Database Design Lab: MS Access Queries

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1 Database Design Lab: MS Access Queries 1. Download lab6.accdb and rename it to lab7.accdb. 2. Create a simple query named qryauthor that has a Name attribute (i.e. Firstname Lastname ). a) Open lab6.accdb. b) Click the Query Design icon in the Create tab of the Ribbon. c) Select Author table in the Show Table window, click the Add button and then Close button. d) Drag Author_ID, Lastname, Firstname from the Author table in the Object Relationship Pane to Design Grid. e) Click the empty Field (next to Firstname Field) in the Design Grid, click the Builder icon in the Design tab of the Ribbon, then type the following in the Expression Builder window and click OK. Name: [Firstname] & & [Lastname]

2 f) View the query in the Datasheet view for validation and save the query as qryauthor. 3. Create a multi-table query named qrybook. a) Click the Query Design icon in the Create tab of the Ribbon. b) Add Book and Publisher tables to the Diagram Pane. Select Book and Publisher tables in the Show Table window and click the Add button. c) Add qryauthor query to the Diagram Pane. Click the Queries tab in the Show Table window, select qryauthor query, click Add and then Close button. d) Drag Author_ID from qryauthor to Author_ID in Book table in the Diagram Pane. e) Double-click the line connecting qryauthor and Book, and click the OK button in the Join Properties window f) Drag Name from qryauthor, Title from Book, and PubName from Publisher to the Design Grid. g) In the Criteria row of the Design Grid, type in the following criteria. h) Save the query as qrybook. 4. Create a form named frmqrybook that is bound to the qrybook query. a) After selecting the qrybook query in the Navigation Pane, click the Multiple Items icon in the Create tab of the Ribbon.

3 b) Click the OK button in the Enter Parameter Value pop-up windows to create the form. c) Modify the form as shown below. i. Change the form label in the Header section to Book Search Results. ii. Add a form close button to the Header section. iii. Change the control labels to Book Title, Author, and Publisher. iv. Adjust the control heights in the Details section (make it narrower). d) Save the form as frmqrybook and close the form. 5. Create an unbound form named frmbooksearch that will search for books by author name, book title, and publisher name. a) Click the Form Design icon in the Create tab of the Ribbon. b) Add a Book Search label to the form. i. Click the Label icon in the Design tab of the Ribbon and draw a box at the top of the form. ii. Type in Book Search and set the font (e.g, 18 center alignment, bold face). c) Add three unbound Text Box controls named title, author, and publisher to be used as the search criteria. -- Make sure that the Name properties in the Other tab of the Properties window are set correctly (i.e., title, author, and publisher ).

4 d) Add a Command button named btnfind that will execute the search. e) Add a Command button named btnclear that will clear input fields. i. Copy the btnfind command button and set its caption to Clear (Format tab of Property Sheet) ii. Modify the button s On Click event property 1. Delete the existing macro. 2. Click Show All Actions icon in the Design tab. 3. Type SetValue with Item = [title] & Expression = Null 4. Type SetValue with Item = [author] & Expression = Null 5. Type SetValue with Item = [publisher] & Expression = Null 6. Save & Close (the macro design window).

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6 f) Add a form close button. g) Remove the Record Selector and Navigation Buttons and save the form as frmbooksearch. 6. Modify the qrybook query so that it will work with frmbooksearch. a) Open the qrybook query in Design View. b) After clicking the Criteria box of the Name field in the Design Grid, click the Builder icon in the Design tab of the Ribbon to open the Expression Builder. c) Replace [Author] with the author control of the frmbooksearch form in the Expression Builder. i. Delete [Author] (from Like "*" & [Author] & "*") in the top window of the Expression Builder. ii. Make sure the cursor is where [Author] used to be (i.e., between Like "*" & and & "*"). iii. Double-click lab6.accdb in the bottom half of the Expression Builder to expand it. iv. Expand the Forms folder, then All Forms folder & click frmbooksearch icon. v. Double-click author in the bottom middle window to place it in the top window. The top window should show Like "*" & Forms![frmBookSearch]![author] & "*" vi. Click the OK button to close the Expression Builder.

7 d) Make similar modifications to the Criteria of the Title and PubName fields in the Design Grid. Replace [Book Title] with the title control of the frmbooksearch form. Replace [Publisher] with the publisher control of the frmbooksearch form. e) Save and close the query. 7. Test by searching for books using the frmbooksearch form. 8. Add Search Books button to the navigation menu. a) Open frmnavigation in Design View. b) Click one of the buttons in the Data Entry tab and copy it. c) Click the Search tab and paste the copied button. d) Change its caption to Search Books. e) Change its On Click event property to open frmbooksearch & close.

8 9. Set Access Options so that the database will open with Main Switchboard. a) Click Options under File menu and select Current Database. b) Set Display Form to frmnavigation. c) Check the Compact on Close checkbox and uncheck the Display Navigation Pane. d) Close and reopen the database. -- To disable the options, hold down the Shift key and open the database. Optional Exercises 10. Add a publication year search criteria to Book Search. a) Edit frmbooksearch as follows. i. Add publication year search textboxes 1. Name the from-year box as begyear, to-year box as endyear 2. For begyear, set Input Mask property (Data tab of Property Sheet) to 9999, set Validation Rule to Between 1 And Year(Date()), and set Validation Text to Invalid Start Year. 3. For endyear, set Input Mask property (Data tab of Property Sheet) to 9999, set Validation Rule to Between nz([begyear]) And Year(Date()), and set Validation Text to Invalid End Year. ii. Update the Clear button On Click event property to add begyear and endyear. Action Item Expression SetValue [begyear] Null SetValue [endyear] Null b) Modify the qrybook query to use the publication year parameters. i. In Design View, create a PubYear field derived from [PubDate] field of Book table. -- PubYear: Year([PubDate]) ii. Add the following criteria for PubYear. -- Between nz([forms]![frmbooksearch]![begyear]) And IIf(IsNull([Forms]![frmBookSearch]![endyear]),Year(Date()),[Forms]![frmBookSear ch]![endyear]) iii. Save and Close the query.

9 11. Modify the search result form (frmqrybook). a) Add the PubYear field b) Add a command button to open the frmbook form. i. Add Book_ID to the qrybook query.

10 ii. Add Book_ID to frmqrybook and set its Visible property to No. iii. iv. Add a Command Button to the form header & select Form Operations category and Open Form action. Select frmbook and click Next. v. Select Open the form and find specific data to display and click Next. vi. vii. Select Book_ID in both forms, click the double-arrow button in the middle, and click Next. Select Text: Book Info and click Finish.

11 12. Modify the Author form (frmauthor) to add Add Book button. a) Open frmauthor in Design View and drag the Book table from Navigation Pane to the form. b) In the SubForm Wizard window, select Choose from a list (Show Book for each record in Author using Author_ID) & click Next. c) Name the subform (e.g., Book Subform) and click Finish. d) Adjust the size & layout of the subform and change its label to Book List. - Hint: change column widths in Layout View (e.g., hide Book_ID, Author_ID). e) Rename the subform control to booklist (Name property in Other tab of Property Sheet) f) Make a copy of frmbook named frmbook0. g) Add the Add Book button. i. Add a Command Button next to the subform label & select Form Operations category and Open Form action and click Next. ii. iii. iv. Select frmbook0 & click Next. Select Open the form and show all the records and click Next. Select Text: Add Book and click Next. v. Name the button as btnaddbook and click Finish.

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13 h) Modify the On Click event property of the btnaddbook button to show book information. i. In the OpenForm action in the On Click event macro, set the Data Mode to Add. ii. Click Show All Actions, add the SetValue action below & save and close the macro. Item Forms![frmBook0]![Author_ID] Expression [Author_ID]

14 i) Modify the form close button of frmbook0 to update the booklist subform of frmauthor. i. Open the embedded macro of On Click event property of btnclose of frmbook. ii. Add Requery action as shown below. -- Control Name = [booklist] Sample Lab Solution: Download lab7.accdb.

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