Ethiopian TVET-System

IT SUPPORT SERVICE LEVEL II

Based on May 2011 Occupational Standards

October, 2019
 Module Title: Operating Database Application
TTLM Code: ICT ITS2TTLM 1019v1
This module includes the following Learning Guides

LG10: Create Database Objects

LG Code: EIS ITS2 M04 1019 LO1-LG10
LG11: Customize basic settings
LG Code: EIS ITS2 M04 1019 LO2-LG11
LG12: Create database Report
LG Code: EIS ITS2 M04 1019 LO3-LG12
LG13: Create database Forms
LG Code: EIS ITS2 M04 1019 LO4-LG13
LG14: Create database Queries

LG Code: EIS ITS2 M04 1019 LO5-LG14

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 Instruction Sheet LG10: Create Database Objects
This learning guide was developed to provide you the necessary information regarding the
following

o Basic Design Principles

o Opening And Designing Database Application
o Database Object
o Creating Database Object
o Modifying Database Object
o Creating Relationship
o Adding, Modifying And Deleting Records
o Saving And Compiling Database Objects
 This guide will also assist you& you will be able to
o Know Basic Design Principles
o Opening And Designing Database Application
o Database Object
o Modify Database Object
o Create Relationship
o Add, Modify And Delete Records
o Save And Compile Database Objects
Learning Instructions
1. Read the specific objectives of this Learning Guide.
2. Follow the instructions described in number 3 to 34.
3. Read the information written in the “Information Sheets 1”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
4. Accomplish the “Self-check 1” in page 7.
5. Ask from your teacher the key to correction (key answers) or you can request your teacher
to correct your work. (You are to get the key answer only after you finished answering the
Self-check 1).
6. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if your
rating is unsatisfactory, see your teacher for further instructions or go back to Learning
Activity #1.
7. Submit your accomplished Self-check. This will form part of your training portfolio.

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8. Read the information written in the “Information Sheet 2”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
9. Accomplish the “Self-check 2” in page 10.
10. Ask from your teacher the key to correction (key answers) or you can request your teacher
to correct your work. (You are to get the key answer only after you finished answering the
Self-check 2).
11. Read the information written in the “Information Sheets 3 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
Accomplish the “Self-check 3” in page 12.
12. Ask from your teacher the key to correction (key answers) or you can request your teacher
to correct your work. (You are to get the key answer only after you finished answering the
Self-check 3).
13. Read the information written in the “Information Sheets 4 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
14. Accomplish the “Self-check 4” in page 15.
15. Ask from your teacher the key to correction (key answers) or you can request your teacher
to correct your work. (You are to get the key answer only after you finished answering the
Self-check 4).
16. Read the information written in the “Information Sheets 5 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
17. . Accomplish the “Self-check 5” in page 17.
18. Read the information written in the “Information Sheets 6 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
19. Accomplish the “Self-check 6” in page 26.
20. Read the information written in the “Information Sheets 7 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
21. Accomplish the “Self-check 7” in page 29.
Read the information written in the “Information Sheets 8 . Try to understand what are being discussed. Ask
you teacher for assistance if you have hard time understanding

22. Accomplish the “Self-check 8” in page 31.

.
23. Read the “Operation Sheet 1”in page 32 and try to understand the procedures discussed.
24. If you earned a satisfactory evaluation proceed to “Operation Sheet 2” in page 33.
However, if your rating is unsatisfactory, see your teacher for further instructions or go
back to Learning Activity #1.
25. Read the “Operation Sheet 2” and try to understand the procedures discussed.
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26. If you earned a satisfactory evaluation proceed to “Operation Sheet 3” in page 37.
However, if your rating is unsatisfactory, see your teacher for further instructions or
go back to Learning Activity #1.
27. Read the “Operation Sheet 3” and try to understand the procedures discussed.
28. If you earned a satisfactory evaluation proceed to “Operation Sheet 4” in page 38.
However, if your rating is unsatisfactory, see your teacher for further instructions or
go back to Learning Activity #1.
29. Read the “Operation Sheet 4” and try to understand the procedures discussed
30. If you earned a satisfactory evaluation proceed to “Operation Sheet 5” in page 50.
However, if your rating is unsatisfactory, see your teacher for further instructions or
go back to Learning Activity #1.
31. Read the “Operation Sheet 5” and try to understand the procedures discussed
32. If you earned a satisfactory evaluation proceed to “Operation Sheet 6” in page 52.
However, if your rating is unsatisfactory, see your teacher for further instructions or
go back to Learning Activity #1.
33. Read the “Operation Sheet 6” and try to understand the procedures discussed
34. Do the “LAP test” in page 53 (if you are ready). Request your teacher to evaluate your
performance and outputs. Your teacher will give you feedback and the evaluation will be
either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice you on
additional work.

Information Sheet-1 Database Design Principles

The Database Design Principles

. Usability: Any information which we are storing in any organization should be meaningful
for that organization. If we are storing those factors which are actually not fit with
organization’s requirement then this is just waste of resources.

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 Extensibility: As we know that everyday new business requirements come up and every
day there is a need to change or enhance information system to capture new requirements.
So information design should be extensible so that it can adopt new requirements without
much efforts or without major breaking changes.
Data Integrity: Now at this point we understand that information is very much important
for any organization. Based on the historic information, every organization makes different
strategies, decisions for growth. One small mistake in data can lead to major issues with any
organization’s key decision and hence a big risk for growth.

Entity Integrity: Involves the structure (primary key and its attributes) of the entity. If
the primary key is unique and all attributes are scalar and fully dependent on the primary key,
then the integrity of the entity is good. In the physical schema, the table’s primary key
enforces entity integrity.
Domain Integrity: It defines that data should be of correct type and we should handle
optional data in correct way. We should apply Nullability to those attributes which are optional
for organization. We can define proper data types for different attributes based on
organization’s requirement so that correct format data should present in system.
Referential Integrity: This defines if any entity is dependent on another one then parent
entity should be there in the system and should be uniquely identifiable. We can do this by
implementing foreign keys.
User defined integrity: There are few business rules which we cannot validate just by
primary keys, foreign keys etc. There has to be some mechanism so that we can validate
complex rules for integrity. We can implement these rules in following ways:

Performance: As we know that information should be readily available as requested.

Performance of the system should be up to the mark. As data in increasing day by day so at
some time there will be impact on performance if database design is poor or we’ll not take
any actions to improve performance.
Availability: The availability of information refers to the information’s accessibility when
required regarding uptime, locations, and the availability of the data for future analysis.
Disaster recovery, redundancy, archiving, and network delivery all affect availability.

Security: For any organizational asset, the level of security must be secured depending
on its value and sensitivity. Sometime organizations has suffered a lot because of data leaks
which results in loss of faith and tends to business risk. So security is one of the most
important aspect of good database design.

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Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

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 1. Which of the following is the basic principle of a database ?(2)
A. Data Integrity
B. Extensibility
C. Usability
D. All
2. -------------I Involves the structure (primary key and its attributes) of the entity (2)
A. Data integrity
B. Entity integrity
C. A&B
D. None
3. Which integrity defines any entity is dependent on another (2)
A. Data integrity
B. Referential
C. Entity
D. All of the above

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Information Sheet 2 Opening& Designing Database Application

 Introduction to Database
 A database can best be described as a way of storing large amounts of information.
 The data can be retrieved and we can even ask questions of the data and get
answers.

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  For example: You may want to know how many Students enrolled in every
occupational level.
 MS Access (MS Office Access 2007) is a database management tool that enables
one to store relevant data.
 This also has the capabilities to retrieve, sort, summarize report and result
immediately and effectively.
 It can combine data from various files (tables) through creating relationships and
can make data entry more efficient and accurate through the use of forms.
 Microsoft Access (MS Access) enables to manage all important information from
a single database file.
 Within the file, can use the different objects/items:
 The design process
 Determine the purpose of your database. This helps prepare you for the
remaining steps.

 Find and organize the information required. Gather all of the types of information
you might want to record in the database, such as product name and order number.
 Divide the information into tables. Divide your information items into major entities
or subjects, such as Products or Orders. Each subject then becomes a table.
 Turn information items into columns . Decide what information you want to store in
each table. Each item becomes a field, and is displayed as a column in the table.
For example, an Employees table might include fields such as Last Name and Hire
Date.
 Specify primary keys. Choose each table’s primary key. The primary key is a
column that is used to uniquely identify each row. An example might be Product
ID or Order ID.
 Set up the table relationships. Look at each table and decide how the data in one
table is related to the data in other tables. Add fields to tables or create new tables
to clarify the relationships, as necessary.
 Refine your design. Analyze your design for errors. Create the tables and add a
few records of sample data. See if you can get the results you want from your
tables. Make adjustments to the design, as needed.

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  Apply the normalization rules. Apply the data normalization rules to see if your
tables are structured correctly. Make adjustments to the tables, as needed.

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1. Which can be described as a way of storing large amounts of information. (2)

A. Application
B. Database
C. Excel
D. All
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 2.-------- is a database management tool that enables one to store relevant data.( 2)
A. Data integrity
B. MS-Access
C. A&B
D. None
3. ------ is a column that is used to uniquely identify each row (2)
A. Forigen key
B. Primary key
C. A&B
D. All of the above

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Information Sheet:3 Database OBJECTS

What does Database Object mean?

A database object in a relational database is a data structure used to either store or reference
data. The most common object that people interact with is the table. Other objects are
indexes, stored procedures, sequences, views and many more.
When a database object is created, a new object type cannot be created because all
the various object types created are restricted by the very nature, or source code, of the
relational database model being used, such as Oracle, SQL Server or Access. What is being
created is instances of the objects, such as a new table, an index on that table or a view on
the same table.
The different type of Database objects
. Tables: - Recently, we define it as a file but technically, it was defined as a container or a
worksheet-like container where the collection of data has been stored.
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 Tables - A table is a collection of data about a specific topic, such as products or suppliers

 Basic Component of a Table:

 Meta Data – Database Structure
 Field – Column – Data
 Fieldname
 Record - Row - Information
Metadata – is a “data about data” or synonymously called table structure that defines what
type of data your data is?

Queries –Queries used to view, change, and analyze data in different ways. You can also
use them as a source of records for forms, reports.

Forms - A form is a type of a database object that is primarily used to enter or display data
in a database. You can also use a form as a switchboard that opens other forms and reports
in the database, or as a custom dialog box that accepts user input and carries out an action
based on the input.

Reports - A report is an effective way to present your data in a printed format. Because you
have control over the size and appearance of everything on a report,

Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page

1. -------provide a means of organizing and summarizing data and used to present

your data in a printed format.
A. Report
B. Form
C. Query
D. Module
2. ------- used to view, change, and analyze data in different ways a.( 2)

A. Queries
B. MS-Access
C. A&B

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 3. ----- is a type of a database object that is primarily used to enter or display data
A. Form
B. Queries
C. Table

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Information Sheet-4 Creating Data base Objects

Data Base Tables: - Recently, we define it as a file but technically, it was defined as a
container or a worksheet-like container where the collection of data has been stored.

 Before we proceed to creating your first table, we need to know first the basic
components of a table:
 Meta Data – Database Structure
 Field – Column – Data
 Fieldname
 Record - Row - Information

Data types in Microsoft Access

 The different kinds of MsAccess2007 data types are:

 Text: allows for the storage of any kind of data, characters, digits and special
characters.
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  Memo: is used for texts of more than 255 characters such as comments or
explanations.
 Number: for numerical data used in mathematical calculations.
 Date/Time: for the introduction of date and time from the year 100 to 9999.
 Currency: For monetary/economic values and numerical data used in mathematical
calculations in which the data involved contains between one and four decimals.
 Autonumber: a unique sequential number (increasing one by one), or a number that
Access assigns every time it adds a new record to a table.
 Yes/No:Yes and No values, and fields that contain one of two values (Yes/No,
True/False or Activated/Deactivated).
 OLE Object: an object such as a Microsoft Excel spreadsheet, a Microsoft Word
document, graphics, images, sounds, or other binaries.
 Used to embed or link to documents from other programs like Excel and Word.
 Hyperlink: text or a combination of text and numbers stored as text and used as a
hyperlink address.
 Attachment: Used to store files in an Access database.
 The attachment data type lets you store one or more files per record.
 Lookup wizard…: A lookup wizard field lets the user choose from a predefined set of
options, like a "male" or "female" selection or a "country" selection.
Designing a table involves:
 Entering unique names of the columns of the table in the “field name” column of
thedesign view. N
 Names of fields and objects in Microsoft Access can be up to 64characters long.
 They can include any combination of letters, numbers, spaces, andspecial characters
except a period (.), an exclamation point (!), an accent grave (`), andbrackets ([ ]). They
also can't begin with leading spaces.
Normalization
 Normalization is the process of efficiently organizing data in a database.
 There are two goals of the normalization process:
1. Eliminating redundant data (for example, storing the same data in more than
one table) and
2. Ensuring data dependencies make sense (only storing related data in a table).

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 Both of these are valuable goals as they reduce the amount of space a database
consumes and ensure that data is logically stored.

Self-Check -4 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page

1. -------is a container or a worksheet-like container where the collection of data

has been stored .(2)
A. Data base tables
B. Form
C. Query
D. Module
2.------- Which one of the following is the component of table.( 2)

A. Mete data
B. Field
C. Records
D. All of the above
3.--- --allows for the storage of any kind of data, characters, digits and special
characters.(2)
A. Memos

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 B. Texts
C. Number
D. All of the above

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

Information Sheet-5 Modifying Database Object

Modify your new database created from a template

Every template that is included with Access is a complete tracking application that contains
predefined tables, forms, reports, queries, macros, and relationships. These templates are
designed to be immediately useful out-of-the-box, so that you can create a new database
that is based on a template and get up and running quickly. However, there might be times
when you want to modify your new database — for example, to add or rename a field, or
change a report. You can easily add a field to a table in Datasheet view. However, you can
also add a field to a table in Design view. To learn more about adding a field to a table in
Datasheet view, see the article Add or delete a column in a datasheet. When you add a new
field to a table, the field is not automatically added to your existing forms and reports. You
must manually add the field to those forms and reports in order for it to appear in them.

If possible, you should avoid deleting a field from a database that was generated from
one of the supplied templates — it is likely that the field is employed in other database
objects, such as forms and reports. Thus, deleting the field will create consequences when
you attempt to use the other database objects that employ the field — the database objects
will not work as expected. You will have to remove any references to the field from all of the
objects that employ it in order for those other objects to work correctly.

When you decide that you must delete a field from a database that was generated
from a template, you can do so in either Datasheet view or Design view. Remember that if
other database objects reference the deleted field, you must modify those other objects to
remove the reference. For example, if a report includes a control that is bound to the deleted
field and you run the report, an error message appears, because Access cannot find the data
for the field.
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 Before you can delete a field, you must ensure that it doesn't participate in any table
relationships. If you try to delete a field for which relationships exist, Access warns you that
you must first delete the relationships.

Self-Check -5 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1 Which one of the following is a database object?(2)

A. Form
B. Table
C. Query
D. All of the above
2 Before you can delete a field, you must ensure that it doesn't participate in any
Table relationships (2)
A. True
B. False

Note: Satisfactory rating - 2 and 4points Unsatisfactory - below 2 and 1 points

You can ask you teacher for the copy of the correct answers.

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Answer Sheet
Score = ___________

Rating: ____________

Information Sheet-6 Create Data base Relation ship

 Table Relationship

 Newcomers to the world of databases often have a hard time seeing the
differences between a database and a spreadsheet.
 They see tables of data and recognize that databases allow you to organize and
query data in new ways, but fail to grasp the significance of the relationship that
gives relational database technology & its name.
 Relationships allow you to describe the connections between different database
tables in powerful ways.
 Once you’ve described the relationships between your tables, you can later
leverage that information to perform powerful cross-table queries, known as joins.
A relationship is a logical connection between two tables.
Keys are fields that are part of a table relationship. There are two kinds of keys
 Primary key
A table can have only one primary key.
A primary key is used to identify each record that you store in the table.
 It will not allow a duplication of the Primary Key thus make it unique.
Primary Key is the unique identification of one record.There is a uniquely
identification number, such as
 ID number
 A serial number
 A code that serves as a primary key
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 Foreign key
A table can also have one or more foreign key.
A foreign key contains values that correspondent to values in the primary key of
another table
You use table relationship to combine data from related table

Customer Employee
c-id e- id
c-name e- name
c-age e- age
c-sex e- sex
c-phone e- address
c-address e- salary
c-id

Primary key

Foreign key

 Types of Database Relationships

 One-to-one relationships: occur when each entry in the first table has one,
and only one, counterpart in the second table.
 One-to-many relationships: Is the most common type of database
relationship. .
 Many-to-many relationships: occur when each record in the first table
corresponds to one or more records in the second table and each record in
the second table corresponds to one or more records in the first table.

ER Diagrams (Entity Relationship Diagrams)

 An Entity Relationship Diagram (ERD) is a visual representation of different data using

conventions that describe how these data are related to each other.
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 For example, the elements writer, novel, and consumer may be described using ER
diagrams this way:

ER diagram with basic objects

 In the diagram, the elements inside rectangles are called entities while the items inside
diamonds denote the relationships between entities.

 This ER diagram tutorial for beginners covers most things related to ER diagram, for
quick navigation use the links below.

 ER Diagram Usage
 ER Diagrams Symbols and Notations
 How to Draw ER Diagrams
 ER Diagram Templates
 Benefits of ER Diagrams

ER Diagrams Usage

 ER diagrams are most often associated with complex databases that are used in
software engineering and IT networks.

 In particular, ER diagrams are frequently used during the design stage of a development
process in order to identify different system elements and their relationships with each
other.

 For example, inventory software used in a retail shop will have a database that monitors
elements such as purchases, item, item type, item source and item price. Rendering this
information through an ER diagram would be something like this:

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 ER diagram example with entity having attributes

In the diagram, the information inside the oval shapes is attributes of a particular entity.

1.1.1 ER Diagram Symbols and Notations

Elements in ER diagrams

 There are three basic elements in an ER Diagram:

1. Entity 3. Relationship

2. Attribute

 There are more elements which are based on the main elements.

 Weak entity  Weak relationship and

 Multivalve attribute  Recursive relationship.

 Derived attribute

 Cardinality and ordinalily are two other notations used in ER diagrams to further
define relationships.
Entity

 An entity can be a person, place, event, or object that is relevant to a given system.

 For example, a school system may include students, teachers, major courses, subjects,
fees, and other items.

 Entities are represented in ER diagrams by a rectangle and named using singular nouns.
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Training, Teaching and Learning Material
Weak Entity

 A weak entity is an entity that depends on the existence of another entity.

 In more technical terms it can defined as an entity that cannot be identified by its own
attributes.

 It uses a foreign key combined with its attributed to form the primary key.

 An entity like order item is a good example for this. The order item will be meaningless
without an order so it depends on the existence of order.

Weak Entity Example in ER diagrams

Attribute

 An attribute is a property, trait, or characteristic of an entity, relationship, or another

attribute.

 For example, the attribute Inventory Item Name is an attribute of the entity Inventory Item.
An entity can have as many attributes as necessary.

 Meanwhile, attributes can also have their own specific attributes.

 For example, the attribute “customer address” can have the attributes number, street, city,
and state.

 These are called composite attributes.

 Note that some top level ER diagrams do not show attributes for the sake of simplicity.

 In those that do, however, attributes are represented by oval shapes.

Attributes in ER diagrams, note that an attribute can have its own attributes
(compositeattribute)

Multivalued Attribute

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Training, Teaching and Learning Material
 If an attribute can have more than one value it is called a multivalued attribute.

 It is important to note that this is different to an attribute having its own attributes. For
example a teacher entity can have multiple subject values.

Example of a multivalued attribute

Derived Attribute

 An attribute based on another attribute.

 This is found rarely in ER diagrams.

 For example for a circle the area can be derived from the radius.

Derived Attribute in ER diagrams

Relationship

 A relationship describes how entities interact.

 For example, the entity “carpenter” may be related to the entity “table” by the relationship
“builds” or “makes”.

 Relationships are represented by diamond shapes and are labeled using verbs.

Using Relationships in Entity Relationship Diagrams

Recursive Relationship

 If the same entity participates more than once in a relationship it is known as a recursive
relationship.

 In the below example an employee can be a supervisor and be supervised, so there is a

recursive relationship.

Example of a recursive relationship in ER diagrams

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Cardinality and Ordinality

 These two further defines relationships between entities by placing the relationship in the
context of numbers.

 In an email system, for example, one account can have multiple contacts.

 The relationship in this case follows a “one to many” model.

 There are number of notations used to present cardinality in ER diagrams.

 Chen, UML, Crow’s foot, Bachman are some of the popular notations. Creately supports
Chen, UML and Crow’s foot notations.The following example uses UML to show
cardinality.

Cardinality in ER diagrams using UML notation

1.1.2 ER Diagram Templates

 Below are some ER diagram templates so you can get started quickly.

 Clicking on the image and in the new page that opens click the “Use as Template” button.

 For more templates check out ER diagram templates article.

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ER Diagram Template of exam database (Click on the image to use as template)
 A basic ER diagram template for a quick start

Basic ER Diagram template (Click to use as template)

1.1.3 Benefits of ER diagrams

 ER diagrams constitute a very useful framework for creating and manipulating databases.

 First, ER diagrams are easy to understand and do not require a person to undergo
extensive training to be able to work with it efficiently and accurately.

 This means that designers can use ER diagrams to easily communicate with developers,
customers, and end users, regardless of their IT proficiency.

 Second, ER diagrams are readily translatable into relational tables which can be used to
quickly build databases.

 In addition, ER diagrams can directly be used by database developers as the blueprint for
implementing data in specific software applications.

 Lastly, ER diagrams may be applied in other contexts such as describing the different
relationships and operations within an organization.

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Self-Check -6 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1. The relation between course to student is

A. One - to – one
B. Many - to - one
C. One - to – many
D. Many - to – Many
2. Which one of the following is true about the primary key?
A. Should Not Null
B. It should be both Null and not Null
C. It should be Null
D. Cannot have character data type
3. ----describes how entities are related and it help to view information from two or
more table at the same time.
A. Entity
B. Form
C. Table
D. Relationship

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

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Information Sheet-7 Adding ,Modifying& Deleting Records

Ways to Add, Edit, and Delete records

There are several ways to update data in an Access database. You add a record to your
database when you have a new item to track, such as a new contact to the Contacts table.
When you add a new record, Access appends the record to the end of the table. You also
change fields to stay up-to-date, such as a new address or last name. To maintain data integrity,
the fields in an Access database are set to accept a specific type of data, such as text or
numbers. If you don't enter the correct data type, Access displays an error message. Finally,
you can delete a record when it is no longer relevant and to save space.

You use a form to manually update data. Data entry forms can provide an easier, faster,
and more accurate way to enter data. Forms can contain any number of controls such as lists,
text boxes, and buttons. In turn, each of the controls on the form either reads data from or writes
data to an underlying table field.

Datasheets are grids of data that look like Excel worksheets. You can change data by working
directly in Datasheet view. If you are familiar with Excel, datasheets should be relatively easy
to understand. You can change data in tables, query result sets, and forms that display
datasheets. Typically, you use datasheets when you need to see many records at once.

Understanding data entry symbols

The following table shows some of the record selector symbols you might see when updating
data and what they mean.

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Symbol Meaning
This is the current record; the record has been saved as it appears. The current record
is indicated by a change in color in the record selector.
You are editing this record; changes to the record aren't yet saved.
This record is locked by another user; you can't edit it.
This is a new record in which you can enter information.
This is the primary key field and contains a value that uniquely identifies the record.

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Self-Check -7 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next
page:

1. Describe the reason why we add, modify and delete data records (5)
2. Describe about data entry forms (5)

Note: Satisfactory rating - 5 and 10 points Unsatisfactory - below 5

You can ask you teacher for the copy of the correct answers .

Answer Sheet
Score = ___________

Rating: ____________

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Information Sheet 8
Saving a database or an object in a different format:
Saving a database
Saving your work in Access is a little different from saving in most Office apps. Changes to
data, the primary reason for saving your work in most apps, are automatically saved in In
Access, instead of saving data changes, you save changes to the database design, or you save
the whole database, data and all, with a new filename as a backup, or in a different format, such
as an earlier Access file format, a database template, or a compiled database (a database
where you can't change the design). You can also save individual database objects as new
objects.

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Self-Check -8 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

3. To retrieve Information Saving is important(3)

A. True
B. False
4. Saving your work in Access is a little different from saving in most Office
apps.(3)
A. False
B. True

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Score = ___________
Answer Sheet
Rating: ____________

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Operation Sheet1 Opening and designing DB application and principles

 Steps to create Create a blank database

On the Getting Started with Microsoft Office Access page, under New Blank Database,
click Blank Database.

 In the Blank Database pane, type a file name in the File Name box. If you do not
supply a file name extension, Access adds it for you. To change the location of the
file from the default, click Browse for a location to put your database (next to
the File Name box), browse to the new location, and then click OK.
 Click Create.
 Access creates the database with an empty table named Table1, and then opens
Table1 in Datasheet view. The cursor is placed in the first empty cell in the Add New
Field column.
 Begin typing to add data, or you can paste data from another source, as described in
the section Copy data from another source into an Access table.

 Steps to Open an existing Access database

 Click the Microsoft Office Button ,
 click Open.In the Open dialog box, browse to the database that you want to open.
 Double-click the database to open it in the default mode specified in the Access
 Options dialog box or the mode that was set by an administrative policy.
 Click Open to open the database for shared access in a multi-user environment so
that you and other users can read and write to the database.
 Click the arrow next to the Open button and then click Open Read-Only to open the
database for read-only access so that you can view but not edit it. Other users can
still read and write to the database.
 Click the arrow next to the Open button
 click Open Exclusive to open the database with exclusive access. When you have a
database open with exclusive access, anyone else who tries to open the database
receives a "file already in use" message.

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Operation Sheet-2 Creating Database Objects (Tables )

 Steps to Create a new table in a new database

 Click the Microsoft Office Button , and then click New.

 In the File Name box, type a file name for the new database.

 To browse to a different location to save the database, click the folder icon.

 Click Create.

 Steps to Create a new table in an existing database

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select the database that you want to open, and then
click Open.

 On the Create tab, in the Tables group, click Table.

 Steps to Create a new table by using a table template

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select and open the database in which you wish to create a
table.

 On the Create tab, in the Tables group, click Table Templates and then select one
of the available templates from the list.

 StepsTo Create a new table by importing or linking to external data

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select and open the database in which you wish to create
a new table.

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 On the External Data tab, in the Import group, click one of the available data
sources.

 Follow the instructions in the dialog boxes that appear at each step.

 Steps to Use a SharePoint site to create a table

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select the database in which you want to create the new
table, and then click Open.

 On the Create tab, in the Tables group, click SharePoint Lists.

 Steps to Create a SharePoint list that is based on a template

 Click either Contacts, Tasks, Issues, or Events.

 In the Create New List dialog box, type the URL for the SharePoint site where
you want to create the list.

 Enter a name for the new list and its description in the Specify a name for the
new list and Description boxes.

 To open the linked table after it is created, select the Open the list when
finished check box (selected by default).

 Steps to Create a new custom list

 Click Custom.

 In the Create New List dialog box, type the URL for the SharePoint site where
you want to create the list.

 Enter a name for the new list and its description in the Specify a name for the
new list and Description boxes.

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 To open the linked table after it is created, select the Open the list when
finished check box (selected by default).

 Steps to import the data from an existing list

 Click Existing SharePoint List.

 In the Get External Data dialog box, type the URL for the SharePoint site that
contains the data that you want to import.

 Click Import the source data into a new table in the current database, and then
click Next.

 Select the check box next to each SharePoint list that you want to import.

 Steps to Link to an existing list

 Click Existing SharePoint List.
 In the Get External Data - SharePoint Site dialog box, type the URL for the
SharePoint site that contains the list to which you want to link.
 Click Link to the data source by creating a linked table, and then click Next.
 Select the check box next to each SharePoint list to which you want to link.
 Steps to set or change a table's primary key
 Select the table whose primary key you want to set or change.

 On the Home tab, in the Views group, click View, and then click Design View.

 In the table design grid, select the field or fields that you want to use as the
primary key.

 On the Design tab, in the Tools group, click Primary Key.

 A key indicator appears to the left of the field or fields that you specify as the
primary key.
 Steps to Remove the primary key
 Select the table whose primary key you want to remove.

 On the Home tab, in the Views group, click View, and then click Design View.

 Click the row selector for the current primary key. If the primary key consists of
multiple fields, hold down CTRL, and then click the row selector for each field.

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 On the Design tab, in the Tools group, click Primary Key.

 Steps to Set a table's properties

 Select the table whose properties you want to set.

 On the Home tab, in the Views group, click View, and then click Design View.

 On the Design tab, in the Show/Hide group, click Property Sheet.The table
property sheet is shown.

 On the property sheet, click the General tab.

 Click the box to the left of the property that you want to set, and then enter a
setting for the property.

 To save your changes, press CTRL+S.

 Steps to Add a field by using a field template

 On the Home tab, in the Views group, click View, and then click Datasheet
View.

 On the Datasheet tab, in the Fields & Columns group, click New Field.

 Select one or more fields in the Field Templates pane, and then drag them to
the table where you want to insert the new column.

 Steps to Open a table in Datasheet view

 In the Navigation Pane, right-click the table that you want to open.

 On the shortcut menu, click Datasheet view.

 Steps to Rename a field

 Right-click the heading of the field that you want to rename (for example, Field1).
 On the shortcut menu, click Rename Column.

 Enter the new name in the field heading.

 Steps to Change a field's data type

 On the Ribbon, click the Datasheet tab .

 In the Data Type list, in the Data Type & Formatting group, select the data type
that you want.

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 Steps to Set other field properties
 In Datasheet view, click the field for which you want to set the property.

 On the Datasheet tab, in the Data Type & Formatting group, select the properties
that you want.

 Steps to Set field properties in Design view

 Open a table in Design view
 In the Navigation Pane, right-click the table.

 On the shortcut menu, click Design view.

 Change a field's data type

 In the table design grid, locate the field for which you want to set the data type.

 In the Data Type column, choose a data type from the list.

 To save your changes, press CTRL+S.

 Find links to more information about data types and field properties in the See
Also section.

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Operation Sheet3 Modifying Database Objects

 Turn on the Name AutoCorrect option

 Click File > Options.

 In the Access Options dialog box, in the left pane, click Current Database.
 Under Name AutoCorrect Options, select the Track name AutoCorrect info
check box, and then select the Perform name AutoCorrect check box.
 If you want to keep a table that logs each change that is performed by Name
AutoCorrect, select the Log name AutoCorrect changes check box.
 Click OK.
 To save your changes, click Save on the Quick Access Toolbar.

 Rename a field in Datasheet view

 In the Navigation Pane, double-click the table in which you want to rename the
field.
o The table is opened in Datasheet view.
 Right-click the column heading for the field that you want to rename, and then
click Rename Field on the shortcut menu.
 Type the new name for the field and then press ENTER.

 Rename a field in Design view

 In the Navigation Pane, right-click the table in which you want to rename the
field, and then click Design View on the shortcut menu..
 Click the cell in the Field Name column for the field that you want to rename.
 Edit the text to rename the field.
 To save your changes, click Save on the Quick Access Toolbar.

 Rename a table

 In the Navigation Pane, right-click the table that you want to rename ,and
then click Rename on the shortcut menu.
 Type the new name and then press ENTER.
 To save your changes, click Save on the Quick Access Toolbar.

 Change the text that appears in a column heading

 In the Navigation Pane, right-click the table in which you want to change the
caption, and then click Design View on the shortcut menu.
 Click the cell in the Field Name column for the field whose Caption property
you want to set.
 In the bottom section, under Field Properties, on the General tab, click
Caption.
 Type a new caption for the field.

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 To save your changes, click Save on the Quick Access Toolbar.

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Operation Sheet-4 Creating Database Relationship



Create, edit or delete a relationship

After you have created a table for each subject in your database, you must provide Office
Access 2007 with the means by which to bring that information back together again when
needed. You do this by placing common fields in tables that are related, and by defining table
relationships between your tables. You can then create queries, forms, and reports that display

 Steps to Create a table relationship by using the Relationships document tab

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select and open the database.
 On the Database Tools tab, in the Show/Hide group, click Relationships.

4. If you have not yet defined any relationships, the Show Table dialog box automatically appears.
If it does not appear, on the Design tab, in the Relationships group, click Show Table.

The Show Table dialog box displays all of the tables and queries in the database. To see only
tables, click Tables. To see only queries, click Queries. To see both, click Both.

5. Select one or more tables or queries and then click Add. After you have finished adding tables
and queries to the Relationships document tab, click Close.
6. Drag a field (typically the primary key) from one table to the common field (the foreign key) in
the other table. To drag multiple fields, press the CTRL key, click each field, and then drag
them.

The Edit Relationships dialog box appears.

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7. Verify that the field names shown are the common fields for the relationship. If a field name is
incorrect, click on the field name and select the appropriate field from the list.

To enforce referential integrity for this relationship, select the Enforce Referential
Integrity check box. For more information about referential integrity, see the section Enforce
Referential Integrity

8. Click Create.

Access draws a relationship line between the two tables. If you selected the Enforce Referential
Integrity check box, the line appears thicker at each end. In addition, again only if you selected
the Enforce Referential Integrity check box, the number 1 appears over the thick portion on one
side of the relationship line, and the infinity symbol (∞) appears over the thick portion on the on
the other side of the line, as shown in the following figure.

NOTES

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 To create a one-to-one relationship Both of the common fields (typically the primary key and
foreign key fields) must have a unique index. This means that the Indexed property for these
fields should be set to Yes (No Duplicates). If both fields have a unique index, Access creates a
one-to-one relationship.
 To create a one-to-many relationship The field on the one side (typically the primary key) of
the relationship must have a unique index. This means that the Indexed property for this field
should be set to Yes (No Duplicates). The field on the many side should not have a unique index.
It can have an index, but it must allow duplicates. This means that the Indexed property for this
field should be set to either No or Yes (Duplicates OK). When one field has a unique index, and
the other does not, Access creates a one-to-many relationship.

Create a table relationship by using the Field List pane

In Office Access 2007, you can add a field to an existing table that is open in Datasheet view
by dragging it from the Field List pane. The Field List pane shows fields available in related
tables and also fields available in other tables in the database. When you drag a field from an
"other" (unrelated) table and then complete the Lookup Wizard, a new one-to-many relationship
is automatically created between the table in the Field List pane and the table to which you
dragged the field. This relationship, created by Access, does not enforce referential integrity by
default. To enforce referential integrity, you must edit the relationship. See the section Edit a
table relationship for more information.

Open a table in Datasheet view

1. Click the Microsoft Office Button , and then click Open.

2. In the Open dialog box, select and open the database.
3. In the Navigation Pane, right-click the table to which you want to add the field and create the
relationship, and then click Datasheet View on the shortcut menu.
Open the Field List pane

 On the Datasheet tab, in the Fields & Columns group, click Add Existing Fields.

Steps to Add a field and create a relationship from the Field List pane

1. On the Datasheet tab, in the Fields & Columns group, click Add Existing Fields.

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The Field List pane appears.

2. Under Fields available in other tables, click the plus sign (+) next to a table name to display the
list of fields in that table.
3. Drag the field that you want from the Field List pane to the table that is open in Datasheet view.
4. When the insertion line appears, drop the field into position.

The Lookup Wizard starts.

5. Follow the instructions to complete the Lookup Wizard.

The field appears in the table in Datasheet view.

When you drag a field from an "other" (unrelated) table and then complete the Lookup Wizard,
a new one-to-many relationship is automatically created between the table in the Field List and
the table to which you dragged the field. This relationship, created by Access, does not enforce
referential integrity by default. To enforce referential integrity, you must edit the relationship.
See the section Edit a table relationship for more information.Steps to Edit a table relationship

You change a table relationship by selecting it in the Relationships document tab and then
editing it.

1. Carefully position the cursor so that it points to the relationship line, and then click the line to
select it.

The relationship line appears thicker when it is selected.

2. With the relationship line selected, double-click it. –or–

On the Design tab, in the Tools group, click Edit Relationships.

The Edit Relationships dialog box appears.

Open the Edit Relationships dialog box

1. Click the Microsoft Office Button , and then click Open.

2. In the Open dialog box, select and open the database.

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3. On the Database Tools tab, in the Show/Hide group, click Relationships.

The Relationships document tab appears.

If you have not yet defined any relationships and this is the first time you are opening the
Relationships document tab, the Show Table dialog box appears. If the dialog box appears,
click Close.

4. On the Design tab, in the Relationships group, click All Relationships.

All tables with relationships are displayed, showing relationship lines. Note that hidden tables
(tables for which theHidden check box in the table's Properties dialog box is selected) and their
relationships will not be shown unless Show Hidden Objects is selected in the Navigation
Options dialog box.

For more information about the Show Hidden Objects option, see the article Guide to the
Navigation Pane.

5. Click the relationship line for the relationship that you want to change. The relationship line
appears thicker when it is selected.
6. Double-click the relationship line. -or-

On the Design tab, in the Tools group, click Edit Relationships.

The Edit Relationships dialog box appears.

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7. Make your changes, and then click OK.

The Edit Relationships dialog box allows you to change a table relationship. Specifically, you
can change the tables or queries on either side of the relationship, or the fields on either side.
You can also set the join type, or enforce referential integrity and choose a cascade option. For
more information about the join type and how to set it, see the section Set the join type. For
more information about how to enforce referential integrity and choose a cascade option, see
the section Enforce referential integrity.

Set the join type

You should think about the result you will most often want from a query that joins the tables in
this relationship, and then set the join type accordingly.

Set the join type

1. In the Edit Relationships dialog box, click Join Type.

The Join Properties dialog box appears.

2. Click your choice, and then click OK.

The following table (using the Customers and Orders tables) shows the three choices that are
displayed in the Join Properties dialog box, the type of join they use, and whether all rows or
matching rows are returned for each table.

CHOICE RELATIONAL LEFT RIGHT

JOIN TABLE TABLE

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1. Only include rows where the joined fields from Inner join Matching Matching
both tables are equal. rows rows
2. Include ALL records from 'Customers' and only Left outer join All rows Matching
those records from 'Orders' where the joined fields rows
are equal.
3. Include ALL records from 'Orders' and only those Right outer join Matching All rows
records from 'Customers' where the joined fields are rows
equal.

When you choose option 2 or option 3, an arrow is shown on the relationship line. This arrow
points to the side of the relationship that shows only matching rows.

Make changes in the Join Properties dialog box

1. Click the Microsoft Office Button , and then click Open.

2. In the Open dialog box, select and open the database.
3. On the Database Tools tab, in the Show/Hide group, click Relationships.

The Relationships document tab appears.

If you have not yet defined any relationships and this is the first time you are opening the
Relationships document tab, the Show Table dialog box appears. If the dialog box appears,
click Close.

4. On the Design tab, in the Relationships group, click All Relationships.

All tables that have relationships are displayed, showing relationship lines. Note that hidden
tables (tables for which the Hidden check box in the table's Properties dialog box is selected)
and their relationships will not be shown unless Show Hidden Objects is selected in
the Navigation Options dialog box.

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For more information about the Show Hidden Objects option, see the article Guide to the
Navigation Pane.

5. Click the relationship line for the relationship that you want to change. The relationship line
appears thicker when it is selected.
6. Double-click the relationship line. -or-

On the Design tab, in the Tools group, click Edit Relationships.

The Edit Relationships dialog box appears.

7. Click Join Type

8. In the Join Properties dialog box, click an option, and then click OK.

9. Make any additional changes to the relationship, and then click OK.

To Turn referential integrity on or off

1. Click the Microsoft Office Button , and then click Open.

2. In the Open dialog box, select and open the database.
3. On the Database Tools tab, in the Show/Hide group, click Relationships.

The Relationships document tab appears.

If you have not yet defined any relationships and this is the first time you are opening the
Relationships document tab, the Show Table dialog box appears. If the dialog box appears,
click Close.

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4. On the Design tab, in the Relationships group, click All Relationships.

All tables with relationships are displayed, showing relationship lines. Note that hidden tables
(tables for which the Hidden check box in the table's Properties dialog box is selected) and their
relationships will not be shown unless Show Hidden Objects is selected in the Navigation
Options dialog box.

For more information about the Show Hidden Objects option, see the article Guide to the
Navigation Pane.

5. Click the relationship line for the relationship that you want to change. The relationship line
appears thicker when it is selected.
6. Double-click the relationship line. -or-

On the Design tab, in the Tools group, click Edit Relationships.

The Edit Relationships dialog box appears.

7. Check Enforce Referential Integrity.
8. Make any additional changes to the relationship, and then click OK.
After you have enforced referential integrity, the following rules apply:

 You cannot enter a value in the foreign key field of a related table if that value doesn't exist in
the primary key field of the primary table — doing so creates orphan records.
 You cannot delete a record from a primary table if matching records exist in a related table. For
example, you cannot delete an employee record from the Employees table if there are orders
assigned to that employee in the Orders table. You can, however, choose to delete a primary
record and all related records in one operation by selecting the Cascade Delete Related
Records check box.
 You cannot change a primary key value in the primary table if doing so would create orphan
records. For example, you cannot change an order number in the Orders table if there are line
items assigned to that order in the Order Details table. You can, however, choose to update a
primary record and all related records in one operation by selecting the Cascade Update Related
Fields check box.
 The common field from the primary table must be a primary key or have a unique index.

 The common fields must have the same data type. The one exception is that an AutoNumber
field can be related to a Number field that has a FieldSize property setting of Long Integer.
 Both tables exist in the same Access database. Referential integrity cannot be enforced on
linked tables. However, if the source tables are in Access format, you can open the database in
which they are stored and enable referential integrity in that database.

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 Steps to Turn cascade update and/or cascade delete on or off

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select and open the database.
 On the Database Tools tab, in the Show/Hide group, click Relationships.

The Relationships document tab appears.

If you have not yet defined any relationships and this is the first time you are opening the
Relationships document tab, the Show Table dialog box appears. If the dialog box appears,
click Close.

 On the Design tab, in the Relationships group, click All Relationships.

 All tables that have relationships are displayed, showing relationship lines. Note that
hidden tables (tables for which the Hidden check box in the table's Properties dialog
box is selected) and their relationships will not be shown unless Show Hidden Objects
is selected in the Navigation Options dialog box.
 For more information about the Show Hidden Objects option, see the article Guide to
the Navigation Pane.
 Click the relationship line for the relationship that you want to change. The
relationship line appears thicker when it is selected.
 Double-click the relationship line. -or-
 On the Design tab, in the Tools group, click Edit Relationships.
 The Edit Relationships dialog box appears.
 Select the Enforce Referential Integrity check box.
 Select either the Cascade Update Related Fields or the Cascade Delete Related
Records check box, or select both.
 Make any additional changes to the relationship, and then click OK.

Steps to delete a table relationship

 To remove a table relationship, you must delete the relationship line in the
Relationships document tab. Carefully position the cursor so that it points to the
relationship line, and then click the line. The relationship line appears thicker when it
is selected. With the relationship line selected, press DELETE. Note that when you
remove a relationship, you also remove referential integrity support for that

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relationship, if it is enabled. As a result, Access will no longer automatically prevent
the creation of orphan records on the "many" side of a relationship.

 Click the Microsoft Office Button , and then click Open.

 In the Open dialog box, select and open the database.
 On the Database Tools tab, in the Show/Hide group, click Relationships.

 The Relationships document tab appears.

 If you have not yet defined any relationships and this is the first time you are opening
the Relationships document tab, the Show Table dialog box appears. If the dialog
box appears, click Close.
 On the Design tab, in the Relationships group, click All Relationships.
 For more information about the Show Hidden Objects option, see the article Guide to
the Navigation Pane.
 Click the relationship line for the relationship that you want to delete. The relationship
line appears thicker when it is selected.
 Press the DELETE key. -or-
 Right-click and then click DELETE.
 Access might display the message Are you sure you want to permanently delete the
selected relationship from your database?. If this confirmation message appears,
click Yes.

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Operation Sheet 5 Adding ,Modifying Deleting Records

 Add a record to a table or form

 Open the table in Datasheet View or the form in Form View.

 On the Home tab, in the Records group, click New, or click New (blank) record, or
press Ctrl+Plus Sign (+).
 Find the record with an asterisk in the record selector, and enter your new
information.
 Click or otherwise place the focus on the first field that you want to use, and then
enter your data.
 To move to the next field in the same row, press TAB, use the Right or Left arrow
keys, or click the cell in the next field.
 When you view another record or close the table or form, Access saves the new
record that you added. To explicitly save changes to the current record, press
Shift+Enter.

 To Delete a record

The deletion process is fairly simple, except when the record is related to other data and resides
on the "one" side of a one-to-many relationship. To maintain data integrity, by default, Access
does not let you to delete related data. For more information, see Guide to table relationships.
Open the table in Datasheet View or form in For

 m View.
 Select the record or records that you want to delete.
 Press DELETE, select Home > Records > Delete, or press Ctrl+Minus Sign

 To Edit data in a text box or field

 Open the table or query in Datasheet View or form in Form View.

 Click the field or navigate to the field by using the TAB or arrow keys, and then press
F2.
 Place the cursor where In Form view, you can click a field's label to select the field.
In you want to enter information.
 Enter or update the text that you want to insert. If you make a typing mistake, press
BACKSPACE.
 If a field has an input mask, enter the data according to the format.

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Operation Sheet 6 Saving & Compiling Database Objects

 To reuse a database or a database object

 Open the database or database object.

 On the File tab, click Save As.
 Do one of the following steps:
o To save a database in a different format, click Save Database As.
o To save a database object in a different format, click Save Object As.
 Note: The option Save As Client Object is only available in a web database.
 Click the format you want to use for the new copy.

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LAP Test Practical Demonstration

Name: ______________________________________ Date:

________________________________________

Time started: _______________________________ Time finished:

_______________________________

Task 1

o Show all the necessary steps & ways to open new MS Access 2007 Database. (5
Points)

o Show all the necessary steps to open Existing MS Access 2007 Database. (5 Points)

Task 2
 Create a new table in a new database
 Create a new table in an existing database
 Create a new table by using a table template
 Create a new table by importing/linking to external data
o Set a table's primary key
o Set or change the primary key
o Remove the primary key
 Set a table's properties
 Table field
o Add a field to a table
o Add a field by entering data
o Add a field by using a field template
o Add a field from an existing table
o Set field properties

 Task 3

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 Rename a table
 Change the text that appears in a column heading
 Task4
First Create a Database name By ABC and Create the tables Below
 Creating a table called TblStudent that has fields with data typeas shown below :
- StudentID(Type=Text, Size=10, Primary Key)
- StudentName(Type=Text,Size=20, Require=Yes)
- Sex(Type=Text,Size=1,Require=Yes)
- DOB(Type=Date/Time,Format=dd/mm/yy)
- Address(Type=Text,Size=Default, Requre=Yes)
- Photo(Type=Text)
- Phone(Type=Text)
 Creating a table called TblTeacher that has fields with data type as shown below :
- TecherID(Type=Text, Size=10, Primary Key)
- TeacherName(Type=Text,Size=20, Require=Yes)
- Sex(Type=Text,Size=1,Require=Yes)
- Address(Type=Text,Size=Default, Requre=Yes)
- Photo(Type=OLE Object)
- Phone(Type=Text)
 Creating a table called TblSubject that has fields with data type as shown below :
- SubjectID(Type=Text, Size=10, Primary Key)
- SubjectName(Type=Text,Size=30, Require=Yes)
- Hour(Type=Text,Size=20)
- Description(Type=Memo)
- Fee(Type=Currency)
 Creating a table called TblLab that has fields with data type as shown below :
- LabID(Type=Text, Size=10, Primary Key)
- LabName(Type=Text,Size=30, Require=Yes)
- Capacity(Type=Number)
 Creating a table called TblTime that has fields with data type as shown below :
- TimeID(AutoNumber,Primary Key)
- TimeAvailable(Type=Text,Size=20)
 Creating a table called TblStudy that has fields with data type as shown below :
- StudyID(Type=Text, Size=10, Primary Key)
- StudentID(Type=Text, Size=10)
- TecherID(Type=Text, Size=10)
- StartDate(Type=Date/Time(dd/mm/yy))
- EndDate(Type=Date/Time(dd/mm/yy))
- Finished(Type=Yes/No)
- GetCertificate(Type=Text,Size=50)
 Creating a table called TblStudyDetail that has fields with data type as shown below
:
- StudyDetailID(AutoNumber,Primary Key)

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- StudyID (Number)
- SubjectID (Type=Text, Size=10)
- TimeID(Number)
- LabID(Type=Text, Size=10)
 After you created all tables already, build the relationships between table and table
as figure below.

 Task 5
 Open an existing table & perform the following
 Add abebe, taye& kebede in the field first name
 Rename the name aster by astuka
 Change the Salary 2500 by 4300 in the salary field
 Task 6
 Save your file by giving a file name tvetTraining

yes

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Instruction Sheet LG11: Customize basic settings

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics –

 Customizing data access page layout and settings

This guide will also assist you to attain the learning outcome stated in the cover page.

Specifically, upon completion of this Learning Guide, you will be able to –

 Open and View different toolbars

 Adjust page layout to meet user requirements
 Format font as appropriate for the purpose of the database entries
1: Learning Instructions

9. Read the specific objectives of this Learning Guide.

10. Follow the instructions described in number 3 to 18.
11. Read the information written in the “Information Sheets 1”. Try to understand what are being
discussed. Ask you teacher for assistance if you have hard time understanding them.
12. Accomplish the “Self-check 1” in page 5.
13. Ask from your teacher the key to correction (key answers) or you can request your teacher to correct
your work. (You are to get the key answer only after you finished answering the Self-check 1).
14. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if your rating is
unsatisfactory, see your teacher for further instructions or go back to Learning Activity #1.
15. Submit your accomplished Self-check. This will form part of your training portfolio.
16. Read the information written in the “Information Sheet 2”. Try to understand what are being
discussed. Ask you teacher for assistance if you have hard time understanding them.
35. Accomplish the “Self-check 2” in page 7.
36. Ask from your teacher the key to correction (key answers) or you can request your teacher to correct
your work. (You are to get the key answer only after you finished answering the Self-check 2).
37. Read the information written in the “Information Sheets 3 . Try to understand what are being
discussed. Ask you teacher for assistance if you have hard time understanding them.
Accomplish the “Self-check 3” in page 9.

38. Ask from your teacher the key to correction (key answers) or you can request your teacher to c orrect
your work. (You are to get the key answer only after you finished answering the Self-check 3).
39. Read the “Operation Sheet 1”in page 10. and try to understand the procedures discussed.
40. If you earned a satisfactory evaluation proceed to “Operation Sheet 2” in page 11. However, if your
rating is unsatisfactory, see your teacher for further instructions or go back to Learning Activity #1.
41. Read the “Operation Sheet 2” and try to understand the procedures discussed.
42. If you earned a satisfactory evaluation proceed to “Operation Sheet 3” in page 12.
However, if your rating is unsatisfactory, see your teacher for further instructions or go
back to Learning Activity #1.

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43. Read the “Operation Sheet 3” and try to understand the procedures discussed.
44. Do the “LAP test” in page 13. (if you are ready). Request your teacher to evaluate your performance
and outputs. Your teacher will give you feedback and the evaluation will be either satisfactory or
unsatisfactory. If unsatisfactory, your teacher shall advice you on additional work.

Information Sheet 1 Adjusting page layout and settings

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Understanding Layout view

Layout view is the most intuitive view to use for report modification, and can be used for nearly all the
changes you would want to make to a report in Access. In Layout view, the report is actually running, so
you can see your data much as it will appear when printed. However, you can also make changes to the
report design in this view. Because you can see the data while you are modifying the report, it's a very
useful view for setting column widths, add grouping levels, or performing almost any other task that
affects the appearance and readability of the report.

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References [edit]

1. ^ The 1996 Oxford Dictionary of Computing

2. http/Doc.microsoft.com

Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1. Which View is the most intuitive view to use for report modification (2)
E. Design view
F. Lay out view
G. A&B
H. None
2. you can make changes to the report design in this view (2)
E. True
F. False
3. Layout view is useful for (2)
E. setting column widths
F. add grouping levels
G. performing almost any other task
H. All of the above

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

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Information Sheet-2 Open and Viewing different tools

Introduction
Toolbar Sometimes referred to as a bar or standardtoolbar, the toolbar is a row of boxes, often
at the top of an application window, that control various functions of the software. The boxes
often contain images that correspond with the function they control, as demonstrated in the
image below.

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Fig. 2.1 toolbars

A toolbar often provides quick access to functions that are commonly performed in the program.
For example, a formatting toolbar in a Microsoft Access gives you access to things like making
text bold or changing its alignment, along with other common buttons
 Common computer software toolbars
 Commands bar - A bar that shows available commands in a program.
 Formatting toolbar - Toolbar that shows text formatting options.
 Formula bar - Bar in a spreadsheet program that allows you to edit a formula.
 Menu bar - A bar at the top of the screen that gives access to all of the menus.
 Navigation bar - Gives access to all navigation features in a browser.
 Places bar - A pane that shows common places to access files.
 Scroll bar - A bar on the bottom or side of the window to scroll through a page.
 Split bar - A bar that divides the window into multiple sections.
 Status bar - One of the few bars at the bottom of the window that shows the status.
 Title bar - A bar at the very top of a window that describes the program or window.

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1. Sometimes referred to as a bar or standard toolbar (2)

A. Toolbar
B. Format
C. Icon
2. - A bar that shows available commands in a program.(2)

A. Commands bar
B. Menu bar
C. Title Bar
3. Toolbar that shows text formatting options.(2)
A. Formatting toolbar
B. Command bar
C. Status bar

Answer Sheet
Score = ___________
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Information Sheet-3 Formatting Fonts

A font is a graphical representation of text that may include a different typeface, point size, weight, color,
or design. The image shows some examples of different computer fonts. Software programs like
Microsoft Word, Microsoft Excel, and Ms-access allow users to change the font used when typing text
in the document or spreadsheet, as do web designers.
Formatting Fonts Sometimes users want to specify or change the appearance of a group of words or
characters, or even of a single word or character, and they are not familiar enough with all of Word's
font formatting options to know how to achieve the effect that they are seeking. Although most users are
probably familiar with some different font families and sizes and with the italic and bold typefaces, many
users do not know how to determine and apply the settings that are needed to add a colored background
to their text or to type

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References [edit]

1. ^ The 1996 Oxford Dictionary of Computing

3. http/Doc.microsoft.com
Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the next page:

1. ----- is a graphical representation of text (2)

A. Font
B. Lay out view
C. A&B
D. None
2. When User wants to specify or change the appearance of a group of words or characters
they needs (2)
A. Formatting
B. Deleting
C. Moving
D. None

Note: Satisfactory rating - 3 and 4 points Unsatisfactory - below 3 and 2 points

You can ask you teacher for the copy of the correct answers.

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Answer Sheet
Score = ___________

Rating: ____________

Operation Sheet 1
2 Adjusting page layout and settings
 Steps to Change page setup
Use the Page Size and Page Layout groups on the Page Setup tab to change size,

orientation, margins, and so on.

 Click the Page Setup tab.

 In the Page Size group, click Size to select a different paper size.
 In the Page Size group, click Margins to make adjustments to the report's margins.
 In the Page Layout group, click Portrait or Landscape to change the paper orientation.

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Operation Sheet 2
3 Adjusting page layout and settings
 Steps to create a new toolbar

 On the View menu, point to Toolbars, and then click Customize.

 Click the Toolbars tab, and then click New.

 In the Toolbar Name box, type a name for your new custom toolbar.

 In the Make toolbar available to box, click the template or open document where you want to
store the toolbar.

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 Click OK.

 The Customize dialog box appears.

o Click the Commands tab. Click the category that you want to select your button from.
Under Commands, drag the button that you want to the new toolbar.

o Click Close.

 Steps to delete a custom toolbar

 On the View menu, point to Toolbars, and then click Customize.

 Click the Toolbars tab.

 Under Toolbars, click the custom toolbar that you want to delete, and then click Delete.

Note You cannot delete a built-in toolbar. When you select a built-in toolbar in the Toolbars list,
the Delete button is unavailable, and the Reset button becomes available. If you click the Reset
button, the built-in toolbar returns to its original default appearance.

References [edit]

1. ^ The 1996 Oxford Dictionary of Computing

4. http/Doc.microsoft.com

Operation Sheet 3
4 Formatting Fonts
 To Changing font type

 Highlight the text you want to change.

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 Click the down arrow next to the font field on the format bar.
(If you want to change the font to bold, italic, or underlined,
click on the B, I, or U on the format bar.)

 After clicking the down arrow for the font, you should be able
to select from each of the installed fonts on your computer.
Click the font you want to use and the highlighted text will
change.

 Changing font size

 Highlight the text you want to change.

 Click the down arrow next to the size box on the format bar.
Often, the default size is 12, as shown in the above example.

 After clicking the down arrow for the size, you should have a
selection of different sizes to choose. Some fonts may not
scale properly, so they may have limited size options.

 To Changing font color

 Highlight the text you want to change.

 Click the down arrow next to the color icon. It is usually

displayed as the letter "A" with a red underline, as shown in
the example above.

 After clicking the down arrow for the color, select the color
you want to make the text.

LAP Test Practical Demonstration

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Name: ______________________________________ Date:
________________________________________

Time started: _______________________________ Time finished:

_______________________________

 Task 1
 Adjust the paper size in to landscape
 Task2

 Create a new toolbar Based on the procedure

 Task3
o Make the type Bold
o Make the font size 20
o Make the font color red

Instruction Sheet LG12: Create database Report

This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics –

Creating a Report
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –

 Reports are designed to present data in a logical sequence or manner

 Reports are modified to include/exclude additional requirements
 Reports are distributed to appropriate person in a approved format
1: Learning Instructions
17. Read the specific objectives of this Learning Guide.
18. Follow the instructions described in number 3 to 18.
19. Read the information written in the “Information Sheets 1”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
20. Accomplish the “Self-check 1” in page 6..

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21. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 1).
22. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if
your rating is unsatisfactory, see your teacher for further instructions or go back to
Learning Activity #1.
23. Submit your accomplished Self-check. This will form part of your training portfolio.
24. Read the information written in the “Information Sheet 2”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
45. Accomplish the “Self-check 2” in page 8.
46. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 2).
47. Read the information written in the “Information Sheets 3 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
Accomplish the “Self-check 3” in page 11.
48. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 3).
49. Read the “Operation Sheet 1”in page 12 and try to understand the procedures
discussed.
50. If you earned a satisfactory evaluation proceed to “Operation Sheet 2” in page13 .
However, if your rating is unsatisfactory, see your teacher for further instructions or go
back to Learning Activity #1.
51. Read the “Operation Sheet 2” and try to understand the procedures discussed.
52. Do the “LAP test” in page 53 (if you are ready). Request your teacher to evaluate your
performance and outputs. Your teacher will give you feedback and the evaluation will
be either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice you
on additional work.

Information Sheet-1 Designing reports in a logical sequence

ase Report
What is a report? A report is an object in Microsoft Access that is used to display
and print your data in an organized manner. Reports provide a means of organizing and
summarizing data. Reports are often used to present an overview highlighting main points
and trends. A report can be a simple list, a status report or a monthly production report.
A report is made from the data available

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 Decide how to lay out your report when you design a report, you must first consider
how you want the data arranged on the page and how the data is stored in the
database. During the design process, you might even discover that the
arrangement of data in the tables will not allow you to create the report that you
want. This can be an indication that the tables are not normalized — this means
that the data is not stored in the most efficient manner.

 Make a sketch of your report This step is not required — you might find that
the Access Report Wizard or the Report tool (both of which are available on
the Create tab, in the Reports group) provide a sufficient starting design
for your report
 Decide which data to put in each report section Each report has one or
more report sections. The one section that is present in every report is the
Detail section. This section repeats once for each record in the table or
query that the report is based on. Other sections are optional and repeat
less often and are usually used to display information that is common to a
group of records, a page of the report, or the entire report
 Decide how to arrange the detail data Most reports are arranged in either
a tabular or a stacked layout, but Access gives you the flexibility to use just
about any arrangement of records and fields that you want.

 Types of lay out

 Tabular layout A tabular layout is similar to a spreadsheet. Labels are
across the top, and the data is aligned in columns below the labels. Tabular
refers to the table-like appearance of the data. This is the type of report that
Access creates when you click Report in the Reports group of the Create
tab. The tabular layout is a good one to use if your report has a relatively
small number of fields that you want to display in a simple list format. The
following illustration shows an employee report that was created by using a
tabular layout.
 Stacked layout A stacked layout resembles a form that you fill out when
you open a bank account or make a purchase from an online retailer. Each
piece of data is labeled, and the fields are stacked on top of each other. This
layout is good for reports that contain too many fields to display in a tabular
format — that is, the width of the columns would exceed the width of the
report. The following illustration shows an employee report that was created
by using a stacked layout.

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 Mixed layout You can mix elements of tabular and stacked layouts. For
example, for each record, you can arrange some of the fields in a horizontal
row at the top of the Detail section and arrange other fields from the same
record in one or more stacked layouts beneath the top row. The following
illustration shows an employee report that was created by using a mixed
layout. The ID, Last Name, and First Name fields are arranged in a tabular
control layout, and the Job Title and Business Phone fields are arranged in
a stacked layout. In this example, gridlines are used to provide a visual
separation of fields for each employee.
 Justified layout If you use the Report Wizard to create your report, you
can choose to use a justified layout. This layout uses the full width of the
page to display the records as compactly as possible. Of course, you can
achieve the same results without using the Report Wizard, but it can be a
painstaking process to align the fields exactly. The following illustration
shows an employee report that was created by using the Report Wizard's
justified layout.

 Creating Reports using a wizard Creation of a report by using a wizard is a

fastest and easy way to create a report by following the series of steps and
choosing a pre-defined template for your report.
 Creating Reports using design view Creation of a report by design view is a
user customized way setting-up your report so to meet the users desired output
and format.

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Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided
in the next page:

1. -------is an object in Microsoft Access (2)

A. Form
B. Report
C. Table
D. All

2. Which layout uses the full width of the page to display the records as
compactly as possible?(2)
A. Mixed
B. Justified
C. A&B

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 2and 3points

You can ask you teacher for the copy of the correct answers.

Answer Sheet
Score = ___________

Rating: ____________

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Information Sheet 2 Modifying Report

2.1 Understand Layout view

Layout view is the most intuitive view to use for report modification, and can be used for
nearly all the changes you would want to make to a report in Access. In Layout view, the
report is actually running, so you can see your data much as it will appear when printed.
However, you can also make changes to the report design in this view. Because you can
see the data while you are modifying the report, it's a very useful view for setting column
widths, add grouping levels, or performing almost any other task that affects the
appearance and readability of the report. The following illustration shows a Customer
Phone Book report in Layout view.

The report you see in Layout view does not look not exactly the same as the printed report.
For example, there are no page breaks in Layout view. Also, if you have used Page Setup
for format your report with columns, the columns are not displayed in Layout view.
However, Layout view gives you a very close approximation of the printed report. If you
want to see how the report will look when printed, use Print Preview.

Understand Design view

Design view gives you a more detailed view of the structure of your report. You can see
the header and footer bands for the report, page, and groups. The report is not actually
running in Design view, so you cannot see the underlying data while working; however,
there are certain tasks you can perform more easily in Design view than in Layout view.
You can:

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Fig.2.1 design view

Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:

1. ---------is the most intuitive view to use for report modification

A. Layout view

B. Mixed view

C. Justified view

2. Which view gives you a more detailed view of the structure of your report.(2)
A. Design
B. Mixed
C. A&B

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 2 points

You can ask you teacher for the copy of the correct answers.

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Answer Sheet
Score = ___________

Rating: ____________

Information Sheet 3 Distributing Report

3.1 Introduction
Report is a document containing information organized in a narrative, graphic, or tabular
form, prepared on ad hoc, periodic, recurring, regular, or as required basis. Reports may
refer to specific periods, events, occurrences, or subjects, and may be communicated or
presented in oral or written form. Liberate your Access reports and distribute them far and
wide. For example, email them to one or more users, export them to SharePoint document
libraries, and archive them on network folders.

When you distribute an Access report, you create a static report of data at a certain
moment in time, such as daily, weekly, or monthly. By doing so, you have a single point
of truth that information workers can use to make good business decisions, answer
questions, find alternatives, determine best plans, evaluate risks, and improve quality.
The term "business representative" is often used as a general reference for sales
professionals, customer service professionals or anyone serving as an interface between
customers and a company However, this term has a very specific meaning and
application in the business world.

 Methods to distribute report

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 Personalized emails: Segment your email list down to the exact audience that
would benefit most from your piece of content. Write a custom email to each of
these audience members to add a level of personalization to your message.
Explain what the content is, and why you think he or she will enjoy it..
 Guest posting: Write an article that discusses -- in a non-promotional way -- the
key findings or points within your content, and send it to the editor of an online
publication that reaches your target audience. But be strategic about it. Make
sure the publication not only helps you achieve your own reach goals, but also,
has something to gain by sharing your insights, from your particular brand

 Follow-up emails: Encourage your sales team to include a link to your

content in their follow-up emails to prospective clients, to answer their
questions and position your company as a resource they can trust. Note:
This tactic works best when the content you create is educational and
addresses specific questions or concerns your leads have -- and is
actionable enough for them to immediately apply it to their own plans or
strategies.

Lead interviews: Work with your sales reps to identify prospective clients
you can interview for your content. Include a quote in your content, and
share it with them once it's published. Not only can that keep your leads
engaged over time, but they'll appreciate the opportunity to be featured --
and you benefit from the additional exposure to their networks when the
content is shared with that audience.

 Proposal references: The best proposals are often supported with

relevant data that corroborates the solutions you’re suggesting to a
prospect. And while we suggest citing a variety of authentic, reliable
sources -- otherwise, you might look biased -- referencing your own
research content can be effective. Not only is it another way to
distribute your work, but also, it illustrates the time and thought your
company has invested in this school of thought.

 That said, some prospective clients like proposals to be brief. In these cases,
if you preemptively anticipate additional questions, you can amend your
proposal with a link to the content as a source of further reading and
information.

o Client drip campaigns

 If your content is related to your clients’ respective industries, or products

and services, sharing it with them can enhance your collaborations and

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further nurture that relationship. Remember, it’s called client retention for a
reason

Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:

1. ----- is a document containing information organized in a narrative, graphic, or

tabular form?(2)

A. Form

B. Report

C. Query

D. Table

2. When you distribute an Access report, you create (2)

A. a static report
B. Normal report
C. A&B

Note: Satisfactory rating - 3 and 4points Unsatisfactory - below 2 and 4 points

You can ask you teacher for the copy of the correct answers.

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Answer Sheet
Score = ___________

Rating: ____________

Operation Sheet 1 Designing report

 To Creating Reports Using the Report Button

 Open the Navigation pane.
 Click the table or query on which you want to base your report.
 Activate the Create tab.
 Click the Report button in the Reports group. Access creates your report and
displays your report in Layout view. You can modify the report.

To save a eport

 Click the Save button on the Quick Access toolbar. Access saves the report
unless you are saving for the first time. If you are saving for the first time, the
Save As dialog box appears.
 Type the name you want to give your report.
 Click OK. Access saves the report. You can now access the report by using the
Navigation pane.

To create a report by using the Report Wizard:

 Open the Report Wizard

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 Activate the Create tab.

 Click Report Wizard in the Reports group. The Report Wizard appears.

Operation Sheet 2 Modifying Report

 T0 Switch between views

 Right-click the report in the Navigation Pane, and then click the view you want
on the shortcut menu.1313
 Right-click the report's document tab or title bar, and then click the view you
want on the shortcut menu.
 On the Home tab, in the View group, click the View button to toggle between
available views. Alternatively, you can click the arrow under View, and then
select one of the available views from the menu.
 Right-click in a blank area of the report itself, and then click the view you want.
If the report is open in Design view, you must right-click outside of the design
grid.
 Click one of the small view icons on the Access status bar.

 To Modify your report in Layout view

 Click an item in the column that you want to adjust.

o A border is drawn around the item to indicate that the field is selected.
 Drag the right or left edge of the border until the column is the width you want.

 To Change row or field height in Layout view

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 Click an item in the row that you want to adjust.

o A border is drawn around the item to indicate that the field is selected.
 Drag the top or bottom edge of the border until the row is the height you want.

 Add a field in Layout view

 On the Design tab, in the Tools group, click Add Existing Fields.
o The list of available fields is displayed. If there are fields available in
other tables, these will be displayed under Fields available in other
tables:.
 Drag a field from the Field List onto the report. As you move the field, a
highlighted area will indicate where the field will be placed when you release
the mouse button.

Note: To add multiple fields at once, hold down the CTRL key and click each field
in the Field List that you want. Then, release the CTRL key and drag the fields onto
the report. The fields will be placed adjacent to each other.

 Create a new control layout

 You create a new report by clicking Report in the Reports group on the
Create tab.
 You create a new report by clicking Blank Report in the Reports group on
the Create tab, and then dragging a field from the Field List pane to the report.

On an existing report, you can create a new control layout by doing the following:

 Select a control that you want to add to the layout.

 If you want to add other controls to the same layout, hold down the SHIFT key
and also select those controls.
 Do one of the following:
o On the Arrange tab, in the Table group, click Tabular or Stacked.
o Right-click the selected control or controls, point to Layout, and then
click Tabular or Stacked .

 To Change page setup

 Click the Page Setup tab.

 In the Page Size group, click Size to select a different paper size.
 In the Page Size group, click Margins to make adjustments to the report's
margins.

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 In the Page Layout group, click Portrait or Landscape to change the paper
orientation.

 To Change the formatting of a field

 Select the field that you want to format.

 On the Format tab, use the tools in the Font group to apply the formatting you
want.

 To Add or modify a logo or other image

To Add a logo

 On the Design tab, in the Header/Footer group, click Logo.

 Browse to the folder where your logo file is stored, and double-click the file.

 Add or edit a report title

To Add a title to a report

 On the Design tab, in the Header/Footer group, click Title.

o A new label is added to the report header, and the report name
is entered for you as the report title.
 When the label is created, the text in the label is selected for you so that
if you want to change the text, you can just begin typing the title you
want.
 Press ENTER when you have finished.

To Edit the report title

 Double-click the label containing the report title to place the cursor in the
label.

 Type the text you want to use as the report title, and press ENTER when
you have finished.

 Add page numbers

 On the Design tab, in the Header/Footer group, click Page Numbers.

o The Page Numbers dialog box is displayed.
 Choose the format, position, and alignment you want for the page numbers.

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 Clear the Show Number of First Page check box if you do not want a number
on the first page.
 Click OK.

The page numbers are added to the report. Switch to Print Preview to see how the
numbers will look when you print the report.

 Add the date or time

 On the Design tab, in the Header/Footer group, click Date and Time.
o The Date and Time dialog box is displayed.
 Clear the Include Date check box if you do not want to include the date.
 If you want to include the date, click the date format you want.
 Clear the Include Time check box if you do not want to include the time.
 If you want to include the time, click the time format you want.
o A sample of the date and time, in the formats you have chosen, appears
in the Sample area of the dialog box.
 Click OK.

 Add line numbers

 On the Design tab, in the Controls group, click Text Box.

 Click in an open area of the section where you want the line numbers to appear.
In most cases, this will be the Detail section. You will move the text box to its
final location later.
o When you click the report, Access creates a new, unbound text box.
 Click the label (just to the left of the new text box), and press DELETE.
 Click once in the new text box to select it, and then click again to position the
cursor in the text box.
 Type =1 and then press ENTER.
 If the property sheet is not already displayed, press F4 to display it.
 On the Data tab of the property sheet, set the Running Sum property to Over
All.
o Note: If this is a grouped report, and you want the numbering to start at
1 for each group, set the property to Over Group.
 Resize the text box to a smaller width by positioning the pointer over the sizing
handle on the right edge of the text box and dragging it to the left. Leave enough
room for the largest line number you expect to see on this report.
 If needed, make room for the text box on the far left edge of the Detail section
by dragging the existing controls in that section to the right, or by resizing the
leftmost control in that section.

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 Drag the new text box to the location that you want it on the report.
 Switch to Report view, Print Preview, or Layout view to see the line numbers.

 To Make a group header appear at the top of each page

 Double-click the group header section selector (the horizontal bar above the
group header section).

To Sort Fields

When creating labels, you can sort on any field and you can have multiple levels of sort.
For example, you can sort by last name and then by first name.

1. Click to choose the fields you want to sort by. Click the single right-arrow to select
a single field, click the double right-arrow to select all fields, click the single left-
arrow to deselect a single field, click the double left-arrow to deselect all fields.
2. Click Next. The Label Wizard moves to the next page.

Title the report

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1. Type a title for your report. The title will appear in the Navigation pane.
2. Click Finish. Access displays the labels in Print Preview.

To Print a Report

1. click the Print button in the Print group.

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2. The Print dialog box opens

3. select your print options.

To change to Print Preview:

1. Open your report.

2. Activate the Home tab.
3. Click the down-arrow under the View button. A menu appears.
4. Click Print Preview. Access changes to Print Preview.

Several options are available to you in Print Preview.

Print Preview Options

Print Displays the Print dialog box. You
can select such options as the
printer, print range, and number of
copies. Use this option to print
your report.
Size Click the Size button to set the size
of the paper you are going to print
on.
Portrait Click the Portrait button to print
with the shortest side of the paper
as the top.
Landscape Click the Landscape button to print
with the longest side of the paper
as the top.
Margins Click the Margins button to select
a margin size of Normal, Wide, or
Narrow. Margins define the
amount of white space that
surrounds your report.
Print Data Only Prints the report data without other
elements such as titles, and
labels.
Zoom Changes the cursor to a
magnifying glass. When the

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magnifying glass displays a minus

sign (–), you can zoom out. When
the magnifying glass displays a
plus sign (+), you can zoom in.
Click the down-arrow under the
Zoom button to display a menu
and choose a zoom level.
One Page Displays one page of the report in
the Access window.
Two Page Displays two pages of the report in
the Access window.
More Pages Displays a menu from which you
can choose the number of page
you want to display.

To create a report based on a table using the Report command

 Choose the table you wish to use as the source of your report. To do that,
you can either open the table or highlight the table name in the Navigation
Pane. In our example, we used the open Books table to create the report.

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 Select the Report command on the Create tab on the Ribbon, as seen
above.
 The report is automatically generated and includes every field in the table in
order of their appearance in the table. This can be seen in the example
below, which was created from the table above.

The layout and formatting of the report can be manipulated in Layout View.

Creating a report based on a query

Access 2007 can also create a report using a query as the source. The process for
creating a report based on a query is identical to the process for creating a report
based on a table, which was outlined on the previous page. And just like when
making a report from a table, every field and record that appears in the query results
will appear on the report.

To limit the number of records in a report

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It is possible to limit the number of records in a report, but only if the report was
based on a query. The limit is set in the query itself, using the query design screen.

To limit the records returned in a query:

 Open the query in Design View.

 Use the Return option in the Query Setup command group to set the
number of records you want to see in the query results and the final report.

 Click Run! to make sure the query results look like you want the report to
look.
 Create the report using the Report command on the Create tab.
 Format the report as desired.

To add a level of grouping to a report:

 With the report open, select the Group & Sort command from the Grouping
& Totals command group on the Format tab on the Ribbon.

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 Open a Group, Sort, and Total dialog box in the lower portion of the
window.

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 In the Group, Sort, and Total dialog box, select Add a group.
 Select the field you wish to group by from the drop-down list. We chose to
group our list by Category.

 When you release the mouse button, the report will now appear with items
grouped. Our report is grouped on Category now, as seen below.

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The Group, Sort, and Total dialog box will remain open until you close it.

To Format a report in Layout View

Access 2007 opens the created report in Layout View so you can easily make
modifications. In Layout View, you can change the look of your report in many
different ways, including:

 Deleting columns and other report elements

 Moving and resizing columns
 Adding a logo
 Changing the title and other text on the report headings
 Applying a report style with AutoFormat
 Modifying the page layout

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To delete a column or other report element:

 Highlight the element by clicking on it.

 Hit the Delete button on your keyboard.

To move a column or other report element

 Highlight the element by clicking on it.

 Drag and drop the element to a new location on the report.

To resize a column or other report element

To resize a column or other report element:

 Highlight the element by clicking on it.

 Drag and drop the edge of the element to the new size on the report.

To add a logo to the report

 Click on the Logo command on the Format tab on the Ribbon.

 When the Insert Picture dialog box opens, find the picture file.

 Click OK.

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To modify the title of a report:

 Click on the Title command on the Format tab on the Ribbon.

 When the highlight appears, type in the new title.

To modify text in report headings

If you don't like the standard font face and size Access used to create your report,
you can modify them using common Microsoft Office text formatting commands.
You can modify the size, font face, font color, alignment, and much more. They all
work basically the same way.

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 Highlight the text you want to change.

 Select the formatting option you wish from the lists that appear when you
click on a command.

 The change appears when you release the mouse button.

To apply an AutoFormat style

Like with forms, Access 2007 offers a variety of report styles in

the AutoFormat command. To apply a style:

 Click on the AutoFormat command on the Ribbon.

 Select a format from the drop-down list. The change is applied instantly.

To change the page layout

When a report is created, it opens in Layout View, like the one in the picture below.
The dotted lines are showing where the edge of the page will be in Report View.

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 Switch to Print Preview using the Views command on the Ribbon.

 Select the layout option you wish to alter from the Page Layout command
group on the Ribbon.

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Page Layout
Option Description
To set the margins for narrow, wide, or
Margins normal

Saving a report
When you have created and modified a report and try to close it, Access 2007 will
prompt you to name and save the report. If you do not need this report again, you
do not need to save it. However, if you think you may want to publish it again, it is
best to save.

To save a report

As with all Access objects, to save a report:

 Right-click on the report tab.

 Choose Save from the list that appears.
 When the Save as dialog box opens, give the report a name.

 Click OK.
!

 On the Format tab of the property sheet, set the Repeat Section property to
Yes.

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LAP Test Practical Demonstration

Name: ______________________________________
Date:________________________________________
Time started: _______________________________ Time finished:
_______________________________

Task 1

 Create Reports
 Use the Report Button
 Use the Report Wizard

Task2

 Modify a Report
 Change view
 Change the Size of a Field or Label
 Report Properties
o Add a field
o Delete a field
o Move a column
o Change a title

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LG13: Create database Forms

Instruction Sheet
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics –

 Creating a form using a wizard.,

This guide will also assist you to attain the learning outcome stated in the cover page.

Specifically, upon completion of this Learning Guide, you will be able to –

 Use wizard to create a simple form

 Open and record existing database through a simple form modified
 Rearrange objects within the form to accommodate information requirements
1: Learning Instructions
25. Read the specific objectives of this Learning Guide.
26. Follow the instructions described in number 3 to 18.
27. Read the information written in the “Information Sheets 1”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
28. Accomplish the “Self-check 1” in page 5.
29. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 1).
30. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if
your rating is unsatisfactory, see your teacher for further instructions or go back to
Learning Activity #1.
31. Submit your accomplished Self-check. This will form part of your training portfolio.
32. Read the information written in the “Information Sheet 2”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
53. Accomplish the “Self-check 2” in page 7.
54. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 2).

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55. Read the information written in the “Information Sheets 3 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
56. Accomplish the “Self-check 3” in page 9.
57. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 3).
58. Read the “Operation Sheet 1”in page 10. and try to understand the procedures
discussed.
59. If you earned a satisfactory evaluation proceed to “Operation Sheet 2” in page 15.
However, if your rating is unsatisfactory, see your teacher for further instructions or go
back to Learning Activity #1.
60. Read the “Operation Sheet 2” and try to understand the procedures discussed.
61. If you earned a satisfactory evaluation proceed to “Operation Sheet 3” in page 17.
However, if your rating is unsatisfactory, see your teacher for further instructio ns
or go back to Learning Activity #1.
62. Read the “Operation Sheet 3” and try to understand the procedures discussed.
63. Do the “LAP test” in page 20 (if you are ready). Request your teacher to evaluate your
performance and outputs. Your teacher will give you feedback and the evaluation will
be either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice you
on additional work.

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Information Sheet 1 Using wizard to create a simple form

1.1 Introduction
A form is a screen that allows you to enter, change, and view the data in a database.
Think of forms as windows into your data that help users understand and work with that
data.

Forms are made up of controls, such as text boxes, buttons, document tabs, and
drop-down lists, grouped in a way that makes them easy to use and helps you get work
done.The controls in the form are usually bound, or connected, to the tables or queries
in your database — but not always. For example, a control that displays your corporate
logo doesn't have to be bound to a table field. It can just point to the image it displays.In
addition to entering data, you can use forms in other ways. For example, you can create
a form that asks for input, and then generates a custom report based on that input.

In Access 2007, a form is an object that generally serves three purposes:

 To allow users to perform data entry. Data can be inserted, updated, or
deleted from a table using a Form object.
 To allow users to enter custom information, and based on that information
perform a task. For example, you may want to ask a user for parameters
before running a report.
 To allow users a method of navigating through the system. For example,
you may create a form where a user can select a form to load, a report to
run, etc.
]

1.2 Creating Forms using a wizard

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Creation of a form by using a wizard is the Ms Access pre-defined way of creating a

form by simply following the series of steps and choosing which field and format you
would want for your form.

Self-check 1 Using wizard to create a simple form

Name: ______________________________________ Date:

________________________________________

Time started: _______________________________ Time finished: ____

Directions: Answer all the questions listed below.

1. Form is made up of? (1 points)

2. Way of creating forms? (2 Point)

3. Is a screen that allows you to enter, change, and view the data in a
database? (1 points)

4. The most important tools can be found in? (1 point)

5. A form is an object that generally serves three purposes? (3 points)

6. List & Discuss on the different types of Controls in MS access? (12 point)

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: Satisfactory rating – above 17 points Satisfactory & below 16 points Unsatisfactory

(You can ask you teacher for the copy of the correct answer)

Information Sheet 2 Opening Existing Database& Modifying Records

What Database

A database is an organized collection of data, generally stored and accessed

electronically from a computer system. Where databases are more complex they are
often developed using formal design and modeling techniques.

 Types of data bases. Databases have evolved since their inception in the 1960s,
beginning with …
 Relational database. A relational database, invented by E.F. Coded at IBM in 1970,
is a tabular …
 Distributed database. A distributed database is a database in which portions of the
database are …
 Cloud database. A cloud database is a database that has been optimized or built
for a virtualized …
Open an existing data base
There are the different methods you can use to open existing Access databases. You can
open databases from Windows Explorer or from within Access itself. You can open
multiple databases at once, and you can also create desktop shortcuts that open
database objects dire
ctly.

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Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:

5. To retrieve Information Saving is important(3)

A. True
B. False
6. Saving your work in Access is a little different from saving in most Office
apps.(3)
A. False
B. True

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Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Answer Sheet Score = ___________

Rating: ____________

://support.office.com/en-us/article/Open-an-existing-database-6F893B9D-9007-
4628-930B-7EE4864A883

Information Sheet 3 Rearranging Objects with in the form

Objects : A Form object refers to a particular Microsoft Access form. A Form object is
a member of the Forms collection, which is a collection of all currently open forms.
Within the Forms collection, individual forms are indexed beginning with zero.

Forms are made up of controls, such as text boxes, buttons, document tabs, and
drop-down lists, grouped in a way that makes them easy to use and helps you get work
done.The controls in the form are usually bound, or connected, to the tables or queries
in your database — but not always. For example, a control that displays your corporate
logo doesn't have to be bound to a table field. It can just point to the image it displays.In
addition to entering data, you can use forms in other ways. For example, you can create
a form that asks for input, and then generates a custom report based on that input.

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https://support.office.com/en-us/article/Open-an-existing-database

Self-Check -3 Written Test

1. Directions: Answer all the questions listed below. Use the Answer sheet
provided in the next

1. Forms are made up of (2)

A. Controls
B. Tables
C. A&B

2 The controls in the form are usually (2)

A. Bound
B. Objects
C. All of the above

3 ----- is a member of the Forms collection(2)

A. Form object

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B. Controls
C. Texts

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points

You can ask you teacher for the copy of the correct answers.

Score = ___________
Answer Sheet
Rating: ____________

Operation Sheet 1 Using a wizard to create a simple Form

Steps 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.

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You can use the Navigation bars to move through the records on a form.

1 Go to First Record
2 Go to Previous Record
3 The Current Record
4 Go to Next Record
5 Go to Last Record
6 Create a New (Blank) Record

Tip: After you create a form, you can save it. You can open a saved form at any
time.

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Steps to save a form

1. Click the Save button on the Quick Access toolbar. Access saves the form unless
you are saving for the first time. If you are saving for the first time, the Save As
dialog box appears.
2. Type the name you want to give the form.
3. Click OK. Access saves the form. You can now access the form by using the
Navigation pane.

You can also save by right-clicking a form’s tab and then selecting Save from the
menu that appears. Access saves the form unless you are saving for the first time. If you
are saving for the first time, the Save As dialog box appears. Type the name you want to
give the form and then click OK. Access saves the form. You can now access the form
by using the Navigation pane.

Create a Split Form

A split form is a form in which the same data is displayed in two views
simultaneously. One part of the form displays in Form view (stacked fields), while the
other part displays in Datasheet view. The two views are synchronized, so as you select
a field in one view, it is automatically selected in the other view. You can add, change, or
delete the data in either view. Using a split form gives you the benefits of two types of
forms in a single form. For example, you can use the datasheet portion to locate records
and the form portion to edit records.

To create a split form

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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 Split Form in the Forms group. Access creates a split form.

Create a Multiple Items Form

You can use the Multiple Items button on the Forms tab to create a form that displays
multiple records, one record per row.

To create a multiple items form

1. Open the Navigation pane.

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2. Click the table or query on which you want to base your form.
3. Activate the Create tab.
4. Click Multiple Items in the Forms group. Access creates a multiple items form.

Tip: A view is a way of looking at an Access object. Forms have three views: Form
view, Layout view, and Design view. You can enter, edit, and view data in Form view. You
can modify a form in Layout view or Design view. In Layout view, you can see your data,
and the form you see closely resembles what your form will look like when you view it in
Form view. You can make most, but not all, changes to your form in Layout view. Design
view displays the structure of your form. In this view you cannot see the underlying data,
but you can perform some tasks in Design view that you cannot perform in Layout view.
This tutorial focuses on Layout view.

To change the view

1. Open the form.

2. Activate the Format tab.
3. Click the down-arrow under the View button. A menu appears.
4. Click the view you want.

To change the size of a field

1. Click a side of the field and drag to change the width of the field.
2. Click the top or bottom of a field and drag to change the height of a field.

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To move a datasheet

1. Click the datasheet to select it.

2. Click and drag the four-sided arrow in the upper-right corner to move the
datasheet.

To resize a datasheet

1. Click the datasheet to select it.

2. Click a side of the datasheet and drag to change the width.
3. Click the top or bottom of the datasheet and drag to change the height.

To apply an AutoFormat

The AutoFormat option on the Format tab enables you to apply formats quickly, such
as background colors, field colors, field label colors, and fonts.

1. Activate the Format tab.

2. Click AutoFormat. The AutoFormat menu appears.
3. Click the format you want to apply.

To change a form title

When you create a form, by default, Access uses the form name as the title. You can
change the title.

1. Activate the Format tab.

2. Click the Title button.
3. Type the new title.

To add the date and time

You can easily add the date and time to your form.

1. Activate the Format tab.

2. Click the Date and Time button. The Date and Time dialog box appears. Select the
date and time format you want. The date and time appear on your form.

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https://support.office.com/en-us/article/Open-an-existing-database-6F893B9D-
9007-4628-930B-7EE4864A8833

Operation Sheet 2 Opening & Modifying Existing database

 To Open a database from within Access

 On the getting started page of Access, Click Open Other Files.

 On the Open area of the backstage view, click Browse.
 Click a shortcut in the Open dialog box, or in the Look in box, click the drive or
folder that contains the database that you want.
 In the folder list, browse to the folder that contains the database.
 When you find the database, do one of the following:

o Double-click the database to open it in the default mode specified in the

Access Options dialog box or the mode that was set by an administrative
policy.
o Click Open to open the database for shared access in a multi-user
environment so that you and other users can read and write to the database.
o Click the arrow next to the Open button and then click Open Read-Only to
open the database for read-only access so that you can view but not edit it.
Other users can still read and write to the database.
o Click the arrow next to the Open button and then click Open Exclusive to
open the database with exclusive access. When you have a database open
with exclusive access, anyone else who tries to open the database receives
a "file already in use" message.
o Click the arrow next to the Open button and then click Open Exclusive
Read-Only to open the database for read-only access. Other users can still
open the database, but they are limited to read-only mode.

 To open one of the last several databases you had open,

 click the file name in the Recent list on the getting started page. Access opens the
database with the same option settings it had the last time you opened it. If the list of
recently used files is not displayed:

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o Click File > Options.

o In the Access Options dialog box, click Client Settings or Advanced.
o Under Display, type a number in the Show this number of Recent
Databases box.

Create a desktop shortcut to open a database object

 Open the database containing the object for which you want to create a shortcut.
 Resize the Access window and minimize any other open windows so that you can
see the desktop behind the Access window.
 In the Navigation Pane, find the object for which you want to create the shortcut.
 Drag the object from the Navigation Pane to the desktop. When you release the
mouse button, the shortcut is created on the desktop.
 If you want the shortcut in a location other than the desktop, use Windows Explorer
to move the shortcut to the location you want.

Reference

https://support.office.com/en-us/article/Open-an-existing-database-6F893B9D-
9007-4628-930B-7EE4864A8833

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Operation Sheet 3 Rearranging objects within the form

 To Add a Command Button Using a Control Wizard
o Open the form in Design View

 Verify the Control Wizards command is selected in the Controls group on the
Form Design Tools Design Contextual tab

 Click the Button command in the Controls group on the Form Design Tools
Design Contextual tab
 Click on your form where you want the command button to be inserted

Figure 31. Command Button Wizard - Choose a Category & Action

 Select a category and action
 Click Next

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Figure 3.2. Command Button Wizard - Choose the Command Button Options
 Set your command button option
 Click Next


 Figure 3.3. Command Button Wizard - Choose How the Button Should Work

 Choose how the button should work

 Click Next

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Figure 3.4. Command Button Wizard - Choose Text or Picture Display

 Choose to show Text or a Picture on the command button
 Click Next

Figure 3.5. Command Button Wizard - Enter Command Button Name

 Enter a name for the command button

 Click Finish
 Save the form

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LAP Test Creating Database Form

Name: ______________________________________ Date:

________________________________________

Time started: _______________________________ Time finished:

_______________________________

 Task 1
 Create a form by using a wizard
 Task 2
 Create the Navigation Buttons
 Create a label that displays your name
 Task 3
o Create a text box
o Insert Picture
o Insert Chart
o Create a link to open another form
o Create control button that closes the form
o Save the Form
o Open Existing form

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LG14: Create database Queries

Instruction Sheet

This learning guide is developed to provide you the necessary information regarding
the following content coverage and topics –

 Retrieving Information

This guide will also assist you to attain the learning outcome stated in the cover page.

Specifically, upon completion of this Learning Guide, you will be able to –

 Existing database is accessed and required records located

 Simple query is created and required information retrieved
 Query with multiple criteria is developed and required information retrieved
 Data are selected and appropriately displayed

1: Learning Instructions
33. Read the specific objectives of this Learning Guide.
34. Follow the instructions described in number 3 to 18.
35. Read the information written in the “Information Sheets 1”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
36. Accomplish the “Self-check 1” in page 5.
37. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 1).
38. If you earned a satisfactory evaluation proceed to “Information Sheet 2”. However, if
your rating is unsatisfactory, see your teacher for further instructions or go back to
Learning Activity #1.
39. Submit your accomplished Self-check. This will form part of your training portfolio.
40. Read the information written in the “Information Sheet 2”. Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
64. Accomplish the “Self-check 2” in page 9.

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65. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 2).
66. Read the information written in the “Information Sheets 3 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
67. Accomplish the “Self-check 3” in page 12.
68. Ask from your teacher the key to correction (key answers) or you can request your
teacher to correct your work. (You are to get the key answer only after you finished
answering the Self-check 3).
69. Read the information written in the “Information Sheets 4 . Try to understand what are
being discussed. Ask you teacher for assistance if you have hard time understanding
them.
70. Accomplish the “Self-check 4” in page 14.
71. Read the “Operation Sheet 1”in page 15. and try to understand the procedures
discussed.
72. If you earned a satisfactory evaluation proceed to “Operation Sheet 2” in page 17.
However, if your rating is unsatisfactory, see your teacher for further instructions or go
back to Learning Activity #1.
73. Read the “Operation Sheet 2” and try to understand the procedures discussed.
74. If you earned a satisfactory evaluation proceed to “Operation Sheet 3” in page 37.
However, if your rating is unsatisfactory, see your teacher for further instructio ns
or go back to Learning Activity #1.
75. Do the “LAP test” in page 50 (if you are ready). Request your teacher to evaluate your
performance and outputs. Your teacher will give you feedback and the evaluation will
be either satisfactory or unsatisfactory. If unsatisfactory, your teacher shall advice you
on additional work.

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Information Sheet 1 Accessing & Locating Required records

Locate specific records in a database: As your database grows, locating specific

records will involve more than a quick glance at a datasheet. In this article, learn five
ways to locate specific records based on your needs.
Browse through all records You can browse through records by using the TAB
key when you want to move through one record at a time, in order, to locate a specific
record. You can also browse through records in a table in Datasheet view using the
record navigation buttons. The record navigation buttons are available at the bottom of
the table or form.

Browse through all recordsYou can browse through records by using the TAB
key when you want to move through one record at a time, in order, to locate a specific
record. You can also browse through records in a table in Datasheet view using the
record navigation buttons. The record navigation buttons are available at the bottom of
the table or form.

The techniques that you can use to search and filter records are very useful for
finding specific records for the case at hand. However, you might want to perform the
same search or filter operation regularly. Instead of reproducing a set of search and
filter steps every time, you can create a query. A query is a powerful and flexible way to
locate specific records because it lets you perform customized searches, apply
customized filters, and sort records. You can build your own queries to help you focus
on specific records and to answer specific questions. Once created, a query can be
saved and reused, and can also be used in building forms and reports.

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Self-Check -1 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:

1. You can browse through records by using the--- key(2)

A. TAB
B. ALT

C. Delete

D. None

2. The -----buttons are available at the bottom of the table or form.(2)

A. record navigation
B. Save button
C. A&B

. 3. ---is a powerful and flexible way to locate specific records & customized
searches
A. True
B. False

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 2 and 5 points

You can ask you teacher for the copy of the correct answers.

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Information Sheet 2 Creating Simple Query to Retrieve Information

A query is a request for data results, for action on data, or for both. You can use a query
to answer a simple question, to perform calculations, to combine data from different
tables, or even to add, change, or delete table data .A query is a derived item in the
database meant
to answer specific questions that relate to the information in the database. It is the means
to retrieve relevant information in one or more tables.

2.1Types of Queries
 Select Query
 The select query is the simplest type of query and because of that, it is also
the most commonly used one in Microsoft Access databases.
 A select query is the most common type of query.
 It retrieves data from one or more tables and displays the results in a datasheet
where you can update the records (with some restrictions).
 You can also use a select query to group records and calculate sums, counts,
averages, and other types of totals.
 It can be used to select and display data from either one table or a series of
them depending on what is needed.
 In the end, it is the user-determined criteria that tell the database what the
selection is to be based on.
 After the select query is called, it creates a "virtual" table where the data can
be changed, but at no more than one record at a time.
 Action Query
 Action queries are very popular in data management because they allow for
many records to be changed at one time instead of only single records like in
a select query.
 When the action query is called, the database undergoes a specific action
depending on what was specified in the query itself.

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 This can include such things as creating new tables, deleting rows from
existing ones and updating records or creating entirely new ones.
 Four kinds of action queries are:
 Append Query
 An append query adds a group of records from one or more tables to
the end of one or more tables. For example, suppose that you acquire
some new customers and a database containing a table of information
on those customers. To avoid typing all this information into your own
database, you'd like to append it to your Customers table.
 Delete Query
 A delete query deletes a group of records from one or more
tables. For example, you could use a delete query to remove
products that are discontinued or for which there are no orders.
With delete queries, you always delete entire records, not just
selected fields within records.
 Make Table Query
 As the name suggests, it creates a table based on the set
results of a query.A make-table query creates a new table from
all or part of the data in one or more tables.Make-table queries
are helpful for creating a table to export to other Microsoft
Access databases or a history table that contains old records.

 Update Query
 Allows for one or more field in your table to be updated.
 An update query makes global changes to a group of records in
one or more tables.
 For example, you can raise prices by 10 percent for all dairy
products, or you can raise salaries by 5 percent for the people
within a certain job category. With an update query, you can
change data in existing tables.
 Parameter Query
 In Microsoft Access, a parameter query works with other types of
queries to get whatever results you are after.
 This is because, when using this type of query, you are able to pass a
parameter to a different query, such as an action or a select query.
 It can either be a value or a condition and will essentially tell the other
query specifically what you want it to do.

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 It is often chosen because it allows for a dialog box where the end user
can enter whatever parameter value they wish each time the query is
run. The parameter query is just a modified select query.
 A parameter query is a query that when run displays its own dialog box
prompting you for information, such as criteria for retrieving records or a
value you want to insert in a field.
 You can design the query to prompt you for more than one piece of
information; for example, you can design it to prompt you for two dates.
 Access can then retrieve all records that fall between those two dates.
 Parameter queries are also handy when used as the basis for forms,
reports, and data access pages.

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Self-Check -2 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in
the next page:

1. .--- is a request for data results, for action on data, or for both(2)
A. A query
B. Table
C. Form
D. None
2. --- deletes a group of records from one or more tables (2)
A. A delete query
B. Append Query
C. Parameter query
3. Allows for one or more field in your table to be updated.(2)
A. Update Query
B. Parameter query
C. Select query

Note: Satisfactory rating - 3 and 5 points Unsatisfactory - below 3 and 5 points


You can ask you teacher for the copy of the correct answers.

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Information Sheet 3 Developing Query With Multiple Criteria

3.1 Introduction to query criteria

A criterion is similar to a formula — it is a string that may consist of field references,
operators, and constants. Query criteria are also referred to as expressions in Access.

The following tables shows some sample criteria and explains how they work.

Criteria Description
This criterion applies to a Number field, such as Price or
UnitsInStock. It includes only those records where the Price or
>25 and <50
UnitsInStock field contains a value greater than 25 and less than
50.
DateDiff ("yyyy", This criterion applies to a Date/Time field, such as BirthDate. Only
[BirthDate], Date()) records where the number of years between a person's birthdate
> 30 and today's date is greater than 30 are included in the query result.
This criterion can be applied to any type of field to show records
Is Null
where the field value is null.

As you can see, criteria can look very different from each other, depending on the data
type of the field to which they apply and your specific requirements. Some criteria are
simple, and use basic operators and constants. Others are complex, and use functions,
special operators, and include field references.

This topic lists several commonly used criteria by data type. If the examples given in this
topic do not address your specific needs, you might need to write your own criteria. To do
that, you must first familiarize yourself with the full list of functions, operators, special
characters, and the syntax for expressions referring to fields and literals.

Here, you will see where and how you add the criteria. To add a criteria to a query, you
must open the query in Design view. You then identify the fields for which you want to
specify criteria. If the field is not already in the design grid, you add it by either dragging
it from the query design window to the field grid, or by double-clicking the field (Double-
clicking the field automatically adds it to the next empty column in the field grid.). Finally,
you type the criteria in the Criteria row

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Criteria that you specify for different fields in the Criteria row are combined by using the
AND operator. In other words, the criteria specified in the City and BirthDate fields are
interpreted like this:

City = "Chicago" AND BirthDate < DateAdd (" yyyy ", -40, Date())

 The City and BirthDate fields include criteria.

 Only records where the value of the City field is Chicago will satisfy this criterion.
 Only records of those who are at least 40 years old will satisfy this criterion.
 Only records that meet both criteria will be included in the result.

What if you want only one of these conditions to be met? In other words, if you have
alternate criteria, how do you enter them?

If you have alternate criteria, or two sets of independent criteria where it is sufficient to
satisfy one set, you use both the Criteria and the or rows in the design grid.

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Self-Check -3 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:

1 - A criterion is similar to (2)

a. a formula
b. String
c. A&B

2.- is a string that may consist of field references, operators, and constants(2)

A. Criterion

B. Value

Note: Satisfactory rating - 2 and 4 points Unsatisfactory - below 2and 4points

You can ask you teacher for the copy of the correct answers.

Information Sheet 4 Selecting & Displaying Data

4.1 Introduction
Data selection is defined as the process of determining the appropriate data type
and source, as well as suitable instruments to collect data. The primary objective of data

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selection is the determination of appropriate data type, source, and instrument(s) that
allow investigators to adequately answer research questions.
4.2 The function of displaying data
 Displaying data in research is the last step of the research process.
 It is important to display data accurately because it helps in presenting the
findings of the research effectively to the reader.
 To make the findings more visible and make comparisons easy.

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Self-Check -4 Written Test

Directions: Answer all the questions listed below. Use the Answer sheet provided in the
next page:

1. --is defined as the process of determining the appropriate data type and
Source (2)
A. Data selection

b. Data processes

c. A&B

2.- It is important to display data accurately(2)

A. True

B. False

Note: Satisfactory rating - 2 and 54points Unsatisfactory - below 2 and 4points

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Operation Sheet-1 Accessing &Locating Records

Steps to Browse through all recordsYou can browse through records by using
the TAB key when you want to move through one record at a time, in order,
to locate a specific record. You can also browse through records in a table
in Datasheet view using the record navigation buttons. The record
navigation buttons are available at the bottom of the table or form.

1. Go to the first record

2. Go to the previous record

3. Current Record box

4. Go to the next record

5. Go to the last record

6. Open a new (blank) record

7. Filter indicator

8. Search box

Steps to Search for a specific record

 Open the table or form, and then click the field that you want to search.
 On the Home tab, in the Find group, click Find, or press CTRL+F.

The Find and Replace dialog box appears, with the Find tab selected.

 In the Find What box, type the value for which you want to search.
 To change the field that you want to search or to search the entire underlying
table, click the appropriate option in the Look In list.
 In the Search list, select All, and then click Find Next.

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 When the item for which you are searching is highlighted, click Cancel in the
Find and Replace dialog box to close the dialog box. Records that match your
conditions are highlighted

Steps to Create a query to find a specific record

 On the Create tab, in the Queries group, click Query Design.

 In the Show Table dialog box, double-click Issues, and then click Close.
 In the query designer, double-click the asterisk (*) in the Issues table. This helps
make sure that the query will display all the fields from the records it returns.

Issues.* appears in the first column of the design grid, in the Field row. This
indicates that all the fields from the Issues table should be returned.

 In the query designer, double-click Status on the Issues table.

Status appears in the second column in the design grid, in the Field row.

 In the second column of the design grid, clear the check box in the Show row.
This helps make sure that the query does not display the Status field.

If you do not clear the Show check box in the Status column, the Status field will
be displayed two times in the query results.

 In the second column of the design grid, in the Criteria row, type ="Closed".
This is your search criterion. This is how you make sure that the query will return
only those records where the value of Status is "Closed."

Note: In this example, only one search criterion is used. You can use many
search criteria for any given search by adding criteria to more fields, and by using
the

 On the Design tab, in the Results group, click Run.

Note: Unless you have already begun tracking issues and therefore have data in
the Issues table — and you have set the status of at least one issue to
"Closed" — the query will not return any results. However, you can save the
query, and use it at any time in the future.

 Press CTRL+S to save the query.

 In the Save As dialog box, type a name for the query in the Query Name field,
such as Closed Issues, and then click OK.

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Operation Sheet-2 Creating Simple Query to Retrieve Information

The simplest way to create a query is by using the Query Wizard. It presents a list of tables and
queries you can select from the current database.

StepsTo use the Query Wizard, 17

1. on the Ribbon, you can click the Create tab and, in the Other section, click Query Wizard .
This would display the New Query dialog box:

2. On the New Query dialog box, you can click Simple Query Wizard and click OK. The first page
of the Simple Query Wizard expects you to choose the origin of the query as a table or an
already created query. After selecting the table or query, the second page of the wizard would
present the fields of that list and you can select those you want:

The next page of the wizard allows you to specify the name of the query:

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Steps to create Query in Design view

Like other objects of a database, a query can be designed. You design a query using the Design
View:

 To display a query in Design View, from the Navigation Pane, you can right-click a query and
click Design View
 To start designing a new query, in the Other section of the Create tab of the Ribbon, click
Query Design
This would display the Show Table dialog box that allows you to specify the table or query that
holds the fields you want to use in the intended query

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If the Show Tables dialog box is closed or for any reason you want to display it:
 In the Query Setup section of the Design tab of the Ribbon, you can click the Show Table

button
 You can right-click anywhere on the query window and click Show Table...
When a query is displaying in Design View, the Design tab of the Ribbon displays the buttons used
for a query:

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The Query Window

The Query window allows you to design and manage various aspects of a query. You can right-
click the title bar of the Query window to access a menu:

One of the operations you can perform on the Query window consists of resizing its top and bottom
sections by dragging the splitter bar up or down:

Selecting the Columns

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To create the fields for a query, you use the table(s) or query( queries) displayed in the upper
section of the window. Once you have decided on the originating object(s), you can select which
fields are relevant for your query:

 To select one field from the list, just click it

 To select many fields on the same range, you can click one of them, press and hold Shift.
Then click one field on the other end of the desired range
 To select fields at random, click one of the desired fields, press and hold Ctrl; then click each
one of the desired fields
 To select all fields, you can click the * line on the list of fields
To Add Columns

To make a field participate in a query, you have various options:

 Once you have made your selection on the list in the top part of the query window, you can
drag it and drop it in the bottom section of the query window

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 You can also select more than one field and drag them:

 Instead of dragging a field or all fields, you can either double-click a field to add it to the
query, or double-click the line with * to add all fields to the query
 In the bottom part of the query window, click an empty Field box to show a combo box. Then
click the arrow of that combo box and select an item from the list:

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Executing a Query

To execute a query:
 If the query is currently closed, from the Navigation Pane:
o You can double-click it
o You can right-click it and click Open
 If the query is already opened and it is in Design View, on the Ribbon:

o You can click the Run button

o You can click the View button or you can click the arrow of the View button
and click Datasheet View
If you manually write a SQL statement and want to execute it, change the view to Datasheet View.

Selecting a Column

Some operations require that you select a column from the bottom section of the query window:
 To select a field in the lower section of the view, click the tiny bar of the column header:

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The whole column will be selected

 To select a range of columns, click the column header of one at one end, press and hold
Shift, then click the column header at the other end
Since selecting a column in the Query window is a visual operation, there is no equivalent in SQL.

Removing a Column From a Query

As seen above, a query is built by selecting columns from the originating list and adding them. If
you do not need a column anymore on a query, which happens regularly during data analysis, you
can either delete it or replace it with another column:

 To delete a column:
o Once it is selected, you can press Delete
o Right-click the column header and click Cut
 To delete a group of columns, select them and press Delete
Replacing a Column

To replace a column, click the arrow on the combo box that displays its name and select a different
field from the list:

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Moving a Column

Columns on a query are positioned incrementally as they are added to it. If you do not like the
arrangement, you can move them and apply any sequence of your choice. Before moving a column
or a group of columns, you must first select it. Then:

To move a field
1. click its column header once.
2. Click it again and hold your mouse down,

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3. drag in the direction on your choice

4. To move a group of columns, first select the group and then proceed as if it were one
column

To Create a select query in a desktop database:

 Click Create > Query Design.
 In the Show Table box, double-click the Products table > Close.
 To add the fields to the design grid, double-click the Product Name and List
Price fields.
 In the criteria row, under List Price add a criteria. For example, >=10 to show
a list of products more than or equal to $10.00.

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5. To see the query results, on the Design tab, click Run.

Steps To Create an Append Query

1. Click the QUERY DESIGN icon (located in the OTHER group of the CREATE
ribbon). The QUERY DESIGN window then opens along with the SHOW
TABLE dialog form.
2. The next step is to add tblMoreNames to the QUERY DESIGN window. Do this
by clicking ADD in the SHOW TABLE dialog form. Notice it is the table
containing the data to behappended that we have selected.
3. Click the APPEND icon from the QUERY TYPE group of the DESIGN ribbon. As
you do this, you will see the APPEND dialog box open.
4. You are now asked to select the name of the original table to which the new data
is to be appended. So select tblContacts from the drop down list.
5. You are also asked whether this table is stored in the current database or in an
external database. In this exercise both tables are stored in the current
database. This is the default button displayed in the option group, so there
should not be any need to change it.
6. Click OK to close the dialog box.

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7. Next we are going to select the fields from tblMoreNames to be appended. To

do this drag and drop the Initials and LastName fields from the table (in the top
half of the window) down onto the design grid.
8. Next we are going to tell Access which fields the data
from Initials and Lastname will be appended to. To do this go down to the
APPEND TO row of the design grid (see figure 3 below), and
]select FirstName in the Initials column, and Surname in
the LastName Column.

Figure 2: The Query Design Grid.

9. We could add query criteria at this stage, but this particular exercise does not
require any. If we did, however, this is added in the CRITERIA row just like it is
with a select query.
10. If you want to view the data that is going to be appended, click the VIEW icon
from the RESULTS group of the DESIGN ribbon. It is especially important to do
this if any if any criteria is applied in step 9 above.
11. Once you are satisfied the correct data is going to be appended, click the RUN
icon, again from the RESULTS group of the DESIGN ribbon.
12. A dialog box opens informing us that 10 rows are going to be appended, and
asking us to confirm that we want to go ahead with this operation. Click YES to
complete.

To see the result of our Append Query, re-open tbl Contacts.

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Steps to Create Delete Query

1. Open the Employees table.

It should open and look like this:

Note that Tom Gumman and Tina Gumman are currently employees.

2. Close the table.

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3. Click the Create tab.

In the Ribbon, click Query Design.

4. When the Show Table window appears, click Employees.

Then click the button.

5. Click the button.

6. In the Ribbon, click Delete.

To Add fields

1. In the field list of the Employees table, click-and-drag the * field to the first
column of the design grid.

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2. Release the mouse button.

The query design grid should look like this:

3. In the field list of the Employees table, double-click the Last Name field.

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The query design grid should now look like this:

To Add criteria

1. In the Last Name column of the design grid, click in the Criteria row.

2. Type:Gumman then press the ENTER key. It should look like this:

3. In the Ribbon, click Run.

When the alert window appears, click the button.

TIP: Be careful when designing Delete queries. Once a record is deleted,
the deletion cannot be undone.
You may want to run the query as a regular query first, to verify it's
choosing the correct records, and then switch the type to a Delete query.

4. On the Title Bar, click the icon.

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5. When the Save As window appears, type:

Delete Old Employees

in the Query Name box.

6. Click the button.

7. Close the query window.

To Verify The results

1. Open the Employees table.It should look like this:

Note that Tom Gumman and Tina Gumman are no longer listed as
employees.

2. Exit Microsoft Access.

Example 2

Stage 1 - Creating the initial Select Query

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1. Select the CREATE TAB of the Access Ribbon.

2. Click the QUERY DESIGN icon. It is located in the OTHER group of the CREATE
ribbon.
3. Select tblContacts from the SHOW TABLE dialogue box.
4. Drag the asterix (*) from tblContacts down to the first column of the DESIGN
GRID. This is a way of getting the query results to display all fields from the table
without having to select each one individually.
5. Then Drag the Company field from tblContacts down to the second column of the
grid. We have added this field separately because we are going to enter a criteria
in this column.
6. Click on the CRITERIA row of the Company column, and add the
criteria: "Company 5"

The Select Query has now been created. It should look like this:

Figure 2: The Select Query created in the first stage of the Delete Query.

It is advisable to run the query at this point and check the results are correct. They should
look like this:

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Figure 2: The results from the Select Query.

As you can see, our select query has found four records from tblContacts matching the
criteria of Company 5". Since this is the correct result for the dataset we are working
with, we can move onto the second stage of the process: converting the Select Query to
a Delete Query.

Stage 2 - Converting the Initial Select Query to a Delete Query

1. If you look at the QUERY TYPE group of the DESIGN ribbon, you will notice that
the SELECT QUERY icon is highlighted orange. We need to change this to
DELETE QUERY. To do this just click the DELETE QUERY icon further along the
group.

Figure 3: The QUERY TYPE group of the DESIGN ribbon.

The DELETE QUERY icon is highlighted orange.

2. After clicking the DELETE icon, you will notice that the row of SHOW tick boxes
disappears from the DESIGN GRID, along with the row for SORT. A new row
entitled DELETE has taken their place. Access has filled in the values of FROM
and WHERE in the first and second columns respectively. These are SQL
Keywords: the FROM keyword indicates the first column contains
fields from tblContacts, and WHERE indicates the Company column contains a
criteria against the data stored in this field.

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Figure 4: The QUERY DESIGN GRID for our

DELETE Query. Notice the new row for DELETE
containing the SQL FROM and WHERE
Keywords.

3. Click RUN from the QUERY RESULTS group.

4. Click YES when prompted whether we want to delete the number of rows matching
our query criteria. This will be four rows for the dataset we have been working
with.

We can now go back and open the tblContacts table. As you can see from Figure 5
below, all Company 5 contacts have been removed by our DELETE QUERY.

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Steps to Create Make table Query

Using our scenario, we will create a make-table query for all customers from the
specified area that have ordered products in the past 12 months. We will need to
perform the following steps to create the query:

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1. Create a new query, by using the Customers and Orders tables.

Steps to
2. From the Query Type button on the toolbar, select Make
Table

The Make Table dialog box appears, where you should enter the name for the new
table. Here we can also select whether we want to create the new table in the
current database or in another database. Ensure that the current database is
selected and click OK.

3. Select the mailing information fields, in our case CustomerTitle, CustomerName,

Address, City, Postcode from the Customers table, and OrderDate from the Orders
table.
4. Specify the chosen City criteria in the City field and add the criteria required in the
OrderDate field to only show records from the last 12 months - using the DateAdd
function: >=DateAdd("yyyy",-1,Now())

The query design should appear like the example below:

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5. To check that the results are returned that we expect, click on the datasheet
button on the toolbar. Once you have verified this, switch back to query
design view.
6. In query design, deselect the Show: property for the OrderDate field, as we do not
need this to be visible in our new table.
7. Click on the Run button on the toolbar. Microsoft Access now displays a
message to indicate how many records will be copied to the new table.

8. Click Yes to complete the query, and create the new table.

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Using an Update Query Example 1

1. When the Show Table window appears, select the tables that you wish to use in the
query
2. Click on the Add button. When you have finished adding your tables
3. Click on the Close button.

In this example, we've selected the Big and Bot tables. You can select multiple tables by
holding down the Ctrl key while selecting the table names.

4. Next, right-click somewhere next to the tables (but not on a table) in the query editor,
5. select Query Type > Update Query from the popup menu.

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6. Next, build the query like the one below:

This query will update the MFG field in the Bot table with the value in the MFG field in
the Big table when the PART values match.

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The SQL for this query is as follows:

UPDATE Big INNER JOIN Bot ON Big.PART = Bot.PART

SET Bot.MFG = [Big].[MFG];

Example 2

Here are the steps that we follow to produce the required outcome:
1. Create a new query using the Products table and the Suppliers table. Include the
fields that you are going to use to update the data (ProductID, ProductName and
UnitPrice from the Products table, and CompanyName from the Suppliers table)

We have also included criteria in the CompanyName field to limit the results to only
those of the Supplier that we are updating the records for.

Also, in the image below, you will see that we have included an additional field, just
to test our expression. This will give us a value for the 3% increase, just to check
that the results will be returned correctly. This field will be removed before we run
the update, but we will use the expression later.

Creating a SELECT query, that will later be changed to the UPDATE Query
2. To check what results this will produce, run the query by clicking on the
datasheet button

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Checking the results before running the Update Query

3. When we are happy with the resulting data, we can switch back to design view to
convert the query to an Update query.

From the Query Type button on the toolbar, select Update

Query

In the curUnitPrice column, in the Update To cell, type in the

expression[curUnitPrice]*1.03 and press enter. This expression will update the
original Unit Price by 3 Percent.

The query design should now look like:

The Update Query design

4. We now need to Run this query, using the Run button to update the data in our
Products table that meets the criteria that is applied. The warning dialog box
indicates the number of records that will be update, click Yes to accept this:

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Example 3

1. Open the Products table.

2. Note the price (to customers) of French Truffles ($8.99) and Blue Mountain
Coffee ($9.99).

3. Note the cost (to the store) of French Truffles ($6.15) and Blue Mountain
Coffee ($8.00).

4. Close the Products table.

5. Make sure the Create tab is selected.

In the Ribbon, click Query Design.

6. When the Show Table window appears, click Products.

7. Click the button.

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The query window should look like this:

8. In the Ribbon, click Update.

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Then click the button.

10. In the field list of the Products table, scroll down and double-click
the Price field.

The query design grid should now look like this:

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11. In the Price column, click in the Update To row.

12. Type:

[Cost]*1.25

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Then press the ENTER Key.

TIP: Make sure that you've enabled all content in the database. To do that,
click the button if the Security Warning bar is showing.
This will raise prices for all products by 25%.
TIP: The square brackets [ ] tell Access that Cost is a field.

13. In the Ribbon, click Run.

14. In the Title Bar, click the icon.

15. When the Save As window appears, type:

Update Product Prices

in the Query Name box.

Then click the button.

16. Close the query window.

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To Verify results

1. Open the Products table. It should look like this:

Note the updated price of French Truffles ($7.69) and Blue Mountain
Coffee ($10.00).

2. Close the Products table.

Parametric Query

Example 1

1. View the query in design view

2. In the criteria cell for the appropriate field(s), type in the desired expression within
the square brackets([ ])

For example, using a parameter to query for date valWhen the query is run,
Microsoft Access displays this text to prompt the user for the criteria. The text of the
prompt must be different from the field name, although it can include the field name.
3. Run the parameter query
4. When you are prompted to enter a parameter value, enter the value of the data that
you want to view and click OK.:

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Steps To create and run a parameter query:

1. Create a query as you normally would, modifying the table joins if

necessary, selecting the fields to include in your query, and adding any
nonvariable criteria to the appropriate fields in the Criteria: row.
2. Locate the field or fields where you would like the variable criteria to
appear, and place your cursor in theCriteria: row.
3. Type the phrase you would like to appear in the prompt that will pop up
every time you run your query. Make sure to enclose the phrase in
brackets [ ]. For example, in our parameter query that searches for orders
placed on a certain date, we might type our criteria like this: [What date?].
4. On the Query Design tab, click the Run command to run your query. A
dialog box will appear with the prompt you specified. Enter your search
term, then click OK to view your query results.

To run an existing parameter query, simply open it.

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LAP Test Creating Database Queries

Name: ______________________________________ Date:

________________________________________

Time started: _______________________________ Time finished: ______________

 Tsak1. Perform the following by using a navigation button

 Go to the first record

 Go to the previous record
 Current Record box
 Go to the next record
 Go to the last record
 Open a new (blank) record
 Task.2 Create Query
 Create query using query button
 Create query using query wizard

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Create the following types of queries

 Create Select Query

 Create Action Query
 Create Append Query
 Create Update Query
 Create Make table Query
 Create Delete Query

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