ECDL Module 5
Notes
ECDL Module 5 Notes
Module 5 – Microsoft Access
5.1 Understanding Databases
5.1.1 Key Concepts
5.1.1.1 Understand what a database is.
A database is a structured collection of related information.
In normal daily life we make frequent use of databases, and probably don’t realize it.
Here are a number of simple examples:
- The telephone directory
- Personal address book
- Filing cabinet
Relational Database on the other side is:Able to store and manipulate data across multiple tables unlike a single table database
By utilising multiple tables, a relational database reduces unnecessary duplication of
data. For example, when using a large database to store customer information including
addresses, it is likely many individuals will live in the same street and share other
common parts of the address. Rather than storing the same street name, country, state,
etc, over and over, this information can be stored in a separate table. As each new
customer is added to the database, only the unique house number needs to be
recorded
5.1.1.2 Understand the difference between data and information.
Data is the information entered into tables within the database. Databases are used
daily by large corporations, small businesses and individuals, often without people
realizing they are using a database
While information is all the data put together.
Data:Facts, statistics used for reference and analysis
Numbers, characters, symbols, images etc, which can be processed by a computer
Data must be interpreted, by a human or machine, to derive a meaning
Information:Information is interpreted data
Data has been processed to produce meaning
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5.1.1.3 Understand how a database is organized in terms of tables, records and fields.
What is a table?
Tables are used to store the data in a structured and organised format. Tables are
similar to those of Word and Excel, in that the way contains rows (records) and columns
(fields).
What is a record (row)?
A record applies to data entered into a single row of a table. All data in that row would
be long to an individual or item. A record would normally include a unique ID number,
Name, Description, plus other relevant information. With each new record, a new row is
created.
What is a field (column)?
Each column (previously known as a ‘field’) is used to define what specific information is
to be entered into that particular column. A column titled ‘Street’ for example would
signify this to be the point in a record to enter in the Street name when creating each
new record.
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5.1.1.4 Know some of the common uses of large-scale databases like: airline booking
systems, government records, bank account records, hospital patient details.
Airline booking systems:
These systems maintain a database of all the seats on all the available flight, allowing
passengers to be quickly b ooked onto fights to their destination.
Government records:
Governments all over to world rely on multiple large databases in order to function. Tax
records, criminal records and social security all require sophisticated database systems.
Bank account records:
Banks require extremely reliable databases in order to keep track of all their customer
account & log transactions.
Hospital patient details:
Medical records are being moved onto a database system. This system should allow
your medical history to be instantly available wherever you require treatment.
5.1.2 Database Organization
5.1.2.1 Understand that each table in a database should contain data related to a single
subject type.
A database can have many tables. A table should only contain records related to a
particular subject. For example you may have a table called customers containing
information about your customers with a separate table called orders. You can then link
the tables by creating a relationship, connecting each customer with their associated
orders.
5.1.2.2 Understand that each field in a table should contain only one element of data.
Each field should contain the smallest data element. For instance, if you are storing a
person’s name, use one field for the first name and another field for the second name.
This means that at a later date you could manipulate the data to sort by the second
name. For the same reason split the details of an address into as many smaller parts as
possible so that later you could search by state/region , by post code/zip code or even
by country if you are maintaining an international list.
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5.1.2.3 Understand that field content is associated with an appropriate data type like:
text, number, date/time, yes/no and 5.1.2.4 Understand that fields have associated field
properties like: field size, format, default value.
Data types define what type of data will be entered into each ‘field’ (column) in a table. If for example
the date ‘12June2007’ or Price 1.59 is entered into a field, which by default is set as ‘Text’ the input
characters will remain unchanged.
If however the data type is set to a currency or date ‘Data Type’, numeric data entered will
automatically format to the appropriate currency or data/time format.
There are a number of specific reasons for selecting the correct data types when creating Tables
within a database. Setting a ‘Date’ Data Type for example will format and store all entries in the
manner configured. This in turn means that queries created to locate information according to a
‘Date’ criteria will have consistent data to work with. In the same way, Numeric data must be of a
numeric type, otherwise query searches, reports and calculations will fail to provide the desired
information.
NOTE: Field Properties must also be configured to format the appropriate currency symbol, date
format and to limit the data entry to specific characters, symbols and spacing
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5.1.2.5 Understand what a primary key is.
A primary key is used as a unique identifier for each record in a database table and is
essential when working with relational tables.
To be effective, a primary key cannot have duplicate entries and must be set on a field
generating a unique identifier. When creating a new table Access automatically adds
the ID field with an AutoNumber data type. By default the ID field is also the primary
key.
Other fields suitable to be set as a primary key are for example passport, social security
and driving licence numbers, military identification, tax, workplace or personal
identification numbers, unique to each individual.
NOTE: A primary key field can never be empty.
5.1.2.6 Understand what an index is. Understand how it allows for faster data access.
Access uses indexes much like a Table of Content to help locate and sort information
quickly. An index stores the location of records based on the field or fields that you
choose to index. After Access obtains the location from the index, it can then retrieve
the data by moving directly to the correct location.
As mentioned earlier, by default, Access set the Primary key as the Index within a table,
however indexing can be set on other fields, especially fields used frequently in
searches.
NOTE: Although indexing may speed up searches, it can also slow the process of
updating data within tables. Also, you cannot index OLE objects or attachment fields.
As a guide, consider indexing a field if all of the following conditions are met:
- The field's data type is Text, Memo, Number, Date/Time, AutoNumber, Currency,
Yes/No or Hyperlink.
- You anticipate searching for values stored in the field.
- You anticipate sorting values in the field. You anticipate storing many different values
in the field. If many of the values in the field are the same, the index might not
significantly speed up queries.
Indexing can also be set for multiple fields. If you are likely to perform searches on two
or more fields within a single query, it makes sense to create a multiple-field index on
both fields.
NOTE: You can include up to 10 and set the order of fields in a multiple-field index.
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When you sort a table using a multiple-field index, Access first sorts by the first field
defined for the index. If there are records with duplicate values in the first field, Access
then sorts using the second field defined for the multiple-field index.
Before creating an index, decide whether you want to create a single-field index or a
multiple-field index. You create an index on a single field by setting the Indexed
property.
The following table lists the possible settings for the Indexed property.
NOTE: By setting the Index property to No Duplicates, Access prevents any new value
which matches an existing value from being entered into the field. For example,
indexing the ID field in a table and setting it to Yes (No Duplicates) prevents duplicate
numbers being entered and therefore the values in the field remain unique.
5.1.3 Relationships
5.1.3.1 Understand that the main purpose of relating tables in a database is to minimize
duplication of data.
Good database design suggests data is organised across multiple tables, as to
store data in one single table would;
1) Result in vast amounts of duplicated data and
2) Quickly become unmanageable.
Relationships are used to create a link between two or more tables within a database.
When a link is established and with the use of other objects within the database, data
can be entered into or viewed from one or more tables at the same time, without the
need to close one table and open another.
The most common relationships between tables are:
 One-Many
 Many-Many
 One-One
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5.1.3.2 Understand that a relationship is built by matching a unique field in one table
with a field in another table.
A relationship is built by matching a unique field within one table with a field within
another table.
One-to-many relationship
Consider a Parts sales database that includes a Customers table and an Orders table.
A customer can place any number of orders. It follows that for any customer
represented in the Customers table, there can be many orders represented in the
Orders table. The relationship between the Customers table and the Orders table is
therefore a one-to-many relationship.
To establish a one-to-many relationship between tables, it is necessary to take the
Primary Key (normally the ID field) of the ‘one’ side of the relationship, (in this case the
Customer table) and add it as an additional field within the ‘many’ side (Orders) table.
TIP: This requires you to add
a new (Customers ID) field to
the Orders table and set the
data type. As the AutoNumber
field can only be used once in
a table, the Number data type
is used. Notice the Customer
ID field is included in the
Orders table, shown in the
following image.
NOTE: When using the name of a primary key field to create a field in another table and
thereby a link, the new field is often referred to as a Foreign key.
Many-to-many relationship
Consider the relationship between a Parts (Product) table and an Orders table. A single
order might include more than one product. On the other hand, a single product can
appear on many orders. For each record in the Orders table therefore, there can be
many records in the Products table.
In addition, for each record in the Parts table, there can be many records in the Orders
table. This type of relationship is called a many-to-many relationship because, for any
product, there can be many orders and, for any order, there can be many products.
A many-to-many relationship, is actually achieved by creating two one-to-many
relationships, using a third table, often referred to as a Junction. The Primary key from
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both the Parts and Orders tables are added to the third table (junction) thereby
effectively creating two one-to-many relationships.
NOTE: In many circles, a many-to-many relationship between your tables is not
considered ideal and consideration should be given to the design, possibly breaking
data across additional tables to avoid the necessity for many-to-many relationships.
One-to-one relationships
In a one-to-one relationship, each record in the first table can have only one matching
record in the second table, and each record in the second table can have only one
matching record in the first table. This type of relationship is not common because, most
often, the information related in this way is stored in the same table.
One example of a one-to-one relationship might be to transfer sensitive data to another
table and isolate it for security reasons.
NOTE: Both tables must share a common field but not necessarily a Primary key field.
5.1.3.3 Understand the importance of maintaining the integrity of relationships between
tables.
Good database design suggests dividing information into many subject-based tables to
minimize data redundancy. Relationships are then used to bring the data back together
by placing common fields into related tables.
To bring data back together, Access uses the value in the "many" table to look upthe
corresponding value in the "one" table.
Suppose you have a one-to-many relationship between Parts and Orders and you want
to delete a Part (Item). If the Part you want to delete has orders in the Orders table,
those orders will become "orphans" when you delete the Parts record.
The orders will still contain a Part ID, but the record (Parent) that it references no longer
exists. Referential integrity is designed to prevent this situation occurring and keep
references in sync so that this kind of situation never occurs.
Referential integrity by default is not enabled and therefore has to be enabled either
during the creation of relationships or when editing relationships. When enabled,
Access will reject any operation that violates referential integrity for that particular
relationship.
Access rejects updates that change the target of a reference or deletions that remove
the target of a reference. In other words, if you attempt to delete an individual part from
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the Parts table that has been referenced in the Orders table (included in an order),
Access will prevent this from happening.
5.1.4 Operation
5.1.4.1 Know that professional databases are designed and created by database
specialists.
These are highly skilled database professionals with an in-depth knowledge of exactly
how the database works, including its overall function and details programming.
5.1.4.2 Know that data entry, data maintenance and information retrieval are carried out
by users.
The users are responsible for routine, day to day data entry, data maintenance and
information retrieval.
5.1.4.3 Know that a database administrator provides access to specific data for
appropriate users and 5.1.4.4 Know that the database administrator is responsible for
recovery of a database after a crash or major errors
This group administers the day to day operation of the database and make sure that the
data is kept secure. These provide technical backup to users of the database. They
provide access to specific data for appropriate users. In the event of a computer crash
the database administrator will be responsible for restoring normal computer operations.
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5.2 Using the Application
5.2.1 Working with Databases
5.2.1.1 Open, close a database application
Open Access
Click on the Start button (bottom left of screen) and then select All Programs.
Scroll up until you locate the Microsoft Office folder button and click to select.
Finally click on the Microsoft Office Access 2007 icon.
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Closing Access
To close the Access program, click on the Close icon at the top-right corner of the
program window. This icon contains an X shape.
TIP: The keyboard shortcut for closing Access is Alt+F4.
5.2.1.2 Open, close a database.
Open the Access Program.

Click on the Office Button and from the menu displayed click on the Open
command. This will display the Open dialog box.
By default the contents of the Documents folder will be displayed



You should see a folder displayed containing the Access 2007 foundation sample
files.
Double click on this sample folder to display the contents of the folder.
Select a database file called Sample and double click on it to open it.
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The database will look like this when opened.
If you look carefully at the screen, you will see a warning dialog message displayed.
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5.2.1.3 Create a new database and save to a location on a drive.
Creating a new blank database



Click on the
Microsoft Button
Click on New
Select the Blank
Database icon.
You need to give the new database a name and also set a
folder location to store it in. In this case we previous set the
default folder to point to our Access 2007 samples folder, and
if you look carefully at the right side of the screen you will
notice that this default folder has been used.
NOTE: If you had wanted to create a new database in a
different folder, then you would have clicked on the small
folder icon to the right of the File Name section and
navigated to the desired folder. In this case however we
will be use the default folder location.
Replace the default database file name with the
nameTCTC, and then click on the Create button.
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NOTE: Access 2007 saves database files with an .accdb file name extension, unlike
earlier versions of Access which used an .mdb file name extension.
The Access window opens and displays a new table, as this is the next step to creating
the new database. Until one or more tables have been created, given fields and
properties set, Access can do little at this stage.
This view of the table, is referred to as the Datasheet View, which means the Object, in
this case the Table is displayed in its normal (default) view. The Design View is used to
configure the properties of an object. Think of the Design View as looking behind the
Object at its inner workings. Saving a table
5.2.1.4 Display, hide built-in toolbars. Restore, minimize the ribbon
Display toolbars

Right click on an existing
toolbar
and
click
on
Customize quick Access
Toolbar

Choose a tool

Click Add
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And
Remove toolbars

Right click on an existing toolbar and click on Customize quick Access Toolbar

Choose a tool

Click Remove
Minimize the ribbon

Click Customize Quick Access Toolbar .

In the list, click Minimize the Ribbon.
Restore the Ribbon

Click Customize Quick Access Toolbar .

In the list, click Minimize the Ribbon.
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5.2.1.5 Use available Help functions.
As with all Microsoft applications, Help is always available. In the upper righthand corner of the application window, is a Help button.
When clicked, it will open the Access Help window. Alternatively, pressing the F1
function key, normally located in the top row of the keyboard, will also activate the help
window.
From the help window, you will be able to select and click on the topics listed or type in
a word or words into the Search box and have Access Help search the files for all
matching help topics.
As an example of using Help, type in the subject you need help with and then press the
Enter key on the keyboard or click on the Search button.
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5.2.2 Common Tasks
5.2.2.1 Open, save and close a table, query, form, report.
Saving a table
Before a table can be used to store information, fields must be added to a table, named,
given the correct Data Type and formatted appropriately. Fields are used to separate
and organise data into specific fields (columns), for example a First Name field would
store the first name for every individual record entered, as would Surname, Birth Date
fields, etc.
NOTE: A software issue has affects the start number in the ID field. For example, if 5
fields are added to a new table, rather than the ID number starting a with ‘1’, the first
record will actually be record ‘5’. This issue can be avoided easily by saving the table
before any fields are added.
Click on the Save button on the Quick Access Toolbar or press the Ctrl+S keys to save
the table
The Save As dialog box is displayed with a default name.
Replace the default table name
Click on the OK button
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5.2.2.2 Switch between view modes in a table, query, form, report
Using Datasheet View
Every object (Table, Form, Query, Report, etc) in an Access database will have at least
two main views, Datasheet View and Design View. Datasheet View displays the object
as it would be seen in daily use, its working mode so to speak.
Using Design View
Design View displays the workings behind the object, as seen by
the database designer. The efficiency of the database and the
way it handles data input /output are controlled by the properties
configured in Design View.
NOTE: The View button image displays the opposite view button
to the current view, i.e. if in Datasheet View, the Design View
button is displayed.
To change from Datasheet View to Design View click on the View
button (displayed within the Views section of the Datasheet tab
5.2.2.3 Delete a table, query, form, report.
To delete an object, i.e. a table from a database, that object
must be closed so first close any open tables
In the Navigation Pane, right click on Copy of Parts:Table and
from the popup list displayed select the Delete command from
the list.
Access displays the following warning.
Click on the Yes button to confirm deletion. The table is deleted from the database and
removed from the Navigation Pane
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5.2.2.4 Navigate between records in a table, query, form.
The record navigation bar is located and will only visible from the bottom of the object
window when, for example, a table is open to view
As tables grow, navigating records becomes more difficult, therefore Access has the
record navigation bar to help locate records more easily.
There are 5 options for navigating existing records and one for creating a new record.
The options for navigating are similar in fashion to the controls in a CD/DVD player. See
below.
First
Previous
Specific
Next
Last
To use the specific record option, click within the box and enter a record number, then
press the Enter key.
The last option provides a quick way to create a new record without having to scroll to
the last record first.
5.2.2.5 Sort records in a table, form, query output in ascending, descending numeric,
alphabetic order.
To sort a single field, first select the field you want to sort. Click on the Product Name
field name to highlight the column.
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Within the Home tab, in the Sort & Filter group, click on the A-Z button.
NOTE: Unlike working with filters, a sort will remain active until removed, even when a
table is closed and reopened (the table must be saved prior to closing).
You can sort in numeric order. To see this click within the Quantity column. Then click
on the Ascending button.
The table is now sorted in ascending numeric order.
Clicking on the Descending button will reorder in descending numeric order
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To remove a sort, click on the Clear All Sorts button in the Sort & Filter group. The table
returns to the default sort order.
To sort on two or more fields, the steps are similar to those used when sorting a single
field however the order in which you set the sort will have an impact on the outcome.
In the table below, the Sales Account Manager and the Category fields are side by side,
with the Sales Account Manager Field to the left of the Category field. This positioning is
relevant when using a sort on multiple fields in a table, as the left most field in the select
group of fields, takes priority over the fields to the right.
A sort is needed to organise the Sales Account Managers into alphabetical order first,
then sort the Category field so that categories within that field are alphabetical
according to each Sales Account Manager, as seen in the image below.
5.3 Tables
5.3.1 Records
5.3.1.1 Add, delete records in a table.
On the left side of the table there is a small * symbol. This symbol represents the record
(row) currently selected. As more records are entered into the table or as you navigate
through the table, this symbol will provide a confirmation of the exact row you or your
pointer is in.
To the right of the * symbol, New is displayed just below the ID field name, signifying
this row represents a new record. Data cannot be typed into this column, as by default
this is an ID column with an AutoNumber Data Type.
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NOTE: The AutoNumber Data Type automatically generates a unique, sequential
number for each new record entered so data entry into this field is restricted.
Deleting a Record
Occasionally you may need to remove a record from a table.
Move the pointer to the column, left of the ID field. When the pointer changes to a right
pointing arrow, click to highlight the whole row (record).
With the pointer anywhere within the highlighted area, click using the right mouse button
to activate the shortcut menu.
Click on the Delete Record option.
A warning is displayed.
NOTE: Undo is not available when deleting records, therefore any deletions will be
committed.
Click on the Yes button to confirm the deletion.
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Deleting multiple records
If a group of records needs to be deleted, the process is similar to deleting a single
record. The only difference is in selecting the records.
Move the pointer left to the row selection column. Locate the first record in the group
and with the right pointing arrow displayed, click and drag down to create a highlighted
block of records.
Delete all records in the same way as shown in the previous section describing how to
delete a single record.
5.3.1.2 Add, modify, delete data in a record.
To add data simply do on the box you need to add data and star typing.
For modifying data the same click on the box that you need to change place your cursor
before or after that word, and type what you need.
To delete data select the box that you need to delete and press delete from your
keyboard
5.3.2 Design
5.3.2.1 Create and name a table and specify fields with their data types like: text,
number, date/time, yes/no.

Click on Create


Then click on Table from the tables section
Click on the arrow in the view section and choose
Design view button

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Name the Table
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
Start typing the field names and for each field name choose the data type like
text, number, date/time, yes/no etc
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5.3.2.2 Apply field property settings: field size, number format, date/time format, default
value.
It’s important that to apply field properties such as field size etc you need to be in design
view.
After choosing the data type at the bottom you will have a tab called General. From
there you can modify the field size, number format, date/time format, default value. But
the General tab will change according to the data type chosen.
For the field size and default value just input the number that you need.
5.3.2.3 Create a validation rule for number, date/time, currency.
Microsoft Access provides a variety of ways to control how users enter data into your
database. For example, you can limit the data that a user can enter into a field by
defining a validation rule for that field. If the data that a user enters into the field breaks
the rule, Access will display a message telling the user what kind of entries are allowed.
Create validation rules for number fields
Let’s say you have a table with the following fields:
Field Name:
Name
Surname
Exam Result
Data Type:
Text
Text
Number
You may need to set a validation rule on the result field restricting the numbers entered
in this field to be not greater than 100. This will avoid mistakes, such as pressing an
extra number while keying in results.
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To do this, follow the steps below:

Click on the Exam Result field

In the General Tab, click in the box provided for validation rule

Type: <=100

This means that only values which are less than or equal to 100 will be allowed
to be keyed in.
Similarly, in any number field we can use the below symbols for creating validation
rules:
Create validation rules for date fields
You might have a table that contains a field with date as the data type. It might also be
the case that you wish to restrict the dates that can be entered in that particular field.
Let’s say we have a database of a club, where only adults that were born from 19701980 can register.
In the validation rule for the date of birth field we can type: Between 01/01/1970 and
31/12/1980
We can also use the mathematical symbols discussed earlier on with dates. For
example, if you only wish to allow users that were born before 1990, you can enter one
of the following validation rules:
<01/01/1990
Or
<=31/12/1989
5.3.2.4 Understand consequences of changing data types, field properties in a table.
When changing data types or field properties in a table data could be lost as it will not
match with the types you had entered.
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5.3.2.5 Set a field as a primary key.
Click on the field that you wish to set as a primary key. Click Primary key which is in
the Design tab in the tools section. A key will appear at the left of the field name.
Deleting a Primary Key
In the Design view of the table right click on the field from which you want to remove the
primary key setting. Click Primary Key. You will notice that the key symbol will no
longer be displayed in the record selector.
5.3.2.6 Index a field (with, without duplicates allowed).
Your primary key field will automatically be indexed so that duplicated entries are not
allowed. However, you might need to index other fields in your table. In the General
section of the Design view of the table click in the Indexed box and then click on the
drop down arrow. You can set the index to allow or not to allow duplicate records:
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5.3.2.7 Add a field to an existing table.





To add a field to an existing table:Open the table
Go to Design View
Go below the last Field Name and type the field name you wish to add
Add also the data type and Save
5.3.2.8 Change width of columns in a table.
Open a table in Datasheet view.
To resize a column:
Do one of the following:
To resize a column to a specific width, position the pointer
on the right edge of the column you want to resize, as
shown in the illustration and drag until the column is the
desired size.
To size a column to fit its data, double-click the right edge
of the column heading.
Note: You can't undo changes to the width of columns using the Undo command on the
Edit menu. To undo changes, close the datasheet, and then click No when asked if you
want to save changes to the layout of the datasheet. This will also undo any other layout
changes you have made.
5.4 Retrieving Information
5.4.1 Main Operations
5.4.1.1 Use the search command for a specific word, number, date in a field.
To search for a specific word, number or date in a field you first need to open the table
in datasheet view. Then follow the steps below:

Click in the field in which you need to search.

From the Home tab in the find section click on Find
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
In the Find What: field type the word / number / date that you wish to search for.

Make sure that the Look In: field is set to your desired field.

Click on Find Next.
5.4.1.2 Apply a filter to a table, form.
Filters are basically simple queries that only apply to open tables or forms. Filters are
best used for temporarily altering the view of the data in a table: by filtering out records
that you don’t want.
Apply filters to a table
Let’s say we need to filter our table so that it only retrieves records of individuals who
reside at Mosta.

Open your table in datasheet view.

Click on one of the records that shows ‘Mosta’ as the Town field.

Click on the Filter by Selection icon from the home
tab in the Sort and filter Section and choose
Contains Mosta
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5.4.1.3 Remove the application of a filter from a table, form.
To remove the filter, click on Filter icon from the home tab in the Sort and filter Section
and choose clear filter from locality.
5.4.2 Queries
5.4.2.1 Understand that a query is used to extract and analyse data.
As tables grow in size they can have hundreds of thousands of records, which makes it
impossible for the user to pick out specific records from that table. Queries were
designed to overcome this problem.
Practically, queries are used to extract and analyse data.
5.4.2.2 Create a named single table query using specific search criteria.


From the Create tab click on Query Wizard
Choose Simple Query Wizard
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

From the Tables/Queries drop down arrow choose the table that you need
Then choose the fields


Then click on Next
Then click on Next again

Write a title for your query, choose between open the query to view information
or Modify the query design and click Finish.
The difference between open the query to view information or Modify the query design
is that when we need to add some criteria to the query we use Modify the query design
while we use open the query to view information when there’s nothing else to be done
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5.4.2.3 Create a named two-table query using specific search criteria.


From the Create tab click on Query Wizard
Choose Simple Query Wizard




From the Tables/Queries drop down arrow choose the table that you need
Then choose the fields
Then From the Tables/Queries drop down arrow choose another table that you
need fields from
Choose the fields again


Then click on Next
Then click on Next again
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
Write a title for your query, choose between open the query to view information
or Modify the query design and click Finish.
Matching Text

When you enter text into the criteria cell your text should be enclosed in quotes
("") to distinguish it from other expressions and operators that you may need to
add.

To match a word or phrase simply type the text you want to match. The query will
find all the records that match the text exactly.

Access will add the quote marks at each end. It is only necessary to enter the
quotes yourself if you type text that might confuse the query. For example you
may want to type a phrase that contains the words "and" or "or". Access would
normally interpret these words as instructions. You can manually insert the quote
marks at each end of the phrase to make sure the criterion means what you
intend it to. This example will display all the records that contain the entry Mosta
in the Locality field.
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5.4.2.4 Add criteria to a query using one or more of the following operators: = (Equal),
<> (Not equal to), < (Less than), <= (Less than or equal to), > (Greater than), >=
(Greater than or equal to).
Mathematical operators such as ‘>’ (greater than) or ‘<’ (less than) are normally used for
specifying numbers and dates but can also be used for text. For example:

<"N" would find all entries beginning with a letter lower than the letter N in the
alphabet. In other words, all entries starting with the letters A - M.

>="F" And <"H" would find all entries beginning with the letters F and G.
Working with Numbers
When working with numbers we normally use the mathematical operators to define the
range of numbers from which we want to select. For example, where X represents a
number:

<X finds values less than X.

>X finds vales greater than X

>=X finds values greater than or equal to X

<>X finds vales not equal to X
It is important that your field type is correctly defined as a Number field for numerical
queries to work properly.
Here are some examples…
To match a number
Simply type the number that you want the query to find. This example will display the
record(s) with the entry 385 in the Customer Number field.
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To find values less than a certain number
Type a less than sign (<) followed by the number. This example will display all records
with an entry less than 1000 in the Customer Number field.
To find values in a range of numbers
You need to use the expression “Between X and Y”, where X and Y represent the
numbers at opposite ends of the range. This example will display all records with entries
falling within the range 500-700 in the Customer Number field.
5.4.2.5 Add criteria to a query using one or more of the following logical operators: AND,
OR, NOT
When you need to use multiple conditions for a query, you can use the logical operators
to combine conditions.
– The And logical operator specifies that both conditions must be met
– The Or logical operator specifies that one or the other of the conditions must be met
• When you enter two conditions on the same row of the query design grid, an And
condition is created.
• If you enter two conditions that are on separate rows, an Or condition is created.
Creating And condition in the design grid
When creating criteria in
the same row you are
creating an And condition
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Creating Or condition in the design grid
When creating criteria in the separate rows you are creating an OR condition
5.4.2.6 Use a wildcard in a query, * or %, ? or __.
A wildcard is a special character that can stand for either a single character or a string
of text. Wildcards are useful when you want the query to look for a range of different
possible values, and also when you are not certain exactly what you are looking for but
can give the query some clues to work with.

The two wildcards we commonly use are the asterisk or star (*) and the question
mark (?).
1. The asterisk (*) represents any string of text from nothing up to an entire
paragraph or more.
2. The question mark (?) represents a single character only (although you could
use, for example, two question marks to represent two unknown characters).
For example:

Yor* would find York, Yorkshire and Yorktown but not New York.

Mar? would find Mark but not Mario, Martin or Omar.

F*d would find Fred and Ferdinand but not Frederick.
Like "Text*"
To match text starting with a particular letter or string,
type the letter or string of text followed by an asterisk. Access
will add the expression "Like" and place quotes around your
typing. This example will display all records that have an
entry starting with S in the Company field.
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Like "*Text"
To match text ending with a particular letter or string, type an asterisk followed by a
letter or string of text. This example will display all records that have an entry ending
with Plc in the Company field.
5.4.2.7 Edit a query: add, modify, remove criteria.
To add or modify criteria for a query it’s important that you will be in the design view of
that query. Click on the criteria of that particular field and add or change the criteria as
you need.
To remove the criteria simply place the cursor before the criteria and press the
backspace button till you delete the whole criteria of that field.
5.4.2.8 Edit a query: add, remove, move, hide, unhide fields
To insert additional fields to a query:
1. Display the query in Design view.
2. In the field list, double-click the field name/s which you want to add. The Field: (first
row), in the design grid, will display the field name selected. The Table: (second row), in
the design grid, will automatically display the name of the table from which you have
selected the field.
3. Save the query.
To remove fields from a query:
1. Display the query in Design view.
2. In the design grid, click the small grey cell above the
name of the field to remove. The entire column will be
highlighted.
3. Press DELETE key.
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Note that: You cannot undo deletions in queries in Design view. If you accidentally
delete a field, you will have to add it again to the query.
To move fields within a query:
1. Display the query in Design view.
2. In the design grid, click the small grey cell above the name of the field to move. The
entire column will be highlighted.
3. Drag the column to the location where you wish to place it.
To hide field/s from being displayed in the record set:
1. Display the query in Design view.
2. In the design grid, deactivate the check box/es in the Show: cells for the field/s that
will not be displayed in the record set. In most cases such fields are added to the design
grid for criteria purposes only.
To unhide field/s so that these will be displayed in the record set:
1. Display the query in Design view.
2. In the design grid, activate (click) the check box/es in the Show: cells for the field/s
that will be displayed in the record set.
5.4.2.9 Run a query.
After having specified the criteria in a query, you have to RUN the query in order to see
the results.
To run the query press on the Run button in the Design tab in the Results
Section
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5.5 Objects
5.5.1 Forms
5.5.1.1 Understand that a form is used to display and maintain records.
A form is used to display and maintain records. It is an easier and more practical way
of entering data than through a table
5.5.1.2 Create and name a form

From the Create tab click on More Forms and choose Form wizard


From the Tables/Queries drop down arrow choose the table that you need
Then choose the fields



Then choose the layout and click Next
Then choose the style and click Next
Write a title for your Form, choose between open the query to view information or
Modify the Form design and click Finish.
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5.5.1.3 Use a form to insert new records.

Double - Click on the form in which you wish to insert records.

The form window will be displayed.

Click on New Record from the Record at the bottom of the window to add a new
record.
5.5.1.4 Use a form to delete records.

Double - Click on the form in which you wish to insert
records.

The form window will be displayed.

Go to the record you wish to delete and click on Delete
from the Records Section and click on Delete Record.
5.5.1.5 Use a form to add, modify, delete data in a record.
To add data simply do on the box you need to add data and star typing.
For modifying data the same click on the box that you need to change place your cursor
before or after that word, and type what you need.
To delete data select the box that you need to delete and press delete from your
keyboard
5.5.1.6 Add, modify text in headers, footers in a form.
The Form Wizard is an essential tool for creating a form. However, you may need to
modify the design of a form. For example, to add/edit a header or footer you will need to
use the Form Design View.
Go to Design View from the view button
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The form Design View window displays three sections: Form Header, Detail and Form
Footer (scroll down to see the Form Footer). You will need to create a space between
the Form Header section and the Detail section to enter header text. Likewise, you will
need to create a space below the Form Footer if you wish to add a footer text.
To add a header / footer:
Click on the Label tool from the Controls Section:
Create a label in the header or footer of your form and type in the text you wish
5.6 Outputs
5.6.1 Reports, Data Export
5.6.1.1 Understand that a report is used to print selected information from a table or
query.
You can use reports for a variety of purposes: some common examples are periodical
sales summaries, stock lists, mailing lists and invoices. A report is used to print selected
information from a table or query. The easiest way to produce your own reports is by
using the wizard. You can choose from a large choice of different reports. The Report
Wizard can construct the whole report according to your instructions.
5.6.1.2 Create and name a report based on a table, query.



From the Create tab click on More Report wizard
From the Tables/Queries drop down arrow choose the table/query that you need
Then choose the fields
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Then choose if you need to do any grouping
Choose by what you want to sort your report.
Choose the layout and click Next
Choose the style and click Next
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Write a title for your report, choose between open the query to view information or
Modify the Report design and click Finish.
5.6.1.3 Change arrangement of data fields and headings within a report layout.
While doing the wizard when doing step 4 you can choose the layout of the report and
the orientation. If you wish to move the data fields go to design view and move the data
field by drag and drop
5.6.1.4 Present specific fields in a grouped report by sum, minimum, maximum,
average, count, at appropriate break points
While doing the wizard when doing the sorting choose Summary options that will be
available on that particular window and choose by what you want to group your report
example by sum or minimum or maximum or average or count
5.6.1.5 Add, modify text in headers, footers in a report.
The Report Wizard is an essential tool for creating a form. However, you may need to
modify the design of a form. For example, to add/edit a header or footer you will need to
use the Report Design View.
Go to Design View from the view button
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The Report Design View window displays three sections: Report Header, Detail and
Report Footer (scroll down to see the Form Footer). You will need to create a space
between the Form Header section and the Detail section to enter header text. Likewise,
you will need to create a space below the Report Footer if you wish to add a footer text.
To add a header / footer:
Click on the Label tool from the Controls Section:
Create a label in the header or footer of your form and type in the text you wish
5.6.1.6 Export a table, query output in spreadsheet, text (.txt, .csv), XML format to a
location on a drive.


Choose the table
Click on the External Data Tab

Click on Excel in the Export Section


Write the File Name
Click OK
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
Click Close
5.6.2 Printing
5.6.2.1 Change the orientation (portrait, landscape) of a table, form, query output,
report. Change paper size.





Choose the table, form, query or report.
Click on the Microsoft office Button
Click on Print Preview
From the Page Layout Section choose between Portrait or Landscape
Choose also the size from the Page Layout Section example A4
5.6.2.2 Print a page, selected record(s), complete table and 5.6.2.3 Print all records
using form layout, specific pages using form layout. And 5.6.2.4 Print the result of a
query. And 5.6.2.5 Print specific page(s) in a report, print complete report.

Click on the Office Button.

Point to Print, and then click on Print from the sub-menu

The Print dialog box will be displayed as illustrated below
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
In the Page range section choose whether you wish to print all the pages in the
report etc or you can choose from which page to which page you want to print or
choose if you want to print selected records

In the Copies section specify how many copies of the same document you wish
to print.

Finally, click OK.
.
.
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