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Microsoft Access Tutorial

Lesson 1: General Introduction .......................................3Introduction................................................................................................................................. 3Database Terminology................................................................................................................. 3Starting Ms Access....................................................................................................................... 5Designing a Database................................................................................................................... 5Creating a New Database............................................................................................................. 6Exiting Ms Access....................................................................................................................... 7

Lesson 2: Databases and Tables......................................8Opening an Existing Database...................................................................................................... 8Creating Tables............................................................................................................................ 9Creating relationships between tables......................................................................................... 16Adding Records to a Table......................................................................................................... 20Deleting Data in a Record.......................................................................................................... 21Changing the width of a column/Moving a column....................................................................22Finding Records......................................................................................................................... 23Filtering and Sorting Records..................................................................................................... 25Sorting....................................................................................................................................... 26Exercise..................................................................................................................................... 28

Lesson 3: Queries..........................................................32Introduction to Queries.............................................................................................................. 32Creating and Saving Queries...................................................................................................... 32Complex Queries....................................................................................................................... 34Creating Complex Queries......................................................................................................... 35Print the Resulting Data in a Query ........................................................................................... 37Query Types.............................................................................................................................. 38Creating Total Queries............................................................................................................... 38Exercise..................................................................................................................................... 41

Lesson 4: Forms............................................................42Features of a Form..................................................................................................................... 42Creating Forms Using the Form Wizard.....................................................................................42Creating Forms Using Auto form............................................................................................... 43Creating a Form Using Design View.......................................................................................... 45Opening a Data Entry Form....................................................................................................... 45Customising a Form................................................................................................................... 45Object Linking and Embedding (Ole)........................................................................................46Creating Unbound Controls........................................................................................................ 47Calculated Unbound Controls.................................................................................................... 48Data Protection.......................................................................................................................... 53Editing Data in a Form............................................................................................................... 53Exercise..................................................................................................................................... 54

Lesson 5: Reports..........................................................56Creating Reports Using a Wizard............................................................................................... 56

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Creating Reports Using Design View......................................................................................... 62Sections of the Report................................................................................................................ 64Previewing and Printing Reports................................................................................................ 65Reports Based In Multiple Tables.............................................................................................. 68Report Printing........................................................................................................................... 71Exercise..................................................................................................................................... 71

Ms Access Project..................................................................................................................... 72

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Introduction to Ms-Access

Lesson 1: General Introduction

1.0 INTRODUCTIONMicrosoft Access is a Windows based application. It helps in storing information about different subjects in separate tables. It allows for creation of forms, which automate tasks, queries and reports that help analyse data.Benefits

1. Faster Retrieval of information2. Analysing data using queries and producing reports for management purposes3. Security using a Login password to prevent unauthorised access of data4. Consistency because data is stored in a central place and is not scattered in different places5. Data sharing by people different departments through the Local area network(LAN)

The main focus of Ms Access is the Tables otherwise known as files. Tables Consist of Fields (attributes) and are used to store data e.g An Employees Table.

Database Terminology

DataThe material (Stuff) that Access stores, organises and manages for you

Fields The place where data is placed within the database is called a field. One field holds one piece of data. If you are storing student details, possible fields would include Name, Admission number, Age…

RecordsAll the fields for one student constitute a record, Records ensure which name relates to which admission number, age

TableA collection of records that describe similar data is called a table. A database for student details could have tables for admission information, fees, and exams…

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Index

An index speeds up queries on the indexed fields as well as sorting and grouping operations. For example, if you search for specific employee names in a LastName field, you can create an index for this field to speed up the search for a specific name.

Internally, an index is implemented as a look up list much like the Index you use to find information about a particular item in a book.

Primary Key

A field created in a table to UNIQUELY identify records. For example the NationalID number field has a unique value for every employee and therefore can be used as a primary key.

Primary keys are needed to aid in searching for records. This is because a field such as the Employees Name is likely to contain similar names for different people. This means that it is more prudent to invent a series of codes (Usually Numerical) to identify the employees uniquely.

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1.01 Starting MS Access

Start windows and then click Microsoft Access icon to run the application or Select the program from the Program listing in the Start menu as shown below

Designing a database

A database is a collection of related data.

1. Determine the purpose of the database. This helps in deciding the facts to be stored.1. Determine the tables. Divide the information into separate subjects, such as employees or

orders. Each subject will be a table in the database.3. Determine the fields. Decide what information to store in each table. Each field is displayed as a column in the table.

NOTE When you create a Microsoft Access database, you create one file that contains the data and table structures as well as the queries, forms, reports, macros and modules.

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1.02 CREATING A NEW DATABASEOnce you have loaded the Ms Access application, you will see a dialog similar to the following: (If it is not visible: From ‘View’ Choose ‘Tool Bars’ then ‘Task Pane’)

The Part Marked ‘C’ enables you to create a blank new database

NB: A database file must be saved before it can be used and you will be prompted to save the file first i.e

To create a new database: a) Choose ‘Blank Database’ as shown in ‘B’ on the Picture above.

Alternatively:

b) You may click on the ‘New’ Icon ( )

Either way you will get the ‘Save’ dialog box as shown below. Type the name of the Database and click on the ‘Create’ Button.

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NBThe database window is named after the name of the database that you have created. Thus:

1.03Exiting Ms Access

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1. Before exiting Ms-Access, ensure that all your tables and other database objects (new or ones to which you have made cahges) are saved, if they are not saved you will get a dialog similar to the one below

2. You need to be sure of the choice that you will make since it may have implications on the data that you have stored in the database

3. Once all database objects are closed, you may close the database window by

clicking on the exit ( ) button4. Exit ms-Access by choosing “Exit” from the “File” menu

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Lesson 2: Databases and Tables2.01 Opening an Existing Database

The part marked ‘A’ (See Picture Above) shows a list of existing databases that you opened in the recent past. This list will be different for different system users (If you are using Windows XP or 2000). By clicking on either of the names in the list, you will be able to open the chosen database.

To open a database that is not listed, you may choose ‘Open’ from the ‘File’ menu i.e.

You may also use the ‘Open’ Icon ( )

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A

Either way you will get the ‘Open’ dialog box from where you must choose the source of the file i.e.

Choose the file you want to open and click on the ‘Open’ button

2.02 creating tables

TABLES

Creating a new table1. Determine the fields you would like to include in the table2. Select the Tables option and click on the New button3. Select Design view4. Tables are created when you want to store information that is not stored in an already existing

table e.g. when you want to customers and you only have a ‘Products’ table.

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Click on the ‘OK’ Button as shown above.This results in the display of a design window for the new table. It is here that you define the fields associated with this table; their names, data types and descriptions. Each field within a table has a name. This name can be up to 64 characters long, and can include letters, numbers and spaces.

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The following is a summary of all the field data types available in Microsoft Access, their uses, and their storage sizes.

Field Properties

TextStores text or combinations of text and numbers, such as addresses, numbers that do not require calculations, such as phone numbers, part numbers, or postal codes of size up to 255 characters.

MemoStores lengthy text and numbers, such as general notes or detailed descriptions. Memo fields hold up to 64000 characters of information.

NumberNumeric data to be used for mathematical calculations, except calculations involving money (use Currency type). Set the Field Size property to define the specific Number type.

Date/TimeStores Dates and times

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CurrencyCurrency values. Use the Currency data type to prevent rounding off during calculations. Accurate to 15 digits to the left of the decimal point and 4 digits to the right.

AutoNumberUnique sequential (incrementing by 1) or random numbers automatically inserted when a record is added.

Yes/NoFields that will contain only one of two values, such as Yes/No, True/False, On/Off.

OLE ObjectObjects (such as Microsoft Word documents, Microsoft Excel spreadsheets, pictures, sounds, or other binary data), created in other programs using the OLE protocol, that can be linked to or embedded in a Microsoft Access table. You must use a bound object frame in a form or report to display the OLE object.

Field properties

Depending on the nature of the contents of your field, a certain level of control can be achieved such that a field will accept what it has been programmed to have. The following options are offered:

FIELD SIZE Allows entry of field size for Text data type For example, if the standard length of names is 25 characters, you may use this property to limit the number of characters entered into such a field to 25. In this case, if there are existing names longer than 25 characters then they will be truncated to 25.

For numeric data types, you choose the field size by selecting from a drop-down list. Field size does not apply to the Date/Time, Yes/No, Currency, Memo or OLE object data type.

FORMAT Allows selection of a predefined format in which to display the values in the field from the drop-down combo list applicable to the data type that you chose (Except Text). One can also customise a form of presentation of data. E.g. to have a code appearing before every telephone number you wish to enter, select the relevant field and set the format:

“02-”000000 (This gives the code for Nairobi)

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DECIMAL PLACESCan select specific number of decimal places from the drop-down combo list, and applies only to number and currency fields.

INPUT MASKHelps put a mask for controlling the entry e.g. setting a limit especially to the entry of numeric fields:000000 Will allow a six digit number no more than that or less.999999 Will allow six or less digits.

CAPTIONThis is a name used (other than the field name) to appear in the field name header button in Table datasheet view.

DEFAULT VALUEAllows setting of a value, which will automatically be entered into the field when a new record is added to a field. E.g. Setting default date as current date: =Date()

VALIDATION RULEValidation rules test the value entered in a field against set criteria. E.g.

Like “Jordan” : Will only accept the word Jordan<10000 : Any value less than 10000>=5000 AND <=10000 : Entry of between 5000 and 10000

VALIDATION TEXTProvides a message. It appears in response to violation of validation rule. It must be typed in earlier.

REQUIREDControls the entry of important fields. A YES option ensures a field is not left blank and is equivalent of typing IS NOT NULL as a field validation rule (Not necessary for primary keys since Access does not allow null value in primary key fields).

ALLOW ZERO LENGTHApplies to the Text and Memo field data types. Setting the value of Allow zero length property to Yes and the Required property Yes, the field must contain at least one character. A Zero-length string(“ “) and the Null value are not the same.

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INDEXED[Yes (Duplicates OK)] - Gives sorted indexed field and can allow data duplicates. [Yes (No duplicates)] - Gives sorted, indexed but cannot allow data duplicates. It’s not available for Memo or OLE data types.

NEW VALUESApplies only to AutoNumber fields. Access can increment the Autonumber field by one for each new record, or fill in the field with a randomly generated number, depending on the new values property setting that you choose.

NB For more details on fields and Field properties, press F1 to access help.

To switch between ‘design’ and ‘datasheet’ views:1. Move to the ‘View’ option2. Choose the appropriate view i.e. Design or Datasheet

Example of Table (Design View)

In this view you can make changes to the database design e.g. adding new fields, changing field types and or/ attributesOnce you finish designing the table, click on the save icon ( ), the following dialog comes up

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Type an appropriate name e.g. ‘Customers’ then click on the ‘Ok’ Button ensure that the new name is not given to an existing table. You will be prompted to define a primary key IF you have not already defined one i.e

1. If you answer ‘Yes’ the table will be saved but Access will add a new field named ‘ID’,‘ID1’…. Of type ‘AutoNumber’ and make it to be the primary key.

2. If you answer ‘No’ the table will be saved with no primary key defined i.e. ‘As it is’3. If you answer ‘cancel’ the new table will not be saved.

Example of Table (Datasheet View)

In this view you can add new records, delete edit or existing records

a) Moves to the FIRST record. of 83

a b c d e

b) Moves to the PREVIOUS record.

c) Moves to the NEXT record.

d) Moves to the LAST record.

e) Creates a NEW record.

2.03Creating relationships between tables A relationship determines how to link information from many tables so that Microsoft Access can determine knows how to relate the information. A join compares the values of a field in one table with the values in the joined field of the other table. The result is a link of the records in both tables wherever the values of the joined fields equal. When it finds matches it combines those two records and displays them as one record in the query’s results. If one table does not have a matching record in the other table, neither record appears in the query’s results.

NB

The fields used to join two tables must be of the same data. The joins created during the query apply only for that query. In some instances, Access automatically creates joins e.g. If you add two tables to a query and the tables each have a field with the same name and data type and a relationship has already been created between the tables; If one of the join fields is a primary key. If Members No. in the Members table was a

primary key, then a join would have automatically been created between the members and have automatically been created between the Members and Rental tables. Primary keys are usually shown in boldface.

After setting up tables to store related information, you need a way of linking the details in the different tables. Those tables should be already normalized.

Procedure1. You cannot create or modify relationships between open tables, Close any open tables. 2. From the Toolbar click on the relationships icon

OR From the Menu Bar Choose “Relationships” from the ‘Tools’ menu

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Relationships

3. If the tables you want to relate are not displayed, choose ‘Show Table’ option from the “Relationships” menu.

4. Select the required tables then click on the button ‘Add’. Resize the table window if necessary so that you can be able to see all the fields in it.

5. Drag the field that you want to use to establish the relationship from one table to the related field in the other table. In the above example drag ‘CategoryID’ from the ‘Categories’ table to CategoryID’ in the ‘Products’ table]

6. When you release the mouse the following dialog box appears:

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In the dialog box you confirm that the field use to establish the relationship is correct on both tables.

Types of relationships One to One

This is where one record in One Table can have only one related record in another table. For example a Man Can have Only One Wife One to Many

This occurs where one record in a Table (Parent Table) can have many related records in another table (Child Table).

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Many to Many One record in either Table A or Table B can relate to many records in the

other table. For example, suppliers can supply many products, and the products can be supplied by many suppliers.

NB: If the relationship exists between two linked tables, the relationship is termed as External

Microsoft Access checks the data available in the tables and suggests the type of relationship that would be suitable.

7. To change the relationship created without exiting, click Create New.

8. Enter the details of the relationship as shown above then Click OK9. Otherwise click on Create.

10. The relationship is indicated by the join line between the two tables11. Save and close the relationships so that next time the database is opened the

relationship will not have to be created afresh.

Referential Integrity

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Referential integrity is a system of rules that Microsoft Access uses to ensure that relationships between records in related tables are valid and that you don't accidentally delete or change related data. Once referential integrity is enforced then: You can't enter a value in the foreign key field of the related table that doesn't exist in

the primary key of the primary table.

You can't delete a record from a primary table if matching records exist in a related table. For example, you can't delete a category record from the categories table if there are products assigned to the category in the products table.

You can't change a primary key value in the primary table, if that record has related records. For example, you can't change the CategoryID in the categories table if there are Products assigned to that Category in the Products table.

Editing Relationships between tables

Deleting Relationships1. Click on the Relationship line for the relationship you want to delete (The

line will turn bold when it is selected).2. Press the Delete key on the keyboard.3. Confirm that you want to delete the relationship.4. Click Yes

Modify Existing Relationships1. Double-click the relationship line for the relationship you want to edit.

Set the new relationship options.

2.04 Adding Records

You can add records in a table only when you are in the Datasheet View. It is not possible to add data in an ‘AutoNumber’ field. Move to the blank record showing on your table and enter your data, as shown below

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mk:@MSITStore:C:%5CProgram%20Files%5CMicrosoft%20Office%5COffice10%5C1033%5Cacmain10.chm::/html/acconDetermineRelationshipsForDatabaseS.htm#%23

You may find it easier to add a record after clicking the new ‘button’ ( )

1.05 Deleting Data in a Record.Access allows you to EDIT or even DELETE the contents of a record. To delete or edit

1. Highlight the text (e.g Maithya as listed above) 2. Press the Delete key OR Type the new text you would like to replace withNB. If you delete or Edit by mistake you may use the UNDO command from the Edit menu or

the undo icon ( ), However a full RECORD deletion cannot be reversed.

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To delete the entire table,

a) Determine that the table contains data that you do not require any more.b) Ensure that the table is not open either for Design or data entry.c) Highlight the table you want to delete then press the ‘Delete’ key answer ‘Yes’ to the

question below

2.06 Changing the width of a column/Moving a column.

This is usually done to enable the user to view all data in a particular column. The column may contain data that is not entirely visible due to its length e.g. the ‘Title’ field below has been expanded

To Expand: Move the mouse pointer to the point at the end of the field name (Title) and at the

beginning of the next field name. The mouse pointer changes to a Thick Cross. Press the left mouse button and drag in towards the right.

To move the column Move the mouse pointer to the top of the column, on the field name so that it changes

to a thick arrow pointing downwards. Click once to highlight Press and hold the mouse pointer on the field name then drag to the desired position

NB: This does not change the position of the field in design view

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2.07 Finding Records

You may sometimes need to find records in your table, for example you may require to change the salary of one of your employees say “Suyama” To Find a record:

f) Open the table in ‘datasheet’ viewg) Move to the field on which you would like to perform the search e.g. ‘Last Name’h) From the ‘Edit’ menu choose ‘Find’i) The following Dialog Comes up

j) Type the name that you want to search in the ‘Find What’ list boxk) Click on the ‘Find Next’ button

l) If this is not the record you are looking for, click on ‘Find Next’

Find dialog box Options:a) Match

Click on the drop-down arrow to display a list of search locations

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b) Any Part Of The FieldSearches for any occurrence of the text string. For Example, searching for ‘Smith’ finds ‘SmithSonia’ and ‘JohnSmith’

c) Whole FieldRecognise a match only when the text string matches the complete contents of the field.

d) Start of FieldSearches for the text string at the beginning of a field for example searching for ‘Smith’ finds ‘SmithSonia’ not ‘JohnSmith’

e) SearchClick the drop-down arrow to display a list of search directions.

f) AllSearches through all records in the database

g) Up/DownSearches either downwards or upwards from the current position

2.08 Deleting records

Occasionally, you will need to delete unwanted records from your file eg those of customers who are no longer shopping with us.

a) Open the table in Datasheet Viewb) Highlight the record to be deleted as shown below

c) Press the ‘Delete’ keyd) When you are prompted as shown below, choose ‘Yes’

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e) The selected record will be deleted permanently.

2.09 Filtering and Sorting Records

Filtering

Filtering allows you to view a set of records depending on some criteria that you may set

Steps:4. Select “Filter” From the “Records” menu then select “Advanced Filter/Sort”. The

filter window appears as shown below:

5. Choose the field(s) by which you want to apply the filter by clicking on the Combo Box button (shown at the point where the cursor is). These fields will also be displayed.

6. You may optionally choose a sort order (Ascending or Descending)7. Type in a criteria to be used, then “Right Click” and choose the “Apply Filter”

option

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8. To redisplay the entire table, click on the “Remove Filter” ( ) button or from the “Records” menu, choose “Remove Filter/Sort”

2.10 Sorting You may sometimes require to arrange records in some order e.g. you may arrange them according to the “LastName”. This may be useful in determining the highest or lowest value in the table.Steps:

1. Position the cursor in the field on which you want to sort. E.g. to sort by the lastName, position the cursor in the lastName field

2. To sort in ascending order (Smallet to Largest) click on the

( ) Sort ascending button To sort in ascending order (Largest to Smallet) click on the

( ) Sort descending button

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Exercise1. Create a database called Travellers

2. Create the following tables in the database. (Primary Keys are Underlined)

3. Set any other properties that you want for your field for data automation.

a) Drivers

Fields Data type

Drivers_ID Number

FirstName Text

LastName Text

Address Text

Date_Of_Birth Datetime

Hire_Date Date/Time

Salary Currency

b) Vehicles

Fields Data type

Vehicle_ID Number

Reg_No Text

Capacity Number

Make Text

Type Text

Date_Acquired Date/Time

c) Shifts

Fields Data type

Shifts_ID Number

Drivers_ID Number

Vehicle_ID Number

Route_No Text

Shift_Name Text

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d) Routes

Fields Data type

Route_No Text

Distance Integer

Fare Currency

Destination Text

4. Define the appropriate relationships for your tables.

Enter The Information below in your tables already designed

Table: DriversDrivers_ID Last Name First Name Birth Date Hire Date Address1 Aketch Nancy

12/8/1948 5/1/1992 P.O. Box 4501 Kisumu

2 Mutunga Andrew2/19/195

28/14/199

2 P.O. Box 6733 Mombasa3 Kasavuli Janet

8/30/1963 4/1/1992 P.O. Box 6747 Maragoli

4 Thatcher Margaret9/19/193

7 5/3/1993 P.O. Box 35667 Nairobi5 Mulumba Steven 3/4/1955

10/17/1993 P.O. Box 644 Bungoma

6 Wamalwa Michael 7/2/196310/17/19

93 P.O. Box 876 Bungoma7 Koskei Robert

5/29/1960 1/2/1994 P.O. Box 260 Litein

8 Chepkurui Laura 1/9/1958 3/5/1994 P.O. Box 8955 Nakuru

9 Kitui Anne1/27/196

611/15/19

94 P.O. Box 754 Bungoma10 Mutuku Caroline 3/5/1973

1/11/2000

P.O. Box 1342 00400 Nairobi

11 Nyambane Walter

12/6/1975

6/15/1999 P.O. Box 7803 Kitui

12 Wasike Levy6/13/197

8 8/4/2003P.O. Box 11789 00400 Nairobi

Drivers are paid a uniform salary of Sh. 12000/-. Update your table to reflect these

details.

Table: Routes

Route NO Distance(Kilometers)Fare(Ksh.

) Destination305A 384 600.00 Nyeri305D 288 450.00 Muranga290B 589 550.00 Kakamega290A 512 550.00 Kisumu514B 189 300.00 Nakuru519 487 400.00 Kitale514A 350 400.00 Eldoret609A 615 500.00 Mombasa609B 710 800.00 Malindi609C 542 500.00 Voi1011A 1241 1500.00 Kampala

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1011B 1005 1500.00 Jinja1012A 950 1000.00 Mbale

2011 1600 1800.00Dar-e-salaam

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Table: Vehicles

Vehicle_ID Reg Number MakeCapacit

y TypeDate_Acquired

1 KAP 893J SCANIA 310HP 67 BUS 1/25/20032 KAK 788K ISUZU 62 BUS 5/11/20003 KAD 655A ISUZU 62 BUS 6/12/19994 KAR 700H SCANIA 310HP 72 BUS 2/25/20045 KYW 415 NISSAN DIESEL 55 BUS 6/11/19906 KAP 644M TOYOTA HIACE 14 VAN 9/27/20037 KAQ 255G TOYOTA HIACE 14 VAN 5/8/20018 KAR 214P ISUZU INTERCOOLER 70 BUS 4/2/20049 KAL 579C ISUZU 60 BUS 5/13/200010 KAQ 192V MITSUBISHI CANTER 25 MINI BUS 9/25/200111 KAN 234U MITSUBISHI CANTER 25 MINI BUS 4/8/200212 KAP 562L PEUGEOT 505GL 8 VAN 12/18/200313 KAQ 894W PEUGEOT 505GL 8 VAN 1/16/200314 KAP 012L SCANIA 310HP 70 BUS 4/6/200315 KAQ 331K ISUZU INTERCOOLER 70 BUS 5/14/200316 KAR 444P SCANIA 310P 72 BUS 2/2/2004

Table: Shifts

Drivers are assigned the following shifts schedules. Add this information in the Shifts table.Shifts_ID Drivers_ID Route_No Shift Vehicle_ID

1 1 290A DAY 22 5 519 NIGHT 33 8 514B AFTERNOON 64 3 514A MORNING 75 7 1011A NIGHT 16 10 305D DAY 57 6 290B NIGHT 49 4 609C DAY 9

10 11 609A NIGHT 1411 2 609B NIGHT 1512 9 1012A DAY 16

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Lesson 33.0 Introduction to Queries

WHAT THEY ARE AND HOW THEY WORK

Queries are used to view, change and analyse data in different ways. They can also be used as the source of records for forms and reports.

Why use queries?

We need queries when we want to ask ourselves questions about data stored in our tables.

How do they help us? In choosing fields Choosing records that meet a certain criteria In sorting records Performing calculations - can create calculated fields and add data to them.

3.1 Creating/Saving Queries

Open your database Select Query option Double Click Create Query In Design View

A list similar to the one shown below will appear.

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Select table to query from list, Add, then Close

This gives QBE (Query By Example) display.

Select fields you need and drag them to QBE Add a criteria to be used in selecting records (if desired) as shown below If required, choose a sort order in the ‘Sort’ row. To do this, you must determine which row(s)

will be used for sorting e.g. you may use the ‘FirstName’ field and sort it ascending i.e. names beginning with ‘A’ then ‘B’ then ‘C’ and so on till ‘Z’

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Save the query, then close it is important to use an Appropriate name to distinguish you queries later e.g “Employee Names”

To run the query, ‘Double Click’ on it OR if the Query window is open Click on the ‘Run’

icon ( )

NB. You may choose not to display some fields by removing the ‘Tick’ under the ‘Show’ row e.g. The field ‘Title’ above will not be displayed

A dynaset (Dynamic view of table) appears after opening the query table saved.

3.2 Complex Queries Sometimes it is necessary to extract data from more than one table. This is always the case if your tables are properly constructed. For Example, you may have a ‘Product Categories’ Table as well as a ‘Products table’, every product belong to a particular category thus ‘Pork, Chicken, Mutton’ are All types of ‘Meat’ and ‘Cabbages, ‘Sukuma Wiki’ are types of ‘Vegetables’. If you needed to extract comprehensive ‘Products’ data then you would need to extract it from both tables.

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A query can be used to bring together data from more than one table and show the results in a single datasheet.

Procedure

1. From the Database Window, select ‘Queries’.2. Create query in Design view.3. Choose all the tables that contain the information that you need to view in the

query then click on Add.

4. Click on Close to get to the Design grid.

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5. All the tables selected are shown in the Design grid. The table windows can be expanded so that all the fields can be seen.

6. In order to retrieve data from multiple tables, a join (link) needs to be created between the tables. A join I s a relationship established between the tables by the use of Join Lines.

7. Before creating any join lines, first establish which fields are common or have the same information between the tables. These fields must be of the same data type. From the example above, the field CategoryID in the Categories table is similar to the field CategoryID in the Products table.

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8. To create a join line, drag the field that you want to use to establish the relationship from one table to the other table. For example, drag the field CategoryID in the Categories table to the field CategoryID in the Products table.

NB. If you have already created relationships between your tables, then Microsoft access creates these joins in the query Grid automatically.

1. If you wish to view a filtered list then Type in the criteria. you may use a wildcard symbol i.e. the asterisk (*). We would like to get all the products whose name start with ‘M’ so we type in the criteria as Like "M" & "*"

2. Run the query to view its results.

Save the query using an appropriate name. This kind of query may be used to produce a report. The resulting report will derive information from the query and therefore from all the tables used in the query.

3.4 To print the resulting data:1. From the ‘File’ menu choose ‘Print’2. To print using ‘Default’ settings, click on ‘Print’ else change the desired options (No Of

Copies, Pages) then ‘Print’

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3.5 Query TypesMs-Access supports various types of queries used to accomplish different functions. These will be introduced briefly and covered in more detail later.

1. SELECT QUERYThis is a query where a user querying a database selects what to view by the use of a set criteria entered at the dynaset view.

2. UPDATE QUERYThis query allows some fields within a table to be updated automatically.

3. MAKE TABLE QUERYThis query allows for creation of a new table which can contain records sharing some properties e.g. A table for all production staff

4. DELETE QUERY

This query allows deletion of records from a table, especially those that have been transferred to another table.

5. APPEND QUERY

This query allows for joining of tables. These are tables, which may earlier have been separated.

6. CROSSTAB QUERY

This type of query allows you to summarise data in a spreadsheet format. This may be by Month for a whole year.

NB: To delete a query: Ensure that the query is not open in design or datasheet view Highlight it from the database window by clicking on it Press the ‘Delete’ key Confirm that you want to delete the query when prompted

Deleting a query has no effect on the data stored in the table(s) upon which it is based.

3.6 Creating Total Queries

Sometimes, you may want a query to summarize the information in a table without giving details on each record.For example, as a shopkeeper you may want to find out the total number of each product you stock. You will need to create a query that groups this information accordingly and calculates the required totals.

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Procedure1. In the Database window, create a new query in Design View and add the table to be used for the query.2. Select the fields to appear in the query. Note that when creating a total query, you can select the same field more than once as in the example below.

3. In the Query window, click the Totals button, or choose Totals from the View menu.

4. The Total row appears in the grid. The words ‘Group by’ appear under each field selected in the Query.

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5. When designing a total query, the fields to be used for grouping and the fields to be used for totals (calculations) need to be specified.

For fields to be used for Grouping, select ‘Group by’ in the Total Row. For fields to be used for Totals, select a type of calculation e.g. Count, Sum or

Average from the drop-down list in the Total row. (See the table below for Types of Totals possible)

TYPES OF TOTALSName Calculates:Sum The total values in a fieldAvg The average of values in a fieldCount The number of values in a fieldMax The highest value in a field.StDev The std deviation of values in a fieldMin The lowest value in a fieldVar The variance of values in a fieldFirst The field value from the first record in a table or queryLast The field value from the last record in a table or query.

6. Run the query to view the results.

7. As shown above, Microsoft Access displays headings that reflect the type of calculation that has been performed to get the shown numbers e.g. CountOfSubject, AvgOfUnitPrice, MaxOfSalary, CountOfNo etc.

Exercise1. Create database Q1with the following tables and implement the accompanying

conditions.

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name owner species sex birth death Fluffy Harold cat f 1993-02-04 Claws Gwen cat m 1994-03-17 Buffy Harold dog f 1989-05-13 Fang Benny dog m 1990-08-27 Bowser Diane dog m 1989-08-31 1995-07-29 Chirpy Gwen bird f 1998-09-11 Whistler Gwen bird 1997-12-09 Slim Benny snake m 1996-04-29

a. The table should not allow a user to enter a date of birth that is earlier than the year 1980

b. Sort the data by the field “birth” in ascending orderc. Create a query that will show us only the following species of animals:

dogs onlycats onlyall the male dogsall the female animalsall animals whose owner is Haroldall animals whose owner is Gwenall animals whose owner is either Benny or Harold

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Lesson 4: Forms

FEATURES OF A FORM

1. CONTROLThese are elements that hold information in forms. A control has two parts: Label and control fieldE.g.

2. UNBOUND CONTROLS

These are controls that are not linked to any table i.e. controls, which are not dragged, from a table or a query.

4.01 creating forms using the form wizard

Ms Access has a form wizard which asks you questions about the form you want to create, then creates a form based on your responses.

STEPS

1. In the Database window, click the Form button, and then choose the New button2. In the Select A Table/Query box, type the name of the form’s source table or query, or select

one from the list.3. Choose the Form Wizards button4. Answer the questions in the Form Wizards dialog boxes. From the last dialog box, you can

display the form in Design view or Form view.

NOTE: If the Form Wizard doesn’t create the exact form you want, you can change the form yourself in design view, or you can use the Form Wizard again and choose different option as you answer the questions.

4.02 creating forms using auto form1. In the database window, select the table or query for which you want to create a form.2. Click the ‘New Object’ button and then select ‘Autoform’ from the dropdown list (AS

SHOWN).

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Label

SURNAME MR. MUSAU

Control field (The name is picked from a table or a query)

A new form is created based on the selected table or query. You can edit the controls in this form just as if it was a form created without using the Autoform as explained below

4.03 creating a form using design view

While using a Form Wizard is the easiest way to create a form, it may not offer the design you need. If you want to design a form yourself, create a blank form, and then add the controls and other design features you require.

1. In the Database window, click the Form button, and then choose the New button. The new form dialog box appears.

2. In the Select A Table/Query box, type the name of the form’s source table or query, or select one from the list. (To create an Unbound form, leave this box empty).

3. Click ‘Ok’. A new blank form is shown as indicated below.

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4. Drag the fields that you would like to see in the form arrange and edit them as appropriate

using the properties window which is activated/deactivated by clicking on the icon as shown.

5. To adjust the size of a control, click on it and use the fill handles to adjust it. This is done by achieving the double headed arrow by positioning the mouse over any one of the ‘Fill Handles’, clicking and holding the left mouse button then dragging inwards or outwards as required.

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Caption Box

NB. You may also use the ‘Properties box’ to set other properties e.g. Change the colour display by changing the entry in the ‘Fore Color’ text box.

6. Save the form using an appropriate name

4.05 opening a data entry form

Once the form has been created, you may open it for data entry. You may do this by double clicking on it in the database widow

OR1. Click on the form to highlight it.2. Click on the ‘Open’ button in the database window

4.06 customising a form

CREATING A CONTROL

As you design a form or a report, you place controls on it. The controls you create in design view are the title, fields and pictures you see in form view.

1. From the menu bar select ‘View’ option, then ‘field list’ (in case it is not active)

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Fill Handles

Open button

2. Drag the required fields from the list to the form, where they appear both the label and the control field. By clicking inside the label, the user can delete and type a label of choice.

NBAll the fields can be dragged at once to the form by double clicking the headings of the field lists and all the fields will be shaded blue. Point and drag them at once.

POSITIONING THE CONTROLSClick to select the control to move, and then move the control by use of mouse pointers with the following shapes: One finger: moves one part at a time Five fingers: moves both the label and the control fieldRe-sizing can be done by pointing and dragging the dark spots.

DELETING A CONTROLClick on the control to select it and then press the delete key

4.07 Object Linking and Embedding (Ole)

LINKING

When you link an OLE object, the object is stored in a separate file but it is displayed in your form or report. Linking is used when one requires an OLE object to change when the data in the source file changes

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Field List

EMBEDDING

When you embed an OLE object from another application, the object becomes part of your database. When you want to edit the object, you open the application used to create it, make changes to the embedded picture, and then return to your form window. The original file remains unchanged.

EDITING OLE OBJECTS

After you embed an OLE object, you open the source application by double clicking the relevant field in form view and then make changes.

4.08 Creating Unbound Controls

These are fields added to the form in design stage. A toolbox is activated from the “View” menu which provides two useful icons for this purpose:

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Ole Object

Aa This tool allows the entry of both the label and control fields.

Ab| Allows entry of labels only e.g. When typing headings.

To create an Unbound control, you click the Ab| tool then mark the area to place the control by dragging across the form. The label will bear a general name Text ... and the control unbound

4.09 Calculated Unbound Controls

This is a field added to the form created based on data of other fields dragged from a table/query.

1. Create an unbound control on the form2. Select the unbound field and type an expression

E.g. To create a new field for Total Products Value:

CREATING A COMBO BOX

In many cases you will find it easier to choose an item from a list when editing or entering new records into your table. A combo box helps to choose from such a list. The drop down list may be extract from:

a) A Table/Queryb) A field listc) A value list

Example

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Procedure

1. Create a table to contain the list of items to appear in the combo box. This Table is the Row Source.

2. Select the table in which data from a Combo box will be inserted. In its design view, add a new field to contain the data selected from a combo box. (In case it is missing). This field is the Control Source.

3. Select the form based on the above-mentioned table, view it in Design State.4. Disable the control wizard tool icon and then click the combo box button (Which turns grey

and suppressed).

5. From the field list, drag the field added in two (2) above to the form.6. Check its properties and on the option row source, type the name of the table that contains the

data for your combo box.7. Save the form and open it to make your entries.

NOTETo limit selection to only what is available in the combo box, set the property of Limit to list of the combo box to Yes.

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Control Wizard

CREATING A LIST BOXA list box is a variation of the combo box where the values are displayed in a list rather than a dropdown list. Scroll bars are added to enable the use to choose any item from the list

1. Create a table to contain the list of items to appear in the list box. This table is the Row source.

2. Select the table in which data from a list box will be inserted. In its design view, add a new field to contain the data selected from a list box. (In case it is missing). This field is the Control Source.

3. Select the form based on the above mentioned table, view it in design state.4. Disable the control wizard tool icon and then click the list box button (Which turns grey and

suppressed).5. From the field list, drag the field added in two (2) above to the form.6. Check its properties and on the option row source, type the name of the table that contains the

data for your list box.7. Save the form and open it to make your entries.

NOTE1. A list box shows a Up and Down arrow used for scrolling while searching for an entry. A

list box thus wastes space while a combo box opens up only when clicked.2. Both the combo and list boxes can be used to display a different piece of data than what

is actually saved in the tableE.g. You may be making use of CategoryIDs instead of CategoryNames when saving data in the table as shown below (This will always be the case when your tables are properly normalised)

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In the example above, Chai (The First Product) belongs to the Beverages category. On the data entry form, if we wish to display the “Category Name” and not the “Category ID” then we will in addition tio the steps listed above:

1) Invoke the Query Builder alongside the “CategoryID” Combo box.

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2) Construct a query as shown below

3) On closing answer “Yes” when prompted4) Set the “Bound Column” property of the control as shown above to 2.5) Save and open your table in datasheet view.

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4.09 Data Protection

From the Form properties, the user is able to control and maintain data security. One can set an undelete form by indicating No to Allow deletions. This will ensure no values are deleted while using the form. Forms can also be locked by setting Allow edits to NO and Record locks to All Records. Once the form is locked, no changes can be made to a field.

CONCATENATION

This is the process of combining fields from a table into an Unbound control within a form. E.g. If in a table we have two fields representing surname (SNAME) and first name (FNAME) respectively and there is need to combine the two fields in the form so that the two names appear together. An Unbound control tool will be used and the following formula used to concatenate the fields.

4.10 Editing Data in a Form

FINDING RECORDSIt is possible to find records in a form just as it is in tables as explained in 1.6. To find records:

1. Open the form2. Move to the field in which you want to search (e.g First Name.) 3. From the ‘Edit’ menu choose ‘Find’ then follow the instructions in 1.6

DELETING A DATA ENTRY FORM

To delete a data entry form:1. Click on the form to highlight it2. Press the ‘Delete’ key.3. When promoted answer ‘YES’

NB: Even though forms are based on an underlying ‘Table’ or ‘Query’, deleting the form does not have any effect on the data.

PRINT A DATASHEETa) Open the form which contains the data that you would like to printb) From the file menu choose “Print” To print all records, click ‘OK’ c) You may preview by choosing “Print Preview” i.e.

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FULLNAME

Label

=[SNAME]& “ “&[FNAME]

Concatenated fields

FILTER BY FORM

To filter by form:a) Open the form in ‘Datasheet’ Viewb) From ‘Records’ choose ‘Filter’ then ‘Filter By Form’c) Move to the field that you would like to filter by e.g. Category combo box appears to the

right, you may use this combo box to choose the data to filter OR you may type the data directly

d) From ‘Records’ choose ‘Filter’ then ‘Apply Filter/Sort’. All filtered data will show in the form

e) Remove the filter trough ‘Records’ ‘Filter’ then ‘Remove Filter/Sort’

Exercise1. Create a table and a form based on the following data.

STAFF OVER-TIME PAYNAME AMOUNT

Angeline Masumbuko 8500

Ajit Kumar 12500

Edward Kabarega 6500

2. Within the form, create a calculated Unbound control field to hold the tax deducted which is 10% of the amount paid.

Exercise of 83

NAME TOWN DEPARTMENTJames K AccraLeila A NairobiPeter M. Mombasa

DEPARTMENTFinanceAdministration

Using the above data, create two tables. Following the instructions given earlier, create a combo box to input department details to be part of the first table.

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Lesson 5: Reports

REPORTSThis is information that is organised and formatted to fit your own specifications e.g. mailing labels, Invoices, Sell Summary and Phone lists.

1. Reports are an effective way for presenting information to be distributed in a printed format. You can control the size and appearance of everything on a report, e.g. by formatting the font style and size.

2. Pictures and graphs can be incorporated into the report to make the report more meaningful.

3. Data can be organized and grouped into categories with sub-totals, making it easier to read. For example, in a list of product sales, you can group records by products and get sub-totals for each to see what product sold the most. In addition, calculations can be performed on the data. For example, you can calculate totals for a field such as Total Sales.

5.01 creating using A Wizard1. In the Database window, select the Reports tab.

2. The New Report dialog box appears. From the options in the “new report” dialog box, select Report Wizard.

3. Choose the table that contains the data you want to base your report on and then click OK.

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The table below describes what each option in the New Report dialog box does.

Option DescriptionDesign View Used to create a report without

using a wizard.Report Wizard Automatically creates a report

based on the fields selected.AutoReport:Columnar Creates a single column report i.e.

the records are displayed in a single column.

AutoReport : Tabular Creates a tabular report i.e. each record is displayed from left to right across a report (as a row of fields).

Chart Wizard Creates a report with a chart.Label Wizard Creates a report that has been

formatted for printing on mailing labels.

Note: The Report Wizard contains a series of steps to be followed when creating a report.

4. Select the fields to appear on your report from the list of available fields. This allows you to choose only the fields that you require in the report. Click on “Next”.

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5. Select the fields for grouping if required. Grouping data within a report means arranging the data by a certain field so that all the records related to that field are displayed in one group. In the example below, the data is to be grouped by the CategoryID field.

6. Select the fields to sort by and specify the sort order i.e. ascending or descending. You can sort on up to four fields (levels) in the report.

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7. You may choose to summarise your report by adding other options by clicking on the “Summary Options” button

8. Choose a layout for your report. You can also change the page orientation for the report to landscape if you have many fields.

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9. Select the look or style you would like for the report. There are different looks to choose from like corporate, formal or soft gray.

10. Type in the title for the report and then click on Finish.

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11. After a few seconds, the Report is generated in Print Preview.

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5.02 Creating Using Design ViewSteps

1. From the Report Tab, click on New, then choose the table or query to be based on the report then choose design view.

2. Drag the required fields from the field list into the Report details. If the field list is not visible, active it by clicking on “View” then “Field List”. If you want the fields to be appearing on top of each of the Pages, then drag the fields and drop them on the report Header.

NOTE We can also use calculated or expressions in the reports

Examples

=now() : Will display the date and time=(page) : Will number the pages=[Field1]& “ “ &[Field2] :Will combine two fields.=[Field]*0.1 :Will display a calculated field so long as the field is numeric.To add these fields:

1. From the “Insert” menu choose the desired option as shown below

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Choose the desired style i.e.

Using Expressions in ReportsWe can use expressions to perform arithmetic on fields, Sum a group of records and combine two or more text fields.

Combining text fields1. Create an Unbound control2. Then inside the control type =[Field1]& “ “&[Field2] e.g. =[FNAME]& “ “ &[SNAME]

Arithmetic 1. Create an Unbound control2. Then inside the control type =[Field1]*[Field2] i.e. To calculate house allowance which is

15% of Salary we type =[Salary]*0.15

Summing a group of fields/Records

We use this information to add a group of fields i.e. If we want to sum together a group of fields which are similar in difference records. For example, If we want to sum all “Units On Order” for a particular supplier, we would include the expression “=Sum ([UnitsInStock])” in the “Supplier Group footer”.

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To achieve this1. Create Unbound control on the report footer or group footer2. Type =sum([UnitsInStock])

Results

5.03 Sections of the Report

Report Header.This section has the main header or title for the report. It is printed once at the beginning of the report.

Page HeaderThis section contains information to be printed at the top of each page of the report. This may include information like date or column titles.

Group headerThis section contains information that is printed at the beginning of each record in the table. This section is present only when there is grouped data in the report. The name given to this section depends on the grouping field. In the example above, the report is grouped on Subject and hence the name ‘Subject Header’.

DetailThis section contains information that is printed for each record in the table i.e. the main area of the report that contains the actual records.

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Group FooterSimilar to group header but this section contains information that is to be printed at the end of each grouping of data. A good example of this is sub-totals.

Page FooterThis section contains information that is to be printed at the bottom of each page e.g. page totals, page numbers etc.

Report FooterJust like the report header, this section contains information that is printed once at the end of the report like Grand Totals etc.

5.04 Previewing and printing your reportThis is important when:

1. You want to see or view how the report will look like when it is printed.2. Whenever you need a paper copy of the report to present to other people and for filing.

Double click on the report that you would like to view OR choose the “preview” option in the database window.

To preview two Pages

Suppose you want to view only two pages of the report, click on the two pages Button on the toolbars.

To view more than two pages, then:

1. From the ‘View’ menu choose the option ‘Pages.’

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Two Pages

2. Select the number of pages you want to display

To Exit from Print Preview.

Click on the Close button.When you exit from Print Preview, you can view the report in Design View.

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Creating Reports from QueriesIf you require information is needed from many tables, the best method is to create a query that incorporates all the required tables and then create a report from the query.

Procedure1. In the Database Window, select the Reports Tab and click on New.2. Select the query to be used for the report.3. Select the fields you want to use from the query.

4. Complete the remaining steps in Report Wizard and preview the report.

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3.

5.05 Reports Based In Multiple Tables.

When you want to obtain information from more than one table for example you may want to know who works in which department, which floor and when they were employed. This cannot be obtained from the tables independently hence we need both to provide this information.

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Procedure1. Create relationships between the tables as appropriate.2. From the database window choose ‘Reports’ and then click on ‘New’. Choose

the ‘Report Wizard’ option. Choose a table on which to base your report then Click ‘OK’.

3. In the next step choose tables and then the fields from those tables that are required.

8. Determine how the information is going to be grouped then Click on Next to proceed.9. Complete the remaining steps and preview the report.

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10. To change orientation Open the report in either design or datasheet view From the ‘file’ menu, choose ‘Page setup’ The following dialog appears

Switch between portrait and landscape as desired.

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5.06 To print the report From the ‘file’ menu choose print To print using default settings click on ‘OK’ else change the settings then print

Exercise

1. Create the following table and save it using a suitable name.2. Then create a report based on the table.3. Let the report have the following:-

Grand Totals for all the persons Sub Total for the Department Date and time, and Page Number on the Page footer

4. Let also the report have the Full Names on one control.5. Save the report under a good name6. From the same table, create a parameter query and save it.7. Create a separate report based on this parameter query.8. Create an Unbound control for Tax which is 15% of Salary.

FNAME

JonesJaneLoiseDavidCharlesGeorgeTitusEster

SNAME

ThomasKenDenisWalterChallaMichaelEmmaTonny

DEPARTMENT

ComputerProductionSalesComputerSalesComputerProductionSales

SEX

MaleFemaleFemaleMaleMaleMaleFemaleFemale

SALARY

4000.005000.004500.006200.008900.006000.006400.004200.00

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Ms Access Project Table: CategoriesColumns

Name Type SizeCategoryID Long Integer 4CategoryName Text 15Description Memo -Picture OLE Object -

RelationshipsCategoriesProducts

Categories Products CategoryID 1 CategoryID

Attributes: Enforced RelationshipType: One-To-Many

Table: CustomersColumns

Name Type SizeCustomerID Text 5CompanyName Text 40ContactName Text 30ContactTitle Text 30Address Text 60City Text 15Region Text 15PostalCode Text 10Country Text 15Phone Text 24Fax Text 24

RelationshipsCustomersOrders

Customers Orders CustomerID 1 CustomerID Attributes: Enforced, Cascade Updates

RelationshipType: One-To-Many

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Table: EmployeesColumns

Name Type SizeEmployeeID Long Integer 4LastName Text 20FirstName Text 10Title Text 30TitleOfCourtesy Text 25BirthDate Date/Time 8HireDate Date/Time 8Address Text 60City Text 15Region Text 15PostalCode Text 10Country Text 15HomePhone Text 24Extension Text 4Photo OLE Object -Notes Memo -ReportsTo Long Integer 4

RelationshipsEmployeesOrders

Employees Orders EmployeeID 1 EmployeeID


Table: Order DetailsColumns

Name Type SizeOrderID Long Integer 4ProductID Long Integer 4UnitPrice Currency 8Quantity Integer 2Discount Single 4

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RelationshipsOrdersOrder Details

Orders Order Details OrderID 1 OrderID

Attributes: Enforced, Cascade Deletes RelationshipType: One-To-Many

ProductsOrder DetailsProducts Order Details

ProductID 1 ProductID


Table: OrdersColumns

Name Type SizeOrderID Long Integer 4CustomerID Text 5EmployeeID Long Integer 4OrderDate Date/Time 8RequiredDate Date/Time 8ShippedDate Date/Time 8ShipVia Long Integer 4Freight Currency 8ShipName Text 40ShipAddress Text 60ShipCity Text 15ShipRegion Text 15ShipPostalCode Text 10ShipCountry Text 15

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RelationshipsCustomersOrders

Customers Orders CustomerID 1 CustomerID

Attributes: Enforced, Cascade Updates RelationshipType: One-To-Many

EmployeesOrders Employees Orders

EmployeeID 1 EmployeeID


OrdersOrder Details Orders Order Details

OrderID 1 OrderID

Attributes: Enforced, Cascade Deletes RelationshipType: One-To-Many

ShippersOrders Shippers Orders

ShipperID 1 ShipVia


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Table: ProductsColumns

Name Type SizeProductID Long Integer 4ProductName Text 40SupplierID Long Integer 4CategoryID Long Integer 4QuantityPerUnit Text 20UnitPrice Currency 8UnitsInStock Integer 2UnitsOnOrder Integer 2ReorderLevel Integer 2Discontinued Yes/No 1

RelationshipsCategoriesProducts

Categories ProductsCategoryID 1 CategoryID


ProductsOrder Details Products Order Details

ProductID 1 ProductID


SuppliersProducts Suppliers Products SupplierID 1 SupplierID


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Table: ShippersColumns

Name Type SizeShipperID Long Integer 4CompanyName Text 40Phone Text 24

RelationshipsShippersOrders

Shippers OrdersShipperID 1 ShipVia


Table: SuppliersColumns

Name Type SizeSupplierID Long Integer 4CompanyName Text 40ContactName Text 30ContactTitle Text 30Address Text 60City Text 15Region Text 15PostalCode Text 10Country Text 15Phone Text 24Fax Text 24

RelationshipsSuppliersProducts

Suppliers ProductsSupplierID 1 SupplierID


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Tasks6.1 Tables

1) Create ALL the tables as listed above. DO NOT create the relationships until you are done with constructing the tables.

2) Create the relationships between the tables as specified above.3) Enter data in the tables. Ensure that you follow the order: Categories, Shippers, Employees,

Customers, Suppliers, Products, Orders and Order Details.

Categories

ID Category Name Description Picture1 Beverages Soft drinks, coffees, teas, beers, and ales2 Condiments Sweet and savory sauces, relishes, spreads, and

seasonings3 Confections Desserts, candies, and sweet breads4 Dairy Products Cheeses5 Grains/Cereals Breads, crackers, pasta, and cereal6 Meat/Poultry Prepared meats7 Produce Dried fruit and bean curd8 Seafood Seaweed and fish

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EmployeesID Last Name First

NameTitle Title Birth Date Hire Date Address City Region Postal

CodeCountry Home

PhoneExt. Notes Rep

orts To

1 Davolio Nancy Sales Representative

Ms. 08-Dec-48 01-May-92 507 - 20th Ave. E.Apt. 2A

Seattle WA 98122 USA (206) 555-9857

5467 Education includes a BA in psychology

2

2 Fuller Andrew Vice President, Sales

Dr. 19-Feb-52 14-Aug-92 908 W. Capital Way

Tacoma WA 98401 USA (206) 555-9482

3457 Andrew received his BTS commercial in 1974

3 Leverling Janet Sales Representative

Ms. 30-Aug-63 01-Apr-92 722 Moss Bay Blvd.

Kirkland WA 98033 USA (206) 555-3412

3355 Janet has a BS degree in chemistry

2

4 Peacock Margaret

Sales Representative

Mrs. 19-Sep-37 03-May-93 4110 Old Redmond Rd.

Redmond WA 98052 USA (206) 555-8122

5176 Margaret holds a BA in English literature

2

5 Buchanan Steven Sales Manager Mr. 04-Mar-55 17-Oct-93 14 Garrett Hill London SW1 8JR UK (71) 555-4848

3453 Steven Buchanan graduated from St. Andrews University

2

6 Suyama Michael Sales Representative

Mr. 02-Jul-63 17-Oct-93 Coventry HouseMiner Rd.

London EC2 7JR UK (71) 555-7773

428 Michael is a graduate of Sussex University

5

7 King Robert Sales Representative

Mr. 29-May-60 02-Jan-94 Edgeham HollowWinchester Way

London RG1 9SP UK (71) 555-5598

465 Robert King served in the Peace Corps

5

8 Callahan Laura Inside Sales Coordinator

Ms. 09-Jan-58 05-Mar-94 4726 - 11th Ave. N.E.

Seattle WA 98105 USA (206) 555-1189

2344 Laura received a BA in psychology

2

9 Dodsworth Anne Sales Representative

Ms. 27-Jan-66 15-Nov-94 7 Houndstooth Rd.

London WG2 7LT UK (71) 555-4444

452 Anne has a BA degree in English 5

Suppliers

ID Company Name Contact Name Contact Title Address City Region Postal Code Country Phone

1 Exotic Liquids Charlotte Cooper Purchasing Manager 49 Gilbert St. London EC1 4SD UK (171) 555-22222 New Orleans Cajun

DelightsShelley Burke Order Administrator P.O. Box 78934 New

OrleansLA 70117 USA (100) 555-4822

3 Grandma Kelly's Homestead

Regina Murphy Sales Representative 707 Oxford Rd. Ann Arbor MI 48104 USA (313) 555-5735

4 Tokyo Traders Yoshi Nagase Marketing Manager 9-8 SekimaiMusashino-shi

Tokyo 100 Japan (03) 3555-5011

5 Cooperativa de Quesos 'Las Cabras'

Antonio del Valle Export Administrator Calle del Rosal 4 Oviedo Asturias 33007 Spain (98) 598 76 54

6 Mayumi's Mayumi Ohno Marketing Representative

92 SetsukoChuo-ku

Osaka 545 Japan (06) 431-7877

7 Pavlova, Ltd. Ian Devling Marketing Manager 74 Rose St.Moonie Ponds

Melbourne Victoria 3058 Australia (03) 444-2343

8 Specialty Biscuits, Ltd. Peter Wilson Sales Representative 29 King's Way Manchester M14 GSD UK (161) 555-44489 PB Knäckebröd AB Lars Peterson Sales Agent Kaloadagatan 13 Göteborg S-345 67 Sweden 031-987 65 43

10 Refrescos Americanas LTDA

Carlos Diaz Marketing Manager Av. das Americanas 12.890 São Paulo 5442 Brazil (11) 555 4640

Customers

Custome Company Name Contact Name Contact Title Address City Region Postal Country Phone Fax

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r ID CodeALFKI Alfreds Futterkiste Maria Anders Sales

RepresentativeObere Str. 57 Berlin 12209 German

y030-0074321 030-0076545

ANATR Ana Trujillo Emparedados y helados

Ana Trujillo Owner Avda. de la Constitución 2222

México D.F. 05021 Mexico (5) 555-4729 (5) 555-3745

ANTON Antonio Moreno Taquería Antonio Moreno Owner Mataderos 2312 México D.F. 05023 Mexico (5) 555-3932AROUT Around the Horn Thomas Hardy Sales

Representative120 Hanover Sq. London WA1

1DPUK (171) 555-7788 (171) 555-6750

BERGS Berglunds snabbköp Christina Berglund Order Administrator Berguvsvägen 8 Luleå S-958 22

Sweden 0921-12 34 65 0921-12 34 67

BLAUS Blauer See Delikatessen Hanna Moos Sales Representative

Forsterstr. 57 Mannheim 68306 Germany

0621-08460 0621-08924

BLONP Blondel père et fils Frédérique Citeaux Marketing Manager 24, place Kléber Strasbourg 67000 France 88.60.15.31 88.60.15.32BOLID Bólido Comidas

preparadasMartín Sommer Owner C/ Araquil, 67 Madrid 28023 Spain (91) 555 22 82 (91) 555 91 99

BONAP Bon app' Laurence Lebihan Owner 12, rue des Bouchers Marseille 13008 France 91.24.45.40 91.24.45.41BOTTM Bottom-Dollar Markets Elizabeth Lincoln Accounting

Manager23 Tsawassen Blvd. Tsawassen BC T2F

8M4Canada (604) 555-4729 (604) 555-3745

Products

ID Product Name Supplier Category Quantity Per Unit Unit Price

Units In Stock

Units On Order

Reorder Level

Discontinued

1 Chai 1 1 10 boxes x 20 bags

$18.00 39 0 10 No

2 Chang 1 1 24 - 12 oz bottles $19.00 17 40 25 No3 Aniseed Syrup 1 2 12 - 550 ml

bottles$10.00 13 70 25 No

4 Chef Anton's Cajun Seasoning

2 2 48 - 6 oz jars $22.00 53 0 0 No

5 Chef Anton's Gumbo Mix

2 2 36 boxes $21.35 0 0 0 Yes

6 Grandma's Boysenberry Spread

3 2 12 - 8 oz jars $25.00 120 0 25 No

7 Uncle Bob's Organic Dried Pears

3 7 12 - 1 lb pkgs. $30.00 15 0 10 No

8 Northwoods Cranberry Sauce

3 2 12 - 12 oz jars $40.00 6 0 0 No

9 Mishi Kobe Niku 4 6 18 - 500 g pkgs. $97.00 29 0 0 Yes10 Ikura 4 8 12 - 200 ml jars $31.00 31 0 0 No

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Orders

Order ID

Customer Employee

Order Date

Required Date

Shipped Date

Ship Via

Freight Ship Name Ship Address Ship City Ship Region

Ship Postal Code

Ship Country

10265 BLONP 2 25-Aug-94 22-Sep-94 12-Sep-94 1 Ksh 55.28 Blondel père et 24, place Klébe Strasbourg 67000 France10278 BERGS 8 12-Sep-94 10-Oct-94 16-Sep-94 2 Ksh 92.69 Berglunds

snabbBerguvsvägen 8 Luleå S-958 22 Sweden

10280 BERGS 2 14-Sep-94 12-Oct-94 13-Oct-94 1 Ksh 8.98 Berglunds snabb

Berguvsvägen 8 Luleå S-958 22 Sweden

10297 BLONP 5 05-Oct-94 16-Nov-94 11-Oct-94 2 Ksh 5.74 Blondel père et 24, place Klébe Strasbourg 67000 France10308 ANATR 7 19-Oct-94 16-Nov-94 25-Oct-94 3 Ksh 1.61 Ana Trujillo Em Avda. de la Con México D.F. 05021 Mexico10326 BOLID 4 10-Nov-94 08-Dec-94 14-Nov-94 2 Ksh 77.92 Bólido Comidas C/ Araquil, 67 Madrid 28023 Spain10331 BONAP 9 16-Nov-94 28-Dec-94 21-Nov-94 1 Ksh 10.19 Bon app' 12, rue des Bou Marseille 13008 France10340 BONAP 1 29-Nov-94 27-Dec-94 09-Dec-94 3 Ksh 166.31 Bon app' 12, rue des Bou Marseille 13008 France10355 AROUT 6 16-Dec-94 13-Jan-95 21-Dec-94 1 Ksh 41.95 Around the

HornBrook FarmStr

Colchester Essex CO7 6JX UK

Order Details

Order ID Product Unit Price Quantity Discount10265 1 $5,000.00 4 0%10265 4 $4,000.00 3 0%10278 6 $5,900.00 3 0%10278 10 $5,600.00 5 0%10280 7 $3,400.00 3 0%10280 9 $5,000.00 2 0%10297 4 $3,400.00 1 0%10297 5 $7,800 .00 1 0%10308 5 $7,000.00 4 0%10308 6 $5,600.00 4 0%10326 4 $17.60 24 0%10326 8 $4,500.00 1 0%10331 8 $2,200.00 2 0%10331 9 $5,600.00 12 0%10340 4 $5,000.00 1 0%

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6.2 Queries

1) Construct queries to accomplish the following tasksa. From the Categories and products table show the

following fieldsCategoryName, ProductName, Price – In a new field, compute the total value of each product i.e. UnitsInStock * UnitPrice

b. Create a new field in the Products Table called “TotalValue” then make an Update query to update this field with the total value as described above.

c. Select all products with the letter “P” anywhere in the Name.

d. We would like to know the value of all products within a category (e.g. the value of all products uinder the category ‘Condiments’). Construct a query to group the products and sum up the total values. HINT use the concept in a) above

6.3 Forms

1) Using autoform, construct forms for all tables apart from the categories and products tables

2) Using the design view construct forms for the categories and products tables.

3) Add a new control (UNBOUND) to display the total value of each product on the form

4) Add 1 product of your choice in the products table using the Products Form.

5) Delete the Categories Form6) Using ‘filter By Form’, filter for all products of Type

‘Condiments’7) Using ‘Find’ search for ‘Aniseed Syrup’.

6.4 Reports1) Construct a report based on the Query in 6.2 1(a) grouping

the data by ‘CategoryName’ using the report wizard2) Modify the report above by:

a. Changing the colour of all labels to a different colour.b. Adding a field to show a count of the records in each

category i.e. (number the records)c. Adding a field to show the total value of the product

under each category.

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