C omputer D riving L icence

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1 E uropean C omputer D riving L icence E C D L A d v a n c e d S y l l a b u s 2.0 AM5 Advanced Database

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3 ECDL Advanced Syllabus 2 Courseware AM5 Advanced Database Contents DATABASE CONCEPTS... 1 DATABASE MODELS... 1 LIFE CYCLE STAGES OF A DATABASE... 3 BUSINESS APPLICATIONS OF DATABASES... 5 STRUCTURED QUERY LANGUAGE (SQL)... 6 TABLES & RELATIONSHIPS... 7 CREATING, MODIFYING & DELETING A LOOKUP FIELD... 7 CREATING, MODIFYING & DELETING AN INPUT MASK...10 SETTING MANDATORY DATA FIELDS...12 CREATING, MODIFYING & DELETING A ONE-TO-ONE & ONE-TO-MANY RELATIONSHIP...13 APPLYING & USING REFERENTIAL INTEGRITY...17 APPLYING AUTOMATIC UPDATE & DELETE OF RECORDS...18 APPLYING & MODIFYING INNER, OUTER & SELF JOINS...19 Activity QUERIES CREATING & RUNNING AN UPDATE QUERY...24 CREATING & RUNNING AN APPEND QUERY...25 CREATING & RUNNING A DELETE QUERY...26 CREATING & RUNNING A MAKE-TABLE QUERY...27 CREATING & RUNNING A CROSSTAB QUERY...28 CREATING & RUNNING A FIND DUPLICATES QUERY...29 CREATING & RUNNING A FIND UNMATCHED QUERY...31 CREATING, MODIFYING & RUNNING A PARAMETER QUERY...35 USING WILDCARDS IN QUERIES...36 SHOWING THE HIGHEST & LOWEST RANGE OF VALUES IN A QUERY...37 CREATING & NAMING A CALCULATED FIELD...38 GROUPING INFORMATION IN QUERY USING FUNCTIONS...39 Activity FORMS CREATING, MODIFYING & DELETING BOUND CONTROLS...42 CREATING, MODIFYING & DELETING CALCULATED CONTROLS...53 MODIFYING THE SEQUENTIAL TAB ORDER OF CONTROLS...54 CREATING & DELETING A LINKED SUBFORM...55 Activity REPORTS FORMATTING ARITHMETIC CALCULATION CONTROLS...61 APPLYING A RUNNING SUM...62 CONCATENATING FIELDS...63 INSERTING & DELETING DATA FIELDS...63 SORTING & GROUPING RECORDS...63 FORCING PAGE BREAKS...64 Activity i

4 ECDL Advanced Syllabus 2 Courseware ENHANCING PRODUCTIVITY LINKING EXTERNAL DATA TO A DATABASE...66 IMPORTING DATA IN A DATABASE...67 CREATING A SIMPLE MACRO...71 ASSIGNING A MACRO...73 Activity Courseware compiled by James Cilia 2012 ii

5 AM5 Advanced Database DATABASE CONCEPTS Database Models A database model is the structure or format of a database. In other words, a database model is the application of a data model when used in conjunction with a database management system. The Flat Table Model A database file containing all the data in a single table is known as a flat-file database. A flat-file database works well for managing small amounts of data but may not be suitable for large amounts of data. Consider this example: suppose that you have been asked to computerise the book borrowing system in the school library. You will use a database program to organise the information about borrowers and the books taken on loan. If you use a flat-file database, you will organise all the information in a single table. Each book loan would occupy a single row in the table. Borrowers having more than one book on loan, will have their contact information repeated for each book loan (as shown below). IDNo Surname Name Address1 Address2 Town Postcode CopyNo BookTitle DateDue 8776M Borg John 142 Main Str Qormi QRM Future Cars 14/12/ M Borg John 142 Main Str Qormi QRM Solar Energy 14/12/ M Cilia Maria My Nest Narrow Str Zebbug ZBG Fashion in /12/04 Repeating the same information on different rows in a table is inefficient. The Relational Model Rather than organising all data in a single table (a flat-file database), you should structure your data in separate tables and then define relationships between the different tables. In so doing you will be creating a relational database. Consider a school library database where data is organised in three separate tables: tblbooks - to store data about books and tblborrowers - to store data about borrowers, tblloans - to store data about book loans. When the library acquires a new book, the details are entered in the tblbooks. All the members of the library have their details entered into the tblborrowers. When someone borrows a book, the tblloan is used. 1

6 ECDL Advanced Syllabus 2 Courseware The information about the book and the borrower does not have to be entered each time a loan is made (as in the flat-file database) because this information is taken from the tblbook and the tblborrower. This is indicated by the lines that link the tables together. These links are known as relationships. Therefore a relational database stores data in separate tables, based on subject matter, but the tables are brought together through relationships. Some benefits of setting up relational databases include: Efficiency You do not have to store redundant information, such as the borrower s name and address, for every book that s/he loans. Control It is easier to update, delete, and extend data in a well-structured database that does not contain duplication. Accuracy By avoiding repetition, you decrease the opportunity for errors. If it is correct in one table, it is correct in all tables. Data integrity You can add or remove fields or records in unique tables without affecting your data structure, and you will not need to redesign your database. The Hierarchical Model A hierarchical data model is a data model in which the data is organized into a treelike structure. The structure allows repeating information using parent/child relationships: each parent can have many children but each child only has one parent. All attributes of a specific record are listed under an entity type. In a database, an entity type is the equivalent of a table; each individual record is represented as a row and an attribute as a column. Entity types are related to each other using 1:N mapping, also known as one-to-many relationships. For example, an organization could store employee information in a table that contains attributes/columns such as employee number, first name, surname, and Department number. The organization provides each employee with computer hardware as needed, but computer equipment may only be used by the employee to which it is assigned. The organization could store the computer hardware information in a separate table that includes each part's serial number, type, and the employee that uses it. The tables might look like this: EmpNo FirstName Surname DeptNo 100 Sally Baker 10-L 101 Jack Douglas 10-L 102 Sarah Schultz 20-B 103 David Drachmeier 20-B SerialNo Type EmpNo Computer Monitor 100 Monitor Printer 100 In this model, the employee data table represents the "parent" part of the hierarchy, while the computer table represents the "child" part of the hierarchy. As shown, each employee may possess several pieces of computer equipment, but each individual piece of computer equipment may have only one employee owner. 2

7 AM5 Advanced Database The Object Oriented Model An object-oriented database management system (OODBMS) helps programmers make objects created in a programming language behave as a database object. Object-oriented programming is based on a series of working objects. Each object is an independently functioning application or program, assigned with a specific task or role to perform. An object-oriented database management system is a relational database designed to manage all of these independent programs, using the data produced to quickly respond to requests for information by a larger application. The increased utilization of object-oriented programming languages like Java, C#, Visual Basic,.Net, and C++ have all increased the popularity of object-oriented database management system. Life Cycle Stages of a Database The database development life cycle is the process of developing and maintaining a database. This consists of the following phases: Requirements Analysis The most important step in implementing a database system is to find out what is needed i.e. what type of a database is required for the business organization, daily volume of the data, how much data needs to be stored in the master files etc. In order to collect all this required information, a database analyst need to spend a lot of time within the business organization talking to people, end users and get acquainted with day-to-day process. Database Design In this stage the database designers will make a decision on the database model that is perfectly suited for the organization s requirements. The database designers will study the documents prepared by the analysts in the requirements analysis stage and then start developing a system that fulfils the needs. Evaluation and Selection Once the data model is designed, tested and demonstrated, the next phase is to evaluate the diverse database management systems and choose the one that is perfectly suited for the requirements of the organization. In order to identify best performing database for the organization, end user should be involved in this phase. Logical Database Design Once the evaluation and selection phase is completed successfully, the next step n the database development life cycle is logical database design. The conceptual design is translated into internal model in the logical design phase. This includes the mapping of all objects i.e. tables design, indexes, views, transactions, access privileges etc. 3

8 ECDL Advanced Syllabus 2 Courseware Physical Database Design Physical database design is the procedure of selecting and characterizing the data storage and data access of the database. The data storage depends on the type of devices supported by the hardware, the data access methods and the DBMS. Physical design is mainly significant for older database models like hierarchical and network models. Physical design is very vital in database development life cycle and has great significance as a bad design can result in deprived performance. Implementation In most databases a new database implementation needs the formation of special storage related constructs to house the end user tables. These constructs typically comprise storage group, table spaces, data files, tables etc. Data Loading Once the database has been created, the data must be loaded into the database. The data required to be converting and migrating to the new database, if the loaded data is currently stored in a different system or in a different format. Testing and Performance Tuning The next phase is testing and performance tuning, this phase starts soon the data is loaded into the database. In this phase, database is tested and fine-tuned for performance, integrity, access and security constraints. It is very important that the database administrators and application programmers work together during this phase, because testing and performance tuning happens in parallel. Operation Once the data is loaded into the database and its fully tested, the database is than released into production. In operation phase, the database is accessed by the end users and application programs. This stage includes adding of new data, modifying existing data and deletion of obsolete data. The database administrators perform the administrative tasks periodically such as performance tuning, expanding storage space, database backup etc. This is the crucial phase as it provides useful information and helps management to make a business decision, thus making the smooth and wellorganized functioning of the organization. Maintenance Database maintenance phase is very important and it is one of the ongoing phases in DDLC. Factors such as new business needs, new information requirements, acquisition of new data etc will make it essential to formulate ongoing changes and improvements to the existing design. The major tasks in this phase include: database backup and recovery, performance tuning, design modifications, access management and audits, usage monitoring, hardware maintenance, upgrades etc. 4

9 AM5 Advanced Database Business Applications of Databases Dynamic Website Most business websites these days are dynamic meaning that the web pages are dynamically built pages that allow user interaction. Typically dynamic sites are database driven. This means that you have a web page that grabs information from a database (the web page is connected to the database by programming.) and inserts that information into the web page each time it is loaded. If the information stored in the database changes, the web page connected to the database will also change accordingly and automatically without human intervention. This is commonly seen on online banking sites where you can log in (by entering your user name and password) and check out your bank account balance. Your bank account information is stored in a database and connected to the web page with programming thus enabling you to see your banking information. Database driven sites can be built using several competing technologies, each with its own advantages. Some of those technologies/tools include PHP, JSP, ASP, PERL, NET, Coldfusion and more (these are server-side languages). Customer Relationship Management Systems Customer Relationship Management System (CRM) is an information industry term for methodologies, software, and usually Internet capabilities that help an enterprise manage customer relationships in an organized way. For example, an enterprise might build a database about its customers that describe relationships in sufficient detail so that management, salespeople, people providing service, and perhaps the customer directly could access information, match customer needs with product plans and offerings, remind customers of service requirements, know what other products a customer had purchased, and so forth. Enterprise Resource Planning Systems Enterprise Resource Planning System (ERP) is an integrated computer-based system used to manage internal and external resources, including tangible assets, financial resources, materials, and human resources. Its purpose is to facilitate the flow of information between all business functions inside the boundaries of the organization and manage the connections to outside stakeholders. Built on a centralized database and normally utilizing a common computing platform, ERP systems consolidate all business operations into a uniform and enterprise-wide system environment. Website Content Management Systems A Website Content Management System is a software application used to upload, edit, and manage content displayed on a website. A content management system can perform a variety of different tasks for a website including regulating when content is displayed, how many times the content is shown to a specific user, and managing how the content connects or interacts with other elements of the website. This software also enables less technical individuals to manage content on a website easily without having an extensive coding background. 5

10 ECDL Advanced Syllabus 2 Courseware Web Content Management Sytems use a database to store content that is needed by the system. Content is frequently, but not universally, stored as XML, to facilitate, reuse, and enable flexible presentation options. Structured Query Language (SQL) SQL Structured Query Language (SQL) is a type of programming language used to interact with a database. The language is used to both update and issue queries to the database. A query is a request for information based upon specific criteria e.g. 'output all our clients with a sales turnover of more than x sorted by region'. SQL is the foundation for all of the popular database applications available today, from Access to Oracle. 6

11 AM5 Advanced Database TABLES & RELATIONSHIPS Creating, Modifying & Deleting a Lookup Field A lookup field allows you to choose a value from a list of values in a drop-down list. You can create a lookup field in the table design view or table datasheet view. To create a lookup field in design view: 1. Open the table in Design View. 2. Do one of the following: a. To insert the field within the table, click in the row below where you want to add the field, and then click Insert Rows in the Tools group. b. To add the field to the end of the table, click in the first blank row. 3. In the Field Name column, type a unique name for the field e.g. PaymentMethod. 4. In the Data Type column, click the arrow and select Lookup Wizard This will start the Lookup Wizard dialog box. 5. In the first Lookup Wizard dialog box, click the option that indicates you will type in the values you want. Click Next button. 6. Below Col1 type in the values to include in the drop-down list field e.g. Cash, Cheque and Credit Card. Click Next button. 7

12 ECDL Advanced Syllabus 2 Courseware 7. In the last Lookup Wizard dialog box, you can replace the label used for the lookup field. 8. Click Finish button. Note that: If you switch to the datasheet view and click on the lookup field e.g. PaymentMethod, a drop-down list will be displayed. 8

13 AM5 Advanced Database To create a lookup field in datasheet view: 1. Open the table in Datasheet View. 2. Click in the column to the right of where you want to insert the field. 3. Click the drop down arrow Click to Add. 4. Click Lookup & Relationship. This will start the Lookup Wizard dialog box. 5. Repeat steps 3 to 8 as above. To edit the list items in a lookup field in design view: 1. Open the table in Design View. 2. Click the name of the lookup field e.g. PaymentMethod. 3. In the Field Properties (lower pane), click on the Lookup tab card. 4. Edit the values in the Row source. Note that: Each value must be within inverted quotes and each value must be separated from the next by a semi-colon. To edit the list items in a lookup field in datasheet view: 1. Open the table in Datasheet View. 2. Click the drop-down arrow of the lookup field. 3. Click Edit List Items button below the drop-down menu. The Edit List Items dialog box is displayed. 4. Edit, add or remove list items. 5. Click OK button. 9

14 ECDL Advanced Syllabus 2 Courseware To delete a lookup field i.e. convert a lookup field: 1. Open the table in Design View. 2. Click the name of the lookup field e.g. PaymentMethod. 3. In the Field Properties (lower pane), click on the Lookup tab card. 4. Click in the Display Control field. 5. Select Text box. Creating, Modifying & Deleting an Input Mask For fields in which the data always has the same format (e.g. Maltese postcodes ZBG 1001, SPB 1001, BKR 1001) you can add an input mask to make data entry easier and more consistent. An input mask ensures that the values entered into the field meet specified criteria and fit in a predefined format. For example, you could use an input mask to ensure that all entries for a postcode field contain exactly three letters and three digits. Setting input masks may look similar to setting the Format property of a field. However these two differ: Input masks control how a value is stored in the table. Format property settings only affect how a value is displayed or printed. Input masks control the format in which data is entered. Format property settings are only applied after the data entered is saved. If you define both an input mask and the Format property for a field, MS Access use the input mask when you are adding or editing data, and the Format property setting determines how data is displayed or printed. Input masks are most effective when applied before entering data into a field. If an input mask is applied after data has been entered, it will work for existing data provided that there are no spaces or dashes. 10

15 AM5 Advanced Database To add an input mask you can use the Input Mask Wizard or define it manually as follows: 1. In Design View, click the field that will have an input mask applied to it. 2. In the Field Properties (lower pane), on the General tab card, click the Input Mask field. 3. Type the appropriate input mask expression (refer to the underlying table). 4. Click Save button. The following table shows some characters commonly used in input masks. Character Description 0 Required digit (0-9); plus(+) and (-) sign is not allowed. 9 Optional digits (0-9) or space; plus (+) and (-) signs not allowed. L Required letter (A-Z). > Optional letter (A-Z). A a Required letter or digit. Optional letter or digit. \ Causes the character that follows to be displayed as a literal character e.g. \A is displayed as just A. The following table shows some useful input mask definitions and examples of values you can enter into them. Input mask definition Examples of values LLL 0009 ZBG 1002 or BKR 1015 etc (000) AAA-AAAA (206) 555-TELE >L????L?000L0 GREENGR339M3 or MAY R 452B7 etc >L0L 0L0 T2F 8M4 >L<?????????????? Maria or Pierre etc ISBN 0-&&&&&&&&&-0 ISBN or ISBN etc. >LL DB

16 ECDL Advanced Syllabus 2 Courseware To modify or delete an input mask: 1. In Design View, click the field that will have an input mask applied to it. 2. In the Field Properties (lower pane), on the General tab card, click the Input Mask field. 3. Edit or delete the input mask expression. 4. Click Save button. Setting Mandatory Data Fields You can set certain fields "required" which ensures that necessary information cannot be left out of the database, either accidentally or deliberately. For example, in a customer database, data in the name and surname fields is required, while data in the phone number field is optional. By default fields are not set as required. To modify this setting: 1. In Design View, click the field that will be set as mandatory. 2. In the Field Properties (lower pane), on the General tab card, click Required box. 3. Choose Yes from the drop-down list to set the field as required. 4. Click Save button. Note that: When you set a mandatory data field, you will not be able to close the table until you have entered values in that field. When you save changes to your table, MS Access gives you the option to check to see whether the field has a value in all existing records. However, you can require that a value be entered in this field in all new records even if there are existing records with Null (blank) values in the field that aren't going to be changed. 12

17 AM5 Advanced Database Creating, Modifying & Deleting a One-to-One & One-to-Many Relationship As indicated in an earlier section, a relational database stores data in separate tables, based on subject matter. The tables are brought together through relationships. There are three categories of table relationships: 1. one-to-one relationship. 2. one-to-many relationship, and 3. many-to-many relationship. One-to-One Relationships A one-to-one relationship between two tables exists when each record in one table relates to a maximum of one record in the other table. Consider the school library database. The same book can only be loaned to one borrower at a time. Every single book in the library is identified by a unique number known as the CopyNo. Therefore the tblbooks contain the CopyNo as the primary key field. The tblloans also has the primary key CopyNo. The tblbooks and the tblloans are related through the primary key CopyNo. Therefore, each record in the tblbooks relates directly to a single record in the tblloans. This is a one-to-one relationship. Notice that the line between tblbooks and tblloans has 1 on each end indicating a one-to-one relationship between both tables. MS Access will define a one-to-one relationship if both of the related fields are primary keys. In a one-to-one relationship, each record in one table relates directly to a single record in another table. The tblbooks is technically referred to as the parent table or primary table. The tblloans is referred to as the child table or dependent table. The parent table is the table that contains the primary key (i.e. CopyNo) field you want to relate to the matching field (called the foreign key i.e. CopyNo) in the child table. One-to-Many Relationships A one-to-many relationship exists when one record in one table potentially can be related to many records in the other table. Consider the school library database. At any time one borrower can have more than one book on loan. This means that in the tblborrowers, each borrower is listed only once, however there could be many loans for each borrower in the tblloans. 13

18 ECDL Advanced Syllabus 2 Courseware Notice that the line between the tblborrowers and the tblloans has a 1 on the tblborrowers side and the (infinity symbol signifying many) on the tblloans side. Hence the relationship between the tblborrowers and the tblloans is known as a oneto-many relationship. The IDNo (primary key) in the tblborrowers (parent table) is related to the IDNo (foreign key) in the tblloans (child table). The IDNo field is not set as a primary key in tblloans. In a one-to-many relationship, a record in one table relates to multiple records in a second table, but the records in the second table relate to only one record in the first table. Therefore to summarise, each book can only be borrowed once (one-to-one relationship between tblbooks and tblloans). One borrower can loan several books (one-to-many relationship between the tblborrowers and the tblloans). While the primary key and the foreign key often have the same field name, this is not necessary. Both the primary key and the foreign key must be of the same data type (e.g., text=text, number=number) and have the same field size. For example, if the primary key has a data type of number and a field size of byte, the foreign key must also have a matching data type (number) and field size (byte). There are two exceptions: 1. An AutoNumber field can be related to a number field with a field size of long integer. 2. An AutoNumber field with a field size property setting of replication ID can be related to a number field with a field size property setting of replication ID. Many-to-Many Relationships In some cases, you might have data in which many records in one table can relate to many records in another table. Neither table is considered the parent table because the linking field is not the primary key in either table. The only way you can create such a relationship is by creating a third table, called a junction table. This new table has a primary key that actually is a combination of at least the primary keys from tables A and B. Consider the following example. The database file consists of tblemployees and tblprojects. Each employee can work on several projects and many employees can work on a single project (i.e. one project will involve several employees). 14

19 AM5 Advanced Database The junction table tblemployeesjobs hold the primary key from tblemployees and tblprojects. The Relationships window is used to create relationships between tables. Before you create relationships, you need to close any tables that you may have open. 1. Click the Database Tools tab. 2. In the Show/Hide group, click Relationships. The Relationships window will be displayed. 3. If your database does not have any relationships defined, the Show Table dialog box will be displayed. The Show Table dialog box displays a list of tables present in the database file. 4. In the Show Table dialog box, double-click the names of the tables to be related. The selected tables will be displayed in the Relationships window. Each table will be displayed as a column listing all fields in the table. 5. Click Close button to close the Show Table dialog box. 6. Drag the field you want to relate from one table to the related field in the other table. The Edit Relationships dialog box will be displayed. 15

20 ECDL Advanced Syllabus 2 Courseware Note: 7. Click Create button. A relationship line will be displayed between the related tables in the Relationships window. 8. Repeat steps 6-7 to relate further tables. 9. Save and close the Relationships window. If the database already has relationships defined, the Show Table dialog box is not displayed when you click Relationships. If you need to add more tables to the Relationships window: a. Click the Design tab below Relationships Tools. b. In the Relationships group, click Show Table. To remove a table from the Relationships window, click the table to remove and press DELETE key. If a table contains a lot of fields, the column of fields will display a vertical scroll bar. You can increase the length of a column (such that all the fields will be displayed without the need to use the scroll bar) by dragging downwards the bottom border of the column. The Edit Relationships dialog box shows the type of relationship being created. To edit a relationship: 1. Click the Database Tools tab. 2. In the Relationships group, click Relationships. The Relationships window will be displayed. 3. Right-click the relationship line to edit. 4. Click Edit Relationship The Edit Relationships dialog box is displayed. 5. Apply the appropriate options. 6. Click OK button. To delete a relationship: 1. Click the Database Tools tab. 2. In the Relationships group, click Relationships. The Relationships window will be displayed. 3. Right-click the relationship line to delete. 16

21 AM5 Advanced Database 4. Click Delete. MS Access displays a message to confirm or cancel the deletion process. 5. Click Yes button to delete the selected relationship. The relationship line between the related tables will be removed. Applying & Using Referential Integrity Referential integrity is a system of rules that MS Access uses to ensure that relationships between records in related tables are valid and that you don t accidentally delete or change related data. Consider the school library database. Any IDNo entered in tblloans would have to be identical to an IDNo that already exists in tblborrowers. Also you would not be able to delete member s information from tblborrowers because there is data related to that member in tblloans. To apply referential integrity: 1. Repeat steps 1 through 6 as for creating relationships. 2. Tick the option Enforce Referential Integrity. 3. Click Create button. If the relationship meets all the criteria, you will see symbols that represent the relationship type next to the related fields. There are three specific conditions that you need to meet to set referential integrity. The matching field from the primary table is a primary key or had a unique index. The related fields have the same data type. Both tables are in the same database file. 17

22 ECDL Advanced Syllabus 2 Courseware Applying Automatic Update & Delete of Records For relationships in which referential integrity is enforced, you can specify whether you want MS Access to automatically cascade update and cascade delete related records. These choices allow you to override the restrictions against deleting or changing related records and still preserve referential integrity. When you set these options, the delete and update operations that would normally be prevented by referential integrity rules are allowed. To set cascade update and delete related records: 1. Repeat steps 1 through 6 as for creating relationships. 2. Tick the option Enforce Referential integrity. 3. Tick the option Cascade Update Related Fields. 4. Tick the option Cascade Delete Related Records. 5. Click Create button. Note that: When you select the Cascade Update Related Fields check box, if the primary key of a record in the primary table is changed, MS Access automatically updates the primary key in all related tables. For example, if you change the IDNo field in tblborrowers, the IDNo in the tblloans is automatically updated so the relationship is not broken and the data is consistent. MS Access will perform a cascade update without displaying any message. When you select the Cascade Delete Related Records check box, anytime you delete records in the primary table, MS Access automatically deletes related records in the related table(s). For example, if you delete a library member from tblborrower, any related records in tblloans will be automatically deleted. When you delete records from a form or datasheet with the Cascade Delete Related Records check box selected, a warning message will be displayed. 18

23 AM5 Advanced Database Applying & Modifying Inner, Outer & Self Joins A join is a connection between two tables where the two tables are merged according to a field that they have in common, creating a new virtual table (which can be saved out as a real table). For example, with the following two tables: Color_Table Join_Field Color_Field 1 Red 2 Blue 3 Green Pattern_Table Join_Field Pattern_Field 2 Striped 3 Checkered 4 Polka-Dot A simple join resembles the following: Join_Field Color_Field Pattern_Field 2 Blue Striped 3 Green Checkered The result table contains only records 2 and 3 in the Join_Field field because they are the only records that exist in both the Color_Table and the Pattern_Table. Inner Join The join in the previous example, called an inner join, is the simplest type of join. Usually, you want to use only a fraction of the fields in the tables. For example, in a real inner join, such as the one above, you may want to exclude Join_Field, so that the join looks like this: Color_Field Blue Green Pattern_Field Striped Checkered An inner join combines data from two tables only when there is a matching value in fields common to both tables. This means that when you run a query, the recordset (the results of a query) will include only records from both tables that meet the criteria. Outer Join Another kind of join is called an outer join. With an outer join, you get all the records from one table and only those records from the other table that have matching values from the first table. This may leave some of the field entries blank, or "Null." For any two tables to be joined, there are two possible outer joins, the "left outer join" and the "right outer join. Using the previous two tables in an example, the following is one of the two possible outer joins: Join_Field Color_Field Pattern_Field 1 Red (Null) 2 Blue Striped 3 Green Checkered 19

24 ECDL Advanced Syllabus 2 Courseware The other possible join is as follows: Note that: Join_Field Color_Field Pattern_Field 2 Blue Striped 3 Green Checkered 4 (Null) Polka-Dot In a join, you do not see the word "NULL" when you view the data; use the keyword "NULL" when you are working with joins. Subtract Join A third kind of join is the subtract join. A subtract join is the opposite of an outer join; it includes ONLY those records in one table that don't match any record in the other table. Like outer joins, there are two possible subtract joins for any two tables that you want to join. A subtract join normally return fields from only one of the tables, because by definition the other table's fields return only Null values. The following is one possible subtract join: Join_Field Color_Field 1 Red and here is the other: Join_Field Color_Field 4 Polka-Dot Note that: In Microsoft Query, a subtract join is created by first creating an Outer join, and then using the criteria "IS NULL" on an appropriate field (Pattern_Field in the first example above; Color_Field in the second example) to exclude records that match between the tables. Self Join A fifth kind of join is the self-join. A self-join is a connections where a field in a table is matched with a different field in a copy of the same table. Using this example table: TableA Employee_ID Employee_Name Reports_To 1 Bob 3 2 Sue (NULL) 3 Jim 2 4 Jane 3 TableA_01 Employee_ID Employee_Name Reports_To 1 Bob 3 2 Sue (NULL) 3 Jim 2 4 Jane 3 20

25 AM5 Advanced Database A self-join could be used to create a list of employee names with their supervisor's names. The Employee_ID in TableA would be joined with the Reports_To in TableA_01. The following is how it might look at first: Employee_Name Bob Sue Jim Jane Employee_Name Jim (NULL) Sue Jim However, because it is confusing to have the same field name for both fields, change one of the field names, as follows: Employee_Name Bob Sue Jim Jane Supervisor Jim (NULL) Sue Jim To apply inner and outer joins: 1. Click the Database Tools tab. 2. In the Relationships group, click Relationships. The Relationships window will be displayed. 3. Double-click the relationships line to edit. The Edit Relationships dialog box will be displayed. 4. Click Join Type button. The Join Properties dialog box is displayed. 5. Tick the appropriate join type. 6. Click OK button. Note that: Option 1 in the Join Properties dialog box is an inner join. Options 2 & 3 are outer joins. When a join is applied the relationship line ends with an arrow head. 21

26 ECDL Advanced Syllabus 2 Courseware Activity 1 You will use AM5 Exercises. 1. Open one.accdb located in AM5 Exercises folder. 2. Open tblstudents. 3. Create a lookup field called Gender after the FirstName field. Set the values Male and Female. In the Datasheet View set the gender type for each student. 4. Create a lookup field called Payment after the field Fee. Set the values Cash, Cheque and Credit Card. In the Datasheet View set the payment type for each student. 5. Delete the value Credit Card in the look up field Payment. Enter the values HSBC Card, BOV Card and Visa Card. 6. Set an input mask for the FirstName field such that only the first letter of every name is capitalized. 7. Create a field called Postcode after the field . The data in the Postcode field will consist of three alphabet letters and up to three numbers. Set an input mask for the Postcode field such that: a. the first three characters of the postcode will be in uppercase. b. the next four characters will be numbers. c. all seven characters are required. 8. Create a field called GuardianName after the field Gender. The data in this field is mandatory. 9. Save and close one.accdb. 10. Open two.accdb located in AM5 Exercises folder. 11. Add the tblborrowers, tblbooks and tblloans to the Relationships window. 12. Delete tblborrowers from the Relationships window. 13. Add tblborrowers again to the Relationships window. 14. Resize tblborrowers and tblbooks so the list of fields will be displayed in full. 15. Create a one-to-many relationship between tblborrowers and tblloans. Do not apply Referential Integrity. 16. Delete the relationship created in step 15. continued 22

27 AM5 Advanced Database 17. Create again the relationship indicated in step Create a one-to-one relationship between tblbooks and tblloans. Do not apply Referential Integrity. 19. In tblloans and enter the following data: Field Record 1 Record 2 Record 3 Record 4 CopyNo IDNo 8576M 8576M 23576M 23576M DateDue 17-Dec Dec Jan Jan Close tblloans. 21. Open tblbooks and expand the record with CopyNo Note that the subdatasheet will display the IDNo. and DueDate of the borrower who loaned the book. Close tblbooks. 22. Open tblborrowers and expand the record with IDNo 8576M. Note that the subdatasheet will display the CopyNo. and DueDate of the book that is on loan for this borrower. Close tblborrowers. 23. Open tblbooks and delete the record for the book with CopyNo Note that tblloans and tblborrowers still show the data for the CopyNo Delete any data related to CopyNo in tblloans and tblborrowers. 25. Edit the relationships between the tables. Enforce referential integrity, cascade update related fields and cascade delete related fields. 26. Open tblborrowers and delete the record for borrower with IDNo 8576M. Note that related data is deleted from tblloans. 27. Open tblbooks and edit the CopyNo to Note that tblloans is updated with the edited CopyNo. 28. Save and close two.accdb. 29. Save and close two.accdb. 23

28 ECDL Advanced Syllabus 2 Courseware QUERIES In addition to the select queries (covered included in the ECDL Core qualification), you can create action queries. An action query is used to modify or copy the actual data in one or more tables. Action queries do not produce a recordset that you can view in a datasheet. You must open the table(s) on which the action query was based to see the changes that have been made. There are four types of action queries: Update query makes global changes to a group of records in one or more tables. Append query adds a group of records from one or more tables to the end of one or more tables. Delete query deletes a group of records from one or more tables. Make-Table query creates a new table from all or part of the data in one or more tables. Creating & Running an Update Query The update query enables you to update a group of records in a table. For example, you may wish to update the salary of all employees or you may wish to update all records where the town is Boston to New York. To update records as a group: 1. Open the query to update in Design View. 2. Click the Design tab under Query Tools. 3. In the Query type group, click Update. The Update To: row will be displayed in the QBE grid. 4. In the Update To: box for the field you want to update e.g. Location enter a value e.g. New York or expression to change the data. 5. In the Criteria: box for the field you want to update, enter a value e.g. Boston to be replaced. 6. In the Results group, click Run. The following warning message is displayed. 7. Click Yes button to update the table. 24

29 AM5 Advanced Database Note that: Once you click Yes the table is updated and the change cannot be reversed. You can use expressions such as [Salary]*1.05 in the Update To: field. If you want to delete values in a specific field, use an update query and change the values to empty values. Do not use a delete query because it deletes entire records, not just data in specific fields. Creating & Running an Append Query The append query enables you to add records from a table or query in the current database to the end of another table in either the current database or another database. To create a delete query: 1. Create a select query to select the records you want to delete. If you will be adding all fields from a table, double-click the * in the field list. 2. Click the Design tab under Query Tools. 3. In the Query type group, click Append. The Append dialog box is displayed. 4. In the Table Name: select the table from the drop-down to which the records will be added. 5. Tick the option Current Database if the table is in the existing database. Alternatively tick the option Another Database: and choose the database where the table is. 6. Click OK button. The Append To row to QBE grid which identifies the table to which the specified data will be appended. 25

30 ECDL Advanced Syllabus 2 Courseware 7. In the Results group, click Run. The following warning message is displayed. 8. Click Yes button. Creating & Running a Delete Query The delete query enables you to delete a group of records that you specify with set criteria. Running a delete query typically takes much less time than deleting records individually. To create a delete query: 1. Create a select query to select the records you want to delete. 2. Click the Design tab under Query Tools. 3. In the Query type group, click Delete. The Delete: row will be displayed in the QBE grid. 4. In the Criteria To: box type the value e.g. Los Angeles or expression for which records will be deleted. 5. In the Results group, click Run. The following warning message is displayed. 6. Click Yes button to delete the records from the specified table. 26

31 AM5 Advanced Database Creating & Running a Make-Table Query The make-table query enables you to create a new table from the recordset of a query. You can use make-table queries as a basis for reports that display specific data. You can also use make-table queries to archive old records. To create a make-table query: 1. Create a select query to select the records you want in the new table. 2. Click the Design tab under Query Tools. 3. In the Query type group, click Make Table. The Make Table dialog box is displayed. 4. In the Table Name: field do one of the following: a. Select the table from the drop-down list if you want to replace the existing data in the selected table. b. Type a name for a new table e.g. tblphoenix to be created. 5. Tick the option Current Database if the new table will be created in the existing database. Alternatively tick the option Another Database: and choose the database where the new table will be created. 6. Click OK button. 7. In the Results group, click Run. The following warning message is displayed. 8. Click Yes button to paste the records in the new table. 27

32 ECDL Advanced Syllabus 2 Courseware Creating & Running a Crosstab Query When you calculate totals in a select query, the results are grouped vertically by each specified field. This sometimes results in so many records that it becomes hard to compare the totals quickly. A crosstab query groups the results both vertically and horizontally based on values for fields that you designate as the row or column headings. When creating a crosstab query, you use the Crosstab row on the QBE grid to specify one or more fields whose values will become the row headings, one field whose values will become the column headings, and one field whose values will be calculated. If you do not specify anything in the Crosstab box for a field, it will not show in the query results. To create a Crosstab query: 1. Create a select query in Design View. Add the table/s whose records you want to total, then add the fields you want to use as row headings, column headings, and summary totals to the QBE grid. 2. Click the Design tab under Query Tools. 3. In the Query type group, click Crosstab. The Crosstab row is added to the QBE grid. 4. For the field e.g. Title you want to set as Column Heading, click in the Crosstab box and choose Column Heading. 5. For the field e.g. Location you want to set as Row Heading, click in the Crosstab box and choose Row Heading. 6. For the field e.g. Salary you want to calculate, click in the Crosstab box and choose Value. 7. For the field e.g. Salary you want to calculate, click in the GroupBy box and choose the appropriate function e.g. Sum. 8. In the Results group, click Run to display the results of the query. 28

33 AM5 Advanced Database Creating & Running a Find Duplicates Query The Find Duplicates query locates and displays records in which the specified field has the same values. You can then use this information to return to the table and either edit or delete one or more records to remove the duplication. To create a find duplicates query: 1. Click the Create tab. 2. In the Queries group, click Query Wizard. The New Query dialog box is displayed. 3. Click Find Duplicates Query Wizard. 4. Click OK button. 5. Click the table e.g. tblemployees or query that will be used to search for the duplicate field values. Click Next button 29

34 ECDL Advanced Syllabus 2 Courseware 6. Double-click the fields e.g. LastName, FirstName which might contain duplicate values. Click Next button. 7. Double-click the field/s e.g. EmployeeID that will be displayed in addition to those (LastName, FirstName) with duplicate values. Click Next button. 30

35 AM5 Advanced Database 8. Type a name for your query. 9. Click Finish button. The results will be displayed. Creating & Running a Find Unmatched Query The Find Unmatched Query Wizard lets you find records in one table that have no matching records in another. For example, you can find borrowers who have no books on loan so you can send them a letter informing them about new book acquisitions and encourage them to borrow books. To create a find duplicates query: 1. Click the Create tab. 2. In the Queries group, click Query Wizard. The New Query dialog box is displayed. 3. Click Find Unmatched Query Wizard. 31

36 ECDL Advanced Syllabus 2 Courseware 4. Click OK button. This will start the Find Unmatched Query Wizard. 5. Click the table e.g. tblborrowers or query that contains the records you want in the query results. 6. Click Next button. 32

37 AM5 Advanced Database 7. Click the table e.g. tblloans or query that contains the related records. 8. Click Next button. 9. MS Access displays the matching fields in the tables/queries selected earlier. If you want to change the matching fields, choose the fields and click <=> button. 10. Click Next button. 33

38 ECDL Advanced Syllabus 2 Courseware 11. Double-click the field/s e.g. Surname, Name, Address1, Address2 and Town you want to be displayed in the query results. 12. Click Next button. 13. Type a name for your query. 14. Click Finish button. The results will be displayed. 34

39 AM5 Advanced Database Creating, Modifying & Running a Parameter Query For queries that you run on a regular basis, you can automate the process of changing the criteria by creating a parameter query. With a parameter query, MS Access prompts you for the criteria when you run the query. This eliminates the extra steps of opening the query in Design View and changing the criteria each time. When you create a parameter query, you type the text for the prompt between square brackets as the criteria for the desired field. For example you can create a query that prompts for the user to enter the location. To create a parameter query: 1. Display the query in Design view and add the field/s. 2. For the field e.g. Location that you want MS Access to prompt for its criteria, click in the Criteria box: 3. Type the prompt to be displayed in the dialog box e.g. [Enter Location:] 4. In the Results group, click Run to display the results of the query. 5. Type the appropriate entry in the field when prompted. 6. Click OK button. Note that: You can run the query again from Datasheet view by pressing SHIFT+F9 keys and type the new criteria at the prompt. You may specify a range of values in a parameter query using criteria expressions. In the expression, include prompt(s) in brackets where the value(s) would normally appear. For example, you could use >[Enter lowest salary] And <[Enter highest salary] to prompt for a range of salaries. 35

40 ECDL Advanced Syllabus 2 Courseware Using Wildcards in Queries Wildcards are useful when you want the query to look for a range of different possible values, and also when you are not certain exactly what you are looking for but can give the query some clues to work with. In addition to the two most commonly used wildcards the asterisk (*) and question mark (?), there are other wildcards e.g. square brackets ([ ]), exclamation mark (!), dash (-) and hash (#). Example 1: If you want the records of all employees whose name starts with the letters A through C, you type Like "[A-C]*" Example 2: If you want the records of all employees whose name does not start with letters in the range A to C, you type Like "[!A-C]*". Example 3: If you want the records of employees with EmployeeID starting with a 11, which can have any two numbers as the third and fourth number and end with the number 8, you type Like 11##8. 36

41 AM5 Advanced Database Showing the Highest & Lowest Range of Values in a Query MS Access allows you to specify how many of the highest or lowest value a query should show. These values may be a number or a percentage. For example, you may wish to see the top 7 employees with the highest salary or 7 employees with the lowest salary. 1. Display the query in Design view. 2. In the QBE grid, click the field, e.g. Salary, for which you want the top values or lowest values to be displayed. 3. In the Sort cell of the field you want to display top values for, click Descending to display the highest values or Ascending to display the lowest values. If you're sorting on other fields in the query's design grid as well, those fields must be to the right of the top values field. Note: 4. In the Query Setup group, click in the Top Values. 5. Enter the percentage or the number of highest or lowest values you want the query results to display. 6. In the Results group, click Run to display the results of the query. To display a percentage, enter a number followed by a percent sign (%). In the following example, the Sort box for Salary field was set to descending and the Top Values was set to 6. 37

42 ECDL Advanced Syllabus 2 Courseware Creating & Naming a Calculated Field Most queries simply display the raw data for the fields included in the QBE grid, probably filtered by some criteria. You may need to analyse the recordset by doing some calculations. MS Access lets you set up two kinds of calculations: A calculated column: A column in the recordset where the field is an expression. The field values are derived using an expression based one or more fields in the table. A totals column: A column in the recordset that uses one of several predefined functions for calculating a value (or values) based on the entries in a particular field. A totals columns derives either a single value for the entire recordset or several values for the grouped records in the recordset. A calculated field displays the result of a calculation based on data from a table. Calculations can be performed on numeric fields, on date fields, or by combining two or more values from text fields. As with any other field in a query, you can enter a sort order or criteria for a calculated field. The results of a calculated field only appear in the query s recordset. Results are not stored in the underlying table. Each time you run the query, MS Access recalculates the field so the results are always based on the most current data in the database. Therefore, you cannot manually update the calculated results except by changing the data in the underlying table. A calculated field is created by entering an expression in the field box of a blank column on the QBE grid. A typical yntax for the calculated field is: NewFieldName: [field1] operator [field2] where the operator can be addition (+), subtraction (-), multiplication (*) and division (/). To create a calculated field: 1. Display the query in Design View and add the field/s on which calculation will be based. 2. In the first rightmost blank field, type the expression e.g. IncreaseBy:[Salary]* In the next rightmost blank field you can type another expression e.g. NewSalary:[Salary]+[IncreaseBy]. 4. In the Results group, click Run to display the results of the query. 38

43 AM5 Advanced Database Grouping Information in Query Using Functions The easiest way to analyse the data in a table is to use a totals column and one of the underlying functions. The idea is that you add a field to the QBE grid and then convert that column into a totals column using one of these functions. Total Field Description SUM Numeric only The sum of the values in the field. AVG Numeric only The average of the values in the field. MIN All except Memo The smallest value in the field. MAX All except Memo The largest value in the field. COUNT All The number of values in the field. To set up a totals column: 1. Display the query in Design View. 2. In the Show/Hide group, click Totals. MS Access adds a Total row to the QBE grid. 3. Select the field s Total: cell and use the drop-down list to select the function you want to use e.g. Avg. 4. In the Results group, click Run to display the results of the query. For example the following shows the average of the data in the salary field. A totals column shows a total for all the records in a table. Suppose, however, that you wish to see a total broken out into subtotals. For example, you wish to see the sum of salaries grouped by title. To group your totals, all you have to do is add the appropriate field to the left of the column you are using for the calculation. To create a totals column for groups of records: 1. Display the query in Design view. Add the field e.g. Title to the left of the column used for the calculation. 2. In the Show/Hide group, click Totals. MS Access adds a Total row to the QBE grid. 3. Select the field s Total: cell and use the drop-down list to select the function you want to use e.g. Sum. 4. In the Results group, click Run to display the results of the query. 39

44 ECDL Advanced Syllabus 2 Courseware Activity 2 You will use AM5 Exercises. 1. Open three.accdb located in AM5 Exercises folder. 2. Create a new query called qryupdatelocation based on tblemployees that shows the Location field. This query should update all records in tblemployees where the Location is Boston to New York. Run the query. 3. Create a new query called qryappendemployees. The query should add the records in tblnewemployees in the database four.accdb in the tblemployees in three.accdb. Run the query. 4. Create a new query called qrydeletelosangeles based on tblemployees that shows the Location fields. This query should delete all records from tblemployees where the Location is Los Angeles. Run the query. 5. Create a new query called qrymakelocation based on tblemployees that shows the EmployeeID, LastName, FirstName and Location fields. This query should create a table showing records where the Location is Los Angeles. Save the table as tblpheonix. Run the query. 6. Create a crosstab query called qrycrosstab based on tblemployees that shows the Title, Location and Salary fields. Set the Title field as the column heading, the Location field as the row heading and the Salary field as the value to sum. 7. Create a new query called qrysamenamesurname. The query should display the records where the data is identical in the LastName and FirstName fields. The query should also display the EmployeeID, Location and Salary fields. 8. Save and close three.accdb. 9. Open five.accdb in AM5 Exercises disk. 10. Create a new query called qryletter. The query should display the Name, Surname, Address1, Address2 and Town fields of those borrowers who do not have any books on loan. 11. Save and close five.accdb. continued 40

45 AM5 Advanced Database 12. Open three.accdb in AM5 Exercises disk. 13. Create a parameter query called qryenterlocation that prompts the user to enter the name of the location when the query is run. The query should be based on tblemployees and should show the EmployeeID, LastName, FirstName and Location fields. Run the query and enter the location Boston. 14. Create a parameter query called qryentersalary that prompts the user to enter the lowest salary and the highest salary when the query is run. The query should be based on tblemployees and should show the EmployeeID, LastName, FirstName and Salary fields. Run the query and enter as the lowest value and as the highest value. 15. Create a new query called qrynamesa-c based on tblemployees that shows records of employees whose name starts with the letters A through C. The query should show the EmployeeID, LastName, FirstName and Salary fields. 16. Create a new query called qrynamesd-z based on tblemployees that shows records of employees whose name does not start with the letters A through C. The query should show the EmployeeID, LastName, FirstName and Salary fields. 17. Create a new query called qryemployeeid based on tblemployees that shows records of employees with EmployeeID starting with a 11, which can have any two numbers as the third and fourth number and end with the number 8. The query should show the EmployeeID, LastName, FirstName and Salary fields. 18. Create a new query called qrytopsixsalary based on tblemployees that shows records of employees with the top 6 salaries in descending order. The query should show the EmployeeID, LastName, FirstName and Salary fields. 19. Create a new query called qrysalaryincrease based on tblemployees that shows the Salary field. Add an expression named IncreaseBy that will multiply the value in the Salary field by Add another expression named NewSalary that will add the value in the Salary field and the value in the IncreaseBy field. Format the values in both expressions to display currency symbol. 20. Create a new query called qrysumsalary based on tblemployees that shows the Salary field. Apply totals in column for the Salary field such that the average of all salaries is returned when the query is run. Edit this query such that the sum of all salaries is returned when the query is run. 21. Create a new query called qrytitlesumsalary based on tblemployees that shows the Title and Salary fields. Apply the necessary options such that the records are grouped by title and the sum of salaries for each title is displayed. 22. Save and close three.accdb. 41

46 ECDL Advanced Syllabus 2 Courseware FORMS You can create controls within forms that can automate data entry, create command buttons to perform specific actions, and automate opening other forms, queries and reports. An MS Access form can contain three types of controls: Bound control on the form is linked to a field in the underlying table or query. You can use a bound control to display, enter, and update data in a field. When you update data in a form, the corresponding fields in the tables in the database are automatically updated. Field text boxes, option buttons, combo boxes are examples of bound controls. Unbound control is not associated with a field in the record source. This may be descriptive text you add to a form, such as a title, or a graphic. Calculated control is an unbound control that is attached to a mathematical expression. If for example, you create a form with fields for salary and tax rate, you can create a calculated control that multiplies the fields to obtain the total cost. Creating, Modifying & Deleting Bound Controls Text Box To add bound control text box to a form: 1. Display the form in Design View. The Design View displays three sections: Form Header, Detail and Form Footer. 2. In the Design tab, below Form Design Tools, in the Tools group, click Add Existing Fields. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 42

47 AM5 Advanced Database 3. Drag the fieldname e.g. Editor from the list to the Form. You may need to increase the space in the Detail section in the Form to make space for the field. Text Labels Fields To delete a text label and a field: 1. Display the form in Design View. 2. Select the text label and field to delete. 3. Press DELETE key. To align the position of the text labels or fields: 1. Display the form in Design View. 2. Select the text labels or fields to align. Press and hold the SHIFT key whilst clicking on each text label or field. 3. Click the Arrange tab below the Form Design Tools. 4. In the Table group, click the appropriate option e.g. Stacked, Tabular etc. 43

48 ECDL Advanced Syllabus 2 Courseware To format (font, font size, font colour, typestyles) the text labels or fields: 1. Click the text labels or fields to format. Do not highlight the text. 2. Click Format tab below Form Design Tools. 3. In the Font group, click the appropriate option. Combo Boxes A combo box is a combination of a list box and a text box. List boxes and combo boxes have different uses. You should use a list box when you want to limit the options to only those choices in the list. A combo box conserves screen space because a list appears only when you click its down arrow. Also, a combo box allows you to select from a list or type in your own data. To create a combo box: 1. Display the form in Design View. 2. In the Design tab below Form Design Tools, click Add Existing Fields in the Tools group. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 3. In the Controls group, click the Combo Box (Form Control). 4. If the Combo Box will be a bound control, click the name of the field in the Field List e.g. Category. 5. Drag the field from the Field List to the Form grid. This will create a Combo Box on the Form grid and start the Combo Box Wizard. 6. In the first dialog box determine how you want your list box to get its values e.g. I will type in the values that I want. Click Next button. 44

49 AM5 Advanced Database 7. In the second dialog box, type the values in each cell e.g. Computer Science, Education, Health, Psychology and Philosophy. Click Next button. 8. In the third dialog box, determine what you want to do when you enter a value in your combo box e.g. in this case the value will be stored in the Category field. Click Next button. 45

50 ECDL Advanced Syllabus 2 Courseware 9. Type in a label for your combo box e.g. Category. Click Finish button. List Boxes A list box provides a list of choices from which you can select to eliminate repetitive typing. To create a list box: 1. Display the form in Design View. 2. In the Design tab below Form Design Tools, click Add Existing Fields in the Tools group. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 3. In the Controls group, click the List Box (Form Control). 4. Click in the Form grid. This will create a rectangle and start the List Box Wizard. 46

51 AM5 Advanced Database 5. In the first dialog box determine how you want your list box to get its values e.g. I will type in the values that I want. Click Next button. 6. In the second dialog box, type the values in each cell e.g. 25, 50, 75, 100 and 125. Click Next button. 47

52 ECDL Advanced Syllabus 2 Courseware 7. In the third dialog box, determine what you want to do when you enter a value in your list box e.g. in this case the value will be stored in the Pages field. Click Next button. 8. Type in a label for the List Box e.g. No of Pages. Click Finish button. 48

53 AM5 Advanced Database Check Boxes To create a checkbox: 1. Display the form in Design View. 2. In the Tools group, click Add Existing Fields. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 3. In the Controls group, click Check Box. 4. If the Checkbox will be a bound control, click the name of the field in the Field List e.g. 1 st Year. 5. Drag the field from the Field List to the Form grid. This will create a Checkbox on the Form grid. 49

54 ECDL Advanced Syllabus 2 Courseware Option Groups An option group is a frame that can contain check boxes, toggle buttons, and option buttons on a form. You use an option group to present alternatives from which the user can select a single option. To create an option group: 1. Display the form in Design View. 2. In the Tools group, click Add Existing Fields. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 3. In the Control group, click Option Group. 4. If the Option Group will be a bound control, click the name of the field in the Field List e.g. Period. 5. Drag the field from the Field List to the Form grid. This will create a rectangle on the Form grid and it will start the Option Group Wizard. 6. In the first Option Group Wizard dialog box, type the label names e.g. Weekly, Monthly and Quarterly, and click Next button. 7. In the second dialog box determine whether you want an option to be default choice or not and click Next button. 50

55 AM5 Advanced Database 8. The third dialog box determines the values that will be stored in the field in the table. For example choosing Weekly will store the value 1, choosing Monthly will store the value 2 and choosing Quarterly will store the value 3 in the underlying table. Click Next button. 9. In the fourth dialog box determine in which field e.g. Period where the value will be stored. Click Next button. 10. In the fifth dialog box determine which type of controls do you want in the action group e.g. Option buttons, Checkboxes or Toggle buttons. Determine also the style you want to use for the option group. Click Next button. 51

56 ECDL Advanced Syllabus 2 Courseware 11. In the sixth dialog box type a caption in the field. You can use the name of the field e.g. Period or type a new name for the caption e.g. Issued. Click Finish button. 52

57 AM5 Advanced Database Creating, Modifying & Deleting Calculated Controls As indicated earlier a calculated control is a control that is used on a form to display the result of an expression. The result is recalculated each time there is a change in any of the values on which the expression is based. Consider the frmmagazines used above. A calculated control will be used to determine the amount that should be paid for a 1 year subscription, a 2 year subscription and a 3 year subscription. To create a calculated control: 1. Display the form in Design View. 2. In the Tools group, click Add Existing Fields. The Field List task pane is displayed. This shows all fields in table that forms the basis of the Form. 3. In the Control group, click Text Box. 4. Click the Text Box button on the Toolbox toolbar. 5. Click the Form grid. This will create a text box field. 6. In the unbound field enter the expression e.g. =[YearlyRate]*1 To format the numbers in a control: 1. Display the form in Design View. 2. Click the field containing the numbers. 3. In the Tools group, click Property Sheet. The Property Sheet task pane is displayed. 4. To set the currency, click the drop down arrow in the Format field in the Format tab. Click the currency style to use e.g. Euro. 5. To set the number of decimal places, click the drop down arrow in the Decimal Places field and click the appropriate number e.g

58 ECDL Advanced Syllabus 2 Courseware Modifying the Sequential Tab Order of Controls By default, when you press tab key the cursor moves to the following control in the Form. You can alter the sequential tab order for your controls as follows: 1. Display the form in Design View. 2. In the Design tab, below Form Design Tools, click Tab Order button in the Tools group. The Tab Order dialog box is displayed. 3. Click the field to move. 4. Drag the selected row to move it to the desired tab order. 5. Click OK button. 54

59 AM5 Advanced Database Note that: If you want Access to create a top-to-bottom and left-to-right tab order, click Auto Order button. Creating & Deleting a Linked Subform Basic forms generally display information about one record at a time. However, you can also design more complex forms that display information from a related table in a subform. Subforms give you the ability to work with data from multiple tables in one form. A subform is a form within a form. The primary form is called the Main form (also referred as the Parent or Master form) and the form within the form is called the subform (or Child form). You can view, edit, delete and add data in both the main form and subform. For subforms to work properly, the record source for a main form should be the one side of a one-to-many relationship with the record source for the subform. You can create a form with a subform from scratch or you can add a subform to an existing form. To create a new form with a subform from scratch: 1. Click the Create tab. 2. In the Forms group, click Form Wizard. This will start a wizard that asks you questions and creates a form based on your answers. 3. Click the drop-down arrow below Tables/Queries: and select the primary table e.g. tblborrowers that contains the data to be used in the main form. 4. Select the fields to be included in the main form. 5. Repeat steps 4 and 5 for each related table e.g. tblloans that includes fields you want to use in the subform. Click Next button. This will display the next Form Wizard dialog box. 55

60 ECDL Advanced Syllabus 2 Courseware 6. Choose the table e.g. by tblborrowers you want to use in the main form and tick Form with subform(s). Click Next button. 7. Select one of the two layout options Tabular or Datasheet. When you select a layout, a sample appears in the left pane. Click Next button. 8. In the What titles do you want for your forms? type a name for the mainform e.g. Borrowers and type a name for the subform e.g. Loans Subform. Click Finish button. 56

61 AM5 Advanced Database To add a subform to an existing form: 1. Open the main form e.g. frmborrowers in Design View. 2. In the Design tab, below Form Design Tools, in the Controls group, ensure that Use Control Wizards is selected. 3. In the Controls group, click the SubForm/SubReport. 4. Click in the Form grid where you want the subform to be displayed. This will start the Subform Wizard. 57

62 ECDL Advanced Syllabus 2 Courseware 5. Choose whether you want to create a subform using data from an existing table or query, or using an existing form. Click Next button. 6. If you chose create a subform using an existing table, select the table e.g. tblloans. Add the fields e.g. CopyNo and DueDate to be included in the subform. Click Next button. 7. Choose the fields to link the main form to the subform. Click Next button. 58

63 AM5 Advanced Database 8. Type a name for your subform e.g. Loans subform. Click Finish button. 59

64 ECDL Advanced Syllabus 2 Courseware Activity 3 You will use AM5 Exercises. 1. Open five.accdb in AM5 Exercises folder. 2. Create a new form called frmmagazines based on tblmagazines that shows the MagazineID and Name fields. Accept all default settings. 3. Modify the form frmmagazines by adding the Editor and Period fields below the Name field. 4. Delete the field Period added in step 3 above. 5. Highlight all text labels and fields and apply a Stacked layout. 6. Create a combo box bound to the Category field containing the values Computer Science, Education, Health, Psychology and Philosophy. Store these values in the Category field. Set the text Category as the caption for the combo box. 7. Create a list box containing the values 25, 50, 75, 100 and 125. Store these values in the Pages field. Set the text No of Pages as the caption for the list box. 8. Create check boxes bound to the 1 st Year, 2 nd Year and 3 rd Year fields. 9. Create an option group bound to the Period field below the Editor field. Use the following label names Weekly, Monthly and Quarterly. Use Option buttons for these labels. Set the text Issued as the caption for your option group. 10. Create a calculated control next to each check box created in step 9. The first calculated control should multiply the YearlyRate by 1. The second calculated control should multiply the YearlyRate by 1.9. The third calculated control should multiply the YearlyRate by Delete the three captions associated with these fields. Format the fields such that the numbers will display the and two numbers following the decimal point. 11. Save and close five.accdb. 12. Open six.accdb in AM5 Exercises folder. 13. Create a form called frmborrowers based on the table tblborrowers. The form must show all the fields in the table tblborrowers. Accept all the default settings. 14. Set the tab order in the form frmborrowers to work in the following sequence: IDNo PhoneNo Name Address1 Address2 Town Postcode Surname. 15. Add all the fields from the table tblloans as a subform in the form frmborrowers. Use the name Loans Subform for the subform. 16. Delete the main form frmborrowers and the subform Loans Subform. 17. Create a form and an embedded subform using all the fields from the tblborrowers for the main form and all the fields from the tblloans for the subform. Save the main form as Borrowers Main Form and the subform as Loans Subform. 18. Save and close six.accdb. 60

65 AM5 Advanced Database REPORTS Formatting Arithmetic Calculation Controls You can use arithmetic calculations in reports: 1. Open the report in Design View. 2. In the Design tab, below Report Design Tools, in the Controls group, click Text box. 3. Click in the Report grid at the location where the answer will be displayed. For example, click in the Detail section if the answer will be displayed in the body of the report. 4. In the unbound control type the arithmetic expression e.g. =[Salary]* Type the caption e.g. Salary Increase. You can use functions and formulas in in reports such as SUM, COUNT, AVERAGE, MAX and MIN. To use formulas in reports: 1. Open the report in Design View. 2. In the Design tab, below Report Design Tools, in the Controls group, click Text box. 3. Click in the Report grid at the location where the answer will be displayed. For example, click in the Report Footer if the answer will be displayed on the last page of the report. 4. In the unbound control type the formula e.g. =sum([salary]) or =count([salary]) or =min([salary]) or =max([salary]) 5. Type the caption e.g. Salary Total or Number of Totals. You can format the numbers in a field as follows: 1. Open the report in Design View. 2. Click the field containing the number to format. 3. In the Design tab, below Report Design Tools, in the Tools group, click Property Sheet button. The Property Sheet task pane is displayed. 4. Click the Format tab in the task pane. 5. Click the drop-down Format field. 6. Select the appropriate number format e.g. percentage, currency etc. 7. Click the drop-down Decimal Places field. 8. Select the appropriate option. 61

66 ECDL Advanced Syllabus 2 Courseware Applying a Running Sum In addition to producing totals in reports you can create a running total on numeric field in a report. 1. Open the report in Design View. 2. Click field containing the numeric data. 3. Do one of the following: a. To calculate a running sum that increases for each record, place the text box in the detail section. b. To calculate a running sum that increases for each group of records, place the text box in the group header or footer. 4. In the Tools group, click Property Sheet. The Property Sheet task pane is displayed. 5. Click the Data tab in the Property Sheet task pane. 62

67 AM5 Advanced Database 6. Set the Running Sum to be used in the report. Over Group resets to 0 (zero) at the beginning of each higher group level. Over All accumulates until the end of the report. Concatenating Fields The concatenate function can be used to join two text fields. You can combine text values from multiple fields or controls by using the text concatenation operator (&) in an expression. The concatenation operator concatenates two text strings and returns a single string. To use the concatenate function: 1. Open the report in Design View. 2. In the Design tab, below Report Design Tools, in the Controls group, click Text box. 3. Click in the Report grid at the location where the answer will be displayed. For example, click in the Detail section if the answer will be displayed in the body of the report. 4. In the unbound control type the concatenate expression e.g. =[FirstName]& &[LastName] 5. Type the caption e.g. Full Name. Inserting & Deleting Data Fields To insert a data field in a report: 1. Open the report in Design View. 2. In the Design tab, below Report Design Tools, in the Tools group, click Add Existing Fields. The Field List pane will be displayed. 3. Drag the field in the Report grid. To delete a data field in a report: 1. Open the report in Design View. 2. Click the data field to delete. 3. Press DELETE key. Sorting & Grouping Records You can perform simple sorting and grouping in a report: 1. Click View. 2. Click Layout View. 3. Right-click the field to sort by or group by. 4. Click Sort A to Z or Sort A to Z. 5. Click Group On. 63

68 ECDL Advanced Syllabus 2 Courseware To sort on multiple fields: 1. In the Design tab, below Report Layout Tools, in the Grouping & Totals group, click Group & Sort. The Group, Sort and Total pane is displayed. 2. Click Add a sort. 3. Click the name of the field to sort by e.g. LastName. 4. Repeat step 2 and 3 to add more sorting levels. Note that: You can define up to 10 sorting levels in a report. You can also set grouping from the Group, Sort and Total pane Forcing Page Breaks The force page breaks option is used if you want each group or record to start on a new page in the report. 1. Display the report in Design View. 2. Click Design tab below Report Design Tools. 3. In the Grouping & Tools group, click Groups & Sort. The Group, Sort and Total pane is displayed. 4. Click More. 5. Choose keep whole group together on one page. 64

69 AM5 Advanced Database Note that: Switching to Print Preview displays the report with all records for each group starting on a new page. Activity 5 You will use AM5 Exercises. 1. Open seven.accdb located in AM5 Exercises folder. 2. Create a new report called rptemployees based on tblemployees that shows the EmployeeID, LastName, FirstName, Salary and Location fields. Do not apply any grouping or sorting. Accept all default settings. 3. Edit the report header text to Employees In the report footer, create a control that will calculate the sum of all salaries. Set the text Salary Total as the caption for this control. Format the field such that the numbers will display the currency and no numbers after the decimal point. 5. In the report footer, create a control that will calculate the count of all salaries. Set the text Salary Count as the caption for this control. 6. In the report footer, create a control that will calculate the maximum salary. Set the text Top Salary as the caption for this control. Format the field such that the numbers will display the currency and no numbers after the decimal point. 7. In the report footer, create a control that will calculate the minimum salary. Set the text Lowest Salary as the caption for this control. Format the field such that the numbers will display the currency and no numbers after the decimal point. 8. Delete the fields LastName and FirstName and the associated captions. Create a control that will concatenate the text LastName and FirstName with a space in between. Set the text Full Name for the caption. Move the caption to the page header. 9. In the detail section create a calculated control. Enter an expression that multiplies the Salary by Set the text Increased Salary as the caption for this control. Format the field such that the numbers will display the currency and no numbers after the decimal point. 10. Delete the control and caption created in step In the detail section create a control that will copy the value in the Salary field. Set an over group running sum over this control. Set the text Running Sum as the caption for this control. Format the field such that the numbers will display the currency and no numbers after the decimal point. 12. Group the records in the report by Location. 13. Sort the records in the report by LastName. 14. Apply the appropriate setting such that the records for each location start on a new page. 15. Save and close seven.accdb. 65

70 ECDL Advanced Syllabus 2 Courseware ENHANCING PRODUCTIVITY Linking External Data to a Database There may be times when you need to export data out of your MS Access database into another format. Like importing, you can export to a variety of file formats, including MS Excel, other databases, text files, or another MS Access database. To export data to MS Excel: 1. Select the object to export e.g. tblnewemployees in the database window. 2. Click the External Data tab. 3. In the Export group, click Excel. The Export - Excel Spreadsheet dialog box is displayed. 4. Click Browse button. The File Save dialog box is displayed. 5. Browse to the location (disk/folder) where the file will be saved. 6. Type a name in the File name: field. 7. Click Save button. 8. In the Export Excel Spreadsheet dialog box choose the appropriate File format: 9. Tick the checkbox Export data with formatting and layout. 10. Click OK button. 66

71 AM5 Advanced Database To export data to a text file: 1. Select the object to export e.g. tblnewemployees in the database window. 2. Click the External Data tab. 3. In the Export group, click Text File. The Export Text File dialog box is displayed. 4. Click Browse button. The File Save dialog box is displayed. 5. Browse to the location (disk/folder) where the file will be saved. 6. Type a name in the File name: field. 7. Click Save button. 8. In the Export Text File dialog box tick the checkbox Export data with formatting and layout. 9. Click OK button. Importing Data in a Database Sometimes you may wish to import data from another database, spreadsheet or text file. MS Access uses information from the source file to create an Access table and convert the data into an Access format. You can import tables, queries, and other objects from other Access databases. You can also import data that was created in other applications. The different file formats that you can import include: text files, Excel and XML. The import process will vary depending on the type of file you choose to import. For many types of files, like spreadsheet and text files, Access provides a wizard to assist you with the import process. 67

72 ECDL Advanced Syllabus 2 Courseware To import a text file: 1. Open the database file that will contain the imported text file. 2. Click the External Data tab. 3. In the Import & Link group, click Excel. The Get External Data Excel Spreadsheet dialog box is displayed. 4. Click Browse button. The File Open dialog box is displayed. 5. Browse to the location (disk/folder) where the spreadsheet file is located. 6. Click the name of the spreadsheet file to import. 7. Click Open button. 8. In the Get External Data Excel Spreadsheet dialog box tick on of the options: Import the source data into a new table in the current database. Append a copy of the records to the table: Select the table where the imported data will be added. Link to the data source by creating a linked table. 9. Click OK button. Import The Import Spreadsheet Wizard is displayed. 68

73 AM5 Advanced Database 10. Choose the worksheet that contains the data to be imported. Click Next button. 69

74 ECDL Advanced Syllabus 2 Courseware 11. If the data to be imported contains headings, tick the option First Row Contains Column Headings. Click Next button. 12. Specify the information about each of the fields you are importing. Select fields in the dialog box. You can the modify field information in the Field Options area. Click Next button. 70

75 AM5 Advanced Database 13. Set a primary key field. Click Next button. 14. In the Import to Table: field type the name of the table e.g. tblbirds. Click Finish button. 15. You may wish to save the import options. Click Close button. Creating a Simple Macro If you perform a task repeatedly in MS Access, you can automate the task using a macro. A macro is a series of MS Access instructions that you group together as a single command to accomplish a task automatically. Instead of manually performing a series of time-consuming, repetitive actions in MS Access, you can create and run a single macro a custom command that accomplishes the task for you. Each instruction within a macro is called an action. An action performs specific steps to complete a task; e.g. close a form automatically or open a specified table at a specified record. To record macro: 1. Click the Create tab. 2. Click Macro. The Macro Builder is displayed. 3. In the Macro Builder, click the first empty cell in the Action column. 4. In the Add New Action field, type the action that you want to use, or click the arrow to display the list of available actions, and then select the action that you want to use e.g. OpenForm. 71

76 ECDL Advanced Syllabus 2 Courseware 5. Click outside the field. This will display other fields. 6. Specify arguments for the action, if any are required e.g. frmbooks in the Form Name. 7. To add more actions repeat steps 4-6. The action MaximizeWindow has been added here. 8. Click Save button. The Save As dialog box is displayed. 9. Type a name in the Macro Name: 72

77 AM5 Advanced Database 10. Click OK button. To run a macro: 1. Click the Navigation pane. 2. Click Macros. 3. Double-click the name of the macro to run. Assigning a Macro Once you have created the macro that will carry out the action you want, you must decide when you want it to happen. For example, you may wish to attach a macro to a command button in a form. To attach a macro to a command button in a form: 1. Open the form in Design view. 2. Click the command button to attach a macro to. 3. In the Design tab, click Property Sheet in the Tools group. The Property Sheet task pane is displayed. 4. Click the Event tab card. 5. Click the appropriate option e.g. On Click. 6. Choose the macro to attach e.g. open-max. 7. Switch to Form view and click the command button to test that the macro works fine. 73