Unit 2787 (V6) Create and use a computer database to provide a solution for organisation use with. Microsoft Access 2010

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1 Student Workbook Unit 2787 (V6) Create and use a computer database to provide a solution for organisation use with Microsoft Access 2010 Easy to follow Step-by-step instructions Covers Unit Standard Criteria A Cheryl Price Publication

2 Unit Standard 2787 (Version 6) Create and use a computer database to provide a solution for organisation use Access 2010 This book covers the course outline for the following New Zealand Qualifications Authority Unit Standard: Unit Standard GENERAL COMPUTING (Level 3, Credit 6) Create and use a computer database to provide a solution for organisation use All topics in this Unit Standard are included in the Student Workbook. Retrievable exercise files are used with this book. These will be made available to you by your tutor. Cherylprice.co.nz Limited, October 2012 Cheryl Price T.Dip.WP, T.Dip.T. ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Cherylprice.co.nz Limited. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. PO Box 187 Phone: (09) Matakana Mobile: Auckland 0948 Fax: (09) Web address: Published in New Zealand

3 Table of Contents Starting Access Backstage View... 2 File Tab... 2 Quick Access Toolbar... 2 Available Templates Window... 2 Title Bar... 2 Minimize, Maximize and Restore Down... 2 Close... 2 Microsoft Access Help... 3 Opening a Database... 3 Security Settings... 4 MovieMaker Database... 5 Using the Quick Access Toolbar... 5 Quick Access Toolbar List... 5 Customise Quick Access Toolbar... 5 Closing Access The Database Window... 7 Home Tab... 7 Icon Controls... 7 Group Controls... 8 Create Tab... 8 Contextual Tabs... 8 Use the Navigation Pane to View Different Objects... 9 Use the Navigation Pane to View All Objects... 9 Database Objects Naming Conventions Tables Queries Forms Reports Closing the Navigation Pane Using Database Objects Closing the Database Exiting Access Database Development Scenario Plan Database is Created Evaluation Documentation An Example of Database Development Scenario Rubbish Disposals Ltd Customer Data Information Required Example Plan for Rubbish Disposals Ltd Database Comments Use a Database to Solve a Problem i

4 Scenario Care Cosmetics Ltd Database Plan Database Specifications Type of Database Database Software Create a New Database and Table Adding Fields to a Database Table The Lookup Wizard Understanding Field Data Types Applying Date Data Types Field Properties Field Size Understanding the Primary Key View the Primary Key Datasheet/Design View Entering Records into a Table Amending a Record in a Table Widening Columns Date and Number Formats Checking Date and Number Formats Deleting Records from a Table Print Preview Change Orientation and Margins Print the Table Scenario - Southfield Shopping Mall Create the Database Plan Description of purpose Target users Steps to be Taken Create Database Specifications Defining the Field Names Defining the Data Types Specify Database and Software Type of Database Database Software Database Creation Amendments to Plan Answer to Scenario - Southfield Shopping Mall Database Specifications Consolidation Exercise Forms Introduction The Forms Group Creating a Form Care Cosmetics Database - Create a Form Enter a new record into a form The Form Window Viewing a Form Layout View The Form Layout Window Formatting the Form Format Ribbon Change the Font Format Resize the Form Fields Adjusting Field Height ii

5 Modifying Data Alignment Modifying Data Alignment Modifying the Header Adding a New Record Themes Additional Design Options Create a Form using the Form Wizard Modifying the Header Adding Fields Adding Fields to a Table Add New Fields to an Existing Form Displaying a Form in its own Window Adding New Field Information Hide Columns Unhide Columns Manipulate Data using Datasheet View Sort Records Apply a Filter Consolidation Exercises Queries Data Retrieval Queries The Queries Group Care Cosmetics Database - Information Required Database Plan Database Specifications Type of Database Database Software The Simple Query Wizard The Query Window Design View Save the Query Print a Query Create a Query in Design View Add Criteria to a Query Add New Data Run the Query Modify a Query Delete a Field Use Multiple Criteria Operators Use AND and OR Expressions Use Save As Use > and < Operators Date Queries Use Criteria on Multiple Fields Additional Queries Query Query Query Additional Multiple Criteria Queries Information Required Specific requirements Constraints Steps to be Taken Defining the Queries and Reports Database Specifications iii

6 Consolidation Exercises Reports The Reports Group Report Information Required for Care Cosmetics Database Database Plan Database Specifications Type of Database Database Software Use the Report Wizard Print Preview Window Examine the Report Window Modify a Report Layout View The Report Layout Window Formatting the Report Format Ribbon Change the Header Font Format Resize the Report Columns Format the Column Headings Modify the Page Footer Sort and Group a Report Preview and Print a Report Create a Report from a Query Modify the Report Create a Report using Summary Options Format the Summary Report Database Specifications Evaluate the Database Open the Completed Database Check the Database against the Plan Create the Changes Required Statement Complete the Evaluation/Checking Form Write the Compliance Statement Create User Documentation User Documentation for the Database Practice Assessment iv

7 Starting Access 2010 Exercise 1 1 Click on the Start button and hover the cursor on All Programs. A menu of all programs appears. 2 If necessary scroll to the Microsoft Office folder, click on it, and select Microsoft Access 2010 as shown below. Start button Note When you have used Access 2010 once (or more) it will appear on your Start menu as shown below. You can just click on it to start Access. Cherylprice.co.nz Limited US2787 v6 Access

8 Backstage View When you open Access 2010 you see Backstage view. The File tab on the left contains commands that help you manage your files, eg Save, Open, Print, New, etc. File tab Quick Access Toolbar Title Bar Minimize Restore Down Close Available templates Microsoft Access Help (F1) Featured Online Templates Parts of Backstage view include: File Tab The File tab replaces the Office Button in Access 2007 and the File menu in Access Quick Access Toolbar The Quick Access Toolbar is a useful feature for accessing your most frequently used commands. Available Templates Window From this section you can create a new Blank Database, create a database based on a custom template, or view some of Access 2010 s Featured Online Templates. Title Bar If you have a database open, the file name appears on the title bar. (There is no file name shown in the above illustration because a database is not open.) Minimize, Maximize and Restore Down These buttons are used to reduce the main window to a button on the Taskbar (minimise) and increase the size of the main window (maximise). When the window is maximised, the Maximize button will display as the Restore Down button. Close The Close button shuts down Access US2787 v6 Access 2010 Cherylprice.co.nz Limited

9 Microsoft Access Help Exercise 2 1 Click on the Microsoft Access Help button in the top right corner of the window to display the Access Help window. 2 Browse the Table of Contents or type a specific topic into the Search Box above it (eg Create a table) and click on 3 Click on the Close button to exit from Help. Opening a Database Exercise 3. Information on that topic will be displayed. 1 Click on then click on. The Open dialog box will display existing database files that are included with this book. Cherylprice.co.nz Limited US2787 v6 Access

10 2 Click on MovieMaker Database. 3 Click on. Access 2010 has improved security measures to protect your PC from viruses. Many database files contain shortcut programs called macros that are designed to help the user work more efficiently. A macro could also be a virus however and Access 2010 may try to warn you about this. Unless your security settings are already set to the lowest level, Access 2010 may display the following security warning when you click on Open. 4 Click on because the database is clear of viruses. The database is now enabled so it can be accessed and used. Security Settings To view your current security settings you can click the File tab and select menu. In the Access Options dialog box click on Trust Center. from the It is essential that you ensure the security of your computer, by using and maintaining up-to-date anti-virus software. If you make changes click on OK, or click on Cancel. 4 US2787 v6 Access 2010 Cherylprice.co.nz Limited

11 MovieMaker Database The database that has been opened is a simple database designed to keep track of videos for a video shop. The MovieMaker Database can be used as follows: To search for specific videos To find a specific type of video, eg action, romance, comedy To see in how many videos the lead role is played by a specific actor or actress To search for a specific director To see if a video is in the shop or on lease Before you start using this database you will add buttons to the Quick Access Toolbar for speedy use of common commands. Using the Quick Access Toolbar The Quick Access Toolbar is a useful feature for accessing your most frequently used commands. Commands can be added or removed, and the toolbar itself can be positioned either above or below the ribbon. (In Access 2010 the ribbon can also be customised.) Quick Access Toolbar List Exercise 4 1 Click on the Customize Quick Access Toolbar to the right of the Quick Access Toolbar. The Customize Quick Access Toolbar menu will be displayed. A tick is shown at the left of every option that displays presently on the Toolbar. 2 Click on New to add it to the Quick Access Toolbar. 3 Click on the again and click on Open. 4 Add the following options to the Toolbar using the same steps. Quick Print, Print Preview, Spelling Customise Quick Access Toolbar Some other useful options that are not on the Quick Access Toolbar list can be added using the following steps. Exercise 5 1 Click on the Customize Quick Access Toolbar button to the right of the Quick Access Toolbar and select More Commands The Access Options dialog box will display, with the Customize option selected. Cherylprice.co.nz Limited US2787 v6 Access

12 2 Click on the Choose Commands from: and select All Commands. The commands are listed in alphabetical order. 3 In the list at the left, scroll down until the Close commands are displayed. 4 Click on then click on. 5 Click on then click on. The two commands will be added to the Quick Access Toolbar list on the right of the Access Options dialog box as shown at the right. 6 Click in the following option 7 Click on to save the changes to the Toolbar. The Quick Access Toolbar is now displayed between the document area and the ribbon as shown at the right. 8 Click on the Customize Quick Access Toolbar button again and select Show Above the Ribbon to restore the Quick Access Toolbar to the original position. The position in which you display the Quick Access Toolbar is entirely up to you. The commands that you have added in the above exercise will be used throughout the remainder of this book. (You may wish to add other commands now, or as you work through the book.) Closing Access 2010 Leave the MovieMaker Database open but when you want to close the database use the Close Database button on the Quick Access Toolbar or on the File tab menu. Note In Access 2010, clicking on the Close Window button on the Quick Access Toolbar OR at the top right of the screen will close Access down completely. You can also click on at the bottom of the File Tab menu to close Access US2787 v6 Access 2010 Cherylprice.co.nz Limited

13 The Database Window When a database is opened the ribbon will display at the top of the Access 2010 window and the Navigation Pane will open to show the Database Objects for that database. Ribbon Navigation Pane Ribbon The ribbon displays options in groups that can be used to format, modify text, manage records and sort and filter data. Navigation Pane The Navigation Pane can be used to access the database objects, eg the MovieMaker Database and its tables, forms, queries and reports. Database Objects The database objects are displayed in the Navigation Pane. Double click on the type of object you wish to use, eg the table displayed above. Shutter Bar Open/Close Button The Shutter Bar Open/Close Button allows you to close the Navigation Pane. Click on the button again to open the Navigation Pane. Home Tab When an object from the database is opened the Home tab will display on the ribbon. Exercise 6 Database Object Shutter Bar Open/Close button 1 Double click on the Videos table to open it. 2 Look at options described below and on the next two pages. Views Group Clipboard Group Sort & Filter Group Records Group Find Group Window Group Text Formatting Group Icon Controls Several of the icons in the groups on the ribbons display a drop down arrow at the right. This arrow can be used to display a gallery or list of more options as shown at the right (which displays options on the Font Color button). Cherylprice.co.nz Limited US2787 v6 Access

14 Group Controls In some of the groups on the ribbon a Dialog Box Launcher is displayed (this can also be referred to as a Group Control). When this button is clicked, it will open the dialog box relating to the group, eg clicking on the Text Formatting Dialog Box Launcher when a table or query is open will display the Datasheet Formatting dialog box. Create Tab The Create tab is used when you want to create a new Access 2010 object. This will display buttons for creating Tables, Forms, Reports or other options such as Queries. Templates Group Tables Group Contextual Tabs Queries Group Access 2010 has Contextual tabs that only appear when you need them, because they are relevant to the task that you are working on. Table Tools Contextual Tab Table Tab Forms Group Reports Group The Table Tools contextual tab will be displayed when you are working in a table, and is highlighted in yellow. You would click on the Table tab to use the table specific options shown below. 8 US2787 v6 Access 2010 Cherylprice.co.nz Limited

15 Table Tools Contextual Tab Fields Tab You would click on the Fields tab to use the field specific options shown below. Table Tools Contextual Tab Design Tab The following options are available from the Design tab, which is displayed when you are looking at the Design view of a table. 3 Click on the Close button at the top right of the table window to close it. Use the Navigation Pane to View Different Objects Exercise 7 1 From the Navigation Pane click on. 2 Select. The queries shown at the right will be displayed. 3 From the Navigation Pane click on. 4 Select. The form shown at the right will be displayed. 5 Click on. 6 Select to display the report shown at the right. 7 Select Tables from the list to view the tables list. The selected. table will be displayed and Use the Navigation Pane to View All Objects Exercise 8 1 Click on. 2 Select at the bottom of the list, which will display all the Access objects in the Navigation Pane. The Videos table will be selected as shown at the right. Cherylprice.co.nz Limited US2787 v6 Access

16 Database Objects When a database is opened, the different objects contained within that database will appear on the Navigation Pane as shown below. As you have learnt, the Navigation Pane can be used to view different kinds of objects. The Navigation Pane lists the different objects on the left. is selected at the top of the list. Database Objects Navigation Pane Naming Conventions Naming conventions can be used to organise the database in a consistent way to identify each object, eg table, form query, report. The table below displays the naming prefixes that can be used for the database objects. This naming convention should be used for more advanced Access databases or when exporting an Access database to another database program. For the purposes of this unit you will name each object, ie tables, forms, queries and reports without these prefixes. The icon shown below indicates the type of object. Database Object Icon Displayed Prefix Table Form Query Report tbl frm qry rpt 10 US2787 v6 Access 2010 Cherylprice.co.nz Limited

17 Tables A table is a collection of related data. The data is stored in columns and rows. A column is referred to as a field and a row as a record. Exercise 9 1 From the Navigation Pane double click on to open the table. The table will display in Datasheet View as shown below. Field Record All the information in the database is stored in one database table called Videos. 3 On the Home tab click on the View button in the Views group to display the Design View of this table. Design View is used to create and edit the fields and their properties. Field Names Data Types A field, eg Film Title, must have a field name and a data type. The data type defines the type of data that can be stored in the field. A summary of the data types used in this database is shown on the next page. Cherylprice.co.nz Limited US2787 v6 Access

18 Data Type AutoNumber Text Number Yes/No Description Used to automatically give a unique number to each record. Used for short pieces of text, and also for numbers that don t need to be calculated and that have spaces or punctuation in them, such as phone numbers or post codes. Used for numbers that can be calculated or arranged in order, such as year of release of a video. Used to record a simple Yes or No answer, such as if a video is in store. Memo Used to record longer pieces of text, such as a film review. Other available data types include Currency, for storing monetary values, and Date/Time, for storing dates and times. Both of these types of data can be sorted (arranged in order). 4 Click on the Close button at the top right of the actual table window to close the table. Queries A query will search and gather information from the table. Queries allow questions to be answered such as - How many videos are hired out of the video shop? OR Which films star Mel Gibson? Exercise 10 1 From the Navigation Pane double click on the query. This will display the results of the query Which videos are categorised as Drama?. 12 US2787 v6 Access 2010 Cherylprice.co.nz Limited

19 2 Click on the View button in the Views group to display the query in Design View. Close button A query is created and modified in Design View. The fields to be used in the query are selected and the criteria to be searched for are entered, eg Drama in the Category field. 3 Select the text Drama in the Category field by double clicking on the word Drama, type: Thriller and press Enter. 4 Click on the View button to see the result of this new criterion in Datasheet View. (Note that the View button changes appearance depending on which view is currently displayed.) 5 Click on the Close button of the Query window and click on No to not save the changes. Forms Forms are created from tables or queries and are used to enter information into the database. They allow data to be viewed easily on screen. The form is displayed as a simple fill-in form, so data can be entered into the relevant text boxes. Drop-down lists and check boxes can also be used to select data. Exercise 11 1 From the Navigation Pane double click on. The Videos Form is displayed as shown on the next page. Cherylprice.co.nz Limited US2787 v6 Access

20 Navigation Bar 2 Click on the Next record button on the Navigation bar to move to record 2. 3 Click on the Previous record button to move back to record 1. 4 Click on the Close button on the form. Reports Reports enable data to be printed from a table or query in a clear and easy to understand format. Data can be grouped and/or sorted into order by specified fields. Data in numeric or currency fields can be calculated, eg added or averaged. Exercise 12 1 From the Navigation Pane double click on report. 2 Click on the Maximize button to enlarge the Report window. 3 Click on the Print Preview button at the bottom right of the screen. The mouse pointer displays as. 3 Click in the middle of the report heading to zoom out. 4 Click again to zoom in. 5 Scroll down the report to view the details. 6 Click on The report will be displayed as shown on the next page. 14 US2787 v6 Access 2010 Cherylprice.co.nz Limited

21 Close Window This displays the report showing the videos listed by year of release. The videos are sorted alphabetically by Category to show if more than one video was released in a specific year (see the data for 1982, above). 7 Click on the Close Window button above the ribbon at the right of the screen. Closing the Navigation Pane Exercise 13 1 From the Navigation Pane double click on to open the table. 2 Click on the Maximize button to maximize the Table window. 3 Click on the Shutter Bar Open/Close Button on the Navigation Pane The Navigation Pane will close enabling more of the database to be viewed as shown on the next page. You will notice that the Close Window button is now displayed above the ribbon at the right of the screen. Alternatively when you want to close the window you can use the Close Window button on the Quick Access Toolbar at the top left of the screen. Cherylprice.co.nz Limited US2787 v6 Access

22 Shutter Bar Open/Close button Closed Navigation Pane 4 Click on the Shutter Bar Open/Close Button to display the Navigation Pane. Using Database Objects Exercise 14 1 Click on the New (blank) record button on the Navigation bar at the bottom of the table. 2 Press the Tab key to move to the Film Title field and type the following record into the table (pressing Tab to move across to each field). Film Title: Men in Black II Category: Comedy Lead Actor: Will Smith Other Actor: Tommy Lee Jones, Rip Torn, Lara Flynn Boyle Director: Barry Sonnenfeld Year of Release: 2002 In/Out: In (the video is presently in the store press the Space bar to insert a tick) Review: Other worldly villains are on the loose again, and it's up to MIB to bring them to justice. Agent Jay has become a high-ranking member of MIB, and Agent Kay has had his memory wiped clean. Serleena is a shape-shifting alien in pursuit of another escaped visitor who wants to destroy the world. 3 Click on the Close Window button on the Quick Access Toolbar. (The data you have entered is automatically saved.) 16 US2787 v6 Access 2010 Cherylprice.co.nz Limited

23 Exercise 15 In this exercise you will open the Videos Form, find the record that you have just entered, add a new record then delete a record. 1 Double click on from the Navigation Pane. 2 Click in the Film Title: field and click on from the Find group on the ribbon. 3 Type: Men in Black II and click on. The record added to the table will display. Note The Find and Replace dialog box may need to be moved to see the result. 4 Click on to close the Find and Replace dialog box. 5 Click on the New (blank) record button on the Navigation bar at the bottom of the form. 6 Type the following into the Film Title field: The Sum of all Fears 7 In the Category field type: Thriller. Press Tab. 8 Enter the following data pressing Enter (or Tab) after each field. Lead Actor: Other Actor: Director: Year of Release: 2002 In/Out: Review: Ben Affleck Morgan Freeman, James Cromwell Phil Alden Robinson 9 Click in the Film Title: field and click on In (the video is presently in the store) 10 Type: Braveheart and click on. Based on novelist Tom Clancy's techno-thrillers about Jack Ryan. Ben Affleck, a greenhorn CIA historian finds himself thrust into the centre of the spy community's spotlight when Nemerov, a Russian politician, suddenly becomes the leader of the former Soviet Union upon the current president's unexpected demise. 11 Click on to close the Find and Replace dialog box. 12 Click on the of in the Records group on the ribbon. A list of options will be displayed as shown at the right. 13 Click on. 14 Click on Yes to permanently delete the record. 15 Click on the Close button of the Form window. Cherylprice.co.nz Limited US2787 v6 Access

24 Exercise 16 In this exercise you will create a query. 1 Click on the Create tab. 2 Click on in the Queries group. 3 Ensure Simple Query Wizard is selected in the New Query dialog box as shown below. 4 Click on. The Simple Query Wizard dialog box will display. 5 Ensure Table: Videos is selected in the Tables/Queries box (if not click on the and select it). 6 Click on the Category field in the Available Fields: box. 7 Click on to move the field to the Selected Fields: box. 8 Select Film Title in the Available Fields: box, then click on to move the field to the Selected Fields: box. 9 Repeat the same procedure to move the Year of Release and Lead Actor fields to the Selected Fields: box. The Simple Query Wizard dialog box will be displayed as shown on the next page. 18 US2787 v6 Access 2010 Cherylprice.co.nz Limited

25 10 Click on and ensure the Detail (shows every field of every record) option is selected. 11 Click on and type: Video Categories as the title of the query as shown below. 12 Click on. 13 Click within the Category field. 14 Click on the Home tab then click on from the Sort & Filter group to sort the table into alphabetical order of Category. The query will be displayed as shown on the next page. Cherylprice.co.nz Limited US2787 v6 Access

26 15 Click on the Close button of the Query window. 16 Click on Yes to save the changes. Exercise 17 You will now produce a report based on the query that you have just created. 1 On the Create tab click on from the Reports group. 2 Click on the Tables/Queries and select Query: Video Categories. 3 Click on to move all the fields into the Selected Fields: box. 4 Click on.sample Document 20 US2787 v6 Access 2010 Cherylprice.co.nz Limited

27 5 Ensure Category is selected in the Do you want to add any grouping levels? box and click on. (This will group the videos by the Category field.) 6 Click on. 7 Click on the for 1 and select Film Title to sort ascending by that field. 8 Click on twice. 9 Type: Video Categories Report as the title of the report and click on. The report will display. 10 Click on the Maximize button to enlarge the Report window. The report is displayed in Print Preview as shown on the next page. Cherylprice.co.nz Limited US2787 v6 Access

28 Ctrl W Note The report field names and fields can be resized to display all the information using the View button and modifying the report in Design View. You will learn how to do this later in this book. 11 Click on then on OK to print the report. 12 Click on to close the Preview window. 13 Close the Report window. Closing the Database Exercise 18 To exit the database, click on the Close Database button you added to the Quick Access Toolbar OR click on the File tab and select. Exiting Access Exercise 19 Alt F4 To exit Access, click on the Close button on the Quick Access Toolbar OR at the top right of the Access screen. Alternatively you can click on the File tab and select. 22 US2787 v6 Access 2010 Cherylprice.co.nz Limited

29 Database Development Before creating a database the following must be considered. Why is a database required? What data will be entered into the database? What information is required from the database, ie that will be extracted using queries and reports? Who will be using the database? The process of developing a database is described below. A scenario is provided outlining the problem or task that is to be solved by using a database. A plan detailing what will be required in the database and how the database will be created is developed from the scenario. The database is then created following the steps in the plan. It is evaluated using an evaluation/checking document which is supplied, to ensure that the outcomes of the database match the scenario and plan. Finally, user documentation showing how to use the database is written in a word processing program. Scenario The problem is examined and a database is considered as an appropriate tool to solve the problem. The requirements of the database are outlined including a list of information to be extracted. Plan A plan identifies the requirements of the database and the steps to be taken in order to create it. It includes the following: Purpose of the database Target user(s) for the database Specific requirements in terms of the data that is to be stored and retrieved Constraints (things that must or must not be done) Steps to be taken which includes all the steps to create the database, queries, reports and other documentation. Database specifications including the requirements on how to create the database Scenario (Problem defined & requirements specified) Plan Database is created Evaluation Type of Database and Software used and reasons why Amendments to Plan The plan is usually a dynamic document. This means that it can be changed and updated as necessary to meet the requirements of the scenario. These amendments must be documented. Documentation Cherylprice.co.nz Limited US2787 v6 Access

30 Database is Created The database is created from the plan in the database program, ie Microsoft Access Fields and data types are set up and data is entered and checked. Forms, queries and reports are created. Evaluation An Evaluation/Checking Form is provided so the database can be checked to ensure that it meets all of the requirements set out in the scenario and plan. It includes checking the data in the tables, queries and reports to ensure spelling and data entry is accurate. If the evaluation shows that changes are needed to ensure that the database meets all the requirements, these changes are made and noted. A compliance statement is then completed. This describes how the database complies with the scenario and plan. Documentation User documentation for the database is created in a word processing program. This includes a brief description of the purpose of the database and instructions on how the target users can use the database. The following details should be covered: Where the user can access the database Steps on how to open the database Entering data into the database How to view and print the queries How to view and print the reports Instructions must be clear and concise and include all steps. When writing instructions it is important that you work through them yourself, then test them on another person to ensure they are correct. If you use jargon that might not be understood in the documentation, you must ensure a glossary page is added with explanations of these terms. 24 US2787 v6 Access 2010 Cherylprice.co.nz Limited