1. Copyright © 2014 Pearson Canada Inc. Ext. 5b-1 Copyright © 2014 Pearson Canada Inc. Application Extension 5b Using Microsoft Access Part 2: Using Information Technology

2. Copyright © 2014 Pearson Canada Inc. Ext. 5b-2 Study Questions 1. How do I create tables? 2. How do I create relationships? 3. How do I create a data entry form? 4. How can I create queries using the query design tool? 5. How do I create a report?

3. Copyright © 2014 Pearson Canada Inc. Ext. 5b-3 How Do I Create Tables? Create data model from users’ requirements Transform model into database design Primary key Foreign key Rows Columns

4. Copyright © 2014 Pearson Canada Inc. Ext. 5b-4 PROSPECT Data Insert Figure AE5b-2

5. Copyright © 2014 Pearson Canada Inc. Ext. 5b-5 WORK Data

6. Copyright © 2014 Pearson Canada Inc. Ext. 5b-6 Starting in MS Access 2013

7. Copyright © 2014 Pearson Canada Inc. Ext. 5b-7 Creating a Database with Access From New Blank Database in the centre of the screen Select Blank database Provide file name Give location Click Create

8. Copyright © 2014 Pearson Canada Inc. Ext. 5b-8 Starting on a Table Definition

9. Copyright © 2014 Pearson Canada Inc. Ext. 5b-9 Creating Tables Access opens the new database by creating a default table, Table1 To modify the design of the table, check the upper left-hand corner for a pencil and right- angle square Click View and Select Design View Provide a name to the table

10. Copyright © 2014 Pearson Canada Inc. Ext. 5b-10 Adding Attributes

11. Copyright © 2014 Pearson Canada Inc. Ext. 5b-11 Creating Tables, continued Enter Field Names Enter Data Types Establish lengths Select primary key Save table Name table

12. Copyright © 2014 Pearson Canada Inc. Ext. 5b-12 Adding Information

13. Copyright © 2014 Pearson Canada Inc. Ext. 5b-13 How Do I Create Relationships? Defining relationships Click Database Tools tab Select Relationships Window opens Show Table dialog box displayed Double-click on names of tables Tables added to Relationships window Close Show Table dialog box

14. Copyright © 2014 Pearson Canada Inc. Ext. 5b-14 Relationships Window

15. Copyright © 2014 Pearson Canada Inc. Ext. 5b-15 Creating the Relationship Click on the attribute in one table DRAG it on top of the attribute in the second table A dialog box appears Click Enforce Referential Integrity Click Cascade Update Related Fields Click Cascade Delete Related Fields Close Relationships window Save changes

16. Copyright © 2014 Pearson Canada Inc. Ext. 5b-16 Creating the Relationship, continued

17. Copyright © 2014 Pearson Canada Inc. Ext. 5b-17 Enforcing Referential Integrity

18. Copyright © 2014 Pearson Canada Inc. Ext. 5b-18 Entering Data Double-click on table name in All Tables pane Table appears Enter values into cells

19. Copyright © 2014 Pearson Canada Inc. Ext. 5b-19 Tables with Data Entered

20. Copyright © 2014 Pearson Canada Inc. Ext. 5b-20 How Do I Create a Data Entry Form? Use the default table display Displays related records Limited capability Interface not pleasing Use Access Form Generator Click on Create tab to open the Create ribbon Click on the table to create a form Click Form

21. Copyright © 2014 Pearson Canada Inc. Ext. 5b-21 How Do I Create a Data Entry Form?, continued You can use the form to modify, add data and delete record To add data: Click in the last row of the work grid To delete a record Click the Home tab, and then in the Records section click the down arrow next to Delete and Select Delete Record

22. Copyright © 2014 Pearson Canada Inc. Ext. 5b-22 Selecting First Table Using Form Generator

23. Copyright © 2014 Pearson Canada Inc. Ext. 5b-23 Data Entry Form

24. Copyright © 2014 Pearson Canada Inc. Ext. 5b-24 Reformatted Data Entry Form

25. Copyright © 2014 Pearson Canada Inc. Ext. 5b-25 How Can I Create Queries Using the Query Design Tool? Access processes SQL query language Provides graphical interface to create queries Generates SQL statement Creating queries Click the Create Tab in the ribbon Click the Query Design button Double-click on tables’ names Close the Show Table window Access places tables into query design form Access remembers relationship

26. Copyright © 2014 Pearson Canada Inc. Ext. 5b-26 Creating a Query, Step 1 Reformatted Data Entry Form

27. Copyright © 2014 Pearson Canada Inc. Ext. 5b-27 Creating a Query, Step 2

28. Copyright © 2014 Pearson Canada Inc. Ext. 5b-28 Creating a Query Drag columns from tables into grid Lower part of query definition form Click red exclamation point icon Access will show rows that have value matches in all tables Save

29. Copyright © 2014 Pearson Canada Inc. Ext. 5b-29 Creating a Query, Step 3

30. Copyright © 2014 Pearson Canada Inc. Ext. 5b-30 Query Results

31. Copyright © 2014 Pearson Canada Inc. Ext. 5b-31 How Do I Create a Report? Use Report Wizard Click the Create Tab In the Report Section, click Report wizard Select table in Table/Queries combo box Highlight name Double-click single chevron You can add additional items the same way Click Finish

32. Copyright © 2014 Pearson Canada Inc. Ext. 5b-32 Selecting Table to Create Report

33. Copyright © 2014 Pearson Canada Inc. Ext. 5b-33 Report

34. Copyright © 2014 Pearson Canada Inc. Ext. 5b-34 Active Review 1. How do I create tables? Open Access, and create a new database having a name of your choosing. Create the CUSTOMER and CONTACT tables. Add Description entries to the Field definitions you think are appropriate.

35. Copyright © 2014 Pearson Canada Inc. Ext. 5b-35 Active Review 2. How do I create relationships? Open the Relationships window and create a relationship from CUSTOMER to CONTACT using the CustomerID attribute. Click all the check boxes, as before. Enter sample data. Add at least five rows to CUSTOMER and at least seven rows to CONTACT. Ensure that some CUSTOMER rows have no matching CONTACT rows. 3. How do I create a data entry form? Open the default data entry form for the CUSTOMER table. Click on the CUSTOMER rows to display the related CONTACT data. Use the Form Wizard to create a data entry form. Navigate through that form to see that CONTACT rows are correctly connected to CUSTOMER rows.

36. Copyright © 2014 Pearson Canada Inc. Ext. 5b-36 Active Review 4. How can I create queries using the query design tool? Create a query that displays Name, Email, Date, and Subject. Sort the results in alphabetical order by Name. 5. How do I create a report? Use the Report Wizard to create a report that has Name, Email, Date, and Subject. View that report. Add a group total for each CUSTOMER that counts the number of contacts for each customer. Follow the procedure shown except instead of selecting Sum for Type, choose Count Records instead.