TECHNOLOGY COMPETENCY ASSESSMENT MODULE Microsoft Access

Transcription

1 TECHNOLOGY COMPETENCY ASSESSMENT MODULE Microsoft Access This module was developed to assist students in passing the SkillCheck Incorporated Access 2003 Technology Competency Assessment. It was last updated 11/03/05. All rights reserved, copies may be made only with permission granted through Western Illinois University College of Education and Human Services. 1 of 48

2 Database Overview: Microsoft Access Microsoft Access uses a relational database, a powerful database solution that makes organizing, accessing, and sharing information easier than ever (Microsoft Access Home Page, 2005). In a relational database, relationships are defined between sets of data to eliminate redundancy of information and provide greater flexibility to manipulate data. In other words, Access allows its users to search many related tables for relationships between the data in the file. Teachers deal with large quantities of information that can easily be classified into various categories in order to make it more manageable. For example, teachers can create a database of student and parent information for each class. From this database, individualized progress reports, announcements, or letters could be distributed with very little effort. This would serve to increase and improve communications between parents and teachers. Students may use Microsoft Access to collect and organize data over a period of time. Data may be collected for science, math, or other projects where a variety of information is collected, then retrieved and analyzed for answers. The use of the relational database would allow students to use higher order thinking skills by requiring them to critically think from the very beginning (Using Computer Databases in the Classroom, Teach-nology, 2005). Any topic or project that would allow students to organize data, promote questions about data, compare and contrast data, draw inferences and conclusions, and manipulate and filter data lends itself to using Access. For instance, students can: Discuss the horror of all wars to determine which was the most deadly or costly Compare and contrast the North and South during the Civil War Rank the importance or impact of US Presidents Compare dinosaurs (features, time periods, etc.) or planets (distance, terrain, etc.) Investigate zoo animals and the natural environment of the each animal (country, climate, etc.) Classify sea life and underwater habitats Upon completion of this module, the user will be able to: Understand and identify Access menus and toolbars Create a database Create, modify, and format a table Create a form Create a query in Design View Modify queries Use the Report Wizard Create a report from a query 2 of 48

3 Lesson 1 Exploring Terms, Menus, and Toolbars of Access Open Access Access menu items Access toolbar Access terms Lesson 2 Creating the Database Open Access Create new blank database Lesson 3 Creating Tables Create a table using wizard Enter data in the table in Datasheet View Add a new record to the table Edit information in a record Add a new field to the table in Design View Create a lookup for a field Use Input Mask Wizard Change the name of a data table Search a table for a particular word Lesson 4 Creating Forms Create new form using wizard Enter record in Form View Specify that the date field will display only the date without the time Use AutoForm to create a new columnar form based on the data table Open form in Form View Lesson 5 Performing Queries and Filtering Records Design a new query Define criteria in the query to display certain records Specify alpha order sort Add a table to an existing query Join two tables in a relationship Save query as another file name Use Simple Query Wizard Filter data by selection Filter data by form Remove filter Lesson 6 Creating Reports Create new report based on query Display on-screen preview of what the report will look like printed Specify left and right margins Print a copy of a report Save report by another name 3 of 48

4 Lesson 1 Exploring Terms, Menus, and Toolbars of Access Microsoft Access is an application found in the Microsoft Office package. To coordinate with the SkillCheck assessment, this module will direct you to perform actions in Access 2003 for Windows XP machines. Note: Due to inconsistencies between versions of Access and operating systems, you may notice some differences between menus, toolbars, windows, and actions in this module and Windows 2000, Windows ME, Windows 98, and Mac operating systems. For best results on your SkillCheck assessment, use Access 2003 while completing this module. The IMM lab (HH 104), the IDS lab (HH 111), and the student lab (HH 77) in Horrabin Hall on the Macomb campus provide student access to Windows XP computers installed with Microsoft Access At this time, the Quad City campus does not have Access 2003 available to its students. Open Access. Click on the Start button in the lower left hand corner of screen. Select All Programs > Microsoft Office > Microsoft Access 2003 Note: IMM Lab users select All Programs > Office Applications > Microsoft Access or If there is an Access shortcut on the desktop, double-click the Microsoft Access icon. Access will open with a blank screen. 4 of 48

5 Access Menu Items When learning a software application for the first time, you should always explore your menu options to be aware of command locations. File Menu The File Menu allows you to open a new database, open an existing database, save the database, and print. Edit Menu The Edit Menu has some common editing tools. It allows you to cut, copy, and paste information. This menu also gives you the option to clear or delete a cell or cells. 5 of 48

6 View Menu The View Menu allows you to view the database in a variety of ways including large icons, small icons, list, and details. Insert Menu The Insert Menu allows you to add tables, queries, forms, and reports to the database. 6 of 48

7 Tools Menu The Tools Menu allows you to check for spelling errors, use table relationships, set security, and more. Window Menu The Window Menu allows you to view or hide current or other datasheets. Help Menu Access has a built-in help system available as a resource while you use the program. You can search its contents to find out how to do things in the program or choose a topic from its list of contents. 7 of 48

8 Access Database (Standard) Toolbar New - Creates a new datasheet Open - Displays the open dialogue box where you can open an existing database Save - Saves changes to an active datasheet File Search - Opens the task pane so you can search a datasheet Print - Prints the active datasheet according to page setup and print settings Print Preview - Displays the active datasheet according to page setup and print settings Spelling - Checks the spelling of the active datasheet Cut - Cuts a selection and places it on the clipboard Copy - Copies a selection to the clipboard Paste - Pastes the contents of the clipboard onto the datasheet Undo - Reverses the last command or deletes the last entries you typed Redo - Reverses the last action of the Undo command Office Links - Connects to the Internet for Microsoft Updates Analyze - Analyzes data by performing different queries Code - Adds or edits Visual Basic code Script Editor - Creates script for a web page Properties - Views the field or document properties Relationships - Builds relationships between tables New Object: AutoForm - Creates autoforms to enter data Help - Opens the Access Help Task Pane to provide assistance when needed 8 of 48

9 Access Terms Database Window: A special window that allows you to easily access the objects (tables, forms, reports, etc.) within the database. Field: A specific piece of information within a record. Record: A collection of all fields relating to one person, place, or thing (e.g., Joe Smith s mailing address), occupying a single row of a table. Object: Components that make up a database (i.e., tables, forms, queries, reports, macros, and modules). Table: A collection of records (e.g., all employees mailing address information) with one record occupying a single row, with one or more fields per row. A database can consist of multiple tables. Cell: The point where a row and a column intersect on a table. Datasheet View: In a table or query, datasheet view displays the data as a table and provides the tools needed to work with the data. Design View: Allows you to define and edit the fields in the table. Primary key: In a table, at least one field must be unique so that one record can be distinguished from another. A primary key is the field identified as the unique value in the table. Forms: A method of entering, displaying, and searching data in a form other than the spreadsheet-like environment of tables and queries (a graphical user interface). Query: Asks specific questions about the data in the database. Reports: Presents the information in a table or query in an easy to read, professional manner. 9 of 48

10 Lesson 2 Creating the Database Throughout this module, you will be prompted to enter information into a database. You will continue to add to this database in each of the lessons. You should keep a digital and printed copy of the complete database until you have passed the SkillCheck Technology Competency Assessment. Bullets indicate actions you need to take to complete the module. Italicized words indicate exact text or numbers you will type in the database. Underlined, italicized words are prompts for you to type individual information in the database. Open Access. If you have not already opened the program, refer to Lesson 1 for directions. Create New Blank Database. Click File (in the Menu bar) > New or Click the down arrow at the top of the in the Getting Started Task Pane Note: If the Task Pane is not viewable on the right hand side of the window, click on View (in the Menu bar) > Task Pane o Click New File from the menu that appears below Getting Started In the New area of the Task Pane, click Blank Database In the File New Database window, click the My Documents button on the left hand side to save your new database in this folder In the File Name: field, type Your last name Database Note: Maintain the.mdb extension Click the Create button 10 of 48

11 The Database Window will now be viewable. This window will be used to create, save, and open all the tables, queries, forms, and reports within this database file. Database Window Task Pane Objects Menu 11 of 48

12 Lesson 3 Creating Tables In Microsoft Access, data is organized in tables to minimize duplication of information. To use Access successfully, you must plan ahead to determine the necessary tables in the database and the required data (fields) within each table. The best way to decide on the amount of tables needed is to think of the word about. You will need a table about this subject and another table about this subject, and so on until all your subjects are determined. A table is then created for each subject. Fields are then added to each table based on how you plan to use the data. Create a new table by using wizard. In the Objects Menu of the Database window, click the Tables button Click the New button in the Database Window Toolbar In the New Table window, click Table Wizard Click the OK button In the Table Wizard window, click the radio button in front of Business Note: Table Wizard allows you to use sample Business and Personal tables and fields to assist in creating a table In the Sample Tables area, scroll down and click on Students Note: Notice the Sample Fields area changes to reflect the selected table In the Sample Fields area, click StudentID Click the right single arrow toggle button to add the field to the table Note: StudentID will now be viewable in the Fields in my new table area. Click FirstName in the Sample Fields Click the right single arrow toggle button to add the field to the table Click LastName in the Sample Fields Click the right single arrow toggle button to add the field to the table Click ParentsNames in the Sample Fields Click the right single arrow toggle button to add the field to the table 12 of 48

13 Click Address in the Sample Fields Click the right single arrow toggle button to add the field to the table Click City in the Sample Fields Click the right single arrow toggle button to add the field to the table Click StateOrProvince in the Sample Fields Click the right single arrow toggle button to add the field to the table Click PostalCode in the Sample Fields Click the right single arrow toggle button to add the field to the table Click PhoneNumber in the Sample Fields Click the right single arrow toggle button to add the field to the table Click the Next button at the bottom of the Table Wizard window Note: Using Toggle Buttons to Select Fields In the previous exercise, you selected fields from the sample list, one at a time, using the single arrow toggle button. To add every sample field shown at one time, click the right double arrow toggle button. To remove one field at a time from the new table list, click the field then click the left single arrow toggle button. To remove all the fields from the list at once, click the left double arrow toggle button. In the table name field at the top of the window, type Students Click the radio button in front of Yes, set the primary key for me. Click the Next button at the bottom of the Table Wizard window Click the radio button in front of Enter data directly into the table Click Finish button at the bottom of the Table Wizard window Enter data in the table in Datasheet View. By choosing to enter data directly into the table in the previous step, the table opens automatically in Datasheet View; that is, the data on the screen is displayed as a table. Press the Tab key on the keyboard to move the cursor to the cell under First Name In the First Name cell, type your First Name Note: Student ID is defined as AutoNumber so Access will automatically fill in the Student ID numbers as you add records to the table. Once you begin typing, the Student ID should change to of 48

14 Press the Enter key to move the cursor to the right one cell In the Last Name cell, type your Last Name Press the Enter key to move the cursor to the right one cell In the Parents Names cell, type your Parents Names Press the Enter key to move the cursor to the right one cell In the Address cell, type your Home/Permanent Address Press the Enter key to move the cursor to the right one cell In the City cell, type your Home/Permanent City Press the Enter key to move the cursor to the right one cell In the State/Province cell, type your Home/Permanent State Note: Use the two letter state abbreviation. If Illinois, type IL Press the Enter key to move the cursor to the right one cell In the Postal Code cell, type your Home/Permanent City s Zip Code Press the Enter key to move the cursor to the right one cell In the Phone Number cell, type your Home/Permanent Phone Number Note: Type just the numbers without dashes or (). You will change the data type in a future lesson. Click the red square button with white x in the top right hand corner of the Students Table to close the table Note: Do not close Access. You should be returned to the Database Window and Students is now listed as a table. 14 of 48

15 Display data in the table in Datasheet View. The data is displayed as a table and your record should be viewable in the first row. In the Objects Menu of the Database window, click the Tables button Click Students in the list box Click the Open button in the Database Window Toolbar Complete 10 records in student table. Click the cursor in the second row, First Name cell Type a friend s first name Press the Enter key to move the cursor to the right one cell Type a friend s last name Press the Enter key to move the cursor to the right one cell Complete the record by typing in the appropriate information in the cells Click the cursor in the third row, First Name cell Type another friend s first name Press the Enter key to move the cursor to the right one cell Type another friend s last name Press the Enter key to move the cursor to the right one cell Complete the record by typing in the appropriate information in the cells Type information for 7 more people using the same techniques you performed in the first three records for a total of 10 complete records in the table Note: Use the StudentID number as a guide to the number of records in the table or check the record status in the navigation buttons located at the bottom of the table. Record Status Number of Records 15 of 48

16 Adjust column width. Move the cursor over the right side column divider (straight line) of Parents Names Note: The cursor will change to a black line with arrows going left and right. Click on the line and drag the column to the right until the longest of the Parents Names is displayed in the column Add a new record to the table. Click cursor in any cell in the Students table In the navigation area at the bottom of the table, click the New Record button (AutoNumber) will be highlighted in Row 11 Press the Enter key to move the cursor to the right one cell Type a sibling s (or family member) first name Press the Enter key to move the cursor to the right one cell Type a sibling s (or family member) last name Do not add any more information to this record Copy selected data in the table. Move cursor to the left edge of the cell where the first row and Parents Names column meet; the cursor needs to be the blocked white t shape. Note: This is your record with your parent s names. Click, hold, and drag mouse to the right to highlight the cells for Parents Names, Address, City, State/Province, Postal Code, and Phone Number are highlighted in black Click Edit (in the Menu bar) > Copy or click the Copy button in the Standard Toolbar Insert copied data (paste) at insertion point. Move cursor to the left edge of the cell where the 11th row and Parents Names column meet; the cursor needs to be the blocked white t shape. Note: This is your sibling s or family member s record. Click, hold, and drag mouse to the right to highlight the cells for Address, City, State/Province, Postal Code, and Phone Number are highlighted in black Click Edit (in the Menu bar) > Paste or click the Paste button in the Standard Toolbar 16 of 48

17 Edit information in a record. Move cursor to the left edge of the cell where the first row and Address column meet; the cursor needs to be the blocked white t shape. Note: This is your record with your permanent address. Click the cursor on the cell to highlight your permanent address Type your Current/WIU Address Press the Enter key to move the cursor to the right one cell Type your Current/WIU City Press the Enter key to move the cursor to the right one cell Type your Current/WIU State/Province Press the Enter key to move the cursor to the right one cell Type your Current/WIU Postal Code Press the Enter key to move the cursor to the right one cell Type your Current/WIU Phone Number Note: Type just the numbers without dashes or (). You will change the data type in a future lesson. Add a new field (and column) to the table in Design View. In a table, Design View allows you to add, define, and edit the fields in the table. Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click cursor in the empty cell under PhoneNumber Type Sports? Click the down arrow to the right of the View button in the Standard Toolbar Click Datasheet View Click Yes at the prompt to save the table The Sports? column has been added to the end of your table 17 of 48

18 Create a lookup for the Sports? field. A lookup field can be created to limit the data entered into the field to a selection from a fixed set of values. Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click cursor in the Sports? and Data Type cell Click the down arrow on the right side of the cell Click Lookup Wizard In the Lookup Wizard window, click the radio button in front of I will type in the values that I want. Click the Next button at the bottom of the window Maintain 1 in the Number of Columns field In the values area of the window, click the cursor in the first cell under Col1 Type yes Press the Tab key to move cursor one cell below yes Type no Click the Finish button at the bottom of the window Click the down arrow to the right of the View button in the Standard Toolbar Click Datasheet View Click Yes at the prompt to save the table Add lookup values to table in Datasheet View. Click cursor in the cell where the first row and Sports? column meet; the cursor needs to be a flashing I. Note: This is your record with your information. Click the down arrow that appears on the right side of the cell Click yes Click cursor in the cell where the second row and Sports? column meet; the cursor needs to be a flashing I. Click no 18 of 48

19 Continue to add either a yes value or no value to each of the remaining records Note: provide a mix of these values in the table; do not assign all records with either all yes values or all no values. Using Input Mask Wizard, specify that a field will display a telephone format. An input mask is used in fields to format data and provide some control over what values can be entered. Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click cursor in the PhoneNumber and Data Type cell Note: There should be a solid black arrow in the row heading area for PhoneNumber. In the Field Properties area below the Field Name and Data Type, click the field next to Input Mask Click the Build button next to the Input Mask field Click Yes if prompted to save the table first In the Input Mask area of the Input Mask Wizard window, click Phone Number Click the Finish button at the bottom of the window Click the down arrow to the right of the View button in the Standard Toolbar Click Datasheet View Click Yes at the prompt to save the table Format the table. Click Format (in the Menu bar) > Font In the Font: window, select Times New Roman In the Font style: window, select Regular In the Size: window, click the down arrow and select 14 Click the OK button 19 of 48

20 Save the table. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar Change orientation to landscape. Click File (in the Menu bar) > Page Setup In the Page Setup window, click the Page tab Click the radio button in front of Landscape Click the OK button Print a copy of the table. Click File (in the Menu bar) > Print Click the OK button Note: To print multiple copies of the table, click the up or down arrow in the copies area of the Print window to place the designated number of copies in the window Close the data table without closing Access. Click the red square button with white x in the top right hand corner of the Students: Table Note: You should be returned to the Database Window Change the name of data table. In the Objects Menu of the Database window, click the Tables button Click once on Students in the list box to select the table Click once on Students again to place the text in a box Type Student Information Click in the white area to deselect the text 20 of 48

21 Search a table for a particular word. In the Objects Menu of the Database window, click the Tables button Click Student Information in the list box Click the Open button in the Database Window Toolbar Click Edit (in the Menu bar) > Find In the Find and Replace window, click the Find tab In the Find what: field, type your Last Name In the Look In: field, click the down arrow and select Student Information: Table In the Match: field, click the down arrow and select Any Part of the Field Note: This allows the search to find the word even if it is not the only word in the field In the Search: field, maintain All Do not click the box in front of Match Case Note: This allows the search to find the word if it appears in capital or lower case letters. Click the Find Next button Note: The first match will be highlighted in black on the table. Continue to click the Find Next button until Microsoft Office Access indicates has finished search the records Click the OK button Close the Find and Replace window Close the data table without closing Access. Click the red square button with white x in the top right hand corner of the Student Information: Table Note: You should be returned to the Database Window 21 of 48

22 Create a second table for student grades in Design View. You will create another table using the same field names and student names from the Student Information table. Use your printed Student Information table as a reference for the Field Names in this section. In the Objects Menu of the Database window, click the Tables button Click on Create Table in Design view in the list box Click the Open button in the Database Window Toolbar A blank Design view window will open. In the first Field Name cell, type Student ID Note: You must type this exactly as it is on your Student Information table. Press the Enter key to move the cursor to the Data Type column Press the down arrow in the Data Type column and select Number Click the cursor in the second row, Field Name cell Type First Name Note: You must type this exactly as it is on your Student Information table. Press the Enter key to move the cursor to the Data Type column Maintain Text in the Data Type column Press the Enter key twice to move the cursor to the third row, Field Name cell Type Last Name Note: You must type this exactly as it is on your Student Information table. Press the Enter key to move the cursor to the Data Type column Maintain Text in the Data Type column Press the Enter key twice to move the cursor to the fourth row, Field Name cell 22 of 48

23 Type Grade Press the down arrow in the Data Type column and select Number Click the cursor in the fifth row, Field Name cell Type Date Press the Enter key to move the cursor to the Data Type column Maintain Text in the Data Type column Display field as date rather than text. Click cursor in the Date (fifth row), Data Type cell Press the down arrow in the Data Type column and select Date/Time Specify that the date field will display only the date without time. Click cursor in the Date (fifth row), Date Type cell Note: The Data Type should be Date/Time. If it does not state Date/Time, press the down arrow in the Data Type column and select Date/Time In the Field Properties area below the Field Name and Data Type columns, click the cursor in the Format field Click the down arrow and select Short Date Specify percentage for number format. Click cursor in the Grade (fourth row), Date Type cell Note: The Data Type should be Number. If it does not state Number, press the down arrow in the Data Type column and select Number. In the Field Properties area below the Field Name and Data Type columns, click in the Field Size field Click the down arrow and select Double Click the cursor in the Format field (field below Field Size) Click the down arrow and select Percent Note: Access will multiply the number by 100 to calculate percent. When entering numbers in this field, type the number as a decimal to be multiplied by 100 (i.e. type.98 in the field; Access will change the number to 98%) Click the cursor in the Decimal Places field (field below the Format field) containing Auto Click the down arrow and select 0 23 of 48

24 Specify the primary key for the data table. In a table, at least one field must be unique so that one record can be distinguished from another. A primary key is the field identified as the unique value in the table. Click cursor in the first row, Field Name cell containing Student ID Click the Primary Key button in the Standard Toolbar The Student ID field is now identified as the Primary Key by the placement of the key icon in the row header. Save the student grades table. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar In the Table Name: field of the Save As window, type Grades Click the OK button Switch views. Click the down arrow to the right of the View button in the Standard Toolbar Click Datasheet View Notice there are no records in the table. Note: There should be a 0% in the first row. It is the default value that is automatically entered in the field for new records. Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Note: You should be back to the view that displays Field Names and Data Types. Close Design View without closing Access. Click the red square button with white x in the top right hand corner of the Grades: Table Note: You should be returned to the Database Window 24 of 48

25 Close database without exiting Access. Click File (in the Menu bar) > Close Exit Access. Click File (in the Menu bar) > Exit or Click the red square button with white x in the top right hand corner of the Access window Continue to Lesson of 48

26 Lesson 4 Creating Forms Microsoft Access offers the Form option for presenting data on the screen for easier data entry. In the table datasheet view, more than one record is displayed at the same time and you may not be able to see all of the fields within the record. The advantage of the form is that you can focus on a single record at a time. Open Access. Click on the Start button in the lower left hand corner of screen. Select All Programs > Microsoft Office > Microsoft Access 2003 Note: IMM Lab users select All Programs > Office Applications > Microsoft Access or If there is an Access shortcut on the desktop, double-click the Microsoft Access icon. Open a database from Task Pane. In the Open area of the Getting Started Task Pane, click Your last name Database.mdb Click the Open button in the Security Warning window Create new form using wizard. In the Objects Menu of the Database window, click the Forms button Click the New button in the Database Window Toolbar In the New Form window, click Form Wizard Note: Form Wizard allows you to specify some or all of the fields in a table to assist in creating a form In the Choose the table or query where the object s data comes from: field, click the down arrow and select Grades Click the OK button In the Available Fields and Selected Fields area of the Form Wizard window, click the Select All Fields >> button Note: All the available fields associated with the Grades table will be moved to the Selected Fields area. Click the Next button at the bottom of the window 26 of 48

27 For layout, click the radio button in front of Columnar Click the Next button at the bottom of the window For style, click SandStone Click the Next button at the bottom of the window Maintain Grades as the title of the Form Click the radio button in front of Open the form to view or enter information Click the Finish button at the bottom of the window Enter your student record in Form view. The records must be entered in the same order as the Student Information table so that the Student ID numbers are the same. Use your printed Student Information table as a reference for the order of records in this section. In the first record, click the cursor in the Student ID field Highlight the 0 and type 1 Note: The Student ID numbers need to match those in the Student Information table. Press the Enter key to move the cursor to the First Name field Type your First Name Press the Enter key to move the cursor to the Last Name field Type your Last Name Press the Enter key to move the cursor to the Grade field Type.97 Note: Access will multiply the number in the field by 100 to calculate percent. The.97 typed in the field will change to 97%. Press the Enter key to move the cursor to the Date field Type today s date Note: Type the date in mm/dd/yyyy format. Display a new record to enter new data. In the navigation area at the bottom of the Grades window displaying your record, click the New Record button 27 of 48

28 Continue to add records to the Grades form. Again, the records must be entered in the same order as the Student Information table so that the Student ID numbers are the same. Use your printed Student Information table as a reference for the order of records in this section. In the second record, click the cursor in the Student ID field Highlight the 0 and type 2 Note: Again, the Student ID numbers need to match those in the Student Information table. Press the Enter key to move the cursor to the First Name field Type your second student s First Name Press the Enter key to move the cursor to the Last Name field Type your second student s Last Name Press the Enter key to move the cursor to the Grade field Type.88 Press the Enter key to move the cursor to the Date field Type today s date in mm/dd/yyyy format Click the New Record button in the navigation area of the window In the third record, click the cursor in the Student ID field Highlight the 0 and type 3 Note: Again, the Student ID numbers need to match those in the Student Information table. Press the Enter key to move the cursor to the First Name field Type your third student s First Name Press the Enter key to move the cursor to the Last Name field Type your third student s Last Name Press the Enter key to move the cursor to the Grade field Type.93 Press the Enter key to move the cursor to the Date field Type today s date in mm/dd/yyyy format Click the New Record button in the navigation area of the window Complete the 8 remaining student records by typing the appropriate information in the fields using the same techniques you performed in the first three records. You will have a total of 11 complete records in the form. Note: You determine each student s grade. Type a variety of scores in decimal format to display A, B, C, D, and F level grades. If you want a 100% score, type 1 in the grade field. 28 of 48

29 Save the form. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar Close Form View without closing Access. Click the red square button with white x in the top right hand corner of the Grades Form Note: You should be returned to the Database Window Display a list of data tables in the database. In the Objects Menu of the Database window, click the Tables button Notice that two tables are displayed in the list box: Grades and Student Information Use AutoForm to create a new columnar form based on a data table. The AutoForm feature automatically copies data in a table to create a form. In the Objects Menu of the Database window, click the Tables button Click Student Information in the list box Click the down arrow at the right of the New Object button Click AutoForm from the list of options The first record of Student Information is now displayed in Form View: 29 of 48

30 Save the form. Click File (in the Menu bar) > Save or click the Save button In the Form Name: window, maintain Student Information Click the OK button in the Standard Toolbar Customize the form: change font type. Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Right click the first label control object Student ID In the menu that pops up next to the label, click Properties In the Label window that appears next to the form, click in the field associated with Font Name Click the down arrow on the right side of the field and select Times New Roman from the list Click the down arrow to the right of the View button in the Standard Toolbar Click Form View Notice the label for Student ID is a different font than the other labels in the form Return to Design View and change the remaining label control objects to Times New Roman using the techniques performed for Student ID Switch from Design View to Form View. Click the down arrow to the right of the View button in the Standard Toolbar Click Form View Close Form View without closing Access. Click the red square button with white x in the top right hand corner of the Student Information: Form Click Yes to save the changes to the form. Note: You should be returned to the Database Window. 30 of 48

31 Open a form in Form View. In the Objects Menu of the Database window, click the Forms button Click Student Information in the list box Click the Open button in the Database Toolbar Close the Student Information: Form window Continue to Lesson of 48

32 Lesson 5 Performing Queries and Filtering Records Performing Queries One of the primary reasons for using a database is the ability to extract, or pull out, specific data from a table or tables. Microsoft Access refers to this extracting of data as performing a query. To perform a query, you must identify the table or tables from which you are gathering the data, the field or fields from which the data will be drawn, and the criteria for selecting the data. Design a new query. In the Objects Menu of the Database window, click the Queries button Click Create query in Design view in the list box Click the Open button in the Database Window Toolbar In the Show Table window, click the Tables tab Click Student Information in the list of tables Click the Add button Note: The Student Information table box is placed above the field text boxes. Click the Close button Your Query1: Select Query window should look like this: Table Box Text Boxes In the Table box, click StudentID, hold, and drag it to the first Field text box Note: As you drag the field down, it will change to a very small box. Let go of the mouse when the box is in the Field text box. Notice StudentID and Student Information will be placed in the first two rows (Field and Table) of the first column. 32 of 48

33 In the Table box, click FirstName, hold, and drag it to the second Field text box Notice FirstName and Student Information will be placed in the first two rows (Field and Table) of the second column In the Table box, click LastName, hold, and drag it to the third Field text box Notice LastName and Student Information will be placed in the first two rows (Field and Table) of the third column In the Table box, click Sports?, hold, and drag it to the fourth Field text box Notice Sports? and Student Information will be placed in the first two rows (Field and Table) of the fourth column Your Query1: Select Query window should look like this: Click the Run button in the Standard Toolbar Notice that the Query1: Select Query window will display all 11 records in the Student Information table with only the four fields selected for this query. Define criteria in the query to display all students in sports. With the Query1: Select Query window open, click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click the Criteria field text box for Sports? Type yes Click the Run button in the Standard Toolbar 33 of 48

34 Notice that the Query1: Select Query window will display only the records in the Student Information table that matched the criterion yes, showing students who are in sports. Specify the query field last name is sorted in alphabetical order. With the Query1: Select Query window open, click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click the Sort field text box for LastName Click the down arrow on the right side of the Last Name text box and select Ascending Click the Run button in the Standard Toolbar Notice that the Query1: Select Query window will display only the records in the Student Information table that matched the criterion yes in ascending order, thus showing students who are in sports in alphabetical order of Last Name. 34 of 48

35 Save the query. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar In the Save As: window, type Students in Sports Click the OK button Close query without closing Access. Click the red square button with white x in the top right hand corner of the Students in Sports: Select Query window Note: You should be returned to the Database Window and Students in Sports is now listed as a query. Add a table to an existing query. In the Objects Menu of the Database window, click the Queries button Click Students in Sports in the list box Click the Open button in the Database Window Toolbar Click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click the Show Table button in the Standard Toolbar In the Show Table window, click Grades in the list of tables Click the Add button Note: The Grades table box is placed above the field text boxes next to the Student Information table. Click the Close button in the Show Table window In the Grades box, click Grade, hold, and drag it to the fifth Field text box Note: As you drag the field down, it will change to a very small box. Let go of the mouse when the box is in the Field text box. Notice Grade and Grades will be placed in the first two rows (Field and Table) of the fifth column. Click the Criteria field text box for Sports? Highlight the word yes Press the Delete key on the keyboard to remove the criteria 35 of 48

36 Join two tables in a relationship. The ability to relate, or join, two or more tables is what makes Microsoft Access a relational database system. By creating a relationship between two or more tables that share a common field, Access is told how to bring the information together in one table. The primary key is often used for the common field. With the Students in Sports: Select Query window open, click StudentID in the Student Information table box Hold and drag StudentID in Student Information to Student ID in the Grades box A line will connect the two table boxes at the Student ID field showing the relationship between the two tables: Click the Run button in the Standard Toolbar Notice that the Students in Sports: Select Query window will display all 11 records in the Student Information table in alphabetical order of Last Name with each student s grades from the Grade table. Save the new query by another name. Click File (in the Menu bar) > Save As In the Save As: window, type Student Grades over current name Students in Sports Click the OK button 36 of 48

37 Define the criteria to display student grades that are in sports. With the Student Grades: Select Query window open, click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click the Sort field text box for LastName Click the down arrow on the right side of the Last Name text box containing Ascending Click (not sorted) Click the Criteria field text box for Sports? Type yes Click the Sort field text box for Grades Click the down arrow on the right side of the Grades text box and select Descending Click the Run button in the Standard Toolbar Notice that the Student Grades: Select Query window will display only the records in the Student Information table that matched the criterion yes for Sports and arranged them in descending order according to grades from the Grade table. Save the new query by another name. Click File (in the Menu bar) > Save As In the Save As: window, type Student in Sports Grades over current name Student Grades Click the OK button 37 of 48

38 Define the criteria to display student grades that are not in sports. With the Student in Sports Grades: Select Query window open, click the down arrow to the right of the View button in the Standard Toolbar Click Design View Click the Criteria field text box for Sports? Highlight the word yes Type no Maintain the Descending Sort field text box for Grades Click the Run button in the Standard Toolbar Notice that the Student in Sports Grades: Select Query window will display only the records in the Student Information table that matched the criterion no for Sports and arranged them in descending order according to grades from the Grade table. Save the new query by another name. Click File (in the Menu bar) > Save As In the Save As: window, type Student not in Sports Grades over current name Student in Sports Grades Click the OK button Close query without closing Access. Click the red square button with white x in the top right hand corner of the Student Grades: Select Query window Note: You should be returned to the Database Window. Display a list of queries in the database. In the Objects Menu of the Database window, click the Queries button Notice that four tables are displayed in the list box: o Student Grades o Student in Sports Grades o Student not in Sports Grades o Students in Sports 38 of 48

39 Use Simple Query Wizard to create a new query based on a table. The Simple Query Wizard guides you through the process for preparing a query. In the Objects Menu of the Database window, click the Queries button Click Create query by using wizard in the list box Click the Open button in the Database Window Toolbar In the Tables/Queries option box of the Simple Query Wizard window, click the down arrow and select Table: Student Information Click the Add All >> button to add all the Available Fields to the Selected Fields area Click the Next button at the bottom of the Simple Query Wizard window In the title field, type Student Contact Information Maintain the selection Open the Query to view information. Click the Finish button at the bottom of the Simple Query Wizard window Notice that the Student Contact Information: Select Query window will display all 11 records in the Student Information table. Hide a Column. With the Student Contact Information: Select Query window open, click the down arrow to the right of the View button in the Standard Toolbar Click Design View In the Show text box for Sports?, click the box to remove the check mark in the box Click the down arrow to the right of the View button in the Standard Toolbar Click Datasheet View Close query without closing Access. Click the red square button with white x in the top right hand corner of the Student Contact Information: Select Query window Click the Yes button to save changes Note: You should be returned to the Database Window. 39 of 48

40 Filtering Data Microsoft Access allows you to place a set of restrictions called filters on records in a table or form to temporarily isolate specific records. Similar to a query, a filter lets you select specific field values to display data by selection or by form. However, the filtered information is temporary and all records in the table or form will be shown again when reopened. The filter is not saved as a separate table or form like in a query. Open the Student Information table. In the Objects Menu of the Database window, click the Tables button Click the Student Information table in the list box Click the Open button in the Database Window Toolbar Filter the data table by selection to display records that start with a specific letter. Filter by selection allows you to filter the records for an exact match. In the Student Information: Table, click the cursor in the first row, Last Name cell Note: This is your record with your last name. Highlight only the first letter of your last name Click the Filter by Selection button in the Standard Toolbar Notice that any student records with a last name that starts with the same letter as your last name will be displayed. Remove a filter. With the filtered information displayed, click the Remove Filter button in the Standard Toolbar Notice that all student records are displayed again. Automatically arrange records in the table in alphabetical order by last name field. Click the cursor in the first row, Last Name cell Note: This is your record with your last name. Click the Sort Ascending button in the Standard Toolbar 40 of 48

41 Filter the table by selection to display certain records: students in sports. Click the cursor in the first record displaying yes in the Sports cell Highlight the entire word yes in the Sports cell Click the Filter by Selection button in the Standard Toolbar Notice that only the student records that match yes for Sports are displayed: Save the table. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar Close the table without closing Access. Click the red square button with white x in the top right hand corner of the Student Information: Table window Note: You should be returned to the Database Window. Open the Student Information table again. In the Objects Menu of the Database window, click the Tables button Click the Student Information table in the list box Click the Open button in the Database Window Toolbar Notice that all student records are displayed and the filtered information is no longer present. Note: Unlike a query, filtered records cannot be saved. To display only students in sports in this table, you must apply the filter again. Close the table without closing Access. Click the red square button with white x in the top right hand corner of the Student Information: Table window Note: You should be returned to the Database Window. 41 of 48

42 Open the Student in Sports query. In the Objects Menu of the Database window, click the Queries button Click the Student in Sports table in the list box Click the Open button in the Database Window Toolbar Notice that the saved query does maintain the extracted records, displaying only students in sports: Close the query without closing Access. Click the red square button with white x in the top right hand corner of the Student in Sports: Query window Note: You should be returned to the Database Window. Open the Grades table. In the Objects Menu of the Database window, click the Tables button Click the Grades table in the list box Click the Open button in the Database Window Toolbar Filter the data table by form to display records that match a value. When clicked, the Filter by Form button displays a table with a blank record that allows you to set the values you want the filtered records to display. With the Grades table open, click the Filter by Form button in the Standard Toolbar In the blank record, click the cursor in the Grade column then click the down arrow on the right of the cell to display the list drop-down menu Click the highest grade in the list Click the Apply Filter button in the Standard Toolbar 42 of 48

43 Notice that only the student records that matched the grade are displayed: Remove a filter. With the filtered information displayed, click the Remove Filter button in the Standard Toolbar Notice that all student records are displayed again. Remove a selected record from the data table so that it is not saved (delete). Click in the First Name cell for your record Click the Delete Record button in the Standard Toolbar Click the Yes button when asked if you are sure you want to delete the record Save the table. Click File (in the Menu bar) > Save or click the Save button in the Standard Toolbar Close the table without closing Access. Click the red square button with white x in the top right hand corner of the Grades: Table window Note: You should be returned to the Database Window. Open the Grades form. In the Objects Menu of the Database window, click the Forms button Click the Grades form in the list box Click the Open button in the Database Window Toolbar Note: The first record displayed should be Student ID 2 because your record was deleted in the Grades table. 43 of 48

44 Filter the form to display specific records. Highlight the grade in the first record shown Click the Filter by Selection button in the Standard Toolbar Notice that the navigation area will display the number of records that matched the filter. Click the Next button to view all filtered records (if any) Remove a filter. With the filtered information displayed, click the Remove Filter button in the Standard Toolbar Notice that all 10 student records are displayed again. Close the form without closing Access. Click the red square button with white x in the top right hand corner of the Grades: Form window Note: You should be returned to the Database Window. Continue to Lesson of 48

45 Lesson 6 Creating Reports You can create a report from a data table using the AutoReport or Report Wizard. The report lets you specify how you want the data to appear on the page when printed. Create new report based on a query. In the Objects Menu of the Database window, click the Reports button Click the New button in the Database Window Toolbar In the New Report window, click Report Wizard Click the OK button In the Tables/Queries area of the Report Wizard window, click the down arrow and select Query: Student Grades In the Available Fields: area, click FirstName Click the right single arrow toggle button to add the field to the Selected Fields Note: FirstName will now be viewable in the Selected Fields: area. Click LastName in the Available Fields Click the right single arrow toggle button to add the field to the Selected Fields Click Sports? in the Available Fields Click the right single arrow toggle button to add the field to the Selected Fields Click Grade in the Available Fields Click the right single arrow toggle button to add the field to the Selected Fields Click the Next button at the bottom of the window In response to the grouping levels question, click Sports? Click the right single arrow toggle button to add Sports? to the top of the page area Click the Next button at the bottom of the window 45 of 48

46 In the number 1 window to sort records, click the down arrow and select Grade Click the Ascending button to change it to Descending In the number 2 window to sort records, click the down arrow and select LastName Maintain Ascending Click the Next button at the bottom of the window In response to the layout question, click Outline 1 Maintain Portrait Orientation Maintain the checkmark in for Adjust the field width so all fields fit on a page Click the Next button at the bottom of the window In response to the style question, click Corporate Click the Next button at the bottom of the window Maintain Student Grades in the title field Click the radio button in front of Modify the report s design to open the report in Design View Click the Finish button at the bottom of the window The report should open in Design View and look similar to this: 46 of 48

47 Display an on-screen preview of what the report will look like when printed. Click the down arrow to the right of the View button in the Standard Toolbar Click Print Preview or Click the Print Preview button in the Standard Toolbar The report should look like similar to this: Specify left and right margins. With the report in Print Preview, click the Setup button in the Print Preview Toolbar In the Page Setup window, highlight the 1 in the Left: field Type 1.5 Highlight the 1 in the Right: field Type 1.5 Click the OK button Print one copy of the report. With the report in Print Preview, click the Print button in the Print Preview Toolbar Close the report without closing Access. Click the red square button with white x in the top right hand corner of the Student Grades window 47 of 48