INTRODUCTION TO COMPUTER CONCEPTS CSIT 100

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1 INTRODUCTION TO COMPUTER CONCEPTS CSIT 100 Lab:CREATING A DATABASE 0. Create a folder called Access in your CSIT100xx folder in the flash drive. All the ACCESS files that you created in the labs should be saved in this folder. Then run Microsoft Office ACCESS, the database manager. Then: 1. Click on the Blank Database icon, on the Blank New Database section, on the central pane. 2. Type in a name for your database, "RENTACAR.ACCDB", and browse for the drive you want to save it into (your flash drive, normally F: or E:). Click on Create. 3. When the menu appears click on the Create menu, and select the Table Design option, on the Tables section, Table Views. 4. Save the table with the name CAR. 5. Fill in the field names, data type and corresponding field according to the following information: Field Name Car ID Make/Model License Size Rental Rate Data Type Currency to enter the next two data Format Field Size 3 > 30 > 10 > 1 See next figure to find out where the Field Properties are located.

2 Note that when you select the Data Type for each of the Fields, after you have entered the name of the field, the Field Properties, at the bottom of the program, will change, so you can enter the indicated Format and Field Size. They are not in the same row as Field Name or Data Type, but Field Size and Format will be in the Property row for that particular field. 6. Place the cursor on the Car ID field. Be sure that a key icon appears. Otherwise select from the Design Menu, the option Primary Key". Be sure that in the Field Properties table, the indexed box shows Yes (No Duplicates). (Think about what you just have done). 7. Close the table. (Or you could just click on the x button on the upper right of the table design, say YES for the savings) 8. Do the same with the RENTAL table (Use this as its name). (Don t close the database when you create this new table) In this case, the design should be as follows Field Name Data Type Go to enter the next two Format Field Size information Rental ID Autonumber Long Integer Car ID 3 Customer > 35

3 Date Rented Date/Time Medium Date Days Rented Number Integer As before, the Field Size and Format will appear after you enter the data type, on a Property row, at the bottom of the screen shown by the program. In this table, the Rental ID is the primary key. You must set it up. When done, close this table (by clicking on the x button on the upper right) and Save As "Rentals" (Or you could right click on the Table tab, and select Save on the menu, to arrive to the "Save As" dialog box). By the way, right clicking on the table name you could also access the Design View,among other things. Now we must relate the two tables. The tables are closed, but the database is open. Open the Database Tools menu. Select "Relationships". The Show Table Dialog box appears. Select the CAR table, and click on the Add button. Repeat the process with the RENTAL table. Close the Show Table Dialog box. To establish the relationship, drag the Car ID field from the Car table structure onto the field, with the same name, on the Rental table structure that appear on the screen. Release the mouse and the relationship is going to be established (If there is a problem creating the relationship - not because a table is open- you didn't drag the field name of one table onto the same name on the second table). Select the "Enforce Referential Integrity", and also the "Cascade Delete Related Records" and "Cascade Update Related Records". Click now on the "Create" button. You will see the relationship established on the screen. Close the "Relationships" by clicking on the x, or by right clicking on the Relationships tab and selecting the Save option, and then right clicking again, and select Close. 10. Enter records into the tables of the database. Click on the Car table. Press {Tab} to move between fields, or use the mouse. Do the same with the Rental table, but be sure to bypass the Rental ID field, because it is an autonumber, and the value will be placed automatically, without your intervention. Example: CAR TABLE Car ID Make/Model License Size Rental Rate 100 TOYOTA/CAMRY NIPPON 01 M $ LINCOLN/CONTINENTAL SPY 007 L $ GM/SATURN HOW CUTE C $28.00

4 103 VW/RABBIT I RAN FAST M $42.00 When done, click on x button on the right of the pane. RENTAL TABLE Rental ID Car ID Customer Date Rented Days Rented ALARCOS 24-Sep SCHWARZ 28-Sep SCHILLER 01-Oct HEIDI 15-Oct CANTOR 05-Oct-96 6 Remark: If you want the Rental ID to start with (instead of 1) go to the design View and enter \10000 in the Format section of the Field Properties part, for the Rental ID field. 11. Choose Print Preview on the Print menu of the MS Office button. Do not print the tables. 12. If you wanted to print the table, for instance the Cars table, select Report on the Create Menu,Reports section. The Report Layout Tools menu will appear. Then select AutoReport, to create an easy report. Right click on the Report, and select Print to see how it would come out. The Print menu has an option for printing the report. 13. Close the database. It will save all your design and data. 14. Upload your database to Canvas. REMARK: If you make a mistake creating the relationship, and you need to remove it, look below. To delete a relationship 1 Close any tables you have open. You can't delete relationships between open tables.

5 2 Now select Relationships on the Relationships section of the Datasheet menu. The relationships will appear. 3 You may also access the relationships using the Database Tools menu, Show/Hide section and click Relationships. 4 If the tables whose relationship you want to delete aren't displayed, click Show Table on the Relationships section and double-click each table you want to add. Then click Close. 5 Right lick the relationship line for the relationship you want to delete (the line will turn thinner when it's selected), and then choose the DELETE option.