PRACTICAL EXERCISE 1.1.6c

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1 PRACTICAL EXERCISE 1.1.6c PLAN, SELECT & USE APPROPRIATE IT SYSTEMS & SOFTWARE 1. Explain the purpose for using IT. EXPLAIN THE PURPOSE FOR USING IT a) Explain the type of document that is to be produced in this exercise by reading through the whole of the task. Explain the type of document that is to be produced. b) Explain the following: Who would the information be for? What would the information be for? When would it be needed? What information needs to be included? Where will the information be used? 2. Analyse the methods, skills and resources required to complete the task successfully. Analyse the methods required to complete the task successfully. Analyse the skills required to complete the task successfully. Analyse the resources required to complete the task successfully. 15

2 3. Plan how to carry out the task using IT to achieve the required purpose and outcome. Produce a sketch showing how the document will be laid out. What information sources are needed? How they will be found and evaluated? What application software will be used? What skills and resources are needed to complete the task successfully and what are the priorities? What requirements are there for content, structure and layout? 4. Describe any factors that may affect the task. Benefits of using IT Methods Benefits of Manual Methods 5. Can you suggest any improvements that could be made? 16

3 PRACTICAL EXERCISE 1.1.6c OBJECTIVES Creating Relationships between tables. The Furniture Company database has a number of tables and queries within it but improvements can and need to be made. You have been asked to analyse the current Company database and create a form whereby customer details can be displayed using a drop-down list (Combo) box and a button can be clicked to print out details of the currently displayed record (using a macro). In addition a log of all customers details that are accessed should be recorded. INSTRUCTIONS 1. Start the Access program. 2. Open the TFCOMPANY database. OPENING THE COMPANY DATABASE Select File and then Open Select My Documents in the Look in box Click in the File name box, type TFCompany and then click to Open the database Click to Enable Content if displayed below the ribbon 3. Create a new table to be used to log details of customer records opened. CREATING A NEW TABLE Select the Create tab on the ribbon Select the Table Design button HELP BROWSER To access Help in these exercises click Internet Explorer on the taskbar to start the browser application and then enter the web address crosoft.com/en -gb/accesshelp given. Type Field Name, Data Type, Field Size and Indexed details shown On completion of the table design click the File and select Save, type the Table Name CUSTOMERS QUERIED (1999/00) and then click OK to save it, select No Primary Key Close the Table Design Window 4. In your browser enter select the Access 2010 tab; select Relationships and joins; select Create, edit or delete a relationship and Guide to table relationships. Read the Help window carefully. Close the Browser Help window. 17

4 5. Create a one-to-many relationship between the CUSTOMER and the CUSTOMERS QUERIED (1999/00) tables. CREATING A ONE-TO-MANY RELATIONSHIP Click Relationships on the Database Tools tab Click to open the Show Table window (if necessary) Highlight the CUSTOMER Table and then click Add, highlight the CUSTOMERS QUERIED (1999/00) Table and again click Add, click to Close the Show Table Window Highlight Customer code in the CUSTOMER window, drag-and-drop Customer code from the CUSTOMER window onto Customer code in the CUSTOMERS QUERIED (1999/00) window Tick the Enforced Referential Integrity box, tick the Cascade Delete Related Records box, click to Create the relationship Save Close the changes made the Relationships Window VIEW It is vital that you set the Navigation Pane to show the objects in the current database to help you understand what you are using and what new objects are created. Hence, it is advisable that every time you start Access you tick Object Type and All Access Objects in the Navigation Pane. 6. Link the CUSTOMER and CUSTOMERS QUERIED (1999/00) tables using a query involving both tables (possible because of the Relationship created above). CREATING A MULTI-TABLE QUERY Select the Create tab on the ribbon Select Query Design, highlight CUSTOMER and then click Add, highlight CUSTOMERS QUERIED (1999/00) and again click Add, click to Close the Show Table Window N.B. Observe the relationship link. Select Customer code in the CUSTOMERS QUERIED (1999/00) window (this has only ONE field in the list), drag-and-drop Customer code into the 1st Field column in the QBE grid as shown over the page Select Name in the CUSTOMER window, drag-and-drop Name into the 2nd Field column in the QBE grid 18

5 Select Address 1 in the CUSTOMER window, drag-and-drop Address 1 into the 3rd Field column in the QBE grid Drag-and-drop the fields Address 2, Address 3, Post, Telephone, Title, Initials and Contact from the CUSTOMER window into successive columns in the QBE grid SAVE THE QUERY Select Save, type CUSTOMER RECORDS QUERIED (1999/00) and then click OK Close the Query Window 7. In your browser enter select the Access 2010 tab; select Forms; select Video: Find a record on a form by selecting a value from a list. Read the Help window carefully. Close the Browser Help window. 8. Create a form based on the CUSTOMER RECORDS QUERIED (1999/00) query with a Combo (drop-down list) Box so that records are opened automatically. USE CONTROL WIZARDS This feature is normally turned ON by default. However, to ensure that it is on you will need to locate it on the Controls group which can be found on the Design tab. On the right of the Controls group click on the More button to view more controls. CREATING A FORM WITH A COMBO BOX ATTACHED Highlight the CUSTOMER RECORDS QUERIED (1999/00) Query in the Navigation Pane take care to select the query Select the Create Select the Form Wizard button, click tab the button to select Fields Name down to Contact N.B. Do NOT select the Customer code field. Now click Next, select the Columnar layout, then Next Select the Concourse style, then Next Type CUSTOMER RECORDS QUERIED (1999/00) as the title, then click Finish to create the basic form Select the Design View right corner of your screen Click the Use Control Wizards button on the view toolbar in the lower button ON (Controls) Select the Format tab, then click to Select All this should highlight all the controls at once Move the whole table down slightly to make space for the 19

6 TABBED DOCUMENTS We recommend you set you database option to tabbed documents to keep the workspace uncluttered. Click the File and select Access Options, select Current Database and under Application Options choose Document Window Options Tabbed Documents. If you don t select tabbed windows you will need to move windows out of the way as described below. Customer code control by dragging the object highlighted Click to open the Add Existing Fields window If the screen shot is not as that below with ALL the tables listed click to Show all tables at the bottom of the window Click the Combo Box button, click on Customer code in the Field List box below CUSTOMER, click to place the Customer code control at the top of the form as shown below Select the I want the combo box to look up the values in a table or query and then click Next Select to View Tables, highlight the Table: CUSTOMER and then click Next Highlight Customer code as the Available Field, click to create a single column in the combo box, click Next, Next and Next Select to Store that value in this field the field Customer code, again click Next Type Customer code: as the combo box label and then Finish Click to close the Add Existing Fields window 9. Re-size and re-position the Combo Box control added to the form and also add more fields. FORMATTING CONTROLS ON A FORM Click on the Customer code control LABEL and then drag the centre right handle with the pointer to widen the field by 1 or 2 cm to make it readable Do the same for the Customer code Text Box MOVING WINDOWS When opening the Field List, Property Sheet, or Palette Windows it may be necessary to move them out of the way from time to time. You can do this by dragging the window header bar - the blue bar at the top of the window. 20

7 10. Save the changes to the form. SAVING CHANGES TO THE FORM Click to Save the changes made to the form USING THE COMBO BOX The combo (drop-down list) box can only be used when in Form View. Clicking on it in Design View will simply highlight the control. 11. Look up customer records from a drop-down list using the query linked relationship created above. USING THE COMBO BOX Select the Form View button on the view toolbar in the lower right corner of your screen to view the changes you have made Click on the Customer code drop-down list button and highlight customer ASTRAL N.B. The rest of the customer s details should appear automatically. Click to go to the Next Record - form control at the bottom Click on the Customer code drop-down list button and highlight customer ATOMICA Click to go to the Next Record Repeat the above for customers BANKS, BLADEN and then BLAKEVIL Select Save to save the last record Close the CUSTOMER RECORDS QUERIED (1999/00) Form 12. Look at what has happened to the table and query created in this exercise. THE CUSTOMERS QUERIED (1999/00) TABLE Double-click the CUSTOMERS QUERIED (1999/00) Table to open it N.B. The table should list the 5 records you opened above - the list is a log of the customer codes you have opened to date. Close the Table Window THE CUSTOMER RECORDS QUERIED (1999/00) QUERY Double-click the CUSTOMER RECORDS QUERIED (1999/00) Query to open it N.B. The query should list the 5 records you opened above. The list includes the addresses and post code of the customers from the linked CUSTOMER table. These details were displayed on the form automatically. Close the Query Window. 13. Close all open windows and the TFCompany database. 21