scis.regis.edu ● scis@regis.edu

CIS 206: Business Software Applications

Week 6

Dr. Jesús BorregoRegis University

1

Agenda

•Review of Homework #5•Key Terms•Loan Calculators•MS Access (A-D)•Activity 1 – class•Activity 2 – group•Homework #6

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Homework #5•Update the homework 4 Excel file•Include a different format with different

colors•Include a title centered with your name

and class, using 28 point font•Change the title color•Add a pie graph for expenses•Prepare in English without APA format•Submit to WorldClass week 5 before week

6

3

Excel calculator

•Calculate payments for a car loan

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Loan CalculatorInterest: 6.5%

Car: 2014 Mercedes C320Price 36 48 60 72Amount 1        Amount 2        Amount 3        Amount 4        Amount 5        Amount 6        Amount 7        Amount 8        Amount 9        Amount 10        

Payment function

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Source: http://www.dummies.com/how-to/content/calculating-loan-payments-with-excel-2010s-pmt-fun.html

Key Terms•Database – base de datos•Field – Campo•Key – Clave•Primary Key – Clave primaria•Query - Consulta•Record – Registro•Relational database – Base de datos

relacional•Structured Query Language – Lenguaje

estructurado de consultas•Table - Tabla

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Objectives

•Understand relational databases•Explore a database•Create a database•Create a table•Create primary keys•Relate two tables•Enter data•Edit data

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Understanding Relational Databases

•Lists of information are related to one another

•Access provides tools that allow sorting, grouping, analyzing and reporting data in many different ways

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Advantages of Access

•Minimizes duplicate data, increasing accuracy and consistency

•Data entry is faster and easier•Data can be viewed and sorted in many

ways•Information is more secure•Data can be shared and edited by several

users simultaneously

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Access vs. Excel

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Exploring a Database

•Access can be opened in the following ways:▫From the Start menu▫From an Access shortcut icon▫From a pinned program on the taskbar▫By double-clicking an Access database file

on your computer

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Access Objects

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Creating a Database

•Start by using an Access template or by opening a blank database

•Table Design View provides the most options for defining fields

•Datasheet View is a spreadsheet-like view of the data in a table

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Data Types

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Creating a Table

•3 essential tasks in creating a table:* Naming the table* Naming the fields* Selecting data type for each field (e.g., numbers, text, dates)

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Important Database Terminology

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Creating Primary Keys

•Primary key field: Contains data that uniquely identifies each record; no 2 records can have the same entry in this field

•Primary key field relates one table to another in a one-to-many relationship; one record in the 1st table is related to many records in the 2nd table

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Designating the Primary Key Field

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Understanding Field Properties

•Properties = characteristics of a field•2 properties required for every field: Field

Name and Data Type•You can add other properties, such as Field

Size, Format and Caption•More properties = more restrictions =

more data entry accuracy

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Relating Two Tables

•Tables must be linked before queries, forms or reports can be created that utilize fields from more than one table

•Tables are linked in a one-to-many relationship

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Linking Tables

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Entering Data

•Focus: ▫ Always highlighted in a different color to

make it easier to find on the page▫ Refers to which data would be entered or

edited if you started typing

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Moving the Focus to Navigate Data

Options•[Tab]•[Enter]•Navigation buttons: Previous record Next record

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Editing Data

•Access automatically saves new data and changes to existing data as soon as you move to another record OR close the datasheet

•To change the contents of an existing record, navigate to the field you want to change and type the new information

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Resizing & Moving Datasheet Columns

•Click and drag column separators to manually widen or narrow columns

•Double-click the column separator to automatically adjust width to the widest entry in the field

•Click the field name and drag it left or right to move a column

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Keyboard Shortcuts for Editing

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Summary

•Understanding relational databases•Exploring databases•Creating databases•Creating tables•Creating primary keys•Relating two tables•Entering and editing data

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Activity #1

•Agree on a database to create with 2-4 entities

•Create it using Access

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Objectives

•Use the Query Wizard•Work with data in a query•Use Query Design View•Sort and find data•Filter data•Apply AND criteria•Apply OR criteria•Format a datasheet

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Using the Query Wizard

•A query allows you to select a subset of fields and records from one or more tables and then present the selected data as a single datasheet

•Because a query doesn’t physically store the data, a query datasheet is sometimes called a logical view of the data

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Using the Query Wizard

• Technically, a query is a set of SQL Technically, a query is a set of SQL (Structured Query Language) (Structured Query Language) instructions, but because you can use instructions, but because you can use Access query tools such as Query Design Access query tools such as Query Design View, you are not required to know SQL to View, you are not required to know SQL to build or use Access queriesbuild or use Access queries

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Using the Query Wizard

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Working with Data in a Query

•You enter and edit data in a query datasheet the same way you do in a table datasheet

•Any edits you make in a query datasheet are permanently stored in the underlying tables, and are automatically updated in all views of the data in other queries, forms, and reports

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Working with Data in a Query

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Using Query Design View

•Use Query Design View to:▫Add, delete, or move the fields in an

existing query, to specify sort orders, or to add criteria to limit the number of records shown in the resulting datasheet

▫Create a new query from scratch

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Using Query Design View

•Query Design View presents the fields you can use for that query in small windows called field lists

•If you use the fields of two or more related tables in the query, the relationship between two tables is displayed with a join or link line identifying which fields are used to establish the relationship

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Using Query Design View

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Sorting and Finding Data

•Works the same way for queries as it does for tables

•Data can be sorted by clicking the list arrow on a datasheet’s column heading, then click a sorting option

•Data can also be sorted by using the Sort and Find buttons on the Home tab

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Sorting and Finding Data

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Filtering Data• Filters provide a temporary way to Filters provide a temporary way to

display a subset of records that display a subset of records that match given criteriamatch given criteria

• Filters are not used to calculate Filters are not used to calculate sums, averages, counts, etc.sums, averages, counts, etc.

• Filters are removed when the Filters are removed when the datasheet datasheet is closed

• Filters can, however, be saved as Filters can, however, be saved as queriesqueries

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Filtering Data•Filter By Selection: Filtering by a

given field value. Filters records for an exact match.

•Filter By Form: Filters by comparative data

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Wildcards•Used to search for a pattern;

represents any character•Entered as criteria•? Used to search for a single

character•* Used to search for any number of

characters

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Filters vs. Queries

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Applying AND Criteria

•AND criteria means all criteria must be true for the record to be selected

•Created by entering 2 or more criteria in the same Criteria row of the query design grid

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Criteria Syntax

•Quotation marks (“) around text criteria and pound signs (#) around date criteria are automatically added by Access

•Criteria in Number, Currency, and Yes/No fields are not surrounded by any characters

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Searching for Blank Fields

•2 common criteria are Is Null and Is Not Null

•Is Null – Finds all records where no entry has been made

•Is Not Null – Finds all records where any entry has been made (even if zero)

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Comparison Operators

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Applying OR Criteria

•OR criteria means any one criterion must be true for the record to be selected

•Created by entering 2 or more criteria on different Criteria rows of the query design grid

•Also created by entering 2 or more criteria in the same Criteria cell separated by OR

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Applying OR Criteria

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Formatting a Datasheet

•Can: Change font size, font face, colors, gridlines

•Cannot: Add custom headers, footers, images, subtotals

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Formatting a Datasheet

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Summary

•Using the Query Wizard•Working with data in a query•Using Query Design View•Sorting and finding data•Filtering data•Applying AND criteria•Applying OR criteria•Formatting a datasheet

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Objectives

•Use the Form Wizard•Create a split form•Use Form Layout View•Add fields to a form•Modify form controls•Create calculations•Modify tab order•Insert an image

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Using the Form Wizard

•A form is an Access database object that allows you to arrange the fields of a record in any layout so you can enter, edit, and delete records

•One way to create a form is by using the Form Wizard

•The Wizard asks you questions to determine the information you want

•

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Form Views

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Creating a Split Form

•The benefit of a split form is that the upper pane allows you to display the fields of one record in any arrangement, and the lower pane maintains a datasheet view of the first few records, which you can navigate very quickly

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Form Creation Tools

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Example of a table in a split form

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Using Form Layout View

•Allows some design changes to the form•You can add and delete fields•You can change formatting such as fonts

and colors

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Using Form Layout View

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Mouse Pointer Shapes in Form Layout View

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Adding Fields to a Form

•Can be done in Layout View or Design View using Field List window

•To add a field: drag it from the Field List to the location you want

•When you add a new field, 2 controls are created: label and text box

•To delete a field: click to select the field, then press [Delete]

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Field List in Form Layout View

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Bound vs. Unbound Controls

•Every item on a form is a control, such as text boxes and labels

•Bound controls display data•Unbound controls do not display data

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Modifying Form Controls•Many common properties can be

modified in Form View or Layout View

•Some properties (such as Control Source) can only be viewed and changed on the Property Sheet

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Using the Property Sheet

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Common Form Controls

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Creating Calculations•Calculations are used to add items

such as subtotals and counts to a form

•Expressions are needed to create a calculation

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Creating Calculations•Expression: an equal sign and a

combination of symbols •Square brackets must surround a

field name in an expression•Field name must be typed exactly as

it was in Table Design View (except for capitalization)

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Adding a Text Box to Calculate a Value

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Sample Expressions

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Modifying Tab Order

•Tab Stop: determines whether the field accepts the focus and therefore determines where the focus moves as you press [Tab]

•Tab Order: the order the focus moves as you press [Tab]

•All text boxes and combo boxes have a tab stop and are included in the tab order

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Tab Order Dialog Box

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Inserting an Image

•Examples are pictures, logos, clip art•The form section you place it in

determines where it will appear on the form

•For example, determine whether you want the image at the top of the form or next to each record

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Form Sections

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Adding an Image to the Form Header Section

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Summary

•Using the Form Wizard•Creating a split form•Using Form Layout View•Adding fields to a form•Modifying form controls•Creating calculations•Modifying tab order•Inserting an image

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Objectives

•Use the Report Wizard•Use Report Layout View•Review report sections•Apply group and sort orders•Add subtotals and counts•Resize and align controls•Format a report•Create mailing labels

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Using the Report Wizard

•Report Wizard is one way to create a report

•It is a tool that asks you questions to guide development of the report

•Your responses determine record source, style and layout

•The Wizard helps sort, group and analyze records

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Selecting Fields for a Report Using the Report Wizard

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Using Report Layout View

•Reports have multiple views that you use for various report-building and report-viewing activities

•Report Layout View applies a grid to the report that helps you resize, move, and position controls

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Modifying Column Width in Report Layout View

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Report Views

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Reviewing Report Sections

•Report sections determine where and how often controls in that section print in the final report

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Reviewing Report Sections

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Applying Group and Sort Orders

•Grouping means to sort records by a particular field plus provide a header and/or footer section before or after each group of sorted records

•To change sorting or grouping options for a report, you must work in Report Design View

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Group, Sort, and Total Pane

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Adding Subtotals and Counts

•Calculations are used to add subtotals and counts to a report

•Expressions are needed to create a calculation

•Functions are built-in Access formulas•Arguments are information needed by a

function

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Resizing and Aligning Controls

•You can resize a control by using the ↔ pointer

•After resizing a control, it may need to be realigned

•Two ways to align controls:* Within its own border* With respect to each other

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Precise Resizing and Aligning•[Ctrl] + arrow key(s) move a control

one pixel at a time•[Shift] + arrow key(s) resize a control

one pixel at a time•Pixel:

* pix = picture* el = element

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Resizing Controls in Layout View

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Selecting More Than One Control at a Time in Report Design View

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Formatting a Report•Formatting can make a report look

more professional and easier to read•Formatting includes:

* Font style, size and color* Background colors* Line thickness and color* Alignment

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Useful Formatting Commands

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Creating Mailing Labels

•Any data in your Access database can be converted into labels using the Label Wizard, a special report wizard that precisely positions and sizes information for hundreds of standard business labels

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Label Wizard Dialog Box

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Summary

•Using the Report Wizard•Using Report Layout View•Reviewing report sections•Applying group and sort orders•Adding subtotals and counts•Resizing and aligning controls•Formatting a report•Creating mailing labels

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Homework #6

• You are to create a spreadsheet to calculate the payment for a car loan

• The loan will have 10 car prices, one per row• The loan will have 4 repayment periods (36, 48,

60, and 72 months), one in each column• The spreadsheet will calculate the payment for

each price and repayment period• The interest rate will be placed in a fixed cell and

will be used as a constant in the payment calculation

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Homework #6 (Cont’d)

•Format with absolute address for the interest rate

•Format with relative addresses for the payment calculations other than interest rate

•Must be in English•Submit your loan calculator to the Week 6

Dropbox before week 7

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Questions?

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