Module 5 – DATABASE Office 2007 WORKBOOK THREE

ACCESS – WORKBOOK THREE

This workbook assumes that you have previous experience of using Microsoft
Access and can create Tables, Queries and Reports.

Exercise 1

This database is designed to store information on vegetable seeds for a

local garden centre. Two tables are to be created

Open Access

 New database
Filename: Crop database

Create Table 1 and save it as Crop Varieties

 Set up following fields

Field Sizes Data Type Field Sizes

Variety Text 20
Name Text 20
Code No Text 4
Crop Time Text 10

 Set primary key for Code No field

 Delete the ID field

 Close table

Create New Table 2 within the same database. Save it as Crop Prices

Field Sizes Data Type Field Sizes

Code No Text 4
Page Ref Number Long Integer
Amount Sold Number Long Integer
Price Currency 2 places decimals

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 Set Primary key for Code No and delete the ID column

 Save and close

Input Data

Table 1 (Crop Varieties)

 Open Crop Varieties

(for the tables you can import them from excel. Go to the External Data tab
and click on Excel file. The first database is saved as crop varieties and the
second as crop prices. Import them into your database to save time)

Variety Name Plant Harvest

Code Time
Dwarf French Beans Annabel 3088 Summer
Dwarf French Beans The Prince 3097 Summer
Dwarf French Beans Masterpiece 3092 Summer
Cabbage Spring Hero 3333 Spring
Cabbage Cosair 3357 Winter
Carrots Cardinal 3389 Spring
Carrots Rocket 3393 Spring
Carrots Campestar 3390 Autumn
Lettuce Tom Thumb 3681 Summer
Lettuce Lakeland 3677 Summer
Lettuce Valdor 3706 Winter
Peas Meteor 3009 Autumn
Peas Little Marvel 3007 Spring
Peas Onward 3062 Summer

 Select the columns and AutoFit

 Sort into Plant Code order

 Move Plant Code column to beginning

 Save and print a copy
 Close table

Table 2- Crop Prices

 Open Crop Prices and input data

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Plant Code Brochure Ref Amount Sold Price

3088 62 100 0.85

3097 63 250 1.15
3092 64 200 1.02
3333 65 160 1.22
3357 68 130 1.29
3389 69 255 1.39
3393 70 300 0.98
3390 71 425 0.75
3681 72 120 0.52
3677 72 80 0.79
3706 74 360 0.66
3009 77 250 0.92
3007 77 300 1.02
3062 79 120 0.89

 Sort into Plant Code order

 Save and print a copy

 Close table

Relationships

Create a relationship between the 2 tables

Click on Database Tools and choose Relationships. Add both tables as seen
below

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When both tables have been selected, close the window. Click in Code No
from the first table and drag into Code No in the second table. This will
bring up the following window.

Click Create and a line will now join the 2 tables. There is now a relationship
between the 2 tables.

Queries (Joined tables)

Create the following queries based on the 2 joined tables. The tables will be
joined via the CodeNo field (primary key)

You can only join two tables if they have the same field in both of the tables.
This saves you having to create two separate queries and also brings all your
data together into one.

Proceed as follows to add calculated fields in query

 Perform New Query as usual to find all Spring Varieties; add both tables
to the grid
Fields to show in this order:

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CropTime,
Code Number, (from either table)
Name,
PageRef,
Price

Criteria: Crop Time: Spring

 Run the query to view the results.

 Change orientation to landscape -

Print
 Print Preview
Landscape orientation
OK
 Save Query

 Preview and print

Use the same query in Design View and change criteria for the following
query.

 Find all Summer Varieties

 File Menu, Save As - Summer Varieties

Preview and print
Close query.

Report

The following steps will enable you to produce a Report, based on the 2
tables, using the Report Wizard.

A Query must be created first so that the required fields from the 2 tables
will be available.

 Create a new query in design view

 Add both tables to the grid

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All fields required from Crop Varieties table

 Double click the grey heading ‘Crop Varieties’

All fields are selected
Drag down to grid

 From Crop Prices list of fields

Page Ref,
 Amount
 Sold
 Price

 Run Query

 Save Query Complete List

 Close Query – back to database window

Create Simple Report

Create a simple report via the Report Wizard. Base it on the query
“Complete List” and include all the fields.

Choose to group the report on Variety and sort it on the field Name. In
the summary details sum the Amount Sold field.

Choose to lay the report in landscape, and select any style that you prefer.

Name the report: Crop Report

Finish

View and Print Report

 Print a copy of the report and then close it.

 Close database file

Forms

A form is a database object that you can use to enter, edit, or display data
from a table or a query. You can use forms to control access to data, such as
which fields or rows of data are displayed.

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Create a form for the Crop Varieties table using the wizard

Click on the Create tab in the Access window

Click on More Forms, Form wizard

Choose the crop variety table, use all of the fields, and choose Columnar
Style

Choose any style for the form, and enter the name frmcropvarieties

Use the forms to view the records in the table

On the toolbar at the bottom, click on the New Record icon

Last Record
New Record

Back to first record Next record

Add a new record

Lettuce Ice Berg 3100 Summer

Click on the crop varieties table to see the record has been entered (you
may need to close the form and table and reopen to see the new record)

Using the same method as before, create a form for the Crop prices table
and enter the following new record

3100 78 350 £0.89

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Exercise 2

This exercise represents an extract from a Travel Agency database and the
creation of 2 related tables

 Create a new database file and name it Travel Database

Database Window appears

 Design a new table as follows, save it as Tour Details

Field Name Data Type Description Field Size/Format

Tour No AutoNumber Number in Long Integer
brochure
Resort Text Name of Resort 20
Hotel Text Name of Hotel 15
Days Number Number of days Long Integer
tour lasts
Prices From Currency Minimum charges 2 Decimal Places

 Set primary key for TourNo field

Delete the ID field

 Save table design - click Save button

OK

ENTER DATA

 Click View button to change to datasheet view

Enter the following data - use <TAB> after each entry
The Tour No is automatically entered each time - just <TAB> to next
field

This data is also available in the excel spreadsheet Tour Details

If currency appears in dollars seek assistance

Resort Hotel Days Prices

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Hunstanton Royal 8 103

Cromer Viking 8 109
Sheringham Lyton Court 8 95
Hunstanton Devon Towers 8 97
Gt Yarmouth Southdown 9 127
Cromer Midland 8 105
Hunstanton Manchester 7 111
Cromer Majestic 7 127

Change widths

 Click 1st column selector to select column

Hold down <SHIFT> and click final column selector
Double click right border of any column selector to adjust widths to best
fit

Save Structure

 Save

 Print copy of the datasheet

Manipulation of data

Sort Resorts into alphabetical order

 Click anywhere in Resort column

Click Ascending Sort button

 Print Datasheet

Find a Record quickly

 Click HOTEL column selector

Find button (binoculars)
Find what: Southdown
Find first:
Close

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 While selected change name of hotel to Tralee

<ENTER>

Change Font

 Home Tab
Font …
Choose Arial 12

 Print datasheet

Close table Answer Yes to Save Changes

CREATE 2ND TABLE

Create Tab
Table
Click on View
Save the table as State of Bookings

 Construct table design:

Field name Type Description Field Size

Tour No (replace AutoNumber Number in Long Integer

the text in the brochure
ID field with
this)
Bookings Number Number of Long Integer
bookings made
Full Yes/No Whether fully Yes/No**
booked

**Ensure the properties of this show

Text Box rather than the Default
Check Box. Change this via the
Lookup Properties

 Save button

Enter data

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 Switch to Datasheet view - click datasheet view button

(TOUR NO completed automatically -)
Records are also available in the excel spreadsheet State of bookings

Tour No Bookings Full

1 23 No
2 30 No
3 50 Yes
4 15 No
5 65 Yes
6 50 Yes
7 42 No
8 33 No

Change Font

 Arial 12
 Save the table
 Print datasheet
Close table

Create a relationship between the 2 tables

Click on the Database Tools Tab, click on Relationship icon. Add both tables,
click in the Tour No field in the first table and drag it into the Tour No field
in the second table.

Click Create

A line will join the 2 fields.

Exit the relationships window and save when prompted.

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Simple Query 1

The 2 tables have a common field - TOUR NO. This enables you to join the
tables to create a larger table with more possibilities

 Create a new query in design view and add both tables to the grid

Note: the tables are joined (primary keys)

We want to find the Resorts and Hotels that are already full

 Add the fields TOUR NO, FULL and RESORT to the grid.

 Set criteria to find the hotels that are full.

 Set the RESORT field in an ascending sort.

Your query should look like the one below

 Run Query – all full hotels listed

 Save Query - List of Full Hotels
 Close Query

Simple Query 2

Find any Hunstanton Tours which still has room

Show TOUR NO, HOTEL, RESORT, Full and PRICE fields only (although you
are not going to show FULL field you will need to insert it into the grid as
you are going to use it for one of the criteria)

 Set appropriate criteria to select these records

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 Uncheck Show box in FULL column (this field will not now show)

 Run Query
Save Query - List of Hunstanton Hotels with vacancies

 Print result of query to show the hotels which are not yet full (Printout
8)

 Close Query
Close database file and assemble your printouts

Report

Create a report based on the tour details table, with the grouping level set
for Resort

Landscape

Save the report as rpttourdetails

Close down the database

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