Microsoft Office 2007 PDF Picture Tutorial Series Databases Tables, Forms, Queries, Lookup Wizard, Relationships August 2010 by Floyd Jay Winters and Julie Manchester winterf@scf.edu SEE GRADING CRITERIA AT THE BOTTOM Database Tables Lookup Wizard Relationships Forms Queries Reports In this project, you will create an Invoice database with the following features: Four tables: Invoice, Invoice Details, Employees, Products. Primary keys, such as such as EmployeeID that link corresponding records in the tables. Default Values and Field Size Limits and Formats Data validation You will use the Form Wizard to create an invoice form You will use the Query Wizard to create a query that calculates price times quantity You then use the result of the query in a report you create using the Report Wizard Background Terms: A Database is a collection of related objects that store, manage, manipulate, and retrieve information. A database can also be referred to as a collection of related tables that are linked by key fields, such as EmployeeID or InvoiceNumber. Database objects are tables, queries, forms, reports, and macros. Relationships are basically links that join tables based on key fields such as EmployeeID or InvoiceNumber. Tables store the data in records (rows) and fields (columns). Queries perform an action with the data in the tables, such as finding certain specific data based on criteria. The results of a query can then serve as a source of data for a report. Forms are used for easily entering, displaying, and editing data. Reports are a printed form of data formatted and organized to your specifications. Macros are actions that you can use to automate tasks. The first form is shown below (a good form has one record on one screen in Columnar layout):
The finished report is shown below (a good report shows multiple records in Tabular layout): Step 1: Create the Invoices Database (Go to Top) Start Access Select Blank Database Name the database Invoices.accdb
Next, select where the file will be saved. Click the folder icon to the right of the File Name The File New Database dialog box opens. Possible Problem: Unlike Microsoft Word and Excel, you can NOT resave or rename an Access database file while in Access. So pay special attention to what you name your file and specifically what folder or what drive you save it in. If you need to modify the file name or location, you can copy it, move it, or rename it in the Windows Explorer, but not in Access.
Browse to the desired folder and click OK The File New Database dialog box closes. Creating Tables (Go to Top) Tables store the actual data in a database. Typically, each set of related data is stored in a separate table. For instance you would have an Employees table for all of your employees and a Products table for all of your products. Click Create The newly created database opens in Table Datasheet View. Click View in the Views group of the Datasheet tab Select Design View
The Save As dialog box opens. Type in the Table Name Employees Click OK The Employees table within the Invoices database opens in Design view: By default, Access sets the first field as the Primary Key, names it ID and uses the AutoNumber data type. A Primary key is unique identifying field by which a table can be searched, sorted, or linked to another table. Example: an EmployeeID or ProductID. A Foreign key is a corresponding key field in another table that identifies records that are linked through the primary key. Example: a foreign EmployeeID key field in an Invoices table that links to employee information in the Employee table which has the Primary EmployeeID key field. Change the name of the Primary Key field from ID to EmpID Click in the Data Type column, click the list arrow, and select Text
Type in the Description 3 Characters Employees Initials In the EmpID Field Properties, enter 3 for the Field size and > for the Format Enter LastName, FirstName, Address, City, State, Zip, and Degree Assign each the Text data type Text comes up as the default data type for each subsequent field. For the State field, enter the Description: 2 character abbreviation In the State Field Properties, enter 2 for the Field size, > for the Format, and VA for the Default Value After Degree, the next field is MOSCertified and has the Yes/No data type and the
description: Microsoft Office Specialist Certified Enter HireDate with the Date/Time data type Enter BaseSalary with the Number data type Enter Phone with the Text data type and the description: Home Phone Enter Comments with the Memo data type Using the steps above create a Products table that includes the following fields: ProductID, ProductName, ProductDescription, and Price. Using the steps above create an Invoice table that includes the following fields: InvoiceID, InvoiceDate, and EmployeeID. Using the steps above create an InvoiceDetails table that includes the following fields: InvoiceID, ProductID, and Quantity. Using the Lookup Wizard (Go to Top) When you create your tables, use the Lookup Wizard for foreign key fields like EmployeeID and ProductID so that dropdowns will allow for quick data entry. In the end you will have a One-to-Many Relationship. There is one unique Primary EmployeeID key field in the Employee table that is related to many foreign EmployeeIDs key fields in the Invoices table. In other words, one employee can have many sales. In table Design View, choose the Lookup Wizard for the Data Type:
Setting Relationships (Go to Top) After you define your tables and set up your Lookup Wizard, you must finish setting up your relationships. Relationships refer to how related tables in a database are linked or joined together by key fields (such as EmployeeID) to avoid data redundancy, to provide for easier data entry, to ensure data consistency, and to avoid potential errors. Choose Database Tools tab > Relationships. Right-click on the line connecting related tables through their key fields to enforce Referential Integrity to make sure there are no Invoice Detail records without matching Invoices (you cannot have children without parents). Possible problem: If there is not line connecting the EmployeeIDs from the Employees table and the Invoices table: drag the EmpID Primary key from the Employees table to the EmployeesID Foreign key in the Invoices table.
When done your relationships should look like this, with each many table having a 1-to-Many (1 to ) Relationship with the other tables (1 employee can have many sales): If your Lookup Wizard and 1-to-Many Relationships are set correctly, data entry with your tables becomes much easier and more powerful with dropdowns:
Using the steps above use the Lookup Wizard to link the InvoiceDetails table to the Products table through ProductID. Once you have set up your Relationships properly and used the Lookup Wizard to link to related tables it is much easier to create good forms and subforms for data entry. Creating Forms (Go to Top) A Form is used to enter, edit and delete information stored in a table. Forms are more attractive and easier to use than tables. We will build two forms. The first is a basic Employees form. The second is an Invoice form with a Subform (an itemized detail form within a main form). Click More Forms in the Forms group on the Create tab Select Form Wizard If necessary, click the dropdown arrow next to the Tables/Queries box and select the Employees table. Click the [ > ] button to move EmpID, LastName, FirstName, Address, City, State, Zip, Phone, and Comments to the Selected Fields list
Click Next Leave Columnar selected and click Next Note: a good form has one record on one screen in Columnar layout Choose a style and click Next Name the form Employees of Your Company Name and click Finish The new form opens in Form view:
Building Queries (Go to Top) A Query can be used to find and arrange specific information and do on the fly calculations. We will create two queries. First we will create a simple Employees Query to list only Employee names and addresses. Click Query Wizard in the Other group on the Create tab The New Query dialog box opens:
With Simple Query Wizard highlighted, click OK The Simple Query Wizard dialog box opens. If necessary, choose Table: Employees from the drop-down Tables/Queries list Click [ > ] with EmpID highlighted to move it to the Selected Fields list Repeat for LastName, FirstName, Address, City, State, and Zip Click Finish The new Employees query opens in Datasheet view:
Click View in the Results group on the Home tab The Employees query opens in Design view: In the Criteria row for State, enter FL Click Run in the group on the Design tab Only records having a State value of FL are included in the results:
Now let s create a Query that computes Price times Quantity that we can then use in a Product Sales by Employee Report. Click Query Wizard in the Other group on the Create tab Select Simple Query Wizard Choose Table: Invoices from the drop-down Tables/Queries list With InvoiceID highlighted in the Available Fields list, click the single arrow to move it to the Selected Fields list
Select the Products table from the Tables/Queries list Add ProductName and Price to the Selected Fields list From the InvoiceDetails table and add Quantity to the Selected Fields list Click Next The dialog box offers the choice between including every field from every record or a summary with simple calculations. Select Summary Summary Options becomes available. Click Summary Options
The Summary Options dialog box opens. Check the Sum box for the Quantity field; then click OK Click Next after the Summary Options dialog box closes Change the title of the query to PriceXQtyQuery Select Modify the query design.
Click Finish The query opens in Design view. You can rearrange the tables so the relationship lines are more easily seen and resize the grid columns to show the entire contents: In the Field line of the first empty column of the design grid enter TotalPrice: Price*Quantity and tap Enter Click the Run button in the Results group on the Design tab The query displays in Datasheet view with the newly calculated field:
Save and close the query Creating Reports (Go to Top) Reports are used to display the information from a table or the results form a query in the desired field order, showing only the desired fields. Let s create a report based on our PriceXQtyQuery. Select Report Wizard in the Reports group on the Create tab The Report Wizard dialog box opens In the Employees table, add EmpID to the Selected Fields list From the Invoices table, add InvoiceID and InvoiceDate to the Selected Fields list From the new PriceXQtyQuery, add ProductName, Sum of Quantity, and TotalPrice
Group level by EmpID Sort by InvoiceDate
Click the Summary Options button Check the Sum box for TotalPrice and click OK Choose Stepped layout and Landscape orientation
Select a Style (Note: Microsoft Office 2007 has a bug that may push the Grand Total or Sum(TotalPrice) summary off to the far right of the page so that it may not be viewable. If one style does not work try another. It is because of this bug that we must print this report in Landscape instead of Portrait. We can resize the report with and height later.) Name the report Product Sales by Employee, select Modify the report s design, and click Finish The report opens in Design view:
The Report Wizard generates a basic report that you can customize for your specific company. (Note the Microsoft Office 2007 bug pushed =Sum(TotalPrice) off to the far right of the page so that it would not be viewable in Portrait view.) In the following steps, you add your company name to the Report Header, rename the Sum of Quantity label, line up the totals, and move the page number. Hover the pointer over the vertical ruler near the bottom of the Report Header and drag the bottom edge of the Report Header to make it big enough for the company name Click and drag the report title down to make room for the company name Possible problem: When you try to click and drag the label, after you click it you cannot drag it, you can only edit the text. Solution: Do not release the mouse button after clicking the label. Click and drag in one step. Click the Label tool in the Controls group on the Design tab Drag a new label above the title
Type in your company name and then click in an empty area of the report Click the label to select it Use the tools in the Font group to format the company name In the EmpID Footer, select the Summary for text box and delete it Click TotalPrice in the Detail section Press and hold the [Shift] key and click =Sum(TotalPrice) in the EmpID footer and Report footer The three total fields are highlighted Click the Align Right tool in the Control Alignment group on the Arrange tab
The three total fields are now aligned on their right edge. Open the Property Sheet, if necessary, by clicking Property Sheet in the Tools group on the Design tab With the three total fields still highlighted, set the Format to Currency
In the Properties Sheet, adjust the Page Number field in the Page Footer and change its Width and Left properties to the best settings. Open the report in Report View (Home tab > View > Report View) Note 1: A good report shows multiple records on one page in Tabular layout. Note 2: Notice that it displays both Subtotals for each employee and a Grand Total for everyone. Note 3: Notice the spaces in the headers, as in Invoice Date and Product Name (instead of InvoiceDate and ProductName). These spaces are added in Design View. Also in Design View the column widths were adjusted to give the best presentation. Access Tables, Forms, Queries, Reports Grade Sheet Criteria Build a business database: Link Multiple Tables into 1 Relational Database relevant to YOUR own business.. Continue to follow your overall business design theme as much as possible. Also see:
http://faculty.scf.edu/winterf/0classfolders/1570office/1gradingcriteria/access_images/ http://faculty.scf.edu/winterf/0classfolders/1570office/samplesdatabases/ Relationships are set by linking tables though Key Fields. When tables are linked or related it means that you only enter data like LastName, FirstName and Address one time, perhaps in the Employee table. If you link the Employee table to another table by its key field, such as EmployeeID, you can obtain LastName, FirstName and Address without retyping this data saving storage space, saving time, avoiding redundancy, and reducing possible errors. Note 1: Relationships: The Primary Key is usually the first field listed in a table. Ex: EmployeeID should be the Primary field and the first field listed in the Employees table. Ex: EmployeeID may be Foreign key in the Invoices table. As a rule, there should only be one Primary key per table. Normally, do not link a Primary Key to a Primary Key. Link a Primary Key to a Foreign Key (no key symbol). Other than the Key fields, you should not have any other field listed in multiple tables. Avoid Redundancy. Ex: If Price is in the Products table, it should not be in the Invoices table. The Invoice table gets Price from its relationship to the Products table through ProductID. If your Relationship window shows a duplicate of the same table (Ex: there is an Employees and Employees_1): Right click on the Relationship line of the duplicate table (Ex: Employees_1) and click Delete. Then select the duplicate table (Ex: Employees_1) and Delete the Table. (You may have to close opened tables first.) If the Primary key for ProductNumber is a Text data type in the Products table, then the foreign key for ProductNumber must also be a Text data type in the linked Orders table. (Notice I wrote ProductNumber is Text because it may be: IBM1234 which is really alphanumeric.) Also note that you can type "Relationships" into the help box and get a lot of help on this topic including Troubleshooting. Note2: In form Design View, to Disassociate Labels and their associated TextBoxes or a collection of Labels and TextBoxes (the Form Wizard will associate a whole collection) highlight the Label(s) and TextBox(es) > Right-click > Layout > Remove. This will allow you to independently move and resize Labels and/or TextBoxes. Note 3: Reduce File Size: I. Office Button > [Access Options] button > Current Database, check Compact on close. II. Make sure images are small in size. A typical photo from a digital camera can be 8 x 11 or even poster size and possibly 3 MB. So for some images you must first load them in a Paint program and then reduce their file size. (Most paint programs have a resize option, ex: Image > Resize). Sometimes it is better to delete every picture and image in your database. (If you have to temporarily delete the entire picture field.) Then check the file size. If you see it is much smaller, then you have confirmed the problem is your images. Now you can add smaller images back in. If necessary, just add a few images for the first few records. Also note if you are using Office 2007 use the Attachment data type to add pictures, NOT OLE object. Microsoft had a bug with its OLE pictures which tremendously increased the file size. III. Make sure you have no spaces or characters in the file name. If I.-III. do not work, try to send as a.zip file for a small penalty. Also see: http://faculty.mccfl.edu/winterf/0classfolders/common/filesizes-keepsmall.htm Quick Pictorial Tutorials: Create Table Create Query Create Form Create Report Set Relationships Sample Relation Competency Steps Points Build a Clients Table. Include the following In Office 2007 create a Table in fields and any desired fields: Design View for your ongoing business project EmployeeIS: Primary Key 1. Start Access (When done, the primary key will have a key 2. Click Blank Database icon next to its field name.) 3. Enter a File Name and click the LastName: Text [Create] button - pay attention to the FirstName: Text Path! (You can click the folder icon to browse to the desired path). Give the Address1: Text file a logical name like BestInventory Address2: Text not Database1. City: Text 4. Click Create Tab State: Lookup Wizard. See the General tab 5. Click Table Design button Table1 for Employees: 10pts
to set the Field Size to 2 and Format to > (uppercase) and Default to FL Zip: Text Phone: Text Email: Hyperlink A Date field such as hire or birth date A Currency or Number field to be used in a calculation later, ex: MonthlyDues A Yes/No field such as Graduate A Memo field such as Notes Create at least two additional tables linked to your main Table: Suggestion Invoices linked to Invoice Details; Employees or Products or Customers linked to Invoices Set your Relationships (link your tables): Primary Key linked (related) to Foreign Key. Ex: Products.ProductID (table.field with Primary key) linked to Invoices.ProductID (Foreign key) The Primary key should be 1st field in table. Use the Form Wizard to create a simple but attractive Form in Columnar layout. If you want to use dropdowns linking to another table see: LookupWizard.doc Format, move, and align all the Form controls so that everything is lined up and attractive. Examples: Headers like Invoice Date and ProductName should have spaces in them instead of InvoiceDate and ProductName. These spaces are added in Design View. Also in Design View the column widths should be adjusted to give the best presentation. Use the Form Wizard to create a simple but attractive Form in Columnar layout. If you want to use dropdowns linking to another table see: LookupWizard.doc 6. Enter Field Names in column 1 & Data Types in column 2 in the table design window. 7. In the Field Properties Window at the bottom of the screen, set the appropriate field sizes, formats, and default values. 8. Close the table design window and Save when Prompted 9. Open the table that you just created. (Home > View > Datasheet view). The field names make up the header on the top row. You can now start entering the actual data in the second, third, fourth rows. Give the table a logical name like Clients, Employees, and Products, not Table1, Table2, and Table3. (Give it a good name up front or right-click an object to rename it.) Database Tools tab > Relationships Add tables (if necessary) and drag Primary key ( ) to Foreign key, and set Referential Integrity See figure: Relationships Create tab > More Forms > Form Wizard A good form has one record on one screen in Columnar layout Select a control > Use Format tab Create tab > More Forms > Form Wizard A good form has one record on one screen in Columnar layout 2 Other related Tables: 20pts Relationships: 10pts Good Form1 for Employees with employee pictures and email addresses 10pts Good Form2 for Invoices 10pts Use the Report Wizard to create a simple Sorted Report based on the Table no Totals. Suggestion: Employee Addresses or Product Description. Start the report name with a 1. See: Sample Report and Terms This report will show multiple records on one page in Tabular layout. To see a simple 2 table sample with relationships and a query see: RelationshipQueryDemo.accdb This report shows multiple records on one page in Tabular layout. All Reports should have Title (ex: Company Name) Subtitle (ex: Pay Roll Report), and Date. All reports should be neatly lined up and appropriately justified LastName in Detail header should appear as Last Name. Delete any practice or nonworking reports, forms, queries Report 1: 10pts
Create a Query in Design View that uses multiple tables - such as Invoices and Products, that Calculates and Formats Totals such as.: SubTotal: [Price]*[Qty] or something similar. or/and Tax: [Price]*[Qty] *.07 or/and LineTotal: SubTotal + Tax Or LineTotal: [Price]*[Qty] + [Price]*[Qty] *.07 To Format a field for currency or decimals: Right-click, choose Properties, choose Format See: Sample Report with SubTotals Create a second Report based on the Query above that uses multiple tables and displays Line Totals, Group Subtotals, and a Grand Total. Such as a Line Total for one item, Group Totals showing sales for each employee, and a Grand Total for all employee. Start the report name with a 2. Use appropriate and consistent Formats for all columns. See:..\SamplesDataBases\ReportGroupedSubtotals.doc Access_Images\Access_Report_GroupedSubtotals.png All Reports should have Title (ex: Company Name) and Subtitle (ex: Pay Roll Report) and Date. To get the Group Totals to work you must have a product that is sold multiple times or a sales person that makes multiple sales Then sort on that product field or salesperson field. Finally, select that product field or salesperson field to Group by when you run the Report Wizard. If you do everything OK, then you can click the [Summary] button with the Report Wizard. See Sample: 0ClassFolders/1570Office/SamplesPDF/DB_Rpt-Totals_Scott.pdf Do not have any forms queries, reports that do not work. Delete any extra forms. Right-click and rename any non-descriptive tables, forms queries, or reports Note: in Microsoft Access, all the tables, forms and reports are stored in one.accdb file. This is the same file that you started with in your first Access assignment. 1. Click Create Tab 2. Click Query Design Button 3. In the Show Table dialog box: Select 1st Table (such as Invoices) and click [Add.]. Select 2nd Table (such as Products) and click [Add.]. to produce a Query for a Report like Date Product Price Qty Subtotal Tax Total To see a simple 2 table sample with relationships and a query see: RelationshipQueryDemo.accdb 1. Click Create Tab 2. Click Report Wizard 3. In the Tables/Queries dialog box: Select your Query and select the fields [>>], [Next]. 4. If necessary, select the Field you want to group on for Subtotals [Next] 5. If your query is based on related tables that have a calculation, there will be a [Summary] button that will allow you to do group and Grand Totals. (Or Format tab > Totals button > Sum) This report will show multiple records on one page in Tabular layout. Make sure all Report columns are properly sized and the headers are appropriately aligned (Point to column heading boundary and use double- Headed arrow to size) Give the Report a logical name like Employee Sales not Report1. (Give it a good name up front or right-click an object to rename it.) - Query1 is not a descriptive or acceptable name. Do not have extra vertical or extra horizontal space in your forms and reports. Go into design view and make everything look attractive When you open Invoices.accdb, Access creates a temporary Record Locking file called Invoices.laccdb (L is for Locked). Query with a Calculation: 10pts Report 2: 10pts Group & Grand Totals: 5 (Hint Sort first) Appropriate and consistent Formats Everything is neatly aligned, labeled: 10pts Total 100
(Do not send me the laccdb file : -)