Apply Your Knowledge. 1. Improve Data Entry with Validation Rules, Lookup Fields, and Input Masks

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1 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:33 Page 512 Apply Your Knowledge Complete the following exercises in order, as directed by your instructor. Each exercise will build on the other, and as you work through these projects, you will develop a fully functioning Access database using all the material covered in this unit. Your database will include a switchboard, several queries, reports, Data Access Pages, and security features. Save all files to the correct drive and directory as outlined by your instructor. 1. Improve Data Entry with Validation Rules, Lookup Fields, and Input Masks a. Copy the Bees of Florida database, rename it xxx-bees of Florida, and open it. b. Open the Collection Data table in Design view and create a Lookup field for the Site ID column. It will be a list box based on the Collection Sites table using the Site ID and Site Name fields. c. Create a Lookup field for the Family field based on the Bee Family table. d. Create a validation rule for the Date of Collection field that specifies a date range between January 1, 2005 and up to and including June 30, Create a validation text message that states, Date must be between January and June (See Figure 1.) e. Test the lookups and validation rule in Datasheet view; then save and close the table. f. Open the Collection Sites table in Design view and create an input mask for the Zip Code field. g. Switch to Datasheet view to view the change. Then save and close the table. Leave the database open for the next exercise. 512 Unit 3 Applications and Projects

2 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:33 Page 513 Figure 1 Validation rule 2. Set Up Database Relationships Create a relationship in Design view between the Bee Family and Genera tables with Bee Family as the primary table and Genera as the related table. Enforce referential integrity. 3. Query the Database a. Create a query in Design view based on the Bee Family, Collection Data, and Collection Sites tables. Add the Family field from the Bee Family table. Add everything BUT the Family field from the Collection Data field and add the Site Name from the Collection Sites table. b. Save the query as Bee Collection Data. c. Modify the Bee Collection Data query by creating a parameter on the Family Name field. This parameter will prompt the user: Enter the First letter of the Family name followed by *. Hint: You will be using Like in your parameter. d. Using all the fields from the Collection Data table, create a new query that will make a table from all the records collected 4/1/05. Run the query and then save the table as April 2005 Data. e. Create a new query based on the Collection Data and Collection Sites tables. Add all the fields from the Collection Data table and the Site Name and State fields from the Collection Sites table. Save the query as Collection and Site Data. Run the query to view the results. Applications and Projects Unit 3 513

BCIS2_U3_AP_PRJ.qxd 3/10/04 12:34 Page 514 f. Modify the Collection and Site Data query to find only those records from the Apidae Family or any specimens collected at Castillo Hammock.

3 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:34 Page 514 f. Modify the Collection and Site Data query to find only those records from the Apidae Family or any specimens collected at Castillo Hammock. Run the query to view the results. g. Save and close all open objects, but leave the database open for the next exercise. 4. Create Database Forms and Reports a. Create a new form in Design view based on the Collection Query for Form query and add all the fields. Place the fields near the top of the form and near its left edge. Save the form as Collection. b. Add the Genera form as a subform/subreport and accept the defaults for the Linking fields in the Wizard. Save the form and switch to Form view and move through a few records to view the results. Close the form (see Figure 2). c. Open the Collection Data report in Design view. d. Turn on the Report Header/Footer view. Add a label to the report and type Collection Data in the label. Make it Burgundy, 20 pt., and Bold. e. Create a Sorting and Grouping header for the Family field and move the Family control from the Details section to the new Group header you created. View the form in Print Preview mode to verify the results. Switch back to Design view. f. Save and close all open objects. Leave the database open for the next exercise. Figure 2 Subform 514 Unit 3 Applications and Projects

4 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:34 Page Create a Database Switchboard a. Create a Switchboard for the database. Accept the default switchboard name. b. From the Switchboard Manager, click Edit and then New to add items to the switchboard. Add the items shown in Table 1. Applications and Projects Table 1 Text Command Form Collection Data Form Genera Form Collection Data Report Open Form in Add Mode Open Form in Add Mode Open Report Collection Genera Collection Data c. Set the Switchboard to load automatically when the database opens. (Hint: Use the Startup command on the Tools menu.) d. Exit the database and open it again to verify that the startup application is working and that each of the switchboards works correctly. 6. Create Data Access Pages and Charts a. Create a data access page in Design view based on the Data for Data Access Page query. Insert the title Collection Data. Add all the fields to the page and save it as Collection Data.htm. Preview the page in Page view. Close the page. b. Create a new data access page in Design view based on the Collection Data table and add a PivotTable that s approximately 4 long by 5 wide. Add Site ID as the Column header field, Date of Collection as the Row header field and Number of Specimens as the detail. Insert the title Site Collection. Save the page as Collection Table.htm and preview it in Page view. Close the page. c. From the Query object create a PivotChart based on the Collection and Site Data query. Add the Specimens field as the Data field. Add Site Name as the Series field and State as the Category field. Make the legend visible. Save the chart as a data access page named Collection Chart.htm. d. Close the chart and the query. Applications and Projects Unit 3 515

5 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:34 Page Import and Export XML Data a. Import both the structure and data from the Collection Data September 2005.xml file as a new table. b. Export the April 2005 data table as an XML file called April 2005 Data. Export both the schema and the data. 8. Secure a Database a. Close the xxx-bees of Florida database and reopen it in Exclusive mode. Add the database password bumble. b. Encode the database. Save the encrypted version with the same name as the original. c. Compact and Repair the database, overwriting the original with the same name. 9. Create a Visual Basic Application a. If necessary, open the xxx-bees of Florida database. b. Open the Collection form in Design view and open the Properties box for the form. c. Insert the following line of code using Code Builder in the On Open event for the form: MsgBox Move Through the Records to View Photos d. Debug the code and close the Visual Basic window. Close the Properties box and view the form in Form view to verify that the code works. 10. Split and Replicate a Database a. Make a copy of the xxx-bees of Florida database, and name the copy x-bees of Florida_2. Make another copy and name it xxx- Bees of Florida_3. b. Open the xxx-bees of Florida_2 database and close the switchboard. c. Use the Database Splitter to split the database. Accept the default file name for the Back End database. d. Close the database and open the xxx-bees of Florida_3 database in Exclusive mode and close the switchboard. e. From the Tools menu select Security, and then Unset Database Password. Enter the password bumble and click OK to remove it. f. Close the database. 516 Unit 3 Applications and Projects

6 BCIS2_U3_AP_PRJ.qxd 3/10/04 12:34 Page 517 Applications and Projects Cross-Curriculum Project Pretend that you are taking a college-level research writing class and that your English teacher has asked you to create a database that logs all of the in-text citations, footnotes, and quotes you will use in all of your research papers for the academic semester. You will need to keep track of the paper the citation was used in, the page on which the reference appears, and all of the publication data of the periodical or journal. Develop a database that has three tables for the following information: Research papers you have written Periodicals/journals A junction table that notes the periodical from the periodical/journal and the paper from the Research Papers table. Remember your foreign and primary keys. Enter five records in the Periodical/Journals table and five records in the Research Papers table. Create Lookup fields in the junction table for the Research Papers and Periodicals/Journals fields. Create a query based on all three tables. Create a form based on the query you created. Create a report based on the query you created. Applications and Projects Unit 3 517

Table of Contents COURSE OVERVIEW... 5

Table of Contents COURSE OVERVIEW... 5 DISCUSSION... 5 THE NEW DATABASE FORMAT... 5 COURSE TOPICS... 6 CONVENTIONS USED IN THIS MANUAL... 7 Tip Open a File... 7 LESSON 1: THE NEW INTERFACE... 8 LESSON