Read me first - Weeblyredseateachers.weebly.com/uploads/2/5/0/6/2506890/m5v4xp_p1.pdf · Read me...

ICDL for Educators Courseware – Database Module 5

Read me first

The ICDL® Qualification

The International Computer Driving Licence® (or ICDL®) is the worldwide qualification which

enables people to demonstrate their competence in computer skills. The ICDL® consists of

seven module tests, which lead to the qualification.

The ECDL® Qualification

The European Computer Driving Licence® (or ECDL®) is the name by which the ICDL®

qualification is known in Europe.

ICDL for Educators Courseware

The ICDL for Educators courseware consists of the seven ICDL modules with a specific

focus on classroom use, plus additional Pupil Projects. The result is an ICDL experience that

is totally in context for schools.

The courseware addresses all the skills covered in the International Computer Driving

Licence® syllabus, therefore on completion of the courseware learners should feel confident

to undertake their ICDL® qualification.

ECDL for Educators Courseware is accredited by the ECDL Foundation Limited. The ECDL

Foundation is the global governing body for ECDL® and ICDL® accreditation.

EC

European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL, e-Citizen and related logos are trade marks of TheEuropean Computer Driving Licence Foundation Limited (“ECDL-F”) in Ireland and other countries.

Aston Swann and co is an entity independent of ECDL-F and is not associated with ECDL-F in any manner. This courseware publication may beused to assist candidates to prepare for ECDL/ICDL tests. Neither ECDL-F nor Aston Swann and co warrants that the use of this coursewarepublication will ensure passing of ECDL/ICDL tests. This courseware publication has been independently reviewed and approved by ECDL-F ascomplying with the following standard:

Technical compliance with the learning objectives of ECDL/ICDL Syllabus Version 4.0.

Confirmation of this approval can be obtained by reviewing the Courseware Section of the website www.ecdl.com

The material contained in this courseware publication has not been reviewed for technical accuracy and does not guarantee that candidates willpass ECDL/ICDL tests. Any and all assessment items and/or performance-based exercises contained in this courseware publication relate solelyto this publication and do not constitute or imply certification by ECDL-F in respect of ECDL/ICDL tests or any other ECDL-F test.

For details on sitting ECDL/ICDL tests and other ECDL-F tests in your country, please contact your country's National ECDL/ICDL designatedLicensee or visit ECDL-F’s web site at www.ecdl.com.

Candidates using this courseware publication must be registered with the National Licensee, before undertaking ECDL/ICDL tests. Without avalid registration, ECDL/ICDL tests cannot be undertaken and no ECDL/ICDL certificate, nor any other form of recognition, can be given to acandidate. Registration should be undertaken with your country's National ECDL/ICDL designated Licensee at any Approved ECDL/ICDL TestCentre.

ECDL/ICDL Syllabus Version 4.0 is the official syllabus of the ECDL/ICDL certification programme at the date of approval of this courseware

publication

© Aston Swann 2006 i

DL Version 4 Accredited Courseware

http://www.ecdl.com/


© Aston Swann 2006ii

The Learning

ICDL for Educators Courseware can be delivered as a face-to-face (tutor led) programme,

as a self-study option, as workshops; or any combination of these options.

ICDL for Educators Courseware can be managed and supported on-line through Managed

Learning Environments, Virtual Learning Environments and Virtual School Environments.

The Content

Module 5: Database

� The courseware for this module is contained within this workbook

� The workbook consists of 3 Parts

Each Part takes approximately 3 hours to complete

� Each Part is broken down into Examples

The Examples are based on classroom related documents.

Each Example is broken down into a series of Exercises

� The Exercises cover the steps necessary to create the document in the current

Example

Each Exercise is written in a click-by-click format

The Exercises within the workbook cover the full range of the ICDL syllabus skill requirements

for this module. It is important that learners complete this module in full, in order to have

covered all of the syllabus requirements for Module 5.

It is also important to begin with Part 1, and work through to the end of Part 3, as the module

builds upon the skills learned in the earlier Exercises.

This ECDL Foundation approved courseware product incorporates

learning reinforcement exercises. These exercises are included to

help the candidate in their training for the ECDL/ICDL®. The

exercises included in this courseware product are not ECDL/ICDL®

certification tests, and should not be construed in any way as

ECDL/ICDL® certification tests. For information about Authorised

ECDLICDL® Test Centres in different National Territories, please

refer to the ECDL Foundation website at www.ecdl.com.

http://www.ecdl.com/


© Aston Swann 2006 iii

Opening and Saving Files

Some of the Exercises contained within this module require learners to open pre-prepared

files, and to save these files and others created during the training into the learner’s filing

system.

The pre-prepared files will initially be contained on a CD. It is the responsibility of the licence

holder to provide learners with a CD containing all the pre-prepared files. If this is not

practical, it is the responsibility of the licence holder to provide learners with the pre-prepared

files electronically (locally, via Intranet or via a secure Internet web site). In this instance, the

licence holder should advise learners of the location of the files.

The Exercises give click-by-click instructions on how to open the pre-prepared file(s) from the

CD, and how to save files to the [My Documents] folder, or another, appropriate folder. If it is

not practical to save files to the [My Documents] folder, it is the responsibility of the licence

holder to advise learners of the drive, folders and sub-folder(s) in which the files should be

saved.

Instructions

Throughout the courseware, the following methods have been used:

• Instructions are indicated by a bullet

� The result of the instruction is a sub-bullet below

Exercise information is written without a bullet

Additional information is written in italics

We use the word “Click” for a button

We use the word “Select” for a menu

We use square brackets to indicate a [button name] and [menu name].

ICDL for Educators courseware is authored by Aston Swann and accredited by the ECDL Foundation Ltd.

ICDL for Educators courseware is a part of the ECDL for Educators courseware suite authored by Aston Swann.

All rights reserved.

V4.XP.03.06

Please contact us with any queries or feedback about this courseware:-

Aston Swann & Co.

Suite 1, 26-28 Aubrey Street, Hereford HR4 0BU, UK

T: +44 (0) 8454 304051

F: +44 (0) 8454 304052

E: [email protected]

W: www.educatorsecdl.com

http://www.educatorsecdl.com/

mailto:[email protected]


© Aston Swann 2006iv

This page is left deliberately blank

ICDL for Educators Courseware – Database Module 5 Part 1

Aston Swann 2006 1

Databases

Part 1

Read me first ...............................................................................................................................i

Introduction to databases .......................................................................................................... 4

Useful Terms and Explanations ............................................................................................ 5

Example 1 – Using a database.................................................................................................. 8

Exercise 1 Opening a database.................................................................................. 10

Exercise 2 Understand the database design .............................................................. 15

Exercise 3 Display the records in a form .................................................................... 16

Exercise 4 Viewing records......................................................................................... 17

Exercise 5 Using a form to add records...................................................................... 18

Exercise 6 Save your work.......................................................................................... 19

Exercise 7 Close and open forms ............................................................................... 20

Exercise 8 Find information......................................................................................... 21

Exercise 9 Look at different objects and views ........................................................... 24

Exercise 10 View and navigate tables .......................................................................... 25

Exercise 11 Navigate records ....................................................................................... 26

Exercise 12 Amend records – add, edit, delete within a table ...................................... 27

Exercise 13 Filter information........................................................................................ 29

Exercise 14 Sort records............................................................................................... 31

Exercise 15 Run a report .............................................................................................. 34

Exercise 16 Run a query............................................................................................... 35

Exercise 17 Relationships between tables ................................................................... 39

Exercise 18 Close a database and Access................................................................... 40

Example 2 – Creating a database ........................................................................................... 41

Exercise 19 Design and plan a database ..................................................................... 41

Exercise 20 Create a database..................................................................................... 45

Exercise 21 Create tables ............................................................................................. 47

Exercise 22 Change viewing mode............................................................................... 53

Exercise 23 Modify field types....................................................................................... 54

Exercise 24 Add a field ................................................................................................. 57

Exercise 25 Add descriptions to help with data entry ................................................... 58

Exercise 26 Create a table using design view .............................................................. 60

Exercise 27 Create fields .............................................................................................. 61

Exercise 28 Amend data types ..................................................................................... 62

Exercise 29 Create a lookup column ............................................................................ 63

Exercise 30 Create a primary key field ......................................................................... 65

Exercise 31 Enter the records....................................................................................... 66

Exercise 32 Create the session table ........................................................................... 67

Exercise 33 Amend field format .................................................................................... 69

Exercise 34 Link the tables ........................................................................................... 73

Exercise 35 Create a query........................................................................................... 79


Aston Swann 20062

Exercise 36 Create a form ............................................................................................ 83

Exercise 37 Enter data using the new form .................................................................. 86

Exercise 38 Previewing and printing............................................................................. 89

Exercise 39 Create a report .......................................................................................... 91

Exercise 40 Closing Access.......................................................................................... 98


Aston Swann 2006 3

Title barMenu barMain toolbar

Access main window

Main database window

Object toolbar

Objects pane

Status bar


Aston Swann 20064

Introduction to databases

This three-hour session will cover the following:

Example 1: How to use a database that has already been created for you

Example 2: How to create a database

What is a database?

A database is an organised collection of information, stored in a structured

way. A telephone directory is a good example of a database, as the same

standard information is held on each person. Microsoft Access allows you to

create and use electronic databases to store and retrieve information.

Why use a database?

Storing information in a structured way allows it to be easily accessed and

organised either on the screen or in printed documentation. Using a database

allows information to be found quickly. This could be displayed on screen,

printed out, or substituted in documents for personalised letters and

certificates.


Aston Swann 2006 5

Useful Terms and Explanations

Tables

Access holds its information in tables

� Each table should be set up to hold one particular set of information. For

example, one table could contain details about pupils and another could

contain a list of after school clubs.

� Two or more tables can be linked, so, for example, it would be easy to find

which pupil attended which club. Linking tables like this eliminates

duplication when entering information into the database.

� Tables can also be called “Datasheets” in Access.

� The information contained in tables can be presented in an attractive way

either on the screen (as a form) or on paper (as a report).

Tables contain records. Each record is one complete set of details. For

example, a record could contain all the information about one particular pupil,

or one after school club.

Each record is made up of fields. For example, a pupil’s record could contain

a field showing the pupil’s name, a field showing the pupils date of birth, and

other fields containing other information about that pupil

Queries

Queries combine information from different tables, and allow the user to

define exactly what information from these tables they wish to view.

Queries are the main questioning system in Microsoft Access. They allow

more complex questions to be asked of a number of tables. The information

contained in a query can be used as the basis for a form.


Aston Swann 20066

Forms

Forms can be created to display the information contained in queries in an

easy to work with format. Forms can be used to view existing data from the

database, or to enter new data.

Reports

A report is an effective way to present your data in a printed format, again

using the information contained within queries.

Pages

A data access page is a special type of Web page designed for viewing and

working with data from an Internet or intranet.

Macros

A macro is a set of one or more actions that each perform a particular

operation, such as opening a form or printing a report. Macros can help you to

automate common tasks.

Modules

A module is a collection of Visual Basic for Applications declarations and

procedures that are stored together as a unit.

Note: Pages, Macros and Modules will not be covered in this course

Objects

Each part of the database described above, (tables, forms, queries, etcetera)

are known as ‘objects’ within the database.


Aston Swann 2006 7

Using a Database

The following are some of the skills required to use a database:

� How to add new records and delete existing records

� How to search for information in the database

� How to question the database

� How to sort records alphabetically or numerically

� How to run reports to produce simple or elaborate printouts

Toolbars

The toolbars at the top of each window in Access have different names. The

term “main toolbar” will be used to indicate the toolbar at the top of the Access

main window. From the menu bar, [View] [Toolbars] indicates the names of

the active toolbars in the Access main window.

Each object (tables, forms, queries, etcetera) within Access has its own

toolbar, showing the buttons relevant for that object.

To see alternative toolbars in the main Access window, or to close a toolbar

that is currently open on screen:

• From the menu bar, select [View] [Toolbars]

• Select any toolbar that does not currently have a tick next to it

� To display that toolbar on screen

• Select any toolbar that does currently have a tick next to it

� To close that toolbar


Aston Swann 20068

Example 1 – Using a database

Cool Cat(alogue)

Report

Main database window Form View

Table/Datasheet View


Aston Swann 2006 9

This example will open and use an existing database (called [CoolCat]), in

order to explore how a database can be used and to become familiar with

some of the features of Microsoft Access.

Because the database is stored on your CD drive, and it is probably not

possible to save to this drive, the first action to be taken will be to copy the file

to either your [My Documents] folder, or to another drive and folder as

appropriate. This copy of the database will then be edited, leaving the original

on the CD unchanged.

This database was created in Microsoft Access 2000. A database created in

Access 2000 can be opened and edited in either Access 2000 or Access

2002.


Aston Swann 200610

Exercise 1 Opening a database

• From the Taskbar, select [Start] [All Programs] [Microsoft Access]

� Microsoft Access will open

� The [New File] Task Pane should open at the right of the screen

If the [New File] Task Pane does not open, from the menu bar select

[View] [Toolbars] [Task Pane] to open it

• Insert your Exercise CD into the CD drive of your PC

• Click [More Files…]

� To view the Open dialog box, giving you access to all your files


Aston Swann 2006 11

Either:

To save and open a copy of the database in your [My Documents] folder

• Click the drop down arrow to the right of the [Look In:] field and select your

CD drive

• From the list of folders on the CD, double click on [Module 5]

• From the list of sub-folders within [Module 5], double click on [Part 1]

� To view the list of files in the [Part 1] folder

• From the file list, click the right mouse button over the document called

[CoolCat]

• From the quick menu, select [Send To] [My Documents]

� To put a copy of the file in the [My Documents] folder

• Click the [My Documents] button down the left of the Open dialog box

� To select the [My Documents] folder in the [Look in:] field

• Select the [CoolCat] database from the list of files

• Click the [Open] button

� To open on screen the database called [CoolCat]


Aston Swann 200612

Or:

To save and open a copy of the database in another drive and folder

If you need to save to another folder, rather than [My Documents]:

• Click the drop down arrow to the right of the [Look In:] field and select your

CD drive

• From the list of folders on the CD, double click on [Module 5]

• From the list of sub-folders within [Module 5], double click on [Part 1]

� To view the list of files in the [Part 1] folder

• From the file list, click the right mouse button over the document called

[CoolCat]

• From the quick menu, select [Copy]

� To place a copy of the database on the Windows Clipboard


Aston Swann 2006 13

• Click the drop down arrow to the right of the [Look in:] field again

• Select the drive (and folders) containing the sub-folder in which you wish

to place the copy of the database

• In the file list, click the right mouse button over the appropriate sub-folder

• From the quick menu, select [Paste]

� To paste a copy of the database in the selected sub-folder

• Double click on the sub-folder in which you have placed the database copy

� To view the contents of that folder

• Select the [CoolCat] database from the list of files in the sub-folder


� To open on screen the database called [CoolCat]


Aston Swann 200614

The main database window

When the [CoolCat] database opens on screen, the main database window

will be displayed.

The [Objects] pane on the left of the window shows the different parts of the

database (the tables, queries, forms, reports, etcetera); whilst the right hand

pane lists what has been created within the currently selected object.


Aston Swann 2006 15

Exercise 2 Understand the database design

[CoolCat] is a database of items that are lent out. There are three tables that

hold information, or ‘records’.

Each record is contained within one row of the table. The records consist of

‘fields’, each containing one piece of data about the record. Fields can

contain different data types, such as alphabetical, numerical, date/time. Each

field has its own ‘properties’ – which dictate such things as the amount of

information allowed in the field, any default values, validation required:

• [tblBorrowers]

• [tblTracking]

• [tblItems]


Aston Swann 200616

Exercise 3 Display the records in a form

A form provides an easy way to display on screen the records contained in

the database.

This exercise will look at a form called [frmTracking] that pulls together

information from all the tables to show who has borrowed which item on what

date.

• Click Forms in the Objects pane in the main database window

� To see the forms already created in the database

• Click the icon to the left of [frmTracking]

• Click the [Open] button in the toolbar

� To see the Form, [frmTracking]

• Click the [Maximise] button on the top right of the Tracking Form

window

� To make the Form fill the screen


Aston Swann 2006 17

Exercise 4 Viewing records

Each screen of information, representing a borrower, is called a record.

The buttons on the bottom left of the [frmTracking] window can be used to

look at other borrowers, and the item borrowed.

• Click the [View Next] button

� To see details of the next borrower

• Click the [View Previous] button

� To see details of the previous borrower

• Click the [View First] button

� To see details of the first borrower

• Click the [View Last] button

� To see details of the last borrower

• Highlight the record number and type in a different number

� To see details of that record


Aston Swann 200618

Exercise 5 Using a form to add records

This exercise will use the [frmTracking] to add a new record to the database,

showing that someone has borrowed another CD.

• Click the [View New] button

� To display a new screen

� To allow you to enter new details

• Click the drop down arrow to the right of the [Borrow/Return] field

• From the list shown, select [Borrow]

• Press the [Tab] key

� To be positioned in the [Date] field

• Enter the Date as shown in the example on page 19

Tip:

Dates must either be typed as shown in the example, or as 29 May 03. Do

not use full stops (as in 29.5.03), as this will not be recognised as a date.


� To be positioned in the [BorrowerNo] field

• Type “2”

� To specify that it is borrower no 2 who has borrowed the CD

� To look for all the personal details for this borrower


� To display details of [First Name] [Last Name] and [Form] of this

borrower

� To move the cursor to the [Item No] field

• Type “6” in the [ItemNo] field, followed by the [Tab] key

� To complete all the fields for this item

� Possibly, to display a blank form for the next new record


Aston Swann 2006 19

If a blank new record is displayed on screen:


� To see the record that you have just completed

Tip:

As you complete each record and move to the next one, the data is saved

automatically. It is good practice to save your work every few minutes, to

prevent loss through computer crashes, etc.

Exercise 6 Save your work

• On the “main” toolbar, click the [Save] button

� As the database has already been named, this will update the existing

file


Aston Swann 200620

Exercise 7 Close and open forms

• From the menu bar, select [File] [Close]

� To close the frmTracking window

� To display the main database window in maximised view

• In the Objects pane of the main database window, click [Forms]

� To display the forms available

• Click the icon to the left of frmCatalogue


� To display the frmCatalogue window:

• If necessary, click the [Maximise] button on the top right of the

frmCatalogue window

� To make the form fill the screen


Aston Swann 2006 21

Exercise 8 Find information

This exercise will find all the books listed in the database.


� To ensure that you are viewing Record 1

� As Access usually searches from the current record forwards through a

database

• Click in the [Item Type] field

Either

• From the menu bar select [Edit] [Find]

Or

• Click the [Find] button in the main toolbar

� To display the Find and Replace dialog box

• Type “Book” in the [Find What] field

• Ensure that the [Look In:] field is searching the [ItemType] field

To ensure you only search in the [Item Type] field

• Click the [Find Next] button

� To display the details of the first book


Aston Swann 200622

To move the Find and Replace dialog box to the bottom of the window, so that

it does not obscure the displayed record:

• Click the blue title bar of the Find and Replace dialog box

• Hold the left mouse button down and drag the box to the bottom of the

window

• Release the mouse button


Aston Swann 2006 23

• Click the [Find Next] button

� To display the next book in the catalogue

Tip:

Each time the [Find Next] button is clicked, Access will find each of the other

books in turn, until a prompt is displayed that Access has finished searching

the records.

Tip:

This search was looking for the word “Book” in the [Item Type] field, however

the same procedure would be used to search for numbers or dates in relevant

fields.

• Click the [OK] button

� To close the prompt box

• Click the [Close] button at the top right of the Find and Replace

dialog box

� To close the dialog box

• From the menu, select [File] [Close]

� To close the frmCatalogue window

� To display the main database window

• Click the [Restore Down] button on the Title bar

� To reduce the size of the main database window


Aston Swann 200624

Exercise 9 Look at different objects and views

We have been looking at a form view of the database. Forms are contained

within the Objects pane of the database. We are now going to look at other

views available within Objects.

• Examine the main database window

� To see the different parts of a database.

� To see the Objects available

The function of the different Objects is explained in the Introduction


Aston Swann 2006 25

Exercise 10 View and navigate tables

This exercise will view the [tblBorrowers] table, which contains the details of

all the borrowers on the database.

All the table names in this database are preceded by the letters “tbl”. As the

database is created, it is good practice to precede table names with “tbl”,

forms with “frm”, queries with “qry” and reports with “rpt”. This will make it

easier to tell what each object is, when working with the database.

• In the Objects pane of the main database window, click [Tables]

� To display the icons representing the Borrowers, Items and Tracking

tables

• Click the table [tblBorrowers]

• Click the [Open] button at the top of the main database window

� The [tblBorrowers: Table] window will be displayed

� Each column or “field” contains one category of information

� Each row represents a different person and is known as a “record”


Aston Swann 200626

Exercise 11 Navigate records

At the bottom of the table, navigation buttons allow you to move through the

records in the table.


� To see details of the first borrower


� To see details of the previous borrower

• Click the [View Next] button

� To see details of the next borrower

• Click the [View Last] button

� To see details of the last borrower

• Highlight the current record number and type in another number

• Press [Enter]

� To move to that specific record


Aston Swann 2006 27

Exercise 12 Amend records – add, edit, delete within a table

Within the database, you will need to add new records as new borrowers join;

to edit details of existing borrowers; and to delete details of borrowers who

have left.

Add a new record:

• Look for the empty row beneath the existing records that is

indicated by the [*] in the margin

• Click in the [FirstName] field in this row

• Type in a first name

� (AutoNumber) in the [BorrowerNo] field will be replaced with the next

available number

� A pen will show in the left margin, to indicate that you are editing

this record

• Press [Tab]

� To move to the [Last Name] field

• Type in a surname

• Press [Tab]

� To move to the [Form] field

• Select a Form name from the drop down list

• Press [Tab] to move to the [Notes] field

As you move from field to field the data will be saved

Edit a record:

This will change Joe James’ name to Joseph

• In the first row, double click Joe in the [First Name] Field

� To highlight Joe’s name

• Type “Joseph”

� To replace Joe with Joseph


Aston Swann 200628

Delete data in a record

• In record 3 – Penny Smith’s row – double click in the [Form] field

� To highlight the entry

• From the keyboard, press the [Delete] key

� To delete the form name from Penny Smith’s record

Using the Undo command

This will ‘undo’ the deletion of Penny Smith’s form

• Click the [Undo] button on the Standard toolbar

� To replace the form name in Penny Smith’s record

Delete a record:

This will delete Penny Smith’s record

• Click somewhere in record 3 – Penny Smith’s row

� To select this record

� To see an arrow in the left margin

• From the menu bar, select [Edit] [Delete Record]

� To specify that you wish to delete the record

� To display a warning that this deletion will be permanent

• Click the [Yes] button

� To confirm deletion

� To delete the record

� To see that record number 3 is missing, showing that it has been

deleted

Tip:

If a record is linked to other records, it is not always possible to delete that

record from the database. If you attempt to delete a record that you shouldn’t,

Access will display an error message, explaining why this is not possible.


Aston Swann 2006 29

Exercise 13 Filter information

In a database you can use filters to group records that share certain details.

For example, you can isolate all the records that include books.

The effects of using filters are more apparent when viewing a table.

We are currently viewing the unfiltered view of the table [tblBorrowers]. In this

exercise we will choose to see only those pupils who are in Form 8Fm

• Click in the [Form] field in the first row

� To select Form 8Fm

• On the main toolbar, click the [Filter by Selection] button

� To isolate all pupils in the database that are in 8Fm

� To see how many matches have been filtered out.


Aston Swann 200630

• Look at the navigation buttons at the bottom left of the screen

� To see how many records have been filtered

• View the [FLTR] icon at the bottom right of the status bar

� To show that a filter is active

• Notice that in the main toolbar the [Remove Filter] button is

depressed

� Whilst the filter is being applied.

• Click the [Remove Filter] button

� The filter will be removed

� All references to [Filtered] will also be removed

� All the records will be shown again

• Filter out all pupils in Form 9Ty and then remove the Filter


Aston Swann 2006 31

Exercise 14 Sort records

Records can be sorted alphabetically or numerically in either ascending or

descending order.

You can sort your database when using a Table or a Form.

Sorting in table view

To sort the table [tblBorrowers] on the [Last Name] field:

• Click anywhere in the [Last Name] column

• Click the [Sort Ascending] button on the main toolbar

� To view the records arranged in ascending alphabetical order by

Surname (A to Z)

� Each borrower’s details are also sorted with their names


Aston Swann 200632

• Click the [Sort Descending] button

� To view the records sorted in descending alphabetical order by

Surname (Z to A)

� Each borrower’s details are also sorted with their names

To sort the table on the [Form] field:

• Click anywhere in the [Form] column

• Click the [Sort Ascending] button

� To view the records in ascending order by Form

• From the menu bar select [File] [Close]

� To view a warning message asking if you want to save the changes

• Click the [Yes] button

� To save the changes

� To close the table view and display the main database window


Aston Swann 2006 33

Sorting in form view:

This will sort the [frmTracking] form by [LastName]

• Select [Forms] in the Objects pane in the main database window

� To view the Forms currently created in the database

• Click [frmTracking]


� To display [tblTracking] as a form

• Click in the [LastName] field

• Click the [Sort Ascending] Button on the main toolbar

� To sort the records into alphabetical order

• Click the [Next Record] button several times

� To move through the records in alphabetical order of the [Last Names]

field

The [Sort Descendng] button would sort in reverse alphabetical order

For numerical fields, sorting would be in order from 0-9 or 9-0, dependent

upon whether [Sort Ascending] or [Sort Descending] was used.


� To close the Form view



Aston Swann 200634

Exercise 15 Run a report

A report is documentation that is designed for printout. It is previewed on

screen first, allowing you to check it before printing.

This exercise will look at a report that is set up in the [CoolCat] database that

prints details of who borrowed what, and when. The report is called

[rptTrackingLoans].

Run a report from the main database window:

• In the Objects pane, click [Reports]

• Click the Report [rptTrackingLoans]

• On the main toolbar click the [Preview] button

� The printout will be shown on the screen

• If necessary, click the [Maximise] button

� To make the window fill the screen

• On the main toolbar click the [Zoom] button

� To zoom in and out of the report

• On the main toolbar click the [Close] button

� To close the report



Aston Swann 2006 35

Exercise 16 Run a query

A “query” is a tool to:

� Analyse and manage information in a database

� Extract specific information from a database, based on searching more

than one field and more than one table

� See updated results from amended data, using queries that have been

saved

� Join tables together to build forms and reports, that might use data from a

number of tables

� The results of a query can be viewed on screen or printed out.

This exercise will run an existing query that combines all the fields from

[tblItems] [tblBorrowers] and [tblTracking], allowing you to see in one view the

details of who borrowed/returned a particular item.

• Click [Queries] in the Objects pane in the main database window

• Click the icon to the left of [qryTracking]


� The query window opens, displaying the fields shown on page 37


Aston Swann 200636

The fields come from:

Borrowers Table – Borrowers details, for example, names

Items Table – Item No and Type

Tracking Table – Date

This query links all this information together from the three tables, to provide

related information on one screen. This query feeds into [frmTracking], which

allows the tracking of items.

Without this query you would have to look at the three different tables

separately to see all the related information.

It is, however, helpful to have these separate, linked tables for the different

items, as the smaller tables are easier to manage. Also, linking the

information can avoid duplication of data and can cut down on data entry time.

(In our current database, for example, the Items information only has to be

entered once for each Book/CD/etc, and then for each borrower, the

information about the item borrowed can be picked up from this linked Items

table without the need for re-entry of the data.)


Aston Swann 2006 37


Aston Swann 200638

Primary key

Each table has a primary key field.

The primary key is a field that uniquely identifies each record stored in the table.

The primary key field is usually a number.

As an example, in the Items table, [ItemNo] is a primary key. Every item in the

table has a unique [ItemNo]. This will ensure that if the database contains

details of two copies of the same book, each copy will have a unique [ItemNo]

and can therefore be monitored separately.

Primary key fields are used when linking tables to create queries. For example,

the table called [tbleTracking] contains the [ItemNo] field. The table called

[tblItems] also contains the [ItemNo] field and, in this table, it is the primary key

field. A query combining records from the [tbleTracking] and [tblItems] tables

can match up the [ItemNo] of each record in the [tbleTracking] to the record in

the [tblItems] containing the same [ItemNo]. In this way, Access can show

which item has been borrowed on each occasion.


Aston Swann 2006 39

Exercise 17 Relationships between tables

This exercise will look at all 3 tables to view the relationships between them

created by the primary key fields.

• Ensure that the [qryTracking] is still open on screen

• From the menu bar select [Tools] [Relationships]

� To see the three tables

• Scroll through the tables

� To see that they are linked by the primary key fields in the [tblItems] and

[tblBorrowers] tables

� To see the primary key fields displayed in bold

� To view the lines linking the common fields [ItemNo] and [BorrowerNo]

The Tracking table therefore can track which borrower has borrowed what

item. Further details on the borrower can be pulled from the Borrower’s table.

Further details on the Item can be pulled from the Items Table.

• Click the [Close] button at the right of the Relationship title bar

� To close the Relationship window


� To close the table view



Aston Swann 200640

Exercise 18 Close a database and Access

Close the database


� To close the database

� To leave Microsoft Access open on screen

Close Access:

• From the menu bar, select [File] [Exit]


Aston Swann 2006 41

Example 2 – Creating a database

This example will create a database in Microsoft Access including tables, forms,

a query and a report.

Exercise 19 Design and plan a database

Before creating a database, the following should be considered:

� What is the purpose of the database?

� What detail do you want from it for information on screen or on printouts?

� What information are you going to put into it?

� How are you going to capture this information?

The answers to these questions will affect the structure of the database. You

will need to plan:

� What tables you will need

� What fields to include

� What will the fields hold – numbers, letters, dates etc

� What will be the primary key field in each table

� How will the tables be linked

� What other database objects you need to design to achieve the required

output, for example forms, queries and reports


Aston Swann 200642

Once you have decided what you need in your database, you then need to

design the method of collecting the information, also known as data capture.

Some things to consider about data capture are:

� How to ensure information is accurate and relevant

� How to minimise duplication and error (“Garbage In, Garbage Out”)

Access forms can be used on screen to capture data. The forms can guide

people to enter the information required accurately, for example by providing a

drop down list – with a list of options.

Alternatively, paper forms can be designed. The following is an example of a

paper data capture form. It directs users to correctly enter information on paper

so that it can be typed accurately into the database.

Application for CoolCat Membership

First Name: ��

Surname: ��

Form: ��

Date of Birth: ��/��/��

Parent/Guardian:

First Name: ��

Surname: ��

Contact Number:��


Aston Swann 2006 43

We are going to create a database of pupils with their hobbies.

The purpose of this database is to:

� Produce a form on screen to track pupils and their attendance at their hobby

sessions

� Produce a printout

� Produce a report listing pupils and sessions attended

There will be three tables:

� A table of pupils [tblPupil]

� A table of hobbies [tblHobby]

� A table of sessions [tblSession]. This tracks which pupil does which hobby

and their attendance (one pupil can have more than one hobby)

The three tables will contain:

As can be seen by the links above, the following fields will link the tables:

The [HobbyCode] Field – links the Hobby Table to the Session Table

The [PupilNo] Field – links the Pupil Table to the Session Table


Aston Swann 200644

In order for users to input the information easily, we will create the session

attendance form shown below.


Aston Swann 2006 45

Exercise 20 Create a database

• From the Taskbar, select [Start] [All Programs] [Microsoft Access]

� Microsoft Access will open

� The [New File] Task Pane should open at the right of the screen

If the [New File] Task Pane does not open, from the menu bar select

[View] [Toolbars] [Task Pane] to open it

• In the [New] field, click [Blank Database]

� To display the [File New Database] screen


Aston Swann 200646

Within the File New Database dialog box, you will specify the name and location

for the database:

• In the [File Name:] field, type [Hobbies]

Either

• Click the [My Documents] button down the left of the Save As dialog box

� To select the [My Documents] folder in the [Save in:] field

Or

• Click the drop down arrow to the right of the [Save In:] field

� To view the available drives and folders

• Select the drive, folder (and sub-folders) in which you wish to save the

document

• Click the [Create] button

� To save the Hobbies database into the selected folder

� To open [Hobbies : Database], ready to create a table


Aston Swann 2006 47

Exercise 21 Create tables

This exercise will use the Table wizard to create a Pupils table.

The wizard will provide some sample tables with ready-made fields. We will

need to choose which fields we want for our database, and then to rename

some of the fields so that their names fit better with our database.

• Click [Create table by using wizard]

• Click the [Open] button in the Hobbies : database main database

window

� The Table wizard dialog box will be displayed

• Select [Business] from the field on the left


Aston Swann 200648

Selecting fields

• In the [Sample Tables:] field scroll down and select [Students]

� To display a suggested list of sample fields

• In the [Sample Fields:] list click [StudentID]

• Click the [Insert One Field] button

� To insert [StudentID] into the [Fields in my new table:] field

� To select [StudentID] as a field for the new database

• Similarly select and insert:

[FirstName]

[LastName]

[PhoneNumber]

[ParentsNames]

� So that all these fields are displayed in the [Fields in my new table:] field


Aston Swann 2006 49

Renaming a field:

• Select [StudentID] in the [Fields in my new table:] field

• Click the [Rename Field…] button

� The Rename field dialog box opens

• Type in “PupilNo”

� Ensure that you do not insert any spaces or non alpha-numeric

characters


• In the same way rename:

[LastName] to [Surname]

[PhoneNumber] to [ContactNo]

[ParentsNames] to [ParentGuardian]

Tip:

Renaming can also be used to correct errors in field names


Aston Swann 200650

Naming the table

• Click the [Next] button

� To display the option to name the table:

• Enter the name [tblPupil] in the top field

� To name your table

• Select [Yes, set a primary key for me]

� To let the wizard set the primary key

• Click [Next]

• Select [Enter data directly into the table]

• Click the [Finish] button

� To display the empty [tblePupil] table


Aston Swann 2006 51

PupilNo

The PupilNo is an Autonumber.

Microsoft Access automatically numbers each pupil as you enter their details.

You will not be able to enter anything in this field. At a later date, you could

change the field type if you wished to amend the numbers yourself.

You may experience some problems entering phone numbers. Don’t worry!

The field will be modified later to deal with this.

Enter pupil details

We will type in the details of at least five pupils shown on the list below

• Click in the [FirstName] field, in row 1

• Type in “Jack”

Either

• Press [Tab] to move to the [Surname] field, in row 1

Or

• Click with the mouse in the [Surname] field, in row 1

• Type in “Simmons”

• Press [Tab] or click in the [ContactNo] field, in row 1

• Type in “0121 787 7632”

• Press [Tab] or click in the [ParentGuardian] field, in row 1

• Type in “Mrs Simmons”

• Press [Tab] twice or click in the [FirstName] field, in row 2


Aston Swann 200652

• Repeat for the remaining pupils, entering at least five

• Click the [Save] button in the main toolbar

� To double check that the data is saved


Aston Swann 2006 53

Exercise 22 Change viewing mode

Objects in the database can be viewed in 2 ways:

� Datasheet view – where the individual records are displayed in table or

form view

This is the view that has been used so far in this example

� Design view – where the fields in the object can be amended.

This view will be used to modify the fields in the Hobbies database

Switching between the Datasheet view and Design view is done using the [View]

button on the main toolbar, as will be shown in the next exercise.


Aston Swann 200654

Exercise 23 Modify field types

This will change the format of the [ContactNo] by amending the [Input Mask]

field. If the [ContactNo] field in your table has not automatically been given an

input mask by the table wizard, you will not need to make this amendment.

However, it will still be useful to see how an input mask works, and how you

could add one to fields in the future.

An input mask controls how data is stored in a field (for example, automatically

putting the dialling code into brackets, or specifying the correct number of letters

or digits to be used in a field).

• Click the [Design View] button on the main toolbar

� To display the table in design view

� To list the Field Names in the [Field Name] column

� The [Data Type] column explains what kind of information is being held in

each field

• Click each field

� To see the information in the Field Properties field at the bottom of the

screen change for each field

• Click the [ContactNo] field

• In the Field Properties field at the bottom of the screen, click into the [Input

Mask] field

� To see a sample of how numbers should be displayed in this field


Aston Swann 2006 55

• Click the button to the right of the [Input Mask] field

� To view details about input masks

• Click [Yes] on the warning message that opens

� To save the table before opening the Input Mask wizard dialog box

• In the Input Mask wizard dialog box, click the [Next] button

� To go through the screens of the dialog box, to get an idea of how input

masks work

• When you have looked through the screens, click [Cancel]

� To close the Input Mask wizard dialog box without making any changes

• In the Input Mask field in the [tblPupil] table, delete all the text in the field

� To remove the Input Mask from the [Contact No] field

� To remove the brackets from the phone numbers

• Click the Save button in the main toolbar

� To save the amended table design


Aston Swann 200656

• Click the [Datasheet View] button in the main toolbar

� To view the changes

• If necessary, click in each Phone number in the [ContactNo] column

� To amend the phone numbers


Aston Swann 2006 57

Exercise 24 Add a field

This exercise will add a [DateOfBirth] field to the table.

• Click the [Design View] button in the main toolbar

� To change to design view

• Click in the margin to the left of [ContactNo]

� To select the whole row

• From the menu bar, select [Insert] [Rows]

� To insert a new row above [ContactNo]

• Click the blank row in the [Field Name] column

• Type in “DateOfBirth”

� To name your new field

• Click in the [Data Type] column in the [DateOfBirth] row

• Click the drop down arrow

� To display all the possible types of data

• Select [Date/Time]

� To change the data type to a date


Aston Swann 200658

Exercise 25 Add descriptions to help with data entry

Guidelines or descriptions associated with any field can help anyone entering

information and using the database.

Add a description explaining the use of the [ContactNo] field

• In the Description column, click in the [ContactNo] row

• Type in “This number is for emergencies and general communication”


� To save the amended data table

• Click the [View Datasheet] button

� To review the revised table

• Click in one of the [ContactNo] fields

� To view the Description in the Status Bar at the bottom of the screen

• Enter the [DateOfBirth] for the existing pupils as shown in the table below


Aston Swann 2006 59

• Enter details of two more pupils

• For each pupil, click in the [ContactNo] column

� To view the prompt that is displayed in the status bar at the bottom of the

screen for this column


� To close the table [tblPupil]

Tip:

The information that you enter is saved automatically.


Aston Swann 200660

Exercise 26 Create a table using design view

The Pupils table was created using the Table wizard. This exercise will use

Design view to create a Hobbies table, showing what hobbies are available, run

by which staff and in what location.

• In the Objects pane of the main database window, select [Tables]

• Click [Create table in Design View]

• Click the [Open] button in the main database window

� To display a new table in design view


Aston Swann 2006 61

Exercise 27 Create fields

• In the [Field Name] column, type in the field names as shown below


Aston Swann 200662

Exercise 28 Amend data types

This exercise will amend the Data Type for the [HobbyCode] field to

[AutoNumber], so that the code numbers will be automatically incremented

when new hobbies are entered.

• In the [HobbyCode] row, click in the [Data Type] column

• Click the down arrow

� To display the choice of data types

• Select [AutoNumber]

� To automatically insert incremental numbers in this field


Aston Swann 2006 63

Exercise 29 Create a lookup column

A lookup column gives the user a list of choices when data is entered into a

field. This gives control to the database designer over what the user can enter

into this field in the future.

• Click in the [Data Type] column in the Location row

• Click the down arrow

� To display the choice of data types

• Select [Lookup Wizard…]

� The Lookup Wizard dialog box is displayed

• Click [I will type in the values that I want]



Aston Swann 200664

The Lookup wizard will display a form, ready to type in the entries you require.

• Leave the [Number of columns:] as 1

• In Column 1 type “School”

� A new row will be inserted below

• [Tab] to the next row

• Type “Sports Centre”

• [Tab] to the next row

• Type “Youth Centre”


• Leave [Location] as the name of the lookup column.


� To complete creation of the lookup details


Aston Swann 2006 65

Exercise 30 Create a primary key field

This exercise will make the [HobbyCode] field the primary key field for the

Hobbies table, and thus give a unique identity to each record that is entered.

• Click the [HobbyCode] field

• From the menu bar select [Edit] [Primary Key]

• To insert the Primary Key symbol to the left of [HobbyCode]


• To open the Save As dialog box:

• Type [tblHobby]


� To save the table as [tblHobby]


Aston Swann 200666

Exercise 31 Enter the records

This exercise will look at the table in datasheet view, so that you can enter the

hobby records.

• Click the [Datasheet View] button on the main toolbar

� To display the empty table

To type in the information:

• The [HobbyCode] field will be numbered automatically

• In row 1, click in the [Hobby] field

• Type “Football”

• Press the [Tab] key or click in the [Staff] field in row 1

• Type “Fi”

• In row 1, click the drop down arrow in the [Location] field

• Click [Sports Centre]

� To select this location from the available list

� To complete the entry of this record

• Using the information in the table below, repeat the above procedure, to

enter the details for at least five records


� To close the Hobbies Table

• If asked, [Save] the table


Aston Swann 2006 67

Exercise 32 Create the session table

The Session table will detail which pupils attended which hobby sessions, on

which date.

This table will be created in design view

• Click [Tables] in the Objects pane of the main database window

• In the right hand pane, click [Create table in Design view]

• Click the [Open] button in the main database window

� To display the table in design view


Aston Swann 200668

Entering the field names and data types

• Enter the field names as shown in the table below

• Enter the Data Types as shown below

• Click in the [Completed?] field

• In the Field Properties field at the bottom of the screen, click the [Lookup] tab

• Click the drop down arrow to the right of the [Display Control] field

• Select [Text Box] from the available options

� To make the [Completed] field give the option of typing [Yes] or [No]

• Use the [Primary Key] button on the main toolbar to make

[SessionNo] the primary key field

• Use the [Save] button on the main toolbar to save the table as [tblSession]


Aston Swann 2006 69

Exercise 33 Amend field format

The format used for fields can be amended as required.

Date format

This will show the options available for date fields

• Click in the margin to the left of [DateAttended]

� To select that row

• In the Field Properties field at the bottom of the screen, click into the

[Format] field

• Click the drop down arrow to the right of the field

� To view the date formats available

• Select the date format you would like to use for your field

• [Save] the changes to the [tblPupil] table


Aston Swann 200670

Number format

There are also various number formats available.

• Click in the margin to the left of [PupilNumber]


• In the Field Properties field at the bottom of the screen, click into the

[Format] field


� To view the number formats available

• View the different number formats available for your field

• Click the drop down arrow to the right of the [Format] field again

� To close the list of options without changing the selection for this field]

Tip:

You should also be aware that making a number format smaller might result in

the loss of data already contained in a cell, as any data longer than the new

value will be discarded.


Aston Swann 2006 71

Field size

There are also several options available for field sizes. However, if the field you

wish to amend is linked by relationships to fields in other tables, the size cannot

be changed.

As with number format changes, existing data may be lost in the table if the field

size is changed to a smaller value than is already contained within records in the

table.

• Click in the margin to the left of [HobbyCode]


• In the Field Properties field at the bottom of the screen, click into the [Field

Size] field


� To view the number formats available

• Leave the selected field size as [Long Integer]

• Click the drop down arrow to the right of the [Field Size] field again

� To close the list of options without changing the selection for this field


Aston Swann 200672

Error messages

As mentioned above, if the field you wish to amend is linked by relationships to

fields in other tables, the size cannot be changed. If you attempt to change the

field size in such an instance, the following will happen:

• An error message will open, stating that the field size cannot be changed

because of the relationship with other tables

• Click [OK]

� To close the error message box

• Ensure that in the field, the field size is left as it was previously

Entering the records

• Click the [Datasheet View] button

� To display the empty table

• Enter the records as shown in the table below


� To close the table

� To return to the main database window


Aston Swann 2006 73

Exercise 34 Link the tables

The datasheet view in the Session table is not very “user friendly”. For example,

it does not explain the hobby codes, or which number represents which pupil.

This exercise will therefore create “relationships” between the 3 tables

([tblHobby] [tblSession] and [tblPupil]). The relationships will link the tables, in

order that matching information from each table can be ‘joined together’ and

displayed on screen in a meaningful way.

Either

• Select [Tools] [Relationships] from the menu bar

Or

• Click the [Relationships] button in the main toolbar

� The [Relationships] window will open

� The Show Table dialog box will be displayed on top

• Select each table in turn from the Show Table dialog box, and click the [Add]

button

� To display the tables in the [Relationships] window

• Click the [Close] button

� To close the Show Table dialog box


Aston Swann 200674

Positioning the tables to link

Moving the tables around in the Relationships window will make it easier to link

the tables as required.

• Select one of the fields in the [tblPupil] table

• Click the title bar of the [tblPupil] table

• Drag the table to the position shown in the diagram below

• Repeat for the other 2 tables

� To arrange the tables in the order shown below

• If any of the tables have scroll bars to their right (meaning that they are too

short to view all the fields contained in them), move the mouse pointer to the

bottom of that table and click and drag the lower edge of the table down

� To make the table longer

� To enable all the fields to be viewed at the same time


Aston Swann 2006 75

Relationship types for linked tables

When fields are linked, a Relationship Type between the 2 fields will be created.

There are 3 different relationship types:

One-To-One In a one-to-one relationship, each record in the first table

can have only one matching record in the second table,

and each record in the second table can have only one

matching record in the first table. One-to-one relationships

are not very common, because most information related in

this way would be contained within one table.

One-To-Many A one-to-many relationship is the most common type of

relationship. In a one-to-many relationship, a record in the

first table can have many matching records in the second

table, but a record in the second table has only one

matching record in the first table.

Many-To-Many In a many-to-many relationship, a record in the first table

can have many matching records in the second table, and

a record in the second table can have many matching

records in the first table.

This exercise will create One-To-Many relationships between the [tblSession]

table and the [tblHobby] and [tblPupil] tables.

However, the same procedure would be used to create the other relationships

between tables. As an example, a one-to-one relationship would be created if

the primary fields from two tables were linked – as in each table each record in

the primary field has to be unique


Aston Swann 200676

Validity of relationships

Relationships between tables have to adhere to certain rules in order that they

are valid. There are 3 main rules to consider when linking tables in Access:

• The primary key field should be the linked field from the primary table (for

example, [PupilNo] should be the linked field in the [tblPupil] table. Any

alternative field used should have a unique index.

• The linked fields should usually contain the same data type.

• Both tables should be contained in Access databases that are currently open

on screen when the links are created.

Once tables have been linked, it could cause problems if records from one table

were deleted that were linked to records in another table. For example, if a

pupil’s record were deleted after that pupil had been entered into the Session

table as attending a session, the Session table would be invalid.

To ensure the validity of links, and to prevent linked records being deleted,

“Referential Integrity” can be applied when creating relationships between

tables.

Referential integrity sets the following rules for linked tables:

• You cannot, for example, assign a non-existent pupil number to a session

(however, you can have a session created with no pupils registered as

attending)

• You cannot, for example, delete a pupil’s record if that pupil is assigned to a

session

• You cannot, for example, change a pupil’s [PupilNo] if that pupil is assigned

to a session

The ability to apply referential integrity will be presented as the relationships

between the tables are being created.


Aston Swann 2006 77

Create the links and view the relationships:

• Click and hold the [HobbyCode] field in [tblHobbyl]

• Drag the mouse to the [HobbyCode] field in [tblSession]

• Let go of the mouse button over the [HobbyCode] field in [tblSession]

� The Edit Relationships dialog box will open

� The [tblHobby] table will be shown on the left

� The [tblSession] table will be shown on the right

• Look at the [Relationship Type:] field at the bottom of the dialog box

� The Relationship Type will show One-To-Many

� This means that for every hobby there can be several sessions

� Don’t forget that a one-to-one relationship would be created if there could

only be one matching record in each table


� To create this link between the [tblHobby] and the [tblSession]

• Click and hold the [PupilNo] field in [tblPupil]

• Drag the mouse to the [PupilNo] field in [tblSession]

• Let go of the mouse button over the [PupilNo] field in [tblSession]

� The Edit Relationships dialog box will open

� The [tblPupil] table will be shown on the left

� The [tblSession] table will be shown on the right


Aston Swann 200678

• Look at the [Relationship Type:] field at the bottom of the dialog box

� The Relationship Type will show One-To-Many

� This means that every pupil can attend several sessions

• The [Enforce Referential Integrity] field can be ticked

� To ensure the validity of the relationship, as discussed above


� To create this link between the [tblHobby] and the [tblSession]

� To display all the linked tables:

• Click the [Save] button

� To save the relationships

• Click the [Close] button at the right of the Relationship Title bar

� To close the Relationships window


Aston Swann 2006 79

Exercise 35 Create a query

Having linked the tables, it is now possible to create a query to pull together

information from the records in some or all of the tables. The query can then be

used as the basis for a form to show which pupils attended which sessions for

which hobby.

Be aware that, although this query is using information from several tables, the

same procedure would be used to create queries where the information was

picked from just one or two tables.

This query will be created using the query wizard.

• In the Objects pane of the main database window, click [Queries]

• Click [Create query by using wizard]

• Click the [Open] button on the Database toolbar

� To display the Simple Query Wizard dialog box


Aston Swann 200680

Selecting the tables and fields to use

• Click the drop down arrow in the [Tables/Queries] field

• Select [Table: tblSession]

� The fields in this table will be displayed in the [Available Fields:] field

• Click the [Insert all Fields] button

� All the fields will be moved into the [Selected Fields:] field


• Select [tblHobby]


• Click the [Insert all Fields] button

� To move all the fields into the [Selected Fields:] field

• In the [Selected Fields:] field, click [tblHobby.HobbyCode]

• Click the [Remove One Field] button

� To remove this duplicated field from the [Selected Fields:] field

It is duplicated because it exists in the [tblSession] table also

� To leave all but this field in the [Selected Fields:] field


Aston Swann 2006 81


• Select [tblPupil]


• Avoiding the [PupilNo] field, which has already been inserted

from the [tblSession] table, select each field in turn and click the

[Insert One Field] button

� To insert all but the [PupilNo] field into the [Selected Fields:] field

� To complete insertion of all the fields required from all 3 tables

Naming the query


• Select the [Detail (shows every field of every record)] option

� To have all fields displayed in the query


• In the [What title do you want for your query] field type

“qrySession”

� To replace the name that is given to your query

To rename the query “qrySession”


Aston Swann 200682

• Select [Open the query to view information]

� So that you will view the completed query when it is created


� To open the qrySession : SelectQuery screen



� To list the new query in the Query pane

• Click qrySession


� To display the query details again


� To close the query


Aston Swann 2006 83

Exercise 36 Create a form

This exercise will create a form that can be used to enter details of the pupil and

hobby applicable to each session.

If you get an error message “subscript out of range” whilst creating your form,

cancel out of the form and follow the procedure set out in the section below

entitled “If you get an error message whilst creating your form:

• In the Objects pane of the main database window, click [Forms]

� To see the available forms and options

• Click the [New] button

� The New Form dialog box will open


Aston Swann 200684

Selecting the form type

• Select [AutoForm: Columnar]

� To automatically create a form in column format, using the data contained

in the query you will specify next

• Click the down arrow to the right of the [Choose the table or query where the

object’s data comes from:]

• Select [qrySession]

• In order to pick the data from the [qrySession] query


� To display the form

� To see the details for the first session that is contained in the

[qrySession] query


Aston Swann 2006 85

If you get an error message whilst creating your form:

• Cancel out of your form

• In the Objects section of the main database window, select [Forms]

• Double click the icon to the left of [Create form by using wizard]

� To display the Form Wizard

• Click the [Cancel] button

• Try to create an AutoForm again

Once your form has been created

With the first record shown on screen in the form:

• Click the [Save] button

� To display the Save As dialog box

• In the [Form Name:] field type “frmSession”

• Click [OK]

� To save the form


Aston Swann 200686

Exercise 37 Enter data using the new form

This exercise will enter and amend the details for a new session record. It will

also delete a record.

Enter a new record

• Click the [New Record] button at the bottom of the form

� To display the next new record

� The [SessionNo] will be numbered automatically

• Click in the [PupilNo] field

• Type “4” and press the [Tab] key

� To pull in details of pupil number 4

• In the [HobbyCode] field, type “3”

� To pull in details of hobby code 3

• Click in the [DateAttended] field

• Type [20/6/03]

• Click in the [Completed?] field

• Type [Yes]

� To complete the details for this session


Aston Swann 2006 87

Edit the record

• Click in the [PupilNo] field and highlight the number there

• Type [3] and press the [Tab] key

� To change the pupil details for this record

Tip:

Be aware that, at present, it is possible to change any of the fields in the form in

this way. If this happened, it would obviously mean that the pupil or hobby

details would not add up. In order to prevent this happening, those fields that

are automatically populated should be ‘locked’. This will be covered in Part 2.

• Click the [New Record] button

� To display the next new record

• Type in the [PupilNo] [HobbyCode] and [DateAttended] details for a new

record

� To enter the details for another session record


Aston Swann 200688

Delete the record

• With the record still on screen, click in the margin down the left of the form

� To select the entire record

• From the keyboard, press the [Delete] key

� An error message will open, warning that deleting a record cannot be

undone

• Click [Yes]

� To delete the record


� To close the form



Aston Swann 2006 89

Exercise 38 Previewing and printing

Information can be previewed and printed from a table, a form, a query or a

report.

Printing from tables, forms and queries is fine for simple printouts, but for more

elaborate printouts, reports should be used.

Previewing and Printing from a table

• In the Objects pane of the main database window, select [Tables]

• Click [tblHobby]


� To display the Hobby table

• Click the [Print Preview] button, in the main toolbar

� To preview the Table

� To view the current layout of the table on screen


Aston Swann 200690

• On the main toolbar, click the [Print] button

� To print out the table to your currently selected printer

• On the main toolbar, click the [Close] button

� To close the preview screen

� To display the table again


� To close the table


Printing a query

A query can be previewed and printed out in the same way as shown above for

a table, after selecting and opening the query from the main database window.

Printing a form

A form can also be previewed and printed out in the same way, once it has been

selected and opened from the main database window. However, forms do not

always fit neatly on the page by default, and it is preferable to amend the page

setup for the form before printing it. This will be covered in a later exercise.


Aston Swann 2006 91

Exercise 39 Create a report

The advantages of creating a report for printouts are:

� More than one table and query can be used in each report

� The whole database can be used in the report

� You have more control over what is printed in a report

� Customised headers, footers and page numbers can be added.

Create a report using the wizard

• In the Objects pane, of the main database window, select [Reports]

• Double click [Create report by using wizard]

� To display the Report Wizard dialog box


Aston Swann 200692

Selecting the fields to use

The report can be based on fields contained within tables, queries, or a

combination of both.

As a query will probably contain fields from more than one table, it will give you

access to more fields at one time, and save working your way through a variety

of tables. However, the process to be carried out if tables were used would be

identical to that explained below for using queries.

• From the Tables/Queries drop down list, select [Query: qrySession]

• Click [FirstName]

• Click the [Insert One Field] button

� The field will be inserted into the [Selected Fields] field

• Insert each of the following fields in turn into the [Selected Fields] field

[Surname]

[Hobby]

[DateAttended]

[Completed?]

Tip:

The order of the fields here affects the order of the fields in the report



Aston Swann 2006 93

Selecting how to view the data

• In the [How do you want to view your data?] field, click [by tblPupil]

� To view the information pupil by pupil


• Do not group your information. Leave this screen as it is


Aston Swann 200694

Sorting the data in the report

This will sort the data by each hobby, in order of the date attended, showing

completed and non-completed records separately


• Click the drop down arrow to the right of the first field

• Select [Hobby]

� To sort the information by hobby

• Click the drop down arrow to the right of the second field

• Select [Date Attended]

� To sort each hobby by date attended

• Click the drop down arrow to the right of the third field

• Select [Completed?]

� To further sort each hobby by whether it is completed

Tip:

Clicking the [Ascending] button to the right of any of the fields, would change the

order in which records were displayed for that field from Ascending (0-9, A-Z) to

Descending (9-0, Z-A)


Aston Swann 2006 95

Selecting the report layout and style


• Select the [Align Left 1] layout

� To display your information as shown in the example


• Click [Compact]

� To select the style of your report


Aston Swann 200696

Naming and completing your report


• Type “rptPupil” as your title for this report

• Select [Preview the report]

� So that the report is previewed on screen when you have finished

creating it


� To display the Print Preview screen

� To preview your report

� To automatically save the report

• Click on the report

� To zoom in and out


Aston Swann 2006 97

Tip:

Modifications to Reports, such as changing the fields displayed; changing field

locations; adding colour, logos and clipart will be covered in later modules.


� To close the saved report



Aston Swann 200698

Exercise 40 Closing Access

To close Access and the database:

• From the menu bar, select [File] [Exit]

� To close the database

� To close Access

Read me first - Weeblyredseateachers.weebly.com/uploads/2/5/0/6/2506890/m5v4xp_p1.pdf · Read me...

Documents

Transcript of Read me first - Weeblyredseateachers.weebly.com/uploads/2/5/0/6/2506890/m5v4xp_p1.pdf · Read me...