Databases Setting up a Database

Key Questions How do I create a new database in Access? 21 April 2017 Key Questions How do I create a new database in Access? What is validation and how do I add it to a database What is an input form and how do I create an effective input form?

Homework Update your project plan with everything we have done to date 21 April 2017 Homework Update your project plan with everything we have done to date These will be checked in your next lesson, so MUST be up to date

Creating a New Database 21 April 2017 Creating a New Database In Access, once you have a new document, there are 2 different Table views: Design View – For changing the layout/structure of the Database. Datasheet View – For adding data to the Database or browsing through data. Change between different views by using the following button:

21 April 2017 Task 1: Create Database 20mins Your teacher will show you how to create a new database and database table. Create your music database and table using your Data Dictionary from last lesson Create any look ups need (i.e. drop down boxes) Use the help sheet given to you at the start of the lesson

Task 2: Adding validation 21 April 2017 Task 2: Adding validation 20mins

Task 3: Add validation to your music database 21 April 2017 Task 3: Add validation to your music database

Importing data Your teacher will demonstrate how to import data Reasons for errors: Too many fields Capital letters or spelling mistakes Validaiton rules are incorrect

21 April 2017 Task Input Forms Input forms are just electronic versions of traditional forms. There are many input forms on the Internet. They are used to make inputting information easier, and they can also display information as well.

21 April 2017 Database Input Forms When working with a Database, we need to create an input form to help the user type information into the database: eg

Making Input Forms (1) Click on ‘Forms’ Then click on ‘Create form by 21 April 2017 Making Input Forms (1) Click on ‘Forms’ Then click on ‘Create form by using wizard’:

21 April 2017 Making Input Forms (2) Click on the >> button to add all of the fields in the database to your input form. Now click ‘Next’

Making Input Forms (3) Choose ‘Columnar’ and then click on ‘Next’ 21 April 2017 Making Input Forms (3) Choose ‘Columnar’ and then click on ‘Next’

Making Input Forms (4) Choose ‘Standard’ and then click on ‘Finish’ 21 April 2017 Making Input Forms (4) Choose ‘Standard’ and then click on ‘Finish’

21 April 2017 Making Input Forms (5) Double click the name of the form from the main window. The form will now open. Next, click on the ‘View’ button to go to design view (this will let you edit the appearance): View Button

21 April 2017 Making Input Forms (6) Hover your mouse in this area until your cursor changes, then drag down to make more space. Right click on areas of the form to change the colours, fonts etc

21 April 2017 Task 2: Input Forms Create an input form for your school trip database. Make sure that you include the following: A sensible title Suitable buttons to help the user A related image Sensible colour scheme Finished? Read these pages on Database reports.

21 April 2017 Queries When we need to search and/or sort the database, we can use a query. Queries work in design and datasheet view in the same way that tables do. When we make a new query we need to specify the search and/or sort criteria (ie what to search/sort).

21 April 2017 Query Example In order to make a query, we need to know the fields in the database that will be used. Eg Search the ‘Country’ field for ‘Spain’ Search the ‘Price per person’ field for ‘£40’

21 April 2017 Making Queries 1 2 Click on ‘Queries’ then on ‘Create query using wizard’. Click on ‘>>’ to add all fields then click ‘Next’.

21 April 2017 Making Queries (2) 3 2 Click on ‘Modify the query design’ and then click ‘Finish’.

21 April 2017 Making Queries (3) 4 If you would like to find something, type into the ‘criteria’ box. To sort, choose a method of sorting from the ‘sort’ box.

21 April 2017 Making Queries (4) 5 Click the Exclamation mark to run the query. 6 The query results will now be shown. After closing the results window, save the query with a sensible file name.

Task 3: Creating Queries 21 April 2017 Task 3: Creating Queries Create (and save) queries to do the following: Sort the destinations into descending alphabetical order. Show all educational destinations and sort this list into ascending order according to destination name. Show a list of all Heritage and Sports trips only. Show all trips costing less than or equal to £5. Show all trips that are free and sort into ascending order according to the ‘region’ field. Hide the web address, opening time and closing time fields. Need help? Click here. Finished? Click here & read – try the activity on this page also.

21 April 2017 Homework In PowerPoint, create an input form design for your Dance O’Clock database. Use your data dictionary for help with knowing which fields to include. Remember to include buttons, an image and sensible colours. Annotate to explain fitness for purpose and audience.

Plenary Here are some answers to questions regarding databases. 21 April 2017 Plenary Here are some answers to questions regarding databases. Write a question for each answer: Field Record Query Validation Input Mask

IMPORTANT! Log off the computer Tidy up your computer area 21 April 2017 IMPORTANT! Log off the computer Tidy up your computer area Smarten up your uniform