CIS 206: Business Software
Applications
Week 6
Dr. Jesús Borrego
Regis University
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scis.regis.edu ● scis@regis.edu
Agenda
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Review of Homework #5
Key Terms
Loan Calculators
MS Access (A-D)
Activity 1 – class
Activity 2 – group
Homework #6
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
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Excel calculator
• Calculate payments for a car loan
Loan Calculator
Interest:
Car:
Price
Amount 1
Amount 2
Amount 3
Amount 4
Amount 5
Amount 6
Amount 7
Amount 8
Amount 9
Amount 10
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2014 Mercedes C320
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48
60
72
6.5%
Payment function
Source: http://www.dummies.com/how-to/content/calculating-loanpayments-with-excel-2010s-pmt-fun.html
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Key Terms
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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
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Understand relational databases
Explore a database
Create a database
Create a table
Create primary keys
Relate two tables
Enter data
Edit data
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:
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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
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
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Understanding relational databases
Exploring databases
Creating databases
Creating tables
Creating primary keys
Relating two tables
Entering and editing data
Activity #1
• Agree on a database to create with 2-4 entities
• Create it using Access
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Objectives
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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
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 (Structured
Query Language) instructions, but because you
can use Access query tools such as Query Design
View, you are not required to know SQL to build
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 display
a subset of records that match given
criteria
• Filters are not used to calculate sums,
averages, counts, etc.
• Filters are removed when the datasheet is
closed
• Filters can, however, be saved as queries
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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
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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
Objectives
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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
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
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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
Objectives
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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
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
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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
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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