ECDL USING

DATABASES
Syllabus 6.0
Learning Material (MS Access 2013)

Provided by:
ECDL Malta

© 2015 COMAT Training Services Page i

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This courseware may be used to assist candidates to prepare for the ECDL Foundation Certification Programme as titled on the
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The material contained in this courseware does not guarantee that candidates will pass the test for the ICDL Foundation Certification
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Page ii ECDL Using Databases 2013 S6.0 V1 080617 © 2017

ECDL Using Databases

Databases are crucial tools for storing, managing, and manipulating data. ECDL Using
Databases will help you understand what a database is and what it is used for. This module
will also allow you to demonstrate a range of key skills relating to building and using a
database.

On completion of this module you will be able to:

 Understand what a database is and how it is organised.
 Create a simple database and view the database content in various modes.
 Create a table, define and modify fields, and create relationships between tables.
Enter and edit data in a table.
 Use filters and queries to retrieve specific information from a database.
 Create a form to enter, modify and delete records and data in records.
 Create routine reports and prepare outputs ready for print or electronic distribution.

What are the benefits of this module?

This module covers the key functions and characteristics of databases and how to organise
and operate them. Once you have developed the skills and knowledge set out in this book,
you will be in a position to become certified in an international standard in this area - ECDL
Using Databases.

For details of the specific areas of the ECDL Using Databases syllabus covered in each
section of this book, refer to the ECDL Using Databases syllabus map at the end of the
book.

How to use this book

This book covers the entirety of the ECDL Using Databases course. It introduces important
concepts and sets out the specific steps associated with using different features of the
application. You will also have the opportunity to practice some of these activities yourself
using sample files provided in the Student Folder. It is recommended that you do not save
your changes to sample files, as you may want to practice an activity more than once.

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ECDL USING DATABASES

LESSON 1 – EXPLORING ACCESS ......................................................................................... 1

1.1 Working with Access ........................................................................................................... 2
1.2 Starting Access ................................................................................................................... 4
1.3 Opening an Existing Database ............................................................................................ 4
1.4 Familiarising with the Ribbon .............................................................................................. 6
1.5 Using the Contextual Tabs .................................................................................................. 7
1.6 Using the Quick Access Toolbar ......................................................................................... 8
1.7 Understanding Database Objects ....................................................................................... 9
1.8 Using the Navigation Pane ................................................................................................ 10
1.9 Opening a Database Object .............................................................................................. 11
1.10 Deleting a Database Object ............................................................................................ 12
1.11 Using Tabbed Documents ............................................................................................... 13
1.12 Closing a Tabbed Document ........................................................................................... 13
1.13 Closing All Tabbed Documents ....................................................................................... 14
1.14 Switching between the View Modes ................................................................................ 15
1.15 Using the Options Dialog Box ......................................................................................... 16
1.16 Closing a Database ......................................................................................................... 17
1.17 Creating a New Database ............................................................................................... 18
1.18 Using Help ...................................................................................................................... 19
1.19 Exiting Access................................................................................................................. 20
1.20 Review Exercise ............................................................................................................. 21

LESSON 2 – CREATING TABLES .......................................................................................... 22

2.1 Using Database Templates ............................................................................................... 23
2.2 Assigning Data Types ....................................................................................................... 24
2.3 Creating a Table ............................................................................................................... 26
2.4 Adding Field Names .......................................................................................................... 27
2.5 Saving a New Table .......................................................................................................... 28
2.6 Adding a Field Description ................................................................................................ 28
2.7 Setting a Primary Key ....................................................................................................... 29
2.8 Saving Changes to a Table ............................................................................................... 30
2.9 Setting a Primary Key Automatically ................................................................................. 31
2.10 Review Exercise ............................................................................................................. 33
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LESSON 3 – SETTING FIELD PROPERTIES ......................................................................... 34
3.1 Using Field Properties ....................................................................................................... 35
3.2 Limiting Field Size ............................................................................................................. 36
3.3 Setting Number Formats ................................................................................................... 37
3.4 Setting Date/Time Formats ............................................................................................... 39
3.5 Setting Yes/No Formats .................................................................................................... 40
3.6 Indexing a Field................................................................................................................. 41
3.7 Setting Default Values....................................................................................................... 42
3.8 Setting Validation Rules .................................................................................................... 44
3.9 Review Exercise ............................................................................................................... 46

LESSON 4 – WORKING WITH TABLES ................................................................................. 47

4.1 Using Field Templates ...................................................................................................... 48
4.2 Adding Field to Existing Table ........................................................................................... 49
4.3 Adding Records ................................................................................................................ 50
4.4 Moving through Records ................................................................................................... 51
4.5 Selecting Records ............................................................................................................. 53
4.6 Editing Records................................................................................................................. 54
4.7 Printing from a Table ......................................................................................................... 54
4.8 Deleting Data in a Record ................................................................................................. 56
4.9 Deleting Records .............................................................................................................. 56
4.10 Review Exercise ............................................................................................................. 58

LESSON 5 – EDITING TABLES .............................................................................................. 59

5.1 Changing the Row Height ................................................................................................. 60
5.2 Changing the Column Width ............................................................................................. 61
5.3 Changing a Font Attribute ................................................................................................. 63
5.4 Selecting a Column ........................................................................................................... 63
5.5 Moving a Column .............................................................................................................. 64
5.6 Review Exercise ............................................................................................................... 66

LESSON 6 – FINDING AND FILTERING DATA ........................................................................ 67

6.1 Sorting Records ................................................................................................................ 68
6.2 Finding Specific Records .................................................................................................. 69
6.3 Finding Records using Wildcards ...................................................................................... 71
6.4 Using Replace .................................................................................................................. 72
6.5 Using Filter by Selection ................................................................................................... 74

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 6.6 Applying/Removing a Filter ............................................................................................... 75
6.7 Using Filter Excluding Selection ........................................................................................ 76
6.8 Using the Search Box ....................................................................................................... 77
6.9 Using Quick Filter.............................................................................................................. 77
6.10 Using AutoFilter .............................................................................................................. 79
6.11 Review Exercise ............................................................................................................. 81

LESSON 7 – USING SIMPLE QUERIES ................................................................................. 82

7.1 Using Queries and Recordsets ......................................................................................... 83
7.2 Using the Simple Query Wizard ........................................................................................ 83
7.3 Creating a Query in Design View ...................................................................................... 85
7.4 Saving a Query ................................................................................................................. 86
7.5 Adding Criteria to a Query ................................................................................................. 87
7.6 Saving Changes to a Query .............................................................................................. 88
7.7 Opening a Query............................................................................................................... 89
7.8 Adding a Table to a Query ................................................................................................ 89
7.9 Running a Query ............................................................................................................... 91
7.10 Review Exercise ............................................................................................................. 92

LESSON 8 – MODIFYING QUERY RESULTS ........................................................................ 93

8.1 Sorting a Query Output ..................................................................................................... 94
8.2 Hiding and Unhiding Field in Query ................................................................................... 96
8.3 Adding and Removing Fields in Query .............................................................................. 97
8.4 Printing a Query ................................................................................................................ 97
8.5 Review Exercise ............................................................................................................... 99

LESSON 9 – USING OPERATORS IN QUERIES .................................................................... 100

9.1 Using Comparison Operators .......................................................................................... 101
9.2 Using an AND Condition ................................................................................................. 103
9.3 Using an Or Condition ..................................................................................................... 104
9.4 Using a Not Condition ..................................................................................................... 105
9.5 Using the Between…And Operator ................................................................................. 106
9.6 Using a Wildcard Character ............................................................................................ 107
9.7 Editing a Query ............................................................................................................... 108
9.8 Review Exercise ............................................................................................................. 110

LESSON 10 – CREATING RELATIONSHIPS ....................................................................... 111

10.1 Using Related Tables .................................................................................................... 112

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 10.2 Setting Referential Integrity ........................................................................................... 114

LESSON 11 – CREATING BASIC FORMS ........................................................................... 115

11.1 Using Forms ................................................................................................................. 116
11.2 Using the Form Button .................................................................................................. 117
11.3 Saving a Form............................................................................................................... 118
11.4 Viewing Records in a Form ........................................................................................... 118
11.5 Adding a Record using a Form ...................................................................................... 119
11.6 Deleting a Record using a Form .................................................................................... 121
11.7 Adding, Editing and Deleting Record Data using a Form ............................................... 121
11.8 Using the Form Wizard ................................................................................................. 122
11.9 Printing Records in a Form............................................................................................ 124
11.10 Basing a Form on a Query .......................................................................................... 126
11.11 Review Exercise ......................................................................................................... 128

LESSON 12 – USING DESIGN VIEW .................................................................................... 129

12.1 Understanding Controls ................................................................................................ 130
12.2 Adding a Form Header and Footer Text using the Label Control ................................... 130
12.3 Saving Changes to a Form............................................................................................ 132
12.4 Editing an Unbound Control .......................................................................................... 133
12.5 Using Multiple Undo/Redo in Design View .................................................................... 133
12.6 Review Exercise ........................................................................................................... 135

LESSON 13 – CREATING BASIC REPORTS ....................................................................... 136

13.1 Using Reports ............................................................................................................... 137
13.2 Using the Report Button ................................................................................................ 137
13.3 Using Print Preview - Reports ....................................................................................... 139
13.4 Printing Pages of a Report ............................................................................................ 141
13.5 Using the Report Wizard ............................................................................................... 142
13.6 Changing Views in a Report .......................................................................................... 145
13.7 Changing Control Arrangement of Data Fields in Report Layout ................................... 146
13.8 Saving Changes to a Report ......................................................................................... 147
13.9 Changing Orientation and Paper Size ........................................................................... 148
13.10 Grouping and Summarising Report Data..................................................................... 149
13.11 Basing a Report on a Query ........................................................................................ 152
13.12 Review Exercise ......................................................................................................... 154

LESSON 14 – USING ADVANCED REPORT DESIGN ......................................................... 155

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 14.1 Adding Report Sections in Design View ........................................................................ 156
14.2 Exporting Data to an Excel Workbook ........................................................................... 157
14.3 Exporting Data to a Text File ......................................................................................... 160
14.4 Exporting Data to a XML File ........................................................................................ 161
14.5 Review Exercise ........................................................................................................... 163

ECDL SYLLABUS .................................................................................................................... 164

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LESSON 1 –
EXPLORING ACCESS

In this section, you will learn how to:

 Work with Access

 Start Access
 Open an existing database
 Familiarise with the Ribbon
 Use the contextual tabs
 Use the Quick Access Toolbar
 Understand database objects
 Use the Navigation Pane
 Open a database object
 Delete a database object
 Use tabbed documents
 Close a tabbed document
 Close all tabbed documents
 Switch between the view modes
 Use the Options dialog box
 Close a database
 Create a new database
 Use Help
 Exit Access
Lesson 1 - Exploring Access ECDL Using Databases

1.1 WORKING WITH ACCESS

Concepts
A database is any collection of related data organised for fast search and retrieval.
For example, a telephone book is a non-computerised database of information. It
is organised in alphabetical order and includes information such as names,
addresses, and telephone numbers. Other examples of non-computerised
databases include address books and inventory lists.

Data is raw, unorganised facts and details. Examples of data that could be stored
in a database are:

 A student’s test score

 An employee’s ID
 A vendor’s email address.

Information is the processed output of data. It provides context for data. Examples
are:

 Average test score per subject chart

 Mailing list sorted alphabetically and organised by location.

In Microsoft Access 2013, the database information is stored in data tables.

Every data table has a structure that provides for the collection, organisation,
storage, and retrieval of data. These tables of information are contained in a
database file. Each database file can have numerous data tables.

Tables are made of fields and records

Some of the common uses of large-scale databases are:

 Social networks:
Social networks utilise large databases to keep record of user profiles and
corresponding contact and privacy details. They can be used to track the
posts made by users, what they interact with and how long they spend
online.

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ECDL Using Databases Lesson 1 - Exploring Access

 Airline booking systems:

These systems maintain a database of all the seats on all the available
flights, allowing passengers to be quickly booked onto fights to their
destination.

 Government records:
Governments all over the world rely on multiple large databases in order to
function. Tax records, criminal records and social security all require
sophisticated database systems.

 Bank account records:

Banks require extremely reliable databases in order to keep track of all
their customer account and log transactions.

 Hospital patient details:

Medical records are stored in a database system. This system should allow
your medical history to be instantly available wherever you require
treatment.

Access is a database application that you can use to quickly and easily develop
relational database applications that help you manage information. You can create
a database to help you keep track of just about any kind of information, such as
inventory, professional contacts, or business processes. In fact, Access comes
with templates that you can use right away to track a variety of information,
making things easy even for a beginner.

Professional databases are designed and created by database specialists. These

are highly skilled database professionals with an in-depth knowledge of exactly
how the database works, such as its overall function. Database specialists design
and create databases to meet the organisation’s needs for present and future use.

For example, a database specialist could analyse the data processing and
information needs of a computer training centre and designs a database that
allows the storing of students, trainers and course details.

There are various roles that are assigned to maintain the database, such as:

1) Database administrator:
a) Controls the access to different data for specific users.
b) Implements security measures to safeguard the organisation’s
database.
c) Has overall responsibility for the maintenance and repair of an
organisation’s database.
d) Recovers the database after a crash or major errors.

2) Database user:
a) Enters, updates and retrieves data/information.
b) Granted access rights as needed for basic data entry and search.

For example, a database administrator assigns various access permissions to

data entry personnel, course administrators and managers for the database in the
computer training centre. Data entry personnel may only enter and edit student

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Lesson 1 - Exploring Access ECDL Using Databases
records but cannot access trainers or courses details. The database administrator
may incorporate password protection to sensitive data in the database.

A database user in a computer training centre can access the database based on
the access level granted. Data entry personnel can only enter/edit/search/print
records of students but cannot access trainer details. Managers may have a
higher level of access such as being able to view/edit/search/print records and
reports of students, trainers, and courses.

1.2 STARTING ACCESS

Concepts
Access databases can help you store and track just about any kind of
information, such as inventory, contacts, or business processes. You will learn
how to create an Access database, add data to it, and then learn about the next
steps towards customising and using your new database.

Steps
To start Microsoft Access 2013:

1. Select Start.
The Start menu appears.
Click

2. Point to All Programs.

The All Programs menu appears. Point to

3. Select Microsoft Office 2013.

The Microsoft Office submenu Click
appears.

4. Select Access 2013.

Microsoft Access 2013 opens. Click

1.3 OPENING AN EXISTING DATABASE

Concepts
Databases residing in your computer or on a shared network drive can be opened
by starting Microsoft Access and then selecting Open command from the FILE
tab.

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ECDL Using Databases Lesson 1 - Exploring Access

Steps
To open an existing database from a specific drive and folder location:

1. Select the FILE tab. Click FILE

The Backstage view opens.

2. Select Open. Click Open

The Open dialog box opens.

3. Select Computer and navigate to the Click Computer then Browse

Folder that contains the database.
Browse to find the correct folder.

4. Navigate to the folder that contains the Open the Student Folder
database.
The Student Folder will open.

5. Select the name of the database you Scroll as necessary and click on the file
want to open. LibrarySystem.accdb
The file name is selected.

6. Select Open.
Click
The Open dialog box and Getting
Started task pane close, and the
Security Warning message box
appears below the Ribbon, if
applicable.

7. Select the desired security options. Click Enable Content, if necessary

The database content is enabled or
remains disabled.

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Lesson 1 - Exploring Access ECDL Using Databases

8. Select OK, if necessary.

Click
The Security Options dialog box
closes and the database opens in the
application window.

Tip: You can use the keyboard shortcut Ctrl+O to open a database project.

1.4 FAMILIARISING WITH THE RIBBON

Concepts
The Ribbon is the long strip comprised of tabs with buttons across the top of the
main window within the Access interface. Since Access 2007, the Ribbon has
replaced all the menus and toolbars that were found in Access 2003 and older
versions. The Ribbon is designed in a way that aids you in quickly finding
commands that help complete a task, and contains almost all of the primary
commands for working with access. You no longer have to search commands
endlessly through many menus and sub-menus.

However, the FILE tab still exists, as does a single toolbar called the Quick
Access Toolbar. All the other commands are now found in the various tabs of the
Ribbon within the interface.

Parts of the Ribbon

The Ribbon is designed to respond to your current task; however, you can
choose to minimise the Ribbon if you find that it takes up too much screen space.

Click the arrow in the lower-right corner of the Ribbon to minimise it. Click a tab to
make the Ribbon reappear. It will disappear again when not in use. To maximise
the Ribbon, click a tab, then click the pin icon in the lower-right corner. The
Ribbon will appear at all times.

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ECDL Using Databases Lesson 1 - Exploring Access

Minimising the Ribbon Restoring the Ribbon

As an alternative, you can also double-click on any tab heading to minimise or

restore the Ribbon.

1.5 USING THE CONTEXTUAL TABS

Concepts
Contextual tabs appear on the Ribbon when an object requiring additional
functionality is selected. For example, selecting a table in Access will display
TABLE TOOLS contextual tabs on the Ribbon.

Contextual tabs

Steps
To use a contextual command tab:

1. Open the desired table from the Double-click Assets Table in the
Navigation Pane. LibrarySystem Database.

The desired table opens and the

TABLE TOOLS contextual tab appears
on the Ribbon.

2. Select the desired contextual command Click FIELDS.

tab.

The desired tab is selected.

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Lesson 1 - Exploring Access ECDL Using Databases

1.6 USING THE QUICK ACCESS TOOLBAR

Concepts
By default, the Save, Undo, and Repeat/Redo buttons appear on the Quick
Access Toolbar. If you regularly use a few buttons that are scattered on various
tabs of the Ribbon and you do not want to switch between tabs to access the
buttons or crowd the Ribbon with a custom tab, you might want to add these
frequently used buttons to the Quick Access Toolbar. They are then always
visible in the upper-left corner of the program window.

Clicking the Customize Quick Access Toolbar button at the right end of the
Quick Access Toolbar displays a menu that lists commonly used commands.
Check marks appear to the left of commands currently available on the Quick
Access Toolbar. You can click these commands to remove them, and click other
commands to add them.

As you add buttons to the Quick Access Toolbar, it expands to accommodate

them. If you add too many buttons, some of them might not be visible, which
defeats the purpose of adding them. To resolve this problem, you can move the
Quick Access Toolbar below the ribbon by clicking the Customize Quick
Access Toolbar button, and then clicking Show below the Ribbon.

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ECDL Using Databases Lesson 1 - Exploring Access

1.7 UNDERSTANDING DATABASE OBJECTS

Concepts
An Access database can contain various types of database objects, including
tables, queries, forms, reports, macros and modules. The following section briefly
introduces the four main database objects. All database objects can be accessed
from the Navigation Pane.

Tables: The basic building block of any database is a table. A database table
is similar in appearance to a list or spreadsheet, in that the data is
stored in rows and columns.

A database can have many tables. A table should only contain

records related to a particular subject. When tables contain data
related to a single subject type, it is easier to search for and locate
data. For example you may have a table called customers
containing information about your customers with a separate table
called orders. You can then link the tables by creating a relationship,
connecting each customer with their associated orders.

Queries: Queries allow users to locate data from one or more tables
according to specific search criteria. The data you want to retrieve
may be stored in several tables, and a query allows you to view data
from several tables in a single datasheet. In addition, because you
generally do not want to see all the information at once, queries
allow you select certain fields and add criteria to retrieve only
specific records.

The result of a query is called a record set or result set. You can
view the result set on the screen, print it, copy it to the clipboard, or
use the output of the query as the record source for a form or report.

Forms: Forms are commonly used as data entry screens. They are user-
friendly interfaces for working with data, and they often contain
elements and command buttons that make entering data and
performing various other tasks quick and easy.

Reports: You use reports to print and summarise data. Each report is
formatted to present the information in the most readable way
possible. You can format any report to fit your requirements and you
can create custom reports as well.

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Lesson 1 - Exploring Access ECDL Using Databases

1.8 USING THE NAVIGATION PANE

Concepts
Navigation Pane is located at the left side of the Access window and helps you
to work with database objects. Navigation Pane is organised by categories and
groups. You can customise the categories and groups of objects in the
Navigation Pane. You can select specific objects from the Navigation Pane.

The Navigation Pane

You can change the width of the Navigation Pane by positioning the pointer over
the right edge of the Navigation Pane. You can also hide or open the Navigation
Pane by clicking the Shutter Bar Open/Close button.

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ECDL Using Databases Lesson 1 - Exploring Access

Steps
To use the Navigation Pane to select an object type:

1. Select the arrow in the Navigation

Pane header. Click

The Navigation Pane menu appears.

2. Select the desired object type. Click Tables.

The object type is selected, and the

objects stored in it appear in the object
list.

Practice the Concept: Click the Forms object type and the Reports object type
to display their object lists. Then, click the All Access Objects in the program to
redisplay all Access objects.

1.9 OPENING A DATABASE OBJECT

Concepts
You can use any object in the Navigation Pane by double-clicking it. If you right-
click an object, you notice a shortcut menu that lets you do various actions, such
as opening an object in design view.

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Lesson 1 - Exploring Access ECDL Using Databases

Steps
To open a database object:

If necessary, display the Tables object list in the Navigation Pane.

1. Select the name of the object you want Double-click Contacts, if necessary.
to open.

The object appears in the

corresponding view, or the
corresponding program runs.

Click the Close button on the Contacts table window title bar to close the
Contacts table.

1.10 DELETING A DATABASE OBJECT

Concepts
You can delete any object (table, query, form, report) in the Navigation Pane by
selecting it and pressing the [Delete] key. You can also click the Delete button on
the HOME tab. Click Yes for the prompt.

When you delete a table, you delete all the data in the table. You cannot undo the
delete operation.

Practice the Concept: Display the Forms object list. Select the Asset Details
form object, if necessary, and then double-click it to display the form in Form
view. Close the Asset Details form window. Delete the Asset Details form.

Display the Reports object list. Double-click the All Assets object to display it in
print preview mode. Close the All Assets report window without saving changes,
if prompted.

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ECDL Using Databases Lesson 1 - Exploring Access

1.11 USING TABBED DOCUMENTS

Concepts
Each object that you open in an Access database opens in a new tab. This will
allow you to quickly switch between each object. If needed, you can disable
tabbed documents by setting your Access options.

Steps
To view tabbed documents:

If necessary, select All Access Objects in the Navigation Pane.

1. Select the first desired table. Double-click Assets table.

The desired table opens.

2. Select the second desired table. Double-click Contacts table.

The second desired table opens.

3. Select the desired query. Double-click Assets with Transactions

The desired query opens. query.

4. Select the second desired query. Double-click Contacts Extended query.

The desired query opens.

Notice that the tab title is displayed in bold type.

1.12 CLOSING A TABBED DOCUMENT

Concepts
An opened tab can be closed by selecting Close from the shortcut menu
displayed on the active database object.

Steps
To close a tabbed document:
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Lesson 1 - Exploring Access ECDL Using Databases

1. Select the desired object tab. Right-click the Assets tab

The shortcut menu appears.

2. Select the Close on the shortcut menu. Click

The object tab closes.

If prompted, close without saving changes.

1.13 CLOSING ALL TABBED DOCUMENTS

Concepts
All the opened tabs can be closed all a time by selecting Close All from the
shortcut menu displayed on the active database object.

Steps
To close all tabbed documents:

1. Select the desired object tab. Right-click the Contacts tab.

The shortcut menu appears.

2. Select Close All on the shortcut menu. Click

All open tabbed objects close.

Click No, if prompted to save the changes. Notice that all tabbed objects are
closed.

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ECDL Using Databases Lesson 1 - Exploring Access

1.14 SWITCHING BETWEEN THE VIEW MODES

Concepts
As you continue working with Access, you will find yourself switching between
Design view and Datasheet view.

Click the View button on the HOME tab to switch to the Design view of a table,
query, form or report.

Click the View icon to return to Datasheet view (in tables and queries).

Steps
To switch between views:

If necessary, select All Access Objects in the Navigation Pane.

1. Select the desired database object. Double-click Assets table.

The desired object opens in datasheet

view.

2. Select the desired view button on the

HOME tab.
Click on the HOME tab
The view changes to design view.

3. Select another desired view button on

the HOME tab.
Click on the HOME tab
The view changes to datasheet view.

You can also use the status bar to switch between different views.

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Lesson 1 - Exploring Access ECDL Using Databases

View buttons on the status bar

1.15 USING THE OPTIONS DIALOG BOX

Concepts
Access allows you to configure several things on database start up. For instance,
you can hide the Navigation Pane, launch a splash screen or a switchboard form,
set an Application Title, set an Application Icon, and several other things.

These settings can be set using the Access Options dialog box.

Access Options dialog box

Steps
To use the Access Options dialog box:

1. Select the FILE tab. Click FILE

The view changes.

2. Select the Options command. Click Options

The Access Options dialog box opens.

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ECDL Using Databases Lesson 1 - Exploring Access

3. Select the option corresponding to the Click the Current Database option
features you want to change.
The appropriate page appears.

4. Select or deselect options as desired.  Click in Application Title text box

under the Application Options group
 Type Library Systems
 Click Display Status Bar to
deselect it if necessary

5. Select OK.
Click
The Access Options dialog box closes,
and the options are enabled or disabled
accordingly.

1.16 CLOSING A DATABASE

Concepts
An opened database can be closed by selecting the Close command from FILE
tab.

Steps
To close a database:

1. Select the FILE tab. Click FILE

The Backstage view opens.

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Lesson 1 - Exploring Access ECDL Using Databases

2. Select Close. Click Close

The database closes and the Getting
Started task pane appears.

1.17 CREATING A NEW DATABASE

Concepts
You can create a database by building your own tables, forms, reports, and other
database objects.

Steps
To create a new, blank database:

1. Click the Blank Desktop Database

button on the New task pane.

The Blank Desktop Database dialog

box appears.

Click

2. Type the desired file name. Type Inventory

The text appears in the File name box.

3. Select the Save in folder icon.

Click
A list of available drives appears.

4. Select the drive to store the file. Choose the drive with the Student Folder.

A list of available folders appears.

5. Open the folder where you want to store Double-click to open the Student Folder, if
the file. necessary.
A list of available folders and files
appears.

6. Select OK.
Click
The folder list closes.

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ECDL Using Databases Lesson 1 - Exploring Access

7. Select Create.
The Getting Started task pane closes,
and the database opens.

Click

8. Open the Navigation Pane. Open the Navigation Pane, if necessary.

The Navigation Pane opens.

Click No, if prompted to save the changes. Notice that all tabbed objects are closed.

1.18 USING HELP

Concepts
You can use Access’s extensive Help facility when you need assistance on any
Access topic or task. You can search both Access Help online and offline sources
to provide assistance.

Steps
To access Help:

1. Select the ? button.

The Access help window. Click
2. Type what to search for in the search Type primary key
box.
The search text appears in the text
box.
3. Click Search.
The list of related search topics Click
appears.
4. Click on the required topic link. Click the desired link
Information regarding the selected
topic appears.

Close the Help window when done.

Tip: You can access Help by hitting F1 on your keyboard.

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Lesson 1 - Exploring Access ECDL Using Databases

1.19 EXITING ACCESS

Concepts
To exit Access, you need to close the Access application.

Steps
To exit Access:

1. Select the Exit Access button.

Access application closes. Click

Notice that the Access application has closed.

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ECDL Using Databases Lesson 1 - Exploring Access

1.20 REVIEW EXERCISE

Explore Access

1. Start Access, if necessary.

2. Open BakeryDatabase.accdb.
3. Open the Navigation Pane, if necessary.
4. Select the Queries, Forms, and Reports object types to view the objects in each;
then, select Access All Objects.
5. Open all the tables.
6. Hide the Navigation Pane.
7. Use Close All to close the remaining open objects.
8. Close the database.

© 2017 Page 21
LESSON 2 –
CREATING TABLES

In this section, you will learn how to:

 Use database templates

 Create a table in Datasheet view
 Create a table in Design view
 Add field names
 Assign data types
 Save a new table
 Add a field description
 Set a primary key
 Save changes to a table
 Set a primary key automatically
 Use multi-valued fields
ECDL Using Databases Lesson 2 - Creating Tables

2.1 USING DATABASE TEMPLATES

Concepts
Access provides various templates that can be used to speed up your database
creation process. A template is a ready to use database that contains all of the
tables, queries, forms, and reports needed for performing certain task.

For example, there are templates that include databases for asset tracking, issue
tracking, asset management, and project management. Some databases contain
sample records to help demonstrate their use. Templates can be used as is, or
you can customise them to suit your needs better.

Backstage view displaying the Suggested search for New Database Templates

Steps
Use a template to create a new database.

1. On the Access start-up screen, scroll Click Database.

down to see the featured templates.
A list of database template is displayed
and all the templates under the same
category appear in the pane.

2. Select the desired template from the Scroll and select Desktop Product
displayed templates. Inventory.
The database template is selected.

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Lesson 2 - Creating Tables ECDL Using Databases

3. Type the desired file name. Type Product inventory.

The text appears in the File name box.
4. Select the Save in folder icon.
Click
A list of available drives appears.
5. Select the drive where you want to Click the drive with the Student Folder, if
store the file. necessary.
A list of available folders appears.
6. Open the folder where you want to Double-click to open the Student Folder, if
store the file. necessary.
A list of available folders and files
appears.
7. Select OK.
Click
The folder list closes.
8. Select Create.
The Local Templates task pane closes,
and the database opens.

Click
9. Open the Navigation Pane. Open the Navigation Pane, if necessary.
The Navigation Pane opens.

When you open the Navigation Pane, it is a good idea to select Show All, in
order to display all the objects in the database. You can double-click any object in
the Navigation Pane to open it. You can now enter data directly into the new
database, or modify it to meet your needs.

Close Product inventory.accdb.

2.2 ASSIGNING DATA TYPES

Concepts
The field data type tells Access what kind of values you plan to store in a field
and how much storage space to set aside for the field. Although you can change a
data type after a field contains data, doing so may erase some or all of the
information in the field. The tblInventory table below in the Design view shows
Field Name, Data Type and Properties:

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ECDL Using Databases Lesson 2 - Creating Tables

Inventory table in the Design View

The field data type tells Access what kind of values you plan to store in a field and
how much storage space to set aside for the field. Although you can change a
data type after a field contains data, doing so may erase some or all of the
information in the field.

The following table describes the available data types:

Short Text Text numbers, or both up to

255 characters.
Long Text Text, numbers, or both up to
65,536 characters.
Number Numbers used in calculations.
Date/Time Date times or both up to 8 bytes.
Currency Currency values prevents rounding.
AutoNumber Unique sequential numbers automatically added to field.
Yes/No True/False On/Off.
OLE Object Documents created in other Office programs up to 1GB.
Hyperlink Hyperlink to a UNC path or URL up to 2048 characters.
Attachment Stores one or more file attachments in one field.
Calculated Data created using a formula, calculated value can later be
retrieved to use again.
Lookup Wizard Create a field that allows the choice of a value from another
table or list.

Steps
Assign data types to database fields.

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Lesson 2 - Creating Tables ECDL Using Databases

1. Select the Data Type column in the Click in the Data Type column for the
field for which you want to change the Description field.
data type.
The insertion point and a drop-down
arrow appear in the corresponding
Data Type column.
2. Select the arrow.
Click
A list of available data types appears.
3. Select the desired data type. Click Long Text.
The data type is selected and the field
properties change in the lower pane.

Practice the Concept: Assign the following data types to the respective fields:
 ID AutoNumber
 Supplier Number
 Origin Country Short Text
 Reorder Level Number
 Target Stock Level Number
 Unit Price Currency
 Discontinued Yes/No
 Discontinued Date Date/Time

2.3 CREATING A TABLE

Concepts
Tables are critical objects in a database because they hold all the information or
data. For example, a database for a business can have a Contacts table that
stores the names of their suppliers, their e-mail addresses, and telephone
numbers.

In Design view, you first create the structure of the new table. Then, you can
either switch to Datasheet view to enter data or you can also use a form to enter
data.

Design view also allows you to specify the field name, data type and additional
information for each field in the Description column.

Steps
Create a new table in Design view. Open a blank database.

1. Select the CREATE tab on the Ribbon. Click on the CREATE tab.
The CREATE tab appears.

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ECDL Using Databases Lesson 2 - Creating Tables

2. Select the Table Design button in the

Tables group.
A blank table appears in Design view.

Click

2.4 ADDING FIELD NAMES

Concepts
A data table consists of fields and records. Fields are categories of information.
For example, in an address table, you may maintain names, addresses, cities,
states, and zip codes. Each of these categories is a field in the address database.
For each field in your table, you must give a meaningful name in the Field Name
column.

Each field in a table should contain only one element of data. For instance, if you
are storing a person’s name, use one field for the first name and another field for
the second name. This means that at a later date you could manipulate the data
to sort by the second name. For the same reason split the details of an address
into as many smaller parts as possible so that later you could search by
state/region, by post code/zip code or even by country if you are maintaining an
international list.

Adding Field Name

Steps
Add field names in Design view.

If necessary, create a new table in Design view and select the first blank cell in
the Field Name column.

1. Type the desired field name. Type ID.

The text appears in the Field Name
column of the current row.

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Lesson 2 - Creating Tables ECDL Using Databases

2. Press DOWN ARROW. Press DOWN .

The insertion point moves down one
row, and a default data type Short Text
appears in the Data Type column of the
previous row.

Practice the Concept: Type Item, Description, Category, Location, Supplier,

Manufacturer, Model, Reorder Level, Target Stock Level, and Unit Price as
the next field names; pressing [Down] after each.

2.5 SAVING A NEW TABLE

Steps
Save a new table.

1. Select the Close Table icon in the top Click x

right-hand corner of the Table in
Datasheet View.
A save dialog box appears with options
for closing the table.
2. Select whether you wish to save the Click Yes
table or not.
The Save As dialog box appears.
3. Enter the table name in the Table Type the desired table name
Name: box.
The new table name is entered into the
box.
4. Save the table. Click OK
The Save As dialog box closes and the
new table is named.

2.6 ADDING A FIELD DESCRIPTION

Concepts
You can use the Description column to provide information about individual table
fields. The field Description is optional. It helps you describe the field and is also
displayed in the status bar when you select the field on a form.

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ECDL Using Databases Lesson 2 - Creating Tables

Steps
Add a description to a field. Open the tblInventory table in Design view.

1. Select the Description column in the Click in the Description column for the ID
field to which you want to add a field.
description.
The insertion point appears in the
corresponding Description column.
2. Type the desired description. Type Inventory ID gets generated
The text appears in the Description automatically.
column.
3. Select the Description column in the Click in the Description column for the
field to which you want to add a Item field.
description.
The insertion point appears in the
corresponding Description column.
4. Type the desired description. Type Enter Item Name.
The text appears in the Description
column.

Practice the Concept: Type the following description for the respective fields:

Description - Enter Item Description

Category - Enter Item Category
Location - Enter Location
Supplier - Select Supplier Number
Manufacturer - Enter Manufacturer Name
Model - Enter Model Number
Reorder Level - Enter Reorder Level
Target Stock Level - Enter Target Stock Level
Unit Price - Enter Unit Price

2.7 SETTING A PRIMARY KEY

Concepts
The primary key is a field in the table that uniquely identifies each record in the
table. Examples of primary key include Order ID, Product ID, or Customer ID.

There are several advantages to setting a primary key. First, the primary key is
automatically indexed, which makes information retrieval faster. Second, when
you open a table, the records are automatically sorted in order by the primary key.

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Lesson 2 - Creating Tables ECDL Using Databases
Finally, a primary key prevents the entry of duplicate data because Access does
not allow duplicates in the primary key field.

TABLE TOOLS DESIGN tab

ID field chosen as primary key

Steps
Set a field as the primary key.

1. Select the field you want to designate Click ID in the Field Name column.
as the primary key.
The insertion point appears in the field.
2. Click the Primary Key button in the
Tools group on the DESIGN tab on the
ribbon.
A key appears in the row selector for Click .
the designated field and the field is set
as the primary key.

You can use an AutoNumber field to provide a unique value that’s only purpose
is to make each value unique.

2.8 SAVING CHANGES TO A TABLE

Concepts
When you create a new table and save it, Access prompts you for a table name. If
you make any changes to the table after assigning a name, simply click the FILE

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ECDL Using Databases Lesson 2 - Creating Tables
tab and choose Save to save the changes made. You can also click on the Save
button in the Quick Access Toolbar.

Steps
Do not apply these steps to the open table, they are an instructional reference
only.

1. Select the FILE tab on the Ribbon. Click FILE.

The Backstage view appears.
2. Select Save. Click Save.
The changes are saved.

Note: If you want to save the changes made as another table, click the FILE tab
and choose Save As. Select Save Object As and click Save As. Enter a new
table name and click OK.

2.9 SETTING A PRIMARY KEY AUTOMATICALLY

Concepts
When you create a new table and save it, Access can automatically create a
primary key and assign it the AutoNumber data type.

Steps
Set a primary key field automatically.

1. Create a new table in Design view. Click CREATE tab and select Table
The table Design View appears. Design in the Tables group.

2. Add the required fields and set the Add the following fields and set the data
data types. type:
The fields are added.

3. Save the table. Click Save in the Quick Access Toolbar.

The Save As prompt appears.
4. Assign a name for the table. Type the table name as Email List and
Access prompts for setting of a primary click OK.
key.

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Lesson 2 - Creating Tables ECDL Using Databases

5. Select an option for setting the primary Click Yes to set a primary key
key automatically.
The primary is set accordingly.

Access prompt for setting a primary key

Access creates a new field named as ID with the data type set to AutoNumber.

Close and then delete the table. Having closed the table, right-click the table in the
navigation pane and click Delete. Click Yes when prompted.

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ECDL Using Databases Lesson 2 - Creating Tables

2.10 REVIEW EXERCISE

Create a Table

1. Use the Desktop Task Management sample template to create a database. Name
the database Task Management and save it to the Student Folder.

2. Use the Navigation Pane to display objects by type, then select All Access Objects.

3. Open the Contacts table.

4. After you have viewed the table, close it. Then, close the Task Management
database as well.

5. Create a blank database named Training and save it to the Student Folder.

6. Create a new table in Design view.

7. Add the following fields and their corresponding data types to the table:

Field Name Data Type

ProjectID Short Text

ClientID Short Text

CourseName Short Text

StartDate Date/Time

EndDate Date/Time

TrainerInitials Text

Cost Number

8. Enter the following description for the ProjectID field: Enter the ProjectID assigned
by Marketing.

9. Set the ProjectID field as the primary key.

10. Save the table as tblProject.

11. Close the database and delete Training when finished.

© 2017 Page 33
LESSON 3 –
SETTING FIELD PROPERTIES

In this lesson, you will learn how to:

 Use field properties

 Limit field size
 Set number formats
 Set date/time formats
 Set yes/no formats
 Index a field
 Set default values
 Set validation rules
ECDL Using Databases Lesson 3 - Setting Field Properties

3.1 USING FIELD PROPERTIES

Concepts
Each field has a set of properties that control the way it stores, handles, and
displays data. Since the forms and reports you create use the fields in your tables,
setting field properties in the early stages of building a database can save you
time later on; you will have less design work to do in later stages if you set the
desired field properties before you create any forms and reports.

You normally set or change field properties when you create a table in Design
view. If you have created and saved a table using default field properties, you can
open the table in Design view to change its property settings.

The properties available in the Field Properties pane depend on the data type
assigned to the selected field. Some of the property types you can set or change
are listed in the following table:

Property type Description

Field Size Limits a Text field to a specific number of characters; limits a
Number field to a specific type of number.
Format Controls the way values appear in Datasheet view.
Decimal Places Available for Number and Currency fields only, determines how
many decimal places will appear in the field; this property type has
no effect on Number fields using the General format.
Input Mask Creates a pattern for data entered into the field (such as adding
hyphens within a telephone number).
Caption Creates a label other than the field name; the caption will appear in
the table and on forms and reports.
Default Value Specifies the value you want to appear in the selected field in all new
records.
Validation Rule Forces data entered into the selected field to meet a specified
requirement; for example, you can specify that the Credit Limit field
not be over $10,000.
Validation Text Creates an error message to appear when the data entered violates
a validation rule.
Required Specifies that the field cannot be left empty.
Allow Zero Length Determines whether or not you can enter quotation marks (“ ”) in a
Text, Memo or Hyperlink field to indicate that there is no data for
that field.
Indexed Speeds up retrieval of data in a field; all primary key fields are
automatically indexed.

Consideration must be given to the consequences of changing any properties.

Changes being made to tables that already contain data records may incur data
loss.

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Lesson 3 - Setting Field Properties ECDL Using Databases

3.2 LIMITING FIELD SIZE

Concepts
Setting a field size limits the number of characters or the type of characters you
can enter into a field. After typing the maximum number of characters allowed,
further keystrokes are not permitted. The Field Size property is available only for
Text, Number, and AutoNumber data types; all other data types have default
sizes that are set automatically.

For a Text field, the field size is the maximum number of characters you want to
allow in the field, up to the maximum of 255 characters allowed by Access. For a
Number field, you can select one of the following Field Size options:

Field Size Size Range Decimal Places

Byte 0 to 255 (no fractions) None; data is rounded
Integer -32768 to 32767 (no fractions) None; data is rounded
Long Integer -2,147,483,648 to 2,147,483,647 (no None; data is rounded
fractions)
Single -3.4x1038 to 3.4x1038 Up to 7
Double -1.797x10308 to 1.797x10308 Up to 15
Replication ID Globally unique identifier Not available
Decimal -1028 to 1028 Up to 28

For an AutoNumber field, only the Long Integer and Replication ID options are
available.

Steps
From the Student Folder, open Design.accdb. Open the tblEmployee table in
Design view.

Limit the size of a field.

1. Select the field for which you want to Scroll as necessary and click in the Basic
set the field size property. Salary field.
The field is selected.
2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.
3. Select the Field Size property. Click in the Field Size box.
A drop-down arrow appears in the
Field Size box.

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ECDL Using Databases Lesson 3 - Setting Field Properties

4. Select the Field Size list, or type the

desired value. Click Field Size
A list of available options is displayed.
5. Select the desired option, if applicable. Click Integer.
The option appears in the Field Size
box.

Proceed to the next section without closing the Employee table.

3.3 SETTING NUMBER FORMATS

Concepts
The Format property affects how data appears in Datasheet view, not how it is
stored in the table nor how it is used in calculations. If a Number data type field is
formatted with 0 decimal places, for example, a value of 1.5 would appear as 2 in
the datasheet; if the value is multiplied by 2 in a calculation, however, the answer
would be 3, not 4.

The available formats for fields with Number data types are listed in the following
table:

Format Description
General Number Displays a number exactly as it is entered; this is the default
format.
Currency Displays a dollar sign, thousands separator, and two decimal
places; the defaults for this format are determined by the system
settings.
Euro Displays a euro sign, thousands separator, and two decimal
places; the defaults for this format are determined by the system
settings.
Fixed Displays at least one digit and is rounded to the default number
of decimal places; the defaults for this format are determined by
the system settings.
Standard Displays thousands separator and is rounded to the default
number of decimal places; the defaults for this format are
determined by the system settings.
Percent Multiplies the number by 100, displays a percent sign (%), and is
rounded to the default number of decimal places; the defaults for
this format are determined by the system settings.
Scientific Expresses numbers in standard scientific notation (as multiples
of exponents of 10).

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Lesson 3 - Setting Field Properties ECDL Using Databases

Selecting a number format

Steps
Set a number format.

Open the tblEmployee table in Design view if necessary.

1. Select the field for which you want to Scroll as necessary and click in the Basic
set a number format. Salary field.
The field is selected.
2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.
3. Select the Format property. Click in the Format box.
A drop-down arrow appears in the
Format box.
4. Select the Format list.
Click Format
A list of available formats is displayed.
5. Select the desired format. Click Currency.
The format appears in the Format box.

Switch to the Datasheet view. Scroll to the Basic Salary column of the first
record and enter the value 3500 and press [Enter]. Notice that the value is now
formatted as currency. Proceed to the next section without closing the
tblEmployee table.

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ECDL Using Databases Lesson 3 - Setting Field Properties

3.4 SETTING DATE/TIME FORMATS

Concepts
A Date/Time field can have various date formats as shown in the picture below.
You can use the formats as per your requirement.

Different date formats

Steps
Set a date/time format.

Open the tblEmployee table in Design view if necessary.

1. Select the field for which you want to Scroll as necessary and click in the
set a date/time format. Joining Date field.
The field is selected.
2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.
3. Select the Format property. Click in the Format box.
A drop-down arrow appears in the
Format box.

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Lesson 3 - Setting Field Properties ECDL Using Databases

4. Select the Format list.

Click Format
A list of available formats is displayed.
5. Select the desired format. Click Medium Date.
The format appears in the Format box.

Switch to Datasheet view. Scroll as necessary to the Joining Date field; notice its
format.

Switch back to Design view.

3.5 SETTING YES/NO FORMATS

Concepts
A Yes/No field is limited to either a positive or a negative response and can be
displayed as a text box, a check box, or a combo box. You select the display of the
field on the Lookup page in the Field Properties pane.

If the Yes/No field displays its values in a text box, you can select one of three
Yes/No data type formats: True/False, Yes/No, and On/Off. Regardless of the
format selected, the positive responses of True, Yes, and On are equivalent, just
as the negative responses of False, No, and Off are equivalent. Consequently, if
the Yes/No field is set to the True/False format and a user enters Yes, Access
automatically converts it to True.

When a Yes/No field displays a check box, a selected check box indicates a positive
response and a deselected check box indicates a negative response. The check
box is the default setting for a Yes/No field.

Steps
Set a yes/no format.

If necessary, open the tblEmployee table in Design view.

1. Select the field for which you want to Scroll as necessary and click in the
set a yes/no format. Attended Orientation field.
The field is selected.
2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.

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ECDL Using Databases Lesson 3 - Setting Field Properties

3. Select the Format property. Click in the Format box.

A drop-down arrow appears in the
Format box.
4. Select the Format list.
Click Format
A list of available formats is displayed.
5. Select the desired yes/no format. Click Yes/No.
The format appears in the Format box.

3.6 INDEXING A FIELD

Concepts
Access uses indexes much like a Table of Contents to help locate and sort
information quickly. An index is a copy of a field which is sorted and stored
separately to speed up access to the data in a table. For example, to access a
particular record in an employee details table based on surname, it would be
necessary to search the entire table looking for the surname. If Surname was
defined as an Index however, the name could be quickly found from the sorted list
of surnames and this would link to the appropriate record in the table.

If a field is set as indexed, the table will be automatically sorted by that field
whenever the table is opened. Indexing can be set on more than one field and the
fields are sorted in turn. By default, Access set the Primary key as the Index within
a table.

The following lists the possible settings for the Indexed property:

 No
Do not create an index on this field (or delete the existing index).

 Yes (Duplicates OK)

Create an index on this field.

 Yes (No Duplicates)

Create a unique index on this field.

By setting the Index property to No Duplicates, Access prevents any new value
which matches an existing value from being entered into the field. For example,
indexing the ID field in a table and setting it to Yes (No Duplicates) prevents
duplicate numbers being entered and therefore the values in the field remain
unique.

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Lesson 3 - Setting Field Properties ECDL Using Databases

Steps
Create an indexed field.

If necessary, open the tblEmployee table in Design view.

1. Select the field for which you want to Click in the Fax Number field.
apply an index.
The field is selected.

2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.

3. Select the Indexed property. Click in the Indexed box.

The insertion point appears in the
Indexed box, and the list arrow
appears.

4. Click the list arrow.

Click
The various index settings appear.

5. Select a required indexing option. Click Yes (Duplicates OK).

The option appears in the Indexed box.

6. Press [Enter]. Press [Enter].

The Indexed property is saved.

Save the changes to the table.

3.7 SETTING DEFAULT VALUES

Concepts
When you set a default value for a field that value automatically appears in the field
for all new records. You can, however, modify the default field value as needed
when entering a new record.

A default value can save you time when entering data. For example, if a table stores
the names and addresses of clients and most of the clients have addresses in New
York, you can set the default value of the State field to NY. If you then enter a new
record for a client in Connecticut, or if a client moves out of New York, you can
change the value in the State field just for that individual record. Setting a default
value for an established table, however, does not modify existing records.

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ECDL Using Databases Lesson 3 - Setting Field Properties
You can set a default value by entering the desired value or expression in the
Default Value box. An expression consists of operators (i.e., =, +, -, *, /) and/or
values.

If you create a default value for a Text field, the default text must be enclosed in
quotation marks (" "); for example, "Net 30". Values for Date fields must be
enclosed in number signs (#); for example, #1/15/98#. If you do not enter the
number signs, however, Access will automatically enter them.

Steps
Set a default value.

If necessary, open the tblEmployee table in Design view.

1. Select the field for which you want to set Scroll as necessary and click in the
a default value. Attended Orientation field.
The field is selected.
2. Select the General tab in the Field Click the General tab.
Properties pane.
The General tab is displayed.
3. Select the Default Value property. Click in the Default Value box.
The insertion point appears in the
Default Value box, and the Build
button appears.
4. Type the desired default value. Type yes.
The text appears in the Default Value
box.
5. Press [Enter]. Press [Enter].
The default value is saved.

Practice the Concept: Assign the default value of Asia Pacific for the
Country/Region field. Save the table and switch to Datasheet view. Scroll to
display the Attended Orientation column in the new record row; notice that the
Attended Orientation field for the new record is checked.

Then, switch back to Design view.

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Lesson 3 - Setting Field Properties ECDL Using Databases

3.8 SETTING VALIDATION RULES

Concepts
A validation rule ensures that only valid data is stored in the field. You can set
validation rules for a field in the design view. When you enter data using the
datasheet view or a form, the validation rules are applied before the data is saved
in the table. If the data follows the rule, then it is saved in the table, otherwise it is
not. If this occurs Access will display the validation text to notify the user that the
entered data is not following the validation rule.

Steps
Set a validation rule.

If necessary, open the tblEmployee table in Design view.

1. Select the field for which you want to set Scroll as necessary and click in the Basic
a validation rule. Salary field.
The field is selected.
2. Select the General tab in the Field Click the General tab, if necessary.
Properties pane, if necessary.
The General tab is displayed.
3. Select the Validation Rule property. Click in the Validation Rule box.
The insertion point appears in the
Validation Rule box, and the Build
button appears.
4. Enter the desired validation rule. Type <=5000.
The text appears in the Validation Rule
box.
5. Select the Validation Text property. Click in the Validation Text box.
The insertion point appears in the
Validation Text box.
6. Enter the desired validation text. Type Basic salary may not exceed
The text appears in the Validation Text $5,000.
box.

Save the table; a Microsoft Office Access warning box informs you that data
integrity rules have been changed. Select Yes.

Switch back to Datasheet view. Create a new record; scroll as necessary, enter
15000 in the Basic Salary field, and press [Enter]. Select OK.

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ECDL Using Databases Lesson 3 - Setting Field Properties
Press the [Delete] key and Yes to delete the new record and switch back to Design
view.

Practice the Concept:

1. Add the following validation rule to the Joining Date field to prevent any future
date entries:
<=Date()
2. Add the following validation rule to the Basic Salary field to ensure only
entries between 500 and 8000 are entered.
Between 500 and 8000
3. Save the table.

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Lesson 3 - Setting Field Properties ECDL Using Databases

3.9 REVIEW EXERCISE

Set field properties

1. Open FieldsEX.accdb.
2. Open the tblOrders table in Design view.
3. Set the Format property for the Pickup Date field to Short Date.
4. Set the Default property for the Paid field to No.
5. Open the tblMenu Items table in Design view.
6. Set the Format property for the Price field to Currency.
7. Set a validation rule for the Price field, so that it can only contain values greater than
1 dollar. (Hint: Type >1.) Then, enter the following validation text: The amount paid
must be greater than one dollar.
8. Switch to Datasheet view, saving the changes. Select Yes to any Microsoft Access
warning boxes. Notice the formats of the Price field.
9. Close the database file.

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LESSON 4 –
WORKING WITH TABLES

In this lesson, you will learn how to:

 Use field templates

 Add field to existing table
 Add records
 Move through records
 Select records
 Edit records
 Delete data in a record
 Delete records
 Display a Totals row in a table
Lesson 4 - Working with Tables ECDL Using Databases

4.1 USING FIELD TEMPLATES

Concepts
Tables are the building blocks of a database. They are made of records (also
called rows) and fields (also called columns). You can sometimes save time by
choosing fields from a field template. A field template definition includes field
name, a data type, a setting for the field’s Format property.

TABLE TOOLS FIELDS contextual tab

More Fields drop down list

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ECDL Using Databases Lesson 4 - Working with Tables

Steps
To use the Field Template task pane:

From the Student Folder, open Tables1.accdb database. Open the

tblEmployee table in Datasheet view.

1. Select the Fields tab on the Ribbon. Click Fields.

The Fields tab appears.
2. Select the field in the datasheet after Click Basic Salary.
which you want to insert the new field.
A field is selected.
3. Select the More Fields button in the
Add & Delete group. Select
The field list is displayed.
4. Select the desired field from the field Click Attachment.
list.
The new field is inserted in the
datasheet.

4.2 ADDING FIELD TO EXISTING TABLE

Concepts
New fields can be added even after a table has been created.

Steps
Add a new field to an existing table:

From the Student Folder, open Tables1.accdb database. Open the tblEmployee
table in Design view.

1. Select a row to add the new field. Click Basic Salary.

The row is selected.
2. Select the Insert Rows button in the
Tools group. Click
A blank row is inserted.

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Lesson 4 - Working with Tables ECDL Using Databases

3. Type a name for the field and set the Type the field name as Insurance and set
data type. the data type to Yes/No.
The new field is created.

4.3 ADDING RECORDS

Concepts
You can add records to a table by opening the table in the Datasheet view. A
table opened in Datasheet view resembles an Excel worksheet. To move to the
next field in the same row, press [Tab], use the RIGHT  or LEFT  arrows, or
click the cell in the next field.

Note: You do not need to explicitly save your data. Access commits the changes
made to the table when you move the cursor to the new field in the same row, or
when you move to the next row.

You must enter the type of data that the field is set to accept. If you do not follow,
Access displays an error message.

Steps
Add a record to a table.

Open the tblEmployee table in Datasheet view, if necessary.

1. Select the first field in the new record Click in the Company field of the first row,
row, if necessary. if necessary.
The insertion point appears in the
field.
2. Type the desired data. Type CarySales.
The data appears in the field.
3. Press [Enter]. Press [Enter].
The insertion point moves to the next
field.
4. Enter the desired record data into the Follow the instructions shown below the
remaining fields, pressing [Enter] after table to complete this step.
each entry.
The data appears in the fields.

Add the following records to the table, pressing [Enter] after each field:

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ECDL Using Databases Lesson 4 - Working with Tables

Field Name Value

Last Name Teo
First Name Carissa
E-mail Address [email protected]
Job Title Account Manager
Business Phone (065)5678-2345
Address 6, PA Drive
City Singapore
State/Province Singapore
Zip/Postal Code Singapore
Joining Date 22/4/2013
Basic Salary 3500

Close the Datasheet view window.

4.4 MOVING THROUGH RECORDS

Concepts
Navigating Access records is same as navigating an Excel worksheet. You can
use arrow keys or tab keys to move from one field to another. You can also use
the Record selectors just above the status bar to move to the next record,
previous record, first record, and the last record. You can also type in the record
number you want to move to in the textbox located in between the record
selectors.

Employee table showing all records

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The navigation buttons are:

First record Moves the cursor to the first record in the table and keeps
the cursor in the same field.

Previous record Moves the cursor to the previous record in the table and
keeps the cursor in the same field.

Next record Moves the cursor to the next record in the table and
keeps the cursor in the same field.

Last record Moves the cursor to the last record in the table and keeps
the cursor in the same field.

New (blank) record Creates a new record at the end of the table and moves
the cursor to the first field of the new record.

Steps
Move through records in a table.

Open the tblEmployee table in Datasheet view.

1. To move to the last record in the table, Click

click the Last Record button on the
navigation toolbar.
The first field of the last record is
selected.
2. To move to the first record, click the Click
First Record button on the navigation
toolbar.
The first field of the first record is
selected.
3. To move to the next record, click the Click
Next Record button on the navigation
toolbar.
The first field of the next record is
selected.
4. To move to the previous record, click Click
the Previous Record button on the
navigation toolbar.
The first field of the previous record is
selected.

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ECDL Using Databases Lesson 4 - Working with Tables

4.5 SELECTING RECORDS

Concepts
You can also select one record or multiple records using a keyboard or a mouse.
If you are using the keyboard then you need to go to that record and holding down
the [Shift] key and the right arrow key you can select the entire record.

If you are using the Mouse, then you need to go to that record and point and click
to the left of the current record, the entire record is selected.

Selected Record

Steps
Select a record in a table.

If necessary, open the tblEmployee table in Datasheet view.

1. Click anywhere in the record you want Click in the ID field for record number 6.
to make active.
The field is selected and the record
selector changes colour.
2. Point to the record selector of a record Point to the left of the ID field for record
you want to select. number 6.
A solid, black, right-pointing arrow
appears.
3. Click in the record selector of the Click to the left of the ID field for record
record you want to select. number 6.
The entire record is selected.

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Lesson 4 - Working with Tables ECDL Using Databases

4.6 EDITING RECORDS

Concepts
The records in the table can be edited either by opening the table in the datasheet
view or using a form.

Steps
Edit a table record in edit mode.

If necessary, open the tblEmployee table in Datasheet view.

1. Click in the field you want to edit. Click in the E-mail address field in the
The insertion point appears in the field. record number 6.

2. Select the text you want to edit. Click after the word Tom.
The characters are selected.
3. Type the desired text. Type Teck (to read as
[email protected]).
The characters are replaced.
4. Press [Enter]. Press [Enter].
The changes to the record are saved.

4.7 PRINTING FROM A TABLE

Concepts
You can print pages, selected records and tables from Microsoft Access. You can
also view pages in this view by navigating the Next Page and Previous Page
buttons in the Print Preview section.

Steps
1. Select the FILE tab. Click FILE
The backstage view
will open.
2. Select the Print option Click Print
and then select Print.
The Print dialogue
box will appear.

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ECDL Using Databases Lesson 4 - Working with Tables

3. Confirm printing. Click OK

The page will print.

Print Select Records

1. Select the records to print. Select the last name row in the tblEmployee.
The records will be
selected.

2. Select the FILE tab. Click FILE

The backstage view will
open.

3. Select the Print option and Click Print

then select Print.
The Print dialogue box will
appear.

4. Select the Selected Click Selected Records

Records option.
The records will be
selected.

5. Print the records. Click OK

The records will be printed.

Print a Complete Table

1. Select the FILE tab. Click FILE

The backstage view will
open.

2. Select the Print option and Click Print

then select Print.
The Print dialogue box will
appear.

3. Ensure the All option is Click All

selected.
The table will be selected.

4. Print the table. Click OK

The table will be printed.

Tip: You can use the keyboard shortcut Ctrl+P to quickly open the print dialogue
box.

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Lesson 4 - Working with Tables ECDL Using Databases

4.8 DELETING DATA IN A RECORD

Concepts
You can delete the data in a record in a table by navigating to the desired record,
selecting the data in the desired field and pressing the [Delete] key.

Steps
Delete data in a record from a table.

Open the tblEmployee table in Datasheet view, if necessary.

1. Select the record that has data that you Scroll as necessary and click any field in
want to delete. record 5.
The record is selected.
2. Select the data you want to delete. Select the job title for record 5.
The data is selected.
3. Press [Delete]. Press [Delete].
The data is removed.

Save the tblEmployee table. As an alternative, you can also select the Delete
command in the Add & Delete group of the TABLE TOOLS FIELD tab.

The Delete command in the Add & Delete group

4.9 DELETING RECORDS

Concepts
You can delete the records in a table by navigating to the desired record and
pressing the Delete button present in the Records group in the HOME tab.
Alternatively, you can also delete the record by right clicking on the desired record
and then selecting Delete Record from the shortcut menu.

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ECDL Using Databases Lesson 4 - Working with Tables

Delete in the Records group

Steps
Delete a record from a table.

Open the tblEmployee table in Datasheet view, if necessary.

1. Select the record you want to delete. Scroll as necessary and click the record
The record is selected. selector of the last record.

2. Press [Delete]. Press [Delete].

The record is removed from the table,
and a Microsoft Office Access warning
box opens, prompting you to confirm the
deletion.
3. Select Yes to delete the record.
Click
The Microsoft Office Access warning
box closes.

Save the tblEmployee table.

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Lesson 4 - Working with Tables ECDL Using Databases

4.10 REVIEW EXERCISE

Work with Tables

1. Open TableEX.accdb.
2. Open the tblProducts table in Datasheet view.
3. Add the following records to the table:

Product Product Standard List Price Quantity Supplier Category

Code Name Cost per Unit
NWTSO Northwind $2.00 $3.00 1 item Supplier G Soups
Trader
Corn
Chicken
Soup

4. Close the tblProducts table.

5. Open the tblCustomers table in Datasheet view.
6. Move to the fifth record.
7. In the fifth record, change the Job Title to Marketing Executive.
8. Delete the last record. Close the table and then close the database.

Page 58 © 2017
LESSON 5 –
EDITING TABLES

In this lesson, you will learn how to:

 Change the row height

 Change the column width
 Change a font attribute
 Change a cell effect
 Use alternate background colours
 Select a column
 Move a column
 Hide a column
 Unhide a column
 Freeze a column
Lesson 5 - Editing Tables ECDL Using Databases

5.1 CHANGING THE ROW HEIGHT

Concepts
After you have created the database, you may find that the data seems a bit
unorganised. You can change the order of the columns or you can even make
each row of data easier to read. You can make the text easier to read by
increasing the row height in your datasheets.

Row height being increased

Inventory table in datasheet view with increased row height

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ECDL Using Databases Lesson 5 - Editing Tables

Steps
From the Student Folder, open TABLES2.ACCDB.
Change the height of the rows in a table.

Open the tblInventory table in Datasheet view.

1. Point to any horizontal line between Point to the horizontal line below the
records in the record selector. Brush record selector.
The mouse pointer changes into a
black cross with vertical arrowheads.
2. Drag the line to the desired row height. Drag the line down to the top of the next
The height of all the rows changes row.
accordingly.

Notice that the longer text entries in the Description field now wrap to the next
line.

Practice the Concept: Select any record, right-click and select Row Height.
Select the Standard Height option and OK.

Row Height dialog box

5.2 CHANGING THE COLUMN WIDTH

Concepts
If some of the fields in your datasheet contain lots of text, some of that text may
be cut off so that you can’t see them at all. In that case, you can resize the column
to make it more readable. You can also resize one or more columns manually or
automatically.

To resize single column, position the mouse pointer at the right edge of the
column header until the pointer changes to a double- headed arrow.

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Changing the Manufacturer column width

Changed Column width

Steps
Change the width of a column in a table.

If necessary, open the tblInventory table in Datasheet view.

1. Point to the vertical line to the right of Point to the vertical line to the right of the
the header of the column you want to Description header.
adjust.
The mouse pointer changes into a black
cross with horizontal arrowheads.
2. Drag the line to the desired width. Drag the line to the right of the Model
The column width changes accordingly. header.

To resize a column to a specific width, right-click on the field name and select
Field Width. Type the required width and click OK.

Setting a specific column width

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ECDL Using Databases Lesson 5 - Editing Tables

5.3 CHANGING A FONT ATTRIBUTE

Concepts
Access allows you to format the fonts in your tables. You can change the font
face, font size, and font colour using the commands present in the Text
Formatting group on the HOME Tab.

Text Formatting group

Steps
Change a font attribute.

If necessary, open the tblInventory table in Datasheet view.

1. Select the HOME Tab on the Ribbon. Click on the HOME tab.
The Format menu appears.
2. Select the desired options from the Text
Formatting group on the HOME Tab. Click on .
The font attributes changes.

Click the Bold button again to return the font back to its original state.

5.4 SELECTING A COLUMN

Concepts

Inventory table showing Location column selected

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Steps
Select a column in a table.

If necessary, open the tblInventory table in Datasheet view.

1. Click the header of the column you want Click the Location header.
to select.
The column is selected.

Click in any field to deselect the column.

5.5 MOVING A COLUMN

Concepts
You can change the sequence of the columns by selecting the column and then
dragging using the column border and releasing the mouse at the desired column
position.

Inventory table showing Location column (located between Category and Supplier) selected

Inventory table showing Location column moved to a new location (between Supplier and Manufacturer)

Steps
Move a column in a table.

If necessary, open the tblInventory table in Datasheet view.

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ECDL Using Databases Lesson 5 - Editing Tables

1. Select the column you want to move. Click the Location header.
The column is selected.
2. Drag the column to the new location. Drag the Location column to the right of the
The column appears in the new location. Supplier column, until a vertical divider bar
appears between the columns.

Click in any field to deselect the column.

Close the Inventory table without saving the changes. Close TABLES2.ACCDB.

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Lesson 5 - Editing Tables ECDL Using Databases

5.6 REVIEW EXERCISE

Edit Tables

1. Open EditTableEX.accdb.
2. Open the tblCustomers table in Datasheet view.
3. Increase the row height by approximately 25.
4. Change the font to Arial Narrow and the font size to 12.
5. Widen the Job Title and Address columns so that all the data in them appears.
6. Move the Email Address column to the right of the Job Title column.
7. If necessary, resize the Datasheet window so that the columns at the far right do not
appear.
8. Close the table without saving the changes.
9. Close the database.

Page 66 © 2017
LESSON 6 –
FINDING AND FILTERING DATA

In this lesson, you will learn how to:

 Sort records
 Find specific records
 Find records using wildcards
 Use Replace
 Use Filter By Selection
 Apply/remove a filter
 Use Filter Excluding Selection
 Use the Search Box
 Use Quick Filter
 Use AutoFilter
Lesson 6 - Finding and Filtering Data ECDL Using Databases

6.1 SORTING RECORDS

Concepts
You can sort the records in a table, query, form, or a report on one or more fields.
When sorting on multiple fields, it is important to identify the sort order.

To arrange the list in alphabetical, numerical, chronological, or Boolean order, on

the table or query, click the column header or a field under the column. Then, in
the Sort & Filter section of the Ribbon, click . You can also right-
click to sort the list. Besides the regular arrangement of records, you can also sort
records in reverse alphabetical, numerical, or chronological. When you do this, the
empty fields will always come last in the list.

When you are done sorting the records, it can be important to reset the table
before continuing unless you want to keep the list sorted. This can be achieved by
clicking Remove Sort button.

Sort & Filter group present under the HOME Tab

Steps
From the Student Folder, open FILTER1.ACCDB.
Sort records in a table.

Open the tblEmployee table in Datasheet view.

1. Select the field by which you want to Click in the Last Name column.
sort.
The insertion point appears in the
column.
2. Select the Ascending or Descending
button in the Sort & Filter group on Click
the HOME Tab.
The records are sorted accordingly.
3. To remove the sort, select the
Remove Sort button. Click
All sorts are removed.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data
Practice the Concept: Scroll as necessary to view the Basic Salary column and
sort the records by the Basic Salary field in descending order. Then, remove the
sort by selecting the Remove Sort button.

6.2 FINDING SPECIFIC RECORDS

Concepts
As the volume of data in the table grows, it becomes increasingly difficult to find
data in a table manually. You can use Access Find tool to quickly find data The
Find command can be used to search for a specific text, number and date in a
field.

Find group present under the HOME Tab

Steps
Find specific records in a table.

If necessary, open the tblEmployee table in Datasheet view.

1. Select the field you want to search. Scroll as necessary and click in the Job
The insertion point appears in the Title column.
column.
2. Click the Find button on the HOME Tab
on the Ribbon.
The Find and Replace dialog box Click
opens with the insertion point in the Find
What box.
3. Type the text you want to find in the Type Production Support.
Find What box.
The text appears in the Find What box.
4. Select the Match list.
Click Match
A list of available options appears.
5. Select the desired option. Click Whole Field.
The option is selected.

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6. Select Find Next to begin the search.

Click
The data in the first matching record is
selected.
7. Select Find Next to find the next
matching record. Click twice.
The data in the next matching record is
selected, or a Microsoft Office Access
message box opens to notify you that all
records have been searched.
8. When all records have been searched,
select OK. Click
The Microsoft Office Access message
box closes.
9. Select Cancel to close the Find and
Replace dialog box. Click
The Find and Replace dialog box
closes.

Practice the Concept: Search for a basic salary value of 5000 using the Find
command. Note, ensure the Search Fields As Formatted checkbox is
deselected.

Searching for a number value

Search for an employee that was hired on the 3rd March 2007 using the Find
command.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

Searching for a date value

6.3 FINDING RECORDS USING WILDCARDS

Concepts
A wildcard is a special character that can represent one or more characters in a
text value. You can use them to find a number of records with similar information,
although they are not exactly the same. You can also use them to find a specific
record when you can't remember enough information to retrieve that record.

The most flexible wildcard character is the asterisk (*). It matches any block of
characters in a specific position. For example: Like “*Access*” would return
Microsoft Access, Access 97, accessed, and accessing.

The question mark character (?) serves as a single-character placeholder.

Steps
Find records in a table using wildcards.

If necessary, open the tblInventory table in Datasheet view.

1. Select the field you want to search. Scroll as necessary and click in the
The insertion point appears in the Description column.
column.
2. Click the Find button on the HOME
Tab on the Ribbon.
The Find and Replace dialog box
opens with the text in the Find What
box selected.

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Lesson 6 - Finding and Filtering Data ECDL Using Databases

3. Type the text you want to find in the Type Coat*

Find What box.
The text appears in the Find What
box.
4. Select the Match list.
Click Match
A list of available options appears.
5. Select the desired option. Click Any Part of Field.
The option is selected.
6. Select Find Next to begin the search.
Click
The field in the first matching record is
selected.
7. Select Find Next to find the next
matching record. Click four times.
The field in the next matching record is
selected, or a Microsoft Office
Access message box opens to notify
you that all records have been
searched.
8. When all records have been searched,
select OK. Click
The Microsoft Office Access
message box closes.
9. Select Cancel to close the Find and
Replace dialog box. Click
The Find and Replace dialog box
closes.

6.4 USING REPLACE

Concepts
The Find and Replace dialog box allows you to locate and replace small amounts
of data. The dialog box resembles the Find tools that you see in other programs,
but it contains specific features applicable to working with databases.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

Find group present under the HOME Tab

Find and Replace dialog box

Steps
Use the Replace feature to replace record data in a table.

If necessary, open the tblInventory table in Datasheet view.

1. Select the field you want to search. Scroll as necessary and click in the
The insertion point appears in the Model column.
column.
2. Select the Replace button in the Find
group on the HOME Tab on the Click
Ribbon.
The Find and Replace dialog box
opens.
3. Type the text you want to find in the Type CB-6754.
Find What box.
The text appears in the Find What
box.
4. Select the Replace With box. Press [Tab].
The insertion point moves to the
Replace With box.
5. Type the desired replacement text. Type CB-6755.
The text appears in the Replace With
box.

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6. Select Find Next to begin the search.

Click
The data in the first matching record is
selected.
7. Select Replace.
Click
The data is replaced, and the data in
the next matching record is selected.
8. Select Replace All.
Click
A Microsoft Office Access warning
box opens, warning you that you will
not be able to undo the Replace
operation.
9. Select Yes to replace all remaining
matches. Click
The Microsoft Office Access warning
box closes, and all remaining
instances of the data are replaced.
10. Select Cancel to close the Find and
Replace dialog box.
The Find and Replace dialog box
closes.

6.5 USING FILTER BY SELECTION

Concepts
Filter by Selection is one of the fastest ways to filter your list. With this option, all
you need to do is highlight the filter criteria in your table or form and then choose
Filter by Selection. Your list will quickly filter based on the data that is selected.

HOME Tab showing the Sort & Filter group

Steps
Use the Filter by Selection feature.

If necessary, open the tblInventory table in Datasheet view.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

1. Select any field that contains the data Scroll as necessary to the Manufacturer
by which you want to filter. column and click in any North face field.
The insertion point appears in the
field.
2. Click the Selection button on the Sort
& Filter group on the HOME Tab. Click
The Filter by Selection sub-menu
appears.
3. Select the desired filter options. Click Equals “North face”.
The selected filter is applied.

To remove the filter, go to the HOME tab and click the Advanced button in the
Sort & Filter group. Click Clear All Filters.

6.6 APPLYING/REMOVING A FILTER

Concepts
To switch to the unfiltered view of data, remove the filters using one of these 2
methods:

 On the HOME tab, in the Sort & Filter group, click the Advanced button.
Click Clear All Filters.
 Click Filtered on the record navigator bar to revert to the full view.

Record Navigator Bar showing the records Filtered

Steps
Apply and remove a filter.

If necessary, open the tblInventory table in Datasheet view and filter the table by
the Traders Assembly manufacturer.

1. Click the Filtered button in the

Record Navigator bar. Click

The filter is applied or removed

accordingly.

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Lesson 6 - Finding and Filtering Data ECDL Using Databases

6.7 USING FILTER EXCLUDING SELECTION

Concepts
You can use a filter in Access to exclude results that do not match certain criteria for
more accurate results.

Sort & Filter group showing the Selection drop down list options

Steps
Use the Filter Excluding Selection feature.

If necessary, open the tblInventory table in Datasheet view and display all
records.

1. Select the field that contains the data Scroll as necessary to the Manufacturer
you want to exclude. column and click in any Straw Mawks
The insertion point appears in the text.
field.
2. Select the HOME tab. Click HOME.
The HOME tab appears.
3. Select the Selection button in the
Sort & Filter group. Click
The Filter submenu appears.
4. Select the desired filter option. Click Does Not Equal “Straw Mawks”.
The records are filtered to exclude the
selected data.

Remove the filter.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

6.8 USING THE SEARCH BOX

Concepts
You can also search the records in the database using the Search textbox. You
need to specify the search criteria and then press the [Enter] key. You will notice
that the cells containing the matching text are highlighted one by one.

Record Navigator Bar showing the Search Text Box

Steps
Use the Search Box to search for a specific record.

Open the tblInventory table, if necessary.

1. Click in the Search box. Click in the Search box.

The insertion point appears in the
search box.
2. Type the text you want to find in the Type Specialty Product.
Search Box.
The text appears in the Search box and
Access highlights the first instance of
the text in the Datasheet.
3. Press [Enter]. Press [Enter].
Access highlights the second instance
of the text in the Datasheet.

Notice if you continue to hit the [Enter] key, Access continues to highlight further
instances of the specified text in the Datasheet.

6.9 USING QUICK FILTER

Concepts
Quick filter lets you choose which values that you want to hide that are listed in a
particular field. It’s easy to use, but potentially time consuming. To show the list of
quick filter values, move to the field you want to filter, and then click HOME tab
and select Filter button present under the Sort & Filter group.

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Lesson 6 - Finding and Filtering Data ECDL Using Databases

Quick Filter List displayed for Reorder Level Field

Steps
Use Quick Filters.

Open the tblInventory table in datasheet view, if necessary.

1. Select the desired column. Click Reorder Level.

The desired column is selected.
2. Select the arrow on the right of the
desired field header. Click in the field header.
The Filter menu appears.
3. Select the desired filter options. Click 20, 25, 30, 35 to deselect the
The desired option is selected and checkboxes.
further filter options appear based on
the data type selected.
4. Select OK.
Click
The filter is applied to the table.
5. Select the Filtered button to remove
Click
the filter.
The filter is removed.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

6.10 USING AUTOFILTER

Concepts
AutoFilter feature in Access helps you to hide everything in a table except the
records you want to view.

Using Autofilter to filter records

Steps
Use AutoFilter.

Open the tblInventory table, if necessary.

1. Select the desired column. Click Reorder Level.

The desired column is selected.
2. Select the HOME Tab, if necessary. Click HOME.
The HOME Tab is selected.
3. Select the Filter button in the Sort &
Filter group.
The Filter menu appears.
Click
4. Clear the filter option check boxes. Click (Select All) to clear all check
The filter option check boxes are boxes.
cleared.
5. Select the desired filter options. Click 50
The desired options are selected.
6. Select OK.
Click
The desired filter is applied to the table.

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7. Select the Filtered button to remove the

Click
filter.
The filter is removed.

Close FILTER1.ACCDB.

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ECDL Using Databases Lesson 6 - Finding and Filtering Data

6.11 REVIEW EXERCISE

Find and filter data

1. Open FilterEX.accdb. If necessary, enable the content by clicking the Enable

Content button.
2. Open the tblCustomers table in Datasheet view.
3. Sort the records in descending order by the City field.
4. Sort the records in ascending order by the Last Name field.
5. Find all the records in the state of FL.
6. Use a wildcard to find all records with a customer name that starts with An.
7. Use the Replace feature to find the 98052 Postal Code and replace it with 98055.
8. Close the tblCustomers table.
9. Open the tblProducts table in Datasheet view.
10. Use the Filter by Selection feature to find all records with Supplier A as the type of
Supplier. Then, remove the filter.
11. Use the Filter Excluding Selection feature to find all records with a value that is not
Supplier B. Then, remove the filter.
12. Use the AutoFilter to filter the table to show only the products with the Category
Beverages.
13. Remove the filter using the Filter button.
14. Use the QuickFilter number filter to find all products with List Price between $20.00
and $30.00
15. Remove the filter.
16. Close the database.

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LESSON 7 –
USING SIMPLE QUERIES

In this lesson, you will learn how to:

 Use queries and recordsets

 Use the Simple Query Wizard
 Create a query in Design view
 Save a query
 Adding criteria to a query
 Save changes to a query
 Open a query
 Add a table to a query
 Join tables in a query
 Run a query
ECDL Using Databases Lesson 7 - Using Simple Queries

7.1 USING QUERIES AND RECORDSETS

Concepts
A query is a means of extracting information from tables. You can use queries to
analyse the data in a table or to extract data for a form or report. Queries are
commonly used to display data in related tables and enable you to control not only
which records to display, but also which fields. For example, you may want to give
a sales representative a list of the contacts and telephone numbers for a particular
region; you can create a query to extract just the contact names and telephone
numbers within the specified region.

A query does not contain data; rather, it is a set of instructions. Access uses these
instructions to select and display the desired records in a table. As a result,
whenever new data is added to the queried table, the query is automatically
updated; if the new records meet the conditions of the query, they will be included
when the query runs.

When you open or run a query, a recordset appears. A recordset contains all the
fields and records that meet the conditions of the query. Although the recordset is
not a table, it can be used to edit or add new records in the queried tables.

7.2 USING THE SIMPLE QUERY WIZARD

Concepts
When you want to select specific data from one or more sources, you can use a
select query. A select query helps you retrieve only the data that you want, and
also helps you combine data from several data sources. You can use tables and
other select queries as data sources for a select query.

A select query is a database object that shows information in Datasheet view. A

query does not store data; it displays data that is stored in tables. A query can
show data from one or more tables, from other queries, or from a combination of
the two.

You can use the Query Wizard to automatically create a select query. When you
use the wizard, you have less control over the details of the query design, but the
query is usually created faster than if you did not use the wizard.

CREATE tab showing different groups

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Lesson 7 - Using Simple Queries ECDL Using Databases

Steps
From the Student Folder, open QUERY1.ACCDB.
Use the Simple Query Wizard to display selected fields in a table.

1. Select the Create tab on the Ribbon. Click CREATE.

The Create tab appears.
2. Select the Query Wizard button in the
Queries group of the Create Ribbon.
The New Query dialog box opens.
Click
3. Select Simple Query Wizard. Click Simple Query Wizard.
Simple Query Wizard is selected.
4. Select OK.
Click
The New Query dialog box closes, and
the Simple Query Wizard opens.
5. Select the arrow in the
Tables/Queries list. Click
A list of available tables and queries
appears.
6. Select the table or query you want to Click Table: tblEmployee.
query.
All available fields in the selected
table or query appear in the Available
Fields list box.
7. Select the first field you want to add to Click Last Name.
the query from the Available Fields
list box.
The field is selected.
8. Select the arrow to the right of the
Available Fields list box. Click

The field moves to the Selected

Fields list box.
9. Add other fields to the Selected Follow the instructions below the table
Fields list box, as desired. before continuing on to the next step.
The fields move to the Selected
Fields list box.

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ECDL Using Databases Lesson 7 - Using Simple Queries

10. Select Next >.

Click
The next page of the Simple Query
Wizard appears with the text in the
What title do you want for your
query? box selected.
11. Type the desired query name. Type qryContacts and Phone Numbers.
The name appears in the What title
do you want for your query? box.
12. Select Finish.
Click
The Simple Query Wizard closes, the
query runs, and the recordset appears
in Datasheet view.

Add the First Name, E-mail Address and Business Phone fields to the query.

Return to the table and continue on to the next step (step 10).

Close the query. Notice that the qryContacts and Phone Numbers query now
appears in the Queries object list.

7.3 CREATING A QUERY IN DESIGN VIEW

Concepts
You can create a query in Design view, allowing you to create a more informative
set of results regarding certain items.

CREATE tab showing different groups

Steps

1. Select the Create tab on the Ribbon Click CREATE.

toolbar.
The Create tab appears.

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Lesson 7 - Using Simple Queries ECDL Using Databases

2. Click the Query Design button from the

Queries group.
A new query opens in Design view,
with the Show Table dialog box open.
Click
3. Add the table you want to query. Double-click tblEmployee.
The table field list appears in the top
pane of Design view.
4. Select Close.
Click
The Show Table dialog box closes.
5. Add the first field to the query. Double-click First Name in the field list.
The field appears in the design grid.
6. Add other fields to the query as desired. Add the following fields to the query:
The fields appear in the design grid. Last Name
E-mail Address
Job Title
Joining Date

7.4 SAVING A QUERY

Steps
Save a query.

1. Click the Save button on the Quick

Access Toolbar. Click
The Save As dialog box opens with the
text in the Query Name box selected.
2. Type the desired query name. Type qryEmployee
The text appears in the Query Name
box.
3. Select OK.
Click
The Save As dialog closes and the
query is saved.

Close the query. Notice that the qryEmployee Query now appears in the
Queries object list. Criteria can now be added to the query.

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ECDL Using Databases Lesson 7 - Using Simple Queries

7.5 ADDING CRITERIA TO A QUERY

Concepts
A query criterion is an expression that Access compares to query field values to
determine whether to include the record that contains each value. For example, =
"Singapore" is an expression that Access compares to values in a text field in a
query. If the value for that field in a given record is "Singapore ", Access includes
the record in the query results.

A criterion is similar to a formula — it is a string that may consist of field

references, operators, and constants. Query criteria are also called expressions.

Query Design View showing fields with criteria

Steps
Add criteria to a query to select specific records.

If necessary, display All Access Objects in the Navigation Pane.

Open the qryEmployee Query in Design view.

1. Select the Criteria row for the field you Click in the Criteria row under Job Title.
want to match.
The insertion point appears in the
Criteria field.
2. Type the value you want to match. Type Production Support.
The text appears in the Criteria row in
the design grid.

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Lesson 7 - Using Simple Queries ECDL Using Databases

3. Press [Enter]. Press [Enter].

The criterion is entered and Access
inserts the appropriate characters or
symbols around it.

Run the query by clicking the Run button in the Results group in the Design tab.
Notice that only records in the Production Support region appear in the
recordset.

Practice the Concept: Switch to Design view. Delete the “Production Support”
criteria under the Job Title field and select the Criteria row under the Joining
Date field. Enter the criteria 5/4/2013. Press [Enter]. Notice that Access inserts
number symbols around the date value. Run the query and scroll as necessary to
view the Joining Date column. Notice that only records with a 5/4/2013 date
appear in the recordset.

7.6 SAVING CHANGES TO A QUERY

Concepts
When you create a new query and save it, Access prompts you for a query name.
If you make any changes to the query after assigning a name, simply click the
FILE tab and choose Save to save the changes made. You can also click on the
Save button in the Quick Access Toolbar.

Steps
Ensure the qryEmployee Query is still open from the previous exercise in
Design view.

1. Select the FILE tab on the Ribbon. Click FILE.

The Backstage view appears.
2. Select Save. Click Save.
The changes are saved.

Note: If you want to save the changes made as another query, click the FILE tab
and choose Save As. Select Save Object As and click Save As. Enter a new
query name and click OK.

Close the query.

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ECDL Using Databases Lesson 7 - Using Simple Queries

7.7 OPENING A QUERY

Concepts
To open a query, you need to run the query by double clicking the desired query
object from the Navigation Pane. It returns the recordset.

Steps
Open a query in Datasheet view.

If necessary, display All Access Objects in the Navigation Pane. If the

qryEmployee Query does not exist, use the qryEmployee Details query.

1. Select the name of the query you want Double-click qryEmployee Details.
to run.
The query runs, and its recordset
appears in Datasheet view.

Close the recordset.

7.8 ADDING A TABLE TO A QUERY

Concepts
Creating queries involves selecting one or more tables and fields, sorting data,
and choosing data by entering criteria. A query often requires related data from
more than one table, so you can add a number of tables to the design of the
query.

When you are initially creating a query, you can select more than one table.

Steps
Add multiple tables to a query.

You need to create a query containing all the supplier names with their
corresponding item name with a high reorder level (50 or more). Supplier names
are in the tblSuppliers table and the item names with the reorder level values are
found in the tblInventory table.

1. Create a new query in Design view. Click the CREATE tab and click Query
The Show Table dialog box opens. Design in the Queries group.

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2. Select the tables to add from the Show Press [Shift] and click on tblInventory
Table dialog box, click Add and then and tblSuppliers.
click Close.
The tables are added to the design
view.
3. Click and drag the fields required into Drag and drop the following fields:
the Field row in the window below.
The fields are added.
4. Add the required criteria. Click in the Criteria box for ReorderLevel
The criteria is added. and type >=50

Save the query as High Reorder and close the query.

Note: When selecting tables from the Show Table dialog box, use the [Shift] key
to select adjacent tables and use the [Ctrl] key to select non-adjacent tables.

Tables selected by pressing the [Shift] key and clicking on tblEmployee and tblInventory (adjacent tables)
and press the [Ctrl] key and clicking on tblSuppliers (non-adjacent table)

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ECDL Using Databases Lesson 7 - Using Simple Queries

7.9 RUNNING A QUERY

Concepts
When you open or run a query, a recordset appears. A recordset contains all the
fields and records that meet the conditions of the query. Although the recordset is
not a table, it can be used to edit or add new records in the queried tables.

Steps
Run a query to test its design:

If necessary, open the qryEmployee Query in Design view. If the qryEmployee

Query does not exist, use the qryEmployee Query 4 query.

1. Select the Run button.

The query runs and its recordset
appears in Datasheet view. Click

Query Datasheet View showing Employees details

Click the VIEW button on the Ribbon to switch back to Design view.

Close the query without saving.

Close QUERY1.ACCDB.

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Lesson 7 - Using Simple Queries ECDL Using Databases

7.10 REVIEW EXERCISE

Use simple queries

1. Open Query1EX.accdb.
2. Use the Query Wizard to create a query.
3. Select the tblCustomers table and add the Company, Last Name. First Name,
Address, City, State, and Postal Code fields.
4. Name the query qryCustomerNames and view its recordset. Then, close the
qryCustomerNames query.
5. Create a query in Design view.
6. Add the tblEmployees table to the query. Then add the ID and Full Name fields to the
design grid.
7. Close the database file.

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LESSON 8 –
MODIFYING QUERY RESULTS

In this lesson, you will learn how to:

 Sort a query output

 Hide and unhide a field in a query
 Add and remove fields in a query
 Print a query
Lesson 8 - Modifying Query Results ECDL Using Databases

8.1 SORTING A QUERY OUTPUT

Concepts
Access allows you to apply sorts while you're designing your query. This allows
you to view your data exactly the way you want, to view it every single time you
run the query.

A sort that includes more than one sorted field is called a multi-level sort. A
multi-level sort allows you to apply an initial sort, and then further organise that
data with additional sorts. For example, if you had a table full of customers and
their addresses, you might choose to first sort the records by city, and then further
sort them alphabetically by last name.

Original records Sorted alphabetically according to Last Name

Steps
From the Student Folder, open QUERY2.ACCDB.
Sort a query.

Display All Access Objects in the Navigation Pane and open the qryEmployee
Details query in Datasheet view.

1. Select the field by which you want to Click the Last Name field.
sort.
The column in selected.

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ECDL Using Databases Lesson 8 - Modifying Query Results

2. Select the HOME tab on the Ribbon, Click HOME.

if necessary.
The HOME tab appears.
3. Select the desired sort option in the Click
Sort and Filter group.
The recordset is sorted.

Notice that the recordset is sorted in ascending order by the Last Name field.
Close the recordset.

Practice the Concept: Open the tblEmployee table in Datasheet view. Click the
New Record button on the Table Datasheet toolbar and create a new record by
adding data only in the following fields:

Field Data
Company Morris Magnum Ltd.
Last Name Gomez
First Name Sandra
E-mail Address [email protected]
Job Title Sales Manager
Business Phone (065)7896-3456
Mobile Phone 6789-9876
Fax Number 5678-9876
Address 10, Macadamia Drive
State Singapore
Postal Code 678992
Country / Region Asia
Joining Date 2/1/2007
Attended Orientation No
Basic Salary 4000

Close the tblEmployee table and run the qryEmployee Details Query. Notice
that the new record appears in the recordset and is sorted in the correct order.

Close the recordset.

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Lesson 8 - Modifying Query Results ECDL Using Databases

8.2 HIDING AND UNHIDING FIELD IN QUERY

Concepts
You can add to the query design grid, a field that you use for setting criteria or a
sort order, yet not show the data from that particular field in the query’s results.

Query Design View displaying hiding fields

Steps
Hide a query field.

If necessary, display All Access Objects in the Navigation Pane.

Open the qryEmployee Details Query in Design View.

1. Deselect the Show option in the field Scroll as necessary and click in the
you want to hide. Show row under Country / Region to
The Show option is deselected. deselect it.

Run the query. Notice that the Country / Region field does not appear in the
recordset.

Practice the Concept: Switch to Design view. Click the checkbox in the Show
row under Country / Region to select it. Run the query. Notice that the Country /
Region field now appears in the recordset.

Alternatively, you can hide and unhide a field in Datasheet View by right-clicking
the field title and selecting Hide Fields. To unhide the field, select Unhide Fields.

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ECDL Using Databases Lesson 8 - Modifying Query Results

8.3 ADDING AND REMOVING FIELDS IN QUERY

Concepts
You can add or delete field in the query design grid to modify the recordset
display.

Steps
Add or remove query field.

Open the qryContactList query in Design view.

1. Drag and drop the field to a required Drag the field Last Name and drop it on E-
location in the grid. mail Address field in the design grid.
The field is added to the grid.
2. Click in the Field row of the field to Click on the Job Title field in the grid.
delete.
The insertion point appears on the field
name.
3. Click the Delete Column command in
the Query Setup group. Click
The field is removed from the grid.

Run the query. When complete, close the query.

8.4 PRINTING A QUERY

Concepts
It is easy to print query results. Although not as elegant as a printed report, printed
query results are often sufficient to meet desired needs.

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Backstage View displaying Printing options

Steps
Print a query from the Navigation pane.

Display All Access Objects in the Navigation Pane, if necessary.

1. Run the query you want to print. Run qryEmployeeDetails Query.

The query is selected.
2. Select the FILE tab. Click FILE.
The Backstage view opens.
3. Select the Print option. Click Print.
The Print pane appears.
4. Select the Print button.
The Print dialog box appears.
Click
5. Select OK.
Click
Access runs the query and prints the
recordset.

Close QUERY2.ACCDB.

Tip: You can quickly access the Print pane by using the keyboard shortcut
Ctrl+P.

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ECDL Using Databases Lesson 8 - Modifying Query Results

8.5 REVIEW EXERCISE

Modify query results

1. Open Query2EX.accdb.
2. Open the query qryCustomerNames in Design view.
3. Sort the query in ascending order by the First Name field. Then, run the query.
4. Open the query qryCustomerNames in Design view.
5. Add criteria to display only the customer staying in Seattle city.
6. Run the query. Notice that only customers staying in Seattle city are displayed.
7. Open the query again in Design view.
8. Hide the City field and run the query.
9. Close the query.
10. Close the database file.

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LESSON 9 –
USING OPERATORS IN QUERIES

Topics in this lesson:

 Use comparison operators

 Use an And condition
 Use an Or condition
 Use a Not condition
 Use the Between…And operator
 Use a wildcard character
 Edit a query
ECDL Using Databases Lesson 9 - Using Operators in Queries

9.1 USING COMPARISON OPERATORS

Concepts
An operator is a sign or symbol that specifies the type of calculation to perform
within an expression. There are mathematical, comparison, logical, and reference
operators.

Comparison operators are used for comparing values and return true or false
depending upon the data in the table. The following table displays examples of
various criteria and the query result:

OPERATOR DESCRIPTION EXAMPLE

< Less than <500
<= Less than or equal to <=500
> Greater than >500
>= Greater than or equal to >=500
= Equal to =500
<> Not equal to <>500

Steps
From the Student Folder, open OPERATE.ACCDB.
Use comparison operators in a query.

Display All Access Objects on the Navigation Pane, if necessary. Open the
qrySupplierInventory in Design view.

1. Select the Criteria row in the field to Scroll as necessary and click in the
which you want to add criteria. Criteria row of the Target Stock Level
The insertion point appears in the field.
Criteria row of the corresponding field.
2. Type the desired comparison operator Type <=300.
and value.
The criterion appears in the Criteria
row.
3. Enter the action. Press [Enter].
The criterion is entered into the design
grid.

Run the query. Notice that only records with a target stock level of $300 or less
appear in the recordset.

Close the query.

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Lesson 9 - Using Operators in Queries ECDL Using Databases

Practice the Concept: Open the qryEmployee Details query in Design view.
Delete any previous criterion. Find all records of employees with contract dates on
or after January 1, 2010, by adding >=1/1/2010 to the Criteria row of the Joining
Date field and pressing [Enter]. Notice that Access inserts number symbols (#)
around the value to indicate a date value.

Run the query. Notice that only those records that match the criterion appear in
the recordset.

Return to Design view and delete the criterion.

Find all records of employees earning $5000 by adding =5000 to the Criteria row
of the Basic Salary field and pressing [Enter]. Run the query. Notice that only
those records that match the criterion appear in the recordset.

Return to Design view and delete the criterion.

Find all records of employees not earning $5000 by adding <>5000 to the Criteria
row of the Basic Salary field and pressing [Enter]. Run the query. Notice that
only those records that match the criterion appear in the recordset.

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ECDL Using Databases Lesson 9 - Using Operators in Queries

9.2 USING AN AND CONDITION

Concepts
Logical operators (AND, OR, NOT) are used to combine two expressions and
return a true, false, or null result. Logical operators are also referred to as Boolean
operators.

The And operator returns True when both the expressions are true.
Example: Joining Date >= 1/1/2011 AND <= 31/12/2011. This query criteria will
display all the details of those employees who joined in the year 2011.

Query Design View showing expression using And Condition in the criteria

Steps
Use an And condition in a query.

If necessary, open the qryEmployee Query 2 in Design view and delete any
previous criteria.
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Lesson 9 - Using Operators in Queries ECDL Using Databases

1. Select the Criteria row of the desired Click in the Criteria row of the Joining
field. Date field.
The insertion point appears in the
Criteria row of the corresponding field.
2. Type the desired criterion. Type >=1/1/2011.
The criterion appears in the design grid.
3. Type the And operator and an Type and <=31/12/2011.
additional criterion in the same Criteria
row and field, or type additional criteria
in the same Criteria row of one or more
other fields.
The additional criterion appears in the
design grid.
4. Press [Enter]. Press [Enter].
The And condition is entered into the
design grid.

Run the query. Notice that only records that match the And condition appear in the
recordset.

Return to Design view and delete the criteria.

9.3 USING AN OR CONDITION

Concepts
The logical operators are used to combine more than one expression. The “Or”
operator returns True when any one of the expressions returns true. The “Or”
operator returns false when both the expressions returns false.

Example: Country=”USA” OR “UK”. This query criterion will display all the records
where the country is either USA or UK.

Steps
Use an OR condition in a query.

If necessary, open the qrySupplier Details query in Design view and delete any
previous criteria.

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ECDL Using Databases Lesson 9 - Using Operators in Queries

1. Select the Criteria row of the desired Click in the Criteria row of the Job Title
field. field.
The insertion point appears in the
corresponding Criteria row.
2. Type the desired criterion. Type Supplier Manager.
The criterion appears in the Criteria
row.
3. Select the Or row of the desired field. Click in the Or row of the Job Title field.
The insertion point appears in the or
row.
4. Type the second criterion. Type Account Manager.
The second criterion appears in the or
row.
5. Press [Enter]. Press [Enter].
The Or condition is entered into the
design grid.

Run the query. Notice that records matching either Or condition appear in the
recordset.

Return to Design view and delete all criteria.

9.4 USING A NOT CONDITION

Concepts
The logical operators are used to combine more than one expression. The “Not”
operator is used to exclude records in the query.

Example: Country<>”USA”. This query criterion will display all the records where
the country is not USA.

Steps
Use a NOT condition in a query.

If necessary, open the qrySupplier Details query in Design view and delete any
previous criteria.

1. Select the Criteria row of the desired Click in the Criteria row of the City field.
field.
The insertion point appears in the
corresponding Criteria row.

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Lesson 9 - Using Operators in Queries ECDL Using Databases

2. Type the desired criterion. Type <>KL

The criterion appears in the Criteria
row.
3. Press [Enter]. Press [Enter].
The NOT condition is entered into the
design grid.

Run the query. Notice that records not matching the City KL appears in the
recordset.

Return to Design view and delete all criteria.

9.5 USING THE BETWEEN…AND OPERATOR

Concepts
The Between … And operator determines whether the value of an expression falls
within a specified range of values or not.

For example: You can use Between 1000 And 2000 criteria in the Basic Salary
field to display those records that falls within the range or not.

Steps
Use the Between And operator in a query.

If necessary, open the qryEmployee Query 2 in Design view and delete any
previous criteria.

1. Select the Criteria row of the desired Click in the Criteria row of the Basic
field. Salary field.
The insertion point appears in the
corresponding Criteria row.
2. Type Between, the first value in the Type Between 1000 And 2000
range, And, and the last value in the
range.
The operator and the criteria appear in
the Criteria row.
3. Press [Enter]. Press [Enter].
The Between And operator and the
criteria are entered into the design grid.

Run the query. Notice that only records matching the criteria appear in the
recordset.

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ECDL Using Databases Lesson 9 - Using Operators in Queries

Return to Design view and delete the criteria.

9.6 USING A WILDCARD CHARACTER

Concepts
A wildcard is a special character that can represent any character that may
appear in the same position in the field. Common wildcards include asterisk (*),
the question mark (?), and the number sign (#). You may be familiar with using a
wildcard along with the Like operator to help you locate records with similar data
in your database.

* or % Matches any number of characters

? or _ Matches a single character in a specific position
# Matches a number

Note: The % and _ characters are only available when using the Microsoft Access
database engine and the Microsoft Office Access 2007 OLE DB Provider.

For example:
Like "m*" would return all values that start with m
Like "m%" examples: Mary, Mia, Michelle, Molly, Martin, Moe
Like "*m*"
would return all values that contain m
Like examples: Adam, Mariam, Samantha
"%m%"
Like "*m" would return all values that end with m
Like "%m" examples: Adam, Mariam
Like "m??" would return all values that start with m and are 3 characters in
length
Like "m__" examples: Mia, Moe
would return all values that start with m and are 2 characters in
Like "m#" length where the second character is a number
examples: m7, m3

Steps
Use a wildcard character in a query.

If necessary, open the qrySupplierDetails query in Design view and delete any
previous criteria.

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Lesson 9 - Using Operators in Queries ECDL Using Databases

1. Select the Criteria row of the desired Click in the Criteria row of the Last Name
field. field.
The insertion point appears in the
corresponding Criteria row.
2. Type the desired criteria, using Type M*
wildcards as appropriate.
The text appears in the Criteria row.
3. Press [Enter]. Press [Enter]
The criteria is entered into the design
grid.

Run the query. Notice that only records matching the criteria appear in the
recordset.

Return to Design view and delete all criteria.

9.7 EDITING A QUERY

Concepts
Query criteria can be edited at any time to get the required recordset.

Steps
Editing a query by adding, removing and editing criteria.

Open the qrySupplierInventory query in Design view.

1. Select the Criteria row of the desired Click in the Criteria row of the ID field.
field.
The insertion point appears in the
corresponding Criteria row.
2. Type the desired criteria. Type 2.
The text appears in the Criteria row.
3. Press [Enter]. Press [Enter].
The criteria is entered into the design
grid.
4. Select the criteria to remove. Click and drag to highlight the criteria T-
The criteria is selected. Shirt.

5. Press [Delete]. Press [Delete].

The criteria is removed.

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ECDL Using Databases Lesson 9 - Using Operators in Queries

6. Select the Criteria row of the desired Click in the Criteria row of the Target
field to edit. Stock Level field.
The insertion point appears in the
corresponding Criteria row.
7. Edit the criteria as required. Change the comparison operator > to < so
The criteria is modified. that the criteria is <300.

Run the query. Notice that only records matching the criteria appear in the
recordset. Return to Design view and delete all criteria.

Then, close the query without saving the changes. Close OPERATE.ACCDB.

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Lesson 9 - Using Operators in Queries ECDL Using Databases

9.8 REVIEW EXERCISE

Use operators in query results

1. Open OperatorEx.accdb.
2. Open the qryCustomerOrderDetails query in Design view.
3. Set criteria to find only orders with extended price of more than $200.
(Hint: Try using the > operator.)
4. Run the query; the criteria should find 6 records. Then, return to Design view and
delete the criterion.
5. Use an Or condition to find only records with the text Lee or Li occurring anywhere in
the Last Name.
6. Run the query; the criteria should find 5 records. Then, return to Design view and
delete the criteria from the query.
7. Run the query; the criteria should find 12 records. Then, switch back to Design view
and delete the criteria.
8. Close the query.
9. Close the database file.

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LESSON 10 –
CREATING RELATIONSHIPS

Topics in this lesson:

 Use related tables

 Set referential integrity
Lesson 10 - Creating Relationships ECDL Using Databases

10.1 USING RELATED TABLES

Concepts
A relationship helps you combine data from two or more different tables. Each
relationship consists of fields in two tables, with data that corresponds. Tables can
be joined, or related, in order to access and coordinate information in all the fields
of the related tables. Joining tables is a useful way to avoid entering duplicate
information in various, related tables.

For example, you might have a ProductID field in a Products table and in an
OrderDetails table. Each record in the OrderDetails table has a ProductID that
corresponds to a record in the Products table with the same ProductID.

A relationship is built by matching a unique field within one table with a field within
another table. The fields must have the same data types and field size.

For example, the following table consists of customer names and address fields,
along with a unique identification number for each customer, which serves as the
primary key in the table. You can create this number or allow Access to create it
for you.

ID # Names Address City State Zip

1 Smith 11692 J St. NW Washington DC 20013
2 Conrad 16 Allegheny Center Pittsburgh PA 16489
3 Kane 1012 Broadway Lexington KY 40567
4 Apple 516 Beacon Ave. Seattle WA 98051
5 Billow 9249 Cavalcade St. Houston TX 77002

You could then create a separate table consisting only of orders placed by
customers. This table would also contain the field for the unique customer
identification number, but not the customers’ names and addresses.

ID # Order
1 Office Work Center
2 All-In-One Corner Desk and Hutch
3 Open-Front Steel Bookcase
4 2-Drawer Letter File
5 Executive Leather Chair, Black

By relating the two tables through the common customer identification number
field, the customers’ name and address does not have to be entered for every
order. All that has to be entered is the customer identification number, along with
the orders.

Access includes three types of relationships:

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ECDL Using Databases Lesson 10 - Creating Relationships
1. One-to-many
2. One-to-one
3. Many-to-many.

A one-to-many relationship occurs when one record from the primary table
matches many records from the related table (e.g., one customer record matches
many order records).

A one-to-one relationship occurs when one record from the primary table
matches one record from the related table. Access determines the relationship
type automatically when you create the relationship.

A many-to-many relationship occurs when a number of records from the primary

table match a number of records in the related table (e.g. when dealing with
Products and Orders, each record in the Orders table may match many records in
the Products table and vice versa).

DATABASE TOOLS tab showing Relationships group and other groups

Sample Database Relationship Diagram

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Lesson 10 - Creating Relationships ECDL Using Databases
To create a one-to-many relationship in Access, on the DATABASE TOOLS tab,
in the Relationships group, click Relationships. On the DESIGN tab, in the
Relationships group, click Show Table. Select one or more tables, click Add,
then click Close. Drag a field from one table to the common field in the other
table. In the Edit Relationships dialog box, confirm that the field names shown
are the common fields for the relationship. The field on the one side of the
relationship must have a unique index, such as a primary key, and the field on the
many side should not have a unique index. Click Create and then click Save
when finished in the Relationships window.

To delete a relationship from a database, on the DATABASE TOOLS tab, in the

Relationships group click Relationships. On the DESIGN tab in the
Relationships group, click All Relationships. Click the relationship line for the
relationship you wish to delete and press the [Delete] key. Click Yes, and click
Save to save changes.

10.2 SETTING REFERENTIAL INTEGRITY

Concepts
Referential integrity ensures that your primary and foreign key fields stay in synch
whenever you add, change, or remove data. In turn, that keeps your data
accurate. Integrity ensures that relationships are valid. Integrity avoids records
being accidentally deleted or altered.

For example: if you delete a supplier from your database and if you enforce
referential integrity, then any data related to that supplier is also deleted. In other
words, the deletion cascades through your data. However, if you don't enforce
referential integrity, then the data related to that supplier references a parent
value that no longer exists. Those records become "orphans," and using that data
becomes much more difficult.

Edit Relationships window used for enforcing referential integrity

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LESSON 11 –
CREATING BASIC FORMS

In this lesson, you will learn how to:

 Use Forms
 Use the Form button
 Save a form
 View records in a form
 Add a record using a form
 Delete a record using a form
 Add, edit and delete record data using a form
 Use the Calendar for Date Picking
 Use the Form Wizard
 Print records in a form
 Base a form on a query
Lesson 11 - Creating Basic Forms ECDL Using Databases

11.1 USING FORMS

Concepts
Forms, like datasheets, can be used for viewing and editing data. However, they
can also be used to present data in a more attractive format. Forms are usually
designed to display all the fields for a single record within the form window,
eliminating the need to scroll. You can also display data from related tables in one
form. Since forms are objects through which you or other users can add, edit, or
display the data stored in your Access database, the design of your form is an
important aspect. If your database is going to be used by multiple users, well-
designed forms are essential for efficiency and data entry accuracy.

Access provides four basic types of forms: columnar, tabular, datasheet and
justified. In a columnar form, the field names are listed on the left side of the form
and the field values appear in a column on the right. If space permits, there can be
more than one column.

In a tabular form, the field names are listed across the top of the form and the
values appear in the corresponding columns beneath them. A datasheet form
appears similar to Datasheet view. Both the tabular and datasheet forms display
data in a table layout.

In a justified form, the field names and values appear in alternate rows, evenly
spaced across the page. Field values appear under the corresponding field
names.

Forms Group showing various buttons

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ECDL Using Databases Lesson 11 - Creating Basic Forms

11.2 USING THE FORM BUTTON

Concepts
The fastest way to create a form is to use the Form button on the CREATE tab.
The Form button automatically creates a simple form from the selected table or
query, without needing any input. However, you must select a table or query
before AutoForm can create the form. All fields in the table or query will appear on
the form, and the title of the form is the name of the table or query.

The form is not saved automatically. When you close the form for the first time,
Access prompts you to save it.

Employee Form created using the Form button present in the CREATE tab

Steps
From the Student Folder, open FORMS1.ACCDB.
Use the Form button to create a form.

If necessary, display All Access Objects in the Navigation Pane.

1. Select the table or query in the Click the tblEmployee table.

Navigation Pane on which you want to
base your form.
The object is selected.

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2. Select the Form button on the Create

tab.
The new form opens in Form view.
Click

View the form.

11.3 SAVING A FORM

Concepts
You can save a form having created one in Access.

Steps
Save a form.

1. Click the Save button on the Quick

Access Toolbar. Click
The Save As dialog box opens with the
text in the Form Name box selected.
2. Type the desired form name. Type frmEmployee
The text appears in the Form Name
box.
3. Select OK.
Click
The Save As dialog closes and the
form is saved.

Then, close the form.

Note: The prefix frm denotes that the database object is a form.

11.4 VIEWING RECORDS IN A FORM

Concepts
Navigating records in a form is similar to navigating records in Datasheet view.
You can use the navigation buttons at the bottom of the window to display records
in a form.

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ECDL Using Databases Lesson 11 - Creating Basic Forms

Supplier Data Entry form in Form View

Steps
View records in a form.

If necessary, open the frmSupplierDataEntry form in Form view.

1. Click the Last Record button at the

bottom of the form window. Click
The last record appears.
2. Click the First Record button at the
bottom of the form window. Click
The first record appears.
3. Click the Next Record button at the
bottom of the form window. Click
The next record appears.
4. Click the Previous Record button at
the bottom of the form window. Click
The previous record appears.

11.5 ADDING A RECORD USING A FORM

Concepts
Forms are frequently used to add records to one or more tables. It can be easier
to work in a well-designed form than in the underlying table because forms are
usually designed to display all the fields for a single record within the form
window, eliminating the need to scroll.

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Lesson 11 - Creating Basic Forms ECDL Using Databases
You can use the [Enter] key to move between fields as you enter data. If you
want to skip one or more fields, you can press the [Tab] key until the insertion
point appears in the desired field, or you can click in the field in which you want to
enter data. When you press the [Enter] key after entering data in the last field in a
record, Access automatically saves the record and displays a blank form for
entering another record.

Steps
Add a record using a form.

Open the frmEmployee form in Form view. If the frmEmployee form does not
exist, use the frmEmployee 2 form.

1. Click the New Record button at the Click

bottom of the form window.
The insertion point appears in the first
field of the new record.
2. Type the desired data into the first field Type 2000
of the new record.
The data appears in the field.
3. Press [Enter]. Press [Enter]
The insertion point moves to the next
field.
4. Enter data in the remaining fields as Follow the instructions shown below the
desired. table to complete this step.
The data appears in the fields.

Enter the following data in the corresponding fields:

Field Field Value

Company CarySales
Last Name Xiang
First Name Ray Hu
E-Mail Address [email protected]
Job Title
Business Phone 70998976
Home Phone 65432333
Mobile Phone 67906788

Close the form. To confirm that the information was entered into the form’s
corresponding table, open the frmEmployee 2 form in Datasheet view and scroll
to the last record to view the new entry. Then, close the tblEmployee table.

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ECDL Using Databases Lesson 11 - Creating Basic Forms

11.6 DELETING A RECORD USING A FORM

Concepts
You can delete records in a form. This eliminates the need to open the table to
delete records.

Steps
Delete a record using a form.

Open the frmEmployee form in Form view. If the frmEmployee form does not
exist, use the frmEmployee 2 form.

1. Navigate to the record to delete. Go to record 14.

The record is displayed on the form.
2. Click the Delete record command. Select the Delete list arrow and select
The data appears in the field. in the Records group

3. Click Yes. Click Yes

The record is deleted.

Delete record confirmation

Close the form.

11.7 ADDING, EDITING AND DELETING RECORD DATA

USING A FORM

Concepts
You can add, edit and delete record data directly in the form.

Steps
Add a record data using a form.

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Lesson 11 - Creating Basic Forms ECDL Using Databases
Open the frmEmployee form in Form view. If the frmEmployee form does not
exist, use the frmEmployee 2 form.

1. Navigate to the required record. Scroll to record 15.

The record is displayed on the form.
2. Add the required data in the appropriate Type Marketing Support in the Job Title
field. text box
The data appears in the field.

Practice the Concept: Edit the email address data to read from
[email protected] to [email protected]. Delete the entry in the Home
Phone field.

11.8 USING THE FORM WIZARD

Concepts
You can use the Form Wizard to quickly and easily create a form. The Form
Wizard guides you through the process. First, you must choose the table or query
on which you want to base the form, and then you can select the fields you want
to include. Next, you select the desired type of form layout: columnar, tabular,
datasheet, justified, PivotTable, or PivotChart. You can then select a style from a
variety of predefined styles provided by Access. Finally, you must name the form.

CREATE tab showing Forms group

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ECDL Using Databases Lesson 11 - Creating Basic Forms

The Form Wizard Dialog Box

Steps
Create a Form with the Form Wizard.

1. Select the Create tab. Click CREATE

The Create tab appears.
2. Select Form Wizard.
Click
The Form Wizard opens.
3. Select the Tables/Queries list.
Click Tables/Queries
A list of tables and queries appears.
4. Select the table or query on which you Click Table: Customers, if necessary
want to base the form.
The table or query is selected, and the
fields in the selected table or query
appear in the Available Fields list box.
5. Add the desired fields to the Selected
Fields list box, or add all the fields. Click ID, then click

The fields appear in the Selected

Fields list box.
6. Enter additional fields as desired. Follow the instructions shown below the
The text appears in the columns. table before continuing on to the next step.

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7. Select Next >.

Click
The next page of the Form Wizard
opens.
8. Select the desired form layout. Click Columnar, if necessary.
A preview of the layout appears in the
Form Wizard.
9. Select Next >.
Click
The next page of the Form Wizard
opens.
10. Type the desired form name. Type Supplier Data Entry
The name appears in the What title
do you want for your form? box.
11. Select Finish.
Click
The Form Wizard closes, and the new
form opens.

Select the following fields in the Available Fields list: Company, Last Name,
First Name, E-mail Address, Job Title, Business Phone, Phone Number, Fax
Number, Address, City, and Postal Code.

Return to the table and continue on to the next step (step 7).

Notice the new form is now listed under the Forms section on the Navigation
Pane.

11.9 PRINTING RECORDS IN A FORM

Concepts
You can print an open form. When you use the Print dialog box, you can print all
records, only specified pages, or all selected records, thereby saving time and
paper.

Backstage view displaying the printing options

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ECDL Using Databases Lesson 11 - Creating Basic Forms

Steps
Print specific pages in a form.

If necessary, open the Supplier Data Entry form in Form view. If the Customer
Data Entry form does not exist, use the frmSupplier 2 form.

1. Select the FILE tab. Click FILE

The Backstage view appears.
2. Select the Print tab.
The Print options appear on the right Click
pane.
3. Select the Print button.
The Print dialog box appears.
Click
4. Select the desired options.
Click Pages and type 2 in the From
The option is selected. box and 4 in the To box.
5. Select OK.
Click
The Print dialog box closes, and Access
prints the records.

Close the form.

The Print dialog box with specific pages selected for printing

The Print Range section allows you to specific which records to print:

All Selected by default. Prints all the records

Pages Enter the specific page range to print using the From and
To text boxes, for example From: 2 To: 4
Selected Record(s) Prints the currently selected records.

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Lesson 11 - Creating Basic Forms ECDL Using Databases

11.10 BASING A FORM ON A QUERY

Concepts
Forms can extract information from a query as well as from a table. If the query
recordset cannot be updated, you will not be able to edit the form or add records
to it. Nevertheless, a form can be used to present query data in a more attractive
manner.

Form Wizard Dialog Box showing a form based on query

Steps
Base a form on a query.

If necessary, display All Access Objects in the Navigation Pane.

1. Select the CREATE tab. Click CREATE

The CREATE tab appears.
2. Select Form Wizard.
Click
The Form Wizard opens.
3. Select the Tables/Queries list. Click Tables/Queries
A list of available tables and queries
appears.
4. Select the query on which you want to Click Query: qrySupplierInventory 1
base the form.
The query is selected, and the fields in it
appear in the Available Fields list box.

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ECDL Using Databases Lesson 11 - Creating Basic Forms

5. Add the desired fields to the Selected

Fields list box, or add all the fields. Click
The fields appear in the Selected Fields
list box.
6. Select Next >.
Click
The next page of the Form Wizard
appears.
7. Select the desired form layout.
Click Tabular
A preview of the layout appears in the
Form Wizard.
8. Select Next >.
Click
The next page of the Form Wizard
appears.
9. Type the desired form name. Type Inventory Supplies, if necessary
The name appears in the What title do
you want for your form? box.
10. Select Finish.
Click
The Form Wizard closes, and the new
form opens.

View the form. Notice that the rightmost field (Target Stock Level) is not
displayed properly as the field width is narrow. To change the field width, you
need to display the form in design view.

Save and close the form.

Close FORMS1.ACCDB.

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Lesson 11 - Creating Basic Forms ECDL Using Databases

11.11 REVIEW EXERCISE

Create and print basic forms

1. Open Forms1EX.accdb.
2. Use the Form Wizard to create a new form using the tblCustomers table.
3. Add all the fields to the form.
4. Select the Columnar layout.
5. Name the form frmCustomer Data Entry and have the Form Wizard open the form to
view or enter information.
6. Print record number 10.
7. Add a new record, with the following data:

Field Data
Company Company K
Last Name Nelson
First Name Mathew
Job Title Owner
Business Phone (555)565-1000
Address 490 S. Maple St.
City Boston
State MA
Zip 02188

8. Close the form and open the tblCustomers table in Datasheet view to view the new
record. Then, close the tblCustomer table.
9. Use the Form Wizard to create a new form based on the qryCustomerOrderDetails
query.
10. Add all the fields to the form.
11. Select the Tabular layout.
12. Name the form as frmCustomerOrderDetails and have the Form Wizard open the
form to view or enter information.
13. Close the form.
14. Create form based on the tblSuppliers table using the Form button.
15. Close the form.
16. Close the database file.

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LESSON 12 –
USING DESIGN VIEW

In this lesson, you will learn how to:

 Understand controls
 Add a form header and footer text using the label control
 Save changes to a form
 Edit an unbound control
 Use multiple Undo/Redo in Design view
Lesson 12 - Using Design View ECDL Using Databases

12.1 UNDERSTANDING CONTROLS

Concepts
Controls are the parts of a form or report that you use to enter, edit, or display
data. For example, a text box is a popular control for displaying data on reports, or
for entering and displaying data on forms. Other popular controls include
command buttons, check boxes, and combo boxes (drop-down lists). The most
frequently used control is the text box, but other controls include command
buttons, labels, check boxes, and subform/subreport controls.

Controls can be bound, unbound, or calculated.

Bound control: A control whose source of data is a field in a table or query is

called a bound control. You use bound controls to display values that come from
fields in your database. For example, a text box that displays an employee's last
name might get this information from the Last Name field in the Employees table.

Unbound control: A control that doesn't have a source of data (such as a field or
expression) is called an unbound control. You use unbound controls to display
information, pictures, lines or rectangles. For example, a label that displays the
title of a form is an unbound control.

Calculated control: A control, whose source of data is an expression, rather than

a field, is called a calculated control. You specify the value that you want to use as
the source of data in the control by defining an expression. For example, the
following expression calculates the price of an item with a 25 percent discount by
multiplying the value in the Unit Price field by a constant value (0.75).
=[Unit Price] * 0.75

12.2 ADDING A FORM HEADER AND FOOTER TEXT

USING THE LABEL CONTROL

Steps
The Form Header and Form Footer sections let you add titles, instructions,
command buttons, and other controls to the top and bottom of your form,
respectively. Controls placed in the Form Header and Form Footer sections
remain on the screen whenever the form is displayed in Form view or Layout
view; they do not change when the contents of the Detail section change as you
navigate from one record to another record.

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ECDL Using Databases Lesson 12 - Using Design View

Form with header and footer sections

You use unbound controls to display information, pictures, lines or rectangles. For
example, a label that displays the title of a form is an unbound control.

FORM DESIGN TOOL Contextual tab showing Controls group

Add a label in Design view.

From the Student Folder, open DESIGN.ACCDB.

Open the frmInventory form in Design view.

1. Select the Design tab on the Ribbon. Click DESIGN

The Design tab is displayed.
2. Select the Label button in the Controls
group.
The mouse pointer changes into the
letter A with a plus sign (+) when Click
positioned over the form or report.

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Lesson 12 - Using Design View ECDL Using Databases

3. Click in the form or report where you Click and drag the mouse in the desired
want the top left corner of the label to location of the label on the form.
appear.
The insertion point appears
surrounded by a label box.
4. Type the text for the label. Type Cary Sales Pvt Ltd
The label box expands and the text
appears.
5. Enter the text. Press [Enter]
The label box is entered onto the form
or report as an unbound control.

You can edit the text in the header or footer area by simply clicking in the label
box and edit as required.

Centre align the label. If necessary, Bold, Underline and change the font size to
18. Click in a blank area of the form to deselect the label.

12.3 SAVING CHANGES TO A FORM

Concepts
When you create a new form and save it, Access prompts you for a form name. If
you make any changes to the form after assigning a name, simply click the FILE
tab and choose Save to save the changes made. You can also click on the Save
button in the Quick Access Toolbar.

Steps

1. Click the FILE tab on the Ribbon. Click FILE

The Backstage view appears.
2. Select Save. Click Save
The changes are saved.

Note: If you want to save the changes made as another form, click the FILE tab
and choose Save As. Select Save Object As and click Save As. Enter a new
form name and click OK.

Close the frmInventory form.

Practice the Concept: Open the frmInventory 5 form in Design view. Using the
DESIGN tab, add a label to the left side of the form header. Enter the text Order
Entry Form. Resize the text to 14 pt. You will probably need to reposition the

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ECDL Using Databases Lesson 12 - Using Design View
details section selector so that you can resize the label box for the text to fit. Click
in a blank area of the form to deselect the label. Switch to Form view. Notice the
form header at the top of the page. Switch to Design view.

12.4 EDITING AN UNBOUND CONTROL

Concepts
The quick way to edit an unbound control is by clicking the control and making the
necessary changes. For a label, you need to click the control and edit the text.

Steps
Edit an unbound control.

If you have not been using the frmInventory form, open the frmInventory 5 form
in Design view.

1. Select the unbound control you want to Click the Cary Sales Pvt Ltd label
edit.
Sizing handles appear around the
control.
2. Type the desired changes. Change the title to Cary Sales Pte Ltd
The text in the unbound control is edited.
3. Press [Enter]. Press [Enter]
The edited text is entered into the
unbound control on the form or report.

Move the Cary Sales Pte Ltd. label box so that it is centred within the rectangle.
Click in a blank area of the form to deselect the control. Switch to Form view to
view the changes. Switch back to Design view.

12.5 USING MULTIPLE UNDO/REDO IN DESIGN VIEW

Concepts
You can undo the changes made to the unbound controls by using the Undo and
the Redo commands present in the Quick Access Toolbar.

Steps
Use the Undo and Redo features to undo and redo a command.

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If you have not been using the frmInventory form, open the frmInventory 5 form
in Design view.

Delete the line below the tennis graphic, the tennis graphic, and the rectangle.

1. To undo the previous command or

action, click the Undo button on the Click
Quick Access Toolbar.
The previous command or action is
reversed.
2. To redo the undone command or action,
click the Redo button on the Quick Click
Access Toolbar.
The command or action is redone.
3. To undo or redo multiple consecutive
actions, click the Undo or Redo button Click the arrow
arrow, as applicable.
A list of previous actions appears, with
the most recent action at the top of the
list.
4. Select the action you want to undo or Click the last Delete command in the list
redo.
The actions are undone or redone
accordingly.

Notice that Access returns the line, company logo, and rectangle.

Close the form without saving it.

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ECDL Using Databases Lesson 12 - Using Design View

12.6 REVIEW EXERCISE

Use Design view

1. Open Forms2EX.ACCDB.
2. Open the frmSupplier form in Design view.
3. Edit the label in the form header. Enter the text Worldwide SupplyGoods Corp.
4. Add an image under the Worldwide SupplyGoods Corp. label. Add the
WorldWideLogo.jpg image from the Student Folder. Centre the image under the
label.
5. Add a rectangle around the Worldwide SupplyGoods Corp. label and the logo.
6. Draw a horizontal line across the bottom of the form. (Hint: Hold the [Shift] key to
draw a straight line.)
7. Use the Undo feature to reverse the previous action.
8. Use the Redo feature to redo the reversed action.
9. Switch to Form view to view the completed form.
10. Close the form, without saving the changes.
11. Close the database file.

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LESSON 13 –
CREATING BASIC REPORTS

In this lesson, you will learn how to:

 Use the Report button

 Use print preview - reports
 Print pages of a report
 Use the Report Wizard
 Change views in a report
 Changing control arrangement of data fields in report layout
 Save changes to a report
 Change orientation and paper size
 Group and summarise report data
 Base a report on a query
ECDL Using Databases Lesson 13 - Creating Basic Reports

13.1 USING REPORTS

Concepts
Reports allow users to create a printed copy of all or selected data for greater
ease of reference and understanding. Although you can print records from a table
or form, a report provides more precise control over the final output. Reports can
include page headers and footers, calculated totals and subtotals, and even
graphics. In addition, reports can be used for invoices, orders, presentations, and
mailing labels.

There are two basic types of reports: columnar and tabular. In a columnar report,
the field names are listed on the left side of the page, and the field values are
listed on the right. If space on the page permits, there can be more than one
column. In a tabular report, the field names are listed across the top of the report,
and the field values appear in the corresponding columns.

Columnar layout Tabular layout

Reports can include data from a single table or related tables. Reports can also be
based on queries.

13.2 USING THE REPORT BUTTON

Concepts
You can use the Report button to create a report quickly. AutoReport
automatically creates a simple columnar or tabular report from the selected table
or the query without displaying any dialog boxes or needing any input. You must,
however, first select the table or query. All fields in the table or query will appear in
the report, and the report title will be the same as the table or query name.

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When using the Report button to create a report, Access does not automatically
save it; the first time you close the report, Access prompts you to save it.

CREATE tab showing the Reports group

Steps
From the Student Folder, open REPORT1.ACCDB.

Use the Report button to create a report.

If necessary, display All Access Objects in the Navigation Pane.

1. Select the table or query in the Click the tblEmployee table

Navigation Pane on which you want to
base your report.
The object is selected.
2. Select the Report button on the Create
tab.
The new form opens in Report view.
Click
3. Save the report. Click the FILE tab and select Save or click
The Save As dialog box appears. on the Save button in the Quick Access
Toolbar
4. Enter a name for the report.
The dialog box allows you to enter a
name, clicking OK will save the Report
Name.

5. Click Cancel and do not save the report.

Close the report.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

13.3 USING PRINT PREVIEW - REPORTS

Concepts
When you open a report, it appears in print preview. Print preview allows you to
see how the printed report will look before you print it.

Print preview provides options for viewing the report. You can zoom out to see
more of the report or zoom in to see a portion of the report in more detail. The
Zoom button on the Print Preview tab allows you to choose from several
magnification options, from as small as 10% to as large as 500% or 1000%.

You can display a report in One Page, Two Pages, or More Pages view. The
buttons at the bottom of the window allow you to navigate pages, and the scroll
bars allow you to view different areas of a page.

REPORT LAYOUT TOOLS Contextual tab showing the View group list options

Using print preview

Steps
Use print preview to view a report.

If necessary, display the Reports object list. Use the rptAprilTransaction report.

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1. Open the report you want to preview. Double-Click rptAprilTransaction, if

The report is selected. necessary

2. Select the DESIGN tab. Click DESIGN

The DESIGN ribbon appears.
3. Select the View button.
The View list options appear.

Click
4. Select the Print Preview button.
Click
The preview of the document is
displayed.
5. Click the area of the report page you Click the transaction item
want to magnify to 100%.
The report area is magnified to 100%.
6. Click anywhere in the report page to Click anywhere in the page
change the magnification back to fit the
window.
The entire page appears in print preview.
7. Click the Two Pages button in the Zoom
group to display two pages of the report.
Two pages appear in print preview.
Click
8. Click the Next Page button at the Click
bottom of the report window to display
the next page of the report.
The next page of the report appears.
9. Click the Last Page button at the bottom Click
of the report window to display the last
page of the report.
The last page of the report appears.
10. Click the Previous Page button at the Click
bottom of the report window to display
the previous page of the report.
The previous page of the report appears.
11. Click the First Page button at the Click
bottom of the report window to display
the first page of the report.
The first page of the report appears.

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ECDL Using Databases Lesson 13 - Creating Basic Reports
Practice the Concept: Use the Zoom on the Status Bar to change the
magnification to 250%. Scroll through the report to view the text.

Close print preview.

13.4 PRINTING PAGES OF A REPORT

Concepts
You can print specific pages of a report. This option is useful if the report contains
numerous pages, and you only need information from one or more particular
pages. The Print dialog box allows you to specify the pages or print all the pages if
required.

Specifying specific pages to print in the Print Dialog Box

Steps
Print specific pages of a report.

If necessary, display the All Access Objects in the Navigation Pane, use the
rptApril Transaction report.

1. Select the report you want to print. Click Order Information, if necessary
The report name is selected.
2. Select the FILE tab. Click FILE
The Backstage view appears.

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3. Select the Print tab.

The Print options appear on the right Click
pane
4. Select the Print button.
The Print dialog box appears.
Click
5. Select the Pages option.
Click Pages
The Pages option is selected, and the
insertion point appears in the From box.
6. Type the number of the first page you Type 1
want to print.
The number appears in the From box.
7. Select the To box. Press [Tab]
The insertion point appears in the To
box.
8. Type the number of the last page you Type 2
want to print.
The number appears in the To box.
9. Select OK.
Click
The Print dialog box closes, and Access
prints the selected pages.

13.5 USING THE REPORT WIZARD

Concepts
You can use the Report Wizard to quickly and easily create a report. The basic
steps needed to create a report using the Report Wizard are as follows:

1. Select the table(s) you want to use.

2. Select the fields you want to include.
3. Group the data.
4. Add grouping levels.
5. Sort the data.
6. Select a layout and a style
7. Name the report.

When you have finished creating a report, the Report Wizard displays it in print
preview. Print preview allows you to view the report before you print it.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

Using the Report Wizard

Steps
Use the Report Wizard to create a report.

1. Select the CREATE tab on the Ribbon. Click CREATE

The Create tab appears.
2. Select the Report Wizard button.
The Report Wizard opens. Click

3. Select the Tables/Queries list.

Click Tables/Queries
A list of available tables and queries
appears.
4. Select the table or query on which you Click Table: tblInventory
want to base the report.
The table or query is selected, and the
fields in it appear in the Available
Fields list.
5. Add the desired field to the Selected Double-click ID
Fields list box.
The field appears in the Selected Fields
list box.
6. Add additional fields as desired. Double-click Item AND Description
The fields appear in the Selected Fields
list box.

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7. To add another table to the report, select

the Tables/Queries list. Click Tables/Queries
A list of available tables and queries
appears.
8. Select the desired table or query. Click Table: tblSuppliers
The table or query is selected, and the
fields in it appear in the Available
Fields list box.
9. Add the desired fields to the Selected Follow the instructions shown below the
Fields list box. table before continuing on to the next step
The fields appear in the Selected Fields
list box.
10. Select Next >.
Click
The next page of the Report Wizard
appears.
11. Select the desired option in the How do Click by tblSuppliers, if necessary
you want to view your data? list box.
A preview of the option appears in the
Report Wizard.
12. Select Next >.
Click
The next page of the Report Wizard
appears.
13. Select the desired grouping level in the Double-click ID
Do you want to add any grouping
levels? list box.
A preview of the grouping level appears
in the Report Wizard.
14. Select Next >.
Click
The next page of the Report Wizard
appears.
15. To sort the records, select the 1 list.
Click 1
A list of available report fields appears.
16. Select the field by which you want to Click Item
sort.
The field is selected.
17. Select Next >.
Click
The next page of the Report Wizard
appears.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

18. Select the desired report layout.

Click Stepped, if necessary
A preview of the layout option appears in
the Report Wizard.
19. Select the desired report orientation.
Click Landscape
The orientation option is selected.
20. Select Next >.
Click
The next page of the Report Wizard
appears.
21. Type the desired report name. Type Inventory Supplied Report
The text appears in the What title do
you want for your report? box.
22. Select Finish.
Click
The Report Wizard closes, and the
report appears in print preview.

From the tblSuppliers table, add the Company, Store Name, First Name, Last
Name, Email Address and Phone fields.

Close print preview. Notice that the new report appears in the Navigation Pane.

13.6 CHANGING VIEWS IN A REPORT

Concepts
After you create a report, you can view it in a selection of different views: Report
View, Print Preview, Layout View, or Design View. When a report is open, you
can switch between these views by clicking the View button in the Views section
of the HOME Tab on the Ribbon. The following table explains the different views:

View Description
Report View This view displays the report as you (or the Report Wizard) designed it.
Print Preview This view allows you to view the print layout of your report.
Layout View This view looks like Print Preview, but allows you to make changes to
your report.
Design View Displays the report in the Design View window, where you can change
form elements, move them around and add or delete them, if necessary.

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Lesson 13 - Creating Basic Reports ECDL Using Databases

A report in Layout view

Steps
Change the report view.

Open the rptInventorySupplied 1 report, if necessary.

1. Select the Design View button on the

Status Bar.
Click
The report changes to Design view.

Practice the concept: Follow the above steps and select the Layout View button
on the Status Bar.

Close the report.

13.7 CHANGING CONTROL ARRANGEMENT OF DATA

FIELDS IN REPORT LAYOUT

Concepts
You can customise the arrangement of the data fields in the report by simply
clicking and dragging it to a new location. A data field has two components, the
Label and the Control. The Label appears on the left of the field and Control to
the right.

Label   Control (field)

In some cases, the data fields may need to be cut to be later pasted back, or other
data fields may need to be resized to make room for this move.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

 To move label or field individually, click and drag the top left handle of the
data field.
 To move them together as one, click and drag the edge of any part of the
data field.

Steps
Change arrangement of data fields and headings within a report layout.

Open the rptEmpDetails report in Design view.

1. Select the data field label to rearrange. Click on First Name label
The label is selected.
2. Click the top left handle and drag the Click and drag the First Name label and
selected control to the new location. place it next to Last Name text box
The control is moved.
3. Select the data field text box to Click on First Name text box
rearrange.
The text box label is selected.
4. Click the top left handle and drag the Click and drag the First Name text box and
selected control to the new location. place it below First Name label
The control is moved.

Practice the Concept: Move the Last Name text box and place it below the Last
Name label. Select both the First Name label and text box controls and move it
close the Last Name controls.

Selecting the top left handle of a control and moving to a new position

13.8 SAVING CHANGES TO A REPORT

Concepts
When you create a new report and save it, Access prompts you for a report name.
If you make any changes to the report after assigning a name, simply click the
FILE tab and choose Save to save the changes made. You can also click on the
Save button in the Quick Access Toolbar.

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Lesson 13 - Creating Basic Reports ECDL Using Databases

13.9 CHANGING ORIENTATION AND PAPER SIZE

Concepts
After you create a database object (table, query, form or report), you can change
the orientation and paper size before printing them out. You can choose from a
portrait (tall) or landscape (wide) orientation for your report.

Portrait (tall) Landscape (wide)

Steps
Change the report orientation and paper size.

Open the rptInventorySupplied 1 report.

1. Select the FILE tab. Click FILE

The FILE tab is displayed.
2. Select Print Preview. Click Print Preview
The report displays in print preview.
3. Change the orientation as required in
the Page Layout group of the PRINT
PREVIEW tab. Click
The page orientation is applied.
4. Change the paper size as required in the
Paper Size group. Click Size and select
The page orientation is applied.

Close the report.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

13.10 GROUPING AND SUMMARISING REPORT DATA

Concepts
The Report Wizard provides options for grouping and summarising report data.
You can organise your report by selecting the fields into which you want to group
data. If you create more than one group, you can prioritise the groups into levels.

You can see how grouping works by comparing the List of Products by
Category report (shown below) to the datasheet for its underlying query, Product
List. Both the report and the query sort products by category, but the report also
prints the name of each category on a separate line at the beginning of each
group (in the group header) and the number of products for each category on a
separate line at the end of each group (in the group footer).

In addition to grouping data by a field, you can add grouping intervals. Grouping
intervals vary, depending upon the selected field. For instance, a date field can be
grouped by month, quarter, year, etc.; a numeric field can be grouped by numeric
intervals of 10s, 50s, 100s, etc.; and a text field can be grouped by its first letter,
second letter, etc.

If you have included a field with numeric data in your report, you can add
summary calculations. Summary calculations include Sum, Avg (average), Min
(minimum), and Max (maximum). If you select the Sum calculation, you can
include a calculated percentage of the total for each group. You can also display
just the summary calculations in the report or both the field data (details) and the
summary calculations.

For example, the Sales by Date Shipped report below is grouped by the
Shipping Date and Sum summary calculation is added to the Sale Amount.
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Lesson 13 - Creating Basic Reports ECDL Using Databases

Group field 

 Summary calculation

Steps
Group and summarise report data.

If necessary, display All Access Objects in the Navigation Pane.

1. Select the CREATE tab on the Ribbon. Click CREATE

The New Report dialog box opens.
2. Select the Report Wizard button.
Click
The Report Wizard opens.
3. Select the Tables/Queries list.
Click Tables/Queries
A list of available tables and queries
appears.
4. Select the table or query on which you Click Table: tblEmployee
want to base the report.
The table or query is selected, and the
fields in it appear in the Available Fields
list box.
5. Add the fields you want to include in the Follow the instructions shown below the
report to the Selected Fields list box. table before continuing on to the next step
The fields appear in the Selected Fields
list box.
6. Select Next >.
Click
The next page of the Report Wizard
appears.
7. Select the desired grouping option from Click by tblEmployee
the How do you want to view your
data? list box.
A preview of the grouping option
appears in the Report Wizard.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

8. Select Next >.

Click
The next page of the Report Wizard
appears.
9. Select the desired grouping level from Double-click ID
the Do you want to add any grouping
levels? list box, if applicable.
A preview of the grouping level appears
in the Report Wizard.
10. Select Next >.
Click
The next page of the Report Wizard
appears.
11. To sort the records, select the 1 list.
Click 1
A list of available report fields appears.
12. Select the field by which you want to Click Transaction Item
sort.
The field is selected.
13. If you have included a Number data
type field, select the Summary Options Click
button.
The Summary Options dialog box
opens.
14. Select the desired summary options. Click Sum
The summary options are selected.
15. Select OK.
Click
The Summary Options dialog box
closes.
16. When you have finished selecting
options from the Report Wizard, select Click
Finish.
The Report Wizard closes, and the
report appears in print preview.

Add the ID, First Name and Last Name fields. Select the
tblInventoryTransaction table from the Tables/Queries list, and add the
Transaction Item, Quantity, and PO number field below the Last Name field.

Close print preview. Notice that the new Transaction report appears in the
Navigation Pane.

You can also add total to a field in an existing report. Simply select the required
field in the Layout view, click the Totals button in the Grouping & Totals group
on the Design tab and select the required function.

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13.11 BASING A REPORT ON A QUERY

Concepts
You can use a query as the basis for a report. The query recordset appears as the
report data. The report is updated each time it is opened or printed to reflect
changes made to queried data.

Steps
Base a report on a query using the Report Wizard. The following report will use
qryInventoryTransactionCurrentMonth. This will generate all the inventory
transactions for the current month.

1. Select the CREATE tab on the Ribbon. Click CREATE

The CREATE tab appears.
2. Select the Report Wizard button.
Click
The Report Wizard opens.
3. Select the Tables/Queries list.
Click Tables/Queries
A list of tables and queries appears.
4. Select the query on which you want to Click Query:
base the report. qryInventoryTransactionCurrentMonth
The query is selected, and the fields in it
appear in the Available Fields list box.
5. Add the desired fields to the Selected
Fields list box, or add all fields. Click
The fields appear in the Selected Fields
list box.
6. Select Next >.
Click
The next page of the Report Wizard
appears.

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ECDL Using Databases Lesson 13 - Creating Basic Reports

7. Select the desired grouping option from Click by tblInventory, if necessary

the How do you want to view your
data? list box.
A preview of the grouping option
appears in the Report Wizard.
8. Select Next >.
Click
The next page of the Report Wizard
appears.
9. Select the desired grouping level from Double-click ID
the Do you want to add any grouping
levels? list box, if applicable.
A preview of the grouping level appears
in the Report Wizard.
10. Select Next >.
Click
The next page of the Report Wizard
appears.
11. Select Next >.
Click
The next page of the Report Wizard
appears.
12. Select the desired report layout.
Click Outline
A preview of the layout option appears in
the Report Wizard.
13. Select the desired report orientation.
Click Portrait, if necessary
The orientation option is selected.
14. Select Next >.
The next page of the Report Wizard Click
appears.
15. Type the desired report name in the Type Monthly Inventory Transaction
What title do you want for your Report
report? box.
The name appears in the What title do
you want for your report? box.
16. Select Finish.
Click
The Report Wizard closes, and the
report appears in print preview.

Close print preview. Notice that the new report appears in the Navigation Pane.

Close REPORT1.ACCDB.

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Lesson 13 - Creating Basic Reports ECDL Using Databases

13.12 REVIEW EXERCISE

Create and print basic reports

1. Open Report1EX.accdb.
2. Use the Report Wizard to create a new report.
3. Select the tblOrders table and add the ID, Order Date, and ShippedDate,
ShipAddress, ShipCity, and ShipZipPostal fields to the report.
4. Select the tblOrderDetails table and add the ExtendedPrice field to the report.
5. Group the data by tblOrders and then add the ID grouping level.
6. Calculate ExtendedPrice using the Sum function. Show both detail and summary
calculations.
7. Select the Outline layout and the landscape orientation.
8. Name the report Orders by Customers and display it in print preview.
9. Zoom to 100% to display the report in more detail.
10. Print page 1. Then, close print preview.
11. Use Report Wizard to create a report from the qryProductsAvgPrice query.
12. Add all the fields to the report, group the report by Product Code.
13. Select the Stepped layout, the Landscape orientation.
14. Change the name to Product Price and preview the report. Then, close print preview.
15. Use the Report button to create report based on the tblSupplier table.
16. Preview the report. Then, close print preview, saving the report as rptSupplier.
17. Close the database file.

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LESSON 14 –
USING ADVANCED REPORT DESIGN

In this lesson, you will learn how to:

 Add report sections in Design view

 Export data to an Excel workbook
 Export data to a text file
 Export data to a XML file
Lesson 14 - Using Advanced Report Design ECDL Using Databases

14.1 ADDING REPORT SECTIONS IN DESIGN VIEW

Concepts
You can create or customise a report in Design view. A report has three basic
sections: Detail, Report Header/Footer, and Page Header/Footer.

The Detail section contains the information from the table or query. You create
controls in the Detail section that display information. You can display either one
record per page or multiple records per page.

The Report Header and Report Footer sections display at the top and bottom of
the report in Design view. When you print the report, these sections appear at the
beginning and the end of the report only. The header can be used for report titles,
while the footer can be used for report totals or other summaries.

The Page Header and Page Footer sections display at the top and bottom of the
report in Design view. When the report is printed, these sections appear at the top
and bottom of every page. Page headers and footers can contain images, lines,
text, or any other controls you want printed on every page.

When you enable the display of either header and footer section, both the header
and the footer appear. You can drag the header and footer sections to size them.

Adding report sections

Steps
From the Student Folder, open AdvanceReport.accdb.
Add report sections in Design view.

Open the rptInventory report in Design view.

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ECDL Using Databases Lesson 14 - Using Advanced Report Design

1. Right-click anywhere on the Detail bar. Right-click on the Detail bar.

A shortcut menu appears.

2. Select the Page Header/Footer or

Report Header/Footer button in the
Show/Hide group.
The Page Header and Page Footer or Click
the Report Header and Report Footer
sections appear.

If necessary, select the Design tab and add a label to the left side of the report
header. Enter the text Inventory Report. Preview the report. Notice the report
header at the top of the page. Switch back to Design view.

Practice the Concept: Add a page header and footer to the report. Add a label to
the centre of the page header. Enter the text Cary Sales Pte Ltd.

Preview the report and change to a 2-page view. Notice that the report header
only appears on the first page, but the page header appears at the top of each
page. Switch to Design view.

Close the report.

14.2 EXPORTING DATA TO AN EXCEL WORKBOOK

Concepts
Using the Export Wizard, you can export data from an Access database to in a
file format that can be read by Excel. When you export data to Excel, Access
creates a copy of the selected data, and then stores the copied data in a file that
can be opened in Excel. If you copy data from Access to Excel frequently, you can

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save the details of an export operation for future use, and even schedule the
export operation to run automatically at set intervals.

You can export a table, query, form, or report. You can also export selected
records in a multiple-record view, such as a datasheet. You cannot export macros
or modules to Excel. When you export a form, report, or datasheet that contains
subforms, subreports, or subdatasheets, only the main form, report, or datasheet
is exported. You must repeat the export operation for each subform, subreport,
and subdatasheet that you want to export to Excel.

If the source object is a table or a query, decide whether you want to export the
data with or without its formatting. This decision affects two aspects of the
resulting workbook — the amount of data that is exported and the display format
of the data. The following table describes the outcome of exporting formatted and
unformatted data:

Export Source Fields and Records Formatting

Object
Without Table or All fields and records in the  The Format property
formatting query underlying object are settings are ignored
Note: Forms exported. during the operation.
and reports  For lookup fields, only
cannot be the lookup ID values
exported are exported.
without their  For hyperlink fields, the
formatting contents are exported
as a text column that
displays the links in the
format
displaytext#address#.
With Table, query, Only fields and records that  The wizard respects
formatting form, or are displayed in the current the Format property
report view or object are exported. settings.
Filtered records, hidden  For lookup fields, the
columns in a datasheet, and lookup values are
fields not displayed on a exported.
form or report are not  For hyperlink fields, the
exported. values are exported as
hyperlinks.
 For rich text fields, the
text is exported but the
formatting is not.

Steps
To export Access data to an Excel workbook:

From the Student Folder, open rptInventoryByOrder 3 in

AdvanceReport.accdb. If necessary, display All Access Objects in the
Navigation Pane.

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ECDL Using Databases Lesson 14 - Using Advanced Report Design

1. Select the table or query containing data Click on the query qryPhoneList
to be exported.

The table or query is selected.

2. Select the EXTERNAL DATA tab. Click EXTERNAL DATA

The EXTERNAL DATA tab is displayed.

3. Select the Excel button in the Export

group.
Click
The Export – Excel Spreadsheet
dialog box appears.

4. Select the Browse button.

Click
The File Save dialog box appears.

5. Select the location and specify the file Select the Student Folder and enter the file
name to save the data to be exported. name Staff Phone List

The location and file name is specified.

6. Select the Save button.

Click
The File Save dialog box closes.

7. Select the File format list and choose Click Excel Workbook (*.xlsx), if
an Excel file format. necessary
The option is selected.

8. Specify the export options. Click Export data with formatting and
layout
The options are selected.

9. Select the OK button.

Click
The prompt to save export steps
appears.

10. Select Close.

Click
The wizard closes and the data is
exported.

It is also possible to export a report output to a PDF by following similar steps to

those above. Under the EXTERNAL DATA tab, click the PDF or XPS button in
the Export group. Navigate to the appropriate drive and ensure PDF is selected in

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Lesson 14 - Using Advanced Report Design ECDL Using Databases
the Save as type: dropdown and click Publish. Decide whether to Save export
steps or not and click Close.

Practice the Concept: Export the qryPhoneList query to a PDF file with the
default settings. Delete both the spreadsheet and PDF after saving.

14.3 EXPORTING DATA TO A TEXT FILE

Concepts
You can export tables, queries, forms, and reports as text files. You can also
export a selected portion of a datasheet view. When you export tables and
queries, you have the option of exporting the entire object, or only the data without
any additional formatting.

At the end of the operation, Access creates a text file (*.txt or *.csv). If you choose
to ignore formatting, you have the option of creating a delimited text file or fixed-
width text file. If you choose to export formatted data, Access tries to approximate
the layout of the source object.

Steps
To export Access data to a Text file:

1. Select the table or query containing data Click on the table tblEmployee
to be exported.
The table or query is selected.

2. Select the EXTERNAL DATA tab. Click EXTERNAL DATA

The EXTERNAL DATA tab is displayed.

3. Select the Text File button in the Export

group.
The Export – Text File dialog box Click
appears.

4. Select the Browse button.

Click
The File Save dialog box appears.

5. Select the location and specify the file Select the Student Folder and enter the file
name to save the data to be exported. name Staff List
The location and file name is specified.

6. Select the Save button.

Click
The File Save dialog box closes.

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ECDL Using Databases Lesson 14 - Using Advanced Report Design

7. Specify the export options. Click Export data with formatting and
The options are selected. layout

8. Select the OK button.

Click
The prompt to encode the data appears.

9. Select the OK button.

Click
The prompt to save export steps
appears.

10. Select Close.

Click
The wizard closes and the data is
exported.

Practice the Concept: Export the qrySupplierInventory query to a Text file with
the default settings. Delete both files after saving.

14.4 EXPORTING DATA TO A XML FILE

Concepts
A relational database that contains tables and queries may unleash downside of
exchanging data between systems over the internet. By converting them into XML
format, which is widely accepted and compatible, it could be very beneficial since
it eventually mitigates the chance of encountering any incompatibility problem.

Steps
To export Access data to a XML file:

1. Select the table or query containing data Click on the table tblSupplier
to be exported.
The table or query is selected.

2. Select the EXTERNAL DATA tab. Click on the EXTERNAL DATA tab
The EXTERNAL DATA tab is displayed.

3. Select the XML File button in the Export

group.
The Export – XML File dialog box Click
appears.

4. Select the Browse button.

Click
The File Save dialog box appears.

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Lesson 14 - Using Advanced Report Design ECDL Using Databases

5. Select the location and specify the file Select the Student Folder and enter the file
name to save the data to be exported. name Vendor List
The location and file name is specified.

6. Select the Save button.

Click
The File Save dialog box closes.

7. Select the OK button.

Click
The Export XML dialog box appears.

8. Select the OK button.

Click
The prompt to save export steps
appears.

9. Select Close.
Click
The wizard closes and the data is
exported.

Close the database. Delete file after saving.

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ECDL Using Databases Lesson 14 - Using Advanced Report Design

14.5 REVIEW EXERCISE

Use advanced report design

1. Open ADVREPEX.ACCDB.
2. Create a new report in Design view based on the tblCustomers table.
3. Add the ID field to the 1" mark on the horizontal ruler in the Detail section. Below the
ID field, add the Company, Last Name, First Name, Address, City and State fields
to the report at the 3" mark on the horizontal ruler in the Detail section.
4. Display the report header and footer. Using the toolbox, add a label to the left side of
the report header. Enter the text Customer Information.
5. Preview the report. Then, close the report.
6. Close the database file.

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ECDL Syllabus

Ref ECDL Task Item Location Ref ECDL Task Item Location
1.1.1 Understand what a 1.3.2 Understand that a
1.1 Working with 10.1 Using Related
database is. relationship is built by
Access matching a unique field in Tables
one table with a field in
1.1.2 Understand that 1.1 Working with
information is the another table.
processed output of data. Access 1.3.3 Understand the
10.2 Setting
importance of maintaining
1.1.3 Understand how a 1.1 Working with the integrity of Referential Integrity
database is organised in
terms of tables, records Access relationships between
and fields. tables.
1.1.4 Understand that all 2.1.1 Open, close a database 1.2 Starting Access
1.1 Working with application.
database data is stored in
tables. Understand that Access
2.1.2 Open, close a database.
changes are automatically 1.3 Open an
saved. Existing Database
1.1.5 Know some of the 1.16 Closing a
1.1 Working with
common uses of Database
databases like: social Access
networks, booking 2.1.3 Create a new database
1.17 Creating a
systems, government and save to a location on
a drive. New Database
records, bank account
records, hospital patient 2.1.4 Display, hide built-in
details. 1.4 Familiarising
toolbars. Restore,
1.2.1 Understand that each minimise the ribbon. with the Ribbon
1.7 Understanding
table in a database should 1.6 Using the Quick
contain data related to a Database Objects
Access Toolbar
single subject type.
1.2.2 Understand that each 2.1.5 Use available help
1.7 Understanding 1.18 Using Help
record in a database resources.
should contain data Database Objects
2.2.1 Open, save, close a table,
related to a single subject. 1.8 Using the
2.4 Adding Field query, form, report.
Navigation Pane
Names
1.9 Opening a
1.2.3 Understand that each field
2.4 Adding Field Database Project
in a table should contain
only one element of data. Names
1.11 Using Tabbed
1.2.4 Understand that field Documents
2.2 Assigning Data
content is associated with
Types 1.12 Closing a
an appropriate data type
like: text, number, Tabbed Document
date/time, yes/no. 1.13 Closing All
1.2.5 Understand that fields Tabbed Documents
3.1 Using Field
have associated field
properties like: field size, Properties 2.2.2 Switch between view
1.14 Switch
format, default value. 3.7 Setting Default modes in a table, query,
form, report. between the View
Values Modes
1.2.6 Understand what a 2.2.3 Delete a table, query,
2.7 Setting a 1.10 Deleting a
primary key is. form, report.
Primary Key Database Object
1.2.7 Understand that the main 2.2.4 Navigate between records
3.6 Indexing a Field 1.8 Using the
purpose of an index is to in a table, query, form.
speed up search queries. Navigate between pages Navigation Pane
1.3.1 Understand that the main in a report.
10.1 Using Related 4.4 Moving through
purpose of relating tables
Tables Records
in a database is to
minimise duplication of 4.7 Printing from a
data. Table

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 Ref ECDL Task Item Location Ref ECDL Task Item Location
2.2.5 Sort records in a table, 3.3.2 Delete a one-to-many
6.1 Sorting 10.1 Using Related
form, query output in relationship between
ascending, descending Records tables. Tables
numeric, alphabetic order.
3.1.1 Add, delete records in a
4.3 Adding
table.
Records
4.9 Deleting
Records
3.1.2 Add, modify, delete data
4.3 Adding
in a record.
Records
4.6 Editing Records
3.3.3 Apply referential integrity
4.8 Deleting Data 10.2 Setting
between tables.
in a Record Referential Integrity

3.2.1 Create and name a table 4.1.1 Use the search command
2.3 Creating a 6.8 Using the
and specify fields with for a specific word,
Table number, date in a field. Search Box
their data types like: text,
number, date/time, 4.1.2 Apply a filter to a table,
6.9 Using Quick
yes/no. form.
3.2.2 Apply field property Filter
3.2 Limiting Field
settings: field size, 4.1.3 Remove filter from a
number format, date/time Size 6.10 Using
table, form.
format, default value. AutoFilter
3.3 Setting Number
Formats 4.2.1 Understand that a query
7.1 Using Queries
is used to extract and
3.4 Setting and Recordsets
analyse data.
Date/Time Formats
4.2.2 Create a named single-
7.2 Using the
3.7 Setting Default table query using specific
search criteria. Simple Query
Values
Wizard
4.2.3 Create a named two-table
7.8 Adding a Table
3.2.3 Understand query using specific
2.2 Assigning Data to a Query
consequences of search criteria.
changing data types, field Types
4.2.4 Add criteria to a query
properties in a table. 7.5 Adding Criteria
using one or more
3.2.4 Create a simple validation operators: = (Equal), <> to a Query
3.8 Setting
rule for numbers. Validation Rules (Not equal to), < (Less
than), <= (Less than or
3.2.5 Set a field as a primary equal to), > (Greater
2.7 Setting a
key. than), >= (Greater than or
Primary Key
equal to).
2.9 Setting a 4.2.5 Add criteria to a query to 8.1 Sorting a Query
Primary Key sort records in ascending, Output
Automatically descending numeric,
3.2.6 Index a field with, without alphabetic order.
3.6 Indexing a Field 4.2.6 Add criteria to a query
duplicates allowed. 9.2 Using an AND
3.2.7 Add a field to an existing using one or more logical
4.2 Adding Field to operators: AND, OR, Condition
table.
Existing Table NOT.
3.2.8 Adjust the width of 4.2.7 Use a wildcard in a query
5.2 Changing the 9.6 Using a
column(s) in a table. like: * or %, ? or _.
Column Width Wildcard Character

3.3.1 Create a one-to-many 4.2.8 Edit a query: modify,

10.1 Using Related 9.7 Editing a Query
relationship between remove criteria.
tables. Tables

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 Ref ECDL Task Item Location Ref ECDL Task Item Location
4.2.9 Edit a query: add, 6.1.6 Export a table, query
8.2 Hiding and 14.2 Exporting
remove, move, hide, output in spreadsheet,
unhide fields. Unhiding Filed in Data to an Excel
Query text file, csv, XML format Workbook
to a location on a drive.
4.2.10 Run a query. 14.3 Exporting
7.9 Running a
Data to a Text File
Query
14.4 Exporting
5.1.1 Understand that a form is
11.1 Using Forms Data to a XML File
used to display, add and
edit records.
5.1.2 Create and name a 11.2 Using the 6.1.7 Export a report output in
simple form. Form Button 14.2 Exporting
pdf format to a location on
5.1.3 Use a form to insert new a drive. Data to an Excel
11.5 Adding a
records. Workbook
Record using a
Form 6.2.1 Change table, form, query
13.9 Changing
output, report orientation:
5.1.4 Use a form to delete portrait, landscape. Orientation and
11.6 Deleting a
records. Change paper size. Paper Size
Record using a
Form 6.2.2 Print a page, selected
4.7 Printing from a
record(s), complete table.
5.1.5 Use a form to add, Table
11.7 Adding,
modify, delete data in a
Editing and 6.2.3 Print all records, specific
record. 11.9 Printing
Deleting Record page(s) using form layout.
Records in a Form
Data Using a Form
6.2.4 Print the result of a query.
5.1.6 Add, modify text in 8.4 Printing a
12.2 Adding a Form
headers, footers in a form. Query
Header and Footer
Text Using The 6.2.5 Print specific page(s) in a
13.4 Printing Pages
Label Control report, print complete
report. of a Report
6.1.1 Understand that a report
13.1 Using Reports
is used to present
selected information from
a table, query.
6.1.2 Create and name a
13.2 Using the
simple report based on a
table, query. Report Button
6.1.3 Create and name a
13.5 Using the
grouped report. Sort
records and calculate Report Wizard
summary information like: 13.10 Grouping
sum, minimum, maximum, and Summarising
average. Report Data
6.1.4 Edit a report: change
13.7 Changing
arrangement of data
fields, headings. Control
Arrangement of
Data Fields in
Report Layout
6.1.5 Edit a report: add, modify
14.1 Adding Report
text in headers, footers.
Sections in Design
View

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Congratulations! You have reached the end of the ECDL Using Databases book.
You have learned about the key skills relating to databases, including:
 Understand what a database is and how it is organised.
 Create a simple database and view the database content in various modes.
 Create a table, define and modify fields, and create relationships between tables.
Enter and edit data in a table.
 Use filters and queries to retrieve specific information from a database.
 Create a form to enter, modify and delete records and data in records.
 Create routine reports and prepare outputs ready for print or electronic distribution.
Having reached this stage of your learning, you should now be ready to undertake ECDL
certification testing. For further information on taking this test, please contact your ECDL
test centre.
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