ECDL Module 5
REFERENCE MANUAL
Databases
Microsoft Access XP Edition for ECDL Syllabus Four
- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٢PAGE
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٣PAGE
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٤PAGE
ECDL APPROVED COURSEWARE ..................................................................................................................... 3
USING THE APPLICATION .............................................................................................................................. 6
DATABASE CONCEPTS ....................................................................................................................................... 6
Understanding what a database is ........................................................................................................... 6
Understanding how a database is organised.......................................................................................... 6
Understanding what a primary key is ....................................................................................................... 8
Understanding what an index is................................................................................................................ 8
Understanding the purpose of relating tables in a database ................................................................ 8
Understanding the importance of setting rules to ensure relationships are valid .............................. 8
FIRST STEPS WITH DATABASES....................................................................................................................... 11
Opening and closing Microsoft Access .................................................................................................. 11
Opening an existing database................................................................................................................. 12
Creating a new database ......................................................................................................................... 12
Saving a database to a location on a drive ........................................................................................... 14
Using Help.................................................................................................................................................. 14
Closing a database ......................................................................................Error! Bookmark not defined.
ADJUSTING SETTINGS ................................................................................ ERROR! BOOKMARK NOT DEFINED.
Changing between view modes in a table, form or report......................Error! Bookmark not defined.
Displaying or hiding toolbars ......................................................................Error! Bookmark not defined.
TABLES ............................................................................................... ERROR! BOOKMARK NOT DEFINED.
MAIN OPERATIONS ..................................................................................... ERROR! BOOKMARK NOT DEFINED.
Creating and saving a table and specifying fields with their data types.............Error! Bookmark not
defined.
Adding and deleting records in a table......................................................Error! Bookmark not defined.
Adding a field to an existing table ..............................................................Error! Bookmark not defined.
Adding and modifying data in a record .....................................................Error! Bookmark not defined.
Deleting data in a record .............................................................................Error! Bookmark not defined.
Using the Undo command ..........................................................................Error! Bookmark not defined.
Navigating between records within a table...............................................Error! Bookmark not defined.
Deleting a table.............................................................................................Error! Bookmark not defined.
Saving and closing a table..........................................................................Error! Bookmark not defined.
DEFINING KEYS .......................................................................................... ERROR! BOOKMARK NOT DEFINED.
Defining a primary key.................................................................................Error! Bookmark not defined.
Indexing a field without duplications allowed ...........................................Error! Bookmark not defined.
TABLE DESIGN/LAYOUT ............................................................................. ERROR! BOOKMARK NOT DEFINED.
Changing field format attributes .................................................................Error! Bookmark not defined.
Understanding consequences of changing field size attributes in a table .........Error! Bookmark not
defined.
Creating a simple validation rule for number, text, date/time or currency .........Error! Bookmark not
defined.
Changing the width of columns in a table.................................................Error! Bookmark not defined.
Moving a column within a table ..................................................................Error! Bookmark not defined.
TABLE RELATIONSHIPS .............................................................................. ERROR! BOOKMARK NOT DEFINED.
Creating a one-to-one or one-to-many relationship between tables ....Error! Bookmark not defined.
Deleting relationships between tables ......................................................Error! Bookmark not defined.
Applying rule(s) to relationships.................................................................Error! Bookmark not defined.
FORMS................................................................................................. ERROR! BOOKMARK NOT DEFINED.
WORKING WITH FORMS ............................................................................. ERROR! BOOKMARK NOT DEFINED.
Opening a form.............................................................................................Error! Bookmark not defined.
Creating and saving a form.........................................................................Error! Bookmark not defined.
Using a form to enter, modify or delete records ......................................Error! Bookmark not defined.
Navigating through records.........................................................................Error! Bookmark not defined.
Adding and modifying text Headers and Footers within a form.............Error! Bookmark not defined.
Deleting a form .............................................................................................Error! Bookmark not defined.
Saving and closing a form...........................................................................Error! Bookmark not defined.
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٥PAGE
RETRIEVE INFORMATION .............................................................. ERROR! BOOKMARK NOT DEFINED.
MAIN OPERATIONS ..................................................................................... ERROR! BOOKMARK NOT DEFINED.
Using the search command to find a specific word, number or date in a field..Error! Bookmark not
defined.
Applying a filter to a table or form ..............................................................Error! Bookmark not defined.
Removing a filter from a table or form.......................................................Error! Bookmark not defined.
QUERIES ..................................................................................................... ERROR! BOOKMARK NOT DEFINED.
Creating and saving a single table query and a two-table query using specific search criteria
........................................................................................................................Error! Bookmark not defined.
Adding criteria to a query using operators................................................Error! Bookmark not defined.
Editing a query by adding or removing criteria ........................................Error! Bookmark not defined.
Editing a query by adding, removing, moving, hiding and un-hiding fields........Error! Bookmark not
defined.
Running a query ...........................................................................................Error! Bookmark not defined.
Deleting a query ...........................................................................................Error! Bookmark not defined.
Saving and closing a query.........................................................................Error! Bookmark not defined.
SORTING RECORDS ................................................................................... ERROR! BOOKMARK NOT DEFINED.
Sorting data in a table, form or query, in ascending/descending and numeric/alphabetic order
........................................................................................................................Error! Bookmark not defined.
REPORTS............................................................................................ ERROR! BOOKMARK NOT DEFINED.
WORKING WITH REPORTS.......................................................................... ERROR! BOOKMARK NOT DEFINED.
Creating and saving a report based on a table or query ........................Error! Bookmark not defined.
Changing the arrangement of data fields and headings within report layout ....Error! Bookmark not
defined.
Grouping data under a specific heading (field) in a report in ascending or descending order Error!
Bookmark not defined.
Presenting specific fields in a grouped report at appropriate break points........Error! Bookmark not
defined.
Adding and modifying Headers and Footers in a report.........................Error! Bookmark not defined.
Deleting a report...........................................................................................Error! Bookmark not defined.
Saving and closing a report ........................................................................Error! Bookmark not defined.
PREPARING OUTPUTS ................................................................... ERROR! BOOKMARK NOT DEFINED.
PREPARING TO PRINT ................................................................................ ERROR! BOOKMARK NOT DEFINED.
Previewing a table, form or report..............................................................Error! Bookmark not defined.
Changing report orientation and paper size .............................................Error! Bookmark not defined.
PRINT OPTIONS .......................................................................................... ERROR! BOOKMARK NOT DEFINED.
Printing a page, selected record(s) or a complete table.........................Error! Bookmark not defined.
Printing all records using form layout or specific pages using form layout........Error! Bookmark not
defined.
Printing the result of a query.......................................................................Error! Bookmark not defined.
Printing specific page(s) of a report or a complete report ......................Error! Bookmark not defined.
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٦PAGE
Using the Application
Database Concepts
Understanding what a database is
What is data?
•
•
•
•
Data is made up of text, numbers, images and in some cases sounds which
can be processed or stored by a computer. By itself data might not mean
very much. In order to understand it, it needs to be interpreted (or
processed) to become information.
Information is the meaning given to data by the way in which it is
interpreted.
To illustrate the difference, Murray, 15000 and 10 mean little as data. But if
we were able to interpret them as the name of a salesman, Murray, his
annual basic salary of $15,000 and his commission rate of 10%, it would
assume more meaning and could be called information. This is not
necessarily the end of the story as this information could be included in
another set of data and used to provide other information. Alternatively, the
same data could be interpreted in another way.
It is often helpful to think of data as the raw ingredients of a recipe which
when processed and mixed in different amounts by differing techniques
produce different results.
What is a database?
•
A simple definition of a database is:
A structured collection of related data about one or more subjects.
In normal daily life we make frequent use of databases, and probably don’t
realise it. Here are a number of simple examples:
- The telephone directory
- Bus or train timetable
- Personal address book
- Filing cabinet
What is a relational database?
•
A simple relational database, such as Microsoft Access, is a database which is
based on tables. Each column within a table defines the fields, while each row
defines the records. Different related data can be held in separate tables. For
instance information about suppliers can be held in one table, while
information about products can be held in a separate table.
Understanding how a database is organised
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What is a table?
•
A table holds data about a particular item, such as products or suppliers.
What is a record?
•
A record is a collection of information which relates to a particular item within
your database table. For instance a record in an address book may consist of
the first and second name of a person, plus their phone number and address
details. Each item within a record is called a field.
What is a field?
•
Fields are the individual items which make up a record within your database.
In the example of an address book database, first and second names of your
contacts would both be field names, as would the telephone number.
What is meant by 'Field data types'?
•
A field must have a specific data type format. We will see more about this
later, but for now the illustration shows you the data types which are
available within Microsoft Access, including Text, Number, Currency etc.
What is meant by 'Field properties'?
•
Each field has a range of field properties associated with it. For instance the
Field Size (set to 50 in the example shown), means that the field will hold a
maximum of 50 characters.
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٨PAGE
Other properties include items such as data validation, which means that the
sort of information which is being entered into a field makes sense!
Understanding what a primary key is
What is a primary key?
•
Primary keys uniquely identify each record in your table and provide the
following advantages:
- An index is automatically created for the primary key.
This speeds up data retrieval and sorting.
Also, the primary key is often used in establishing relationships.
- Records in a form or Datasheet are displayed in primary key order.
- Duplicate records are not allowed. Therefore all records are unique
- A primary key can be made up of one or more fields.
Understanding what an index is
What is an index?
•
An index allows Microsoft Access to work faster when finding and sorting
records. They work in a similar way to the way you would use an index in a
traditional book, i.e. Access uses the index to find the location of the required
data. Indexes can be created using a single field, or using multiple fields.
Understanding the purpose of relating tables in a database
Why relate tables?
•
When using Access you normally set up a number of tables, such as
Customers, Products, Orders, Employees etc. The next stage is to define
relationships between these tables so that the information within each table
can be linked with the information in the other tables. Once these table
relationships are defined we can create queries, forms and reports to display
information which is actually spread across several tables.
Understanding the importance of setting rules to ensure relationships
are valid
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL٩PAGE
Design and document your database!
•
It is extremely important to spend time designing your database as time
spent here will often pay dividends later on in the process, as you know
where you are going and what you are trying to do.
How do you know if you’ve got there if you don’t know where you are going?
Questions to ask yourself
•
When setting out on the difficult design stage of producing the database
there are a number of questions which you should ask yourself or your user.
What do I want?: You must first establish why you require your database
and what you expect to get from it. It is most important to define your output
needs first.
Mistakes are often made because people try to decide what to put into their
database before they know what they want from it.
What have I got?: Knowing what you want then allows you to look critically
at what data you have and make decisions as to how it should be structured
in terms of fields and tables.
What do I need to do?: This question asks you to look at any manipulation
you need to carry out in order to achieve your information output: searches,
sorts, and calculations.
Define your needs
•
•
In order to clarify your needs it is often useful to draw a simple diagram
and/or write a short narrative. If the database is being designed for others,
show them your sketch/narrative and use it to check your understanding of
their requirements.
Example:
C.C.Toys is a retailer of toys for children of all ages. It buys its toys from a
number of suppliers. It employs four staff. The store is laid out according to
themes under a number of categories (e.g. Soft toys, Games Software etc.).
Orders to suppliers can be for either single or multiple products.
The illustration below shows the tables needed for C.C. Toys.
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL١٠PAGE
RI
E
PRODUCTS
S
ORDERS
EMPLOYEES
SU
PP
L
IE
RS
CA
TE
G
O
C.C.
Toys
Basic design rules
•
If you stick to a set of rules when designing your database, it will make your
life much easier when using the database!
Make each record unique: Each table should be allocated a primary key. A
primary key is simply a field or a combination of fields which makes a record
unique. Give your table a primary key to ensure you have no duplicate
records. Select the primary key yourself. If you let Access define the primary
key, it will add a counter field at the beginning of each record. The counter
will be incremented on every new record added to the table. Although this
guarantees the uniqueness of the record, it does mean that two records could
contain identical data (apart from the key itself).
Make each field unique: If you have repeated the same kind of information
in a table, you should put it into another table.
Make fields functionally dependent: Each field in the record should relate
to the subject of the record. If it doesn't, it's either redundant or it belongs in
another table!
Ensure each field is independent: You should be able to alter any one
field in a record without affecting any of the others.
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Ensure fields don’t contain calculated or derived data: As an example,
you need only hold gross pay and deductions on a person's salary record. Net
pay can be calculated when it is required, when printing the pay slip for
instance.
Ensure data is in its smallest logical parts: It might be useful, for
instance, to keep customers' postcodes separate from the rest of their
addresses so that you can analyze sales based on postal regions.
First Steps with Databases
Opening and closing Microsoft Access
To start Access
•
•
•
Click on the Windows Start icon.
Click on All Programs.
Click on the Microsoft Access icon from within the submenu displayed.
To close Microsoft Access
•
Click on the application's Close icon, at the top-right of the application
window.
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Opening an existing database
To open a database
•
Click on the File drop down menu and select the Open command, the Open
dialog box will be displayed. Select the database you wish to open and then
click on the Open button.
Creating a new database
To create a new database
•
Click on the File drop down menu & select the New command. This allows
you to open an existing database, or it gives you options for creating a new
database.
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•
Blank Database: Allows you to create a new, blank database.
New from template: Allows you to create a database using a pre-existing
template, such as a template for creating an Expenses database (as
illustrated).
General Templates: Displays the Templates dialog box allowing to the
select from a wide range of Access templates.
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- ECDL MODULE 5 (USING OFFICE XP) - MANUAL١٤PAGE
•
Once you have selected the type of database you wish to create the File
New Database dialog box will be displayed.
•
Enter a name for your new database into the File name box and click on the
Create button.
Saving a database to a location on a drive
To save a database
•
Choose Save from the File menu
OR click on the Save icon located on the toolbar.
To save a database file to a diskette
•
There is no easy way within the Access application to save a database opened
from the hard disk to a floppy disk. However, you may use the Windows
Explorer to copy a file to your floppy disk.
•
•
Start the Windows Explorer program.
Select the database file on your hard disk which you wish to copy to a floppy
disk.
Right click on the file and select Send To 3 1/2" Floppy command.
•
Using Help
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What is the Microsoft Office Assistant?
•
By default this friendly little creature, will watch what you do and offer tips on
how to work more productively. You can ask it questions in plain English!
Occasionally the Office Assistant will display information on the screen. If you
are unsure about how to use this product you should always read the help
offered. You can choose to implement the tip, have it explained, or to ignore
the tip.
To display the Microsoft Office Assistant
•
Select the Show the Office Assistant command from the Help drop down
menu.
To hide the Microsoft Office Assistant
•
Right click on the Office Assistant and from the menu displayed, click on the
Hide command.
To disable the Microsoft Office Assistant
•
•
Right click on the Office Assistant and from the menu displayed, click on the
Options command.
De-select the Use the Office Assistant option.
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•
Click on the OK button.
To use "What is this" Help
•
Within many dialog boxes you will find a question mark symbol in the topright corner of the dialog box. For instance click on the Tools drop down
menu, select the Options command and this will display the Options dialog
box with this sort of help enabled. Not all dialog boxes have this feature. To
use "What is this", click on the question mark and then click on the item in
the dialog box which you do not understand.
•
In the example shown we have opened the Column Width dialog box and
displayed the "What is this" help for the Standard Width check box.
•
You will also find ‘What’s This’ Help under the Help drop down menu, this
works in the same way.
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The Help drop down menu
•
Click on the Help drop down menu and select the command which you
require. Remember that if you move the mouse arrow to the down arrow at
the bottom of the menu, the menu will expand to show all available
commands, as illustrated.
Help Menu - Microsoft Access Help command
•
Click on Help drop down menu and select the Microsoft Access Help
command. By default this will display the Microsoft Access Help window.
•
If the Office Assistant has been enabled selecting the Microsoft Access
Help command will display the Office Assistant
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