MICROSOFT ACCESS (ICTL)

KEMENTERIAN PELAJARAN MALAYSIAKEMENTERIAN PELAJARAN MALAYSIA

Self Access LearningSelf Access Learning ModuleModule

DatabaseDatabase

ICT Literacy forICT Literacy forSecondarySecondary

SchoolSchoolProgrammProgrammee

ICTL For Secondary School - Database Module

PUSAT PERKEMBANAGN KURIKULUMKEMENTERIAN PELAJARAN MALAYSIA

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ICTL for Secondary School - Microsoft Access Module

MODUL I

INTRODUCTION TO MICROSOFTINTRODUCTION TO MICROSOFT ACCESS 2003ACCESS 2003

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Curriculum Development CentreMinistry of Education

Name of Module: Introduction to Microsoft Access 2003

Learning Outcomes: Students should be able to:

a. state the usage of applicationb. list example which application of database is used c. state the function of the features in databased. create a new database

Knowledge and Skills:

a. Students known the meaning and usage of databaseb. Start Microsoft Access 2003c. Create, Name and Save database filed. Open existing database e. Exit database application

Module Summary:At the end of the module, students should be able to open, name, save file and close database.

Activity Summary: Activities in this module involved:

a. Starting Microsoft Access 2003b. Naming and saving file databasec. Opening existing database d. Exercises

Meaning of database

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A database is the computer equivalent of anorganized list of information. Typically, this information has a common subject or purpose, such as the list of employees,

phonebook guide or a classmates address book.

Microsoft Access 2003 (Access 2003) is a database system management (database programs). It can store, manage, manipulate,

analyze, retrieve, display or publish information from database.


Activity 1: Starting Microsoft Access 2003

There are two methods to start / launch your Mircosoft Access 2003.

Method 1:

1. Double click on the Mircrosoft Office Access 2003 shortcut on the Windows desktop (see below).

Method 2:

1. Click-on the Start button, then click-on Programs, then click-on Microsoft Access 2003 (Figure 1)

2. The following Access 2003 Getting Started Task Pane will appear on the right side of your Access 2003 screen. (refer figure 2)

3. In the Open area of the Access 2003 Getting Started Task Pane, click the left mouse button on

Create a new file. Activity 2: To Name and Save Database File

1. The New File menu screen on the top will appear when you click the left mouse button on Create a new file.

2. Click–on Blank database. (Figure 3)

Figure 1

Shortcut icon MS Access 2003

Figure 2

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A File New Database menu screen, similar to the one below, will be on your screen. We’ll have to do several “things” to set-up this screen to save your database. ( Figure 4 )

3. Click-on the small down arrow on the right. Choose My Documents to save by double clicking on the folder. Your selection should now appear in the Save in : area. (Step 1)

4. Next click-in the area to the right of File Name. Type-in the word students profile as shown at the bottom of the above image. (Step 2)

5. Now click-on the Create button. (Step 3)

The following Students Profile: Database menu screen will appear. ( Figure 5 )

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Figure 4

Figure 3

Step 1

Step 2 Step 3

Click here


6. Click File and click Exit to end this session and to close Ms Access 2003.

Activity 3: Open Existing Access Database

There are two methods to open existing database.

Method 1:

1. Repeat Activity 1 to open Ms Access 2003. Once you have created a database, you will see your database in the Open portion of the Task Pane.

2. Click students profile. (refer Figure 6)

Method 2:

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Figure 5

Figure 6

Click students profile


1. Click File in the Menu Bar, then click Open. (refer figure 7)

2. When the Open menu screen appears, click the small down arrow to the right of the Look in area and select My Documents.

3. Then click the name of your database (e.g. students profile.mdb) and then click Open.

Note:You will notice in the Students Profile: Database menu screen, in the left border consist of objects bar: Tables, Queries, Forms, Report, Pages, Macros and Modules.

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Figure 7

Access window title bar

Database window menu bar

Database toolbar

Database windowtoolbar bar

Select My Documents

Click students profile


There are 4 important objects as stated in the table below.

Objects Bar Function

Table

A collection of records that identify a category of data, such as Customers, Orders, or Inventory. Data inside a table is arrange by column name field and row named Record.

Field – A single characteristic or attribute of a person, place, object, event, or idea.

Record – A set of related field values.

FormUse to enter new information, to edit or remove existing information or to locate information.

Query

Used to locate information, to view, change or analyze it in various ways. A select query retrieves data from one or more tables and displays the result in datasheet. A select query can be used to group record and calculate sums, counts, averages and other types of totals.

ReportTypically used to summarize, organize and analyze information in order to express a particular point of view to specific audience.

4. Click File and Exit to stop this session.

At the end of this activities, you had learned how to:

i. Create a database ii. Close a database iii. Open an existing database

In the next module you will learn how to design table and insert data.

Exercises

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Database window title bar

Objects bar

Groups bar

Database window


Question 1

Give two examples of database that you know.

Question 2

Create a database named Teachers Profile. Save this file in My Document directory.

MODULE 2

STUDENTS PROFILE

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Curriculum Development CenterMinistry Of Education Malaysia

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Name of Module: Students Profile

Learning Outcomes: Student should be able to create a table, define primary key and insert data.


1. Students known how to differentiate field, record and table

2. Students known all types of data3. Creating table.4. Define primary key5. Inserting the data in the table.

Module summary:

At the end of this module, table below will be created by students.

Activities summary:

This module involved a few activities such as;

1. Creating tables.

2. Inserting the data in the table.

3. Exercise.

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Information and Communication Technology Literacy For Secondary– Data Base Module

Activity 1: Creating Table

Next you will be creating the fields that make up a database. This is similar to creating a blank personnel form (on paper) that will be "filled-in" for each employee (Name, Address, Phone Number, etc – are called fields in a database). This "forms" are called records in a database. There will be a record, or form, for each employee. All the forms, together, make up a Table (database).

For example, students profiles table as shown below. (Figure 1)

The table above content four records. Each records have four fields which are numbers field, students name, address and ic number. At the end of this module, students will creating a database which is consist a table name “students profile”.

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Field 3 (address)

Field 1 (numbers)

record 2

Field 2 (name)

Field 4 (icno)

Figure 1

Information and Communication Technology Literacy For Secondary– Data Base Module

Steps Creating Table

1. Open MS Access 2003 software (Refer module 1, if needed).

2. Click File, click Open, find students profiles database file then click Open button. (refer Figure 2)

3. Database window students profile: Database will appeared as shown below

(Figure 3) then click New button at database windows toolbar. The dialog box in Figure 4 will appear.

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Figure 2

Figure 3


4. Click Design View , then click OK to get Datasheet view as shown at Figure 5.

Figure 5

5. At Field Name column, type in numbers and at Data type column, change value Text to Number. (refer Figure 6)

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Click this button to view the list of data type, then click number

Figure 4

Design View

Figure 6


There are 10 types of data as stated in the table below;

Types Data Function

Text

You may type in any alphabetical/numerical data that you desire-up to a maximum of 255 characters. As indicated, this is a text field, so you can't do mathematical calculations. Examples of Text data are: names, addresses, stock numbers, room numbers, zip codes, etc

MemoThis field is for lots of text. You can have up to 32,000 characters.

Number

This field is for numbers where you want to add, subtract,multiply, divide, average, and do numerical calculations. This field can be a very large size, so when we get toField Properties, we'll talk about "sizing" this field so it doesn't take up too much "space" in storage.

Date/TimeDates and Times. You may format this later, as you maydesire.

CurrencyDollar ($). You may format this later, as you may desire. For example Ringgit Malaysia (RM)

AutoNumberThis field is an "automatic" counter that assigns a numbereach time you put data into a new field.

Yes/No This is a "True/False" or "Yes/No, 0/1” type of field.

OLE ObjectThis means "Object Link Embedding" which indicates you can insert a graphic, picture, sound, etc. Pretty neat to put a photograph in a personnel record or a picture of an inventory item in the stock record (advanced stuff).

HyperlinkA hyperlink is a pointer from one object to another. The destination is frequently another Web page, but it can also be a picture, an e-mail address, a file (such as a multimedia file or Microsoft Office document), or a program. The hyperlink itself can be displayed as text or as a picture.

Lookup WizardThis wizard creates a lookup column, which displays a list of values you can choose from.

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7. Insert data in the Field Name, Data Types for each fields as displays (Figure 7). Students can move to the next column by press “Tab key”.

Note: Place the cursor at the address inside the Field Name, then change Field Size value from 50 to 100.

8. Click numbers at field name column, click at Edit menu bar, then click

Primary Key or icon Primary Key . Shown at figure 8.

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Figure 7

PRIMARY KEY means the value in the primary key fields is need to uniquely identify each record; that’s no record can have the same value in this field.

Primary key icon

close icon

Figure 8

2. Change Field Size value to 100

1. Place the cursor at address


9. Click Close icon as shown at figure 8 to close the creating table session. Then dialog box in figure 10 displayed.

10. Click Yes. Dialog box Save As in figure 11 displayed.

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Figure 10

Figure 11Key in table name here

Figure 9


11. Type students profile at Table Name and then click OK at dialog box as shown in figure 11. Now you had finished creating one table named “students profile:database” as shown below. (Figure 12)

Activity 2: Inserting data in the table

The students profile table that created before, not contains any data. Steps below can be used to key in the data.

1. Click at Students Profile table then click open at database window toolbar. (Figure 13)

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students profile table created

Figure 12


2. Datasheet view Students Profile : Table as shown in figure 14 displayed.

3. Key in data at the students profile datasheet.

At the first row, type number ‘1’ at numbers column. Then, Type name Abdul Rahman b. Idris at name column. Next, type address and ic number at address and icno column.

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Figure 13

Figure 14


4. Insert all data in the table by repeating the same process above. As a result, students will get the table below.

5. Click icon save to saving file. Students Profile table now contained five records.

6. Click icon close to close the inserting data session.

7. Exit the Microsoft Access 2003 Software.

Exercises

1. Build one of your friends profile table. Named the table “Co-curriculum Data”. That table must have fields as stated below:

Numbers Student Name Class

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Figure 15

Figure 16


Club Sports Uniforms Unit

2. Insert 10 record in that table.

MODULE 3

USING RECORD IN DATABASE

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Name of Module: Using Record In Database

Learning Outcomes: Students should be able to use and manipulate records in database.


a. Students should be able to use record in database.b. add recordsc. add fieldd. edit recordse. find records from Table

Module Summary:

At the end of this module, table below will be created by students.

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Activity Summary:

Activities in this module involve:

1. add records

2. add field

3. edit records

4. find records from Table

Activity 1: Add Records

1. Open Microsoft Access 2003

2. Click Open an Existing Database, then click file students profile and click OK.

3. In the database window, double click students profile in the Tables pane to open the table in Datasheet view, as shown in figure 1.

4. To add new record, click on icon New Record that can be seen at database toolbar or at the bottom of datasheet window. (refer figure 1).

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Figure 1

Icon New


5. Add five more record as below. (refer table 1)

name address icnoAlias b Mohamad No. 5, Jalan Desa Kayang 3, Desa kayang, 01000

Kangar.950918-02-5533

Mohd Shahid b Mohd Som

No. 39, Taman Tapah, Jalan Pahang 35000 Tapah, Perak.

950912-05-5321Noorul-Aini bt Ambak No 15, Jalan Limau Kasturi, 4/4A 40000 Shah Alam,

Selangor.950212-11-5678

Noor Asiah bt Zakaria Lot 2646, Kg Simpang Tiga, Bt 6 3/4, 53100 Gombak, Selangor

950402-04-5566Fasitah bt. Mansor No. 36, Jln. Melati, Tmn. Mewah, 31000 Batu Gajah,

Perak950606-03-5432

Save record.

6. Close students profile : Table.

Activity 2: Add Fields.

Method 1: Add field after the last field.

1. Click Design button at database toolbar windows Students Profile: Database, to display all the fields.

2. Click field below icno (refer Figure 2)

3. Type in email inside the Field Name and select text as the Data Type.

4. Save the record.

Method 2: Add new field in between the two fields

1. Click Design button at database toolbar windows Students Profile: Database, to display all the fields.

2. Click the address field ( the row will be highlight -refer Figure 3 )

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Table 1

Figure 2


3.C

lick Insert at menu bar, then click rows. A new row will be added. (refer Figure 4)

4. Put cursor in between field name and field address.

5. Type in sex inside the blank Field Name and select text as the Data Type.(refer Figure 5)

6. Save students profile.

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Figure 3

Figure 5

Figure 4


7. Click to close students profile : Table.

Activity 3: Edit Record.

1. Open Students Profile table.

2. To edit record, click inside the selected field. (sex and email)

3. Insert in all the record for sex field and email field. (refer Table 2)

numbers name sex ad

email1 Abdul Rahman b. Idris male [email protected]

-2 Johana bt. Muhammad female [email protected] Faridah bt Abdullah Female [email protected] Rosnani bt. Sembok Female [email protected] Hassan b. Wahid Male [email protected] Alias b Mohamad Male [email protected] Mohd Shahid b Mohd

SomMale [email protected]

8 Noorul-Aini bt Ambak Female [email protected] Noor Asiah bt Zakaria Female [email protected]

10 Fasitah bt. Mansor female [email protected]

4. Repeat step 2 above to add in 5 postcodes (see bold figure) inside the first five record. (Refer Table 3).

Numbers name sex address1 Abdul Rahman b.

Idrismale 2304, Rumah Rumah Tasek Gelugor, 13300

Pulau Pinang2 Johana bt. Muhammad

female

No 24, Jln 1, Taman Seri Sinar, 50600 Kulal Lumpur3 Faridah bt Abdullah Femal

eNo 39, Jln Pinang Merah 11, 81000 Bandar Tengg, Johor4 Rosnani bt. Sembok Femal

eNo 1005, Bukit Datu, 21200 Kuala Terengganu, Terengganu5 Hassan b. Wahid

Choong Fook KeongMale No 101, Taman Rapat Jaya, 41000 Kelang,

Selangor

5. Save students profile table.

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Table 2

Table 3


Activity 4: Finding Record From Table

1. Click field name.

2.

Click icon Find (refer Figure 6) and dialog box Find and Replace will be display as below (Figure 7).

3. Type in Noor* inside box Find What to find all the name starting with Noor.

4. Click Find Next button. Name Noorul-Aini bt Ambak will be highlighted at name field (refer figure 8).

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Figure 6

Icon Find

Figure 7


5. Click Find Next button to find similar name with Noor. Name Noor Asiah bt Zakaria will be highlighted.

6. You can repeat step 3 to find other record.

7. Click File and Close to end this session.

Exercise Module 3

1. Based on your exercise in module 2 (“Curriculum Data”).

a. Add 3 new records

b. Add 2 new fields

c. Find records

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Figure 8


MODULE 4

CREATE FORM

Curriculum Development Center

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Ministry Of Education Malaysia

Name of Module: Create Form

Learning Outcomes: Students should be able to create form and add record

Knowledge and Skills: Students should be able to :a. Create formb. Add records

Module Summary:

At the end of this module, a form will be create by students.

Activity Summary:Activities in this module involve:a. Create formb. Add record

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Activity 1: Create Form



3.In the database window, click Form and double click Create Form by using wizard.

4.Click double arrow to select Available Fields

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1.Click Forms2.Click Create Form by using wizard

1.Click here


5. The selected Fields will be remove from left to right.Then click Next

6. Click Next

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1.Click Next

1.Click Next


7. Click Standard for style.Then click Next

8. Click Finish

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1.Click Standard2.Clik Next

1.Click Finish


9. The form will display as below

Activity 2: Add Fields.

1. To add new record, click on icon New Record

that can be seen at database toolbar or at the bottom of datasheet window.

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1.New Record


2. Add one more record as below.

Numbers Name sex address icno Email

11 Wan Mohd Sidqi Bin Wan Abd.Ghaffar

Male No.9 Jln.Banggol 15300 Kota Bharu Kelantan

950617-03-6339

[email protected]

3. The form will display as below


Exercise Module 4

1. Based on your exercise in module 4 (“Create Form”).

a. Create new form.b. Add 3 new record.

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MODULE 5

CREATE REPORT


Name of Module: Create Report

Learning Outcomes: Students should be able to create report and print record

Knowledge and Skills:Students should be able to :

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a. Create reportb. Print report

Module Summary:

At the end of this module, form below will be create by students.

Activity Summary:

Activities in this module involve:a. Create reportb. Print report

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Activity 1: Create Report



3. In the database window, click Report and click create report by using wizard.

4. Click double arrow to select Available Fields

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1.Click Reports2.Click Create Report by using wizard

1.Click here



6. Click Next

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1.Click Next

1.Click Next


7. Click Next

8. At the Layout click Tabular.Select Landscape at the Orientation.

Then click Next.

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1.Click Next

1.Click Tabular2.Click Landscape3.Click Next


9.Select the Casual style.Then click Next.

10.Click Finish

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1.Click Next

1.Click Finish


11.A dialog box report will display as below

Activity 2: Print Report.

1. To print the report,click File and print

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2. A dialog box print will display as below.

Then click OK.

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1.Click File 2.Click Print


Exercise Module 5

1. Based on your exercise in module 5 (“Create Report”).

c. Create a new reportd. Print the report

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1.Click OK


MODULE 6

CREATE QUERY


Name of Module: Create Query

Learning Outcomes: Students should be able to create query

Knowledge and Skills: Students should be able to :

a. Create queryb. Save query

Module Summary:

At the end of this module, the query below will be create by students.

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Activity Summary:Activities in this module involve:

a. Create queryb. Save query

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Activity 1: Create Query.



3. In the database window, click Queries and click create query by using wizard.

4. Click double arrow to select Available Fields

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1.Click here

1.Click Queries2.Click Create query by using wizard



6. Click Finish

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1.Click Next

1.Click Finish


7. A dialog box will display as below.Click icon design view.

8. A dialog box will display as below.

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1.Click icon view


9. At the row Criteria, type-in male and press Enter

10.Click icon Run

11. A dialog box for male students will be display

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1.Type-in male 2.Icon Run


Activity 2: Save Query.

1. Click File and Save As

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2. Save file as : male students profile Query

3. The file will be save as below

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Exercise Module 6

1. Based on your exercise in module 6 (“Create Query”).

a.Create new report for female students

b.Save the file as “ female students “

MODULE 7

GETTING EXTERNAL DATA

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Name of Module: Getting External Data

Learning Outcomes: Students should be able to get external data

Knowledge and Skills: Students should be able to :

a.Create file b.Import spreadsheet file

Module Summary:

At the end of this module, the students will be able to get data and create a table as shown below

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Activity Summary:Activities in this module involve:

a.Import fileb.Create table

Activity 1: Import Spreadsheet Files


2. Create new database file

3.Click file

4.Click Get External Data

5.Click Import

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6.At the Files of type,click pull down and select Microsoft Excel

7.Click any spreadsheet files as shown in example below ( Test 2007 )

8.Click Import

9.Click Next

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1.Click File2.Get External Data3.Import

1.File “Test 2007 “2.Import

1.Next


10.Put a tick on the box at the First Row Contain Column Headings

11.Click Next

12.Click OK

13.Click In a New Table

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1.Next


14.Click Next

15.Click Next

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1.Click In a New Table2.Click Next


16.Tick at the Choose my own primary key and select No

17.Click Next

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1.Next

3.Next

1.Choose my own primary key2.Select No.


16.Click Finish

16.Now you had finished creating one table named “ Register “

17.Double click at Register

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1.Finish

1.Click Register


18.The next window will be appear

19.Click File and close

20.Click close to end this session

Exercise Module 7

1. Based on your exercise in module 7 (“Getting External Data”).

a.Get any data from spreadsheet fileb.Save the file

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1.Click File and Close

1.Click close


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