ACCESS 2007 PAMPHLET Print

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Compiled by Konneh Jr
GET STARTED WITH MICROSOFT ACCESS 2007
WHAT IS MICROSOFT ACCESS?
Microsoft Office Access is a database system made for individuals and small-to-medium-
sized businesses who want to capture, manage, and report data in a professional way. It is
a member of the Microsoft Office Suite of applications which combines the relational
Microsoft Jet Database Engine with a graphical user interface and software-development
tools. It is known for being a leading option for professional data managers who require
advanced ways to report project data. Since Microsoft Access does not require complicated
programming, regular people can create powerful data bases in advanced ways with
Microsoft Access.
SOME ADVANTAGES OF MICROSOFT ACCESS
EASY TO INSTALL AND USE — Access gives data managers a fully functional, relational
database management system in minutes. Like many other Microsoft applications, Access
contains Wizards that walk you through each step of the way. The user interface is
intuitive; accelerating data information retrieval.
EASY TO INTEGRATE – Access works well with many of the developing software
programs based in Windows. It also can be used in the front-end as back-end tables with
products like Microsoft SQL Server and non-Microsoft products like Oracle and Sybase.
WIDELY POPULAR — Microsoft Access is the most popular desktop database system in
the world.
MULTI-USER SUPPORT – About ten users in a network can use an Access application.
IMPORTING DATA — Microsoft Access makes it easy to import data.
SOME DISADVANTAGES OF MICROSOFT ACCESS
FINITE – Microsoft Access is useful for individual departments or small-to-medium

business sectors. Any sector whose usage goes beyond 2 GB will hit a wall and discover
limitations.
ONE FILE — All the information from your database is saved into one file. This limits
options and how you choose utilize data; slowing down reports, queries, and forms. Its
performance becomes slow as the user scales data size. Multimedia data can use up MS
Access limited space quickly.
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STATIC-FRIENDLY — it’s difficult to publish files a part from static files.
Multi-user limited — Technical limit is 255 concurrent users, but real world limit is 10 to
80 (depending on type of application).
STEPS OF PLANING YOUR DATABASE
In working with Microsoft access database, requires thorough planning, Planning a

database in advance will save you a lot of time, effort, and resources. These guidelines will
work your database;
1. Determine the purpose of your database (it will help you decide what information to
include and not to include, and how to arrange your fields in a better way
2. Include important information only (it will make your database somehow readable
and lot easier to manipulate with)
3. Reviewing existing files that can provide information necessary for your database.
(Example; paper files, electronic files)
4. Plan your fields in your table ahead of time (meaning, list all the fields you need to
include in your database before you start access e.g. ID NO, FIRST NAME, LAST
NAME)
STARTING MICROSOFT OFFICE ACCESS 2007
➢ Click start button

➢ Go to all programs
➢ Click Microsoft office
➢ Choose Microsoft Access 2007
EXPLORING THE ACCESS 2007 ENVIRONMENT
Minimize Maximize Close
Title Bar
Office Button
Recent database Division
2
HOW TO CREATE A BLANK DATABASE
➢ Click blank database from the top left hand window
➢ Click to file name, type the name of your file (e.g student Personal Report)
➢ Click to the folder icon and find the name of your folder where you want to save your file
➢ Click on the folder then you click to open
➢ Click to create
Type
in the
Click to Blank
file
Database
name
Click
to
create
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Quick Access
Office INSIDE THE ACCESS WINDOW
Toolbar Minimize Maximize Close
Button
Tabs
Navigation Pane Ribbons
Status Bar Document Window
HOW TO CREATE A TABLE IN ACCESS

➢ Click to create Tab
➢ Close database field (Always make sure you close database field before clicking to table design)
➢ Click create on the ribbon tab
➢ Click table design on the ribbon tab
Click to
create Tab
After clicking to table design, your window will appear the same like the one shown window
below
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The Navigation Pane
To manipulate the Navigation Pane:
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UNDERSTANDING DATA TYPES
In Access, you use data types to specify the type of data each field can capture.
DATA TYPES
DATA TYPES USE NOTES

Text Alphanumeric data. Use for text and for
numbers that are not used in mathematical
Calculations. Use for names, addresses, and
other relatively Short pieces of text. Can
store up to 255 characters.
Memo Long text. Use for long pieces of text , such
as notes and long Descriptions. Can store
up to 64,000 characters.
Number Numeric data. Use for numbers you want to If you are working
use in mathematical calculations. with currency, use
the currency type
Date/ Time Use for dates and times
Currency Use for currency. Prevents rounding

during calculation.
Auto Number Unique sequential numbers or random

numbers automatically inserted when you
create a record. Use to create a primary
key.
Yes/No Logical data. Use when only one of two

values is valid. Yes/No, True/ False, etc.
Hyperlink Use to store hyperlinks.
Attachment Use to store attachments.
OLE Object Use to at tach an OLE object such as a Word

document , Excel spreadsheet , or
PowerPoint presentation.
EXAMPLE OF CREATING A TABLE
LAST NAME FIRST NAME CITY

Kourouma Mory Freetown
Kourouma Mory Freetown
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CHANGE FROM DATASHEET VIEW TO QUERY DESIGN VIEW
After you run a query, you can easily change back to Query Design view and make
modifications to your query or create a new query.
TO CHANGE TO QUERY DESIGN VIEW:
1.
Activate the Home tab.

2. Click the down-arrow below View in the Views group. A menu appears.
3. Click Design View. Access changes to Query Design view. You can modify your query.
UNDERSTANDING TABLES
A table is a set of columns and rows. Each column is called a field. Within a table, each field
Must be given a name and no two fields can have the same name. Each value in a field
represents a single category of data. For example, a table might have three fields: Last
Name, First Name, and Phone Number. The table consists of three columns: one for last
name, one for first name, and one for phone number. In every row of the table, the Last
Name field contains the last name, the First Name field contains the first name, and the
Phone Number field contains the phone number. Each row in a table is called a record.
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All of the data in a table should refer to the same subject . For example, all of the data in the
Employees table should refer to employees, all of the data in the Students table should
refer to students, and all of the data in the Courses table should refer to courses.
NAME AND SAVE A TABLE
After you create a table, you must name and save it .
TO NAME AND SAVE A TABLE:

1. Click the Save but ton on the Quick Access toolbar. The Save As dialog box appears.
2. Type the name you want to give your table.
3. Click OK. Access names your table.
Tip: You can use the Rename opt ion at any time to rename any column. For example, you
can rename the ID column Employee ID.
PRIMARY KEY
This is a field that uniquely identifies each in a table. Most tables at least field that is
selected as the primary key in the table. The data in the primary key field must be unique
for each record. E.g. ID NO, FIRST NAME, STUDENT ID etc. primary key prevent duplicate
records from being entered in the table and is used to control order in the display in a
table. And this makes it very faster for database to locate records in the table and to
process other operation, primary key is also use to create a link between tables in a
database. Even though any field can be a primary key field, by default the field or group of
fields in a table should be given the primary key. A primary key is a field or combination of
fields that uniquely identify each record in a table. No two records in a table should have
the same values in every field. For example, the following should not occur in a table.
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DATABASE OBJECT
An object is an item such as; TABLES, QUERIES, FORMS, REPORTS, MODULES made up
of many elements and can be created, selected, and manipulated as a unit. Below are few of
the most commonly used objects;
➢ TABLES: In access, data is stored in tables. A table is set of columns and rows, with each
column referred to as a field. Each value in a field represents a single type of data. Each
row of a table is referred to as a record
➢ QUERIES: You use queries to retrieve specific data from your database and to answer
questions about your data. For example, you can use a query to find the names of the
employees in your database who live in a particular state
➢ FORMS: Forms give you the ability to choose the format and arrangement of fields. You
can use a form to enter, edit and display data
➢ REPORTS: Reports organize or summarize your data so you can print it or view it
onscreen you often use reports when you want to analyze your data or present your data
to others
EXERCISE ONE (1)

Prepare a database for workers of BOW FOR GREATNESS PRODUCTION. Let the field name
headers be QUANTITY ORDER ID, FIRST NAME, MIDDLE NAME, LAST NAME, QUANTITY,
GENDER and SUPPLIER WEBSITE
QUANTITY FIRST MIDDLE LAST NAME QUANTI GENDER SUPPLIER WEBSITE
ORDER ID NAME NAME TY
1 KONNEH SWAMA SULIAMAN 5 MALE www.ccna.com

NA
2 THOMAS MOSES DAVIES 4 MALE www.thomas.com
3 JENNEH ISATA CONTEH 3 FEMALE www.jenneh.com
4 ISHMAE ISH BANGURA 2 MALE www.ishbabgs.com
L
5 JUMA AMINAT KONNEH 1 FEMALE www.jumaamit.com
A
6 ABU BAKAR DUMBUYA 3 MALE www.supadums.co
R m
7 ISATA SALOM KAMARA 5 FEMALE www.isatasalome.co
E m
DATA DATA DATA DATA TYPE DATA DATA DATA TYPE
TYPE TYPE TYPE TYPE TYPE
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EXERCISE TWO (2)
The database below displayed the payroll of workers at the BANK OF SIERRA
LEONE in Freetown. Let the field name be NAMES OF WORKERS, GRADE,
WORKERS HOURS, and ALLOWANCE
WORKE NAMES OF GRADE WORKERS ALLOWA
RS ID WORKERS HOURS NCE
001 JUMA A 10 300,000
002 MUSA B 13 480,000
003 KARMUH A 18 350,000
004 MOHAMED C 9 500,000
005 FATMATA B 7 600,000
006 JENNEH A 10 300,000
007 KADIJA C 12 480,000
008 ABU B 6 300,000
009 ISATA A 10 480,000
0010 FOMBA C 9 350,000
DATA DATA TYPE DATA TYPE DATA TYPE DATA TYPE
TYPE
Questions
➢ Calculate the staff basic salary
➢ Calculate the staff gross salary
➢ Calculate the total amount of workers
QUESTION ONE (1) PROCEDURES OR STEPS
➢ Click to create tab
➢ On the right hand side of the window
on the last ribbon click on QUERY
WIZARD
Your window will appear the same
as the one shown below
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➢ Click to ok…..after clicking to ok your window will appear the same as the one
shown below
Click on the double greater than sign

after that you click to next
➢ Click on the double greater than sign after that you click to next
➢ Click to next again
➢ Click to modify QUERY DESIGN
Click inside of this row and delete only

the QUERY….replace it with solution
➢ Inside of the simple query wizard dialog box makes sure you delete QUERY ONLY
➢ Replace it with solution
➢ Click to finish
Your window will appear the same as the one shown below
First Click to the next blank
Second Click to builder
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➢ Firstly you click to the next blank field at
➢ The at the upper top of the window on query setup ribbon click to builder
After clicking to builder your window will appear the same as the one shown below
Inside of the expression builder dialog box
key in the following formula
➢ BASIC SALARY:=
➢ Click ON WORKERS HOURS click to
PASTE
➢ Click on the MULTIPLICATION SIGN *
➢ Click to ALLOWANCE click to PASTE
➢ For you to arrive at your final answer at
the top left corner of the window click
to RUN
➢ Click on the save icon
QUESTION TWO (2) PROCEDURES OR STEPS
➢ On the left hand side of the window click the drop down arrow to view
➢ Click to design view
YOUR WINDOW WILL APPEAR THE SAME AS THE ONE SHOWN BELOW
➢ Click to the next blank field again

➢ Click to builder
➢ Enter the following formula
➢ GROSS SALARY:=[BASIC SALARY]+[ALLOWANCE]
➢ Click OK
➢ For you to arrive at your final answer on the left hand side of the window click to
RUN
➢ Click on the save icon
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QUESTION THREE (3) PROCEDURES OR STEPS
➢ Click on BANKOF SIERRA LEONE SOLUTION query
➢ On the left hand side of the window click to VIEW
➢ Click to PIVOTAL TABLE view
After doing do your window will appear the same as the one shown below
➢ Drag and drop all the field name on the left hand side of the window
➢ Click to names of workers
➢ On the last ribbon which is the TOOLS RIBBON
➢ Click the drop down arrow to AUTO CALCULATION
➢ Click on COUNT
➢ Click the save icon
MODIFY A TABLE
After you create a table, you may need to modify it. You can delete columns, insert
columns, or move columns.
DELETE COLUMNS
The Delete option permanently deletes columns and all the data contained in them.
You cannot undo a column delete.
TO DELETE COLUMNS:
1. Click and drag to select the
columns you want to delete.
2. Activate the Datasheet tab.
3. Click Delete in the Fields &
Columns group. A prompt
appears.
4. Click Yes. Access deletes the
columns you selected.
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INSERT COLUMNS
The Insert option inserts a
column before the selected
column.
EXERCISE THREE (3)

The table below shows the sales
made by ABUBAKARR
DUMBUYA ENTERPRISE. Calculate his BILL, BALANCE and TOTAL AMOUNT.
NO DESCRIPTI QUANTI UNIT PAID BILL BALAN

ON TY PRICE CE
001 Television A 10,000 9,000
002 DSTV B 13,000 10,000
003 Play station 3 A 18,000 16,000
004 printer C 50,000 40,000
005 Laptop B 900,000 800,000
computer
006 Desktop A 600,000 500,000
computer
007 Toner ink C 70,000 60,000
008 Hard drive B 100,000 90,000
009 Projector A 300,000 290,000
0010 Pen drive C 50,000 45,000
DATA DATA TYPE DATA DATA TYPE DATA TYPE DATA DATA
TYPE TYPE TYPE TYPE
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EXERCISE FOUR (4)
➢ Prepare a database name CENSUS
➢ Create two tables one at a time, save the first one as Present Census Records and the second
one as Past Census Records
CITY DEATH DATE REMARKS PROVINCE PHOTO

RATE
FREETOWN 5000 1/1/2003 VERY HIGH WESTERN
AREA
BOMBALI 2000 15/6/2003 FAIRLY NORTHERN
LOW
TONKOLI 1500 14/2/2003 FAIRLY NORTHERN
LOW
KENEMA 2500 23/8/2003 FAIRLY EASTERN
HIGH
BO 3515 12/12/2003 VERY HIGH SOUTHERN
PUJEHUN 250 25/3/2003 VERY LOW SOUTHERN
DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA
TYPE
QUESTIONS
CITY 2 DEATH DATE 2
1. Calculate the DEATH RATE
RATE 2
DIFFERENCE for each city
FREETOWN 4000 31/1/2004 2. Calculate the TOTAL DEATH
BOMBALI 1500 29/2/2004 RATE for each city
3. Calculate the NUMBER OF DAYS
TONKOLI 1000 20/3/2004
BETWEEN the two tables
KENEMA 2000 12/9/2004 4. Create a FORM for each of the two
BO 3000 15/11/2004 tables
PUJEHUN 150 24/12/2004 5. Generate a REPORTS for the table
DATA TYPE DATA DATA TYPE called PRESENT CENSUS and
TYPE choose a suitable style and layout
and save then save it.
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TO CALCULTE THE DEATH RATE DIFFERENCE FOR EACH CITY
➢ Click to create
➢ Click to QUERY DESIGN
➢ After clicking to QUERY DESIGN your window will appear the same as the one shown
below
Click to Present Census Records click to add,

click to Past Census Records, click to add,
then you close the show table dialog box
➢ Click to PRESENT CENSUS RECORDS click to ADD

➢ Click to PAST CENSUS RECORDS click to ADD
➢ Close the show table DIALOG BOX
➢ You create a relationship between the two table to do so, click to city and drag the
cursor (mouse pointer ) on top of city two
➢ At the bottom click to a blank field
➢ Click to BUILDER
Just after creating a

relationship you click to
the blank field at the
bottom the you click to
builder
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After click to builder your window will appear the same as the one shown below
➢ Inside the EXPRESSION BUILDER DIALOG BOX you enter the formula
➢ DEATH RATE DIFF:=
➢ Double click to tables
➢ Click on PRESENT CENSUS RECORDS
➢ Click to DEATH RATE click to PASTE
➢ On the expression builder dialog box click on the SUBTRACTION SIGN -
➢ Click to PAST CENSUS RECORDS
➢ Click to DEATH RATE 2
➢ Click to PASTE
➢ Click OK
➢ For you to arrive at your final answer on the left hand side of the window, click to RUN
➢ QUESTIONS TWO (2) PROCEDURES OR STEPS
➢ TO CALCULATE THE TOTAL DEATH RATE FOR EACH CITY
➢ After calculating the DEATH RATE DIFFERENCE on the left hand side of the window
click to DESIGN VIEW
➢ Click to the next blank field
➢ On the query setup ribbon click to BUILDER
➢ Enter the formula below
➢ TOTAL DEATH RATE:=
➢ Click to PRESENT CENSUS RECORDS
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➢ Click to DEATH RATE
➢ Click to PASTE
➢ On the expression builder dialog box click on the ADDITION SIGN +
➢ Click to DEATH RATE 2
➢ Click to PASTE
➢ Click OK
➢ For you to arrive at your final answer click to RUN
➢ QUESTION THREE (3) PROCEDURES OR STEPS
➢ TO CALCULATE THE NUMBER OF DAYS BETWEEN THE TWO TABLES (WHICH IS THE
DURATION)
➢ On the left hand side of the window, click the drop down arrow to view
➢ Click to DESIGN VIEW
➢ On the query setup ribbon click to BUILDER
➢ Enter the formula below
➢ DURATION:=
➢ Click to DATE 2
➢ Click to PASTE
➢ On the expression builder dialog box click on the SUBTRACTION SIGN -
➢ Click to PRESENT CENSUS RECORDS
➢ Click to DATE
➢ Click to PASTE
➢ Click OK
➢ For you to arrive at your final answer on the left hand side of the window click to RUN
➢ Click to the save icon
➢ QUESTION FOUR (4) PROCEDURES OR STEPS
➢ TO CREATE A FORM FOR THE EACH OF THE TWO TABLES
➢ On the forms ribbon, click to more forms
➢ In the dialog box that appear click the drop down arrow
➢ Choose PRESENT CENSUS RECORDS
➢ Click the double greater than sign >>
➢ Click next
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➢ Click next
➢ On the style option
➢ Choose MEDIAN
➢ Click next
➢ At the final stage, click in front of the present census records
➢ Type form (make sure don’t delete nothing )
➢ Click to modify the forms wizard
➢ Click finish
➢ Click to form view
➢ Repeat the same steps to create form for the other table PAST CENSUS RECORDS
➢
➢ QUESTION FIVE (5) PROCUDURES OR STEPS
➢ TO GENERATE A REPORT FOR THE TABLE CALLED PRESENT CENSUS RECORDS
➢ Click to create tab under the report ribbon
➢ Click to REPORT WIZARD
➢ In the report wizard dialog box click the drop down arrow
➢ Choose PRESENT CENSUS RECORDS
➢ Click next
➢ Click next
➢ Click next
➢ Click next
➢ On the style option choose MEDIAN
➢ Click next
➢ Click in front of PRESENT CENSUS RECORDS (make sure you don’t delete nothing)
➢ Type REPORT
➢ Click to modify report wizard
➢ Click to report view
➢ Click to FINISH
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EXERCISE FIVE (5)
Prepare a database for STILL IGNITING CAR CENTRE let the field name be ID NO,
FIRST NAME, LAST NAME, VEHICLE BRAND, VEHICLE NO, VEHICLE COLOUR, and
DESCRIPTION.
ID NO FIRST LAST VEHICLE VEHICLE VEHICLE DESCRIPTION
NAME NAME BRAND NO COLOUR
1 JUMA KONNEH JEEP AJK 301 GREEN
2 MUSA KONNEH CAMRY MUS 241 BLUE
3 KARMUH BANGURA BENZ KAR 387 WHITE
4 SERRAY JABBIE TOYATA MAR 486 RED
5 FATMATA CONTEH PRADO FAT 321 BLACK
6 ABUBAKARR DUMBUYA BUGATTI ABU 476 BLUE
7 SULIAMAN JALLOH BANZ SUL 342 GREEN
DATE DATE TYPE DATE DATE DATE DATE DATE TYPE
RETRIEVING A DATA
You can use an Access query to retrieve a single column of data. Instead of choosing the
tablename.* option on the Field line in Query Design view, choose the name of the field you
want to retrieve.
TO RETRIEVE A SINGLE COLUMN:
1. Open a table or query in Query Design view.
2. Choose the field name you want to display in the field line.
3. Click the Run but ton. Access retrieves the column you chose.
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RETRIEVE MULTIPLE COLUMNS
You can use an Access query to retrieve multiple columns of data. On the Field line in
Query Design view, choose the field name of each field you want to retrieve in the order
you want to
retrieve them.
TO RETRIEVE MULTIPLE COLUMNS:
2. Choose the field names you want to retrieve in the order you want to retrieve them.
3. Click the Run but ton. Access retrieves the columns you chose.
EXERCISE SIX(6)
Prepare a database for FAETECH. Let the field name be STUDENT ID, FIRST NAME, LAST
NAME, GENDER, PROGRAMME, TELEPHONE and ADDRESS
STUDENT ID FIRST NAME LAST NAME GENDER PROG TELEP ADDRESS

RAMME HONE
1 MUSA KONNEH MALE MCAS WORD 078-343-345 14 KISSY
ROAD
2 SENTO JABBIE FEMALE MCAS EXCEL 077-234-564 13 MOUSE
STREET
3 JUMA KONNEH FEMALE MCAS 088-213-456 33
POWEPOINT COMPUTER
ROAD
4 FATMATA CONTEH FEMALE MCAS 099-234-432 24 MEMORY
WINDOWS CARD
STREET
5 KARMUH BANGURA MALE MCAS 079-064-462 11 LOWER
PUBLISHER MOUSE
STREET
6 SULIAMAN DUMBUYA MALE MCAS WORD 088-111-332 45 PRINTER
JUNCTION
7 ABUBAKARR JALLOH MALE MCAS 099-333-222 22 INK
PUBLISHER ROAD
DATE TYPE DATE TYPE DATE TYPE DATE TYPE DATE TYPE DATE TYPE DATE TYPE
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IMPORTING DATA IN ACCESS
You can import a table from EXCEL to ACCESS
STEPS ON IMPORTING A DATA FROM EXCEL TO ACCESS
➢ Click to EXTERNAL DATA TAB
➢ On the import ribbon
➢ Click to EXCEL
➢ In the dialog box that appear click to browse
➢ Click to the folder that you save your file (excel)
➢ Click on the file
➢ Click to open
➢ Click OK
➢ Click to first contain column headings
➢ Click next
➢ Click next
➢ Click next
➢ Click to import table and give a name for the table
➢ Click on the option I WOULD LIKE A WIZARD TO ANALYZE MY TABLE AFTER
IMPORTING THE DATA
➢ A dialog box will appear that display a information
➢ Click to NO
➢ Click to save import step
➢ Inside of the save as row give a file
➢ Click to SAVE IMPORT
EXERCISE SEVEN (7)
Prepare a database for K-SQUARE ENTERTAINMENT. Let the field name be ARTIST ID, FIRST
NAME, LAST NAME, LEVEL, GENDER, and ADDRESS
ARTIST FIRST LAST NAME GENDER ADDRESS
ID NAME
001 ABU CONTEH MALE 12 PEN ROAD
002 FATMATA KONNEH FEMALE 44 MOUSE ROAD
003 ISATA JALLOH FEMALE 23 PRINTER ROAD
004 GIBRIL BANGURA MALE 45 FAN JUNCTION
005 RICHARD DUMBUYA MALE 67 RULER ROAD
006 MARIAMA KALOKOH FEMALE 11 BAG JUNCTION
007 SULIAMAN JALLOH MALE 45 PENCIL ROAD
DATA DATA TYPE DATA TYPE DATA TYPE DATA TYPE
TYPE
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EXERCISE EIGHT (8)
Create two tables below, save the first one as FAETECH GRADES and the second one as
STUDENT INFORMATION
THE FIRST TABLE (FAETECH GRADES
STUDENT ID NAME SOFT HARDWARE NETWO G/DESIG CCNA AUTOC INT/COM

WARE RKING N AD M
ST 001 JIM 90 75 80 60 50 65 83
ST 002 JOE 67 85 59 71 66 53 54
ST 003 JUSU 87 72 78 90 66 55 77
ST 004 JOHN 59 85 73 81 80 55 61
ST 005 ISATA 95 81 77 70 65 66 70
ST 006 LUCY 98 88 77 66 55 61 55
ST 007 ASIE 77 66 88 54 60 55 70
ST 008 TUNDE 55 64 63 62 61 59 58
DATA DATA DAT DATA DATA DATA DATA DATA DATA
TYPE TYPE A TYPE TYPE TYPE TYPE TYPE TYPE
TYP
E
THE SECOND TABLE (STUDENT INFORMATION)
SERIAL CODE ADDRESS GENDER HIRED DATE COMMUNITY
ST 001 12 PEN ROAD MALE 09/09/2007 KISSY

ST 002 44 MOUSE ROAD FEMALE 04/10/2006 LUMLEY
ST 003 23 PRINTER ROAD MALE 01/1/2005 JUBA HILL
ST 004 45 FAN JUNCTION FEMALE 15/2/2005 SHELL
ST 005 67 RULER ROAD MALE 11/1/2005 MALAMA
ST 006 11 BAG JUNCTION FEMALE 12/12/2012 MOUNTAIN CUT
ST 007 45 PENCIL ROAD MALE 03/3/2012 BARRACKS
ST 008 2 CANDLE ROAD FEMALE 02/3/2005 LOWCOST
DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE
QUESTIONS
1. Calculate the TOTAL and AVERAGE for the entire students in the table called FAETECH
GRADES and save it as AVERAGE GRADES
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2. Calculate the DURATION for the table called STUDENT INFORMATION and assuming the
closing date is 29/10/2006
3. Filter the student according to gender (in the student information table)
TO CALCULATE THE TOTAL
➢ Click to create tab on the right hand side of the window
➢ Click to QUERY WIZARD
➢ Click to OK
➢ Click the drop down arrow inside of the simple query wizard dialog box
➢ Click the drop down arrow choose FAETECH GRADES
➢ Click next
➢ Click next
➢ Click infront of the FAETECH GRADES QUERY
➢ Backspace everything (delete all the text)
➢ Replace it with AVERAGE GRADES
➢ Click to modify the query design
➢ Click to finish
➢ Use the tab key to go the next blank field
➢ Key in the formula into the expression builder dialog box
➢ TOTAL GRADES:=
➢ Add all the following subject
➢ By clicking to SOFTWARE click to paste click to the ADDITION SIGN +
➢ Click to HARDWARE click to paste click to the ADDITION SIGN +
➢ Click to GRAPHIC DESIGN click to paste click to the ADDITION SIGN +
➢ Click to CCNA click to paste click to the ADDITION SIGN +
➢ Click to INTERNET COMMUNICATION click to paste
➢ Click to ok, for you to arrive at the final answer
➢ At the extreme left hand side of the window click to RUN
TO CALCULATE THE AVERAGE PROCEDURES OR STEPS

➢ On the left hand side of the window, click to home tab on the view ribbon click the
drop down arrow to view
➢ Click to DESIGN VIEW
➢ Use the tab key to go the next blank field
➢ Key in the following formula into the expression builder dialog box
➢ AVERAGE MARK:= [TOTAL GRADES]/7
➢ Click to OK
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➢ For you to arrive at your final answer, click to RUN
➢ Click the save ICON
TO CALCULATE THE DURATION FOR THE TABLE CALLED STUDENT INFORMATION
AND ASSUMING THE CLOSING THE CLOSING DATE IS 29/10/2006
➢ Open the student information table
➢ Just after the community field
➢ Double click on ADD NEW FIELD
➢ Rename it with CLOSING DATE
➢ Fill in the date below through the column
➢ 29/10/2006
➢ Click to create tab again
➢ Click to OK
➢ Click the drop down arrow choose student information
➢ Click next
➢ Click infornt of the student information query
➢ Backspace the query only replace it with solution
➢ Click to modify QUERY DESIGN
➢ Click to finish
➢ Use the tab key to take you to the next blank field
➢ DURATION:=
➢ Click on closing date click to PASTE
➢ Click on the SUBTRACTION SIGN –
➢ Click on HIRED DATE
➢ Click to PASTE
➢ Click to OK
➢ For you to arrive at your final answer, on the extreme end of the window click to RUN
➢
TO FILTER THE STUDENT ACCORDING TO GENDER
➢ Open the student information table
➢ Click the drop down arrow infront of gender
➢ Choose A-Z sort smallest to largest
➢
25
EXERCISE NINE (9)
Prepare a database for KISSY COMMUNITY. Let the field name be VEHICLE TYPE, NO
PLATE, COLOUR, DESTINATION, LICENING NO, DATE ISSUE, and DESCRIPTION.
VEHICLE NO COLOUR DESTINATION LICENING DATE DESCRIPTION
TYPE PLATE NO ISSUE
FERRARI TMI BLACK KISSY 001 01/01/14 PHOTO
050
FORD ELF RED KISSY 002 15/02/13 PHOTO
065
RANGE CMJ YELLOW SHELL 003 01/02/12 PHOTO
ROVER 765
CARDELAC PAF WHITE UPGUN 004 25/11/11 PHOTO
234
LAND EFD GREEN WELLINGTON 005 31/12/10 PHOTO
ROVER 232
PRADO SAP BLACK LUMLEY 006 31/01/09 PHOTO
222
BENZ EDF BLUE WATERLOO 007 2/04/12 PHOTO
322
DATA DATA DATA DATA TYPE DATA DATA DATA TYPE
EXERCISE TEN (10)

HANDLING THE CONDITIONAL USING THE IF FUNCTION IN ACCESS
Let’s imagine we have an access table containing a list of FAETECH exam results. There is
a field for COURSES and a field for the percentage RESULT, But we do not have one telling
us whether each percentage results is deemed a CERTIFICATE or NO CERTIFICATE so
what is the best way to ‘store’ this missing information?
NAMES OF STUDENT COURSES RESULT
Abubakarr Dumbuya MCAS WORD 49
Isata Salome Kamara MCAS EXCEL 50
Mariama Jabbie MCAS PUBLISHER 90
Juma Konneh MCAS POWERPOINT 87
Ya Kama Kamara MCAS WORD 45
Ibrahim Turay MCAS EXCEL 88
Ishmael Bangura MCAS PUBLISHER 99
Karmuh Jalloh MCAS WINDOWS 36
26
Since it is possible to calculate whether the student passed or failed on the basis of the
percentage result, we would be storing redundant data. Creating a query would be a much
better option. However, we need to display whether the result is a certificate or no
certificate, so simply entered a criteria to filter out all result above or below a certain
percentage is not going to do the job: this would only provide us with a list of passes or a
separate list of fails. We just want one column stating certificate or no certificate
A great way of doing this task would be to use IIF function as a new calculated column
within the query. This will enable us to display a value indicating whether the exam has
been passed or failed.
PROCEDURES OR STEPS

➢ Click to OK
➢ Use the tab key or the mouse to click into the black field
➢ Grades:=iif([Result]>50, “CERTIFICATE”, “NO CERTIFICATE”)
➢ Click to OK
➢ For you to arrive at your final answer
➢ Click to RUN
EXERCISE ELEVEN (11)

Prepare a database for GREATNESS INVESTMENT. You are ask to create a column of their
FIRST NAME, LAST NAME, DEPARTMENT, GENDER, BASIC SALARY, WEEKLY
ALLOWANCE, ANNUAL SALARY, and NET SALARY
FIRST LAST DEPARTMENT GENDER BASIC WEEKLY ANNUAL NET
NAME NAME SALARY ALLOWANCE SALARY SALARY
IBRAHIM CONTEH DIRECTOR MALE 500,000,00

SUFFIAN KAMARA TECHNICIAN MALE 400,000,00
ISATU JALLOH SECRETARY FEMALE 300,000,00
JENNEH SESAY MESSENGER FEMALE 200,000,00
MAADA CONTEH DRIVER MALE 600,000,00
AMINATA BANGURA DESKTOPER FEMALE 150,000,00
DATA DATA TYPE DATA TYPE DATA DATA TYPE DATA TYPE DATA DATA
TYPE TYPE TYPE TYPE
27
CALCULATE:
➢ 20% of weekly allowance
➢ 25% of annual salary
➢ Net salary
➢ Link any two tables
➢ Import one query one report
➢ Create a relationship
TO CALCULATE 20% OF WEEKLY ALLOWANCE
➢ Click to OK
➢ Click the drop down arrow choose GREATNESS INVESTMENT
➢ Click next
➢ Click next
➢ Click infront of the greatness investment query
➢ Backspace the query only (replace it with solution)
➢ Click to modify the query design
➢ click the save icon
➢ use the tab key to take you to the next blank field (weekly allowance)
➢ click on WEEKLY ALLOWANCE
➢ click to builder
➢ backspace the two bracket sign
➢ place the infront of the weekly allowance
➢ key in this sign :=20*
➢ click on BASIC SALARY
➢ click to PASTE
➢ click OK
➢ click to RUN
➢
➢ QUESTION TWO (2) PROCEDURES OR STEPS
➢ TO CALCULATE 25% OF ANNUAL SALARY
➢ click the drop down arrow to view
➢ choose DESIGN VIEW
➢ click to ANNUAL SALARY
➢ click to BUILDER
➢ place the cursor infront of the annual salary
➢ key in this sign :=25*
➢ click on BASIC SALARY
28
➢ click to PASTE
➢ click OK
➢ click to RUN
➢ QUESTION THREE (3) PROCEDURES OR STEPS
TO CALCULATE THE NET SALARY
➢ click the drop down arrow to view
➢ choose DESIGN VIEW
➢ click to NET SALARY
➢ click to BUILDER
➢ place the cursor infront of the NET SALARY
➢ key in this sign :=
➢ click to ANNUAL SALARY
➢ click to PASTE
➢ click on the SUBTRACTION SIGN –
➢ click to BASIC SALARY
➢ click to PASTE
➢ click OK
➢ click RUN
QUESTION FOUR (4) PROCEDURES OR STEPS

TO LINK ANY TWO TABLES
➢ click to EXTERNAL DATA TAB
➢ on the import ribbon click on ACCESS
➢ the dialog box that appear
➢ click on link to the data source by creating a linked table
➢ click to browse
➢ open the folder where your tables are
➢ click open
➢ click OK
➢ click to select all
➢ click ok
QUESTION FIVE (5) PROCEDURES OR STEPS
TO IMPORT ONE QUERY
➢ on the import ribbon click on access
➢ click on import tables, queries, forms, reports, macros, and modules into current data
base
➢ click to browse
➢ open the folder where your access files are save
29
➢ click open
➢ click ok
➢ click to QUERIES
➢ choose only one query
➢ click ok
➢ click to save import steps
➢ click to the save as column
➢ rename it
➢ click to save import
QUESTION SIX (6) PROCEDURES OR STEPS
TO IMPORT ONE REPORT
➢ on the import ribbon click on access
➢ click on import tables, queries, forms, reports, macros and modules into current
database
➢ click to browse
➢ open the folder where your access are save
➢ click open
➢ click ok
➢ click to reports
➢ choose only one reports
➢ click ok
➢ click to save imports steps
➢ click to save as column
➢ rename it click to save import
QUESTION SEVEN (7) PROCEDURES OR STEPS
TO CREATE RELATIONSHIP
➢ click to data base tools tab
➢ on the show / hide ribbon
➢ click to relationship
➢ make sure you click to all the tables
➢ by click them one by one and then click to add
➢ after doing so close the show table dialog box
➢ click on the first field name of the first table
➢ drag and drop it to the second field name
➢ after doing so a dialog box will appear click to create
➢ afer doing so start from the second field drag and drop it to the third table
➢ after doing so, a dialog box will appear click on create again
➢ choose a suitable style to give your relationship
➢ click to relationship report
30
➢ click to the save icon
EXERCISE TWELVE (12)
Prepare a database for the student enrolled at FAETECH COMPUTER SCHOOL of the
2013/2014 academic year. Let the field name be STUDENT ID, NAME OF STUDENT,
PROGRAMMED OFFERED, DATE REGISTERED, FEES, TIME and PHOTO
STUDE NAME OF PROGRAMMED DATE FEES TIME PPHOTO
NT ID STUDENT, OFFERED REGISTERED
ST 001 SULIAMAN MCAS WORD 1/3/2007 97,000,00 9:00am
ST 002 ABUBAKAR MCAS EXCEL 2/3/2007 99,000,00 8:00 am
R
ST 003 HASSAN MCAS WORD 3/4/2007 90,000,00 9:00am
ST 004 ISATU GRAPHIC DESIGN 2/5/2007 85,000,00 8:00 am
ST 005 MUSU MCAS PUBLISHER 10/4/2007 60,000,00 9:00am
ST 006 ISHMAEL MCAS 2/5/2007 150,000,00 8:00 am
POWERPOINT
ST 007 JIMMY MCAS WORD 4/8/2007 97,000,00 9:00am
ST 008 ALUSINE MCAS EXCEL 4/7/2007 99,000,00 8:00 am
ST 009 IBRAHIM MCAS WORD 5/6/2007 90,000,00 8:00 am
DATA DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA DATA
TYPE TYPE TYPE
EXERCISE THIRTEEN (13)
Prepare a database for ECOBANK CUSTOMER. Let the field name be; ACCOUNT ID, ACCOUNT
TYPE, NAME, GENDER, ADDRESS, MOBILE NO, NEXT OF KIN, CUSTOMER WEBSITE
ACCOUN ACCOU NAME GENDER ADDRESS MOBILE NEXT CUSTOMER
T ID NT NO OF KIN WEBSITE
TYPE
001 CURRE SULIAMA MALE 11 CUP STREET 0995552 JOHN www.sul.co
NT N 22 m
002 SAVING ABUBAKA MALE 3 MOUSE ROAD 0886764 ISATA www.abu.co
S RR 44 m
003 CURRE HASSAN MALE 2 EYE STREET 0785673 ALICE www.has.co
NT 45 m
004 FIXED ISATU FEMALE 4 TAPE ROAD 0775479 ABU www.isa.co
17 m
005 CURRE MUSU FEMALE 5 KEY ROAD 0790652 SORIE www.mus.c
NT 76 om
006 SAVING ISHMAEL MALE 1 PHONE ROAD 0767892 MUSU www.ish.co
S 34 m
007 CURRE JIMMY MALE 11 ITEL STREET 0789543 MUSA www.jim.co
NT 25 m
008 FIXED ALUSINE MALE 22 EXCEL ROAD 0784569 JACK www.alu.co
87 m
31
009 CURRE IBRAHIM MALE 44 INK STREET 0784567 MARY www.ibr.co
NT 43 m
DATA DATA DATA DATA DATA TYPE DATA DATA DATA TYPE
TYPE TYPE TYPE TYPE TYPE TYPE
EXERCISE FOURTEEN (14)

Prepare a blank database name STILL IGNITING and switch to design view and create the
following fields name and give them the correct data type and save the table as FAETECH
GROUP.
1. ID NUMBER
2. FIRST NAME
3. LAST NAME
4. COURSE FEES
5. ID PICTURES
6. ADDRESS
Fill in the fields with ten names of your choice
➢ Find the sum of the course fees
➢ Find the average course fees
➢ Find the minimum course fees
➢ Find the total number of staff
➢ Insert an area chart and recolour it with a preset colour
PROCEDURES OR STEPS
➢ After creating the table
➢ Under the view ribbon click the drop down arrow
➢ Choose pivotal table view
➢ After doing so on the right hand side of the window
➢ A dialog box will appear that shows you only your headers
➢ Starting from the first headers which is id number, first name, last name, courses fees, id
pictures and address
➢ You apply drag and drop
➢ By clicking on the first header and it on the left side of the window
➢ Make sure you drop all the headers starting from ID number to address
TO FIND THE SUM OF THE COURSE FEES PROCEDURES OR STEPS
➢ Click to the last figure under the courses fees column
➢ Under the last ribbon which is the tools ribbon
➢ Click the drop down arrow on auto calculation
32
➢ Click to SUM
TO FIND THE AVERAGE COURSE FEES PROCEDURES OR STEPS
➢ Click to the last figure under the course fees column
➢ Under the last ribbon which is tools ribbon
➢ Click to AVERAGE
TO FIND THE MAXIMUM COURSE FEES PROCEDURES OR STEPS
➢ Click to MAX
TO FIND THE MINIMUM COURSE FEES PROCEDURES OR STEPS
➢ Click to MIN
TO FIND THE TOTAL NUMBER OF STAFF

➢ Click to the last figure under the first name column
➢ Click to count
TO INSERT AN AREA CHART AND RECOLOUR IT WITH AN PRESENT COLOUR
PROCEDURES OR STEPS
➢ On the left hand side of the window
➢ Click the drop down arrow under view
➢ Click to pivotal chart view
➢ Right click on the chart
➢ Choose change chart type
➢ On the right hand side click to area
➢ Choose any area chart
➢ On the properties dialog box
➢ Click to border/fill
33
➢ Click the drop down arrow to fill type
➢ Choose gradient
➢ Beneath click to preset
➢ Close the properties dialog box
EXERCISE FIFTEEN (15)

Create two tables below, save the first one as STUDENT INFORMATION and the second
one as FAETECH STAFF
FIRST TABLE (STUDENT INFORMATION)
STUDENT ID LAST NAME FIST NAME DATE OF PROGRAM FEES AMOUNT
ADMISSION PAID
001 KONNEH SULIAMAN 12/3/12 WORD 60,000 50,000
002 DUMBUYA ABUBAKARR 12/4/12 EXCEL 65,000 60,000
003 KAMARA HASSAN 12/5/12 ACCESS 70,000 65,000
004 CONTEH ISATU 12/6/12 PUBLISHER 70,000 67,000
005 JALLOH MUSU 12/7/12 EXCEL 65,000 60,000
006 BANGURA ISHMAEL 12/8/12 ACCESS 70,000 50,000
007 SESAY JIMMY 12/9/12 WORD 60,000 50,000
DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE
THE SECOND TABLE (FAETECH STAFF )
EMPLOYEE LAST NAME FIST NAME BASIC PAY ALLOWANCE OVER TIME NASSIT
ID
001 CONTEH SULIAMAN 1,000,000 4,000 60,000 50,000
002 JALLOH ABUBAKARR 900,000 7,000 65,000 60,000
003 KOROMA HASSAN 800,000 10,000 70,000 65,000
004 SESAY ISATU 700,000 5,000 70,000 67,000
005 KONNEH MUSU 600,000 3,000 65,000 60,000
006 JABBIE ISHMAEL 500,000 7,000 70,000 50,000
007 KAMARA JIMMY 450,000 9,000 60,000 50,000
QUESTIONS
➢ Calculate the FAETECH STAFF NET PAY

➢ Present the FAETECH STAFF TABLE on a report with the header ‘’FEATECH
EMPLOYEES SALARY VOUCHER FOR 2019”
34
➢ To calculate the net pay on the create tab click on the right hand side of the window
➢ Click to query design
➢ After doing so a show table dialog box will appear that displays table name
➢ Click to FAETECH STAFF
➢ Click to add
➢ Close the show table dialog box
➢ Click at the bottom to field
➢ Below enter the following formula
➢ NET PAY:= [BASIC PAY]+[ALLOWANCE]+[OVER TIME]-[NASSIT]
➢ Click to OK
➢ To arrive at the final answer on the extreme right hand side of the window
➢ Click to run
➢ Click to create tab under the report ribbon
➢ Click to REPORT WIZARD
➢ In the report wizard dialog box click the drop down arrow
➢ Choose FAETECH STAFF
➢ Click next
➢ Click next
➢ Click next
➢ Click next
➢ On the style option
➢ Choose median
➢ Click next
➢ Click infront of faetech staff
➢ Backspace everything (delete)
➢ Replace it with EMPLOYEES SALARY VOUCHER FOR 2016
➢ Click to modify report wizard
➢ Click to finish
35
➢ Click to external data tab
➢ Under the export ribbon
➢ Click to word
➢ In the dialog box that appear
➢ Click to open the destination file after import operation is complete
➢ Click to ok
➢ Click to save Imports steps
SORT MULTIPLE COLUMNS IN A QUERY
As you learned in the previous sect ion, you can sort the rows your query returns. You can
also create sorts within a sort. For example, you can sort by state and then within a state,
you can sort by last name and then by first name. You specify the sort in the order you
want the sort to occur. If you want to sort by state and then by last name within a state and
then by first name within last name, you enter the sort in the following order: city, last
name, first name. Your sort order may not agree with the order in which you want to
display fields. In such a case, you can use fields that do not display to enter your sort order.
To prevent a field from displaying, deselect the Show box on the Show row.
TO SORT MULTIPLE COLUMNS:
2. Choose the field names you want to retrieve in the order you want to retrieve them.
3. Choose the field names you want to sort by in the order you want to sort .
4. Under the fields you want to sort by, choose Ascending or Descending.
5. Deselect the Show but ton for the columns you do not want to display.
6. Click the Run but ton. Access retrieves the columns you chose and displays the rows in
the order
you specified.
36
EXERCISE SIXTEEN (16)
Create two table below; save the first table as EMPLOYEE DATA and the second table as
PAYROLL
THE FIRST TABLE (EMPLOYEE DATA)
EMP ID LAST FIST NAME JOB TITLE HIRED DATE PHONE TOWN
NAME
FAETECH KONNEH SULIAMAN PROGRAMMER 02/03/2001 078878975 BO
001
FAETECH DUMBUYA ABUBAKARR ANALYST 08/06/2002 786986433 MAKENI
002
FAETECH KAMARA HASSAN ENGINEER 30/08/2000 079326963 FREETOWN
003
FAETECH CONTEH ISATU PROGRAMMER 05/10/1999 099543689 BO
004
FAETECH JALLOH MUSU DOCTOR 21/07/1999 088555678 FREETOWN
005
FAETECH BANGURA ISHMAEL ENGINEER 15/12/2000 099764324 FREETOWN
006
THE SECOND TABLE (PAYROLL)

EMP ID GROSS SALARY LOAN OVERTIME ADVANCE SALARY CODE
FAETECH 001 800000 200000 15 365000 003
FAETECH 002 550000 130000 7 100000 002
FAETECH 003 308000 100000 20 150000 001
FAETECH 004 498000 50000 10 20000 006
FAETECH 005 648000 276000 5 168000 005
FAETECH 006 600000 80000 9 150000 004
DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE DATA TYPE
QUESTIONS
Calculate the following in the query called 2012 PAY DATA

➢ Calculate the overtime (assuming charge per overtime is le 10,00)
➢ Calculate the income (10% of gross salary)
➢ Calculate deducting (the sum of loan, advance and income tax)
37
➢ Calculate net salary (deduction subtracted from gross salary added to overtime
claim)

TO CALCULATE THE OVERTIME (ASSUMING CHARGE PER OVERTIME IS LE 10,000
➢ Click to create tab move to the other ribbon
➢ Click to QUERY DESIGN
➢ On the show table dialog box that appear
➢ Click to pay roll click to ADD
➢ Click to employee data click to ADD
➢ Close the show table dialog box
➢ Create relationship between the two table
➢ On the pay roll table double click each field name starting with gross salary
➢ After doing so click to the next blank field at the bottom
➢ Enter the following formula below
➢ OVERTIME CLAIM:=[OVERTIME]*10000
➢ Click to OK
➢ For you to arrive at your final answer click to run
TO CALCULATE THE INCOME TAX (10% OF GROSS SALARY)
➢ INCOME TAX:=10/100*[GROSS SALARY]
➢ Click to OK
➢ For you to arrive at your final answer click to run
TO CALCULATE THE DEDUCTION (THE SUM OF LOAN, ADVANCE AND INCOME TAX)
➢ Click the drop down arrow to view
38
➢ DEDUCTION:=[LOAN]+[ADVANCE]+[INCOME TAX]
➢ Click OK
QUESTION FOUR (4) PROCEDURES OR STEPS
TO CALCULATE THE NET SALARY (DEDUCTION SUBTRACTED FROM GROSS SALARY
ADDED TO OVERTIME CLAIM)
➢ Click the drop down arrow to view
➢ Click to the next view
➢ NET SALARY:=[GROSS SALARY]+[OVER TIME CLAIM]-[DEDUCTION]
➢ Click to ok
CREATING FORMS
Access forms are much like paper forms: you can use them to enter, edit, or display data.
They are based on tables. When using a form, you can choose the format, the arrangement,
and which fields you want to display. This lesson teaches you how to create forms.
USING THE FORM BUTTON
Access can automatically create several types of forms. For example, when you click the
Form but ton on the Create tab, Access places all fields in the selected table on a form. If
the table has a one-to-many relationship with one other table or query, Access creates a
stacked form (the records are displayed in a column) for the primary table and a datasheet
for the related table. If there are several tables with a one-to-many relationship, Access
does not create the datasheet.
39
TO CREATE A FORM:
1. Open the Navigation pane.
2. Click the table or query on
which you want to base your
form.
3. Activate the Create tab.
4. Click Form in the Forms
group. Access creates a
form.
You can use the Navigation bars to move through the records on a form.
40
CREATING REPORTS
Reports organize and summarize data for viewing online or for printing. A detail report
displays all of the selected records. You can include summary data such as totals, counts, and
percentages in a detail report. A summary report does not list the selected records but
instead summarizes the data and presents totals, counts, percentages, or other summary
data only. Access has several report generation tools that you can use to create both detail
and summary reports quickly. This lesson teaches you how to create reports.
USE THE REPORT BUTTON
The Report but ton creates a simple report that lists the records in the selected table or
query in a columnar format.
1. Open the Navigation pane.
2. Click the table or query on which you want to base your report .
3. Activate the Create tab.
4. Click the Report but ton in the Reports group. Access creates your report and displays
your report in Layout view. You can modify the report .
SECURING INFORMATION IN ACCESS

To assign a password to a database
1. Start Access 2007.
2. Click the Microsoft Office Button, and then on the menu, click Open.
3. In the Open dialog box, navigate to the folder where the database is located, and
click the database to select it. Then click the Open arrow, and in the list, click Open
Exclusive.
41
4. On the Database Tools tab, in the Database Tools group, click the Encrypt with
Password button.
5. In the Password box of the Set Database Password dialog box, type a password,
and then press the enter key.
6. In the Verify box, type the same password you typed in the Password box. Then
click OK.
TO REMOVE A PASSWORD FROM A DATABASE

1. Start Access 2007.
2. Click the Microsoft Office Button, and then on the menu, click Open.
3. In the Open dialog box, navigate to the folder where the database is located, and
click the database to select it. Then click the Open arrow, and in the list, click Open
Exclusive.
4. On the Database Tools tab, in the Database Tools group, click the Decrypt
Database button.
5. In the Password box of the Unset Database Password dialog box, type the current
password, and then click OK.
END OF MCAS ACCESS
42

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WHAT IS MICROSOFT ACCESS?

SOME ADVANTAGES OF MICROSOFT ACCESS

IMPORTING DATA — Microsoft Access makes it easy to import data.

SOME DISADVANTAGES OF MICROSOFT ACCESS

FINITE – Microsoft Access is useful for individual departments or small-to-medium

STEPS OF PLANING YOUR DATABASE

In working with Microsoft access database, requires thorough planning, Planning a

STARTING MICROSOFT OFFICE ACCESS 2007

➢ Click start button

Recent database Division

Navigation Pane Ribbons

Status Bar Document Window

HOW TO CREATE A TABLE IN ACCESS

To manipulate the Navigation Pane:

DATA TYPES USE NOTES

Currency Use for currency. Prevents rounding

Auto Number Unique sequential numbers or random

Yes/No Logical data. Use when only one of two

Hyperlink Use to store hyperlinks.

Attachment Use to store attachments.

OLE Object Use to at tach an OLE object such as a Word

EXAMPLE OF CREATING A TABLE

LAST NAME FIRST NAME CITY

TO CHANGE TO QUERY DESIGN VIEW:

Activate the Home tab.

After you create a table, you must name and save it .

TO NAME AND SAVE A TABLE:

EXERCISE ONE (1)

1 KONNEH SWAMA SULIAMAN 5 MALE www.ccna.com

Click on the double greater than sign

Click inside of this row and delete only

First Click to the next blank

Second Click to builder

➢ Click to the next blank field again

EXERCISE THREE (3)

NO DESCRIPTI QUANTI UNIT PAID BILL BALAN

CITY DEATH DATE REMARKS PROVINCE PHOTO

Click to Present Census Records click to add,

➢ Click to PRESENT CENSUS RECORDS click to ADD

Just after creating a

STUDENT ID FIRST NAME LAST NAME GENDER PROG TELEP ADDRESS

STUDENT ID NAME SOFT HARDWARE NETWO G/DESIG CCNA AUTOC INT/COM

THE SECOND TABLE (STUDENT INFORMATION)

SERIAL CODE ADDRESS GENDER HIRED DATE COMMUNITY

ST 001 12 PEN ROAD MALE 09/09/2007 KISSY

TO CALCULATE THE AVERAGE PROCEDURES OR STEPS

EXERCISE TEN (10)

➢ Click to create tab on the right hand side of the window

EXERCISE ELEVEN (11)

IBRAHIM CONTEH DIRECTOR MALE 500,000,00

QUESTION FOUR (4) PROCEDURES OR STEPS

EXERCISE THIRTEEN (13)

EXERCISE FOURTEEN (14)

TO FIND THE TOTAL NUMBER OF STAFF

EXERCISE FIFTEEN (15)

THE SECOND TABLE (FAETECH STAFF )