Isc Sample Create and Use Databases Using Access2010

8/12/2019 Isc Sample Create and Use Databases Using Access2010

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Create and Use Databases using

Access 2010

(with Windows 7)

Written by Annette Thompson

Association for the Blind of WAGuide Dogs WA


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Association for the Blind of WAGuide Dogs WAIndustry Skills Centre

Create and Use Databases using Access 2010 2

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Design

Design a database according to organisation requirements taking into consideration:

Efficient input of data

Consistent display of data information

Effective output of information (queries)

Reporting and presentation of information

Funct ions and Features

Tables

Number of tables

Table names

Field names

Field data types

Field descriptions

Field properties including:o Sizeo Formato Default Valueso Validation Ruleso Required

o Indexingo Lookup Lists and Tableso Input Masks

Primary and Foreign Keys

Column width to display data

Relationships

Enforce Referential Integrity

Compact and Repair

Set on Close

Forms

Create Forms using the Auto Form and the Wizard

Add data using Forms

Find data within Forms

Filter data


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Queries

Create Queries using the Wizard and in Design View

Use Query features including:o Sortingo Show or Hide field

Use Criteria including:o Parameter/Prompto Equal to and Not Equal to expressionso And and Or expressionso Is Null and Blank expressionso Calculated fieldso Calculate Totalso Group By

Reports

Create Reports using the Auto Report and the Wizard

Review the data to ensure accuracy

Export to Word


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Table of Contents

Use the table of contents below to navigate within this document.

Press Up or Down Arrow to locate the required topic and then place the cursor within

the line of text and then press Enter to move directly to that topic. To return to theTable of Contents, press Alt Left Arrow, (ZoomText users will need to pass throughby pressing Alt Pause).

Introduction ............................................................................................................. 11Assistive technology versions ............................................................................... 11Before you start ..................................................................................................... 11How to get the best from the training manual ........................................................ 11Files used in this Training Manual ......................................................................... 12Files used in Review Exercises ............................................................................. 12Conventions used in practical and review exercises ............................................. 12Time to get started ................................................................................................ 13

Chapter 1. Database Design ............................................................................... 15What is a Database ............................................................................................... 15Computer Databases ............................................................................................ 15Database Terminology .......................................................................................... 16Database Design .................................................................................................. 18Case Study: The Get Fit Recreation Centre .......................................................... 20Use the Database Design Sheet ........................................................................... 24Case Study: Sporting Life Store ............................................................................ 25Quick List Keystrokes............................................................................................ 32

Chapter 2. Whats New in Microsoft Access 2010............................................ 33Start Microsoft Access .......................................................................................... 33Whats New in Microsoft Access 2010? ................................................................ 34Maximise the View of the Access Window ............................................................ 38File Format ............................................................................................................ 39Retrieve Databases .............................................................................................. 39Pin/UnPin Databases to the Recent List ............................................................... 39Read Only Protected View .................................................................................... 40Quick List Keystrokes............................................................................................ 41

Chapter 3. 2010 and Compatibility Mode ........................................................... 43Features Available in Each Mode ......................................................................... 43Convert a Database to Access 2010 Mode ........................................................... 44

Save 2010 Mode Databases to Pre 2010 Versions .............................................. 44 Quick List Keystrokes............................................................................................ 45

Chapter 4. Help in Windows and Access ........................................................... 47Help in Windows 7 ................................................................................................ 47Help in Microsoft Access 2010 .............................................................................. 48Get Help for Specific Features .............................................................................. 48Quick List Keystrokes............................................................................................ 48

Chapter 5. Open and Explore an Existing Database ........................................ 49Open an Existing Database .................................................................................. 49Retrieve a Previously Opened Database .............................................................. 49Screen Layout ....................................................................................................... 50Navigate Within a Database .................................................................................. 51


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ReCreate the Relationship .................................................................................. 109Quick List Keystrokes.......................................................................................... 110

Chapter 12. Maintain Data Records ................................................................ 111Add More Records .............................................................................................. 111Find Records ....................................................................................................... 112Replace Data ...................................................................................................... 114Sort Records ....................................................................................................... 115Filter Records ...................................................................................................... 117Delete Records ................................................................................................... 122Quick List Keystrokes.......................................................................................... 124

Chapter 13. Change the Database Design ..................................................... 125Change the Table Design ................................................................................... 125Copy the Database ............................................................................................. 125Add Fields ........................................................................................................... 126Change the Field Order ....................................................................................... 127Edit Field Names and Data Types ...................................................................... 127

Edit Field Properties ............................................................................................ 129Delete a Field ...................................................................................................... 131Quick List Keystrokes.......................................................................................... 132

Chapter 14. Compact and Repair .................................................................... 133What Is Compact and Repair? ............................................................................ 133Quick List Keystrokes.......................................................................................... 135

Chapter 15. Create and Use Forms................................................................. 137Introduction to Forms .......................................................................................... 137Create a Form ..................................................................................................... 137Save a Form ....................................................................................................... 139Review Data in a Form ........................................................................................ 139Open a Form ....................................................................................................... 140Add New Records in a Form ............................................................................... 141Edit Records in a Form ....................................................................................... 142Find Records in a Form ....................................................................................... 143Find Data Using the Wildcard ............................................................................. 143Replace Data in a Form ...................................................................................... 144Sort Records in a Form ....................................................................................... 144Filter Records in a Form ...................................................................................... 145Create an Auto Form based on the One Table.................................................. 146Review Records in a Form and Subform ............................................................ 146 Add New Records in a Form and Subform .......................................................... 148View Data Entered into Form in Underlying Table/s ........................................... 150Create Forms Using the Wizard .......................................................................... 150Delete Records in a Form ................................................................................... 151Quick List Keystrokes.......................................................................................... 153

Chapter 16. Form Wizard Background Descriptions .................................... 155Chapter 17. Create Queries ............................................................................. 159

Introduction to Queries ........................................................................................ 159Create Queries Using the Wizard ....................................................................... 160Create Queries in Design View ........................................................................... 167Run a Query ........................................................................................................ 168Save a Query ...................................................................................................... 169Print a Query ....................................................................................................... 169


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Open and Run a Query ....................................................................................... 169Create a Query from an Existing Query .............................................................. 170Move a Field in a Query ...................................................................................... 170 Insert Fields into a Query .................................................................................... 171Delete a Field in a Query .................................................................................... 172In Class Review Exercise .................................................................................... 173Sort Records in a Query ...................................................................................... 173Rename a Query ................................................................................................. 174Copy a Query ...................................................................................................... 174Delete a Query .................................................................................................... 175Quick List Keystrokes.......................................................................................... 177

Chapter 18. Create Queries with Criteria ....................................................... 179Create Queries based on Two Tables................................................................. 179Specify Criteria in a Query .................................................................................. 180Create a Calculated Field in a Query .................................................................. 189Edit Field Properties in a Query .......................................................................... 190

Calculate Totals .................................................................................................. 191Calculate Totals By Group .................................................................................. 194Edit the Dynaset Column Heading Properties ..................................................... 194Create Calculated Queries that use Numbers or Percentages ........................... 196Quick List Keystrokes.......................................................................................... 197

Chapter 19. Create Reports ............................................................................. 199Introduction to Reports ........................................................................................ 199Create an Auto Report ........................................................................................ 200Review a Report ................................................................................................. 201Save a Report ..................................................................................................... 203Close a Report .................................................................................................... 204Open a Report .................................................................................................... 204Print a Report ...................................................................................................... 205Create a Report Using the Wizard ...................................................................... 205 Labels Wizard ..................................................................................................... 209Quick List Keystrokes.......................................................................................... 212

Chapter 20. Report Wizard Background Descriptions .................................. 213Conclusion ............................................................................................................ 217Where To From Here? .......................................................................................... 219

Additional Training Manuals ................................................................................ 219For Further Information Contact: ......................................................................... 219

Skills and Knowledge Required for Assessment .............................................. 221Design ................................................................................................................. 221Functions and Features ...................................................................................... 221

Appendix 1: Quick List Keystrokes .................................................................... 223Whats New in Access 2010................................................................................ 223Open and Explore an Existing Database ............................................................ 223 Create a New Database ...................................................................................... 223Create Relationships ........................................................................................... 224Lookup Values Lists and Tables ......................................................................... 224Input Masks ......................................................................................................... 225Enter Records ..................................................................................................... 225Create a Lookup for the Foreign Key Field ......................................................... 225Maintain Data Records ........................................................................................ 226


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Change the Database Design ............................................................................. 227Compact and Repair ........................................................................................... 227Create and Use Forms ........................................................................................ 228Create Queries .................................................................................................... 229Create Queries with Criteria ................................................................................ 229Create Reports .................................................................................................... 230

Appendix 2 Use the Tasks Feature in Outlook 2010 .......................................... 231Introduction ......................................................................................................... 231Recurring Tasks .................................................................................................. 233Quick List Keystrokes.......................................................................................... 235


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This chapter explains how to open and navigate within an existing database. On

completion of this chapter you should be able to:

Open a previously created database

Set the Navigation Pane

Navigate between the database objects

Open, navigate and select records within a Table

Open, navigate and close a Query

Close a database

Exit Access

Files for th is ch apter:

Get Fit

Open an Exist ing Database

To open an existing database either press Alt F then O or Control O. The OpenDatabase dialog box is displayed with the cursor located in the File name text box.Either type the name of the database file or move to the folder list tree view andlocate the required file.

Practical Exercise: Open an Existing Database

1. Ensure Access is open2. Press Alt F then O or Control O

3. To Locate the Get Fit database:

a. Press Alt D then type Computer and press Enter

b. Tab to the Items View List Box and locate the folder and file

c. Press Enter to open the database

4. Leave the Get Fit database open for the next practical exercise

End of Practical Exercise

Retr ieve a Previous ly Op ened Database

You can use the Recent list to retrieve a database you have recently worked on.

Retrieve Database using the Recent List

1. Press Alt F then R (File Ribbon, Recent List)

2. Tab to move to the List then either continue to press Tab or press Down Arrowto locate the required file. Note you will move from the file name to the Pinbutton

3. Press Enter to open the database

End of Instructions


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Screen Layout

Tit le Bar

The top line of the screen is the title bar which displays the program name.

When a database is open the name of the database is notdisplayed on the title bar.

When an object is open andthe object window is maximised, the name of the objectis displayed on the title bar.

However JAWS will read the database name and the object name by pressingInsert T.

Ribbon

The Ribbon is located directly under the Title Bar.

Navigat ion Pane

The Navigation Pane is situated on the left hand side of the screen. This allows youto open the various database objects: tables, forms, queries and reports that are partof the database. There are several ways to view the database objects in thenavigation pane. The most accessible is known as All Access Objects. This settingmust be changed for each database, it is not an Access setting.

By changing the view to All Access Objects all the tables are grouped together, thenall the queries are grouped together, then all the forms are grouped together, then allthe reports are grouped together. They are listed one under the other and it is clearwhich object you are moving to as each group has the object heading.

This allows you to open the correct object as sometimes you may have a table, formand report with the same name and if the view of the navigation pane has not beenchanged then everything is grouped by the name and it is hard to identify whichobject it is.

Practical Exercise: Change the Navigation Pane Setting

1. Ensure the Get Fit database is open

2. Press F6 to move to the Navigation Pane

3. Press Shift Tab to locate the bar that, by default, should say All Tables ButtonMenu

4. Press Spacebar and then Down Arrow to locate Object Types

5. Press Enter to activate. The focus remains on the bar

6. Press Spacebar and then Down Arrow to locate All Access Objects

7. Press Enter to activate

8. Tab to the first table name which is located after the Table Outline ButtonExpanded option and in this case is Customers




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Navigate Within a Database

To open a database object press F6 to move to the Navigation Pane then press Upor Down Arrow to located the required object. You can open the object in either oftwo views depending on the object. For Tables and Queries: design or datasheet

view. For Forms and Reports: design or form/report view.

To open the object in design view press Control Enter.

To open the object in datasheet or form/report view press Enter.

Design view allows you to change the actual design of the object. You will be usingthis view for Tables and Queries. Form/report view allows you to work with the actualdata, not the design.

You can also change the view of the active object by accessing the Home Ribbonand then the View by pressing Alt H then W and choosing the required view.

Open a Table

Practical Exercise: Open a Table


2. Press F6 to move to the Navigation Pane

3. Press Up or Down Arrow to locate the Customers table

4. Press Enter to open the table in Datasheet view

5. Leave the Customers table open for the next practical exercise


Maximise Object Window

It is also beneficial to ensure the object window is maximised.

You can check if this window is maximised by pressing Alt (Dash/Minus), if theoptions of Move, Size, Minimise and Maximise are displayed then the window needsto be Maximised by pressing X

Maximise Object Window

Press Alt (Dash/Minus) then X

Table Datasheet View

The Customers table is displayed in datasheet view. This means that the datacontained in the table is set out in columns and rows.

The columns represent the fields. For example, the column headed Surnamecontains the surname of all customers. The rows represent the data relating to asingle customer, that is, the customer record.

In this database, the Customers table contains 34 records with each record showingdetails for a single customer.


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Navigate within a Table Datasheet View

You can move around the datasheet by pressing:

Right Arrow moves to the next field to the right

Left Arrow moves to the next field to the left

Up Arrow moves to the same field in the previous record

Down Arrow moves to the same field in the next record

Home moves to the first field in the current record

End moves to the last field in the current record

Control Home moves to the first field in the first record in the table

Control End moves to the last field in the last record in the table

Control Up Arrow or Page Up moves to the same field in the first record

Control Down Arrow or Page Down moves to the same field in the last record

When you move to the various fields, the data in the field is automatically selected,therefore, it can be copied, moved, deleted or replaced. Pressing any key, includingthe Spacebar, Backspace and Delete at this point will replace the selected text withthe keystrokes you have pressed. It is important to remember this so that you do notaccidentally delete or change the data in the field.

When you press Right Arrow at the last field in a record, the focus will automaticallymove to the first field in the next record. Similarly, when you press Left Arrow at thefirst field in a record, the focus will move to the last field in the previous record.

Practical Exercise: Navigate within a Table Datasheet View

1. Ensure the Get Fitdatabase is open and the Customers table is displayed

2. Press Right Arrow to move through the first record fields and continue to thesecond record

3. Press Left Arrow to move back through the fields in the second record andthen to the first record

4. Press Control End to move to the last field in the last record

5. Press Home to move to the first field in the last record

6. Press End to move back to the last field in the last record

7. Press Control Home to move to the first field in the first record

8. Press Right Arrow until the focus is located in the Surname field

9. Press Page Down to move to the Surname field in the last record

10. Press Right Arrow to locate the Telephone field in the current record

11. Press Page Up to move to the Telephone field in the first record




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Select Data and Reco rds in a Table

You may need to copy or move data in fields or whole records. You need to firstselect the required fields or records. To select data press:

Tab to select the data in a fieldShift Up, Down, Right or Left Arrow to extend the selection in the requireddirection to select data in several fields.

Shift Spacebar to select a record (a row)

Shift Down Arrow to extend the selection to multiple consecutive records

Control Spacebar to select all data in a specific field (a column)

Control A to select all records in a table

To cancel the selection, press any Arrow.

Practical Exercise: Select Data and Records in a Table


2. Press Control Home to move to the first field in the first record

3. Press Shift Spacebar to select the record

4. Cancel the selection

5. Move to the record for Customer ID 10, Mr Baker

6. Move across to the Address field

7. Press Shift Right Arrow three times to extend the selection to Suburb,Postcode and Telephone


9. Move to the Surname field for Customer ID 10

10. Press Shift Down Arrow five times to select the next five surnames


12. Move to the Postcode field for Customer ID 10

13. Press Control Spacebar to select the whole column or field of data


15. Press Control A to select all records16. Cancel the selection




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Close an Object

To close any database object: table, query, form or report, and leave the databaseopen press Control F4.

It is good database practice to close one object before opening another. This allowsthe database to save each object before another is opened. Therefore if one object,for example a query, is reliant on a table, if the table is closed and therefore saved,the query can perform its task when opened.

Practical Exercise: Close an Object


2. Press Control F4



Open a Query

Queries are objects which use data contained in the tables to:

limit the fields displayed

sort records into a required order

filter records to display only those which meet certain criteria

Queries will be explained in detail in a later chapter.

To open a Query use the Navigation Pane to locate the required query and pressEnter to open in datasheet view.

In the Get Fit database a query has been created to display names of customers, theevent for which they have booked, the fee for the event and whether the fee hasbeen paid. The query is named Fees.

Practical Exercise: Open a Query


2. Ensure you are in the Navigation Pane, if required press F6

3. Press Up or Down Arrow to locate the Query named Fees and press Enter

4. Leave the Fees Query open for the next practical exercise


The Query Datasheet View

The query datasheet has exactly the same layout as the table datasheet. It displaysthe records in rows and the fields in columns. The Fees query displays informationfrom two tables. The Surname, First Name, and Fee Paid fields are from theCustomers table. The Description and Fee fields are from the Events table.


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Navigate the Query Datasheet

You navigate in the query datasheet using the same techniques as the tabledatasheet.

Practical Exercise: Navigate the Query Datasheet1. Ensure the Get Fitdatabase is open and the Fees query is displayed

2. Press Control Home to ensure the focus is in the Surname field in the firstrecord

3. Press Down Arrow to locate the surname Jarvis

4. Press End to move to the Fee paid field and check if Larry Jarvis has paid hisfee

5. Press Home to move to the Surname field

6. Use the same technique to find out if Bonnie Taylor and Jodie Chance havepaid their fees

7. Close the Fees query



Close th e Database

To close the database and leave Access open press Alt F then C

Practical Exercise: Close the Database


2. Press Alt F then C

3. Leave Microsoft Access open for the next practical exercise


Exi t Acc ess

To exit Microsoft Access press Alt F4.

Practical Exercise: Exit Access

1. Ensure Access is open2. Press Alt F4


This is the end of this chapter. You should now be able to:

Open a previously created database

Set the Navigation Pane

Navigate between the database objects

Open, navigate and select records within a Table

Open, navigate and close a Query Close a database


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Exit Access

Complete Review Exercises 4 and 5 are which are located in th e Review

Exercise fo lder.

Quick List Keystrokes

Maximise Object Window Alt Dash/Minus then X

Navigation Pane Setup F6 then Shift Tab to label bar, then Spacebar andchoose Object Types and Enter, then Spacebar andchoose All Access Objects and Enter

Open Objects Enter

Close Objects Control F4

Close Database Alt F then C

Exit Access Alt F4

This is the end of the quick list for this chapter.


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Additional training manuals available from our online shop atwww.guidedogshop.com.au under the Educational Resources link are:

Windows 7

Operate a Personal Computer with Windows 7

Internet Explorer

Browse and Search the Net with Internet Explorer 8

Beginners Microsoft Office

Word 2010 Basics

Email using Outlook 2010

These titles are also available for Microsoft Office 2007

Advanced Microsoft Office

Write, Design and Produce Business Documents using Word 2010

Organise Schedules using Outlook 2010

Design and Produce Spreadsheets using Excel 2010

Create and Use Databases using Access 2010

Create PowerPoint Presentations using 2010

These titles are also available for Microsoft Office 2007

For Fur ther Inform at ion Contact :

Association for the Blind of WAIndustry Skills Centre61 Kitchener AvenueVictoria Park WA 6100

Telephone: 08 9311 8202

Email: [email protected]