitMicrosoft Office Access Support - Expression Builder
http://office.microsoft.com/en-us/access-help/using-the-expression-builder-HP005186638.aspxhttp://office.microsoft.com/en-us/access-help/using-the-expression-builder-HP005186638.aspxhttp://office.microsoft.com/en-us/access-help/using-the-expression-builder-HP005186638.aspxhttp://office.microsoft.com/en-us/access-help/using-the-expression-builder-HP005186638.aspx


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Table: Expression Builder

Build button (command)

Query: Expression Builder

End-User Views

Report: A tool with the facility of a template or pre-formatted layout used to present information from a

database.See Specifications.

Design viewShows the template or pre-formatted layout for the report. Layout viewDisplays a softcopy layout of the report; allows for editing. Print PreviewDisplays a preview hardcopy layout of the report; allows no editing.


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MS Access 2007

NOTE: Create a query that returns the results for the report.

Go to the Createtab.

Select the Report Wizardicon from Report group. A dialog box title Report Wizardwould appear.

In dialog box Select fields required for report Click Nextbutton. NB.: Use the query for report.

While NOT finish: Provide report specifications as requested per dialog box Click Next button. Finish

dialog box actions. A panel title with report name would appear.

If further modifications are required: Go to report panel title Right click Select Design View or Layout

Viewoption from pop-up menu.

Review modifications of report layout as necessary.

Save report: Go to report panel title Right click Select Saveoption from pop-up menu.

Close report: Go to report panel title Right click Select Close option from pop-up menu.

Report - Design View

View Tabs Object panel Controls

Navigation Pane Group. Sort, Totals Control properties

Report - Print Preview


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Specifications

Data Dictionary: A repository of information about the description of data in a database.

Structured Query Language (SQL) A programming language designed to retrieve and manage data in a

(relational) database.

Tables

Applicant

Field Data Type Description Validation Checks Control

ID Text [7] Key: Identifier for Applicant Presence, Format, Range Text box

Name Text Name of applicant Presence Text box

DOB Date Date of Birth Presence, Format, Range Text box

Gender Text Gender Presence, Table look-up List box

Married Yes/No Marital status Table look-up Check box

Address Text Residential Address Presence Text box

Profession Text Profession/occupation Table look-up Combo box

Income Number Monthly Income Type: Real; 2 dp Text box

G_Income Number Gross Income Type: Real; 2 dp Text box

N_Income Number Net Income Type: Real; 2 dp Text box

Expenditure Number Monthly Expenditure Type: Real; 2 dp Text box

Approved Text Approved status Table look-up: yes/no List box

Community


Name Text Name of community Presence Text box

Acronym Text Key: Community Initials Presence Text box

NH Number Number of houses available Range, Type: Integer Text box

Income Number Qualifying Income Range, Type: Real; 2 dp Text box

Selection


Applicant Text Key: Applicant name Presence, Table look-up Text/Combo

Community Text Key: Community acronym Presence, Table look-up Text/Combo

Rank Number Preference rank of selection Table look-up Text/List box

Queries

Structured Query Language

a. SELECT Applicant.ID, Applicant.Name, Applicant.DOB, Round((Date()-[DOB])/365.25) AS AgeFROM Applicant;

For support visitCalculating age from Date of Birth in MS Access

b. SELECT Applicant.ID, Applicant.Name, Applicant.DOB, Applicant.Gender, Applicant.ProfessionFROM Applicant

WHERE (((Applicant.Married)=Yes));

c. SELECT Applicant.ID, Applicant.Name, Applicant.Address, Selection.RankFROM Applicant INNER JOIN Selection ON Applicant.Name = Selection.Applicant

WHERE (((Applicant.ID) Like DatePart("yyyy",Date()) & "***") AND ((Selection.Community)="SGV"));

d. (i.) SELECT Selection.Community, Selection.RankFROM Selection

WHERE (((Selection.Rank)=1));

(ii.) SELECT Community_PR1.Community, Count(Community_PR1.Rank) AS CountOfRank

FROM Community_PR1

GROUP BY Community_PR1.Community;

e. SELECT Applicant.ID, Applicant.Name, Applicant.ProfessionFROM Community INNER JOIN (Applicant INNER JOIN Selection ON Applicant.Name = Selection.Applicant) ON

Community.Acronym = Selection.Community

WHERE (((Community.Name)="Claredon Court") AND ((Applicant.Income)>=[Community]![Income]));
http://office.microsoft.com/en-us/access-help/calculating-age-from-a-birth-date-in-access-HA001055071.aspxhttp://office.microsoft.com/en-us/access-help/calculating-age-from-a-birth-date-in-access-HA001055071.aspxhttp://office.microsoft.com/en-us/access-help/calculating-age-from-a-birth-date-in-access-HA001055071.aspxhttp://office.microsoft.com/en-us/access-help/calculating-age-from-a-birth-date-in-access-HA001055071.aspx


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Specifications (continued)

Report

Structured Query Language

SELECT Community.Name, Selection.Rank, Applicant.ID, Applicant.Name, Applicant.Gender, Applicant.AddressFROM Community INNER JOIN (Applicant INNER JOIN Selection ON Applicant.Name = Selection.Applicant) ON

Community.Acronym = Selection.Community

WHERE (((Applicant.Income)>=[Community]![Income]) AND ((Applicant.Approved)="Yes"));

Query (Select) - Datasheet View

These results would then serve as the re

sults (record source) for report.

End of Tutorial

DB Tutorial

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