Microsoft Office/Create a basic two table database with reports 1

Microsoft Office/Create a basic two tabledatabase with reports

Vocabulary• Database - a collection of organized data that allows you to look up, edit or report on it.• Table -• Record - The rows in a table that contain information about a given person, product, or event.• Field - The columns in a table that contain a specific piece of information like the city, state, or phone number.• Query - The ability to access the data by asking questions. Getting out all the companies that are in a certain city,

or all the clients with the last name of Smith.• Forms - Attractive layouts used for entering or looking up records in a table.• Reports - Attractive layouts used for printing out the data with sophisticated presentation.• Web Page - A SharePoint for information that is stored in Access so it can be seen on the web.• Primary Key - a unique identifier for a record. There can be only one. Every record must have a different value

in a field that is set up to be a primary key. If it is a table of products and the PRODUCT ID is the primary key,no two records can have the same ID.

• Data type - Specifying the type of data a certain field will hold. Access needs to know if you are going to workwith a number, text, a time/date or a hyperlink.

• Field Size - Specifying how large the field will be. Access needs to know how large a text box needs to be createdto hold text type data.

• Design view - A view that allows you to manipulate how data will be created, stored, and displayed on the screenand in reports.

• Datasheet view - A view of a table that is much like a spreadsheet. It allows you to enter in your informationquickly.

• Report View - Once you create a report, you need to turn it to report view to preview it on the screen.• Form View - Once you create a form, you need to turn it to form view to enter data, or use if for lookup.• Form Layout - Once you create a form, you need to turn it to layout view if you wish to move items around on

your form.• Report Wizard - A tool that allows you to create a report by simply choosing what table and fields in the table

you want to display. The report is built for you very quickly.

Lesson

What is a database?A database is a collection of organized tables. Each table is a collection of related records. Each record givesinformation about one item and is made up of many fields. Each field is one specific piece of information.In this figure you can see the Clients Table is open in the Access work area. It contains 10 records, one for eachclient. There are nine fields: Client number, Client name, Street Address, City, State, Zip Code, Amount Paid, Typeof Advertisement, and Employee.

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GuidelinesBefore you start to create a database, there needs to be a lot of planning. The first question should be: What is thepurpose of the database? I usually want to know, what do I want to be able to pull back out of the database. So Iguess I work backwards from the reports to figure out what will need to be put in.1.1. What is the purpose of the database2.2. Who all will use the database3.3. What will each type of user need to be able to do

•• What reports does each user need•• What forms does each user need•• What transactions will each user need to document

4.4. Determine the tables that you will need5.5. Determine the primary key fields6.6. Determine all other fields that you will need in each table7.7. Determine data types for each field8.8. Determine field size for each field9.9. Determine the relationship between the tables10.10. Determine what fields will need to link the tables together11.11. Remove any redundancy in the tables

RequirementsThe yearbook staff need to keep track of their yearbook ad sales to the businesses in the community. In order to dothis they will need to track the businesses of the community and what businesses have purchased ads, what types ofads they have purchased and if they have paid. They will also need to keep track of each student, in this caseemployee, to determine who has sold the ads.The staff will need to keep track of two basic groups of data, the businesses and the yearbook staff members. For thisexample we will call the businesses - Clients, and the staff members - Employees.For the clients we will need to know:•• Client Number•• Client Name•• Street Address•• City•• State•• Zip Code•• Amount Paid•• Type of Advertisement•• Employee NumberFor the Employees we will need to know:•• Employee Number•• Last Name•• First Name•• Street Address•• City•• State•• Zip Code•• Number of Ads Sold

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•• Dollar Value Sold

Name the tables and fields•• They must not be longer then 64 characters•• You can use letters, integers, spaces, and some punctuation marks•• They cannot contain: periods (.), exclamation points(!), asterisks(*), question marks(?), accent marks(`) or square

brackets([])•• The same name cannot be used twice•• Pick a logical naming convention so you can find your information quickly

•• Use upper cases to start words - Client Name•• Use no space between words - ClientName•• Use an underscore between words - Client_Name

We will call the two tables: Clients and Employees

Primary KeysEach table needs to have a primary key. This is the one value in each table that can not be repeated, it is consideredthe look-up value. This field is used to easily access all the data for one record and usually has a short field length.For this example we will use the:•• Employee Number•• Client Number

Relationships between tablesWhen you design a database you need to be able to tie the data together. In most databases you have one table that isused once and tied to many records in another table. In this example the Client is used once, and each client is tied toan employee. So, each record in the employee table is used many times. This is called a One to Many relationship.Employee A works with•• Client 1•• Client 2•• Client 3•• Client 4

Data typesWhen you are creating the fields you also need to think about what type of data you are collecting in each field. Hereis a run down of each data type:

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Structure of the Client Table

Data Type Description

Text 255 Characters of any type of character including numbers

Memo Used when you want more than 255 characters of space and can contain any type of character

Number Only numbers that are used for some type of arithmetic manipulation. If you do not plan on adding, subtracting, multiplying ordividing the number it is safer to make it type text.

Currency Used for money and will auto-format to contain the dollar sign, commas and a two digit decimal.

Date/Time Used when you are going to store a date or a time

AutoNumber This field will start at 1 for the first record and each additional record will be one higher. This is great for use with invoice numbers.

Yes/No This field is a check box that stores either yes/no, true/false, or on/off.

OLE Object An object linked or embedded in the table

Hyperlink Text that can be used as a hyperlink address

Attachment This field will contain an attached file. This is handy if you are doing an on-line application and want have the user attach a resume.

RedundancyThe point to using a database instead of a spreadsheet is the ability to link tables together. This is useful for reducingredundancy.Redundancy is the repetition of the same data over and over again. For example if you are tying clients toemployees, you would not want to have to tie the same employee name, address, city, state, and zip to every record.Instead you can link them both together with an employee number and store the data in separate files.By storing the data in separate file it reduces the risk that data will not be updated properly. Think about if anemployee moves and the employee data is in the same table as the clients. You would have to go through all therecords that had that employee and change the same data for each record that employee works with.

Client TableFrom the Access Window click on the:•• Create Tab•• Go to the TABLE Group on the far left of the ribbon•• Click on the TABLE buttonClick on View and Design ViewClick on OKThen fill in the fields on the design view of the form to follow the structure of the table below. You will need to enterthe field name, data type, and field size as the arrows above show.

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Structure of the Client Table

Field Name Data Type Field Size Primary Key

Client Number Text 4 Yes

Client Name Text 25 No

Street Address Text 30 no

City Text 20 no

State Text 2 no

Zip Code Text 5 no

Amount Paid Currency no

Type of Advertisnment text 20 no

Employee Number text 2 no

Once you are done putting in the field definitions then you will need to put in the data.•• Click on VIEW•• Click on Datasheet ViewThen you can enter the data just like a spreadsheet.HINT: If you do not like entering the data this way you can click on FORM and and it will create a form for you toenter the data into a form.

Client Table Data

ClientNumber

Client Name Street Address City State ZipCode

AmountPaid

Type ofAdvertisement

EmployeeNumber

ROLA Rosken LLC Accountants 592 Main St Suite1

Meeker CO 81641 $40.00 Page Sponsor KA

COAV Coulter Aviation 921 Market Street Meeker CO 81641 $50.00 Business Card DW

MEAI Meeker Airport 921 Market Street Meeker CO 81641 $40.00 Page Sponsor WS

BRLA Brooks Laurie J Appraiser 889 Main Street Meeker CO 81641 $250.00 Full Page Ad EJ

ROMO Rocky MountainBowstrings

696 Main Street Meeker CO 81641 $50.00 Business Card WS

ANTO Ann Toney PC Attorney PO Box 1022 Meeker CO 81641 $40.00 Page Sponsor EJ

ZABR Zagar-Brown Trina KAttouney

685 Main StreetSuite 5

Meeker CO 81641 $150.00 Half Page Ad KA

BOKE Borchard Kent AAttourney

335 6th St #1 Meeker CO 81641 $50.00 Business Card KA

MECO Meeker Collision Center 43904 Hwy 13 Meeker CO 81641 $40.00 Page Sponsor DW

NOAU Northwest Auto 485 Market Street Meeker CO 81641 $50.00 Business Card EJ

After you are done putting in all the data for the Clients you are ready to create the table for the employees and put inthat data. You will follow the same steps as above.1.1. Go to Create - Table2.2. Go to View - Design View3.3. Name the table Employees4.4. Set up the fields as list in the table below

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Employee Table

Structure of the Employee Table

Field Name Data Type Field Size Primary Key

Employee Number Text 2 Yes

Last Name Text 20 No

First Name Text 20 No

Street Address Text 30 no

City Text 20 no

State Text 2 no

Zip Code Text 5 no

Number of Ads Sold number 2 no

Dollar value of Ads Sold Currency no

Once you have created the fields for the table then go to VIEW - Datasheet View and type in the data as listedbelow.

Employee Table Data

Employee # Last Name First Name Street Address City State Zip Code # of Ads sold $ value of Ads sold

KA Kippers Amanda 123 Malle Street Meeker CO 81641 3 $240.00

DW Downing Will 312 Howe Drive Meeker CO 81641 2 $90.00

EJ Eston Jim 213 Pawnee Way Meeker CO 81641 3 $340.00

WS Wilson Sophie 332 Wilbert Way Meeker CO 81641 2 $90.00

Create a formThe easiest way to create a form is to have the table open that you want the form to populate.•• Click on the Create Tab•• Go to the Forms Group•• Click on FORMThe from is created and you are in layout view. You can move items around from this view, but when you are readyto enter data you will need to change to Form View.•• Go to the HOME Tab•• Click View•• Click Form ViewStart entering data.If you want to look through the records then use the buttons at the bottom of the screen they are just like those on allthe electric devices you all use today.If you want to enter new data then click on the button that is the blue arrow pointing right with a star. Enter in thenew data for the first field•• Press TAB to go to the next field•• Press SHIFT+TAB to go to the previous field

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•• Press TAB at the end of the fields on the screen will save that record and bring you to the next empty record.

Print a tableTo print a table have the table open:•• Go to the Office Button•• Click Print arrow•• Click on Print Preview•• Change it to landscape if needed•• Adjust the margins if neededNOTE: You do not have the printing control like you did with Excel, if you need a better format that is when wecreate a report.

Create a report•• Close all the tables and forms.•• Click on the CREATE tab•• Go to the REPORTS group•• Click on REPORT WIZARD•• Set the table to Clients•• Click on the greater than sign to move the selected field to the right (fields on the right are put into the report)•• Move the following fields to the report:

•• Client Number•• Client Name•• Amount Paid•• Type of Advertisement•• Employee Number

•• Click on NEXT•• For this report we will not do any groupings and will leave this for a more advanced topic•• Click NEXT•• Click the Drop down and choose the Employee Number (This will sort the report by employee number giving a

list of clients for each employee.)•• Click Next•• Leave this set to tabular, you are welcome to play with this and see what each one will do.•• click Next•• Look at the different styles and choose the type that you like the best•• Click on NEXT•• Type in the name of the report•• This is the name that will print across the top of the report so watch your typo's•• Click FINISH

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Print a reportGo to the office button and click on PRINT

ProjectCreate a database to keep track or a business of your choosing. You must have:•• multiple tables - most of you will need four tables

•• Client table (with at least 10 records)•• Client number•• First name•• Last name•• Street address•• PO Box•• City•• State•• Zip Code•• Phone number•• Employee number - depending on your business•• other fields that fit your business

•• Employee table•• Employee number•• Last name•• First name•• Street address•• PO Box•• City•• State•• Zip Code•• Phone number•• Pay Rate (if this fits your business)•• Other fields that fit your business

•• Inventory or Services table (depending on your business)•• Item Code•• Item Description•• Item Cost

•• Sales or Appointment table (depending on your business)•• Invoice number - auto number•• Client Code•• Employee Code•• Time•• Date•• Service or item•• Quantity of item or length of time on service (if this fits business)

•• You can have more tables to keep track of your business if you need•• Create a form for entering data and looking up data•• Create a report that matches your business such as:

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•• Invoice•• Billing Summary•• Appointment Schedule

•• Turn in a print out of:•• each table•• each report

Rubric

Create a Business Database

Standards 1 point 2 points 3 points 4 points 5 points

Choose abusinessthat fits

yourinterests

Could notidentify abusiness,teacherassigned one.

Identified a business thatcould not be investigatedor one that did not meritinvestigation.

Identified, with adult help,a business which could beinvestigated.

Identified, with adult help,a business which wasinteresting to the studentand which could beinvestigated.

Independently identified abusiness which wasinteresting to the studentand which could beinvestigated.

CreatesTables forBusiness

Some tables inthe databasehad a functionand clearlyserved toillustrate someaspect of thebusiness.

Each table in the databasehad a function and clearlyserved to illustrate someaspect of the business.Some tables had mostfields that were correctlylabeled with name, datatype and size.

Each table in the databasehad a function and clearlyserved to illustrate someaspect of the business.Most tables had mostfields that were correctlylabeled with name, datatype and size.

Each table in the databasehad a function and clearlyserved to illustrate someaspect of the business. Alltables had most fields thatwere correctly labeled withname, data type and size.

Each table in the databasehad a function and clearlyserved to illustrate someaspect of the business. Alltables had fields that werecorrectly labeled withname, data type and size.

CreatesForms forBusiness

Creates a formfor a table

Creates a form with adultassistance that allows foreasy data entry andretrieval from a table.

Creates a form with noadult assistance that allowsfor easy data entry andretrieval from a table.

Accurately creates a formwith some assistance thatallows for easy data entryand retrieval from a table.

Accurately creates a formwith no adult assistancethat allows for easy dataentry and retrieval from atable.

Creates aReport for

the Business

Creates row fortotal

A report is created for thesales or appointmentstable.

A report is created for thesales or appointments tablethat shows understandingof why the report isneeded. The title isdescriptive.

A report is created for thesales or appointments tablethat clearly showsunderstanding of why thereport is needed. The titleis descriptive, and the datais sorted.

A report is created for thesales or appointments tablethat clearly showsunderstanding of why thereport is needed. The titleis descriptive, and the datais sorted in an appropriatemanner.

PrintsTables andReports forthe Business

Missing 4 ormore items

Missing 3 items Missing 2 items Missing 1 item or theReport prints on more thanone page

All tables and forms areprinted correctly, stapledwith the report on top, andname on the back.

Article Sources and Contributors 10

Article Sources and ContributorsMicrosoft Office/Create a basic two table database with reports  Source: http://en.wikibooks.org/w/index.php?oldid=2504822  Contributors: Adrignola, Mpfau, QuiteUnusual, Xania, 10anonymous edits

LicenseCreative Commons Attribution-Share Alike 3.0//creativecommons.org/licenses/by-sa/3.0/