Computer Skills MS Access Work Sheet # 1

Transcription

1 Computer Skills MS Access Work Sheet # 1 Topics Covered: Database Concepts (Databases, Microsoft Access, Databases Uses, Relational Database, Tables, Records and Fields, The Difference between Data and Information), Creating a Database (Starting Access, Creating a New Database, The New Interface Elements, Saving a Database, Closing a Database, Opening a Database), Create and Modify Tables (Creating a New Table, Showing or Hiding Objects Tabs, Adding and Renaming Fields, Saving a Table, The Views, Data Type, Adding Fields Design View, Using the Attachment Data Type, Adjusting Column Width, Moving a Column, Moving between Records within a Table) Working Steps: 1. Discuss the following concepts: a. Databases b. Microsoft Access c. Databases Uses d. Relational Database e. Tables f. Records and Fields g. The Difference between Data and Information 2. Start Microsoft Access Create a new database, name it Company 4. Check the Interface Elements: a. Title Bar b. Quick Access Toolbar c. Office Button d. Ribbon e. Tabs f. Navigation Pane 5. Save the Database 6. Close the Database 7. Re-Open Company Database 8. Create a new table in the database, call it Employees 9. Create fields in the table (Using the Datasheet View)

2 [No., First Name, Last Name, Date of Birth, Salary, No. of Dependants and Is married.] 10. Save the Employees Table 11. Change the view into Design View 12. Create a new table Departments (Using the Design View) 13. Create fields in the table: [Code, Location] 14. Save the Departments Table 15. Open Employees table 16. Change the view into Design View 17. Add a new field in Employees table, call it Address. Create it after Date of Birth field. 18. Change the Data Types of the table fields, use the following Data Types: a. Text b. Memo c. Number d. Data/Time e. Currency f. AutoNumber g. Yes/No 19. Delete the new field Address from table Employees 20. Add a new field Photo to the table Employee, and specify data type Attachment to it. 21. Enter data into table Employees in the datasheet view, save and close. 22. Change the widths of columns in Employees table (In datasheet view) 23. Change the order of columns in Employees table. 24. Add new records into table Employees 25. Use the Navigation Bar to move between Records in the table 26. Change the Objects display into Overlapping Windows.

3 Computer Skills MS Access Work Sheet # 2 Topics Covered: Field Properties (Text Fields Properties, Number Fields Properties, Date/Time Fields Properties, Currency Field Properties, Validation Rules), Table and Records Processing (Opening a Table, Closing an Object, Renaming an Object, Editing Data within a Record, Deleting Data within a Record, Using the Undo Command, Deleting Records, Deleting a Table, Save as an Object) Working Steps: 27. Create a new database, name it University 28. Create a new table with the following fields: a. St No number b. St Name text c. Gender text d. Dept Text 29. Name the new table, Students 30. Select field St Name, check the field size. (Note: Text fields has a default of 255 characters) 31. Change the format of St Name to accept only names with capital letters, and check the changes on data. 32. Change the format of St Name to accept only names with small letters, and check the changes on data. 33. Add a new field to table Students, name it Payment 34. Make the field type number 35. Check the field size property for the sizes available. 36. Change the format of the Payment field 37. Specify No. of decimal places, in Decimal Places 38. You can repeat the previous steps (8-11) using Currency Data Type 39. Add a new field Date of Birth to the table, and make the field type Date/Time

4 40. Go to Regional Settings in Control Panel and check the defined format 41. Back to the table, change the format of this field. 42. Select field Dept 43. Go to field properties, in Validation Rule add ( MIS or CIS or CS ) 44. In the Validation Text add You have entered a wrong department 45. Enter data adding the dept IT, and check the effect 46. Return back to Field Payment and add a Validation Rule, >=0, Add data and check the effect 47. Select field Dept and change the Required property to Yes 48. Enter new data, and don t add data in the Dept field, and check the effect 49. Close the Students table, and Re-open it from the Navigation Pane 50. Re-name the table to IT Students (Hint: You should close the table first) 51. Enter a new record in table IT Students 52. Edit the data entered in the last record 53. Delete data from any field in the table 54. Delete data from Dept field, and check the effect 55. Use Undo Command 56. Delete a record from table IT Students 57. Save as the table IT Students into a new copy named IT Students Delete the whole table IT Students

5 Computer Skills MS Access Work Sheet # 3 Topics Covered: Primary Key, Relationships (Creating Relationships between Tables, Referential Integrity, Deleting Relationships) Working Steps: 1. Create a new database, or use the one already exist Company 2. Create a table Departments 3. Add the following fields to the table: a. Dept No Autonumber b. Dept Name Text 4. Change the ID field that was automatically created to Dept No 5. Note that Dept No field is automatically specified as a Primary Key 6. Add data into table Departments. 7. Create another table, call it Employees 8. Add the following fields to the table: a. Emp No Autonumber b. Emp Name Text c. Address Memo d. Phone No Text e. Dept No number 9. Delete ID Field 10. Specify field Emp No as a primary key 11. Create a one-to-many relationship between tables Departments and Employees (Check Enforce Referential Entegrity ) 12. Add data into table Employees, and assign each employee to a certain department 13. Open the Departments table in datasheet view

6 14. View the related employees for each department 15. Try to delete one of the departments that have employees assigned to it. 16. Return to the Relationships tab, and Edit the Relationship, and check Cascade Delete Related Records 17. Now Re-try deleting a department that has related employees 18. Back to Edit the Relationship dialog, check Cascade Update Related Records 19. Change the Data Type of Dept No in table Departments into number 20. From Data sheet view, change the Dept No of any Department that has related employees 21. Create another table, call it Projects 22. Add the following fields to the table: a. Project Code Number b. Project Description Text c. Project Location Text 23. Create a relationship between Employees and Projects tables, so that each project should be assigned to several employees. a. Specify the primary and the related table b. Apply any needed modifications to tables. c. Add data in both tables to represent the relationship 24. Delete the relationship between Employees and Projects table.

7 Computer Skills MS Access Work Sheet # 4 Topics Covered: Queries (Creating a Query Using Wizard, Creating a Query Without Using Query Wizard, Saving a Query, Adding Criteria to a Query, Querying Text Values, Querying Number Values, Querying Dates, Querying Yes/No Data, Multi-Criteria Query, Performing Calculations, Hide a Field in a Query) Working Steps: 59. Create a new database, name it University 60. Create a new table with the following fields: a. St No number b. St Name text c. Gender text d. Dept Text e. Mark1 number f. Mark2 number 61. Set St No as the primary key. 62. Save the table as Students 63. Enter the following data in the created table: Students St No St Name Gender Dept Mark1 Mark2 1 Salma F MIS Ahmad M MIS Mohammad M CIS Jana F CIS Create a query containing St No, St Name and Mark1 (Use the wizard). Name the query S1 65. Create a query containing St. No, St Name and Mark2 (Don t use the wizard). Name the query S2 66. Check Query Design Window and its parts.

8 67. Save the query 68. View the two queries in Design View and Datasheet View. 69. Open query S1 in Design View 70. Add a new field Gender to the query 71. Uncheck Show for field St No, and check the resulted query 72. Sort the data in the query, according to the St Name, Ascending. 73. Open Students table, and add new data: Students St No St Name Gender Dept Mark1 Mark2 5 Ahmad M CIS Ahmad M CS Create a new query to show only the students of name Ahmad (hint: use criteria) 75. Create a new query to show the students with marks over 80, in mark Create a new query to show the students with name Ahmad and mark1 over Create a new query to show the students with names Yasmin or Jana 78. Create a new query to show the female students 79. Create new query to show Male students with mark2 < Go to table Students and add a new field Date of Birth, with type Date/Time and format Medium Date 81. Add the following dates for the existent students: Students Date of Birth 26-Dec Jun Dec Jul Oct Oct-83

9 82. Create a query to show students with date of birth after (hint: dates are enclosed in ##) 83. Create a query to show students with date of birth within year Enter the following data into the same table Students St No St Name Gender Dept Mark1 Mark2 Date of Birth 1 Salma F MIS Dec-84 2 Ahmad M MIS Jun-85 3 Mohammad M CIS Dec-85 4 Jana F CIS Jul-88 5 Ahlam F CIS Mar-86 6 Ahmad M CS Oct-83 7 Ayman M CS Jan-86 8 Aya F MIS Jan Create a query to retrieve students with names start with A 86. Create a query to retrieve students with names end with a 87. Create a query to retrieve students with names contain ma 88. Create a query to retrieve students with departments start of any character and ends with IS. 89. Create a query to retrieve students with marks within 90-99, in mark Add the following data to table Students Students St No St Name Gender Dept Mark1 Mark2 Date of Birth 9 Ana F MIS Jan Ala F CIS Jun Create a query to retrieve students with names start with a, ends with a and the inner letters are either n or y. 92. Create a query to retrieve students with names start with a, ends with a and the inner letter is not n 93. Create a query that sums mark1 for all students and calculate the average of mark2 for all students. Click on Run(!) to see the results.

10 94. Change the two columns titles to SUM and AVG 95. Create a query that counts number of records in table Student and gets the Maximum Mark1, Mark2, and Minimum Mark1, Mark2.

11 Computer Skills MS Access Work Sheet # 5 Topics Covered: Queries (Creating a Query from Two Tables), Filtering and Sorting (Filter, Creating a Single Filter, Clearing a Single Filter, Applying Multiple Filters, Clearing Multiple Filters, Sorting Records in a Table) Working Steps: 25. Create a new database, or use the one already exist Company 26. Create a table Departments 27. Add the following fields to the table: a. Dept No Autonumber b. Dept Name Text 28. Change the ID field that was automatically created to Dept No 29. Note that Dept No field is automatically specified as a Primary Key 30. Add data into table Departments. 31. Create another table, call it Employees 32. Add the following fields to the table: a. Emp No Autonumber b. Emp Name Text c. Address Memo d. Phone No Text e. Dept No number 33. Delete ID Field 34. Specify field Emp No as a primary key 35. Create a one-to-many relationship between tables Departments and Employees 36. Add data into table Employees, and assign each employee to a certain department 37. Create a query that displays each employee along with the department name

12 38. Add a criteria in the previous query, to retrieve employees from a certain department 39. Delete the criteria, delete the relationship and run the query, note the result 40. Apply a single filter on employee name 41. Switch between filter view and normal view 42. Clear the single filter 43. Add new fields Start Date of data type Date/Time and Salary of type Number to table Employees 44. Create multiple filters on Emp Name, then Salary, then Start Date \ 45. Clear All Filters 46. Sort the Employee table by Emp name Ascending 47. Sort the Employee table by Salary Descending 48. Clear all sorts

13 Computer Skills MS Access Work Sheet # 6 Topics Covered: Forms (Creating Forms, Moving Between Records, Adding a New Record, Form Views, Modifying Records, Saving a Form, Deleting Records, AutoFormatting a Form, Closing Forms, Opening a Form, Deleting a Form) Working Steps: 96. Create a new database, name it University 97. Create a new table Student with the following fields: a. St No number b. St Name text c. Gender text d. Dept Text e. Mark1 number f. Mark2 number g. Date of Birth date/time 98. Set St No as the primary key. 99. Create a simple form of Students Table 100. Save the form and call it (StuForm1) 101. Check the Form views (Form View, Layout View and Design View) 102. Add new records into the form 103. Navigate between records in the form 104. Modify any record in the form 105. Delete any record in the form 106. Close form StuForm Re-Open form StuForm Create a Split Form of Table Students, call it StuForm Create a Multiple Items form of Table Students, call it StuForm3

14 110. Check the Blank Form Option 111. Go to any created form, and change its format, using AutoFormat 112. Create a form for Students table, using the Form Wizard. a. Make the form include all fields of the table. b. Choose columnar form type Create any query on Students table, name it QStudents Create a form for QStudents query a. Select fields from the query b. Choose tabular form type Create a form for Students table a. Select some fields from the table b. Choose Datasheet form type.

15 Computer Skills MS Access Work Sheet # 7 Topics Covered: Reports (Creating a Simple Report, Creating a Report Using Wizard, Views of a Report, AutoFormatting a Report) Working Steps: 116. Create a new database, name it University 117. Create a new table Students with the following fields: a. St No number b. St Name text c. Gender text d. Dept Text e. Mark1 number f. Mark2 number g. Date of Birth date/time 118. Set St No as the primary key Add data into Students table 120. Create a report on Students table, using Simple Report 121. Go to Layout View and adjust the widths of the fields 122. Check the other views, Print Preview, and Design View 123. Create a report on Students table, using Report wizard (Don t select all fields from the table) 124. Create a query on table Students, containing only: a. St No b. St Name c. Dept 125. Create a report on the query, using report wizard, and grouping by Dept Display the report in Print Preview, and in Design View Select any of the created reports, and change its format from AutoFormat.