ASSIGENMENT : ACCESS

QUESTIONS
You are requied to answer all question and answers and must be in accordance with
the step-by-pictorial.

1.How to create a Table.

1. Creating a New Table by Typing
It might seem strange to want to enter data into a table without first defining the tables
structure, but theres one scenario where it makes perfect sense: when youre in a hurry and
you have to get the data into the database quickly.You can open the table in Design view
and name the fields, define data types, and so on.
1.1. Create a New Table by Typing
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Click the Create tab.

In the Tables group, click Table.
Type the data for the first new field and press Tab.
Repeat step 3 until you have typed all the data for one record, and then press Enter
twice to return to the first field.
Click Save.

6.Type a name for your table.

7.Click OK.

Click the Close box for the table.

2. Creating a New Table Using a

Template
You can select from more built-in field types,
or insert a set of multiple related fields by
clicking the More Fields button and clicking
the desired option from the menu that
appears.
2.1. Add Fields from the Add & Delete
Ribbon Group
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Open a table in Datasheet view.

In the table, click a cell in the Click to Add column.
Click the Fields contextual tab.
Click the type of field you want to add.

2.2. Add More Types of Fields

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Open a table in Datasheet view.

In the table, click a cell in the Click to Add column.
Click the Fields contextual tab.
Click More Fields.
Click the type of field you want to add.

2.3. Add Multiple Related Fields at One Time

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Open a table in Datasheet view.

In the table, click a cell in the Click to Add column.
Click the Fields contextual tab.
Click More Fields.
In the Quick Start section of the list, click the set of fields you want to add.

2. How to create a Query.

Tables or Queries in Query Design View
To open tables or queries in Query Design view:

1. Activate the Create tab.

2. Click the Query Design button in the Other group. The Show Table dialog box
appears.
3. Activate the Tables tab if you want to base your query on tables, activate the Queries
tab if you want base your query on queries or activate the Both tab if you want to
base your query on both tables and queries.
4. Click to choose the table or query on which you want to base your query.
5. Click Add. The table appears in the window.
a. Click to choose the next table or query on which you want to base your query.
b. Continue clicking tables or queries until you have all the tables and queries
you plan to use.
6. Click Close. Access changes to Query Design view. records and all fields:

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8. Open a table or query in Query Design view.
9. Click the down-arrow in the first field on the Field row and then select the
tablename.* option. The table name appears on the table line.
10. Click the Run button. Access retrieves all of the fields and records for the table and
displays them in Datasheet view.

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12. Clik ok.
13. Change from Datasheet View to Query Design View

14. After you run a query, you can easily change back to Query Design view and make
modifications to your query or create a new query.
15. To change to Query Design view:

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17. Activate the Home tab.
18. Click the down-arrow below View in the Views group. A menu appears.
19. Click Design View. Access changes to Query Design view. You can modify your query.

Save a Query
After you create a query, you can save it. You can rerun a saved query at any time. If
you change the data on which the saved query is based, you will see the changes
when you rerun the query.

1. Open the table or query on which you want to base your new table on in Query
Design view.
2. Enter the criteria on which you want to base your new table.
3. Click the Make Table button. The Make Table dialog box appears.
4. Type the name you want to give your new table.
5. Click OK.
6. Click Run. You see the following prompt.

7. Click Yes.
8. Close the query. (Right-click the querys tab and then click Close.)
9. Double-click the new tables name in the Navigation pane to view the new table.

3.How to create a Form.

1. Display Tabbed Documents
Microsoft Access 2007 offers an option to use a new .Each object is a separate tab
so users can easily see the available objects and click on the one they want:

This option is set from the Access Options, Current Database:

Support Resizable Forms

Datasheets Should Have Alternating Row Color

To make rows easier to identify, you can specify a different color for every other row.
This option is available globally from Access Options under Datasheet, Alternate Background
Color. Or you can set it for a specific datasheet from the Home, Font section when viewing it:

Reduce the Size of Graphics on Your Forms and Reports

Enhance Command Buttons

Support Hyperlink Hand over Command Buttons

Set this Cursor On Hover property for command buttons so a hand rather than the
traditional Windows arrow appears over the command button.

Add Graphics to Command Buttons

Add graphics to Command Buttons with Text. Before you could have graphics or text,

but not both. (If you need this feature for pre-Access 2007 deployments, use this
feature in our Total Access Components).

Use Transparent Buttons for a more Modern Look

Command buttons can have transparent borders so they look flat and more like
Internet Explorer type buttons.

Use System Colors for Office Themes

"Background Form" for the detail section

"Background Light Header" for headers and footers

"Dark Text" for labels

"System Button Text" for command buttons

4. How to create a Reports

1. Open Report Wizard
Begin by selecting the CREATE TAB on the Access Ribbon. Then click REPORT WIZARD from
the REPORTS group to open the pop up window.

2. Select Report Data Source and Fields

The first page of the Report Wizard is almost identical to that of the Form Wizard. On this
page we will select QUERY1 as the DATA SOURCE for the Report. This is done by selecting
the query from the list in the TABLES/QUERIES combo box. Then select all fields from
QUERY1 by clicking the double arrow to the right of the text box labelled AVAILABLE FIELDS.
The field names will now appear in the SELECTED FIELDS text box on the right. Click next to
go to the second page of the wizard.

3. Report Grouping Levels

Page two of the wizard is where you can add grouping levels if required. So we could, for
example, group each person in our report with others of the same age. We dont need to do
this for this particular example, but it is certainly a useful feature that we might want to
learn more about later. But for now, just click next.
4. Record Sort Order
Page three of the wizard is where you determine what order the records are displayed in
your report. So for example you might want to display records in ascending order of age. For
this example, however, we are going to put your records into alphabetical order for
SURNAME and FIRSTNAME. Begin by clicking the top drop down box and selecting SURNAME,
and in the box 2 below select FIRSTNAME. This means that records are sorted alphabetically

by surname, and if two surnames are the same, the FIRSTNAME is used to determine which
record
comes
first
etc.
Click Next

5. Report Lay Out

This page of the Wizard is where you set the lay out for your report. There are various lay
out options, but in our case we shall keep to the default setting of TABULAR.
Click next.
6. Style
For style, select Access 2007 from the list and click next.

7. Name of Report
Name your report REPORT1 and then click FINISH.
Your access report will now be displayed on the screen, and should look something like this:

5. How to create a Relationships

1. he first step is to create a new Access Database. Lets call it Customer Orders.
2. Next create a new table called tblCustomers with the following fields - ID
(autonumber, primary field), FIRSTNAME (text), SURNAME (text), ADDRESS1
(text), CITY (text), and POSTCODE (text).
3. Create a new table called tblOrders with the following fields - ORDERID
(autonumber, primary field), ITEMORDERED (text), DATE (date), PRICE
(number, set the format property to currency), CUSTOMERID (number).
CustomerId is going to be the foreign field when we create the relationship.
4. To create the relationship, select the DATABASE TOOLS RIBON and click the
RELATIONSHIPS icon (from the SHOW/HIDE group).

5. This opens the RELATIONSHIPS window. You will also see the pop up SHOW
TABLE form the first time you open the window. We are now going to select
which tables are going to be used in the relationship.

6. There are just two tables in our example database. Click on tblCustomer to
highlight it in blue if it is not highlighted already. Then click add. Do the
same for tblOrder, then close the pop up SHOW TABLE form.You should now
see the two tables represented as separate box's in the RELATIONSHIPS
window. You will notice in the diagram below that each box has it's fields

listed and primary keys indicated.

7. We will now click the ID field in tblCustomer and drag it to the CUSTOMERID
field in tblOrder. Notice the mouse pointer image changes from a circle with
a line across to a plus sign as it hovers over the fields in tblOrder. When you
release the mouse button at the end of the click and drag operation, a new
EDIT RELATIONSHIPS pop up form opens.

8. Click the three tick boxes which say ENFORCE REFERENTIAL INTEGRITY,
CASCADE UPDATE RELATED FIELDS, and CASCADE DELETE RELATED
RECORDS. We won't be going into what these do in this blog post.
9. Click the CREATE BUTTON. Our table relationship is now in place. This is
what the database window looks like now. Note the line drawn by Access
between the ID field of tblCustomer and the CUSTOMERID field of tblOrder.

All we need to do now is enter some data and test out the relationship. Try entering
this data from the image below into tblCustomer:

Then enter this data from the image below into tblOrder:

Notice that each order in tblOrder has a CustomerId corresponding to one of the
customer ID's in tblCustomer. This is how we link each order to a particular
customer. To prove that this works, open up the tblCustomer table and click the +
sign's (left of table) on each customers row. This shows that Access has
automatically linked each order from tblOrder to it's corresponding customer in
tblCustomer.

All this gives us a basic idea of what table relationships are all about. There is,
however, much more to it than this. For example, once we have set up relationships
like this, we may create forms, queries and reports that reflect these relationships,
and exploit the advantages that this has over single table "flat file" database
applications. In the next blog post, I hope to write about creating a single Access
Form which allows us to enter data into both Customer and Orders tables together.